Breeze Live User Guide for Meeting Presenters
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CONTENTS INTRODUCTION: Overview of Breeze Live . .............................. 7 Breeze meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Intended audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Displaying content to meeting participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
CHAPTER 5: Using the Note Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Adding note text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Editing note text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Creating a Note pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Choosing a Note pod for display . . . . . . .
CHAPTER 10: Using the File Sharing Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Creating a new File Sharing pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Uploading a file. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Downloading a file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Renaming a file . . . . . . . . . . . . . . . . . . . . . . . . .
Contents
INTRODUCTION Overview of Breeze Live Macromedia Breeze is a rich web communication system that eliminates the time and cost of travel and unnecessary meetings. It enables organizations to easily share important information over the Internet by connecting people to people, and people to information. Macromedia Breeze includes a set of components that provide an integrated solution for your communication, collaboration, and training needs.
Intended audience This document covers the activities that a presenter can perform in scheduling and conducting a Breeze meeting. For information on creating and managing Breeze meetings, see the Using the Breeze Manager guide. For information on participating in a meeting, see Using Breeze Live (for Participants). Displaying content to meeting participants You can display the following types of content to participants: • Content residing on the Breeze server.
Activities that you can perform as a Breeze presenter As a presenter, you can: This includes inviting participants, controlling access to the meeting room, and setting meeting room connection settings. See Chapter 2, “Setting Up a Meeting Room,” on page 21. Set up the meeting room Promote, demote, or eject users in the meeting room. See Chapter 3, “The Participants List Pod,” on page 27. Send text messages to other people in the meeting room. See Chapter 4, “Using the Chat Pod,” on page 33.
This guide is for Breeze users who have permission to manage or administer users, content, courses, or meetings. You can access this guide from a help link within the Breeze Manager web application. Using the Breeze Manager Breeze Live User Guide This guide is for participants and presenters in a Breeze meeting. There are two versions: Breeze Live User Guide for Meeting Presenters and Breeze Live User Guide for Meeting Participants.
CHAPTER 1 Getting Started This chapter describes the components and layout of a Breeze meeting room. Creating a meeting room You create a meeting room using the Breeze Manager web application. You specify a meeting room name, description, and type of meeting access (public or private). A meeting room is then created for you with a specific URL. Use this URL to enter the meeting room at any time.
Presenters can change the setup, content, and layout of the meeting room, share their screen (make anything displayed on the presenter’s computer screen appear on the meeting-room stage of all participants and presenters), and promote other participants to be presenters. Preparing presenters can create or modify a meeting room layout that is not displayed until it is activated by a presenter. Preparing presenters can do this while a meeting is in progress.
An oval indicating the connection status of the meeting room. A green oval means that the room is online. A yellow oval indicates network congestion. A red oval means that you have been disconnected due to network problems and Breeze Live is in the process of trying to re-establish your meeting connection. Clicking the connection indicator when it is green or yellow displays information about your connection (for example, its current data-transmission rate).
When a presenter navigates to a different meeting room layout on the layout navigation bar, the new layout selected is displayed on every participants’s screen. In contrast, a preparing presenter can navigate between meeting room layouts without affecting what the participants see. This makes it possible for a preparing presenter to edit or “prepare” meeting room layouts while another presenter is presenting.
For more information on organizing and creating your own meeting room layouts, see “Working with meeting room layouts” on page 82. Meeting room pods A meeting room usually contains a number of display panels, called pods, each with its own function. There are several types of pods. When presenters set up a meeting room, they determine the number and types of pods that participants see.
About the Participants List pod The Participants List pod displays the name, type, and status of each participant (including presenters). An icon identifies each participant’s type—participant, presenter, or preparing presenter. An additional round icon to the right of each meeting participant identifies the approximate network capacity that they are experiencing. No color indicates an acceptable network connection.
For more information, see Chapter 4, “Using the Chat Pod,” on page 33. About the Note pod The Note pod displays a text message to all meeting participants. Only presenters can enter or change a message in the Note pod. For more information, see Chapter 5, “Using the Note Pod,” on page 35. About the Whiteboard pod The Whiteboard pod lets meeting attendees share text and other drawing annotations collaboratively in real time.
