8x8 Virtual Office Pro User Guide

Transcription

1 8x8 May 2012 The Champion For Business Communications

2 Table of Contents Introduction... 3 System Requirements What s New Summary of 2.8 Features...6 Internet Fax... 8 How Internet Fax Works...8 Send and Receive Internet Faxes Call Recording Virtual Office Online Login Procedure Set Call Recording Preferences Record Calls Access Call Recordings Virtual Meeting Virtual Office Online Login Procedure Create a Meeting View, Edit and Cancel Meetings Start a Meeting Join a Meeting Meeting Controls and Features Video Meeting Features Remote Desktop Control Review Past Meetings

3 Introduction 8x8 puts the power of Unified Communications at your fingertips to help you stay in touch with the people who matter. With 8x8, you get business phone service that s a lot more than just talk. It s a complete communications service that can help you be more productive, operate more efficiently, and save incredible amounts of money. Virtual Office users who purchase voice services such as Unlimited Extension, Metered Extension or Global Extension have access to our powerful online dashboard Virtual Office Online for free. 8x8 Virtual Office Online with 8x8 Softphone is a web-based solution that allows you to manage your inbound and outbound calls, voic s, call forwarding rules, chat, presence management and social networking integration, all from the convenience of your computer. As a Virtual Office Pro customer, you will also be able to send and receive Internet faxes, schedule and attend virtual meetings, and record calls from the convenience of your computer. Not only will you save time by managing your communications from a centralized online dashboard, you can also significantly reduce costly roaming and international charges by using your Internet-based 8x8 extension instead of your cell phone, hotel phone or landline desk phone. Internet Fax enables you to send and receive unlimited faxes online. Call Recording enables any inbound or outbound call to be recorded, and later reviewed, downloaded or deleted. Virtual Meeting allows you to create, join and invite participants to web, audio and video meetings. You can invite participants easily by dragging and dropping from your contact list. Virtual Meeting also allows you to record and review audio meetings at a later time. Additional Online Storage provides users with 1GB of storage or up to 35 hours of recording time for calls and meetings. Virtual Office Mobile allows you to make and receive phone calls just as if you were using your office phone. Your caller ID even displays your office phone number! Your iphone becomes a portable office phone to receive calls even if you are using other Apps. You can do virtually anything that your desk phone can do. The user guide can be found at sims.8x8.com/getdocument.aspx?docid= This user guide will help you get the most from the powerful features of 8x8 Virtual Office Pro. If you are new to Virtual Office Online, please see the Virtual Office Online user guide at for more information. 3

4 System Requirements Supported Operating Systems Windows XP, Vista, and Windows 7 with 32bit web browsing Mac OS 10.6 (Snow Leopard ) or newer (Java 6 - included) Supported Browsers 32 bit Internet Explorer 7.0 or newer, Google Chrome 5.0 or newer, Firefox 2.0 or newer, Safari 3.0 or newer Requirements: Flash 10+ and Java 6 Update 13+ (Java needed for hosting only) Required ports Firewall ports to be open: 80 TCP (http) 443 TCP (rtpm or https) (depending on server connected to) TCP (Host content sharing and remote desktop) 8443 for HTTPS (Exchange/GMail) proxy. VoIP Requirements: headset with microphone for Adobe Flash player older than 10.3 Operating System Requirements Windows 7: 1 gigahertz (GHz) or faster 32-bit (x86) or 64-bit (x64) processor 1 gigabyte (GB) RAM (32-bit) or 2 GB RAM (64-bit) 16 GB available hard disk space (32-bit) or 20 GB (64-bit) DirectX 9 graphics device with WDDM 1.0 or higher driver Windows XP: Pentium GHz / AMD Athlon XP or newer 512 MB of system memory Windows Vista: Pentium GHz / AMD Athlon XP or newer 1 GB of system memory Mac: Mac OS X 10.6 (Snow Leopard ) or newer 64bit Java 6 Powercomputer G$/G5 or Intel processor, 512 MB of RAM or better recommended 4

5 Bandwidth Availability Recommended: cable modem, DSL or better Recommend minimum: 1.5 Mbps down / 384 kbps up Note: Performance varies widely depending on the content shared, content-sharing window size, and processing speed / memory of the computer hosting the content sharing. Contacts Synchronization Requirements MS Exchange: Microsoft Exchange Server 2007 or higher Outlook Anywhere enabled Your Outlook address and password Google/Twitter/Facebook Your username and password 5

6 What s New Virtual Office Pro 2.9 offers significant enhancements to the previous version. The following topics summarize the new features of the Virtual Office Online. User Profile Pictures: You can now upload or use a webcam to capture your profile picture. For details on setting up your profile picture, refer to the Virtual Office Online User Guide. Invite by Chat to Current Meeting: Invite additonal participants to an existing Virtual Meeting through chat. You can chat with a contact you wish to invite to the meeting and instantly add them to the meeting. Start New Meeting from Popped out Chat Window: You now have the ability to initiate a Virtual Meeting from the popped out chat window. Previously you could only start a Meeting from a popped in chat window. Change Status Automatically during a Virtual Meeting: While participating in a Virtual Meeting, your status changes automatically to Busy In an 8x8 Virtual Meeting. When you leave the meeting your status reverts back to Available. Help on Quick Meeting Creator: Quick Meeting Creator introduced in our previous release is now enhanced with help on all valid keywords available to create a meeting instantly. Summary of 2.8 Features Chat Pop Out: Pop your chat sessions out of your Virtual Office browser and onto your desktop. Incoming Chat appears in front: New option to automatically show the newest chat window as the front panel in Virtual Office Online when a new message comes in. Sort Contacts by Presence: New option to sort My Contacts, Corporate Contacts, Social Contacts, by presence so you first see who s available, on a call, then who busy, etc is. Dialing Enhancements: Set up phone numbers to navigate an auto attendant or retrieve voic by including pauses, # and * symbols in your contact numbers. Call Forwarding Filters: Set up call forwarding rules based on phone numbers or area codes by pasting a whole series numbers in at once instead of adding them one at a time. Admin Call Recording Enhancements: Managing call recordings in Virtual Office Online 6

7 is easier with a new search box and file size warnings. This feature is available for Administrators only. Quick Meeting Creator: Instantly schedule a virtual meeting by typing in one simple sentence! Whiteboard: Collaborate, brainstorm and doodle on our virtual whiteboard with drawing tools, highlighter, text and more.content sharing Annotation: Highlight, draw and make notes all over the content you are sharing to make your point! Better Content Sharing: The sharing application window now has improved controls and it s easier to see which window you are sharing. Also it s easier to avoid creating that disorienting hall of mirrors by accidentally sharing the Virtual Meeting sharing panel. Launch Virtual Meeting from Chat: Turn your chat into a Virtual Meeting with the click of a button. Video Pop Out: Display video and content side-by-side or stacked for better visibility. Rearrange Video and Content Panels: Display video and content side-by-side or stacked for better visibility. Longer Meeting Titles: You now have 128 characters (instead of 32) to make your meeting titles as descriptive as you want them to be. Please refer to the Release Notes for details on these features. 7

