ilinc Participant Guide

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1 ilinc Participant Guide This User Guide is designed for all ilinc Users. It provides information on setting up your user information, joining and attending sessions, and will provide information on the tools in the navigation menu of the ilinc Communications Center. ilinc 10 ilinc is a trademark of ilinc Communications, Inc. All rights reserved. What is ilinc? The ilinc Suite is a tightly integrated quartet of cost effective and easy-to-use applications that give you an unprecedented ability to meet, conference, train and provide support across the Internet. With ilinc, you can communicate with people around the world without ever leaving your office. This chapter describes how you can use ilinc web conferencing collaboration for online business meetings, virtual classroom training, online sales training, web video conferencing, web casts, and customer support at your organization. Understanding Web Conferencing Web conferencing with ilinc is a quick and easy way to bring people at your organization together. In a nutshell, it is meeting in an online room that is equipped with a full set of

2 communication and collaboration tools. There are four ilinc session modalities you can choose from, depending on the licensing options your organization has selected. Each session has the same type of room in which you meet, but different communication and collaboration tools are available. Understanding ilinc Before you jump in and lead or participate in your first session, you may want to get familiar with ilinc. ilinc consists of two major components, the Client Application, which is the session room interface you see when you are in an ilinc session, and the ilinc Communications Center, where you can join and view information about your session. Client Application The ilinc Client Application is a small software application that automatically installs on your computer when you join a session. The interface provides the tools that enable you to interact with the session leaders and other attendees. Often session leaders send invitations containing a Join button. When you click the link, the ilinc Client software automatically launches and you enter an ilinc session. Refer to the chapter, for more information about the ilinc session.

3 ilinc client Communication Center The ilinc Communications Center is a web site that gives you easy access to all ilinc information. From your personal home page, you can: join classes, meetings, conferences, or support rooms. view session content. locate information about your session, session leader, and fellow participants. update your user profile. Note: If you will be leading ilinc sessions, you will want to review the ilinc 10 Leader Guide carefully. This guide includes information on scheduling sessions in the Communications Center, communicating in a session, and presenting and collaborating during a session. ilinc Suite Overview The ilinc Suite consists of four different web conferencing session modalities. The four modalities in the ilinc Suite feature audio and video conferencing and a full set of collaboration tools, including the ability to raise your hand online, take and pass the floor, browse web

4 content while everyone watches, and present and annotate PowerPoint presentations just to name a few! One or more of the following modalities may be available, depending on your organization s licensing options: MeetingLinc ilinc for Meetings Schedule, send invitations for, and host meetings for business collaboration. Communicate and collaborate in a meeting room that gives each meeting attendee an equal voice. A MeetingLinc session takes place in an ilinc online room in which each attendee is given equal control over the session where participants can take and pass the floor at any time to gain control session content, unless the Leader has restricted the floor control. LearnLinc ilinc for Learning A secure and reliable Virtual Classroom System (VCS) that provides the tools required to help instructors achieve immediate improvements in effectively transferring knowledge via live online training. LearnLinc enables your organization to train geographically dispersed teams simultaneously to maximize consistency while empowering instructors with the most variety of tools to appropriate engage all types of learners. LearnLinc's easy-to-use, flexible features allow you to create several versions of a single online training curriculum. With this online classroom software classes can be recorded, edited, and stored for later playback, instantly producing selfpaced content. You'll attain higher levels of retention and training compliance simply by giving students the option to participate in live or recorded Virtual Classroom sessions. ConferenceLinc ilinc for Conferences Conduct webinars, product demos, and companywide events in a roomy, virtual auditorium designed for a lecture or seminar where the leader will be presenting to many participants without the need for a lot of interaction. ConferenceLinc provides an interactive and easy-touse virtual auditorium for delivering live sessions to large audiences, such as investors, customers, partners, analysts, the media, and global employees. The ConferenceLinc auditorium interface is different from other ilinc rooms in the following ways: SupportLinc ilinc for Support Provide one-on-one user support through communication and direct desktop manipulation in an ilinc support room, with the ability to pull in additional resources as assistants to escalate a situation appropriately. The Picture ID or video conferencing personalizes the troubleshooting session and helps you feel comfortable and at ease while you work. A SupportLinc support room is a virtual room in which a technician can help one or more users solve problems with his or her computer. SupportLinc allows technicians to remotely control a user s PC as if they were sitting at the computer s keyboard, allowing them to troubleshoot and solve problems with remote computers without ever having to leave their desks. This includes the capability to remotely restart a machine and after signing into the operating system, that machine is brought automatically back into the SupportLinc session. SupportLinc provides a virtual queue (waiting list) for attendees waiting to enter. This waiting list shows attendees how many people are ahead of them in the queue and allows the technician to control who enters the room.