About the Camera and Voice pod The Camera and Voice pod broadcasts live audio and video to meeting participants. Presenters can always choose to broadcast audio or video (or both) to a meeting, and they can enable meeting participants who are not presenters to broadcast audio or video. For more information, see Chapter 7, “The Camera and Voice Pod,” on page 43.
About the Screen Sharing pod The Screen Sharing pod broadcasts a live display of your desktop or of an application that is open on your desktop. The Screen Sharing pod also includes application sharing functionality, which, when enabled, allows participants to control applications that are visible on their screen. For more information, see Chapter 9, “Using the Screen Sharing Pod,” on page 59. Note: Screen sharing is supported only on Windows and requires the Presenter Add-In for Breeze.
About the Web Links pod With the Web Links pod, presenters can force all meeting participants to automatically browse to a one or several web links during a meeting. For more information, see Chapter 14, “Using the Web Links Pod,” on page 89. Leaving a meeting room To leave a meeting room: • Click the Close button in the upper right corner of the meeting room window. If all the presenters leave a meeting room, it is still open to any remaining participants.
CHAPTER 2 Setting Up a Meeting Room This chapter describes the details of setting up a meeting room and includes the following topics: • • • • • “About creating a meeting room” on page 21 “Inviting meeting participants” on page 21 “Controlling access to a meeting room” on page 22 “Setting meeting room connection properties” on page 24 “Customizing the meeting room” on page 25 About creating a meeting room You create a meeting room using the Breeze Manager web application.
From within a meeting room You can also invite meeting participants from within a meeting room. This is convenient if you want to invite additional participants to join during a meeting or if you need to resend meeting information to missing participants who have misplaced it. To invite participants from a meeting room: 1 Click the Present button at the top of the meeting window. 2 From the pop-up menu, select Invite.
Admitting guests to Invitees Only meetings When a meeting is restricted to Invitees Only, anyone who has the URL to the meeting room can attempt to log in as a guest. When someone tries this, presenters see an animated icon next to the Customize button on the meeting-room title bar. The figure is knocking to get into the meeting. As a presenter, you can accept or refuse to accept a guest login to a private meeting.
Finding out the number of participants waiting to enter a meeting room If you have stopped a meeting, you can find out how many participants are waiting to enter the meeting room. To find out how many participants are waiting to enter a meeting room when a meeting has been stopped: • Place your mouse over the lock icon at the top of the meeting window. A pop-up window displays a message containing the number of participants waiting to enter the room.
Optimizing the room bandwidth Set the room bandwidth to the average bandwidth of the meeting participants. To set the meeting room bandwidth: 1 Click the Present button at the top of the meeting window. 2 From the pop-up menu, select Optimize Room Bandwidth and the appropriate bandwidth option. Customizing the meeting room You can change the size and layout of the meeting room to maximize screen space and customize it for your particular meeting needs.
To select a meeting room layout: • In the layout navigation bar at the bottom of the meeting window, click the button for the meeting room layout that you want to use. The meeting room layout changes and is immediately displayed for all meeting participants. Customizing the meeting room layout The meeting room layouts can also be customized. Presenters can change the size and location of pods contained in a meeting room layout, as well as add and delete pods. They can also create new meeting room layouts.
CHAPTER 3 The Participants List Pod The Participants List pod lists everyone who is logged in to a meeting, and gives the following information about each participant: • • • • Participant name (see “Participant name” on page 27) Participant type (see “Participant type” on page 27) Participant status (see “Participant status” on page 29) Participant bandwidth (see “Participant bandwidth” on page 30) As a presenter, you can change a participant’s type and you can remove participants from a meeting.
Participant type is indicated by an icon to the left of a participant’s name, as follows: Participant Type Icon Participant Presenter Preparing Presenter The following table lists the capabilities of each participant type. Feature View participants’ names, types, and statuses Participant Preparing Presenter Presenter ✔ ✔ ✔ ✔ ✔ ✔ ✔ View connection status Change participant status ✔ Change participant type (Participant/Presenter/Preparing Presenter). ✔ Remove participants.
