ilinc Leader Guide Preparing for Your Session

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1 ilinc Leader Guide This User Guide is designed for ilinc session leaders. It provides all the information you will need to set up and lead your session and will provide information on the tools in the Manage section of the menu on the Log In page of the ilinc Communications Center. ilinc 10 ilinc is a trademark of ilinc Communications, Inc. All rights reserved. Preparing for Your Session As a session leader, you may be bringing people together for a meeting, teaching a training class, presenting in a webinar, or providing technical support. Even though the session type may differ, as a leader you need to be familiar with the process for scheduling your session and the different considerations you should make before leading your first session. This chapter will get you started.

2 Leader and Assistant Start Screen Understanding the Leaders Role in ilinc If you are unfamiliar with ilinc, it may help to review the Participant User Guide, which provides general information about ilinc, including a description of the session Tool Panels, details on available session tools, and information on how to join and collaborate in a session. Authority Levels and Roles Authority Levels and session roles determine what tasks a user can perform in the ilinc Communications Center. Your system administrator assigns Authority Levels when setting up a new user in ilinc. Authority Levels When your system administrator sets up a new person the Authority Level of Standard User is assigned. Any combination of the following default Authority Levels can also be assigned. Authority Level Standard User User Administrator MeetingLinc Administrator LearnLinc Administrator ConferenceLinc Administrator SupportLinc Administrator What the User Can Do Edit profile information and password, upload a user picture, join and lead classes, meetings, conferences, and support rooms Add and edit users Add and edit meetings Add and edit LearnLinc activities Add and edit ConferenceLinc conferences Add and edit SupportLinc support rooms

3 TestLinc Administrator Survey Administrator Site Administrator Communication Administrator Super Administrator Add and edit TestLinc templates Add and edit Survey templates Customize the Communications Center Post announcements to the Communications Center Perform all functions without any restrictions Note: Authority Levels can be added, deleted and modified to allow for detailed permissions and restrictions. Session Roles In a session, you are a leader, assistant, or a participant. When you are leading a session, the default authority levels allow you to perform the following tasks in the Communications Center for the session you are leading: Edit general information Add content Invite or un-invite participants ilinc Conferencing Options Your organization may choose to add one of several conferencing options to your ilinc session rooms. The conferencing option chosen dictates how the leader and participants will communicate with each other during a session. Conference options include: Data Only: When this option is selected, sessions do not use Internet audio conferencing. These sessions can be supplemented with phone conferencing provided by ilinc or a third party. For more information on ilinc audio conferencing services, go to Internet Audio (Voice over IP or VoIP): When this option is selected, you can use speakers and a microphone, or a headset, to send live audio to your session. Session audio is two-way, so the session leader and the current floor holder can speak and the rest of the session participants can hear it. Video: When this option is selected, sessions use two-way video conferencing. This works like VoIP, except that those participants with video cameras can transmit their video when they have the floor so that all participants can see them as they speak. ilinc and Bandwidth Use Bandwidth is a measure of the amount of data transmitted or received per unit of time, usually measured in seconds. Each user must have a certain amount of bandwidth available in his or her connection to the ilinc Server to participate in an ilinc session. The amount of bandwidth required depends on the type of activities taking place in the session and the type of conferencing that is in use. Communications Center for Leaders The Communications Center is a web site where all session management takes place. As a session leader, in the Communications Center you can:

4 Add and edit session details Manage session content Administer participant registration View ilinc reports Finding Your Session All sessions that you are scheduled to lead are listed on your Communications Center home page. In some cases, a system administrator may schedule a session for you and all you will need to do is add content and invite participants. When this is the case, you will get started by finding your session on the home page. If you need to schedule a new session, refer to Error! Reference source not found.. 1. Log in to your Communications Center. Your home page opens. Communications Center Home Page 2. Find the name of the session that would like to launch of session. There are four types of sessions: ilinc for Meetings, ilinc for Learning, ilinc for Webinars, or ilinc for Support. 3. Once you find your session, the following table outlines where to find information in this User Guide, depending on what you want to do. Scheduling Your Session

5 If you are assigned an Authority Level that allows you to do so, you can schedule your own sessions from your Communications Center home page. There are two ways to schedule a session: 1. Schedule a Standard Session: Use this method if you want to configure the details of the session and send invitation s. This gives you complete control over the session and attendees. 2. Schedule an Instant Session: Use this method if you want to create and join a meeting on-the-fly. With minimal data input, the session is created and posted on the ilinc Instant Sessions page. The session is created with defaults preset by your system administrator. To Schedule a Standard Session 1. Log in to your Communications Center. Your home page opens. 2. Click the Add New Session button and find the session type (i.e., MeetingLinc meeting, LearnLinc class activity, ConferenceLinc webinar, and SupportLinc support room) that corresponds to the type of session that you would like to add (The available session types depend on the licensing options your organization has chosen) 3. The Add New Session page opens. 4. Enter the required information for your session. The required information changes slightly depending on the type of session you are adding. When you are finished adding your session information, click Submit. If you need to invite participants, refer to Inviting Participants for more information. Generally, for each session required information includes: Field Name Owner Title Description Leader Schedule Attendees Communication Type Enter/Select Click Replace to search for and select a new session owner. By default, the person scheduling the session is added as the owner. Type a title to appear on the home page and in the session s. Type information that will be revealed when a participant clicks the Description link next to the session on the home page. Click Replace to search for and select a new session leader. By default, the person scheduling the session is added as the leader. Select the dates and times during which participants can join the session. You can also select a Time Zone for you session, if you would like invitations and scheduling information based on a time zone that is different than the site time zone. User time zones will be used over the session time zone. Select participants, specify assistants, and compose s that can contain a Join link that is automatically sent to invite users. Compose invitation, reminder, follow-up , and specify to whom and when they should be sent. Select the way you would like to communicate in the session. Content Add supporting content for your session. This can include items such as PowerPoint presentations, video clips, website URLs, ilinc recordings, etc.

6 Copy Permissions Items can be added so that they are only available in a session or so that they are available in the Communications Center as well. Refer to Adding Content to Your Session for more information. Specify who is allowed to make copies of your session. To Create and Join an Instant Session 1. Log in to your ilinc Communications Center. 2. On your home page, click the Instant Sessions link on the Navigation frame. The Add Instant Session page opens. 3. Select the type of session you would like to create. 4. Type a session title and, if you want to password protect the session, type and verify a password. 5. Click Submit. You automatically join the new session and the session is listed on the Instant Sessions page for other users. 6. Give the Communications Center URL and the session title to the people you want to attend the session. Anyone who has this information (and the password if you set one) can join the session. See the next section for adding content to a session. Add Instant Session

7 Adding Content to Your Session You can add supporting content to your session that will be available during the session, in the Communications Center on the participant home pages, on the Public page and/or in s. Content can be added before the session begins or on-the-fly during the session. You can also reorder, delete, and hide content. Each task is described in the sections that follow. To Add Content before the Session Begins 1. Log in to your Communications Center. Your home page opens. 2. Find the session to which you would like to add content, and click the Edit button for the session. 3. On the Edit [session type] page, go to the Content section. For new content, select the type of content you would like to add from the drop-down list. Content type of File cannot be added as in session. 4. Click Add. The Add Content window opens. The required information (described the in tables below) differs depending on the type of content you are adding. Skip to Step For existing content, click Libraries. The Libraries window opens. 6. Select one or more content items. 7. Specify if the item(s) should be available In Session, on the Home page, on the Public page, and/or in the s. Note: The availability options differ depending on the type of content you are adding. 8. Click Next to specify a title and description specific to this session or go to Step Click Save. The content appears in the content list on the Edit [session type] page.

8 Upload Content Add Content Information Field Name Title Description File (must be a.zip file) Also Available as a Material Item Hide Agenda Item from Participants Allow this item to be available from the Public Sessions page Allow this item to be Enter/Select Type a title for the content item. This will appear on the View Materials page that participant s access when they click the Materials link for the session on their home page. Type a description of the content. Users can access this information on the View Materials page. Click Browse and find and select the.zip file you want to upload. Click Open to bring the file name and path into File field. Select this option if you want the item also added to the session Materials list. Note: This option is only available when adding an Agenda item. Select this option to have the item not display on the Agenda for participants. The leader and assistants will still see the item. Note: This option is only available when adding an Agenda item. Select this option if you want the item also added to the Public Sessions page. Select this option if you want the item to be available as a link

9 available from the link from the invite sent to your participants. To Add Content On-the-Fly You can also add content on-the-fly during your session. To Delete Content 1. On the Edit [session type] page, select the content items you would like to delete. 2. Click Remove. To Hide Content from Participants You can add content to the session but set it so that it does not appear in participants Content windows. You and your assistants will still be able to see and launch the Content item. 1. To hide a content item, click the Edit link for that item and select the check box: Hide from participants. 2. Click Submit. The file is hidden from participants on the View Materials page, but is still available for use during the session. Edit Content page - Hide Content Inviting Participants

10 You can invite participants to sessions using an invitation . How you invite participants differs depending on the session type: Session Type All Sessions LearnLinc, MeetingLinc, ConferenceLinc How to Invite Attendees Send a Quick Invitation from your home page. This will generate a blank that contains a join link. See To Send Quick Invites below. OR You can direct participants to the Public Sessions page, where they can join or register for sessions. After they register, an invitation is automatically sent. Send a system-generated invitation from the Add New [session type] or Edit [session type] page. To Send Quick Invites 1. Log in to your Communications Center. Your home page opens. 2. Find the session to which you would like to invite participants and click the Invite Button link located in the ACTIONS column. The Send Invite page opens. Send Invite 3. There are three options for sending an invite. In the appropriate section, click one of the following links.

11 Option Join Link Registration Link Send Invitation E- mail If you want to send a Join Link to a user so they can join your session without being registered for the session send a Registration Link, which will register the user and allow them to join the session (the session appear on the participant s home page) Note: Does not apply to SupportLinc. send the system-generated invitation Note: Does not apply to SupportLinc. 4. Enter a First Name, Last Name, and/or address and click Submit. Or, click Select Users and select users from the Users window. 5. Click Submit. s will automatically be sent to the user(s) selected. The Join Link and Registration Link options also have quick links that can be used: Link, E- mail Link to Existing User, and Copy Link to Clipboad. Link Select it to... Link Create an containing nothing but a Join link that participants can click to join the class. You will need to add the address of the participants you want to invite and any explanatory text. Link to Existing Select the ilinc users to which you would like to send the invitation. User The Users window open. Copy Link to Clipboard Click this link to copy a join link to your clipboard, so you can paste it to another location, such as another program or a Microsoft Word document. To Use the Public Sessions Page Your site has a site-wide Public Sessions page as well as Personal Public Sessions pages for posting sessions. The web address for the site-wide page is and for your personal page where yourserver is the server name of your server and username is your user name. Anyone you provide the web address with (even users who are not ilinc users) can visit your events page and join or register for events. ilinc users can also access the page using the Public Sessions link on their Communications Center navigation bar. NOTE: This feature is handy when you want to invite a large group of users from outside your company and expect only a small number of those invited to actually accept your invitation. You can provide a link from your corporate website to the Public Sessions page for easy access for the external users, however, be sure to add only events that should be seen by external users. To Add a Session to the Public Sessions Page 1. In the Security section of the Add [session type] or Edit [session type] page, select Allow join from the [Site s/owner s] Public page. If you want to restrict this ability to users who are registered for the session, select Only allow pre-registered attendees to join.

12 Session Security Settings 1. In the Security section of the Add [session type] or Edit [session type] page, select Allow join from the [Site s/owner s] Public page. If you want to restrict this ability to users who are registered for the session, select Only allow pre-registered attendees to join.

13 Session Security Settings To Use the Catalog Page Your site has a Catalog page. Only ilinc users can access the page using the Catalog link on their Communications Center navigation bar to register for sessions. This feature is handy when you want to invite a large group of users from inside your company and expect only a small number of those invited to actually accept your invitation. To Add a Session to the Catalog Page 1. In the Registration section of the Add [session type] or Edit [session type] page, select Allow users to register from the Catalog. 2. Click Submit at the bottom of the page to save the changes. Configuring the Session Room Each session type has a default set of tools that appears on the Tool Panel in the session room. The default setting is different depending on the role you have in the session. For example, session leaders have access to more session tools than participants. You can customize the tools that appear in your session. Instructions are provided below. Note: If you disable an ilinc application, agenda items that open in the application can still be launched during the session. For example, if you disable Powerboard for participants, you can still launch a Powerboard item from the content window during the session.

14 To Configure the Session Room 1. Locate the session you want to configure or create a new session. 2. In the In Session section on the add or edit session page, click Advanced Session Configuration to reveal the tool panel configuration options. 3. Click the / button to expand or collapse any section of these advanced session settings. 4. Select the options that you would like to appear on the ilinc Tool Panel for each type of session attendee. In the column for each attendee type (Leader, Assistant, Participant) select or deselect the check boxes for each option. 5. Click Submit at the bottom of the page to save your changes. When attendees join the session, the room will be configured based on the options you selected. Session Room Configuration Testing Your Session Before your session, it is a good idea to join and test the session to ensure that everything will run smoothly once everyone joins. For example, it may be helpful to check your content, to ensure it was added correctly and launches in the session.

15 Internet Audio and Video ilinc s Internet Audio (also known as Voice-over-IP or VoIP) and video conferencing options can be a great add-on to your web conferencing environment. The real world feel of sessions is enhanced when you can see and/or hear other participants. This chapter describes the requirements for and how to use VoIP and video in live sessions. Overview of Internet Audio and Video Conferencing Using Internet audio and/or two-way video is a great way to simulate a live meeting experience in moderate to high-bandwidth environments. Audio Controls and Volume Adjustments NOTE: If one of your participants does not have enough bandwidth to view video, he or she will still receive the audio portion of the session and can take part in all other activities. Add-On Internet Audio and Video Licenses Before using audio or video in a session, your organization must purchase the appropriate licenses. Internet Audio licenses allow you to communicate with other users using a microphone and speakers in a session. Both unicast and multicast modes are provided. Internet Video licenses (also known as Video Conferencing) allow your users to employ web cams and use video conferencing in sessions. Both unicast and multicast modes are provided. Licensing works differently depending on the session type. Licensing rules for each are described in the sections that follow. Selecting a Conferencing Type for a Session You set the conferencing type for your session in the Communication section on the add or edit session page. The options that appear depend on the conferencing licenses you organization has purchased. LearnLinc/MeetingLinc Whenever a user joins a LearnLinc or MeetingLinc session, he or she uses a data only license plus the appropriate add-on license for audio or video. For example, if you have 100 data only licenses and 50 Audio licenses, you can have 100 users in various sessions at the same time, but only 50 of them can use audio conferencing.

16 ConferenceLinc ConferenceLinc licenses allow you to schedule ConferenceLinc conferences, using any supported communication type (Data Only, VoIP, or Video). Whenever a user joins a conference, he or she will use a ConferenceLinc license. SupportLinc SupportLinc licenses allow you to setup and use SupportLinc support rooms with any supported communication type (data only, audio, or video). Whenever a user joins a support room, he or she will use a SupportLinc license. Internet Audio Sessions In Internet audio sessions, you can talk to and hear other participants through your computer s speakers, and talk to them through a microphone that is attached to your computer. You can choose to use a headset (recommended) or standalone speakers and a standalone microphone. In audio sessions, a set of audio tools is provided in the My Controls section of the session Tool Panel. Internet Audio Settings

17 For Internet Audio, the default quality selection is set to Medium (15 kbps). You can choose to change this to High (24 kbps)or Low (8 kbps) depending on your network. In addition to the sound quality, you can also select to have all participants muted upon entry to the session. This is suggested if you have large groups or you do not want the participants to talk during the session. If needed, you can unmute selected participants from the Attendee panel in-session. Live Video Sessions In video sessions, live video is transmitted from the current floor holder and displayed in the Floor Holder panel on the session Tool Panel. The leader can choose to undock this window for all users or users can undock themselves. Each participant can determine whether they want to see the floor holder s video. In the lower section of the Floor Holder panel, the video icon is used to toggle the video on or off. When the Attendee panel is undocked, this capability is still available for all session participants. Video Settings For live Video, the default size selection is set to Small (176 x 144 pixels). This is the size of the image in the Floor Holder attendee panel in-session. Two other options for size are available: Medium (352 x 288 pixels) or Large (640 x 480 pixels). The quality of video also has three

18 options: Low (2 fps), Medium (5 fps), or High (15 fps). If set, the application will determine if the participant should automatically be adjusted should bandwidth become limited or reduced. Ensuring the Proper Hardware Is in Place Internet Audio and video sessions require a few pieces of additional hardware. Contact ilinc Customer Service for more information on setting up these options at your organization. To use... You will need... Internet audio speakers and a microphone. The type of sound card you have will impact the way audio work. Refer to Full-Duplex and Half-Duplex Audio for information. two-way video a video camera or web cam to capture and transmit video to other participants. Communicating Using Audio and Two-Way Video Understanding Floor Control Communication via audio or video in a session is controlled by Floor Control. When the leader has the floor, only the leader can speak (the session leader s microphone is always on ). Participants cannot be heard until they have the floor. When a participant has the floor, both the leader and participant can speak. You can tell you have the floor when your picture (or video) and name displays in the Floor Holder panel. Otherwise, the name of the participant who has the floor appears at the top of the window. Full-Duplex and Half-Duplex Audio Your sound card hardware and software may support either full-duplex or half-duplex audio. The difference between full and half-duplex is whether or not you can hear someone else while you are speaking. Full-duplex cards can send and receive data at once (like talking on the phone), whereas half-duplex sound cards can only send or receive data at any time (like talking on a walkie-talkie or CB radio). Your sound card type and your settings in the ilinc Audio Wizard (see Running the Audio Wizard) determine how your audio works in class. Full-Duplex Audio If you see an unmuted microphone icon when you enter the session, you are in fullduplex mode and you can send your audio and receive someone else's audio at the same time - as if you were on the telephone.

