KDDI Audio Conferencing Sevice. Introductory User Guide

Transcription

1 KDDI Audio Conferencing Sevice Introductory User Guide

2 Welcome to KDDI Audio Conferencing Service your personal meeting room Simply pick up the phone and you ll soon be sharing your thoughts and ideas with colleagues from across the globe. This guide provides an overview of the service and a practical introduction to help you make your first call. If you have any problems, there is always an Operator to talk to. 2

3 What you can achieve with KDDI Audio Conferencing Service KDDI Audio Conferencing Service is your personal meeting room. It enables up to 40 participants from any location across the globe to share a phoneconference and meet instantly. There s no need for special equipment. There s no need to book in advance. At the time of your meeting, simply call the number, enter your chairperson passcode and follow the instructions. Participants follow the same steps but enter the participant passcode. All you need to do in advance is agree the date and time of your call. Once your meeting is underway, you use your telephone keypad to control the meeting. Everyone can call for assistance, control their own volume or mute their phone. In addition, the Chairperson can check who s dialed in, lock the call for security, and even dial out and invite other people to join. And that s just a start. Also, phone charge to join to the conferencing is free by dialing from KDDI DENWA. Please refer to your titled Welcome to KDDI Audio Conferencing! or visit KDDI home page for more details. 3

4 会議に参加するには 会議の開催時 : 1. KDDI 電話会議サービスのアクセス番号にダイヤルしてください 2. 主催者もしくは参加者パスコードに続いて # を押してください 3. ガイダンスが聞こえたら お名前を録音し 最後に # を押してください 4. 会議開始まで待機してください Note: When arranging your conference you will need to give participants the following information: Agreed meeting date and time The KDDI Audio Conferencing Service telephone number The Participant passcode Note: Please refer to your titled Welcome to KDDI Audio Conferencing for your passcode information to being conferencing. Web URL for access number list and user guide ( 4

5 Controls In addition, you as the Chairperson have access to the following functions: #1 Conference Roll Call- play back name recordings to see who s dialed in. #2 Conference Participant Count -tells you the number of attendees. *2 Stop Audio Message- stop any recorded messages Eg. Roll Call. *7 Conference Lock and Unlock- stop anyone, including the Co-ordinator, gaining access to the meeting. *5 Presentation Mode allows the chairperson to mute all participant lines. #9 Enable/Disable chairperson hang-up usually your conference will continue after the chairperson hangs up. If you would like to end the conference after you hang up, key # and then 9. *Default setting is participant are able to continue the conference after the chairperson hangs up. ## End Conference ejects everyone from the meeting. Tips: Be sure to unlock a conference before requesting assistance using *0 as you are unable to request assistance from a locked conference. Chairperson Dial out KDDI Audio Conference Chair Dial Out can only be initiated by the Chairperson, and the Participants Passcode will need to be entered by the Chairperson to verify the Dial Out request, providing security against unauthorized use. Step 1: Press # then 3 on your telephone keypad on the call and follow the voice prompts to start Dial Out from your conference call. You will hear a prompt saying: To confirm dial-out to a participant, press *1 Step 2: Once you have entered *1, you will be asked to enter your participant passcode to validate your request. Once you have validated your Participant Passcode you will not need to complete this step again if further dial outs are required throughout the duration of the same meeting. You will hear a prompt saying Please enter the participant code followed by # Step 3: Enter your Participant passcode and #. If the passcode is authorized, you will hear a prompt saying: Please enter the number including all appropriate local or international dialing prefixes that you wish to call followed by # Step 4: Press 00 followed by country code, area code without the first 0, and the phone number followed by #. For example: xxxx-xxxx # (Tokyo 03 number) XXXX-XXXX # (Mobile phone) Once the number has been entered successfully, you will hear a prompt saying: We are attempting to connect your call. If the person you are calling does not join the conference, either they did not accept the dial-out, there was no answer, or you cannot call that number. You will not be returned to the conference Here is end of the operation by Chairperson If a participant takes a call, the following message is played: You have been invited to join a conference call. To join the conference press*1 The participant will enter *1 to confirm that they wish to join the conference. To join the conference the participant will follow the normal conference entry process; if name recording is switched on for the audio conference account the participant will hear a prompt saying: Please record your name after the tone The Participant will join the meeting and will be announced accordingly. Note : In the step of dial-out, you will be automatically connected to an operator if you do not enter any commands. If you want to re-start the step or go back to the call, please inform to the operator. Caller ID is not being displayed to the participant. 5

6 What you need Where groups of people intend to use one phone, we recommend that a speaker phone is used to ensure high sound quality is maintained. Security Tip: Remember that the security to your virtual meeting room is the Chairperson passcode. This is the key to your room and against which you will be billed. Attention KDDI is not responsible for any charges caused by un-disconnected lines. Therefore, please make sure you disconnect all audio conference lines by push ## at the end of the call to avoid any un-expected charge. Further Help To find out more about KDDI Audio Conferencing please contact the helpdesk (Japan domestic) (International) Please refer to your titled Welcome to KDDI Audio Conferencing for your passcode information. Tips: Mute your line when not speaking (*6) especially if you are in a noisy environment or on a mobile. For broadcast messages, the chairperson can use Presentation Mode (*5) to mute all participant lines. Ensure there is not an excessive number of participants utilizing one speaker phone it can alter clarity. Keep electronic equipment such as mobile phones and palm pilots away from your telephone they can induce a hum, even when not in use. Try to avoid using a standard speakerphone it can create clipping. Anyone experiencing difficulties, press (*0) for assistance and an operator will assist you. 6