Online Meeting User Guide

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					Online Meeting

User Guide




Instructional Communications Systems
University of Wisconsin-Extension
The Pyle Center
702 Langdon Street
Madison, WI 53706
                                        Online Meeting | User Guide



                                                Table of Contents

  How to Launch Your Web Conference ....................................................................... 3
  Online Meeting Presenter Console ............................................................................. 3
  Host (Presenter) Meeting Controls ............................................................................. 4
  Sharing your Desktop .................................................................................................. 5
    To Desktop Share ....................................................................................................... 5
    To Stop Desktop Sharing ............................................................................................ 5
  Sharing an Application ................................................................................................. 5
    To Share an Application .............................................................................................. 5
    To Stop Sharing an Application ................................................................................... 6
  Publishing Content ....................................................................................................... 6
    To Publish Content ...................................................................................................... 6
    Content Library ............................................................................................................ 7
    To Delete Published Content ...................................................................................... 7
  Recording ...................................................................................................................... 8
    To Start the Recording ................................................................................................ 8
    To Stop the Recording ................................................................................................ 8
    To Download the Recording ........................................................................................ 8
  Locking the conference ............................................................................................... 8
  Ending a Conference (meeting) ................................................................................... 9
  Exiting a Conference (meeting) ................................................................................... 9
  Lecture Mode ................................................................................................................ 9
  Call Me (Dial out to Host or Participant from web meeting) ................................... 10
  Toggle View ................................................................................................................. 10
  Operator Request ....................................................................................................... 10
  Participant Panel ......................................................................................................... 11
    Participant Panel Indicators ...................................................................................... 11
    Presenter Status ....................................................................................................... 11
    Web Status ................................................................................................................ 11
    Phone Status ............................................................................................................. 11
  Tool Functions ............................................................................................................ 12
    Tool Display Examples (numbers are shown beside participants on previous page)12
  Passing Presenter Control (Promoting to Presenter) ............................................. 12
  Edit Participant Name ................................................................................................. 13
  Meeting Control Panel Resizing ................................................................................ 13
  Chat .............................................................................................................................. 13
  Hardware and Browser Requirements ...................................................................... 14
    Presenters (hosts) ................................................................................................... 14
    Participants .............................................................................................................. 14




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This guide contains the basics for starting and moderating a WisLine Anytime Online
Meeting web conference. It is intended to ensure you have everything you need to get
started and conduct your first Online Meeting conference.
If you need additional assistance getting started, or if you do not have an account, please
contact WisLine Anytime at 1 855 289 9177.

How to Launch Your Web Conference
   +   Presenter Invitation. A link to join your Online Meeting is included in your Presenter
       email Invitation. Simply click on this link. Your browser will open and launch the WisLine
       Anytime Meeting Center page. In the Conference Entry box, select Web/Audio
       Conference, click on “Start.” Your Online Meeting will be launched and you are ready to
       go!

   +   MyAccount Dashboard. If you have access to MyAccount Dashboard, you can launch
       your Online Meeting from there. You may login to your Dashboard from the WisLine
       Anytime home page at http://www.uwex.edu/ics/wislineanytime. Access your
       Dashboard by selecting the “Dashboard Log In” link. Login to your Dashboard by entering
       your Username and Password, and select                              beside the Anytime
       Subscription you wish to use for your meeting, and your web meeting will be launched.

Online Meeting Presenter Console
After you have successfully launched your Online Meeting web conference, you are presented
with the Online Meeting control console. There are six main console areas that are to be used
when conducting your meetings.
   +   Meeting Control Panel
   +   Participant Panel
   +   Chat Panel
   +   Quick Share Tabs
   +   Presentation Window
   +   Meeting Status Panel




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  Meeting
  Controls                                                        Quick Share Tabs




Participant
  Panel



      Chat
                                                          Presentation Window



   Meeting
   Status




Host (Presenter) Meeting Controls
The Meeting Control Panel contains the main meeting controls and features which allow Presenters to fully
manage their online meetings. These controls and features include sharing applications or documents,
passing control to presenters, starting and stopping a meeting recording, locking the meeting for security,
and the ability to request operator assistance.




