MIOSHA Michigan Occupational Safety and Health Administration Department of Energy, Labor and Economic Growth DOCUMENT IDENTIFIER: MIOSHA-MEMO-ADM-11-1 SUBJECT: AGENCY MEMORANDUM DATE: I. Purpose: Provide information on when and how to use the options available for conducting meetings remotely. II. Scope: This memo applies to all MIOSHA staff who may need to conduct a meeting with staff who are at another location. It describes the two main options available for sharing presentations, documents, or other applications remotely, AT&T Web Meeting and NetMeeting. III. References: None. IV. Distribution: MIOSHA Staff; OSHA Lansing Area Office; S-drive Public Folder Accessible; and MIOSHA Weekly. V. Cancellations: All prior memos issued regarding. VI. Contact: Bob Kieffer, Manager, Management Information Systems Section, Management and Technical Services Division. VII. Originator: Martha B. Yoder, Deputy Director Michigan Occupational Safety and Health Administration NetMeeting and AT&T Web Meeting are the two products available for State of Michigan employees to conduct meetings or training remotely without specialized videoconferencing equipment. Both products allow remote meeting participants to view on their computers documents that are displayed during a meeting, such as PowerPoint presentations, Word documents, etc. Both products can result in substantial savings when considering the cost of time and travel for some of our staff to attend meetings. Depending on the purpose of the meeting, either product may have application. The advantages and disadvantages are outlined below. Appendix A at the end of this document describes how to use NetMeeting; Appendix B describes how to use AT&T Web Meeting. Things to consider when planning a remote meeting: How many people need to be in the meeting? Are some people at the same location? Could they be in a conference room together to reduce the number of computer and audio connections? What is the type of information to be shared? Is it to provide training, to collaborate on a document, review a presentation, etc.? Do all participants have access to the required phone and network connectivity? To conduct a remote meeting, you will need to select an option for the voice portion of your meeting, as well as a computer/networking option.
Voice/Audio Connection Options: The phones in the GOB may be used for a conference call if you have a small number of people. Most state phones can conference in three people and many Department of Technology and Management Budget (DTMB) phones can conference in up to six people. If you have more than six people, you may need to use the AT&T Reservationless Audio Conferencing Service. Each division has a phone conference calling card for this service with toll-free number, access codes and instructions. The cost is.04 cents per minute, per endpoint. If you decide to use NetMeeting, you can use a headset through the computer for voice and audio; this would eliminate the phone charges. However, the audio may not be clear, especially if one user is on Virtual Private Network (VPN). COMPARE WEB CONFERENCING FEATURES NetMeeting AT&T Web Meeting People in attendance < 25 people > = 25 people Cost per end user Only phone charges, if.15 cents per end point and phone charges. audio on the computer cannot be utilized. Ability to see/share screens and allow others to take control of the screen X X Survey polling feature N/A X Availability of Software Software is already loaded on most of staff s computers. How to connect Audio Options Staff must call into the Host computer. Phone, AT&T Reservationless Audio Conferencing Service, or Computer with headset Software is on the web. Each division has an account number; it should be the same as each division s AT&T Voice Conferencing account. The system will not allow multiple meetings using the same account number at the same time; you will need to reserve the account number for your meeting All participants call into a web-based application. Users do not have to be on the alert to answer calls via their computer. Phone or AT&T Reservationless Audio Conferencing Service 2
APPENDIX A NETMEETING ADVANTAGES/DISADVANTAGES SUMMARY Software for NetMeeting is already loaded on most of staff s computers. NetMeeting is inexpensive. There is no charge for the on-line activity; only a charge for the phone connections (unless you choose to use the computer for voice and audio as well). All participants may view the screen of the Host computer. In addition, the computer screens of the other participants may be viewed/shared. One person must designate their computer as the Host computer; this will usually be the person leading the meeting. Staff must call into the Host computer. There can sometimes be problems connecting large numbers of computers. Summary: NetMeeting is the cheapest option and works best when a small group of desktops need to be connected (less than 25). NETMEETING INSTRUCTIONS The following instructions are designed to perform an initial setup and user requirements for entering an online meeting using the Microsoft NetMeeting application installed on State of Michigan (SOM) computers. For details of application features, read the Help file once step 11 is completed. 1) Connect to the SOM network through VPN or a Local Area Network (LAN) connection. 2) Launch NetMeeting by performing one of the following: a. Navigating to C:\Program Files\NetMeeting\ and double-clicking on the file conf.exe, or b. Select the Windows Start button, then choose Run. Type conf in the Open dialog box (without the quotes) and selecting OK. 3) When the software is launched for the first time, NetMeeting will open with the following window, click the Next> button. 3
