On-Demand Audio Conferencing

SINGTEL BUSINESS - USER GUIDEWORLDCONFERENCETM WETALK

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WorldConference WeTalk provides an on-demand audio conferencing solution

allowing you to initiate a conference call 24/7 without the need to make a

reservation or rely on an operator.

WorldConference WeTalkOn-Demand Audio Conferencing

> Get Started

Please note: The above commands may not be enabled on your account.

Give your participants the date and time of your conference call, your dial-in number, conference code, security passcode, if this option is enabled.

At the specified time, dial your WorldConference WeTalk dial-in number.

If you are the moderator, enter your Leader PIN followed by #

Your conference participants will need to enter your given conference code followed by #

At the specified time, dial WorldConference WeTalk dial-in number.

When prompted, enter your conference code followed by #.

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Starting an Audio Conference from your phone

Joining an Audio Conference from your phone

Telephone Keypad Commands

*0 Operator assistance – conference00 Operator assistance – individual*1 Dial-out to a participant - leader only*2 Begin/end conference record – leader only#2 Leave and join a new conference*3 Change entry/exit method (recorded names, tones, silence) – leader only*4 Private roll call

*5 / #5 Mute/unmute all lines except leader’s – leader only*6 / *6 OR *6 / #6 Mute/unmute your own line

*7 / #7 Lock/unlock conference (including operator) – leader only*8 Allow/disallow conference continuation – leader only*9 Start/join sub-conferencing11 Third-party conference start – bypass hold music to start call as leader

*51 / #51 Lecture mode on/off – leader only*60 / *61 Music on hold off/on

#64 Return to leader account menu#99 Disconnect all lines except leader’s – leader only*# Private participant count** List available keypad commands

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Post Conference Emails

With Post-Conference emails, you can quickly and easily see a summary of your conference. For more details, please email worldconference@singtel.com

Ending a recording

Press *2 to end your recording.

When prompted, press 1 to confirm that you would like the recording to end.

Your recording will end once you hear, “Conference record has left the conference.”

Starting a recording

Once your conference begins, press *2 on your telephone keypad to start a recording.

When prompted, press 1 to confirm that you would like the recording to begin.

Your conference is being recorded once you hear, “Conference record has Joined the conference.”

Pausing / Resuming a recording

Press *2 to pause your recording.

When prompted, press 2 to confirm you would like the recording to pause. You will hear a beep once the pause in the recording begins.

To resume your recording, press *2.

When prompted, press 2 to confirm you would like to resume the recording. You will hear a beep once the recording has resumed.

WorldConference WeTalk allows Leaders to record at any time during the conference call. Additional charges apply for Playback via Internet and downloading from User Portal for your conference recording.

Detailed playback instructions will be automatically emailed to you within one hour after the end of your conference. You can choose to playback your recording over the Internet. Your recorded conference is available for playback for a period of 30 days.

You can download your conference recording with MP3 file format from[My Library] on singtel.com/worldconference/portal

It’s never been easier! Just follow the simple instructions below and you are on the way to your first visual audio experience.

During the installation, you will need to enter your login and password located in your Welcome Email, so keep that information available. Download the WorldConference desktop application at this link: singtel.com/worldconference/install

Once installation is complete, you will see the WorldConference desktop icon in the Menu bar in the bottom right corner of your desktop. From here, you can initiate meeting scheduling, start and join meetings, change your settings or check for application updates. The desktop icon will also be added to the application folder of your Start menu and can be manually added to the dock at the bottom of your desktop.

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How to Initiate a Recording

Playback a Recording and Downloading MP3 file

Download and Installation

> WorldConference Desktop Icon

You can manage your conference call by downloading the WorldConference application in your desktop to allow a complete control of all aspects of your meeting including scheduling, participant management and security.

The instructions in this user guide will help make meetings easier to manage, more effective and more productive.

Note: Before proceeding with the following steps, please ensure that you have administrator rights to perform the download and installation.

After downloading, follow the installation prompts for your Windows system.

Enter your WorldConference WeTalk conference code and leader PIN.

When you’ve been successfully signed in, the WorldConference desktop icon and a pop-up will appear confirming you are signed in.