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Sharing your Desktop




Once the online meeting has been started, the Presenter can utilize the Share Desktop feature in order to
display all active applications that are running on their computer. The Share Desktop feature enables the
participants to view changes as they are made, and allows them to be able to view programs that might be
unique to the Presenter’s desktop.

To Desktop Share

    +   Either select the Share Desktop quick share tab that is located in the Presentation Window, or
        select Share Desktop located in the Meeting Control panel.

When Share Desktop has been selected, the Share indicator will appear at the top of the screen.



When the Share indicator is displayed, your audience will be viewing all documents, programs, web pages,
emails, and instant messages that are being viewed on the Presenter’s screen. Note: if the Presenter
wishes to avoid inadvertent sharing of private content that is open on their computer, they may wish to use
Application Sharing as a preferred sharing method.

To Stop Desktop Sharing

    +   Hover over the Share indicator at the top of the screen, and click to select/stop sharing.




Sharing an Application




The Share Application feature allows Presenters to share (specific applications) from their desktops.
Application Sharing enables the participants to view changes as they are made, and allows them to be able
to view programs that might be unique to the Presenter’s desktop. Note: If a Presenter is concerned about
inadvertently displaying private information on screen to their audience, Application Sharing is a safer
sharing method than Desktop Sharing. This is because only one application can be shared at a time rather
than sharing (all) open applications as is the case with Desktop Sharing.

To Share an Application

    +   Either select the Share Application quick share tab that is
        located in the Presentation Window, or select Share
        Application located in the Meeting Control panel.

Once the Share Application button has been selected, an
Application Share dialog box will appear, displaying the currently
active applications.


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    +   Select the application that you wish to share from the Application Share dialog box and click Show.
        The application will be displayed on both the Presenter’s and Audience members’ screens and the
        Share indicator            will appear at the top of the screen.


Note: If other active applications are viewed by the Presenter during the same application sharing session,
the Sharing indicator will remain at the top indicating a sharing session is still active. However, the other
applications will not be viewable by the audience. The audience’s presentation window will turn gray until
the Presenter returns to viewing the initial shared application that was chosen in the dialog box.

To Stop Sharing an Application

    +   Hover over the Share indicator             at the top of the screen, and click to select/stop sharing.

If the Presenter wishes to share multiple applications during an online meeting, sharing the current
application must be stopped in order to select another active application from the Application Share dialog
box.


Publishing Content




Once the online meeting has been started, the Presenter can upload and publish Microsoft® PowerPoint,
Word, Excel, and PDF documents.

To Publish Content
    +   Either select the Publish Content quick share tab that is located in the Presentation Window, or
        select Publish Content located in the Meeting Control panel.
    +   Once the Publish Content button has been selected, the Select a File dialog box will appear
        displaying a File List of previously uploaded content which was stored in the presenter’s Share
        Portal content library.
    +   The Browse function allows the Presenter to upload and present new documents that have
        previously been saved on their computer. Once the document is located, select Open
    +   The document will begin uploading and the processing status bar will display the upload progress.
    +   Once file processing is complete, select Present




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After these publishing steps are completed, the first page of the document will appear in the presentation
window and the document will be automatically saved in the presenter’s content library.
    + Transitioning from page to page in the document is easy by simply selecting the next slide , the
         number of the slide   , or the last slide button  .




                                                              + Showing Slide thumbnails on screen
        may also be selected from the meeting control panel for quick navigation.



                                  or, Thumbnails may be hidden by selecting

    +   Presentation sharing can be stopped by selecting                             from the Meeting
        Control panel.


Content Library
    +   When new content has been published during an
        online meeting, the content will be stored in the host’s
        Share Portal content library.
    +   An email will be sent to the host advising him of the
        new content, and instructions will be provided with
        regard to the access and management of that
        content.