5 Joining and Attending a Session The ilinc Client is the virtual room in which you collaborate and communicate during an online session. The Client is a small piece of software that is automatically installed on your computer when you join a session. The session room looks slightly different depending on the ilinc session type you are attending (i.e., MeetingLinc, LearnLinc, ConferenceLinc, or SupportLinc). ilinc Client Joining a Session You can join a session three ways: 1. Join Using an Invitation Link 2. Join from Your Communications Center Home Page 3. Join from the Public Sessions Page Each join method is described in the sections that follow. If this is the first time you are joining an ilinc session, the ilinc Client software will install when you click the Join button. Depending on the settings established by your site administrator, you may need to download and install to your temp directory either a Java application or an ActiveX control. To complete the installation, accept the prompts as presented. Note: A manual option is available if the automatic setup isn t available. Join Using an Invitation Link If the session leader decides to send an invitation , you will receive an with a join link to the session. Before you join a session, you will be prompted to enter your Password, or

6 your First Name, Last Name and Address. If you have previously joined an ilinc session, a cookie on your machine will populate the information entered for the most recently joined session. Invitation Click the link to join the session. If this is the first time you are joining a session, the ilinc Client installation begins. Otherwise, you simply enter the session. In some cases, the invitation may also include a link that allows you to upload a user picture that will appear in the session when you have the floor. Join from Your Communications Center Home Page Sessions are categorized by session type on your home page. You may have one or more available session types, depending on your organization s licensing options. Your home page lists all MeetingLinc, LearnLinc, ConferenceLinc, and SupportLinc sessions that you are scheduled to attend or lead. You may have one or more of these session types on your home page, depending on the licensing options your organization has chosen. To join a session, locate it on your list and click the Join button for the session.

7 Communications Center Home Page Join from the Public Sessions Page Depending on how your session leader has set up the session, you may be able to register for and/or join the session from the Public Sessions page. To Register and/or Join from the Public Sessions Page: 1. Access the Public Sessions page. There are two ways to do this: navigate to a URL the session leader sent to you click the Public Sessions link on the navigation menu

8 2. Find your session on the list: Public Sessions Page If the session... Then... allows public registration select the check box preceding the session name, and click Register. You will receive an invitation with a Join link. allows public join click the Join button to enter the session. has session content click the session name and then click Content link to view session content. Understanding the Session Tool Panel The Tool Panel is the main interface element in an ilinc session. The Tool Panel displays the most commonly used tools, including audio or video conferencing, the class list, Feedback, and Chat. These tools enable leaders and participants to interact with one another in real time. For example, when a participant raises his or her hand, the leader sees a hand raise notification immediately.

9 ilinc Client The Tool Panel is configurable for each attendee in that you can collapse and expand, or dock and undock windows. When one window collapses or undocks, the rest of the windows move up in the panel area. Note: Your organization or session leader can also choose to configure the Tool Panel so that it does not show all windows and/or session tools. If that is the case, your session interface may look slightly different than the diagrams in this User Guide. Viewing Session Content An ilinc session may have content that appears in session, on a user s home page, and/or on the Public Sessions page. In-session content appears on the Content tab in a session. In-session content can also be set to automatically launch when participants join a session. Content on the home page or Public Sessions page is available from a Content button on the More Info window.

