Outlook Add-in FAQs

What do I need to use the Outlook Add-In?
The FreeConference Outlook Add-In works with the Microsoft Windows and requires Microsoft Outlook 2003 or a more recent version of Outlook. The add-in does not work on Office for Mac computers. top
Where do I get my Dial-in Number and Access Code?
Once you’ve installed the Outlook Add-In, you will be prompted to register or sign in. You will then see your Dial-in Number and Access Code. top
How much does it cost?
It is free to download the Outlook Add-In and to use our basic conferencing services. In order for conference participants to reach our centrally located facilities, each one must call a U.S. long distance telephone number that we provide. The only cost to participants is the long distance rate charged by each individual conference participant’s long distance carrier (Sprint, MCI, AT&T, etc.). We do not require the use of any specific carrier, nor do we know what rates you pay on your calling plan. If you can dial a U.S. phone number, you can use our service. top
I already have an account with FreeConference, including a Conference-On-Demand dial-in number. Is this the same number you use for the Outlook Add-In?
Yes, if you have an account at FreeConference, your On Demand dial-in number will be the same. top
Will I get the same conference information to use if I install the Outlook Add-In on multiple computers?
Yes, if your registration information (based on the email address you provide) is the same. If you wish to have a different account, you will need to register under a different email address.top
I have an older version of the Outlook Add-In. Do I need to uninstall the older version before installing the new one?
Yes, you can uninstall the add-in through your computer’s Control Panel by highlighting “Outlook Conference Manager for FreeConference” in your program list, then select “Remove” or “Uninstall”. top

Schedule your next call with the FreeConference Outlook Add-In

The new FreeConference Outlook Add-In conveniently incorporates FreeConference into the Microsoft Outlook tools you already use. Easily schedule conference calls, send invitations, manage your preferences, review account information, and create recurring conferences using your existing contacts and meeting management tools. It does everything but dial.
Features & Benefits:
  • Version 3.0 adds support for 64-bit versions of Outlook.
  • Embeds conference information into your Outlook meeting invitation for automatic forwarding once meeting is scheduled.
  • Meeting subject and dial-in number pre-populated into email header for easy access.
  • Toggle between Premium (Toll-Free) and Standard (Toll) dial-in numbers.
  • Integrated with your existing Outlook contact database.
  • Allows you to check availability of participants while scheduling (if enabled within Outlook).
  • Allows full recurring meeting scheduling and unlimited future scheduling.
  • Automatically adds scheduled meeting and information into all participants’ Outlook calendar for easy access from desktop or synced smart phone.

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FreeConference App For Facebook

You already post to walls and tag your friends. Now, share with your friends whenever you conduct a web-scheduled or reservationless conference.
Features
  • Create a Facebook “Event” to automatically invite call participants from your Friends list.
  • Allow invitees to RSVP to your conference call.
  • Share your conference on your Facebook wall and/or Twitter feed.
  • Schedule conference announcements that automatically post to your Facebook wall and/or Twitter feed right away, 15 minutes, 1 hour, or 1 day before your conference.

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FreeConference works with Evernote

To make it easy to remember your conference call notes and discussions, before, during, or after your call. Type a text note, clip a web page, snap a photo, or grab a screenshot. Keep your conference items organized and search for notes fast, all within the same application!
Features

  • Organize: Scheduled conference information, images, screenshots, and notes are automatically sent to your FreeConference notebook within the Evernote app.
  • Search: Images and notes are automatically processed, indexed, and made searchable. Printed and handwritten text inside your images and notes is searchable in your conferencing folder; you can search by keywords, titles, or tags.
  • Record: When you use the FreeConference Recording tool, a link to your MP3 file will automatically be sent to your FreeConference notebook.

FreeConference Works Seamlessly in the Cloud

Evernote
FreeConference works with Evernote, making it easy to track your conference notes and discussions, before, during, or after your call.

Facebook and Twitter
Share with your friends whenever you conduct a web-scheduled or reservationless conference.

Google Calendar
Automatically syncs scheduled conference information to your Google calendar.

Outlook Conference Manager
Easily schedule conference calls just like you set up meetings—right from Outlook. The add-in does everything but dial.

FreeConference API
Integrate or embed FreeConference into your application, and get access to our API.

Evernote, Facebook, Twitter, Google, and Microsoft Outlook trademarks are the property of their
respective owners.