19 In an ilinc session, this happens when the leader passes the floor to a participant, and both continue to talk. Everyone in the session can hear both the leader and the floor holder at all times. During a session click the microphone icon to mute if you want to talk without participants hearing you. Since your microphone is always on, they will always hear what you say unless you mute the microphone. You can also unmute and mute your microphone from the Menu bar by clicking Tools and choosing either mute or unmute from the list. Half-Duplex Audio If you see a muted microphone icon when you enter the session, you are in half-duplex mode and you can either send audio or receive it, but not both at the same time (as if you were using a CB-radio). In an ilinc session, you must have the floor. Once you are the floor holder, click the microphone to turn it on to speak to the other users. If you click the icon again it will mute again, and no one can hear you even though you have the floor. You can also unmute and mute your microphone from the Menu bar by clicking Tools and choosing either mute or unmute from the list. Troubleshooting Audio Problems Your first line of defense against audio problems is to run the Audio Wizard. Leading Internet Audio or Video Sessions When you are the leader in an Internet audio or live video session, you can speak to participants at anytime. When you first enter the session as a leader, you automatically have the floor. Determine if you have full-duplex or half-duplex audio. Refer to Full-Duplex and Half- Duplex Audio for a discussion of the differences. If you see... Then... a microphone and headset icon you have full-duplex audio. You can talk at any time during the session. Mute your microphone by clicking the Microphone icon. a muted microphone icon you have half-duplex audio. Click the Microphone icon and begin speaking.

20 To allow a participant to speak: If the session is a... Then... LearnLinc class pass the floor to the participant by double-clicking his or her name on the Attendee list, click the Pass Floor icon, or click Sessions from the Menu bar, then select Attendees and Give Floor to Selected. MeetingLinc meeting the participant who wants to speak can double-click their own name in the Attendee panel or click the Take Floor icon themselves at anytime to take the floor. The participant then must unmute his or her microphone, if it was muted. ConferenceLinc participants never have the floor and cannot speak in a conference session. SupportLinc support the participant can speak at any time. room Synchronized Undocking (two-way video only) If video will be the primary content you deliver during the session, you may want to undock the Attendee panel and display pictures or video of anyone currently in session. The menu of the Attendee panel provides the Leader, Assistant or current Floor Holder with the ability to Undock for All, which will open the Attendee panel to show all attendees picture or steaming video. Undocking the panel takes your sessions beyond ilinc and enables people to see each other face-to-face in a virtual way. To make this change for all attendees in session, click the Menu button on the panel and select Undock for All. Additionally, the application menu provides access to the same functionality by selecting Sessions, Attendees and then Undock for All. The undocked Attendee panel opens above the Content area and to the right of the Floor Holder image. If any attendee uploaded their own photo it shall display with their name. If instead they are sharing video, attendees can view streaming video by turning on video for any attendee with the camera button to the right of their name. Running the Audio Wizard The Audio Wizard sets the volume for your speakers and microphone and configures your computer to use audio correctly. This ensures that you will be able to interact with other participants during your session. The Audio Wizard pops up automatically after you first install the ilinc Client. You can also run the Audio Wizard anytime you encounter audio problems during a session. To Run the Audio Wizard

21 1. If you are in an ilinc session using Internet Audio, select Tools > Audio Settings. From the popup window, click the Wizard button. OR The ilinc Audio Wizard opens automatically for sessions using Internet Audio. 2. The Speakers screen appears, allowing you to customize your speaker settings a. Adjust the volume of the audio recording being played. If you can t hear the recording be sure that your speakers are plugged in and not muted or turned off. b. If you have multiple speaker sets plugged in to your computer, you may select a different set of speakers by clicking on the Select a different speaker link. By default, ilinc uses the first set of speakers located on your machine. 3. Click Next when you are happy with your speaker volume. 4. The Microphone screen now displays with your options for customizing your microphone, which will allow you to speak and be heard during the session. a. Record a sample of your voice by clicking the Record button. b. Adjust the volume of your recording if it is too soft or loud. c. Listen to your recording and make additional adjustments d. If you have multiple microphones plugged in to your computer, you may select a different microphone by clicking on the Select a different microphone link. By default, ilinc uses the first microphone located on your machine. 5. If you microphone is separate from your speakers or you are using a speakerphone, check the box to optimize your in-session experience with audio. You will need to mute your microphone to hear others and then unmute your microphone to talk and be heard during your session. 6. When your settings are complete for your Speakers and Microphone, click the Finish button. 7. If you need to return to the Speakers screen, click the Back button. Using Integrated Audio with ilinc When hosting online meetings, virtual classes, webinars or operating remote support, there are many cases where you would want to be able to manage each person on either the web or the phone call. With ilinc, you can now manage a person s audio and web status from a single interface: the ilinc application. By integrating the ilinc application with Premiere Global Services, you have the flexibility of utilizing ilinc to manage your audience right from the Attendee Panel. Joining a session with Integrated Audio When you join a session where the audio has been integrated with the web, you have a few options for connecting to the audio portion of the session. Regardless of which process you follow, you will be presented with a dialog box on which you will need to tell ilinc how you joined or will join the audio portion of the session. The same dialog box will display for either process.

22 Figure 1: Joining the Audio Dialog Box If You Join the Web, then the Audio: 1. Click the join link to your session. You will be prompted to give your name and address. 2. ilinc will then install on your computer and join you into the right session. 3. When joined, you are presented with a dialog box with the ways you can join audio. a. Depending on how the session is configured you may only have one option. 4. To join the audio portion, you can: a. Call me at: Click the radio button for the first option to call out to your phone directly. Enter your direct phone number. b. Dial into the teleconference: On your phone, you will dial the phone number, enter the Passcode and then, once you have been placed into the conference, you will need to dial *29 and enter the unique identifier on your phone s keypad (followed by the pound (#) sign). 5. Click OK. a. If you selected the first option, ilinc will now call your direct phone line. Answer the phone, say hello and follow the voice-automated prompts. If You Join the Audio, then the Web: 1. From your invitation, dial the phone number (if provided). 2. When prompted by the conference bridge, enter the passcode. 3. You will be placed on hold until the leader joins or entered into conference if leader is already on the phone. 4. Click the join link to the web portion of the session. You will be prompted to give your name and address. 5. When joined, you are presented with a dialog box with the ways you can join audio. 6. Choose Dial into the teleconference from the dialog box and, once you are placed into the teleconference, you will need to dial *29 and enter the unique identifier on your phone s keypad (followed by the pound (#) sign). 7. Click OK.

23 Running a Session with Integrated Teleconference Audio Ever been in a session and someone has placed their phone on hold and their hold music then plays out to everyone on the call? Or have you wanted to mute everyone at one time so that you can present your information first and then unmute everyone for a Q&A session? As the leader, with ilinc and Premiere Global, you can now manage these and other situations directly from the ilinc application. This section discusses how you can manage an attendee s audio. In-Session Audio Status The people that have joined your session will display in a list in the Attendees Panel, located in the upper left of the application s window. Within this list, the status of each attendee will display to you so that you can monitor and manage anyone or everyone s status at any time. In the image, Jack is Muted, Jeremy is On Hold, Kathy is Unmuted, Melissa is Dialing Out, and Tom is Not On Audio. Additionally, there is an additional Audio caller in the list (the phone number of (652) ). If this caller is Tom, you can use the Audio Menu to Identify him (see Audio & Web Identification for information on this functionality). List of Attendee Status Indicators for Audio 1. Dialing Out : Indicates the specific attendee has selected the Call me at: option from the joining dialog box and the ilinc application is calling out to that person s phone number. 2. On Hold : Indicates the specific attendee has been placed on hold by the leader or assistant. 3. Unmuted : Indicates the specific attendee is not muted and can freely talk during the session. Figure 2: Attendees Panel with Audio Status 4. Muted : Indicates the specific attendee is muted and is unable to freely talk during the session. The person could have placed themselves on mute or the leader/assistant could have muted the attendee. 5. Not On Audio : Indicates the specific attendee on the web is not currently on the audio portion of the call, or an incoming number has not become connected to this web attendee. 6. Active Talker : Indicates the specific attendee is currently talking.

24 Managing Attendee Audio As a leader of an ilinc session, you may have reason to change the audio status of one or more members of your audience. Through the Attendee Panel menu for Audio,, you may use any of the following functions throughout the duration of your session. As a leader, you can: 1. Call : Dial out to a specific web attendee or to dial out to an audio only attendee. 2. Rename Selected: Rename an audio only attendee to something other than the phone number so everyone in session can refer to the attendee by name. 3. Identify Selected: Connect an audio only attendee and a web only attendee into a single record in the attendee list. This can be done by selecting an audio only attendee and matching to a web only attendee or by selecting a web only attendee and matching to an audio only attendee. 4. Mute Selected: Mute one or more attendees at a time. 5. Mute All Participants: Mute everyone in session except for the leader and assistants. 6. Unmute Selected: Unmute one or more attendees at a time. 7. Unmute All Participants: Unmute everyone in session except for the leader and assistants. 8. Put Selected On Hold: Place one or more attendees on hold. (In most cases, the attendee would then hear hold music, although this is dependent on the teleconference bridge functionality.) 9. Put All Participants On Hold: Place everyone in session on hold except for the leader and assistants. (In most cases, the attendee would then hear hold music, although this is dependent on the teleconference bridge functionality.) 10. Take Selected Off Hold: Take one or more attendees off hold. 11. Take All Participants Off Hold: Take everyone in session off hold except for the leader and assistants. 12. Voice Level Up: Increase the inbound volume of one or more attendees. 13. Voice Level Down: Decrease the inbound volume of one or more attendees. 14. Hang Up Selected: Hang up one or more attendees. 15. Hang Up All Participants: Hang up everyone in session except for the leader and assistants. Locking the Session (Audio & Web) Additionally, you may need to lock the teleconference and online session to prohibit other people from joining when all your required attendees have joined. To lock the session: 1. Click the Session menu.

25 2. Choose Lock Session. Audio & Web Identification When people join your session (either by joining audio first and then the web, or vice versa), each person is presented with a dialog box on which they need to make a selection of how they have joined the audio portion of your session. Self-Identification If your attendees join the web first and choose the Dial into the teleconference option, and they identify themselves by entering the Unique Identifier into the call via the phone keypad, the ilinc application will be updated to connect and combine the Audio entry in the Attendee Panel to an existing Web entry. For the leader and others that can see Audio Status, this identification will now adjust the display of the Web entry to include the Audio Status indicator (as applicable). All changes to Audio Status for this attendee can now be executed by selecting the attendee s name from the list and choosing the appropriate action from the Audio Menu. You may assist your callers in identifying themselves by directing them to click the Controls Menu and then Teleconference Info. From the dialog box, they should locate the Unique Identifier code and type that in to the keypad on their phone. Identify or Rename If your attendees join the web first and choose the Dial into the teleconference option, but do not choose to identify themselves by entering the Unique Identifier into the call via the phone keypad, you can still adjust the display of that person so that all attendees see a name and not the phone number identifier.

26 Attendees Panel Audio Menu To Identify: You may choose to try to connect a Web entry with no audio status indicator with their audio line, or a separate Audio entry with an existing Web entry. To identify attendees: 1. Select the either the person s name (without a phone status indicator) or phone number entry. 2. Click on the Audio Menu. 3. Choose Identify Selected. 4. From the dialog box, select the appropriate phone number or name in the list and click OK. Any current Web entries that are not currently connected to an Audio entry will display in the list. You can then work with your attendees to determine who remains unconnected.

27 Once you press OK, any attendee in session that can view the Attendee List will automatically have their list updated to not display a separate Audio entry. To Rename: Figure 5: Identify Dialog If an unconnected Web entry in the list is not available, but you have an additional Audio entry, you can rename the phone number to a name so that you and all people in your session may refer to that person my name rather than phone number. 1. Select that item from the list. 2. Click the Audio Menu. 3. Choose the Rename Selected option. Figure 6: Identify Dialog 4. Type in the name to appear in the Attendee List. 5. Click OK. The Attendee List for any attendees in session that can view the List will be updated to display the name of the person instead of the phone number. Leading a Session Leading an online session is much different than live, in-person meetings, classes, and seminars. What many people don t realize is that web conferencing gives you an entire extra set of powerful, advanced communication and collaboration tools that help to make the online experience even more effective than your standard meeting. This chapter describes in detail how to lead an online session, including what you will see and what tools you can use to make the experience one your participants will not soon forget. Joining Your Session Click the Join link for the session on your Communications Center home page to join your session. Figure 40: Join a Session from Communications Center When you join a session for the first time, the ilinc Client software will install when you click the Join link. Depending on the settings established by your site administrator, you may need to download and install either a Java application or an ActiveX control. To complete the installation, accept the prompts as presented. A manual option is available in the event that the automatic setup isn t available.

28 The ilinc session room looks slightly different depending on the type of session you are in (i.e., MeetingLinc, LearnLinc, ConferenceLinc, and SupportLinc). Also, your system administrator can configure the tools that are available for all sessions at your organization, so your room may look slightly different than the diagram below, depending on your organization s default configuration. A diagram of a MeetingLinc session room is provided below. ilinc session interface Understanding Floor Control Floor control determines who in the session can be seen and/or heard, and who can control session content. When you have the floor, your picture (or video) and name displays in the Floor Holder panel. When you pass control to another participant, their picture (or video) and name will display in the place of your picture (or video) and name. The differences in floor control works for each session type are the key differentiators between LearnLinc, MeetingLinc, ConferenceLinc, and SupportLinc. A description of floor control in each session type is provided in the following table.

29 Jack Lewis is the current Floor Holder Session Type MeetingLinc meeting LearnLinc class ConferenceLinc conference SupportLinc room Floor Control Rules In a MeetingLinc meeting, the leader has no more control of the floor than any other participant in the lass once he or she enters the meeting. The leader s microphone, however, is always on. Before the leader enters the meeting, no one can take the floor. After he or she enters, anyone can take the floor at any time, although using the hand raise function helps to ensure order. In a LearnLinc class, the leader takes the floor automatically when he or she joins the session. The leader can pass the floor to any participant and take the floor back at any time. While the participant has the floor, he or she can talk and launch content and applications. The leader s microphone is always on, and he or she can talk and launch content even when someone else has the floor. In a ConferenceLinc conference, the leader or the conference assistant has control of the floor all the time. Participants never have the floor. The leader s microphone is always on. In a SupportLinc room, the leader always has the floor, but the microphone is enabled for both the leader and the participant at all times. Managing Attendees Session attendees are listed in the Attendee panel, located below the Floor Holder panel on the Tool Panel. As the session leader or assistant you can manage your attendees from this panel. Viewing Pictures or Video You may have a session of multiple people and want to see what they look like. With ilinc, your users can upload user pictures into their Profile in the Communications Center that are then displayed within the ilinc Client during sessions. If they attendee has the floor, their user picture is then displayed to all attendees in the Floor Holder panel.

30 In addition to viewing the current Floor Holder, you can undock the Attendee panel to view any pictures that were uploaded by your attendees or a video stream from their web cameras, where available. By clicking the undock icon located in the upper right corner of the Attendee panel, you will be able to view all images being displayed from your attendees. For any attendee that is currently sharing video, a video icon will display under their picture. By default, the video is turned off, but you can turn on and view the video by clicking this icon. Multi-Point Video Recommendations ilinc recommends the following items when using multi-point video: 1. Simultaneous Videos: 5-10 streams. This value is dependent on your bandwidth. If you have a connection with lower bandwidth, you may want to view less video stream at the same time. You are not limited to this number. 2. Computer Specifications: processor speed of at least 1 GHz, 256 MB of memory, and 56 kbps bandwidth for each video you want to see To return the Attendee panel to the Tool Panel on the left, click the dock icon. Communicating in Your Session You can communicate in a variety of ways in your ilinc session. The primary method is speaking directly to participants using ilinc audio conferencing. When you first join your session, your Dial-In Number and Passcode appear on the Start tab. Once in the session, the Start tab is always available and can be returned to should any users drop off the phone call and need to reconnect. As a leader, however, it is also important to realize that communicating in an ilinc session does not only involve talking. It also involves giving and receiving feedback using ilinc s interactive communication tools, including: Hand Raising: Participants can give you feedback or ask for your attention by clicking the hand raise icon on their Tool Panel. You will see who has their hand raised in your Attendee list. Refer to Responding to Hand Raises for more information. Chat: Chat is an instant messaging tool that allows you to send messages to the entire session, or to a specific participant. Refer to Working with Chat for information on using Chat. Feedback: Feedback is a Polling application that you can use to solicit feedback from other participants during a session. Refer to Feedback for information on using Feedback. Polling: Polling is a question and answer tool that you can use to ask participants a series of multiple-choice questions during a session. The more effectively you can use these tools, the more effective you will be at leading a great session. Each tool is described in the sections that follow.

