BT Engage Video Add-In

Using BT Engage Video Add-In

Overview

BT Engage Video Add In makes video conference booking easy - it's simple to install and quick to use. This user guide will show you how to book your video conferencing rooms and invite participants to your Video meeting by creating one Microsoft Outlook calendar meeting request.

Create a Video Meeting

1. Open Microsoft Outlook.
2. Click New Meeting in the calendar tab.
3. On your toolbar you will find the BT Conferencing, Engage Video Add In. Select the BT Conferencing icon and the option for Video Meeting will appear, click this icon. A pop up window will open to show the Video Meeting Configuration options.


4. Choose either a Self Service or a Producer Assisted and Monitored meeting. Producer Assisted meetings are launched by a BT operator who, if you want, can monitor your call in various ways.


5. Select Self Service.
6. Click Add... next to Host Site to select the Video rooms required for your meeting.
7. The Select Rooms window will appear with a list of your Video rooms. Double click on the rooms required to select them. If you cannot see the room required you may need to change the Address book option (default All Rooms). This will depend on how your organisation has set up the video rooms. You will have the option to get video dial in numbers later on.


8. Click OK to return to the Meeting Configuration window. The rooms selected should now be listed next to the Host Site in a drop down list.
9. Choose from this drop down list which site you want to be the primary host.
10. If needed, select Include audio participant dial-in. If selected, your meeting will include Audio only access numbers and codes. This is an optional feature and may not be available on your profile.
11. If needed, select Include web conferencing. If selected, your meeting will include details on how to join the Web Conference. This is an optional feature and may not be available on your profile.
12. Select how many other participants, not listed in your Address Book, need to Video dial in. These participants will be provided with access options in the meeting confirmation.


13. Click the Account tab. You may or may not, depending on your organisation, be required to add in a Business unit e.g. Marketing, sales etc. and Project # e.g. ID2345.


14. Click the Global Video Exchange tab. This is an optional service available to BT Conferencing customers who need to set up Video meetings with other organisations. In this tab you can invite other organisations to join your conference or you can join theirs. As an optional feature this may not be available on your profile.
15. Click OK to complete your Video Meeting configuration. You will be returned to the meeting where you will see your Video Meeting rooms in the To box.


16. As per usual add any other participants to the To box and type your message into the text box.
17. Click Scheduling Assistant to view the availability of participants and your chosen Video rooms. Find and click the most suitable date/time to hold your meeting.


18. You're done - Click Send.


19. BT Engage meeting confirmations will be emailed to you, the host, after each update. Your meeting will have an embedded link to a web page showing the meeting details. This will be sent with your meeting request to the participants who can view this page at any time to get the latest joining instructions.
20. If you need to change the date/time, a video site/participant or your meeting details then simply open the meeting and Video Add In, edit and resend. The original web page will simply refresh with your new meeting details. To cancel the meeting click Cancel Meeting in the top right hand corner and BT will send a cancellation email.

Please note:

• Screenshots may differ slightly depending on customer profile/permissions.
• Customers should not use Engage Web or Mobile to schedule meetings while using the Outlook Video Add In as this could create resource/meeting conflicts. Engage scheduling will be disabled as default when using the Video Add In.
• Engage Control features are supported but it's not recommended that extend or dial out to add a new site are used due to the risk of resource/meetings conflicts.

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