8 Internet Fax With Virtual Office Pro Internet Fax, your fax service is available 24 hours a day, seven days a week. Inbound fax documents are collected in your Inbox along with voic , call history, call recordings, Virtual Meeting history, and chat history. You can send virtually any document on your computer as a fax. The local fax number you choose can be combined with additional fax numbers or toll-free numbers to enhance your presence while conducting business. With 8x8 Internet Fax you have flexibility: Fax one or many documents and choose the document order before sending the fax. Customize a global fax cover sheet template to use repeatedly. Simply enter the name and fax number for each new fax and the professional fax cover is automatically generated. Send a single cover page fax without attaching any files. Fax Notification You are notified of an incoming fax via a screen icon if you are logged into Virtual Office Online. In addition, a fax notification is sent to your account with a link to the fax. You can add up to five addresses to also receive incoming fax notifications. (A temporary archive of all faxes can be found at My Inbox History Tab Faxes on your Virtual Office Online dashboard for upto 60 days.) You can permanently archive faxes to your personal computer or local area network storage at any time. How Internet Fax Works In order to fax documents, they must be available on your computer. You can scan documents, take snapshots with your webcam, upload images to your computer or even create documents on your computer. Internet fax supports the following attachment file types with a maximum attachment file size of 19 MB: docx, doc, dotx, rtf, txt, pdf, ppt, html, htm, xls, xlsx, xlt, csv, bmp, jpeg, jpg, gif, tif, tiff, pct, pcx, png, ras, fax, odt. Note: The recipient will receive a paper fax if sent to a fax machine or a PDF file if sent to another electronic fax. Once you have an electronic document ready to fax, all you have to do is log into Virtual Office Online, click Fax, enter the recipient s fax number, choose the cover sheet (optional), upload the document or several documents and click Send. 8

9 Get Started 1. Click on Settings 2. Then My Services 3. Scroll down to the Internet Fax area. 9

10 4. To enable Internet Fax on your Virtual Office Pro service, click the Pick Fax Phone Number link to select a fax phone number. A dialog box opens prompting you to select your geographic location, area code, and an available fax number. 5. Make your selection and click Finish. 6. When you receive a fax, you can opt to receive an notification automatically to your address saved in the profile. Your profile address is populated automatically if you saved it in your profile. Note: You can add up to five additional addresses to receive the fax notification. 10

11 7. To change your notification settings, click with Attachment. The choices appear: Disable notification Click Disabled You will not receive any notification on receiving a fax. Receive an notification only Click Notification only You will receive an notification without any link or attachment of the fax received. Receive an with a link to Fax Click Link to Fax You will receive an with a link. Clicking the link opens the fax. Receive an with fax attachment Click with Attachment (up to 50 pages) This is the default option. You will receive an with the PDF attachment of the fax. If you subscribe to multiple fax numbers, you can specify which number appears on your outgoing fax. 11

12 Select which Internet Fax number appears on your outgoing faxes. 1. Click the Fax button on the left navigation bar. 2. Use the arrow keys to select the Internet Fax, Toll-Free Internet Fax, or Virtual Internet Fax your organization purchased for this extension. A US local fax number comes with your Virtual Office Pro service. If your system administrator has not selected a fax phone number for you, you can select the phone number during your initial log in to Virtual Office Online. Turn off Internet Fax. 1. Click Settings > My Services. 2. In the Internet Fax section, click a fax number. A popup menu appears. Selecting this feature allows you to separate your voice calls from Internet Fax. This turns off Internet fax until you enable it again. Turn on Internet Fax. 3. Select Disabled. 4. Save the settings. 1. Click Settings > My Services. Make sure you select a number instead of Disabled. 2. In the Internet Fax section, click on Disabled. A popup menu appears. 3. Select a fax number. 4. Save the settings. 12

13 Send and Receive Internet Faxes Send Internet Faxes With Virtual Office Online, you can easily send Internet faxes to other 8x8 users, contacts and external numbers. Sending a fax is as easy as uploading the document you want to fax and clicking Send. 13

14 Fax Cover Sheet Template Filling in the fields within the Fax panel will auto-populate on the fax cover sheet (if required). You can customize your fax coversheet with your company logo, title, footer etc. Simply click on the yellow editable fields. Note: The gray areas are non-editable and will be populated from the From and To fields of the Fax Window. Updates to the fax coversheet can be saved for future use or make changes on a per fax basis. 14

15 Send a fax to any number. 1. Click on Fax at the top left side of the screen or Send a Fax at the bottom of the home panel. 2. Enter the recipient s fax number; or begin typing the person s name and select a fax number from the drop-down menu. 3. Click the Include Cover Sheet checkbox. 4. Fill in the Name, Subject and Notes boxes. 5. Edit your Cover Sheet as needed. 6. Select the From Fax Number if you have additional fax numbers on the account. 7. Click Add to attach the document(s) you want to fax. Multiple documents can be sent in the same fax. 8. Sort the Order of the documents to be faxed with the up and down arrow keys. 9. Click Send Fax. To find recipients by name, they must be listed in Corporate Directory, My Contacts or Recent Contacts. 15

16 Send a fax from a directory or contact list. 1. Click on Corporate Directory, My Contacts or Recent Contacts. 2. Use the search box or scroll through the list until you find the person you want to send a fax. 3. Click on the person s name. 4. When their contact information panel appears, click on the Fax tab. 5. Click the Include Cover Sheet checkbox. 6. Fill in the Name, Subject and Notes boxes. 7. Edit your Cover Sheet as needed. 8. Select the From Fax Number if you have additional fax numbers on the account. 9. Click Add to attach the document(s) you want to fax. Multiple documents can be sent in the same fax. 10. Sort the Order of the documents to be faxed with the up and down arrow keys. 11. Click Send Fax. 16

17 Receive Internet Faxes With Virtual Office Online, 8x8 users can receive fax messages right at their desktops. View new faxes. 1. Login to Virtual Office Online. 2. The number of new faxes is displayed in the Home panel. 3. Click to view your faxes. Receive notification of new 1. When new faxes are faxes while logged into received the system will Virtual Office Online. notify you with a fax icon at the top of the screen. 2. Click the fax icon in the Home panel to view your new faxes. Delete faxes. Option 1 1. Click on My Inbox. 2. Select Faxes. An notification is also sent to the user at the same time. The contains a link to view the fax. You can also set up five addresses to receive the fax notification under Settings My Services Internet Fax. To delete the fax, you must click Yes when the dialog box appears. 3. Click Delete next to the fax(es) you want to delete. 4. A dialog box will appear asking you to confirm the deletion. Option 2 1. Click on My Inbox. 2. Click on Faxes. 3. Select All, Read or Unread at the top of the panel. 4. Click Delete to delete all faxes in the selected category. 17