31 Responding to Hand Raises During a session, one of the primary means for participants to communicate with their leader is to raise their hand. Participants can raise their hands electronically by clicking the hand raise icon in the My Controls panel of their ilinc Tool Panels. Attendee Panel: Hand Raise, Feedback When a participant raises his or her hand, you may hear a sound notifying you that a hand is raised (depending on your session configuration) and you will see two indicators on the Tool Panel to notify you of the hand raise: A hand raise icon displays next to the participant's name in your Attendee list. The hand raise counter, which is below the attendees list, increments by one. If you have assistants in your session, they see these indicators as well. Note: When you first enter a session, ask participants to raise their hands if they can hear you. This ensures that everyone knows how to get your attention when they need to during the session. Hand Raise Options

32 Each attendee can raise their hand to get the attention of the Leader or Assistants. Additionally, they have the ability to inform you that they have stepped away or are applauding a person or presentation element. Stepped Away New option displays a coffee cup to denote that the person has stepped away from the presentation. Best Practice: If you see a few people doing this, it may be a good time for a break or to adjust the flow of your presentation. Applause New option displays a pair of clapping hands to denote that the person is applauding the material or something that is happening during the session. To Lower all Raised Hands Click the All Hands Down icon on the Attendee window. All the hand raise icons in the Attendee list are removed. The hand raise button is deselected on the participant Tool Panel for each participant who had raised his or her hand. Tracking Attendee Participantion Status The Participation Meter is a participant activity tracking tool that lets you assess the activity level of the participants in your class at a glance. Use the Participation Meter to virtually "glance" at the class and assess whether or not your presentation is keeping participants interested and involved. The Participation Column displays one of three states for each student. Active In Session Listening to Session Inactive In Session: The Participation Meter changes depending on the actions a participant is taking in class. For example, if a participant has just responded in feedback and raised their hand, his participation status will be "Active In Session. If another participant has not done anything in the session for several minutes, their participation status will be "Listening to Session. If a participant minimizes ilinc during their session, their status will be Inactive In Session. As a leader you can use the Participation Meter to measure how well you are teaching a LearnLinc class. If most of your participants have a participation status of "I'm Asleep," you may need to quickly add-in some feedback or Polling questions to wake them up and then adjust your presentation to keep them engaged. During an ilinc session, each attendee s bandwidth is monitored and, if it gets congested or appears to slow down, the Leader and Assistants are notified by a change in the status indicator. Tracking Attendee Bandwidth

33 The bandwidth monitor builds on the existing communication between the end user s client application and the ilinc conferencing server to analyze data traffic in order to determine the user s level of connectivity. When communication is calculated to be greater than the equivalent of 500 milliseconds, the application displays the first level, Bad, indicator,. When communication is calculated to be greater than the equivalent of 1 second, the application displays the second level, Worse, indicator. When communication is determined to be severed or when the application is attempting to reconnect, the application displays the third level, Disconnected, indicator. This status indicator will help the Leader and Assistants monitor any bandwidth problems the participants may be having, which may negatively affect ilinc performance. Reviewing Business Cards As a Leader or Assistant, you may need to retrieve contact information for a specific attendee that has joined your session. With Business Cards, you can now view information about your attendees without leaving the ilinc client. Each attendee s business card displays details about that person. It displays their name, phone number (if added), address, language and operating system, as well as their picture. This information may provide information for a variety of reasons, including the ability to better support or answer their questions. To view a Business Card: 1. Single click to select an attendee from the Attendee list. 2. Right click on that selected attendee and click Show Business Card from the right-click menu 3. The Business Card opens in a separate window. From there you can copy any of the information you need to use within or outside of ilinc. Dismissing Participants You can dismiss all participants from your session by click the Dismiss icon in the Attendee panel or selecting Session > Dismiss > Dismiss Selected or All on the session Tool Panel. The drop down on the icon in the Attendee panel enables you to dismiss specific participants or all session participants. If the icon is clicked without making a selection from the drop down will dismiss the selected participant(s) in the Attendee list. To select multiple participants, hold the <CTRL> key on your keyboard then click each participant s name. Working with Chat When people join an ilinc session, they each are presented with two tabs in their Chat panel: Public and Private. The Public Chat tab allows anyone to monitor and chat through text messages with any other person in your session. The Private Chat tab provides a list of any current groups of people (Leader & Assistants) as well as all individual people in the session. Each new tab opens and is named for the person, or group, with which you are chatting.

34 If you have a large session, the Leader may have an Assistant answer private text messages from attendees so that the session can continue while the attendee's individual needs are addressed. Anyone may wish to undock the Chat panel, by clicking the undock button, in order to manage more Chat tabs. To make this change for all attendees in session, click the Menu button on the panel and select Undock for All. Additionally, the application menu provides access to the same functionality by selecting Sessions, Chat and then Undock for All. The undocked Chat panel opens below the Content area. Chat Panel To use Public Chat 1. In the Public tab, begin typing your message into the text area. Click the send button or press the Enter key when you are ready to send your message to every person in your session. 2. You can then read and respond to any message that is sent on the Public tab by any other attendee in session. To use Private Chat 1. Click the Private tab 2. From the list of names, double-click the name of the person, or group, with which you would like to start a private conversation. 3. A new tab opens for you, in which you can type your message into the tab s text area. Click the send button or press the Enter key when you are ready to send your message. 4. When sent to the other person, or group, a tab then opens within their Chat panel informing them a new message has been received. They can then respond to your message. 5. When finished, you can close the private chat tabs by clicking the button in the right corner of the tab. Message Indicators

35 On open Private Chat tabs, recipients will see indicators when someone is typing in the window or when a new message has arrived. When another person is typing to you, you will see the Attendee Writing alert. When another person has sent their message to you, you will see the New Message alert. As a leader, you can also perform the following advanced Chat tasks: Clear Chat for All: On the ilinc Tool Panel menu bar, select Session > Chat > Clear Text for All Participants. The contents of everyone s chat window are erased. Chat Restriction: In some sessions, you may wish to restrict attendees from chatting publicly or private with other participants. There are two chat restrictions that can be set when creating or editing your session, or changed on-the-fly while in a session. o Allow Public Chat for Participants: This setting, when checked, allows Participants to chat using the Public tab with anyone else in the session. o Allow Private Chat between Participants: This setting, when checked, allows Participants to chat privately with other Participants. If this setting is unchecked, a Participant may still privately chat with the Leader or Assistants, but not with other Participants. To change the chat restriction settings on-the-fly while in session, from the Chat panel menu click the setting you wish to change. Additionally, these settings are available from the application, select Session > Chat > Restrict Chat for All Participants from the Tool Panel menu bar. Responding to Private Chat Messages In any type of session held in ilinc you may want to be able to manage and monitor private chat conversations more easily. The Chat panel, as part of the Tool panel of the ilinc application, you can now start and communicate with individuals or groups of people in private Chat Tabs. Feedback Feedback is a quick Polling application that you can use to solicit feedback from other users during a session. You can ask a question verbally or in Chat and have users respond using the currently displayed Feedback answer set.

36 Feedback Panel Use feedback to encourage interaction in the session, let users indicate their satisfaction with the pace of the session, gauge student progress on an assignment, or poll users for yes/no and true/false responses. Note: Try to use Feedback every 10 minutes or so to ensure that all of your participants are paying attention. Where Is Feedback? Feedback is located just below the Attendee window on the ilinc Tool Panel. You can use feedback at any time during a session, and change or reset the answers throughout the session. As users select their answers your counters, which are highlighted with the corresponding colors in the summary pie chart or bar graph, are automatically updated. When you ask users to respond to a question via feedback, you see their answers in two formats: The summary results are continuously updated in the pie chart that is displayed in the feedback area. You can share the pie chart with all users if you choose. Users answers are indicated by color-coded squares next to their names in the attendees list. Both the graph and attendees list are continuously updated as users select or change their answers. While anyone can ask attendees to answer a question with feedback, only the leader can change the answer set and clear the answers. These options are available in the Session menu, and by clicking the Menu button to see the feedback shortcut menu. Feedback Answer Sets You can choose an answer set from the following: Pace (Faster, Perfect, Slower, Please Review) Agreement (Strongly Agree, Agree, Disagree, Strongly Disagree) Assignment status (Not much progress, Still working, Almost finished, Completed) True / False

37 Yes/No A,B,C,D If you need to select a different answer set, click the Menu button from the Feedback panel and select the desired answer set. Your feedback area and each participant are updated with the new answer set. You can also change the answer by clicking Session > Feedback from the application menu. To Ask a Feedback Question 1. Locate and select the Answer Set in Feedback you want to use. 2. Ask a question verbally or in Chat and ask your attendees to select an answer from the Feedback answer set. As each attendee selects an answer, your pie chart and Attendee list are updated. 3. When you are ready to ask another question, click the Menu button and choose the Clear option from the menu list. Then select the new Answer Set and ask your question. 4. There are three ways you can change the answer set of the Feedback area: a. Click the Menu button in the Feedback panel. From the menu list, select the answer set you need to display. It will automatically display to users. b. Use the keyboard shortcuts for each answer set (see menu list). c. Select Session > Feedback from the ilinc menu bar and select the desired answer set. The feedback panel for you and all participants is updated with the new answer set. d. Change Feedback Menu

38 If you prefer to see the answers in a bar graph instead of a pie chart, you can change the display element in the Feedback Menu (click the Menu button or choose Session > Feedback from the application s menu). If you wish to remove a set of answers from participants, from the Feedback panel menu, choose the Withdraw option. This will remove the set of answers and automatically collapse the Feedback panel for the participants. At any time you wish to request feedback again by selecting an answer set from the panel menu, the Feedback panel will expand automatically for participants. Feedback Bar Graph The Participant View The participant's feedback area is located just below the Attendee window on the ilinc Tool Panel. Participants see the current answer set with radio selection buttons next to each answer. Participants do not see individual responses in the Attendee list in LearnLinc or ConferenceLinc. Presenting Content An important part of your session involves the presentation of content. You can present all different types of content during your session, including something simple like a PowerPoint presentation, something more interactive like a test, or multimedia files like a video clip. Note: Select content that corresponds with the type of session you are leading. For example, for one-way sessions like a ConferenceLinc conference, it is best to use PowerPoint or the Synchronized Web Browser. For collaborative meetings and classes, it is best to use Whiteboard or Application Sharing. The following sections cover important information about presenting content in your session: 1. Launching Content 2. Adding Content On-the-Fly Launching Content The session Content tab lists all the session content you added to your session using the Communications Center web interface (refer to Adding Content to Your Session for information on adding content). The list of content appears on the left hand side, with the right containing file information.

39 When you double-click a content item from the list, the item launches for the entire group. The appropriate ilinc synchronized application opens on each participant s computer to launch the content (for example, Powerboard, the Synchronized Web Browser, or Polling). Another participant can also launch items from the Agenda when he or she has the floor. Figure 48: Content Tab with List Working in Full Screen Mode When you launch content and work in full-screen mode, the ilinc client adjusts to become a miniature, floating Tool Panel that remains visible at the bottom, right corner of your screen. Figure 49: Compact Tool Panel Depending on the Session Configuration, some of the panels will initially display collapsed. To view the details of this panel, you can expand the panel by clicking the down arrow to the left of the panel name. When you are finished viewing the details, collapse the panel by clicking the up arrow. The Compact Tool Panel allows you to easily see when participants raise their hands, check your network status, and quickly access the ilinc menu to invite a user or perform other session tasks.

40 Depending on the Session Configuration, some of the panels will initially display collapsed. To view the details of this panel, you can expand the panel by clicking the down arrow to the left of the panel name. When you are finished viewing the details, collapse the panel by clicking the up arrow. The Compact Tool Panel allows you to easily see when participants raise their hands, check your network status, and quickly access the ilinc menu to invite a user or perform other session tasks. Figure 49: Compact Tool Panel For the Floor Holder, when they start a Share (desktop, region or application), the ilinc application becomes Minimized to the toolbar or dock, so that the lower right corner of the desktop is not hidden by the Tool Panel. The Sharing Toolbar is still visible to provide the Floor Holder the ability to control the shared information. Figure 50: ilinc client in minimized state Anyone using ilinc can choose to view the Tool Panel in Compact or Minimized mode depending on their preferences. By default, when a person is viewing the Content area on Full Screen, their application will display in Compact mode. By clicking either the Minimize or Restore buttons, that person can minimize ilinc to the taskbar or dock, or return ilinc to the Standard mode, which fills the available desktop resolution. Adding Content On-the-Fly Agenda items can also be uploaded when the session is in progress, and files can be transferred to participants. To Add Content On-the-Fly: 1. Click the Content tab. 2. In the upper section of this tab, expand the the Add Content area by clicking the down arrow and fill out the form depending on the type of content you are adding. a. Content type: select from the radio button list of available file types.

41 b. Name: File name which will display as Tab name to your participants c. Description: Type in any descriptive info you wish to make available d. File: Click the Browse button or type in the path of the file e. Slide Size: Set the size at which you wish this item to upload. This will be the default size for viewing. f. Slide Quality: Adjust the quality of your content item for viewing g. Hide from Participants: Select this option to have the content item not display on the Content list for participants. The leader and assistants will still see the item. 3. Click Add. The file is uploaded to the server and added to the Content window. 4. Double-click the item to launch it. Note: Very large PowerPoint files may take a few minutes to process at the server level, which will cause a delay if you immediately try to launch it. Transferring Files during a Session While you are in your session, you may discover that you need to send documents or other files to your attendees. Instead of sending them all an , which would require you to get all their addresses out of the Communications Center, you can simply use the in-session File Transfer functionality. File Transfer tab

42 Transferring files during your session is a tool that allows for one or more files to be sent through ilinc to one or more attendees in your session. To start a file transfer, you will need to open the File Transfer tab. To do so, click the Session menu and choose Transfer File. The File Transfer tab opens. Note: transferring a file to users during a live session can take a long time and may adversely affect voice over IP or video quality. It is recommended that you send small files and to not talk too much while the files are being sent. Sending a small file such as a 200 KB document will work fine, and should only take a few seconds to send. Sending Files: In the Send Files section, you will need to select files to transfer to your attendees. Click Add to find and select the file you would like to transfer. When uploaded, the file will display in the Select Files to Transfer window and it will be checked. o If you upload more than one file, but sure to that only files you wish to send are checked. Once you have at least one file selected, select the Attendee(s) who should receive the file(s). To check all Attendees, click the Check All button below the list area. o All attendees are idenfitied by name and role. Click Send. The file transfer begins immediately and the status of the transfer updates for each file being sent.. Receiving Files When a file has been sent to attendees, a new tab will open on their ilinc application. Their Received Files section shall update to display files that are being sent, pending or available for saving or opening. From this tab, each attendee can decide to automatically save files transferred to them in a specific folder or act on each file when they arrive. All received files display the name of the person that sent the file, the file name, the size and type, and the status. Sending Invites from Within a Session As a session leader you may receive last minute requests to attend your session, after it has already started. Getting these participants into your session is a two step process that you can complete without leaving your session. You can also ask your assistant to do it for you. 1. On the Tool Panel menu bar in a session, select Session > Send Invite. The Send Invite tab opens in the tab area. 2. There are three options for your invitation 1. Join Link: Use links in this section to send a join link to users so they can join your session without being registered for the session. 2. Registration Link (only appears for MeetingLinc and ConferenceLinc sessions): Use links in this section to send a registration link, which will register users and then

43 allow them to join the session (this will make the session appear on the participants home pages). 3. Send Invitation Send the invitation by selecting users, or entering a user s name and address. 3. Click one of the following links in the Join Link or Registration Link section: 1. Link: Select this option to create an containing the join link. You will have to manually add the users to whom you would like to send the invitation. 2. Link to Existing User: Select this option to search for and select existing ilinc users to whom you would like to send the invitation. After you select the users, an e- mail containing the join link and addressed to the selected users is created. 3. Copy Link to Clipboard: Select this option to copy the join link to your windows clipboard. This is helpful if you need to paste the link into another program (e.g., a web account) or another program (e.g., Microsoft Word). 4. On the Send Invite window, click Close, and then click Yes on the windows dialog box that appears to close the browser window and return to the session. Sending invitations from within a session is the same as if you were to send invites from the Communications Center. For more information on the selection options, please refer to Inviting Participants. Sharing the Green Meter The ilinc Green Meter, displayed at the top of the left column of all Communications Center pages, as well as available in-session from the ilinc application, tallies usage information and calculates the CO 2 Emission, Travel and Cost savings by using ilinc for online sessions rather than traveling. The Green Meter can be customized to display data in the appropriate units as well as to calculate Cost savings on your own company s reimbursement for travel related expenses.

44 Green Meter When you and other attendees join an ilinc session, a savings amount is generated for each attendee. Those savings are added together to obtain the CO 2 and Travel savings amounts for each session. While you are in ilinc, you can quickly view that session s savings and get a look at where each of your attendees are located (based on Public IP Address). To Open the Green Meter: 1. In the My Controls panel, locate the ilinc Green Meter button. 2. If you want to open the Green Meter for yourself, simply click the button. 3. If you want to open the Green Meter for everyone in your session, click the dropdown to the right of the button and select Green Meter for All. To Close the Green Meter 1. Click the Close x to close the Green Meter. The floor holder is then prompted to Close All, Close Mine or Cancel the close. Turning Sound Alerts On or Off Sound alerts can be turned on or off for your session to indicate using a bell or other sound when participants enter the session, raise their hand, and/or leave a session. The sounds can be configured by your system administrator, and you can set them yourself while in a session on the Configuration dialog box.

45 Client Preferences Click Edit > Preferences 1. Select a check box to turn on the sound or clear it to turn off the sound. 2. Click Browse to select a new sound file. 3. Click Apply when all changes have been made. Leaving the Session When you have completed your presentation and are ready to close the session, it is recommended that you Dismiss All participants before you leave the session. Select File > Exit, from the ilinc Tool Panel menu bar. When exiting you will receive two dialogs prompting you to: 1. Dismiss all attendees. a. If you wish to exit but no dismiss attendees, uncheck the box and click Yes. 2. Save Options: asks you to save the Recording (if applicable), Chat and/or Attendee List a. On the Save Options dialog, select the file(s) you wish to save and the appropriate location for the saved file. When you have adjusted all these settings, click the Ok button. If you choose not to dismiss attendess, they may continue to use ilinc only if: 1. You are in a LearnLinc class and a participant is the current floor holder, that participant can use ilinc features that rely on floor control, but cannot pass the floor to another participant. 2. You leave a MeetingLinc meeting, participants who remain in session can continue to pass the floor and use features that rely on floor control after you leave.