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Your calendar meeting invite will be automatically populated with meeting access links for you and your participants and additional content can be added to the body of the email to customise your message.

Browser Application

If you do not install the meeting application, you can launch browser-only meetings to manage your audio participants online. You can utilise features such as mute, dial me, chat and open/close meeting room door.

Please note that the following features are not available in browser-only: Voice over IP, integration with instant messenger, scheduling, calendars, contacts and audio contact look-up.

Supported operating systems and browsers for browser moderator include:

Easily add your conferencing information, including dial-in numbers, conference codes and conference meeting URLs, to your emails and meeting invitations.

Create, edit and schedule meetings with pre-defined conferencing information right from your Outlook toolbar.

Send meeting requests with your conferencing details via your calendar allowing your attendees to accept, decline, or tentatively accept the meeting invitation.

One click from your meeting invitation, desktop icon or smartphone starts your meeting.

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Open an appointment time in your Outlook calendar and then click the WorldConference icon. The meeting access information will appear in the body of the appointment.

To customise the language of your meeting invitation, click the down arrow below the icon and make your selection. The meeting information will populate in this language.

> Schedule Meetings with Microsoft Outlook

Benefits of Desktop Scheduling

Operating system

> Windows XP SP3 / Vista / 7> MAC OS X 10.6 (Snow Leopard) or higher> Android® Tablet (limited support)> iPad® (limited support)

> Microsoft Internet Explorer 7 or higher> Google Chrome 11 or higher> Mozilla FireFox 10 or higher> Safari 5.1 or higher

Browser

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9> System Requirements for Moderators and Participants

The information below describes the system requirements for both moderators and participants using the application or browser only features. Meeting these requirements will help ensure successful and productive meetings.

Desktop Application

Please note that participants are not required to install the meeting application in order to participate in a meeting. However, participants must install the WorldConference desktop application in order to be promoted to presenter and use features (i.e., use Voice over IP, calendar, contacts, scheduling and recording).

Browser Application

If moderators do not install the meeting application, you can launch browser-only meetings to manage your audio participants online. With browser only, you can utilise features such as mute, dial me, chat and open/close meeting room door.

Please note that the following features are not available in browser-only: integration with instant messenger, calendars, contacts, Voice over IP, scheduling and recording.

Moderators/Presenters Application

Operating system Microsoft® Windows XP SP3 / Vista / 7 / 8Mac OS X 10.6 (Leopard) or higher

CPU 1 GHz processor - Windows x86 processor - Mac

RAM 1 GB required for Windows and Mac

Disk Space 150 MB – Windows and Mac

Browser

Microsoft Internet Explorer® 7 or higherGoogle Chrome™ 11 or higherMozilla® Firefox® 10 or higher

Safari® 5.1 or higher

Network High-speed DSL/cable or faster

Calendar integration Microsoft Outlook® 2003 and higher – WindowsICS Supported Calendar – Mac

Contacts / Address book integration

Outlook 2003 and higher - 32Bit - WindowsLDAP Integration - Windows/ Mac

Mac Address Book - Mac

Instant messenger integration

OCS 2005 and 2007 – WindowsMicrosoft Lync® 2010 or higher – Windows

Avatar Picture Flash Plug-In required for creating picture with web cam

Moderator and Participant Browser Only Requirements

Operating system

Windows XP SP3 / Vista / 7 / 8Mac OS X 10.6 (Snow Leopard) or higher

LinuxAndroid® Tablet

iPad®

CPU 1 GHz processor - Windows x86 processor - Mac

RAM 1 GB required for Windows and Mac

Disk Space Not applicable

Browser

Internet Explorer 7 or higherGoogle Chrome 11 or higherMozilla Firefox 10 or higher

Safari 5.1 or higher

Network High-speed DSL/cable or faster, 3G or faster for mobile devices

Avatar Picture Flash Plug-In required for creating picture with web cam - Windows and Mac

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> Start Your First Meeting

Available to both moderators and participants, Voice over IP provides the option of using a Voice over IP softphone instead of a traditional phone audio connection.

