Rolling out AT&T Connect Integrated Edition: Communication Email Templates

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Nov 3, 2013 (3 years and 5 months ago)

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Rolling out AT&T
Connect

Integrated Edition:
Communication Email
Templates

Customers transitioning from
other

AT&T

conferencing
services

Version
9


Communication Email
Templates
-

transition from
other AT&T

conferencing

services

2




AT&T Connect




Table of Contents

OBJECTIVE

................................
................................
................................
..........
3

GENERAL RECOMMENDATI
ONS

................................
................................
......
3

EMAIL SAMPLES FOR CU
STOMERS TRANSITIONIN
G FROM OTHER AT&T
CONFERENCING SERVICE
S

................................
................................
..............
4

Introduction Email

................................
................................
................................
...................

4

Transition details Email

................................
................................
................................
..........

5

Standard Go
-
Live Registration Email

................................
................................
....................

7

Post Go
-
Live follow
-
up Email

................................
................................
................................
.

9




Communication Email
Templates
-

transition from
other AT&T

conferencing

services

3




AT&T Connect

Objective

The objective of this document is to
help customers with the Email component of the
c
ommunication plan. This document lists
the
recommended

Email templates that can be
used as part of a comprehensive communication plan

for customers transitioning from
other
AT&T

conferencing providers
.

The
templates

can

be adapted to the specific customer

needs
and the
specific

details of the
deployment

or modified slightly and used as is
.


This document doesn’t try to cover all scenarios and communication opportunities. Each
organization will need to evaluate how they communicate internally and use the
templates

that fit their
needs and communication guidelines.

The links and credentials referenced
in the templates

are examples only. URLs should not
be copied since they may not be
up
-
to
-
date or linkable
.

Customers may choose to create
documents and job

aids and reference them in the email communication.

Audio conferencing user guides that are referenced in the
templates

will be provided
separately. As audio migration has several versions, the relevant documentation will be
provided to customers.

Gen
eral Recommendations

The basic
Email
communication plan should address several objectives related to the
migration

and should include the following stages:



Initial communication should create the awareness and visibility
of

the new
service
.

The general pu
rpose of the initial communication is to advise the users about
the upcoming change, the reasons for the change and the expected high level timeline.



Transition Email
-

focus on educating the users on the actions and steps they will
be required to perform
as part of the migration.

Migration timelines should be
included in this communication. If migrating from another provider the end of life date
of the current service should be communicated
clearly
as well.



Go
-
Live communication
-

the standard
R
egistrati
on Email sent by AT&T to the
users with their account information

and

links for training and support.

A

Sample
of this Email is provided below.



A follow
-
up Email should be sent after the
G
o
-
L
ive date

to ensure users received
their
R
egistration Email,
completed their migration activities and are aware of the end of
life date of current service.

It is recommended to include in each communication general links and information for
support documentation and training resources.

Emails
templates

for each st
ep are
provided

in the next section.


Communication Email
Templates
-

transition from
other AT&T

conferencing

services

4




AT&T Connect

Email samples for Customers transitioning from other AT&T
Conferencing services

Introduction Email

Subject:

New Audio and Web Conferencing service from AT&T

Purpose:

Announce the planned transition to the new AT&
T audio and web conferencing
service. Preview what existing conferencing users should expect as the transition proceeds.

Target audience:

Existing audio and web conferencing users

Timing:
Should be sent 2
-
3 weeks before Go
-
Live date

Message body:

New Au
dio and Web Conferencing service from AT&T


We are pleased to announce that in order to provide additional features and functions we
will transition our Audio and Web Conferencing service to AT&T’s latest Reservationless
Audio and Web Conferencing service.

What do you get?

AT&T’s latest Audio and Web Conferencing service offers enhanced features and functions
and better integration between the Audio and Web services.

What happens next?

You will be assigned new Toll Free and Caller paid dial
-
in numbers, access code and host
code. If all possible, AT&T will preserve your current access code and host code. These
new reservationless numbers will replace your existing reservationless number
s you currently
use today.

In addition, your Web Meeting accounts will be replaced with AT&T Connect Integrated
Edition Web Conferencing accounts.


You’ll receive another e
-
mail providing a timeline for the transition to AT&T conferencing,
as well as mor
e specific details about the new services.

