Meet-Me Web Meeting. User Guide

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Meet-Me Web Meeting

Web-based Conferencing Controls

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What’s New

Here are the latest features added to Web Meeting:

 Enhanced playback for recordings:

 A full screen mode

 Scaling of window to any size window when viewing

 Visual “thumbnail selection” for easier identification of specific points in a presentation

 Improvements to recording functionality:

 Download recordings in .wav or .mp4 file formats  The addition of copyright text to all recordings

 Expanded attendee registration management:

 Upload a confirmed participants list

 Decline a participant who has already been confirmed

 Resend a meeting confirmation if the participant‟s original confirmation email is lost.

 Modification to the web conference report:

 The “Meeting Title” has been added to recordings for easier identification.

 Improved Event Call recording with synchronized web content:

 Operators will setup and start recording with Web Meeting for Event calls.  Customers can manage Event recordings using Web Meeting.

 Internet Broadcast Audio for Event Calls:

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Introduction

The benefits of on-demand (reservation-less) audio conferencing services, like the Allstream Meet-Me service, are widely accepted. Geographically dispersed people can easily and conveniently meet to address any business issue. Audio conferencing saves time and money and improves productivity.

A union of audio conferencing and the internet was inevitable and to that end, Allstream provides a valuable web-based enhancement to its Meet-Me service. Web Meeting is a collection of tools that are intended to enhance the audio conference experience and make these meetings even more productive.

Web-based controls make managing an audio-only meeting simpler. For visually enhanced meetings, presentation slides can be “pushed” to participants, complete with annotation tools and desktop sharing. Along with aids for conducting conferences, Web Meeting also offers valuable support tools for pre- and post-meeting activities.

Web Meeting Features:

Before the Meeting:

Easy Scheduling – Arrange

meetings & send email invitations

Custom Branding – Upload your

company logo or custom image to show on every email and meeting web page.

Custom Registration – Capture

registrant information that is important to you.

Automated Emails –

Confirmation & reminder emails sent automatically to registrants.

Marketing Campaigns – Create

unique registration links for your marketing campaigns and identify the most effective leads.

Pre-Meeting Reports – View the

number of people registered for your meeting and their individual registration data.

Instant Participant Entry –

Attendees simply click a link in the confirmation or reminder email to join the meeting.

During the Meeting:

Present Slides – Upload and

show your slide presentation.

Share Applications – Share

your desktop, a web site, any document or software application.

Multiple Presenters – Share presentation duties with any meeting participant.

Integrated Audio Controls –

Control the audio using point-and-click tools. Eliminate background noise in large meetings by muting all attendees or putting the conference in a listen-only mode.

Recording – Record both your

audio and web conference with a click of a button.

Q&A’s – Make your presentation

more interactive by allowing attendees to ask questions.

After the Meeting:

Post-Meeting URL – Direct

people to your web site or to another survey page.

Post-Meeting Emails – Send

thank you emails to attendees and attach follow-up documents. For people who could not attend, include a link to the meeting recording or a copy of the presentation.

Post-Meeting Reports – View

detailed reports of registration, campaign, meeting and survey data.

Recording Editing – Edit recordings to remove sections for a more professional playback. Podcasts – Distribute audio and web recordings to a podcast audience.

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Navigating this User Guide

This guide provides instructions for using the Web Meeting service and for conducting a successful conference call. Chapter contents are outlined below. New users may wish to start by taking the Quick Tour.

Chapter 1 Getting Started

Introduces the service, takes you through the set-up and runs a PC compatibility test. A quick start guide gets you conferencing quickly and learning by yourself.

Chapter 2 Quick Start

Explains how quickly initiate a conference call.

Chapter 3 Quick Tour

Helps familiarize you with the service by introducing basic conference tools and providing an overview of conference management.

Chapter 4 Preparing for a Conference

Explains how to schedule and invite participants to conferences.

Chapter 5 Conference Management

A description of conference management tools with centralized control. Create invitations, view recordings and reports and set podcast feeds.

Chapter 6 Conference Controls

Learn about the controls available during your conference. Both the chairperson and slide controls are described in this section.

Chapter 7 Managing your Conference

Instructions for successfully managing a conference: Learn to grant control, show your desktop and appoint a co-presenter. Chat & recording overviews provided.

Chapter 8 Participant Experience

Learn about the available participant conference controls.

Chapter 9 Best Practices

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Chapter 1 Getting Started

System Requirements

Web Meeting does not require any proprietary client software to be loaded on a user‟s PC. This simplifies its management and its use. It simply requires a Java-compatible web browser such as, Internet Explorer, Firefox, Navigator or Safari.

Most personal computers already have Java installed, as it is a highly popular piece of software used to enhance the browsing experience. In the event that your PC does not have Java installed, you will need to download and install it before using Web Meeting. It is available free of charge.

Java requirements for the conference chairperson are different than for a participant. The table below details the requirements for each.

Requirements for the Chairperson:

Platform Browser Java

Windows (98, 2k, XP, Vista, 7)

IE, Firefox, Safari, Navigator

Version 1.3.1_03 or higher (except 1.4.0_x)

Apple Macintosh Linux (2.4+ kernel)

Requirements for the Participants:

Platform Browser Java

Windows (98, 2k, XP, Vista)

IE, Firefox, Safari, Navigator

Version 1.1.4 or higher (except 1.4.0_x) Apple Macintosh

Linux (2.4+ kernel)

Testing your Browser

An online test is available to validate the version of Java on your computer. To test your browser and network connection for compatibility, prior to the conference, follow this link:

http://test.callinfo.com

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In the above example, the user has Java 1.4.2_06 installed. The green “status lights” indicate that the installed version is acceptable.

