Inter-Tel Web Conferencing and Remote Support. User Guide

Inter-Tel Web Conferencing and Remote Support User Guide

NOTICE This Inter-Tel Web Conferencing and Remote Support User Guide is released by Inter-Tel, Inc. and provides information necessary to use Web Conferencing and Remote Support. The contents of this user guide, which reflect current Inter-Tel standards, are subject to revision or change without notice. Some features or applications mentioned may require a future release and are not available in the initial release. Future product features and applications are subject to availability and cost. Some features or applications may require additional hardware and/or specific software. Software packages released after the publication of this guide will be documented in addenda to the guide or succeeding issues of the guide. For sales, service, or technical support, contact your local authorized Inter-Tel provider. If you have any questions or comments regarding this guide or other technical documentation, contact Inter-Tel s Technical Publications Department at: Tech_Pubs@inter-tel.com. All products and services mentioned in this publication are the trademarks, service marks, registered marks, or registered service marks of their respective owners. Inter-Tel is a registered trademark of Inter-Tel, Incorporated. MS-DOS and Microsoft Windows are registered trademarks of Microsoft Corporation. Inter-Tel, Inc. March 2006 printed in US

Table of Contents CONTENTS PAGE Introduction to Web Conferencing and Remote Support Changes and New Features.................................................. 2 Hardware and Software Requirements........................................ 5 Using the Interface......................................................... 6 Logon................................................................ 6 Test Browser........................................................... 7 My Office............................................................. 9 Edit My Profile.................................................... 10 My Reports....................................................... 11 Public Area........................................................... 12 Public Recordings.................................................. 13 Public Documents.................................................. 13 Installing Inter-Tel Toolbar Plug-ins.................................... 14 Using Inter-Tel Toolbar Plug-ins...................................... 16 Using the Microsoft Outlook Conferencing Form........................ 18 Web Conferencing Meeting Basics........................................................... 24 Joining a Public Web Conferencing Meeting................................. 24 Using the Client Console............................................. 25 Creating a Meeting as a Host............................................. 26 Meeting Details.................................................... 26 Canceling a Meeting...................................................... 29 Meeting Security...................................................... 30 Introduction to the Web Conferencing Host Console............................ 30 Host Controls......................................................... 32 Keyboard Chat........................................................ 32 Attendee List......................................................... 33 Host Controls......................................................... 34 Using the Viewport................................................. 34 Transparency Tools................................................. 36 Using Application Sharing........................................... 38 Using Co-Browse.................................................. 39 Using Record/Playback.............................................. 40 Using File Broadcast................................................ 41 Using Broadcast Video.............................................. 42 Giving Desktop or Application Control to an Attendee..................... 43 Giving Meeting Control to an Attendee................................. 44 Page v

CONTENTS PAGE Document Management................................................... 46 User Polling............................................................. 47 Remote Support Launching a Session as an Agent............................................ 50 Web Agent Console....................................................... 52 Show Desktop......................................................... 53 Broadcast Video....................................................... 56 Co-Browse........................................................... 57 Remote Features....................................................... 58 Launching a Session as a Customer.......................................... 60 The Remote Support Client Console......................................... 62 FAQ/Troubleshooting Configuring Internet Explorer.............................................. 63 Setting the Temp Directory Location......................................... 65 Other Browser Issues..................................................... 66 Remote Support FAQ..................................................... 66 Web Conferencing FAQ................................................... 69 Web Conferencing Leader s Quick Reference Accessing Web Conferencing......................................... 73 To Attend an Event:................................................ 73 To Create an Event:................................................. 73 Best Practices, Tips and Tricks........................................ 73 Leader Controls During the Event..................................... 74 Interaction with Participants.......................................... 74 Viewport (Desktop Sharing) Buttons................................... 74 Page vi

Introduction to Web Conferencing and Remote Support User Guide Introduction to Web Conferencing and Remote Support Inter-Tel Web Conferencing/Remote Support provides real-time communications and remote control software to enable instantaneous, platform-independent, browser-to-browser Web conferencing and help desk support solutions. The family of products includes Web Conferencing, a Web-based, real-time conferencing and collaboration software tool and Remote Support, a real-time server software tool that provides support professionals with an efficient way to manage and resolve online PC support requirements. Welcome to your Web Conferencing/Remote Support Server where you can access tools such as Web Conferencing and Remote Support. Web Conferencing is a solution that allows you to have large or small, public or private online meetings where you can interact with meeting attendees through features such as: desktop presentations and application sharing, video conferencing, user polling, keyboard chat, document management, co-browse, file transfer, and record playback Remote Support is a Web help desk tool that makes it easier for your clients to contact available customer service, sales, and support personnel. Remote Support provides tools such as desktop presentations, application sharing, remote control, system information, system recovery, and video conferencing to help you assist customers and clients. Web Conferencing and Remote Support are separate products that can be installed and accessed through the same Web server. Page 1

Introduction to Web Conferencing and Remote Support If you have a Web Conferencing/Remote Support ID and password, click LOGON to access your Web Conferencing/Remote Support office where you have additional options. Without a Web Conferencing/Remote Support ID and password, you can access Public Web Conferencing meetings, documents or recordings through the Public Area. Prior to connecting to a meeting, click TEST BROWSER, which will run a system test that checks your browser configuration to ensure you have everything needed to successfully connect to a Web Conferencing meeting or Remote Support session. At the bottom of the menu area, you will find the current date and time and the version number of the Web Conferencing and Remote Support software that is running on the server. CHANGES AND NEW FEATURES This section defines the changes and new features for Inter-Tel Web Conferencing and Remote Support v4.5. Added Audio (Voice Chat) and AVI Player Voice Chat indicator: The voice chat icon located in the attendee list will appear green to all participants when someone is speaking. Added the Install Add-ons link to both the My Office and Public Area pages. From the Install Add-ons page, all available downloads can be accessed. Added Desktop Installable Client: This new feature allows you to install the control panels for Web Conferencing and Remote Support locally on the host or users computer. This new feature allows for faster and more stable connections. Outlook Form Template (OFT): Allows meetings to be created from within Outlook. Removed Address Book Import button and replaced it with: OFT (see above) Mailto: This function allows the host to use its local e-mail program as the mail client rather than using the Conferencing Server s e-mail program. Refer to Edit My Profile on page 10 for information on configuring this function. Added Two new tabs to the Public Area page for Remote Support. Agents: This tab displays all available agents Queue: This tab lists all queues. Both of these tabs are available without having to log on. To join a Remote Support session, click the Queue tab and select the appropriate queue. This method provides the quickest access to a session. Page 2 Changes and New Features

Introduction to Web Conferencing and Remote Support New Create Meeting Page The Create Meeting page now features a Meeting Details tab and an Options tab. The Details tab allows the host to add a meeting, name, description, start time, duration and a password. The Options tab allows the meeting host to add a file attachment, reference a teleconference number and password, and enter e-mail addresses for invitees. In addition, the Recurring Meeting option was added to the Options tab. Registration meetings: Allows the host to require users to pre-register for a public meeting. Recurring meetings: Allows you to create a series of meetings that occur on multiple days. For example, you can create a weekly meeting that occurs every Wednesday. A recurring meeting can be scheduled to end after a set number of occurrences, or a specific end date. Changes and New Features Page 3

Introduction to Web Conferencing and Remote Support Improved Office Page layout: Action items (Join, Edit, Unscheduled) are now at the beginning of the line. Also, the Join item is replaced with Register if the meeting host requires attendees to register. Added Invite link: An Invite action item has been placed on the Hosts office page next to the other meeting action items. When accessed, it loads the new Meeting Details page that allows the host to invite participants to a meeting. Keyboard Chat: Private messages now show the sender's name within double chevrons. Keyboard Chat activity indicator: The keyboard chat icon located in the attendee list will appear green to all participants when someone is typing. Added Join By Meeting Number link on the Office and Public Pages. Clicking this link allows you to join a Web Conferencing meeting by entering a meeting session number. Enhanced video conferencing: The Video Conferencing control by default, will not show through the viewport to the client viewer window. This alleviates confusion caused by the client seeing video through the viewer and through their own video conferencing control. Added a snapshot function to video conferencing. To take a snapshot, click the camera icon near the top of the video conferencing window. Added New Keystroke Function: Added Support for CTRL + a numeric key (0-9) combinations in remote control. Enhanced the Remote Support Reports: The reports will now display more descriptive information on how a call was answered, or why it was dropped. Added an option to hide calls that were unanswered. New buttons at the bottom of the Test Browser page TROUBLESHOOTING GUIDE: Clicking this button opens a guide that lists the most common problems along with the solutions to the problems, INSTALL ADD-ONS: Clicking this button opens a Web page that provides installs for the Inter-Tel Collaboration Client and other client add-ons. Installing the Inter- Tel Collaboration Client installs all necessary software such as Java and enables you to quickly join a meeting. In addition, as long as the Web Conferencing server is running, the client aids in helping you to pass the browser test. Page 4 Changes and New Features