Feature Participant Preparing Presenter Presenter ✔ Broadcast using screen sharing. Promote yourself to presenter. ✔ ✔ View presenter-only pods. ✔ ✔ ✔ Change layout displayed to participants. Navigate between scenes without changing what is broadcast to participants. ✔ Create new layouts. ✔ ✔ Organize layouts. ✔ ✔ Move and resize pods on the stage ✔ ✔ Move and resize pods offstage and on scenes not displayed to participants. ✔ Create new pods on the stage.
Participant Status Icon Go faster Go slower Thumbs up Thumbs down To change your status: 1 Click the arrow in the bottom right corner of the Participants List pod. This displays a pop-up menu with a list of the available statuses. 2 Select the status you want displayed to presenters. Participant bandwidth There are two colored indicator shapes for participant bandwidth. When bandwidth performance meets requirements, no symbol will be displayed.
The network connection status is now disabled and will not display network connection status for users in your meeting. Changing participant type You can change the type of any participant in the Participants List pod. This allows you to promote and demote other participants as necessary. You can also change your own participant type.
To remove a participant from a meeting: 1 Select the name of the participant you want to remove in the Participants List pod. 2 Click the arrow in the upper left corner of the Participants List pod. 3 From the pop-up menu, select Remove Selected. Note: If you have your own name selected in the Participants List pod, you cannot select this option. Sorting participants for a meeting If a presenter selects this option from the pop-up menu, the ordering of the list will change for all presenters.
CHAPTER 4 Using the Chat Pod You use the Chat pod to send text messages to other meeting participants and to receive messages from other participants. As a presenter, you can use more than one Chat pod simultaneously. You can use one pod for all meeting participants and another in the presenters-only area.
Clearing messages from Chat pods While a participant is logged in to a meeting room, all the messages that the participant sends and receives remain on the participant’s Chat pod and can be viewed. When a participant leaves the meeting room, all private messages and all messages sent to presenters are cleared from the participant’s Chat pod. Messages sent to everyone remain in participants’ Chat pods and can be viewed whenever a participant logs in, unless the messages are cleared by a presenter.
CHAPTER 5 Using the Note Pod You can use a Note pod to display text messages to meeting participants. Unlike a text message in the Chat pod, the note in a note pod is created and made visible only by presenters, and it remains visible in a Note pod throughout the meeting—or until a presenter removes the note, displays a different note, removes the note pod from view, or switches to a different room layout that does not contain that Note pod.
Adding note text A presenter can add or change text in any Note pod. By default, a note named Note is displayed in the Note pod. Edit this note to display your meeting’s dial-in information. For information on editing a Note pod, see “Editing note text” on page 36. To add text to a note pod: 1 Click anywhere inside the note pod that you want to add text to. An insertion point appears. 2 Type the text that you want to appear in the Note pod.
Choosing a Note pod for display You can change the Note pod on display at any time. Usually, you select the Note pod to display before a meeting starts, when switching notes during a meeting, and after you create a new Note pod while customizing a room layout. To choose a Note pod for display: 1 Click the arrow in the upper left corner of the Note pod. 2 Select the Select Note option. 3 In the pop-up menu, select the name of the Note pod you want to display.
Renaming a Note pod When you create a Note pod, it is assigned a default name, such as Note 1 or Note 2. This is the name that is used to select and manipulate the Note pod. After a note pod is created, you can change its name so that it better describes the Note pod’s contents. To rename a Note pod: 1 Click the Customize button at the top of the meeting window. 2 Select Organize Pods. The Organize Pods window appears. 3 In the Organize Pods window, select the name of the note pod you want to change.
CHAPTER 6 Using the Whiteboard Pod The Whiteboard pod can be used as a real-time, interactive location to share text, diagrams, and free-form drawings with meeting participants. There is a selection of line, text, drawing, and pointer tools in the Whiteboard pod. Pod features include the ability to rename, delete, move, and resize whiteboards.
