Using the Macromedia Breeze Add-in for Microsoft Outlook

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Third-Party Information

This guide contains links to third-party websites that are not under the control of Macromedia, and Macromedia is not responsible for the content on any linked site. If you access a third-party website mentioned in this guide, then you do so at your own risk. Macromedia provides these links only as a convenience, and the inclusion of the link does not imply that Macromedia endorses or accepts any responsibility for the content on those third-party sites.

Copyright © 1997-2004 Macromedia, Inc. All rights reserved. This manual may not be copied, photocopied, reproduced, translated, or converted to any electronic or machine-readable form in whole or in part without prior written approval of Macromedia, Inc.

Acknowledgments Director: Erick Vera

Project Management: Stephanie Gowin Writing: Jody Bleyle, Leigh Valentine Managing Editor: Rosana Francescato Editing: Mary Kraemer

Production Management: Patrice O’Neill

Media Design and Production: Adam Barnett, John Francis

First Edition: October 2004

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CHAPTER 1 Introduction

Macromedia Breeze Add-in for Microsoft Outlook lets you create Breeze Live Instant Meetings or Breeze Live Scheduled Meetings from within Microsoft Outlook. You can use Outlook’s familiar interface to review attendee availability, so you can schedule meetings when key participants are available. After you schedule a meeting, you can use Outlook to send meeting invitations, and Outlook reminds you of upcoming Breeze Live Scheduled Meetings.

Macromedia Breeze is a complete solution for creating, managing, and delivering online meetings as well as other online presentations and training. One component of the Breeze platform is Breeze Live, which lets you quickly and easily schedule instant or future meetings with employees, customers, partners, investors, suppliers, and others who have access to your network.

Macromedia Breeze is available as an enterprise solution or as a hosted application service. For more information about Breeze, see www.macromedia.com/go/breeze.

Getting started

Breeze Add-in for Outlook adds the following Breeze Live toolbar to Outlook:

Breeze menu Use the Breeze menu to access Breeze Add-in preferences and Help. The Breeze menu also lets you access the Breeze Manager from within Outlook. The Breeze Manager lets you manage the properties of Breeze Live Meetings. For example, you can change meeting access permissions to allow only registered attendees and accepted guests or to allow access to anyone using the meeting URL. For more information about the Breeze Manager, see “Managing Breeze Live meetings” on page 20.

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6 Chapter 1: Introduction

Scheduled meeting A Scheduled Meeting is a Breeze Live meeting that is scheduled for a specific time and appears in the calendar of all attendees; a Scheduled Meeting can also be recurring. For these reasons, you should create Breeze Live Scheduled Meetings if you require the attendance of specific team members or if you want to create regularly scheduled meetings. A Breeze Live Scheduled Meeting requires an existing Breeze Live meeting room. After you create the meeting room, you can click the Schedule Meeting button on the Outlook Add-in toolbar to schedule a meeting.

Integration with Outlook lets you easily review attendees’ schedules and plan times for your meeting, using Outlook’s scheduling functionality. When you create a Breeze Live Scheduled Meeting, Outlook creates an e-mail appointment that you can use to invite other attendees. Outlook then adds this meeting to the calendar of all attendees and provides meeting reminders to all attendees who accepted the meeting invitation

Setting preferences

Add your user name, password, and Breeze server name to the Breeze Add-in for Outlook preferences when you install the Breeze Add-in. This information, which should be provided by your Breeze server administrator, lets you quickly create Breeze Live Instant Meetings or Breeze Live Scheduled Meetings. For more information about adding your Breeze server information, see

“Setting Breeze Live general preferences” on page 23.

Before you create a Breeze Live Instant Meeting or schedule a Breeze Live meeting in Outlook, you should set your meeting preferences by selecting Breeze > Preferences. This lets you set a default meeting room, default meeting invitation text, and audio conference information. For information about setting preferences, see Chapter 4, “Setting Preferences,” on page 23.

Optimizing bandwidth

Plan your Breeze Live Scheduled Meeting (or Breeze Live Instant Meeting) to optimize the bandwidth capabilities of your meeting attendees. If all attendees connect through fast broadband connections, you can easily include audio or video interaction within your Breeze Live meeting room. However, if some meeting attendees have slower connection speeds—less than 56 kilobits per second (Kbps)—you should consider using graphic images judiciously, and not including audio or video, to ensure that your audience has a good viewing experience.