How to Organize a Conference with Toll-Free

Note: This page is for legacy users of our service only. Please see this page for organizing toll-free conferences with our new current service: https://www.freeconference.com/faq/can-i-get-toll-free-800-number-access-to-the-conference/

1:Decide on your conference details, including the call date and time, estimated number of phone lines for your Participants (up to 150), and the amount of time needed (up to 5 hours).
2:Be sure you are logged on to the Web site and select the ‘SCHEDULE’ button from the toolbar.
toolbar
3:Our online interface will take you through the step-by-step process. First select ‘Premium 800′ as the type of conference.
4:While scheduling a conference, you will see a Progress Meter on the right side of your screen (shown below). As you complete a step in the process, it will be checked off and the conference detail will be hyperlinked. If you need to change any detail while scheduling your conference, simply click its red link and make your changes. After clicking the ‘Next’ button, you will pick up where you left off scheduling.

You will come to a confirmation screen where you must click the ‘Confirm This Conference’ button to lock in your conference. Once you confirm, you will see a ‘Congratulations’ page and receive a confirmation e-mail from us. Also, you can view upcoming conferences on the Conference Manager page (you must be logged on to the Web site, then click the ‘MANAGE’ button on the top navigation bar).

On the chosen date and time, everyone participating in the conference must call the Dial-in Number assigned by our Web site. The automated system will prompt for an access code. Every caller can use the Participant Access Code. However, if you intend to use Organizer Conference Controls while on the conference, you must enter the Organizer Access Code.

How to Organize a Web-Scheduled Standard FreeConference

Organizing a Web-Scheduled FreeConference requires that you sign up for a user account
1:Decide on your FreeConference details, including the call date and time, estimated number of phone lines for your Participants (up to 150), and the amount of time needed (up to 4 hours).
2:Be sure you are logged onto the FreeConference Web site and select the ‘SCHEDULE’ button from the toolbar.
3:Our online interface will take you through the step-by-step process. First select
‘Web-Scheduled Standard’ as the type of conference.
4:While scheduling a conference, you will see a Progress Meter on the right side of your screen (shown below). As you complete a step in the process, it will be checked off and the conference detail will be hyperlinked.

If you need to change any detail while scheduling your FreeConference, simply click its red link and make your changes. After clicking the ‘Next’ button, you will pick up where you left off scheduling.

You will come to a confirmation screen where you must click the ‘Confirm This Conference’ button to lock in your FreeConference. Once you confirm, you will see a ‘Congratulations’ page and receive a confirmation e-mail from us. Also, you can view upcoming FreeConferences on the Conference Manager page (you must be logged on to the Web site, then click the ‘MANAGE’ button on the top navigation bar).

On the chosen date and time, everyone participating in the conference must call the Dial-in Number assigned by our Web site. The automated system will prompt for an access code. Every caller can use the Participant Access Code. However, if you intend to use Organizer Conference Controls while on the FreeConference, you must enter the Organizer Access Code.

How to Join a FreeConference Reservationless Conference

How to Join a FreeConference Reservationless Conference Call
1: On the chosen date and time on FreeConference, have your Participants call your dedicated dial-in telephone number (see steps 1 and 2 of “How to Organize a Reservationless Call”).
Note: to get your dedicated Dial-in telephone number and access code, please Log In.
2: Instruct them to enter your Participant Access CodestrAccessCode, followed by the # sign (see step 2 of “How to Organize a Reservationless Call”).
3: Have them announce themselves and join the conference.

Quick User Guide For FreeConference

NOTE: These step-by-steps are for FreeConference Legacy product.

Just three steps to get started right away on FreeConference.

1. View the introductory Flash movie, which briefly explains FreeConference’s conference call services.
2. View the “Our Services” page for a side-by-side cost and feature comparison of our conference call services. Our Services Page
3. After deciding on a service, set up and conduct a test conference to practice using the Organizer Conference Controls. (For Web-Scheduled conferences, you must first create a user account — sign up now.) FreeConference allows you to organize Reservationless Conference or Sign Up for Web-Scheduled Services. The following steps are for making the most of your conferencing experience.

