Vcon IGC2000 6.7 User Manual

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Audio Conferencing
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IGC
Audio Conferencing Bridge
User’s Guide
DOC00049 Rev. 6.0 02.06
Version 6. 7
© 2006 Emblaze-VCON Ltd. All Rights Reserved.
Information in this document is subject to change without notice. No part of this document can be reproduced or transmitted in any form or by any means ­electronic or mechanical - for any purpose without written permission from Emblaze-VCON Ltd.
Microsoft and Outlook are registered trademarks of Microsoft Corporation in the United States and/or other countries.
All other product names are tr ademark s o r registered trademarks of their respective companies or organizations.

Software Limited Warranty

Emblaze-VCON Ltd. warrants to the original Purchaser, that IGC User Interactive Group Communication (“Product”) Software will perform according to accompanying user documentation for a period of 90 (ninety) days from the date of receipt; replacement Software will be warranted for 90 (ninety) days from the date of receipt. This Limited Warranty shall not apply to any product that in the opinion of Emblaze-VCON Ltd. has not been installed or upgraded according to accompanying documentation from Emblaze-VCON Ltd. or been subject to misuse, misapplication, negligence or accident while in the hands of the purchaser.
GRANT OF LICENSE Emblaze-VCON Ltd. grants the Purchaser a non-exclusive
and non-transferable license to use the Softwar e Product (System, Key, Software, and Documentation) only as authorized in this licensing agreement. The Product is licensed for the Purchaser’s internal use. The Product, or any derivative or by­product of it, may not be used by, sub-licensed, resold, rented, or distributed to any other party. You agree that you will not assign, sublicense, transfer, pledge, lease, rent, or share your rights under this License Agreement. You agree that you will not reverse assemble, reverse compile, tamper with the Software or the Key, or otherwise translate the Software.
The Purchaser may make one copy of the Software solely for backup or archival purposes, which may include user documentation provided via online or other electronic form, in case the Software original media is damaged or destroyed. Additional copies may not be made nor may anyone else be allowed to copy or otherwise reproduce any part of the licensed software without prior written consent of Emblaze-VCON Ltd.
ii Emblaze-VCON IGC User Guide
COPYRIGHT All trademark(s)), logo(s), name(s), software, documentation and
other supporting materials relating to the Product are copyrighted or owned by Emblaze-VCON Ltd. as proprietary information protected by U.S., E.U., and international copyright laws and international and applicable national treaty provisions and laws. This License Agreement does not convey to you or the Purchaser an interest in or to the Product, but only a limited r ight of use r evocable in accordance with the terms of this License Agreement. The provisions of this paragraph shall survive termination of this Agreement.
Software protection extends beyond its literal code to structure, sequence and organization; any unauthorized use or modification would constitute a misappropriation of Emblaze- VCON’s proprietary rights and a violation of the License agreement.
LIABILITIES Emblaze-VCON’s entire liability and the Purchaser’s exclusive
remedy shall be at Emblaze-VCON’s option, either return of the price paid or repair/ replacement of the Product not meeting Emblaze-VCON’s declared Limited Warranty. Emblaze-VCON or its suppliers shall not be l iable in any event to anyone for any indirect, incidental, consequential, special or exemplary damages including without limitation damages for loss of business profits, business interruptions, business information or other pecuniary loss arising out of the use of or inability to use the said Product even if advised of the possibility of such damages. In all cases, Emblaze-VCON’s entire liability under any provision of this agreement shall not exceed the amount actually paid by the Purchaser for the Product.
Emblaze-VCON IGC User Guide iii

About this User’s Guide

This User’s Guide explains how to set up, schedule, and participate in the rich conferencing environment provided by Emblaze-VCON’s Interactive Group Communications (IGC) system. The following chapter summary briefly describes this guide’s contents:
Chapter 1 Welcome to IGC 2000
Introduction to the IGC’s operational modes and features.
Chapter 2 Getting Started
Procedures for IGC’s most basic tasks - initiating calls to individual team members and to groups.
Chapter 3 Team Ope r ati ons
Instructions for creating and managing teams, and initiating and managing team-wide calls.
Chapter 4 Scheduled Calls
Procedures for scheduling calls.
Chapter 5 Call Manager Operations
Description of the Call Manager and procedures for performing various tasks during an IGC conference, such as whispering, external consulting, WebEX and WebSharing presentations.
Chapter 6 Personalizing IGC
Instructions for setting up personal profiles, and adding and editing Personal Users as part of your teams.
Chapter 7 Broadcast Calls
Procedures for moderating and participating broadcast­type conferences.
Chapter 8 Guest Operations
Procedures for guests joining an IGC conference.
Chapter 9 IGC Agent for Microsoft Outlook
Instructions for installing the IGC Agent plug-in to your Microsoft® Outlook® application and initiating IGC calls from Outlook.
iv Emblaze-VCON IGC User Guide

Emblaze-VCON Technical Support

This User’s Guide was designed to help you work with the IGC system easily so that you can enjoy its many features.
If a situation occurs that is not covered by the supplied documentation, contact your local Emblaze-VCON distributor, and request a ssistance from thei r Emblaz e-VCON­trained technical support department. Please describe the problem, device, and PC operating system (if applicable), and any other relevant details.
Also, you may access the Technical Support section of the Emblaze-VCON website
http://www.emblaze-vcon.com/support/index.shtml) in order to check its
( knowledge base or initiate other customer support processes:
Page Type of support
Support Notes Troubleshoot or receive technical information about
specific Emblaze-VCON products.
Downloads Download a new software release or a free product
evaluation.
Demo Numbers
License Key Requests
Test your v ideoconferencing system.
Request a permanent license key for your organization’s MXM(s).
Emblaze-VCON IGC User Guide v

