Moving to ilinc from WebEx

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1 Moving to from About This Guide Communications has developed a powerful yet remarkably easy to use suite of software products that take full advantage of leading-edge Internet, audio, and network communication technologies. We ve developed this guide to make your transition from to fast and easy. Use this guide as a quick reference on how to use key features including scheduling sessions, sending invitations, and using in-session tools like application sharing. Product Suite 's suite of products are designed to help you increase business productivity through more effective and efficient online communications. The Suite includes: MeetingLinc: For online presentations, instant meetings, demonstrations, sales calls, or team meetings. LearnLinc: For online training, elearning, virtual classrooms, or online testing and assessment that requires interactive and collaborative capabilities. ConferenceLinc: For online events, webcasts, webinars, investor and stockholder meetings, road shows, and large-scale meetings. SupportLinc: For online customer support that requires rapid and remote problem-solving. Disclaimer Communications, Inc. ( or Communications ) has reviewed this guide thoroughly. All statements, technical information, and recommendations in this guide and in any guides or related documents are intended only as a general guideline and are therefore not to be used as a reference concerning specific functionality or capabilities. While we believe this guide to be accurate, we specifically reserve the right to make changes to this guide at any time, without notice or obligation to notify any person of such changes. Therefore, we make no guarantee or warranty of the accuracy of the information, nor are we intending to create any specific warranty or representation concerning the product(s) described of either Communications or those of the competitive product referenced herein. All references to the products of our competitors are for comparative purposes only, and are not to be taken as endorsements or criticisms of those competitive products. Copyright Communications, Inc. All rights reserved. The images and trademarks contained in this guide concerning the products and services offered by are the sole property of Communications, Inc. All images, trademarks and descriptions found in the images of our competitor s product are the property of our competitor, and makes no claim of ownership to those trademarks or images.

2 Table of Contents Log Into Your Web Site... 1 Start an Instant Meeting... 2 Schedule a Meeting... 3 Schedule a Meeting in Outlook... 4 Send Invitations... 5 Register Attendees... 6 The Web Conferencing Interface... 7 In-Session Tools: Application Sharing... 8 In-Session Tools: PowerPoint... 9 In-Session Tools: Whiteboard In-Session Tools: Question & Answer / Polling In-Session Tools: Text Chat In-Session Tools: File Transfer Recording Edit Recordings Testing and Assessment Registration Reports Activity Reports Index... 19

3 Log Into Your Web Site Communications Center Go to your Communications Center ( Enter your username and password and click submit. Your Home page appears. The Communications Center is your gateway for scheduling, joining, and managing sessions. My Meetings Enter the Web Address (URL) of. Enter your user name and password, and click Log In. Your My Meetings page appears. This is where you see your personally scheduled meetings. Moving to from Page 1 of 19

4 Start an Instant Meeting Instant Log into your Communications Center. Select Instant in the left navigation bar. Select the type of session, title it and submit. Invite attendees from within session by clicking on Tools Send Invite Join Link. You can also send participants to the front page of your Communications Center where the Instant Meeting is listed and they can join from there. Instant Meeting Log into. Select Instant Meeting link. Enter the Meeting topic and password, teleconference or internet phone info, and click Start. Invite attendees and presenters from within session by clicking on Participant Invite . Enter addresses and click Send invitation. Moving to from Page 2 of 19

5 Schedule a Meeting Scheduled Meetings Log into your Communications Center. Under MeetingLinc, select Add New Meeting. Enter meeting information including: General, Communication, Schedule, Tool Panel, Access, Attendees, Content, and . Click Submit. Scheduled Meetings Log into. Under Host a Meeting, click on Schedule Meeting. Enter meeting information including: Meeting topic, Date & Time, Teleconference, Invite Attendees, Registration, Agenda & Welcome, Meeting Options, and Attendee Privileges. Review your information. Click Schedule. Moving to from Page 3 of 19

