Nortel Integrated Conference Bridge User manual

Nortel Networks Communication Server 1000
Nortel Networks Integrated Conference
Bridge
User Guide
Title page

Revision history
3
Revision history
July 2004
Standard 1.00. This document is issued to support Nortel
Networks Integrated Conference Bridge Release 4.0.

Revision history
4

Contents
5
Contents
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
User levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Integrated Conference Bridge interfaces . . . . . . . . . . . . . . . . . 9
Browser User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Accessing the BUI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
General information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Preparing to use the BUI . . . . . . . . . . . . . . . . . . . . . . . . . 11
Logging in to the BUI . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Changing the user password . . . . . . . . . . . . . . . . . . . . . . 13
Conference List window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Title frame . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Scheduling a one-time conference . . . . . . . . . . . . . . . . . . . . . 17
Scheduling a new one-time conference . . . . . . . . . . . . . . 17
Scheduling a one-time conference by copying and
reconfiguring a conference . . . . . . . . . . . . . . . . . . . . . . . . 26
Scheduling a recurrent conference . . . . . . . . . . . . . . . . . . . . . 27
Scheduling a new recurring conference . . . . . . . . . . . . . . 28
Scheduling a recurring conference by copying and
reconfiguring a conference . . . . . . . . . . . . . . . . . . . . . . . . 30
Editing a conference (one-time or recurring) . . . . . . . . . . . . . 31
Deleting a conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Managing a conference in progress . . . . . . . . . . . . . . . . . . . . 34
Tasks for managing a conference . . . . . . . . . . . . . . . . . . 34
Dual-card meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Conference Call Manager window . . . . . . . . . . . . . . . . . . 36
Managing the conference . . . . . . . . . . . . . . . . . . . . . . . . . 39
Changing the status of the chairperson . . . . . . . . . . . . . . 42
Managing the status of all participants . . . . . . . . . . . . . . . 44
Managing the status of individual participants . . . . . . . . . 45

Contents
6
Microsoft Outlook User Interface . . . . . . . . . . . . . . . . . . . . 48
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Microsoft Outlook settings . . . . . . . . . . . . . . . . . . . . . . . . 48
ICB form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
ICB files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Getting started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Publishing the ICB files . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Adding the ICB form as the default Calendar form . . . . . 52
Removing ICB files from the Personal Forms Library . . . 53
Resetting the default Calendar form for Microsoft Outlook 54
Upgrading the ICB form . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Clearing the Microsoft Outlook forms cache . . . . . . . . . . 55
ICB form errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Logging in to ICB . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Changing the ICB password . . . . . . . . . . . . . . . . . . . . . . 58
Adding access to a different ICB card . . . . . . . . . . . . . . . 59
Renaming an ICB card . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Scheduling a conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Scheduling a new conference . . . . . . . . . . . . . . . . . . . . . 61
Modifying a past conference to start in the future . . . . . . 66
Editing a conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Editing a conference before it begins . . . . . . . . . . . . . . . . 67
Editing a conference while it is in progress . . . . . . . . . . . 69
Deleting a conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Telephone User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Scheduling a conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Acquiring and releasing chairperson control . . . . . . . . . . . . . 74
Using the TUI commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Using the chairperson TUI commands . . . . . . . . . . . . . . . 75

Contents
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Using the participant TUI commands . . . . . . . . . . . . . . . . 75
Adjusting audio volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Recording a conference-specific greeting . . . . . . . . . . . . . . . 77
Creating an “ad hoc” conference . . . . . . . . . . . . . . . . . . . . . . 77
TUI command summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Chairperson commands . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Participant commands . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Contents
8

Introduction
9
Introduction
Nortel Networks Integrated Conference Bridge allows users to schedule
and administer multiple, simultaneous conferences using a web,
telephone, or Microsoft® Outlook® user interface.
User levels
Nortel Networks Integrated Conference Bridge (ICB) supports the
following four user levels:
•Administrator —An administrator can set up the ICB card, add one
or more users (including super users), and delete one or more users.
•Super user — A super user can view and change any conference
scheduled on the ICB.
•Executive user — An executive user can create and modify their
own conferences. An executive user can also view any conference
scheduled on the ICB.
•Regular user — A regular user can create and modify their own
conferences. A regular user cannot view or change the conferences
of others.
This document describes ICB operations for the super user, executive
user, and regular user levels. Administrator operations are described in
Nortel Networks Integrated Conference Bridge Administrator Guide.
Integrated Conference Bridge interfaces
A conference can be configured on the Nortel Networks Integrated
Conference Bridge (ICB) system in the following ways:
• Use the Browser User Interface.
• Use the Microsoft Outlook User Interface.
• Use the Telephone User Interface.

