Instructions for Fuze Web Conferencing Recommended Hardware, Software and Settings...2 Hardware... 2 Software... 2 Video Settings... 2 Audio Settings... 2 Content Settings... 2 Creating a Fuze Account...3 Attending a Fuze Meeting...4 Using Fuze s Web Conferencing Features...5 Enabling or Disabling Your Computer s Camera... 5 Enabling or Disabling Your Computer s AudioCamera... 5 Muting Your Voice... 5 Audio and Video Settings... 5 Sharing Files... 6 Using the Whiteboard and the Notepad... 7 Sharing Your Screen... 7 Sharing an Application... 8 Inviting Others to Attend a Meeting During a Meeting... 9 Muting All Attendee s Voices... 10 Muting One Attendee s Voice... 10 Promoting an Attendee to a Presenter... 10 Chatting... 11 Recording Your Conference... 11 Raising Your Flag... 12 Getting Help with Fuze... 12 Exiting a Web Conference... 12 Disconnecting an Attendee... 13 Hosting an Instant Meeting... 13 Scheduling a Future Meeting... 14 Starting, Editing and Deleting Scheduled Meetings... 15 Scheduling a Webinar... 16 Troubleshooting... 18 Fall 2014 Dianne Harrison Ferro Mesarch
Recommended Hardware, Software and Settings Hardware Before you host or attend a Fuze web conference, please make sure that you have a headset and a webcam. Fuze recommends the following models. Headsets Logitech h800 (wireless) Creative hs-1200 (wireless) Plantronics 435 Logitech h650e Logitech b530 Logitech h540 Logitech h340 Plantronics blackwire 700 series WebCams Logitech CC3000e ConferenceCam (ptz) Logitech c920-c enterprise webcam Creative 1080p HD webcam Microsoft lifecam HD Logitech c930e webcam Logitech inperson HD Software 1. You should download the latest Fuze client software (version 14.11.06001) in order to have the full Fuze functionality during your web conference. You can find the client download at https://www.fuze.com/download. 2. If you have any previous versions of Fuze installed on your computer, you should uninstall those before installing the latest client. 3. Make sure that you are attached to a wired, not a wireless, network. 4. Make sure that you close all other open applications and windows, except for the Fuze window. Video Settings 1. Accept the Auto video resolution 2. Sit 24 30 inches from your screen 3. Directly light your face Audio Settings 1. Use a headset for best results 2. Only have one audio device in a room Content Settings 1. Preload your content 2. Use screen share 3. Do not use animations Page 2
Creating a Fuze Account 1. Browse to https://www.fuze.com and click on the Login icon. 2. The Fuze Account Login page will open. 3. As a member of the Georgetown Law community, you already have a Fuze account waiting for you. 4. Make sure that Use my Fuze Login appears in the Select your login type field. 5. Enter your LawMail address in the Email Address field. 6. Enter your Georgetown University password in the Password field. 7. Click on the Login icon. 8. The Fuze Enterprise page will open, indicating that your account is now active. Page 3
Attending a Fuze Meeting 1. Open the email invitation that you received and click on the meeting link. 2. The Fuze Client will open (this may take a few minutes) and a Preferences dialog will appear. 3. Click on the Join Meeting button. 4. The meeting window will open and you will be part of the web conference. Page 4
Using Fuze s Web Conferencing Features You can access most of Fuze s web conferencing features by clicking on the icons that surround the Fuze Meeting screen. The icons located at the bottom of the Meeting screen are explained below. Enabling or Disabling Your Computer s Camera Click on the Camera icon to disable your computer s camera. The icon is a toggle, so you will need to click on it again to enable the camera. Enabling or Disabling Your Computer s AudioCamera Click on the Audio icon to disable your computer s audio. The icon is a toggle, so you will need to click on it again to enable the audio. Muting Your Voice Click on the Mute icon to mute your voice. The icon is a toggle, so you will need to click on it again to unmute your voice. Audio and Video Settings 1. Click on the Audio and Video Settings icon to display the Settings dialog 2. Click on the Test Speaker icon to make sure that your headset is working. 3. If you have any problems with your headset, make sure that a. The volume is all the way up and b. Your devices are displayed in the Use Computer Audio section. 4. Click on the Done button to close the Settings dialog. Page 5
Sharing Files 1. Click on the Share Content icon to display the Meeting Content dialog. 2. To add a file, drag it into the Drag & Drop Files section. You can also click on the Add Files icon and browse to the desired file. The uploading of your files may take a few minutes. 3. Once your files are uploaded, they will appear to the right of the Notepad icon. 4. Click on the file s icon to open it. All of your attendees will be able to see the opened file. 5. To close the file, click on the Share Content icon and then click on the Stop Sharing button. Page 6
Using the Whiteboard and the Notepad 1. Click on the Share Content icon to display the Meeting Content dialog. 1. Click on the Whiteboard icon to display the Virtual Whiteboard. 2. All of your attendees will be able to see the Virtual Whiteboard and your mark-ups, but only you will be able to use the Annotation toolbar to mark on the whiteboard. 3. Click on the Notepad icon to display the Virtual Notepad. 4. All of your attendees will be able to see the Virtual Notepad and your text, but only you will be able to type on the notepad. Sharing Your Screen 1. Click on the Share Content icon to display the Meeting Content dialog. 2. Click on the Share Screen icon. 3. A green message bar will appear at the top of your screen, indicating that your desktop is being shared. 4. Click on the Stop Sharing icon (the red square to the right of the shared screen message bar) to stop sharing your screen. Page 7
