Microsoft Office Live Meeting User Guide Setting up Microsoft® Office Live Meeting The Live Meeting Manager is a web based tool that helps you manage Office Live Meeting tasks from scheduling and joining meetings to changing your password and viewing your recordings.
3 4 Enter your user login. Enter your password. Click on the “Login” button. Your home page is displayed. SETTING YOUR USER PREFERENCES User preferences provide basic information about you to the Live Meeting service, including your name, your e-mail address, your Live Meeting password, and your display and recording preferences. In your Meeting Manager, you can change the user password to one that is easier for you to remember. You can also set other user preferences for your account.
SETTING YOUR MEETING OPTIONS Before you start using Meet Now or your Scheduled Meetings, make sure that your Meet Now options and Meeting Options set up. How to set Meeting Options You can customize the Live Meeting experience by setting options for individual meetings. For example, you can control how meeting participants will enter a meeting, or you can enable or disable features such as chatting or recording.
Meeting Options for Meet Now Meetings Meeting Options for Scheduled Meetings *Option available only on branded customer sites.
The following table shows the options that appear on the Meeting Options page. Meeting Details Entry Control Extended Registration Meeting Lobby Content Expiration Audio Meeting Entry Time Additional Features Recording For best results, set all of these options before you use Live Meeting for the first time. If your Live Meeting administrator has already configured the options for you, review the settings and make any required changes.
MEETING ENTRY TIME You can prevent attendees from joining your meeting before you are ready. Presenters can always join the meeting at any time. EXTENDED REGISTRATION You can require participants to supply their e-mail address and company name when they attempt to join a meeting. This requirement is called extended registration. MEETING LOBBY The meeting lobby is an area where uninvited people who would like to join your meeting can request entry.
ADDITIONAL FEATURES The options listed under Additional Features on the Meet Now Options page or the Meeting Options page are useful for enhancing participants' meeting experience, for limiting what they can do in some circumstances, and for demonstrating features of the Live Meeting console so that attendees become familiar with them.
meetings ends plus wait time specified by the administrator or organizer. Deletion time may vary and is subject to the length of the deletion requests on the queue and the load on the server. Setting an expiration time can be important when: You do not want confidential content to persist on the Live Meeting servers. You want to delete information when it is no longer useful.
AUDIO You set Audio options when you are first configuring your Reservationless-Plus account for use with Live Meeting or you are temporarily changing your audio preferences for a meeting. To set audio options: In the Audio section of either the Meet Now Options page or the Meeting Options page, set the following options: 1 In the Audio for this meeting list, select the audio configuration you will use with Live Meeting.
RECORDING You can choose to record a meeting or to allow other presenters to record it, and you can control meeting participants' access to the recording.
To test scheduled meeting options: 1 2 3 4 5 On the Meet menu, click Schedule Meeting. In the To field, type your full e-mail address (for example, somebody@companyabc.com). This will instruct Live Meeting to send you an invitation to the meeting. In the Subject box, type a subject for the meeting (for example, "Test Meeting"). Schedule the meeting for the current time by using the Start time and End time list boxes. Click Send Invitations.
Using Meet Now Meetings To meet now, click on the Meet Now: (Your Name) link from the My Home page or choose Meet Now under the Meet section on the left of your Meeting Manager screen. You are immediately connected to a meeting. To access meet now details, click on the Meet Now Details link.
7 8 9 To override the default scheduled meeting options for this meeting only, click Meeting Options, and then make the necessary changes. For more information, see Setting Your Meeting Options. In the Message text box, type the custom message that you want to appear in the invitation. Select the option for sending your invitations: Send Invitations using your Email client, or Send Invitations using Live Meeting. Click Send Invitations to send the invitations to the invitees.
meeting details that each participant will need in order to join the meeting. Invitees also receive a calendar item that they can add to their calendars. UPLOAD FILES You can use this feature to import documents in your meeting using the Live Meeting manager. This option will scan your files for viruses and create an optimized version for better viewing during your Live Meeting.
SUPPORT CONTROL PANEL The support control panel can be used while a meeting is in progress to monitor and manage the attendees of the meeting. To access the support control panel, click on the Support Control Panel link on the Meeting Details page. The following table describes the parts and functions of the Support Control Panel.
