Microsoft Live Meeting Work Instructions

2011

CAPILANO UNIVERSITY

Microsoft Live Meeting

Work Instructions

Table of Contents

1

INTRODUCTION

... 3

1.1

Purpose and Objectives

... 3

1.2

Approval ... 3

1.3

Pre-Requisites

... 3

1.4

Live Meeting Etiquette

... 3

2

PROCESS ... 4

2.1

Live Meeting Set Up Requirements

... 4

2.2

Roles

... 4

2.3

Workflow (for Presenters) ... 4

2.4

Organizing Meetings

... 5

2.4.1

Logging In

... 5

2.4.2

Scheduling a Meeting ... 6

2.4.3

Meeting Options

... 7

2.4.4

Meeting Details

... 8

2.4.5

Sending an Invitation ... 8

2.5

Testing Live Meeting (Optional) ... 9

2.6

Joining a Meeting

... 10

2.6.1

Logging into a Meeting ... 10

2.6.2

Welcome Screen ... 11

2.6.3

Verifying Sound and Video

... 12

3

Training and Reference Resources ... 13

3.1

Live Meeting Video Guides

... 13

3.1.1

Comprehensive Live Meeting User Guide

... 13

3.1.2

Live Meeting Services Administration ... 13

3.1.3

Help Videos for Live Meeting ... 13

3.2

IT Service Desk

... 13

3.3

Basic Menu Functions ... 14

1

INTRODUCTION

1.1

Purpose and Objectives

Office Live Meeting is a web-conferencing service offered and operated by Microsoft. It allows conferencing events to be shared with remote locations.

Live Meeting has the following features:  Rich media presentations (incl.

Windows Media and Flash)  Live webcam video

 "Panoramic video" with Microsoft Round Table

 Multi-party two-way VoIP audio  PSTN and VoIP audio integration

 Active speaker indicator  Public events page

 Advanced testing and grading  High fidelity recordings  Personal recordings  Virtual Breakout Rooms

 "Handout" distribution (File Transfer) Capilano University utilizes Live Meeting for staff in order in different campuses to facilitate meetings, share information and collaborate on projects.

The purpose of this work instruction is to provide staff with the information on how to organize and join a meeting.

1.2

Approval

Live Meeting software has been approved for staff to install on their work computers; Capilano IT Service staff are happy to provide support to install software.

1.3

Pre-Requisites

This document presumes the following pre-requisites:  Staff are using this on their work computer/laptop;  Staff have working knowledge on how to install software.

1.4

Live Meeting Etiquette

In a Live Meeting, the smallest gestures may become a distraction both to the presenter and the audience. Please be aware of your own actions and take care not to detract attention from the presentation. Distractions can include:

 Tapping pens/pencils/objects on desks  Doing other work (if using video mode)  Speaking to someone else off-screen

during the presentation

 Answering or making phone calls  Radio or music in the background

2

PROCESS

2.1

Live Meeting Set Up Requirements

Please review the checklist below prior to your Live Meeting session:

2.2

Roles

ROLE

RESPONSIBILITY

Presenter

Leads presentation, prepares and provides content material, sends out meeting

invitations, facilitates discussion

Participant

Invited participant in presentation, may be called on to participate in discussion

2.3

Workflow (for Presenters)



Using Windows (there are limitations with WebMeeting and Mac OS) Webcam software installed and tested

Live Meeting software installed and tested

Speakers and microphone software installed, equipment has been tested Internet is connected (WIRELESS INTERNET NOT RECOMMENDED) (If attending a meeting) Login and meeting information handy

View training on how to use Live Meeting (see Section 3.1 on video guides)

Install Live

Meeting Create profile

Select meeting date and time

Send meeting invitations Prepare notes, upload to LM if necessary PRIOR TO MEETING DAY For MEETING DAY

Check to ensure internet is connected and working Ensure webcam and microphone

are installed properly and working

Test LM/do a dry run of presentation

Check to ensure microphone and webcam are working View video guides

for training

Begin meeting

2.4

Organizing Meetings

2.4.1

Logging In

The Capilano University login portal for Live Meeting is

https://www.livemeeting.com/cc/capu

Use the following account name, based on your location or department: „Sechelt‟, „Squamish‟, „CapAV‟, or „pceval‟ (IT Services)

2.4.2

Scheduling a Meeting

Once you‟ve logged in, select <Schedule a Meeting> on the left hand menu and fill in the required fields (subject, date/time).

2.4.3

Meeting Options

(Optional) Click on <Meeting Options> to customize meeting. Click <OK> when you‟re finished customizing your meeting options.

