User Guide Version 4.6 June 2016

Transcription

1 User Guide Version 4.6 June 2016

2 Table of Contents Welcome to imeet 3 Get the imeet apps 4 Download and install imeet 4 System requirements 4 Getting started 5 Sign in 5 Register with imeet 5 Get to know the imeet app 6 imeet home screen (hosts) 6 imeet home screen (registered users) 7 Set your availability and update your imeet profile 8 Update your imeet profile 8 Manage imeet contacts 10 Add a contact 11 View contact details 13 Start or join a meeting 14 Start your own meeting (hosts) 14 Join another person s meeting 15 Connect your audio 17 Welcome to the imeet room 21 Host view 21 Menu bar 22 Guest view 23 Host a meeting 24 Invite guests to your meeting 24 Invite a video conference system to the meeting 25 Copy connection details to send in a message 26 Share your webcam 27 One-to-one video conferencing 27 Customize your room settings 28 Work with participants 29 Meeting controls 30 Meeting productivity 31 Share your screen or a guest s screen 31 Share a file or video 32 1

3 imeet Notes 33 Record your meeting 34 Access and share recordings and meeting minutes 35 Attend a meeting from a video room system 36 Join the meeting 36 imeet meeting view with a video room system participant 38 Video room system view 39 Change the video room system layout (hosts) 40 Share content 41 Manage your files (desktop) 42 Chat and call from the desktop 43 Chat with one person or a group 43 Voice and video calling 46 imeet settings (desktop) 47 Select the access number to list first on invitations 48 Preview new features 49 imeet goes where you go 50 Support 50 2

4 Welcome to imeet imeet is an all-in-one web, video, and audio conferencing solution, designed for engaging team meetings, group discussions, customer presentations, and one-to-one communication. Now, imeet makes collaboration outside of meetings easier and faster. Reach individuals or groups anywhere in the world and collaborate in real time from your Mac or PC. In the meeting Host your own meeting, jump in to another imeet room, and save imeet contacts to make it easier to find meetings you attend frequently. Have imeet call you or connect to audio through your computer with HD audio over VoIP. During the meeting, invite guests via , or have imeet dial out to them. NEW Select the access number to list first on meeting invitations. Share your webcam and meet face-to-face. Share your screen or let guests share their screens. The cloud-based file cabinet lets you upload, download, and share files and videos with guests. Chat with everyone in the room, or chat privately with an individual guest. Record your meeting. The video recording is automatically saved in your file cabinet for easy access. Customize your imeet profile, room theme, and meeting names to increase personalization. imeet VRC (Video Room Connector) lets guests participate in an imeet meeting using their existing video conferencing room systems. On your desktop Set your availability and know when your contacts are online and available. Add imeet room owners, registered users, and other people to your imeet contacts. Reach out to any imeet user (host or registered user) from their contact details. Chat with one contact or invite a group to chat. Quickly share information, links and files. Voice and video calling. Talk one-on-one with or without video and easily escalate a chat conversation to voice. View and manage your file cabinet from your Mac or PC, without having to join your meeting. Access all your imeet products from one place: navigate to imeet Sales Accelerator, imeet Central, and imeet Live from the imeet desktop app. Preview features before they are released; go to Settings > Labs to see what we re working on. imeet meetings are accessible to hosts and their guests. The imeet desktop app is available for meeting hosts and registered users only. You do not have to have an imeet room to use imeet s communication tools. Just sign up for imeet with your address and choose a password. This user guide explains how to start or attend a meeting, add imeet contacts and communicate with them, and manage your file cabinet. For hosts, it walks you through how to set up your room, invite guests, and host productive and engaging online meetings from your desktop. 3