RECORDING CONTROL PANEL You can use this feature to select the media you would like to record, configure the phone connection and start the recording. To use the “Recording Control Panel” feature: 1 2 Click the “Recording Control Panel” link on Meeting Details page. Select the media you would like to record (Data, Voice, Video, Panoramic Video) 3 Click “Configure Phone” and enter - or verify - the Audio information; including the conference call number, participant code and the Dialing Keys.
Managing Your Account In the Manage section, you can manage your Meetings, Recordings, Storage, User Preferences, Address Book*, and Events*. MANAGE MEETINGS You can manage your existing or already scheduled meetings by clicking Meetings under the Manage section. This page allows you to Join, Edit and Delete your meetings. You can search for a meeting: Within a specific date range; By expiration date; Containing key word(s); or In Current/Future, Past, All.
MANAGE STORAGE This feature will allow you to search for and manage your Meetings and Recordings. Using this feature, you can search for your meetings and recordings using different categories: Search for Meetings/Recordings by entering the size in the “Size: Greater than” field: KB, MB, GB. Search for Meetings/Recordings, which have not been viewed within a specified amount of time by entering a time in “Not used in” field, and choosing measurement: Minutes, Hours, Days, months.
4 5 6 You can sort your data by Subject, Date, Expiration date, Last time used and Size. If you are looking for a specific Meeting or Recording, select the category you want to search with, (Size, Time or the text containing) and click Search. If you want to delete a meeting, check the box next to the meeting subject and then click Delete. MANAGE USER PREFERENCES By clicking User Preferences in the Manage menu, you can change your Personal Information, Password, Display Options, and Recording Access.
MANAGE ADDRESS BOOK* The Address Book in the Manage section allows you to add contacts to your address book or manage those you have already added. You can search your existing contacts by last name, first name, or email address. Click Create New Contact and enter the contact’s information if you would like to add a new contact to your list. You may also edit an existing contact’s information or delete a contact from this page.
*Option available only on branded customer sites.
Viewing Recordings, Reports and Public Events* VIEW REPORDINGS To view your recordings, click on Recordings under the View section. This page will allow you to search for, sort, and view recordings. Search for Recordings by selecting the date range the recording has been available, and optionally entering the meeting name or ID in the Containing field. You can sort your data by Media Format, Subject, Date, Duration, and Organizer.
Recording reports allow you to monitor the number of recordings available and how often they are viewed: Recording List. Shows the recordings available for a given time period and the number of times each one was viewed. Recording Details. Lists users who viewed a recording and indicates when the user viewed it, the user IP address, company and browser. To generate a Meeting List or Recording List report, click Reports under the View menu. Then, click Meeting List or Recording List report.
VIEW PUBLIC EVENTS* This Feature will allow you to view a listing of all public events in a conference center. Filter public events by selecting Find, or using the title bar drop down. You will also be able to Create a new event, Run reports on your Events and manage your Organizer Libraries, which include Presenters, Tests, Surveys, Registration Questions, Entry page questions, Event branding.
Typically you will join a Live Meeting session from an e-mail invitation that you receive in your mail client Inbox. The invitation may be for a scheduled meeting or for an informal Meet Now meeting (where a co-worker has just sent you and invitation to meet in their virtual workspace). The e-mail invitation contains the information that you need to get into the meeting and to connect to the audio portion of the meeting.
When this message disappears, the meeting client is active and you are ready to begin your Life Meeting session. The image below is of an empty Live Meeting 2007 ready for any panels you wish to open. Later images will show a “standard” panel setup. CONNECTING TO THE AUDIO CONFERENCE Depending on how the meeting was scheduled, you may have multiple audio options.
To connect to the audio portion when using Telephone Conferencing only: 1 Once you have logged into your meeting, the Join Conference Call dialog box should appear. If not, select Voice and Video from the top menu. 2 Select your County/Region from the drop down menu then enter the area code and phone number at which you wish to be called in the Call me at fields. 3 4 5 Click Join Conference Call. Select the Leader radio button then enter your Reservationless-Plus Leader PIN.