Introduction to Web Conferencing and Remote Support HARDWARE AND SOFTWARE REQUIREMENTS Table 1. Web Conferencing Host and User Hardware and Software Requirements COMPONENT WEB CONFERENCING HOST WEB CONFERENCING USER Operating systems that can run a Web Conferencing Host or User session Windows 98, Windows ME, Windows 2000, Windows XP or Windows 2003 Windows 95, Windows 98, Windows ME, Windows 2000, Windows XP, or Windows 2003 Compatible browser Internet Explorer 5.5 or later, Mozilla, Firefox Internet Explorer 5.5 or later, Mozilla, Firefox MVM (Microsoft Java Virtual Machine) 5.x or later (preferred) OR, Sun Java 1.4 or later Connection Type Available at: http://www.linktivity.com/getjava.asp It is required for the Web Conferencing Host. 56 Kbps with 40 Kbps connectivity, broadband, DSL, cable, T1 or higher Available at: http://www.linktivity.com/ getjava.asp Java is strongly recommended for maximum features. 56 Kbps with 40 Kbps connectivity, broadband, DSL, cable, T1 or higher Table 2. Remote Support Hardware and Software Requirements COMPONENT Operating systems that can run a Remote Support Host or User session Compatible browser Microsoft Java Virtual Machine (MVM) 5.x or later (preferred) OR, Sun Java 1.4 or later Connection Type REMOTE SUPPORT Windows 95, Windows 98, Windows ME, Windows 2000, Windows XP, or Windows 2003 Internet Explorer 5.5 or later, Mozilla or Firefox Available at: http://www.linktivity.com/getjava.asp 56 Kbps with 40 Kbps connectivity, broadband, DSL, cable, T1 or higher Hardware and Software Requirements Page 5

Introduction to Web Conferencing and Remote Support USING THE INTERFACE LOGON The Logon window is where registered users enter their Web Conferencing/Remote Support ID and password to access the Collaboration Office page. To automatically load your password when you enter your ID to log on, select the Save Password check box. To remove your Save Password selection, click CLEAR PASSWORD. If you forget your password, click Forgot your ID or Password?. This opens a dialog box where you can request an ID and password reminder that will be sent to your e-mail address. To have your Web Conferencing/Remote Support ID and password e-mailed to you, enter your e-mail address, and then click RECOVER. NOTE: The e-mail address you enter must be the same e-mail address you entered for your ID. Page 6 Using the Interface

Introduction to Web Conferencing and Remote Support TEST BROWSER Prior to entering a Web Conferencing meeting or Remote Support session, a Test Browser automatically checks your machine to verify that you have everything you need to successfully join. After the test has been run, the test result page appears. If the test was successful, continue to your meeting. Test Browser Page 7

Introduction to Web Conferencing and Remote Support If the test is not successful, the test result page displays the problem that was found. Position the cursor over the error or warning shown at the left, and the Web Conferencing/Remote Support Server provides additional information and details to optimize your collaboration experience. To e-mail the test results to your system administrator, Web Conferencing/Remote Support Technical Support, or to yourself, click E-MAIL RESULTS. Click the TROUBLESHOOT button to open a Web page that list common connection problems and solutions. Click INSTALL ADD-ONS to open a Web page that offers the Inter-Tel Collaboration Client and other tools. Installing the Inter-Tel Collaboration Client pre-installs all required components for Web Conferencing and Remote Support sessions for optimal performance. Without the Inter-Tel Collaboration Client, attendees will need to pass a browser test prior to joining a session. Page 8 Test Browser

Introduction to Web Conferencing and Remote Support MY OFFICE After you log in to the Web Conferencing/Remote Support Server, you are presented with your Office page. Your office page lists all the Web Conferencing meetings on this server that you are authorized to attend, such as any Web Conferencing public meetings or private meetings that you have been invited to attend. You can view the schedule by day, week, month, or all. To return to your office at any time, click the MY OFFICE on the main menu. If you log in as an administrator or as superadmin, you will have access to the Administration Configuration pages; otherwise, the ADMINISTRATION button will not be displayed. Based upon which products are installed and your user privileges, the server will display the buttons for the Web Conferencing and/or Remote Support features. My Office Page 9

Introduction to Web Conferencing and Remote Support Edit My Profile The Edit User page allows you to change account information such as password, name, e-mail address, and other user information. Required fields are indicated in red, as shown below. There are two options for E-mail Delivery: Conferencing Server (default) and User s E-mail Client. Reasons to select the Conferencing Server option: If the user has only Web-based mail. For example, if the user does not have Microsoft Outlook, EUDORA or another e-mail program that will work with the Mailto function (Yahoo!, Gmail, etc. will not work with the Mailto function). The Mailto function operates by opening a new message window when you click on an e-mail address link. The e-mail address appears in the To field. If the user chooses to use the default meeting e-mail notification and prefers to allow the conferencing server to handle the e-mails. The User s Email Client option allows a user to choose to use their own e-mail server to send out Web Conferencing meeting notifications. If the user wants to use their own mail server rather than the Conferencing server, they need to verify whether their current mail server can use the Mailto function. To verify whether a mail server can use Mailto: 1. Go to www.inter-tel.com. 2. At the bottom of the page, click the Contact Us link. 3. On the Web page that appears, click any e-mail link. If a mail server client appears, then User s E-mail Client can be used. Otherwise, if a mail server client does not appear, then the Conferencing Server option is the only option that will work. NOTE: If your user ID profile was set up with User's Email Client selected instead of Conferencing Server (the mail client that was included with Web Conferencing), you will have to manually create and send meeting cancellation notices. If your account was set up to use the mail client that was included with Inter-Tel Web Conferencing Server, the Meeting Cancellation e- mail will automatically be sent. Page 10 Edit My Profile

Introduction to Web Conferencing and Remote Support My Reports The My Reports page allows you to run reports by the day, week, month or date ranges on Web Conferencing meetings and Remote Support sessions. Customer Statistics: Shows the Average Wait' time for a customer to be handled, before they send an e-mail, or before they abandon their request. Rep Statistics: Shows the average session length, number of sessions per day, and the queues for each agent or representative. Customer Activity: Shows the total number of inbound requests canceled, e-mailed, abandoned, and handled for the date or date range requested. Representative Activity: Shows the time available, time in sessions and total number of meetings for each agent or representative. Remote Support Inbound Request: Shows the name, e-mail, address, phone number, and question for customers requesting a Remote Support session. Unanswered Request: Shows the name, e-mail address, phone number and question for customers who did not enter into a Remote Support session. Session Activity: Shows the total number of meetings and participants for the requested date or date range. User Activity: Arranged by user, shows the meeting number, meeting name, start time, end time, duration and number of participants for the date or date range. Meeting Registrations: If you create a meeting that requires the participants to register, this report shows who has registered to attend your meeting(s). My Reports Page 11

Introduction to Web Conferencing and Remote Support PUBLIC AREA The Public Meetings page is where anyone who is given the Web address of your Web Conferencing/Remote Support Server can access shared documents, recordings, or public meetings. The Queue tab is present only if Remote Support is installed on the server machine. To change the current time zone or to have meetings appear with the time in your time zone, select your time zone from the drop-down menu. Other documents, recordings, and meetings that are not publicly shared can only be accessed after you are logged in or if a presenter grants access. The first time you click View Public Documents, the Web Conferencing/Remote Support Server runs a browser test to verify that you have everything you need to view the public documents To access a Web page where you can launch the Document Manager and read an explanation on how to use it, click View Public Documents. To access and play public recordings, click View Public Recordings. Click Install Add-ons to find and install the following tools: Inter-Tel Collaboration Client, Inter-Tel Collaboration Player, Inter-Tel Toolbar Plug-ins and the Microsoft Outlook Conferencing Form. Inter-Tel Collaboration Player - A stand-alone utility that enables Host and Attendees to asynchronously watch recorded Web Conferencing and Remote Support sessions without the requirement of a live internet connection (offline). Page 12 Public Area

Introduction to Web Conferencing and Remote Support Inter-Tel Collaboration Client - Host and Attendees should install the Inter-Tel Collaboration Client for optimal performance. Installing the Collaboration Client pre-installs all required components for Web Conferencing and Remote Support sessions. Without this, Attendees will need to pass a Browser Test prior to joining a session. Microsoft Outlook Conferencing Form - This is an Inter-Tel form that can be added to Microsoft Outlook. Once installed, this form allows the Host to create and schedule Web Conferencing meetings directly from the Microsoft Outlook Calendar. With this option, the Host can preview Attendee availability prior to sending invitations. Public Recordings The Public Recordings page lists all the posted recordings that are made available to the public. To play a recording, double-click the description line for the recording. Public Documents When you click View Public Documents, the Document Management page explains how to use the Document Manager. To access the Documents Manager, click LAUNCH DOCUMENT MANAGER. Document Manager allows you to transfer to, and retrieve files from, the Web Conferencing/ Remote Support server. In the left window, Document Manager shows your local drive and on the right side, the folder(s) and file(s) to which you have access. NOTE: Anyone who accesses Public Documents through the Public Area (without logging in) will have read-only access to documents. Public Recordings Page 13

Introduction to Web Conferencing and Remote Support To copy files to or from the Web Conferencing/Remote Support Server to your local drive, select the file or folder and then click or to move it to the chosen location. Installing Inter-Tel Toolbar Plug-ins Depending on the user type for your User ID, you can install Inter-Tel Toolbar Plug-ins to create shortcuts for Collaboration components, as shown in the table below. DESKTOP SHORTCUT CREATED ADMINISTRATOR USER TYPE USER QUEUE ADMIN QUEUE USER Collaboration Office yes yes yes yes Web Conferencing yes yes no no Remote Support yes no yes yes A User ID can be multiple user types (administrator, user, queue admin, and/or queue user). If any of the user types selected for the User ID allows a shortcut type, then the launcher installation creates the corresponding shortcut. For example, if a User ID s type is defined as user and queue user, shortcuts will be created for Collaboration Office and Web Conferencing. Start menu options are also installed for the shortcuts shown in the table above, plus a Settings menu option. See page 17 for details on using the Settings option. If you have CallViewer/Callview Pro installed on your computer, the installation also creates a user button on CallViewer/Callview Pro you can use to launch a Remote Support session. NOTE: You must be running a full license of CallViewer/Callview Pro (not Connection Assistant/Callview Go/Callview Express) to use the installed launcher button. Page 14 Installing Inter-Tel Toolbar Plug-ins

