Live Meeting 2007 User Guide

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Tata Communications Web Reservations Overview

Tata CommunicationsConferencing & Collaboration Services

Live Meeting 2007 User Guide


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Contents

This guide explains how to use the Live Meeting 2007 service available from TataCommunications.

Please click on a link below to access product information:Page

Overview 2

Accessing Live Meeting 2007 3

Scheduling a Live Meeting 2007 call 4

Editing your Meeting 5

Starting your Meeting 6

Uploading a document and showing a presentation 7-8Application and Desktop Sharing 9-10

Web Camera 11

Whiteboard 12-13

Polling 14-15

Recording 16-19

File Transfer 20

Outlook Add-In 21

System Requirements 22Further Information 22


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Overview

Microsoft Office Live Meeting is a hosted Web conferencing service that enables youto combine audio and web collaboration in an interactive online environment at any

time.

It allows you to connect and engage audiences in online meetings, training, and eventsthrough a reliable, enterprise-class hosted service.

You can deliver a presentation, kick off a project, brainstorm ideas, edit files,collaborate on whiteboards, and negotiate deals at a fraction of the cost and withoutthe hassle of travel.

Tata Communications provide complimentary training on this service and 24/7 viaour customer service team.

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Accessing Live Meeting 2007

To schedule a Live Meeting 2007 call you need to log-in to the Tata CommunicationsWeb Reservation System by following these steps:

1. Go to https://www.mymeetingroom.com . select India as your region andclick Login

2. Input your Client ID and Web Password and click on Log in. You willfind this information on the conferencing confirmation e-mail that youreceived from Tata Communications. If you do not have this information,please contact Customer Service on 000 800 100 7188 or +353 (0) 1 486 0879.

3. Under the Services menu select Microsoft Live Meeting and click onStart or Manager your Meetings

Notes: you follow this process to start and schedule your meetings, to access LiveMeeting reports, recordings and to edit or change your meeting details.

The first time you follow this process it will automatically create an account for youon the Live Meeting service. Once you have completed this you can utilise theMicrosoft Outlook Add-In and can schedule meetings directly from Outlook.

You can also log directly into the Tata Communications site with your Client ID andWeb Password at http://www.livemeeting.com/cc/tata

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Scheduling a Live Meeting 2007 call

1. Click on Schedule Meeting from the menu bar on the left hand side.2. Complete the fields;

a. Enter the e-mail addresses of the participants in the Attendeessection and the Presenter details in the relevant section.

b. Select your meeting subject, date and time, time zone and occurrencec. Enter a message for your participants if you wish

3. Once completed click on Send Invitations and Save

Click on Meeting Options to see advanced settings

Setting up your audio conference with your meeting

You can type or copy and paste your dial-in numbers into the Messagesection at the end of this page

or alternatively

Click on Meeting Options and go to the Audio section to input your dial-in details.

Note: You can start an instant meeting by clicking on Meet Now and once insidethe meeting invite participants by clicking on Attendees/Invite/By E-mail.

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Editing your Meeting

You can change your meeting details at any time by logging back into the schedulingsystem as outlined above. To change your details:

1. Under Manage on the left hand side, click on Meetings2. Locate your Meeting and click on the Subject title to open up the information3. Click on Update Meeting, make the relevant changes you require and click

on Save


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Starting your Meeting

1. Log into the scheduling system as outlined above2. Under Manage on the left hand side, click on Meetings3. Locate your Meeting and click on the Join icon

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Uploading a document and showing a Presentation

You can upload any printable document such as a Presentation, Word or Exceldocument and show it to everyone on your call. You control the viewing experience

and decide what to show the audience. Once inside your meeting follow these steps:

1. Under the Content menu click on Share and select Upload File (ViewOnly)

2. Browse your computer for the presentation or document and click onOpen

3. The document will be uploaded into your meeting and displayed in the

Content window4. To take everyone on the meeting through the document click on the filename in the content window. This will load the document onto everyonesscreen.

5. To advance through the pages on the document click the Forward/Back button located on the bottom left hand corner of the console. You can usethe annotation tools to highlight areas on the document.


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Application and Desktop Sharing

Sharing an application allows you to show anything on your computer to youraudience. The audience do not need to have the application installed on their

computer to see and use yours. You can share one application at a time or share yourentire desktop. It is best to have the application open and running on your computerprior to sharing it. To share an application, follow these steps:

1. In the Content window click on Share and select Share a Programand select the program you wish to share.

2. You will be automatically taken to the application on your computer andthe audience will all be able to view it on their screens. You will notice theCurrently Sharing icon on the top right hand corner of the application.

3. When you are sharing an application there will be a control menu on the

top of the application. Use this to pass control of your application toanyone on the call and to end the sharing session and return to the meetingconsole.


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4. To pass control of the application click on the Give Control icon, select

the name of the person whom you wish to give control to and select ok.

5. To end your sharing session click on the return arrow on the control menu

Notes:

The sharing can sometimes be slower for participants if they are using a slowinternet connection. To ensure your audience can see what you are talkingabout, it is best practice to ask them to let you know if they can not see whatyou are doing during the sharing session. If they can not view your applicationyou will need to wait for them to catch up before proceeding.

The same process above applies if you wish to share your entire desktop,expect you select Share your Desktop instead of Share a Program from theContent/Share section.

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Web Camera

Live Meeting 2007 allows you to connect a web camera to the meeting. You candisplay one web camera at a time and the presenter can select who the audience can

view.

We recommend 350 kbps of dedicated bandwidth to successfully use the web camera.To avoid delays you should also ensure your web camera is connected to yourcomputer prior to starting your meeting.