5 Get the imeet apps You can host or join a meeting from any web browser. But for the best meeting experience, HD audio, and imeet s collaboration features, download the imeet app for Mac or Windows. Download and install imeet The imeet apps are available on the imeet Downloads page. The desktop app is available for Windows and Mac systems. The imeet for Windows download also includes the imeet Toolbar for Microsoft Outlook. This guide explains how to install and use imeet for Windows and imeet for Mac. imeet mobile apps (for ipad, iphone, and Android smartphone) are explained in their own imeet User Guides. System requirements imeet is available for Windows and Mac systems. Run a quick Automated Systems Check to see if you re set up for the best imeet experience possible. Windows 7 through 10. Mac OS X 10.9 or later. Intel or AMD processor 1.8 GHz CPU or higher. Recommend 2.3 GHz or higher. Minimum 2GB of RAM. Microsoft Edge (Windows 10), Internet Explorer 8 or later, Mozilla Firefox 25 or later, Apple Safari 6.2 or later (Mac OS X only), and Google Chrome 16 or later. Flash player version 19 or later. Screen Share requires.net or later. The imeet Toolbar supports Microsoft Outlook 2007, 2010, 2013, and It requires.net 2.0, which is included in.net Framework 3.5. Windows 10 users: go to Control Panel to enable.net Framework 3.5. Firewall port 443 must be open. 4

6 Getting started Once imeet has been installed, find the double e icon located on your desktop, system tray or menu bar, and start it. The imeet desktop app is available for imeet hosts and registered users (guests who registered with their address and password). If you are a first-time user, you can register with imeet from the sign-in screen. Sign in Enter your name and address, and then click Sign in. imeet checks whether you are registered and prompts for your password. Register now. If you do not have an imeet account, create a password to sign up with imeet and get started. Keep me signed in. If you are on a public computer, clear this check box. Register with imeet We recommend that all guests download and use the imeet app to join a meeting. The app provides HD audio when connecting via VoIP. Select a password and click Register. 5

7 Get to know the imeet app imeet home screen (hosts) imeet signs you in to the app and displays the home screen. If you have an imeet room, the Meetings tab is displayed. Use tabs on the left to attend meetings, manage contacts, manage your file cabinet, chat, and voice or video call a contact. You can also set your availability and update your profile. Contacts. Add contacts, voice or video call a contact, and join a contact s meeting. Availability. Let people know you re free to chat, meet, or video call. Chat. Chat with one of your contacts, invite someone via to chat, or chat with a group. My Meeting Info. Your meeting URL and dial-in details. Show more view more dial-in numbers and H.323 and SIP video connection details. Settings. Manage audio/visual settings, update your imeet room name, and set up notifications. Files. Upload files, preview and delete files, and view and rename meeting recordings and minutes. Start your own meeting. Red indicators let you know when someone is in your room, you receive new chat messages, and new meeting recordings are available. Join other users meetings, view recently attended meetings, and search the company directory for meetings. 6

8 Get to know the imeet app imeet home screen (registered users) If you registered with imeet, you can add contacts and join their meetings, join recently visited meetings, and upload your profile picture. Use tabs on the left to attend meetings, manage contacts, chat, and voice or video call your contacts. You can also set your availability and update your profile. Contacts. Add contacts, voice or video call a contact, and join a contact s meeting. Availability. Let people know you re free to chat, meet, or video call. Chat. Chat with one of your contacts, invite someone via to chat, or chat with a group. Join a meeting from your contacts and recently attended meetings, or enter the meeting URL. 7

9 Get to know the imeet app Set your availability and update your imeet profile At the top of the left panel, click the status menu to set your availability and update your profile. Your status lets other imeet users know when you re available to chat, meet, or talk. When you join a meeting from the imeet app, your availability is automatically set to In a Meeting. Update your imeet profile In the meeting, your imeet cube displays your profile and gives a nice overview of who you are. Click View Profile to display your profile. Upload or take a profile picture, edit your contact details, and write a short bio. TIP: To link your social media accounts or cloud apps, sign in to your meeting room. Edit. Point to an item to reveal a pencil and then click to edit. 8

10 Get to know the imeet app Personalize your cube in the meeting Click to expand your cube and then click EDIT PROFILE. You can link to your social media networks and cloud apps including Flickr, Evernote, Twitter, and Facebook, and then post to them from the meeting. Meeting controls Click to link your social media accounts or cloud apps. TIP: You can also open Edit Profile from the imeet controls menu. Click to select or remove a photo. 9