Introduction to Web Conferencing and Remote Support To install Inter-Tel Toolbar Plug-ins: 1. While on your office page, click the Install Add-ons link, as shown to the right. 2. While on the Install Add-ons page, click Inter-Tel Toolbar Plug-ins. 3. Click the INSTALL button. 4. At the Authenticity Verified screen, click Next. 5. At the Welcome screen, click Next. Installing Inter-Tel Toolbar Plug-ins Page 15

Introduction to Web Conferencing and Remote Support 6. If you accept the license terms, select I accept the terms of the license agreement and then click Next. If you do not accept the license terms, click Cancel to end the installation. 7. Choose a setup type from the following: Complete: Installs all launcher desktop shortcuts, and buttons to Microsoft Internet Explorer, Word, PowerPoint, Excel, Outlook, and CallViewer. Custom: Installs any or all of the following options: CallViewer Add-in: Adds a Remote Support launch button to the CallViewer/ Callview Pro. (See note about licensing on page 14.) Internet Explorer Add-in: Adds a launch button to Internet Explorer s toolbar. MS Office and Outlook Add-in: Adds a launch button to Word, PowerPoint, Excel, and Outlook. 8. Click Next. 9. Click Install to begin the installation or Cancel to exit without installing. 10. Click Finish. Using Inter-Tel Toolbar Plug-ins When you double-click a launcher, it opens a logon dialog box, as shown in the example below. To enter your user ID and password each time you use the launcher, type your User ID and Password (but do not select Save Password), and then click LOGON. To skip the logon screen each time you use the launcher, type your User ID and Password, select Save Password, and then click LOGON. To change the server setting, click the SETTINGS button, and then type the Server address, User ID, and Password, click SAVE, and then click LOGON. Page 16 Using Inter-Tel Toolbar Plug-ins

Introduction to Web Conferencing and Remote Support If you previously selected the Save Password option and later change your password using the Edit My Profile option on your Office page, you will need to update the shortcut using the following steps. To change your password on the Inter-Tel Toolbar Plug-in: 1. From the Start menu, select Programs - Inter-Tel Collaboration - Settings. The settings screen appears as shown below. 2. Check Clear Settings, and then click SAVE. The Logon screen appears. 3. Type your User ID and current Password, and then click LOGON. After you log on using the shortcut, the destination for each Inter-Tel Toolbar Plug-in or Start menu shortcut is as follows: Collaboration Office: Opens your office page. If you log on as the administrator or superadmin, you will have access to administration options. Web Conferencing: Opens a Web Conferencing host console, ready for you to invite meeting participants. The main Collaboration browser page does not open with this launcher. Remote Support: Opens a Remote Support console, ready for you to invite a participant or accept a queue request. The main Collaboration browser page does not open with this launcher. Settings (found on the Start menu): Allows you to update your user ID, password, or server setting for the shortcuts described above. Using Inter-Tel Toolbar Plug-ins Page 17

Introduction to Web Conferencing and Remote Support Using the Microsoft Outlook Conferencing Form To install the Microsoft Outlook Conferencing Form: 1. While in your office page, click the Install Add-ons link, as shown to the right. 2. While in the Install Add-ons page, click the Microsoft Outlook Conferencing Form icon. 3. Click the INSTALL button and follow the instructions. Before installing the Microsoft Outlook Conferencing Form, if you haven t installed any other forms, you will see two tabs. Once the Conferencing Form is installed you will see a Collaboration Integration tab. Before After To schedule a Web Conferencing meeting using the Microsoft Outlook Conferencing Form: 1. Click the Appointment tab. Select the Start time and End time before going on to the Collaboration Integration tab. All other fields are for notation in Outlook; you can fill them in but they are optional in creating a Web Conferencing meeting. Page 18 Using the Microsoft Outlook Conferencing Form

Introduction to Web Conferencing and Remote Support 2. Click the Collaboration Integration tab. Clicking Edit Server lets you change the Server and Portal. In most cases they won t need to be changed; however, if you are uncertain of the Portal then contact your Collaboration Server administrator. You can now enter meeting information such as Session Password, Teleconference Number, Teleconference Password and Description in either the Outlook fields on the top before you connect to the Collaboration Server, or in the Web Conferencing Meeting and Options tab pages as described in step 5. 3. Click the Connect button. 4. Enter the User ID and Password and click LOGON to log onto your Web Conferencing server. Using the Microsoft Outlook Conferencing Form Page 19

Introduction to Web Conferencing and Remote Support 5. The Create Meeting page appears with any information you may have entered during step 2. The only required field is the Meeting Name. In the example below, you see fewer options in the Create Meeting area since this information was already entered. This second example shows how the page appears if you had not entered the optional information as described in step 2. There are more options in the Create Meeting area since this information was not already entered. This additional information is optional. Click SCHEDULE to continue. NOTE: There are additional Web Conferencing options the Meeting Details and the Options tabbed pages. Refer to Meeting Basics on page 24 for more details on Web Conferencing meeting options Page 20 Using the Microsoft Outlook Conferencing Form

Introduction to Web Conferencing and Remote Support 6. Verify the meeting information. If correct, click the Create button to enter the meeting into the Web Conferencing database. 7. After you create the meeting you ll return to the Collaboration Integration page. Using the Microsoft Outlook Conferencing Form Page 21

Introduction to Web Conferencing and Remote Support 8. To see whether the Web Conferencing meeting was successfully created, click the Appointment tab to display meeting information. This is the same information that is sent in meeting invitations. 9. You can then invite people to your Web Conference using your Outlook calender. Refer to your Microsoft Outlook help for details on using Outlook. Page 22 Using the Microsoft Outlook Conferencing Form

Introduction to Web Conferencing and Remote Support 10. The Web Conferencing scheduled meeting appears in the Outlook calender. The title seen here is the optional Subject that you would have entered in step 1. Using the Microsoft Outlook Conferencing Form Page 23

Web Conferencing Web Conferencing MEETING BASICS JOINING A PUBLIC WEB CONFERENCING MEETING Registered Inter-Tel Web Conferencing users have the ability to create both public and private collaboration meetings. Non-registered users may join through the Web Conferencing/Remote Support Public Area. To connect to a current public Web Conferencing meeting, click PUBLIC AREA. After the Public Meetings page appears, click Join By Meeting Number or the meeting action (Join or Register) to enter the selected meeting. You will be prompted to enter a name to join the meeting. This is the name that will appear in the Attendee List. Page 24 Joining a Public Web Conferencing Meeting

Web Conferencing If this is your first time joining a Web Conferencing meeting, the Web Conferencing/Remote Support Server runs a browser test to ensure that your system is optimized for maximum meeting features. All Web Conferencing/Remote Support content is safe and distributed through Digital Certificates. When presented with the security screen, click Yes to run the browser test. When you pass the browser test, you will be permitted to enter the meeting. Using the Client Console The Client Console appears on the desktop for Web Conferencing users who successfully connect to a Web Conferencing meeting, as shown below. Click for Help Keyboard chat messages are displayed here Click to save keyboard chat to a local file Type keyboard chat messages here Check to send a private message to selected attendees. Attendee information appears here Click to send a No response Click to send a Yes response Click for a comment or question Using the Client Console Page 25

Web Conferencing If the client selected No when presented with the Security screen, the HTML client interface may look different. To undock the keyboard chat or attendee list dialog boxes from your client console, right-click in the white space and select Undock. Once undocked, the window can be resized by dragging a corner of the Keyboard Chat or Attendee List dialog box with your cursor. To put your Keyboard Chat or Attendee List window back into the client console, right-click in the white space and select Dock from the drop-down menu, or click on the control. CREATING A MEETING AS A HOST After you log in to the Web Conferencing/Remote Support server, you are presented with your Office page. To return to your office page at any time, click MY OFFICE on the left menu. Your office lists all the Web Conferencing meetings on this server that you are authorized to attend, such as any Web Conferencing public meetings or private meetings that you have been invited to attend. From your office you can view or edit your Address Book. An address book is useful when you would like to invite people to your private Web Conferencing meeting or tell specific users about an upcoming public meeting. To create a meeting, click CREATE MEETING on the left, under Web Conferencing. The Create Meeting page has two tabbed page sections, Meeting Details and Options where choices on the Options page is optional. The Create Meeting page appears; see the following sections for complete details on creating a meeting. Meeting Details In the Meeting Details section, complete the following information: Meeting Name: Type a name that will help attendees identify the event. Type: Select the type of meeting. A public meeting allows any user to attend. Registration meetings require participants to fill out an online registration form before they can enter a meeting. Page 26 Creating a Meeting as a Host

Web Conferencing Description: Enter information about the meeting. Date: Click the calendar icon to open the calendar. On the calendar, click on the date. Click and to scroll to other months. NOTE: Web Conferencing will not allow you to schedule a meeting on a date and time that has already passed. Time: If you select all day event, your meeting will run all day from the start date you enter. You also have the option to enter a specific meeting start time, duration information, and restrict participants from joining the meeting prior to the scheduled start times. Duration: Length of time of the meeting. Allow users to join: Choose an option to set the time when participants can join the meeting. The choices are Any Time (default), 0, 15, 30, or 45 minutes before the meeting starts. You can set additional meeting options on the Options page. Click SCHEDULE to send your meeting information to the Web Conferencing database and send e-mail invitations to attendees. Meeting Details Page 27

