Live Meeting Fundamentals

Transcription

1 Live Meeting 2008 Fundamentals

2 Overview Microsoft Office Live Meeting is a hosted Web conferencing service that connects and engages audiences in online meetings, training, and events through a reliable, enterprise-class hosted service. USANA recognizes the benefits of prospecting and marketing with the added advantage of technology and wants to empower our associates with these tools and technologies allowing them to effectively build their business at a fraction of the cost and without the hassle of travel.

3 10 reasons to use Live Meeting Travel less - Communicating and collaborating online and in real time means you don't need to leave your desk to conduct effective meetings with others. Save time and money by meeting online and avoid all the hassles of business travel. Increase productivity - Spend your time wisely and avoid downtime associated with getting to and from your meetings. You can meet more frequently with customers, colleagues, and business partners, thereby increasing your business output in the same amount of time. Reduce costs - By conducting online meetings, online training, and online events, Live Meeting offers an impressive return on your investment over the cost of conducting business face-to-face. Be efficient - A customizable rich client and a Web client for remote attendee flexibility ensures an efficient user experience, effective collaboration, and a focus on the meeting content at-hand. Conduct trainings and large events - Live Meeting supports a diverse set of circumstances ranging from a spontaneous meeting between two people working on a document, to large-scale training and events with hundreds or even thousands of participants. Deeply engage your audience - Deliver more immersive presentations that bring together multiple communication channels including live and recorded video, chat, slide and application sharing, VoIP and PSTN audio, and audience feedback tools. Get more value from your meetings even after you're done - With Live Meeting, participants can record meetings or training events in high fidelity and store them locally or on the service. These recordings become training assets that can be viewed by the rest of the organization at their convenience. Collaborate in real time - Share, collaborate, and discuss your projects in real time. Windows of opportunity are short, and you can t t afford to wait for everyone to be in the same place, at the same time. Make critical decisions quickly, with all the stakeholders, regardless of geography. Simplify administration and deployment - Whether you are a company with 5 employees or 50,000, you can easily enable everyone in your organization to conduct effective online meetings. With a variety of administration tools, you can comply with corporate policies and easily manage users of the Live Meeting service. Count on a trusted, reliable service - With a proven track record and a focus on scalability and reliability, Live Meeting enables you to conduct your online meetings, training, and events at a moment's notice.

4 Autoship Once you understand the benefits of using Live Meeting, simply add Live Meeting Web Conferencing to your Autoship and it will be added to your USANA.com homepage automatically.

5 Installing Live Meeting Log into your USANA.com homepage. Click on Income Maximizer then Web Conferencing, and then click on Click here to go to Live Meeting.

6 USANA Live Meeting Configuration Page Your configuration page allows you to view and manage meeting information and configure preferences. Clicking meet now will launch the Microsoft Live Meeting console.

7 Installation Before you join a meeting for the first time, you should check whether the Microsoft Office Live Meeting client is installed on your computer by clicking Start,, clicking All Programs,, and then looking in the program list for Microsoft Office Live Meeting If not, you will be asked to download and install a program file when you start your meeting. There are many ways to do this, for now simply click on Meet now.. Run the program and Live Meeting will launch.

8 Attendees / Presenters Presenters have the ability to upload and share content as well as configure preferences and settings. Attendees are only able to view and annotate content by default. Attendees are sent an invitation which brings them directly in to your Live Meeting once the Live Meeting software is installed.

9 Schedule a Live Meeting Login to Live Meeting. Under Meet,, click Schedule Meeting. In the Attendees text box, enter the addresses for your invitees, separating each address with a semi-colon. In the Presenters text box, enter the addresses for people whom you want to be able to present in the meeting. In the Subject text box, type a description of your meeting. Adjust the Start and End dates and times as appropriate. In the Audio drop-down box, choose the type of audio for your meeting. If you intend to use a telephone conferencing service, click Meeting Options,, click Audio,, and then enter the conferencing provider information. Click OK. To set other meeting options, click Meeting Options.. For details about each setting, at the top of the page, click Help.

10 The default Live Meeting Console shown here can be customized by clicking the file menu items and dragging and dropping them onto the left, right or bottom of the screen like so

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12 The file menu allows you to access the features and options available in live meeting. They are conveniently tucked out of the way so that you can focus on your presentation and media. The File Menu

13 Presenting Content To display a presentation or a document to attendees Click Content,, click Share,, and then click Upload File (View Only). Navigate to the file you want to add. Click Open.. The Upload File (View Only) dialog box appears, stating that files may be scanned for viruses. Click Continue. Microsoft Office Live Meeting converts the file to the Live Meeting format and adds it to the Content list. The first file you upload automatically displays to the other meeting participants.

