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2 Table of Contents Invite to Meetings... 2 Reject Meeting Invite Messages... 3 Exiting a Meeting... 4 Via the Meeting menu... 4 Via right-clicking on the Connect icon... 4 Meeting Options... 5 Basic Meeting Options... 5 Change Meeting Default Video Layout... 6 Scheduling Meetings... 6 Scheduler Meeting Options... 7 Sending Invitation... 8 Adding Meetings to Calendar

3 Managing Meetings Invite to Meetings Learn in this section how to invite a contact to a meeting. 1. Select a user in the Contacts list, click the video icon and then click Invite The Meeting Invitation will appear and will look like this: Note: Check the box if you want to close automatically the Meeting Invitation Window after all invitations is complete. 2. Meanwhile, the invited contact will receive the following invitation: If the user accepts, he will join the meeting If the user does not accept, a timeout or an away message will appear. See next section to create Reject meeting invite messages If the invitation is missed, the invited contact will be notified with a missed invitation. 2

4 If the remote user clicks on the link, the recent meetings window will appear so the user can join the meeting once available Reject Meeting Invite Messages Learn about rejecting a Meeting Invite and how to create Invitation replies. 1. Go to Tools > Options > Messaging. The Invitation Replies panel will look like this: 2. Enter your reply and click Add 3. Click the Save button to save your new settings or Cancel to exit the Options page without saving your changes 4. Next time you receive a meeting invite and you are unable to accept, select the new rejection reply and click the Reply button as shown below: 3

5 The remote user will see the new reply as the reason for the meeting invite being rejected. Exit a Meeting Learn how to exit a meeting in this section. 1. Join a new meeting. See section about Joining a Meeting 2. While in a meeting, just click on the Exit icon as shown below: OneScreen TM Connect will exit the meeting. All video windows will be closed and the user interface will return to the Contacts window. Note: You can also exit a meeting in two more ways listed below: Via the Meeting menu Click Meeting > Exit Meeting in the main OneScreen TM Connect window. Via right-clicking on the OneScreen TM Connect icon You can also exit the meeting if you right-click on the OneScreen TM Connect icon in the systray as shown below and choosing Exit Meeting: 4

6 Meeting Options Learn in this section about configuring your Meeting Options. For example, you can set your Status to be Away after some time or you can configure OneScreen TM Connect to be prompt before receiving invites or when you exit a meeting. Basic Meeting Options 1. In the main Connect window, go to Tools > Options > Meeting. The meeting panel will load and will looks like this: 2. Check options to perform any action listed below: Set a default Join Mode: By default, it is set to Conference. See the different modes section for more details Change status to idle: specify the time (in minutes) that must elapse, without user input (i.e., no mouse/keyboard activity) before OneScreen TM Connect will set your current status as Idle Notify yourself before a scheduled meeting start: specify the time (in minutes) to receive a scheduled meeting notification Automatically accept meeting invitations: OneScreen TM Connect canbe configured to automatically join meetings when you receive meeting invitations. This option may be useful for room node systems where meeting participants may not always be able to manually reply to a meeting request from other nodes Automatically exit empty meetings: OneScreen TM Connect can be configured to automatically exit a meeting if it is empty after five minutes Automatically extend active meetings: OneScreen TM Connect can be configured to automatically extend your meeting if it is still active Prompt before invite: this option can be activated if you would like to receive a notification when you invite a user to a meeting Prompt before exiting meeting: choose this option if you want OneScreen TM Connect to prompt you before exiting a meeting 5

7 Share PowerPoint presentation automatically: this option will automatically share PowerPoint presentation with the meeting participants 3. Click the Save button to save your new settings or Cancel to exit the Options page without saving the settings Change Meeting Default Video Layout Learn in this section how to configure your Meeting Video Layout: 1. In the main OneScreen TM Connect window, go to Tools > Options > Video. The meeting panel will be loaded and looks like this: 2. Select the Default Video Layout based on your preferences. By default, Connect set it to Medium. Your video windows will have a Medium size. If you set it to Small, your video windows will be resized to Small. Note: You can also change your Video layout while in a meeting. Simply go to Tools > Video Layout and choose between Small Grid and Medium Grid. 3. You can check the box Video windows stay on top, if you want your videos to stay on top even if you have other applications windows available on your desktop Scheduling Meetings Learn in this section how to schedule a new meeting with no changed options. 1. Click the Meetings icon in the main OneScreen TM Connect window. Go to the Scheduled section and click the + button 2. On the scheduler window, type the string test meeting in the Subject field. Leave all the default settings as shown below: 6

8 3. Click the Save button. A meeting will be created and its information will appear at the top of the Meeting Scheduler window as show below: Note: Right-click on the scheduled meeting to access the full menu to edit or delete it. Scheduler Meeting Options Learn about scheduling a new meeting with changed options in this section 1. Click the Meetings icon in the main Connect window 2. Go to the Scheduled section and click the + button 3. Go to the Options tab. The following diagram will describe each option: 7

9 4. Click the Save button to save your new settings or Cancel to exit the Options page without saving your settings Sending Invitation Learn how to create an invitation for a scheduled meeting 1. Use the test meeting created in Scheduling a New Meeting 2. Select the meeting line to highlight it and right click to open the context menu 3. Click the button as shown on the next page: 4. The user s client should create a new that will look like this: 8

10 The body contains: When start time of the meeting Add to calendar link Join the meeting link Attend by phone information Meeting ID, you would need to use the Meeting ID if you join the meeting by the phone or on Connect you can enter meeting ID in Join Meeting to attend the scheduled meeting. See the document about Joining Meetings for more details Adding Meetings to Calendar Learn how to add a scheduled meeting to your calendar 1. Use the test meeting created in Scheduling a New Meeting 2. Select the meeting line to highlight it and right-click to open the context menu. Click the Calendar button 3. igmeeting.ics file will be downloaded via the user's default web browser 9

11 4. Once download is complete, double-click on the.ics file and save it to your calendar as shown above 10