Web Conferencing Attendee List: Create the attendee list using one of the following methods: Type the e-mail address for each attendee on a separate line, pressing ENTER after each entry. If the attendee e-mail address is contained in your contact list, click ADDRESS BOOK, add a check mark for each person you are inviting, and then click INVITE. When the meeting is scheduled or started now, e-mail invitations of your meeting will be sent to you and anyone else who is listed in the Attendee List. Attendees join the meeting through a link included in the e-mail invitation. Password: You can add additional meeting security by setting a meeting password to restrict access to your meeting to only those who know the password. To set a password for your meeting, type the password in the text box. The password is encoded. Because the e-mail invitations are not secure, the host must communicate the password through another means (separate e-mail, call etc.). Attachment: The attachment option allows you to add a file to the invitation sent to everyone on the Attendee List. To add an attachment, type the path and filename in the text box or click Browse to locate the file. The maximum size for the attached file is 200K. Teleconference Number: You can verbally communicate during your Web Conferencing meeting through a conference call. The attendees can see your meeting on their PCs and all verbal communication is by phone. To include this information in the e-mail meeting notification, type the phone number for the call and the password in the text boxes provided. Teleconference Password: The password you must enter to connect to the Teleconference. Recurring Meeting: Option to create a meeting that reoccurs. While in a meeting, at any time, you can click the door icon ( ) in the host attendee list of the Web Conferencing meeting interface to prevent additional participants from joining. The icon will change to a closed door ( ) to indicate the meeting is locked. Clicking on the closed door icon changes the display to the open door icon, indicating additional participants may join. Page 28 Meeting Details

Web Conferencing CANCELING A MEETING To cancel a meeting: 1. Open your office and click Edit next to the meeting you want to cancel 2. Click the CANCEL MEETING button located at the bottom of the Create Meeting page. 3. Click OK if you want to cancel the meeting. Clicking CANCEL will keep the meeting. NOTE: If your user ID profile was set up with User's Email Client selected instead of Conferencing Server (the mail client that was included with Web Conferencing), you will have to manually create and send meeting cancellation notices. If your account was set up to use the mail client that was included with Inter-Tel Web Conferencing Server, the Meeting Cancellation e-mail will automatically be sent. Canceling a Meeting Page 29

Web Conferencing MEETING SECURITY The Web Conferencing product has been designed with four levels of meeting and Web Server security: Meeting Password This option can be set when a user creates or schedules a meeting. Public and Private Meetings A user has be ability to create either public accessible or private (e-mail invite) meetings. SSL Web Server Both the Web Conferencing and Remote Support server can operate on a secure SSL Web server. When running Web Conferencing and/or Remote Support on an SSL server, the user interface uses the HTTPS (SSL) protocol (instead of HTTP). Examples of the user interface would be the host or client consoles, Office page, Logon page, etc. Dynamic 128-bit data encryption during a meeting Any meeting created with a password is automatically encrypted. If you create a meeting without a password, the host can turn on encryption by using the Lock button ( ) in the attendee list. INTRODUCTION TO THE WEB CONFERENCING HOST CONSOLE The host console consists of three parts: the host controls, the attendee list on the Host tab, and keyboard chat on the Chat tab. Host Controls Attendee List Page 30 Meeting Security

Web Conferencing Click for Help Click to invite participants Keyboard chat messages are displayed here Click to save chat text Keyboard chat entry area Check to send a private message to selected attendees Attendee information appears here Host controls To separate the keyboard chat from the host console, right-click in the keyboard chat white space and select Undock from the drop-down menu. After it is undocked, you can resize your keyboard chat window by dragging a corner with your mouse. To return keyboard chat to the host console, right-click in the keyboard chat white space and select Dock from the drop-down menu. To separate the Attendee List from the host console, right-click in the Attendee List white space and select Undock from the drop-down menu. After it is undocked, you can resize your Attendee List by dragging a corner with your mouse. To return the Attendee List to the host console, right-click in Attendee List chat white space and select Dock from the drop-down menu. Introduction to the Web Conferencing Host Console Page 31

Web Conferencing HOST CONTROLS The buttons at the top of the Host Console can be used to start any of the Web Conferencing controls (Desktop Sharing, Application Sharing, Co-Browse, Record/Playback, File Broadcast, Broadcast Video, Document Management, or User Polling). Desktop Sharing Application Sharing Co-Browse Record/Playback User Polling Voice Document Manager Video File Transfer KEYBOARD CHAT To undock the keyboard chat or attendee list dialog boxes from your client console, right-click in the white space and select Undock. After it is undocked, the window can be resized by dragging a corner of the keyboard chat or attendee list dialog box with your cursor. To return your keyboard chat or attendee list window to the client console, right-click in the white space and select Dock from the drop-down menu. Phrases.txt is a file into which you can store your most commonly used phrases. This file can either be edited with your Keyboard Chat or with any text editor. The file is located in your temp directory. To find out where your temp directory is located, click Test Browser. To use the Phrases.txt file, click on the phrase you need. It is then loaded into your Keyboard Chat message area. Page 32 Host Controls

Web Conferencing ATTENDEE LIST This example of the attendee list shows one person logged into this meeting with the meeting host. The attendee list shows all participants attending the meeting. You will not see your own ID in your attendee list, however, your ID will be listed in everyone else s list. The icons that appear next to the user ID indicate what controls (remote control, keyboard chat, or video) are available to that user. This person s hand is raised. Lock/Unlock session Toggle selected user video Toggle selected user audio Enable/Disable 128-bit encryption Toggle selected user whiteboard control Toggle selected user remote control Acknowledge selected users The buttons below the attendee list only appear on the host console. They provide a fast way for the host to enable or disable the attendee s access to Web Conferencing controls such as video, whiteboard tools, or remote control. If the user has a flag next to their ID it means they have their hand raised. Click the red flag button to remove the flag icon to acknowledge them. Use the door button ( ) to lock the session so that no more people can join the meeting. To open a locked meeting, click the closed door button ( ). Attendee List Page 33

Web Conferencing HOST CONTROLS Using the Viewport 1. To open your Desktop Sharing feature, click the button in your host console. Table 3. Viewport Icons At the bottom right corner of your HOST Viewport, you will see the following Viewport controls, as described in Table 3. ICON MEANING/USE Move Viewport - With this tool, you can click and drag your Viewport anywhere on your desktop. Pause - Click this button to pause the Viewport broadcast. After the Viewport is paused, this button changes to. Click this button to continue the Viewport broadcast. Draw Mode - Click this button to set your Web Conferencing desktop to draw mode, which allows you to draw with a pen. After the pen mode is enabled, this button changes to, which starts cursor mode. Click this button to change the Viewport back to cursor mode. Hide Transparency - You cannot select an item that is covered with a drawing. To click on an item that is hidden under a drawing, select hide transparency. Once the item is visible, it can be selected. Show Transparency Tools - Click this button to see drawing options such as Font, Line Thickness, Square, Circle, Cut/Move, or Color Selector. Hide Desktop Icons - Click this button to hide all the desktop icons. Click again to show the icons. Viewport Snapshot - Click this button to save an image of what currently appears on your Viewport. It saves the bitmap on your hard drive. The first time you click Viewport Snapshot, a browse window appears for you to choose the directory where you want your snapshots stored. If you want to change the snapshot directory later, open transparency tools and click Options. From the menu, select Set Snapshot Dir. Page 34 Host Controls

Web Conferencing Table 3. Viewport Icons (Continued) ICON MEANING/USE Erase Transparency - Click this button to clear everything you have drawn or written on your transparency. After it is erased, you cannot bring it back to your drawing. Size - Shows current Viewport size in pixels. Close - Click this button to close the Viewport. To see other Viewport transparency options, right-click the icon on your start bar to open a menu that offers screen options such as Full-screen, Restore Viewport and Standard Sizes (800x600, 640x480, and 320x240). The menu also contains transparency options such as Hide Transparency, Erase Transparency, and Transparency Tools. To select the number of colors (256, High Color, True Color) that your Viewport transmits, right-click the Viewport icon, select Color Settings, and then select 256 Colors, High Color (16 bit) or True Color (24 bit). From the Viewport menu you can also select the Standard Sizes of your Viewport (800x600, 640x480, and 320x240). Using the Viewport Page 35

Web Conferencing Transparency Tools When you click the icon in your Viewport control panel, the Transparency Tools window appears, as shown below. Your Web Conferencing desktop has two modes, cursor mode and draw mode. When your Web Conferencing desktop is in cursor mode, you can use your cursor to click on objects in your screen. The cursor mode is the default. When your Web Conferencing desktop is in draw mode, the cursor becomes one of many drawing tool cursors that allow you to draw, annotate, or write on your Web Conferencing transparency. You can think of the Web Conferencing transparency as a clear slate over your screen, on which you can temporarily draw, and add notations or text. To see other transparency options, right-click on your start bar to display a menu that offers options such as Hide Transparency, Erase Transparency or Transparency Tools. Table 4. Web Conferencing Transparency Icons ICON MEANING/USE Cursor Mode - Click this button to set your Web Conferencing desktop to cursor mode. Draw Mode - Click this button to set your Web Conferencing desktop to draw mode. Clicking any drawing tool on your Transparency Tools set will switch your Web Conferencing desktop to draw mode. After you end the Web Conferencing session, your drawings or notations disappear. If you want to save what you see on your screen, press the print screen button on your keyboard and then open Paint, paste and save it as a bitmap image of the screen. A right-click in the Viewport will return you to cursor mode. Hide Transparency - Select Hide Transparency to temporarily hide everything that you have drawn or written on your transparency so that you can bring your drawing back later. Erase Transparency - Click this button to clear everything you have drawn or written on your transparency. After it is erased, you cannot bring it back to your drawing. Rectangle Tool - Click this button and then click the point on your desktop where you would like to start your rectangle, and then drag the cursor diagonally to the location where you want to place the opposite corner of your rectangle. Ellipse Tool - Click this button and then click the point on your desktop where you would like to start your ellipse, and then drag the cursor to set the desired size of your ellipse. Page 36 Transparency Tools