If the resulting feedback indicates that an incompatible version of Java is installed, similar to the screenshot below, you are prompted to download the current version.

In the above example, the red “status lights” indicate that the installed version is not acceptable.

If you are prompted to install Java, click on the link provided on the test page and follow the instructions or, contact your desktop support group for assistance.

NOTE: Other message windows may be displayed. If you have questions regarding the test

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Chapter 2 Quick Start

To start conferencing quickly follow the instructions below and “learn as you go”. 1. When inviting participants, provide them with the following information:

Use any scheduling tool (like Outlook) to book meetings and deliver these details to participants.

2. To start the audio portion of your conference:

Dial the toll-free number; enter your 7-digit Access Code and Chairperson Pass Code. 3. To start the web portion of your conference:

Go to the Meet-Me Web Meeting Lobby page and click on the “Chairperson” button.

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Date and time of your conference (include time zone)

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Audio Conferencing access phone number(s)

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Toll-free number: 1 866 365 – 4409

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Country-specific, international toll-free number(s) (if required)

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Toll number: 1 303 248 – 9656 (if required)

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Your 7-digit conference Access Code

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The optional Security Access Code (if required)

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4. Enter the toll-free Access Number (without the leading “1”), your 7-digit Access Code and your Chairperson Pass Code. Click the Login button.

5. If the security certificate below, is displayed. Click on Yes to permanently accept it.

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Two browser windows will open. Depending upon your computer’s hardware configuration and internet access bandwidth availability, there may a delay of up to 60 seconds before both windows are open. Ensure they are both open before proceeding.

The first window to be displayed (see below) is the “parent browser”.

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It is imperative that the parent browser window remain active. If it is closed, the

conference will be terminated and all participants disconnected.

The second window is the “active browser” (see below) and it contains the Conference Controls. Any presentation previously loaded will also be displayed.

TIP: Minimize the parent browser window to

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At this point you can just use the Conference Controls (on the left side) to manage your audio session or if you are also conducting a Web Meeting, click Start Web Conference. You are asked to set an optional security code. Check the box if a security code is desired and follow the prompts. Click Start to initiate your Web Meeting session.

7. To end the Web Meeting session, click on the Stop Web Conference button.

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Recordings cannot be “paused”. To avoid multiple recording set-up charges, do not stop

Chapter 3 Quick Tour

The Quick Tour introduces additional basic elements of the service. This section builds on the Quick Start chapter. By the end of this chapter, you will know how to:

 Record a conference

 Upload slides for a presentation

 Make annotations to slides

 Show your desktop and applications

 Manage your recordings

Starting a Conference

It is helpful to think of the service as two distinct entities – audio and web. Both are used to take advantage of their respective and complementary functionality. Follow the steps outlined in the Quick Start section to initiate the audio and web conferences.

Recording a Conference

Recording a conference is accomplished either via the audio connection or the web-based chairperson conference controls. However, the audio conference must be started before a recording will commence and the web-based audio controls are not accessible until you have logged into the audio portion of your call.

To record a conference using the audio connection:

 Start an audio conference and establish yourself as the chairperson.

 Press *2 and after the prompt, press 1. Wait until you hear “This conference is now

being recorded.” The default online title, assigned to your recording, is “Recording”. To record a conference using the web-based controls:

 Start an audio conference and establish yourself as the chairperson.

 Check Record on the chairperson control screen and type a name for your recording. (example: “Team Meeting Q1”. Wait for the voice prompt, “This

conference is now being recorded.”

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Edited view of conference control panel

Uploading a Presentation

You may upload a PowerPoint presentation with a maximum file size of 27MB. The slides are converted into jpeg format in order to be displayed.

A default presentation is preloaded and it can be deleted, prior to uploading another presentation. Otherwise it will just be appended to the uploaded presentation.

Note: Only Microsoft PowerPoint files or common photo formats (BMP, GIF, JPEG, PNG)

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To upload a PowerPoint presentation:

 Click Insert at the bottom of the chairperson control screen and browse to your PowerPoint file and click OK. Your slides will be uploaded, converted and displayed as thumbnails near the bottom of the screen.

 If you wish to retain an existing presentation and append a new one or add new slides, simply click on the slide, in front of which you wish to insert the new slides.

 If you wish to delete an existing presentation, click on the Delete button and specify if the entire presentation or a particular selection of slides are to be deleted.

Once the presentation is loaded, click Preview to review the presentation “off-line”.

Click Slide Show to go into “presentation mode”. If your Web Meeting session is not already started, you will be prompted to do so.

Use the arrow keys to navigate from one slide to the next or use the Go to: drop down box to jump to a specific slide.

Use the annotation tools to highlight information:

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To erase a particular annotation, select the single mark eraser and place the small target circle over the annotation to be erased and click the left mouse button.

To erase all annotations, click on the erase-all button.

Go back to Slide Presentation by clicking the Restore button (lower right corner).

Showing Your Desktop and Applications

Web Meeting allows you to show your applications or desktop to meeting participants. Choose Show my applications from the drop down menu next to the Stop Web Conference button.

An application selection box appears.

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Click on the Showing button to reveal a drop-down menu. Choose Present slides and the presentation is placed back into slide viewing mode.

Return to the Select Action drop-down menu and choose Show my desktop. A notice is displayed cautioning to close any sensitive documents that are currently open.

In desktop showing mode, the application in the foreground will be visible to participants. This mode is essentially equivalent to all of your participants looking over your shoulder at your screen. Care should be exercised. Note that the participant list is automatically grayed-out to prevent unintended viewing. To view the participant list, click the Click here to restore participant list link located in the chairperson controls.

Click on the Showing button on any application and choose Stop showing or Present slides from the drop-down selections and you are placed back in slide presentation mode.