18 Mark as Read / Unread. 1. Click on My Inbox. 2. Click on Faxes. 3. Select All or None at the top of the panel. 4. Use the pull-down menu next to More Actions to mark as Read or Unread. You can also mark individual messages by clicking on the line item and selecting Mark as Read/Unread under More Actions. Return call to the fax sender. 1. Click on in the Home panel or click on My Inbox and select Faxes to display your messages. Add message sender to My Contacts. 2. Scroll through the list and click Return Call next to the sender you want to call back. 1. Click on in the Home panel or click on My Inbox and select Faxes to display your messages. 2. Scroll through the list and click Add to My Contacts next to the sender you want to add. 3. Fill in the New Contact panel and click Save. 18

19 Call Recording With Virtual Office Pro, your wish is granted. Virtual Office Pro users can record their incoming or outgoing phone calls, as well as play back, download and delete recordings. Call recordings are stored and are accessible from My Inbox in Virtual Office Online. Calls to your 8x8 extension can be recorded on demand using either Virtual Office Online or your desk phone. You can also set your Call Recording preferences to record all phone calls automatically. You can download each call recording to your local computer for permanent storage. You can also leave the recording on the 8x8 server if desired. Virtual Office Pro also provides up to 35 hours of online storage for your call recordings. To view your current storage usage and recordings, login as follows: Virtual Office Online Login Procedure 1. Go to 2. Enter your 8x8 login. 3. Enter your password and click the Login button. 4. When prompted, click Allow to enable camera and microphone (a required element for this application.) 5. Click on My Inbox. 6. Click on the Media tab. 7. Select Call Recordings. Set Call Recording Preferences 1. Click on Settings at the top left side of the screen. 2. Click on the My Services tab. 3. Go to Call Recording. Note: Call Recording needs to be enabled on your account before you can use this feature. Ask your phone system administrator to enable this service. 19

20 Record calls on demand. 1. Use the arrows to select Record On-Demand. 2. Click Save. You will be able to initiate call recording on the Softphone panel. Record all calls. 1. Use the arrows to select Record All Calls. 2. Click Save. All incoming and outgoing calls will be automatically recorded. Recording stops when you end the call. Disable call recording. 1. Use the arrows to select Disabled. Announce to the other party that the call is being recorded. Hear an announcement that the call is being recorded. 2. Click Save. 1. Check the To Other Party box next to Play Announcement when calls are recorded. 2. Click Save. 1. Check the To Me box next to Play Announcement when calls are recorded. 2. Click Save. Recording notification requirements vary from state to state. Make sure you read 8x8 s Privacy Laws and Notice Requirements for Electronic Recording of Telephone Conversations before making your selection. Recording notification requirements vary from state to state. Make sure you read 8x8 s Privacy Laws and Notice Requirements for Electronic Recording of Telephone Conversations before making your selection. 20

21 Record Calls Using Your Computer Record incoming or outgoing calls when Record All Calls is enabled. All calls are automatically recorded with no further action required. If you want the system to announce to you or the other party that the call is being recorded, click the appropriate check box 21

22 Using Virtual Office Softphone Record an incoming/ outgoing call on demand. 1. When the Softphone appears, click Accept to answer the call. 2. Click Record Call. 3. If enabled, the system will announce to you and/ or the other party that the call is being recorded. 4. To stop recording, click Stop Recording or disconnect from your call. You can conduct the call using your desktop phone and still record using your computer as long as you are logged into your Virtual Office Online account and click Record Call on the Softphone.. 22

23 Access Call Recordings To access your call recordings in Virtual Office Online: 1. Click on My Inbox. 2. Click on the Media tab. 3. Select Call Recordings. You will see your current storage usage, including total capacity and remaining capacity, and a list of your recordings. Listen to a recorded call. 1. Use the search box or scroll through the list to find the recording you want to hear. 2. Click Listen. Delete a call recording. Option 1 1. Use the search box or scroll through the list to find the recording you want to delete. You must click Yes when the dialog box appears in order to delete the recording. 2. Click Delete. 3. Click Yes when a dialog box appears asking you to confirm the deletion. Option 2 1. Click on Listen. 2. Click on Delete. 23

24 Download a call recording. 1. Click on Listen. 2. Click on Download. Return a call. Add a caller or call recipient to My Contacts. 3. Save it to your computer. 1. Use the search box or scroll through the list to find the person you want to call back. 2. Click Return Call. 1. Use the search box or scroll through the list to find the person you want to add. 2. Click Add to My Contacts. 3. Fill in the New Contact panel. 4. Click Save. 24

25 Virtual Meeting Are you tired of sharing your online conferencing account or paying big bucks for it? Virtual Office Pro solves both these issues by integrating 8x8 Virtual Meeting into your Virtual Office Online dashboard. 8x8 Virtual Meeting is a flexible online conferencing solution that turns ordinary phone calls into productive meetings. With just a few clicks, you can start an audio, web and video meeting, invite coworkers or clients to a meeting, enable recording, share desktop content and much more. Each Virtual Office Pro customer gets to choose one US local dial in number for Virtual Meeting access. Additional local, international and toll-free dial-in numbers can be purchased from 8x8. Virtual Office Online Login Procedure To access Virtual Meeting, you first need to log into Virtual Office Online following these steps: 1. Go to 2. In the Sign In box, enter your 8x8 login. 3. Enter your password and click the Login button. 4. When prompted, click Allow to enable Adobe Flash Player (a required element for this application.) 25

26 Create a Meeting You can create a virtual meeting using the Quick Meeting Creator which allows you to create a meeting instantly by typing the meeting description in a simple sentence. For example, UI Design Review every Wed at 11am. schedules a weekly recurring meeting every Wednesday beginning this week. You may switch to the full version meeting creator for additional assistance in defining your meeting requirements. Note: Quick Meeting Creator is enabled by default in your Virtual Office Online account. To disable the Quick Meeting Creator: 1. Click Settings > Meetings tab. 2. Uncheck the option to Use Quick Meeting Creator. To create a Virtual Meeting using the Quick Meeting Creator: 1. Click on New Meeting in the Home panel or at the top left side of the screen. The Quick Meeting Creator window opens. 26

27 2. Enter your meeting description using the recognized keywords: Keyword Description Examples on. Defines start date references Meeting on Jan 1 Meeting on Mon at Defines time references Meeting at 10am Meeting on jun 1 at 10am to jun 2 at 9am from Defines start date and time references Meeting from jan 1 at 10 am Meeting from 7am on Jan 1 to Defines end date & time references Meeting from 10am to 5pm Meeting from jan 1 to jan 2 every Defines recurrence pattern (repeat frequency) of a meeting Meeting every fri Meeting every week on fri repeat until Defines end of recurrence Meeting every fri repeat until jun 20 with Defines participants (using modifiers like,,&,and) Meeting with james, sally Meeting with james, sally and ram time keywords Defines the following time related keywords: noon midnight tomorrow Note: Alternatively you may drag and drop participants from your contacts lists. Meeting at noon Meeting from noon to midnight Meeting tomorrow at 10 am 27

