Web Manual: Go To Meeting November 2013

Transcription

1 Web Manual: Go To Meeting

2 Table of Contents Getting Started... 3 What is GoToMeeting?... 3 Activating Your Account... 3 What You Need for Set-up... 3 Hardware Suggestions... 3 Changing Account Details (Name, , Time Zone, Password)... 4 Hosting a Meeting... 5 Meet now... 5 Schedule a future meeting... 5 Edit or cancel an existing meeting... 6 Start a meeting... 6 During the meeting... 6 Record a Meeting End a meeting Frequently Asked Questions

3 Getting Started What is GoToMeeting? GoToMeeting enables divisions to organize and host electronic meetings with participants from different locations. Features include: Videoconferencing Teleconferencing Screen sharing Sharing of mouse and keyboard control Audio and visual recording. Activating Your Account Accounts are managed by the provincial office. Once an account is set up, an notification with an activation link will be sent to the address used in setting up your division s account. What You Need for Set-up To fully connect to GoToMeeting, you need a computer connected to local area network LAN (wired) internet connection. If you do not have wired internet, choose a place with steady wireless internet service; however, this may affect the quality of the meeting. For a one-on-one meeting, use a headset for the best audio connection. However, you may also connect through a computer mic and speakers, or through a landline telephone. After dialing-in by phone, be sure to enter the audio pin shown in your control panel (eg. #90# or #24#). o If you don t have access to a landline, you can call-in from a cell phone but there may be some interference. Calling via VoIP telephone results in poor quality audio and echo for all attendees. For best results with meetings that have multiple attendees in the room, invest in an external computer mic and speaker system or connect using a teleconference phone. Note: To ensure a successful meeting, be sure to test your set-up beforehand. Hardware Suggestions The following items have been tested and used by the provincial team. They give crisp audio and sharp video: Headset: Logitech H250 Webcam: Logitech HD C310 Teleconference phone: Polycom SoundStation 2W. Other useful products: Polycom Expansion Microphones 3

4 External mic External speakers. Changing Account Details (Name, , Time Zone, Password) To change account details, log-in to your account then select My Account from the menu on the left-hand side of the page. Make the changes and click Save. 4

5 Hosting a Meeting Go to to log in. Use the information provided when you first set up the account. If you can t remember your password, there is a Forgot Password option on the log-in page. A series of videos to help you get started scheduling meetings, inviting attendees and starting meetings can be found on the GoToMeeting site for PC ( and for Mac ( Note: Multiple people cannot log-in to GoToMeeting concurrently with the same username and password. If this happens, the system will log out one of the users, potentially ending the meeting. To avoid this, if you have used the GoToMeeting log-in information for the division but are not the host of a meeting, be sure you are signed out of the system by right-clicking on the flower icon in the systems tray on your computer: Meet now 1. Go to and log in. 2. You will be taken to a page listing all currently scheduled meetings. To schedule a new meeting, click on 3. Select Meet Now from the options that pop up. GoToMeeting will automatically load. 4. Click the Invite Others button to send a meeting invitation to the other participants. Schedule a future meeting 1. Go to and log in. 2. You will be taken to a page listing all currently scheduled meetings. To schedule a new meeting, click on 3. Select Schedule a Meeting from the options that pop up. This will take you to a form where you can input the meeting details. Under Audio select Provide both so meeting participants have the option of connecting to the meeting using either their computer mic and speakers, or their telephone. 4. Once you complete the form and click Schedule, a meeting invitation will pop up 5

6 through Outlook with the meeting details pre-populated. This can be edited before forwarding it to meeting attendees. Note: If you don t use Outlook, right-click on the G2M flower (in the systems tray icon on a PC or the meeting toolbar on a Mac) and select Preferences. Choose Integrations and uncheck the box next to Use GoToMeeting with. The next time you go to schedule a meeting, a window will pop up with your meeting details, allowing you to copy the information and paste it into any document or . Edit or cancel an existing meeting To edit a meeting, resend invitations or cancel a meeting in the GoToMeeting system: Using Windows: Right-click on the flower that appears in the systems tray on the bottom left side of the screen and select My Meetings. Using a Mac: Open GoToMeeting from your applications. Select My Meetings. Note: Cancelling a meeting in the GoToMeeting system will not send a cancellation message to attendees. You must notify them separately. Start a meeting 1. Go to and log in. 2. You will be taken to a page listing all currently scheduled meetings. Find the meeting you would like to start and click on the Start button beside it. Note: you are not constrained by the scheduled date and time of a meeting. You may start a meeting at any time, even if it s outside of the scheduled time. During the meeting Once the GoToMeeting control panel is loaded, make sure it is expanded by clicking on the red arrow: If the control panel is blocking your view of the screen, minimize it by clicking on the arrow again. 6

7 Audio Select whether you want to connect to audio 2 through your computer (mic and speakers or headset) or through telephone as shown in 1. If you select Telephone, the call-in information will be shown on the control panel: 3 4 If you are successfully connected to the meeting audio, the audio symbol shown in 2 and 3 will appear in green. Otherwise they will be gray. To mute yourself, click on the audio symbol shown in 2 or 3. 2 will appear as gray: and 3 will appear with a red line through it: 1 As the organizer, you can also mute or unmute participants (as long as they are connected to audio and have not muted themselves). To do this individually, click on the audio icon beside their name in the attendee list, or to mute / unmute the entire group, click on the Mute All and Unmute All buttons as shown in 4. If you are experiencing audio difficulties, start with the following pointers: If there is an echo or background noise, you can often identify where it s coming from by looking at the Audio section of the control panel as it shows the name of the attendee who is talking: 7