Click the Stop Web Conference button to end the presentation portion of the meeting and close the chairperson controls. Hang up the phone to end the audio portion and any recording that you may have initiated.

Note: A Showing button is displayed in the upper right hand corner of the application you

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Playing Recordings

The web-based controls allow you to store and manage your recordings. You may access them at any time by logging-in with your access code and pass code.

Under Manage Recordings, you can delete, download and play recordings along with other administrative options.

To play your recordings, click on Manage Recordings and a list of all stored recordings is displayed.

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To listen to a recording, select it and choose Play Recording from the menu. Adobe Flash® is required to play back your recordings.

To download your recording, choose Download from the menu and select whether you want audio & visual or just audio. The recording will need to be “unzipped” prior playback.

Chapter 4 Preparing for a Conference Call

Email is typically used for inviting participants to a meeting. Web Meeting provides a comprehensive set of tools for issuing invitations and scheduling/managing the meeting.

Preparing an Audio Conference Invitation

Invite participants to your audio conference with the following information:

As the chairperson, log-in and start the conference before the appointed time. Participants joining the conference, before it has started, are placed in the “lobby” with music on-hold.

Preparing a Web Conference Invitation

To invite participants to a web conference the invitation should contain the same information as required for an audio conference, plus:

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Browser compatibility checking instructions

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Meet-Me Web Meeting Lobby page address: www.allstream.com/webmeeting/

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Date and time of your conference (include time zone)

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Audio Conferencing access phone number(s)

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Toll-free number: 1 866 365 – 4409

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Country-specific, international toll-free number(s) (if required)

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Toll number: 1 303 248 – 9656 (if required)

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Your 7-digit conference Access Code

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The optional Security Access Code (if required)

Note: Adobe Flash® is required to play recordings and is available as a free download.

Note: If you do not have Flash® player, do not know how to unzip folders or want to learn more about recordings, refer to Chapter 7 Recording Management.

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When logged into the Conference Center, you can click on Create New Invitation to open a screen that will guide you through the invitation creation process. See section 5.2,

Scheduling a Meeting, for more information.

Operated-Assisted Calls

An operator assisted call is a conference that requires the presence of an operator. These calls must be registered with Conference Support Centre well in advance of the meeting. To schedule an operator assisted call, contact the centre at: 1 888 589 – MEET (6338).

Chapter 5 Conference Management

To log into the Conference Control Center, go to the Web Meeting start page:

www.allstream.com/webmeeting

Click the Chairperson button. Enter your log-in information and click the Login button.

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From this page, you can:

 Open Meeting Controls - Opens the control page and allows a meeting to begin

 Schedule a Meeting – Opens the initial page for scheduling a meeting

 View Past Meetings – Allows you to view a list of all past scheduled and cancelled meetings and perform post-meeting actions

 Edit On-Demand Registration - Allows you to edit the registration page for Meet-Me (reservation-less) conference participants and for recording downloads

 Set Time Zone – Sets the default time zone. Times on the invitation list are displayed per this setting. Also, invitations default to this time zone.

5.1 Meet-Me (On-Demand) Meetings

To conduct a Meet-Me meeting choose On-Demand Meeting from the list of meeting titles and then click on the Open Meeting Controls button.

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Input a descriptive title for the participant data you wish to collect and check the Required box if you wish it to be “mandatory” information. Participants will not be permitted to join the conference unless this field is completed. (Note that the specific contents of the fields are not validated.) Additional fields may be added to gather specific information.

5.2 Scheduling a Meeting

To schedule a new meeting choose the Schedule a Meeting button.

The scheduling page allows you to set-up the basic parameters of your meeting. Keep in mind that you can still edit this information any time prior to the meeting‟s start.

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The Meeting Details section is used to set up the basics of the meeting.

 Meeting Title: Provide a descriptive title.

 Host(s): List the host(s) of the meeting.

 From Email: The chairperson‟s email address is the default entry here. Provide an email address that invitees can use to request more information about the meeting.

 Date: Use the calendar to select the date of the meeting.

 Time: Select the time of the meeting as well as the time zone, if different from the default set on the Conference Center home page.

 Duration: Provide this information to help participants schedule their time.

 Meeting Types:

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Web & Audio: Select if the meeting uses both web and audio

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Audio Only: Select for an audio-only meeting

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Web Only: Select for a web-only meeting

 Audio Type:

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On Demand: Select this option if you do not need operator assistance and the meeting will not use more than 96 ports.

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Other: Choose this option if your meeting uses over 96 ports or if you need Operator assistance prior to or during the meeting. If you select this option, you will be

instructed to call the Conference Center to set-up your meeting. At that time, you will be provided with dial-in numbers depending on your meeting requirements. You can enter up to four of these numbers, for inclusion in meeting communications to participants

 Dial-in Number(s): Check the boxes to include the Canada/US toll-free number and/or, optionally, the US toll number. If you are inviting international participants and know the countries from where they will be calling, select the country-specific

numbers. If you are not sure of the originating countries, check the box to include a link to the list of all international toll-free numbers.

 Access code: Your access code is automatically included for this meeting.

 Help Me Choose: This option provides additional information if you are not sure if you require operator assistance.

 Description: Enter additional information about the meeting.

The Registration section of the page lets you control the registration process.

 When they join the meeting: Choose this option if you do not require registration information before the meeting. Invitees will register when they log into the meeting.

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and which to decline (Refer to page 30 for instructions on confirming and declining registrants).

 Notify Me of New Registrations via email: If you choose to have invitees

pre-register for the meeting, this option allows you to be notified by e-mail as they pre-register. This option is not available if invitees register when they join the meeting.

 Help Me Choose: This option provides additional information if you are not sure when invitees should register.