14 Show and Share Applications Live Meeting provides several ways to share applications. When sharing your desktop or a selected area of your desktop, the applications to be shared must be open. To share and exchange control of an application with a meeting participant To share an application in the meeting client, click the Content pane, click Share, click Share a Program,, and then select a file to share. To give control of the application to a participant, click the Share Control icon. In the Give Control dialog box, select a participant s s name, click OK,, and then, in the Give Control dialog box, click Yes. To take control, the attendee clicks OK in the Microsoft Office Live Meeting dialog box. Click the Share Control icon to continue sharing and take control back from the participant, or choose another participant with whom to share control. Click the End sharing and return to Live Meeting icon to finish sharing and return to the presenter meeting client. To share your entire desktop or a selected area on your computer, in the Content pane, click Share,, click Share Your Desktop,, and then select All to share your entire desktop or select Selected Area to share a selected area on your computer.

15 More Content To create a whiteboard Click Content,, click Share,, and then click Whiteboard. When the Whiteboard opens, click the drawing and text tools at the bottom of the window to create content. To create a text page Click Content,, click Share,, and then click Text Page. When the text page opens, type your text. To create a poll Click Content,, click Share,, and then click Poll Page. In the Create Poll dialog box, type a question, and then type labels for each choice. Click OK. To share a Web page Click Content,, click Share,, and then click Web Page. In the New Web Page dialog box, type the URL for the Web page to which you want to point attendees. Click Verify Web Page.. The Web Page Check dialog box appears. If the Web page displays correctly, click Create Web Page. To share a snapshot of a portion of your screen Click Content,, click Share,, and then click Screen Snapshot.

16 Questions and Answers Presenters can use the Q&A pane to review and respond to attendee questions. The Q&A pane identifies the person who asked the question and the time that the question was posted. You can view, print, and save a log of all questions that have been asked during the meeting, along with any answers provided. To display the Q&A pane In the command bar, click Q&A.. The Q&A pane appears with a list of all questions received from attendees. To answer a question for all attendees In the Q&A pane, click the Manage tab. Click the question that you want to answer. In the answer box, enter your response, and then click Reply to All.. The question appears with your answer in the Q&A pane of every meeting participant. To answer a question privately In Q&A pane, click the Manage tab. Click the question that you want to answer. In the answer box, enter your response, and then click Reply Privately.. The question appears with your answer in the Q&A pane of the person who asked the question.

17 Audio and Video Depending on how the meeting organizer has set up the meeting, you can communicate with the other attendees either through your computer or through a telephone conference call. You can also connect a webcam to your computer so that other attendees can see you. In the e- mail invitation, read the Audio Information section to find out whether the meeting uses computer audio or telephone conferencing. If the meeting uses Computer Audio,, you can connect to the meeting and use your computer s s speakers and a microphone, or you can use a headset with a microphone. If the meeting uses Telephone Conferencing,, you can use your telephone to dial into the conferencing service. Audio is enabled by default.

18 Hybrid Audio Hybrid Conference calls use both Telephone and Computer Audio. To enable Hybrid Audio you will need to schedule a new meeting. Click Meeting Options and then Audio to bring up the hybrid audio options. Audio must be set to Telephone and Computer Audio Conferencing. Use the Conferencing provider of your choice, if they are not listed, choose Other Computer and Telephone audio supported. Enter your conference provider s s information correctly in the boxes provided for phone number, participant and leader code and additional dialing keys. Your conference provider will be able to provide you with this information. Once the Conference call is initiated, open the Live Meeting and click voice and video. Select options and click connect Telephone and computer audio.

19 Record your meeting Record Your Meeting To record a meeting Before recording your meeting, in the Recording pane, click Options to access the Personal Recording Options dialog box. Choose where you want to save your recording and what you want to record. To record your meeting, in the Recording pane, click Record. To save your recording, click the Stop icon, and choose Save Recording. To check the status of your recording, click Start,, click All Programs,, click Microsoft Office Live Meeting 2008,, and then click Microsoft Office Live Meeting Recording Manager.