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					  Centra 7

Leader Guide




               Version 7.2
Centra 7 Leader Guide
Revision 7.2.4
Original September 28, 2004 JM
Latest January 9, 2006 JM
P/N 188844
    Table of Contents

Chapter 1 Introduction ................................................ 1
          Symposium . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .      1
          Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .     1
          eMeeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   2
       Product Comparison . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .          2
       Using this Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .    4
          Document Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .               4
       Technical Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .            5
          Server Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .          5
          Client Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .          6
          Centra Technical Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .              6
       Training, Education and Certification . . . . . . . . . . . . . . . . . . . . . . . . . . .                   6
       Other Information Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .               6


Chapter 2 Getting Started ............................................ 9
       Accessing the Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
       Centra Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
          Working with Information Links . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
          Working with Task Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
       Creating a Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
          Scheduling a Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
          Setting Meeting Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
          Inviting Attendees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
       Using the Search Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
          Searching by a Text String . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
          Search Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
       Sorting the Edit Attendees Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
          Changing the Listings per Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
          Using the Index Letters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
          Using the Page Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
          Re-Sorting Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
       Removing an Invitation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
       Inviting Attendees During the Session . . . . . . . . . . . . . . . . . . . . . . . . . 18
       Modifying a Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
       Removing a Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
       Accessing a Personal Online Meeting Room . . . . . . . . . . . . . . . . . . . . 18
       Adding Content for an Event to the Catalog . . . . . . . . . . . . . . . . . . . . 19
          Viewing Content Files for an Event . . . . . . . . . . . . . . . . . . . . . . . . . 22
          Removing Content Files for an Event. . . . . . . . . . . . . . . . . . . . . . . . 22
          Viewing Public Files in the Content Catalog. . . . . . . . . . . . . . . . . . 22


Chapter 3 Leading a Session ...................................... 25
       Best Practices for Being the Leader . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
          Before Beginning a Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26


Centra 7/Leader Guide                                                                                                    i
       Beginning a Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .            26
          Pre-Session Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .             28
       Stepping Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .       29
       Speaking to Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .               29
          Using the Ctrl Key or the Talk Button . . . . . . . . . . . . . . . . . . . . . . .                           29
          Using Lock to Talk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .              29
          Using Voice Activation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                30
       Managing Microphone Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                        30
          Grant Microphones to All. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                   31
          Clear Microphones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .               32
       Clear Yes/No Responses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                 32
       Lower Hands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .        33
       Ejecting a Participant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .           33
       Others Ways to Communicate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                       34
       Ending a Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .         35
       Post Event Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .          35


Chapter 4 Leader Interface ........................................ 37
       Leader Interfaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .        37
          Symposium Leader Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                      38
          Conference Leader Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                     39
          eMeeting Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .            40
       Interface Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .               41
          Title Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   41
          Menu Bar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .       41
          Audio Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .        41
          Video Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .       42
          Presenters Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .           42
          Participants List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .         43
          Agenda Area. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .          45
          Status Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .      46
          Toolbars. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .     46
          Media Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .             48
       Network Status Indicator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                 48
       Changing the View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .            49
       Inviting Additional Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                   50


Chapter 5 Co-Presenters............................................ 53
       Designating a Co-Presenter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
       Demoting a Co-Presenter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54


Chapter 6 Agendas.................................................... 55
       Previewing a Session’s Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                     57
          Agenda Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .          58
       Adding a PowerPoint Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . .                         58
          How to Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .           59



ii                                                                                               Table of Contents
       Inserting a URL into the Agenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
          Inserting Content from the Content Catalog or Knowledge Center
          into an Agenda. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
          Inserting a File to Download . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
          Downloading the File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
       Inserting an Agenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
       Displaying Agenda Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
          Navigating the Agenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
       Deleting Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
          Deleting Individual Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
          Deleting a PowerPoint Presentation . . . . . . . . . . . . . . . . . . . . . . . . . 67


Chapter 7 Audio Options........................................... 69
       Multiple Concurrent Speakers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                   69
          Speaking Priority by Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                 70
       Conference Call Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                  70
       Using the Centra Audio Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                      72
          Configuring with the Audio Wizard . . . . . . . . . . . . . . . . . . . . . . . .                           72
       Adjusting the Volume in Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                    76
       Modes of Speaking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .          77
          Speaker Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .         77
          Headset Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .          78
          Voice Activation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .         78


Chapter 8 Broadcasting Video ................................... 79
       Video System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                  79
          Terminology . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .       80
       Using the Centra Video Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                    80
       Starting Video Broadcast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .             80
       Video Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .    81
          Using Video Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .              81
       Using the Video Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .             82
       Passing Video Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .            82
       Regaining Video Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .              83


Chapter 9 Text Chat ................................................... 85
       Public Chat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .    87
          Using Public Chat as a Leader . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                   87
          Disabling Public Text Chat. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                 88
       Private Chat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   89
          Best Practices for Private Text Chat . . . . . . . . . . . . . . . . . . . . . . . . .                      90
          Using Private Chat as a Leader . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                    90
          Setting Private Text Chat Options. . . . . . . . . . . . . . . . . . . . . . . . . . .                      92
       Working with Text Chat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .               93
          Saving Text Chat Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                   93
          Clearing Text Chat Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                    94




Centra 7/Leader Guide                                                                                                      iii
          Re-displaying Cleared Chat Messages . . . . . . . . . . . . . . . . . . . . . . . 94
       Setting a Single Line Entry Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
       Closing Text Chat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95


Chapter 10 Markup Tools............................................ 97
       Whiteboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
       Best Practices for the Whiteboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
       Writing on an Agenda Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
       Markup Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
       Uploading, Saving, and Clearing Markups . . . . . . . . . . . . . . . . . . . . 102
          Uploading an Image to Whiteboard . . . . . . . . . . . . . . . . . . . . . . . 102
          Saving the Markup to the Agenda . . . . . . . . . . . . . . . . . . . . . . . . . 103
          Clearing the Markup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103


Chapter 11 Surveys and Evaluations.......................... 105
       Surveys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   105
          Best Practices for Surveys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                 106
       Creating a Survey . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .           107
       Editing Surveys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .         109
       Evaluations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .       110
          Best Practices for Evaluations . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                     110
       Types of Evaluations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .              110
       Evaluation Question Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                   111
       Displaying an Evaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                  111
       Viewing Evaluation Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                    113


Chapter 12 Session Feedback .................................... 115
       Requesting Feedback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                 115
       Viewing Feedback Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                    117
       Interpreting Feedback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .               118
       Other Ways to Get FeedBack . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                      119
          Applause . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .       119
          Laughter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .       119


Chapter 13 Application Sharing ................................ 121
       Appshare Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                   121
          Best Practices for Hosting Appshare. . . . . . . . . . . . . . . . . . . . . . . .                           122
       Sharing an Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                122
       Using the Appshare Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                  124
          Marking up an Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                      124
          Snapshot to the Agenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                   125
          Appshare Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .               125
       Troubleshooting Appshare . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                    125
       Appshare Control Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                    126
       Letting Participants Interact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                 127



iv                                                                                                Table of Contents
        Letting Participants Host . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .          128
           Using the Participant List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .          128
           Using the Menu Bar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .         128
           Tips for Participant Hosting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .             129
        Using a Remote Host to Share . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .               129


Chapter 14 Breakout Rooms ...................................... 133
        Breakout Room Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                 134
        Best Practices for Breakout Rooms . . . . . . . . . . . . . . . . . . . . . . . . . . .                  135
        Creating Breakout Rooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .            136
        Moving a Participant to a Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                 138
        Breakout Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .   138
           Breakout Leader. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .      138
           Breakout Participant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .        139
        Changing Breakout Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .            139
        Selecting Breakout Room Content . . . . . . . . . . . . . . . . . . . . . . . . . . . .                  140
        Starting Breakout Sessions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .           141
        Monitoring Breakout Rooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                142
           Speaking to all Breakout Rooms . . . . . . . . . . . . . . . . . . . . . . . . . . .                  142
           Visiting a Breakout Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .              142
        Chat in Breakout Rooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .           143
        Ending Breakout Sessions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .           143


Chapter 15 Web Safari............................................... 145
        Best Practices for Web Safari . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
        Using Web Safari . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146


Chapter 16 Record and Playback............................... 149
        About Server-Side Recorder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .             149
        Using the Server-Side Recorder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .               150
           Server-Side Recording and Teleconference Audio. . . . . . . . . . . .                                 151
        Playing Back a Recording . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .           152
        Centra Playback Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .             152
        Standard Media Player . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .          156


Index ......................................................................... 157




Centra 7/Leader Guide                                                                                                  v
vi   Table of Contents
                                                  Chapter 1
                                               Introduction




    Note: All references to Centra 7 in this guide are to Centra 7 Version
          7.2 unless otherwise specified.
    Centra 7TM is an open architecture Web platform for knowledge
    delivery featuring real-time collaboration, content management, and
    authoring.
    Centra 7 includes Symposium, Conference, and eMeeting,
    applications for live eLearning and business collaboration.



Symposium
    Centra Symposium is a complete set of capabilities for live,
    collaborative and asynchronous learning in a virtual classroom
    setting.



Conference
    Centra Conference is best suited to Web-based seminars and large


Centra 7/Leader Guide                                                    1
    group presentations with managed interactivity.



eMeeting
    Centra eMeeting provides dynamic interaction of live meetings, with easy-to-use self
    service features for meeting scheduling and management.


Product Comparison
    Work with the Event Manager to choose the type of session appropriate for the need.
    The following summarizes the differences between Symposium, Conference, and
    eMeeting:

     Feature/Function       Symposium              Conference          eMeeting

     Type of Session        Virtual classroom      Large group         Spontaneous group
                                                   presentation        meeting

     Maximum                250                    1000                250
     Concurrent Users

     Who Creates Sessions   Event Manager          Event Manager       Any user

     Pre-session/           Leader decides         Session begins      Session begins
                            when to begin          when the Leader     when the Leader
     In-session
                            session                enters              enters

     Co-Presenters          Up to the server       4 (must be          Up to the server
                            limit (can be          designated before   limit (can be
                            promoted during a      session)            promoted during a
                            session)                                   session)

     Concurrent Speakers    Up to 4                Up to 4 (only one   Up to 4
                                                   Participant at a
                                                   time)
     Granting               All Participants can   Only one            All Participants can
     Microphones            have microphones       Participant can     have microphones
                            at same time           have a microphone   at same time
                                                   at a time

     Microphone             Leader and             Leader and          All
     Available when         Co-Presenter           Co-Presenter
     Session Begins

     Participant List       Yes                    Event Manager or    Yes
     Display                                       Leader can show/
                                                   hide attendance




2                                                                                Introduction
      Feature/Function       Symposium             Conference            eMeeting

     Recording Options       Client-Side Publish   Client-Side Publish   Server Side and
                             and Produce,          and Produce,          CKOS
                             Server Side, and      Server Side, and
                             CKOS                  CKOS

     Broadcast Video         Yes                   Yes, Participants     Yes
                                                   can only view

     Step Out                Yes                   Leaders and Co-       Yes
                                                   Presenters only

     Applause and            Yes                   No                    Yes
     Laughter

     Feedback                Yes                   No                    Yes

     Whiteboard              Yes                   No                    Yes

     Web Safari              Yes                   Yes, Participants     Yes
                                                   can only view

     Application Sharing     Yes                   Yes, Participants     Yes
                                                   can only view

     Remote Host             Yes                   Yes                   No

     Breakout Rooms          Yes                   No                    No

     Evaluation              Yes                   Yes (no grading)      No

     Save Markups to         Yes                   No                    Yes
     Agenda

     View Agenda Listing     All                   Leader and Co-        All
                                                   Presenters only

     Add URL in Session      Yes                   No                    Yes

     Preview Content         Yes                   No                    Yes
     Before Session Begins
     Re-usable Content       Yes                   Yes                   No
     (Agenda Builder)

     Pre-Download            Yes                   Yes                   No
     Content




Centra 7/Leader Guide                                                                      3
Using this Guide
    The Centra 7 Leader Guide is intended for use by the Leader or Co-Presenter of a
    Centra Symposium, Conference, or eMeeting session.
    This Guide contains:
          Step-by-step instructions for tasks performed as a Leader or Co-Presenter
          Tool and mode usage recommendations
          Best practices suggestions that enhance your effectiveness as a Leader
    Use this Guide to become familiar with Centra 7’s features, tools, and components.