Glossary of Terms and Acronyms

Term/Acronym Description
Account Number
Conference ID 5-digit number that identifies a specific team call. Consultant
Modes
9-digit number that you use to log into IGC.
Types of external calls. See:
“Disconnect External Participant” on page 7
“Team Consultation” on page 7
“Personal Consultation” on page 7
“Include External Participant” on page 7
External Call A separate call to a consultant made concurrently with
the team call. You can keep the external consultant isolated from the group, allow the group to monitor the external call, allow the consultant to monitor the team call, or included the consultant in the team call.
Find Me IGC calls telephone numbers in order of priority until it
locates the User or Personal-User.
Team Cal l Call to a predefined team. IMinControl™ Individually Managed Interactive Control Meet-Me A conference call where Guests dial-in to the conference
at a prearranged time, using a conference ID number and PIN to enter the call.
MN Member Number
Unique member number between 1 and 99, used to refer to another user in a team call.
Personal-User Individual that you add to IGC in order to add to a team. PIN Personal Identification Number
IGC uses 4-digit PINs.
Sidebar Private conversation that a Moderator initiates with a
Listener.
Team Group of Users and Person al-Us ers that you can cal l as a
group.
Team Mem b er User or Personal-User on one of your teams. TN Team Number
Unique member number between 1 and 99, used to refer to another team call team.
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Term/Acronym Description
TUI Telephone User Interface
Refers to actions performed by pressing the keys on the telephone’s keypad.
Unwhisper Exit Whisper mode. User You and others like yourself who have been added to the
IGC system by your network administrator. Users can
WebEx WebEx is a third-party application for sharing
applications and documents over the web.
WebShare WebShare is the electronic equivalent of making a
presentation at a meeting. You ca n display an application on your computer over the web to other members of the group.
Whisper Only the individual(s) “whispered to” can hear you. The
IGC equivalent of covering the telephone when you speak to someone in the room.
Emblaze-VCON IGC User Guide vii

Tabl e Of Con ten ts

Table O f C ontent s

About this User’s Guide ..................................................................iv
Emblaze-VCON Technical Support .................................................v
Glossary of Terms and Acronyms...................................................vi
1 Welcome to IGC 2000 ......................................................1
1.1 Business Team Calls.........................................................................1
Types of Team Call Users................................................................ 2
Types of Team Calls ........................................................................ 3
Individually Controlled Business Team Call Features ...................4
1.2 Broadcast Calls................................................................................ 8
Types of Broadcast Call Users......................................................... 8
Individually Controlled Broadcast Call Features ........................... 9
1.3 Other Features................................................................................10
Pronunciation Control and the Listen Button...............................10
Name Tags......................................................................................10
Microsoft Outlook Plug In..............................................................10
2 Getting Started .............................................................11
2.1 Enabling ActiveX Controls............................................................. 11
2.2 Logging In ......................................................................................12
2.3 Initiating a Call...............................................................................13
Use the Dial Pad .............................................................................15
2.4 Initiating a Call to a Team..............................................................19
3Team Operations...........................................................23
3.1 Basic Team Operati o ns .............. .. .. .. .. .. .. .. .. .. .. .. ... .. .. .. .. .. .. .. .. .. .. .. .. .. 2 4
Creating a Team ............................................................................ 24
Initiating a Call to a Team..............................................................27
Viewing Teams .............................................................................. 28
3.2 Advanced Team Operations..........................................................30
Personalize the Team....................................................................30
Adding and Deleting a Team Member.......................................... 33
Deleting a Team ............................................................................40
3.3 TUI Commands for Team Operations .......................................... 43
4 Scheduled Calls ............................................................45
4.1 Scheduling A Call .......................................................................... 45
4.2 Inviting Guests to a Meet-Me Call ................................................ 52
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5 Call Manager Operations ................................................53
5.1 Basic Operat i on s................ .. .. .. .. .. .................... .. .. .. ... .. .. .. .. .. .. .. .. .. .. . 54
Viewing a Prescheduled Call.........................................................54
Placing an External Call ................................................................ 57
Adjusting the Volu m e........ .. .................... .. .. .. ..................... .. .. .. ..... 57
Disconnecting from the Conversation .......................................... 58
5.2 Advanced Operations .................................................................... 59
Placing a Call to One of Your Personal-Users...............................59
Mute/Unmute ................................................................................61
Whisper to One/Whisper to Many................................................62
Sending a Note .............................................................................. 65
Initiating a WebShare Session ......................................................66
Initiating a WebEx Meeting..........................................................70
External Private Mode................. .. .. .. .. .. .. .. .. .. .. .. .. .. ... .. .. .. .. .. .. .. .. .. .. . 73
Personal Consultations ................................................................. 74
Team Consultations....................................................................... 75
Introducing an External Consultant into a Team Call..................76
Placing an External Call on Hold...................................................77
Disconnecting an External Call from a Team Call........................ 78
5.3 Telephone Commands................................................................... 79
5.4 Mock Telephone Call Using Telephone Commands.....................80
6Personalizing IGC.......................................................... 83
6.1 Updating your Personal Profile..................................................... 83
6.2 Adding and Deleting P erso na l-U s er s............ .. .. .. .. ... .. .. .. .. .. .. .. .. .. .. . 85
6.3 Editing a User (Personal-User)......................................................91
6.4 Viewing and Editing the User Directory....................................... 94
Editing the Master Directory ........................................................94
Viewing the User Directory........................................................... 96
6.5 Personalizing TNs and MNs..........................................................97
6.6 Find Me Options...........................................................................101
7Broadcast Calls...........................................................103
7.1 Scheduling a Call ......................................................................... 103
7.2 Moderator Operations................................................................. 104
Connecting and Disconnecting All Listeners.............................. 104
Holding a Sidebar Conversation with a Listener........................ 105
Permitting a Listener to Speak.................................................... 106
Canceling a Listener’s Request to Speak......................................107
Putting a Listener On Hold and Disconnecting a Listener.........108
Changing the Volume of a Speaker for All Listeners.................. 109
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7.3 Speaker Operations..................................................................... 109
7.4 Listener Operations..................................................................... 109
8Guest Operations........................................................111
9 IGC Agent for Microsoft Outlook ....................................113
Index .........................................................................121
Emblaze-VCON IGC User Guide xi

1WELCOME TO IGC 2000

Interactive Group Communications 2000 (IGC User 2000) is an advanced audio­conferencing system with features that save time and increase productivity. IGC’s Individually Managed Interactive Control (IMinControl™) technology simulates same-room dynamics. It lets you:
Make an external private call while still listening to others in the background
Choose if and when to introduce the external caller into a team call
“Whisper” to one person or more without disengaging
Control the volume of each participant.
T Business Team Calls T Broadcast Calls T Other Features

1.1 Business Team Calls

Business team calls enable:
Scheduled team calls with automatic reminders to all participants
Find Me dialing
Same-room dynamics
Concurrent private calls
Multiple consultation modes that let you bring in experts when you need them
Emblaze-VCON IGC User Guide 1
1 Welcome to IGC 2000