To use the web camera follow these steps:

1. On the voice and video panel click on the Web Camera icon and selectStart my Video

2. Your Web Camera image will be displayed

3. To change the web camera image being displayed the presenter needs toclick the drop down arrow and select the persons name.

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Whiteboard

To insert a Whiteboard follow these steps:

1. Click on Share and select Whiteboard. This will insert a blank Whiteboard onto all participants screens.

2. It places a Whiteboard section into your Content Panel. You can switchbetween documents and bring back up the Whiteboard whenever youchoose.


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3. Use the annotation tools at the bottom of the screen to draw on thewhiteboard

Notes:

To enable participants to be able to annotate on your Whiteboardensure they have the necessary permissions:

o On the Attendee Panel click on Permissions, ensureAnnotate current content is selected and click on Close

You can print the whiteboard or save it as a PDF document by rightclicking on the Whiteboard in the Content Panel and selecting Print toPDF

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Polling

To conduct an online poll, follow these steps:

1. In the Content window click on Share and select Poll Page

2. This will open a Create Poll window which will only be visible to you.Create your poll by typing in a question and the choices and click on OK

3. A Poll will be created and a Poll document will appear in the Contentsection. The poll will be displayed to all your participants.

4. Each participant can select one option and submit their response to thepresenter

Notes:

Each participant can only select one response


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The Presenter can Show/Hide the results and Open/Close the pollby using the controls section at the bottom of the poll

You can save the Poll slide as a PDF by right clicking on the poll in theContent window and selecting Print to PDF

You can create as many polls as you wish and can do so prior to yourmeeting if you wish by logging in and following the above steps.

To view the Poll Reports and see which participant selected whichoption follow these steps:

1. Log-in to your Live Meeting site via the process outlined above 2. Click on View/Reports from the menu on the left hand side3. Select Meeting List4. Locate the report for your meeting and click on the Poll Results

icon5. You can save the results to a CSV file

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Recording

You can record an audio conference and everything that takes place within the webconference including application sharing and video. Afterwards you can access the

recording via a URL link or download the Windows Media Video (.wmv) file byfollowing these steps:

1. Start your Audio Conference as per normal.

Now you must connect the Live Meeting console to your audio conference and havethe server dial into your audio conference.

2. In the Live Meeting console click on Recording and select Options

3. Click on Configure Phone

4. Click on Edit


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5. Select your Country/Region, enter the City/Area code and the

remainder of the number and click on Ok. This example is for India.Note that you do not enter the 0 in the City/Area code section.

6. Enter the audio conference participant passcode into the DialingKeys section and click on Configure. Note that you must put anumber of ps before this and enter the # key at the end e.g.ppp831740#

7. The console will dial into your audio conference call and you will hearan additional participant join (this is the Live Meeting silent server). If this does not happen you need to recheck the numbers and codes youhave entered. Ensure they are as per the above example.


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8. Click on Record. Your audio and web conference is now beingrecorded. All Live Meeting participants will receive a notification thatthe call is being recorded.

9. To stop the recording click on Recording and select Stop, Saveand Ok


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To view your recording:

1. Log-in to your Live Meeting site via the process outlined above 2. Click on View/Recordings from the menu on the left hand side

3. Locate your recording and click on the Live Meeting icon to open theView Recording Info page

4. Click the View icon to view the recording or click the Downloadicon to save the .wmv file to your computer.

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File Transfer

You can transfer files to participants during a Live Meeting session byfollowing these steps:

1. Click on the Handouts icon in the top right hand corner of themeeting console

2. Click Upload

3. Browse your computer for the file and click on Open

4. Your file will be uploaded to the meeting.

5. Once uploaded inform all participants that they can download the fileby clicking on the Handouts icon on their meeting screen.

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Outlook Add-In

Once you have an account on the Live Meeting service (created by followingthe process outlined above ) you can install the Outlook Add-In which allows

you to schedule meetings directly from Outlook. To use this feature followthese steps:

1. Log into your Live Meeting account and click the Download buttonat the top right hand corner of the screen.

Note: you need Admin rights to install this, contact your IT department if you are unable to install it.

2. This will place a Live Meeting Menu in your Outlook

3. The first time you use it you will need to configure your account. Yourdetails are:

a. URL: http://www.livemeeting.com/cc/tata b. User Name = Your Tata Communications Client ID found on

your conferencing confirmation e-mailc. Password = Your Tata Communications Web Password found

on your conferencing confirmation e-mail


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4. To schedule a Live Meeting click on Schedule a Live Meeting. Thiswill open up a normal calendar invite and populate the webinformation into it.

5. Complete the calendar invite as per normal enter the e-mail addressof the participants, subject and location.

6. If you wish to assign Presenters for your meeting click onAttendees/Presenters in the Calendar Invite to do so


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7. To set or change your meeting options including your audioinformation click on Meeting Options in the Calendar Invite.

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System Requirements

Click this link for System Requirements: http://office.microsoft.com/en-gb/livemeeting/HA102415191033.aspx

Further Information

For further information, please contact your Account Manager or the TataCommunications Customer Service team on the following numbers:

India 0008001007188Brussels +32 (0)2 789 8660Paris +33 (0)1 70 99 46 61Frankfurt +49 (0)69 71044 5448Dublin +353 (0)1 4860879Milan +39 023 041 0373Amsterdam +31 (0)20 794 8452Stockholm +46 (0)8 5051 3646Geneva +41 (0)22 592 7703Sydney +61 (0)2 8023 8350Hong Kong +852 3071 4775Tokyo +81 (0)3 5767 4443New York +1 914 400 0683

You can e-mail us at [email protected]

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Live Meeting 2007 User Guide

Documents

Transcript of Live Meeting 2007 User Guide