11 Manage imeet contacts You can chat, voice call, and video call any imeet user (host or registered user) from their contact details. Even people who are not in your company. As long as the person is signed in to the imeet app, you can call or chat with them. If your contact has an imeet room, you can also join their meeting. Add imeet room owners, registered users, and other people to your imeet contacts. If you have an imeet room, you can search for other imeet hosts in your company. Current users If you have used imeet on any of your devices, your imeet contacts are listed. imeet shows each contact s availability. First time users If you do not have any imeet contacts, the Contacts Welcome screen helps you get started. Just type the name or address of the person you would like to add and then click Add. Add a new imeet contact. 10

12 Manage imeet contacts Add a contact Begin typing to add a contact. Hosts: imeet searches your company directory for other imeet hosts. You can add an imeet host or manually create a new contact. Select a person from the results list and then click Add. Or, search again to select more contacts. When ready, click Add to save the imeet hosts to your imeet contacts. Type a name or address to search for imeet accounts in your company directory. Click to select a person from the search results or manually create a new contact. Registered users: you will manually add contacts because you do not have a company directory. Type the name or address of the person you would like to add, and then click Create a new contact? Type the name or address of the person you would like to add and then click to manually create the contact. 11

13 Manage imeet contacts Manually add a new contact If a person is not in your company directory (hosts) or you are a registered user, manually add the contact to your imeet Contacts. Enter contact information first and last names and address are required and then click Create. The Contacts screen is displayed again with the new contact listed in the results. Type to create another contact, or click Add to add the person to your imeet contacts. Add the new contacts. If the address you enter for a contact belongs to an imeet host or registered user, imeet displays the contact s imeet profile picture in Contacts. 12

14 Manage imeet contacts View contact details Click a contact to view details and options for communicating: Chat, Voice Call, and Video Call. If the contact is an imeet host, you can jump into their room. All options are available whether you are an imeet host or a registered user who does not have an imeet room. NOTE: The contact must be online for you to Voice or Video Call. Learn more. Join Meeting. Enter the contact s imeet room. Chat. Start a chat conversation. If the person is offline, imeet sends a request to them via (depending on their notification settings). Delete the contact. Video Call. Use your webcam and headset to have a video call. Voice Call. Use your computer audio to talk to the contact. 13

15 Start or join a meeting Start your own meeting (hosts) To start a meeting using your own imeet account, go to the Meetings tab and click Start. Your imeet room opens and you re automatically connected. The next step is connecting to meeting audio. 14

16 Start or join a meeting Join another person s meeting Hosts and registered guests. Click Join a meeting to view your imeet contacts and your recently attended meetings. Click an imeet contact to join that person s room, search your contacts and your company directory (hosts only), or enter the meeting URL. Search your imeet contacts and company directory for a meeting Or enter the meeting URL. Click a host s picture to join their meeting. TIP: Click [+] to add a recently attended meeting to your imeet contacts. First time users If you do not have any imeet contacts or have not attended a meeting yet, you can search for a meeting to join or enter the meeting URL. Begin typing a name to search your company directory (hosts only). In the results, click the person whose meeting you would like to join. If you are not part of a company directory, just enter the meeting URL. 15

17 Start or join a meeting Join via the web Unregistered guests. If you are not registered with imeet, open a browser and enter the meeting URL. You can continue in the browser and use your phone for audio, or download the imeet app to use HD computer audio. Continue in the browser. 16

18 Start or join a meeting Connect your audio Whether you start your own meeting or join another imeet meeting, the first step is to connect your audio. You can have the meeting call your phone or use your Internet connection for HD meeting audio (requires that you start or join from the imeet app). Enter the meeting without connecting audio. If you dial in to the meeting, merge your cube with the Unknown Caller. Use my phone Have imeet call you at a phone number you enter. No need to memorize an access number or passcode. Enter a new number. imeet saves it in your list so that you can select it when joining any meeting. View a list of access numbers and the audio key so that you can dial in from any phone. 17