Types of Team Call Users

There are different types of users, each having a different level of access to IGC User features.
User Users can only be created by the network administrator,
and have their own accounts with an individual PIN for login to IGC User software. Use rs can create and mana ge teams to be called as a group, and can schedule different types of calls.
The teams can consist of other Users and Personal­Users.
Personal-User Personal-Users can be created by Users from a limited
pool of non-entity users defined by the IGC administrator. You can define multiple phone numbers for your Personal-Users, which enable IGC to look for and find them when you need them.
Personal-Users do not have their own accounts or PINs. They cannot create other Personal-Users or log into the Call Manager. Personal-Users join a call by dialing the number 1.
However, when you want to provide a Personal-User with access to Call Manager features, you can “invite” them as a Guest, even though they are defined as Personal-Users.
Guest Guests are not defined in IGC User and must therefore
dial-in to an existing team call, using an ID and PIN specific to the team call. When a User schedules a team call, IGC User generates an ID and PIN specific to the call, which it includes in an email that it sends to the User. The User can then forward this email to Guests.
Guests in a business team call differ from Listeners in a broadcast call. Unlike Listeners, Guests can participate fully in the call.
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1 Welcome to IGC 2000

Types o f Te a m C a l l s

IGC User offers the following types of business team calls:
Meet-Me Dial-in service where Guests call in to a scheduled team
call. Once a call is scheduled, you can forward the email
created by IGC to your Guests. At the appointed time, the Guests dial-in to the IGC telephone number, and use the Conference Number and PIN to join the call and log into the Call Manager.
You can also initiate a Meet-Me call without scheduling it, by entering the conference ID and PIN of an existing team.
Once a team is created, you can forward the email created by IGC to your Personal-Users to enable them to log into scheduled calls as guest, thereby allowing them to use the Call Manager.
Ad Hoc Team Call
Scheduled Team Cal l
Dial-out service to Users and P ersonal-Users. Users can use their individual PINs to access the Call Manager. Personal-Users can join the team calls, but cannot log into or use the Call Manager.
Scheduled dial-out service to Users and Personal-Users. Guests can dial-in to a scheduled call once it starts.
Emblaze-VCON IGC User Guide 3
1 Welcome to IGC 2000

Individually Controlled Business Team Call Features

Main Features
Auto Roll Call Lists all of the Team Members with their Member
Numbers, and whether or not each Team Member is present.
TUI command is 008
Change Team Allows you to change to another team.
TUI command is: ***1TN1 to call the team.
***1TN2 to join an existing call to the team. Examples: ***1171 to call team 17.
***1172 to join an existing team 17 call.
Connect a Specific Member
Connect All Dials out to all team members that are not currently
End Whisper Everyone can now hear what you say.
External Calls Allows team members to have separate conversations
External Mode Assistance
Dials out to a specific team member. TUI command is <member number>2 For example: to dial team member no. 02, dial 022.
connected. TUI command is 002
TUI command is 000 (same as Mute/Unmute)
without leaving the team call. By default, the external call is a Private Call.
TUI command is #<telephone number>## For example: to call (123) 456-7890, you need to dial:
#1234567890##
“External Calls” on page 7 for additional
See External Call options.
Gets a list of TUI star (**) commands. One option is to get additional TUI commands.
TUI command is **
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1 Welcome to IGC 2000
Find Me IGC calls telephone numbers in order of priority until it
locates the User or Personal-User. Users define this for themselves under Admin Menu > Update Personal Profile (see
page 83
Menu > User Directory Options > Update User
(see “Editing a User (Personal-User)” on page 91). No TUI command
Help Desk Dials an external call to a number that your system
administrator defined as the help desk number. If this is not available, it may not have been defined by your system administrator.
TUI command is **0
Initiate a Team Call From Your Tele pho ne
TUI command is <IGC telephone number> #<account number> <PIN> 1TN1
Example you need to dial: #18001234567#12312312344441171 if your:
“Updating your Personal Profile” on
), and for their Personal-Users under Admin
IGC telephone number is: 1-800-123-4567
Account number is: 123123123
PIN is: 4444.
For details see “To Initiate a Team Call Using TUI
with the Conference ID and PIN” on page 79
TIP Program the entire number sequence into your phone’s
memory, using a long (2 second) pause in place of each space character above.
Mute/Unmute Toggles Mute mode and ends Whisper mode.
.
Lets you speak privately by preventing members of
the team call from hearing what you say. Equivalent of covering the mouthpiece when you speak.
Ends whisper mode.
TUI command is 000
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1 Welcome to IGC 2000
Personalize Member and Team Num bers
Renumbers Team Numbers (TNs) and Member Numbers (MNs) to make it easier for you to use the Telephone User Interface (TUI).
TNs and MNs are both changed under Admin Menu > Update My Teams > Personalize My Team (see
“Personalizing TNs and MNs” on page 97).
No TUI command
Secured cross­media Instant Messaging
Volume Con trol Increases the volume for the Member selected until level
WebShare Enables you to display an application on your computer
WebEx Opens a WebEx meeting directly from the Call Manager,
Whisper to Many
Whisper to One Only the person you “whisper” to can hear you.
Wireless Reconnect
Sends an Instant Message to the member selected. If the team member is logged into the Call Manager, the message is sent as text, otherwise IGC uses voice to transmit the message to the member selected.
No TUI command
5 is reached. From level 5 it returns the volume to level 0. TUI command is <member number>4
to all members of the group via their browsers. No TUI command
thus allowing members of a team call to share a document or application with full WebEx functionality. This option is requires a WebEx license.
No TUI command. This is the same as whispering to one, only you select
more than one person to whisper to. No TUI command
TUI command is <member number>0 IGC can automatically dial-back to a cell phone when the
connection is lost, as is often the case when entering a tunnel. This option can be added or removed in Admin Menu > Update Personal Profile (see
your Personal Profile” on page 83
Admin Menu > User Directory Options > Update User (see “Editing a User (Personal-User)” on
page 91
No TUI command Disconnect command is ****
) for Personal-Users.
“Updating
) for Users , and in
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1 Welcome to IGC 2000
External Calls
The following syntax is used to dial external calls: #<telephone number>## For example: dial #1234567890## to call (123) 456-7890.
Include External Participant
Team Consultation
Personal Consultation
Private Call Team call members are unaware of the external call and
Disconnect External Participant
External Mode Assistance
Adds the consultant to the team call. The consultant can participate in the conversation, but does not have Call Manager functionality. This ties up the member’s external call capabilities and the member who initiated the external call can disconnect the consultant at any time.
**1
Members of the team call can hear the external call, but the “consultant” can only hear the member who initiated the call.
**2
The consultant can hear what is said in the team call and speak with the member who initiated the call, but cannot participate in the team call. Other members of the team call are unaware of the consultation.
TUI command is **3
the “consultant” is unaware of the team call. The person who makes the external call continues to hear the team call in the background.
TUI command is **4 TUI command is ##
First menu lists TUI star (**) commands. Includes option to get other TUI commands.
TUI command is **
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1 Welcome to IGC 2000

1.2 Broadcast Calls

Broadcast calls are moderator controlled and can only be scheduled by the Broadcast Administrator. The Moderator is always the first pers on to join a broadcast call; IGC will not allow Speakers and Listeners to join until th e Modera tor is on the line.
T See “Broadcast Calls” on page 103.

