Getting Started With AT&T Web Meeting

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1 Getting Started With AT&T Web Meeting Powered by Cisco WebEx 2009 AT&T Intellectual Property. All rights reserved. AT&T and the AT&T logo are trademarks of AT&T Intellectual Property..

2 Course Goal After this course we want you to be able to conduct successful interactive meetings easily and effectively using the collaborative tools which combine audio conferencing and data-sharing Objectives Specifically, we want you to be able to: Login to your AT&T Web Meeting room Invite others to join you Become familiar with the meeting window Present content to your attendees

3 Agenda Getting Started Touring the meeting window Understanding the roles in a meeting Sharing Content Documents and Presentations Live applications and desktop Web Browser Best Practices Continuing Education Support Page 3

4 Managing the Audio To avoid background noise it is suggested that meeting attendees: Use their mute button to mute their phone Or Touch #0-1 to mute phone Note: Touch tone commands may differ between accounts

5 I have a Reservation-Less Account Access to web conference room/teleconference is available 24/7 Teleconference Account Confirmation contains meeting number and access codes AT&T Web Meetings support up to 125 participants Host is only charged for number of attendees Login anytime Page 5 Copyright 2006 AT&T. All rights Reserved.

6 My Confirmation says I Have a Host Password Some accounts are given an additional Host password This is the same Audio Conference and Web Meeting information What s different? Access code is used for everyone Host is prompted for a Host password when joining Page 6 Copyright 2006 AT&T. All rights Reserved.

7 How Do I Join a Meeting? To join your meeting at the scheduled time: 1. Open a browser and go to 2. Enter the 10 digit meeting number without hyphens 3. Enter the access code 4. Enter your , name and click Submit 5. If prompted, enter the host password H ost Page 7 Copyright 2006 AT&T. All rights Reserved.

8 How Do I Join the Audio by Phone? The meeting number and the telephone number are the same number Dial 1+ the 10 digit meeting number or the caller paid# (for outside USA) Enter the appropriate access code i.e. if you are Host, enter your Host code when asked for an access code or password H ost Page 8 Copyright 2006 AT&T. All rights Reserved.

9 Agenda Getting Started Touring the meeting window Understanding the roles in a meeting Sharing Content Documents and Presentations Live applications and desktop Web Browser Best Practices Continuing Education Page 9

10 The Meeting Window The Menu Bar The Content Viewer displays one or more: Documents Presentations Shows animations and slide transitions Blank Whiteboard The Participant Panel The Chat Panel Page 10 Copyright 2006 AT&T. All rights Reserved.

11 The Annotation Tool Bar Annotation tools for drawing, adding text or highlighting Navigation area for advancing slides or pages Click on a tool to activate Click, drag and release to draw Select the T to type text on the screen Page 11 Copyright 2006 AT&T. All rights Reserved.

12 The Raise Hand Feature Attendee View Host View Attendee clicks on Raise Hand button to raise and lower their hand Presenter sees hand and calls on attendee Page 12 Copyright 2006 AT&T. All rights Reserved.

13 Instant Chat Between Participants Another way to communicate during a meeting is to chat to participants Chat to Individuals Only to Presenter and Host To all To manage panels, right click on title bar Note: Chat can be turned off by the current Presenter at any time Enter text here Page 13 Copyright 2006 AT&T. All rights Reserved.

14 Agenda Getting Started Touring the meeting window Understanding the roles in a meeting Sharing Content Documents and Presentations Live applications and desktop Web Browser Best Practices Continuing Education Page 14

15 3 Roles in a Meeting As the person with the registered account you are designated as the Host and Presenter at the beginning of a meeting (Host) Presenter Attendee Schedules and facilitates meetings Invites attendees before or during Starts and ends meetings Makes someone else the Presenter Expels participants if necessary Locks meeting Designated by Host Controls what others see Shares content/desktop Demonstrates live applications Sets attendee privileges Conducts a poll Records a meeting May become a Presenter May raise their hand May participate in a poll May be given remote control of a Presenter s application, desktop or browser Page 15

16 Changing Rose to Presenter The Host may pass the ball (make someone else the Presenter) To change a role: 1. Host right clicks on a name and selects Presenter OR 2. Clicks on name and clicks Make Presenter Note: The Host can take the ball back at any time