For now, simply be aware that AT&T new Audio and Web conferencing capabilities will
soon be available to you. And, be assured your existing conferencing service will continue
uninterrupted as we prepare for the t
ransition.

Need more information?

Audio Conferencing:

Review the attached audio conferencing user guide to learn about
the new features and functions available with the new service.

Web Conferencing
: For general information about AT&T’s Web conferencing
capabilities,
check the
AT&T business

Website. If you
would
like to review more detailed informa
tion at
this point please check the
AT&T Support site

or the
FAQ

section.

Thanks in advance for your cooperation as we prepare

to migrate to the new AT&T
Conferencing service.


Communication Email
Templates
-

transition from
other AT&T

conferencing

services

5




AT&T Connect

Transition details Email

Subject:

New Audio and Web Conferencing service from AT&T

Purpose:

A follow
-
up to the initial announcement of the planned transition to the new
Audio and Web conferencing service
from AT&T. Provide additional transition details to
customers who are current conferencing account holders. Preview the transition timeline, as
well as steps users will need to take during the transition.

Target audience:

Existing Audio and Web conferen
cing users

Timing:

1 week before Go
-
Live

Message body:

New Audio and Web Conferencing service from AT&T


Get ready for your new AT&T conferencing account

We recently notified you that as part of the efforts to provide additional features and
functions we
will transition our Audio and Web conferencing service to AT&T’s latest
Reservationless Audio and Web Conferencing service. We’re pleased now to provide
additional details on how the transition will proceed.

What is the timeline?



Notification of new audio

conferencing dial
-
in, access codes

On <<
insert date
>> you’ll receive an e
-
mail from AT&T TeleConference Services
containing your dial
-
in number and access codes for your new reservationless voice
conferencing service. Save this important information for
future reference.

You may begin using your reservationless account immediately. These new
reservationless numbers will replace your existing reservationless numbers you currently
use today.



Notification of new Web conferencing service

Your AT&T Connect We
b conferencing account information, available for use when
you need it, will be included with the same e
-
mail as above from AT&T TeleConference
Services.

You may use the AT&T Connect Web Conferencing service anytime, as an
enhancement to your audio confere
nce.



Termination of current Audio and Web conferencing service

On the date above your current conferencing account will be terminated and replaced
with the new service. (Your current conferencing service will continue uninterrupted
until that time.)

What
will you need to do?

Once you’ve received the e
-
mail from AT&T notifying you of your new account, take the
following steps:



Review the attached Audio conferencing guide to learn about the new features and
functions available with the new service.



Download
the AT&T Connect client software via the link provided in the e
-
mail.



Activate your myAT&T desktop application via the link provided in the e
-
mail.


Communication Email
Templates
-

transition from
other AT&T

conferencing

services

6




AT&T Connect



Register for a free, I
nstructor
-
led online training class or play back one of the self
-
paced
tutorials on yo
ur new Web Conferencing Service at
http://attwebtrain.123attend.com
.

You
will be required to setup a new Training Account before you are able to Register for the
instructor
-
led Training Sessions or play back

the self
-
paced tutorials.

1.

Click on ‘Create a new Account’ link from Login page

2.

Select ‘AT&T Connect Integrated Edition’ as your Product from the ‘My Products’
Menu

3.

Select from ‘Self Paced’ or ‘Live Instructor’ training sessions

Note:

If at any time during your Registration Process you are required to select your
preferred ‘Product’, select AT&T Connect Integrated Edition.



Make a note of the AT&T Connect support site,
h
ttp://uc.att.com/support/userdocs_attIE_main.html
, where you can learn more about
your new Web conferencing features and functionality and how to use them.



Update all appropriate meetings in your calendar with your new Audio conferencing
and/or Web confere
ncing access information. Be sure to complete these updates ahead
of the scheduled closing (see above) of your current conferencing account.



Start enjoying AT&T Conferencing.

With tightly integrated Voice and Web conferencing services and new enhanced fea
tures and
functions your new AT&T service is sure to be invaluable in accomplishing your work.
Thanks in advance for your cooperation during the conferencing transition.

Need more information?

Audio Conferencing:

Review the attached audio conferencing user guide to learn about
the new features and functions available with the new service.