Please note Voice over IP works with inbuilt microphones, however when joining from a public location it is recommended that HD headsets be used to avoid background noise.

From the desktop menu, select ‘Start Meeting’.

When starting or joining a meeting, select ‘VoIP’ and a check will automatically connect the appropriate speaker.

If needed, to calibrate your speakers and microphone, click ‘Choose devices and adjust levels’. Once completed, click ‘OK’.

You will hear a bridge prompt, but will not need to enter any conference code or digits as the system will connect your directly.

During the meeting, you can choose to disconnect your Voice over IP connection and establish a phone connection by clicking the disconnect Voice over IP icon (headset with line) on your participant card.

You will be able to select from different audio sources and adjust your volume. When volume is set to an acceptable level, click ‘OK’.

Click ‘Start Meeting’.

Enter your details on the left under My Information.

*Please note additional instructions / requirements for VoIP are on the next page.

Select how you wish to join the audio portion of the meeting from these four options:

Call Me: Choose your country and enter a phone number for the system to dial out to you.

Dial In: View dial-in access numbers and conference code which you can dial from any touch tone device.

Already on audio: Should you already be connected to the audio or wish to have a web only meeting.

VoIP: Join audio using VoIP softphone*

Alternatively, you can also click the link to join the meeting from your own email calendar invite.

> Join a Meeting with Voice over IP (VoIP)> WorldConference Desktop Icon

Scheduling meetings.

Accessing Conference Manager.

Access the options menu.

The WorldConference desktop icon is automatically populated in your taskbar when you install the application. This user friendly tool can be used for:

Accessing scheduled or instant meetings with one-click.

Joining meetings.

Checking for software updates.

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Changing Your Output Device

In the VoIP Settings menu, select the output device from the dropdown.

Click ‘OK’.

Changing Your Input Device

In the VoIP Settings menu, click the Input Devices button.

Select the input device from the dropdown menu.

Click ‘OK’.

Clicking ‘Choose devices and adjust levels’ (Optional)… located under VoIP on the Quick Start page.

Selecting ‘Choose devices and adjust levels’ from the Audio dropdown in the toolbar menu.

Choosing the Gears icon from the fly out menu on your business card.

The Voice over IP settings menu allows you to select your audio input and output devices, in addition to allowing you to adjust your volume level.

The settings menu can be accessed from three areas:

To join a meeting, simply click the link in your email.

Enter your display name under My Information, select how you would like to join the audio portion of the meeting and click ‘Join Meeting’. Select previously dialled numbers from a drop down when joining a meeting.

> Join a Meeting – Participants> Voice over IP Settings

The Quick Invite tool allows moderators to invite participants to join the meeting via e-mail or instant message once the meeting has started.

Please note: the first time you use this you may be asked to enter your network credentials, according to your network security settings.

The Quick Invite tool can be accessed from the drop down menu on the main tool bar. Once you start typing a name, the system searchers for matches in the Active Directory and any installed Instant Message clients. Select the correct contact and method of invitation: either by e-mail or by chat and click ‘Send Invitation’.

> Quick Invite Tool

Note: Your instant messenger program must be running while performing the instructions above and to send invites to your WeShare participants.

If you selected e-mail, the system will automatically send the contact an invitation e-mail containing a link for your participant to use. This is sent via your installed e-mail system.

If you selected Instant Message, the system will send a live chat message containing a link for your participant to use. This is sent via your installed instant messenger system.

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> Customise Your Business Card

*Note: City is automatically detected through your IP address and lists the current weather. You can change your city location but the weather capture will not automatically update.

Name

Title

> Add your information

> Meeting Security

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Closing the meeting room doorFurther secure your meeting by closing the meeting room door by clicking the lock icon.The moderator can screen participants in the waiting room and then provide them access to the meeting one at a time.

You will be notified of an incoming participant by the desktop icon prompt. You can accept or reject an incoming participant by either:

Customise the waiting roomEdit your personal message at any time to keep waiting participants informed if your previous meeting runs over or you need to notify them before entry of any updates such as gathering specific information from their e-mail files, etc.

To access this, click on the Information Tab (i) and type in a message, which will be updated in the waiting room in real time. The message can be updated as many times as needed.

