Cisco Systems 14523 02 User Manual

Cisco TelePresence MCU  
Accessing Conferences  
Getting started  
14523.02  
Introduction  
Introduction  
This guide provides information on Accessing Conferences using Cisco TelePresence  
MCU 4500 series, MCU 4200 series and MCU MSE series products with software  
release 4.0 onwards. Throughout this guide, the term MCU refers to all MCU series.  
3
 
Calling in to conferences  
Calling in to conferences  
When you dial into a conference you can connect directly to your conference or into a  
menu that presents you with a series of options (called an auto attendant). From the  
auto attendant you can select the conference you want to join.  
You can join a conference/auto attendant in three ways. Using a:  
hardware video endpoint  
software video endpoint  
audio-only telephone  
Dialing in using a hardware video endpoint  
Your system administrator will provide you with a number that will either connect you  
to the auto attendant or connect you directly to your conference. If there is a PIN you  
will be prompted to enter it.  
On all endpoints you must always press the pound/hash key (#) after  
entering a conference PIN.  
i
Dialing in using a software video endpoint  
If you have a webcam and microphone you can dial into a conference using a software  
video endpoint from your computer.  
You can dial into a conference using one of two software video endpoints: Cisco  
TelePresence Movi and Cisco TelePresence ConferenceMe.  
Dialing into a conference using Movi  
This guide assumes that Movi and/or ConferenceMe are already  
installed. See the individual products documentation for information on  
how to install Movi and/or ConferenceMe.  
i
Your system adminstrator will provide you with an address to use with Movi. The  
address will take the format <e164_number>@domain.name or,  
<conference_name>@domain.com.  
To join the conference using Movi, type the address into the address bar of Movi and  
press Enter. To enter a PIN, click the keypad icon and enter the PIN followed by a ‘#’.  
Press Enter.  
4
     
Calling in to conferences  
Dialing into a conference using ConferenceMe  
Your system adminstrator will email you a HTTP link to use with ConferenceMe. The  
link will take the format  
To join the conference using ConferenceMe, click the link in the email. If you are set up  
to automatically join conferences, ConferenceMe will load and you will be connected to  
your conference. Alternatively, a web browser will open; select Click here to join the  
conference using ConferenceMe. ConferenceMe will load and you will be connected to your  
conference.  
To enter a PIN, use the number keys on your keyboard and press Enter.  
Dialing in using an audio-only telephone  
If your telephone system allows calls to the MCU, you can use your regular telephone to  
join conferences as an audio-only participant. Dial the telephone number provided by  
your system administrator followed by a ‘#’. This will either connect you to an auto  
attendant (where you will need to enter the conference ID) or directly into your  
conference. If a PIN is required, you will be prompted to enter it.  
The conference welcome message  
Your conference administrator can configure a welcome message on the MCU and a  
duration for that message. If there is a welcome message, you will see it at the bottom of  
your endpoint's display when you join a conference.  
5
   
Using an auto attendant  
Using an auto attendant  
Your system administrator may have set up an auto attendant for you to use to join  
conferences. Auto attendants simplify the way you can join conferences. An auto  
attendant presents you with a series of menus from which you can choose to:  
join a conference  
create a new conference  
access other auto attendant menus  
Calling an auto attendant  
Your system administrator should provide you with information about which method  
you should use to call an auto attendant. There are typically three ways to call an auto  
attendant using your video endpoint. Using an:  
IP address (for example, 10.2.123.123)  
Host name (for example, hostname.companyname.com)  
Standard E.164 number  
Navigating the auto attendant menu  
When you connect to the MCU, the main menu will display on your video screen, and  
you will hear the audio instructions.  
You can navigate the auto attendant menu in two ways. Using:  
Far-End Camera Controls (FECC)  
Dual Tone Multi Frequency (DTMF)  
Navigating the auto attendant using FECC  
The remote control of your video endpoint will provide Far-End Camera Control  
(FECC) as arrow buttons (that is up, down, left and right arrows).  
Use the Up and Down arrows to highlight the option or item you require; use Right to  
make your selection. To return from a previous menu from a sub-menu, use Left.  
To jump to the end of the menu if you are at the start, press Up. Similarly to jump to the  
start if you are at the end, press Down. A scroll bar in the bottom right of the auto  
attendant screen indicates where you are in the menu (the scroll bar only appears if the  
list of conferences is too long for the video screen). You can jump to the start from any  
point in the menu by pressing #2. Similarly, you can jump to the end from any point in  
the menu by pressing #8.  
6
     