6 Schedule a Meeting in Outlook Outlook Plugin Log into your Communications Center. Select Help, Downloads, Outlook Plugin. Download the Outlook Plugin and follow installation instructions. Once installation is complete, start Microsoft Outlook. Select Meeting in your Outlook toolbar. Click Add New and enter a name for your meeting. Click OK. The Meetings tab will appear with your new meeting. Select the Meeting title and click OK to open the Outlook Calendar Appointment. Set the date and time for the meeting, address the calendar appointment to the invitees, and click Send. Add-in for Microsoft Outlook Log into your Meeting Center Web site. Click Support, Download My Integration to Outlook. Download and follow installation instructions. Once installation is complete, start Microsoft Outlook. On the toolbar, click Schedule Meeting and enter subject and start/end dates/times. Click OK. Outlook updates with your newly scheduled meeting and an invitation to the meeting appears. Address the to the invitees, and click Send. Moving to from Page 4 of 19

7 Send Invitations Invite Participants While you are scheduling a meeting, you can send invitations to the people you want to invite as participants or leaders. On the Add New Meeting form, add leader, participants, and assistants (optional) in the Attendees area. Select Send To All and submit the meeting. Attendees will receive an invitation with meeting information and a link to the meeting. Note: the meeting link is specific for each participant. To send a generic link to the meeting, use Send Invite. You can also send a meeting invitation after you schedule the meeting by selecting Send Invite next to the meeting name on your Communications Center home page. This provides a generic link to the meeting that can be ed or copied. Invite Attendees While you are scheduling a meeting, you can send invitations to attendees you want to attend your meeting. On the Schedule Meeting form, add attendees in the Invite Attendees area and schedule the meeting. Attendees will receive an invitation with meeting information and a link to the meeting. Moving to from Page 5 of 19

8 Register Attendees Registration There are two ways to register attendees for a session 1) Send a registration or 2) Send invitees to your Public Events page. To send a registration , after creating a session, click on the Send Invite link next to your session name. the registration link to invitees. To let invitees register for public sessions, on the Add New Meeting form, select Show Advanced under Schedule. Select Allow Public Registration. This session will now be available for registration on you Public Events page ( After submitting registration information participants will receive an with meeting join information. Registration There are two ways to register attendees for a meeting 1) Send a registration 2) Send invitees to your meeting calendar. To send a registration , select Require attendee registration on the Schedule Meeting form. To let invitees register for listed sessions, on the navigation bar, expand Attend a Meeting to view a list links. Click Register. The Register for a Meeting page appears, showing the meeting calendar. This calendar displays a list of meetings that require registration for the current date. Once the host approves your registration, you receive a registration confirmation message. You can then join the meeting once it starts. Moving to from Page 6 of 19

9 The Web Conferencing Interface Leader Tool Panel Leaders can easily control their session using the in-session features below. Meeting Window Hosts can navigate throughout the session, using the features below. Moving to from Page 7 of 19

10 In-Session Tools: Application Sharing Application Share Click the Application Share button in the agenda area. The App Share dialog box appears showing a list of open applications. Select who will be presenting the application. This is the floor holder by default. You can also choose to share applications from any participant s machines. Check each application you want to share or check Desktop to share your entire desktop (and all applications). You can also choose to modify the application share view to Full Screen, Full Content, Upper Half, or Lower Half. You can modify application share resolution from Grayscale to 24-Bit Color. Click Start. The AppShare display window launches on each participant s computer, displaying the selected application(s) or desktop. Sharing Applications In the Meeting window, on the Share menu, choose Application. The Share Application dialog box appears, showing a list of all applications currently running on your computer. Select the application that you want to share. Click Share. The Meeting window minimizes on your computer. If the application is not already running, it starts automatically. Your application appears in a sharing window on attendees' screens. Moving to from Page 8 of 19

11 In-Session Tools: PowerPoint PowerBoard PowerPoint PowerBoard is a viewer for content and contains navigation controls for moving through a presentation, as well as a full set of markup tools for highlighting items while you present. PowerPoint presentations can be loaded when scheduling the session or onthe-fly in-session. Expand the Agenda window on the Tool Panel. Double-click the PowerPoint presentation you want to launch for the session. PowerBoard opens and displays the presentation on each attendee's computer. To navigate through your presentation, click the forward arrow or select a slide number from the drop-down menu. Use the PowerBoard mark-up tools to highlight items in your presentation. Available mark-up tools are: Text, Highlighter, Circle/Square, Line, Pencil, Insert Picture, Pointer and Grab Snapshot. Slide presentations are viewed in the Content Viewer, which consists of tabs of currently open items. If you want a presentation to launch when an attendee joins a meeting, you must convert the presentation to a UCF format (Universal Communications Format) first. On the toolbar, click the Share button. Browse out to the presentation you want to share Choose Presentation or Document. Select the presentation or document that you want to share. Click Open. Use the Content Viewer tools to navigate and highlight items in your presentation. Some available tools are: Laser Pointer, Pointer, Text, Drawing tools, Annotation palette. Moving to from Page 9 of 19

