AnyMeeting Instructions

Transcription

1 AnyMeeting Instructions AnyMeeting is a FREE video conferencing service that allows up to 200 participants in a meeting, by invitation. It is supported by advertising, which will be displayed on screen, at the right edge of the meeting area. (The ads seem innocuous, aimed at businesses, and they can be hidden 1.) AnyMeeting allows you to: Talk (via microphone or telephone) Chat Share screen content Share YouTube videos for simultaneous viewing Share PowerPoint presentations and PDF files Take quick polls among participants and share the results Show what s on participants webcams (webcams are optional). You can NOT record meetings with a free account 2. For the instructor Instructions that you can give to students or modify for your class are at the end of this document Computer Needs PC or Mac, desktop or laptop (Smart phones and tablets don t appear to work.) Internet access, the higher the speed, the better A browser o Windows PC: Firefox, Internet Explorer, Chrome, or Safari o Mac: Safari seems to work best Adobe Flash (free download from ) 3. Audio: o Strongly recommended: A headset with a microphone o or microphone and speakers 1 The browser add-on, AdBlock Plus, seems to do a nice job of blocking the ads from view. You can install it through your browser s add-on or plug-in tool selection option. 2 Making and storing recordings was a free feature in the past, and you may see it mentioned on the AnyMeeting site. UNM-LA does not support or pay for paid accounts. 3 Deselect the optional offer (Chrome, Google Toolbar, McAfee, etc.) checkbox unless you want additional software installed too.) T-AnyMeeting Instructions-v1.1.docx 3/8/ of 18

2 o or a telephone 4 for audio to call in while watching screen (You can also chat without audio, via typing, and still see and share your screen with attendees.) Optional: a webcam Sign up for an account 1. Go to Click on the FREE button (up to 200 attendees, with ads) 2. Sign up: Register independently with a username and password (recommended; the others will want access to your contacts list), Google, or Facebook. 3. SAVE the information that is displayed your meeting URL, your free conference call number, presenter access code, and guest access code, along with your login and password information. 4. You must agree to Terms of Service. NOTE: you get ONE meeting address per registration, where ALL of your meetings are hosted. A 1 will be added at the end of your login name. It will look like 5. In setting up your profile (part of the registration process), the Time zone is UTC7 Mountain time. 6. You will be asked if you want to upgrade to a paid-for service without ads. Select NO unless you wish to pay for the service on your own. UNM-LA cannot pay for a subscription. 7. You will be asked to install a Screen Sharing Plugin, which allows you to share your screen with other participants. You need to be an Administrator on your computer to do this. Click on the Install arrow. This will download it. You will be guided through the installation steps, which will vary, depending on your browser. If you missed this step, you can install the plugin later from this screen: OPTIONAL: You can schedule and launch meetings from inside Microsoft Outlook. Download from this page: (This feature is not required to use the service.) 8. You will see something like this box. Access codes are required only for people who phone into the meeting. Your Meeting URL Your Public Profile Click here to create your profile Your Free Conference Call Phone Number: Presenter Access Code: Guest Access Code: Voice over IP services like Vonage, Magic Jack, or Skype may not work these have not been tested. T-AnyMeeting Instructions-v1.1.docx 3/8/ of 18

3 9. At this point, you will be given the option to Start a Meeting or Schedule a Meeting. See the next section. And watch the introductory video on this page. Setting up a meeting After you have set up an account, or after you have logged in, you can start a meeting immediately or you can schedule a meeting for the future. You will normally see buttons for Start a Meeting Now and Schedule a Meeting immediately upon logging in. If you are already logged in, go to step 2, below. 1. Login. Go to and login with your AnyMeeting username and password. Use the green Login button in the upper right of the screen it may be hidden behind a black Google Analytics popup window. If it is hidden, click anywhere inside the black window to remove the black window. 2. To start a meeting immediately: click on Start a Meeting. a. You will be asked for i. a title for the meeting, ii. a list of attendees addresses (not required; you can also invite attendees from inside an meeting that has started), and iii. an optional message to your invited attendees. Decide on whether everyone can talk or only presenters can talk and click the radio button (you can change this inside the meeting). b. Click on Start Meeting. c. You will be given the link for the meeting, which will always be the link shown in step 8, above (like and attendees you have invited will receive an invitation via (you provided the addresses above). Note that i. You can also invite ( ) attendees from inside the meeting itself. ii. You can also send attendees a link to the meeting, and they can join by clicking on or going to the link in their browser. d. You ll be asked to provide your name and your address, and then click on Join the Meeting. i. Your download and upload speeds will be tested, and if any problems are found, they will be mentioned. ii. You ll see a screen asking if you want to use your computer or a telephone for audio. iii. You ll see a screen containing tips For Best Results: iv. You ll be asked to allow Adobe Flash Player to access your camera and microphone; click on Allow if you want to use these during the meeting, and then click on Close. T-AnyMeeting Instructions-v1.1.docx 3/8/ of 18