28 Note: You can get instant help on the keywords used to create a quick meeting by clicking. Note: As you type the meeting description, appropriate fields get populated instantly. 3. Click Create Meeting to create a new meeting with your defined requirements or click Edit with Full version for additional customization of your meeting requirements. 28

29 4. An Untitled Meeting panel opens, allowing you to customize your meeting. Name your meeting. 1. Move your cursor over This will be your Untitled Meeting. meeting title. 2. When the text is highlighted, click once. 3. Enter a new meeting title in the entry box that appears. Select a dial in number. Option 1 Use the arrows next to Dial In to select a number. Option 2 To purchase additional US, toll-free or international numbers: 1. Select Buy More Numbers. The name should not exceed 128 characters. This will be the dial in number your participants use to join the audio portion of the meeting. This feature enables you to provide a cost-effective dial in number for participants in other area codes, states or countries. 2. Fill in the Buy Access Number form that appears. 3. Click Finish. 29

30 Set meeting start time and date. 1. Move your cursor over From. 2. When the information is highlighted, click once to open date / time entry boxes. To start the meeting right away, you can set the meeting to start now by clicking on the Now button or setting the meeting to start within the immediate timeframe. 3. Type in the date or click the calendar icon to select a date. 4. Click on the time entry box. 5. Set the time by manually typing it in, selecting from the pull-down menu, or clicking on the clock icon; or Set meeting end time and date. Set time zone. 6. Click Now to start the meeting right away. 1. Move your cursor over To. 2. When the information is highlighted, click once to open date / time entry boxes. 3. Type in the date or click the calendar icon to select a date. 4. Click on the time entry box. 5. Set the time by manually typing it in, selecting from the pull-down menu, or clicking on the clock icon. Use the arrows next to Time Zone to select a time zone for your meeting. If you prefer not to set an end time for the meeting, check the Never Ending box. 30

31 Schedule an all-day meeting. Check the All Day box. When you check this box, your meeting will be valid from 12:00 a.m. to 11:59 p.m. for the duration of the date range. Schedule a meeting that repeats at regular intervals. Option 1 If you do not want your meeting to repeat, make Use the arrows to select Every Day, Every Week, Every Month or Every Year. Option 2 To schedule a custom interval: 1. Select Custom. 2. Fill in the entry box that appears. sure this option is set to Never. Enable / Disable meeting options. 3. Click Ok. Virtual Meeting includes a number of advanced options that you can enable or disable when you create a meeting. To do this, simply check or uncheck the corresponding boxes. Chat Allows meeting participants to have public and one-on-one chats. Prompt to join audio Gives participants the choice to join the audio portion of the meeting by dialing in or via their computer (VoIP) immediately after joining the web portion. Require Moderator Participants can join a meeting only after the Moderator has joined. To view all options click on Show All next to options. You do not have to enable this option to have a meeting Moderator. To designate a Moderator, see Designate a Host and/or Moderator below. 31

32 Mute all participants All meeting participants are muted. All participants except the Host and Moderator join the meeting muted. Moderators can unmute any participant when the meeting is in progress. This feature is useful if you do not want anyone except the Host or Moderator to speak during the meeting. Request Response Request that participants A response is not mandatory. respond to the meeting invite. Audio recording Records meeting for download and future playback. The Moderator can start/ stop recording during the meeting. Participants will hear an announcement when the Moderator starts or stops recording. Presentation Sharing Allows moderators, hosts and participants with content sharing permission to share their desktop or application. Video Allows participants to show and view their webcams. International dial outs Allows participants to dial out to other participants with international (non-us) numbers to add International dial outs may incur toll charges. See 8x8 international rates: international_services/. them to the meeting. Allow participants to invite All participants are allowed to invite others to join the meeting. 32

33 Participants can see each other Allows participants to see other participants when the meeting is in progress. If disabled, only moderators can see the participant list. Announce participant on join Announce each participant as they join or leave the meeting. Maximum participants Sets the maximum number of participants for the meeting. Excess charges are not incurred as long as the maximum number of 15 is not exceeded. Remote desktop control - Allow enabled participant to control another participant s desktop pending access permission Add meeting participants. Option 1: drag and drop 1. Go to Corporate Directory, My Contacts, Recent Contacts or Search Results. 2. Drag-and-drop the names of people you want to invite into the Participants box. Option 2: enter manually Enter the names or addresses of the people you want to invite in the Participants box. Announcements will be heard by all participants in the audio portion of the meeting. Additional participants over 15 can be supported for an additional fee. Virtual Meeting will automatically send invitations to the participants you selected once you click Start Now or Save. 33

34 Designate a Host and/or Moderator. Host Role The Host and Moderator can be the same person, but the Hosts can share desktop content with other participants, and pass those controls to others. Moderator Role Moderators control when the meeting starts and ends, and have access to meeting management features. See the Meeting Controls and Features section for more information. 1. In the Participants box, click on the name of the person you want to designate as Host or Moderator. roles can also be assigned to separate individuals. Add a description to your meeting invitation. Start your meeting now and send invitations to participants. 2. Check Host, Moderator, or both in the drop-down menu that appears. 1. Click Add a Description next to Description. 2. Fill in the entry box that appears. Click Start Now at the bottom of the screen. This should be a summary description of your meeting. For example, Sales meeting to discuss monthly figures. This will be included in the invitation sent out to meeting participants. This button will only appear if you set the start time to Start Now or to start in the immediate timeframe. 34

35 Save your upcoming meeting and send invitations to participants. 1. Click Save at the bottom of the screen. 2. A panel with your meeting title will open. You can edit an upcoming meeting until it has started. See the View, Edit and Cancel Meetings section for more information. 3. Click Edit to make changes to your upcoming meeting. 4. Click Close to close the meeting panel without making any changes. View, Edit and Cancel Meetings You can view your current, past and upcoming meetings at any time. You can edit or cancel an upcoming meeting until it has started. 35

36 View meetings in progress. Option 1 Go to the Home Panel. Click on View next to Meetings in Progress. Option 2 Click on My Meetings. View upcoming Meetings. View all meetings by date. Go to Meetings in Progress. Click on My Meetings. Go to Upcoming Meetings. Go to the calendar displayed under My Meetings. Click on any linked date to see the time and title of past, current and upcoming meetings. 36