Accepting and rejecting requests to join a whiteboard You must first grant permission for participants to request to join a whiteboard. To accept and reject requests to join a whiteboard: 1 Click the arrow in the upper left corner of the Whiteboard pod. 2 In the pop-up menu, select Allow Participants to request to use this Whiteboard. 3 Place the pointer over the icon of a knocking figure. This displays a pop-up window with the message: [name of guest] requested to use the Whiteboard.
Creates square and rectangle shapes. Stroke color, fill color, and stroke weight can be customized by using the color picker and the stroke weight pop-up menu. No fill can be used as a setting for stroke color and fill color; however, you cannot use no fill for both stroke color and fill color. Click and drag to expand the shape. Holding down the Shift key while drawing will force the rectangle into a square shape. Ellipse Tool Creates circle and ellipse shapes.
Chapter 6: Using the Whiteboard Pod
CHAPTER 7 The Camera and Voice Pod The Camera and Voice pod is used for displaying video that is broadcast live to meeting participants, and it provides controls for regulating broadcasts of live audio and video to participants. Presenters can send and regulate broadcasts, and they can enable broadcasts from participants who are not presenters. Unless a presenter enables them, participants cannot broadcast either audio or video.
Enabling broadcasting by participants To enable broadcasts by meeting participants: 1 Click the arrow in the upper left corner of the Camera and Voice pod. 2 From the pop-up menu, select Allow Participant Camera and Voice. Participant broadcasting is now enabled and a Start Broadcast button appears on each participant’s Camera and Voice pod. Although participant broadcasting is now enabled, before an individual participant can broadcast audio or video, a presenter must approve it.
Pausing your own broadcasting You must move your mouse over your name in order for these controls to be displayed properly. To pause broadcasting of your own audio to participants: • Click the Microphone icon in the Camera and Voice pod next to your name. A red line appears over the Microphone icon. To pause broadcasting of your own video to participants: • Click the Camera icon in the Camera and Voice pod next to your name. A red line appears over the Camera icon.
To resume broadcasting of your own video to participants: • Click the Camera icon in the Camera and Voice pod next to your name. The red line disappears from over the Camera icon. Selecting the broadcasts you receive To block audio broadcasts from a participant: • Click the Microphone icon in the Camera and Voice pod next to the participant’s name. A red line appears over the participant’s Microphone icon.
Audio broadcasting is turned on. Presenters and can broadcast audio. If participant broadcasting is enabled (see “Enabling broadcasting by participants” on page 44), participants, too, can broadcast audio. Voice On Record Voice and Mute Broadcast If the meeting is being recorded (see Chapter 12, “Recording Meetings,” on page 75), what you say is recorded but is not broadcast to participants. Use this setting if you are recording a meeting but are not yourself addressing participants.
Note: If you change a setting while video is being broadcast, the new setting takes effect immediately. Microphone and Camera settings Presenters and participants can choose the microphone and microphone settings they want to use for broadcasting, and they can choose the camera to use for broadcasting. To select a microphone and set its audio characteristics: 1 Click the Meeting button at the top of the meeting window. 2 From the pop-up menu, select Tune Audio.
To select a camera: 1 Click the Meeting button at the top of the meeting window. 2 From the pop-up menu, select Select Camera. A Macromedia Flash Player Settings window opens, with the Camera tab selected. 3 From the Camera pop-up menu, select the camera that you want to use. Note: If no camera is connected, a No camera found message is displayed instead of a Camera pop-up menu. 4 Click the Close button.
Chapter 7: The Camera and Voice Pod
CHAPTER 8 Using the Content Pod A Content pod displays preexisting content (PowerPoint slides, Breeze presentations, SWFs, JPGs, or FLVs) to meeting participants. You can load content into the meeting room in two ways: • Load preexisting content from your Macromedia Breeze Content Library (Breeze presentations, SWFs, JPGs, FLVs, or Macromedia FlashPaper documents created with Contribute 2.0 and later) into a Content pod.