System requirements

You must have the following hardware and software to run the Breeze Add-in for Outlook. Windows

•

Windows 98 SE, Windows Millennium, Windows NT 4, Windows 2000, Windows XP, or Windows 2003

•

200 MHz Pentium processor or greater

•

32 MB of RAM

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Guide to documentation and additional resources 7 Outlook versions

Breeze Add-in for Outlook is designed for use with Outlook 2000, Outlook XP, or Outlook 2003.It is not designed for use with any other version of Outlook. Microphone and sound card

To use audio during your meeting, you need a microphone and a sound card. A good-quality microphone and sound card can greatly enhance the interactions of the meeting participants.

Note: Built-in laptop microphones generally produce poor-quality recordings. Macromedia

recommends using an external microphone.

Video camera

To add video during your meeting, you need a video camera or a web cam. A good-quality video camera can greatly enhance the interactions of the meeting participants.

Network connectivity

For a user to participate in a Breeze Live meeting, you need a network connection. If meeting participants are connected to your network through an Internet connection, Macromedia recommends a fast connection of at least 100 Kbps.

For current system requirements, see www.macromedia.com/go/breeze_sysreqs.

Guide to documentation and additional resources

You can use several resources to learn how to use the components of Macromedia Breeze quickly. In addition to this guide, the following electronic manuals and online help systems are available:

Note: The relevance of these guides to users depends on the modules installed on the Breeze

Presentation platform, the type of user (such as meeting content manager, information technology engineer, or course presenter), and the user’s Breeze account permissions.

•

Using the Breeze Manager explains how to use the administration, presentation, and training

components of Breeze. You can access this documentation from the Breeze Manager Home page and from the Help link in the Breeze Manager.

•

Using the Breeze Publish Wizard includes procedures for publishing Breeze presentations

created in Microsoft PowerPoint to your Breeze server. You can access this documentation from the Breeze Manager Home page when you run the Publish Wizard.

•

Breeze Live User Guide for Meeting Presenters includes information about using the Breeze web

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8 Chapter 1: Introduction

•

Breeze Live User Guide for Meeting Participants includes information that is relevant to users

participating in an online real-time meeting. Breeze Live offers meeting attendees several options to make their experience participatory. For instance, participants can send messages and questions to presenters and to each other, and they can participate through live video and audio. You can access this documentation from the Breeze Manager Home page, and from the Help menu within a Breeze Live meeting room (when you enter as a participant) by selecting Meeting > Help.

Use the following table to identify the documentation that relates to your needs:

Breeze user Recommended reading

Information technology (IT) engineer • Breeze Installation Guide.

• System requirements in all other user guides Content managers who are in charge of overall

content within Breeze and who can add users and permissions

• Using the Breeze Manager

• Breeze Live User Guide for Meeting Presenters

Content authors and instructional designers who create presentations and training with Macromedia Breeze Plug-In for Microsoft PowerPoint

• Using the Breeze Publish Wizard

Content authors and instructional designers who create presentations and training with Breeze Live

• Breeze Live User Guide for Meeting Presenters Meeting administrators who create and manage

Breeze Live meetings

• Breeze Live User Guide for Meeting Presenters Users who attend Breeze Live meetings • Breeze Live User Guide for Meeting

Participants

Users who create Breeze Live Instant Meetings or Breeze Live Scheduled Meetings from Outlook

• Using the Macromedia Breeze Add-in for

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CHAPTER 2 Creating a Breeze Live Instant Meeting

You can use the Macromedia Breeze Add-in for Microsoft Outlook to create a Breeze Live Instant Meeting. An Instant Meeting provides a quick and easy way to interact with others.

You can use the Breeze Add-in for Outlook for doing the following tasks:

•

Creating Breeze Live Instant Meetings

•

Joining a Breeze Live Instant Meeting

Creating Breeze Live Instant Meetings

When you use the Breeze Add-in for Outlook to create Breeze Live Instant Meetings, you enable meeting attendees to interact spontaneously. Integration with Outlook lets you conveniently invite users to your Breeze Live Instant Meeting, using your contacts or your personal Outlook address book or global address book, and then you can use Outlook to send e-mail meeting invitations.