Document Conventions
    This book uses these conventions:

            Convention                                    Provides

     boldface type           User input you type exactly as specified. Also, referral to a
                             dialog box element or menu item.

     italic type             User input you replace with an appropriate value for your
                             system.

     monospaced type         User input, system output, email address, URL or Internet
                             address.

     dir\files               Directory, path, or file specification.

     menu selection          Select Tools, Host. This indicates first select the Tools menu
                             and then the Host option.

                             Symposium feature



                             Conference feature



                             eMeeting feature




4                                                                                  Introduction
Technical Requirements
    Verify the following technical requirements prior to installing Centra 7. Your system
    (hardware and software) must meet the minimum requirement or recommendation
    for each category before launching Symposium, Conference, or eMeeting.


Server Requirements
    These are guidelines only. Please contact your Centra Implementation Manager
    before any purchasing decisions.
    Note: Follow the specifications recommended by the database vendor.

                    Minimum                                 Recommended
            (Up to 50 concurrent users)            (Greater that 50 concurrent users)

 Application servers (CMS/CCS/CSS/CRS)            Application servers
 Windows Enterprise Server 2003                   Windows 2000 Server SP4
 Windows 2000 SP4
 Windows 2000 Advanced Server
 Specifications (minimum)                         Specifications
 750 MHz                                          1.5+ GHz
 Single processor                                 1+ GB RAM
 512 MB RAM                                       40+ GB free disk space (for content and
 400 MB free disk space                           recordings)

 Web servers
 Microsoft IIS 5.0, 6.0
 Databases
 Microsoft MSDE (bundled)
 Microsoft SQL Server 2000 (SP3)
 Oracle 8a,b 8ib, 9ib (Windows or Unix)
 Oracle version 9.2.0.2 supported by Content
 Catalog only
 Other
 Dedicated server
 Static IP address

    a. Requires patch level 8.1.7.4 or higher.
    b. Not supported by Content Catalog




Centra 7/Leader Guide                                                                       5
Client Requirements
    Note: When broadcasting video, use the Recommended specification, the Minimum
          specification is not sufficient to support video.



                    Minimum                                 Recommended

     Windows 2000 (SP4), or XP (SP1)
     Browser: Internet Explorer 5.x, 6.x,     Internet Explorer 6.x
              Netscape 4.5xa, 4.7xa, 7.x

     CPU: P350 MHz                            CPU: P500+ MHz
     Memory: 128 MB                           Memory: 256+ MB RAM
     Disk: 40 MB free space                   Disk: 200+ MB free (for content & recordings)
     Network: 28.8 kbps                       Network: 128+ kbps
     Monitor: 16 bit colors (high color)      Sound card, headset

       a. No support for double-byte languages in Netscape 4.x.


Centra Technical Support
    Centra’s dedicated Technical Support team welcomes your questions, comments,
    and feedback, all of which can help us improve our products and services.
    You can reach the Centra Technical Support staff at
    http://www.centra.com/supportinfo.asp
    Documentation for Centra products is located on the support site.


Training, Education and Certification
    The effectiveness of Administrators, Event Managers, Agenda Builders, and Event
    Leaders, whether novice or experienced, depends on their knowledge of how best to
    use Centra tools, controls, and features.
    Consider joining one of Centra’s Training, Education and Certification programs to
    increase your knowledge of Centra products.
    Centra Education and Training Services offers online Symposium sessions,
    workshops, and programs designed specifically for each type of user. Work with
    Centra staff and other Leaders to learn about and gain experience with Centra
    products.
    For more information about Centra Education and Training Services, visit our Online
    Course Catalog at http://www.centra.com/education/courses.asp


Other Information Resources
    Access online help from the following areas:


6                                                                               Introduction
         From the Centra Home Page, click Help.
         For Administrator access, go to the Administrator menu and click
         Administrator Help.
         In a Symposium or Conference session, select Content and Search from the
         Help menu.




Centra 7/Leader Guide                                                               7
8   Introduction
                                               Chapter 2
                                          Getting Started




    Before leading a session, use the Centra 7 pages to create your user
    account, log in, view schedule information, create a meeting, clean up
    the computer, and edit your account information.


Accessing the Home Page
    Use the following instructions to access the Centra Home Page:
     1. From the PC, launch the Web browser.
     2. Type the URL (or name) of the server in the Address field if you
        use Microsoft Internet Explorer, or the Location field if you use
        Netscape Navigator. For example, http://yourcompany.com.
         Note: If you do not know the Centra Server URL (or name of the
              server) used by the organization, contact the Centra
              System Administrator.
     3. Press the Enter key.
          The Centra Welcome page appears.




Centra 7/Leader Guide                                                    9
      4. Select a Language, if necessary.
      5. If you have a user account on this Centra Server, type the Login and Password
         information in the Log In area.
          Tip: If you do not remember the password, click the Forget your password
          link. Your password will be emailed to you. (Email uses the clients email
          application.)
      6. Select Remember me if you do not want to enter this information again.
          Tip: Cookies must be enabled on the browser.
      7. Click Log In.
          Your Centra Home page (or My Schedule page) opens.
          Note: If you do not have a user account, contact the Centra System
               Administrator.


Centra Home Page
     The Centra Home page (My Schedule page) serves as the starting point for working
     with Centra Symposium, Conference, and eMeeting. The links on the Home page let
     you access information, such as getting Help or viewing the Event List, and perform
     tasks, such as creating a meeting or viewing reports.
     Note: You must have appropriate privileges assigned to you to perform certain tasks
           (contact the Centra System Administrator).
     Your Centra Home Page lists sessions you are scheduled to lead (and attend). There
     are three tabs:
          Upcoming
          Ongoing
          Past
     A session that has not occurred appears on the Upcoming tab, a recurring session on
     the Ongoing tab, and a session that has already occurred on the Past tab.


Working with Information Links
     Click the following links at the top of the Centra Home page:
          Help to view Centra Online Help including Getting Started Help.
          Tutorial for an overview of Symposium, Conference, and eMeeting.
          System Check to ensure that you are ready to attend the Centra session.
     Click Centra Software, Inc. (at the bottom of the page) to display the Centra
     Corporate Web site http://www.centra.com.




10                                                                         Getting Started
Working with Task Links
    Task links appear on the left side of the Centra Home page.
    The following links are set as the Leader default; the options may differ.

             Link                                        Function

     My Schedule        View sessions you are scheduled to lead (or attend). Selected by
                        default.

     Attend Meeting     Access a live meeting.

     Create Meeting     Schedule a meeting. You are automatically the Leader and can begin
                        the meeting immediately.

     Event List         View a list of current or all sessions, and enroll in a session.

     Catalog            Access materials stored in the Content Catalog

     My Profile         Change your personal user information, such as language preference,
                        password, email, or display name.

     Downloads          Access Centra supporting software.

     Tools              Access Centra tools to remove the Agenda content that you
                        downloaded and recordings that you played back, and to collect log
                        files.

     Log Out            Log out of the Centra Server, and return to the CentraOne Welcome
                        page.



Creating a Meeting

    A meeting is a quick way to collaborate with a group of people. Any user can
    schedule a meeting. The individual who creates the meeting is automatically the
    Leader and controls who is invited.
    You cannot attach a Subject and Agenda to a meeting; you can only import content
    while in session. The meeting does not appear on the public Event List unless you
    specify that it can appear.


Scheduling a Meeting
    Note: See “Setting Meeting Options”for specifying the meeting options.
    Use the following instructions to create a meeting:
      1. Click Create Meeting on the Centra Home page or other Centra pages.




Centra 7/Leader Guide                                                                         11
        The Create Meeting page appears.




     2. Type the name of the meeting in the Topic field. Enter up to 60 characters.
     3. Select the Day from the calendar picker. Today’s date is shown by default.


12                                                                       Getting Started
      4. Select the Time from the drop down lists, and a timezone, if necessary.
      5. Select a Duration:
            Select specific hours and minutes from the drop down lists if you want the
            meeting to occur at a specific time. (You can select 15 minute increments.)
            Select Ongoing if you want the meeting to be available all the time.
      6. Select a Cost Center, if applicable.
      7. To start the meeting immediately and not set any more options, click Start
         Now. Otherwise, continue with “Setting Meeting Options”.
    If you selected Start Now, the eMeeting Leader interface opens.


Setting Meeting Options
    Use the following instructions to set options for a meeting:
      1. Follow Steps 1-6 in “Scheduling a Meeting”
      2. Select the number of people who can attend from the Seats Reserved list.
         You cannot specify more than the limit set for you by the Event Manager. The
         number includes the meeting leader.
            Tip: Click Check Capacity to verify how many seats are available for the
            specified time.
      3. Select the Server from the drop down list, if more than one.
      4. Select the desired meeting options:
            Post to public Event List (so other users can self-enroll)
            Enable video
            Record meeting
            Allow users to attend without an invitation (checked by default)
            Tip: This allows guest users to attend.
      5. To password-protect the meeting, enter (and re-enter) a meeting password.
         Enter up to 50 characters.
      6. Select the Audio Option you want to use.
         If using Voice Over IP (VOIP) for audio, select its radio button.
         If using teleconference audio, select the Telephone radio button and enter the
         phone numbers used to join the teleconference and the access code in the
         Teleconference call # and Access code fields. Enter Host code and Conference
         call instructions, if necessary If the event will be recorded through a Centra
         Telephony Gateway, select the Conference Call profile of the teleconference
         service you will use.
         If the you have default teleconference information as part of the User Profile,
         that information appears by default. You can change it if necessary.
         While participating in the event, Participants can view the teleconference
         information.