37 View meeting details. Option 1: from date view: 1. Click on My Meetings. 2. Go to the calendar displayed under My Meetings. 3. Click on any linked date to see list of meetings. 4. Click on the individual meeting to see details. Option 2: from Upcoming Meetings: 1. Click on My Meetings. 2. Click on the individual meeting title under Upcoming Meetings to see the details. Option 3: from Meetings in Progress: 1. Click on My Meetings. 2. Go to Meetings in Progress. 3. Click on the Meeting title to see details. You cannot edit meeting details of meetings currently in progress. 37

38 Edit an upcoming meeting. 1. Click on My Meetings. 2. Go to Upcoming Meetings. If you change the meeting title, date or time, make sure you click to close the entry box so that your changes 3. Click Edit next to the meeting you want to change. 4. When the meeting panel opens, enter your changes. are accepted. If you require a response from your participants, be sure to resend the invitations after you have made any scheduling 5. Click Save. 6. When the Notification Options box opens, select one of the following: changes. After you click Continue, you will see a message confirming that your changes have been saved. Resend invitations to all participants Send invitations to only new participants Do not send invitations to any participants 7. Click Continue. 8. When the meeting panel reappears, click Close if you have no more changes. Discard changes to a meeting. If you do want to make additional changes, click Edit and follow these steps again. If you want to discard your changes rather than save them, click Discard Changes at the bottom of the meeting panel. 38

39 Cancel an upcoming meeting. 1. Click on My Meetings. 2. Go to Upcoming Meetings. 3. Click Edit next to the meeting you want to cancel. 4. When the meeting panel opens, click Cancel. 5. Click Yes to confirm that you want to cancel the selected meeting. 6. The My Meetings panel will open. 7. Your meeting will appear under Upcoming Meetings with canceled next to it. You must click Yes when the dialog box appears in order to cancel your meeting. Start a Meeting Participants can join the audio, web and/or video portions of a Virtual Meeting. A meeting officially starts when at least one participant has joined the meeting. A scheduled meeting can be started 15 minutes before its scheduled start time. If Require Moderator was NOT selected when the meeting was created, any participant can start the meeting at the selected start time. If Require Moderator was selected, the meeting will be available for all participants once the Moderator joins and enters their moderator ID. Other participants cannot join the meeting until the Moderator has joined, even if the scheduled start time has arrived. Moderators and participants can start meetings: 1. Via an invitation. 2. Using a phone. 3. In Virtual Office Online. 4. From a chat session 39

40 Start a meeting via the invitation. 1. Open the meeting invitation. 2. Click on the unique meeting URL provided. Moderators must enter a Virtual Meeting login in order to start the meeting and access meeting controls. 3. If you do not have an 8x8 Virtual Meeting login, click on I am a new participant and register for a login. If you have an 8x8 Virtual Meeting account, click on I am a returning participant and enter your login information. Registering for a free Virtual Meeting login also gives moderators and participants access to upcoming meetings, and past meetings and recordings. You cannot start a meeting by clicking on Join Now. Start a meeting using a phone. 4. Once you are logged into the online session, you have successfully started the meeting. 5. You now have the option to dial into the audio portion of the meeting. See the Join a Meeting section for more details. 1. Open the meeting invitation to obtain the dial-in number(s) and meeting ID. 2. Dialin using one of the phone numbers provided. 3. When prompted, enter your meeting ID, state your name and press #. If the meeting requires a Moderator, the Moderator must enter their Moderator ID in order to start the meeting. 40

41 Start a meeting in Virtual Office Online. 1. Login to Virtual Office Online. 2. Click on My Meetings on the left side of the screen. If the Prompt to Join Audio option is enabled, you will be prompted to join the audio portion immediately after logging in. Start a meeting from a chat session 3. When the My Meetings panel opens, go to Upcoming Meetings. 4. Click on Start Meeting. 5. You are now logged into the online portion of the meeting and have the option to dial into the audio portion. See the Join a Meeting section for more details. 1. Login to Virtual Office Online. 2. Initiate a chat session with a contact. 3. Click Start Meeting button on the chat window to instantly start a meeting with the contact. Note: You can start a meeting from a popped out chat window as well as a popped in window. 4. Follow the prompts to join the meeting. If you schedule the meeting at a later date, you will be able to start the meeting 15 minutes prior to the start time. All the moderator features of the meeting are available to you once you join the meeting. If you initiated a chat with a Virtual Office contact, the contact is prompted to join the meeting in their Virtual Office Online account. If you initiated a chat with any other contact, the dial in details to join the meeting is sent via an . 41

42 Automated Status Change While participating in a Virtual Meeting, your status changes automatically to Busy In an 8x8 Virtual Meeting. When you leave the meeting your status reverts back to Available. To turn off the automatic setting: 1. Use the arrows next to My Status to select Custom. 2. Uncheck the Automatically Change my status when On Virtual Meeting to Busy status. Join a Meeting Participants can join a meeting that does not require a Moderator or that has already been started by the Moderator. Participants can join meetings: 1. Using a phone. 2. Via the invitation. 3. In Virtual Office Online. 4. From a chat session 42

43 In the below, participants can click on the link. You will be brought to the 8x8 Virtual Meeting login page. Press Join Meeting Now button to enter the meeting. 43

44 You will be prompted to dial in for the audio part of the meeting with three options. Choose your preference and follow the prompts to join the meeting. Join an audio meeting using a phone. 1. Open the meeting invitation to obtain the dial in number(s) and meeting ID. 2. Dial in using any of the numbers provided. 3. When prompted, enter the meeting ID, state your name and press #. If the audio meeting requires a Moderator, participants cannot join until the Moderator has started the meeting. Participants can only join audio sessions during the scheduled time. 44

45 Join an online meeting from an invitation. 1. Open the meeting invitation. 2. Click on the unique URL provided. 3. If requested, you can RSVP to the meeting. 4. Click Join Now to join the meeting without logging in or registering. You will be required to enter your first and last name. If you do not have an 8x8 Virtual Meeting login, click on I am a new participant and register for a login. If you have an 8x8 Virtual Meeting account, click on I am a returning participant and enter your login information. 5. You are now logged into the online portion of the meeting and have the option to dial into the audio portion. The Join Now option becomes available 15 minutes before the scheduled start time of the meeting. In order to join a web session as the Host or Moderator, you must: 1. Use the unique URL supplied in the invitation Dial in to the meeting using a dial in number and Host meeting ID supplied in the meeting invitation. Tip: If you are both the Moderator and Host, use your Moderator meeting ID to dial in. 45

46 Dial into the audio session of an online meeting from an invitation. If the Prompt to Join Audio option is enabled for your meeting, you will be prompted to join the audio session after logging in to the web session. There are three ways you can dial in: If you choose option 1, you will need a microphone and speakers or computer headset. You will also be prompted to grant access to your camera and microphone. Remember to say your name and press # to join the audio Option 1 1. Select Join Meeting with Web Browser to be connected to the audio session via VoIP. 2. Click Connect to Call. Option 2 1. Select Call me on my phone and enter your phone number. The system will call you and connect you to the audio portion of the meeting. 2. Click Connect to call. Option 3 1. Select I will dial in myself and click No Thanks. 2. Dial in from your phone using the number provided in the invitation. 3. When prompted, enter the meeting ID in the invitation, state your name and press #. meeting. 46

