Using Microsoft Office Live Meeting

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					5   Recording a meeting

    You must join the meeting as a presenter to use this feature.
    Recordings are the next best thing to attending a Microsoft Office Live Meeting. A recording is
    a great way to keep individuals informed, document what occurred at a meeting, or even help
    train new employees. You can record part or all of a presentation and then make the recording
    available to others to view later. A recording is from the perspective of the audience attendee.
    It includes the slides that you show at the meeting, and any typed information you add during
    the meeting, such as questions and answers that you post to all attendees and text typed on
    Text slides. (It does not include private questions and answers that take place.) Depending on
    your configuration, you can also record the audio that occurs during the presentation.
    To record a meeting, you don’t need to install any additional applications. All processing occurs
    on the server, and the server publishes and saves all final recordings. (The organizer determines
    the formats in which the server publishes recordings.)
    To record a meeting and publish the recording, you
    I   Access the Recording Control panel for the meeting that you want to record.
    I   Edit the conference call phone number (if recording audio for your meeting).
    I   Connect to the call (if recording audio for your meeting).
    I   Check audio (if you complete the previous step).
    I   Start the recording.
    I   Stop the recording and publish it.




                                                                                                  53
                            Using the Recording Control panel
                            Use the Recording Control panel to connect a conference call to your recording and to start,
                            pause, and stop a recording.

                            To display the Recording Control panel
                            I   On the View menu, click Recording Control panel, or click the Recording Status that
                                appears in the console status bar.


                                                                             The status of the recording, audio and
                                                                             telephone connection appears here.




Start, pause, or stop a
recording.

                                                                             Define the conference call number if you
                                                                             want to record audio.

Check audio to make sure it
is recording correctly.
                                                                             Connect or disconnect the conference call to
                                                                             the recording.




                            Editing the conference call number
                            To record the audio from a meeting, you indicate the conference call number for the meeting
                            and then connect the recording to the conference call. You can use one of the following
                            methods to connect to the conference call:
                            I   Dial one of the participants, who then connects to the teleconference by using a 3-way call.
                            I   Use an operator to connect the call.
                            I   Use a teleconference provider who allows the server to dial in as a “non-interactive
                                participant,” since the server dial-in software cannot verbally announce or identify itself.




54    Recording a meeting
To edit the conference call number
1 On the View menu, click Recording Control panel.
2 Click Edit phone number.




3 Click the Country to dial arrow and then click the name of the country to call. This setting
  selects the correct country dialing code for you and inserts it in the Phone number to dial
  box.
4 In the Phone number to dial box, enter the conference call number. Make sure to include
  area codes if necessary. For example,
  I   Three-way calling. Enter the conference call telephone number. Make sure that you
      don’t include outside line indicators, such as 9 at the beginning of the number.
  I   Alerting operators. This method requires that you alert an operator that a silent server
      will be dialing into a conference call. The operator needs to connect the server to the
      presenter’s audio lines. (This option is practical only if you use a service that assigns
      specific operators to handle your calls.) Make sure that you don’t include outside line
      indicators, such as 9 at the beginning of the number.

  Note: Some conference call providers allow you to set up a special line for the exclusive
  use of the telephony board. This allows the operator to know when the telephony board is
  calling in. For more information, contact your provider.

5 In the On connecting box, enter special characters if required for your conference call. For
  example, Dial-in requires that you call your teleconference service provider and request an
  unassisted conference call. To allow the server to use this type of connection, include
  commas and a pound sign in the telephone number (if required) that you enter on this
  page. The commas cause the server to wait (about two seconds per comma) before
  entering the PIN. This gives the teleconference service time to answer the call and start
  prompting for the PIN. For example, 4152221234,,,,,,,,,1234# tells the server to call the
  number 415-222-1234, wait about 18 seconds, and then dial the PIN 1234 followed by the
  pound sign. In this example, you enter,,,,,,,,,1234# in the On connecting box.
6 To save the changes and connect to the call, click Accept and Connect. To save the
  changes, but not connect at this time, click Accept.



                                                             Editing the conference call number   55
                           Connecting to a conference call
                           To record the audio from a meeting, connect the recording to the conference call associated
                           with the meeting before you start to record.

