ReadyConnect Web Meeting Premium Edition User Guide

Transcription

1 ReadyConnect Web Meeting Premium Edition User Guide This guide provides the basic information necessary to start a ReadyConnect Web Meeting session. Please review the requirements below to ensure you have everything you need to get started and then continue through the remainder of this guide to conduct your first ReadyConnect Web Meeting. If you need additional assistance getting started please contact our Web Meeting Support team via at webmeeting@acttel.com or online at /readyconnect/support. System Requirements General System Requirements Current Operating System / Platform: o Microsoft Windows 98/2000/XP/Vista or Server 2003 System o Internet Explorer 6, Netscape 7.0, Firefox 1.0 or higher browser version o Mac OS X with Firefox or Apple Safari 1.1 o Linux, Unix or Solaris with Netscape 7.0+, Mozilla Kbps+ Internet connection 128Kbps+ Internet connection is recommended for large document sharing or application sharing Minimum CPU: ~300Mhz Macromedia Flash 8.0 or higher (for Recording or Videocasting) Cookies and Scripting enabled in browser Outlook 2000 and later (for the Outlook Add-In) A Flash supported USB web camera is required on the Host s system for Videocasting Additional Requirements for Application Sharing (Hosts) MS Windows OS with IE 6+ and ActiveX enabled 128Kbps+ Internet connection recommended Additional Requirements for Viewing Shared Applications (Participants) Browser with an enabled Sun Java Virtual Machine (JVM) 128Kbps+ Internet connection recommended

2 Logging in to Web Meeting To log in to your Web Meeting account: 1. Launch an Internet browser and enter /readyconnect in the address bar. 2. Select the ReadyConnect Web Meeting Login button. 3. Enter your Host Login ID and Passcode and click Log In. Host Controls After you have successfully logged in, you are presented with a conference window. At the top of the conference window is a feature toolbar containing buttons used to conduct and manage your web conference. Starting a Web Meeting Since ReadyConnect Web Meeting does not require pre-planning or scheduling, once you have logged into your account, you can immediately start a conference. To Start a Web Meeting: 1. Click the START button on the toolbar. A dialog window opens displaying instructions for inviting participants to join the conference. 2. Instruct participants to visit the Login Page ( and to complete the Participant Login form using the Participant Passcode you provide them. The name of each participant appears in the Roster as they log in. Note: Participants will not be able to join the conference until the Host has started it. Automatic Termination Sessions that are inactive for longer than 30 minutes will be automatically terminated and all participant connections will be disconnected. The Host will also be disconnected from the session, but will remain in his or her web conferencing account, in pre-session mode.

3 Publishing a Document Once you have logged in to your ReadyConnect Web Meeting account you can either start a web conference or you can prepare for a conference by publishing Microsoft PowerPoint, Word or Excel documents. To Publish Documents: 1. Click the PUBLISH button on the toolbar or click on the drop-down arrow of the PUBLISH button and select the Manage Files option. 2. Click the BROWSE button in the Publish a File window 3. Select a document file path using the file explorer window 4. Click the PUBLISH FILE button in the Publish a File window After you complete these steps, your document is automatically copied and converted into a Web Meeting presentationand saved in your personal document library. You may store up to 10 documents in your library. Once publishing is complete, the first page of your document appears in the conference window. To Present Previously Published Documents: 1. Select the presentation in Your file list 2. Click the PRESENT button OR 1. Click on the drop-down arrow of the PUBLISH button to view a thumbnail list of your stored files 2. Click on the desired file to present it At the conclusion of the conference, you will have the option to delete your document. If you do not delete your presentation at this point, you may choose to delete it anytime in the future using the PUBLISH feature. To Delete a Published Document: 1. Click the PUBLISH button on the toolbar 2. Select the presentation in Your file list 3. Click the DELETE button

4 Presentation Tools Use the PREVIOUS and NEXT buttons on the toolbar to move within your presentation, document sections or worksheets. Click on the drop-down arrow on either button to skip back or ahead to other slides within the presentation. Use the POINTER button to toggle the Pointer tool on and off when you want to highlight the content of your presentation. To turn off the pointer, click the POINTER button again. Use the HIGHLIGHTER button when you want to annotate the content of your presentation in real time. Choose from 15 marker colors by clicking on the down arrow on the HIGHLIGHTER button. To turn off the HIGHLIGHTER, click on the HIGHLIGHTER button again. To clear the annotation, advance to the next slide. Application Sharing The SHARING button allows you to share specific applications of your entire computer, thereby enabling your participants to view changes as you make them and to see applications unique to your desktop. Once you have clicked on the SHARING button, and if this is your first time using the application sharing feature, you will be prompted to accept an ActiveX control that delivers the application sharing functionality. After accepting the control, you receive a dialog box that shows a list of your currently running applications. To Share an Individual Application: 1. Select the Choose the applications to share: option 2. Select Performance Setting* 3. Click the SHARE button To Share all Applications: 1. Select the Share the entire desktop option 2. Select Performance Setting* 3. Click the SHARE button To Stop Sharing: 2. Click the CANCEL button OR 1. Double click the icon for Application Sharing that appears in the system tray 2. Click the STOP SHARING button

5 If you would like to allow a participant to make changes to your shared application, you must give control to that participant. To Transfer Control to a Participant: 2. Click on the participant s name in the Roster 3. Choose GIVE CONTROL To Regain Control of the Application: 2. Click on the participant s name in the Roster 3. Choose DISABLE CONTROL *NOTE: The Performance Setting option allows you to optimize application sharing performance and quality. The options are: Best Speed (4 bit color map) Medium Quality (8 bit color map, recommended) High Quality (True Color) Scheduling a ReadyConnect Web Meeting with Outlook Microsoft Outlook integration for ReadyConnect Web Meeting allows a Host to schedule conferences using Microsoft Outlook. Adding conferencing to an Outlook meeting is as simple as clicking the READYCONNECT CONFERENCE button. To schedule a conference using Outlook: 1. Install the Outlook Add-On by downloading and installing the Host Options Kit and selecting the Outlook Add-In option during installation. Note: You must temporarily close Outlook while installing this feature. 2. Click to open a New Appointment window. 3. Click the Invite Attendees button on the toolbar and insert the addresses and meeting details just as you normally would when sending out a meeting invitation through Outlook. 4. Set a Reminder for your conference so you will be able to log in before the conference is scheduled to begin. 5. Click the READYCONNECT CONFERENCE button at the upper left corner of the Outlook Meeting window (Note: for Outlook 2007 users, this button is located within the Add-Ins ribbon). This will open a Web Conference Details window that provides the option to assign the web and audio bridge access information for participants. 6. Click the OK button that will insert the meeting link and dial-in information into the body of your meeting request. 7. At meeting time, click on the embedded link to access the Login Page. Once there enter your Host Login ID and Host Passcode to access your web conference. Note: In order to allow participants to join, the Host must log in and START the meeting. Ending a ReadyConnect Web Meeting Session When you are finished with your presentation click the STOP button on the toolbar to conclude the conference and disconnect all participants. At this point you are still logged in and can start a new conference or publish documents. If you are finished, you can log out of your account using the SIGN OUT button on the toolbar. Help For additional help, access the online help by clicking the HELP button on your ReadyConnect Web Meeting toolbar or visit /readyconnect/help. The Online Help tool provides extensive information on all features described in this User Guide as well as the Polling, Webcam Videocasting and Recording features and other Host controls available to you during your web conference. Technical Support For assistance using your ReadyConnect Web Meeting account please contact our Web Meeting Support team via at webmeeting@acttel.com or online at /readyconnect/support. EN/US/RCWM/02/0607