17 Assigning Attendee Privileges Privileges determine attendee interaction during the meeting Presenter selects Assign Privileges on the Participant Menu The Participants and Communicate tabs display Uncheck to de-activate a feature Note: Privileges may be assigned to individuals during the meeting

18 Assigning Chat Privileges The Communicate tab displays the chat privileges Uncheck to de-activate a feature Note: Chat privileges may also be selected for individual attendees

19 Agenda Getting Started Touring the meeting window Understanding the roles in a meeting Sharing Content Documents, slide presentations and whiteboards Live applications and entire desktop Web browser Best Practices Continuing Education Page 19

20 Sharing a Document, Slide Presentation or Whiteboard to View Only

21 Choosing Documents and Presentations to View Make Selection

22 The File Inserts into the Viewer Tabs appear for each file selected Click on a tab to bring to front Tabs can be re-ordered and re-named Click on X to remove Advance slides using the navigation arrows

23 Sharing an Application Presenters can share live applications allowing for real time collaboration, demonstrating software, editing documents, training applications Have app currently running Choose and click Share

24 The Shared Application Displays The shared application displays in full screen All key strokes are viewed by all Changes may be made and saved by the presenter, on the presenter s computer Presenter has complete control

25 Managing the Sharing Session The Sharing button on the upper edge of the app has multiple functions. From here the Presenter can: Quickly access additional content Allow others remote control Start using annotation tools View screen in a different size Pause Sharing Exit Application Sharing to return to the meeting window

26 Sharing a Web Browser The Presenter chooses Web Browser from the Share Menu A new browser is launched The presenter has control over the browser May give remote control to an attendee Great for web based applications Attendees view all actions taken within the browser Exit Web Browser Sharing from drop down Page 26 Copyright 2006 AT&T. All rights Reserved.

27 Sharing Web Content Presenter types a URL in the address field Web page opens in the Content Viewer Attendees may interact independently with the page View flash, streaming video etc Presenter does not control navigation Page 27 Copyright 2006 AT&T. All rights Reserved.

28 Sharing a Desktop Presenter may share their entire desktop and all actions are viewed Great for sharing multiple: Applications Browsers Documents Note: Grey Share button appears on edge of any open window Page 28 Copyright 2006 AT&T. All rights Reserved.

29 Transferring Files in a Meeting Presenters may transfer files during a meeting to attendees 1. Go to: File>Transfer 2. Select Share File and navigate to file 3. Instruct attendees to highlight the file and click Download to save locally NOTE: Attendee closes window when status displays available Page 29 Copyright 2006 AT&T. All rights Reserved.

30 Ending the Meeting Page 30 Copyright 2006 AT&T. All rights Reserved.

31 Saving Meeting Files End of Meeting At the end of the meeting the Save Meeting Files window displays: Select the items to save Click Yes Page 31 Copyright 2006 AT&T. All rights Reserved.

32 Sending a Transcript - Host Only At the end of a meeting, the Host has the option to Send a Transcript to attendees or others 1. Make selection of meeting data to attach 2. Default program opens containing: Attendee s addresses in BCC field Meeting data Attendee list Meeting details Page 32 Copyright 2006 AT&T. All rights Reserved.

33 Best Practices 1. Take a dry run or dress rehearsal with key personnel 2. Test Sharing in advance from the Presenter s computer 3. Have open only the applications you intend to share during the meeting 4. Load documents and presentations before attendees join 5. Assign Attendee Privileges 6. ALWAYS End Meeting from the File Menu Page 33 Copyright 2006 AT&T. All rights Reserved.

34 Continuing Education Register for additional training on AT&T Web Meeting and view feature specific Self-Paced tutorials at Live Instructor-Led Intermediate Users Topics in Web Meeting, Recording and Editing, Best Practices (Large Audience, Training, Sharing Content) Self Paced Modules Five Minute How-To Tutorials Just The Facts Documentation and Quick Start Cards Page 34

35 If you Require Technical Assistance, Please Contact AT&T Connect Technical Support Below you will find the various methods of contacting support representatives. Technical support is available 24 hours a day, 7 days a week (Toll free) (International) ( ) In addition, you may use the following link to chat online with a Technical Support Specialist immediately Page 35

36 Thank you for attending Getting Started with AT&T Web Meeting Page 36 Copyright 2006 AT&T. All rights Reserved.

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