Microsoft Live Meeting Work Instructions

Transcription

1 2011 Microsoft Live Meeting Work Instructions CAPILANO UNIVERSITY 6/10/2011 V3.0

2 Table of Contents 1 INTRODUCTION Purpose and Objectives Approval Pre-Requisites Live Meeting Etiquette PROCESS Live Meeting Set Up Requirements Roles Workflow (for Presenters) Organizing Meetings Logging In Scheduling a Meeting Meeting Options Meeting Details Sending an Invitation Testing Live Meeting (Optional) Joining a Meeting Logging into a Meeting Welcome Screen Verifying Sound and Video Training and Reference Resources Live Meeting Video Guides Comprehensive Live Meeting User Guide Live Meeting Services Administration Help Videos for Live Meeting IT Service Desk Basic Menu Functions Frequently Asked Questions (FAQs) Version 3.0 Page 2

3 1 INTRODUCTION 1.1 Purpose and Objectives Office Live Meeting is a web-conferencing service offered and operated by Microsoft. It allows conferencing events to be shared with remote locations. Live Meeting has the following features: Rich media presentations (incl. Windows Media and Flash) Live webcam video "Panoramic video" with Microsoft Round Table Multi-party two-way VoIP audio PSTN and VoIP audio integration Active speaker indicator Public events page Advanced testing and grading High fidelity recordings Personal recordings Virtual Breakout Rooms "Handout" distribution (File Transfer) Capilano University utilizes Live Meeting for staff in order in different campuses to facilitate meetings, share information and collaborate on projects. The purpose of this work instruction is to provide staff with the information on how to organize and join a meeting. 1.2 Approval Live Meeting software has been approved for staff to install on their work computers; Capilano IT Service staff are happy to provide support to install software. 1.3 Pre-Requisites This document presumes the following pre-requisites: Staff are using this on their work computer/laptop; Staff have working knowledge on how to install software. 1.4 Live Meeting Etiquette In a Live Meeting, the smallest gestures may become a distraction both to the presenter and the audience. Please be aware of your own actions and take care not to detract attention from the presentation. Distractions can include: Tapping pens/pencils/objects on desks Doing other work (if using video mode) Speaking to someone else off-screen during the presentation Answering or making phone calls Radio or music in the background Version 3.0 Page 3

4 2 PROCESS 2.1 Live Meeting Set Up Requirements Please review the checklist below prior to your Live Meeting session: REQUIREMENTS Using Windows (there are limitations with WebMeeting and Mac OS) Webcam software installed and tested Live Meeting software installed and tested Speakers and microphone software installed, equipment has been tested Internet is connected (WIRELESS INTERNET NOT RECOMMENDED) (If attending a meeting) Login and meeting information handy View training on how to use Live Meeting (see Section 3.1 on video guides) 2.2 Roles ROLE Presenter Participant RESPONSIBILITY Leads presentation, prepares and provides content material, sends out meeting invitations, facilitates discussion Invited participant in presentation, may be called on to participate in discussion 2.3 Workflow (for Presenters) PRIOR TO MEETING DAY Install Live Meeting View video guides for training Create profile Select meeting date and time Ensure webcam and microphone are installed properly and working Test LM/do a dry run of presentation Prepare notes, upload to LM if necessary Send meeting invitations For MEETING DAY Check to ensure internet is connected and working Check to ensure microphone and webcam are working Begin meeting Version 3.0 Page 4

5 2.4 Organizing Meetings Logging In The Capilano University login portal for Live Meeting is Use the following account name, based on your location or department: Sechelt, Squamish, CapAV, or pceval (IT Services) Version 3.0 Page 5

6 2.4.2 Scheduling a Meeting Once you ve logged in, select <Schedule a Meeting> on the left hand menu and fill in the required fields (subject, date/time). [Note: most fields can be left blank as s will not be sent out via Live Meeting] Version 3.0 Page 6

7 2.4.3 Meeting Options (Optional) Click on <Meeting Options> to customize meeting. Click <OK> when you re finished customizing your meeting options. [Note: this is where you can change meeting ID and set passwords] Version 3.0 Page 7

