ORGANIZER QUICK REFERENCE GUIDE

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Gillian Arnold
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1 NOTES ON ORGANIZING AND SCHEDULING MEETINGS Individul GoToMeeting orgnizers my hold meetings for up to 15 ttendees. GoToMeeting Corporte orgnizers my hold meetings for up to 25 ttendees. GoToMeeting orgnizers strt ll meetings. An orgnizer must lwys e present to keep the meeting running. Orgnizers need to first rete their ounts nd downlod the GoToMeeting softwre on their omputers efore they n ondut meetings. INSTALL GoToMeeting 1. Go to nd log in to your ount. 2. If prompted, selet Orgnizer. 3. Under the left nvigtion menu, lik the Host Meeting utton. The GoToMeeting pplition will egin to instll. 4. At the GoToMeeting Instlled dilog ox, lik OK. 5. At the dilogue ox Do you wnt to meet right now or shedule meeting for lter?. you n hoose to strt meeting right wy or lik Cnel. 6. The GoToMeeting pplition is instlled on your omputer. For PC users, the GoToMeeting ion ppers in your system try nd is redy for use. For M users, the GoToMeeting Suite ion ppers on your desktop. 7. Right-lik the ion in your system try or, if on M, doule-lik the ornge ion on your desktop to ess the GoToMeeting/GoToWeinr menus. SCHEDULE A MEETING 1. Right-lik the ion in the system try on PC or doule-lik the GoToMeeting Suite ion on M nd selet Shedule Meeting. 2. On the Shedule Meeting window, enter your meeting informtion nd selet your udio informtion nd lik Shedule. 3. You re notified tht your meeting hs een sheduled. START A SCHEDULED MEETING 1. Clik Log In t enter your ount informtion nd lik Login. 2. Clik the Strt Meeting utton on the My Meetings We pge. 3. Your meeting strts nd the GoToMeeting Orgnizer Control Pnel ppers on the right side of your desktop. START AN IMPROMPTU MEETING 1. Right-lik the ion in the PC system try or doule-lik the GoToMeeting Suite ion on M nd selet Meet Now. 2. Your meeting strts nd the GoToMeeting Orgnizer Control Pnel ppers on the right side of your desktop. INTEGRATED AUDIO Now you hve n extended hoie of udio onferening for your online meetings. With GoToMeeting s integrted udio, hoose etween phone onferening nd Voie over Internet Protool (VoIP) or llow oth options. Note: If you hoose to use your own onferene servie provider for the meeting, GoToMeeting will inlude your dil-in numers with the meeting informtion; however, GoToMeeting udio fetures (suh s VoIP nd integrted udio ontrols) do not pply. VOIP BEST PRACTICES Audio qulity n vry sed on your udio softwre or hrdwre mnufturer s well s your operting system. When using VoIP, the following est prties re reommended: As with ny online meeting solution, it is importnt to test your sound qulity nd udio settings efore your live meeting. In ddition to testing your udio settings from the GoToMeeting Audio t (see pge 5 of this guide for detils), it is reommended to strt your meeting hed of time with few test ttendees to provide feedk on your voie qulity. For optimum sound qulity, hedset is reommended, preferly USB hedset for ese of use. If hedset is not ville, mirophone nd spekers re required, preferly USB mirophone for ese of use. If using mirophone, it should e t lest 1.5 feet wy from ny spekers tht re uilt into or onneted to your omputer. The use of Wem mirophone is not reommended. If you pln to reord your meeting, e sure to strt your meeting hed of time nd test the reording feture Citrix Online, LLC. All rights reserved. 1

Orgnizers need to first rete their ounts nd downlod the GoToMeeting softwre on their omputers efore they n ondut meetings. INSTALL GoToMeeting 1. Go to www.gotomeeting.om nd log in to your ount. 2.

