Web Meetings through VPN. Note: Conductor means person leading the meeting. Table of Contents. Instant Web Meetings with VPN (Conductor)...

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1 Table of Contents Instant Web Meetings with VPN (Conductor)...2 How to Set Up a Scheduled Web Meeting with VPN (Conductor)...6 How to Set Up a Support Web Meeting with GVSU VPN Service (Conductor)...15 Joining a Meeting through VPN...19 Requesting control from the Conductor...23 Joining a Support Meeting...26

2 Instant Web Meetings with VPN (Conductor) 1. Open an Internet browser and enter 2. Login using your network username (without department container) and password. 3. Select Meetings icon at the top right area of the screen.

3 4. To start a meeting instantly, select Instant Meeting. 5. As the meeting conductor, you will have to note (copy) the Meeting URL and Password to send to the recipients. NOTE: The password can be changed from the default. Once you have noted the URL and Password, click on Start Meeting.

4 6. Click on Sharing. A second box will appear asking you to select what applications you wish to share. Select them individually or scroll to the bottom and select Share Desktop and All Applications. Click on Share. Your desktop and applications are not being shared. You may minimize the Secure Meeting application and begin your shared meeting. 7. A meeting participant may request for control of the web session. If they request control on their side, a message will appear on the meeting conductor s screen. The conductor may Grant or Deny request or Disable Request for Control if you do not wish to use this feature.

5 8. To take control back, Go to the Secure Meeting application and select Take Control. 9. Duration of a standard session is 50 minutes. As the time gets closer, the application will prompt for an extension of the meeting. 10. To end the session, close out of the Secure Meeting application. 11. Click Sign Out of the VPN session

6 How to Set Up a Scheduled Web Meeting with VPN (Conductor) NOTE: Give at least one hour to schedule within the system 1. Open an Internet browser and enter 2. Login using your network username (without department container) and password. 3. Select Meetings icon at the top right area of the screen.

7 4. To setup a scheduled meeting, select New Meeting. 5. It is the responsibility of the meeting conductor to set up the Meeting Details. 6. The conductor enters the Name of the Meeting, the teleconference number (if needed), the meeting agenda, and the meeting password.

8 7. The conductor also sets the date, time, duration and the attendees you wish to invite. 8. Inviting Attendees: a. Only enter in the attendees Network ID; do not add the department container. b. The Authentication Server remains at the default YOUR AUTH SERVER c. Click Add (underneath Authentication Server) to add the user to the invitees list. NOTE: Do not invite more than 10 people to the meeting. It is not guaranteed the application can handle the volume. If you are inviting users outside of the GVSU domain, enter their address in the Add Other Users section and select Add.

9 9. To set a person to be the conductor of the meeting, highlight the user and select Set As Conductor. 10. To send an message about the meeting to each GVSU participant (including the meeting conductor), highlight the users one at a time and then select Set .

10 11. Enter in the address of the attendee from GVSU and click OK. You have now set up a scheduled meeting in which the details will be ed to the participants. NOTE: If the Add Other Users option was used and the address was entered, this additional step of Set is not necessary.

11 12. Before a scheduled meeting begins, the meeting coordinator must be logged into VPN (in the meeting section) to coordinate and get the meeting started. Select Start Meeting on the specific meeting date/time you have scheduled. 13. Select Start Meeting to begin your scheduled meeting.

12 14. Click on Sharing. A second box will appear asking you to select what applications you wish to share. Select them individually or scroll to the bottom and select Share Desktop and All Applications. Click on Share. Your desktop and applications are not being shared. You may minimize the Secure Meeting application and begin the shared meeting. 15. A meeting participant may request control of the web meeting. The conductor will receive a pop up message on their screen with the request. You may Grant or Deny the request or Disable Request for Control if you do not wish to use this feature.

13 16. To take control back, you will need to go to the Secure Meeting application and select Take Control. 17. The system will automatically prompt with a pop up message that will allow you to extend the duration of the meeting. The system will give you an opportunity when the end of the meeting is close.

14 18. There is a chat feature that is available to use by the Group or an individual (click on the individual and click Private Chat ). Enter the Chat text in the bottom frame. The content of the discussion will be displayed in the middle frame under Chat. By clicking on the group tab, the discussion will be for everyone. By clicking on the name, the discussion will be private with that person. Enter chat message here 19. To end the session, close out of the Secure Meeting application. Sign out of VPN session.

15 How to Set Up a Support Web Meeting with GVSU VPN Service (Conductor) 1. Open an Internet browser and enter 2. Login using your network username (without department container) and password. 3. Select Meetings icon at the top right area of the screen.

16 4. To start a support meeting, select Support Meeting. 5. As the meeting conductor, you will have to note (copy) the Meeting URL and Password to send to the recipients. NOTE: The password can be changed from the default. Once you have noted the URL and Password, click on Start Meeting.

17 6. A screen will pop up showing that you are in a Support Meeting. The recipient in which you invited to provide support for will need to log in and grant control to you, the conductor of the meeting. 7. As the conductor, you now have control of the recipient s desktop. Upon completion, click End Meeting to end the session. The larger mouse indicates control of the meeting.

18 8. To end the session, close out of the Secure Meeting application. Sign out of VPN session.

19 Joining a Meeting through VPN 1. The conductor of the meeting will send the attendee(s) the URL and password needed to join the meeting. a. For example: b. Password: sue (case sensitive) 2. The Meeting ID will automatically populate. Enter in your name and the meeting password. Click join.

20 3. The first time in, you may be prompted to install the ActiveX Control 4. Click Install

21 5. Click Join 6. Click Join Meeting

22 7. The secure meeting window displays the members of the meeting and who is the conductor of the meeting.

23 Requesting control from the Conductor 1. To request control from the conductor, click on request control 2. The meeting conductor can grant the request, deny the request or disable Request to Control

24 3. If the Conductor grants control, you will be able to manipulate the condutor s machine. 4. If the Conductor denies control, you will be notified with a pop up message.

25 5. There is a chat feature that is available to use by the Group or an individual (click on the individual and click Private Chat ). Enter the Chat text in the bottom frame. The content of the discussion will be displayed in the middle frame under Chat. By clicking on the group tab, the discussion will be for everyone. By clicking on the name, the discussion will be private with that person. Enter chat message here 6. To end the session, close out of the Secure Meeting application. Sign out of VPN session.

26 Joining a Support Meeting 1. The conductor of the meeting will send the attendee(s) the URL and password needed to join the meeting. a. For example: b. Password: sue (case sensitive) 2. The Meeting ID will automatically populate. Enter in your name and the meeting password. Click join.

27 3. The first time in, you may be prompted to install the ActiveX Control 4. Click Install

28 5. Click Join 6. Click Join Meeting

29 7. A control request will pop up displaying that the conductor is requesting control of your computer. As a member of the meeting, you have the option to grant the request, deny the request or disable Request for Control. 8. To end the session, close out of the Secure Meeting application. Sign out of VPN session.

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