47 Dial into the audio session of an online meeting from an invitation. (continued) If Prompt to Join Audio is not enabled for your meeting, you will be placed immediately into the web session. You can dial in to the audio session at any time during the meeting. 1. Go to Meeting Controls at the top of the meeting window. 2. Select Connect to Call from the pull-down menu. 3. Select Dial in using my computer or Dial in using my phone. 4. Follow the instructions for option 1 or option 2 above. Join a meeting in Virtual Office Online. You can also use option 3 to dial in from your phone using the number provided in your invitation. Login to Virtual Office Online. If the meeting has already started, you can join it in two ways. Option 1 1. In the Home panel, click View next to Meetings in Progress. If the Prompt to Join Audio option is enabled, you will be prompted to join the audio session immediately after joining the web session. If the meeting requires a Moderator, participants will not be able to dial in or join the web meeting until the Moderator has joined it. 2. When the My Meetings panel opens, go to Meetings in Progress. 47

48 Join a meeting in Virtual Office Online. (continued) Option 2 1. Click My Meetings. 2. Go to Meetings in Progress. 3. Use the scroll bar to find the meeting you want to join. 4. Click Join. 5. You are now logged into the web session and have the option to dial into the audio portion. If the meeting has not yet started: 1. Click My Meetings. 2. Go to Upcoming Meetings and look for the meeting you want to join. 3. Start Meeting appears when the meeting is within its scheduled time. Click Start Meeting to join the web session. 4. You now have the option to dial into the audio portion of the meeting. 48

49 Dial into the audio session of an online meeting in Virtual Office Online. If the Prompt to Join Audio option is enabled for your meeting, you will be automatically prompted to join the audio session after logging into the web session. There are three ways you can dial in. Option 1 If you choose option1, you will need a microphone and speakers or computer headset. You will also be prompted to grant access to your camera and microphone. Remember to say your name and press # to join the audio meeting. 1. Select Dial in using my computer to be connected to the audio session via VoIP. 2. Click Connect. Option 2 1. Select Dial in using my phone and enter your phone number. The system will call you and connect you to the audio portion of the meeting. 2. Click Connect. 49

50 Dial into the audio session of an online meeting in Virtual Office Online. (continued) Option 3 1. Select No Thanks and click Close. 2. Dial in from your phone using the number provided in the invitation. 3. When prompted, enter the meeting ID in the invitation, state your name and press #. If Prompt to Join Audio is not enabled for your meeting, you will be placed immediately into the web session. You can dial in to the audio session at any time during the meeting. 1. Go to Meeting Controls at the top of the meeting window. 2. Select Connect to Call from the pull-down menu. 3. Select Dial in using my computer or Dial in using my phone. 4. Follow the instructions for option 1 or option 2 above. You can also use option 3 to dial in from your phone using the number provided in your invitation. 50

51 Join a meeting from a chat session. If a Virtual Meeting is initiated from a chat session, you receive an instant invitation to join the meeting. Click Join and follow the prompts to attend the meeting. Meeting Controls and Features In Virtual Meeting, you can assume two roles: Moderator: The person who creates a meeting is automatically assigned the Moderator role. A Moderator can designate a participant to be the Moderator for a meeting. Participant: The person who is invited to a meeting. Moderator-only Meeting Management Capabilities When you initiate a meeting as a moderator, you have access to the following powerful meeting management capabilities: Start, stop, pause and resume a meeting Start and stop recording a meeting Lock and unlock a meeting preventing additional participants from joining Invite and remove participants Share content and enable sharing for participants Start a video session Create a private group of participants Remotely control a participant s desktop Mute participants. 51

52 Note: Hovering over the participants names in the Participants Panel displays their profile pictures if they are set up. Stop a meeting. 1. Click Meeting Controls icon from the meeting panel. Stopping a meeting ends both the web and audio sessions. All participants, including the Host and Moderator, will be removed from the meeting. Participants will receive an audio and online alert A pop up window with your controls appears. notifying them that the meeting has ended. The meeting can be restarted if the Moderator joins again. However, if the meeting end time has passed, the meeting cannot be started again. 2. Select Stop Meeting. 3. A dialog box will appear asking for confirmation. 4. Click Yes to stop the meeting; click No to cancel. 52

53 Pause / Resume an online meeting. 1. Click Meeting Controls icon from the meeting panel. A pop up window with your controls appears. 2. Select Pause Meeting. 3. A confirmation message box will appear. 4. Click Yes to pause the meeting. 5. Pause will change to Resume in the dropdown menu. 6. Click Resume Meeting to start the meeting again. 7. A confirmation message box will appear 8. Click Yes to resume the meeting. Pause Meeting puts all participants on hold. Participants will hear on-hold music until the Moderator resumes the meeting. 53

54 Start / Stop Recording. 1. Click Meeting Controls icon from the meeting panel. A pop up window with your controls appears. 2. Select Start Recording. 3. A Terms and Conditions message box will appear. 4. Check the box next to I have read and accept the 8x8 recording policy. 5. Click Ok. 6. Start will change to Stop in the menu. 7. Click Stop Recording to end audio recording. If the meeting is being recorded and the Moderator clicks Pause Meeting, the recording will continue unless the Moderator clicks Stop Recording. If the meeting is paused and then resumed, recording will continue. If the Moderator starts and then starts recording again, a new, separate recording file is created for the meeting. Recorded meetings can be accessed in Virtual Office Online by clicking on My Inbox, selecting the Media tab and clicking on Meetings. See the Review Past Meetings section for more information. Lock / Unlock Meeting. 1. Click Meeting Controls icon from the meeting panel. A pop up window with your controls appears. 2. Click Lock Meeting. 3. A dialog box will appear asking for confirmation. 4. Click Yes to lock the meeting; click No to cancel. 5. Lock will change to Unlock in the menu. 6. Click Unlock Meeting to open the meeting to new participants. Lock Meeting prevents any more participants from joining either the audio or web portion of the meeting. Unlock Meeting allows new participants to join. 54

55 Announce Meeting End. 1. Click Meeting Controls. A pop up window with your controls appears. 2. Click Announce Meeting End. 3. An Advanced Options box will appear. 4. Use the arrows to select the number of minutes before the message plays, or click Play Now. This feature plays a recorded announcement to participants that the meeting will end in x minutes. Participants must be connected to the audio session in order to hear it. However, playing this announcement does not end the meeting. To do that, the Moderator must also stop the meeting. See Stop a Meeting above for more information. Mute / Unmute participants. Go to the Participants panel on the left side of the screen If the Participants panel is not open, click on Participants in the top menu. Participants can be muted / unmuted at any time during the meeting. To Mute Individual Participants: 1. Check the Mute box next to the name of any participant(s) you want to mute. 2. Uncheck the box to unmute the participant(s). To Mute All: 1. Click Mute All to mute all participants, except the Host and Moderator. 2. Click Unmute All to unmute all participants. 55