The Security section of the page allows you to include an additional security password that participants must enter to join this web meeting.

 Set security pass code for web meeting: Check this box if you want to include an additional security password, unique to this web meeting, and then enter a security pass code. This pass code will automatically be included in the invitation, confirmation and reminder emails.

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 Send Invitations: Via this feature you can sends an invitation email that is

automatically generated from the meeting details you have specified. You can preview and edit the invitation to add a custom message before sending.

Clicking on Send Invitations displays the form below:

If you previously set-up one or more marketing campaigns, you can select a campaign to link to your e-mail, to track registration for specific groups.

You can send the invitation by entering addresses manually or uploading a comma-separated value (.csv) file.

 Add to your Calendar: This button adds the meeting to your calendar.

 Send Update: This link emails an update to all confirmed registrants. It also allows you to add files and a custom message.

Advanced Settings

You can further customize communications for your scheduled meetings and collect information from your participants.

Registration Form

Choose the Edit link to configure the Registration Form. This displays the Customize Registration Page:

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A default message will be displayed on the Registration Form. You may replace it with a customized message of your choice.

You may also choose to elicit additional information from your participants, when they register, by selecting from the list of standard questions or by creating custom questions. You may also choose if a response is mandatory.

 Standard Questions: Check the Include box next to each question that is to appear on the Meeting Registration Page. Check the Required box for each question that must be answered in order to register. Name and Email are always required.

 Custom Questions: The custom questions you create are shown here. Each custom question has an Edit and Delete button so you can modify or remove it.

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 Question Name: Type in the question you wish to appear on the Meeting Registration Page. Check the Required box if you want to mandate a response.

 Type: Select the type of question you want to add.

 Value: For Radio Button, Check Box, Drop-down Menu and List Menu Types, enter one or more response values. For example, for a Radio Button question, values might be “Yes”, “No” and “Not Sure”. Use the Add button to add values.

Choose the Preview link to view the Registration Form.

TIP: Always preview your pages to ensure the information is correct and the appearance is acceptable.

Registration Confirmation Email

For meetings set up for pre-registration, preview and edit the Registration Confirmation Email, that is sent to each registrant after their registration is confirmed, by clicking on the Edit link to display the Confirmation Email Edit page:

 Custom Message: A default message will be displayed in the Registration Confirmed Email. You can either remove it or replace it with a custom message.

 Files Available for Download: You can also attach up to 5 files to the Registration Confirmed Email for confirmed registrants to download.

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Registration Declined Email

For meetings set up for pre-registration and manual confirmation of registrants, you may preview and edit the Registration Declined Email that is sent to registrants if their

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 Custom Message: A default message will be displayed in the Registration Declined Email. You can either remove it or replace it with a custom message.

 Files Available for Download: You can also attach up to 5 files to the Registration Declined Email for declined registrants to download.

Branding and Presenters

A custom header image (brand) may be setup for the registration page and participant emails. Bios and pictures of the presenters may also be included. To edit the branding and presenter information, choose either the Edit Branding or Edit Presenters link.

By default, your meeting registration page and emails have a header with the Allstream Meet-Me Web Meeting logo. You may replace it with a custom header.

 Header Image: Use the Choose File button to browse to your header image. The file must be no larger than 1 MB and must be a .jpg, .gif, or .png file. The displayed image is 575 pixels wide by 200 pixels high. If your image‟s dimensions are different than this, it will be scaled proportionately.

 Header Alignment: Select left, right or center alignment for header positioning.

 Header Web Link: Enter the address of a web page where you want participants to be directed when they click on the header.

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 Presenter Bio: Enter a short bio for the presenter.

 Presenter Photo: Use the Choose File button to browse to a picture of the presenter. The image must be no larger than 1 MB and must be a .jpg, .gif, or .png file. The displayed image is 100 pixels wide by 120 pixels high. If the picture‟s dimensions are different than this, it will be scaled proportionately.

 Add Presenter: Choose this option to add information for other presenters.

Add a Reminder Email

You may edit and preview the Reminder Email that is sent to all confirmed registrants. Choose the Edit link to display the Reminder Email Edit page. A reminder email will not be sent if you do not configure it through this screen.

 When should this email be sent? By default, a reminder email will be sent to all confirmed registrants 24 hours before the meeting. You can specify a different date and time for the reminder email to be sent.

 Custom Message: A default message will be displayed in the Reminder Email. You can either remove it or replace it with a custom message.

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Post-Meeting Email

You can preview and edit a Post- Meeting Email to send to all confirmed registrants for the meeting. Choose the Edit link to display the Post-Meeting Email Edit page.

 Custom Message: A default message will be displayed in the Post-Meeting Email. You can either remove it or replace it with a custom message.

 Add Recordings: You can choose any existing recordings in your chairperson account to include in this email.

 Files Available for Download: You can also attach up to 5 files to the Post-Meeting Email for participants to download.

Post-Meeting Email to Attendees

For web-only or web & audio meetings, you can preview and edit a Post-Meeting Email to Attendees that is sent to all registrants who attended the meeting. The content is similar to the Post-Meeting Email page.

Post-Meeting Email to No-Shows

For web-only or web & audio meetings set up for pre-registration, you can preview and edit a Post-Meeting Email to No-Shows that is sent to all confirmed registrants who did not attend the meeting. The content is similar to the Post-Meeting Email page.

Post-Meeting Survey Page

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Post-Check the box at the top of this page if you want attendees to be sent to another web page instead of the Post-Meeting Survey Page.

 Custom Message: A default message will be displayed on the Post-Meeting survey page. You can either remove it or replace it with a custom message

 Post-Meeting Survey Form: Choose standard questions for the Post-Meeting Survey or create your own by selecting the Add Custom Question button.

