USER GUIDE Conferencing Advanced and Customized Net Conference with Microsoft Office Live Meeting 2007 Break Out Rooms User Guide Setting up the Instant Meeting Audio Subscription information for the Live Meeting Advanced Net and Customized Net conference: Instant Meeting Audio Sub-conferencing is supported on Instant Meeting Audio subscriptions only. Audio sub-conferencing is not available on a Premier Audio Conference Call. Leaders should instruct their participants within the Live Meeting invitation to join the audio conference by having the Live Meeting dial out to them. This allows the net and audio sessions for each participant to synchronize so that both sessions may be assigned to a breakout room together. If participants dial into the Live Meeting, the audio and net sessions cannot be synchronized and the leader will be unable to assign the participant to a Breakout room. Select the settings shown below. Enable telephone conferencing Conferencing provider: Verizon Business Allow meeting participants to use Join Conference to have Live Meeting call their phone instead of dialing in Display the toll free phone number to meeting participants in the Live Meeting client (optional) Display the toll number to meeting participants in the Live Meeting client (optional) Enter your Instant Meeting Toll-free meeting phone number Enter your Instant Meeting Toll meeting phone number Enter your Participant passcode and Leader passcode Click OK 1
Leader Joins the Meeting: The Join Conference Call window will pop up. If it doesn t, click Join Audio under the Voice & Video pane. Select Call Me or New Phone Number to have the bridge dial out to the leader Enter your Leader/PIN code Click Join Participants Join the Meeting: When your participants join the meeting they should be instructed to have Live Meeting dial back out to them to synchronize the audio and net sessions. Otherwise assignment to a breakout room is impossible. The Join Conference Call window will pop up. If it doesn t, click Join Audio under the Voice & Video pane. Click Join Audio under the Voice & Video Select Call me or New Phone Number to have the bridge dial out Enter your Participant/PIN code Click Join 2
Setting Up Breakout Rooms The first step in using Breakout Rooms, is to set up the rooms, and determine which participants will be in each room. 1. Open the Attendees pane and select Rooms. 2. The Breakout Room Setup dialog opens. You can specify the number of rooms, or the number of people in each room. Then, determine if you will manually assign participants to a specific room, or allow the system to place participants into rooms automatically. 3. The participants are assigned to a breakout room, however they have not yet been moved. To automatically assign participants, select Automatically assign participants and click OK. To manually assign participants, select Manually assign participants and click OK. Right-click on the attendees for the same breakout room, and select Move To... To move multiple participants, use the Shift or Control (Ctrl) keys. Alternatively, you may drag each participant to the appropriate breakout Room. Repeat as necessary to move all participants into the appropriate breakout room. 3
Starting and Stopping the Breakout Sessions It may be necessary to re-open the breakout room menu by selecting Rooms from the Attendee pane. 1. Click Start. Each person is then moved into their assigned Breakout Room 5. The meeting is automatically unlocked when the breakout sessions are stopped. 2. The meeting is automatically locked while the breakout rooms are in progress. 6. The attendees are moved back into the main room. The breakout configuration remains so that the leader can begin the session again at any time. The participants will hear a message that they are being moved back into the main room. The breakout rooms remember who was in each room. The leader may re-assign the participants to their prior breakout rooms by clicking Start again. Note: It is important that the participants DO NOT enter 0## to end their breakout session and return to the main room (as instructed by the audio conference while being assigned to a breakout room.) If they enter 0##, the net and audio sessions become unsynchronized and it is not possible to re-assign them should that be necessary. To re-assign participants after the audio and net sessions become unsynchronized, delete all breakout rooms and start fresh with new ones. The participants can now be moved to breakout rooms with both the audio and net sessions synchronized. 3. The attendees move into their breakout rooms. The Presenter remains in the main room. There will be an announcement on the phone that the meeting is being locked. Each participant will hear that they are being moved to a breakout room. They will hear an instruction to enter 0## to be returned to the main room. Note: We encourage participants to disregard this instruction as it is a DTMF command that is not interpreted by Microsoft. A participant who enters 0## will be returned to the main room however the audio and net session become unsynchronized at that time preventing any re-assignments for the duration of the call. 4. To finish the breakout sessions click Stop. The attendees return to the main conference. However the breakout room configuration remains, so the breakout rooms can be restarted at any time. 4
Managing Content in the Breakout Sessions 1. When the breakout rooms are created, a whiteboard slide is automatically placed in each room. All participants can annotate on the slide. 3. Use the Options menu to: Add a Breakout Room Delete Contents of All Breakout Rooms Delete All Breakout Rooms 2. Each participant in a breakout room has the ability to upload content. The content will continue to be available through the Content Expiration date, or until the Presenter removes the content or deletes the breakout rooms. Moving Participants Between Breakout Rooms The Presenter can also move between breakout rooms, and move attendees between different breakout rooms. Use a right-click or the Go To menu to move between breakout rooms. Content of Breakout Rooms from Leader Console Content of Breakout Rooms from Participant Console The Presenter may move attendees between breakout rooms. The same right click options are available to move attendees between breakout rooms. 5
Ending the Breakout Rooms 1. To finish the breakout sessions click Stop under the Attendees pane. The attendees return to the main conference. Note: Recording of the Live Meeting session is performed via the normal process however only the Main Room is recorded. 2008 Verizon. All Rights Reserved. UG13334 12/08 The Verizon and Verizon Business names and logos and all other names, logos, and slogans identifying Verizon s products and services are trademarks and service marks or registered trademarks and service marks of Verizon Trademark Services LLC or its affiliates in the United States and/or other countries. All other trademarks and service marks are the property of their respective owners. 6