8 7 Webcams Laptops with built-in microphones can pick up noise and cause echo. Ask the attendee to turn down their speakers, however if the problem persists, 5 attendees with this audio set-up may need to use a headset or call in using the telephone option. Make sure attendees who have connected through the telephone option have also selected that option in the Audio section on the GoToMeeting control panel. Webcams with microphones can pick up additional noise and cause echo. Using a webcam for your audio is not recommended. GoToMeeting also provides some audio troubleshooting tips and 24/7 support. 6 To turn on your webcam, click on the video camera icon as shown in 5. This may take a minute to connect. Once GoToMeeting has successfully connected to your webcam, the video camera icons (both 5 or 6) will appear in green. Otherwise they will be gray. If you cannot see your webcam or the other attendees webcams, check whether the window has been minimized or hidden behind another program. Note: there is a limit of 5 webcams that can be shared at one time. Note: if the internet speed is slow or unstable, it is better to turn off webcams. Screen sharing To share your screen with the meeting attendees, click on the large play button indicated by 7. You may choose to show your screen clean (your toolbar and desktop will not be visible to attendees) by selecting that options from the drop-down menu under the play button. 8

9 Once screen sharing has been enabled, the screen icon as shown in 8 will appear as green. Otherwise it will be gray. The play button shown in 7 will also change to a pause button: If you click on the pause button, it will freeze your screen for the attendees. You will be able to open programs without the attendees viewing them. Once you are ready to continue with the meeting visuals, click on the play button again. To share your keyboard and mouse with an attendee, or with all the attendees, click on the Give Keyboard & Mouse button as shown in 9 and select the desired option. This gives the attendee(s) the ability to manipulate the keyboard and mouse on the presenter s computer. To end screen sharing, click on the Stop Showing Screen button as shown in 10. You may also change the meeting presenter by clicking on the Change Presenter button as shown in 11. Chat 12 To share messages, type a message into the field as shown in 12. Select who you would like to send the message from the drop-down menu below the typing area and click on Send. You may send to an individual person, or to the entire attendee list. 9

10 Record a Meeting 1. Sign in to the meeting. 2. Select Settings as shown in 13. If this option is missing, click the View menu at the top of the window and select Recording to enable the recording options. 3. Select Recording from the menu on the left-hand side of the window. 4. Under Audio, ensure Use GoToMeeting Audio Service is selected. 5. Under Video, ensure Convert to Windows Media Player is selected. 6. Click Browse to select where you would like the file saved. 7. Click OK to save your settings. 8. Select Start Recording as shown in 14. If you want to record screen sharing, be sure to click on Show My Screen first. Recording tips: You can record audio and visuals shared over the screen; however, you cannot record webcams at this time. There must be at least 500 MB of space on the destination drive to record a meeting. If you have less, GoToMeeting will display a warning when recording begins. If space drops to 100 MB, recording will be automatically stopped and you will receive a warning message. If you have selected to convert your recording to Windows Media format, you will need 1 GB (twice as much space). The lower you set your monitor resolution, the better the quality of the meeting recording. A resolution of 1024 x 768 is ideal for optimal recording quality. Since the recording will scale to the highest resolution among the presenters in a recorded meeting, it is also recommended that all presenters synchronize their resolution settings to the same setting. Avoid displaying multiple monitors when recording a meeting. 10

11 End a meeting Click on the x at the top right-hand corner of the GoToMeeting control panel. 11

12 Frequently Asked Questions How do I turn on/off the on-hold beeps? Select the Edit drop-down menu as shown below. Select the option Play/Don t Play On- Hold Beeps. Is there a toll-free number? Can people participate from outside of Canada? Yes. In addition to being able to connect to GoToMeeting audio through your computer, you can also call in to meetings using a toll-free number provided through GoToMeeting. To connect through telephone, one of the following audio options must be selected when setting up the meeting: Provide a conference call number only or Provide both. Important note: The toll-free number is for use within Canada only. If participants are connecting to the meeting from other countries, they must connect through their computer audio. The Canadian toll-free number will appear in the meeting details you send out to participants as well as on the GoToMeeting control panel if you select the Telephone option from the Audio section. As shown below, the long-distance number will automatically show in the GoToMeeting control panel when participants connect to the meeting. To view the toll-free number, they must click on the additional numbers link. 12

13 To have the toll free number automatically display on the GoToMeeting control panel when participants connect to the meeting, turn off the long distance number option for the account. Select Settings from the sidebar menu and deselect the Long distance number checkbox as shown below. Important note: The toll-free line is set up from the back end of the system. Do not edit the settings (including country) for the toll-free line. Can GoToMeeting be used as a teleconference instead of a videoconference? Yes, GoToMeeting can be used as a teleconference. Option 1: Start a meeting as usual but don t enable webcams or screen-sharing. Participants can choose whether to connect to audio through their telephone or their mic and speakers set-up. Option 2: Send out telephone information only. You can set this when initially scheduling the meeting: The organizer must always start the meeting on a computer but this can be done offsite if the onsite internet 13

14 connection is insufficient. 14