 Files Available for Download: You can also attach up to 5 files to the Post-Meeting Survey Page for attendees to download.

Meeting Archive Page

You can preview and edit the Meeting Archive Page that is displayed when someone attempts to register for, or log into a meeting that has already taken place. The content is similar to the Post-Meeting Email page.

Meeting Promotion Tools

You can promote meetings and track registrations from various marketing campaigns.

 Marketing Campaigns: Marketing campaigns allow you to generate unique

registration links that can be used in various campaigns to drive attendance to your meeting. The links allow you to track which campaigns are driving the most

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 Campaign Name: Enter a campaign name. Names must contain only letters,

numbers, spaces and periods. Special characters are not allowed. Click the Generate URL button to create a unique URL for this campaign. Repeat for each campaign you wish to create and track. A default campaign name is automatically created for each scheduled meeting.

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Campaign URLs: Campaign names and associated URLs are displayed here. Copy the URLs as needed to use in your campaign banner ads, web pages, emails, blogs, etc.

Managing Scheduled Meeting Information

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 Open Meeting Controls: Opens the chairperson controls and allows you to begin the web portion of your meeting.

 Edit Meeting: Edit any of the information you have created for the meeting.

 Cancel Meeting: Cancel and send cancellation emails to all confirmed registrants.

 Send Invitations: Send additional invitations.

 Add to your Calendar: Adds the meeting to your calendar.

 Send Update: Sends an email update to all confirmed registrants. It also allows you to add files and a custom message.

The Meeting Details section of the page displays the basic details of the meeting. The Registration Link shown in this section is the URL of the actual registration page for this meeting. You can copy this URL into any email, web page, blog, etc. to send viewers straight to the registration web page for this meeting

The Registration Summary section of the page allows you to track participants, get registration reports, confirm and decline registrants, and track marketing campaigns.

 Invitee list: View and download a .CSV file of the email addresses for all invitees and when they were invited.

 Registration Reports: View and download a .CSV file showing the status of each registrant along with the information they gave during the registration process.

 Pending List: This option is displayed if you manually confirm registrants and allows you to decide which registrants you want to confirm or decline.

 Decline List: This option is displayed if you manually confirm registrants and shows the registration information for the registrants you have declined.

 Campaign Report: You can view and download a .CSV file showing statistics for each marketing campaign.

 View Campaign URLs: This displays a list of all campaign names and their

associated URLs. You can copy these URLs into banner ads, blog posts, emails and web pages to track how many registrants you get from each location.

Viewing Past Meetings

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This displays the Past Meetings page.

Clicking on the Details link for a meeting in the list displays information about that meeting and provides options for post-meeting actions. The Reschedule buttons and Clone links allow you to reuse past meeting information.

The Meeting Details section of the page displays the basic information for this Meeting. The Post-Meeting Actions section of the page allows you to edit emails and surveys for attendees after the meeting is concluded. These are the same emails and surveys shown in the Advanced Settings when you schedule or edit an upcoming meeting.

The Reports Section of the page has links to various registration and post-meeting reports.

 Registration Reports: The reports in this section are essentially the same as those described in viewing a scheduled meeting.

 Web Conference Reports: For web-only and web & audio meetings, additional reports are generated.

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Web Participants: All attendees and their responses to the Post-Meeting Survey.

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Rescheduling and Cloning Past Meetings

Any scheduled, past, or cancelled meeting can be “cloned” and used as the basis for creating a new meeting. A cloned meeting is copied and added to the list of scheduled meetings. All information is copied over except date/time and your invitees.

To clone a meeting, click on the Clone link for the meeting in either the list of scheduled meetings on the Conference Center home page or the list of past meetings.

Past meetings can also be “rescheduled”, allowing you to repeat the meeting at a later date. When you reschedule a meeting, the meeting is moved to the list of scheduled meetings. To reschedule a meeting, click on the Reschedule button for the meeting in the list of past meetings. A form is displayed for you to enter a new date and time, and you have the option of notifying all past registrants that the meeting has been rescheduled.

5.3 Web Meeting Management Tools

View Reports

You may view your meeting, event, recordings and audio reports from this menu item. You can also manage your opt-out list for events.

 Meetings – Allows you to see all of your past meetings, the chat and the registration information of the participants.

 Events – Allows you to see all of your past events and any associated reports that belong to that event.

 Recordings – Allows you to see all of the recordings you have conducted on your account

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Manage Recordings

As the chairperson, you may access your recordings at any time using your access code and pass code. Recordings can be accessed in two different ways. You may access them during your conference through the chairperson controls or you may access your recordings through your website. If you move your mouse cursor over one of the recordings, a menu will appear with several options. The menu is displayed below.

 Play Recording: This plays the recording. (For more information on playback, see the section titled Recording Playback within this chapter).

 Download: This option allows you to download the audio portion or audio and visual.

 Email Recording: This option opens a new Outlook email message and allows you to send the recording link.

 Show Recording Link: Displays the recording link that can be copied to any email.

 Edit Registration: This feature enables customization of the registration information required by participants before they view the recording.

 Rename Recording: Changes the name of the recording.

 Recording Report: Generates a report for the selected recording listing playback and listener information. The reports can be saved as a text or .CSV file.

 Passcode: Set a password on the recording to ensure privacy.

 Edit Recording: Allows you to edit a recording for a more-polished presentation.

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Recording Playback

You may playback recordings through Manage Recordings or you may download them onto your computer and play them. Playback requires Adobe Flash that can be downloaded at no charge from www.flash.com.

To play a recording from the Manage Recordings screen, hover the cursor over the

recording and choose Play from the drop down menu. You will be prompted to register before you can view the recording.