4 v. Finally, you ll be taken into the meeting screen. e. Your meeting screen will open showing the title of your meeting in the center. Screen contents and controls are described below. 3. To schedule a meeting: Click on Schedule Meeting. Ignore any ads you may see on the page that comes up. a. You will be asked for i. a title for the meeting, ii. date and time of the meeting iii. a list of attendees addresses (You can also invite attendees from within the meeting, after it has started.) iv. subject and an optional message to your invited attendees. Decide on whether everyone can talk or only presenters can talk and click the radio button and whether to display an attendee list (you can change these inside the meeting). b. Click on Schedule Meeting Now. c. You will be given the choice of seeing Go to Meeting Details or Go to Account Manager. From either screen, you can start the meeting immediately, if you like. d. You will be given a link for the meeting, which will always be the link shown in step 8, above (like and attendees you have invited will receive an invitation via (you provided the addresses above). i. You can also invite ( ) attendees from inside the meeting itself. ii. You can also send attendees a link to the meeting, and they can join by clicking on or going to the link from their browser. T-AnyMeeting Instructions-v1.1.docx 3/8/ of 18

5 4. To start a meeting: It s a good idea for the meeting owner to start a meeting a few minutes in advance, to make sure that everything is in order and to set up any screens that you want to share. You can start a meeting by logging in, as described in step 1 above. When you login, you ll see all the meetings that you ve scheduled, and you can start any of these early. You can also start a new meeting from the login screen. After you click on Start Meeting, you will see a screen showing your connection speed, a screen allowing you to choose your audio (computer or telephone), and a screen with some hints for best results. (You will see these screens every time you enter a meeting.) You will be asked to allow Adobe Flash to access your camera and microphone. See 2d, above. When you start a meeting, your meeting screen will open showing the title of your meeting in the center. Controls for the meeting are described under Meeting Screen and Controls, below. BUG and workaround it looks like your meeting started and then kicked you out immediately. It didn t - you can still get into your meeting. This is a problem seen in Firefox on Windows 7. Not seen (so far) in other browsers. If you click on a link to a meeting, you should be immediately taken into a meeting and see series of screens as described in 2d above, ending with one looking something like this: But sometimes it looks like you re being taken to the meeting, and suddenly you see a meeting-ended screen that says, You just attended an AnyMeeting, something like this: T-AnyMeeting Instructions-v1.1.docx 3/8/ of 18

6 You weren t kicked out of the meeting; the end of meeting screen popped up at the wrong time. Your meeting is still available. If you look at the Windows taskbar, you should see double Firefox tabs, that look like this: (there s a second tab hidden behind the top one) or like this:. If If you hover the mouse pointer over either of these tabs, you ll see two small windows click on the one that has the name of your meeting, e.g., Test meeting 7 here. The window may look empty click on it anyhow. That should take you to the screen that asks you to choose your audio, and then into the meeting. Meeting Screen and Controls Roles: definitions - see below for more information Host the person who sets up the meeting and normally controls the screen Attendees people attending the meeting, who can see the screen and hear the conversation Presenter Attendee who temporarily controls the screen, when given permission by the host Meeting Controls appear at the top of the Host s screen. ** means that attendees have this button too. *P* means that an attendee who is temporarily designated as Presenter has this button too. ** ** *P* ** T-AnyMeeting Instructions-v1.1.docx 3/8/ of 18

7 Meeting Options: Clicking on this brings up advanced meeting options. Click on one of the mode buttons to change it (Discussion Mode is default). The host can also lock the meeting and enable entry/exit noises (dings) here. These options can be changed during a meeting. Click on Close to remove the options window. Invite others: A screen pops up that allows you to paste in addresses separated by commas, or type them in and add a note. This sends an invitation immediately. Recipients will receive a link that they can click to join the meeting. Or you can send them the link to the meeting; the link is also shown on the Invite screen. You can also invite others in advance, and tell them to join the meeting at a designated time. Record This is a Pro feature. You can t use this without a paid account. Sorry. **Cam Click to turn the WebCam on and off (if you have one not required). T-AnyMeeting Instructions-v1.1.docx 3/8/ of 18