46 Launching Session Applications There are five ilinc Applications you can launch to "synchronize" content during a session. This means that when you launch and run the applications, they will also launch and run content for all attendees. When you act on the content, participants will see the actions on their screen. Sharing Applications or Desktop Application or desktop sharing technology is one that truly reaches across the computer lines and links people together in a unique way. When someone shares applications in a session, he or she shows an application that resides on his or her own computer with other participants. Participants can see any actions taken, and can even act on the application when the floor is passed to them. Use Sharing to present content, train others on how to use a software application, work on spreadsheets, or whatever other creative uses you can think of. What Is Sharing? Sharing is ilinc's application or desktop sharing tool, which allows the leader to share an application or their desktop area on his or her computer with everyone in an ilinc session, even when the other users do not have that application installed on their computers. As a leader, you can use Sharing to: share your actions with other users while you use your applications. enable a participant to use the shared applications as the rest of the session watches. enable a participant to share his or her own applications with the session. Generally, application sharing is more effective if the leader talks participants through each step, and gives them a few seconds to recognize what has changed in their display window. Setting Sharing Bandwidth Sharing during a session uses a good deal more bandwidth than other ilinc applications. To control the bandwidth used during a session, the session leader can set the average maximum amount of bandwidth that will be used over time for Sharing. 1. Navigate to your Communications Center. 2. Locate the session for which you want to change the Sharing bandwidth setting. 3. Click the Edit link for the session. 4. Click the In Session link. Click the down arrow next to the Custom option for Sharing Settings to expand the description of options. 5. Select different settings for sharing. Check the Speed Limit, Bandwidth, and Default Color settings to ensure your users are connecting at the correct speed for the new bandwidth setting. 6. Click Submit to save your changes. Sharing Applications with Other Users

47 When you are ready to share applications, open each application you want to share. Doing so enables you to make quick transitions between applications during a session. This will ensure that the applications are available when you launch Sharing. You will also need to ensure that your monitor is set to display 256 colors or higher. You can check this setting by right-clicking on your desktop and selecting Properties from the shortcut menu. When sharing applications in a meeting, you should advise other participants not to take the floor while you are sharing the application. If another user takes the floor while you are sharing, you can continue to share your applications but will no longer be able to change the applications you are presenting. Note: To share an application from a Apple Macintosh computer, please use the Desktop or Region Sharing options. Sharing Types 1. Take the floor. If you are the current floor holder, your name and image displays in the Floor Holder panel. 2. To share your Desktop immediately, click the Sharing icon. 3. To select another type of Sharing, click the drop down arrow for the Sharing icon on the Content tab menu. The Sharing menu opens. 4. Select an Sharing option: Select Desktop to immediately begin sharing all your applications. Select Region to select a visual area of your desktop to share. A new window with a dashed blue line will open on your desktop. Any area enclosed inside the dashed blue line will be shared with your participants. Select Application to select specific application. If you are sharing your desktop and do not want to display your ilinc Tool Panel, consider this alternative. Set up a second ilinc computer, log it in to the session, and run the applications to be shared on that computer. Pass the floor to that user when you want to are ready to being Sharing. 5. If you selected Application, the Sharing tab will display a list of available application(s). 6. Click Start. The item being shared is displayed in the Sharing tab for participants. For the floor holder, their ilinc Client minimizes and they can now click on the application or interact with their desktop/region. 7. Use the applications, desktop or region as desired. Your actions are reflected in each user's display window as you take them. Do not allow any other windows to overlap the applications you are sharing. Doing so obscures the view for the users. Sizing Options for Sharing After you have launched Sharing, you may select a screen size from the My Controls panel of the minimized tool panel by clicking the icon. To change the size of the application on participants screens, click Full Size for All Participants or Auto-Fit for All Participants.

48 Using Markup Tools with Sharing From the Sharing panel in your minimized Client Tool Panel, you can quickly select the Highlighter markup tool by clicking the Markup icon. If you wish to select other Markup tools, click the down arrow and select your markup of choice. The following table describes the mark-up tools available within Sharing. Tool Allows you to... Select click on a markup you have added to your application or desktop area. You can then drag the markup to a new location on the screen or change its shape. Pointer click anywhere on your presentation and the pointer appears at that point. Highlighter highlight items in the color of your choice. To change the color, select Stroke from the Markup icon menu before you draw on the screen. Line click a location and draw a line anywhere on your presentation by dragging your mouse. The thickness and color of the line is set using the color and line width tools. Rectangle or click a location and draw an rectangle or oval by dragging your mouse. Oval The color of the graphic is based on the current selected color. You can use the Opacity tool to change the transparency state of a shape (to make it see through or solid). Stamp Stop Markups click the Stop icon when you are finished using mark-up tools. This will erase any marks you have made. Changing the Application You Are Sharing You may want to switch to another application during the session. If you haven't yet opened the application, do so before you try to select the new application. 1. Make sure the new applications you want to share are open and configured properly. 2. If you have minimized the Tool Panel, maximize it to return to the full ilinc Client. 3. Click Stop on the Sharing tab, located at the bottom. 4. Select each new application you want to share, and clear the check marks next to each application you want to stop sharing. 5. Click Start. 6. The item being shared is displayed in the Sharing tab for participants. For the floor holder, their ilinc Client minimizes and they can now click on the application or interact with their desktop/region. 7. Use the applications as desired. Your actions are reflected in each user's display window.

49 If you click Stop from the Minimized Sharing Controls panel, simply click the down arrow for the Sharing icon and choose Application. The Sharing Application Tab will open again with a list of currently open applications. Sharing Applications in Full Screen Mode You can maximize the application you are sharing, and still have easy access to the ilinc Tool Panel, which appears in a transparent mini-window at the bottom, right of the screen. 1. Minimize the ilinc Tool Panel. 2. Maximize the application you are sharing. Notice that the condensed ilinc Tool Panel appears in the bottom, right corner, allowing you to see if any participants have their hands raised while you are sharing your application. Your Sharing Controls will appear in a panel at the top right of your screen. This panel contains your markup tools as well as the one-click Pause or Stop button to control what is being shared. Allowing a Participant to Share an Application You can allow a participant to share an application on his or her computer with the rest of the session. You, as the floor holder, initiate the application sharing and select the participant as the presenting user. Note: If the session s leader control status is set to Restricted Leader, sharing from a participant s machine is not allowed. To enable a participant to share, first pass them the floor. They can then launch sharing as the new floor holder. 1. On the Attendee list, locate and single-click the attendee from which to share. 2. Click the drop down for the Glimpse icon. 3. Click Share Selected. 4. Attendee now receives a dialog box on their machine prompting them to select a type of Sharing: Desktop, Application or Region. The can also cancel the share request if they do not want to share from their machine. Viewing a Shared Application When your session leader or another participant is sharing an application, the Sharing tab opens. The tab may initially be empty until the presenting user gets the application going and the application data transmits over ilinc. When the application is ready, it appears in your Sharing tab. Closing Sharing When you are done with Sharing, the current floor holder can close it for the session. 1. Take the floor. If you have minimized the ilinc Tool Panel, click the task bar icon to restore it.

50 2. Click Stop. This has stopped all sharing of your application or desktop/region to your participants. 3. Click the Close x on the Sharing tab to close this on your computer. Presenting and Collaborating with Powerboard Powerboard is a simple whiteboard tool as well as a powerful presentation tool that you can use to easily transform your presentations into collaborative, interactive content for your session. As a whiteboard, use Powerboard to open a multi-user whiteboard where users can simultaneously add mark-up using their own color highlighting tool. As a presentation tool, the Powerboard lets you easily navigate through a PowerPoint presentation, marking up the slides as you present. This chapter describes how to use this versatile and easy-to-use tool. What Is Powerboard? Powerboard is a collaborative, multi-user tool designed to make the collaborative nature of an ilinc session adaptable based on different presentation needs that arise during a session. For example, if you want to present a PowerPoint presentation, the presentation automatically launches in the Powerboard and you have access to a full-set of mark-up tools. As you present, expand your presentation on the spot by importing images or taking screen shots. Then, if you move on to a collaborative exercise like a brainstorming session, you can open Powerboard and start with a clean slate whiteboard, which multiple users can write-on simultaneously. Session leaders or assistants can even toggle in and out of multi-user mode, making it easy for the leader to take back control of the tool after the brainstorming session or other group exercise is complete. The uses for this versatile tool are limitless. Use your imagination and increase the interactions that occur within your session, adding increased learning value to participants and proven results to the leader

51 Powerboard The rest of this chapter details how to use the Powerboard, including how to: Present PowerPoint presentations in Powerboard Use Powerboard as a Multi-User Whiteboard tool Understand the Powerboard Mark-up Tools Understanding the Powerboard Markup Tools Powerboard includes a set of highlighting, drawing, and coloring tools that you can use to enhance your content as you present. Annotation Tools Powerboard mark-up tools include the following: Insert Slide Select Tool Pointer Laser Pointer Highlighter

52 Line Rectangle Oval Stamp Insert Picture Insert Text Insert Slide Click the Insert Page icon to insert any needed Powerboards. You can then use the Previous and Next page icons to navigate to different Powerboards. The Pointer To Use the Pointer 1. Click the Pointer icon on the Powerboard toolbar. The Pointer displays on your Powerboard. 2. Click your mouse to move the Powerboard Pointer to the desired location on the Powerboard. When you click, everyone sees the Powerboard Pointer in that location. Laser Pointer To Use the Laser Pointer 1. Click the Laser Pointer icon on the Powerboard toolbar. The Laser Pointer displays on your Powerboard. 2. Click and hold your mouse to move the Powerboard Pointer to the desired location on the Powerboard. When you click and hold, everyone sees the Powerboard Pointer in that location. Highlighter To draw attention to a part of your slide, use the highlight drawing item. To change the color of the highlighter mark, click the down arrow next to the highlighter tool to select a color and opaqueness. Graphic Tools To Draw Lines and Freeform Shapes 1. Click the arrow next to the Line tool to determine Line or Freeform a. Use the line tool to draw horizontal, vertical, and diagonal lines. b. Use the freehand tool to draw freehand lines. 2. The cross-hair cursor displays. 3. Position the cursor over the Powerboard and drag while holding down the left mouse button to create a graphic shape. To Draw Rectangles and Ovals 1. Click the Rectangle or Oval tool a. Use the line tool to draw horizontal, vertical, and diagonal lines.

53 b. lick the down arrow next to the tool icon to select a color and opaqueness. 2. The cross-hair cursor displays. 3. Position the cursor over the Powerboard and drag while holding down the left mouse button to create a graphic shape. To Move or Resize a Graphic 1. Click the Selection Pointer icon. 2. Click the graphic once. Square anchors display in each corner. a. To move the graphic, place the mouse over the graphic border and drag while holding down the left mouse button. b. To resize the graphic, click on an anchor and drag while holding down the left mouse button. Import Image To Import an Image 1. Click the Insert icon. a. You can insert bitmap (.bmp), jpeg (.jpg), and ping (.png) image files. 2. Click on the Powerboard where you would like to insert the picture. The Open dialog displays. 3. Select the desired picture and click Open. The picture is inserted at the selected location. To Move or Crop a Picture 1. Click the Selection Pointer icon: 2. Click on the picture once. Square anchors display in each corner. a. To move the picture, place the cursor over the picture and drag while holding down the left mouse button. b. To crop the picture, position the cursor over one of the anchors and drag while holding down the left mouse button. Text Tool To Add Text 1. Click the Text icon on the Powerboard toolbar. 2. Click anywhere on the Powerboard and begin typing. To Move or Resize the Text Box 1. Click the Selection Pointer icon. 2. Click on the text box once. Square anchors display in each corner once the text box is selected. a. To move the text box, place the mouse over the text box border and drag while holding down the left mouse button. b. To resize the text field, click on an anchor and drag while holding down the left mouse button. Using Powerboard for PowerPoint Presentations

54 Powerboard is a presentation viewer for your uploaded PowerPoint content. PowerPoint presentations are easy to create, convert, and upload for use in an ilinc session. PowerPoint presentations require no additional coding or modifications in order to synchronize in an ilinc session. They are simply converted to a series of images when you upload the presentation to your ilinc Server. You then run the file using ilinc Powerboard. The Powerboard toolbar contains navigation controls for moving through your presentation, as well as a full set of markup tools for highlighting items while you present. When you pass the floor, the new floor holder gains control of the markup tools. Powerboard markup is synchronized, so that everyone in session can see the items that are highlighted in the presentation. Marks on the current slide are erased when you move on to the next slide. Powerboard does not support transitions, builds, or animations in your PowerPoint presentation. To simulate builds, make separate slides and add a new item on each slide and you can quickly move through the slides to present the build. Uploading PowerPoint Presentations A PowerPoint presentation is converted and uploaded when you add it to a session. You can then set whether the presentation will only be available in-session or also on the session s Content page. Note: The final download size for each page of the presentation depends on the complexity of the original PowerPoint slides. Wherever possible, use simple backgrounds when creating your presentation so that the slides will load quickly when viewed in a web browser. Also, any movies, animations, audio, actions, transitions, or hyperlinks that you add to the presentation will not be converted. To Add a PowerPoint File 1. Create a PowerPoint file in Microsoft PowerPoint (PowerPoint 2000 is recommended). 2. Save the PowerPoint file in an accessible location, such as a local drive on your computer. 3. Log-in to the Communications Center as a leader or administrator. Your ilinc home page opens. 4. Locate the session to which you would like to add the PowerPoint presentation, and click Edit. 5. Click the Content link for the session. The Content page opens. 6. Select PowerPoint Presentation from the drop-down list. 7. Click Add. The Add Content window opens: 8. Add information for the file, as outlined in the following table. Fields are listed in the order in which they appear on the screen. Field Name Title Enter/Select Type a title for the file.

55 Description File Resolution Size Quality Allow this item to be available in Session Allow this item to be available from the Home page Allow this item to be available from the Public Session page Allow this item to be available from the link Type a description for the file. Users can access this information when viewing the item on their home page or Public Sessions page. Click Browse and find and select the PowerPoint file you want to upload. Click Open to bring the file name and path into File field. Select a screen resolution size for your slides. Select the setting that most closely matches the minimum resolution you expect your users to have. Note: The Powerboard will automatically size a user s view during the session, but the resolution size affects file size not image quality. Select the option that corresponds with the Internet connection speed for the majority of your participants (the recommended option is Enhanced). This will balance the time it takes participants to view the file when it is launched in class and the clarity of the slide that is displayed. Select this option if you want the PowerPoint file to appear on the session Content list. Two additional options are available for in-session content: Automatically Launch when Session Opens: Select this option if you want the PowerPoint to launch in the content area of the session room when users first enter. Hide from Participants: Select this option to have the PowerPoint item not display on the Content list for participants. The leader and assistants will still see the item. Select this option if you want the PowerPoint file to appear on the Content page accessed from the user s home page. Select this option if you want the PowerPoint file to appear on the Content page accessed from the Public Sessions page. Select this option if you want the PowerPoint file to appear as a link in the invitation sent to users inviting them to the session. 9. Click Submit. The presentation is created and appears on the content page. To Use the Content Library to Add an Existing Presentation 1. On the Content page, click Libraries. The Libraries window opens. 2. Select one or more presentations. 3. Click Next. The existing file is added to your session and appears on the Content page.

56 Presenting with Powerboard 1. Join your session, and click the Content tab to see a list of your content. 2. Simply double click on any item to launch it. Alternatively, you can also click the Session menu and click Content to reveal the list of available content items. 3. Click the PowerPoint presentation you want to launch for the session. Powerboard opens and displays the presentation on each attendee's computer. 4. To navigate through your presentation, click the forward arrow. You can also select a slide number from the drop-down menu. 5. Use the Powerboard mark-up tools to highlight items in your presentation (refer to 6. Understanding the Powerboard Markup Tools). Marks you make on a slide are saved when you move on to the next slide so that if you return to the slide, they will still show up. 7. When you are done with your presentation, close it by selecting File > Exit. 8. The "Shared Close" dialog displays. 9. Click Close All. Markup Tool Control: You can easily give markup control to all participants, who will then be able to annotate the slides using the tools. Each participant receives a different highlighter color by default. To enable all attendees to markup on the Powerboard slide, click Session > Content > Powerboard and check Allow All Attendees to Markup. To return all markup control to the leader and/or assistant(s) uncheck this item. When the Allow All Attendees to Markup option is on, you can still pass the floor to a participant to give them an active markup toolbar. Using Powerboard as a Multi-User Whiteboard You will likely want to use Powerboard s multi-user whiteboard functionality frequently during your sessions. It serves the same purpose as a whiteboard on the meeting room wall at your company, plus some. Grab a tool, markup the board, make changes, and view the changes other participants are making at the same time. The ilinc virtual whiteboard even gives you more than a real whiteboard, allowing you to insert images and create files before the session that you can bring out to collaborate on during the session. To Launch a Blank Whiteboard 1. Click the Powerboard icon on the Content icon menu bar or Session > Content > Powerboard > New. 2. Powerboard opens showing a blank whiteboard. 3. If you want all participants to be able to work on the whiteboard at the same time, on the Session > Content > Powerboard > Control menu select Allow All Attendees to Markup. This will give all participants the ability to markup the whiteboard. 4. Use the markup tools to collaborate on the whiteboard.