2 USING VoIP 1. Expnd the udio pne in your Control Pnel. 2. Selet Use Mi & Spekers () 3. You will e utomtilly onneted into the onferene ll using VoIP. Note: PC orgnizers my hnge the udio input nd output from the Audio preferenes t whih is essed from the File menu. M orgnizers my mnge the udio input nd output diretly from the udio pne () or from the Audio menu in the toolr. USING TELEPHONE 1. Expnd the udio pne in your Control Pnel. 2. Selet Use Telephone () 3. Dil in to the onferene ll with the informtion provided. One in onferene ll, prtiipnts nd orgnizers n enter ommnds using their phone keypds. Orgnizer Telephone Commnds Commnd Feture Detils *2 Count Provides the numer of prtiipnts urrently on the onferene ll. *3 Exit Exits the onferene ll. *4 Menu Provides menu of ville onferene ommnds. *5 Listening Modes Sets listening modes for udiene. Pressing *5 sets the following options: Open onverstion mode (defult), Mute the udiene the udiene n unmute, Mute the udiene the udiene nnot unmute. *6 Mute/ Unmute Mutes the orgnizer s line. Pressing *6 gin will unmute the line. *8 Tone ontrols Sets entry nd exit tones. Pressing *8 sets the following options: Entry nd exit tones on (defult), Entry nd exit tones off, Entry tone off exit tone on, Entry tone on exit tone off. Attendee Telephone Commnds Commnd Feture Detils *3 Exit Exits the onferene ll. *4 Menu Provides menu of ville onferene ommnds. *6 Mute/ Unmute Mutes the ttendee s line. Pressing *6 gin will unmute the line Citrix Online, LLC. All rights reserved. 2

M orgnizers my mnge the udio input nd output diretly from the udio pne () or from the Audio menu in the toolr. USING TELEPHONE 1. Expnd the udio pne in your Control Pnel. 2. Selet Use Telephone () 3.

3 Mnge Orgnizers n mnge ttendees y right-liking or Control-liking ttendee nmes in the Attendee List pne nd seleting or deseleting the desired ttendee options. Displys the numer of ttendees nd mximum numer of ttendees for the meeting () Indites ttendee role nd olor of ssigned Drwing Tool () Mute or unmute the ttendee () Mute or unmute ll the ttendees (d) Assign your ttendee the role of presenter nd/or orgnizer (e) Shre your keyord nd mouse with n ttendee (f) Provide your ttendee with on-sreen Drwing Tools (not ville for M orgnizers) (g) Allow your ttendee to see the list of other ttendees (h) Allow your ttendee to ht (i) Send ht messge diretly to the ttendee (j) Copy the ttendees emil ddress to the lipord (k) Dismiss n ttendee from the meeting (l) d e f g h i j k l 2009 Citrix Online, LLC. All rights reserved. 3

Assign your ttendee the role of presenter nd/or orgnizer (e) Shre your keyord nd mouse with n ttendee (f) Provide your ttendee with on-sreen Drwing Tools (not ville for M orgnizers) (g) Allow your

4 USE PRESENTER CONTROLS The Control Pnel Gr T enles orgnizers nd presenters to minimize the Control Pnel to the side of their desktops to disply their full desktops to ttendees nd still ess Presenter Sreen Tools. No hve rrived rrived, presenting desktop rrived, presentti on pused rrived, presenttion stopped Clik nd drg to move Gr T up or down () Clik to hide or disply Control Pnel () Shows On Air sttus () The Show My Sreen utton displys desktop to ttendees. Right-lik to disply multiple monitors, speifi pplition or len sreen (d) The Stop Showing Sreen utton stops desktop disply (e) The Give Keyord & Mouse utton grnts shred mouse/keyord ontrol to nother ttendee (f) The Show Other s Sreen utton psses the presenter role to nother ttendee (g) d e f g h i The Drwing Tools utton llows the presenter to drw, highlight nd ple rrows on the sreen, s well s use the spotlight nd ler ll mrkings (not ville for M users) (h) Mute or unmute yourself (i) If you re using M OS 10.4, your gr t nd expnded Control Pnel will e visile to ttendees s lk silhouette. At times, prts of the Control Pnel n e fully visile (not lked out) to ttendees. This n ostrut portion of wht you re presenting. We reommend tht OS 10.4 users leve the Control Pnel ollpsed s muh s possile during the meeting. If you hve multi-monitor setup, we reommend keeping the Control Pnel on your seond monitor. The silhouetted Control Pnel is not n issue for M OS 10.5 or newer. END A MEETING From PC, selet the File menu from the menu r, nd lik End Meeting. From M, selet the GoToMeeting menu on the toolr, selet Quit GoToMeeting; or selet File nd then Leve Meeting. You my lso lik the red X in the top left orner of the Control Pnel nd Viewer Window 2009 Citrix Online, LLC. All rights reserved. 4