8 **Mic Click to activate or mute the microphone. This also brings up other audio options and the option to use a telephone. Clicking on Switch to Telephone will bring up the phone number and access codes for this meeting. Audio options allows setting sound level on mic. and speakers. *P* Share Share options: This control allows the host/presenter to control the screen, show YouTube video, show PowerPoint and PDF documents, or run a quick poll. Although normally associated with the Host, these sharing functions are also available for the Presenter to use (see below). Screen YouTube video PowerPoint or pdf quick poll Screen: This button shares your entire screen make sure you don t have anything showing that you don t want others to see (e.g., your desktop background, an message, etc.)! You will get an option to select high or lower quality screen sharing. High quality takes longer to appear and refresh on participants screens, but it is easier to read text. The high-quality option needs a high-speed internet connection to operate properly. YouTube: copy and paste the link to the YouTube video you want to share. There is no built-in search provided, so you will need to find the link in advance or by using a different browser window. PowerPoint or PDF: This option will show an Upload button when clicked. Click on the Upload button and a window will open on your computer s file system. Only PowerPoint and pdf files will appear as selections. Select the ppt, pptx, or pdf file you wish to share and click OK or Open to complete your selection. If you need to show another type of file, use Screen and bring it up on the shared screen. Poll: This option allows you to create a 4-option poll on the fly. Results from the poll are collected from participants and displayed to attendees. **My Mood (and quick answers to questions) This option gives participants the options to set a mood. Moods are, I m Fine, Raise Hand, Yes, and No. This is an easy way for attendees to let the presenter know that T-AnyMeeting Instructions-v1.1.docx 3/8/ of 18

9 they have questions, by turning on an icon next to the attendee s name (see below). I m Fine turns off the other three selections. End Meeting This ends the meeting and logs all participants out. If you provide a URL the participants browser will be redirected to that web address after the meeting ends. **Help This option opens help materials in a new window. Attendees List Meeting participants are listed under Attendees, on the left: By hovering over the name of a participant, you (The Host) will see icons that you can click to either promote that person to Presenter (and give over control of the screen) or disconnect that person from the meeting. The Presenter moves to the top of the list of attendees. The Presenter now also has the Share controls available to use (see above). The Host can demote the Presenter back to attendee status by hovering over the presenter s name and clicking on the demote icon that appears. T-AnyMeeting Instructions-v1.1.docx 3/8/ of 18

10 Communications: The Host controls communications. The Host sets up the Meeting Options (Discussion, Q&A, or Listen- Only mode, done from the Meeting Options control). Discussion Mode all participants are unmuted can be chaotic and echoes may result Q&A Mode participants are normally muted but they can unmute themselves Listen-Only Mode participants are unmuted only by Presenters, and they ask for recognition by raising a hand under My Mood. It s STRONGLY recommended that you use Q&A mode, and that attendees mute their microphones when they are not talking. People can also communicate via Chat, typing messages while the presentation is being made. The Presenter(s) control the content of the chat window, via icons in the green Chat bar. Hover over each icon to see its function. Attendees can type and see messages here, and they can choose whether to send to everyone or send to presenters only; the presenters can also enable private chat between attendees. Help and More Information: Video Guides can be found here: Recommendations and tips: 1. Product information recommends that AnyMeeting works best with wired connections to the internet, because of packet loss in wireless. This is most important if the user is a presenter. T-AnyMeeting Instructions-v1.1.docx 3/8/ of 18

11 2. Minimize the number of programs running in background, particularly those that are also using an internet connection (e.g., YouTube videos, other chat software, online games, etc.). 3. Check your upload speed it needs to be high if you re presenting, at least 450 kb/sec or higher. You can check your internet speed here: 4. Test the stability of your internet connection here : 5. If you re having a problem making a connection to AnyMeeting, try opening firewall ports 80 and 1935, in order to reach the servers for the conference. 6. When you are presented with a list of options, such as polls that have been created or presentations that have been uploaded, make sure you click on the one you want (select it) before proceeding. 7. If the Host accidentally gets dropped from the meeting, login again to rejoin it. If an attendee gets dropped, the attendee just needs to click on the link to the meeting location to rejoin. 8. Provide a trouble phone number, such as your desk or cell phone number, that participants can call in case they can t see or hear the meeting, and can t get your attention. 9. If one or more of your students will be assigned the role of Presenter, hold an online meeting with them in advance of the presentation to make sure they understand how to use the Presenter controls. See If you are presenting anything from your computer at the meeting, at the end of the Student section, below. T-AnyMeeting Instructions-v1.1.docx 3/8/ of 18