Click Submit after completing the form and the playback commences. The video portion is synchronized with the audio. This allows you to fast forward or rewind while keeping the slides in sync with the audio.

To download a recording to your computer, choose the recording to download from the

recording management screen and click Download from the drop-down menu. Choose whether you wish to download the audio only or audio & visual and select a destination.

Note: If you are experiencing problems with playback, please refer to the section titled

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When the download is complete, you will have a compressed folder with the recording in your selected destination. You must extract the folder before attempting playback.

Right click on the file and choose Extract All. Choose a destination location and click Next. Open the folder to display its contents. Three files will be visible. Click on the Index.html file to play the recording. The file uses the resources in the Lib folder for playback.

Edit Recording

You can perform minor editing on your recordings by creating cut points that allow you to remove portions of the recording in order to preserve the more relevant portions. This makes for a more succinct and ultimately, more-listenable, recording.

From the drop-down menu, click on Edit Recording to bring up the following window:

Play your recording, pausing when necessary to enter the Start and End counter times, for the portions you want to remove.

When you click on the Add Cut Point button, your selection will be added to the Cut Points list. Once you have entered all of the desired edits, click on the Make Cuts button to process your changes. Keep in mind that each time you click on Make Cuts, all of the Cut

Tip: Once this file is downloaded onto your computer you may transfer it to a CD or place a link

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same list. You may wish to avoid this situation by clicking on Make Cuts each time you add a single cut point. This will, however, extend the overall editing time.

Once initiated, the processing of the edits may take several minutes to complete. A small status window will be displayed.

If you wish to subsequently restore some of the edits or return to the original recording, click View Past Cuts (under the Make Cuts button).

The Past Cuts screen is displayed as shown below. Click Undo to reverse a specific cut point (or series of cut points) or click Revert to Original to restore the original recording.

Click on the Close button to return to the Recording Editor window. Click the Exit button to return to the Manage Recordings screen.

Common Issues with Recording Playback

There are several issues that can occur when playback is attempted. The most common of these issues are discussed below.

No Flash Player Installed

Please make sure you have the Flash player installed before attempting playback. Go to

www.adobe.com to download the player, free of charge. Follow the installation instructions.

Note: You can revert to the original recording any time (even after saving changes) as long

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Temporary Internet Files is full

Your recordings are stored in your temporary internet files each time they are played. It is common for this folder to become filled with various files which are stored during normal internet browsing. If the flash player launches but fails to load all of the content, your temporary internet files folder may be full. You may clear the temporary folder through your browser controls

MP3 files are blocked

The audio portion of the recording is in MP3 format. There are occasions when MP3 audio files are blocked by network servers for security reasons. You may test your network for MP3 compatibility.

Open a new web browser and make sure the sound on your speakers is turned up. Go to

support.callinfo.com/test.MP3. The default player you have installed will launch and you should hear music. If there is no music then MP3s have been blocked to your computer. Please contact your IT department if MP3s are blocked on your network.

AOL browser blocks audio

There is a known issue with the AOL browser that blocks playback of recordings. The recording will load but cannot play. Use another browser and try playback again. Go to Start>Program Files>Internet Explorer. Re-attempt playback using Internet Explorer.

Pop-up blocker stops playback

Windows XP Service Pack 2 has an integrated pop-up blocker. If you have not enabled pop-ups, the flash player will be blocked. The solution is to allow pop-ups from the site temporarily or permanently. The flash player will launch and playback will resume.

Cannot playback downloaded recording

First, confirm that you can play the recording through the management screen by

selecting it and pressing play. If you can play the recording, the most likely cause is that it has not been extracted. You must first extract it before playback is attempted.

Podcast Feed Settings

Your podcast feed enables you to distribute Web Moderator recordings to a group of subscribers on a regular basis. This page allows you to customize your feed settings and facilitates the feed publishing process. The podcast feed settings are shown below.

Title: The title of your podcast.

Subtitle: You may add a subtitle as well. Description: The description of your podcast.

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Your Website: Your website URL.

Categories: These are the categories under which your podcast can be searched. Keywords: Targeted keywords make your podcast easier to find on search engines. Once you have customized your podcast, you can publish it by enabling the Publish

Podcast checkbox: Clicking this checkbox will generate the URL to your subscription page.

Podcast Subscription Page

When you create a podcast feed, a subscription web page specifically for your podcast will be created. You can distribute the link to this page to potential subscribers. It will walk them through the subscription process. An example of the subscription page is shown below. Your subscribers can subscribe to:

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 Audio-Only Podcast Feed – Your subscribers can use this option to play your podcast episodes on iPods and other music players that do not support video.

 Online Audio & Video Playback – Your subscribers can use this option to play your podcast episodes in a web-based feed reader.

Adding Recordings to Your Podcast Feed

Both Audio-only and Audio & Visual recordings can be added to your podcast feed as “episodes”. To add recorded episodes:

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2. Add a recording to your podcast feed and click the Podcast checkbox.

3. Podcast Options appear. Complete fields as required. Click Save.

 Title – Your podcast episode title.

 Subtitle – Provides an alternate title for your episode.

 Author – The episode author.

 Description – Provides an episode description.

Feedback

Use this form to send feedback about your experience with Web Moderator.

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Chapter 6 Conference Controls

This section gives a brief overview of the controls available to you during your conference. For a more detailed discussion of conference management, please refer to Chapter 6 titled Managing Your Conference.

Conference Controls Overview

As the chairperson, there are two sets of controls available to you during your conference. The web controls and the audio controls. The web controls are divided into two parts – the Chairperson Conference Controls and slide controls.