Note: If you want to create a recurring meeting, or if you want a meeting to appear in invitees’ Outlook

calendars to ensure they attend the meeting, you should create a Breeze Live Scheduled Meeting. For more information, see Chapter 3, “Scheduling a Breeze Live Meeting,” on page 13.

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10 Chapter 2: Creating a Breeze Live Instant Meeting To create a Breeze Live Instant Meeting:

1.In Outlook, click Instant Meeting on the Breeze Add-in for Outlook toolbar.

Note: If you haven’t defined the meeting room to use for your instant meeting, you must do so now.

For more information, see “Setting Breeze Live Instant Meeting preferences” on page 27. An Outlook Instant Meeting invitation e-mail appears. It can contain any of the following information:

■ Invitation text

■ Meeting URL (the URL for the Breeze Live Instant Meeting room) ■ Audio conference information

Note: The invitation text and the audio conferencing numbers included on the Breeze Live Instant

Meeting invitation can be edited in the Preferences window. For more information, see “Changing the default Breeze Live invitation text” on page 26 and “Adding audio conferencing information to Breeze Live invitations” on page 26.

2.Add a descriptive subject for the e-mail in the Subject text box.

3.Click the To text box to use your Outlook address books to add attendees. You can also enter e-mail addresses directly into the To, CC, and BCC text boxes, as you would with any e-mail message.

4.Click Send.

All invited participants can now join the Breeze Live Instant Meeting.

Note: With the exception of the meeting originator, all Instant Meeting attendees are configured as

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Joining a Breeze Live Instant Meeting 11

Joining a Breeze Live Instant Meeting

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CHAPTER 3 Scheduling a Breeze Live Meeting

You can use Macromedia Breeze Add-in for Microsoft Outlook to schedule Breeze Live meetings that appear in the Outlook calendar of the attendees to remind them to attend. You can also make a Breeze Live Scheduled Meeting recurring, as with any other Outlook appointment.

This chapter includes instructions for the following tasks:

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Creating a Breeze Live Scheduled Meeting

•

About the Breeze Live tab

•

Changing Breeze Live Scheduled Meetings from Outlook

•

Managing Breeze Live meetings

•

Joining a Breeze Live meeting

Creating a Breeze Live Scheduled Meeting

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14 Chapter 3: Scheduling a Breeze Live Meeting To schedule a Breeze Live meeting:

1.In Outlook, click Schedule Meeting on the Breeze Add-in for Outlook toolbar.

An untitled Outlook appointment item appears.

2.Enter the following Outlook appointment information:

■ Subject (the subject for the meeting)

Note: You do not need to fill in the Location information because you’re creating a Breeze Live

meeting.

■ Start time of the meeting ■ End time of the meeting

Note: You can create a recurring Breeze Live meeting by clicking the Recurrence button in the

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Creating a Breeze Live Scheduled Meeting 15 3.Click the Scheduling tab.

The Outlook Appointment window shows the scheduling options.

4.Click the Add Others button to add desired meeting attendees.

For more information, see “Inviting additional Breeze Live meeting attendees” on page 20.

5.Click the Breeze Live tab.

Note: If you haven’t defined which meeting room to use for your scheduled meeting, you must do

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16 Chapter 3: Scheduling a Breeze Live Meeting

6.Select the This is a Breeze Live Meeting Using check box. The name of the default meeting room appears.

7.Do one of the following:

■ Click Change Meeting Room to select another existing meeting room. ■ Select the A New Breeze Live Meeting Room check box.

8.If you selected A New Breeze Live Meeting Room, enter the following information in the Breeze Live Meeting Details section of the window (you can also click Edit Breeze Live Meeting Details to edit an existing meeting):

■ Meeting name (the title of the Breeze Live meeting)

■ Meeting summary (a brief description of the Breeze Live meeting, up to 750 characters) ■ Meeting access (only registered users or authorized guests, or anyone who receives the

meeting room URL)

■ Language (the primary language used in the Breeze Live meeting room)

Note: You can edit the invitation text in the Meeting Summary text box, or in the Outlook

appointment, before sending it.