No hve rrived rrived, presenting desktop rrived, presentti on pused rrived, presenttion stopped Clik nd drg to move Gr T up or down () Clik to hide or disply Control Pnel () Shows On Air sttus () The

5 SYSTEM REQUIREMENTS For PC-sed Orgnizers nd Required: Windows 2000, XP, 2003 Server or Vist (Linux is not supported) Required: Internet Explorer 6.0 or newer, or Mozill Firefox 3.0 or newer (JvSript nd Jv enled). If needed, downlod Jv here. Internet Connetion required, le modem, DSL, or etter reommended Reommended: Minimum of Pentium lss 1GHz CPU with 512 MB of RAM (2 GB of RAM for Windows Vist) For M -sed Orgnizers nd Required: M OS X 10.4 (Tiger ) or newer Required: Sfri 3.0 or newer, Firefox 3.0 or newer; (JvSript nd Jv enled) Internet Connetion required, le modem, DSL, or etter reommended Required: PowerPC G4/G5 or Intel proessor, 512 MB of RAM or etter reommended To Use VoIP Required: Fst Internet onnetion (384 kps or more reommended) Required: Mirophone nd spekers (USB hedset reommended) To Reord Meeting Required: Windows Medi Plyer Version 9.0 or newer Required: Minimum Super VGA (800x600) or etter Required: Fst Internet onnetion(384 kps or more reommended) Required: Sound rd Required: Telephone tthment devie (If not using GoToMeeting integrted udio) Reommended: 1.0 GB of hrd disk spe Reommended: 1024 x 768 or higher sreen resolution Reommended: Minimum Pentium 800 MHz with 1 GB of RAM for trnsoding to Windows Medi Plyer file formt Reording meeting is only ville using PC. Integrtions IntegrtionsMirosoft Offie Integrtion: Mirosoft Offie 2002 or lter Outlook Integrtion: Mirosoft Outlook 2000 or lter Lotus Notes Integrtion: IBM Lotus Notes Version 7.0 or lter Instnt-Messging Integrtion: GoToMeeting integrtes with the most widely used instnt-messging pplitions inluding: Yhoo! Messenger, Windows Live Messenger, Skype Cht, Mirosoft Communitor nd Google Tlk Note: Instnt-Messging Integrtion options re only ville for use y GoToMeeting orgnizers 2009 Citrix Online, LLC. All rights reserved. 5

Internet Connetion required, le modem, DSL, or etter reommended Reommended: Minimum of Pentium lss 1GHz CPU with 512 MB of RAM (2 GB of RAM for Windows Vist) For M -sed Orgnizers nd Required: M OS X

How To Organize A Meeting On Gotomeeting

How To Organize A Meeting On Gotomeeting NOTES ON ORGANIZING AND SCHEDULING MEETINGS Individul GoToMeeting orgnizers my hold meetings for up to 15 ttendees. GoToMeeting Corporte orgnizers my hold meetings for up to 25 ttendees. GoToMeeting orgnizers