57 5. When you are finished, save (File > Save), close (File > Exit), or print (refer to Printing Powerboard Files) the file. Printing Powerboard Files Anyone is able to print a Powerboard file that is open in the content area. The text and graphics will automatically scale to a "printable" size so that all the current content is printed. To Print a Powerboard File 1. Select File > Print. The Print dialog displays. Select a printer and number of copies. 2. Click OK. To Preview a Powerboard File before Printing 1. Select File > Print Preview. The Print Preview window opens. 2. Click Print or Close. Deleting a Powerboard File You can delete a Powerboard file just like you would delete any other content. On the session Content tab, click the check box next to the file and click Remove. Presenting with WebSync Use WebSync to present web content or browse the Internet while participants watch. This chapter describes how to launch and use the web browser during your session. What Is the WebSync? WebSync is an "add on" to your web browser. When you are the floor holder in an ilinc session, you can use WebSync to lead all attendees as you navigate web pages on the Internet or intranet. When WebSync launches, you see your regular web browser, and you can navigate the web as you would normally. Each time you go to a new URL, or click a new link on a web page, participants also follows that link. In between your navigation clicks, participants can browse at their own pace. The speed at which each user is connected to the Internet or your network will affect how quickly they receive your web synchronization. Although all users will receive your navigation change at the same time, some may not be able to see the page as quickly as others, due to the speed at which they download the page. Web Elements that Are Not Synchronized Many web pages contain other content, such as CGI scripts, JavaScript, VBScript, ASP (Active Server Pages), Java, and Macromedia Shockwave presentations. These elements are not synchronized by WebSync.

58 If you want to use web pages that are not synchronized in your presentation (for example, a site that has personal settings or that runs individual scripts), bring users to the page using the Synchronized Web Browser and then instruct them to proceed individually. You can ask participants to raise their hand or answer in Feedback when they are finished viewing the content, and then you can restart the Synchronized Web Browser to get everyone resynchronized. Deciding to Use WebSync If your content changes often and must be readily accessible to users during and outside of a session, consider creating HTML content and browsing it with WebSync. Assuming you have access to a web server, or to someone who can help you post your content to a web server, you can make last minute changes quickly and easily without worrying about distributing those changes to your attendees. Additionally, you can create your HTML content in a variety of ways, including: using an HTML editor, such as Microsoft Front Page or Macromedia DreamWeaver. converting existing documents to HTML using popular office applications. using the Communications Center to convert your PowerPoint presentations to HTML and add them to courses and sessions. Browsing on an Intranet or the Internet Before you use WebSync, you will need to decide where you can navigate to during a session. For example, will you navigate through web content on your company intranet or will you navigate through sites on the public Internet. Whether your attendees join your session from within an intranet, the Internet, or a combination of both, controls where you can synchronize web browsing. Launching WebSync When you launch WebSyncfor the session, each attendee's web browser opens up to the URL you selected in your own browser. Your navigation from that point on is synchronized with everyone in the session. To Launch WebSync 1. Make sure you are in a session, and you are the current floor holder. If you are the current floor holder, your name and image displays in the Floor Holder panel. 2. Click the WebSyncicon. OR Double-click a URL that has been added to the Content tab. WebSynclaunches on your computer, and on each attendee's computer. 3. Type a web address in the Address field of your browser and press <Enter>. Everyone in the session navigates to that address.

59 4. Continue to navigate to different web sites. As you navigate, all attendees follow in their own browsers. Once they have received the page, they are free to scroll, follow links on that page, or navigate to other sites as desired. Each time you follow a link or navigate to a new page, all attendees are "resynchronized" to your new location. Closing WebSync When you are done with WebSync, the current floor holder can close it for the class. Click the Close x to close the browser on everyone's machine. The floor holder is then prompted to Close All, Close Mine or Cancel the close. Polling Polling, ilinc s Question and Answer application, is a powerful communication tool that you can use to gather information from other participants. Use it to prepare knowledge assessments before any session or on-the-fly to gather feedback from attendees on important issues. Whichever way you decide to use Polling, this chapter will get you started by describing how to use it both within and outside a session. What Is Polling? Polling is ilinc's question and answer tool. Use Polling to ask your attendees a series of multiple choice questions during a session. You can make up questions before a session, or add them on-the-fly. When you ask a question, attendees see it and all its possible answers in their Polling Tab. Each attendee can select an answer, and can change his or her answer for as long as the question is available. The leader or floor holder s window updates automatically as attendees select their answers. Answer Statistics As attendees answer a question, you see a bar chart of their responses. The bar chart is continually updated as they send and change their answers. You can share the bar chart with everyone. Answer Details As attendees answer, you can also view the answer details to see which attendees chose each answer. Floor Control As with other ilinc session tools, the floor holder and the leader control Polling. While an attendee has the floor, he or she can open question files, create new questions, ask questions, and view and share the results with everyone. Making a Question List before a Session

60 You can create and upload a Polling file before a session so that you can launch it during the session. You can choose whether the Polling file will be available in session, on users home pages, on the Public Sessions page, and or in invitations. To Create a Polling Question List A Polling Question List can be prepared as a new Content item using the Communications Center. To a new question list: 1. Log in to your Communications Center 2. Click Content from the navigation menu and click Add New Content. 3. From the drop down menu, select Polling. Add Content - Polling 4. Fill in the required information (Owner and Title) and a description, if needed. 5. In the Polling section, a default first question appears. To edit this question and answers: a. Click Question Text and a text field appears. Type in your new question and hit <ENTER> or click Save Change. Additionally, if you hover over the question text, a command line appears to the right with actions you can take on that question.

61 b. Change the default text in your new answer and hit <ENTER> or click Save Change. Additionally, if you hover over the answer text, a command line appears to the right with actions you can take on that answer. c. To add answer options, click Add Answer. 6. To add questions, click Add Question. a. Click Question Text and a text field appears. Type in your new question and hit <ENTER> or click Save Change. Additionally, if you hover over the question text, a command line appears to the right with actions you can take on that question. b. Change the default text in your new answer and hit <ENTER> or click Save Change. Additionally, if you hover over the answer text, a command line appears to the right with actions you can take on that answer. c. To add answer options, click Add Answer. 7. Repeat step 6 until you have created all your questions and answer sets. 8. Determine the access authority for this set of questions and answers. 9. When finished, click Submit. The Polling item you just created can then be added as a Content item to any session. When creating your session, you can choose Content from the Library. All Polling lists created in your Communications Center are available in the Library based on the Access settings for each list. To Create a XML File of Questions You may wish to create and edit your questions using XML. Once you complete your XML file, you can then import that file as a new Content item for any session. See the next section for steps on importing your XML file. To download a sample XML file: 1. Log in to your Communications Center. 2. Click Content from the navigation menu and click Add New Content. 3. From the drop down menu, select Question and Answer. 4. From the Question and Answer area, click the Download File link. 5. A sample XML file will open on your computer. You can then choose to save that to a local machine or network drive. Once saved, you can edit the Question and Answer text of the file to create your own custom questions by opening the XML file in a text editor or word processing application. To Upload the Question File In the Communications Center, locate the session to which you would like to add the Polling file and click the Edit link. In the Content section of the edit session page, choose Question and Answer from the drop down menu and click Add. In the popup window, click the Browse button for the Import XML file. You can then navigate to the proper location on your local machine or network where your XML file is stored. When you return to the Add Content window, click Upload to process your file.

62 Questions in the imported file will replace any questions that already exist in this content item. If this is a brand new item, you will only be replacing the default question. When you are finished uploading questions from a XML file, click Submit. Click Cancel if you wish not to save this new Polling content item for your session. Refer to Adding Content to Your Session for detailed instructions on adding content. Asking Questions during a Session During a session you can launch a pre-created question list from the Content tab, or you can launch Polling and add questions on the fly. As attendees answer, you receive detailed results on the answers. The tasks that you can complete during a session are described in the sections that follow. To Launch Polling for Everyone in a Session 1. Make sure you are the floor holder. 2. Click the Content Tab to view the content list 3. Double-click the Polling item from the agenda. 4. A new Tab will open for you with all questions listed. To Add Questions On-the-Fly during a Session 1. Click the Polling icon in the icon bar to the right of the Tabs. 2. Click the Add Question link. 3. Enter your question in the question field. Click Save Change or press the <ENTER> key. 4. Enter at least two answers in the answer fields. Click Save Change or press the <ENTER> key for each answer option. New questions will be added to the original Polling item, not saved as a new Polling file. 5. If you are the floor holder, you can return to the Polling tab at any time to ask your question. To Ask a Question 1. Locate the question in the Polling Tab you wish to ask 2. Hover over the question until the command line at the right appears. 3. Click Ask to display this question to your attendees. 4. All attendees see the question and its possible answers in their Polling tabs. As each attendee selects an answer your answer statistics are updated. Note: If you pass the floor to an attendee after you ask a question, your question remains visible until the current floor holder asks a different question. To View and Share Answer Statistics As participants submit their answers, the leader, assistant or floor holder sees the answer statistics for each answer option in a growing bar graph.

63 To share the answer statistics with all attendees, click Share on the command line for the question. Once you share the answer results, attendees see the results next to each option and can no longer answer the question. To Withdraw a Question 1. Locate the question in the Tab you wish to ask 2. Hover over the question until the command line at the right appears. 3. Click Withdraw to remove the question from your attendees. 4. The question is removed from the Tab for the attendees. Note: If you pass the floor to an attendee after you ask a question, your question remains visible until the attendee withdraws this question or asks a different question. To Close Polling for the Attendees When you are finished using Polling, the leader or the current floor holder can close it for the entire session. 1. Click the x button on the Tab. 2. Choose Close All to close Polling on all attendees' computers. You have the option of closing Polling only on your machine. Editing Question Files You can make changes to existing question files, including removing questions from the list and editing questions. Each task is described in the sections that follow. To Remove a Question from the List 1. Open the Polling file containing the question you want to remove. 2. Hover over the question in the Questions & Answers list. Be sure you are ready to delete the question. The selected question is deleted immediately and cannot be restored. 3. Select Remove from the command line at the right. To Edit a Question 1. Choose Content from the navigation menu. 2. Click the Edit link for the Polling file you wish to edit. 3. Under Questions & Answers, hover over the question you want to edit. 4. Click the Edit link in the command line that appears to the right of the question. a. To make changes to the answers, click the expand plus sign to the left of the question. Hover over the answer to change and click the Edit link. Type in your change to your answer and click the Save Change link or press the <ENTER> key. 5. Type in the change to your question and click Save Changes or press the <ENTER> key 6. When you are done, select Update Original if you want to change the original Polling file. a. If you are editing the original file within the Activities section of the Communications Center and if it is used in multiple sessions, you will also have the option to Save as New in a new Polling file.

64 Deleting a Polling File You can delete a Polling file just like you would delete any other session content. On the session Content page, click the check box next to the file and click Delete. Playing Audio or Video Files Use the Audio or Video feature to present local or Internet links while participants watch. This chapter describes how to launch and use the Audio/Video link during your session. What Is Media Link? Medialink is a web browser specifically for media files. When you are the floor holder in an ilinc session, you can use MediaLink to play an audio or video clip or file for all participants. When you open the Media Link Tab, you see a video window with an address bar. Enter in the full URL of the file you wish to play. Additionally, if you have uploaded a link to the Content tab before the session, you can double-click that item from the content list. It will automatically open in the Media Link Tab. If you have a recorded audio or video file you need to share with your attendees that is either available from a local machine or is on the Inter, you can play that file to your attendees through the Media Link Tab. Launching MediaLink When you launch an audio or video link for the session, each attendee's application will open a new tab. 1. Make sure you are in a session, and you are the current floor holder. If you are the current floor holder, your name and image displays in the Floor Holder panel. 2. Click the Media Link icon. a. Type a web address in the Address field of your browser and press <Enter>. Everyone in the session navigates to that address. OR b. Double-click a file that has been added to the Content tab. The Audio/Video Link launches on your computer, and on each attendee's computer. Note: The pace at which participants download the file depends on their Internet connection speed. If you know that some of your users have slow connections, make sure that everyone in the session has finished downloading the most recent page before you begin your discussion. 3. Each time you enter a link all attendees are sent to the new file. Closing Media Link When you are done with the audio or video link, the current floor holder can close it for the class. Click the Close x to close the browser on everyone's machine. The floor holder is then prompted to Close All, Close Mine or Cancel the close.

65 Gathering Information with TestLinc and Surveys TestLinc is a testing and assessment tool that you can use to create and administer tests in the LearnLinc environment. Use TestLinc inside a session or as a standalone LearnLinc activity to provide pre-session and post-session tests, or quizzes during a session, to enhance the session experience for students. Use surveys to gather information inside a session or as a standalone LearnLinc activity. Before you add a test or survey, you must create a test or survey template. The template contains the actual questions that participants will see when taking the test or survey. Creating Test or Survey Templates Tests and Surveys start off as templates. This allows for the same set of questions to be used in multiple sessions without requiring the entire test or survey to be written from scratch every time. Certain options, for instance Time Limit and Number of Attempts, can be set on a sessionby-session basis. To Create or Edit a Test or Survey Template 1. If you are adding a new test or survey template, click TestLinc or Surveys in the Manage section of the navigation bar. 2. Click Add New Test Template or Add New Survey Template. OR If you are editing a test or survey template, find the test or survey (refer to Finding a Test or Survey Template for detailed instructions) and click the Edit link. 3. The Add New Test Template page opens. Enter the following information for your template. General Field Name Owner Title Description Notes Field Name Opening Notes Closing Notes Enter/Select Change the owner if someone else is to have full control of the template. Type the template title. This will appear in lists from which users choose a template. Type a description for your template. This will appear when participants click the Description link for the template on their Manage TestLinc, Manage Surveys, and their content library pages. Enter/Select Type a note that will appear to participants when they launch the test. For example, You have 30 minutes to complete the test. Good luck! Type a note that will appear when participants complete the test.

66 For example, Great job! Review test results on your Communications Center home page. Questions Select a question type from the drop-down list and add the required information on the add question window that opens. You can add the following types of questions (detailed instructions for each question type follow these steps): Multiple-choice True/false Fill-in Formula Short answer/essay As you add each question, the number of points you select for each question appears in the Question Summary table. Note: Formula is only available for TestLinc tests. Access Field Name Only available to the owner Available to all users Only available to specific users Copy Permission Field Name Only allow owner Allow all users Only allow specific users Enter/Select Select this option to only allow the owner to use this template for his or her tests or surveys. Select this option to allow all users with the appropriate permissions to use this template for their tests or surveys. Select this option to only allow specific users with the appropriate permissions to use this template for their tests or surveys. Enter/Select Select this option to only allow the owner to copy this template. Select this option to allow all users with the appropriate permissions to copy this template. Select this option to only allow specific users with the appropriate permissions to copy this template. 4. Click Submit. The template is created and can now be used for tests or surveys. Adding a Multiple-Choice Question 1. In the Question box, type the text of the question that will display to the participants. 2. In the Answer boxes, type the answer choices that students will be able to select from.

67 3. For tests, select the Correct check box for the correct answer. You can select more than one correct answer. 4. For tests, in the Points box, type the number of points you want to assign to the question. 5. If you would like to add an attachment to the question, click Go next to Add Attachment. Adding a Fill-In Question 1. In the Question Part 1 box, type the first part of your sentence, up to the point of the first blank fill-in. 2. In the Answers Part 1 box, type the acceptable fill-in words or phrases. Each acceptable answer should be on its own line (press enter between answers). 3. Continue until you have completed the question. Note: If you end a sentence with an answer, begin your next question part with a period so that it will display correctly to participants. 4. For tests, type the number of points you would like to assign to the question. 5. If you would like to add an attachment to the question, click Go next to Add Attachment. Adding a True/False Question 1. In the Question box, type the text of the question. 2. Select True or False for the correct answer to the question. 3. For tests, type the number of points you would like to assign to the question. 4. If you would like to add an attachment to the question, click Go next to Add Attachment. Adding a Formula Question Note: Formula is only available for TestLinc tests. 1. In the Question box, type the text of the question. Use a maximum of five variables represented by %A, %B, %C, %D, and %E for any numbers that will be evaluated. 2. In the Formula box, type the formula that TestLinc should use to calculate the answer, using the variables you included in the text of your questions. You can use the following operators: addition (+), subtraction or negation (-), division (/), multiplication (*), exponentiation (^), and parentheses ( ). 3. Select the number of decimal places to which participants should calculate their answer. Based on the number you select, a sentence will automatically display to the user with this information. 4. Type the range of numbers that can be used for each variable and select the number of decimal places each range uses. 5. Type the number of points you would like to assign to the question. 6. If you would like to add an attachment to the question, click Go next to Add Attachment. Adding a Short Answer/Essay Question 1. In the Question box, type the text of your question. 2. In the Instructor Notes box, type any notes to yourself regarding the answers you expect for the question. This information will display to you when you are grading the test. Students will not see this information.

68 3. For tests, type the number of points you would like to assign to the question. 4. If you would like to add an attachment to the question, click Go next to Add Attachment. For any question type, click Submit when you are ready to save your question. All questions will appear in the Questions section of the Add or Edit Test Template page. You can preview or edit any question using the Preview and Edit links for each question. Adding an Attachment to a Question Additional files for participant review can be attached to a question. For example, you could add a Microsoft Word document or an Excel spreadsheet, or a graphic. If you add a graphic (.jpg,.gif, or.png) to a question, it will appear embedded in the question page. If you add another file type, it will appear as a link on the question page. To add an attachment, click Go next to Add Attachment on any add or edit question page. Finding a Test or Survey Template Templates that you own, are allowed to manage, or are allowed to copy are listed on the TestLinc or Surveys page. 1. On your Communications Center home page, click the TestLinc or Surveys link in the Manage section of the navigation bar. a. First, select whether you want to search by Title or Owner. b. Then, select a qualifier (begins with, contains, equals, etc.). c. Type the text you want to search for in the blank text box. d. The TestLinc or Surveys page opens. 2. Click Search. The page lists only those templates that meet your search criteria. Adding Tests or Surveys to a Session If you are assigned an Authority Level that allows you to do so, you can add a test or survey to your own session so that it can be launched in session from the home page. A TestLinc template or Survey template must be created before adding a test or survey as content and you must have access to the template. Log in to your Communications Center. Your home page opens. Find the session to which you would like to add a test or survey as content and click the Edit link for the session. On the Edit [session type] page, go to the Content section: Click Libraries. The Libraries page opens. Click TestLinc or Surveys. The TestLinc or Survey templates list displays. Select one or more TestLinc templates or Survey templates. If only one template is selected, click Next to name and describe this test or survey specific for this session or go to Step 8.

