CN5301.B.Net Conf PDF Guide 3/15/01 1:18 PM Page 1
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CN5301.b.Net Conf PDF Guide 3/15/01 1:18 PM Page 1 Net Conferencing QUICK REFERENCE GUIDE CN5301.b.Net Conf PDF Guide 3/15/01 1:18 PM Page 2 WELCOME Welcome to the world of Net Conferencing from WorldComSM Conferencing. Net Conferencing lets you bring your meeting to the Internet so you can present to hundreds simultaneously or collaborate on meeting materials with others right from your computer – while discussing them via a conference call. This easy-to-use guide explains how you can: ◗ Share presentations with meeting participants by providing them with a pre-assigned URL ◗ Collaborate, edit, or revise documents or materials over the Internet in real time This multipoint Internet-based service offers: ◗ Use of your existing Internet access (LAN, dial-up, etc.) ◗ Two levels of password security ◗ The ability to have participants join the meeting with audio-only access, Internet-only access, or a combination of both ◗ The ability to record your Net conferences and provide a replay via the Internet With Net Conferencing, you can conduct electronic meetings with people across the street or around the world – enabling you to increase your company’s productivity, reduce travel costs, and make important decisions faster than ever before. Thank you for choosing WorldCom Conferencing. CN5301.b.Net Conf PDF Guide 3/15/01 1:18 PM Page 3 CONTENTS PLANNING YOUR MEETING . 2 SCHEDULING YOUR MEETING . 14 MEETING TIPS. 16 IMPORTANT NUMBERS Depending upon your needs, you can contact us at the following numbers: ◗ Reservations: U.S. 1-800-475-5000 Europe +44 (0)20 7950 9700 Hong Kong +852 2802 5100 Japan 81-3-5539-5100 Australia 1800 505 500 – Log on to http://e-meetings.wcom.com and use the Online Reservation System ◗ Customer Relations: 1-800-475-0600 ◗ For additional information on other conferencing services: 1-800-480-3600 ◗ For future reference, please record your authorization code here: ______________________________________ CN5301.b.Net Conf PDF Guide 3/15/01 1:18 PM Page 4 PLANNING YOUR MEETING Planning your Net conference is easy. Before you get started, however, you’ll need to assess your meeting needs to determine which version of Net Conferencing is appropriate for your meeting type. If you are conducting an interactive session in which you and a few others will be collaborating over the Internet on editing a document, you’ll host an interactive Net conference requiring special software. Or, your meeting may be a presentation to a large number of participants, which does not require the need to collaborate. In that case, you’ll be interested in features to help you conduct online polling, Q&A, and chat sessions via the Internet with participants while they attend your presentation. First, you’ll need to ensure that you have the following equipment to participate in a Net conference: BROWSER: Netscape Navigator® 4.01, Microsoft® Internet Explorer 4.01 or later OPERATING SYSTEM: Microsoft, Windows® 95, Windows® 98, or Windows® NT® COMPUTER: Pentium®-based PC90 MHz (133 MHz or greater recommended) MEMORY: 16 MB of RAM (32 MB recommended) CONNECTION SPEED: 28.8 KB or faster (56 KB or faster recommended) DISPLAY: 800 x 600 pixel resolution or higher OPTIONAL: Sound card and speakers (required for Net Replay) 2 CN5301.b.Net Conf PDF Guide 3/15/01 1:18 PM Page 5 Next, follow these easy steps: 1. Determine your meeting needs INTERACTIVITY OR COLLABORATION To host an interactive Net conference, you’ll need to obtain the software that enables you to load your materials onto the Internet. Please download Microsoft NetMeeting® version 2.11 at http://netconf1.wcom.com. Click on “Download Utilities.” After the software is loaded, we strongly recommend that you attend one of our one-on- one training sessions prior to the initial conference. During the session, you will learn how to download materials to the Internet and use the collaborative tools available with your Net conference. Training takes approximately 30-45 minutes. During a Net conference, the host has the option of allowing other participants to actively participate in the Microsoft Windows program or keep them in view-only mode. Participants must also have the NetMeeting software in order to collaborate or share your document. This software is complimentary at http:/netconf1.wcom.com. Click on “Download Utilities.” HOSTING A PRESENTATION If you are hosting a large presentation, you may want us to control the slides for you so that you can concentrate on delivering your message. If so, just request Operator Hosting when you schedule your Net conference. We can load your materials onto the Internet and, prompted by your verbal commands, we will remotely control your presentation, ensuring optimal viewing for all participants. To attend your presentation, participants will need to be able to access the Internet at the same time as they listen to your presentation over the phone. They can access the Internet with either