The chairperson controls allow you to manage the participant list, show applications or your desktop, and designate a co-presenter. The slide controls, located on the bottom, allow you to upload slides, preview slides, and make annotations. Both sets of web controls are visible in the screenshot below.

Chairperson Conference Controls

The chairperson controls are located on the left side of the web conference screen and help you manage your conference.

 Start/Stop Web Conference: Click this button to start/stop your web conference.

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 Help: Online Help

 Participant List: Lists the participants in conference as well as:

-

Icons for web and audio

-

Name (Web Only)

-

Mute/Unmute

-

Questions

-

Originating number (Audio Only)

Conference Management



Dial: Dials out to a participant from within the conference.



Disconnect: Disconnects a participant from web or audio.



Play Name: Plays participant‟s name if name record has been activated under Options.



Mute All: Participants can unmute themselves by pressing *7 on their phone.



Unmute All: Unmutes all participants.



Operator: Dials out to an operator for assistance. (ex. if you are having audio problems.



Record: Records a conference. (Wait for the recorder to be added to the participant list.



Listen Only: Participants are muted and cannot unmute themselves.



Continuation: Conference continues after the chairperson logs off.

Tip: Continuation is helpful if there is the possibility of the chairperson being dropped from the

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 Lock Audio: Locks the audio conference and prevents new audio participants from joining.

 Phonebook: The phonebook can be populated with frequently dialed numbers. You can use the interface to dial out to one or up to 20 participants at once.

Add new numbers, edit and delete numbers. Move numbers to the dial list using the arrow keys and press Dial to call individuals or Dial All to call all participants at once.  Options: Change the conference settings that allow you to optimize speed, set

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 Reports: Allows the chairperson to access their recordings while in conference.  Status Light Indicators: Tell you if the conference has been started, if the call is

being recorded and if there are any questions.

Slide Controls

The slide controls allow you to manage your presentations by uploading files, making annotations, and previewing slides.

 Insert: Allows you to upload PowerPoint presentations or jpegs, pngs, bmps, & gifs.  Delete: Allows you to delete one slide or all of the slides in a presentation.



Annotation Tools: You have numerous marking tools available to you

.

 Erasers: You have a single eraser and an erase all.

 Slide Show: Places the presentation into full screen mode. Click Restore to return to the original state.

 Preview: You can preview slides before you display them.

 Arrow Keys: You may move through the slides using these keys.

Audio Controls

Your phone‟s key pad can also be used to control the audio features. The features accessible through your phone are listed in the table below.

Key Function

*1 Dial out to a participant

*2 Record a conference / Stop Recording *3 Set entry and exit announcements *4 Lock Conference

*5 Unlock Conference *6 Mute Line

*7 Un-mute Line

*8 Conference Continuation

*9 Automated Roll Call (Name record must be activated) *# Participant count

## Mute all lines 99 Un-mute all lines #1 Listen Only on #2 Listen Only off

00 Operator (Joins Conference) *0 Operator (Private Conversation) ** List of available commands

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Right Click Functionality

You may use the right mouse button as a shortcut to several commonly performed

operations. By right clicking next to the participant‟s name, you will reveal several options.

Chapter 7 Managing Your Conference Call

This chapter will help you manage your conference. It focuses on how to use the available features to conduct a successful conference. You will learn how to set preferences for future conferences. You will also learn how to change presentation modes, appoint co-presenters, and grant control of your applications.

Setting Conference Preferences

You may set several options that will help you personalize your conferences. The Options button on the chairperson controls give you access to these preferences.

The Options menu is broken into three sections:

 The Chat section allows you to enable/disable chat for future conferences.

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 Entry Announcement sets the announcement heard when participants join the audio conference.

-

Tone: A beep is heard when participants enter the conference.

-

Silent: Participants enter the conference silently.

-

Name: With name record on, participant‟s name is played when entering the conference.

-

Name Record: Participant‟s name is recorded upon entry.

Quick Start allows the conference to start even if the chairperson has not yet arrived.

Showing / Not Showing / Controlled Button

This text button is located in the upper right hand corner of all displayed applications. Applications being displayed to participants have the Showing button embedded in them. Applications hidden from participants have the Not Showing button while applications being controlled by another participant have the Controlled button embedded in them.

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Presentation Mode

Slide Presentation

Slide presentation mode allows you to present PowerPoint presentations and images to your

conference participants. In slide presentation mode, you may upload PowerPoint files or common image formats.

Slide presentation mode is the recommended mode for displaying static PowerPoint

presentations. This mode is the default mode and is the least resource intensive and easiest for all participants to receive (regardless of connection speed).

To use slide presentation mode, either click on Start Web Conference to automatically launch the presentation mode or expand the dropdown menu next to the Start Web Conference button to select it.

1.

When initiating Present slides, a dialogue box appears asking if you would like to start the conference, if you have not done so already.

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3.

Click Slide Show to place the presentation into full screen mode. To return to normal viewing mode, click Restore in the lower right hand corner.

Application Showing

You may use application showing to show any applications which are currently open. You may show web browsers, Microsoft Word documents, spreadsheets, and proprietary software. Video is not supported.

To show an application:

1.

Choose Show my applications from the drop down menu.

2.

You will be shown a selection box with all of your currently opened applications listed.

3.

Check the application you wish to show and click OK.

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Using the Showing button you may: stop showing the application, switch to slide mode, show more applications or grant control.

All other applications will have a Not Showing button on them. You may also toggle this button to change your presentation mode, show the current application, or switch to slides.

You may also return to the chairperson controls to stop showing an application. Select Present slides and you will be placed back into slide presentation mode.

Desktop Showing

Desktop showing mode allows you to show all open applications. It displays all applications

and all actions performed by the chairperson. To show your desktop:

1.

Choose Show my desktop from the dropdown menu.