12 For the Student AnyMeeting is a FREE video conferencing service that allows up to 200 participants in a meeting, by invitation. It is supported by advertising, which will be displayed on screen, at the right side of the meeting area. (The ads seem innocuous, aimed at businesses, and they can be hidden 5.) AnyMeeting allows you to: Talk (via microphone or telephone) Chat Share screen content Share YouTube videos for simultaneous viewing Share PowerPoint presentations and PDF files Take quick polls among participants and share the results Show what s on participants webcams (webcams are optional). Computer Needs PC or Mac, desktop or laptop (Smart phones and tablets don t appear to work.) Internet access, the higher the speed, the better A browser o Windows PC: Firefox, Internet Explorer, Chrome, or Safari o Mac: Safari seems to work best Adobe Flash (free download from ) 6. Audio: o Strongly recommended: A headset with a microphone o or microphone and speakers o or a telephone 7 for audio to call in while watching screen (You can also chat without audio, via typing, and still see the screen or share your screen with other attendees.) Optional: a webcam To join a meeting: Your instructor will give you with a link to the meeting. It will look something like this: 5 The browser add-on, AdBlock Plus, seems to do a nice job of blocking the ads from view. You can install it through your browser s add-on or plug-in tool selection option. 6 Deselect the Google Drive (Chrome, Google Toolbar, etc.) checkbox unless you want additional software installed too. This means that AnyMeeting is unlikely to work on a mobile device, except for voice-only communications.) 7 Voice over IP services like Vonage, Magic Jack, or Skype may not work these have not been tested at UNM-LA. Check them before you attempt to use them. T-AnyMeeting Instructions-v1.1.docx 3/8/ of 18

13 Click on the link your instructor gives you or type it in your browser s address bar. This will take you to the meeting. (You might also receive the link via an invitation from anymeeting.com.) Instructions for you to join the meeting will be provided on screen. Ignore the advertisement s. a. You ll be asked to provide your name and your address, and then click on Join the Meeting. b. Your download and upload speeds will be tested, and if any problems are found, they will be mentioned. c. You ll see a screen asking if you want to use your computer or a telephone for audio. d. You ll see a screen containing tips For Best Results: e. You ll be asked to allow Adobe Flash Player to access your camera and microphone; click on Allow if you want to use these during the meeting, and then click on Close. f. Finally, your meeting screen will open showing the title of your meeting in the center. BUG and workaround it looks like your meeting started and then kicked you out immediately. It didn t - you can still get into your meeting. This is a problem seen in Firefox on Windows 7. Not seen (so far) in other browsers. If you click on a link to a meeting, you should be immediately taken into a meeting and see series of screens as described in steps a-f above, ending with one looking something like this: T-AnyMeeting Instructions-v1.1.docx 3/8/ of 18

14 But sometimes it looks like you re being taken to the meeting, and suddenly you see a meeting-ended screen that says, You just attended an AnyMeeting, something like this: You weren t kicked out of the meeting; the end of meeting screen popped up at the wrong time. Your meeting is still available. If you look at the Windows taskbar, you should see double Firefox tabs, that look like this: (there s a second tab hidden behind the top one) or like this:. If If you hover the mouse pointer over either of these tabs, you ll see two small windows click on the one that has the name of your meeting, e.g., Test meeting 7 here. T-AnyMeeting Instructions-v1.1.docx 3/8/ of 18

15 The window may look empty click on it anyhow. That should take you to the screen that asks you to choose your audio, and then into the meeting. What You Will See On the Meeting Screen When you enter a meeting, the central area of the meeting window will show the main content of the meeting. You may also see head shots of other participants, from their webcams (optional). On the left, you will see a list of attendees (if the instructor displays them) and a Chat area, where you can type messages and see messages from other attendees. Menu of Controls Section on top of screen At the top center of the screen, you will see controls for Cam, Mic, and My Mood, and Help on the upper right: These are used as follows: Cam Click to turn the webcam on and off (if you have one it s not required). Mic T-AnyMeeting Instructions-v1.1.docx 3/8/ of 18