2 Do one of the following: - If you are already connected to computer audio, click the down arrow next to the End Call button, and then click End computer call and connect with my phone. - If you are not connected to audio, click the down arrow next to the Join Audio button, and then click Call Me. 3 4 If this is the first time you have joined a telephone conference, the New Phone Number dialog box will appear. Type your area code and your phone number, and then click OK.
Presenting a Live Meeting Session LIVE MEETING CONSOLE COMPONENTS The Live Meeting console is made up of multiple components: Presentation area in the middle of the console. Control panels (panes) accessible on the top of the console. Annotation and slide controls located on the bottom of the console. CONTENT The Content pane displays the list of resources (including documents, slides, and shared resources) currently available for the meeting.
Invite View Find Voice Permissions Rooms – Allows the Presenter to create Breakout rooms.* Breakout rooms allow the presenter to separate the meeting participants into groups and place each group in their own virtual room. VOICE & VIDEO Use this pane to view or manage meeting voice and video.
RECORDING Use this pane to create and manage recordings for the current event. The following options are available in this pane: To My Computer* To Server Each participant can show or hide each pane in his or her console. As a pane is selected a list of menu options is available. The pane can be detached from the top bar, and display as a separate window or be docked into the meeting console. Each pane that is displayed and docked will shrink the content of the presentation to be displayed.
Content SHARE CONTENT There are multiple methods of sharing. You can share information any of the following ways: Add File to Meeting Add a specific file to the meeting to be viewed or edited Share an Open Program Display a specific application currently open on the desktop. Share the Desktop Display the entire desktop, and all applications. UPLOAD FILE TO MEETING Upload File (View Only) will upload a file, located on the presenter’s computer, to the meeting. To upload a file, perform following tasks.
3 4 In the Choose a document to share window, select a document and click Open. In the Import to Live Meeting window, click Continue. Windows will display the progress of content being uploaded. After the content has been uploaded to the server, click the document in the Content panel. SHARE A PROGRAM Share a Program will display an application that is currently installed on the presenter’s computer. The following steps can be used to Share the application. 1 2 3 On the Content pane, click Share.
Select this option to share a portion of your desktop within a Sharing frame. Then, move and resize the Sharing frame to the area to be shared 3 In the Sharing Command bar, click the blue arrow to End sharing and return to meeting console. Live Meeting enters Sharing mode (in your console only), and the desktop is visible to all participants. To share control of your computer with another presenter: 1 2 In the Sharing controls, click the Give Control button.
Whiteboard page - A Whiteboard page is a blank image page upon which you can draw, add text and stamps, and highlight information, by using the Annotation tools. For example, if you want to quickly create a flow chart to illustrate a point, insert a White Board and then use the Annotation tools to draw squares, lines, and so on. Polling page - Use polling pages to find out attendees' reactions and opinions during a presentation.
CREATE A TEXT PAGE 1 2 3 4 Click Content Click Share. Click Text Page. When the Text Page opens, begin typing on the screen. SHARE A WEB PAGE 1 2 3 4 5 6 Click Content. Click Share. Click Web Page. In the New Web Page dialog box, type the URL you want attendees to visit. Click Verify Web Page. The Web Page Check dialog box appears. If the Web page displays correctly, click Create Web Page. SHARE A SNAPSHOT OF A PORTION OF YOUR SCREEN 1 2 3 4 Click Content. Click Share. Click Screen Snapshot.
The slide is added below the insertion point you specified in the existing slide deck. DRAG AND DROP UPLOAD 1 2 3 Open a folder on your desktop that contains the file that you want to upload. Drag the file to the taskbar button for Live Meeting. After Live Meeting becomes the active application drop the file on either the Content pane or the Presentation area. The file will begin to upload automatically.
DISPLAY MULTIMEDIA CONTENT 1 2 3 In the console, Click Content. In the Content pane, click the multimedia content to be displayed. When the content is loaded in the console, the playback buttons will be available. Click the play button to start the multimedia content. MANAGE MULTIMEDIA CONTENT After the multimedia content has loaded on the attendee’s local system, they will be able to control playback on their own system using the controls located at the bottom of the console.