9.(Optional) To include audio conference information, select the Include Audio Conference Details in Outlook Meeting Invitation check box, and then type the audio conference information in the Dial-in Details text box.

Note: For additional information about the Breeze Live tab, see “About the Breeze Live tab” on page 16.

10.Click Send to send the meeting invitation.

After completing these steps, all invited participants can join your scheduled Breeze Live meeting by accepting your meeting invitation.

Note: With the exception of the meeting originator, all Breeze Live meeting attendees are created as

meeting participants. If the meeting originator wants to change any attendee roles (participants to presenters), see “Changing Breeze Live Scheduled Meetings from Outlook” on page 20.

About the Breeze Live tab

You can adjust the properties of a Breeze Live meeting from the Breeze Live tab, which is visible when you schedule a new Breeze Live meeting. This window lets you complete the following tasks:

•

Selecting the Breeze Live meeting room

•

Editing Breeze Live meeting details

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About the Breeze Live tab 17 The following figure shows the Outlook appointment item with the Breeze Live tab active.

Selecting the Breeze Live meeting room

For your Breeze Live meeting, you can select from the following choices:

•

The default meeting room

•

Another existing meeting room

•

A new meeting room that you create

To select the Breeze Live default meeting room:

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18 Chapter 3: Scheduling a Breeze Live Meeting To select another existing meeting room:

1.In the Breeze Live window, select the This is a Breeze Live Meeting Using check box.

2.Click Change Meeting Room.

The Change Meeting Room window appears.

3.Select the meeting room in the right pane of the Change Meeting Room window, and click OK. To create a new meeting room:

1.In the Breeze Live window, select the This is a Breeze Live Meeting Using check box.

2.Select the A New Breeze Live Meeting Room check box.

3.Enter the Breeze Live meeting details. See “Editing Breeze Live meeting details” on page 18.

Editing Breeze Live meeting details

Breeze Live meeting invitations provide the following information about the meeting:

•

Meeting Name (the name of the meeting)

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Meeting Summary (the summary of the meeting)

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Meeting Access (who can access this meeting—only selected attendees or anyone who has the meeting room URL)

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About the Breeze Live tab 19 You can change any meeting detail.

To change Breeze Live meeting room details:

1.In the Breeze Live window, click Edit Breeze Live Meeting Details.

2.Do one or more of the following:

■ Enter the meeting name. ■ Enter the meeting summary.

■ Select the appropriate meeting participation (registered users, accepted guests, or anyone

who has the URL).

■ Select the desired primary language from the Language pop-up menu. 3.Click OK.

Including audio conferencing information in meeting invitations

Breeze Live meeting invitations can include optional audio conferencing information, such as a telephone number and additional required information, such as an access code.

To include audio conferencing information in a Breeze Live meeting invitation:

1.In the Breeze Live window, select the Include Audio Conference Details in Outlook Meeting Invitation check box.

2.Enter the audio conference information in the Dial-in Details text box.

Note: You can change the default audio conferencing number in the Preferences. For more

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20 Chapter 3: Scheduling a Breeze Live Meeting

Changing Breeze Live Scheduled Meetings from Outlook

You can change the date or time of a scheduled Breeze Live meeting, or other properties (such as recurrence), from the Outlook calendar the same way that you change other scheduled meetings or appointments. After you change a Breeze Live Scheduled Meeting, you can use Outlook’s Send Update feature to notify your meeting attendees of the new meeting time or date.

Note: For more information about using Outlook to change meeting dates or times, see Outlook

Help.

Inviting additional Breeze Live meeting attendees

After you send Breeze Live meeting invitations, you can invite more meeting attendees by opening the Meeting item from within Outlook, adding more meeting attendees, and using Outlook’s Send Update capability to send meeting invitations to those attendees.

Note: You can also remove meeting attendees by sending meeting cancellation notices from within

Outlook or by removing meeting attendees from the Breeze server directly. For more information about adding or removing meeting attendees from within Outlook, see Outlook Help.

To add Breeze Live meeting attendees:

1.In Outlook, double-click the Breeze Live meeting in the Outlook calendar. The Outlook Appointment window opens.

2.Select the Scheduling tab.

3.Do one of the following to add attendees:

■ Click in the All Attendees list to add names.

■ Select the Add Others button to add names from your Outlook address books. 4.Click Send Update.