• A custom meeting room is created and contains several Content pods, each with unique • content. For example, one Content pod displays your company’s logo (a JPEG file) and another contains a Breeze presentation (a SWF file) to present during the meeting. Different Content pods are displayed in different meeting room layouts. For example, Presenter1 uses the Slides room layout with a Content pod that contains Presenter1’s presentation (a SWF file).
Adding content from the Breeze Content Library Note: This section does not apply when just the Breeze Live module of the Breeze Presentation platform is purchased. The Content Library is available only with Breeze Presentation. You can load Breeze presentations, SWFs, JPGs, FLVs, or FlashPaper documents created with Contribute 2.0 and later from the Breeze server as content into a Content pod. You can choose content from any user’s folder in the Breeze Content Library.
The file is uploaded to the server. This may take a few minutes, depending upon the size of the file. It takes approximately 30 seconds per slide to upload and convert a PowerPoint presentation (PPT). The selected content is now displayed in the Content pod, which is renamed based on the content you selected.
The presenter’s view of a Breeze presentation is shown here: The navigation bar A navigation bar is automatically displayed for each Breeze presentation used as room content. The navigation bar is visible only to meeting room presenters. It contains Previous and Next buttons to navigate the slides, and a show/hide slide navigation toggle button that allows you to switch back and forth between displaying or not displaying the presentation outline.
To change the width of a Breeze presentation outline: • Click the vertical gray bar on the left side of the Content pod, and drag it to the right or left. To show/hide the presentation outline using the show/hide slide navigation toggle button: • In the navigation bar, click the show/hide slide navigation toggle button to hide or display the presentation outline. For a picture of the toggle button, see “The navigation bar” on page 55.
To enable participant drawing: 1 Click the arrow in the upper left corner of the Content pod. 2 In the pop-up menu, select Allow Participant Drawing. After you respond to the participants’ requests (in a notification window) to draw on the whiteboard, they will be able to activate the tools and start drawing. Renaming a Content pod When you add content from the Breeze Content Library or from your computer to a Content pod, the Content pod is given the complete name of the file, such as logo.
To edit a content item and display it in a Content pod: 1 Delete the content item that you want to edit. For more information, see “Deleting a Content pod” on page 57. 2 Do one of the following: If the content source file is a PPT, JPG, FLV, or SWF file, edit the source file, recompile as necessary, and then save the final file locally on your computer.
CHAPTER 9 Using the Screen Sharing Pod The Screen Sharing pod is used to broadcast a live display of your desktop or an open application on your computer to the meeting room participants. When displaying an open application, the Screen Sharing Pod also allows other meeting presenters to request control of the application. Note: The Screen Sharing pod is different from the content pod, which displays preexisting content (Macromedia Breeze presentations, SWFs, JPGs, or FLVs).
Presenter system requirements Screen-sharing broadcast (including application sharing) by a presenter requires: • The Windows platform • The Presenter Add-In for Breeze, a special version of Macromedia Flash Player that includes file upload, application sharing, and screen-sharing broadcast capabilities The Presenter Add-In for Breeze is automatically downloaded and run the first time you try to share your screen (or control a shared screen) if your system is missing the required Presenter AddIn for Breeze
A button that controls the display of a shared screen in the Shared Screen pod. The Shared Screen pod view is automatically set to scale within your Breeze Live display, allowing you to see the full shared screen. Clearing this option changes the display to scroll mode, allowing the full resolution of the shared screen to become visible in the Screen Sharing pod. In scroll mode you may have to use the Scroll button to adjust the display of the shared screen to view obscured areas of the shared screen.
To start sharing a screen using the Screen Sharing pod control strip: 1 Click the Start Sharing button in the Screen Sharing pod control strip (located at the bottom left of the Screen Sharing pod screen). Note: If you do not have a supported version of Presenter Add-In for Breeze, a dialog box with the following message is displayed: “To use this application, you need the Presenter Add-In for Breeze. Would you like to install it from macromedia.