Centra 7/Leader Guide                                                                  13
           Even if the Teleconference option is selected, users still have the option of
           using VOIP during the event1.
       7. Update the Subject and type in the message to create an Email Invitation.
           Tip: Click Preview to check the message before you send it.
       8. Type the Email Address of each Participant in the Attendees area.
           Tip: De-select the Send Email Invitation checkbox to not send an attendee an
           email invitation.
       9. Click Create or Create and Invite Attendees.
     The meeting now appears on the Centra Home page (My Schedule page). You are
     automatically the Leader of the session.


Inviting Attendees
     You can invite attendees by entering their email addresses on the Create Meeting
     page.
     Alternatively, you can create the meeting and click the Create and Invite Attendees
     button. The Edit Attendees: Meeting Topic (Meeting ID) page displays. where
     Meeting Topic is the topic of the meeting you want to edit and Meeting ID is the
     ID of that meeting.
       1. If necessary, click the Invite Attendees tab.
       2. Locate the name of the user or group of users to enroll.
           Tip: Using the various page filter tools, you can show registered users and/or
           groups on the Edit Enrollment page, search for names, or use the Index letters
           to locate users. See “Using the Search Area” or “Sorting the Edit Attendees Page”.
       3. Click Invite associated with the user or group.
           To enroll multiple users or groups at once,
               select the users and/or groups by selecting the checkboxes next to their
               logins and then click Invite Selected.
               click Select All to select all users and groups on the page.
           The users and/or groups are immediately invited to the meeting. Inviting a
           group invites all the individual users in that group.
           You can click Unselect All to deselect all the currently checked users.
           If the Centra domain has email enabled, update the Subject, and enter a message.
       4. Click
               Send Email to send the email.
               Cancel Email to cancel the email; the user is still invited.


     1. However, if an event uses teleconference audio and is being recorded through a Centra Tele-
        phony Gateway, VOIP will not be transmitted. Users with a bridging device can make a record-
        ing through the bridging device directly to CKOS v1.01.



14                                                                                      Getting Started
         Note: If the Centra Server is set to add calendar attachments, the email
              automatically includes a calendar attachment. The recipient double-clicks
              the calendar attachment and saves it; a new calendar item is automatically
              created in the recipient’s calendar. Contact the Centra System
              Administrator to enable/disable this feature.
    Centra emails use the BCC field for all email addresses so that attendees do not learn
    the email addresses of other attendees. Centra Administrators do not receive their
    password in the email.
    When the Edit Attendees: Meeting Topic page re-opens, the last column on the right
    updates to “Invited” to indicate that the user(s) or groups have been invited. If you
    invite a Group, all users in that group are also marked as Invited.
    If you invite a group to a meeting, you cannot remove that invitation for a member
    of that group without removing invitations for the entire group.


Using the Search Area
    You can use the Search area on the Edit Attendees page to find the registered users
    and/or groups to invite to the meeting. Or you can search by a text string.




    To search the page by user type, click the radio button next to registered users,
    groups, or all and then click Search. The list of registered users and/or groups is
    filtered to show only the entries that meet the criterion.


Searching by a Text String
    Use the following instructions to search by a text string:
      1. Enter the string to search for in the Find text box.
      2. Select Login, First Name, Last Name, Email Address, Employee ID, or All for
         the field(s) to search.
      3. Click Exact match if you want the search to return only listings that match
         exactly.
         If you select this option, you can include two special characters:
            “*” (asterisk) is a wildcard. For example, to search for all users who have
            “son” in their last names, enter *son*, or to find all users whose names start
            with “an”, enter an*.




Centra 7/Leader Guide                                                                     15
             “,” (comma), “+” (plus), or press Enter between entries to search for
             multiple values (Boolean OR relationship). For example, to find users with
             “son” in their names as well as those whose names start with “an”, enter
             *son*,an*, separated by a comma.
             The string is not case-sensitive, so you can search for “john” regardless of
             whether the user name is “John” or “JOHN” in the Centra Database.
      4. Click the radio button next to registered users, groups, or all in the Show area
         to display only these types.
      5. Click Search.
     The Centra Server returns the list of users meeting the criterion.
     To remove the search criterion, click Clear Search.


Search Tips
     Keep these tips in mind:
          You can search for multiple criteria by putting each search on a separate line in
          the Find field. Use the Enter key between entries. Additionally, you can use a
          comma to separate.
          The page filters can speed the administrative tasks. For example, if you want to
          invite a number of users, use the filter to select the users (for example, by the
          organization’s email domain such as *@acme.com), click Select All to select all
          users in the list, and then click Invite Selected to enroll all the users.


Sorting the Edit Attendees Page
     By default, users and/or groups are listed by order of the Login (or Group name)
     field on the Edit Attendees page. You can change sort order of entries on the Edit
     Attendees page by changing the number of listings on the page, using the Index
     letters, and re-sorting columns.


Changing the Listings per Page
     To change the number of listings on each page, type the new number in the Show per
     page text box and click Update.




     The display changes to show only the number of listings you specified.


Using the Index Letters
     To sort by the Index letters, click one of the letters in the Index area to list user login
     names and/or group names starting with that letter.



16                                                                               Getting Started
    The display changes, highlighting the letter selected. Click ALL to return to the
    complete list.




Using the Page Controls
    If the list of users extends beyond the number entered in the Show per page area, use
    the page controls to move between the pages.


     Click the following:
         [next] to go to the next page or [previous] to return to the page before.
          <<< << < and > >> >>> to jump 10, 100, and 1000 pages in either direction.
         * to go to the first or last entry.
    Note: The page controls change depending on how many pages exist in either
    direction.


Re-Sorting Columns
    To sort by columns, click one of the other underlined columns to re-sort the list using
    values in that column.



    For example, click Last Name to sort the list alphabetically by last name. The display
    changes to sort in that order. The down arrow indicates the sort criteria.


Removing an Invitation
    After you invite users or groups to an eMeeting event, you can remove the invitation.
    Use the following instructions to remove an invitation for users or groups:
      1. Log in to the Centra Server
      2. Locate the meeting on the My Schedule page and click Modify.
      3. Click Modify and Edit Attendees.
         The Edit Attendees: Meeting Topic page opens, where Meeting Topic is
         the name of the meeting you want.
      4. If necessary, click the Current Attendees tab.
      5. Find the user or group and click Remove (at the far right).
         To remove multiple users at once, select the users by clicking the checkbox
         next to their names. Then click Remove Selected.




Centra 7/Leader Guide                                                                   17
             You cannot remove a user that was added as part of the group; all users in
             the group are removed.
     The Centra Server removes the user or group, and updates the attendee list for the
     meeting.


Inviting Attendees During the Session
     You can also invite participants to join the session once you have entered the session.
     See “Inviting Additional Participants” on page 50 for more information.


Modifying a Meeting
     Use the following instructions to modify a meeting:
      1. From the Centra Home page, locate the meeting and click Modify.
      2. Make the changes you want.
          Tip: You can change the Meeting ID on this page to something that is easy to
          remember. Enter up to 50 characters.
      3. Click Modify.
     Your meeting is now updated.
     Tip: If you want to start the meeting immediately, click Start Now.


Removing a Meeting
     Once you create a meeting, you can delete it.
     Use the following instructions to remove a meeting:
      1. From the Centra Home page, locate the meeting and click Remove.
          A confirmation message appears indicating the recordings associated with the
          meeting will be deleted.
      2. Click OK to delete.
     Your meeting no longer appears on the Centra Home page.


Accessing a Personal Online Meeting Room
     If you have the ability to create an eMeeting session, you will see a Centra icon
     at the bottom of the desktop in the System Tray. This allows you to access a personal
     online meeting room anytime you want without creating an eMeeting explicitely.
     Use the following instructions to access the personal online meeting room:
      1. Click the Centra icon in the System Tray.



18                                                                            Getting Started
         The first time you do this, a personal eMeeting room with an availability of
         Ongoing will be set up for you. This room will be available to you at any time.
      2. Invite participants to the session. See “Inviting Additional Participants” on
         page 50 for more information.


Adding Content for an Event to the Catalog
    As the Leader of an event, you can provide materials for the participants to use
    before, during, or after an event with the Content Catalog. (See Centra 7 Event
    Manager Guide for more information). The content may be available only to users
    enrolled in the event or to anyone with access to the Centra 7 domain.
    Content you can add includes:

                Content             Content Type in Catalog               Uses

     Files, including .doc, .ppt,   File                      Homework exercises,
     .pdf., and so on                                         syllabi, documentation

     Centra Composer content,       eLearning                 Application simulations,
     simulations, SCORM, AICC                                 self-paced tutorials

     Centra recording               Centra recording          Review

     Frequently Asked Question      FAQ                       Frequently asked questions
     document (created in the
     Content Catalog)

     Reference document (created    Reference                 Additional resources that
     in the Content Catalog)                                  are non web-based (such as
                                                              video tapes) or that reside
                                                              on another server

    See Centra 7 Event Manager Guide to learn how to create FAQ and Reference
    documents.
    See Centra 7 Record and Playback Guide to learn how to create Centra recordings.
    Use the following instructions to add content for a specific event:
      1. Log in to the My Schedule page.
      2. Locate the event you are to lead.
      3. Click Add Files.
         The Add Files page displays.
      4. Click Add New File to upload a file to the Content Catalog.




Centra 7/Leader Guide                                                                    19
         The Add New File page displays.




     5. Click the Browse button to browse to the content you want to add or enter the
        link to the file you want to add.
     6. Enter a Title for the file.
     7. Optionally, enter a description, keywords (to be used for searching purposes),
        the author’s name and email, a version number, the length of time it would
        take to complete this material, the language, the category (such as Marketing,
        Management, Finance, etc. - select from the drop down list)
     8. Specify whether this content will be available to anyone browsing the Content
        Catalog (Public) or available only to those users enrolled in this event (Private).
     9. Click Add File.
     10. When the upload is complete, close the window.



20                                                                          Getting Started
         The link under the event on the My Schedule page has changed to View Files.
    Use the following instructions to add content for a specific event from the Content
    Catalog:
      1. Log in to the My Schedule page.
      2. Locate the event you are to lead.
      3. Click Add Files.
         The Add Files page displays.
      4. Click Add from Catalog to browse for a file already in the Content Catalog.
         The Add Catalog Content to <Event Name> page displays.