Types of Broadcast Call Users

There are four types of users, all of which ca n only be defined by the System Administrator.
Moderator Modera tors maintai n full contro l over the bro adcast call,
and must be present for a broadcast call to take place. Only one person can be defined as the moderator for a broadcast team, and no one else can dial-in to the broadcast call before the moderator has joined using the proper PIN.
Once logged into the Call Manager, the moderator controls what a Listener can and cannot do. The options are:
T Listen Only - This is the default. The Silence User
command returns the Listener to this state after being allowed to speak.
T Cancel Request - Cancels a Listener’s request to
speak.
T Speak - The listener is allowed to speak to the
group.
Speaker Speakers join calls and log into the Call Manager using
their individual PINs. Once logged in, they have access to all Call Manager facilities available to Users in business team calls.
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1 Welcome to IGC 2000
Listener Listeners dial-in directly to the broadcast call, but can
neither speak nor log into the Call Manager. Listeners can request permission to speak by pressing the star (*) key on the telephone, to .
The Moderator can permit the Listener to speak. The Moderator can also place the Listener on hold, thus preventing the Listener from hearing the broadcast call. During this time, the moderator can hold a “sidebar” conversation with the Listener to determine how to handle the Listener’s request. The Moderator can also place the Listener on hold at any time.
Listener-On­Hold
Listeners-On-Hold are similar to Listeners, but do not dial-in directly to the broadcast call. Instead, they are placed on hold until the Moderator decides to connect them to the broadcast call as Listeners. In many cases, the Moderator may want to sidebar to a Listener-On­Hold before deciding whether to connect the Listener to the broadcast call.

Individually Controlled Broadcast Call Features

Volume Con trol Increases the volume for the Member selected until level
5 is reached. From level 5 it returns the volume to level 0. TUI command is <member number>4
Sidebar Private conversation that a Moderator initiates with a
Listener. No TUI command
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1 Welcome to IGC 2000

1.3 Other Features

Pronunciation Control and the Listen Button

IGC uses a standard phonetic system to pronounce names. The Listen button allows you to hear that pronunciation and add a “N ickname” that is pronounced but not displayed. For Team names, which do not contain a Nickname field, it is recommended that you enter a phonetic spelling, such as “co-laa-bo-rey-shyn” rather than “collaborati on”.

Name Tags

IGC identifies each participant in a team call. The Call Manager lets you know who is in the team call and who is speaking even if you don’t recognize the voice. If you don’t know all of the participants, these “name tags” help you identify them.

Microsoft Outlook Plug In

You can download a plug in from for Microsoft Outlook that enables you to make Meet-Me calls directly from Outlook. Once installed, you can initiate a Meet-Me call to any of your Outlook Contacts just by clicking the IGC call icon in Outlook.
T See “IGC Agent for Microsoft Outlook” on page 113.
10 Emblaze-VCON IGC User Guide

2GETTING STARTED

Before you can use IGC, you need to make sure that ActiveX controls are enabled in your browser. After this you can log in and initiate team calls.
T Enabling ActiveX Controls T Logging In T Initiating a Call T Initiating a Call to a Team

2.1 Enabling ActiveX Controls

The Call Manager uses ActiveX controls for some of its functionality.
³ To enable ActiveX controls
1 Open Internet Explorer and select Tools > Internet Options ... >
Security.
2 Scroll down to ActiveX controls and plug-ins > Script Active X
controls marked safe for scripting and select Enable.
Enable ActiveX Controls
3 Click OK.
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2 Getting Started

2.2 Logging In

³ To log in
1 Open your browser to the URL given to you by the IGC administrator in
your company, such as
2 Click the orange Customer Login square.
3 Type your account number and PIN. You should have received these from
your network administrator.
4 The Administration menu opens.
https://conf.mycompany.com.
Login
Administration Menu
IGC User automatically logs out after 20 minutes of inactivity.
12 Emblaze-VCON IGC User Guide

2.3 Initiating a Call

The simplest task in IGC is to initiate a dial-out call.
³ To initiate a call to yourself
1 Click Initiate a Call.
Initiate a Call
2 Select a team.
2 Getting Started
Select Team to Call
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2 Getting Started
This opens the Call Manager with members of the team listed. All names are in grey because they are not yet connected to the call.
Call Manager
If ActiveX controls are not enabled in your browser, you will receive an error message.
14 Emblaze-VCON IGC User Guide
2 Getting Started
3 Select Myself.
Select “Myself”
4 Click the black telephone icon. This initiates a call to the phone number(s)
that your network administrator defined for you. You can change these later in the Update Personal Profile page. The
check box flashes when the call is being placed. Once the connection is made and you join the team call, the check box is filled and your name turns from gray to black. The check box turns red when you speak.
Select Team Members to Call
5 When you answer the phone, follow the instructions you receive over the
phone. To join the call, you may be asked to dial your account number and later your PIN, or you may be asked to dial your PIN directly.
Pay attention and watch how Myself changes color from grey to black.
6 Speak into the phone. Watch as the box to the left of Myself turns red to
indicate that you are speaking.
7 Don’t hang up or disconnect the call yet; while still on the line, let’s dial an
external call.
Emblaze-VCON IGC User Guide 15
2 Getting Started

Use the Dial Pad

The dial pad allows you to make an external call that takes place at the same time. This is useful when you want to consult with someone while a team call is taking place. Obviously it is not intended for conversations with yourself, but it is worth trying just to familiarize yourself with this feature.
³ To use t h e dial pad
1 From within an existing call, click Dial Pad.
Click “Dial Pad”
2 Dial someone else from your computer keyboard.
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2 Getting Started
3 Click the telephone icon to initiate the external call.
Initiate External Call
4 The external call is clearly labeled at the bottom of the Call Manager.
External Call is Labeled
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2 Getting Started
5 Disconnect the external call by selecting it and clicking the red telephone
icon.
Disconnect External Call
6 Click Yes to confirm.
Confirm Disconnect
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2 Getting Started
7 To disconnect the conference call, select Myself and disconnect in the
same way.
This disconnects you from the call. If there were other participants in the call, it would not disconnect them from the call.
End Call
Emblaze-VCON IGC User Guide 19
2 Getting Started