10 In-session content includes files such as PowerPoint presentations, video clips, URLs, Powerboard files, and ilinc recordings. Session content on the homepage can include Word documents, Excel spreadsheets, and Flash Movies. Leader-Launched Content When the session leader double-clicks a content item in a session, the item launches for all participants. The appropriate ilinc session application opens a new tab for each participant in which to launch the content (i.e., Sharing, Powerboard, WebSync, Polling, or Media Link). Refer to the next section, Using Session Tools for a description of each session application that is available in a session. Participant-Launched Content Participants can also launch content when they have the floor. To determine who has the floor, check the Floor Holder panel on the Tool Panel. When you have the floor, your image will appear as the floor holder image. The session leader may pass the floor to a participant when that participant needs to launch content or run an ilinc application or, if available, anyone may take the floor at anytime. There are three ways to pass the floor to another attendee. The three ways are: 1. Attendee can click the Take Floor icon in the My Controls panel, when enabled 2. Leader or Assistant can double-click the user s name in the attendee panel 3. Leader or Assistant can select the user from the attendees panel and from the Session Attendees menu, choose the Give Floor to Selected item. 4. Leader or Assistant can right-click the attendee and choose Give Floor. Audio Options There are types of audio that can be used in your session. You can: Talk with other participants via Teleconfence. Talk with other participants via Integrated Audio. Talk with other participants via Internet Audio. When you join your session, you will need either a telephone when using a traditional or integrated teleconference). If you are using VoIP, you will be required to use your computer audio equipment (speakers or headset). Teleconference If a teleconference has been set up for this session, you will see the Primary Dial-In and Passcode for the session in the Join message and to the right of the My Controls Panel in the client. Once you dial-in to the conference call, you are able to communicate with the session leader and other participants via your telephone. ilinc Session with Integrated Audio If your session is taking advantage of an integrated conference bridge, you may be asked to make a selection when entering the teleconference portion of the session. Depending on the

11 settings by your session leader and the join information you have received, you may either be asked to dial out to yourself or use the provided phone details to call into the teleconference. The following information discusses the process you will follow to join a 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. Joining the Audio Dialog Box If You Join the Web, then the Audio 1. Join the session via one of the three ways (invitation link, home page of Communications Center, or Public Sessions page). 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. 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.

12 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 link to join the web portion of the session. 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. Internet Audio If Internet audio is being used for this session, you will need either computer speakers or headphones to hear the attendees. You may also need a microphone if you want to speak during the session. 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 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.

13 Audio Wizard Speaker Set Up 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. Audio Wizard Microphone Set Up 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

14 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. 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 Error! Reference source not found.) 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 full-duplex 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). 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. Managing Your Audio while the Session Once you have entered into session and successfully established the connection between your audio and web portion, you will now have the ability to manage your audio status throughout

15 the course of the session. In the My Controls panel, located at the top of the application below the menu, will update to enable the microphone button. This button provides you the ability to know your current status as well as to mute or unmute yourself during the session. In-Session Audio Controls Audio Status Indicators At any time during the session, you may check My Controls for your audio status. The possible status options are: - You are unmuted and can speak to others on the call. - You are muted and will need to click the button to become unmuted before you can speak. If the leader has muted your line, you will not be able to unmute yourself. Raise your hand to be recognized by the leader. Session Controls Throughout your session, you may want to adjust your communication settings. For example, maybe you want to get the attention of the leader, the volume of your voice is too loud, or you can t hear others clearly. The My Controls section of the Tool Panel gives you easy, one-click access to many tools to adjust and enhance your experience. My Controls Panel Audio and Video Control A key component of any session is the ability to hear and be heard by participants, especially in meetings and class activities. Depending on how you are connecting to the audio portion of the session, you may have access to microphone and speaker volume or video broadcasting. The camera icon provides you the ability to either broadcast your video to your other participants or to turn it off. Once turned off, the floor holder cannot turn it on to view you in your environment. The microphone icon provides you one-click access to mute yourself or to click the volume meter to adjust if you are too loud or too soft. The speaker icon provides you one-click access to turn off your speakers or to click the volume meter if you cannot hear the other participants speaking or if they are too loud. Raise Your Hand ( )