19 Start or join a meeting Use my computer and VoIP Connect audio over your computer s Internet connection. imeet HD audio lets you talk and listen through your computer s mic and speakers, with or without a headset. (For the best sound quality, use a headset.) Select the mic and output (speakers) to use, and then talk to make sure your mic is working correctly. If you don t see your audio devices in the list, click the arrow and select Refresh List. Always connect using these settings. imeet skips this step and connects you automatically. TIP: In the imeet app, select Settings AUDIO/VIDEO to set your default audio and webcam connections. 18

20 Start or join a meeting Troubleshooting computer audio Still having issues? If you re using a Bluetooth headset, check that Bluetooth is enabled on your computer and your headset is able to be found. If imeet can t find your preferred mic and speakers, make sure they are set up as the default input and output devices. Windows: On the Windows task bar, right-click the speaker icon and then select Recording devices (mic) or Playback devices (speakers). There should be a green check next to your preferred mic and speakers. If not, select it and then click Set Default Default Device. Exit the imeet room and rejoin. Your mic and speakers should be listed when you reconnect. Select the speakers or mic to use and then Set Default. Mac: Open System Preferences Sound. Select Output (speakers) or Input (mic) and then select the device you would like to use as the default. The row turns blue to indicate the default device. Exit the imeet room and rejoin. Your mic and speakers should be listed when you reconnect. The default device is highlighted blue. 19

21 Start or join a meeting Merge your dial-in connection If you join the room and dial in separately, you have two cubes. Point to the cube with your name on it, select MERGE, and then choose your phone number. The unknown caller cube disappears and when you speak, active talker highlights your cube. 20

22 Welcome to the imeet room Everyone gets their own personalized cube. imeet can display up to 15 cubes on-stage and depending on your plan, up to 125 meeting participants in your room. Point to your own cube to view meeting controls and edit your profile. Display the Meeting Participants list to see everyone in the room and learn more about each person. Access meeting features from the menu bar at the bottom of the screen. Host view When you are hosting a meeting, you have full control of participants and meeting functions. Active Talker A green glow shows who s currently speaking. Background Choose from a set of landscape or cityscape backgrounds. imeet VRC lets people join from their video conferencing system. Time and Weather Point to someone s cube to see their local time and weather. Meeting Participants. Everyone in the room, including video room system participants. The host is listed first. Menu Bar Single-click access to all your main host and meeting controls. Room Name Click to edit; you can customize for every meeting. Profile Cubes. Personalized with users contact info, bio, photos, and social or business apps. 21

23 Welcome to the imeet room Menu bar The menu bar holds everything you need to host or attend a meeting. Some of the features and functionality are available to hosts only. Manage meeting participants, invite guests, view and share files or your screen, and add or change your audio connection. imeet Controls Get help or leave the meeting. Meeting Participants See who s in your room, control who is on stage, and get more details about guests. INVITE Dial out or invite guests by . Hosts can record, lock, mute all guests, and end the meeting. Chat Message everyone in the meeting or chat privately. CONNECT Stream your webcam, change your audio connection, view dial-in and video connection details, and invite a video room system to the meeting. Adjust your mic and speaker volume. SHARE Share your screen, files, videos, or meeting recordings. Or pass control to someone else in the meeting. Host meeting controls Control and manage your meeting from the imeet controls menu. You can mute and unmute all guests, record, and lock your meeting. Click LEAVE MEETING to end the meeting and dismiss all guests. Edit Profile. Upload a cube photo, edit contact details, and write a short bio. Settings. Change your room s look or other room preferences. 22

24 Welcome to the imeet room Guest view If you are attending the meeting as a guest, you can manage your own meeting experience and learn more about other participants. Click your own cube to share your webcam, raise your hand, step out of the room, and to personalize your cube. Meeting Participants. Everyone in the room. The host is listed first, followed by your name. Click another person s cube to learn more about them. Active Talker is highlighted. Disconnect your audio. Toggle the Meeting Participants list. SHARE. Ask to share your screen. FILES. View and download files that the host has shared. imeet Controls. Edit your profile or leave the room. Guest meeting controls Manage your meeting experience from the imeet guest controls. Edit your profile, meeting preferences, and leave the meeting. Edit Profile. Upload a cube photo, edit contact details, and write a short bio. 23