16 My Mood Click to activate or mute the microphone. Clicking also shows other audio options and the option to use a telephone, including the phone number to call and access codes for the meeting. Audio options also allows setting the sound level on microphone and speakers/headset. STRONGLY RECOMMENDED: Mute your microphone when you are not talking. Click My Mood: if you want to ask a question or make a comment, or if you want to signal agreement or disagreement. Clicking it brings up four buttons. The hand, yes, and no show up next to your name in the Attendees list (see below). I m Fine turns off the other signals you ve given. Help Click on this option to open AnyMeeting help materials in a new window. Attendees Section on left side of screen Meeting attendees are listed in a box on the left of the screen, unless your instructor has elected not to share this list. Raised hand, Yes, and No show up next to your name (see My Mood, above). Chat Section on left side of screen You can chat by typing in the chat section, if you wish to communicate on the side, or if you do not have a microphone or telephone connection. If you wish to get the attention of your instructor or the presenter, click on My Mood Raise Hand. Tips for attendees: 1. Use a headset with a microphone to minimize feedback between microphone and speakers. If you have speakers, try to separate them from the microphone. 2. Mute your microphone when you are not talking. 3. Use My Mood to signal when you want to ask a question or talk raise your hand. (If you re just having a 2-person conversation, this may not be necessary.) T-AnyMeeting Instructions-v1.1.docx 3/8/ of 18

17 4. Close as many other programs on your computer as you can, especially those that access the internet. This will speed up display of information on your computer. 5. Let your instructor know (speak or raise your hand) if you are having difficulty seeing or hearing. If your instructor has provided a trouble phone number, call it if you can t get his/her attention through the meeting. If you are presenting anything from your computer at the meeting: You can skip this section if you will not be presenting any of your work on screen at a meeting. Normally, the instructor will show the contents of his/her desktop or another file, but you may need or want to show what s on your computer instead. If so, the instructor will assign you to the role of Presenter, which allows you to take control of what appears on the screen. When that happens, you will see an additional control at the top of your screen, called Share. Share Share options: This control allows the host/presenter to control the screen, YouTube video, PowerPoint and PDF documents, or run a quick poll. Although normally associated with the Host (instructor), it s also available for the Presenter to use (see below). When you click on Share, you ll see four options: Screen YouTube video PowerPoint or pdf quick poll Screen: This button shares your entire screen make sure you don t have anything showing that you don t want others to see (e.g., your desktop background, an message, etc.)! You will get an option to select high or lower quality screen sharing. High quality takes longer to appear and refresh on participants screens, but it is easier to read text. You need to have a high-speed internet connection for the high-quality option to operate properly. YouTube: copy and paste the link to the YouTube video you want to share. There is no built-in search provided, so you will need to find the link in advance or by using a different browser window. PowerPoint or PDF: This option will show an Upload button when clicked. Click on the Upload button and a window will open on your computer s file system. Only PowerPoint (ppt and pptx) and pdf files will appear as selections. Select the PowerPoint or pdf file you wish to share and click OK or Open to complete your selection. Click on Upload again; when it is uploaded, it will be listed in the Filename T-AnyMeeting Instructions-v1.1.docx 3/8/ of 18

18 column. Click on its name in that list, and then click on Open Presentation. It will be displayed in the center of your screen, and it will be visible to other participants. If you need to show another type of file, use Screen and bring it up on the shared screen. Poll: This option allows you to create a 4-option poll on the fly. Results from the poll are collected from participants and displayed to attendees. The first time you are Presenter, you may see a message on or at the bottom of your meeting screen saying something like This webpage wants to run the following add-on: Advanced web conferencing functionality. from AnyMeeting.com Allow this to run. This will add a plug-in to your browser. After the plug-in has been downloaded and installed, you will be logged out and prompted to login again (steps 2a-f above), and then you will be back in the meeting, as presenter, with your item in view and some additional controls at the bottom of the screen Please report problems or questions with these instructions to Carol Furchner (furchner@unm.edu) or DeBray Bailey (baileyd@unm.edu). T-AnyMeeting Instructions-v1.1.docx 3/8/ of 18