16 Imagine you are in the same room as all the attendees. If you wanted to ask a question, you would raise your hand to get the attention of the leader. Using the hand raise icon, you can grab the leader s attention by virtually raising your hand. Any hand raise by a participant is highlighted to the leader and they can then address you so that you may ask your question to the entire session. In addition to raising your hand, you can choose to step away or applaud by choosing an option from the Raise Hand dropdown menu. Take the Floor ( ) In a MeetingLinc meeting and some LearnLinc class activities, you may have the ability to take the floor at any time. Taking the floor means that you will be driving the experience of all participants which includes the ability to share your desktop or applications, open and navigate in Powerboard files, browse web sites, display video or play audio links, or pose questions to the other attendees. In order to take the floor, simply click the Take Floor icon. As the new floor holder, you can activate and use any feature of the session, including launching Content from the Content tab, opening a synchronized browser window, posing a Polling question or passing the floor to other participants. When you are finished as floor holder, you can pass the floor to someone else or wait for the next person to take the floor. Display Settings ( ) Throughout your session, you may want to adjust the display settings for how you or your attendees view content. You can access the display settings by clicking the arrow next to the Display icon. Attendees can choose to view the content Full Screen or Zoom to various settings. Viewing the Floor Holder In addition to being able to control the broadcasting of your own video image, you can also determine if you want to see other videos being broadcast by your floor holder or other session attendees. In the Floor Holder panel, you can turn on or off their video with the click of the camera icon. Viewing Attendees

17 As a participant in a session, you may have the opportunity to see the other participants that have joined. The Attendee panel provides a list of all attendees, including the Leader and any Assistants, as well as Participants of the session. The Leader and Assistants are highlighted with a specific icon, so you can quickly see the makeup of your session. Leader Icon: Assistant Icon: If you undock the Attendee panel, you may be able to view video being broadcast by other attendees. Click the undock icon and a field of pictures opens above the Tab area showing all attendees. If any attendees are broadcasting video, you can click their camera icon to turn on their video. Click the camera again to turn it off. Attendees Panel Viewing Attendees As a participant in a session, you may have the opportunity to see the other participants that have joined. The Attendee panel provides a list of all attendees, including the Leader and any Assistants, as well as Participants of the session. The Leader and Assistants are highlighted with a specific icon, so you can quickly see the makeup of your session. Leader Icon: Assistant Icon: If you undock the Attendee panel, you may be able to view video being broadcast by other attendees. Click the undock icon and a field of pictures opens above the Tab area showing all attendees. If any attendees are broadcasting video, you can click their camera icon to turn on their video. Click the camera again to turn it off. Responding to Feedback Questions Feedback is a polling application that a session leader can use to solicit feedback from participants. When a question is asked, either verbally or in Chat, you may select an answer in the Feedback area.

18 Feedback Panel Communicating Through Chat Chat is an instant messaging tool for quick and easy text discussions. Depending on the setup of your session, you may be able to chat with the leader, assistant(s) or other participants in the session. Clicking the Private tab will provide you a list of those attendees with which you can directly chat. Chat Panel Sending a Private Message You can send a private message to the session leader(s) and assistant(s), or to designated participants by selecting the user s name from the Private tab. If you want to send to a selected group of users, choose them from the same list. Your available groups may include: Leaders, Assistants, Leaders and Assistants, Floor Holder, or Everyone.