To stop application sharing: 1 Click the arrow in the upper left corner of the Screen Sharing pod. 2 Select Stop Control. A notification message is received on the system that is controlling the application. Once the presenter stops control of their application, control of the application passes to the presenter that enabled screen sharing. Note: Stopping application sharing does not disable screen sharing.
To preview your screen sharing in the meeting room: 1 Click the arrow in the upper left corner of the Screen Sharing pod. 2 Select Preview My Screen when Sharing. If your meeting room application occupies the full screen, your Screen Sharing pod is now full of blue cross-hatches, because the shared application window is not visible.
To stop application sharing: 1 Click the arrow in the upper left corner of the Screen Sharing pod. 2 Select Release Control. A notification message is received on the system of the presenter that your control of their screen has ended. Note: Stopping application sharing does not disable screen sharing. Your screen or application will still be visible unless you also stop screen sharing for the shared screen or application.
Stopping screen sharing from the shared application Closing a shared application window also stops the screen sharing, and ends control of the application if application sharing was in progress. Note: You can also stop the screen sharing from the Macromedia Breeze system tray icon, from the meeting room, or from the Screen Sharing pod control strip.
Stopping screen sharing from the Screen Sharing pod control strip You can stop the screen sharing from the Screen Sharing pod control strip. When you stop screen sharing you also break an application sharing connection, if one existed. Stopping screen sharing of an application does not close the shared application, which remains open. Note: You can also stop the screen sharing by closing the shared application window, from the Macromedia Breeze system tray icon, or from the meeting room.
Chapter 9: Using the Screen Sharing Pod
CHAPTER 10 Using the File Sharing Pod The File Sharing pod can be used when a presenter wants to distribute files to meeting participants. Files can be uploaded by presenters from your computer or from the Content Library. Meeting participants are not able to upload files; however, the presenter can change your participant type to enable you to upload files. You must have the Presenter Add-In for Breeze installed to upload files.
To add a file from the Content Library: 1 Click the arrow in the upper left corner of the File Sharing pod. 2 In the pop-up menu, select Add from Content Library. 3 Click the appropriate button at the top of the Browse Content dialog box. 4 Select the file and click the Open button. The file name will appear in the File Sharing pod after it has been updated. Adding a file from your computer As a presenter, you can add files from your computer to share with meeting participants.
Renaming a file There may be times when you will want to rename files before or during a meeting. To rename a file: 1 Select the file that you want to rename in the File Sharing pod. 2 Click the arrow in the upper left corner of the File Sharing pod. 3 In the pop-up menu, select Rename Selected. 4 Type the new name in the Name text box and click OK. Note: This operation will change only the label that is displayed in the File Sharing pod, not the actual filename.
Chapter 10: Using the File Sharing Pod
CHAPTER 11 Using the Polling Pod You use the Polling pod to create questions, or polls, for participants and to view the results. Similar to the Note pod, polls are created by presenters for viewing by participants. Only presenters control the management of polls and the display of polls to meeting participants, and there is no limit on the number of answers. Presenters are allowed to cast votes as well.
Closing the answer period for a poll After enough time has passed, you will be ready to close the answer period for your poll. To close the answer period for a poll: • Click the Close button at the bottom of the Polling pod. Note: When you click the Close button, the results are sent to the application server. Viewing the poll results When you conduct a poll, you will want to view the poll results. As a presenter, you can view poll results while in Open and Close modes.
CHAPTER 12 Recording Meetings Presenters can record any part of a Macromedia Breeze meeting. The recording is saved in the Recordings section of the meeting folder that is associated with the meeting room. A unique URL is generated for each recording of a meeting. If a presenter makes the URL available to participants, they can play the recording outside the meeting room by going to the URL and logging in to the recording.
4 Click OK. A red circle appears in the title bar of the meeting window to the right of the Customize menu button. 5 Proceed with your meeting as usual. To stop recording a meeting: • Do one of the following: Place the cursor over the red circle in the meeting window title bar, and then click the Stop Recording link in the pop-up window. ■ Click the Present button at the top of the meeting window, and in the pop-up menu deselect Record Meeting.