      5. Enter a value in the Search for field and select the type of content to find. Click
         the Exact Phrase checkbox to search for an exact match to the text you entered.
      6. Click Search. The results matching the search criteria display.
         You can
            Change the number of items displayed on each page by selecting 10, 25, or
            50 next to Show.
            Click on Previous or Next to move to the previous or next page of items
            matching the selection criteria.
            Clear the search by clicking Clear Search.
            Move to titles beginning with a certain letter by selecting that letter from the
            list.




Centra 7/Leader Guide                                                                    21
      7. Click the checkbox to the left of each item you want to associate with the event.
             Click on Items Selected to see only the items you have selected. This does
             not add the selected items; it only allows you to view them more easily from
             a larger list.
             Click Clear to clear the checkmarks from the selected items.
      8. Click Add Selected.
          The item(s) are added to the list for the event.


Viewing Content Files for an Event
     Use the following instructions to view content files for a specific event:
      1. Locate the event on the My Schedule page.
      2. Click View Files.
          The View Files: <Event Name> page displays.
      3. Locate the file you want to view and click View.
          The file displays.


Removing Content Files for an Event
     Use the following instructions to remove content files for a specific event:
      1. Locate the event on the My Schedule page.
      2. Click View Files.
          The View Files: <Event Name> page displays.
      3. Locate the file you want to view and click Remove.
          A window displays indicating where this file is currently being used. You can
          choose to remove the file from only this event or from the Content Catalog
          itself.


Viewing Public Files in the Content Catalog
     Files identified as Public when added to the Content Catalog (see “Adding Content
     for an Event to the Catalog” on page 19) can be viewed by anyone having access to
     the catalog. Files identified as Private when added to the Content Catalog are
     viewable only by those enrolled in the event and only through the View Files link on
     their My Schedule page.
     Use the following instructions to view all public files in the Content Catalog:
      1. Click Catalog on the My Schedule page.
      2. Enter a value in the Search for field and select the type of content to search for.
         Click the Exact Phrase checkbox to search for an exact match to the text you
         entered.
          Note: You can also search based on the item type, based on title, description,



22                                                                            Getting Started
               keywords, event, file extension, or language or within a category.
      3. Click Search.
         The results matching the search criteria display.
            You can sort the resulting list by My Last Access, Last Modified, or Title.
            You can click on Previous or Next to move to the previous or next page of
            items matching the selection criteria.
      4. Select the content to view by clicking View.
         Select the content to download by click in the checkbox to the left of the title
         and clicking the Download button.




Centra 7/Leader Guide                                                                       23
24   Getting Started
                                           Chapter 3
                                    Leading a Session




    Consider the following recommendations and procedures to prepare
    for a Symposium, Conference, and eMeeting session.


Best Practices for Being the Leader

         Become familiar with the session content.
         If working with a Co-Presenter, decide who is doing what.
         Speak clearly and use animation in your voice.
         Provide frequent and varied interactions. Vary tool usage.
         Encourage Participant response.
         Give explicit directions to Participants.


Centra 7/Leader Guide                                                 25
          Ask for frequent feedback.
          Remember to clear Yes, No, and Raised Hands.
          Remind Participants to hold down the Ctrl key or push the Talk button to
          speak (unless they are using Voice Activation).
          Remind Participants that running other applications while in session can slow
          their session.
          Ask Participants to use Private Text Chat if they experience technical
          problems.
          If a Participant is experiencing a technical problem, suggest closing the session
          and then rejoining it.
          Remind Participants to click Step Out to temporarily leave the session.
          Look at the whole Centra window, not just the content.
          Keep total session duration from one to one and a half hours, if possible.
          Practice!


Before Beginning a Session
     Keep these tips in mind:
          Find a comfortable, quiet place to deliver the session.
          Set up the area with a script, notes, water, and a clock.
          Launch any applications to share.
          Create Surveys.
          Check the addresses of Web sites you plan to launch in Web Safari.
          Import slides as necessary.
          Run the Centra Audio Wizard (and Video Wizard, if applicable).
          Speak briefly with each Participant. Make sure Participants can hear you and
          each other clearly.
          Have the Participants work with the Tutorial, accessible from the Centra
          Welcome page and the Centra Home page.


Beginning a Session

     Use the following instructions to begin a Symposium, Conference, or eMeeting
     session that has already been created:
      1. Log in to the Centra Home page.
      2. Click My Schedule.




26                                                                         Leading a Session
      3. Locate the session.
      4. Click Lead associated with the session.
         If the Centra Server detects that Centra 7:
            Is installed - You access the session. The Leader interface opens.
            Is not installed - You need to download the Centra 7 client.
         Note: When using Internet Explorer, the client is automatically installed. When
              using Netscape, accept the Netscape plugin (if necessary) and then the
              client is automatically installed.
         Click Yes in the security dialog boxes, if necessary.
         A popup window indicates that a download is in progress. The amount of time
         this download takes depends on the connection speed and the amount of
         content to be downloaded.
         The Leader interface opens.
         Note: If you encounter errors, check with the System Administrator.
      5. Check the audio. Select Tools, Audio Wizard if necessary.
         The Centra Audio Wizard launches automatically the first time Centra 7 is
         launched. You can adjust the speaker and microphone audio quality options.
         See “Using the Centra Audio Wizard” on page 72 for more information.
         Note: If you are using teleconference audio, there is no audio wizard. The
              teleconference information is displayed. Use the telephone to call into the
              teleconference service and join the conference call.
      6. Introduce yourself and welcome the Participants to the session.
      7. Grant microphones (if necessary) and ask Participants to introduce themselves.
      8. Listen for any audio difficulties. If the Participant’s audio is not transmitting
         clearly, ask them to adjust their audio using the Centra Audio Wizard.
      9. Hold down the Ctrl key on the keyboard when you are ready to begin the
         session and announce that the session will begin.
         Note: If you are using teleconference audio, just speak into the telephone. There
              is no need to use the Ctrl key or to give out microphones.
         In Symposium only, click on the first piece of content in the agenda; you will
         be prompted to begin the session:




         Click OK to begin the session.



Centra 7/Leader Guide                                                                    27
          Click Cancel if you want to check on content without showing that content to
          the participants. Clicking Cancel will not begin the session.
          In Symposium only, if you have clicked Cancel on the Begin Session dialog

          box, when you do want to begin, click Begin Session         on the toolbar to
          begin the session and end pre-session mode. Or, select Actions, Begin Session.
      10. Once a session has begun:
             In Symposium and Conference, only the Leader and Co-Presenters have
             microphone control (by default) and access to the Agenda.
             In eMeeting, all Participants have microphone control (by default). Only the
             Leader and Co-Presenters have access to the Agenda.


Pre-Session Mode
     Pre-session mode refers to the period of time between joining a live session and when
     the Leader begins session.
     In Symposium, the Leader must explicitly begin the session. (See “Beginning a
     Session”) In Conference and eMeeting, the session begins when the Leader enters the
     session.
     The name of the Agenda for the session highlights in the Agenda area. Participant
     names appear in the Participants List as each Participant joins the session.

     Tip: In Conference, click the Show Participant List icon      to see the full list of
     Participants if necessary.
     In pre-session, Participants can:
          Speak. (Symposium and eMeeting)
          Get Help.
          Select Raise Hand, Say Yes, or Say No.
          Click Chat to send and receive messages.
          Change the view and view options.
          Run the Centra Audio Wizard.
          Step out (Symposium and eMeeting).
          Laugh or applaud (Symposium and eMeeting).
          Send pacing and comprehension feedback to the Leader (Symposium and
          eMeeting).
          Click and view the Agenda items (Symposium and eMeeting).




28                                                                        Leading a Session
Stepping Out

     Select Actions, Step Out to leave a session temporarily.
    The toolbar becomes disabled. Your name is grayed out in the Presenters area and
    the stepped out icon displays     . You continue to hear audio and to see changes in
    the Centra interface. You can change options, select an Appshare host, run the Centra
    Audio Wizard or Video Wizard, use Text Chat, view conference call information,
    change the view options, and view online Help. After stepping out, select Actions,
    Return to return to the session.
    Note: Participants can also step out in Symposium and eMeeting.


Speaking to Participants

    Speak to Participants during a session by using:
         The Ctrl key on the keyboard
         The Talk button on the interface
         The Lock to Talk button on the interface
         Voice Activation
    Use the telephone for teleconference audio events.


Using the Ctrl Key or the Talk Button
    Use the Ctrl key, located on the keyboard, to speak for short periods of time. Hold
    down the Ctrl key while speaking into the microphone.


    Or, speak while holding down the Talk button          in the Audio Area.
    When you or a Participant hold down the Ctrl key or Talk button, a yellow halo
    appears around the microphone icon to the left of the name and the Talk button
    changes to yellow.


Using Lock to Talk
    Use Lock to Talk during a session to speak hands-free to hold a book, turn a page,
    show an application, or use the keyboard and mouse.
    It is not necessary to hold down the button to speak. When the Leader is using Lock
    to Talk, others cannot speak.



Centra 7/Leader Guide                                                                 29
     Use the following instructions to use Lock to Talk:

      1. Click the Lock to Talk button        in the Audio Area.
      2. Speak into the microphone.
          The Lock to Talk button has a yellow background. A yellow box appears
          around the microphone icon to the left of your name in the Presenter panel.
      3. Click Lock to Talk again when you have finished speaking so that others can
         speak.


Using Voice Activation
     Use Voice Activation to speak hands-free during a session. When using Voice
     Activation, your voice transmits when speaking over the threshold level set in the
     Centra Audio Wizard. This feature is useful for Leaders speaking continuously over
     an extended period of time.
     Use Voice Activation by connecting a headset to the system and adjust settings in the
     Centra Audio Wizard. See “Voice Activation” on page 78 or more information. While
     Voice Activation is on, you can mute the audio to prevent others from hearing you.

Muting the Audio
     When you select voice activation, you can mute the audio when you do not want to
     transmit sound to address someone in the room, answer a phone call, cough, and so
     on.
     Use the following instructions to mute audio:

      1. Click the microphone       in the Audio Area.

          A line appears across the microphone.
      2. Click the microphone again in the Audio Area when ready to speak to
         Participants again.


Managing Microphone Control

     The Leader controls who has a microphone and determines who can speak. Giving
     Participants microphones allows them to speak in the session.
     In Symposium, Participants have microphones in pre-session but lose them when the
     session begins. In eMeeting, Participants have microphones at all times, unless the
     Leader specifically removes them.
     In Symposium and eMeeting, you can pass microphones to one Participant at a time
     or to all Participants. In Conference, you can pass microphones to one Participant at
     a time.



30                                                                        Leading a Session
    Use the following instructions to give microphone control to one Participant at a
    time:

         Click in the microphone column        to the left of a Participant's name in the
         Participants List.
         Right-click on the Participant’s name in the Participants List and select Grant
         microphone and markup tools.

