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Audio and Web Conferencing User Guide

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Audio and Web Conferencing User Guide Powered By Docstoc
					Audio and Web Conferencing User
            Guide

                 Version 2.26




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Table of Contents

Moderator Teleconference Touch Tone Commands……………………………...............................................      3

Web Conferencing Moderator User Guide………………………………………………………………………………………..                                    4

Moderator Toolbar……………………………………………………………………………………………………………………………                                            5

Moderator Attendee Options………………………………………………………………..............................................            7

How to Screen Share…………………………………………………………………………………………………………………………                                           8

Sharing your screen using the Java Client………………………………………………………………………………………….                                9

Sharing your screen using the Windows Client………………………………………………………………………………….                                11

How to Share a Whiteboard……………………………………………………………………………………………………………..                                        13

How to Upload Library Content…………………………………………………………………………………………………………                                       15

How to Share Library Content…………………………………………………………………………………………………………..                                      18

How to Add Polling Questions………………………………………………………………………………………………………….                                       19

How to View and Share Polling Questions….…………………………………………………………………………………….                                  21

How to Launch Webcams…………………………………………………………………………………………………………………                                         23




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                   Moderator Teleconference Touch Tone Commands
PRESS
*0 Operator Assistance
This command allows you to connect to the Conferencing Operator.
*1 Moderator Dial Out
This command allows you to temporarily leave the Teleconference to bring in additional participant(s).
After entering *1, you will be prompted to enter the Participant’s phone number. Our system will dial
out to the person.
        Press #2: To return to the conference with the person that you dialled out to.
        Press #3: To return to the conference alone.
*4 Teleconference Recording
This command starts a recording of your Teleconference. The recording ends when you either
disconnect the phone or when you press *4 for a second time. After the call ends, you will receive an
email containing a link for you to access the recording.
*5 Lecture Mode
This command mutes all Participants’ lines. They will be able to hear your voice but not to speak.
Pressing *5 a second time opens their lines so that they are free to speak and be heard whenever they
wish.
*6 Individual Line Mute
This command mutes your own individual line. Entering it a second time opens your line up again.
*7 Conference Security
This command locks the Teleconference to additional Participants. Entering the command a second time
turns this feature off.
*8 Automated Roll Call and Participant Count
This command allows you to hear the number of Participants on line hear an automated Roll Call if your
conference application prompted incoming Participants to state their name upon entry.
*91 Add Reference Number/Billing Code
This command allows you to add a numerical reference code to the call. Our Call Detail Records will then
report all expenditures associated with that code.




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                        Web Conferencing Moderator User Guide

Inviting Participants
1) Provide your participants with the date and time of your meeting
2) Provide participants with your Participant Pass code and Web Conference URL

How to join a Web Conference
1) On the day & time of your meeting, visit the Web Conferencing URL
2) Select the “Join a Web Conference” button
3) Moderators choose the meeting role “I am a Moderator”, enter the Moderator Pass code then select
“Join the Web Conference” Participants choose the meeting role “I am a Participant”, enter the
Participant Pass code then select “Join the Web Conference”.
4) As you join the Web Conference you will be asked to enter your name. If you enter again at a later
date from the same computer, it will remember your name.

Moderator’s View of the Web Conference screen and Icons
The view below is the standard Web Conferencing Entry Lobby before the Moderator has launched any
content. The icons across the top of the screen are visible only to the Moderator. And the 3 vertical
boxes along the right side of the screen contain Moderator information, Attendee information and a
text message window.

                                   Web Conferencing Tools
The Moderator/Host has numerous Web Conferencing tools available to use during a Web Conference,
these tools run across the top of the Web Conferencing window.




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                                        Moderator Toolbar




Desktop - This enables you to share your computers desktop with your Participant(s).

Presenter Client – This enables you to choose/change your desired Presenter Client – Windows or Java

My Library - This enables you to share your Library contents with your Participant(s). All Flash based
documents uploaded here are stored on the Redback server.