Sharing an Application 1. Click on the Share Content icon to display the Meeting Content dialog. 2. Click on the Share App icon. 3. A More Content dialog will appear, listing your computer s open applications. 4. Click on the icon that represents the application that you want to share. 5. The application will open and a green message bar will appear at the top of your screen, indicating that the application is being shared. 6. Click on the Stop Sharing icon (the red square to the right of the shared application message bar) to stop sharing the application. Page 8
Inviting Others to Attend a Meeting During a Meeting 1. Click on the Invite Participants icon to display the Invite dialog. 2. Type your attendee s email addresses (one at a time) in the Invite field. 3. Various entries for that person will appear below the Invite field. 4. Choose the correct entry. 5. An information screen will appear. 6. Click on the Email button to send an invitation to that person. 7. Click on the back arrows in the upper left-hand corner of the information screen to invite the next participant. Note: To invite more than one attendee easily, click on the Copy Meeting URL link, located at the bottom of the Invite dialog. Paste the URL into an email and send it to as many people as you would like. Note 2: A message will appear on the top of your meeting window when an attendee accepts your invitation. Once they have joined, their names will be listed in the upper right-hand corner of the meeting window Page 9
Muting All Attendee s Voices 1. Click on the Participant Options icon, to display a pop-up menu. 2. Click on the Mute All option to all attendee s voices. 3. This icon is a toggle, so you will need to click on it again to unmute all attendee s voices. Muting One Attendee s Voice 1. Hold your cursor over the attendee s image. 2. Three icons will appear. 3. Click on the Mute icon. 4. The attendee s voice will be muted, so that no one can hear him or her. The attendee will still be able to hear you, though. Promoting an Attendee to a Presenter 1. Hold your cursor over the attendee s image. 2. Three icons will appear. 3. Click on the Promote icon. 4. The attendee will have presenter rights, and be able to share his or her content and desktop. 5. The Promote icon is a toggle and will change to Demote after being used. 6. Click on the Demote icon to remove the attendee s presenter rights. Page 10
Chatting 1. Click on the Send Group or Individual Chat icon to display the Chat screen. 2. Type what you want to say in the Chat to Group field and press the Enter key on your keyboard. 3. Your statement will appear in the Group Chat field, for everyone to read. 4. To chat with one attendee at a time, click on the plus sign to the left of an attendee s name. 5. This time, when you type in the Chat to Group field and press the Enter key on your keyboard, only that attendee will be able to see your statement. 6. Click on the Dismiss Chat Panel icon (the toggle of the Send Group or Individual Chat icon) to end the chat. Recording Your Conference Click on the Record Your Meeting icon to record your meeting. The icon is a toggle, so you will click on it again to stop recording your meeting. Page 11
Raising Your Flag Raising your flag is like raising your hand. It calls attention to you. 1. Click on the Flag icon located at the top of the screen. 2. A dropdown menu will appear. 3. Choose the Raise Flag option to get the attention of the person hosting the meeting. 4. A message will appear at the top of the Fuze screen that you have raised your flag. 5. Choose the Lower All Flags option to remove the flag messages from the top of the screen. Getting Help with Fuze Click on the Get Help or Report an Issue icon located at the top of the screen to display a dropdown menu. 1. Clicking on the View Quick Guide option opens a Fuze tutorial webpage. 2. Clicking on the Help/FAQ option opens a Fuze help webpage. 3. Clicking on the About Fuze option displays the version of Fuze that you have installed on your computer. 4. Clicking on the Send Feedback option opens a Contact Fuze Support window that you can use to send feedback or report problems. 5. Clicking on the Fuze Status option opens a Fuze Status window, from where you can monitor your Internet connectivity. 6. Law Center community members can call the Fuze support line at 800-844-4118; international callers should dial 415-692-4800. Exiting a Web Conference 1. Click on the Exit Meeting icon located at the top of the screen to display a dropdown menu. 2. If you are a participant, choose the Exit Meeting option. 3. If you are the meeting s organizer, choose the End Meeting for All option. Page 12
Disconnecting an Attendee 1. Hold your cursor over the attendee s initials/name that appear in the meeting screen. 2. Click on the X that appears to the left of the person s name. 3. A Remove from Meeting dialog will appear. 4. Click on the Yes button. 5. The attendee will be disconnected from the meeting. Hosting an Instant Meeting 1. Open the downloaded Fuze client, logging in with your LawMail address and your Georgetown University password. 2. The Meeting page will open. 3. Click on the Instant Meeting button, located at the bottom of the screen. 4. The Instant Meeting window will open, displaying your image on screen. 5. Click on the Invite Participants icon to invite attendees one-by-one or to email the meeting s URL to multiple people. (Detailed instructions are on Page 9). Page 13