Introduction
10
Browser User Interface
The ICB Browser User Interface (BUI) offers one set of configuration
options for administrators and a second set for other users.
• For information about BUI options for administrators, refer to Nortel
Networks Integrated Conference Bridge Administrator Guide.
• For information about BUI options for non-administrators, see
“Browser User Interface” on page 11.
Microsoft Outlook User Interface
The Microsoft Outlook User Interface enables users to schedule and
manage ICB conferences. The interface includes a subset of the options
available in the BUI.
• For information about Microsoft Outlook User Interface options for
administrators, refer to Nortel Networks Integrated Conference Bridge
Administrator Guide.
• For information about Microsoft Outlook User Interface options for
non-administrators, see “Microsoft Outlook User Interface” on
page 48.
Telephone User Interface
The ICB Telephone User Interface (TUI) lets administrators and other
users enter commands on a telephone keypad to configure conferences.
• For information about TUI options for administrators, refer to Nortel
Networks Integrated Conference Bridge Administrator Guide.
• For information about TUI options for non-administrators, see
“Telephone User Interface” on page 71.

Browser User Interface
11
Browser User Interface
Accessing the BUI
This section contains instructions on accessing the BUI and changing the
user password.
General information
The ICB BUI supports open access from anywhere on the Internet,
including gateways and firewalls. The ICB web server is accessed over
an Ethernet connection. The system does not support browsers running
on MacIntosh computers. When using the BUI, do not disable the cookies
function in the browsers.
Preparing to use the BUI
1. Check the web browser version.
a. Netscape Communicator® users must run version 4.5 or later. To
check the version, choose Help > About Netscape.
b. Microsoft Internet Explorer®users must run version 4.01 or later
with Service Pack 1. To check the version, choose Help > About
Internet Explorer.
To upgrade the web browser, ask your system administrator about
the upgrade procedure.
2. Obtain the following information from the ICB administrator:
a. your ICB UserID name
b. your ICB login password
c. the ICB IP address (URL or DNS Name)
Logging in to the BUI
1. Enter the ICB IP address in the browser’s Location or Address field,
and press Enter or Return.
The ICB Login window opens. See Figure 1 on page 12.

Browser User Interface
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Note: By default, the ICB Login window has a generic image.
Administrators can remove or replace this image.
Figure 1: ICB Login window
2. Bookmark this URL for future use.
3. Click LOGIN.
The Network Password window opens. See Figure 2 on page 13.
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Browser User Interface
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Figure 2: Network Password window
4. Enter your user name in the User Name field.
• To log in as chairperson, enter the chairperson access number
(this is the same number the chairperson dials when joining the
conference from a telephone).
• To log in for any other reason (such as to schedule a
conference), enter your ICB User Name.
5. Enter your password in the Password field.
• To log in as chairperson, enter the chairperson conference
password (this is the same number the chairperson dials when
joining the conference from a telephone).
• To log in for any other reason (such as to schedule a
conference), enter your ICB password. To log in the first time,
use the default password assigned by your Administrator.
6. Select Save this password in your password list (optional).
7. Click OK.
Changing the user password
1. Log in to the BUI. See “Accessing the BUI” on page 11.
2. Click Change Password.
The Change Password window opens. See Figure 3 on page 14.
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Browser User Interface
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Figure 3: Change Password window
3. Enter the current password in the Enter current password field.
4. Enter the new password in the New password field.
5. Reenter the new password in the Confirm new password field.
6. Click Submit.
Conference List window
The home window for the ICB BUI is the Conference List window (see
Figure 4 on page 15). Use this window to view scheduled conferences,
create a new conference, change passwords, and more.
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Browser User Interface
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Figure 4: Conference List window
The controls and fields in this window are described in Table 1.
Table 1: Components of Conference List window (Part 1 of 2)
Component Description
New
Conference
Click to set up a new ICB conference.
Change
password
Click to change a password.
Conference
title
Subject text of the conference. This field can be
empty.
Number of
participants
Number of ports reserved for this conference.
Date Conference date. For permanent conferences, the
date shows Permanent. For recurrent conferences,
(R) follows the date.
Start time Conference start time. This field is empty for
permanent conferences.