                           Tip: If you already edited and tested the conference call phone number, you can
                           automatically connect to the conference call when you start the recording by selecting the
                           Automatically connect telephone check box that appears in the Recording Control panel.

                           To connect to a conference call
                            1 On the View menu, click Recording Control panel.
                            2 If you did not previously edit the conference call number, click Edit phone number and
                              complete entries at this time. For more information, see “Editing the conference call
                              number” on page 54. Otherwise, click Connect.
                            3 Your next step depends on which one of the following methods you use to connect
                              your call:
                              I   Three-way calling. After you connect to the call, your phone rings when the server calls
                                  you. Answer the phone; you won’t hear anything. Use your three-way call feature to
                                  start the call. On the other line, dial the conference call number and connect to your
                                  audio conference call. Complete the three-way call as you usually do.
                              I   Alerting operators. This method requires that you alert an operator that a silent server
                                  will be dialing into a conference call. The operator needs to connect the server to the
                                  presenter’s audio lines. (This option is practical only if you use a service that assigns
                                  specific operators to handle your calls.) When the process is completed, the server is
                                  connected with the operator. The operator then connects the meeting into the
                                  presenter’s side of the audio conference call.

                              Note: Some conference call providers allow you to set up a special line for the exclusive
                              use of the telephony board. This allows the operator to know when the telephony board is
                              calling in. For more information, contact your provider.

                              I   Dial-in. This method requires that you call your teleconference service provider and
                                  request an unassisted conference call. These calls usually require participants to enter a
                                  personal identification number (PIN) or passcode followed by the pound sign (#).
                            4 (optional) It's a good idea to click the Listen button and check the audio before starting
                              your meeting. For more information about listening, see “Checking audio” on page 57. If
                              you have trouble connecting to a call, see “Trouble-shooting tips for audio” on page 59.




56   Recording a meeting
Checking audio
If you are recording audio, it’s a good idea to make sure that you have a good end-to-end
audio connection (for example, that you have used the correct teleconference and PIN or
passcode numbers). The recording does not include the test audio. Audio is not recorded until
you click the Start button.

To check audio
1 Make sure that your computer is audio enabled, the speakers are on, and that you
  connected to the conference call.
2 Speak into your telephone for about 30 to 60 seconds.
3 In the Recording Control panel, click the Listen button.




4 To check the first 30 seconds of the call, click First 30 Seconds. When a call begins, the
  First 30 second component begins capturing audio even if you haven’t clicked the Start
  button to begin recording. You can play this short audio file back to hear the first 30
  seconds of the phone call. If you make another call, the file is written over.
5 To check the last 10 seconds, click Last 10 Seconds. The Last 10 second component
  begins capturing audio as soon as the dialogic board sends the TAPI message to the
  console. It continues to write over the audio file every 10 seconds. This is a good way to
  check that the Dialogic board is receiving an audio signal during a meeting. If the meeting
  detects a long period of silence, a silent alert appears. If you think this message is in error,
  click the Last 10 Second Play button to see if audio is recorded. The Last 10 Second button
  is also useful to confirm that you are connected to the correct call.
6 If you don’t hear your own voice coming through your computer’s speakers, click the
  Disconnect button and repeat the procedure to connect to the conference call.



Starting and pausing the recording
If you want to record audio, make sure that you complete all steps to connect to the
conference call, before you start the recording. You can start recording a meeting at any time
during the meeting. If you take a break, you can temporarily pause the recording, to avoid
recording “dead-air” time.

To start the recording
1 On the View menu, click Recording Control panel.
2 Click the Start button. The status that appears at the bottom of the console indicates that
  the presentation is being recorded.




                                                                               Checking audio   57
                           To pause the recording
                            1 On the View menu, click Recording Control panel.
                            2 Click the Pause button. The button name changes to Resume. The status that appears at
                              the bottom of the console indicates that the presentation is paused.
                            3 To resume recording, click the Resume button.



                           Stopping a recording to discard or publish it
                           When you are done with the meeting or at any time during the meeting you can stop
                           recording. You can then decide to publish the recording or discard it. If you exit from the
                           meeting without stopping and publishing the recording, the recording is not saved.

                           To stop the recording and discard it
                            1 On the View menu, click Recording Control panel.
                            2 Click the Stop button.