2.4 Initiating a Call to a Team

If you or your system administrator has already created a team for your call, you can initiate a call to the entire team.
³ To initiate a call to an existing team
1 Click Initiate a Call.
Initiate a Call
2 Select a team.
Select Team to Call
20 Emblaze-VCON IGC User Guide
2 Getting Started
The Call Manager opens with members of the team listed in grey, meaning the team members are not yet connected.
Call Manager
3 Select members of the team that you want to call. If you forget to select
Myself, IGC will automatically do it for you.
Select Team Member(s)
Emblaze-VCON IGC User Guide 21
2 Getting Started
4 Click the black telephone icon. This initiates a call to the selected members.
Place Call
The box for a team member flashes when the call is being placed and is filled when the caller is part of the team call. Names of the team members participating in the team call are displayed in black. The box for a team member is black while that member is part of the team call and red when the member is speaking.
Connected Members in Black; Box Turns Red When Member Speaks
If you are part of a team calling each other, you (and other IGC users) will be asked to dial your PIN in order to join the call. Personal-Users will be asked to dial the number 1. If you are a member of the team being called, dialing your PIN gives you access to the Call Manager.
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3TEAM OPERATIONS

Teams allow you to quickly initiate or schedule a team call without having to invite each participant individually. They make it easy to schedule and initiate your most common team calls. Using teams also ensures that you don’t forget anyone.
The Administration menu provides access to all team operations.
T Basic Team Operations T Advanced Team Operations T TUI Commands for Team Operations
Administration Menu
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3.1 Basic Team Operations

The basic operations that you need to use are:
T Creating a Team T “Initiating a Call to a Team” on page 20 T Viewing Teams

Creating a Team

You should set up a team for each group of people that you meet with as a group for a specific topic. For example, if you have weekly status meetings with your entire staff, you can create a team named Weekly Status; and separate teams for specific projects that include a subset of the Weekly Status team.
³ To create a team
1 From the Administration menu, click Create a Team to open the
Create a Team page. IGC automatically assigns the next available team number, but you can change this in the Team Number box.
Creating a Team
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2 Name the team and click Next to open a page for selecting team members.
Name the Team
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3 Select team members or create a team without any team members, and
click Next. You can also add members to your team later.
Select Team Members
4 Review the team and Submit.
Review the Team and Submit
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5 When you receive confirmation that your team has been created, you can
do one of the following: —Click the Initiate a Call button to initiate a dial-out team call to
members of the new team.
—Click the Create Team button to begin creating another team. —Click Admin Menu at the top of the page to return to the
Administration menu.
Team Created

Initiating a Call to a Team

You can initiate a call at any time to any of your teams without first scheduling the call. Although scheduled calls are often more efficient, initiating an unscheduled team call makes it easy to quickly find and consult with members of a team.
For the procedure of initiating a team call, see
page 20
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.
“Initiating a Call to a Team” on
3 Team Operations

Viewing Teams

View Teams allows you to review the teams you have created, as well as the teams you are part of that were created by others.
³ To vie w your t eams
1 From the Administration menu, select View Teams.
Select “View Teams”
2 In the View Teams page, select My Teams.
Select “My Teams”
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The My Team List page lists all the teams that you created.
Select a Team to View
3 Click the link for the team that you want to view. This displays all the
details pertaining to that team, including the Conference ID and PIN. If you supply the Conference ID and PIN, team members can dial-in as guests, thus enabling them to use the Call Manager.
View Details
To view other teams, click the Admin Menu button and repeat the steps above.
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The same steps apply in the Teams I’m On view. Note you cannot view the Meet­Me Conference ID and PIN for teams that have been created by others.
If this team has a team call in progress, you can view the call by clicking Initiate a Call.

3.2 Advanced Team Operations

Advanced operations that save time include:
T Personalize the Team T Adding and Deleting a Team Member T Deleting a Team

Personalize the Team

You can only personalize teams you have created. You can change the team name, team number or the member number of users in this team, but these changes only affect this specific team and are not reflected in any other team you or someone else created.
³ To personalize a team
1 From the Administration menu, click Update My Team.
Select “Update My Team”
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2 In the Update My Teams page, select Personalize my Team.
Select “Personalize My Team”
3 Select the team to personalize.
Select Team to Personalize
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4 Enter the information you want to change.
5 Click Submit when finished.
You will receive a message stating the following information has been updated. To personalize another team, select Update Teams and repeat the steps above.
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Adding and Deleting a Team Member

Members can be added to or deleted from any existing team.
³ To add a team member
1 From the Administration menu, click Update My Team.
Select “Update My Team”
2 In the Update My Teams page, select Add Users to My Team.
Select “Add Users to My Team”
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3 Select the team to add users to.
Select Team for Adding Users
4 The Add Users to My Team page will appear and list all your available
contacts.
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5 Select the user(s) you would like to add to this team and click Submit.
Select Users to Add to Team
Members of the team are listed at the top of the page. Users that you can add to the team are listed in the second half of the page.
6 When finished s electing users click Submit.
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7 If the information is correct, select Submit.
Confirm Addition
You will receive a message stating your team has been successfully updated. The users will receive an email informing them that they have been added to the team. To add users to another team, select Update Teams and repeat this procedure.
Users Added
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³ To delete a team member
1 From the Administration menu, click Update My Team.
Select “Update My Team”
2 In the Update My Teams page, select Delete Users from My Team.
Select “Delete Users from My Team”
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3 Select the team to delete users from.
Select Team for Deleting Users
4 Select the user(s) you would like to delete from this team and click
Submit.
Delete the Users
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5 Make sure you are deleting the correct user(s) and click Submit.
Confirm Deletion
You will receive a message stating users have been successfully deleted from this team. To delete users from another team, select Update Teams and repeat.
User Deleted
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Deleting a Team

You can delete an entire team. This does not delete the team members from your user directory.
³ To delete a team
1 From the Administration menu, click Update My Team.
Select “Update My Team”
2 In the Update My Teams page, select Delete My Team.
Select “Delete My Team”
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3 Select the team to delete.
Select Team to Delete
4 Verify that you want to delete the selected team and then select Delete.
Click Delete
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You will receive a message stating that the team has been successfully deleted. To delete another team, select Update Team and repeat.
Team Deleted
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3.3 TUI Commands for Team Operations

