Tools@WORK Web Meeting User Guide
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
Chapter 1 Manage your Meeting
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 1 2 3 4
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 email addresses 4. Click 5
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
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
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 email automatically 8
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 email automatically 9
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 email addresses 5. Click 10
Chapter 2 Start your Meeting
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
Section 2 Join meeting as a guest Join meeting as a guest You guests can join a meeting via: 1. Email invitation, or 2. http://meeting.biznetvigator.com/joinmeeting/ 13
Chapter 3 In a Meeting
Section 1 Web Meeting Basics Tools Get to know the interface 1. Video Conference 1 2 3 8 2. Audio Conference 3. Share Desktop 4 Windows 4. Users 5. Listeners 6. Presentations 5 7. Webcam 8. Chat 6 7 15
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
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
Section 4 Whiteboard You can use the Whiteboard tools to annotate: Pen Square Circle Delete Undo Line Colour Line Weight 18
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
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
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
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
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
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