ANNOTATE SLIDES The key to a successful presentation is making it easy for attendees to follow along. Using annotations is an effective way to guide attendees through a presentation, emphasize or illustrate key ideas during the event. With the annotation tools in Live Meeting, you can add text, draw lines and shapes, and add stamps to any imported resource, or to any Whiteboard or Snapshot slides. You can also highlight areas of importance by using the pointer or highlighter tools.
Click full screen icon in the Command Bar, which is located on the lower right-hand side of the console. REVIEW CONTENT Content can be reviewed by other presenters without the possibility of them taking control of the meeting. Click the Review Content, in the Command bar. HANDOUTS The key to a successful presentation is making it easy for attendees to follow along. Using handouts is an effective method to allow attendees to receive additional content that can be referenced after the event.
4 The file upload process will finish and the file will be available in the Handouts window. 5 Close the Handouts window. DOWNLOAD HANDOUTS 1 On the Command Bar in the upper right of the console, click Handouts. 2 Select the file to download in the Handouts window, and click Download. 3 In the Browse For Folder window, select a destination to save the file, and click OK. 4 The file is downloaded to the destination. 5 Close the Handouts window.
INVITE ATTENDEE TO THE LIVE MEETING Attendees can be invited to the current Live Meeting from the Attendee or Meeting pane. In order to request attendees join the current Live Meeting using the Attendee or Meeting pane in the console, the following steps must be performed: 1 Click Attendees or Meeting from the Command bar. 2 In the Attendees or Meeting pane, click Invite. 3 Click By E-mail.
5 Click Call Someone. 6 A “Call someone on the phone” will open. In the window, complete the requested fields. Name Country Region City/Area code Local number 7 8 Enter the attendee’s name. Choose the country or region the attendee is in. Enter the attendees City or Area code. Enter the attendees direct phone number. Click Call Now. The attendee will be called at the number you provided.
To find a specific attendee: 1 Click Attendees from the Command bar. 2 In the Attendees pane, click Find. 3 Type the name of the Attendee to locate. As more letters are typed the Attendees displayed will narrow until only the specific match is displayed. ATTENDEE VOICE As a presenter you can control the audio of the attendees.
1 Click Attendee on the Command menu and then click Rooms in the Attendee panel. 2 In the Breakout Room Setup window, select the desired options, and then click OK. Note: The setup breakout rooms dialog only appears when no breakout room configuration exists. To restart the dialog box, use the Delete all Breakout rooms under the Options menu.
Start/Stop Go to This toggle button allows the presenter to start and stop all Breakout rooms. Allows the presenter to go to all the breakout room available and return to the main meeting room. Note: Go to will become available once the Breakout rooms have been started. Options Add Breakout room Delete contents of all Breakout rooms. Note: This can only be done after the breakout rooms have been stopped Delete all Breakout rooms. Note: This can only be done after the breakout rooms have been stopped.
By using the Attendee Permissions window, you can allow attendees to do the following: Print to PDF Review current content Ask Questions Annotate current content Create personal recording Interact Attendees are able to print the currently listed presentation to a PDF file. Enables the Review Content icon for Attendees. Attendees can privately scan all thumbnails in the currently presented resource, without affecting the presentation, by choosing Review Resource on the Tools menu of the console.
Create new pages in current content. Use the content pane to select and add content. Handouts Download only Upload and download Not available Shared Notes View, save View, save, edit Not available displayed in the presentation area to display a page or slide. Attendees can add slides to the current resource, including Sharing slides, with which they can share the use of their computers.
In some circumstances, you might also want to allow attendees to open text chats with one another. Participants can then conduct brief, separate conversations away from the larger group. When chatting is enabled, each participant can have multiple one-on-one chat sessions open simultaneously. Any participant can block individual participants from chatting with them by right-clicking the name of the participant in the Attendees pane and then clicking Block Chat.
Organizers can use the meeting lobby to schedule meetings without sending invitations to attendees. Meetings are simply set and joined by attendees who enter the Meeting Lobby and wait for the meeting owner to grant them access. As an organizer, you can request that Live Meeting send you an e-mail notification whenever an attendee arrives in your meeting lobby. You can then selectively grant or deny access to each attendee in the Meeting Lobby.