25 Host a meeting Invite guests to your meeting You can add guests at any time during your meeting. Just click INVITE on the menu bar. You can have imeet call your guest or send an invitation that includes your room URL and dial-in information for your meeting. NOTE: With imeet VRC, you can add participants who are using a video conferencing system. Click CONNECT on the menu bar. imeet contacts Select CONTACTS to open your imeet contacts and invite a guest by or phone. Point to a contact and select whether you want to invite by or phone. Schedule a meeting and send invites Not meeting now? Use the imeet Toolbar for Outlook (included with imeet for Windows) to schedule a meeting. Just pick the date and time of your meeting and enter your guests addresses. imeet sends everyone a meeting invitation with your room URL and dial-in information. To download the imeet toolbar, visit imeet Downloads. 24

26 Host a meeting Invite a video conference system to the meeting If your room is enabled for imeet VRC (Video Room Connector), you can have the meeting dial out to a video room system. On the menu bar, click CONNECT > CONNECT VIDEO ROOM SYSTEM, and then enter the IP address of the video conference system you want to call. imeet calls out to the video room system and brings it into the meeting. imeet brings the room system into the meeting. 25

27 Host a meeting Copy connection details to send in a message Already in the meeting and need to bring someone in quickly? Click CONNECT > MEETING INFORMATION to view dial-in and video room system connection details for your meeting. Copy connection details, and then paste them into a text message or to send to people who would like to join. NOTE: All participants in the meeting can view connection information. If your account has imeet VRC, the VIDEO ROOM tab includes SIP and H.323 connection details for your room. Copy connection details, and then paste into a message to send to participants who would like to join. 26

28 Host a meeting Share your webcam Point to your cube and click to share your webcam with the meeting. When anyone in the room is sharing their webcam, you can expand that person s video feed to full-stage. Your own webcam feed is displayed in a smaller box at the bottom of the screen. Point to a participant s cube and expand their webcam to full-stage. Switch back to cube view. A reference view of your own webcam feed. One-to-one video conferencing Hosts only. You can set up imeet to automatically switch to full-stage view when just you and one other guest are in your room. On the menu bar, click imeet controls and then select Settings. On the Meeting tab set Auto-Full Stage to YES. When you and your guest start sharing webcam, your view switches to full-stage. NOTE: If a third person joins your meeting, imeet switches back to cube view. 27

29 Host a meeting Customize your room settings On the menu bar, click Settings to customize your imeet room, enable notifications, manage guest access to your file cabinet, and more. Options you select on SETTINGS apply to every meeting you host in your room. Meeting Change your meeting room name, lock the meeting and set a room key for access, control who is displayed on stage, and set defaults for meeting minutes, webcam, fullstage view, and language and clock display. MORE. Access settings for Dialing, Account, and Privacy. Theme Choose your room background from a variety of landscapes and cityscapes. Notifications imeet can notify you by SMS and when someone enters your room. Enter your mobile phone number and address. Files Decide whether guests can view, download, or upload files in your file cabinet. Video Room View your video room connection details and select the room layout that video room system participants will see (either Active Talker, Active Presence, or Continuous Presence). Learn how. Dialing Set various audio options, including hold music, entry and exit tones, and whether international dial-in numbers are available. You can also set a caller ID to show to guests when the meeting calls them. Account Change the address and password associated with your imeet account. You can also change your meeting room URL. Privacy Allow guests to download your contact information as a vcard. 28

30 Work with participants The Meeting Participants panel lists everyone in the meeting room individuals and video room system participants and shows whether they are on stage. Move guests on and off stage (hosts only), view guest details or update your own, chat with another participant, and mute your mic. Sort the participants list. More than 4 people in your room? Search for a guest. Hosts. Click to bring a participant on or off stage. Or just drag and drop the participant on stage. Show or hide the Active Talker panel. Hosts. Click here to show only the host on stage 29