To Delete Published Content
    +   Upon ending the active Online Meeting, a Delete
        Uploaded Content pop up will appear to the presenter,
        allowing her to select and delete newly published files.
    +   Select the Delete box beside the files that are to be
        deleted, and select Delete Checked Files
    +   Uploaded content may also be deleted manually from the
        Share Portal Content Library in the presenter’s
        dashboard.
    +




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Recording
A synchronized audio and web recording can be made of the online meeting by selecting Start Recording
from the Meeting Control panel.
    + Records audio and web together as offline file
    + Produces a WMV file contained in Share Portal content library

To Start the Recording
    +   Select Start Recording from the Meeting Control panel.




    +   The recorder will appear as a participant in the Participant Panel, and the duration of the recording
        will be displayed at the bottom of the Meeting Status panel




To Stop the Recording
    +   Select Stop Recording from the Meeting Control panel.




To Download the Recording
The recording will be saved in the host’s Share Portal content library and can be retrieved by following the
instructions that are contained in the automated New Content email that is sent to the host upon final
processing of the recording.




Locking the conference
    +   To prevent unwanted attendees from joining a meeting, the host can lock the audio and web
        meeting by selecting Lock Conference from the Meeting Control panel. The Lock Conference
        function will toggle to read “Unlock” once Lock has been selected.




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   +   To unlock the meeting, select Unlock Conference.




   +   Once the meeting has been locked by the host, all attendees wishing to join the web meeting will
       receive the following message,



   +   Attendees trying to join the audio portion of the meeting will receive a similar audio message
       stating that the meeting has been locked.

Ending a Conference (meeting)
   +   When the online meeting has concluded and the host wishes for all attendees to be disconnected
       from the web meeting, select End Conference. The Audio portion of the meeting will not end until
       the host’s phone line is disconnected, unless Conference Continuation
       has been selected for the active Anytime Subscription prior to the start of the meeting. If
       Conference Continuation was selected in Dashboard prior to the start of the active meeting, the
       audio conference will continue in the absence of the Host.




Exiting a Conference (meeting)
   +   When the host wishes to leave the online meeting, yet desires the meeting to continue in their
       absence, they may choose Exit Conference and allow the meeting to continue. Note: The host
       must pass Presenter Control to another participant before exiting the web meeting in order for the
       web meeting to continue. Instructions for Passing Presenter Control are detailed further below.
   +   In order for the Audio portion of the meeting to continue when the Host exits, the in-use Anytime
       Subscription must have had the Conference Continuation feature
       enabled in the host’s Dashboard prior to the start of the current meeting.
   +   Participants may exit the web meeting at any time by selecting Exit Conference.




Lecture Mode
   +   The host can mute all audio lines in the meeting (broadcast mode) by selecting Lecture Mode from
       the Meeting Control panel. The Lecture function will toggle to read “Lecture Mode Off” once Lecture
       Mode has been selected.




   +   To re-open all of the audio lines and allow all participants to speak during the meeting, the host
       must select Lecture Mode Off




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Call Me (Dial out to Host or Participant from web meeting)
Online Meeting is integrated with the WisLine Anytime audio conference service and allows the presenter
and audience members to dial-out to their phone right from the web meeting. All Online Meeting attendees
are presented with the following audio conference (Call Me) pop-up upon entering the web portion of the
meeting.
    + Each attendee (host and participants) will enter the area code and phone number of the phone they
        wish to join the meeting with.
    +   Select “Join” after the number has been entered.
    +   The phone will ring, and the attendee will be prompted to enter “1” in order to complete the
        connection.
    +   The attendee will now be joined to both the web meeting and audio conference. Note: if the
        attendee has dialed into the audio conference (i.e. did not use the dial-out feature) using the dial-in
        instructions that were provided by the host, they can simply Close the dial out pop-up when it
        appears on screen.




If a meeting attendee (host, presenter or participant) joined the web meeting and did not initially choose to
have the meeting dial-out to them, they may still dial out to themselves.

    +   Select Dial Out from the Meeting Control panel




Toggle View
    +   An Online Meeting meeting participant can toggle the view between scroll mode and scale mode in
        order to fit a published presentation to the screen without scroll bars.