MONITOR ATTENDEE FEEDBACK Within the Attendee pane, each participant’s row contains a colored rectangle, the color of which indicates the participant's current perception of the meeting. This perception is referred to as the participant's mood. If you wish to view the participants in a seating chart rather than a list form, click View from the Attendees panel, and select Seating Chart. The Seating Chart provides a view of the number of attendees and their ongoing feedback.
A large meeting is represented by a row of presenters and many rows of attendees. A smaller meeting is represented by a round table surrounded by several participants surrounding it. Seating charts can help you gather rapid feedback from your audience as participants change their chart colors to indicate their responses throughout the meeting. One use of the Seating Chart is to allow participants to respond to information you request during your presentation.
You might want to change the seating chart legend for a meeting, so that attendees understand what each color means. By default, the colors in the seating chart include the following descriptions: Red: Slow down Blue: Speed up Yellow: Need help Green: Proceed (this color is shown by default for all attendees) Purple: Question To edit the seating chart legend for your meeting, see the Meeting Options section.
TAKING NOTES To make it possible for attendees to use shared notes during a meeting, follow these steps. 1 Click on Attendees from the Command menu. 2 In the Attendees pane, click Permissions. 3 Under Shared Notes, select “View, save” or” View, save, edit” in the Attendee Permissions window to grant an attendee the permission to use shared notes. 4 Click Close to close the window. SAVING NOTES Before the event is over, each individual participant can save the content locally.
To make it possible for attendees to ask questions during a meeting, the presenter must enable the Question and Answer panel. 1 Click on Attendees in the Command menu. 2 In the Attendees pane, click Permissions. 3 Select Ask questions (affects all participants) in the Attendee Permissions window to grant all attendees the permission to ask questions. 4 Click Close to close the window.
RESPOND TO QUESTIONS In order for a presenter to respond to a question from a participant, the presenter must be in the Question Manager tab and have access to the following: Chat Give the Floor Dismiss this question (icon) View the QA Log Clear the QA Log Reply to All Reply Privately To chat one-on-one with the questioner, click Chat To allow the questioner to type messages that will appear in the Questions and Answers pane of all participants’ consoles, click Give the Floor Delete the question from th
Voice, Video and Recording During a meeting a participant is able to configure voice and video settings in the console, so they are connected to the audio portion of the meeting, and video of webcams can be displayed on their computer. After the voice and video have been configured, they can be included in the recording of the presentation to give the viewer the feeling they are in the live presentation.
AUDIO VIDEO SETUP Use the Audio/Video Tuning Wizard to configure your Speakers, Microphone and Webcam. 1 Click Voice & Video from the Command menu. Note: The first time that the Console is loaded, with the Computer audio* conference option selected in the meeting options, the Audio Video Device Setup wizard will automatically run. 2 In the Voice and Video pane, click Options and then select Audio/Video Tuning Wizard. 3 Click Yes in the window, if necessary.
14 Click Finish to finish and close the Audio Video Device Setup Wizard. By using the Voice & Video pane, you can perform the following tasks: Join Audio / Hang Up Mute / Unmute speakers Speaker Volume Mute / Unmute Microphone Microphone Volume Not showing my video, click to show / Showing my video, click to stop. Options This button is context sensitive. If you are currently using audio, the button will display Hang up. Hang up will disconnect the user from audio.
RECORDING TO YOUR CONFERENCE CENTER To record a meeting to the Live Meeting server, the console must first join the meeting conference call. Once the console is connected to the call, the presenter will be able to record the meeting. 1 Connect the console to the conference call. - In the Voice and Video pane, click Options and then select Connect Telephone and Computer Audio. - Verify the conference number and dialing keys are correct.
RECORDING TO YOUR LOCAL COMPUTER* In order to record the meeting to your local computer, Voice over IP (VoIP)* or Internet Audio Broadcasting (IAB)* must be used. In other words, the presenter must use his microphone to deliver audio to the meeting participants. 1 When scheduling a meeting, configure the audio as “Computer audio conferencing” or “Telephone and Computer audio conferencing” 2 In the Live Meeting console, on the Command bar, click Recording.