19 Private Chat list Receiving a Private Message If someone sends you a private chat, you will see a tab open with the attendee s name. You can maintain multiple private chats along with the public chat. Receiving a Private Chat Changing the Chat Font Size By Default, your chat text displays in a small font size. To show text in a larger font select the Menu button on the Chat panel or from the main menu choose Session > Chat > Font Size, and select Small, Medium or Large. Saving the Chat Transcript During your session, you and other attendees may discuss items for which you would like to save the transcript for future use. Be sure to save your chat before you leave the session. To save the chat, simply click the File menu item, click Save and then choose Chat. Using your computer navigation, select an appropriate place on either your local machine or any network

20 drives to which you may have access. If you use the private chat functionality described above, you will be prompted to save each private chat upon closing that tab. Using Emoticons Chat supports the use of many popular emotion icons (emoticons) when communicating with other session attendees. Typing certain sets of letters and/or characters will replace the text with a graphic image when it is sent to all other attendees. Examples of emoticons you can use with Chat are listed in the table to the right. Emoticon Key Strokes smile :) or :-) wink ;) or ;-) laugh :d or :-d sad :( or :-( straight face : or :- surprise :o or :-o cool (cool), 8), 8-), B), B-) Note: One additional emoticon lower case i logo for ilinc keystrokes (ilinc) Using Session Tools ilinc includes a full set of flexible, easy-to-use session tools that participants and session leaders can use to present content and collaborate during a session. Each tool is described in the following sections. Session Tools Sharing Sharing enables the floor holder to share any file or application running on their PC during a session. The person sharing the application can pass the floor to another participant and the new floor holder can control the software, without needing the application installed on their machine. Sharing also includes mark-up tools for highlighting the shared application or desktop.

21 How is it launched? Sharing Controls If you are the floor holder, click the icon s drop down arrow and select the Sharing type: Desktop, Region or Application. Sharing includes controls to pause, resume, stop or markup the shared item. Desktop Immediately share out your entire desktop area to all attendees. Any window currently open underneath the ilinc application will display, including or instant messaging clients. Region Define a portion of your desktop to share to all attendees. A blue-outlined box will appear on your desktop and any portion of your desktop contained within the blue outline will be shared with attendees. You can move or adjust the size of this box at any time to change the shared portion of your desktop. Click the Start Sharing button on the Sharing Controls Panel to begin sharing this region. Application Display a list of current open (including minimized) applications on your computer. You can select one or more applications by selecting the check box next to the name of the item. When you have selected the item(s), click the Start Sharing button at the bottom to display these to your attendees.

22 Application Sharing Tab Powerboard Powerboard is a powerful presentation and white boarding tool that the session leader or floor holder can use to easily present PowerPoint presentations. Powerboard also contains markup tools that can be used to highlight or draw on the slide, without changing the original material. Powerboard can also be launched as your own workspace. Powerboard files can be saved for use outside of an ilinc session.

23 Powerboard Tab How is it launched? If this feature has been enabled for you, click the Powerboard icon in the icon bar located to the right of the Tabs. Synchronized Web Browser The Synchronized Web Browser allows the current floor holder (usually the session leader) to drive the entire group to any web-based content.

24 Synchronized Web Browser Tab How is it launched? If the feature has been enabled for you, click the Synchronized Web Browser icon bar located to the right of the Tabs. in the icon Streaming Audio/Video The streaming tool provides synchronized streaming of video or audio clips compatible with Windows Media Player to all participants Streaming Audio or Video Tab How is it launched? If this feature is enabled for you, click the MediaLink icon in the icon bar located to the right of the Tabs. Enter the URL for the clip and click the Go Icon. Polling Polling, ilinc s question and answer application, is a powerful communication tool that can be used to gather information from participants. When a question file is presented during a session by the session leader or current floor holder, you will see the Polling Tab. When the leader or floor holder asks a question, you will see the question and answer selections. Select an answer for the question. If you need to change your answer, simply select another answer. After gathering all the answers, the leader or floor holder may also choose to share answer statistics. When the leader or floor holder is finished gathering results, they may withdraw the question which will remove it from your Polling Tab.