Managing Breeze Live meetings

The Breeze Add-in for Outlook offers an easy way to access the Breeze Manager to change the properties of Breeze meeting rooms that are stored on the Breeze server. You can also use the Breeze Manager to change the roles of meeting attendees.

To manage Breeze Live Scheduled Meetings:

1.In Outlook, click Breeze in the Breeze Add-in for Outlook toolbar.

2.From the pop-up menu, click Manage Meetings.

The Breeze server’s Breeze Manager window opens with the Meetings tab active.

Note: If you have not added your user name and password to the Breeze Add-in for Outlook, you

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Joining a Breeze Live meeting 21 3.Do one of the following:

■ Select the check box next to any desired meetings that you want to delete or move. ■ Select the name of any meeting to see that meeting room’s properties.

4.If you delete or move a meeting, click OK.

5.Close the Browser window.

Note: For more information about Breeze server settings, see Using the Breeze Manager.

Breeze Live meetings have two types of attendees: participants and presenters. Presenters can provide content during a meeting, but participants can only view and interact with content and other participants or presenters. You can change meeting attendee roles for scheduled Breeze Live meetings in the Breeze Manager.

To change Breeze Live attendee roles:

1.In Outlook, select Breeze on the Breeze Add-in for Outlook toolbar.

2.From the pop-up menu, click Manage Meetings.

The Breeze Manager window opens with the Meetings tab active.

Note: If you have not added your user name and password to the Breeze Add-in for Outlook, you

are prompted for this information before you can access the Breeze server.

3.Click the desired meeting in the Meeting Listing. The Meeting Information window appears.

4.Click the Edit Participants link. The Select Participants window appears.

5.Select the check boxes next to the users or groups whose roles you want to change.

6.From the Permissions pop-up menu, select Presenter or Participant for each user or group whose roles you want to change.

7.Click Apply.

8.When you finish changing permissions for users and groups, click OK.

Joining a Breeze Live meeting

You can access scheduled Breeze Live meetings from within the Outlook calendar the same way that you access other meetings. The Calendar item for Breeze Live meetings includes the meeting room URL, which provides access to the Breeze Live meeting room. If the Breeze Live meeting reminder notification appears in Outlook, select the item to open it, and click the meeting room URL to attend the Breeze Live meeting.

Caution: Breeze Live Instant Meetings don’t appear in the Outlook calendar.

Note: For recurring meetings, you can bookmark the meeting room URL in your browser for easier

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CHAPTER 4 Setting Preferences

Macromedia Breeze Add-in for Microsoft Outlook lets you set the preferences for Breeze Live Instant Meetings or Breeze Live Scheduled Meetings in the Breeze Live Meeting Options window (select Breeze > Preferences).

This chapter contains information about the following:

•

Setting Breeze Live general preferences

•

Setting Breeze Live Meeting Defaults preferences

•

Setting Breeze Live Instant Meeting preferences

Setting Breeze Live general preferences

The Breeze Live Meeting Options General window lets you add, edit, or remove the following information:

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Name (the name of the Breeze server)

•

Login (your Breeze server login name, usually your e-mail address)

•

Password (the password assigned by your Breeze server administrator)

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24 Chapter 4: Setting Preferences

The following figure shows the Preferences window with the General tab active.

To set Breeze Live General preferences:

2.From the pop-up menu, click Preferences.

The Breeze Live Meeting Options window opens with the General tab active.

3.Do one of the following:

■ Click Add to enter information for another Breeze Live server. ■ Click Change to change or review existing Breeze server information.

■ Click Remove to delete the Breeze server information, and then click Yes to confirm the

deletion.

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Setting Breeze Live Meeting Defaults preferences 25

Setting Breeze Live Meeting Defaults preferences

Both Breeze Live Scheduled Meetings and Breeze Live Instant Meetings create a meeting invitation that is sent to all desired attendees. You can change the information included in this invitation from the Meeting Defaults window.

The Breeze Live Meeting Defaults window lets you add, change (or review), or remove the following information:

•

Audio conferencing information.

Breeze invitations can include audio conference information.

•

Default Breeze Live meeting invitation text.

Breeze Live invitations include default text in the body of the invitation e-mail. The following figure shows the Preferences window with the Meeting Defaults tab active.