To play back a recording if you are currently in the meeting room whose recording you want to play: 1 Click the Present button at the top of the meeting window. 2 In the pop-up menu, select Manage Meeting. The Breeze Manager web application opens, displaying the Meeting Information page for your meeting. 3 Click the Recordings link. A Recordings page, listing all the recordings for your meeting, is displayed. 4 Click the name of the recording that you want to play.
Navigating recorded meetings You can filter and search recorded meetings by navigating the archive folders. Each important or indexible event is represented by an item in the Recording Index and followed by a time stamp. Currently, layout changes, chat messages, slide changes, and users joining or leaving the stage (i.e., Camera and Voice pod) are the only events that are archived. To navigate the archive folders: 1 Click the Show Index button at the far right of the recording navigation bar.
CHAPTER 13 Customizing the Meeting Room A Breeze Live virtual meeting room, like a real meeting room, continues to exist when a meeting ends. Everything you add to the meeting room and any changes you make to it remain after everybody leaves it, and your additions and changes are still there when you return to the meeting room at a later time.
• Several presenters are featured in a meeting. Before the meeting, each presenter creates his or • her own custom meeting room layout. This requires changing the Note pod to display speaker information, choosing a content or screen-sharing pod as appropriate, loading the room content if the Content pod is used, deleting the Camera and Voice pod if it is not being used, and so on. The layout navigation bar displays the names of meeting room layouts.
Default room layouts There are three prebuilt meeting room layouts in Breeze Live: Contains the following meeting room pods: Camera and Voice, Participants List, Chat, Note, Content, Presenter-Only Chat, and Presenter-Only Notes. The Presenter-Only Chat and Presenter-Only Notes pods are visible only if “Show Presenter Only Area” is enabled. Slides Contains the following meeting room pods: Camera and Voice, Participants List, Chat, Note, and Screen Sharing.
Discussion Contains the following meeting room pods: Camera and Voice, Participants List, Chat, Note, and Discussion Notes. The Presenter-Only Chat and Presenter-Only Notes pods are visible only if “Show Presenter Only Area” is enabled. Working with meeting room layouts In this section, you work with meeting room layouts.
To reorder the layout navigation bar: 1 Click the name of a meeting room layout in the layout navigation bar, and hold down the mouse button until two green arrows appear, one above and one below the navigation bar. 2 Drag to the right or the left. The green arrows move, pointing to a new location in the layout navigation bar. 3 When the arrows point to the place where you want to move the selected meeting room layout, release the mouse button. The layout navigation bar is reordered.
3 In the Organize Layouts window, select the name of the meeting room layout that you want to change. 4 Click the Rename button. The Rename Layout window appears. 5 Type the new name for the meeting room layout. 6 Click OK. The Rename Layout window closes 7 In the Organize Layouts window, click the Done button. The meeting room layout’s new name is displayed in the layout navigation bar. Deleting a meeting room layout You can delete meeting room layouts.
Content Displays room content (PowerPoint slides, Breeze presentation, SWF, JPG, or FLV) that is added to the meeting. See Chapter 8, “Using the Content Pod,” on page 51. Allows presenters to distribute files to meeting participants. See Chapter 10, “Using the File Sharing Pod,” on page 69. File Share Displays a static text message created by a presenter. See Chapter 5, “Using the Note Pod,” on page 35. Note Allows presenters to poll meeting participants and to view the results.
To move or resize a meeting room pod: 1 Click the Customize button at the top of the meeting room window. 2 Select Move and Resize Pods. The meeting room changes to Move and Resize Pods edit mode for the presenter, and the following occurs: ■ On the top of all the meeting room pods, a green title bar appears that contains the name of the meeting room pod and a close icon. ■ The Move and Resize Pods icon (a pencil) appears in the meeting room title bar.
