REDBACK CONFERENCING COMPREHENSIVE USER GUIDE AUDIO & WEB CONFERENCING Version 2.26 1
Table of Contents Moderator Teleconference Touch Tone Commands... 3 Web Conferencing Moderator User Guide.. 4 Moderator Toolbar 5 Moderator Attendee Options... 7 How to Screen Share 8 Sharing your screen using the Java Client. 9 Sharing your screen using the Windows Client. 11 How to Share a Whiteboard.. 13 How to Upload Library Content 15 How to Share Library Content.. 18 How to Add Polling Questions. 19 How to View and Share Polling Questions.. 21 How to Launch Webcams 23 2
PRESS *0 Operator Assistance Moderator Teleconference Touch Tone Commands Entering this command will prompt Customer Service to enter your call. *1 Moderator Dial Out This command allows you to temporarily leave the teleconference so that you can bring in an additional participant. After entering *1, you will be prompted to enter your participant pass code followed by the # key. Once this is validated, you will then be prompted to enter the participant s phone number. Our system will dial out to the person. Press #2: To return to the conference with the person that you dialled out to. Press #3: To return to the conference alone. *4 Teleconference Recording Entering this command starts a recording of your teleconference. A pre recorded announcement is then played into the teleconference so that all participants are aware the call is being recorded. To end the recording either end the conference or press 4 for a second time. Once your conference call ends you will receive an email from our Customer Support Team which will contain instructions on how to listen to your recording. *5 Presenter Mode This command mutes all Participants lines. They will be able to hear your voice but not be able to speak. Pressing *5 a second time opens their lines so that they are free to speak and be heard whenever they wish. *6 Individual Line Mute This command mutes your own individual line. Entering it a second time opens your line up again. *7 Conference Security This command locks the Teleconference to additional Participants. Entering the command a second time turns this feature off. *8 Automated Participant Count This command allows you to hear the number of Participants that are currently on the line. *91 Add Reference Number/Billing Code This command allows you to add a numerical reference code to the call. Our Call Detail Records will then report all expenditures associated with that code. Redback Recommends: Using *5 for larger calls Teleconferencing with more than 3 10 people can sometimes introduce a lot of background noise! Use *5 to mute and un-mute your participant lines!
Web Conferencing Moderator User Guide Inviting Participants 1) Provide your participants with the date and time of your meeting 2) Provide participants with your Participant Pass code and Web Conference URL How to join a Web Conference 1) On the day & time of your meeting, visit the Web Conferencing URL 2) Select the Join a Web Conference button 3) Moderators choose the meeting role I am a Moderator, enter the Moderator Pass code then select Join the Web Conference Participants choose the meeting role I am a Participant, enter the Participant Pass code then select Join the Web Conference. 4) As you join the Web Conference you will be asked to enter your name. If you enter again at a later date from the same computer, it will remember your name. Moderator s View of the Web Conference screen and Icons The view below is the standard Web Conferencing Entry Lobby before the Moderator has launched any content. The icons across the top of the screen are visible only to the Moderator. And the 3 vertical boxes along the right side of the screen contain Moderator information, Attendee information and a text message window. Web Conferencing Tools The Moderator/Host has numerous Web Conferencing tools available to use during a Web Conference, these tools run across the top of the Web Conferencing window. 4
Moderator Toolbar Desktop - This enables you to share your computers desktop with your Participant(s). Presenter Client This enables you to choose/change your desired Presenter Client Windows or Java My Library - This enables you to share your Library contents with your Participant(s). All Flash based documents uploaded here are stored on the Redback server. Public Library - If your organisation operates off a branded site you can have Redback Support upload files into the Public Library for all moderators to access. Library Manager Manage your library by uploading, editing and deleting flash based files Whiteboard - This icon shares the Whiteboard with your Participant(s). Send Screenshot - This icon will take a screen shot of your web conference and it will automatically send a.jpg image to all Participant(s) that they can then download. You are able to take a screen shot at any time. Send File - You are able to send files from your desktop to all attendees. A URL for the sent file will appear in the Messages window. A participant can click on the URL to download it during a meeting. The file is removed from the server once the meeting is ended. Import Presentation - If you do not have your library set up you have the option to share a presentation from within your web conference. Polling - Create, receive and share live feedback from your audience during your web conference Select this icon to set your Emoticon. Choose from a list of visual images that when selected will be put beside your name in the attendee list. This Icon is available to both the Moderator and the Participant. 5
Invite Participants - Select this icon to bring a Participant(s) directly into your meeting. They will be emailed a link that bypasses the login process and brings them directly into your meeting. Webcam Select this option to view a list of attendees with active webcams Lock Meeting Select this option to ensure no other attendees enter your web conference Restart Meeting Select this option to restart your meeting. Stop Meeting Select this option to close the meeting and send attendees to an exit page Screen Size - This icon enables you to change the size of the viewing screen. Select Auto Size for optimal results. Full Screen Toggle Button This icon allows you to toggle in and out of full screen mode. (The Participant s screen size will change with the Moderators) Participants will have a similar Icon that allows them to adjust their own personal view. Redback Recommends: Always ending your web conference As a moderator click on 6 the more icon then stop meeting to end it for all participants!