8 2.4.4 Meeting Details When you click on <Save>, a Meeting Details page will be displayed. This page will contain the Presenter/Attendee URLs (embedded with meeting login details) as well as the Meeting ID and Entry Codes Sending an Invitation Copy the URL, Meeting ID, Entry Code and use GroupWise to send /appointment to whoever needs to log into the meeting. The Presenter URL /Entry Code is recommended unless you want to restrict rights to participant. It is recommended that you include a contact phone number to address any issues that may occur. Congratulations, you have now scheduled the meeting. Version 3.0 Page 8

9 2.5 Testing Live Meeting (Optional) Click on the <Start> button, navigate to <Programs>, then <Microsoft Office Live Meeting>. Select <Open User Accounts> by clicking on the arrow in the upper left-hand corner of the screen. Type in the URL field, put a checkmark in the box to enter login information, and then click on <Test Connection>. Wait until you receive the message "Your Live Meeting login information was successfully verified." Then click <OK>. Click on <Meet Now> to launch a test meeting. Version 3.0 Page 9

10 2.6 Joining a Meeting Logging into a Meeting Log into the CapilanoU Live Meeting portal (see 2.2.1); in the home screen, click on the <Join Meeting> tab. Version 3.0 Page 10

11 2.6.2 Welcome Screen The <Welcome Screen for Live Meeting> will pop up; enter in the <Meeting ID>, <Entry Code> (optional) and <Location>. If you were invited to the meeting, you should have received this information in an . If you do not have this information, your meeting host for log in details. Version 3.0 Page 11

12 2.6.3 Verifying Sound and Video Once you have logged in, the home screen for Live Meeting will appear. Since the microphone is off by default, check to see that the sound ( ) and microphone ( ) are on. Version 3.0 Page 12

13 3 Training and Reference Resources 3.1 Live Meeting Video Guides Comprehensive Live Meeting User Guide Go to the middle to the page on the right side, click on <Live Meeting User Guide> Live Meeting Services Administration Following are resources for administrators of Live Meeting Services: Help Videos for Live Meeting Click on the <Videos> tab for more help videos IT Service Desk The IT Services Help Desk is available to assist you if you have further troubles. Phone: (604) or local 4952 Version 3.0 Page 13

14 3.3 Basic Menu Functions Number of attendees in the meeting Allows users to view or manage voice and video controls; Allows users to ask, answer or manage questions Allows presenter to invite people, lock or view the lobby, exit or exit the meeting Allows presenter to start or stop recording the presentation Access or manage meeting contents Mute sound; the red circle denotes that the sound has been muted Mute microphone; the red circle denotes that the microphone has been muted Set up audio and video to select a video device Handouts menu; uploading, downloading and deleting handouts Shared notes menu Request for feedback: red need help; blue can t hear; yellow slow down; purple question; green - proceed Select annotation Use of pointer Draw text Draw freehand Colour picker Highlighter Check stamp Clear annotations Review content Changing to a full-screen mode Change between slides; numbers indicate the number of slides available Version 3.0 Page 14

15 3.4 Frequently Asked Questions (FAQs) QUESTION/CONCERT HOW TO TEST TROUBLESHOOT Is the webcam software installed? Is the Live Meeting software installed? Are your screensavers turned off? (May be disruptive to others) Are your speakers working? Are you connected to the Internet? (Wired connection is highly recommended as wireless usage is unstable) Webcam or microphone not working in Live Meeting Attendees are only seeing a partial display Why can t people hear me when my microphone is on? Do you see webcam software in your Start menu? Do you see Microsoft Office Live Meeting in your Start>All Programs menu? Right-click anywhere on desktop>properties>screensaver Go to and try different videos Surf the Internet Both are muted by default; check to make sure they are turned on Attendees may have a smaller monitor or lower resolution. Set yours lower (1024 x 768) Webcam microphones are designed for single users that are within 1 meter from the webcam. Participants should try to sit closer and speak louder and clearer during a Live Meeting. Find drivers from the webcam manufacturers Find another computer that does OR download and install client from Set screensaver to <none> and monitor power scheme to <presentation> Check power, cables, correct port, volume, etc... Check cables/reboot/try other ports/use wireless only if you have to Click on all muted items in Live Meeting to enable Right click anywhere on the desktop>properties>settings and reduce the resolution Check sound and audio devices in the Control Panel. A reminder as well that microphones are muted by default. Version 3.0 Page 15