MEET ME NOW User guide For the presenter Getting started
Installation of your multimedia client To get yourself set up for Meet Me Now, you first need to install a copy of our multimedia client, which you can find on the enclosed CD. If a previous version of the client is currently installed on your machine, please uninstall it and reboot your PC before proceeding. Also ensure all other applications are closed (especially Microsoft Outlook). Double click the installation file and follow the steps on screen. Launching Microsoft Outlook Once the installation is complete, launch Microsoft Outlook and under the menu options you will see a new heading named multimedia. Select preferences from the Multimedia menu and under the user settings, fill in the following details, as supplied on your Timico welcome letter. 2 Meet Me Now user guide
Under connection set the connection speed relevant to your network low, medium or high. Under network, ensure the active proxy IP is always set to 195.54.255.8, the proxy port is 5060 and the domain name is as supplied to you by us. Setting your location Once these steps have been completed, click OK which will take you back to the Outlook main screen. From here select the multimedia heading again and select login from the list of options. If all the above details are correct, a pop-up box should appear asking you to select a location. Choose the relevant entry from the list. If the pop-up box does not appear, from the Multimedia menu in Outlook, select preferences then user. Locations are set up by Timico and usually correspond to your company offices or sites. If no relevant location is defined you should select other from the list. Once a valid location is chosen, the user status/presence should change from grey (unknown) to green and show as connected/active. Meet Me Now user guide 3
Your Meet Me Now settings 1. Log on to your Personal Agent via the multimedia client tool bar in Outlook or the URL provided by Timico. 2. On the menu bar, click preferences. 3. In the left pane, select preferences > services > Meet Me Now. The Personal Agent lists your Meet Me Now settings. Amend or complete any missing fields. Access code to join your conference Conference URL to provide to your participants Starting a Meet Me Now web conference 1. Send the required phone access information to your participants - dial-in number and access code (see above), along with the date, and time of the conference. 2. Provide participants with the web link to the conference. You can find this conference URL on your Meet Me Now page within the Personal Agent, shown as Address to use to join the web collaboration conference (see above). 3. When you are ready to start your conference, call the dial-in number. 4. Enter the conference access code followed by the hash (#) key. 4 Meet Me Now user guide
5. Press the star (*) key and then enter your chairperson PIN followed by the hash (#) key. 6. To start the conference, press 1 and then to start the web collaboration session, press 9 1. Click the link pushed to you on the share tab of the call pop up, or go to the Meet Me Now page on the Personal Agent and click on the Chairperson web collaboration link (hit the refresh button in your web browser if this does not appear in a few seconds). This will open the presenter web collaboration window in your web browser. 7. From this window, you can publish the Microsoft Office documents (Word, PowerPoint, Excel) that you want to present to the participants, or you can share your entire desktop. 8. If you wish to record all or part of your Meet Me Now meeting, press * 9 to start recording and * 9 when you wish to finish. Your recording will be emailed to you as a.wav file. Presenter web collaboration window tools Lock the web conference to new users Publish Microsoft Office documents Share your desktop with participants Guide the presentation using the Document Pointer Mark up published documents in real-time Switch all participants to full screen Present the previous and next page of a published document Present a specific slide, identified by title or number in the drop-down menu Conduct instant polling of participants End the web portion of the collaboration. Audio is unaffected Meet Me Now user guide 5
Publishing your documents To publish Microsoft Office documents for use during a presentation: 1. On the toolbar, click publish 2. Browse for the document you want to publish. 3. Click publish document. The first page will then appear automatically in the web collaboration window. Note: If you use Office 2007, you will first need to save documents in the 98 2003 format e.g..doc instead of.docx. Presenting your documents To navigate through a published document, use the previous and next icons on the toolbar, or use the drop-down menu to jump to a specific slide. To guide participants around the published page, click the document pointer on the toolbar and all participants will be able to follow your actions. To mark up published documents for real-time demonstrations in your presentations, click the marker on the toolbar To keep an electronic copy of any marked up changes, use the print screen function on your PC. Removing published documents To remove a published document from the presentation: 1. From the publish documents window, click on the appropriate published document. 2. Click delete. 6 Meet Me Now user guide
Sharing applications To share applications (e.g. non-microsoft Office documents such as pdfs) or your entire desktop with conference participants (requires Internet Explorer 5.5 or higher): 1. On the toolbar, click application sharing 2. From the dialogue box, select the applications that you want to share. 3. Click share selected to share the selected applications, or click share all, to share all applications. 4. To select the document to share, restore the main window or annotate your shared document with the pointer or marker, click on the file sharing icon on the right hand side of the top toolbar on your screen. 5. To stop application sharing, click unshare all. Note : The first time you try to share a document on Meet Me Now, you will see a dialogue box asking you to download a file sharing application, then follow the steps below: 1. Click install now. 2. Click share, if you re happy for all your applications, including your desktop to be shared. 3. Choose the appropriate quality option (Best, medium or high quality), depending on the speed of your broadband connection. Using the attendee roster You can use this to view present conference participants, along with their web and audio status: Hover over an entry to view more information about a participant: name, company, e-mail address, or telephone number. Click all attendees for options available to all participants. Click an entry for options available to that participant. Meet Me Now user guide 7
Manage the attendees by using the attendee menu options to: Select remote control to direct applications on a participant s computer. Select send file to send files to selected participants. Select disconnect to remove selected participants from the web collaboration session. Select edit info to add or change attendee information. Select chat to send an instant message. To transfer control of the presentation to a participant, right-click the participant s roster entry, and then select make presenter. To take back control, click on the presenter icon in the toolbar. Taking instant polls To gather instant polls during your presentation: 1. On the toolbar, click poll 2. To clear any previous questions, click new. 3. Type your poll question and list of possible answers. 4. To add more answers, click add. 5. To remove answers, highlight the relevant question, then click delete. 6. Click save to save the poll question for later use. 7. To immediately send the question, click conduct. 8. To broadcast results to your participants, click end poll then share results. Ending your conference To end your conference, click stop presentation and sign out, then click OK. If you have any questions about setting up or using our Meet Me Now service, you can email us at tcs.business@timico.co.uk, or call us on 0844 871 8125. 8 Meet Me Now user guide