12 In-Session Tools: Whiteboard Whiteboard Whiteboard The Whiteboard includes a set of drawing, graphic import, highlighting, and coloring tools that you can use to make collaborative and interactive content. Whiteboards can be created ahead of time or on-the-fly in-session. From the Agenda area, click on the Whiteboard button. The whiteboard will launch. Use the Whiteboard as desired. You can create a new Whiteboard or open and modify an existing Whiteboard. Whiteboards can be saved. The Whiteboard lets meeting attendees collaborate by drawing and writing on a whiteboard. Click on Share Whiteboard. The whiteboard will launch. Use the whiteboard as desired. Annotate or share the whiteboard with attendees. Whiteboards can be saved. Moving to from Page 10 of 19

13 In-Session Tools: Question & Answer / Polling Q&A Click the Q&A button from the Agenda area. The Q&A dialog box will appear. Double click in the Available Questions area to add questions. Type in question and answers (up to 5 answers). Click Done. To delete the question, click the Question menu and select delete. To distribute the question to participants, double-click on the appropriate question. Participants will see a dialog box with the question and answer set. Individual results will be sent to the leader. To share the results with the participants, click on the Share Results button. A bar graph representing participant s answers will appear (in a percentage format). To save time, you can prepare and save your Q&A file at any time and make it available as an agenda item. Polling In the Meeting window, click the Polling tab. Click Question. Type a question in the box that appears. Press Enter. The question appears in the Questionnaire box. Click Answer. Type an answer to the question in the box that appears. Press Enter. To delete a question or answer, click the question or answer. Click Delete. To save time during a meeting, you can prepare a poll questionnaire before attendees join a meeting, save it, and then open it for use during the meeting. Moving to from Page 11 of 19

14 In-Session Tools: Text Chat Text Chat Go the Text Chat area in the Tool Panel. Type a message in the Chat box. Click Send to send your message publicly. To send a private message to the leader, check the Private box and click send. Leaders can chat to individual participants by dislodging the text chat area (click the double right arrows/chevron to do this). Once dislodged, leaders can select private and send to individual participants. Click the X to place the text chat area back in the Tool Panel. Text Chat In the Meeting window, click the Participants tab. Type a message in the Chat box. In the Send to drop-down list, select the recipients of the message or select host, presenter, or all attendees. Click Send. Recipients receive the chat message in their chat viewers. Moving to from Page 12 of 19

15 In-Session Tools: File Transfer File Transfer Go to the Tools menu in the Tool Panel and select Tools Transfer File. The Select User FTP dialog box appears. Select everyone or an individual participant to send the file to. Click the Browse button to find and select the file you wish to transfer from your PC. Click Send to begin the transfer. Once the file is transferred, participants will be prompted to open the file, save the file, or cancel. Participants can then open or save the file to their local PC. Publish a File In the Meeting window, click on the File Transfer. The File Transfer window appears. Click Open. The Open dialog box appears. Select the file to publish. Click Open. The file appears in the File Transfer window. The File Transfer window then automatically appears in each attendee's Meeting window. Attendees can select published files to save to their local PC s. Moving to from Page 13 of 19

16 Recording Recording Go to the Tools menu in the Tool Panel and select Tools Record Session. The Recorder appears. Click on the Start Recording button; the recorder minimizes to your taskbar. To pause the recording, maximize the recorder (the recording is automatically paused). To resume recording, select Resume Recording. When finished recording, maximize the recorder and click Stop. You will be prompted to save the recording to your PC. You will also be prompted to save the recording to your Communications Center. Recording Go to the tools menu in the Meeting window and select Open Recorder. The Save Recorded Meeting As dialog box appears. Choose a location to save the recording. The Recorder Panel appears. To start the recording, on the Recorder Panel click on the red Record button. To pause a recording, click on the pause button. To stop a recording, click on the Stop button. The file will close and save to the location that you specified. Moving to from Page 14 of 19