31 Work with participants Meeting controls Your controls Point to your cube to see options for participating in the meeting. Share your webcam, change an audio connection, raise your hand and ask a question, or step out for a minute. Click to expand your cube and edit your profile. Or, in the Meeting Participants list, click your name to access participant controls. Meeting controls Guest details Point to another guest s cube or click their name to view details, start a private chat conversation, or add them to your imeet contacts. If you are the host, you have additional participant controls. Hosts. Dismiss the guest or mute their mic. Video room system details Point to a video room system s cube or click their name to view details. Hosts can mute and dismiss the room system from the meeting. Hosts. Click to take the video room system off stage. Their webcam is no longer streamed to other participants. 30

32 Meeting productivity Get all your guests on the same page, in real time, with imeet Screen Share. You can even have a guest share her screen. Upload, access, and share your files right from your room s file cabinet, across any device, and Pass Control to a meeting guest. Share your screen or a guest s screen 1. On the menu bar, click SHARE > SCREEN SHARE. 2. Select whose screen to share your own or a guest s. NOTE: Your guests can also request permission to share their screens. 3. Click START for your own screen, or REQUEST if you selected a guest. Choose what you want to share, and then click START. Share window. Select an active application to share with the room. Share monitor. Share your entire screen with the room. Share region. Use your mouse to select a rectangular area to share. Choose quality setting. Start in the middle, and then move the slider to High for clarity or Fast for lower resolution if you experience delays. 31

33 Meeting productivity Share a file or video 1. On the menu bar, click SHARE. 2. Click SHARE A FILE. 3. Choose a file or video and then click PRESENT. Your file or video is shown in full-stage mode. Use the presentation controls to zoom, page, and annotate a file while you present it. ADD NEW FILE. Select a file from your computer and add it to your files. ADD VIDEOS. Search YouTube for a video to present. Pass control 1. While presenting a file, click the icon. 2. Select the guest you want to pass control. Video room participants can share If your imeet room is enabled for imeet VRC, video room participants can share content with the meeting, using a laptop or other source connected to their video conferencing systems. Shared content is automatically presented in full-stage mode; you do not have to pass control or grant permission. 32

34 Meeting productivity imeet Notes Take notes for yourself or for everyone, without ever leaving imeet. Share those notes via or sync with Evernote so you ll never forget critical action items. 33

35 Record your meeting You can record your meeting and then later view and share the meeting recording and meeting minutes from your file cabinet. imeet recordings capture a high-quality video of your meeting, including files and videos that you shared, the Meeting Participants panel, and all public chats and notes. Web-based meeting minutes contain the meeting video, plus the meeting date and time, attendee names, public chats and notes, and links to all files shared. You can record up to one hour at a time. Start recording On the menu bar, click the imeet controls, and then select RECORD MEETING. Enter a description of the meeting and click START RECORDING. imeet displays a RECORDING timer in your room. When you re finished, just click STOP RECORDING and confirm that you want to save the recording. Meeting minutes Meeting minutes are available in your file cabinet a short time after you stop recording the meeting. imeet sends an with a link to your meeting minutes. Meeting recordings The video recording is available in your file cabinet several minutes to an hour after you finish your meeting. (Expect about an hour to finalize the recording for an hour-long meeting.) imeet sends a separate when the video is ready. 34

36 Record your meeting Access and share recordings and meeting minutes Meeting recordings and minutes are available in your file cabinet, on the MEETING MINUTES tab. You can make meeting minutes public (via a public URL) or share them privately (by invitation). The filmstrip icon indicates the meeting minutes include a video recording. You can present the recording in your meeting or download the video as an MP4 file. Open the MEETING MINUTES tab and then select a meeting recording. SHARE. Get a public URL or invite people via to view private meeting minutes. PRESENT. Share the recording video in the meeting. Meeting recordings are also available in the imeet desktop app. Click the Files tab and then open the Meeting Recordings folder to play, rename, or delete a recording. 35