4. Read the information page for each conference service.
Web-Scheduled Premium 800 Page
Web-Scheduled Standard Page
Reservationless Standard Page
Conference Recording & Storage
Desktop Sharing Page
Your Conference Personalized Greetings
5. Read the Help section containing answers to frequently asked questions (FAQ). Help/FAQ Page
6. Read the Glossary of Terms to acquaint you with conference call lingo. Glossary of Terms Page
7. Visit the Tools and Tips page for a touch-tone wallet card, conference fax cover sheet, and more. Tools and Tips Page

Making Changes to a Previously Scheduled Conference

Once a conference has been confirmed, some of the conference’s parameters (e.g. dial-in number, access code) are “locked in” and cannot be changed.

Below is a reference guide for changing conference details and rescheduling conferences.

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Add one or more lines to the conference

Log in, go to the “Manage” page, click “view/change”, then click “change” next to the heading labeled “Number of participants”.

Add one or more e-mail invitations to the conference

Log in, go to the “Manage” page, click “view/change”, then click “edit” next to the heading labeled “e-mail invitations”. Make certain to click “Next” in order to lock in your changes.

Cancel the conference

Log in, go to the “Manage” page, click “Cancel”. Note that you must cancel a reservation at least 5 minutes before it is scheduled to begin. Once the conference reservation is in progress, you cannot cancel it.

Start Date

Log in, go to the “Manage” page, click “view/change”, then click “change” next to the heading labeled “Scheduled Start Date”.

Start Time

Log in, go to the “Manage” End Time

End Time

Log in, go to the “Manage” page, click “view/change”, then click “change” next to the heading labeled “Scheduled End Time”.

Participant’s E-mail Address

The steps to change a participant’s e-mail address are as follows:
1. Go to the Contacts page and click the “Edit” link next to the contact for whom you wish to correct the e-mail address and (optionally) re-send conference invitations.
2. Make whatever corrections are necessary.
3. If this contact is a participant in any upcoming conference, you will see a checkbox with an option to re-send the conference invitation(s) to this participant.
4. Click “Save” to save your changes and re-send the invitation(s).

Primary Dial-in Number

Dial-in Numbers are assigned based on system load and availability at the time a conference is scheduled. You cannot choose the Dial-in Number when using our conference services..

Organizer Access Code

You must use the Organizer Access Code that was active when your conference was scheduled. If you have since changed your Organizer Access Code, you can find your old Organizer Access Code on the conference confirmation email, or on the conference details page by clicking the “MANAGE” button on the top toolbar, then clicking on the conference’s “view/change” link.
If you wish to use your new Organizer Access Code for a previously scheduled conference, you must cancel the previously scheduled conference and reschedule. A conference can be cancelled by clicking its “Cancel Conference” link on the “Manage” page. When a conference is cancelled, all Participants who received email invitations will be sent email cancellations.

Participant Access Code

You must use the Participant Access Code that you selected or were assigned when your conference was scheduled. If it is necessary to change the Participant Access Code, you must cancel the previously scheduled conference and reschedule. A conference can be cancelled by clicking its “Cancel Conference” link on the “Manage” page. When a conference is cancelled, all Participants who received email invitations will be sent email cancellations.

Conference Controls

Conference Controls are set upon the confirmation of the conference, but most of them can be changed by a conference Organizer who enters the Organizer Access Code when joining the conference. See also the Touch-tone Quick Reference.

Conference Recording and Extensions

Log in, go to the “Manage” page, click “view/change”, then click “change” next to the heading labeled “Conference Recording”. This feature is only available with our Web-Scheduled Premium 800 service. Note that Conference Recording can only be changed before the conference is scheduled to begin. Once the conference has begun you cannot cancel a recording or request a new recording.

Conference Transcription

Log in, go to the “Manage” page, click “view/change”, then click “change” next to the heading labeled “Conference Transcription”. This feature is only available with our Web-Scheduled Premium 800 service.

Email Invitation Subject, Comments and Agenda
Once email invitations have been sent, they cannot be retrieved or changed. If you have made changes to your subject, comments or agenda, you may wish to notify your participants of the changes by other means. Another option is to cancel and reschedule the conference, including the current subject, comments or agenda on the new e-mail invitations. A conference can be cancelled by clicking its “Cancel Conference” link on the “Manage” page. When a conference is cancelled, all Participants who received email invitations will be sent email cancellations.

RSVP Status

Once a participant replies to an RSVP, his/her status is automatically updated on the conference details page. You can also manually update the RSVP Status of a participant by doing the following:
1. Go to the “Manage” page and click the “view/change” link next to the conference you want to change.
2. Click the “Edit Status” link next to the participant.”
3. Select the desired RSVP Status, then click “Save.”

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