Scheduling a Future Meeting 1. Open the downloaded Fuze client, logging in with your LawMail address and your Georgetown University password. 2. The Meeting page will open. 3. Click on the Schedule Meeting button, located at the bottom of the screen. 4. The Schedule Meeting window will open. 5. Type the name of your web conference in the Title field. 6. Select the date and time of your web conference in the Start and End fields. 7. Enter the attendee s email addresses in the Invitees field. Each email address must be followed by a comma. 8. Add any additional information in the Agenda field. 9. Select the type of web conference you will be holding in the by clicking on the dropdown arrow to the right of the Options field. There are three choices: a. An Open Meeting means that anyone you have invited can start the meeting and act as a presenter. b. A Private Meeting can only be started by you (the organizer) and everyone else will be listed as an attendee. c. A Webinar means that attendees cannot see each other (no video) and can only chat with the host. 10. Enable any other fields below the Meeting Options field, as desired. 11. Click on the Send button. Note: If you want to record the web conference, enable the Record this Meeting field. Note 2: The Law Center does not support the Allow toll-free number in invitation or the Allow international dial-in number in invitation features, so you should not enable those fields. Page 14
Starting, Editing and Deleting Scheduled Meetings 1. The Meetings page lists all of your scheduled web conferences. 2. When you are ready to begin a web conference, click on the Start button, located to the right of the web conference s name. 3. You can click on the meeting s name to edit it, add content, copy it and even start it. 4. Click on the Edit Meeting icon to delete the meeting. Note: While you cannot setup a weekly email reminder within Fuze, there are some other options: The meeting s URL is re-useable; so, you can let attendees know that the same URL will be used each week; You can click on the Edit Meeting button and send another email as a reminder; You can send an email to all attendees from your email account, listing the web conference s URL; and/or You can create a recurring appointment within Outlook that contains the web conference s meeting number. A meeting reminder will pop-up for everyone who accepts the invitation. The participants can then open the appointment and click on the web conference s URL. Page 15
Scheduling a Webinar 1. Browse to https://www.fuze.com. 2. Login with your LawMail address and your Georgetown University password. 3. The Fuze Enterprise page will open. 4. Click on the Schedule Webinar icon, located in the upper right-hand corner of the screen. 5. The Schedule Webinar dialog will appear. 6. Complete the fields and click on the Next button. 7. The Add Presenters dialog will appear. 8. You can add just yourself or include more presenters. 9. You must click on the Add button after inputting each presenter s information. 10. When you are done adding presenters, click on the Next button. Page 16
11. The Attendee Registration dialog will appear. 12. Enable the desired fields and click on the Next button. 13. A Review Webinar dialog will appear. 14. After confirming that all of the information is correct, click on the Publish Webinar button. 15. A confirmation that your webinar has been published will appear on the screen. 16. You will also receive an email that you can forward to your attendees. Presenters will receive an automatic email invitation. Page 17
Troubleshooting If you hear an echo 1. Use a headset. 2. Turn down the volume slightly. 3. Remind participants to keep speakers and microphones at a distance. If you hear feedback 1. Mute all lines. 2. Disconnect any extraneous microphones and speakers that are either connected to your computer or within the same room. If the audio is choppy 1. Use a wired network connection. 2. Close all other open applications and windows. 3. Disconnect and reconnect the audio by clicking on the Audio icon. 4. Change your audio source from Internet Audio to Dial-in by following the below instructions. a. Click on the Audio icon to disconnect your audio. b. Click on the Audio and Video Settings icon to display the Settings dialog. c. Click on the Switch to Phone link. Page 18
d. Both the web conference s phone and meeting number will be displayed. e. Dial the number displayed in the Toll # field to call into the web conference. f. Enter the number displayed in the Meeting # field to join the web conference. g. You will still have video through your computer, but will use your phone for audio. If you cannot hear a guest 1. Have your guest check his or her device for mute settings. 2. Have your guest open the Settings dialog and check his or her hardware selections. 3. Have your guest verify the dial-in number that he or she used to connect, if they did so via telephone. If your guest cannot hear you 1. Check your device to make sure that it is unmuted. 2. Check your hardware selections in the Settings dialog. If you get disconnected 1. Make sure that you are using a wired network. 2. Open the email invitation that you received and click on the meeting link. Page 19