E-Meeting tools. Pablo Andrés Palacios IT Support TSB EWM

Transcription

1 ITU-T Rapporteur and Editor Tutorial (Geneva, November 2011 ) E-Meeting tools Pablo Andrés Palacios IT Support TSB EWM Geneva, Nov 2011

2 Outline What is GoToMeeting? ITU-T e-meeting facilities Setting up a GoToMeeting Joining a GoToMeeting Organizer role overview Passing the role to an attendee Tips for using GoToMeeting with VoIP Additional material Downloading and installing GoToMeeting Template example for an e-meeting invitation 2

3 What is GoToMeeting? GoToMeeting is a Web conferencing tool that allows you to meet, to collaborate on documents and to present information online (See attached Additional Material on Downloading and Installing GoToMeeting) 3

4 ITU-T e-meeting facilities Sharing Information GoToMeeting (Less than 26 attendees) GoToWebinar (Up to 1000 attendees) Audio Connection VoIP (for online meetings only) ITU audio conferencing service (In ITU or when requested) Audio option could be either VoIP or ITU audio conferencing service, but not simultaneously. 4

5 Setting up a GoToMeeting In order to set up a meeting is necessary to have the following information: Meeting Date Meeting time The convener s name and address Is the meeting only online or is a room in ITU required Audio options: either GoToMeeting VoIP or ITU audio conferencing service Trainings could be done by request See attached Additional Material for example of a Template for an e-meeting invitation 5

6 Joining to a GoToMeeting It does not require pre-registration or configuration: invitation: Click to the link provided in the , and then click execute to join a meeting Through the web page In the top-right click the button Join a Meeting, then enter the Meeting ID you received from the organizer If you have installed GoToMeeting : Right-click the GoToMeeting system tray icon and select Join a Meeting To join a meeting: The meeting password provided by your meeting organizer Your name and your address and then click OK 6

7 Organizer role overview Schedule and host meetings, grant and revoke attendee privileges and inviting/dismissing attendees Organizer must start/end the e-meeting as the meeting host Once a meeting starts, organizer becomes the meeting presenter, and during the meeting this role can be assigned to other attendees 7

8 Passing the role to an attendee Once the e-meeting has started, right click on the name of the attendee who is going to be the presenter Choose the option Make Presenter If necessary, you can give the role of organizer to an attendee: just select the attendee name, right click and choose the option Make Organizer 8

9 Tips for using GoToMeeting with VoIP Test your Mic &Speakers: Select your audio devices in Audio pane of the Control Panel. When it is connected right, the sound meters light up green. Microphone Speak to your mic, the meter lights up green Speakers - Select a device from drop-down menu. The meter will light up green and you will hear an audio track. If it does not, review the device configuration and repeat the test. Note: It is not recommended use Laptop built-in microphone and speakers because of the very poor audio quality. It is recommended use USB headset. 9

10 Questions? Thank you for your attention Further Information: eting/ e_meeting 10

11 Additional Material Downloading and installing GoToMeeting Example of a Template for an e- meeting invitation 11

12 Installing GoToMeeting Download the application from the web page in the bottom of the page choose: Download GoToMeeting (for customers) Then choose the option: Manually download the software Install the software For PC users, the GoToMeeting icon appears at the bottom-right of your screen in the system tray and is ready for use Set your Preferences by right click on the icon tray. In option integrations you can link GoToMeeting to outlook and other applications 12

13 Template example for E-Meeting Invitation The GoToMeeting is arranged as you required: [e-meeting Link] Meeting Title: Test Meeting Date: November, 29th, h00 to 17h00 (CET) Meeting ID: Meeting Conveners: name ( ), name ( ) Join the conference call: Tel number: Conference PIN Number: 3215 Audio conference call options: Option 1: Participants will dial in and will pay for the call to the Swiss telephone number provided. You will be asked to enter the conference pin number, provide your name and then you are connected to the audio conference. Option 2: Participants dial in and then request the system to call them. You will be asked to enter the conference pin number, provide your name and then you are connected to the audio conference. Participants will pay for the short initial call to a Swiss telephone number and ITU will pay for the rest. Very Important! For Option 2, participants should provide a direct telephone line or a local number in case they are calling from a trunk line. The participant should also provide the full telephone numbers including the country code preceded by 00. For example, 0081 for a telephone number in Japan. Note: For more information, please read the following: 13