Browser User Interface
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Duration Conference duration. This field is empty for
permanent conferences.
Dialing access Conference access number (DN).
Chairperson
access
Chairperson access number (DN).
Owner Name of the person who owns the conference. This
column appears only for super users, as they can
view all conferences. When a super user schedules
a conference and enters another user in the Owner
field, that user becomes conference owner and that
user’s name appears here.
Edit Click the Edit icon (a pencil) to open a window for
editing the conference. The window opens with the
selected item’s parameters. Super users cannot edit;
they can only view or control a permanent
conference.
Delete Click the Delete icon (an X) to delete the conference.
When clicked, a confirmation dialog box opens. If the
conference is active, the following additional line
appears before the confirm delete statement:
“Warning! This conference is active.” Super users
cannot edit a permanent conference; they can only
view or control a permanent conference.
Copy Click the Copy icon (pages) to schedule a new
conference by copying an existing conference
without having to reenter all the detailed information.
A window opens with the selected item’s parameters.
Permanent conferences and “ad hoc” conferences
cannot be copied.
Control Click the Control icon (a gavel) to open the
Conference Call Manager window. This icon
appears only for conferences currently in progress.
Table 1: Components of Conference List window (Part 2 of 2)
Component Description

Browser User Interface
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Title frame
The title frame sits at the top of the Conference List window and all ICB
windows (see Figure 5). It contains the following buttons:
•Print — Sends the current window to the printer.
•Logout — Terminates the session and returns the user to the ICB
Login window (see Figure 1 on page 12).
•Help — Displays help information relevant to the current window. The
information is displayed in a separate window.
Figure 5: ICB title frame
Scheduling a one-time conference
You can schedule a one-time conference by:
• scheduling a new conference (see “Scheduling a new one-time
conference” below), or
• copying an existing conference and changing the parameters as
appropriate for the new conference (see “Scheduling a one-time
conference by copying and reconfiguring a conference” on page 26).
Scheduling a new one-time conference
1. Log in to the BUI. See “Accessing the BUI” on page 11.
2. Click New Conference in the Conference List window (see Figure 4
on page 15).
The Schedule a New Conference window opens. See Figure 6 on
page 18.
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Optional Customer Logo

Browser User Interface
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Figure 6: Schedule a New Conference window
3. Configure the parameters in the General section:
a. In the Subject field, enter up to 20 characters of text that
describes the purpose of the conference (optional). By default,
this field is empty.
b. In the Number of participants field, enter the number of ports
reserved for the conference, including chairperson ports. The
application ensures that the total number of reserved ports for the
time period does not exceed system capacity. The system
performs validation after submission. Acceptable values are 3 to
32; the default is 4.
c. To determine port availability, click Free Ports (optional).
The window expands to show the Free Ports View section (see
Figure 7 on page 19). This section shows the ports available for
the date selected in the Select date field.
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Figure 7: Schedule a New Conference — Free Ports View
d. Select Dual meeting. This link appears only on the primary ICB
card in a dual-card set. It is not shown in Figure 6 on page 18. If
selected, a Dual Meeting window opens. Users can select up to
60 or 62 ports, depending on the value of the full chairperson
control parameter. The Access Numbers section displays a
fixed dual-card meeting DN that cannot be changed.
e. In the Select date field, enter the start date for the conference.
Valid entries are the current day up to one year ahead of the
current day. The default is the current day.
If the BUI application is operating on a Microsoft Windows®
operating system, you can alternatively click the Calendar icon to
open the Select Date window (see Figure 8 on page 20) and
select the start date from the calendar.
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Figure 8: Select Date window
f. In the Owner ID field, enter the User ID of the person scheduling
the conference and who has permission to edit or delete the
conference. The field defaults to the User ID of the user logged in
to the BUI. When the BUI displays the User Name field to a
regular user, it cannot be edited. When the BUI displays this field
to a super user, the super user can edit it by:
• typing a User ID in the field, or
• clicking Search, which opens the Search for a owner ID
window (see Figure 9 on page 21).
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