4) You will be prompted for the following information. First Name, Last Name, and email are required to proceed, then click the Next> button. 5) You will be given the opportunity to be added to a Microsoft Internet Directory. For this application select Do not list my name in the directory and click the Next> button. 6) Select a connection speed. a. If you are hard cabled into the SOM Local Area Network, select Local Area Network, then select the Next> button. 4
b. If you are using a wireless broadband card select 28800 bps or faster modem and Select Next>. Note: Cable, xdsl, or ISDN may also be appropriate for wireless broadband cards but I doubt it. 7) Short cut options. a. Make your selection(s) and click the Next> button. 5
8) The next window notifies you that you will be adjusting your audio settings. a. If you have a headset or speakers and microphone, connect them now (laptops have built-in speakers and mic) and select Next>. 9) Speaker Adjustment. a. If you have speakers or a headset, click the Test button and adjust the speaker volume by dragging the volume control. When the speaker volume is acceptable, click the Next> button. b. If you do not have speakers or a headset, click the NEXT> button without performing the test or adjustment. 6
10) The next window sets your microphone gain. a. If you have a microphone, read the text in your normal speaking voice and adjust the Record Volume by dragging the control to give the largest deflection on the bar graph while still maintaining the green color of the bar. Avoid constantly driving the graph indicator into the red as distortion will result. When the record volume is acceptable, click the Next> button. b. If you do not have a microphone or headset, select NEXT> without performing the adjustment. 11) The next window notifies you that the audio setup is complete. Click the Finish button. 7
12) The NetMeeting application window will now open. 13) If you are an attendee of the meeting, go to Step #15. If you are the host of the meeting, determine your IP address or computer name by performing one of the following options. a. Option 1: IP Address i. Select the Windows Start button on the task bar then navigate to Programs\Accessories\Command Prompt, and the following window will open. 8
ii. Type ipconfig (without the quotes) where the cursor is flashing after H:\> and press Enter on the keyboard. iii. The Command Prompt window will return the following information. iv. Record the IP address and forward it to the meeting attendees so they can call you through NetMeeting. Note: The SOM uses dynamic IP addressing. Your computer will retain this address as 9
long as you are logged in, but may change the next time you log in. For that reason you should confirm your IP address before each session. v. Close the Command Prompt window by clicking the X in the upper right corner, or type Exit (without the quotes) at the command prompt and pressing Enter on the keyboard. b. Option 2: Computer Name; perform one of the following options. i. Right click on the Desktop shortcut for My Computer. 1. Select Properties. 2. Select the Computer Name tab. 3. Select the entry after Full Computer Name: by clicking and dragging over the name, then right click on the selection, and select Copy. OR, ii. Select the Windows Start button on the task bar and navigate to Settings \ Control Panel \ System. iii. Select the Computer Name tab. 1. Select the entry after Full Computer Name: by clicking and dragging over the name, then right click on the selection, and select Copy. iv. Select OK or Cancel to close the System Properties window. 10
v. Open an email addressed to the meeting attendees and paste the full computer name into the body of the email and send it to the meeting attendees. Note: Unlike IP Addresses, computer names do not change, so this may be a better option for distributing to meeting attendees. 14) Next, identify yourself as the Host of the meeting. a. From the NetMeeting Toolbar, select Call, then Host Meeting. b. In Meeting Name, type a name for the meeting or leave it set to Personal Conference. c. In Meeting Password, leave it blank, unless you want to password protect your meeting. d. To create a secure meeting, click the Require security for this meeting check box. Secure meetings are data-only calls. e. To monitor who joins the meeting, click the Only you can accept incoming calls check box, this will ensure only the Host receives incoming calls. f. To restrict participants from inviting other people, click the Only you can place outgoing calls check box. g. To limit the tools used in the meeting, select one of the options under Meeting tools. If you are hosting a secure meeting, you cannot use the audio and video features. 15) If you are a meeting attendee, you must know the meeting host s Internet Protocol (IP) address or complete computer name. 11