Web Conferencing
: For general information about AT&T’s Web conferencing capabilities,
check the
AT&T business

Website. If you like to review more detailed information at this
point please check the
AT&T Support site

or the
FAQ

section.

Thanks in advance for your cooperation as we prepare to migrate to the new AT&T
Conferencing service.




Communication Email
Templates
-

transition from
other AT&T

conferencing

services

7




AT&T Connect

Standa
rd Go
-
Live Registration Email

Subject:

AT&T TeleConference Reservationless Registration Confirmation

Purpose:

The standard Registration Email is sent from AT&
T to the hosts with the Audio
and Web Conferencing account information. This Email is sent from
teleconferences@att.com
, so make sure this address doesn’t get blocked by your corporate
spam filters. This Ema
il cannot be customized. The Email below is a sample and actual
Email may have different options and slightly different formatting based on services and
options available on the account.

Target audience:

Audio and Web conferencing users

Timing:

Go
-
Live c
ommunication

Message body:




Reservationless Conference Information

Audio & Web Conference



Primary Access Information


USA Toll
-
Free:


111
-
222
-
3333

USA Caller Paid:


111
-
222
-
4444

For Other Countries:


Global Conference Access Numbers

Access Code:


1234567


Host Password:


1234


Web Conference URL:


http://samplelink


Meeting Number:


888
-
111
-
1111 or 123
-
111
-
1111



Access Code:


1112223



Host Password:

1

1234



AT&T Connect Web Conference Service: Setup and Activation



FIRST TIME USERS ONLY:

1.
Download

the AT&T Connect client software.

When prompted, click "Save" to save this file to your desktop, then double
-
click on it or click "Run" to comple
te installation.

2.
Activate

the "myAT&T" application.

This is your meeting launch pad, a small desktop application that allows you to easily enter your AT&T Connect personal
Meeti
ng Room, invite others to your Meeting Room, and more!

--
OR
--


Activate "myAT&T" by providing the following account information as you open the application for the first time:

User Name:


email@company.com

Password:


1234


Email Address:


email@company.com

Conference Options




Conference Start without Host



Conference Continuation without Host



Name Record



Conference

Record



Global Access



Host Dial Out

Host and Arranger
Information


Host:


YOUR NAME HERE

Phone Number:


123
-
123
-
1223

Arranger:


NAME HERE


Communication Email
Templates
-

transition from
other AT&T

conferencing

services

8




AT&T Connect

Phone Number:


345
-
222
-
2222

Web Conference Training


Training URL:


http://attwebtrain.123attend.com


Password:


Password



Support Tips


*

Should

you need assistance during your conference, please press *# for a list
of menu options including Specialist assistance.

*

For

assistance with AT&T Connect Web Conference Service, contact AT&T
Connect Customer Care
at
888
-
796
-
6118 or 678
-
749
-
8004.

*


AT&T Connect Help & Software Downloads can also be found at:

http://www.uc.att.com/support/download_attc_participant.html

*

Please

review this
information and contact TeleConference Services if there are
any changes. For each country, the Customer Care numbers can be found at:
https://samplelink


*

If

your individual TeleCon
ference account is not used within a six month
period, deactivation will occur.

*

If

you record your conference, you may order recording services at
https://www.teleconference.att.com/con
ferencerecord
.


To Attend an Audio Conference


1. Dial the Conference Bridge.

2. Enter Access Code 1234567#

3. If Hosting the call, Enter Host Password * 1234#


Quick Tip
-

hit # to bypass announcements


AT&T Connect Quick Reference


To Join A
Web Conference

When you receive an invitation to an AT&T Connect web conference, click the invitation's
`Enter' link to connect your computer to the conference.

Inviting People to a Web Conference

To invite people to join your personal Meeting Room for
a voice and/or web conference:

Open the "myAT&T" application (by double
-
clicking the "myAT&T" icon in your Windows
System Tray), then click the `Invite Others by E
-
mail' link or the Schedule a meeting in my
calendar link.

--

OR
--

Start your conference
by entering your Meeting Room (see below), and choose the `Invite
Others' command on the AT&T Connect client applications `Event' menu.