69 General Field Name Title Description Number of Attempts Time Limit Warning Grade Posting Enter/Select Type the test or survey title. This will appear in the content list. Type a description for your test or survey. This will appear when participants click the Description link for the test or survey. Type the maximum number of attempts a user has to launch the test or survey. Leave blank if there should not be any attempt limit. Type the number of minutes a user has to complete the test or survey. Leave blank if there should not be any time limit. Type the number of minutes before time expires to display a time limit warning message. Leave blank if there should not be a time limit warning. Select the level of grade results to post and after which date/time to display the results. Do not check the Post Grades after check box if grades should be posted immediately. Grade posting levels: Don t show results Show final grade only Show question, answer, points (and final grade) Show question, answer, correct answer, points (and final grade) Randomize Question Order Note: Grade Posting is only available for TestLinc tests. Select this check box if the questions should be presented to the user in a randomized order. Note: Randomize Question Order is only available for TestLinc tests. Availability Field Name Allow this item to be available in Session Automatically launch when session opens Hide from participants Allow this item to be available from the home page Enter/Select Select this check box if the test or survey should be able to be launched in Session. Select this check box if the test or survey should launch as soon as a participant joins the session. Select this check box if the test or survey should not be displayed in the content list for participants. Select this check box if users should be allowed to launch the test or survey from their home page. A separate Tests or Surveys link will display for the session from which all tests or surveys assigned as content for the session can be launched.

70 Click Submit. The test or survey based on the selected template appears in the content list on the Edit [session type] page. Grading TestLinc Tests When your participants take and complete their TestLinc Tests, you can use the Communications Center to grade their responses to the questions. 1. Search for the TestLinc test you would like to grade. 2. Click the Scores link for the test. The Score Users page opens, listing results for all users who have taken the test: 3. Click Review to access the Test Results page for a specific participant. 4. Make any necessary changes and click Submit. Using Reports to View Test or Survey Results TestLinc and Survey reports are available for viewing test and survey results. These reports provide summary or detailed data grouped by question or by user. Using Breakout Groups In LearnLinc classes and MeetingLinc meetings, you can send a group of participants to a separate session called a breakout group, where they can work collaboratively for a set period of time. When the time limit elapses, the participants automatically return to the main session. Note: Breakout groups are a great way to troubleshoot technical problems during a session. Have a session assistant take the user who is experiencing problems into a breakout group where they can fix the problem together and then return to the main session, without disrupting the presentation or class. Creating Breakout Groups In order to separate attendees into Breakout Groups during a meeting or class activity, you will first need to open the Breakout Group tab. To open Breakout Groups, click the Session menu and choose Breakout Groups. Once the Breakout Groups tab appears, you can divide attendees into smaller groups either automatically or manually. Automatic Group Creation To automatically split attendees into groups based on the total number of attendees and their name, first determine the number of groups you want. In the Auto Assign box, type in or click the arrows to add or reduce the number of total groups. Once you have selected the number of groups, click the Auto button. This will divide the users into as equal as groups as possible. Manual Group Creation If you wish to split your attendees into groups with members you choose, you first need to add new groups to the Groups list on the right side. To add additional group divisions, click the Add Group button in the middle section for each group. If you want three groups, you will need to click Add Group three times. Once your set of groups is listed on the right, select the first group.

71 From the list on the left, expand and select the attendee. Click the Move into Group >> button to add the selected attendee to the selected group. Repeat this until all the required attendees are part of the first group. For each subsequent group, first select the Group on the right and add each attendee from the left. Create Breakout Groups If you wish to take an attendee (yourself, the leader or another assistant) out of a group to which they were assigned, select the specific attendee from a group and click the << Return to Main button. This will take the attendee out of that group and add her/him back to main session. Adding Content to Breakout Groups If you want to assign your groups to discuss specific pieces of content, once your set of groups is listed on the right, select the first group. From the list on the left, expand and select the content item. Click the Move into Group >> button to add the selected content to the selected group. Repeat this until all the required content items for discussion are part of the first group. For each subsequent group, first select the Group on the right and add each content item from the list on the left.

72 If you need to remove content from a group, you can select the content item in the group and click the Remove Content button. Time Limits for Breakout Groups You can restrict breakout group sessions by time or you can manually end the breakouts. To set a time limit, click the checkbox for Time Limit in the upper portion of the Breakout Groups tab. Set the time by either typing in the number of minutes or adding/reducing the number by clicking the up and down arrows. When you have set your time, or choose not to set a time, and are ready to start the breakouts, click the Start Breakouts button. You can then end your breakouts at anytime by clicking the End Breakouts button. If you set a time limit, all attendees will return to the main session at the completion of the time period. From the Breakout Groups Tab, you can see the status of your groups and how much time is remaining for the breakout groups. A timer counts down the remaining minutes from the start of the groups. Understanding Floor Control in a Breakout Group Breakout groups have a floor control format of "Participant." This means that anyone can take the floor from the current floor holder at any time. Participants click the Take Floor icon in their My Controls panel. Note: To avoid interrupting each other, you may want to click the Raise Hand icon to indicate that you would like to take the floor. The current floor holder can then wrap up whatever he or she is doing before you take the floor. If groups use the raised hand approach, the floor holder can click the participant's name and then click the Give Floor icon to pass the floor, or just wait until the hand raiser takes the floor. When participants have the floor, they can talk to the group and control any applications or content in use. They can also open new applications or content. Sending Latecomers to Groups If attendees enter the main session after you have sent everyone to breakout groups, you can manually assign them to a group. You will want to determine how much time the breakout group has left and specify that time for the latecomer. 1. Select Session > Breakout Groups. The Breakout Groups tab appears, displaying the latecomer in the Main Session > Attendees list. 2. On the Breakout Group list on the right, select the group to which you would like to add the latecomer. 3. On the Main Session list, select the latecomer, and then click >> button. 4. The time limit for the latecomer will equal the time remaining. You will not need to set a specific time limit for the latecomer. 5. Click Start Breakouts to send the latecomer to the group.

73 If you are not using a time limit or you want to end the breakout groups early, click the End Breakouts button on the Breakout Groups tab. This will automatically return all participants to the main session. Joining Breakout Groups As the leader you are able to visit each breakout group. This is a helpful way for you to assess a group's progress or to notify a group that you would like them to return to the main session. 1. Select Session > Breakout Groups. 2. In the Main Session > Attendees list, select your name. 3. In the Breakout Groups list, select the group that you would like to join. 4. Click the Move into Group >> button to join that group. You enter the selected breakout group. Once in the breakout group, you can participate at the same level as any other attendee by raising your hand and taking the floor. 5. To join another group, click the << Return to Main button and then repeat steps 2-4 Helping your Attendees Work Effectively in Breakout Groups To help attendees get the most out of breakout groups, provide them with some overview information before the first group session. You can also join groups to monitor progress and help attendees use the session tools. In addition, the following tips may help participants work more effectively in breakout groups. Use the Hand Raise To avoid interrupting each other, attendees may want to click the hand raise icon to indicate that they would like to take the floor. The current floor holder can then wrap up whatever he or she is doing before the new attendee takes the floor. Save Powerboard Content Attendees should be aware that they need to save any work before the end of the breakout group or it will be lost when they are sent back to the main session. This is particularly important when the group is working collaboratively on a whiteboard file. Groups can designate a user to save the whiteboard file to his or her hard drive, or each attendee can save the file. Using Content from Breakout Groups During Breakout Groups, participants may make changes to content files assigned by the leader. The leader may wish to share out the changed files to the main session after the groups have reached the time limit. With the Breakout Group Tab still open: 1. The leader can click on any content item for any group. 2. Click the << Return to Main button. 3. Once it is in the Main Session, the leader can navigate to the Content tab and double-click the new item brought in from the group.

74 Assisting the Session Leader When you are asked to assist the leader during a session, you need to understand what you can do to help. This chapter describes the ways you can assist the leader, and helps you become familiar with the Leader Tool Panel, which is what you see when you enter the session as an assistant. The Role of the Assistant An assistant is an attendee who receives the Leader Tool Panel so he or she can help the leader manage session activities. For example, an assistant can see hand raises, system status icons, and private chat messages, can assess the data and alert the leader to those issues that need attention. As an assistant you can do everything the leader can do during a session, except the following: Grade LearnLinc classes Create Breakout Groups Speak when you do not have the floor You may be chosen as an assistant leader for one session and still participate as a regular attendee in other sessions. Monitoring Hand Raises, Feedback, Activity Level, and System Status Monitoring hand raises, feedback, activity level, and system status is an easy way for you to assist the leader during a session. For example, if the feedback responses indicate that the majority of attendees are requesting a review you can prompt the leader to go over the content one more time, or take questions. You can also take note of which attendees select "Please Review" so that you or the leader can address individuals at another time.

75 Attendee Panel: Hand Raise, Feedback Note that although you may be monitoring feedback responses and hand raises, the leader still sees these items in his or her attendee list. As attendees raise their hands, respond to feedback questions, or experience network problems, you see icons indicating their status preceding their names in the attendee list. Hand Raise Indicator When an attendee clicks the Hand Raise button on the participant Tool Panel, a hand raise icon appears to the left of their name in the Indicator column on the leader and assistant Tool Panels. Hand raise options are: Raising Hand: Stepped Away: Applause: Bandwidth/Network Indicator

76 If an attendee is experiencing serious network problems, indicators will display as needed depending on their bandwidth health.: Bad: Worse: Disconnected: Feedback Indicator A colored square matching the attendee's feedback answer appears in the Indicator on the leader and assistant Tool Panels. Participation Indicator The Participation Column displays one of three states for each student. Active In Session Listening to Session Inactive In Session: Launching Applications and Content The assistant leader can launch any of the ilinc applications from the Tool Panel menu, the Tab menu icons, or from the Content tab. Refer to Launching Content for information on launching content. Important! If you launch an application during the session, it will launch for everyone in the session. Dismissing an Attendee from the Session You can dismiss an attendee from a session at anytime. Highlight an attendee's name from the attendees list and click the Dismiss Selected icon n.

77 Leading Sessions This chapter describes the techniques for leading an ilinc session and provides important information on floor control, communicating in your session, and how to present content and collaborate with participants. Tracking Participant Activity with the Participation Meter The Participation Meter is a participant activity tracking tool in MeetingLinc that lets you assess the activity level of the participants in your class at a glance. Use the Participation Meter to virtually "glance" and assess whether or not your presentation is keeping participants interested and involved. The Participation Column displays one of three states for each participant: Active in Session: Listening to Session: Inactive in Session: The Participation Meter changes depending on the actions a participant is taking in class. For example, if a participant has just responded in feedback and raised his hand, his participation status will be Active in Session." If another participant has not done anything in the MeetingLinc Meeting for several minutes, his participation status will be Inactive in Session As a leader you can use the Participation Meter to measure how well you are leading your MeetingLinc Meeting. If most of your participants have a participation status of Inactive in Session, you may need to quickly add-in some feedback or Q&A questions to wake them up and then adjust your presentation to keep them engaged. On the Attendees list, locate a participant for whom you would like to check participant status, and review the icon in the Participation column. The Participant Meter does not display for Leaders or Assistants. Leading a LearnLinc Class Before reading this section, be sure to review the information in Chapter 2, Internet Audio and Video ilinc s Internet Audio (also known as Voice-over-IP or VoIP) and video conferencing options can be a great add-on to your web conferencing environment. The real world feel of sessions is enhanced when you can see and/or hear other participants. This chapter describes the requirements for and how to use VoIP and video in live sessions. Overview of Internet Audio and Video Conferencing Using Internet audio and/or two-way video is a great way to simulate a live meeting experience in moderate to high-bandwidth environments.

78 Audio Controls and Volume Adjustments NOTE: If one of your participants does not have enough bandwidth to view video, he or she will still receive the audio portion of the session and can take part in all other activities. Add-On Internet Audio and Video Licenses Before using audio or video in a session, your organization must purchase the appropriate licenses. Internet Audio licenses allow you to communicate with other users using a microphone and speakers in a session. Both unicast and multicast modes are provided. Internet Video licenses (also known as Video Conferencing) allow your users to employ web cams and use video conferencing in sessions. Both unicast and multicast modes are provided. Licensing works differently depending on the session type. Licensing rules for each are described in the sections that follow. Selecting a Conferencing Type for a Session You set the conferencing type for your session in the Communication section on the add or edit session page. The options that appear depend on the conferencing licenses you organization has purchased. LearnLinc/MeetingLinc Whenever a user joins a LearnLinc or MeetingLinc session, he or she uses a data only license plus the appropriate add-on license for audio or video. For example, if you have 100 data only licenses and 50 Audio licenses, you can have 100 users in various sessions at the same time, but only 50 of them can use audio conferencing. ConferenceLinc ConferenceLinc licenses allow you to schedule ConferenceLinc conferences, using any supported communication type (Data Only, VoIP, or Video). Whenever a user joins a conference, he or she will use a ConferenceLinc license. SupportLinc SupportLinc licenses allow you to setup and use SupportLinc support rooms with any supported communication type (data only, audio, or video). Whenever a user joins a support room, he or she will use a SupportLinc license. Internet Audio Sessions

79 In Internet audio sessions, you can talk to and hear other participants through your computer s speakers, and talk to them through a microphone that is attached to your computer. You can choose to use a headset (recommended) or standalone speakers and a standalone microphone. In audio sessions, a set of audio tools is provided in the My Controls section of the session Tool Panel. Internet Audio Settings For Internet Audio, the default quality selection is set to Medium (15 kbps). You can choose to change this to High (24 kbps)or Low (8 kbps) depending on your network. In addition to the sound quality, you can also select to have all participants muted upon entry to the session. This is suggested if you have large groups or you do not want the participants to talk during the session. If needed, you can unmute selected participants from the Attendee panel in-session. Live Video Sessions

80 In video sessions, live video is transmitted from the current floor holder and displayed in the Floor Holder panel on the session Tool Panel. The leader can choose to undock this window for all users or users can undock themselves. Each participant can determine whether they want to see the floor holder s video. In the lower section of the Floor Holder panel, the video icon is used to toggle the video on or off. When the Attendee panel is undocked, this capability is still available for all session participants. Video Settings For live Video, the default size selection is set to Small (176 x 144 pixels). This is the size of the image in the Floor Holder attendee panel in-session. Two other options for size are available: Medium (352 x 288 pixels) or Large (640 x 480 pixels). The quality of video also has three options: Low (2 fps), Medium (5 fps), or High (15 fps). If set, the application will determine if the participant should automatically be adjusted should bandwidth become limited or reduced. Ensuring the Proper Hardware Is in Place Internet Audio and video sessions require a few pieces of additional hardware. Contact ilinc Customer Service for more information on setting up these options at your organization. To use... You will need... Internet audio speakers and a microphone. The type of sound card you have will impact

81 two-way video the way audio work. Refer to Full-Duplex and Half-Duplex Audio for information. a video camera or web cam to capture and transmit video to other participants. Communicating Using Audio and Two-Way Video Understanding Floor Control Communication via audio or video in a session is controlled by Floor Control. When the leader has the floor, only the leader can speak (the session leader s microphone is always on ). Participants cannot be heard until they have the floor. When a participant has the floor, both the leader and participant can speak. You can tell you have the floor when your picture (or video) and name displays in the Floor Holder panel. Otherwise, the name of the participant who has the floor appears at the top of the window. Full-Duplex and Half-Duplex Audio Your sound card hardware and software may support either full-duplex or half-duplex audio. The difference between full and half-duplex is whether or not you can hear someone else while you are speaking. Full-duplex cards can send and receive data at once (like talking on the phone), whereas half-duplex sound cards can only send or receive data at any time (like talking on a walkie-talkie or CB radio). Your sound card type and your settings in the ilinc Audio Wizard (see Running the Audio Wizard) determine how your audio works in class. Full-Duplex Audio If you see an unmuted microphone icon when you enter the session, you are in fullduplex mode and you can send your audio and receive someone else's audio at the same time - as if you were on the telephone. In an ilinc session, this happens when the leader passes the floor to a participant, and both continue to talk. Everyone in the session can hear both the leader and the floor holder at all times. During a session click the microphone icon to mute if you want to talk without participants hearing you. Since your microphone is always on, they will always hear what you say unless you mute the microphone. You can also unmute and mute your microphone from the Menu bar by clicking Tools and choosing either mute or unmute from the list.