Using an auto attendant  
By default, the number keys on your endpoint are used to join a conference by dialing  
its numeric ID, followed by a '#'. If a conference has both a Numeric ID and a Guest  
numeric ID set, you may enter either ID, and will join the conference as either a  
chairperson or guest as appropriate. As you start to enter a numeric ID, the sequence  
you have typed will be shown at the base of the auto attendant screen. You may cancel  
the numeric ID entry (for instance to correct an error) by pressing '*'.  
Navigating the auto attendant using DTMF  
In an auto attendant, you can use the number keys on your endpoint to navigate through  
the menus; this is called ‘DTMF navigation mode’.  
DTMF navigation mode enables you to use the number keys 2, 4, 6, and 8 in the place  
of up, left, right, and down respectively.  
To enter DTMF navigation mode, press the pound/hash key twice as follows:  
##  
The message ‘DTMF menu navigation enabled’ appears briefly at the bottom of the auto  
attendant display.  
To exit DTMF navigation mode, press the pound/hash key twice as follows:  
##  
The message ‘DTMF menu navigation disabled’ appears briefly at the bottom of the  
auto attendant display.  
When in DTMF navigation mode, you will not be able to use the number keys to enter  
the numeric ID of a conference.  
Joining a conference  
The auto attendant’s menu displays a list of all permanent conferences and any  
conference that is scheduled to take place at this time. Conferences are listed  
alphabetically by name.  
Select your conference using either FECC or DTMF navigation.  
If you do not see the conference that you want to join, verify the conference name, start  
time, and that your system adminstrator has enabled the conference on the auto  
attendant. If your conference does not appear on the auto attendant and you know the  
conference ID, you can type in the conference ID followed by hash/pound (#) to join  
the conference.  
7
 
Using an auto attendant  
Creating a new conference  
If you system adminstrator allows it, you may be able to start a new conference that  
takes place immediately, known as an ad-hoc conference.  
To create a new conference, select Create new conference from the auto attendant  
menu. You will need to assign a conference ID and optional PIN (to restrict access to  
the conference). If you do not want to enter a PIN, press the pound/hash key (#) at the  
enter PIN voice prompt.  
When you have created the conference, other participants can join (refer to Calling in  
to conferences on page 3).  
Accessing other auto attendant menus  
The auto attendant may have links to one or more auto attendants giving you access to  
additional conferences.  
Leaving a conference  
When the conference ends, you will be automatically disconnected from the  
conference. If you want to leave the conference before it’s scheduled end time, you can  
simply hang up/disconnect the call using the disconnect button on your endpoint.  
To disconnect a call when using ConferenceMe, simply close the application using the  
Close button in the top right corner of the window.  
To disconnect a call when using Movi, either click the Close button in the top right  
corner of the window, or click the Disconnect button.  
Returning to the auto attendant  
If you joined the conference from an auto attendant and want to return to the auto  
attendant:  
if you are using FECC, press zoom out. A menu is displayed; choose Return to  
auto attendant  
if you are using DTMF tones, press 7. The zoom out menu is displayed. Press 8 to  
navigate down through the options until you select Return to auto attendant.  
Press 6 to choose that option  
It is not possible to access the auto attendant menu using ConferenceMe or Movi.  
8
     