Web Conferencing Table 4. Web Conferencing Transparency Icons (Continued) ICON MEANING/USE Eraser Tool - Click and drag the tool to remove parts of a drawing. Cut Tool - After you click the cut tool and the cross hairs appear, move the cut tool cross hairs to a point where you would like to start your cut box. Press and hold your mouse button down as you drag the cursor diagonally until the cut area covers what you want to capture in your drawing. Once captured, you can delete the cut box with all its contents using your Delete key. You can also move your cut box along with its contents by moving the cut cursor over your cut area and after you see the cross hair cursor become a cross hair cursor with arrows, hold your mouse button down and drag your cut box to the desired location. Text Tool - Adds text to your transparency. To move the ellipse, click on the edge of the ellipse and, when cross hairs appear, hold the mouse button down and drag the text box to the desired spot on your desktop. After you click outside the text box, your text is set on your transparency. After the text is set, you can only move the text with the cut tool. Notation Tool - Click this button and click at a point of interest on your screen. Each time you click, the number that appears with the arrow increments by one. Viewport Snapshot - Click this button to save a bitmap image of what currently appears on your Viewport. It saves the bitmap on your hard drive. Hide Transparency - You cannot select an item that is covered with a drawing. To click on an item that is hidden under a drawing, select hide transparency. Once the item is visible, it can be selected. Erase Transparency - Click this button to clear everything you have drawn or written on your transparency. After it is erased, you cannot bring it back to your drawing. Close - Click this button to close the Transparency Tools. Transparency Tools Page 37

Web Conferencing Using Application Sharing To use Application Sharing, click the Application Sharing icon ( The Application Sharing window shows all the applications that the meeting host has running. When an attendee logs into the meeting, they will see a gray screen until the host selects which application(s) they would like to show in the application window on the client screen. ) on your host console. Once you select an application, only that application will be shared. If another application (which is not shared) is covering the shared application, a wallpaper will cover where the non-shared application overlaps the shared application. To have an application appear in the Application sharing window, select the application so that a check mark appears, as shown in the example to the right. The application will then appear in the client s application window. NOTE: If you have many applications running on your desktop, it is important to minimize any application that you do not intend to share in your application window. If you leave them up, they may appear in the foreground, masked out with Web Conferencing graphics, but also blocking the view of the application that you want to show. After everyone can see your application, you can allow particular individuals or all attendees to try out the application by giving him or her remote access. You can give one or more attendees remote access by highlighting their name in the attendee list and clicking the remote control button ( ) under the Attendee list. An eye icon will appear next to their name if they access your application remotely. Giving them remote access allows them to simultaneously control the application running on your desktop. If you give multiple people remote control, it will become a problem when both people move the mouse and try to type at the same time. Page 38 Using Application Sharing

Web Conferencing Using Co-Browse When you start the Co-Browse control ( ), an Internet Explorer browser window opens on your desktop and on the desktops of everyone attending your Web Conferencing meeting. As the meeting host, after you start browsing the Internet, every Web page you view will also appear on the Co-Browse windows of your meeting attendees. When you close your host Co-Browse window, you will be offered the option to allow the browser windows to remain open on the desktops of your attendees or to close them. If you allow the attendee browser windows to remain open, after you close your host browser, the attendees will then have control over their browser window. NOTE: Clients are taken to the same URLs as the host. This means web pages that use dynamic URLs will not work. Using Co-Browse Page 39

Web Conferencing Using Record/Playback The Record and Playback option ( ) records selected features for playback at a later time. The meeting host can choose what is to be recorded: Viewport, video conferencing, voice chat or keyboard chat. Recorded sessions can be made available for attendees to play back whenever they want to view the recorded session. It can also convert.lrec files to.avi files. NOTE: You can change Viewport settings before you start recording. Once the recording has begun, Viewport settings cannot be changed. Recordings can be saved on the Web Conferencing/Remote Support Server machine or the host s local PC or Network Neighborhood. The host can play back recorded meetings stored locally by selecting the playback option on the Record and Playback control panel. NOTE: There is a 20 MB maximum file size on the server. If the recorded session is stored on a local machine, then only the Host of the session can play back the recorded session. If the recorded session is stored on the Web Conferencing/Remote Support Server machine, then other users can access and view the recorded session. To start a Record and Playback session, the Host clicks the Record and Playback icon in the Web Conferencing Host control panel to open the Record and Playback console. Playback: move backward one frame Playback: move forward/ backward multiple frames Playback: move forward one frame Play: start playback (prompts for file) Record/playback index Stop: stops record/ playback Record/playback timer in h:mm:ss Pause: pauses record/playback Record: start recording (prompts for file or more information) Record: disk space in KB Playback: total time Index: An index counter (unlimited number) is provided and is indicated by the pound sign (#). The index indicates where you are in a recording or playback and can be used as a reference when working with someone and you need to point to a particular frame in the recording. Timer: A Timer located under the stop and pause buttons keeps track of the elapsed time during the recording session. The counter is in mm:ss and can go up to 99 minutes per session. Page 40 Using Record/Playback

Web Conferencing To access the Record, Playback, or Export option pages, click the Options menu. The Hide option closes any open option page so that only the main Record\Playback interface is visible. NOTE: When you use fast forward, it may skip ahead and not draw all included data. Using File Broadcast Using the File Broadcast button ( ), a Host can distribute a folder or file to some or all attendees in the Web Conferencing meeting. If you do not want one or more attendees to receive your folder or file, clear the check box next to the attendee s name in the User list. Drop file or folder here Check box to select attendee(s) to receive file To use File Broadcast, select a file or folder on your computer, shown in the left panel, and drag it over the Attendees button ( ) to distribute the file or folder to your session attendees. After you drag the folder or file over the Attendees folder, you see a Transfer Files dialog, as shown below. Click Start to begin the file transfer. The meeting attendee receives a dialog box, as shown in the example below, where they can choose the location to store the file being transferred. When the attendee clicks OK, your folder or file will be transferred to the attendees s computer and the status in the Transfer Files displays complete. Click Done to close the window. Using File Broadcast Page 41

Web Conferencing If the attendee refuses the file transfer by clicking Cancel, the status displays Cancelled. Click Done to close the window. When you are finished sending files, close the File Transfer window. Using Broadcast Video To open your Video Conferencing window, click the Video Conferencing button ( control panel. ) in your When you start Video Conferencing, the monitor will be blank until you click the Preview Video button. It may take a second or two to initialize the camera. If your camera is properly installed, your video transmission will appear in your Video Conferencing monitor. The Preview allows you to make adjustments to your camera. The example below on the left shows the Video Conferencing window before transmission. When your preview shows what you want to display, click the Broadcast Video button. Broadcast Video Pause Stop Preview Local Video Video Snapshot - captures the screen and saves it as a bitmap In the Video Conferencing window you can adjust the Video Quality. The default setting is Better. If you want the Best quality, select Best. However, if the Internet is congested or if your computer or the receiving computer is having problems receiving data, then it may help to set Video Quality to Good. Page 42 Using Broadcast Video

Web Conferencing The Video Conferencing window has the following menu bar options: Settings Viewer Size: 176 x 144 or 352 x 288 Frames Per Second: The higher the number of frames per second the smoother the video motion. When there is a higher number of frames, more data is sent. Record: 8 or 12 frames per second maximum Video Quality: Your choices are Good, Better, and Best. Video Source: Video Source is unavailable until you start capturing video. To start capturing video, click Broadcast. After you begin sending video, select the Video Source option to make changes to your camera setting. The Video Source tabbed pages are usually different for each camera, because they depend on the camera s driver. If you have more than one video camera connected to your computer, the Capture Source page allows you to select the video camera you want to use. Video Format: Select the capture format. Window Compact/Full Mode: When you change to Compact mode, your Video Conferencing window shows only one window. While in Compact mode, video data is received from only one user. You can select the user you want to view from the drop-down box. After you click Compact, the button changes to Full. The Host can allow multiple session attendees to transmit video, in which case you will see a window for each person allowed to transmit video. The Cascade or Tile options allow you to easily rearrange multiple video windows into a Cascade or Tile layout. Giving Desktop or Application Control to an Attendee As the host, you can share your desktop or an application with the attendee(s) during a Web Conferencing meeting and then give someone else control. To give control of your desktop to someone else: 1. From the host console, share your desktop or an application. 2. On the attendee list, click the name of the attendee to whom you are giving control. 3. Click the eye icon below the attendee list to enable or disable the attendee's control. When the host has control, the icon next to the name in the attendee list is shown as. When the attendee has control, the icon next to the name in the attendee list is shown as. 4. To remove control, either click on the eye icon again or press CTRL-ALT-2. While an attendee has control of your desktop or an application, they can use their mouse and keyboard as if they were at your computer. However, their Web Conferencing console controls do not change. Giving Desktop or Application Control to an Attendee Page 43

Web Conferencing Giving Meeting Control to an Attendee During a meeting, you may want an attendee to have the control tools (desktop sharing, application sharing, co-browse, record/playback, file transfer, broadcast video, document management, and user polling) available only to the host. To transfer meeting control from the host to an attendee, (choose who you want to get host control): 1. Place your cursor in the attendee list and right-click. 2. Select Host Control, and then Transfer Hosting Capability. The attendee now has the host console and the former host has an attendee console without controls. NOTE: Only the original host has the ability to transfer control and invite participants to a session. When control is transferred to an attendee, their console does not include the envelope icon shown in the example above. Page 44 Giving Meeting Control to an Attendee

Web Conferencing To transfer control back to yourself as the original host, place your cursor in the attendee list, right-click, and then select Transfer Hosting Capability, as shown below. Giving Meeting Control to an Attendee Page 45

Web Conferencing DOCUMENT MANAGEMENT All Web Conferencing users (registered and unregistered) can view Public documents by selecting Public Area from the menu on the left. In the Public Area, click View Public Documents. Click Launch Document Manager to view any files in the Public folder. The Document Manager shows your local drive in the left window. In the right window you can view the folder(s) and file(s) to which you have access. Use to copy files to or from the Public folder to your local drive. NOTE: Users that access the Document Manager without logging in (through Public) cannot copy files to the Document Manager. Before you can view your Private documents folder, a registered user must log on by selecting Document Manager from the menu on the left. The following is a short list of Document Manager windows facts: The top window shows resources available. The bottom window shows the resource/folder selected in the top window. All windows are resizable. Add a Uniform Naming Convention (UNC) resource by right-clicking your mouse in the top local window. See all file/folder options (such as Properties, Cut, Copy, Paste, Delete, Rename, Refresh, Arrange, New, Select All, Invert Selection) by right-clicking your mouse in any bottom window. Page 46 Document Management