Note: All open files of the chosen application type will be shown. For

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2.

You will be prompted to close any sensitive documents before entering desktop presentation mode.

In desktop presentation mode, every application currently open will have a Showing button visible in the upper right hand corner. This button is expandable and is shown below.

From this menu, you can present slides (which will put the conference back into slide presentation mode), show a specific application or grant control.

If you choose to show an application, the application showing screen will allow you to choose the appropriate application. All other applications will be hidden.

Co-Presenting

The service allows you to grant co-presenter status to any participant in the conference who has a valid version of Java. Co-presenter status enables a participant to gain additional functionality allowing them to control some but not all aspects of the conference.

Who is a Co-Presenter?

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Appointing a Co-Presenter

To make a participant a co-presenter:

1.

Expand the action arrow next to the participant‟s name.

2.

Select co-presenter and the participant who was appointed co-presenter will have their icon change from a computer to a gavel as shown below.

3.

When a participant is made a co-presenter, a dialogue box will appear notifying them that they are now co-presenters.

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When co-presenter status has been removed by the chairperson, the co-presenter will see a notification box.

Application Showing among Co-Presenters

The service allows you to appoint multiple participants as co-presenters. Each co-presenters can show their applications and desktop or control another person‟s computer.

It is common to have more than one co-presenter who will be presenting information to the conference participants. The gavel icon, of the active presenter, is colored green.

In the above example, John Smith is the active co-presenter.

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To restore the normal view, close the full screen window which returns to the view with controls embedded on the left side. Or use the yellow navigation bar, located at the top of the screen, to toggle between full screen and normal view.

Granting Control

What is “Granting Control”?

Granting control refers to the act of giving control of your computer/application to another participant. Only a chairperson or co-presenter can grant control to another member of the conference.

Granting Control of Applications

A chairperson or co-presenter can grant control of an application through the chairperson controls or through the Showing/Not Showing button. Using the chairperson controls, click on Select Action and use drop down or action arrows next to the participant‟s name.

1.

To grant control using the presentation mode drop down menu, select Grant control of my applications from the drop down menu.

Tip: If you are not actively presenting use the Full Screen mode to hide your controls and avoid

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The grant control selection box will appear allowing you to select the appropriate application and the participant.

2.

Select an application and a participant and click OK.

3.

A pop-up box appears telling the selected participant they have control.

Note: You may give a participant control over more than one application but only one participant

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4.

The chairperson or co-presenter who granted control will also receive a pop up box notifying them of the change.

The participant currently controlling an application or desktop will see “Remotely Controlling Presenter’s Computer” in the top of their browser bar. The chairperson

controls are updated to reflect who is remotely controlling by using two green arrows next to the participant‟s name. In the example below, John Smith has remote control.

You can remove control in several ways. You can switch presentation modes to remove control or use the participant action arrow and select End Control. You may also expand the Controlled button and remove control through that menu.

Anytime control is removed, the controlling participant will be notified:

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Another way to grant control through the chairperson controls is by expanding the participant action arrow next to the participant‟s name.

1.

Choose the participant or co-presenter you wish to grant control to and expand the action arrow next to their name.

2.

In the example above, John Smith is being granted control of an application. The application selection box will appear and the appropriate application can be selected. There are times when using the Showing button to grant control is easier. For instance, when the chairperson is already showing an application and wants to pass control of the application without using the chairperson controls.

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2.

Expand the Showing button on the application you wish to grant control.

3.

Select Grant control of this application. You will be prompted to select the

participant to whom you wish to give control.

Granting control with the Showing button is no different from using the chairperson controls. Participants and co-presenters will see the same pop-up boxes and warnings.

Removing control is accomplished by expanding the action arrow next to the participant‟s name and selecting End Control or by using the Showing button to switch modes.

Granting Control of Your Desktop

Granting control of the desktop is done in the same way as granting control of applications. When granting control of the desktop, a warning box appears.

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Using Chat and Asking Questions

Chat allows participants and presenters to communicate with each other through the web interface. Chat is also a way to ask questions during a conference. The chat feature enhances communication. The most common uses for chat are:

 Coordinate presentations between presenters

 Conduct a Question & Answer session

 A method for participants to ask questions

Chairperson and Co-Presenter Chat

The chairperson and co-presenters have several chat options. When a co-presenter or chairperson receives a chat message from a participant they receive a notification that originates from the Web Meeting icon in their system tray. The notification is helpful if the co-presenter or chairperson has their chat hidden behind other applications.

Presenters have three chat options when they are in conference.

Presenters can chat one-on-one with another presenter or to all presenters. This allows different presenters to coordinate their conference in a seamless fashion.

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They can also chat to everyone in the conference by selecting All from the expanded menu. Presenters can also chat to individual participants. This allows presenters to have a

conversation with one or more participants at any given time.

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Chairpersons and co-presenters can also field questions at any time during the conference. When a participant raises their hand, the presenters will see the participant‟s name

highlighted and a question mark in the question column.

Presenters will also see a notification bubble in their icon tray. This is helpful when the chairperson controls may be hidden.

Participant Chat

Participant chat is more limited than presenter chat. Participants can only chat to all presenters. Chat, directly between a presenter and participant, is only seen by presenters.

Ending a Conference

Ending an Audio Conference

At the conclusion of an audio conference, the chairperson can hang up the phone to end it. All participants in the conference will have their session ended as well.

Ending a Web Conference

If you are having both a web and an audio conference, you must end both in order to end the session. The chairperson may end a web conference by clicking on Stop Web Conference and closing the interface. The session ends and the chairperson and participants will be taken to the feedback page.

Note: If conference continuation is enabled, the conference will continue after the chairperson

Meet-Me Web Meeting. User Guide