Operator Request
    +   If operator support is needed during the meeting, simply press *0 on your telephone keypad, or
        select Operator Request from within the Meeting Control panel.
    +   An operator will remove the audio line from the conference to assist the participant who has
        requested the operator.




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Participant Panel
The Participant Panel provides attendee information as well as attendee management functionality for the
Host and for all Attendees

    +   View and Edit attendee info that was entered during participant log-in.
    +   Mute and Un-mute participant lines.
    +   Promote a Participant to a Presenter role.
    +   Playback recorded participant names (to host) if participants have dialed (into) the meeting, and if
        the Host has enabled the Name Record feature for the meeting.
    +   Sort participant roster alphabetically.
    +   Disconnect participants from both the web and audio meeting.
    +   Participant information will be stored and provided for billing.


Participant Panel Indicators

   Example:

                                         +   Displays Audio and Web status of each meeting participant
                                         +   Displays the combined number of audio and web participants
                                             currently in the online meeting
                                         +   Click the Name field to enable the alphabetic sort button
                                         +   Tools     provides the Host with conference management tools



Presenter Status
        •        The Host of the meeting

        •        A participant who has been promoted to Presenter


Web Status
         •        A web participant that has installed the plug-in and can be promoted to Presenter

         •        A web participant who has not installed the plug-in and cannot be promoted to Presenter

         •      (None) Audio participants who have dialed into the audio conference but have not yet
         connected to the web conference.

Phone Status

         •        Audio participants who have dialed into the audio conference separately, or have dialed
         out to themselves using the integrated web conference Dial Out feature.
         •        An audio participant whose line has been muted (Note: Recorder lines are also muted)

         •      (None) Web participants who have not yet dialed out to themselves using the web
         conference Dial Out feature.




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Tool Functions

                                           +        Mute individual Participant lines
                                           +        Edit Participant names
                                           +        Promote Participant to Presenter
                                           +        Disconnect individual Participant lines
                                           +        Playback audio recorded Participant names




Tool Display Examples
(numbers are shown beside participants on previous page)

1) Online Meeting Host                2) Web & Audio Participant        3) Audio only Participant




Passing Presenter Control (Promoting to Presenter)
The Host can pass Presenter control at any time during an Online Meeting
   +   The meeting Host first selects the Tools button     beside the participant they wish to promote.
   +   The participant that is intended to be a Presenter must have downloaded the meeting plug-in in
       order to be promotable, which is identified by a    beside their name in the Web Status column.
   +   The Host selects Promote to Presenter, the Hosts screen coloring changes to gray tones indicating
       the transfer of Presenter control.
   +   The meeting Host always retains the rights to take back control of the presentation by clicking on
       the Reclaim button located in the Meeting Control panel.




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    +   The promoted participant can release control back to the Host at any time by selecting Release
        Control in the Meeting Control panel.




Edit Participant Name
    +   Select Edit Participant Name, the Name field becomes interactive
    +   Edit Name to capture correct information in the billing database
    +   Allows host to complete missing participant information




Meeting Control Panel Resizing
Attendees can resize their panels at any time in order to maximize the area of the Presentation Window, or
to enlarge or minimize any of the Meeting Control panels.
    +   Hover over the hashed lines of the panel resizing bars
    +   Left click and hold.
    +   Drag the horizontal bar up or down when resizing the height of the Meeting Control Panels
    +   Drag the vertical bar left or right when resizing the viewing area of the Presentation Window.




Chat
    +   The Presenter can initiate a chat with ALL attendees at any time during the
        online meeting
    +   Attendees can initiate a group chat conversation with the Presenter and ALL
        attendees




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Hardware and Browser Requirements
Presenters (hosts)
   +   PC running Windows XP or newer
   +   Internet Explorer 7 and higher
   +   Firefox 3.5 and higher (not compatible with 8.0)
   +   Chrome 8 and higher
   +   WisLine Anytime Online Meeting plug-in

Participants
   +   Mac or PC
   +   Web browser with JavaScript and Flash player enabled
   +   WisLine Anytime Online Meeting Plug-in (optional, for PCs, only)




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