Moderator Attendee Options The Moderator/Host has five attendee options available to use during a Web Conference. These options run across the bottom of the attendee box. (As seen below) Select this icon to allow Participants drawing rights while using Whiteboard Select this icon to allow Participants co-presenting rights Select this icon to launch Webcams. You can add up to 12 Webcams into your Web Conference at any time. Select this icon to activate microphones VOIP users only Select this icon to remove Participants from the Web Conference and to hide emoticon 7
How to Screen Share In this mode you are sharing your computers desktop with your Participants. Click on the Share menu followed by the Desktop option A new window will appear (See below) giving you two share screen options: Java Client (for Mac & Linux users) Windows Client Redback Recommends: Seamless Screen Sharing - Make sure that you only have the files and programs that you want to share running 8 on your computer when screen sharing. It will speed it up and avoid confusion!
Sharing your screen using the Java Client 1. Select the Java Client and then click on OK 2. Customise your screen sharing settings and then click on OK. For optimal results, select Entire Screen and High. 3. Open the VPresent window by clicking on OK 4. Open the document or application you wish to share with your Participants. Your Participants will be able to view all that appears within the red box. 9
5. Advise your Participants they can toggle their view in and out of full screen mode using the toggle icon Java Client Share Screen Toolbar Once screen sharing begins, this toolbar will appear on the top left corner of your screen. Please see below for a detailed explanation. Pause/Play Icon Selecting this Icon will allow you to Pause your Screen Sharing session or resume Play if it has already been paused. Pointer Icon Select this Icon if you want to use a Marker or Pointer to draw the audience s attention to something on your screen. 10
Status Icon The Status Icon provides a visual indication of the status of your Screen Sharing session. End Sharing Screen Application Icon Select this Icon to end your Screen Sharing session. Sharing your screen using the Windows Client 1. Select the Windows Client and then click on OK 2. The first time you use the Windows Client you need to download and install presenter client software called VPresent. 3. After you have VPresent installed the next time you click on the Share Screen icon you just press OK to start sharing. 4. Once you open up the Share Screen application, a 2nd tool bar appears on the upper left corner of your page. Important Note: You must adjust the attendee view size when you first start sharing see below Adjusting the size of the viewing window for the Participants Participants can manually resize their viewing window or you can adjust the size for all. Simply select Attendee View Size found on the drop down in your Moderator tool bar. In addition, by selecting Auto Size you can ensure that regardless of the dimensions or screen resolutions, you can force your entire image into the Participant View Screen. Selecting Full Screen gives the Participants a full screen view of your material. NOTE: It is recommend setting the Attendee View Size to Auto size or Full Screen 11
Windows Client Share Screen Toolbar Once screen sharing begins, this toolbar will appear on the top left corner of your screen. Please see below for a detailed explanation. Main Menu Icon Selecting the Main Menu icon allows you to access a number of Screen Sharing tools. Change Sharing Window Icon Selecting this Icon allows you to change the size of your sharing window that is being shared with your participants. You can use this Icon to select which application you wish to share with your Participants. Pointer Icon Select this Icon if you want to use a Marker or Pointer to draw the audience s attention to something on your screen. 12
Annotation Icon This Icon allows you to make real time notes and mark up the screen that is being shown to your Participants. Pause/Play Icon Selecting this Icon will allow you to Pause your Screen Sharing session or resume Play if it has already been paused. Status Icon The Status Icon provides a visual indication of the status of your Screen Sharing session. End Sharing Screen Application Icon Select this Icon to end your Screen Sharing session. How to Share a Whiteboard Moderators set the permission levels enabling participants to draw or write on the Whiteboard. Entries are colour coded to identify authors. Multiple Whiteboards can be created during a session and the Moderator may scroll between the various Whiteboards. 1. Click the Share menu followed by the Whiteboard option 13
2. Use the following tools to draw on your whiteboard Redback Recommends: Mixing it up Use the whiteboard to encourage interactivity 14 at various intervals. Its fun, easy and a guaranteed ice breaker!