Using in-conference features  
Using in-conference features  
After you join a conference, you can control many conference features directly from  
your video endpoint. Using FECC or DTMF navigation you can:  
Control conference views  
Select participants  
Control a participants camera  
Controlling conference views  
The default behavior of the Cisco TelePresence MCU is to display the "loudest"  
participants in the most prominent layout panes. If there are more contributors than  
there are panes available, then the "quietest" participants are not shown.  
When you join a conference, it is possible to control the way participants display on the  
video screen. Typically you can choose from two primary groupings of layouts:  
Same-size panes — in these formats, all conference participants display in the  
same size pane on the video screen and thus have the same level of focus or  
importance. For example, a conference with four participants might display each in  
a pane sized to be a quarter (1/4) the size of your video screen.  
Variable-size panes — in these formats, conference participants display in various  
pane sizes on the video screen depending on their “importance”. For example, a  
layout might display the participant who is speaking in a pane larger than the other  
conference participants. Or, you might choose to focus on a particular participant  
Typically, you will use the navigation keys on your endpoint to scroll through the  
available conference views.  
When you are scrolling through the available conference views, icons will appear on the  
screen. The table below describes the icons that appear on-screen:  
Icon  
Meaning  
You have stopped scrolling through the layout views  
You are scrolling up/down through the layout views  
Controlling conference views using a hardware endpoint  
You can control the conference view using FECC. If FECC is not available on your  
endpoint, DTMF navigation is automatically enabled.  
9
   
Using in-conference features  
If you are using FECC use the Up/Down keys to scroll through the available conference  
views.  
If you are using DTMF navigation use the 2/8 keys to scroll through the available  
conference views.  
Controlling conference views using ConferenceMe  
When using ConferenceMe you can control the conference view in the same way as you  
would using a hardware endpoint.  
Use the Up/Down keys on your keyboard to scroll through the available conference  
views.  
Alternatively, you can select Next MCU layout from the right-click menu.  
Controlling conference views using Movi  
When using Movi you can use the DTMF keypad to control conference views.  
Use the 2/8 keys on the keypad to scroll through the available conference views.  
Selecting participants  
When viewing a conference with variable-size panes, you can choose which participant  
to display in the larger panes on the video screen; when viewing a conference with  
equal-sized panes, you can choose which participant displays in the top left pane.  
When you are scrolling through participants, icons will appear on the screen. The table  
below describes the icons that appear on-screen:  
Icon  
Meaning  
Speaking participant has the focus  
You are scrolling through the participants  
Selecting participants using a hardware endpoint  
You can select participants using FECC. If FECC is not available on your endpoint,  
DTMF navigation is automatically enabled.  
If you are using FECC use the Left/Right keys to scroll through participants.  
If you are using DTMF navigation use the 4/6 keys to scroll through participants.  
10  
 
Using in-conference features  
Selecting participants using ConferenceMe  
When using ConferenceMe you can scroll through participants in the same way as  
you would using a hardware endpoint.  
Use the Left/Right keys on your keyboard to scroll through participants.  
Alternatively, you can select Next participant from the right-click menu.  
Selecting participants using Movi  
When using Movi you can use the DTMF keypad to scroll through participants.  
Use the 4/6 keys on the keypad to scroll through participants.  
Controlling another participant’s camera  
During a conference, you might need to change the camera settings for one of the  
conference participants. To do this, use FECC or DTMF tones.  
1
2
Enable FECC or DTMF tones, depending on your video endpoint.  
Select the participant whose camera you want to control. Refer to Selecting  
participants earlier in this document.  
3
Press zoom in (or 1 if using DTMF tones) to enter the mode which passes the  
navigation and zoom controls through to the participant's camera.  
4
5
Use FECC or DTMF tones to control the participant’s camera.  
To stop controlling the participant’s camera, wait five seconds.  
The table below describes the icons that appear on-screen.  
Icon  
Meaning  
You are now controlling the far-end video camera  
You are moving the far-end video camera to the left or right.  
(If you are using the numeric keypad to navigate, use 4 for left  
and 6 for right)  
You are moving the far-end video camera up and down.  
(If you are using the numeric keypad to navigate, use 2 for up  
and 8 for down)  
11  
 