37 Attend a meeting from a video room system If your account is enabled for imeet VRC (Video Room Connector), participants can join your imeet room from their existing video conferencing systems. imeet VRC supports Cisco, Polycom, Lifesize and other room systems. For a complete listing of verified video conferencing systems, go to the imeet Community and search for Verified Endpoints. Join the meeting Video room participants can join your meeting using SIP or H.323 protocol (the method depends on the settings of their video room system). As the host, you must provide this information to your guests. It is available in your welcome , your imeet room, and in imeet Outlook toolbar meeting invitations. In the meeting, click CONNECT > MEETING INFORMATION and select the VIDEO ROOM tab to see SIP and H.323 connection details. Hosts can have the meeting call out to a video conference system. Copy connection details, and then paste into a message to send to participants who would like to join from their room systems. Toolbar invitations contain the SIP and H.323 addresses for your imeet meeting. 36

38 Attend a meeting from a video room system Join using the H.323 address If your room system is set to use H.323 protocol, use the room system s controls to establish a call. Enter the IP address of the meeting you want to join, and then select Call. On the imeet welcome screen, use the remote control to enter the meeting PIN and press #. After imeet verifies the PIN, it connects you to the meeting. With H.323 protocol, you enter the IP address first, and then enter the PIN when prompted. Join using the SIP address If your room system is set to use SIP protocol, use the room system s controls to establish a call. Enter the PIN and IP address of the meeting you want to join in this format: PIN@SIP-Address (for example, @ ). Then select Call. Your system calls imeet. After imeet verifies the IP address and PIN, it connects you to the meeting. Room key protected meeting If imeet prompts you for a room key, the host has restricted access to the room. Enter the room key (a series of numbers) provided by the host to continue to the meeting. If you do not have the room key, contact your meeting host. 37

39 Attend a meeting from a video room system imeet meeting view with a video room system participant Each video room system that joins is a participant and gets its own imeet cube, just like other imeet participants. Active Talker highlights the cube when the video conference room participants speak. Video conference room in its own cube. Cube name is taken from room system s setup. 38

40 Attend a meeting from a video room system Video room system view imeet offers three layouts for video room participants: Active Talker, Active Presence, and Continuous Presence. By default, video room system participants see the Active Presence view, with the active talker center stage and additional participant tiles along the bottom. NOTE: Video conference room participants see remote participants tiles and webcams, but not their own local tile. Active Talker takes center stage. Depending on your video conferencing system setup, you might see your local camera view here or on a second monitor. Meeting participants. imeet shows up to five remote participants usually the last five active talkers. Meeting indicators At the top right of the video room system view, indicators provide video room system participants with more information about their experience. Your room system is muted. Host has locked the meeting. Number of participants in the meeting. Meeting is being recorded. Your room system is off stage (your webcam is not streaming to other participants). 39

41 Attend a meeting from a video room system Change the video room system layout (hosts) In the room, click the imeet controls menu > Settings and then on the VIDEO ROOM tab, select a layout mode: Active Talker, Active Presence (default), or Continuous Presence. Continuous Presence layout Video conference room participants see up to nine remote participants. The active talker is highlighted. Active talker tile is highlighted green. Active Talker layout In Active Talker layout mode, the person speaking is shown full-screen. 40

42 Attend a meeting from a video room system Share content In imeet, when you share your screen or present a file in your meeting, it is broadcast to all participants in your meeting, including room systems. The way your presentation is displayed to room system participants depends on their video conferencing system settings. Share content from a video room system Room system participants can share content with the meeting, using a laptop or other source connected to their video conferencing systems. Shared content is automatically presented in full-stage mode; the host does not have to pass control. If someone is already presenting a file or screen sharing, imeet notifies the people in the room system who are attempting to share. 41

43 Manage your files (desktop) The desktop app lets you manage your file cabinet from your Mac or PC, without having to enter your meeting. Click the Files tab to view your uploaded files and your meeting recordings folder. You can upload files, search for files, sort the list, preview, and delete files. Meeting recordings and minutes are saved in their own folder. Drop a file onto the screen to upload it. Browse and add a file to your file cabinet. Click a file to open file details and then view, download, or delete the file. 42