25 Polling tab How is it launched? If this feature is available to you, click the Polling icon the tabs. in the icon bar located to the right of Working in Breakout Groups What Is a Breakout Group? A breakout group is a meeting room to which the session leader sends a group of participants to work collaboratively for a set period of time. In the breakout group, you can do anything you can do in the main session, including sharing content, applications, whiteboard files, and web navigation. You can also poll fellow participants using Feedback or introduce Polling questions to the group. When the breakout group time limit elapses, you and all participants in your group automatically return to the main session where you can share your group work with the rest of the session participants. Working with Your Group When you are added to a group by your leader, your Attendee panel will update and display only the other participants that are in your group. You can then chat with them or, if your session is set up with Internet Audio (VoIP) audio, you will be able to talk with your group members. If specific content items are assigned to your group, you can view the list and launch any item from the Content tab. Time Limits for Breakout Groups Your leader may set a restricted time limit for the group breakout. If a time limit is used, you will be returned back to the full session with all participants automatically. Your session will then proceed with the leader or floor holder continuing the presentation or discussion.

26 Breakout Group Panel To view the time left in the group, look to the timer in the Breakout panel. To leave the group before the time has run out, click the exit icon. You will be returned to the main session. Understanding Floor Control in a Breakout Group In a Breakout Group, each attendee is given equal control over the session. Participants can take or pass the floor at any time to gain control of audio and session content. To take the floor, simply click the icon in the My Controls panel or double-click your name in the Attendee panel. 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 control any applications or content in use. They can also open new applications or content. View the Green Meter When you join an ilinc session, a savings amount is generated for you. Those savings are then added together to obtain the CO 2 and Travel savings amounts for the session. While you are in ilinc, you can quickly view that session s savings and get a look at where the attendees are located (based on Public IP Address).

27 ilinc Green Meter To Open the Green Meter 1. In the My Controls panel, locate the ilinc Green Meter button. 2. To open the Green Meter for yourself, simply click the button. To Close the Green Meter 1. Click the Close x to close the Green Meter. 2. The floor holder is then prompted to Close Mine or Cancel the close. Leaving a Session When you are ready to leave or exit the ilinc client, select File > Exit, at the top of the ilinc Tool Panel. Additionally, you can click the x in the upper most right corner of the application window. You will be prompted to confirm your desire to leave the meeting or session. Using the ilinc Communications Center To access your Communications Center, you will need a web browser and your Communications Center web address. Your system administrator decides the web address, or URL, for your organization s Communication Center. If you do not have this information, contact your system administrator. 1. Open your web browser. 2. Type the URL in the address or location field. 3. Press Enter on your keyboard. The ilinc Communications Center Log In page opens.

28 Login Page If you... Then... have an existing account you can login. See Logging in to Your Communications Center. have been asked to create an See the next section, Creating Your Own Account. account Creating Your Own Account In some cases, your system administrator may ask you to create your own account when you first access the Communications Center. 1. Open your web browser and navigate to your Communications Center. The Log In page opens. 2. Click here to create a new user account. The New Profile page opens. 3. Enter information for the required fields described in the following table. 4. Click Submit. Your account is created and your Communications Center home page opens.

29 New Profile Page Field Name User Name Password/ Confirm Password First Name/ Last Name Enter/Select Type the user name that you will use to log in to ilinc. This can be your full name, an abbreviation, or a nickname. Make note of your user name because you will need it to access the Communications Center in the future. Type the password you will use to secure your account and then type it again to confirm it. Type your first and last names. This will appear in the Communications Center home page, user lists and Attendee list when you join a session. Address Type your address. This will be used to send you invitation e- mails when you are invited to join a session. Note: Your ilinc system administrator may add more required fields.

30 Logging in to Your Communications Center If you already have an account, you can log in to the Communications Center on the Log In page. If you need to create an account, see Creating Your Own Account. 1. Open your web browser and navigate to your Communications Center. The Log In page opens. Note: Your system administrator may choose to customize the options that appear on this page. 2. Type your User Name and Password and click Submit. Communications Center Home Understanding Your Communications Center Your Communications Center is a web site that displays ilinc session information and provides you with a way to join sessions and access additional supporting content. It is also where you go if you need to edit your ilinc profile or change your password. Your home page opens when you log in to ilinc. 1. Navigation Menu: Click a link to navigate within the Communications Center page. 2. List of Sessions: Sessions you are scheduled to lead or attend are listed on your home page. 3. Folder View: Activities and content for which you are registered will appear under the Folder tab on the home page.

