Including a Telephone Conference Call in a Scheduled Meeting

You should be familiar with the following information before you add a telephone conference call to your scheduled meeting:

You can associate a teleconference with a Sametime meeting only if your server is enabled for this capability. See your system administrator for more information.
A telephone number for the call is automatically assigned.
During an active meeting, information about the call appears in the top right corner of the Meeting Room and in the meeting details for the meeting. To attend a call, you can either click "Call Me" and enter your own phone number, or you can dial the number provided for the call.

To schedule a meeting that includes a teleconference

Select any meeting type on the Essentials page of the Meeting Center.
Enter a meeting name, choose a moderator, and enter the meeting time.
Select the Telephone conference call radio button under Audio/Video on the Tools tab.
Save the meeting information.

Once you save the meeting, the Meeting Center generates a URL that allows participants to join the meeting. The moderator or meeting scheduler can distribute the link to meeting invitees. When participants click on the link, the meeting room is launched for their browser.

Joining and conducting a teleconference

The following choices describe how to join a teleconference.

Joining a teleconference using the Call Me button

Once a teleconference is set up, either the moderator or any participant can request a call from the teleconference.

Click the Call Me button.
Choose a dial location. This lists a history of dial locations. Each entry on the list includes a phone number, and a description, such as home, or office.
To create a new dial location, choose New location and enter a location description and a dial string -- that is, the complete phone number.
Click OK to initiate a call from the teleconference.

Dialing participants

The moderator’s tool bar has a Dial out option that allows the moderator to invite participants to a telephone meeting by calling them. This is particularly useful for including participants who do not have a Sametime Connect client.

From the Moderator tool bar, click the Dial out icon.
Enter a name and Dial string for a participant.
Click OK to initiate the call.

Dialing into a teleconference

Participants who do not have the Meeting Room client can dial directly into a teleconference if they have the phone number and the teleconference passcode.

Moderating a teleconference

As a moderator for a collaborative meeting you can use the following tools to conduct a teleconference:

Tool	Description
Dial Out	Dial out option that allows the moderator to invite participants to a telephone meeting by calling them.
Call Me	Request a call from the meeting. Choose or enter location information and a dial string.
Lock	Click the Lock button at the top of the client window to lock the teleconference so that no more users can join the call.
Mute All Users/Unmute All Users	Toggles between muting and unmuting all participants in the call. Mute supresses the sound coming from a user, so background noise does not interfere with the meeting.
Raise Your hand	Places a hand icon next to your name, indicating you would like to speak.
Lower All Hands	Removes all hand icons next to particpant names. You might use this when you are ending discussion on a topic.
Mute Selected User	This can be especially useful if a participant is calling in from a phone without a mute feature. Select the participant’s name and click the Mute button. Mute supresses the sound coming from a user, so background noise does not interfere with the meeting.
Unmute Selected User	Restores ability to be heard when speaking to selected user.
Hang Up Selected Users	Select one or more participant names and click the Hang Up button to drop the participant from a teleconference. This feature is especially useful if the teleconference call goes to a user’s voicemail.
Rename the User to the Specified name	If you would like to assign a more descriptive name to a user, particularly if they have dialed in to the teleconference, select the name, click the Rename button, and enter a new name.
Participant List Details	Opens a window with full details about the meeting participants, including who is moderating and screen-sharing.
Associate	If a person is in the Sametime meeting and also dials in to the teleconference, they will appear twice in the participant list. You can associate the two names by selecting the dialed-in user name and the corresponding name of the emeeting participant, right-clicking and choosing Associate Users from the context menu. The state for the teleconference participant is then displayed with the name in the meeting list.

Participating in a teleconference

As a participant in the teleconference, you can view the following information:

Display	Description
Participation status	Names displayed in bold green are in the e-meeting and the teleconference. Names in black are participants in the teleconference, but not the e-meeting. Icons next to each user name in the emeeting represent their status in the meeting -- for example, active or inactive.
Telephone State	Participants in the teleconference get visual cues about other meeting participants, such as whether a participant has joined the teleconference, or has hung up.
Participant speaking	A speaking icon displays next to the name of the participant who is speaking in the teleconference.
Hand up	A hand icon next to a participant’s name indicates they would like to speak and are waiting to be recognized by the moderator. As a participant, you can click the hand icon at the bottom of the chat window to indicate you would like to speak.

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