Save Recording Delete Recording Continue recording Stop and Save the recording Stop the recording but do not save it. If you mistakenly click Stop Recording, click the Continue Recording button to resume recording. Ending a Meeting Once a meeting is finished, there are things you can do to help you stay organized and to get the most value from the meeting. Use the following checklist to make sure you have considered all of your post-meeting options.
For more information, see How To Schedule a Live Meeting and How To Import and Share Content. End a Meeting As an organizer, you can exit a meeting in one of two ways: - Leave the meeting, but allow other participants to continue. - Leave the meeting, and end the meeting for all participants. This option ensures that you will no longer be billed for any usage. To leave a meeting you have organized but allow others to continue On the Meeting Pane, click More (>>).
5 In the Audio for this meeting list, select Telephone conferencing.
Note: Keys entered in the first box will be dialed before the participant code; keys entered in the second box will be dialed following the participant code. 12 Click OK. To test Meet Now audio: 1 2 3 On the Meet Menu, click Meet Now to start a Live Meeting Meet Now session. The Join Conference Call dialog box will appear. - If the Join Conference Call dialog box does not appear, go to the Voice and Video menu and select Join Audio.
SET UP AND TEST THE DEFAULT AUDIO FOR SCHEDULED MEETINGS You can configure default audio settings that are used whenever you schedule a meeting. This section explains how to do so and also how to test the settings that you specify. NOTE The procedure in this section for setting up the default audio for scheduled meetings affects all meetings you schedule with Live Meeting.
- Display the Toll-free phone number. Select this option to display the toll-free Dial- In Number you are using in the Audio dialog box or in the Meeting Information dialog box for all attendees to see. - Display the Toll phone number. Select this option to display the toll Dial-In Number you are using in the Audio dialog box or Meeting Information dialog box for all attendees to see. 7 Enter your Reservationless-Plus toll and toll-free Dial-In Numbers in the appropriate boxes.
BREAKOUT ROOMS* Breakout rooms allow the presenter to create workgroups that can be used during the event. Participants are sent to the separate workspaces and are able to communicate using Reservationless-Plus audio or computer audio*. They can then be brought back to the main room to discuss the topics from the Breakout rooms. Note: Once the Breakout rooms are started, every participant will be promoted to presenter status in all Breakout rooms and the main room.
Start/Stop Go to This toggle button allows the presenter to start and stop all Breakout rooms. Allows the presenter to go to all the breakout room available and return to the main meeting room. Note: Go to will become available once the Breakout rooms have been started. Options Add Breakout room Delete contents of all Breakout rooms. Note: This can only be done after the breakout rooms have been stopped Delete all Breakout rooms. Note: This can only be done after the breakout rooms have been stopped.
TAKING NOTES To make it possible for attendees to use shared notes during a meeting, follow these steps. 1 Click on Attendees from the Command menu. 2 In the Attendees pane, click Permissions. 3 Under Shared Notes, select “View, save” or” View, save, edit” in the Attendee Permissions window to grant an attendee the permission to use shared notes. 4 Click Close to close the window. SAVING NOTES Before the event is over, each individual participant can save the content locally.
ACCESS AND PLAY A RECORDING Depending on how the meeting was recorded, there are two ways a recording might be accessed. If the recording is made to the Live Meeting Service, then the recording will be accessed through the organizer’s Live Meeting site. If the meeting is recorded to your computer, you will access the recording through your Live Meeting Recording Manager.
To view a recording, right-click the recording name and then select Play. You can also use this menu to delete personal recordings from your computer. SEND AN INVITATION TO A RECORDING When you are recording to the Live Meeting Service, you set recording options before a meeting and either limit access to a recording to the organizer and the Live Meeting administrator, or you can give access to all meeting participants.
To send an invitation to a recorded meeting On your My Home page, click Recordings. In the Recordings list, click the title of the meeting recording for which you want to send invitations. Optionally, you can change the recording access control and the download options. In the Invitees box, type the full e-mail addresses (for example, someone@example.com), separated by semicolons, of the people you want to invite to view the recording. Type an optional message, and then click Send Invitations.