         Note: In Conference, select the Show participants list        icon to see the full
              list of Participants.
    Use the following instructions to give microphone control to the next Participant
    with a raised hand:


         Click the Give microphone to next raised hand button         on the toolbar.
         This will lower the participant’s hand and grant a microphone to that
         participant
         Select Actions, Grant Mic to Next Hand-Up.
    Note: You cannot give a microphone to a Participant who has stepped out.


Grant Microphones to All


    You can grant microphones to all Participants.
    Note: This feature is not available in Conference. You can give a microphone to only
    one Participant at a time in Conference.
    Use the following instructions to give microphones to all Participants:

         Click the Grant microphones to all Participants       button in the Participants
         List.
         Select Actions, Grant Mic to All.




Centra 7/Leader Guide                                                                   31
Clear Microphones


     Clear microphones to stop all conversation or to regain control of the session.
     Use the following instructions to remove microphones from all Participants:

          Click the Clear Microphone         button in the Participants List.
          Select Actions, Clear Mics.
     Note: The Co-Presenter still has microphone control.

     Click the microphone icon      to the left of a Participant’s name in the Participants
     List to remove a microphone from an individual Participant. If you set microphone
     and AppShare as separate control, you need to click twice. See “Appshare Control
     Options” for more information.
     You can also right-click a participant’s name and select Take away microphone and
     markup tools.


Clear Yes/No Responses

     Ask Participants to click Yes or No to get quick consensus feedback. Remember to
     clear the Yes/No responses before asking another question.
     Use the following instructions to clear all Yes/No responses:

          Click the Clear Yes/No Responses         button in the Participants List.
          Select Actions, Clear Yes/No.




32                                                                         Leading a Session
Lower Hands

    Participants can raise their hands to ask a question or request a microphone. Make
    sure all hands are lowered before asking a question.
    Use the following instructions to lower all raised hands:

         Click the Lower all hands         button in the Participants List.
         Select Actions, Lower Hands.


Ejecting a Participant

    You can eject a Participant from a session. Ejected Participants cannot relogin into the
    session.
    Use the following instructions to eject a Participant:
      1. Right-click on the Participant’s name in the Participants List.

         Note: In Conference, first select the Show participants list          icon.
      2. Select Eject Participant from the event.
         A confirmation message appears.
      3. Click Yes to eject the Participant.
    Ejected Participants receive a message that they have been ejected. If ejected
    Participants try to relogin to the event while the event is still in session, they see a
    message telling them that they have been ejected and they cannot log in.




Centra 7/Leader Guide                                                                      33
Others Ways to Communicate

     Besides speaking, Centra 7 has several features that allow Leaders to
     communicate with Participants. Make a selection from the Actions menu or
     select the appropriate icon from the toolbar:


             Actions      Toolbar
                                       Product               Description
              Menu         Icon

           Raise Hand                                To raise your hand. A hand
                                                     appears next to your name.



           Lower Hand                                To lower a hand you raised.




           Say Yes                                   To indicate a Yes response.
                                                     A check mark appears next
                                                     to your name.

           Say No                                    To indicate a No response.
                                                     An x mark appears next to
                                                     your name.

           Clear Answer                              To clear your yes or no
                                                     response.


           Laugh                                     To laugh. A smiley face
                                                     flashes to the left of your
                                                     name for five seconds.

           Applaud                                   To applaud. Clapping hands
                                                     flash to the left of your name
                                                     for five seconds.




34                                                                 Leading a Session
Ending a Session

    In Conference and eMeeting, the session ends when you exit. In Symposium, you
    must explicitely end the session.
    Use the following instructions to end a session:


      1. In Symposium, click End Session            to end the session. Or select Actions,
         End Session.
           The button changes to Begin Session. Pre-session mode reconvenes, and each
           Participant has microphone control. Participants can continue to work with
           Symposium in pre-session mode.
      2. Remind Participants to select File, Exit, select Yes in the confirmation message,
         and log out from their CentraOne Home page.
      3. Publish or produce any recordings.
      4. Select File, Exit on the Leader interface to close the Leader interface. Then
         select Yes in the confirmation message.
      5. Click Log Out from the CentraOne Home page to log out of the Centra Server.
           The Welcome page appears.
      6.   Close your browser.
    Note: If you leave the session without ending it, the session will end when the last
          presenter leaves the session.


Post Event Report
    The Post Event Report appears at the end of an eMeeting event. is report is
    automatically addresssed to the invitees of the meeting in the leader’s own email
    tool. The report only generates after the Leader leaves the event.
    Note: A Leader and at least one participant must enter the event, otherwise this
          report will not appear.
    The following apply:
           If the event is not ongoing, the email is addressed to all invitees, not only the
           attendees.
           If the event is ongoing, only attendees receive the email.
    The report includes event details, attendee list and recording link. The leader can add
    additional information and attach files.
    Note: The report goes to the Leader who has the optional to forward the report to the
          participants.




Centra 7/Leader Guide                                                                        35
     An example of the report follows:
 Ongoing

 Leader: Centra Administrator
 Date: Thursday, Month dd, yyyy
 Start Time: 5:32 PM Eastern Standard Time
 Duration: 30:00
 Event Password: 5fhz1

 Description: Sales and Marketing kick-off

 Attendees:
 Centra Administrator
 Carrie Yon
 Armand Hammer

 [Space for any additional comments]

 Recording:
 OIf a recording of this event becomes available, use the following link to play back the
 recording.
 http://10.10.000.000/main/server1/User/GuestPlayback.jhtml?s_guid=00000000facf8fc1
 URL: http://10.10.000.000/main/server1
 Event ID: DGW022333




36                                                                          Leading a Session
                                             Chapter 4
                                        Leader Interface




    The Symposium, Conference, and eMeeting Leader interfaces consist
    of features that let you lead an effective session. The interface opens
    after clicking Lead on the My Schedule page.


Leader Interfaces
    The interfaces for the tools are very similar, with a few differences.




Centra 7/Leader Guide                                                        37
Symposium Leader Interface
     The Symposium Leader interface consists of the following areas:




38                                                                     Leader Interface
Conference Leader Interface
    The Conference Leader interface consists of the following areas:




Centra 7/Leader Guide                                                  39
eMeeting Interface
     The eMeeting Leader interface consists of the following areas:




40                                                                    Leader Interface
Interface Components
    The Symposium, Conference, and eMeeting Leader interfaces contain the following
    components.


Title Bar
    The Title Bar appears at the top of the Leader interface window and shows the
    product and name of the session. Examples: “Centra Symposium - Product Update
    (Main Room),” “Centra Conference - Sales Seminar,” and “Centra eMeeting - My
    Meeting (MMV000009).”
    During a Symposium Breakout Session, the Title Bar reflects the number of the
    Breakout Room visited, for example, “Centra Symposium - Product Update (Room
    1).”
    Standard Windows buttons appear at the right end of the Title Bar. Use these buttons
    to minimize, maximize, or close the Leader interface.


Menu Bar
    The Menu Bar contains the following menus:
         File - to print content or exit a session.
         View - to change the look of your Leader interface or Participants’ interfaces.
         Insert - to include a PowerPoint presentation, a URL (Symposium and
         eMeeting only), a File to Download, or an existing Agenda in the Agenda.
         Actions - to raise your hand, say yes or no, step out and return, begin/end the
         session (Symposium only), clear yes/no responses, clear microphones, lower
         hands, and show/hide attendance (Conference only). Additionally in
         Symposium and eMeeting, indicate laughter and applause, and grant
         microphones to all.
         Tools - to use the Centra tools (Survey, Web Safari, and AppShare), use text
         chat and set text options, create Breakout rooms (Symposium only), change
         view options (Symposium and eMeeting only), enter conference call
         information, invite by email, invite through Instant Messaging, change voice
         options, change Appshare options, or run the Audio or Video Wizard.
         Additionally in Symposium and eMeeting, collect feedback, use the
         Whiteboard, change the view options.
         Help - to find out about this session and Centra 7, and view online help.
    Other menus (such as Markup, Video, and Record) appear when you activate these
    features.


Audio Area
    The Audio Area contains the Talk button and the Lock to Talk button used to speak,
    and two sliders to adjust volume control. See “Audio Options” for more information




Centra 7/Leader Guide                                                                  41
     on setting audio options. See “Modes of Speaking” for details on speaking.




     Note: The audio area does not appear if the Centra Telephony Gateway is in use. The
           Telephony Gateway is only used for events using teleconference audio; the
           audio area controls VOIP audio only, and cannot affect telephone audio.


Video Panel
     The Video Panel opens when you launch video. The broadcaster appears in the
     panel. See “Video Panel” for more information on the Video Panel.




Presenters Area
     The Presenters Area lists the Leader and Co-Presenters for the session. The Leader’s
     name appears first and is followed by any Co-Presenters.




42                                                                        Leader Interface
Participants List
    The Participant List shows all Participants in Symposium and eMeeting. In
    Conference, this list shows the Participants with their hands up or with a
    microphone. The total numbers or percentages of Participants appear in the
    summary row at the bottom of the Participant List in the following order:
         Yes responses
         No responses
         Raised hands
         All users in session
    Note: To view the Participant's full name, hold the mouse over the Participant's
    name.




Sorting the Participants List
    The Leader can sort the Participants List. For example, sort by Participants with their
    hands raised to see who has the next raised hand before giving out the microphone.
    Sort as follows:




    The following explains the differences in the Participants List among Symposium,
    Conference, and eMeeting.

Symposium and eMeeting




Centra 7/Leader Guide                                                                   43
     The Participants List enables you to view and manage Participant responses before,
     during, or after a session. The Summary area shows the total number of Participants
     in the Main Room or a Breakout Room.

     Sorting Participants Automatically
     Symposium and eMeeting include an auto-sort feature, which allows the Leader to
     sort Participants by:
          Ascending order of names (alphabetically)
          Descending order of names (alphabetically)
          Microphone control
          Raised hand
          Yes or No responses
     Use the following instructions to sort Participants automatically:
      1. Select Tools, View Options.
      2. Click the Auto Sort radio button in the Participant Table area.
      3. In the First by drop down menu, select the primary order in which to sort
         Participants.
      4. In the Then by drop down menu, select the secondary order in which to sort
         Participants (optional).
      5. Click OK.




44                                                                         Leader Interface
Conference




    Click the Show Participant List icon    to see the full list of Participants in
    Conference. The Centra Conference Participants window opens.




    The total numbers or percentages of Participants appear in the summary row at the
    bottom of the Participants List in the following order:
         Yes responses
         No responses
         Raised hands
         All users in session

    Hiding and Showing the Participants List Display
    In Conference, the Event Manager or Leader can select whether to show or hide the
    number of Participants in a session to all users. While in session:
         Select Actions, Hide Attendance to remove the Participants List display from
         Participants. (This changes the display from the total numbers to percentages.)
         Select Actions, Show Attendance to show the Participants List display to
         Participants. (This changes the display from percentages to total numbers.)