See below for an example of a whiteboard How to Upload Library Content As a moderator, you have access to your own personal library. Here you can upload any flash based file and access it from within your web conference. If your organisation operates off a branded site you can have Redback Support upload files into the Public Library for all moderators to access. 15
1. Click the Share menu followed by the Library Manager option 3. The following page will then appear which will allow you add, delete and edit your library. 16
4. Select the folder you wish to add your file to. For example, if you are uploading a PowerPoint Presentation, select Presentations. 5. Click on the desired uploading method to browse your documents and then select Upload Redback Recommends: Preparation!! Upload all required documents before your web conference so you can jump right into the 17 exciting stuff!
How to Share Library Content 1. Click the Share menu followed by the My Library option 2. Select the file you wish to launch from the My Library view 18
3. Select Auto Size from the Screen Size Icon 4. Use the icons to advance slides or close library Advance Slides Close Library How to Add Polling Questions Create, receive and share live feedback from your audience during your web conference with our polling feature. Simply present a poll to allow the audience to feed their answers to you and then share the response in real time with the audience. 1. Click on the Share menu followed the Polling option 19
2. Select Add a Question 3. Type the question you wish to ask your attendees, select the type, enter up to five answers and then submit 20
How to View and Share Polling Questions 1. Click on the Share menu followed the Polling option 2. Select Show Questions 21
3. Select your question and then instruct your participants to select an answer Participants View 4. Once you receive 100% of responses, close the poll and then click on Share Results Redback Recommends: Using polling for 22 quizzes All polling results can be downloaded once your conference is over. Create on the fly quizzes and collect the results when you like!
5. Your participants will then be able to view the results of the poll 6. Once you stop your meeting you will be directed to a page where you can download extensive reports on the polls conducted How to Launch Webcams 1. Select the participants name in the attendee list who you wish to launch their webcam. 2. Click on the Webcam icon at the bottom of the attendee list 23
3. A box will appear on the Participant s screen asking them to share their webcam (as seen below). If they accept the invitation, their webcam will appear on everyone s screen. 4. Use the icons to start, stop and control the camera. Start Camera Video Camera Stop Camera Redback Recommends: Testing! For important calls make sure your participants have tested their webcams beforehand. It s also a good 24 idea to let people they may be required on webcam before they join the conference!
5. As a moderator you can resize, minimise, move, and maximise the Webcam windows. Select minimise to view all the webcams in the side panel. Minimise & Maximise 25
About Redback Conferencing From head offices in Sydney, Redback Conferencing is Australasia s leading conferencing provider. We deploy the latest Teleconferencing, Web Conferencing, Videoconferencing and Webcasting technologies to deliver an unmatched level of sophistication and ease of use. Our fully supported collaboration solutions provide a leaner and greener alternative to business travel, allowing organisations to connect with anyone, anywhere in the world and in real time. Whether its daily conference calls or large, global, professionally managed online events, we have you covered. Contact Us: Toll Free: 1800 733 416 Within Australia: (02) 8014 5150 Within New Zealand: 0800 231 717 Within North America: 1800 817 0574 International: + 61 2 9037 0330 26