Clicking the corresponding link in the desktop icon prompt

Selecting the incoming participant in the wait list from the top left of the interface

Note: By default the door to the meeting is closed if only the web portion of the meeting is launched.

Email

City*

Integrate with your LinkedIn or Facebook account

Create a custom profile

Select an avatar

> Customize your photo

Upload image/photo Take instant photo

> Call Control

You can always see the voice status of your participants in the participant panel or business cards. Know who is currently speaking or has recently spoken in the meeting by selecting on the participant list.

Online Web and Audio SynchronisationBy dragging and dropping their name and phone connections together in the participant list, moderators and participants can synchronise their own audio and web connections via the web interface without touching a telephone keypad.

Moderators can also synchronise participants’ audio and web lines to easily identify who is speaking.

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7> Voice Status IconsThe moderator can always see the voice status of the participants in the Participant panel.

Standard voice iconThe participant (or moderator) is currently in the main voice meeting room.

VoIP voice iconThe participant (or moderator) is currently in the main voice meeting room using their computer.

Active speaker iconThe participant (or moderator) is currently speaking, or it may indicate background noise coming from this line.

Muted line iconParticipants cannot be heard when their lines are muted. In Mute and Group Mute mode, participants have the ability to unmute themselves.

Muted VoIP iconParticipants cannot be heard when their lines are muted. In Mute and Group Mute mode, participants have the ability to unmute themselves.

Lecture Mute iconParticipants cannot be heard when their lines are muted and do not have the ability to unmute themselves.

VoIP Lecture Mute iconParticipants cannot be heard when their lines are muted and do not have the ability to unmute themselves.

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Group Mute All and Lecture Mute AllEnable Group Mute All or Lecture Mute All by clicking at the top of the meeting interface.

Group Mute All: All participants are muted and have the ability to unmute themselves by pressing #6 on their telephone keypad.

Lecture Mute All: All participants are muted and cannot unmute themselves.

Dial Out to ParticipantsFrom the toolbar menu, select and select ‘Dial participant(s)’. Enter the name and telephone number (no spaces or characters required) of the participant to call and click ‘Dial’.

To dial more participants simultaneously, click ‘Dial more participants’

> Mute/Unmute ParticipantsClick the voice icon next to the participant’s name on their business card to mute or unmute that participant.

To mute/unmute all participants at once, click at the top of the interface then select Mute/ Unmute All.

> Break-Out Rooms/Sub-ConferencingMove your participants into break-out rooms where they can have a separate meeting experience.

To create break-out rooms:

Click on any user card menu (in main room or participant panel).

Select ‘Move to’ and click on any room number to initiate the break-out room view.

Moderators have full control of all rooms(move participants between rooms, control audio, rename rooms, etc.).

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> Enhanced Meeting Features

Utilise a variety of powerful features to make your meeting more interactive and enrich the experience.

> Name Replay When a moderator right clicks on a participant’s line in the Participant panel their recorded name will be replayed.

Note: The Name Record setting must be enabled prior to the meeting on the WorldConference WeTalk audio platform.

> ArchivingExtend the reach of your meeting by archiving it for future playback.

The audio recording session will begin after you hear the voice prompt, “conference record has joined the conference” followed by a beep.

Participants will also see a pop-up message on their web interface advising them that the session is being recorded. They will be given an option to continue or leave the meeting.

Click ‘Stop’ to end the recording. You will hear the message “conference record has left the conference” on the audio meeting.

Your archives will be available after the meeting ends. They can be accessed via WorldConference User Portal and will be delivered to your email address as well.Note: Additional charges will apply.

> Technical Support and Account AssistanceExtend the reach of your meeting by archiving it for future playback.

Technical support during meeting

On your phone keypad:*0 (meeting) or 00 (individual)

On the web:Click in the WeTalk interface and select the appropriate contact : Customer Support or Product Suggestions.

> Customer Service and Support

24-hour WorldConference Customer ServiceTelephone: +65 6889 0889Singapore Toll-Free: 1800 889 0889Email: worldconference@singtel.com

Click in the toolbar menu.