    Note: The leader can click the Show Participants List icon       to view the list even
    when the list is not displayed to participants.


Agenda Area
    The Agenda Area lists the content for the session. Leaders and Co-Presenters can
    scroll through the Agenda to view session content. Symposium and eMeeting
    Participants can scroll through the agenda before the session begins. (Some content
    may be grayed out; this content is not available for viewing before the session




Centra 7/Leader Guide                                                                  45
     begins.) See “Agendas” for more information.




Status Bar
     The Status Bar displays in the lower left corner of the Symposium, Conference, or
     eMeeting window and indicates if the session is in pre-session (Symposium only) or
     in session, and if the session is being recorded.
     If the event is using telephone audio and is being recorded, there is an additional icon
     describing the Centra Telephony Gateway’s status as not connected, dialing, or
     connected. The Leader or Co-presenter can show the telephone number used by the
     Gateway by resting their cursor on the connected icon. If the gateway is not
     connected, Recorder is paused.
     Conference and eMeeting sessions are considered “in session” as soon as the Leader
     enters. In Symposium, the Leader must explicitely begin the session.


Toolbars
     The Leader interface Toolbar provides quick access to many functions.

Symposium




Conference




46                                                                            Leader Interface
eMeeting




Buttons
    The following table lists which Toolbar buttons are available in each product.
    Note: Other buttons such as Video appear if those features are enabled.

                        Icon         Product                    Description

                                                   Give microphone to next raised hand
                                                   to allow the Participant to speak. Each
                                                   time Participants click Raise Your
                                                   Hand, a number appears next to their
                                                   name to indicate the order in which
                                                   they raised their hands.

                                                   Communicate with others using Text
                                                   Chat.


                                                   Solicit anonymous Feedback from
                                                   Participants regarding the session.



                                                   Raise your hand.. A hand appears
                                                   next to your name.


                                                   Say Yes. to indicate a Yes response. A
                                                   check mark appears next to your
                                                   name.

                                                   Say No to indicate a No response. A
                                                   red x mark appears next to your name.


                                                   Display selected Agenda item to
                                                   show the item in the Media Window
                                                   to all others.

                                                   Share an application to show an open
                                                   application on your computer to all
                                                   others.

                                                   Conduct a survey to poll Participants.




Centra 7/Leader Guide                                                                    47
                       Icon         Product                     Description

                                                  Go on a Web Safari to share Web sites
                                                  and active Web site links with
                                                  Participants.

                                                  Use the Whiteboard to type text,
                                                  create simple shapes, or highlight
                                                  images.

                                                  Create one or more Breakout Rooms.



                                                  Begin session to take control of the
                                                  session and start it.



                                                  Show Conference Call Information
                                                  during a session.




Media Window
     The Media Window shows the Agenda item or tool (Appshare, Survey, Web Safari,
     or Whiteboard) currently being used.


Network Status Indicator
     A Network Status Indicator appears in the lower right corner of the Centra
     Symposium, Conference, or eMeeting window. Five lights indicate the quality of
     your network connection.

                              Graphic                            Indicator

                                                 Good connection
                                                 4 or 5 green lights with the last one
                                                 blinking


                                                 Fair connection
                                                 2 or 3 yellow lights with the last one
                                                 blinking


                                                 Poor connection
                                                 1 red light




48                                                                           Leader Interface
                              Graphic                                Indicator

                                                    Disconnected
                                                    5 red lights


                                                    Re-connected
                                                    5 green lights




Changing the View
    You can change the look of your interface and the Participants’ interfaces in
    Symposium, Conference, and eMeeting. Make one of the following selections from
    the View menu.

          Option                                    Description

     Normal View        Returns your Leader interface from Expanded, Full Screen, or
                        Application Host view to the default settings.

     Expanded View      Expands your Media Window to full screen size and moves the left
                        panels to the right side of your screen. Consider Expanded View
                        when viewing:
                            A slide with a large amount of information, such as a large
                            flow diagram
                            AppShare or Web Safari content
     Full ScreenView    Expands your Media Window to the full size of the screen. The left
                        panels are minimized in the Windows task bar. Consider Expanded
                        View when viewing:
                            A slide with a large amount of information, such as a large
                            flow diagram
                            Appshare or Web Safari content
     Application Host   Shows the left panels and menus of the interface only and shows the
     View               interface on the right side of your screen. If open, the Video Panel
                        closes by default (if your domain is not enabled for video with
                        Appshare).
                        When application sharing, your view automatically changes to the
                        Application Host View.

     Normal View For    Returns each Participant’s Media Window to the default settings.
     Others

     Expanded For       Expands each Participant’s Media Window, to full screen size and
     Others             moves the left panels to the right side of the screen.




Centra 7/Leader Guide                                                                      49
           Option                                      Description

      Full Screen View    Expands each Participant’s Media Window, to full screen size. The
      For Others          left panels are minimized to the Windows task bar.

      Return to Default   Returns your Leader interface to the default size (800 x 600) if you
      Size                resized the interface window.


     Note: If you resize the Media Window for others, resize your Media Window as well.
           This ensures that you are looking at the same view as Participants.
     When either you or Participants select Full Screen View, the Media Window fills the
     screen and the left panels are minimized in the Windows task bar.

Overriding a Presenter’s View Changes



     You can override a Presenter’s view changes.
     Use the following instructions to prevent a Presenter from changing your view:
      1. Select Tools, View Options.
          The View Options dialog box appears.
      2. Select Refuse layout changes from co-presenters in the Media Window area.
      3. Click OK.
     Tip: You should perform this procedure when hosting Appshare.


Inviting Additional Participants
     You can invite additional participants to attend your session even though you are
     already in session by:
          Sending an email to the user
          Sending an instant message to the user.
     The event must allow guest attendees. See the Centra 7 Event Manager Guide for
     information.
     Use the following instructions to send an email invitation to the user while you are
     in session if email is enabled:
      1. Select Tools, Invite by Email




50                                                                               Leader Interface
         The Invite by Email window opens.




      2. Enter the user’s email address in the Send to field
      3. Modify the subject in the Subject field, if necessary
      4. Add an additional message in the Additional message area
      5. Click OK.
    Use the following instructions to send an invitation using Instant Messenger:
      1. Select Tools, Invite by IM.
      2. The Invite Instant Messenger Contacts window opens.
      3. Select the contact to invite and click Invite.
         The Instant Messenger window opens with an invitation and url displaying.
      4. Modify or add to the message displayed and click Send.




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52   Leader Interface
                                               Chapter 5
                                            Co-Presenters




    Leaders can designate any Participant as a Co-Presenter during a
    Symposium or eMeeting session.
    If the Leader drops out of the session, the Co-Presenter can run the
    session. The Event Manager must designate Co-Presenters before a
    Conference session.
    A Co-Presenter cannot:
         Promote/demote Co-Presenter privilege.
         Eject a Participant.
         Adjust a Participant’s audio.
         Create, start, or stop a Breakout Session (Symposium only).
    Note: If the Leader drops out and there is no Co-Presenter, there is a
          30 second period where the session remains in session
          “waiting” for a relogin from the Leader. If there is no relogin
          within 30 seconds, the session reverts to pre-session.



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Designating a Co-Presenter


     The Leader can grant the Co-Presenter privilege during a Symposium or eMeeting
     session. When giving the Co-Presenter privilege to a Participant, the Participant's
     toolbar and menu options change to reflect the Co-Presenter functionality.
     Consider giving the Co-Presenter privilege to a Participant when:
          Sharing session management during a particularly long session (an hour or
          more).
          Introducing a Participant as a guest speaker.
     Use the following instructions to give Co-Presenter privileges to the Participant:
      1. Locate the name of the Participant in the Participants List.
      2. Right-mouse click on the Participant’s name.
      3. Select Promote Participant to Co-Presenter.
          The individual’s name now appears in the Presenters area.
      4. Introduce the Participant as a Co-Presenter.
     Note: The Co-Presenter privilege can not be give to a Participant who stepped out .
           A Co-Presenter can click Step Out to temporarily leave the Main Room before
           and during a session. The Co-Presenter must click the Step Back in button to
           return to the Main Room.


Demoting a Co-Presenter

     Use the following instructions to remove the Co-Presenter privilege from a
     Participant:
      1. Right-mouse click on the Participant’s name in the Presenters area.
      2. Select Demote Participant.
          The individual’s name now appears in the Participants List.




54                                                                            Co-Presenters
                                                    Chapter 6
                                                     Agendas




    Use an Agenda during a session as a guide to select and show content
    and tools. You can navigate, or ’step through’ Agenda items to launch
    Centra tools or show files.




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     An Agenda listing appears in the Agenda area of your Leader interface.




     Symposium and Conference users can create an Agenda in advance. See the "Centra
     7 Content Developer Guide" for information on planning and creating an Agenda using
     Agenda Builder and uploading the Agenda to the Centra Server.
     Additionally, refer to the Centra 7 Content Developer Guide for information on what
     types of media you can include in a session.
     eMeeting Leaders can insert a PowerPoint presentation directly into the session or
     import an existing agenda. (These features are also available to Symposium and
     Conference Leaders.)




56                                                                                Agendas
Previewing a Session’s Content

    Leaders and Participants can view the Agenda of a Symposium or Conference
    session outside the session using the Browse Content feature. Once the session
    begins, only the Leader (and Co-Presenters) can navigate the Agenda.
    Use Browse Content to access and view Agenda content at any time using a Web
    browser.
    Note: You must enroll in the session to use this feature.
    Use the following instructions to browse content:
      1. Log in to your Centra Home page. Or click the My Schedule link if already
         logged in.
      2. Locate the name of the Symposium or Conference session.
      3. Click the Browse Content link associated with the session.
         A new window opens and the Centra Browse Content window appears with
         two frames. The Agenda items area appears on the left and the Media Window
         area on the right.




      4. Click the name of the Agenda to see information about the session.
      5. Click the individual Agenda item names on the left side to view the Agenda
         items.


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          Note: Whiteboard, Appshare, Web Safari, Survey, and Evaluation items are not
               available in Browse Content. Certain other items can only be displayed
               during the session. See Centra 7 Content Developer Guide for information
               on restricting the display of content.


Agenda Icons
     The following icons are used in the Browse Content window.

                          Icon                Type                    Description

                                     Page                  An individual slide. For
                                                           animated PowerPoint slides, the
                                                           last transition slide appears as a
                                                           static gif.

                                     Not available         An Evaluation, Survey,
                                     outside of session    Appshare, Web Safari, or
                                                           Whiteboard Agenda item, or
                                                           items the Content Developer
                                                           marked in Agenda Builder as
                                                           'Not available outside of session'.
                                                           These items can only be viewed
                                                           during the session.