44 Chat and call from the desktop You can chat, voice call, or video call anyone who is registered with imeet, right from your desktop. Chat with one person or a group Click Chat and begin typing the name or address of the person with whom you would like to chat. imeet searches your company directory (hosts) and your imeet contacts for the person. NOTE: To chat with someone who is not an imeet user, enter their address and click Invite. imeet sends an invitation with a link to download the imeet app and register with imeet. Chat with one person Select a person from the results list. To chat one-on-one, enter a short message, and then click Invite. Chat with a group ( team ) To chat with several people, select the first person from the results, and then search again to select more contacts. When ready, enter a Team Name (optional) and a short message, and then click Invite. imeet opens the Chat window. 43

45 Chat and call from the desktop Chat window In the Chat window, you can type messages, share files or links, and switch between active chats. You can also quickly switch to a voice or video call, and even move to your imeet room. TIP: Double-click a chat in the list to open it in a pop-up window. Active chats. Click to switch between conversations. Start a new chat. View contact details (single chat) or view members of a group chat. Switch to a voice or video call (single chat only) or start your meeting. View shared files and links. Type your message and press Enter. Share a file. Double-click a conversation to open in its own window. 44

46 Chat and call from the desktop Share files and web links Click the paper clip to select a file to share in the conversation. Your file is shared in the conversation window. To share a web link, just type the URL in the text box and press Enter. TIP: Collapse the navigation menu to maximize the conversation pane. The shared file is displayed in the conversation. Files and links that have been shared. Browse and select a file to share. 45

47 Chat and call from the desktop Voice and video calling imeet s high-definition audio/video make online collaboration as productive as meeting face-to-face. If a contact is online, you can communicate one-on-one over your computer s Internet connection. Talk with or without video and easily escalate a chat conversation to voice. For best results, use a headset. Open Contacts, display your contact s details, and then click the phone icon (voice) or webcam icon (video) to start the call. Mute your mic, turn on your webcam and switch to a video call, or hang up. Your contact s video stream is displayed in a large view. Your webcam video is shown below. 46

48 imeet settings (desktop) At the bottom of the navigation menu, click the gear icon to open the Settings screen and update your meeting and app settings. TIP: On the GENERAL tab, select Launch imeet Desktop at startup to be ready to chat, voice call, or video call, and to have imeet watch your room for visitors. General. Set startup options, check for updates, and sign out of the app. Meeting. Rename your room and change the primary access number for meeting invites. Audio/Video. Select your webcam and audio devices (VoIP audio)......scroll down to use these device settings in every meeting. Notifications alert you when you receive a chat, voice or video call, or someone enters your imeet room. Scroll down to set audible meeting alerts. 47

49 imeet settings (desktop) Select the access number to list first on invitations Your imeet room includes access numbers so that you and your guests can dial in from any phone. The primary access number is the first dial-in number included on meeting invitations. It is also formatted as a link in invitations; guests can click to connect to the meeting from their mobile devices. You can change the primary access number in Settings MEETING and under My Meeting Info on the Meetings tab. My Meeting Info. Point to the access number to reveal a pencil and then click to select a different. Point to the access number to reveal a pencil and then click to select a different number. 48

50 imeet settings (desktop) Preview new features The LABS area lets you preview features the imeet team is developing, before they are officially released. To see what we re working on, go to Settings and then open the LABS tab. Set any feature to ON to try it out. Click to reveal the LABS option. Some preview features (like Scheduler) are added to the navigation tabs. 49

51 imeet goes where you go Download our free apps and you re ready to attend imeet meetings from your ipad, iphone, or Android smartphone. See everyone in your meeting, access and present files stored in the cloud and conduct your meeting from anywhere. Support Everyone needs support from time to time, and we are here to help. Visit the imeet Community View video tutorials Get the latest User Guides and Release Notes Send an directly to imeet Care: North America: EMEA: Asia Pacific: Japan: 50