31 Communications Center home page Your home page lists all MeetingLinc, LearnLinc, ConferenceLinc, and SupportLinc sessions that you are scheduled to attend. You may have one or more of these session types on your home page, depending on the licensing options your organization has chosen. For each session (i.e., meeting, class, recording, test), you can view additional details if the session leader has added the information. Viewing a Session/Activity Description Your session leader has the option of adding a description for a session or activity. If you are wondering what a particular session will cover, or what an activity is designed for, click the Session Name or the More Info button next to the session title on your home page. The Session Information page opens.

32 Session Information Viewing Session Content On your home page, you can access any supporting content that your session leader has added. Some examples of supporting content are PowerPoint Presentations, video clips, URLs, whiteboards, ilinc recordings, and other files for distribution. To view session materials, click the Session Name or the More Info button next to the session title on your home page. From the Session Information window, click Content. Session Content Removing a Session from your Home Page The session list displays all sessions for which you have a registration. You may have attended open, or always available, sessions in the past you wish to remove from your list. To do so, click the Remove button in the Actions column of the list. Your registration will be canceled from that session.

33 If you need to attend that session again in the future, the Leader will need to send you an invite or add you to the session s details. The session will then appear in your list again. Navigating the Communications Center To navigate through the Communications Center, click a link on the navigation menu. Depending on the security established for your account by your system administrator, you may access one or more of the following pages within your Communications Center. Edit Profile: online form that contains your name, address, time zone and language, and enables you to upload or remove a user picture. Edit Password: online form on which you can change your password. Help: list of online help files, user guides, tutorials, and other helpful information. Log Out: link for logging out of the Communications Center. Public Sessions: lists sessions that have been set to allow public join. Private Sessions: enables entry to an ilinc session with a session ID to join ilinc quickly as a user or as a guest. Instant Sessions: online form used to create and join a session on-the-fly. An instant session is created with defaults preset by your system administrator. Catalog: list of sessions available for public registration. System Test: Will test your system for compatibility with ilinc. Outlook Plug-In: The Outlook Plug-In allows you to schedule new MeetingLinc meetings directly in Microsoft Outlook or add existing classes, meetings, conferences, or support rooms. Groupwise Plug-In: The Groupwise Plug-In allows you to schedule new MeetingLinc meetings directly in Novell Groupwise or add existing classes, meetings, conferences, or support rooms. ilinc Green Meter: an automatic calculator that tracks CO2, cost, and travel reductions accrued by meeting online rather than traveling Frequently Used Sessions: a list of your recently accessed sessions. Announcements: list of important announcements posted by your ilinc system administrator. Related Links: list of links to web sites and resources relevant to your organization. Editing Your Profile You can edit your name or address, or add a picture of yourself that will display during a session. Note: Your ilinc system administrator may require additional fields. 1. In the navigation menu, click Edit Profile. The Edit Profile page opens. 2. Type your new or revised information in the fields provided. 3. If you would like to add a photo to appear in ilinc sessions, click Browse to select the photo you would like to upload. Once a photo has been selected, click Upload. 4. Click Submit to save your changes.

34 Edit Profile Adding or Changing Your User Picture When you add a photo to your ilinc profile, your picture will display to all attendees when you have the floor during a session. 1. At the top of the page, click Edit Profile button. 2. To add a picture, click Browse and select the image you would like to upload. Then click the Upload link. The picture must be in JPG, GIF or PNG format and no bigger than 5 megabytes. The recommended dimensions of the image are 176 X 144 pixels. 3. Click Submit. Your picture is added and appears on the Edit Profile page. Note: To remove a picture, click the Remove link. Your picture is removed. Editing Your Password If you have been assigned a password by your system administrator, it is a good idea to change it after the first time you log in to ilinc. 1. At the top of the page, click Edit Password. The Edit Password page opens. 2. In the Password field, type your new password. 3. In the Confirm Password field, type the new password again. 4. Click Submit.