During a team call, there are sever al advanced commands that you can use without interrupting the call. Press the appropriate number sequence on your telephone dial pad to apply a command. The system prevents others from hearing your commands.
Auto Roll Call Lists all of the Team Members with their Member
Numbers, and whether or not each Team Member is present.
TUI command is 008
Change Team Allows you to chan ge to another team.
TUI command is: ***1TN1 to call the team. ***1TN2 to join an existing call to the team. Examples: ***1171 to call team 17.
***1172 to join an existing team 17 call.
Initiate a Team Call From Your Tele pho ne
TUI command is <IGC telephone number> #<account number> <PIN> 1TN1
Example you need to dial: #18001234567#12312312344441171 if your:
IGC telephone number is: 1-800-123-4567
Account number is: 123123123
PIN is: 4444.
For details see “To Initiate a Team Call Using TUI
with the Conference ID and PIN” on page 79
TIP Program the entire number sequence into your phone’s
memory, using a long (2 second) pause in place of each space character above.
Volume Con trol Increases the volume for the Member selected until level
5 is reached. From level 5 it returns the volume to level 0. TUI command is <member number>4
.
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4SCHEDULED CALLS

A scheduled call is a call to one of your teams, where you set a time and date for the call in advance. At the appointed time, IGC initiates a call to you and all members of the team. When the call is scheduled, IGC send you an e-mail with details of the call and a unique PIN that allows Guests to dial-in to the call.
IGC’s adva nc ed s che d ul i ng o p ti on s allow you to set u p re g ula rl y sch e d ule d ca lls t h at take place the same time every day, week, month, or year. You can also have IGC notify team members to expect the call.
A Meet-Me call is a conference call where Guests dial-in to the conference at a prearranged time, using a conference ID number and PIN to enter the call. A Meet­Me call does not require any setup - just send invitations and wait for the call.
T Scheduling A Call T Inviting Guests to a Meet-Me Call

4.1 Scheduling A Call

³ To schedule a call
1 From the Administration menu, click Prescheduled Group Call.
Select Prescheduled Team Call
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2 Click Schedule Call.
3 Click Select Existing Team.
Select Schedule Call
Select Existing Team
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4 Select an existing team. Since this is your first scheduled call, schedule a
call for a team where you are the only member.
Select a Team
5 Give the team call a meeting name.
Give the Team Call a Meeting Name
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6 Click Next.
Review and Click Next
One time only is selected. You should leave this setting as is for now because this is only a test call. However, it is recommended that after completing your first schedule call, you go back and schedule some real weekly, monthly or yearly calls.
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7 Click Select Date and select the date from the calendar that pops up.
Click Select Date
Popup Calendar
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8 Select the time.
Select Time
Leave the Pre-notification check boxes empty for now. For now, it is enough that you are aware of their existence. these useful options that you
9 Click Finish.
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10 Review the details and click Schedule Call to confirm.
Review Details and Click Schedule Call
11 IGC User displays the details of the scheduled call and allows you to
schedule another call or modify the details by clicking the Schedule Call or Modify a Call button respectively. It also generates and sends you two e-mails containing the 5-digit conference ID and 4-digit PIN.
Call Has Been Scheduled
The IGC then calls each member at the scheduled time. Wait for the call.
12 When asked for the PIN, dial the 4-digit PIN for the team call.
Personal-Users are asked to dial 1 instead of a PIN.
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4.2 Inviting Guests to a Meet-Me Call

After scheduling a Meet-Me call (scheduled call to yourself only), you need to notify your Guests by forwarding them a copy of the second email that you received. This email includes the dial-in number, conference ID and PIN. It also contains a link to the Guest Login so that guests can login to the Call Manager for that team call.
You can also initiate a Meet-Me call without scheduling it, by entering the conference ID and PIN of an existing team.
³ To notify the participants
T Forward the second email (sample shown below) to the conference
participants. This email includes the dial-in number, conference ID and PIN. It also contains a link to the Guest Login so that guests can log in to the Call Manager for that specific call only.
Forward Email to Guests
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5CALL MANAGER OPERATIONS

The Call Manager provides several additional features that add ease and convenience to your conferencing activity.
1224
23
22
21 20
19 18
17
3
4 5
6 7 8
16
1315
1214
9
1011
Call Manager
1. Mute Indication 9. Connect 17. External Name/Number
2. Group Volume 10. Disconnect 18. Change External Mode
3. Help Menu 11. External Dial Pad 19. Member Number
4. Whisper Indication 12. Options 20. Member Name
5. Volume Indication 13. Initiate Whisper 21. Member Online
6. External Mode Indication 14. Mute Self 22. Member Offline
7. WebEx 15. Decrease Volume 23. Connectivity Status
8. Personal Address Book 16. Increase Volume 24. Connected Team
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The Options button contains the Send Message option in both the Business and Broadcast applications. In the Business application it can also contain the Emblaze-VCON WebShare option. In the Broadcast application it contains additional options for Moderators.
T Basic Operations T Advanced Operations T Telephone Commands T Mock Telephone Call Using Telephone Commands

5.1 Basic Operations

Through the Call Manager, perform the following basic operations:
T Viewing a Prescheduled Call T Placing an External Call T Adjusting the Volume T Disconnecting from the Conversation

Viewing a Prescheduled Call

You can view any of your scheduled calls while they are in progress by opening the Call Manager to that call. This is basically the same procedure as described in
“Viewing Teams” on page 28.
³ To view a prescheduled call
1 From the Administration menu, select View Teams.
Select “View Teams”
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2 In the View Teams page, select My Teams.
Select “My Teams”
3 The My Team List page lists all the teams that you have created. 4 Click the link for the team whose call you want to view.
Select a Team to View
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The Team List displays all the details pertaining to the selected team, including the Conference ID and PIN.
View Details
5 Click Initiate a Call. Details of the call in progress appear on the screen.
View Scheduled Call In Progress
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Placing an External Call

External calls are made to someone outside the team, while the team call is taking place. By default, external calls are offline in Whisper mode; the rest of the team and the person called are not aware of the existence of the other unless you decide otherwise. You can choose to allow the person outside the team to hear the others without their knowledge, allow the team to hear this person, or bring the outside person into the conversation.
See the procedure in “Use the Dial Pad” on page 15.