2.4.4

Meeting Details

When you click on <Save>, a Meeting Details page will be displayed. This page will contain the Presenter/Attendee URLs (embedded with meeting login details) as well as the Meeting ID and Entry Codes.

2.4.5

Sending an Invitation

Copy the URL, Meeting ID, Entry Code and use GroupWise to send email/appointment to whoever needs to log into the meeting.

The Presenter URL /Entry Code is recommended unless you want to restrict rights to participant. It is recommended that you include a contact phone number to address any issues that may occur. Congratulations, you have now scheduled the meeting.

2.5

Testing Live Meeting (Optional)

Click on the <Start> button, navigate to <Programs>, then <Microsoft Office Live Meeting>. Select <Open User Accounts> by clicking on the arrow in the upper left-hand corner of the screen. Type “https://www.livemeeting.com/cc/capu” in the URL field, put a checkmark in the box to enter login information, and then click on <Test Connection>. Wait until you receive the message "Your Live

Meeting login information was successfully verified." Then click <OK>.

2.6

Joining a Meeting

2.6.1

Logging into a Meeting

Log into the CapilanoU Live Meeting portal (see 2.2.1); in the home screen, click on the <Join Meeting> tab.

2.6.2

Welcome Screen

The <Welcome Screen for Live Meeting> will pop up; enter in the <Meeting ID>, <Entry Code> (optional) and <Location>. If you were invited to the meeting, you should have received this information in an email. If you do not have this information, email your meeting host for log in details.

2.6.3

Verifying Sound and Video

Once you have logged in, the home screen for Live Meeting will appear. Since the microphone is off by default, check to see that the sound ( ) and microphone ( ) are on.

3

Training and Reference Resources

3.1

Live Meeting Video Guides

3.1.1

Go to the middle to the page on the right side, click on <Live Meeting User Guide>.

http://www.intercall.com/services/web-conferencing/live-meeting-faq.php

3.1.2

Following are resources for administrators of Live Meeting Services:

http://technet.microsoft.com/en-us/lync/cc462951.aspx

3.1.3

Click on the <Videos> tab for more help videos.

http://www.microsoft.com/events/series/livemeeting.aspx?tab=overview

3.2

IT Service Desk

The IT Services Help Desk is available to assist you if you have further troubles. Email: [email protected]

3.3

Basic Menu Functions

Number of attendees in the meeting

Allows users to view or manage voice and video controls; Allows users to ask, answer or manage questions

Allows presenter to invite people, lock or view the lobby, exit or exit the meeting Allows presenter to start or stop recording the presentation

Access or manage meeting contents

Mute sound; the red circle denotes that the sound has been muted

Mute microphone; the red circle denotes that the microphone has been muted Set up audio and video to select a video device

Handouts menu; uploading, downloading and deleting handouts Shared notes menu

Request for feedback: red – need help; blue – can‟t hear; yellow – slow down; purple – question; green - proceed

Select annotation Use of pointer Draw text Draw freehand Colour picker Highlighter Check stamp Clear annotations Review content

Changing to a full-screen mode

3.4

Frequently Asked Questions (FAQs)

QUESTION/CONCERT HOW TO TEST TROUBLESHOOT

Is the webcam software installed?

Do you see webcam software in your Start menu?

Find drivers from the webcam manufacturers

Is the Live Meeting software installed?

Do you see Microsoft Office Live Meeting in your Start>All Programs menu?

Find another computer that does OR download and install client from www.livemeeting.com

Are your screensavers turned off? (May be disruptive to others)

Right-click anywhere on

desktop>properties>screensaver

Set screensaver to <none> and monitor power scheme to <presentation>

Are your speakers working? Go to www.youtube.com and try different videos

Check power, cables, correct port, volume, etc...

Are you connected to the Internet? (Wired connection is highly recommended as wireless usage is unstable)

Surf the Internet

Check cables/reboot/try other ports/use wireless only if you have to

Webcam or microphone not working in Live Meeting

Both are muted by default; check to make sure they are turned on

Click on all muted items in Live Meeting to enable

Attendees are only seeing a partial display

Attendees may have a smaller monitor or lower resolution. Set yours lower (1024 x 768)

Right click anywhere on the desktop>properties>settings and reduce the resolution

Why can‟t people hear me when my microphone is on?

Webcam microphones are designed for single users that are within 1 meter from the webcam. Participants should try to sit closer and speak louder and clearer during a Live Meeting.

Check sound and audio devices in the Control Panel. A reminder as well that microphones are muted by default.