Move and Resize Pods edit mode ends. The green meeting room pod title bars and the Move and Resize Pods icon disappear. Renaming a meeting room pod You can change the name of any meeting room pod—whether it is prebuilt or you created it yourself—so that the name better describes its content or purpose. To rename a meeting room pod: 1 Click the Customize button at the top of the meeting window. 2 Select Organize Pods. The Organize Pods window appears.
Showing an existing meeting room pod In addition to adding new meeting room pods to the stage, you can choose to show a meeting room pod that already exists but is not currently visible in this meeting room layout. To show an existing meeting room pod: 1 Click the Customize button at the top of the meeting room window. 2 Select Show Pod. 3 From the pop-up menu, select the name of the meeting room pod that you want to show. The meeting room pod appears in the meeting room layout.
CHAPTER 14 Using the Web Links Pod There may be times during meetings when you want meeting participants to view one or several websites. With the Web Links pod, presenters can force all meeting participants to automatically browse to a specific web link. Creating a new Web Link pod When you decide that you want to force automatic browsing, you can set up a new Web Link pod. To create a new Web Link pod: 1 Click the Customize button at the top of the meeting window.
Forcing all participants to a web link When you are ready to force all meeting participants to browse to a specific web link, you can perform the operation in the Web Link pod. To force all participants to a web link: 1 Select the appropriate link the Web Links pod. 2 Make sure that the correct path is displayed in the text box at the bottom of the Web Links pod. 3 Click the Browse To button. Meeting participants will be forced to browse to the link.
INDEX A access, controlling 22 answer period, poll 74 Apple Macintosh system requirements 8 application sharing controlling 64 starting 62 stopping 63 system requirements 59 archives, meeting recordings 78 audio blocking 46 broadcasting 43 recording voice only during meetings 76 setting broadcasting characteristics 46 setting microphone characteristics 48 B bandwidth settings 24, 25 status 16, 30 video settings 47 blocking a broadcast 46 Breeze Live Module 7 Breeze Presentation platform 7 Breeze Training M
editing the content in 57 overlaying Whiteboard pod 56 renaming 57 types of content 52 using 51 content, displaying 8, 51 controlling access 22 customer support 10 customizing a meeting room about 25, 79 adding a new pod 84 closing a pod 87 creating a presenter-only pod 86 creating new layouts 83 deleting a layout 84 deleting a pod 88 moving or resizing a pod 85 renaming a layout 83 renaming a pod 87 showing an existing pod 88 D discussion layout 82 documentation 9 downloading files from File Sharing pod 70
closing a pod 87 Content pod 18, 51 controlling access to 22 creating 11, 21 creating a new layout 83 customizing 25, 79 defined 7 deleting a layout 84 deleting a pod 88 exiting (logging out) 20 File Sharing pod 19, 69 full-size view 25 layout, selecting 25 layouts, default 80 moving or resizing a pod 85 navigation bar 13 Note pod 17, 35 Participants List pod 16, 27 pods 15 Polling pod 19, 20, 73 presenter-only pods 14, 86 recordings 75 removing participants 31 renaming a layout 83 renaming a pod 87 reorder
enabling broadcasting by 44 file sharing 70 forcing to a web link 90 inviting to a meeting 21 joining whiteboards 39 permissions 28 polling 73 removing from a meeting 31 screen sharing system requirements 60 sorting 32 status of 29 stopping broadcasts 46 title bar 12 type, changing 31 types of 11, 27 unblocking broadcasts 46 waiting 24 Participants List pod about 16, 27 changing a participant type 31 removing a participant from a meeting 31 sorting participants 32 viewing bandwidth 30 viewing names 27 viewi
S screen sharing changing the source 65 defined 8 meeting room layout 81 navigating windows 63 previewing what participants will see 63 starting 61 stopping 65 system requirements 59 Screen Sharing pod about 19, 59 accessing 60 application sharing controls 64 control strip 62 navigating windows 63 searching meeting recording archives 78 Selection Tool, Whiteboard pod 40 sending text messages 33 Slides layout 81 sorting participants 32 speed, Internet connection 24 stage 11, 14 Stamper Tool, Whiteboard pod 4
Index