Entering Your Own Meeting Room as the Host

To connect your computer to your personal Meeting Room:

Open "myAT&T" (by
double
-
clicking the "myAT&T" icon in your Windows System Tray), then
click the `Enter my Room' link.

--

OR
--

From any browser:

1. Go to

https://samplelink


2. Enter Meeting Number

888
-
111
-
1111 or 123
-
111
-
1111

(Quick Tip The Meeting Number is the same as your TeleConference Primary Access Phone Number)

3. Enter Access Code 1112223

4. If Hosting the Web Conference, Select Host and enter 2345




Thank you for registering with AT
&T CONNECT TEST ACCOUNT
TeleConference Services!


Communication Email
Templates
-

transition from
other AT&T

conferencing

services

9




AT&T Connect

Post Go
-
Live f
ollow
-
up Email

Subject:

AT&T Audio and Web conferencing rollout: New service reminder

Purpose:

A follow
-
up to the announcement of the transition to AT&T Audio and Web
conferencing service.

Remind customers that previous conferencing service is no longer
available. Review the transition steps users had to complete to start using the new service.

Target audience:

Existing Audio and Web conferencing users

Timing:

Few days after Go
-
Live Emai
l

Message body:

New Audio and Web conferencing service

Transition to your new AT&T conferencing account

We recently notified you that as part of the efforts to provide additional features and
functions we transitioned our Audio and Web conferencing service to AT&T’s latest
Reservationless Audio and Web Conferencing service.

You should have already received

a Registration Email from AT&T TeleConference Services
with your
new AT&T conferencing account
. Please complete the registration process (if
you haven’t already) to begin taking advantage of AT&T’s latest conferencing services.
Registration steps are
outlined again below.

Please note
your previous Audio and Web conferencing service is no longer available.

Be
sure to activate your new AT&T conferencing account and then update conferencing access
details in your calendar entries as appropriate.

* If you

cannot locate your AT&T account Registration Email sent on <<
insert date
>>,
please contact AT&T Customer Care at 1
-
800
-
526
-
2655

for assistance. A specialist can look
up your account by your name and immediately email you the Registration Email with your
account information. Please confirm your email address and stay on the line with the center
to ensure you receive your email.

How do you start using AT&T Conferencing?

Take the following steps:



Review the attached Audio conferencing guide to learn about th
e new features and
functions available with the new service.



Download the AT&T Connect client software via the link provided in the e
-
mail.



Activate your myAT&T desktop application via the link provided in the e
-
mail.



Register for a free, Instructor
-
led on
line training class or play back one of the self
-
paced
tutorials on your new Web Conferencing Service at
http://attwebtrain.123attend.com
.



You will be required to setup a new Training Account before you are
able to Register for
the instructor
-
led Training Sessions or play back the self
-
paced tutorials.

4.

Click on ‘Create a new Account’ link from Login page

5.

Select ‘AT&T Connect Integrated Edition’ as your Product from the ‘My Products’
Menu

6.

Select from ‘Self
Paced’ or ‘Live Instructor’ training sessions


Communication Email
Templates
-

transition from
other AT&T

conferencing

services

10




AT&T Connect

Note:

If at any time during your Registration Process you are required to select your
preferred ‘Product’, select AT&T Connect Integrated Edition.



Make a note of the AT&T Connect support site,
http://uc.att.com/support/userdocs_attIE_main.html
, where you can learn more about
your new Web conferencing features and functionality and how to use them.



Update all appropriate meetings in your calendar

with your new Audio conferencing
and/or Web conferencing access information. Be sure to complete these updates as
your previous conferencing account details are no longer valid.



Start enjoying AT&T Conferencing.

With tightly integrated Voice and Web conf
erencing services and new enhanced features and
functions your new AT&T service is sure to be invaluable in accomplishing your work.
Thanks in advance for your cooperation during the conferencing transition.

Need more information?

Audio Conferencing:

Rev
iew the attached audio conferencing user guide to learn about
the new features and functions available with the new service.

Web Conferencing
: For general information about AT&T’s Web conferencing capabilities,
check the
AT&T business

Website. If you like to review more detailed information at this
point please check the
AT&T Support site

or the
FAQ

section.

Thanks in advance for your cooperation as we migrate to the new AT&T Conferencing
service.