Public Library - If your organisation operates off a branded site you can have Redback Support upload
files into the Public Library for all moderators to access.

Library Manager – Manage your library by uploading, editing and deleting flash based files

Whiteboard - This icon shares the Whiteboard with your Participant(s).

Send Screenshot - This icon will take a screen shot of your web conference and it will automatically send
a .jpg image to all Participant(s) that they can then download. You are able to take a screen shot at any
time.

Send File - You are able to send files from your desktop to all attendees. A URL for the sent file will
appear in the Messages window. A participant can click on the URL to download it during a meeting. The
file is removed from the server once the meeting is ended.

Import Presentation - If you do not have your library set up you have the option to share a presentation
from within your web conference.

Polling - Create, receive and share live feedback from your audience during your web conference




Select this icon to set your Emoticon. Choose from a list of visual images that when selected will be put
beside your name in the attendee list. This Icon is available to both the Moderator and the Participant.




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Invite Participants - Select this icon to bring a Participant(s) directly into your meeting. They will be
emailed a link that bypasses the login process and brings them directly into your meeting.

Webcam – Select this option to view a list of attendees with active webcams

Lock Meeting – Select this option to ensure no other attendees enter your web conference

Restart Meeting – Select this option to restart your meeting.

Stop Meeting – Select this option to close the meeting and send attendees to an exit page




Screen Size - This icon enables you to change the size of the viewing screen. Select Auto Size for optimal
results.




Full Screen Toggle Button – This icon allows you to toggle in and out of full screen mode. (The
Participant’s screen size will change with the Moderators) Participants will have a similar Icon that
allows them to adjust their own personal view.




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                                 Moderator Attendee Options

The Moderator/Host has five attendee options available to use during a Web Conference. These options
run across the bottom of the attendee box. (As seen below)




      Select this icon to allow Participants drawing rights while using Whiteboard

      Select this icon to allow Participants co-presenting rights

       Select this icon to launch Webcams. You can add up to 12 Webcams into your Web Conference at
any time.

      Select this icon to activate microphones – VOIP users only

      Select this icon to remove Participants from the Web Conference and to hide emoticon




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                                      How to Screen Share

In this mode you are sharing your computers desktop with your Participants.

Click on the ‘Share’ menu followed by the ‘Desktop’ option




A new window will appear (See below) giving you two share screen options:
Java Client (for Mac & Linux users)
Windows Client




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Sharing your screen using the Java Client
   1. Select the Java Client and then click on OK
   2. Customise your screen sharing settings and then click on OK. For optimal results, select “Entire
      Screen” and “High.”




   3. Open the VPresent window by clicking on OK




   4. Open the document or application you wish to share with your Participants. Your Participants
      will be able to view all that appears within the red box.




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5. Advise your Participants they can toggle their view in and out of full screen mode using the toggle
icon



Java Client Share Screen Toolbar

Once screen sharing begins, this toolbar will appear on the top left corner of your screen. Please see
below for a detailed explanation.




        Pause/Play Icon

Selecting this Icon will allow you to Pause your Screen Sharing session or resume Play if it has already
been paused.




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               Pointer Icon

Select this Icon if you want to use a Marker or Pointer to draw the audience’s attention to something on
your screen.

                Status Icon

The Status Icon provides a visual indication of the status of your Screen Sharing session.

                End Sharing Screen Application Icon

Select this Icon to end your Screen Sharing session.



Sharing your screen using the Windows Client
    1. Select the Windows Client and then click on OK
    2. The first time you use the Windows Client you need to download and install presenter client
       software called “VPresent”.
    3. After you have “VPresent” installed the next time you click on the “Share Screen” icon you just
       press “OK” to start sharing.
    4. Once you open up the Share Screen application, a 2nd tool bar appears on the upper left corner
       of your page.