56 Start a Private Group discussion. 1. Go to the Participants panel on the left side of the screen. 2. Check the Private Group box next to the name of any participant you want to place into a private group. 3. Once the first participant is checked, Start Private Group button appears at the top of the Participant List panel. If the Participants panel is not open, click on Participants in the top menu. A private group is a sidemeeting while the other participants are put on hold with music. Only participants who have dialed in to the audio session can be put into a Private Group A participant who is removed from a private group is put on hold. 4. Click Start Private Group. 5. A confirmation message will appear asking your consent to put other participants in the meeting on hold. 6. Click Yes to initiate the private group discussion. 7. To remove someone from the private group, uncheck the box next to their name. 8. Click End Private Group to end the Private Group meeting. This brings all participants back to the live meeting. 56

57 Invite additional participants. 1. Select Invite Participants icon from the meeting panel or click Invite button from the participants panel. If the Participants panel is not open, click on Participants in the top menu. If Allow participants to invite is enabled during meeting creation, any participant can invite new participants. A dialog box appears offering you ways to invite more participants: Send an invitation: Enter the participants names or addresses or select from your contact lists. Call participant now: Enter a contact name and select the corresponding phone number. Virtual Meeting now allows the host to use the Invite Participants function to reinvite an attendee who was previously invited and send them a new invitation. This is helpful if the attendee cannot find the original invitation . Invite through chat: Enter a contact name and initiate a chat session. In the chat window, click Invite To This Meeting to send an instant invitation to the contact to join the meeting. The contact is prompted to join the meeting. On accepting the invitation, the contact joins the meeting instantly. 2. Make your choice and click Invite. If you choose to call participant now, a phone call will be placed to the participant. If you choose to send an invitation, an invitation is sent to the participant. 57

58 Sharing Content Virtual Meeting allows you to collaborate with your meeting participants by sharing content from your desktop or an application, or using the Whiteboard to brainstorm your ideas. When you select the Share Content icon on the meeting panel, a dialog box appears with the following three choices: Desktop Application Whiteboard Desktop sharing: This option allows you to share any content on your desktop. On initiating a Desktop Sharing session, a resizable blue frame appears on your desktop. You can resize the frame to match your requirements. 58

59 Application sharing: Allows you to share any open application on your desktop. The sharing frame snaps to the application you choose to share. Note: You cannot share minimized applications. Whiteboard: Offers a virtual whiteboard with drawing tools to doodle and share. The Whiteboard offers you tools to: insert and highlight text open an image create your own sketch using drawing tools zoom in and out to focus lock your whiteboard from making any changes save your sketch 59

60 The 8x8 Virtual Meeting also gives you the ability to annotate shared content using your pallette of annotation tools similar to whiteboarding tools. You can highlight, draw and make notes on the content you are sharing using the content annotation tools. To annotate your shared content: 1. Click Start Annotate button at the top right. The shared content flows into the browser. 2. Use the tools to annotate. 3. Click to pop the shared content window out of the Virtual Office Online browser. You can pop it back in by clicking the 60

61 Share Content. 1. Click Share Content icon at the top of the meeting panel. The Host or Moderator must enable the participant to do this. A dialog box with the following three choices appears. Desktop: Enables sharing your desktop. To share your entire desktop, maximize the Content Sharing frame by clicking the maximize button in the top right corner. Participants cannot transfer content sharing controls unless they are the Host or Moderator. Application: Enables sharing content from an application on your desktop. Whiteboard: Offers a virtual whiteboard with drawing tools to doodle and share. 2. Make your choice and click Share.. 61

62 Desktop Sharing. 1. If you selected Desktop sharing, a blue Content Sharing frame will appear. 2. Adjust the frame to show only the portion of your desktop you want to share. 3. Click the big blue Play button or Start Content Sharing at the top of the frame. The blue window will turn red to indicate that Content Sharing is is progress. 4. To pause content sharing, navigate back to the top of the content sharing window until the Content Sharing control appears. 5. Click on Pause Content Sharing. 6. To restart content sharing, simply click on Start Content Sharing or the Play button. 7. To stop content sharing, click on Stop Sharing or X When Desktop Sharing is paused, other participants see the last screen shared until desktop sharing is stopped or resumed. 62

63 Application Sharing. 1. When you select Application Sharing, you can share any window currently open on your desktop. 2. Select the application you want to share. 3. Click Share. 4. To pause window sharing, simply minimize the window you are sharing. 5. To resume, open the window again. 6. To change the content sharing window, navigate to the Content Sharing tab on the top middle of the meeting screen. 7. Select Change Shared Content and select a new window to share. When you minimize the application that is being shared, content sharing is paused until you open the application again. Whiteboard 8. To stop content sharing, either close the shared window or select Close Content Sharing under the Content Sharing tab. 1. When you select Whiteboard, you can create a sketch or insert an image and doodle with the annotation tools. 2. Use the drawing tools to share information. 3. Optionally, you can save the content shared on your whiteboard. 63

64 Transfer content sharing controls or remote desktop. 1. Go to the Participants panel on the left side of the screen. 2. Check the Content Sharing box next to the name of a participant to let them access content sharing or remote desktop controls. 3. Uncheck the Content Sharing box to disable this capability. If the Participants panel is not open, click on Participants in the top menu. Only the Moderator and Host can transfer content sharing controls. Content sharing allows participants to share some or all of their desktops with other meeting participants. Participants can click on the Content Sharing icon to start content sharing. Remote desktop control allows participants to gain control of another participant s desktop after the other participant grant access permission. Remove participants from a meeting. 1. Go to the Participants panel on the left side of the screen. 2. Click on the X next to the name of the participant you want to remove. 3. The participant will see a message box informing them that the Moderator has removed them from the meeting. The Moderator s and Host s Content Sharing boxes are automatically checked. If the Participants panel is not open, click on Participants in the top menu. 64

65 Participant Capabilities All participants, including the Host and Moderator, can access meeting controls and features such as connect to call and leave, as well as invite new participants, chat and share content, start a video session depending on whether these options are enabled. Registered participants who join meetings by entering their 8x8 account logins instead of clicking Join Now can also view meeting details and play recordings from past meetings. Inviting additional participants to the meeting is simple. 1. Press the Invite button on the meeting screen. 65

66 2. Enter an invitation or call the participant to join the audio session. You can select a new participant from the Contact List. 3. Select from your Virtual Office Online contact list. Check each person to invite and press the Invite Contacts button. 66