                                     Folder                Opening a folder


                                                           Click a closed folder     to
                                                           open it and show its contents.

                                                           Closing a folder


                                                           Click an open folder         to
                                                           close it and hide its contents.

                                     Multimedia            If the multimedia item requires a
                                                           plug-in, a message may appear
                                                           requesting you access and
                                                           download the required Java
                                                           applet, or launch an external
                                                           viewer.


     To exit Browse Content, select File, Close or click the Close       button in the upper
     right corner of your browser.


Adding a PowerPoint Presentation

     You can insert a Microsoft PowerPoint presentation into an Agenda before or during


58                                                                                     Agendas
    a session.
    Keep these tips in mind:
         Make sure Microsoft PowerPoint 97 or higher is installed on your computer or
         you can access PowerPoint through your organization’s network.
         You cannot import an animated Microsoft XP PowerPoint (PowerPoint 2002)
         presentation.
         Import the PowerPoint presentation in either gif, jpg, or HTML format.
            Select gif to minimize the size of your Agenda items. This format is best for
            text and simple graphics.
            Select jpg to maintain the quality of the images. This is best for
            photographic or complex images
            Select HTML for PowerPoint animations or to have the ability to resize the
            slide. Note: Markup tools are not available with the HTML format. This will
            increase the size of the slide.
         The PowerPoint presentation should be less than 10MB.
         You can import multiple presentations.
         Participants do not need PowerPoint to view the presentation.
         Participants need Internet Explorer to view PowerPoint animations.


How to Import
    Use the following instructions to import a PowerPoint presentation:


      1. Click the Import button         located above the Agenda. Or select Insert,
         PowerPoint Presentation.
         The Import Tool dialog box opens:




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      2. Click Choose a PowerPoint file to import.
      3. Browse to the PowerPoint file’s storage location and select the PowerPoint file
         to import.
          The name of the PowerPoint file appears in the File name text box.
      4. Click Open.
          The Image Format dialog box appears.




      5. Select the format:
             GIF for slides with simple graphics and text.
             JPG for slides with complex graphics and photographs.
             HTML for PowerPoint animation or slide resizing.
      6. Select OK.
          The Agenda Import Tool launches Microsoft PowerPoint. The file opens and
          each PowerPoint slide is imported into the Agenda.
          The imported slides appear in the Agenda area of the Import Tool dialog box
          and Import Completed appears when done.
      7. Click Close to close the Import Tool dialog box.
     Note: See “Deleting Individual Content” to remove an item from Agenda.


Inserting a URL into the Agenda

     You can insert a URL into the Agenda of a Symposium or eMeeting session during
     pre-session mode or while in session.
     Use this feature if you want Participants to be able to navigate the designated Web
     page on their own. If you want to control navigation of the Web page, use Web Safari.
     See “Web Safari” for more information.
     Use the following instructions to insert a URL into an Agenda:
      1. Select Insert, URL.




60                                                                                Agendas
      2. The Insert URL Tool dialog box appears.




      3. Type a Title for the URL (required). The Title appears in the Agenda area.
      4. Select the Available out of session checkbox (default) to make the Web page
         available to Participants before or after the session.
      5. Select the Contains Audio checkbox if the Web page contains audio and you
         want speaking disabled when the Agenda item is selected.
      6. Select the Use System Browser checkbox if you want to open a separate
         browser window on each Participant’s computer for the URL.
         If this box is not selected, the Web page opens up in Participants’ Media
         Window.
      7. Enter the URL for the Web page in the Enter a URL location text box.
         Tip: You can enter an http or https address.
         Note: The URL is not validated. Make sure you enter it correctly.
      8. Click OK.
    Note: See “Deleting Individual Content” to remove a URL from Agenda.


Inserting Content from the Content Catalog or
Knowledge Center into an Agenda


    You can import content from your Content Catalog or the Knowledge Center into an
    Agenda.
    You first search for the piece of content and then can check the details and preview
    the resource before importing.
    The following resources are available depending on whether you have Centra



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     Knowledge Catalog or Centra Knowledge Center.

                                Content Catalog                  Knowledge Center

                         eLearning Content (learning          Learning Object
                         object, simulation, WBT,
                                                              Simulations
                         etc.)
                                                              Assessment
                         FAQ
                                                              Reference
                         File
                                                              Discussion
                         Reference
                                                              Survey
                                                              ChunkRecall Game
                                                              FindSlot Game
                                                              FAQ

Inserting content from the Content Catalog or Knowledge Center
      1. Select Insert, Content from Catalog.
         The Insert from Catalog dialog box displays.




      2. Select if you want to search by Title or Keyword in the Search By drop down.
      3. Type the criteria to search for in the For field or leave blank for all.
      4. Select what resource(s) to search for from the Type drop down.
      5. Click Search (or press the Enter key on your keyboard).
         The search results appear or a message that no match was found.
      6. Select the resource you want.
         Tip: You can click the column headers to sort.
      7. To check out the resource before importing:
            Click Properties to see information about the resource.



62                                                                                  Agendas
            Click View to view the resource.
      8. Click Insert.
         The Insert Knowledge Resource Tool dialog box appears.




      9. Type a name in the Title field. This name appears as the Agenda item during
         the session.
      10. Click to deselect Available out of session if the Agenda item should only be
          available to Participants in session. This feature is selected by default
      11. Select Contains Audio to disable microphones while the Agenda item appears
          in the Media Window.
         Note: Unless the item actually contains audio, do not select this option.
      12. Select Use System Browser to launch the resource in a separate window.
      13. Click OK.
         The item is imported into the Agenda and appears in the Agenda area.
    If you insert another piece of content, your previous search criteria and results
    remain in the Insert from Catalog dialog box. Click Clear to remove this search
    criteria.


Inserting a File to Download


     You can insert a file to download to Participant’s machines before or during a
    session. The agenda item representing the file to download will display at the bottom
    of the agenda.
    Note: For participants to view the downloaded file, they must have the relevant
    application installed on their machines.

How to Insert a File to Download
    Use the following instructions to insert a file to download:
      1. Select Insert, File to Download.




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      2. The Select a File window opens.




      3. Browse to the file’s storage location and select the file to insert.
          The name of the file appears in the File name text box.
      4. Click Open.
          The name of the file to download displays in the agenda.
     Note: See “Deleting Individual Content” to remove an item from Agenda.


Downloading the File
     Use the following instructions to download the file:
      1. Click on the appropriate agenda item
            The File Transfer window displays on each Participant’s interface.




      2. Instruct Participants to either:
            Click on the file name and the file will open in a separate window, or
            Right click on the file name and save the file to an appropriate location.
     Note: For participants to view the downloaded file, they must have the relevant
     application installed on their machines.



64                                                                                 Agendas
Inserting an Agenda

     You can insert an agenda into the event before or during the session.
    Remember:
         All content will be accessed from the server (even if the content is marked as
         client-side in the Agenda). Be aware of the connection type of your
         participants. For example, a participant with a 28K dial-up connection would
         be able to download approximately 3-5 KB per second.
         Evaluations will not be inserted. You will receive a warning message.
         A Survey with the same name as one already in the agenda will be skipped.

How to Insert an Agenda
    Use the following instructions to insert an agenda:
      1. Select Insert, Agenda.
      2. The Select a File window opens.




      3. Browse to the agenda’s storage location and select the agenda to insert.
         The name of the agenda appears in the File name text box.
      4. Click Open.
         The agenda items display in the agenda.
    Note: Evaluations are omitted.
    Note: See “Deleting Individual Content” to remove an item from Agenda.
    See the “Centra 7 Content Developer Guide” for information on planning and
    creating an Agenda using agenda Builder.




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Displaying Agenda Items

     Use the following instructions to display Agenda items, keep these tips in mind:
          Click an Agenda item to view the item in your Media Window. The item also
          appears in each Participant’s Media Window (if in session).
          After selecting an item, a check mark appears over the selected item’s Agenda
          icon.
          To see the full title of an Agenda item, place your mouse pointer over the
          Agenda item.
          In pre-session mode in Symposium and Conference, Agenda items that are not
          available out of session appear grayed out in the Agenda.
          If you selected HTML format for the PowerPoint import, resizing the Media
          Window resizes the slides to fit the window.
          If Participants do not have Internet Explorer on their computers, they will not
          see PowerPoint animations. Instead, they will see a static gif of the last
          transition slide.


Navigating the Agenda
      1. Click on any item to select it.
      2. Expand or collapse the folders in the Agenda by clicking on the boxed + or -
         icon.



      3. Use the Next and Previous buttons                in the Agenda area to step
         through Agenda items in order.
     Tip: For slides containing PowerPoint animation, use the Next button to step
     through the number of animations involved within the slide.


Deleting Content

     Only session Leaders can delete individual slides or an entire PowerPoint
     presentation from an Agenda that they imported into a session. Also, you can use
     these procedures to delete an inserted URL, a saved Whiteboard or slide item, a file
     to download, or an item in an inserted agenda.




66                                                                                Agendas
Deleting Individual Content
    Use the following instructions to delete a slide or other individual piece of content
    imported, inserted, or saved during the session:


      1. Click the Import      button located above the Agenda. Or, select Insert,
         PowerPoint Presentation.
      2. Highlight the item to remove.
      3. Click Delete Item to remove the item from the Agenda.
         A confirmation message appears.
      4. Click Yes to delete.
         The Import Tool dialog box reflects the change.
      5. When done, click Close to close the Import Tool box.
         The Agenda panel reflects the changes.


Deleting a PowerPoint Presentation
    Use the following instructions to delete a PowerPoint Presentation imported during
    a session:


      1. Click the Import      button located above the Agenda. Or, select Insert,
         PowerPoint Presentation.
      2. Highlight the PowerPoint presentation to remove.
      3. Click Delete Item to remove the presentation.
         A confirmation message appears.
      4. Click Yes to delete.
         The Import Tool dialog box reflects the change.
      5. When done, click Close to close the Import Tool box.
         The Agenda panel reflects your changes.




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68   Agendas
                                              Chapter 7
                                          Audio Options




    You can configure audio in Symposium, Conference, and eMeeting
    with the following:
         Multiple concurrent speakers
         Conference Call information
         Centra Audio Wizard
         Sliders in the Audio area
         Speaking Modes
    You can also adjust a Participant’s audio from the Leader’s interface.


