Information Technology Department
Marine Biological Laboratory
Woods Hole, Massachusetts 02543, USA
MBL Secure Web Meeting Instructions
The MBL Secure Web Meeting application is a web conferencing and PC remote control application. Meetings can be set up quickly to share applications running on your desktop with up to 20 other computers. It can also be used to share full control of your computer with remote collaborators or IT Helpdesk staff. All meetings and support sessions are fully encrypted between the conductor and the attendees. When a meeting is created an invitation email will be automatically sent to all attendees with the required information needed to join the secure web meeting. The email sent to all attendees contains the web address to log into the meeting as well as the Meeting ID and password to join in. Meetings can be created dynamically and launched with no scheduling required. Note: Conductor and Attendees will be required to install the Secure Web Meeting Java Applet onto their computer. This will be done automatically when joining a meeting or running the application for the first time. This process usually takes about 1-2 minutes, so plan accordingly.
The MBL Secure Web Meeting Administration interface can be accessed at https://vpn.mbl.edu/webmeeting/. This interface is used by the meeting conductor to create new web meetings or to update an existing meeting. This new service is free of charge to the MBL Community. Privileges to use this system can be added to your MBL Account by contacting the MBL IT Helpdesk by phone at extension 7654 or by email at helpdesk@mbl.edu. You can also submit an online request at http://helpdesk.mbl.edu.
1) Login into the system using your MBL Single-Sign-On Username and Password. Once a meeting is set up it can be modified at any time by the conductor.
MBL Secure Web Meeting Instructions
June-2009
Your MBL Single-Sign-On Username is the first initial of your first name followed by the first initial of your last name and then the 5 digit number from your MBL ID card. The default password is the same. Example: User Charles Darwin with MBL ID number 61021 Username = cd61021
2) Click on “New Meeting”.
3) Enter details for the Secure Web Meeting. You can provide a name for your meeting
as well as any Teleconferencing info and agenda. You must enter a time and date for the web meeting. This info will be included within the automatic invitation email that is sent to the attendees.
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MBL Secure Web Meeting Instructions
June-2009
4) It is recommended that you set the email address for the Secure Web Meeting Conductor by selecting the Conductor in the Invitees Window and clicking on “Set Email”. After entering the email address for the conductor click “OK”.
5) To add additional Attendees enter their email address under “Add Other Users” and click “Add”.
6) Click on the “Finish” button at the top of the “Meeting Details” page when you are
done setting up the web meeting details and adding attendees. The new meeting will appear as a scheduled meeting in the Calendar view.
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MBL Secure Web Meeting Instructions
June-2009
7) The meeting conductor can “Start” the Meeting by logging into the Secure Web
Meeting system at https:vpn.mbl.edu/webmeeting/ or the Meeting Conductor URL contained in the MBL Secure Web Meeting Invitation email. The first time you use the application you will need to install a Java Applet. It will automatically attempt to install the application if it is not found on your computer when you join the meeting. Click “Run” to install the Secure Web Meeting Application. Both the Conductor and the Attendees must have the application installed to participate in the web meeting.
8) Once you have started the meeting and the
Secure Meeting Application is running the Conductor can choose to share content by clicking on the “Sharing” button. You also have the option of selecting any one of the other attendees as the “Presenter” or “Controller” by selecting their name and clicking on the role that you wish to assign to the attendee.
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MBL Secure Web Meeting Instructions
June-2009
You can then either select a single application to share or choose “Share Desktop and All Applications” to give full control of the machine you are using to the conductor. Then click “Share”.
9) To end a web meeting Select
“Meeting” from the taskbar menu of the application and click on “End Meeting”. If you are the Conductor this will also end the meeting for all other Attendees.
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