Web Conferencing Only logged in (registered) users can alter remote files or folders. Only owners or the superadmin can alter existing files. If you access Document Manager through Public than you cannot alter or remove files. For convenience, Use the right arrow button ( ) to copy selected local files to the remote destination. Use the left arrow button ( ) to copy selected remote files to the local destination. Launch a local file by double-clicking it: If you are running MS JVM on your machine, file associations are used. If you are running Sun JVM on your machine, only executable files will be run. The meeting host can launch (if it s not already running): local/remote.lrec files. These files will use the Web Conferencing Recorder. local/remote.poll files. These files will use Web Conferencing Polling. The files will appear in preview polling mode. The maximum file size is set by the administrator; by default it is 50 MB. The maximum file size limits the documents that can be stored on the server or locally. USER POLLING To access User Polling, click the User Polling button ( ) on the Host console. When the polling window appears, you have five polling options. All the polling types share the same process; the main difference is how you word the questions. To create polling questions: 1. Select the type of poll question and then click Next. The types are as follows: True/False Question - You compose a question that you want to ask the attendees of your meeting that can be answered either with True or False. Yes/No Question - You compose a question that you want to ask the attendees of your meeting that can be answered either with Yes or No. Multiple Choice Question (Single Selection) - You compose a question along with a selection of possible answers. The attendees of your meeting will be allowed to choose only one of the answers from the selection of answers. User Polling Page 47

. Web Conferencing Multiple Choice Question (Multiple Selection) - You compose a question along with a selection of possible answers. The attendees of your meeting will be allowed to choose one or more of the answers by selecting their answer(s) with a check mark. <BROWSE> - The <Browse> option allows you to open a saved poll question to show to your meeting attendees. You can save the polling questions you create for later use when you are previewing your question by clicking the SAVE button, which saves the question as a *.poll file. 2. Type your question in the text box. 3. To preview your poll, click Next. NOTE: On the preview screen, the character represents where you pressed Enter. If you do not press Enter, the text will wrap to the next line. 4. If you want to change the poll, click Back, make your correction, and then click Next. 5. If you want to save your poll question, click Save. Specify the location and type a file name, using the default,.poll, for the extension. Page 48 User Polling

. Web Conferencing 6. To send your poll to attendees, click Next. The following example shows what the attendee sees. As participants send their poll answers, the host sees the Results window, as shown in the example below. 7. If you want to save your poll results, click Save and then type a file name for the results. The format for the results file is plain text (.txt). User Polling Page 49

Remote Support Remote Support LAUNCHING A SESSION AS AN AGENT To Launch a Remote Support Session, you must be a registered user on your Web Conferencing/Remote Support Server. After you have a user ID and password, you can log on and launch a Remote Support session. To launch a session: 1. Connect to your Web Conferencing/Remote Support Server by opening a browser window and entering the IP address or the fully qualified name to your Web Conferencing/ Remote Support Server. 2. After your Web Conferencing/Remote Support Web page appears, click to open the Logon Web page. 3. When you log on, your Office page appears along with a menu on the left side of the Web page. From the menu, click Launch Controls to launch a Remote Support Web Agent console. If this is the first time you have ever joined a Remote Support session, a browser test will automatically run to check whether the configuration of your computer is compatible to run a Remote Support session. Page 50 User Polling

Remote Support You may have to accept a security certificate before Remote Support will fully install. After you connect to your Web Conferencing/Remote Support Server, controls indicate that you have joined your Remote Support Queue and can now wait for a customer or client to appear in your queue list. After a person or persons enter the queue, they appear in the queue list, as shown below. 4. To view the information that was entered, such as the customer s e-mail address and question, move your cursor over the Details field. Click for help Click a name to begin the session. Customer information appears when you hover your cursor over Details 5. To begin a Remote Support session with the customer, click on the person s name on your queue list, as shown above. User Polling Page 51

Remote Support WEB AGENT CONSOLE While you are in an active session with a customer, you see the agent console, as shown in the examples below. The Help button opens the online Help file. To quickly remove the client from the session, and clear the chat contents for this session, click End. NOTE: When you End a session, you as the agent/host can still see the chat history but the client does not see the chat history. The Invite button opens a window that allows you to send an e-mail invitation to a third party to join your Remote Support session. The Address Book button opens your address book. Page 52 Web Agent Console

Remote Support On the Chat tab, the Save button ( ) allows you to save the current keyboard chat history to a text file. On the Queue tab, use the Transfer button to transfer your client to a different queue that you select from the drop-down menu. After the client is transferred, they wait on the other queue for another Web Agent. SHOW DESKTOP To share your desktop with the customer, click Show Desktop, as shown below. Click here to share all or part of your desktop You see the dashed boundary lines for the Viewport, which you can size using the the lower-right corner. tool in Show Desktop Page 53

Remote Support Table 5. Viewport Icons ICON At the bottom-right corner of your Viewport, you see the Viewport controls, as described in Table 5 MEANING/USE Move Viewport - With this tool, you can click and drag your Viewport anywhere on your desktop. Pause - Click this button to pause the Viewport broadcast. After the Viewport is paused, this button changes to. Click this button to continue the Viewport broadcast. Draw Mode - Click this button to set your Remote Support desktop to draw mode, which allows you to draw with a pen. After the pen mode is enabled, this button changes to, which starts cursor mode. Click this button to change the Viewport back to cursor mode. Hide Transparency - You cannot select an item that is covered with a drawing. To click on an item that is hidden under a drawing, select hide transparency. Once the item is visible, it can be selected. Show Transparency Tools - Click this button to see drawing options such as Font, Line Thickness, Square, Circle, Cut/Move, or Color Selector. Hide Desktop Icons - Click this button to hide all the desktop icons. Click again to show the icons. Viewport Snapshot - Click this button to save a bitmap image of what currently appears on your Viewport. It saves the bitmap on your hard drive. The first time you click Viewport Snapshot, a browse window appears for you to choose the directory where you want your snapshots stored. If you want to change the snapshot directory later, open the transparency tools and click Options. From the menu, select Set Snapshot Dir. Erase Transparency - Click this button to clear everything you have drawn or written on your transparency. After it is erased, you cannot bring it back to your drawing. Size - Shows current Viewport size in pixels. Close - Click this button to close the Viewport. To see other Viewport transparency options, right-click the icon on your start bar or the resolution in the bottom right of the viewport to bring up a menu that offers screen options such as Full-screen, Restore Viewport, and Standard Sizes (800x600, 640x480, and 320x240). The menu also contains transparency options such as Hide Transparency, Erase Transparency, and Transparency Tools. Page 54 Show Desktop

Remote Support To select the number of colors (256, High Color, True Color) that your Viewport transmits, right-click the Viewport icon, select Color Settings, and then select 256 Colors, High Color (16 bit) or True Color (24 bit). From the Viewport menu you can also select the Standard Sizes of your Viewport (800x600, 640x480, and 320x240). Show Desktop Page 55

Remote Support BROADCAST VIDEO To open your Video Conferencing window, click the Video Conferencing button ( control panel. ) in your When you start Video Conferencing, the monitor will be blank until you click the Preview Video button. It may take a second or two to initialize the camera. If your camera is properly installed, your video transmission will appear in your Video Conferencing monitor. The Preview allows you to make adjustments to your camera. The example below on the left shows the Video Conferencing window before transmission. When your preview shows what you want to display, click the Broadcast Video button. Broadcast Video Pause Stop Preview Local Video Video Snapshot - captures the screen and saves as a bitmap In the Video Conferencing window you can adjust the Video Quality. The default setting is Better. If you want the Best quality, select Best. However, if the Internet is congested or if your computer or the receiving computer is having problems receiving data, then it may help to set Video Quality to Good. The Video Conferencing window has the following menu bar options: Settings Viewer Size: 176 x 144 or 352 x 288 Frames Per Second: The higher the number of frames per second, the smoother the video motion. When there is a higher number of frames, more data is sent. Video Quality: Your choices are Good, Better, and Best. Page 56 Broadcast Video

Remote Support Video Source: Video Source is unavailable until you start capturing video. To start capturing video, click Broadcast. After you begin sending video, select the Video Source option to make changes to your camera setting. The Video Source tabbed pages are usually different for each camera, because they depend on the camera s driver. If you have more than one video camera connected to your computer, the Capture Source page allows you to select the video camera you want to use. Video Format: Select the capture format. Window Compact/Full Mode: When you change to Compact mode, your Video Conferencing window shows only one window. While in Compact mode, video data is received from only one user. You can select the user you want to view from the drop-down box. After you click Compact, the button changes to Full. The Host can allow multiple session attendees to transmit video, in which case you will see a window for each person allowed to transmit video. The Cascade or Tile options allow you to easily rearrange multiple video windows into a Cascade or Tile layout. CO-BROWSE When you start the Co-browse control, a browser window opens on your desktop and on the customer's desktop. When you, as the Agent, start browsing the Internet, every Web page you view will also appear on the Co-browse windows of your customer. Click here to launch the Co-browse feature When you close your Co-browse window, you are offered the option to allow the browser window to remain open on your customer s desktop or to close it. Co-Browse Page 57