82 Half-Duplex Audio If you see a muted microphone icon when you enter the session, you are in half-duplex mode and you can either send audio or receive it, but not both at the same time (as if you were using a CB-radio). In an ilinc session, you must have the floor. Once you are the floor holder, click the microphone to turn it on to speak to the other users. If you click the icon again it will mute again, and no one can hear you even though you have the floor. You can also unmute and mute your microphone from the Menu bar by clicking Tools and choosing either mute or unmute from the list. Troubleshooting Audio Problems Your first line of defense against audio problems is to run the Audio Wizard. Leading Internet Audio or Video Sessions When you are the leader in an Internet audio or live video session, you can speak to participants at anytime. When you first enter the session as a leader, you automatically have the floor. Determine if you have full-duplex or half-duplex audio. Refer to Full-Duplex and Half- Duplex Audio for a discussion of the differences. If you see... Then... a microphone and headset icon you have full-duplex audio. You can talk at any time during the session. Mute your microphone by clicking the Microphone icon. a muted microphone icon you have half-duplex audio. Click the Microphone icon and begin speaking. To allow a participant to speak: If the session is a... Then... LearnLinc class pass the floor to the participant by double-clicking his or her name on the Attendee list, click the Pass Floor icon, or click Sessions from the Menu bar, then select Attendees and Give Floor to Selected. MeetingLinc meeting the participant who wants to speak can double-click their own name in the Attendee panel or click the Take Floor icon themselves at anytime to take the floor. The participant then must unmute his or her microphone, if it

83 ConferenceLinc conference SupportLinc support room was muted. participants never have the floor and cannot speak in a session. the participant can speak at any time. Synchronized Undocking (two-way video only) If video will be the primary content you deliver during the session, you may want to undock the Attendee panel and display pictures or video of anyone currently in session. The menu of the Attendee panel provides the Leader, Assistant or current Floor Holder with the ability to Undock for All, which will open the Attendee panel to show all attendees picture or steaming video. Undocking the panel takes your sessions beyond ilinc and enables people to see each other face-to-face in a virtual way. To make this change for all attendees in session, click the Menu button on the panel and select Undock for All. Additionally, the application menu provides access to the same functionality by selecting Sessions, Attendees and then Undock for All. The undocked Attendee panel opens above the Content area and to the right of the Floor Holder image. If any attendee uploaded their own photo it shall display with their name. If instead they are sharing video, attendees can view streaming video by turning on video for any attendee with the camera button to the right of their name. Running the Audio Wizard The Audio Wizard sets the volume for your speakers and microphone and configures your computer to use audio correctly. This ensures that you will be able to interact with other participants during your session. The Audio Wizard pops up automatically after you first install the ilinc Client. You can also run the Audio Wizard anytime you encounter audio problems during a session. To Run the Audio Wizard 8. If you are in an ilinc session using Internet Audio, select Tools > Audio Settings. From the popup window, click the Wizard button. OR The ilinc Audio Wizard opens automatically for sessions using Internet Audio. 9. The Speakers screen appears, allowing you to customize your speaker settings a. Adjust the volume of the audio recording being played. If you can t hear the recording be sure that your speakers are plugged in and not muted or turned off. b. If you have multiple speaker sets plugged in to your computer, you may select a different set of speakers by clicking on the Select a different speaker link. By default, ilinc uses the first set of speakers located on your machine. 10. Click Next when you are happy with your speaker volume.

84 11. The Microphone screen now displays with your options for customizing your microphone, which will allow you to speak and be heard during the session. a. Record a sample of your voice by clicking the Record button. b. Adjust the volume of your recording if it is too soft or loud. c. Listen to your recording and make additional adjustments d. If you have multiple microphones plugged in to your computer, you may select a different microphone by clicking on the Select a different microphone link. By default, ilinc uses the first microphone located on your machine. 12. If you microphone is separate from your speakers or you are using a speakerphone, check the box to optimize your in-session experience with audio. You will need to mute your microphone to hear others and then unmute your microphone to talk and be heard during your session. 13. When your settings are complete for your Speakers and Microphone, click the Finish button. 14. If you need to return to the Speakers screen, click the Back button. Using Integrated Audio with ilinc When hosting online meetings, virtual classes, webinars or operating remote support, there are many cases where you would want to be able to manage each person on either the web or the phone call. With ilinc, you can now manage a person s audio and web status from a single interface: the ilinc application. By integrating the ilinc application with Premiere Global Services, you have the flexibility of utilizing ilinc to manage your audience right from the Attendee Panel. Joining a session with Integrated Audio When you join a session where the audio has been integrated with the web, you have a few options for connecting to the audio portion of the session. Regardless of which process you follow, you will be presented with a dialog box on which you will need to tell ilinc how you joined or will join the audio portion of the session. The same dialog box will display for either process.

85 Figure 1: Joining the Audio Dialog Box If You Join the Web, then the Audio: 6. Click the join link to your session. You will be prompted to give your name and address. 7. ilinc will then install on your computer and join you into the right session. 8. When joined, you are presented with a dialog box with the ways you can join audio. a. Depending on how the session is configured you may only have one option. 9. To join the audio portion, you can: a. Call me at: Click the radio button for the first option to call out to your phone directly. Enter your direct phone number. b. Dial into the teleconference: On your phone, you will dial the phone number, enter the Passcode and then, once you have been placed into the conference, you will need to dial *29 and enter the unique identifier on your phone s keypad (followed by the pound (#) sign). 10. Click OK. a. If you selected the first option, ilinc will now call your direct phone line. Answer the phone, say hello and follow the voice-automated prompts. If You Join the Audio, then the Web: 8. From your invitation, dial the phone number (if provided). 9. When prompted by the conference bridge, enter the passcode. 10. You will be placed on hold until the leader joins or entered into conference if leader is already on the phone. 11. Click the join link to the web portion of the session. You will be prompted to give your name and address. 12. When joined, you are presented with a dialog box with the ways you can join audio. 13. Choose Dial into the teleconference from the dialog box and, once you are placed into the teleconference, you will need to dial *29 and enter the unique identifier on your phone s keypad (followed by the pound (#) sign). 14. Click OK.

86 Running a Session with Integrated Teleconference Audio Ever been in a session and someone has placed their phone on hold and their hold music then plays out to everyone on the call? Or have you wanted to mute everyone at one time so that you can present your information first and then unmute everyone for a Q&A session? As the leader, with ilinc and Premiere Global, you can now manage these and other situations directly from the ilinc application. This section discusses how you can manage an attendee s audio. In-Session Audio Status The people that have joined your session will display in a list in the Attendees Panel, located in the upper left of the application s window. Within this list, the status of each attendee will display to you so that you can monitor and manage anyone or everyone s status at any time. In the image, Jack is Muted, Jeremy is On Hold, Kathy is Unmuted, Melissa is Dialing Out, and Tom is Not On Audio. Additionally, there is an additional Audio caller in the list (the phone number of (652) ). If this caller is Tom, you can use the Audio Menu to Identify him (see Audio & Web Identification for information on this functionality). List of Attendee Status Indicators for Audio 7. Dialing Out : Indicates the specific attendee has selected the Call me at: option from the joining dialog box and the ilinc application is calling out to that person s phone number. 8. On Hold : Indicates the specific attendee has been placed on hold by the leader or assistant. 9. Unmuted : Indicates the specific attendee is not muted and can freely talk during the session. 10. Muted : Indicates the specific attendee is muted and is unable to freely talk during the session. The person could have placed themselves on mute or the leader/assistant could have muted the attendee. 11. Not On Audio : Indicates the specific attendee on the web is not currently on the audio portion of the call, or an incoming number has not become connected to this web attendee. 12. Active Talker : Indicates the specific attendee is currently talking. Managing Attendee Audio

87 As a leader of an ilinc session, you may have reason to change the audio status of one or more members of your audience. Through the Attendee Panel menu for Audio,, you may use any of the following functions throughout the duration of your session. As a leader, you can: 16. Call : Dial out to a specific web attendee or to dial out to an audio only attendee. 17. Rename Selected: Rename an audio only attendee to something other than the phone number so everyone in session can refer to the attendee by name. 18. Identify Selected: Connect an audio only attendee and a web only attendee into a single record in the attendee list. This can be done by selecting an audio only attendee and matching to a web only attendee or by selecting a web only attendee and matching to an audio only attendee. 19. Mute Selected: Mute one or more attendees at a time. 20. Mute All Participants: Mute everyone in session except for the leader and assistants. 21. Unmute Selected: Unmute one or more attendees at a time. 22. Unmute All Participants: Unmute everyone in session except for the leader and assistants. 23. Put Selected On Hold: Place one or more attendees on hold. (In most cases, the attendee would then hear hold music, although this is dependent on the teleconference bridge functionality.) 24. Put All Participants On Hold: Place everyone in session on hold except for the leader and assistants. (In most cases, the attendee would then hear hold music, although this is dependent on the teleconference bridge functionality.) 25. Take Selected Off Hold: Take one or more attendees off hold. 26. Take All Participants Off Hold: Take everyone in session off hold except for the leader and assistants. 27. Voice Level Up: Increase the inbound volume of one or more attendees. 28. Voice Level Down: Decrease the inbound volume of one or more attendees. 29. Hang Up Selected: Hang up one or more attendees. 30. Hang Up All Participants: Hang up everyone in session except for the leader and assistants. Locking the Session (Audio & Web) Additionally, you may need to lock the teleconference and online session to prohibit other people from joining when all your required attendees have joined. To lock the session: 3. Click the Session menu. 4. Choose Lock Session. Audio & Web Identification When people join your session (either by joining audio first and then the web, or vice versa), each person is presented with a dialog box on which they need to make a selection of how they have joined the audio portion of your session.

88 Self-Identification If your attendees join the web first and choose the Dial into the teleconference option, and they identify themselves by entering the Unique Identifier into the call via the phone keypad, the ilinc application will be updated to connect and combine the Audio entry in the Attendee Panel to an existing Web entry. For the leader and others that can see Audio Status, this identification will now adjust the display of the Web entry to include the Audio Status indicator (as applicable). All changes to Audio Status for this attendee can now be executed by selecting the attendee s name from the list and choosing the appropriate action from the Audio Menu. You may assist your callers in identifying themselves by directing them to click the Controls Menu and then Teleconference Info. From the dialog box, they should locate the Unique Identifier code and type that in to the keypad on their phone. Identify or Rename If your attendees join the web first and choose the Dial into the teleconference option, but do not choose to identify themselves by entering the Unique Identifier into the call via the phone keypad, you can still adjust the display of that person so that all attendees see a name and not the phone number identifier. Attendees Panel Audio Menu

89 To Identify: You may choose to try to connect a Web entry with no audio status indicator with their audio line, or a separate Audio entry with an existing Web entry. To identify attendees: 5. Select the either the person s name (without a phone status indicator) or phone number entry. 6. Click on the Audio Menu. 7. Choose Identify Selected. 8. From the dialog box, select the appropriate phone number or name in the list and click OK. Any current Web entries that are not currently connected to an Audio entry will display in the list. You can then work with your attendees to determine who remains unconnected. Once you press OK, any attendee in session that can view the Attendee List will automatically have their list updated to not display a separate Audio entry. To Rename: If an unconnected Web entry in the list is not available, but you have an additional Audio entry, you can rename the phone number to a name so that you and all people in your session may refer to that person my name rather than phone number. 6. Select that item from the list. 7. Click the Audio Menu. 8. Choose the Rename Selected option. 9. Type in the name to appear in the Attendee List. 10. Click OK. The Attendee List for any attendees in session that can view the List will be updated to display the name of the person instead of the phone number. Leading a Session. This chapter describes the techniques for leading an ilinc session and provides important information on floor control, communicating in your session, and how to present content and collaborate with participants. In addition to the Leader User Guide, this section describes how to use features that are unique to LearnLinc classes, including: Tracking Participant Activity with the Participation Meter Grading Participants for Class Participation Viewing a Participant s Desktop with Glimpse Grading Participants for Class Participation

90 At the end of your LearnLinc class you can easily assign a score for each student who attended. Once you assign scores, you can view and edit them later on the "Scores" page in the Communications Center. Students can view the scores they have received for classes from their Communications Center. To Assign Class Scores at the End of a LearnLinc Class 1. On the Tool Panel menu, select View Scores. 2. The Score Users page opens, listing each user who attended class and the minutes they attended (if any participants remain in the classroom, the minutes they attended will not be updated until they leave class). 3. Enter a score for each student. 4. When you are finished adding scores, click Submit. To Edit Class Scores 1. Search for the class you would like to edit class scores for. Refer to Error! Reference source not found. for detailed instructions. 2. Click the View Scores link for the class. The Score Users page opens. 3. Locate the participant you would like to grade, and type the grade in the blank text box. Click the First Name, Last Name, or User Name column headings to sort participants. 4. Click Submit. Viewing a Participant s Desktop with Glimpse Glimpse is a specialized screen capture tool that you can use to capture any participant's desktop during a LearnLinc meeting. Glimpse is only available to the leader and assistants. By default, Glimpse captures an image of the chosen participant's desktop and opens it in a new tab named for the participant selected. If you are glimpsing multiple participants, each participant will open in their own tab. You can use glimpse to look over the shoulder of the selected participant. With Glimpse, you can: quickly view a participant's application or document troubleshoot a participant problem To Launch Glimpse: 1. If necessary, expand the Attendees window on the ilinc Tool Panel. 2. Select the name of the person you want to glimpse, and click the share selected dropdown, choose Request Glimpse. 3. The person from whom you are requesting a Glimpse will receive a message indicating your action. That person can then either accept or deny the Glimpse request. 4. If the Glimpse is accepted, a full screen image of the attendee s desktop displays in your Glimpse tab, named for the attendee. 5. When you are done, close the Glimpse window using the x in the upper right corner of the tab.

91 Leading a ConferenceLinc Conference The ilinc Leader Guide contains information on the techniques for leading an ilinc Conference and provides important information on floor control, communicating in your session, and how to present content and collaborate with participants. Leading a SupportLinc Support Session Before reading this section, be sure to review the information in Chapter 2, Internet Audio and Video ilinc s Internet Audio (also known as Voice-over-IP or VoIP) and video conferencing options can be a great add-on to your web conferencing environment. The real world feel of sessions is enhanced when you can see and/or hear other participants. This chapter describes the requirements for and how to use VoIP and video in live sessions. Overview of Internet Audio and Video Conferencing Using Internet audio and/or two-way video is a great way to simulate a live meeting experience in moderate to high-bandwidth environments. Audio Controls and Volume Adjustments NOTE: If one of your participants does not have enough bandwidth to view video, he or she will still receive the audio portion of the session and can take part in all other activities. Add-On Internet Audio and Video Licenses Before using audio or video in a session, your organization must purchase the appropriate licenses. Internet Audio licenses allow you to communicate with other users using a microphone and speakers in a session. Both unicast and multicast modes are provided. Internet Video licenses (also known as Video Conferencing) allow your users to employ web cams and use video conferencing in sessions. Both unicast and multicast modes are provided. Licensing works differently depending on the session type. Licensing rules for each are described in the sections that follow. Selecting a Conferencing Type for a Session

92 You set the conferencing type for your session in the Communication section on the add or edit session page. The options that appear depend on the conferencing licenses you organization has purchased. LearnLinc/MeetingLinc Whenever a user joins a LearnLinc or MeetingLinc session, he or she uses a data only license plus the appropriate add-on license for audio or video. For example, if you have 100 data only licenses and 50 Audio licenses, you can have 100 users in various sessions at the same time, but only 50 of them can use audio conferencing. ConferenceLinc ConferenceLinc licenses allow you to schedule ConferenceLinc conferences, using any supported communication type (Data Only, VoIP, or Video). Whenever a user joins a conference, he or she will use a ConferenceLinc license. SupportLinc SupportLinc licenses allow you to setup and use SupportLinc support rooms with any supported communication type (data only, audio, or video). Whenever a user joins a support room, he or she will use a SupportLinc license. Internet Audio Sessions In Internet audio sessions, you can talk to and hear other participants through your computer s speakers, and talk to them through a microphone that is attached to your computer. You can choose to use a headset (recommended) or standalone speakers and a standalone microphone. In audio sessions, a set of audio tools is provided in the My Controls section of the session Tool Panel.

93 Internet Audio Settings For Internet Audio, the default quality selection is set to Medium (15 kbps). You can choose to change this to High (24 kbps)or Low (8 kbps) depending on your network. In addition to the sound quality, you can also select to have all participants muted upon entry to the session. This is suggested if you have large groups or you do not want the participants to talk during the session. If needed, you can unmute selected participants from the Attendee panel in-session. Live Video Sessions In video sessions, live video is transmitted from the current floor holder and displayed in the Floor Holder panel on the session Tool Panel. The leader can choose to undock this window for all users or users can undock themselves. Each participant can determine whether they want to see the floor holder s video. In the lower section of the Floor Holder panel, the video icon is used to toggle the video on or off. When the Attendee panel is undocked, this capability is still available for all session participants.

94 Video Settings For live Video, the default size selection is set to Small (176 x 144 pixels). This is the size of the image in the Floor Holder attendee panel in-session. Two other options for size are available: Medium (352 x 288 pixels) or Large (640 x 480 pixels). The quality of video also has three options: Low (2 fps), Medium (5 fps), or High (15 fps). If set, the application will determine if the participant should automatically be adjusted should bandwidth become limited or reduced. Ensuring the Proper Hardware Is in Place Internet Audio and video sessions require a few pieces of additional hardware. Contact ilinc Customer Service for more information on setting up these options at your organization. To use... You will need... Internet audio speakers and a microphone. The type of sound card you have will impact the way audio work. Refer to Full-Duplex and Half-Duplex Audio for information. two-way video a video camera or web cam to capture and transmit video to other participants. Communicating Using Audio and Two-Way Video Understanding Floor Control

95 Communication via audio or video in a session is controlled by Floor Control. When the leader has the floor, only the leader can speak (the session leader s microphone is always on ). Participants cannot be heard until they have the floor. When a participant has the floor, both the leader and participant can speak. You can tell you have the floor when your picture (or video) and name displays in the Floor Holder panel. Otherwise, the name of the participant who has the floor appears at the top of the window. Full-Duplex and Half-Duplex Audio Your sound card hardware and software may support either full-duplex or half-duplex audio. The difference between full and half-duplex is whether or not you can hear someone else while you are speaking. Full-duplex cards can send and receive data at once (like talking on the phone), whereas half-duplex sound cards can only send or receive data at any time (like talking on a walkie-talkie or CB radio). Your sound card type and your settings in the ilinc Audio Wizard (see Running the Audio Wizard) determine how your audio works in class. Full-Duplex Audio If you see an unmuted microphone icon when you enter the session, you are in fullduplex mode and you can send your audio and receive someone else's audio at the same time - as if you were on the telephone. In an ilinc session, this happens when the leader passes the floor to a participant, and both continue to talk. Everyone in the session can hear both the leader and the floor holder at all times. During a session click the microphone icon to mute if you want to talk without participants hearing you. Since your microphone is always on, they will always hear what you say unless you mute the microphone. You can also unmute and mute your microphone from the Menu bar by clicking Tools and choosing either mute or unmute from the list. Half-Duplex Audio If you see a muted microphone icon when you enter the session, you are in half-duplex mode and you can either send audio or receive it, but not both at the same time (as if you were using a CB-radio).