Adjusting the Volume

You can adjust the volume by which you hear members of the team call and external calls. This does not affect how others hear you.
³ To adjust the volume of everyone
Click the triangle next to volume and increase or decrease the volume from the drop­down menu.
Adjust Volume of Everyone
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³ To adjust the volume of an individual
1 Select the member(s) whose volume you want to change. 2 Adjust the volume using the up or down arrow, or right-click and select
volume up or volume down.
Adjust Volume of an Individual

Disconnecting from the Conversation

You can either hang up the phone or click the Disconnect icon.
If you are on a cell phone, and Wireless Reconnect is defined in your Personal Profile, you must press the star key four times (****) before hanging up. Otherwise IGC will automatically call you back to reconnect the call.
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5.2 Advanced Operations

In the Call Manager, the following advanced operations are available:
T Placing a Call to One of Your Personal-Users T Mute/Unmute T Whisper to One/Whisper to Many T Sending a Note T Initiating a WebShare Session T Initiating a WebEx Meeting T Team Consultations T Introducing an External Consultant into a Team Call T Placing an External Call on Hold T Disconnecting an External Call from a Team Call

Placing a Call to One of Your Personal-Users

While a call is in progress, you can dial out to other team members directly from the Address Book in the Call Manager.
³ To place a call from the Call Manager to a team member
1 Click Address Book.
Click Address Book
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2 Select team members to call.
Select Team Members to Call
3 Click the telephone icon. This initiates a call to each of the selected team
members. If you are not connected, IGC will automatically initiate a call to you as well.
Select Team Members to Call
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Mute/Unmute

Muting mutes your voice so that members of the team call cannot hear what you say. It is the electronic equivalent of covering up the mouthpiece when speaking to someone else in the room.
³ To mut e and u n m ute
1 Click the Mute button when you want to mute yourself.
Mute
2 Click the Mute button again to unmute.
Unmute
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Whisper to One/Whisper to Many

Whispering to someone allows only that person to hear what you say. It is the electronic equivalent of whispering to a neighbor in a team call without interfering in the conversation. The only difference between Whisper to One and Whisper to Many is the number of people you select to whisper to.
³ To whisper to others
1 Select the member(s) to whom you want to whisper.
Select Member(s) To Whisper To
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2 Click the Whisper button.
Click Whisper
The Whisper symbol will appear in the Myself line and next to the name of the person to whom you whisper.
The person you whisper to will be asked whether or not to whisper back. The Whisper symbol will only appear next to the name of that person if that person chooses to whisper back.
Do not assume that someone you whisper to will whisper back.
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3 To exit Whisper mode (unwhisper), click the Whisper button again.
Click Whisper Again to Unwhisper
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Sending a Note

You can send an Instant Message that only appears in the intended recipient’s Call Manager. If an intended recipient is not logged into the Call Manager, then IGC will vocalize the message to that recipient. This is the electronic equivalent of writing and passing a written note to someone physically present in a meeting.
³ To send a note
1 Select the member(s) to whom you want to send a note and click Options.
Click Options
2 Select Send Message.
Click Send Message
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3 Type the message and click Send.
Send Note
If the intended recipient is logged into Call Manager, the recipient has the option to reply.

Initiating a WebShare Session

WebShare is available as a licensed o ption. If you want to add th is option to your IGC system, please contact your local Emblaze-VCON representative.
Using WebShare, you can show a document or application running on your computer over the web to other members of the group. Other members of the team call who are using Call Manager (Users and Guests) will receive a WebShare request. If they accept, their default browser will automatically open to a page displaying the application that you selected.
Personal-Users don’t have access to the Call Manager. However, you can send them the URL of the WebShare session, thus allowing them to connect to the WebShare session directly.
In order to focus attention, IGC only allows one person to make a presentation at one time. Once someone initiates a WebShare, the WebShare option of the Call Manager for all other members of the team call changes from Initiate a WebShare to Accept a Webshare.
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³ To initiate a WebShare
1 Click the Options button and select VCON WebShare.
Start WebShare
2 From the Window Picker dialog box, drag the bull’s eye icon to the
application that you want to display.
Drag Target
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³ To join a WebShare session
1 Click Yes when requested to do so.
Join a WebShare Session
2 Click the Options button and select Join VCON WebShare to open an
additional window with the shared application in it.
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³ To stop a WebShare session
1 Click the Option button and select Stop VCON WebShare.
Stop WebShare
2 The WebShare application ends.
³ To send the WebShare URL to a Personal-User
1 Click the information button in the top right corner of the application
that you chose to share.
Click Information Button
2 Copy the URL found in the WebShare Information window.
Select URL and Copy
3 Paste the URL into a message and email it to the Personal-User(s).
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Initiating a WebEx Meeting

WebEx is available as a licensed option. If you want to add this option to your IGC system, please contact your local Emblaze-VCON representative.
WebEx is a third party application with advanced document and application sharing capabilities. Other members of the team call who are using Call Manager (Users and Guests) will receive a WebEx request. If they accept, their default browser will automatically connect to a WebEx meeting with the application that you choose to share.
In order to focus attention, IGC only allows one person to make a presentation at one time. Once someone initiates a WebEx meeting, the WebEx option of the Call Manager for all other members of the team call changes from WebEx to Join WebEx.
³ To initiate a WebEx meeting
1 Click the WebEx button.
Initiate WebEx Meeting
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2 The Meeting in progress page opens.
Do not close this page by clicking the x in the upper-right corner. Closing it stops the WebEX session without ending all processes and can have unexpected results.
Meeting in Progress Page
3 The WebEx Meeting Manager opens.
WebEx Meeting
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³ To join a WebEx meeting
1 Click Yes when requested to do so.
Join a WebEx Meeting
2 Click the Join WebEx button to open an additional window with the
shared application in it.
³ To end a WebEx meeting
1 Click File in the WebEx Meeting Manager and select End Meeting. 2 Click Yes in the dialog box that opens.
End WebEx Meeting
3 The WebEx application ends.
Only the WebEX host can stop the session. The person initiating the WebEx session is the WebEX host unless the host is transferred to another person.
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External Private Mode

When you first connect to an external user, the default connection mode is Private. In External Private mode, team call members are unaware of the external call and
the “consultant” is unaware of the team call. The person who makes the external call continues to hear the team call in the background.
³ To change the call to private mode
1 Click the Change External Mode arrow.
Select External Mode
External Mode Select arrow
2 In the drop-down menu, select Private.
Select Private
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Personal Consultations

A Personal Consultatio n al low s an addition al pers o n to hear wha t is s aid in the t eam call and speak with the member who initiated the call, without participating in the team call. Other members of the team cal l are completely unaware of the consultation. This option is activated on an external call.
Team call members are unaware of th e e xtern al call and th e “co nsult ant” is unaw are of the team call. The person who makes the external call continues to hear the team call in the background.
³ To turn an external call into a personal consultation
1 Click the Change External Mode arrow.
Select External Mode
External Mode Select arrow
2 In the drop-down menu, select Personal Consulting.
Select Personal Consulting
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Team Consultations

This allows members of the team call to hear the external call, but the “consultant” can only hear the member who initiated the call. This option is activated on an external call.
³ To turn an external call into a team consultation
1 Click the Change External Mode arrow.
Select External Mode
External Mode Select arrow
2 In the drop-down menu, select Team Consulting.
Select Team Consulting
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Introducing an External Consultant into a Team Call