To set Breeze Live Meeting Defaults preferences:

3.Click the Meeting Defaults tab.

4.(Optional) Enter the audio conference information in the Dial-in Details text box.

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5.Review the Breeze Live meeting invitation text, and click the Edit button to edit the text. For more information, see “Changing the default Breeze Live invitation text” on page 26.

6.Click OK.

Changing the default Breeze Live invitation text

Breeze Live Instant Meeting announcements are e-mail messages that are sent to selected meeting attendees. The messages can include text that describes the purpose of the meeting. You can edit the text in the Breeze Live Instant Meeting invitation before sending it, or you can edit the invitational text that Breeze Live adds by default whenever you create an instant meeting. The following figure shows the Breeze Live Meeting Options window.

To create Breeze Live invitation text:

2.In the pop-up menu, click Preferences.

4.Click the Edit button next to the default Breeze Live Meeting Invitation Text text box.

5.Do the following:

■ Enter the desired text in the You can edit the text that appears before the Breeze Live

meeting details text box.

■ Enter the desired text in the You can edit the text that appears after the Breeze Live meeting

details text box.

6.Click OK.

Adding audio conferencing information to Breeze Live invitations

Breeze Live Meeting announcements can include audio conference information. You can set the audio conference information in the preferences, or you can add the audio conference

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Setting Breeze Live Instant Meeting preferences 27 To add audio conferencing information to Breeze Live invitations:

2.In the pop-up menu, click Preferences.

The Breeze Live Meeting Options window appears with the General tab active.

4.Enter the audio conference information in the Dial-in Details text box, and then click OK.

5.If you want to include audio conferencing information by default in meeting invitations, click the Instant Meeting tab.

6.Select the Always Include my Audio Conference Details in the Breeze Live Invitation Text check box, and click OK.

Setting Breeze Live Instant Meeting preferences

Breeze Live meeting announcements include the URL of the Breeze Live meeting room. You can change the default meeting room preference in the Instant Meeting tab of the Breeze Live Meeting Options window (select Breeze > Preferences).

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To set Breeze Live Instant Meeting preferences:

3.Click the Instant Meeting tab.

4.To select the default meeting room for Instant Meetings, click the Change button. The Change Meeting Room window opens.

5.Select a meeting room from the list.

6.Click OK to return to the Instant Meeting tab.

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INDEX

A

attendees, changing roles 20 audio conferencing adding to invitations 26 including 19 B bandwidth, optimizing 6 Breeze documentation 7 Breeze Live Instant Meeting 9 preferences 23 Scheduled Meeting 13 tab 16 Breeze Manager 20 Breeze Server accessing 20 C

Creating Breeze Live Instant Meetings 9

D documentation additional resources 7 guide 7 E editing meeting 18 G Getting started 5 setting preferences 6 I Instant Meeting button 9 creating 9 joining 11 preferences 27 invitation text changing 26

changing the default 26 preferences 26

J

Joining a Breeze Live Instant Meeting 11

M

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30 Index P preferences 23 Instant Meeting 27 invitation text 26 Meeting Defaults 25 Meeting Defaults tab 25 setting 23

R

recurrence 20 recurring meeting 20

S

Scheduled Meeting, creating 13 sound card 7

system requirements, Windows 6

V

video camera 7

W

Using the Macromedia Breeze Add-in for Microsoft Outlook

CONTENTS

CHAPTER 1

Introduction

Getting started

System requirements

•

•

•

Guide to documentation and additional resources

•

•

•

•

CHAPTER 2

Creating a Breeze Live Instant Meeting

•

•

Creating Breeze Live Instant Meetings

Joining a Breeze Live Instant Meeting

CHAPTER 3

Scheduling a Breeze Live Meeting

•

•

•

•

•

Creating a Breeze Live Scheduled Meeting

About the Breeze Live tab

•

•

•

•

•

•

•

•

Changing Breeze Live Scheduled Meetings from Outlook

Managing Breeze Live meetings

Joining a Breeze Live meeting

CHAPTER 4

Setting Preferences

•

•

•

Setting Breeze Live general preferences

•

•

•

Setting Breeze Live Meeting Defaults preferences

•

•

Setting Breeze Live Instant Meeting preferences

INDEX