a. The meeting host will provide you with the IP address or computer name. If you have the IP address or computer name of the host, enter it in the field next to the button with the phone icon, then press the phone button to connect. 16) As the meeting attendees Call the host of the meeting, the host will hear a ringing sound and will be prompted to accept or reject the person trying to join the meeting. a. If the Host is not properly identified, calls will be routed to another participant (not the Host). The other person must answer the call, and then the caller will be joined into the meeting. 17) After an attendee joins the meeting the host should click the Share Program button in the bottom left of the NetMeeting Window to give attendees access to the program(s) of interest. 12
18) The following window will open with sharing options. 13
Select the item(s) you want the meeting attendees to be able to view and click the Share button. Sharing your Desktop will allow users to see your desktop and all items that are open on it. 19) To disconnect from a meeting, click the button with the graphic showing a phone handset moving downward. NetMeeting has many features that are not covered in this document. Please refer to the Help documents for more information. 14
APPENDIX B AT&T WEB MEETING ADVANTAGES/DISADVANTAGES SUMMARY This application shares computer screens and documents in a similar way to NetMeeting. One participant is designated as the Host, but others may also take control and share their screens as well. Rather than each computer call into a Host computer, all participants call into a web-based application. Users do not have to be on the alert to answer calls via their computer. This also allows Web Meeting to handle more users. AT&T Web Meeting has a survey/polling function that NetMeeting does not have. This may be good for training, e.g., when a quiz is administered. Each division has an account number for AT&T Web Meeting (it should be the same as each division s AT&T Voice Conferencing account). The system will not allow multiple meetings using the same account number at the same time; you will need to reserve the account number for your meeting. AT&T Web Meeting is more expensive than NetMeeting. There is a.15 cents per minute per endpoint charge in addition to any phone charges. There is no option to perform the audio functions through the computer. Summary: Web Meeting is more expensive than NetMeeting, but is better for a large group of desktops and in situations where you would like the tool to capture certain information during the course of the meeting. AT&T WEB MEETING INSTRUCTIONS 1) Start Web Meeting as an attendee or a host. Prior to the meeting, you may want to practice the steps below to ensure your connection is working. a. Go to: https://www.webmeeting.att.com b. On the AT&T Teleconference Services page, in the Meeting Number field, type in the 10-digit meeting number given to you by the Host of your meeting. c. Enter the Code given to you by the Host. d. Enter your email address. e. Enter your full name (your name will appear in the participant list inside the meeting). f. Click Submit. 15
2) You will then see the following screen: 3) If you are a Participant, click the Participant button. a. The One moment please page displays, then the Meeting Manager window displays. 16
b. After the Meeting Manager has prepared you will enter into the meeting room. c. If the Host has not yet arrived, you will receive a notice. Click OK. d. As a participant, this is the screen you will initially see until the Host connects and begins to share documents. 17
4) If you chose to login as a Host, you will be prompted for a Host password. The host password is the same as the host password for the Voice conferencing line. a. As a Host, this is the screen you will initially see. From here, you can choose to Share Documents, Applications, your Desktop, and manage Participants. b. To share your Desktop, simply click Share Your Desktop from the main screen. The other participants will be able to see what is displayed on your computer. 18
5) For more detailed help and training, connect to the following links: a. On-line Help documentation: https://attwm.webex.com/docs/t25latt/custdocs/attwm/mc0705latt/en_us/help/ss/host/wwhelp/wwhi mpl/js/html/wwhelp.htm b. Short online training from AT&T: http://attwebtrain.123attend.com/ Password: webtrain Login id: your email (e.g. williamsl16@michigan.gov) c. Training from Webex: WebEx University 19