17 Edit Recordings Editing a Recording To edit a recorded session, click on Start Programs Recording Editor. Click on File Open. Browse out to where the recording is located. From this point, you may: Cut, Crop, Copy or insert another recording. When finished, click on File Exit. You may also add your recording to a meeting, both as an Agenda item and/or as a Material item. If added as a LearnLinc activity, an invitation (using Send Invite) can be ed out. This allows someone to click on a link and instantly launch the recording. Editing a Recording To edit a recorded session, click on Start Programs Recorder & Player Recording Editor. Click on File Open. Browse to where the recording is located. From this point, you may: Cut or Copy; insert markers or insert another recording. When finished, click on File Exit. Moving to from Page 15 of 19

18 Testing and Assessment TestLinc In the Administration area, click on TestLinc. Click on Add New Test Template. Title the test and begin entering test questions: Multiple Choice, True/False, Fill-in, Formula or Short Answer/Essay. Type your question, answer possibilities; mark your correct answer(s), assign a point value and click Submit. Once you have added all of your questions, click Submit. Your Test Template is now created. Add the test as an agenda item to a new or existing class or create it as an activity under Add New Activity. Select the test template you created and choose Grade Posting options. The test is now available for distribution during the live class or use the Send Invite link to send the test link to students at anytime. Testing and Polling In the Session window, in the drop-down list, select Testing & Polling. Create your test questions by selecting Multiple Choice or Short Answer for questions that require text input. Click New under Question. Type a question in the Poll questionnaire box. Press Enter on the keyboard. The question appears in the Poll questionnaire box and is automatically numbered. Click Answer. Type an answer to the question in the box that appears. To mark an answer or answers as correct, click Mark as Correct under Answers. A green checkmark appears next to the correct answer. To add more questions, click New under Questions, or press Enter after typing all the answers for the previous question. Moving to from Page 16 of 19

19 Registration Reports Registration Reports Log into your Communications Center and select Reports in the left side navigation. Under the Report Type drop-down, select Registration Report - MeetingLinc. Enter additional criteria to include in the report, such as Date, Leader, Assistant or any custom user fields. Select the meeting(s) you wish to view a registration report on, by clicking the appropriate checkbox(es). Click Submit. The Registration Report will appear. Reports can be printed or exported. Usage Summary Report Log into and click on the My tab. Click on My Reports. Click on Usage Report. Select a date range. Click Display Report. The Usage Summary Report page appears. Click on the Meeting Title for a detailed usage report. As part of the Usage Summary Report, you have the ability to select whether or not you want to see who has registered for a meeting. Reports can be printed or exported. Moving to from Page 17 of 19

20 Activity Reports Activity Reports Log into your Communications Center and select Reports in the left side navigation area. Under the Report Type drop-down, select Activity Report - MeetingLinc. Enter additional criteria to include in the report, such as Date, Leader, Assistant or any custom user fields. Select the meeting(s) you wish to view an activity report on, by clicking the appropriate checkbox(es). Click Submit. The Activity Report will appear with information on meeting participants. Reports can be printed or exported. Usage Summary Report Log into and click on the My tab. Click on My Reports. Click on Usage Report. Select a date range. Click Display Report. The Usage Summary Report page appears. Click on the Meeting Title for a detailed usage report. The Usage Summary Report page appears with information on meeting attendees. Reports can be printed or exported. Moving to from Page 18 of 19

21 Index A Activity Reports Add-in for Microsoft Outlook... 4 Application Share... 8 Application Sharing... 8 Assessment C Communications Center... 1 Conferencing Interface... 7 E Edit Recordings F File Transfer I Instant... 2 Instant Meeting... 2 Interface... 7 Invite Attendees... 5 Invite Participants... 5 L Leader Tool Panel... 7 Log Into Your Web Site... 1 M Meeting Window... 7 My Meetings... 1 O Outlook... 4 Outlook Plugin... 4 P Polling...11 PowerBoard...9 PowerPoint...9 Publish a File...13 Q Q&A...11 Question & Answer...11 R Recording...14 Register Attendees...6 Registration...6 Registration Reports...17 Reports...17 S Schedule a Meeting...3 Scheduled Meetings...3 Send Invitations...5 Sharing Applications...8 T Testing...16 Testing and Polling...16 TestLinc...16 Text Chat...12 Tool Panel...7 U Usage Summary Report...17 W Whiteboard...10 Moving to from Page 19 of 19