                            3 Click Discard Recording. The current recording is discarded. The Start recording button is
                              available in the Recording panel.

                           Tip: If you accidentally stop a recording, click Resume to continue the recording.

                           To stop the recording and publish it
                            1 On the View menu, click Recording Control panel.
                            2 Click the Stop button.




                            3 Click Publish Recording. The Recording Control panel indicates the status of the
                              publishing process. After the process completes, the recording appears in a different
                              browser window, allowing you to immediately review it.
                              Depending on the formats that the organizer selected when he or she scheduled the
                              meeting, the recording is automatically published as one or more of the following: an
                              HTML file containing nonstreaming audio with links to audio files, RealPlayer, Microsoft


58   Recording a meeting
    Windows Media Player (Netshow), Microsoft Office Live Meeting Replay. The Microsoft
    Office Live Meeting Replay format is the only one that displays Application Sharing slides
    (including expanded views), as well as annotations and any of the presenter’s mouse
    movements.

Note: You don’t need to install a player application on your computer to save a recording in
one of the previously described formats. However, to view recordings in different formats, you
must install the appropriate player. For more information about the players, visit our Web site.

    When you publish a recording, it receives a recording ID. The recording ID reflects the
    meeting ID of the meeting. For example, for the HRtraining meeting ID the recording ID is
    also HRtraining. You can publish the same recording multiple times. If you change the
    content of the meeting, such as by showing different slides or recording different audio,
    and you publish the meeting again, then a number is added to the recording ID, such as
    HRtraining-2, HRtraining-3, and so on. This allows you to have various versions of the
    recording. If you publish the meeting in different formats, such as HTML and also as
    Microsoft Office Live Meeting Replay, then the recording ID stays the same, but you’ll have
    the option to select which format you want to use when viewing the recording.

Note: Depending on the CPU speed, compression algorithm, and the formats in which you
publish the recording, the processing of a published recording might take awhile to complete.
Recording Sharing slides can greatly increase the processing time. If you attempt to view a
recording in a format that is not completely processed, a message appears indicating the
status of the process and an estimated time of completion.



Trouble-shooting tips for audio
The following provides a few tips for trouble-shooting audio problems:
I   Wait for the idle message. If you are having trouble connecting, click the Disconnect
    button in the Recording Control panel. Wait for the Idle status message to appear, and then
    click the Connect button again.
    If you try to connect before the system is idle, the dialing process won’t work and you could
    potentially require the intervention of Technical Support to reset the meeting. If status
    messages and eventually a connection message don’t appear, call Technical Support.
I   Respond to a silent alert. If while recording a meeting a period of silence occurs, a message
    asks if you want to continue recording.




                                                                 Trouble-shooting tips for audio   59
                               The system is checking to make sure that the meeting is still in progress and that you want
                               to continue to record audio. You can respond as follows:
                               I   If the meeting is over, click OK, and then click Disconnect in the Recording Control
                                   panel.
                               I   Check the audio to make sure it is getting recorded.
                               I   To continue to receive warnings, click the Warn if silence continues arrow; click a time
                                   interval for the warning depending on how often you want to receive a warning;
                                   click OK.
                               I   To discontinue the warnings, click the Warn if silence continue arrow; click Never;
                                   click OK.
                           I   Respond to status messages. The following are typical messages you might receive:
                               I   Busy. The number is busy. Wait a minute and then try again.
                               I   Disconnected. The call has been disconnected. Repeat the connection process.
                               I   Idle. The telephony board is ready to make a call. Repeat the connection process.
                                   Always wait for the Idle message to appear if you previously clicked the Disconnect
                                   button and want to now connect again.
                               I   Special Info: Unknown. Appears if the call could not be completed. Check your
                                   connection information and then try again.



                           Viewing a published recording
                           After you publish a recording, the View Recording page appears in a different browser window
                           allowing you to review the recording. You can also view a saved recording by launching your
                           browser and entering either the recording playback URL (the one that appears on the View
                           Recording page) or a URL that takes you to a page where you enter the recording ID and
                           recording key (provided by the organizer). To view recordings in different formats, you must
                           install the appropriate player. For more information about the players, visit our Web site. For
                           more information about using the Recording pages that appear, see the Help associated with
                           each page.




60   Recording a meeting