Netscape Navigator 4.01 or Microsoft Internet Explorer 4.01 and use the appropriate URL and password to join your conference. Net Conferencing offers additional control features to help you manage your meeting, such as the ability to: ◗ Lock out or disconnect participants from the call ◗ Monitor the connection status of each participant ◗ Update or modify the details of your call throughout the meeting 3 CN5301.b.Net Conf PDF Guide 3/15/01 1:18 PM Page 6 2. Choose the service level for your meeting You can select either Premier or Standard Service for the audio portion of your conference. Are you planning a high-visibility conference event, such as an analyst meeting, focus group, press conference, or investor relations meeting? If so, choose Premier Service. ◗ A Meeting Manager is dedicated to the management of your meeting and will work with you before, during, and after. ◗ The Conference Coordinator greets participants and enters them into your meeting while ensuring each participant has successfully joined via the Internet connection. ◗ The Conference Coordinator remains online until the conference is complete. Suggested Meeting Management Features: • Prenotification • Multipoint Fax • Participant Screening • Audio Question & Answer • Conference Recording • Audio Polling • Instant Replay PlusSM • Participant List • RSVP • Listen Only • Net Replay • Meeting ViewSM Is your next meeting an internal employee, sales/marketing, project management, or project team meeting? If so, choose Standard Service. ◗ A Conference Coordinator greets each participant while connecting everyone to ensure each participant has successfully joined via the Internet connection. ◗ To request assistance during your meeting, press ■* ■0 on your touch-tone phone. Suggested Meeting Management Features: • Standing Reservation • Multipoint Fax • Instant Replay Plus • Roll Call • Announce Late Participants • Tape Playback • Net Replay 4 CN5301.b.Net Conf PDF Guide 3/15/01 1:18 PM Page 7 3. Choose how participants connect to your audioconference You can select from Dial Out, Toll Free, or Toll for access to the audio portion of your conference. Need assistance to remind participants of important calls? Would you like a Conference Coordinator to call each participant? If so, choose Dial Out access. ◗ Prior to your meeting, a Conference Coordinator phones and greets each participant. ◗ A Conference Coordinator assists with the Internet connection, if necessary. ◗ The Conference Coordinator notifies the meeting leader when all sites are connected. ◗ Dial Out is not available for the Net portion of your call. Would you like your participants to have the ease of dialing a toll-free number to join your meeting? If so, choose Toll Free access. ◗ When you schedule your meeting, you’ll be given a toll-free number. You may choose your passcode, or a numeric passcode will be provided for the audio portion of your call. ◗ Share these numbers with your participants so they may join your meeting via audioconference. ◗ A Conference Coordinator notifies the meeting leader when all sites are connected. Are you inviting international participants or do you want each participant to pay for their own long distance charges? If so, choose Toll access. ◗ At the time you reserve your meeting, you will be given a Toll number, and you may choose your password for the audio portion of your call. ◗ Share the numbers with your participants so they may join your meeting via audioconference. 5 CN5301.b.Net Conf PDF Guide 3/15/01 1:18 PM Page 8 4. Choose features for enhanced meeting management capabilities Do you want your conference to be efficient and productive? Do you want increased control of the meeting? If so, choose from our features to facilitate pre-planning, conducting your meeting and post-meeting follow-up with participants. PRE-MEETING PLANNING ASAP CALLING. When you need to hold a conference immediately, request ASAP Calling. A conference can typically be arranged in 20 minutes or less. CUSTOMER REFERENCE CODES. Identify the calls listed on your invoice by name, number, or combination of both. You may choose up to 20 alphanumeric characters to denote customer-specific information for accountability purposes. This feature must be set up at the time your account is established. MASTER LIST. We’ll keep a file of your call participants. This alleviates the need to repeatedly supply phone numbers. MEETING MANAGER. Experts to help you find the best meeting solutions throughout the entire planning process. MULTIPOINT FAX. We can fax information to any or all participants before or after your conference. PRENOTIFICATION. We will notify participants of the date and time of your meeting (48-hour notice required). RSVP. Makes retrieving fax and phone responses more convenient. STANDING RESERVATION. You can make a standing reservation for a regularly scheduled conference call. NET PARTICIPANT LIST. You can keep track of all participants who attend your meeting via the Internet with online registrations through Net Conferencing.