Web Meeting. User Guide

Transcription

1 Web Meeting User Guide

2 Table of Contents 1 Manage your meeting - The basics - Schedule your first meeting - Inviting people to your meeting - View meeting details - Change meeting details - Call off a meeting - Schedule an ad hoc meeting 2 Starting your meeting - Start meeting as a host - Join meeting as a guest 3 In a meeting - Web Meeting basics - Upload document for presentation - Presentation tools - Whiteboard - Manage your documents - Share your desktop - Using your webcam - Conducting audio chat - Text chat 2

3 Chapter 1 Manage your Meeting

4 Section 1 The basics The Interface Get to know the interface 1. Today 2. Calendar View of your meetings 3. List View of your meetings

5 Section 2 Schedule your first meeting Schedule a meeting 1. Click Schedule a Meeting or 2. Fill in meeting details 3. Invite guests to join your meeting by entering their addresses 4. Click 5

6 Section 3 Inviting people to your meeting Upon successfully created your meeting, invitations will be sent to your guests automatically with the following details: 1. Date and Time 2. Meeting Title 3. Meeting Room URL 4. Meeting ID 5. Password 6. Note You will also receive a meeting confirmation containing meeting details which you can use to invite people. 6

7 Section 4 View meeting details To view details of a meeting: 1. Click on a meeting 2. You will then be on the Meeting Details page (see page 8) 7

8 Section 5 Change meeting details To change details of a scheduled meeting: 1. Click on a meeting you want to change details 2. On Meeting Details page, click 3. Click when finished Your guests will be notified by automatically 8

9 Section 6 Call off a meeting To call off a meeting: 1. Click on a meeting you want to cancel 2. On Meeting Details page, click 3. Click to confirm Your guests will be notified by automatically 9

10 Section 7 Ad hoc meeting Schedule an ad hoc meeting 1. Click Schedule a Meeting or 2. Tick Meet Now 3. Fill in meeting title 4. Invite guests to join your meeting by entering their addresses 5. Click 10

11 Chapter 2 Start your Meeting

12 Section 1 Start your meeting Start meeting as a host When your meeting is in progress, click to go into the meeting to join your guests You can enter the meeting room as early as 5 minutes before it starts to get prepared 12

13 Section 2 Join meeting as a guest Join meeting as a guest You guests can join a meeting via: 1. invitation, or

14 Chapter 3 In a Meeting

15 Section 1 Web Meeting Basics Tools Get to know the interface 1. Video Conference Audio Conference 3. Share Desktop 4 Windows 4. Users 5. Listeners 6. Presentations 5 7. Webcam 8. Chat

16 Section 2 Upload document for presentation Upload a document for presentation 1. On the Presentation window, click 2. On the Upload Presentation window, click to select your document 3. Click Supported file types Word (.doc) / Excel (.xls) / PowerPoint (.ppt) Acrobat (.pdf) jpg / gif / png You can upload files as large as 30MB each 16

17 Section 3 Presentation During a presentation, you can: 1. Use to navigate between your slides 2. Use to zoom 3. Use to use Whiteboard tools 4. Use to upload another document 17

18 Section 4 Whiteboard You can use the Whiteboard tools to annotate: Pen Square Circle Delete Undo Line Colour Line Weight 18

19 Section 5 Manage your documents To switch between documents: 1. On the Presentation window, click 2. On the Upload Presentation window, choose the document you want from the pull down menu 3. Click To delete an uploaded document: 1. On the Presentation window, click 2. On the Upload Presentation window, choose the document you want from the pull down menu 3. Click 19

20 Section 6 Share your desktop To share your full desktop: 1. On the top left corner of your web meeting window, click! 2. On the Desktop Sharing window, click To share your a portion of your desktop: 1. On the top left corner of your web meeting window, click! 2. On the Desktop Sharing window, click 3. Use! to define the area of your desktop you want to share 4. Click to start Only the Presenter can upload a document. To switch presenter, click on a user on the Users window and click 20

21 Section 7 Using your webcam To use your webcam: 1. On the top left corner of your web meeting window, click! 2. On the Share your webcam window, select between Standard Quality (320 x 240), and High Quality (640 x 480) 3. Click to start 4. Click on the Adobe Flash Player Settings prompt to allow access to your webcam 21

22 Section 8 Conduct audio chat To use your microphone: 1. On the top left corner of your web meeting window, click 2. Click on the Adobe Flash Player Settings prompt to allow access to your Microphone 3. On the Listeners window, you can click to mute all other users 22

23 Section 9 Text chat To chat with everyone in the meeting: 1. On the Chat window, select tab 2. Type your message and press 3. Your message will then be viewable by all meeting participants Private chat: 1. On the Chat window, select tab 2. Choose a user you want to talk to 3. Type your message and press 4. Your message will then be sent to this designated person 23

24 Copyright 2012 Hong Kong Telecommunications (HKT) Limited All material, including publicly available website information, corporate policies and other documents, unless otherwise stated, is the property of Hong Kong Telecommunications (HKT) Limited. These materials are protected by copyright and other intellectual property laws. xxiv