   Important Note: You must adjust the attendee view size when you first start sharing – see below

Adjusting the size of the viewing window for the Participants
Participants can manually resize their viewing window or you can adjust the size for all. Simply select
“Attendee View Size” found on the drop down in your Moderator tool bar. In addition, by selecting
“Auto Size” you can ensure that regardless of the dimensions or screen resolutions, you can force your
entire image into the Participant View Screen. Selecting “Full Screen” gives the Participants a full screen
view of your material.


NOTE: It is recommend setting the Attendee View Size to “Auto size” or “Full Screen”




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Windows Client Share Screen Toolbar

Once screen sharing begins, this toolbar will appear on the top left corner of your screen. Please see
below for a detailed explanation.




      Main Menu Icon

Selecting the Main Menu icon allows you to access a number of Screen Sharing tools.

      Change Sharing Window Icon

Selecting this Icon allows you to change the size of your sharing window that is being shared with your
participants. You can use this Icon to select which application you wish to share with your Participants.

      Pointer Icon

Select this Icon if you want to use a Marker or Pointer to draw the audience’s attention to something on
your screen.




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       Annotation Icon

This Icon allows you to make real time notes and mark up the screen that is being shown to your
Participants.

      Pause/Play Icon

Selecting this Icon will allow you to Pause your Screen Sharing session or resume Play if it has already
been paused.

                Status Icon

The Status Icon provides a visual indication of the status of your Screen Sharing session.

      End Sharing Screen Application Icon

Select this Icon to end your Screen Sharing session.



                                   How to Share a Whiteboard

Moderators set the permission levels enabling participants to draw or write on the Whiteboard. Entries
are colour coded to identify authors. Multiple Whiteboards can be created during a session and the
Moderator may scroll between the various Whiteboards.



1. Click the ‘Share’ menu followed by the ‘Whiteboard’ option




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2. Use the following tools to draw on your whiteboard




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See below for an example of a whiteboard




                               How to Upload Library Content


As a moderator, you have access to your own personal library. Here you can upload any flash based file
and access it from within your web conference. If your organisation operates off a branded site you can
have Redback Support upload files into the Public Library for all moderators to access.




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1. Click the ‘Share’ menu followed by the ‘Library Manager’ option




3. The following page will then appear which will allow you add, delete and edit your library.




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4. Select the folder you wish to add your file to. For example, if you are uploading a PowerPoint
Presentation, select Presentations.




5. Click on the desired uploading method to browse your documents and then select Upload




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                                 How to Share Library Content

1. Click the ‘Share’ menu followed by the ‘My Library option




2. Select the file you wish to launch from the ‘My Library’ view




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3. Select Auto Size from the Screen Size Icon




4. Use the icons to advance slides or close library




                                    Advance Slides    Close Library


                                  How to Add Polling Questions
Create, receive and share live feedback from your audience during your web conference with our polling
feature. Simply present a poll to allow the audience to feed their answers to you and then share the
response in real time with the audience.


1. Click on the ‘Share’ menu followed the ‘Polling’ option




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2. Select ‘Add a Question’




3. Type the question you wish to ask your attendees, select the type, enter up to five answers and then
submit




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                         How to View and Share Polling Questions

1. Click on the ‘Share’ menu followed the ‘Polling’ option




2. Select ‘Show Questions’




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3. Select your question and then instruct your participants to select an answer




                                                          Participants View




4. Once you receive 100% of responses, close the poll and then click on “Share Results”




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5. Your participants will then be able to view the results of the poll




6. Once you stop your meeting you will be directed to a page where you can download extensive reports
on the polls conducted




                                     How to Launch Webcams

1. Select the participants name in the attendee list who you wish to launch their webcam.

2. Click on the ‘Webcam’ icon at the bottom of the attendee list




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   3. A box will appear on the Participant’s screen asking them to share their webcam (as seen below). If
   they accept the invitation, their webcam will appear on everyone’s screen.




   4. Use the icons to start, stop and control the camera.




Start Camera              Video Camera
               Stop Camera




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5. As a moderator you can resize, minimise, move, and maximise the Webcam windows. Select minimise
to view all the webcams in the side panel.




                                            Minimise & Maximise




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