Remote Support REMOTE FEATURES Remote Control: To take control of the mouse and keyboard of the customer s computer, click the Remote Control button on your control panel. File Transfer: The file transfer feature lets you easily move files, perform intelligent file transfers and conduct file management activities such as file synchronization and cloning between your Remote Support agent's computer and a connected Remote Support customer's computer. When you click the File Transfer button on your Remote Support user interface, a file transfer request is sent to the customer. Page 58 Remote Features

Remote Support The customer must accept your request before you can perform a file transfer on their computer. Using a network, modem, or IP connection, you can perform the following basic file transfer tasks between your host computer and a connected user computer using Remote Support: Drag and drop to copy selected files or folders from one computer to another. Delete selected files or folders. Create new folders. Remote Features Page 59

Remote Support LAUNCHING A SESSION AS A CUSTOMER There are two ways to connect to a Remote Support Session as a client. The first method provides the quickest access. To quickly connect to a Remote Support Session as a client: 1. After connecting the your Web Conferencing server, click the PUBLIC AREA button. 2. Select the Queue tab 3. Select the Queue to join. When you have successfully joined a Remote Support session, the client console will appear on your desktop. The client console contains a user keyboard chat window, as described in The Remote Support Client Console on page 62. As an alternate method, you can connect to a Remote Support Session as a client through gethelp.asp. To connect to a Remote Support Sessions as a client through the Active Server Page: Open a browser and enter: xxxx\interactivedemo\gethelp.asp, where xxxx is the fully qualified name or IP address of your Web Conferencing/Remote Support Server that was selected and entered by the administrator of your Web Conferencing/Remote Support Server. The link to the Remote Support get help form can be added directly to your Internet and intranet sites. Refer to the gethelp_example.asp Web page on the Web Conferencing/ Remote Support Server for additional information. After you connect to your Web Conferencing/Remote Support Server, this Web page appears. By default, there is only one queue named Default. Users who have administrator authority (QueueUsers) and the superadmin can create additional queues on this server. TIP: Go to the Queue tab in the Public Area to join a queue or Agent tab to join to a specific Agent. Page 60 Launching a Session as a Customer

Remote Support You will see a blank form on the left, as shown in the example below. The information you enter in the form will be viewable by the Web Agent. Next, you will see a certificate (shown below on the right) asking for permission for the server to download some controls used during the session. To accept the certificate, click Yes. Clicking No refuses the download. After you connect to your Web Conferencing/Remote Support Server, the following Web page will appear. By default, there is only one queue called Default. Users who have administrator authority (QueueUsers) and the superadmin can create additional queues on this server Once you are in the queue, you see this Web page. When you have successfully joined a Remote Support session, the client console will appear on your desktop. The client console contains a user keyboard chat window, as described in The Remote Support Client Console on page 62. Launching a Session as a Customer Page 61

Remote Support THE REMOTE SUPPORT CLIENT CONSOLE Remote Support clients who successfully connect to a Remote Support session will have the client console appear on their desktop, as shown below. Keyboard chat messages are displayed here Click to save keyboard chat to a local file Type keyboard chat messages here To separate the keyboard chat from the client console, right-click in the keyboard chat white space and select Undock from the drop-down menu. After it is undocked, you can resize your keyboard chat window by dragging a corner with your cursor. To return keyboard chat to the client console, right-click in the keyboard chat white space and select Dock from the drop-down menu. Page 62 The Remote Support Client Console

FAQ/Troubleshooting FAQ/Troubleshooting CONFIGURING INTERNET EXPLORER Use the following steps to configure your Web browser for best performance in a Web Conferencing or Remote Support session. To configure Internet Explorer: 1. Open Internet Explorer. 2. Verify that the version of Internet Explorer you are running is 5.5 or later by clicking Help - About Internet Explorer. The dialog box displays the version you are running. 3. Click Tools - Internet Options (or open Control Panel - Internet Options). On the Security tab, click the Default Level button if it is available. Set the security option to the Medium level (if it is not already set), as shown below. 4. Select the Privacy tab and then the Advanced button (not the tab). The Remote Support Client Console Page 63

FAQ/Troubleshooting 5. Set the following options: Select Override automatic cookie handling. For First-party Cookies, select Accept. For Third-party Cookies, select Prompt. Select Always enable session cookies. When you are finished, your options will be set as shown in the example below. 6. Click OK, and then select the Advanced tab (not the button) and scroll to the Java options in the Settings window. You may have Java (Sun), Microsoft VM, both of these, or neither, as shown in the example below. If you have the Microsoft VM and do not have Sun Java, click OK and go to step 7. If you do not have Sun Java or Microsoft VM Java, download Microsoft VM - Java from http://www.linktivity.com/home/java/msjavx86.exe: a. Click Save and then specify a folder on your computer where it will be easily accessible to you. Click OK. Page 64 The Remote Support Client Console

FAQ/Troubleshooting b. After the download is complete, locate the msjavx86.exe file and double-click it. c. At the prompt to install Microsoft VM, click Yes. d. If you will accept the license agreement, click Yes and follow the Wizard instructions. e. When the installation is complete, continue with step 7. If you have Sun Java 1.4.x or higher, and not the Microsoft VM, click OK and go to step 7. If you have a version of Sun Java older than 1.4, uninstall it and download the current version from http://www.linktivity.com/java/j2re-1_4_2_03-windowsi586-p-iftw.exe: a. Click Save and then specify a folder on your computer where it will be easily accessible to you. Click OK. b. After the download is complete, locate the msjavx86.exe file and double-click it. c. At the prompt to install Sun Java VM, click Yes. d. Click YES to accept the license agreement, and follow the Wizard instructions. e. When the installation is complete, continue with step 7. If both Sun and Microsoft VM are selected, disable (uncheck) Sun Java, and then click OK. 7. If you followed these steps from within Internet Explorer, close all of your browser windows and restart Internet Explorer before joining a Web Conferencing session. SETTING THE TEMP DIRECTORY LOCATION To set up a temporary directory where the remote client can read/write to: 1. Using Windows Explorer, go to C:\. If a directory named temp does not exist, create one. 2. Run the Test Browser utility in Web Conferencing. The results are displayed, as shown in the example below. Setting the Temp Directory Location Page 65

FAQ/Troubleshooting 3. If the Temporary Directory is not C:\temp, click the Change Dir button, type C:\temp and then click Enter. NOTE: If you do not have read/write access to C:, you may enter a directory name that you can access. If the directory does not exist, it will need to be created. When the preceding steps have been completed, you should be able to join a Web Conferencing or Remote Support session. OTHER BROWSER ISSUES Spam filters on e-mail clients can cause delivery problems with meeting invitations. If meeting invitees experience difficulty with receiving invitations, check the spam filter settings or use the filter tools to allow delivery from the domain being used. Spyware and adware that change your home page or other settings can also cause problems with Web Conferencing and Remote Support, including, but not limited to, slow response or incorrect page destinations. If you are experiencing browser problems that do not seem to be related to the tips previously mentioned in this section, run a utility that detects and removes spyware and adware. REMOTE SUPPORT FAQ Q1. What operating systems does Remote Support server run on? A1. Remote Support 4.x has been tested on Windows 2000 Server (all versions), Windows 2003 (all versions except Small Business Server). To run on Windows 2003 Server you will need to install Sun Java or Microsoft Java Virtual Machine. Either one can be obtained from our site at: http://www.linktivity.com/home/getjava.asp. Q2. What browsers can Remote Support 4.x support? A2. Remote Support 4.x supports Internet Explorer version 5.5 and later, Firefox, and Mozilla. Page 66 Other Browser Issues

FAQ/Troubleshooting Q3. What version of Java does Web Conferencing/Remote Support 4.x support and how do I know what version of Java Virtual Machine I am running? A3. Web Conferencing/Remote Support support both Microsoft Java Virtual Machine Version 5.00.3805 and higher as well as Sun Java 1.4x. Details from Test Browser will display the version of Java Virtual Machine currently used by your Internet Browser. To determine the installed version of Microsoft Java Virtual Machine: Open a DOS command window and from a Command Prompt, type jview. The first line of output should display the version number. To determine the installed version of Sun Java: Open Internet Options in the Control Panel or from IE's menu Tools - Internet Options. On the Advanced page the version will be listed under Java (Sun). NOTE: Most of the time, there will be multiple versions of Sun Java installed on the machine. If you are having problems passing the browser test or connecting to the session, confirm all older versions of Sun Java have been removed via Add/Remove Programs. Windows will try to use all available versions of Java if present. Q4. Can I transfer Host control to the person I invited to interrupt my session with the customer? A4. Yes, you can give them Host Control and you may exit the session if you wish (or watch). However, when you relinquish Host Control to someone, your session ID is still in use and you are not available until that person ends the session. Q5. Based on the license, how do you determine how many Web Agents (CSRs) I can add in Remote Support? A5. Remote Support licenses are sold on a per-agent (CSR) basis. If a 5-agent license is purchased, Remote Support will support up to 10 concurrent connections or twice the number of agents purchased. There is no limit on how many CSRs can be added. Customers waiting in the Queue do not count towards the total concurrent connections on the ConnectionPoint. Q6. I want to invite someone to a session but they do not have e-mail. Can I put a link on my Web site that will direct a client to a specific CSR? A6. Yes. By editing the Web page and adding a section of HTML code, it is possible to create a link to a specific CSR. http://yourserver.com/interactivedemo/gethelp_example.asp. You can also direct the customer to this URL: http://yourserver.com/interactivedemo/gethelp.asp. Q7. My performance is a little slow. How can I tell what kind of connection I am making? A7. Remote Support 4.x now makes 4 different types of connections in an attempt to allow all users into a meeting. The first connection attempt is a socket connection, which will list as TCP on the Test Browser results. If a Socket connection is not available, it will attempt a Proxy connection using the manual Proxy setting in Internet Explorer. If that fails it will attempt an HTTP (tunneling) connection. If no Java detected, it will be an HTML connection in which the user can only view the remote desktop and chat. Performance will vary based on the type of connection made. In order from fastest to slowest is TCP, Proxy, HTTP and HTML. Remote Support FAQ Page 67