Using in-conference features  
Icon  
Meaning  
You are zooming in and out with the far-end video camera.  
(If you are using the numeric keypad to navigate, use 1 to zoom  
in and 7 to zoom out)  
Controlling another participant’s camera is not possible when using  
ConferenceMe or Movi.  
i
The zoom out menu  
Access the following options by pressing zoom out if you are using FECC, or 7 on a  
DTMF keyboard:  
border width: this controls the width of the border added to the video stream  
sent to the endpoint (to prevent loss of conference video if the endpoint’s display  
is clipping the video stream)  
mute audio: if you mute your audio, no conference participants will be able to  
hear you  
mute video: if you mute your video, no conference participants will be able to  
see you  
clear text chat: this option is only available where there is text chat on screen. If  
you are finding text chat distracting, use this option to remove it  
return to auto attendant: this option only appears if you joined the conference  
from the auto attendant  
widescreen mode: the presence of this option depends on the settings of the MCU  
and the capabilities of your endpoint. The use of this option can, in some  
circumstances where an endpoint is distorting the conference video, improve the  
display.  
Muting your endpoint  
You can mute your endpoint so that it will no longer be contributing audio to the  
conference.  
If you are using FECC, press the mute button on your remote control  
12  
   
Using in-conference features  
If you are using DTMF tones, press *6. The endpoint can be unmuted by  
pressing *6 again  
There are two ways of muting ConferenceMe. Either by right-clicking and selecting  
Mute outgoing audio, or by clicking the mute icon on the toolbar.  
13  
Understanding in-conference status icons  
Understanding in-conference status icons  
During the conference, messages and icons appear on the screen to let you know  
thing about both the conference and the other participants.  
Participants status icons  
During the conference, messages and icons appear in the pane of specific  
participants. The table below describes these icons.  
Icon  
Meaning  
The participant has been designated as ‘important’, which gives  
the participant priority in the conference views  
The video quality from this participant is poor/good  
The audio quality from this participant is poor/good  
Conference status icons  
During the conference, various icons might appear in the top left of the conference  
display. The table below describes these icons.  
Icon  
Meaning  
There are both encrypted and unencrypted participants in this  
conference or there are streaming viewers of this encrypted  
conference  
This conference is being recorded  
There are audio-only participants in this conference. The number of  
audio-only participants is displayed next to the icon  
There are streaming participants in the conference. This indicates  
the presence of participants who are viewing and listening to the  
conference via a web browser but are unable to contribute  
14  
 
Disclaimers and notices  
Disclaimers and notices  
THE SPECIFICATIONS AND INFORMATION REGARDING THE PRODUCTS IN THIS MANUAL  
ARE SUBJECT TO CHANGE WITHOUT NOTICE. ALL STATEMENTS, INFORMATION, AND  
RECOMMENDATIONS IN THIS MANUAL ARE BELIEVED TO BE ACCURATE BUT ARE  
PRESENTED WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED. USERS MUST TAKE  
FULL RESPONSIBILITY FOR THEIR APPLICATION OF ANY PRODUCTS.  
THE SOFTWARE LICENSE AND LIMITED WARRANTY FOR THE ACCOMPANYING PRODUCT  
ARE SET FORTH IN THE INFORMATION PACKET THAT SHIPPED WITH THE PRODUCT AND  
ARE INCORPORATED HEREIN BY THIS REFERENCE. IF YOU ARE UNABLE TO LOCATE THE  
SOFTWARE LICENSE OR LIMITED WARRANTY, CONTACT YOUR CISCO REPRESENTATIVE  
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© November 2010, Cisco Systems, Inc. All rights reserved.  
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