Team members may add a consultant on an external call to the team call. The consultant can participate in the conversation, but does not have Call Manager functionality. This feature ties up the initiating member’s external call capabilities, but the same member can disconnect the consultant at any time.
³ To introduce an external consultant into the team call
1 Click the Change External Mode arrow.
Select External Mode
External Mode Select arrow
2 In the drop-down menu, select Include Ext. Participant.
Select Include External Participant
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Placing an External Call on Hold

You can place an external call on hold to tempor aril y isolate the “con sulta nt ” so that the consultant cannot hear what you say to the other team members.
³ To place a call on hold
1 Click the Change External Mode arrow to open a drop-down menu.
Select External Mode
External Mode Select arrow
2 From the drop-down menu, select Hold.
Select Ho ld
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Disconnecting an External Call from a Team Call

You can disconnect an external call at any time.
³ To disconnect an external call
1 Click the Change External Mode arrow to open a drop-down menu.
Select External Mode
External Mode Select arrow
2 From the drop-down menu, select Disconnect External.
Disconnect External Participant
3 To avoid accidental disconnection, click Yes to confirm.
Confirm Disconnect of External Participant
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5.3 Telephone Commands

TUI commands enable you to initiate and manage team calls directly from your telephone’s keypad. For descriptions of these commands, see
Controlled Business Team Call Features” on page 4
³ To Initiate a Team Call Using TUI with the Conference ID
and PIN
1 Dial-in to the IGC Server. This number is provided by your system
administrator and listed in the emails generated by IGC.
2 Enter the Conference ID when asked to do so. 3 Enter the Conference PIN when asked to do so.
TIP Program the entire number sequence into your phone’s memory, using a
long (2 second) pause in place of each space character above.
³ To Initiate a Team Call Using TUI without the Conference
ID and PIN
1 Dial-in to the IGC Server. This number is provided by your system
administrator and listed in the emails generated by IGC.
2 Press the # key on your telephone when asked to enter your Conference ID. 3 Dial your Account Number when asked to do so. 4 Dial your PIN when asked to do so. 5 Press the 1 key on your telephone. 6 Dial the two-digit Team Number (TN).
³ To dial an external call from a telephone
1 Press # on your telephone to signify the start of an external call phone
number.
2 Dial the phone number.
Include the area code and any long distance prefixes that you would normally use if dialing from a phone located at the site of the IGC server.
3 Press ## on your telephone to signify the end of the external phone
number. For example, press #1201555666## to dial 1- (201) 555-6666.
“Individually
.
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5.4 Mock Telephone Call Using Telephone Commands

The following mock group using telephone commands illustrates how TUI can be used to manage a call.
1 Team member Brian calls into the Emblaze-VCON system using his 800
number. 1-800-RemoteA The system attendant greets Brian and asks for a Conference ID or the #
key to log in. If he chooses # to log in, the system asks for his 9-digit account number.
2 Brian enters 123456789.
123456789
Account number
3 IGC asks for his 4-digit PIN. Brian enters 1234.
1234
PIN
4 IGC asks Brian to either enter 1 to select a predefined team or 2 to select
members from the directory. Brian enters 1.
1
Select a predefined team
5 IGC reads Brian the list of his teams. Brian enters the relevant team
number.
6 IGC asks Brian to press 2 to call the entire team. Brian enters 2.
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7 IGC calls all team members, and announces each one as they join the call. 8 During the call, Brian wants Anthony to get a competing quote while
another team member is speaking. Brian dials 050 (Anthony’s MN + 0).
05 0
Anthony’s member number Whisper command
Brian hears “Whispering to AJ Rhoads” and Anthony hears the whisper tone when Brian speaks. Only Anthony can hear Brian’s request.
9 Anthony whispers back to Brian by dialing 030 (Brian’s MN + 0).
03 0
Brian’s member number Whisper command
Anthony hears “Whispering to Brian.” and Brian hears the whisper tone when Anthony speaks. Only Brian can hear Anthony’s response.
10 They both want to return to normal mode by dialing 000
000
Unwhisper
11 When the call ends, all of the members hang-up (or dial * * * * if Auto-
Reconnect is enabled).
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6PERSONALIZING IGC

You can personalize IGC so that it makes conferencing more convenient.
T Updating your Personal Profile T Adding and Deleting Personal-Users T Editing a User (Personal-User) T Viewing and Editing the User Directory

6.1 Updating your Personal Profile

Your personal profile contains information on how others will contact and identify you.
³ To update your personal profile
1 From the Administration menu, click Update Personal Profile.
Click “Update Personal Profile”
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2 Review and edit the Update Personal Profile page.
Cancel 2nd Phone Number Without Deleting It
Setting the Find Me Order to 0 makes it easier to reactivate the number during short periods when you want IGC to use that number. For example, if you have offices in two cities, you may want to deactivate whichever office you are not near rather than delete it.
3 Click Submit. 4 Review the changes and click Submit to confirm them.
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6.2 Adding and Deleting Personal-Users

There may be times when you want to create a team that includes members from outside your organization, for example suppliers, customers or outside consultants. In order to do this, you must first create a Personal-User that you can then add to your team. You may later find that you don’t really need some of the Personal-Users in your user directory and decide to delete them.
³ To add a Personal-User
1 From the Administration menu, click User Directory Options.
Click User Directory Options
2 Click Add a User.
Click Add A User
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3 Type the First and Last name of the Personal-User and click Listen to hear
how the IGC User will announce the new user.
Add User Name and Listen
If you want the system to use a different pronunciation or a nickname, type it into the next field. If you are new to IGC User, it is recommended that you leave this field empty or enter a nickname. You can always edit this later when you are more familiar with IGC User.
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4 Type the user’s email and company name if you know them. The email will
be used to notify the user of schedule calls.
Add Email and Company Name
5 Define the phone numbers used to contact the user.
Add Phone Number
In the example above, Snow White included an extension number in 1st phone number. She then entered the company switchboard as the 2nd number.
Because the receptionist answers the 2nd number, she selected the Receptionist check box. When the Receptionist check box is selected, IGC first announces that this is a call for Personal-User and requests that the call be transferred to Personal-User. After the call is transferred, IGC announces its usual message.
IGC User tries to contact the user in the order that you define, beginning with 1. Lines beginning with zero (0) are inactive.
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TIP Add this page to your browser’s Favorites list . Better yet, create a Favorite’s
folder for IGC User operations and save this page in the folder. You can then quickly return to the User Team page by clicking the link that you created.
6 Click Submit. This opens a confirmation page for you to review the user’s
details.
7 Check the details and click Submit a second time to confirm.
You will receive the following notification.
User Added
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