FAQ/Troubleshooting Q8. Why do the session controls load but no Security Certificates display and none of the buttons work, but I am in the meeting and Test Browser passes? A8 The Security Certificate and Java applets that are used need ActiveX controls and Java Scripting enabled. This symptom can be caused by banner advertisement blocking software, which is designed to block pop-up windows from opening. In some cases, you can correct this problem by removing the setting that is disabling the pop-ups. Some Internet Security or Anti-Virus Programs now come with the added feature to stop Java script or block ActiveX and this feature is turned on. Disable the feature that blocks the Java Scripts or ActiveX. Incorrect Date and Time settings on the server, host, or attendee's computer can also cause problems Q9 A9 Can I arrange a tutorial to learn more about using Remote Support 4.x? Yes. Please contact your account manager to schedule a Remote Support tutorial. Page 68 Remote Support FAQ

FAQ/Troubleshooting WEB CONFERENCING FAQ Q1. Why doesn't my client connect and why does the Test Browser fail? A1. The client must be able to use the port that ConnectionPoint is using. This means that the port must be opened in the firewall or proxy server at the client connection. Details from Test Browser will help determine what is wrong. If the Connection to Server is not established, it could be because the port is blocked. Refer to the document Client Troubleshooting Quick Start Guide for more information. Q2. Why does the Test Browser not complete (i.e., hang)? A2. A possible cause is an older version of Java. See question 10 on page 70. Another possibility is Internet explorer settings such as session cookies not being allowed, or more than one Java loading at the same time. Q3. How many colors can the Web Conferencing Viewport transmit? A3. For bandwidth conservation, the default Viewport setting is 65535 (16-bit) colors. The Viewport is also capable of transmitting 8-bit and 24-bit color. 8-bit color will transmit half as much data and 24-bit will transmit two times as much data as the default setting. Changes to the color setting are dynamic and can be made by right-clicking the screen resolution box in the bottom right corner of the Viewport and selecting one of the options under Color Settings. Q4. How can I run a PowerPoint slide show in a non-scrolling window and also have my meeting control window and applications visible? A4. In PowerPoint select Slide Show - Set Up Show. In the Show Type panel, choose Browsed by an individual (window), and then click OK. The slide show will now run in a resizable window. This allows the host and attendees to run their Web Conferencing control windows on the side. Q5. Can I arrange a tutorial to learn more about using Web Conferencing 4? A5. Yes. Please contact your account manager to schedule a Web Conferencing tutorial. Q6. What browsers can Web Conferencing 4.x support? A6. Web Conferencing 4.x supports Internet Explorer version 5.5 and above, and Firefox, or Mozilla. Q7. What is the difference between a private and a public meeting? A7. Public meetings are open to everyone, both registered users and non-registered users. Private meetings are attended by invitation only. Non-registered users must join the meeting using the e-mail invitation or from the list of meetings on their Office page when logged in. Web Conferencing FAQ Page 69

FAQ/Troubleshooting Q8. How can I create a meeting? A8. To create meetings you have to register with the Web Conferencing 4.x server and logon using a valid Web Conferencing user account. Q9. What version of Java does Web Conferencing/Remote Support 4.x support and how do I know what version of Java Virtual Machine I am running? A9. Remote Support supports both Microsoft Java Virtual Machine Version 5.00.3805 and higher as well as Sun Java 1.4x. Details from Test Browser will display the version of Java Virtual Machine currently used by your Internet Browser. To determine the installed version of Microsoft Java Virtual Machine: Open a DOS command window and from a Command Prompt, type jview. The first line of output should display the version number. To determine the installed version of Sun Java: Open Internet Options in the Control Panel or from IE's menu Tools - Internet Options. On the Advanced page the version will be listed under Java (Sun). NOTE: Most of the time, there will be multiple versions of Sun Java installed on the machine. If you are having problems passing the browser test or connecting to the session, confirm all older versions of Sun Java have been removed via Add/Remove Programs. Windows will try to use all available versions of Java if present. Q10. I turned on Voice Chat but no one can hear me (the Host). A10. Test with Microsoft's Sound recorder, if microphone does not work with the sound recorder it will not work in Voice Chat. When Voice Chat is enabled the Volume Control master volume setting is turned up all the way. Use Windows Volume Control to adjust. The Web Conferencing Voice Chat can be used to adjust the Windows Wave sound volume. Make sure the microphone is enabled in the Windows and that Mute is not checked. Web Conferencing attempts to enable the microphone and mutes the microphone playback to the local speakers to avoid feedback. The Web Conferencing Voice Chat can be used to adjust the Windows microphone volume. Q11. My Voice Chat is distorted, what can I do to fix it? A11. Try turning off the Mic Gain (+20dB) in the advanced settings for the microphone. If this still does not work, try updating the sound drivers for your sound card. Q12. Why is my mouse movement slow and/or jerky in the Viewport? A12. A USB mouse can cause the mouse movements to be slow. Changing to a standard serial or PS/2 mouse should resolve the problem. If the mouse performance is both slow and jerky, change the Display: Properties - Settings - Advanced - Performance or Troubleshooting setting to NONE in Hardware Acceleration. Also, Microsoft Java offers faster mouse performance in the Viewport than Sun Java. Page 70 Web Conferencing FAQ

FAQ/Troubleshooting Q13. I occasionally see errors when using the Co-Browse feature. What can I do to resolve these? A13. It is essential to the functionality of Co-Browse for all of the latest updates to be applied for the operating systems and browser. These updates can be obtained from the Microsoft Windows Update Web site. Q14. Why do the session controls load but no Security Certificates display and none of the buttons work, but I am in the meeting and Test Browser passes? A14 The Security Certificate and Java applets that are used need ActiveX controls and Java Scripting enabled. This symptom can be caused by banner advertisement blocking software, which is designed to block pop-up windows from opening. In some cases, you can correct this problem by removing the setting that is disabling the pop-ups. Some Internet Security or Anti-Virus Programs now come with the added feature to stop Java- Script or block ActiveX and this feature is turned on. Disable the feature that blocks JavaScript or ActiveX. Incorrect Date and Time settings on the server, host, or attendee's computer can also cause problems. Q15. Can the chat window be resized? A15. Yes, the chat window can be resized when it is undocked. Right-click with the cursor over the chat text area and choose Undock from the pop-up menu. To re-dock the chat, close the chat window or right-click again and choose Dock. Web Conferencing FAQ Page 71

FAQ/Troubleshooting Page 72 Web Conferencing FAQ

Web Conferencing Leader s Quick Reference Quick Reference Web Conferencing Leader s Quick Reference Accessing Web Conferencing Point your Web browser to the URL for your Web Conferencing server. LOGON with your user name and password. If necessary, use the Forgot your ID or Password? link on the logon page. To Attend an Event: In the menu on the left, click PUBLIC AREA. Find the event you want to attend and click JOIN. Best Practices, Tips and Tricks From the Viewport, rightclick inside the box that shows the size of the window to display the menu to the right. Change your color Settings to 24-bit for the best graphics display. Also, check Display Layered Windows to allow pop-up windows to display correctly to participants. As a suggestiong, select Hide Desktop Icons to prevent them from being visible to participants during your demonstration. To Create an Event: After logging on, click CREATE MEETING. Select the Meeting Details tab and enter the details (i.e., meeting name, time, date, etc.) for the meeting. Select the Options tab and enter the optional invitees, optional password, and optional conference call information. Once you have entered the necessary information, click SCHEDULE to schedule the meeting. Right-click the attendee list in the Hosts control window to display the menu to the right. You may want to Undock the window to be able to make the attendee window larger. Under the Host Control option, you can completely transfer hosting control to another participant or terminate a selected user. Under Keyboard Chat, you have an option to Clear the Chat History. Finally, you can use Select All to select all participants at once, saving some extra steps when acknowledging hands, check marks, or red Xs. Accessing Web Conferencing Page 73

Web Conferencing Leader s Quick Reference Leader Controls During the Event Desktop Sharing - shows a Viewport window you can drag around your screen for sharing parts of applications. Application Sharing - allows you to select an application from a list of running applications to show to the participants. Co-Browse - allows you to share a Web page with the participants in the meeting. Record/Playback - allows you to record a meeting or playback a previously recorded meeting. File Transfer - Allows you to broadcast files to the participants in your meeting. Video - allows you to enable video conferencing in your meeting (requires a Web camera). Document Manager - central storage area for documents that you want to share with others. User Polling - allows you to ask questions so participants can give you feedback. Interaction with Participants Hand - acknowledges a selected participant s raised hand, green check mark, or red X. Green Eye - provides control of what you are sharing in the viewport or app share to a selected participant. Viewport (Desktop Sharing) Buttons Position - allows you to position the Viewport around your screen. Pause - pause the Viewport when you are switching applications or readjusting it. Transparency Tools - enable you to annotate your shared application. Transparency Hide/Display - allows you to hide or display the transparency images you have created. Transparency Toolbox - select from a variety of available tools. Desktop Hide/Display - allows you to hide or display your desktop icons. Viewport Snapshot - allows you to take a snapshot of your Viewport window with any markups that you have created to save for later use. Clear Markup - clears the entire Viewport window of any markups you made using the transparency tools. Viewport menu - right-click inside the box to open the Viewport menu. Close - closes the Viewport window. Resize - allows you to resize the Viewport window by clicking and dragging. Pencil - allows selected participants to use the markup tools. Camera - allows the leader to toggle the participant s video ON or OFF (requires a Web camera). Open Door - locks the meeting so that no other participants can join. Open Lock - secures a meeting with 128-bit encryption for confidential meetings. Page 74 Leader Controls During the Event

Part No. 835.2991 Issue 4.5, March 2006 A946/3::2A