35 Edit Password Reading the ilinc Green Meter ilinc Communications promotes an environmental (i.e. green ) agenda that encourages meeting online, rather than using natural resources for travel. The ilinc Suite emphasizes the environmental principles of ilinc Communications. Whether traveling by air or by car, CO 2 is released into the atmosphere. CO 2 Emissions have been proven to be the leading contributing factor in global warming. The ilinc Communications Center provides an at-a-glance total of the amount of CO 2 Emissions you have saved by using online meeting, class, conference, or support sessions. The more you meet the higher your number. In addition to CO 2 Emissions, the Green Meter calculates Travel savings, providing a look at the distance that was not traveled by Attendees to attend your sessions. ilinc Green Meter within the Communications Center To View Green Meter Savings

36 1. Click the Site Savings button to view Green Meter savings for all sessions held on this site. 2. If you have an user account and are logged in, click the Personal Savings button to view Green Meter savings for all sessions that you have led on this site. 3. To view the Green Meter Savings in CO2 Emissions, click the CO2 Savings button. 4. To view the Green Meter Savings for Travel, click the Travel Savings button. Click the More Info button to learn more about the ilinc Green Meter. ilinc Player The ilinc Player enables users to launch recorded ilinc sessions in the event that they missed a live, online session or they wish to review materials from an online event. This chapter will describe the Player interface and how to view or download the recording. Overview of ilinc Player The ilinc Player is a standalone application that plays the recorded session file. Once you install the Player, it is accessible on your Start menu. The Player is automatically launched when you play the recorded file from your course contents list or agenda. The Player streams the recorded file from the server to your computer.

37 Figure 1: ilinc Player You can also download the file from the session Materials list, save it to your hard drive, and then play the file at a later time. The advantage of downloading and playing the file is that you do not need to have an active Internet connection while playing the file.

38 Playing a Recording from the Session Materials List You can play a recording from the session Content list on your home page, provided that the recorded session has been uploaded. To Play from Your Home Page or the Public Sessions Page: 1. On your home page or the Public Sessions page, find the session containing the recorded session. 2. Click the Session name and the session information dialog box appears. 3. Click the Content link for the session. The Content window opens. Figure 2: Content Page for Activity - Launch 4. Click Launch to play the recording. In Figure 3, the sample recording is named Project Agenda Session. The Player opens and begins loading your recording. The progress bar at the bottom will indicate the amount of the file that has been loaded. When loaded completely, the Player begins streaming the file to your desktop. The session activity from the recorded session occurs on your desktop, just as if you were participating in the session. While the recording plays, you can pause, stop, fast forward, or rewind the file using the Player controls.

39 While the recorded file plays, the current playing time displays in the status bar below the button controls, along with the total recording time. The progress bar will indicate the amount of the recording you have watched at any time during play back.

40 Downloading and Playing a Recording You can choose to download a recording from your session so that you can play it without an active Internet connection. For example, you may want to download the file to your laptop and play the file while traveling. 1. On your home page or the Public Sessions page, find the session containing the recorded session. 2. Click the Session name and the session information dialog box appears. 3. Click the Content link for the session. The Content window opens. Figure 3: Content Page for Activity - Download 4. Click Download to play the recording. 5. Select Save this file to disk and click OK. The Save As dialog box appears. 6. Navigate to the location where you want to save the file, and then click Save. The recording begins to download. The File Download dialog box displays the progress as your file downloads. When the download is complete, a message displays notifying you that it is done. 7. You can play the file now, or wait and play it later. If you want to play the file now play the file later Then click Open. The ilinc Player opens and plays the file click Close. The Download Complete dialog box closes and you are returned to the Materials window.

41 To Play a Downloaded File 1. Select Start > Programs > ilinc > ilinc Player. The ilinc Player opens. 2. Select File > Open. The Open dialog box appears. 3. Navigate to the recording and click Open. The file opens in the ilinc Player. 4. Click the Play button to play the file.

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