96 In an ilinc session, you must have the floor. Once you are the floor holder, click the microphone to turn it on to speak to the other users. If you click the icon again it will mute again, and no one can hear you even though you have the floor. You can also unmute and mute your microphone from the Menu bar by clicking Tools and choosing either mute or unmute from the list. Troubleshooting Audio Problems Your first line of defense against audio problems is to run the Audio Wizard. Leading Internet Audio or Video Sessions When you are the leader in an Internet audio or live video session, you can speak to participants at anytime. When you first enter the session as a leader, you automatically have the floor. Determine if you have full-duplex or half-duplex audio. Refer to Full-Duplex and Half- Duplex Audio for a discussion of the differences. If you see... Then... a microphone and headset icon you have full-duplex audio. You can talk at any time during the session. Mute your microphone by clicking the Microphone icon. a muted microphone icon you have half-duplex audio. Click the Microphone icon and begin speaking. To allow a participant to speak: If the session is a... Then... LearnLinc class pass the floor to the participant by double-clicking his or her name on the Attendee list, click the Pass Floor icon, or click Sessions from the Menu bar, then select Attendees and Give Floor to Selected. MeetingLinc meeting the participant who wants to speak can double-click their own name in the Attendee panel or click the Take Floor icon themselves at anytime to take the floor. The participant then must unmute his or her microphone, if it was muted. ConferenceLinc participants never have the floor and cannot speak in a conference session. SupportLinc support the participant can speak at any time. room

97 Synchronized Undocking (two-way video only) If video will be the primary content you deliver during the session, you may want to undock the Attendee panel and display pictures or video of anyone currently in session. The menu of the Attendee panel provides the Leader, Assistant or current Floor Holder with the ability to Undock for All, which will open the Attendee panel to show all attendees picture or steaming video. Undocking the panel takes your sessions beyond ilinc and enables people to see each other face-to-face in a virtual way. To make this change for all attendees in session, click the Menu button on the panel and select Undock for All. Additionally, the application menu provides access to the same functionality by selecting Sessions, Attendees and then Undock for All. The undocked Attendee panel opens above the Content area and to the right of the Floor Holder image. If any attendee uploaded their own photo it shall display with their name. If instead they are sharing video, attendees can view streaming video by turning on video for any attendee with the camera button to the right of their name. Running the Audio Wizard The Audio Wizard sets the volume for your speakers and microphone and configures your computer to use audio correctly. This ensures that you will be able to interact with other participants during your session. The Audio Wizard pops up automatically after you first install the ilinc Client. You can also run the Audio Wizard anytime you encounter audio problems during a session. To Run the Audio Wizard 15. If you are in an ilinc session using Internet Audio, select Tools > Audio Settings. From the popup window, click the Wizard button. OR The ilinc Audio Wizard opens automatically for sessions using Internet Audio. 16. The Speakers screen appears, allowing you to customize your speaker settings a. Adjust the volume of the audio recording being played. If you can t hear the recording be sure that your speakers are plugged in and not muted or turned off. b. If you have multiple speaker sets plugged in to your computer, you may select a different set of speakers by clicking on the Select a different speaker link. By default, ilinc uses the first set of speakers located on your machine. 17. Click Next when you are happy with your speaker volume. 18. The Microphone screen now displays with your options for customizing your microphone, which will allow you to speak and be heard during the session. a. Record a sample of your voice by clicking the Record button. b. Adjust the volume of your recording if it is too soft or loud. c. Listen to your recording and make additional adjustments

98 d. If you have multiple microphones plugged in to your computer, you may select a different microphone by clicking on the Select a different microphone link. By default, ilinc uses the first microphone located on your machine. 19. If you microphone is separate from your speakers or you are using a speakerphone, check the box to optimize your in-session experience with audio. You will need to mute your microphone to hear others and then unmute your microphone to talk and be heard during your session. 20. When your settings are complete for your Speakers and Microphone, click the Finish button. 21. If you need to return to the Speakers screen, click the Back button. Using Integrated Audio with ilinc When hosting online meetings, virtual classes, webinars or operating remote support, there are many cases where you would want to be able to manage each person on either the web or the phone call. With ilinc, you can now manage a person s audio and web status from a single interface: the ilinc application. By integrating the ilinc application with Premiere Global Services, you have the flexibility of utilizing ilinc to manage your audience right from the Attendee Panel. Joining a session with Integrated Audio When you join a session where the audio has been integrated with the web, you have a few options for connecting to the audio portion of the session. Regardless of which process you follow, you will be presented with a dialog box on which you will need to tell ilinc how you joined or will join the audio portion of the session. The same dialog box will display for either process. Figure 1: Joining the Audio Dialog Box If You Join the Web, then the Audio:

99 11. Click the join link to your session. You will be prompted to give your name and address. 12. ilinc will then install on your computer and join you into the right session. 13. When joined, you are presented with a dialog box with the ways you can join audio. a. Depending on how the session is configured you may only have one option. 14. To join the audio portion, you can: a. Call me at: Click the radio button for the first option to call out to your phone directly. Enter your direct phone number. b. Dial into the teleconference: On your phone, you will dial the phone number, enter the Passcode and then, once you have been placed into the conference, you will need to dial *29 and enter the unique identifier on your phone s keypad (followed by the pound (#) sign). 15. Click OK. a. If you selected the first option, ilinc will now call your direct phone line. Answer the phone, say hello and follow the voice-automated prompts. If You Join the Audio, then the Web: 15. From your invitation, dial the phone number (if provided). 16. When prompted by the conference bridge, enter the passcode. 17. You will be placed on hold until the leader joins or entered into conference if leader is already on the phone. 18. Click the join link to the web portion of the session. You will be prompted to give your name and address. 19. When joined, you are presented with a dialog box with the ways you can join audio. 20. Choose Dial into the teleconference from the dialog box and, once you are placed into the teleconference, you will need to dial *29 and enter the unique identifier on your phone s keypad (followed by the pound (#) sign). 21. Click OK. Running a Session with Integrated Teleconference Audio

100 Ever been in a session and someone has placed their phone on hold and their hold music then plays out to everyone on the call? Or have you wanted to mute everyone at one time so that you can present your information first and then unmute everyone for a Q&A session? As the leader, with ilinc and Premiere Global, you can now manage these and other situations directly from the ilinc application. This section discusses how you can manage an attendee s audio. In-Session Audio Status The people that have joined your session will display in a list in the Attendees Panel, located in the upper left of the application s window. Within this list, the status of each attendee will display to you so that you can monitor and manage anyone or everyone s status at any time. In the image, Jack is Muted, Jeremy is On Hold, Kathy is Unmuted, Melissa is Dialing Out, and Tom is Not On Audio. Additionally, there is an additional Audio caller in the list (the phone number of (652) ). If this caller is Tom, you can use the Audio Menu to Identify him (see Audio & Web Identification for information on this functionality). List of Attendee Status Indicators for Audio 13. Dialing Out : Indicates the specific attendee has selected the Call me at: option from the joining dialog box and the ilinc application is calling out to that person s phone number. 14. On Hold : Indicates the specific attendee has been placed on hold by the leader or assistant. 15. Unmuted : Indicates the specific attendee is not muted and can freely talk during the session. 16. Muted : Indicates the specific attendee is muted and is unable to freely talk during the session. The person could have placed themselves on mute or the leader/assistant could have muted the attendee. 17. Not On Audio : Indicates the specific attendee on the web is not currently on the audio portion of the call, or an incoming number has not become connected to this web attendee. 18. Active Talker : Indicates the specific attendee is currently talking. Managing Attendee Audio

101 As a leader of an ilinc session, you may have reason to change the audio status of one or more members of your audience. Through the Attendee Panel menu for Audio,, you may use any of the following functions throughout the duration of your session. As a leader, you can: 31. Call : Dial out to a specific web attendee or to dial out to an audio only attendee. 32. Rename Selected: Rename an audio only attendee to something other than the phone number so everyone in session can refer to the attendee by name. 33. Identify Selected: Connect an audio only attendee and a web only attendee into a single record in the attendee list. This can be done by selecting an audio only attendee and matching to a web only attendee or by selecting a web only attendee and matching to an audio only attendee. 34. Mute Selected: Mute one or more attendees at a time. 35. Mute All Participants: Mute everyone in session except for the leader and assistants. 36. Unmute Selected: Unmute one or more attendees at a time. 37. Unmute All Participants: Unmute everyone in session except for the leader and assistants. 38. Put Selected On Hold: Place one or more attendees on hold. (In most cases, the attendee would then hear hold music, although this is dependent on the teleconference bridge functionality.) 39. Put All Participants On Hold: Place everyone in session on hold except for the leader and assistants. (In most cases, the attendee would then hear hold music, although this is dependent on the teleconference bridge functionality.) 40. Take Selected Off Hold: Take one or more attendees off hold. 41. Take All Participants Off Hold: Take everyone in session off hold except for the leader and assistants. 42. Voice Level Up: Increase the inbound volume of one or more attendees. 43. Voice Level Down: Decrease the inbound volume of one or more attendees. 44. Hang Up Selected: Hang up one or more attendees. 45. Hang Up All Participants: Hang up everyone in session except for the leader and assistants. Locking the Session (Audio & Web) Additionally, you may need to lock the teleconference and online session to prohibit other people from joining when all your required attendees have joined. To lock the session: 5. Click the Session menu. 6. Choose Lock Session. Audio & Web Identification When people join your session (either by joining audio first and then the web, or vice versa), each person is presented with a dialog box on which they need to make a selection of how they have joined the audio portion of your session.

102 Self-Identification If your attendees join the web first and choose the Dial into the teleconference option, and they identify themselves by entering the Unique Identifier into the call via the phone keypad, the ilinc application will be updated to connect and combine the Audio entry in the Attendee Panel to an existing Web entry. For the leader and others that can see Audio Status, this identification will now adjust the display of the Web entry to include the Audio Status indicator (as applicable). All changes to Audio Status for this attendee can now be executed by selecting the attendee s name from the list and choosing the appropriate action from the Audio Menu. You may assist your callers in identifying themselves by directing them to click the Controls Menu and then Teleconference Info. From the dialog box, they should locate the Unique Identifier code and type that in to the keypad on their phone. Identify or Rename If your attendees join the web first and choose the Dial into the teleconference option, but do not choose to identify themselves by entering the Unique Identifier into the call via the phone keypad, you can still adjust the display of that person so that all attendees see a name and not the phone number identifier. Attendees Panel Audio Menu

103 To Identify: You may choose to try to connect a Web entry with no audio status indicator with their audio line, or a separate Audio entry with an existing Web entry. To identify attendees: 9. Select the either the person s name (without a phone status indicator) or phone number entry. 10. Click on the Audio Menu. 11. Choose Identify Selected. 12. From the dialog box, select the appropriate phone number or name in the list and click OK. Any current Web entries that are not currently connected to an Audio entry will display in the list. You can then work with your attendees to determine who remains unconnected. Once you press OK, any attendee in session that can view the Attendee List will automatically have their list updated to not display a separate Audio entry. To Rename: If an unconnected Web entry in the list is not available, but you have an additional Audio entry, you can rename the phone number to a name so that you and all people in your session may refer to that person my name rather than phone number. 11. Select that item from the list. 12. Click the Audio Menu. 13. Choose the Rename Selected option. 14. Type in the name to appear in the Attendee List. 15. Click OK. The Attendee List for any attendees in session that can view the List will be updated to display the name of the person instead of the phone number. Leading a Session. This chapter describes how to lead an ilinc session and provides important information on floor control, communicating in your session, and how to present content and collaborate with participants. This section describes how to use features that are unique to SupportLinc support sessions, including: Understanding the SupportLinc Tool Panel Allowing Room Entry Using the Waiting List Controlling the Participant s Computer Using Remote Control Understanding the SupportLinc Tool Panel The Tool Panel for support rooms provides only the features you need to communicate with a user and assist them in troubleshooting the issue with which they are requesting assistance.

104 Only the Attendees and Chat areas of the panel are enabled, giving you the most available screen area to view and work with the user s machine. Note: The SupportLinc Tool Panel does not include a Content window like other types of ilinc session rooms (i.e., meeting rooms, classes, and conferences). Allowing Room Entry Using the Waiting List If a participant has already joined your support room and others are waiting, the Waiting List page contains the list of users waiting. SupportLinc Room Waiting List The Waiting List page appears when you join the support room. Otherwise, you can open the list by click the information icon next to the support room name on your home page then click the Waiting List. When a participant joins a support room that already has a participant in it, he or she receives a Waiting List page listing the number of users waiting. Controlling the Participant s Computer Using Remote Control The technician can take control of the participant s computer using SupportLinc s Remote Control feature. Remote Control lets the technician use his or her keyboard to directly manipulate the participant s computer. 1. In the attendee list click the participants name, and then click the share selected icon. The participant will receive a message asking if he or she will allow the leader to access his or her desktop: 2. If you need to restart the participant's computer while you are in a support room, the participant will automatically rejoin the room after the restart. If you still need to control the computer, you will need to run Remote Control again.

105 ilinc Recorder The ilinc Recorder gives you the ability to record all activities in a session, and then supply that file to users for play back at anytime. Missed sessions are no longer a problem with this feature. Participants who cannot attend can simply watch the recording at a later date on their own time. This chapter describes how to get comfortable using the recorder to record sessions and the variety of ways you can store and play back recordings. Installing the ilinc Recorder and Player The ilinc Recorder (which includes the ilinc Recording Editor) and the ilinc Player are automatically installed with the ilinc Client. Both are also available on the Communications Center Help > Download page. Getting Ready to Record a Session Before you begin recording sessions, check the recording machine system requirements in Appendix A and review the following sections describing how to understand and set-up your recording environment. What is the ilinc Recorder? The ilinc Recorder is an application that records an ilinc session on a participant's computer. The ilinc Recorder captures all session activity, including audio, text chat, and any actions on the session workspace. The recorder also uploads the recorded file and adds it to your session Materials or Agenda list. You can also use the ilinc Recorder outside of a session to upload a recording that you previously saved to your hard drive. Use the ilinc Recorder to record your sessions and then make them available for participants who could not attend the live event. To provide easy access to the file, upload the recording to the Public Events page so that participants can download it (with or without requiring registration). Participants can then view the recording without being connected to the Internet. Setting Up a Dedicated Recording Computer A dedicated recording computer is a computer that records, but does not participate in, a session. In general, if you are using audio over the Internet (VoIP) or video to communicate in your session, you should use a dedicated recording computer. Someone should monitor the recording computer during the session. For example, you might want to place the recording computer next to the leader's computer so that the leader can make sure it is recording throughout the session.

106 Note: It is important to note that the ilinc Recorder records all activity on the desktop. If your screen saver appears on the screen, it will be recorded instead of the session activity. Be sure to turn off the screen saver before you begin recording. File Size of Recording The recorded session files average 10 MB per hour of recorded VoIP sessions. A system administrator should ensure that the files are backed-up or deleted according to your organization's server space needs. Recorded files are stored by default in the following location: C:/program files/ilinc /Server/content. The ilinc Recorder will not run if the recording computer has less than 10 MB of hard disk space to save a recording. Recording a Session After you have set-up your dedicated recording computer or configured the leader PC for recording, you are ready to record your session. The process for recording a session involves the following three steps: Step 1: Record the Session Step 2: Pause or Stop the Recorder Step 3: Upload or Save the ilinc Recording Step 1: Record the Session 1. Log in to ilinc with leader or administrator authority on the computer that will be recording the session. If you are the leader for the session, do not log in as yourself on the recording computer unless you want to record the leader view of the session. 2. Join the session you want to record. 3. From the menu toolbar, select Session > Record Session. 4. The ilinc Recorder opens.

107 Figure 2: Recorder Dialog Note: If you don't see the Record Session option, you may not have the ilinc Recorder installed. Go to the Help > Download page to install the Recorder. 5. Select the recording source: a. Select No Audio to record only the on-screen visual elements. b. Select Local Audio to record audio generated by applications on the recording computer. c. Select Internet Audio (VoIP) to record audio broadcast over the Internet to all attendees d. Select Conferencing Bridge to record audio from a teleconference bridge, for which you will be able to enter the dial-in information. 6. If you select Conferencing Bridge, you will need to first Connect to the phone call with the recorder before you can begin recording the audio and visual portion of your presentation. a. If your conferencing bridge dial in and passcodes were provided in the session details, these fields will be pre-populated for you. 7. Click Start Recording. The ilinc Recorder minimizes on your desktop. The recorder will continue to record the session until you or the person monitoring the recording clicks the minimized recorder on the task bar. Refer to Step 2: Pause or Stop the Recorder for details on the recorder controls. Step 2: Pause or Stop the Recorder While you are recording you can control what is being recorded by pausing or stopping the Recorder. If you pause the recording, you can continue with your session until you are ready to resume recording. This will enable you to record on the session content or items that are needed outside of your live session.