67 Connect to the audio portion of an online meeting. 1. Click on Dial In icon. For more information on dialing in to the audio session of a meeting, see the Join a Meeting section. A dialog box appears with choices 2. Select Call me on my phone or I will Dial in myself. 3. Click Connect to Call. 67

68 Leave a meeting. Option 1: Leave the web and audio session 1. Click Leave Meeting at the top right hand corner of the meeting panel. 2. A message box will appear, asking for confirmation. 3. Click Yes. Option 2: Leave the web and audio session Click Logout. Option 3: Leave the web and audio session Close the browser window. Option 4: Leave the audio session only If you dialed in from your computer or had the system call your phone: 1. Click on Meeting Controls. 2. When the pull-down menu appears, click Disconnect Call. If you dialed in directly from your phone or had the system call your phone: Hang up the phone. 68

69 Chat with other participants during a meeting. 1. Go to the Chat panel on the left side of the screen. If the Chat panel is not open, click on Chat in the top menu. 2. Under the Participant panel, click on the participant you want to chat with. 3. Type your message in the message box. 4. Click Send. To view Chat History, click the arrow on the right side of the Chat panel. Chat must be enabled during meeting creation for this feature to be available. 5. To send a chat message to all participants, simply type your message in the message entry box in the main Chat window. 69

70 View participant and Host meeting ID numbers. 1. Click on Meeting Details link at the top center of the screen. 2. A Meeting Information panel will open, allowing participants to view meeting details, including: Title Host(s) Meeting duration Active participants: maximum allowed, how many have joined the web and audio sessions, and how many are muted. Start time End time (estimated) Whether the meeting is recurring RSVP Status Dial in Numbers Participant Meeting ID Moderator ID (only displays if participant is the Moderator) Host ID (only displays if participant is the Moderator or Host) Moderator s name Invited Participants (only displays if participant is the Moderator): names, addresses and phone numbers. 70

71 Share Content. If the Moderator gives you the content sharing abilities, the Share Content icon shows in your meeting panel. For details on content sharing, refer to Content Sharing The Host or Moderator must enable the participant to do this. To share your entire desktop, maximize the Content Sharing frame by clicking the maximize button in the top right corner. Participants cannot transfer content sharing controls unless they are the Host or Moderator. Transfer content sharing control. 1. Go to the Participants panel on the left side of the screen. 2. Check the Content Sharing box next to the name of a participant to let them access content sharing. 3. Uncheck the Content Sharing box to disable this capability. To start sharing content as a participant, you can click the Share Content icon from the meeting panel and follow the prompts to begin sharing content from your desktop, or from an open application. You can also choose to share your ideas using the Whiteboard., or use whiteboard to share your ideas. Transfer remote desktop control. 1. Go to the Participants panel on the left side of the screen. 2. Click Start link next to the name of a participant to let them access remote desktop controls.. Requires Moderator rights to the meeting to transfer remote desktop control abilities to other participants. To start remote desktop control, click on the participant s name from the participant list and select Start. The other participant needs to click Yes to allow access 71

72 Video Meeting Features In addition to providing web and audio sessions, 8x8 Virtual Meeting supports video meetings. Prerequisites for Video Meetings To take advantage of 8x8 Virtual Meeting s video capabilities the following requirements must be met: 1. Your computer must be equipped with a web camera. 2. Video must be enabled when the meeting is created. Start Video. 1. Select Start My Video icon from your meeting panel. 2. Select the camera you want to use. Stop Video. Option 1 Click Stop My Video. Option 2 Click the down arrow at the bottom right side of the video panel, select your name to stop. Option 3 Pause a participant video. Click on the webcam symbol in the top left of your video. 1. Click the down arrow at the bottom right side of the video panel. 2. Click on the participant name to pause. 3. Click again to resume. indicates that the participant is visible. 72

73 Pause Video. 1. Select the participant from the video pull-down menu. 2. Click on the participant to pause. 3. Click again to resume. indicates that the participant is visible. Enlarge Video. 1. Hover over the participant s video window at the bottom right side to make the enlarge video appear. 2. Click on to make the video bigger. 3. To view the video in full screen, select: This feature only controls your view of the video. Other participants views are not affected. Pop out the video screen. 1. Click on the top right hand corner to pop out the video screen into a free standing resizable browser window. 2. Click to pop it back into the main Virtual Meeting window. 73

74 Arrange Video and Content Sharing panels By default, the video panel is arranged above the Content Sharing panel consuming screen space. You can rearrange the panels side by side enabling better screen space for content sharing. 1. Click the Panel Arrangement button on the Virtual Meeting toolbar to arrange the panels vertically next to each other. 2. Click the button again to arrange the panels horizontally one above the other. Navigate through videos. If you have more than 3 video participants, you can click on either the right or left most side of the participant s video window to navigate to the other video streams. To prioritize which video participant you want to see, drag and drop that person s window to the desired position. 74

75 Remote Desktop Control 8x8 Virtual Meeting allows a moderator, host or a participant with content sharing enabled to take over another participant s desktop after obtaining access permission from this participant. Note: Additional Prerequisite for Remote Desktop Control Your computer and the controlee s computer need to have the latest Java Runtime Environment install. (User will be prompted to install if the right JRE version is not already installed). Remote Desktop Control Window identified by the Controllee label at the top middle 75

76 Start remote desktop control. 1. Click the Start link next to the participant name under Remote Desktop column. Stop remote desktop control. Pause remote desktop control (Controlee). Stop remote desktop control (Controlee). Allow remote desktop control for a participant. 2. The participant needs to click Yes to allow access. Click on the close button icon on the top left of the remote desktop control window Click Pause on the top middle remote desktop control panel. Click Close on the top middle remote desktop control panel. 1. Check the Content Sharing box next to the participant. 2. The participant can now take control of any other participant s desktop as long as access to control has been given. Only moderators or hosts can enable remote desktop controls for other participants. 76

77 Review Past Meetings Registered participants who join meetings by entering their 8x8 login information instead of clicking Join Now can review past meeting details and listen to recorded meetings. View Past Meeting Details To view details of past meetings you have created or participated in: 1. Log into Virtual Office Online. 2. Click My Inbox in the top left side of the screen. 3. Click the History tab. 4. Click Past Meetings on the menu bar. A drop-down list of past meetings will appear displaying these meeting details: Title Creator Date Start Time and End Time Duration Recording status 77

78 To view more details about a past meeting, including the number of participants and participants names: 1. Click More Info. 2. An information box will appear. 3. Click View Participants next to the number of participants shown. Listen to Recorded Meetings 8x8 Virtual Office Online provides up to 35 hours of storage for recorded calls and meetings. To view your current storage usage and listen to recordings of meetings you have created or participated in: 1. Log into Virtual Office Online. 2. Click My Inbox in the top left side of the screen. 3. Click the Media tab. 4. Click Meetings on the menu bar. Your total capacity, storage used and remaining capacity are all displayed. 78