Multiple Concurrent Speakers

    Centra 7 allows multiple concurrent speakers in Symposium,
    Conference, and eMeeting sessions. Up to four users can speak and be



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     heard simultaneously with adequate bandwidth during a session.
     The default audio configuration for a session is one speaker. The Event Manager can
     specify the number of concurrent speakers when creating a Symposium or
     Conference session.
     During a Symposium, Conference, and eMeeting session, the Leader can modify how
     many users can speak at the same time. If you change this setting while in session,
     changes are temporary and only apply to that session.
     Use the following instructions to set the number of concurrent speakers:
      1. Select Tools, Voice Options.
      2. Select from one to four speakers from the Number of speakers drop down.
      3. Click OK.
     See “Speaking Priority by Role” for information on speaking priority in a session.


Speaking Priority by Role
     In a Symposium, Conference, or eMeeting session, speaking priority is in the
     following order:
      1. Leader
      2. Co-Presenters or Breakout Leaders
      3. Participants


Conference Call Information

     When using a conference call for the session, you can view and edit information on
     conference calls.
     For Symposium, Conference, and eMeeting, select Tools, Conference Call info or


     select Conference Call        on the toolbar.
     Use the following instructions to update conference call information:
      1. Select Tools, Conference Call Info.




70                                                                           Audio Options
         The Conference Call Information dialog box appears:




      2. Type the Conference call telephone number, Access codes, and Comments (if
         necessary).
         If you are requested to record a teleconference session and your Centra uses a
         Telephony Gateway, the are additional features available:




         Dialing profile: the conference call profile to use to contact the teleconference.
         Select the prfile for the service you want from the dropdown list.
         Disconnect/Connect Recorder button: Click this button to disconnect or
         connect the recorder from teh teleconference. The label on the button toggles
         between the two options.
      3. Click OK.




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Using the Centra Audio Wizard

     Use the Centra Audio Wizard to set the controls on your microphone and speakers
     for optimal sound quality. When you click Finish in Centra Audio Wizard, your
     Audio Devices, Playback, and Recording settings store in your system’s Volume
     Control settings.
     Centra 7's Audio Recall feature enables your system to permanently retain the record
     and playback volume settings assigned in the Centra Audio Wizard. These settings
     do not change unless you modify them, even if another multimedia application
     temporarily alters these settings.
     For example, you play a CD or record a sound file. While you play or record sound,
     your system volume and record settings may change. When you return to a
     Symposium, Conference, or eMeeting session, your system's record and playback
     settings automatically reset to the settings assigned in Centra Audio Wizard.


Configuring with the Audio Wizard
     The first time you log into Centra 7, the Audio Wizard opens automatically.
     Otherwise, select Tools, Audio Wizard.
     Use the following instructions to configure audio using the Centra Audio Wizard:
      1. If the computer has more than one Recording or Playback device, select
         Microsoft Sound Mapper from the drop down lists in the Audio Devices
         window. When done, click Next.




72                                                                         Audio Options
      2. Put the headset on (or listen through speakers) and click Play.




      3. Listen and adjust the Playback Volume using the slider.
      4. Click Next.
         The Recording Settings windows opens.




      5. Click Test and speak into the microphone to record a sample of the speaking
         volume. Optimal speaking levels are green in color, moving towards red.




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        The Audio Wizard automatically records a five-second sample and plays back
        the recording.
     6. Adjust the volume using the slider, if necessary. Record another sample to
        hear your speaking volume.
     7. Click Next.
     8. Select one of the following options: (See “Modes of Speaking” for information
        on what option to select.)
           Speaker mode
           Headset mode




        When selecting Headset mode, the Voice Activation option becomes available.
        See “Modes of Speaking” to determine the correct setting(s).
     9. Do one of the following:
           When selecting Speaker mode or Headset mode without Voice Activation,
           click Finish.
           When selecting the Voice Activated checkbox, click Next and continue to
           Step 10.




74                                                                      Audio Options
      10. On the Voice Activation Settings window, click Test and speak to set the
          volume level.




      11. Adjust the slider to set the volume for your audio transmission.
         A lower setting on the slider picks up the voice sounds when speaking softly.
         A higher setting picks up voice sounds when speaking loudly. Be aware of the
         following:
            Background noise that might activate transmission.
            If you encounter echoing, adjust the threshold to the right, or go back to the
            Mode Settings page and select Speaker mode.
            If words are missing, adjust the threshold to the left.
         Click Next when you are satisfied.




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      12. Speak to record a sample to set the pause level.




      13. Adjust the slider to set the pause length that your voice continues to transmit.
          Practice speaking in sentences and adjust the slider so your audio does not cut
          off in mid-sentence.
          Note: If loopback occurs, go back to the Mode Settings page and select Speaker
               mode.
      14. Click Finish.


Adjusting the Volume in Session

     You can use the sliders in the Audio area to adjust your speaking and listening
     volume while in a session. The top slider adjusts your listening level and the bottom
     slider adjusts your speaking level.




     You can also adjust the audio for a specific Participant:
      1. Right-click the Participant’s name and select Adjust Participant Audio.




76                                                                          Audio Options
            The Configure Participant’s Audio window opens.




      2. Adjust the Participant’s microphone volume using the slider.
      3. Change the speaking mode.
      4. Click Close.


Modes of Speaking

    In the Centra Audio Wizard, select the following speaking modes:
         Speaker Mode (default) - select when using an external speaker to listen to
         Participants or if you have a half duplex sound card.
         Headset Mode - select when using a headset to listen to Participants or if you
         have a full duplex sound card.
         Voice Activation - select to speak without pressing the Ctrl key or Lock to Talk
         (in Headset Mode only).


Speaker Mode
    Speaker mode is the default setting for speaking and listening to Participants. You
    listen to Participants using your computer’s speakers, and talk to Participants by
    pressing the Ctrl key, clicking the Talk button, or clicking the Lock to Talk button.
    See “Using the Ctrl Key or the Talk Button”and “Using Lock to Talk”.
    In Speaker Mode, you cannot hear others speaking (to prevent loopback) when you
    are speaking. Loopback is a term used to describe the situation where the microphone
    picks up the audio speaker on a PC or laptop. The audio "loops" from the speaker to
    the microphone continuously distorting the sounds. It is similar to the term
    "feedback" regarding microphones.


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Headset Mode
     Select Headset Mode in the Audio Wizard if using a headset for speaking and
     listening. Click the Talk button, click Lock to Talk, or use Voice Activation to speak
     to others. See “Using the Ctrl Key or the Talk Button”, “Using Lock to Talk”, and
     “Using Voice Activation”.
     Note: Do not select Headset Mode if you are not using a headset (to avoid loopback).
     With Headset Mode, you can hear others while you speak (as if speaking on a
     telephone) if concurrent speakers are set to more than one. See “Multiple Concurrent
     Speakers” to learn how to adjust the audio settings for Headset Mode in a session.


Voice Activation
     Voice Activation allows you to speak hands-free. You can select Voice Activation
     only when you use Headset Mode. Your voice transmits when you speak above the
     volume set in the Centra Audio Wizard. This feature is useful for Leaders speaking
     over a long period of time.
     Warning: Be aware that everything you say will be heard!
     When you select voice activation, you can mute the audio when you do not want to
     transmit sound to address someone in the room, answer a phone call, cough, and so
     on.




78                                                                           Audio Options
                                        Chapter 8
                               Broadcasting Video




    Broadcast live video in Symposium, Conference, and eMeeting. In
    Symposium and Conference, the Event Manager enables video
    broadcasting for individual sessions. To broadcast with live video,
    contact the Event Manager before the session.
    In eMeeting, select the Enable video option on the Create Meeting
    page. See “Creating a Meeting” for more information.


Video System Requirements

    If broadcasting video, the following additional requirements apply:
         Please see “Client Requirements” on page 6 and use the
         Recommended specification for broadcasting video.
         USB, Parallel Port or Capture Board video camera which
         supports the Video For Windows (VFW) interface



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     Important: Make sure you test your camera outside of CentraOne before launching
     video in a session.


Terminology
     The following terms apply to broadcasting video:
                                         The Leader, Co-Presenter, or Participant with video
                         Broadcaster
                                         control.

                                         The Leader, Co-Presenter, or Participants watching
                           Viewer
                                         the video broadcast.



Using the Centra Video Wizard

     Use the Video Wizard to preview video and change video settings before launching
     a session.
     Use the following instructions to use the Video Wizard:
      1. Select Tools, Video Wizard.
          The Video Wizard opens.
      2. If necessary, select the video device from the drop down list.
      3. Focus the camera and position it to the desired angle and distance.
      4. To see a reverse camera view, as if looking into a mirror, check the Mirror
         Locally box.
      5. Click Finish.
     If no camera is connected to the Leader’s PC, an error message displays: No Camera
     Detected. Broadcast disables for all Participants.
     Note: When the broadcaster launches the Video Wizard during a session and video
     is broadcasting, video broadcast stops for all viewers.


Starting Video Broadcast

     If the session is set up for video broadcasting by your Event Manager, you can launch
     video while in the session.
     Use the following instructions to start the video broadcast:
      1. Launch Symposium and begin the session, or launch Conference or eMeeting.




80                                                                         Broadcasting Video
      2. Click the Video button          on the toolbar. Or, select Video, Start Video.
         Note: The video button displays only if video has been enabled for the session.
         Note: In Symposium, the video button is grayed out until you begin the session.
         The video broadcasts in the Video panel above the Presenter panel.




      3. To stop video broadcast, click the Video button          on the toolbar. Or,
         select Video, Stop Video.
    Note: By default, when launching Appshare or Web Safari, video broadcast disables.
    When exiting Appshare or Web Safari, video broadcast resumes automatically. the
    System Administration can allow video with Application Sharing.


Video Panel

    The Video panel appears above the Presenters panel. The default Video panel size is
    137 width x 144 height in pixels. The default video image is 176 width x 144 height in
    pixels.
         To view the full video screen, drag the edge of the panel out until gray borders
         appear on both sides of the Video panel.
         Drag and re-size the Video, Presenters, Participants, and Agenda panels to the
         desired size for optimal viewing.


Using Video Controls
    When broadcasting video, the following video controls are available:


         The Play       and Pause        buttons appear on the Broadcaster’s video
         panel. Pause the video broadcast by clicking the Pause button and resume the
         video broadcast by clicking the Play button. When you click Pause, no video is
         broadcast.



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          A Broadcaster, who is not the Leader, has a Stop button          which passes
          video control back to the Leader.


          Click the Disable Broadcast button        to hide the video.
          To see the full name of the user broadcasting the video, hold the mouse over
          the Video panel. The full name of the user appears within a tool tip.


Using the Video Menu
     Use the Video menu to Start Video, Stop Video, Show or Hide Video, Pause Video,
     and Disable Broadcast. Note: When broadcasting, you should not select Hide Video.
     You can also select Embedded or Full Video for yourself and for others.

                          Option                            Description

                     Embedded Video     Displays the video panel above the Presenter panel.

                     Full Video         Undocks the video panel and expands it to the size
                                        set in the domain properties (if that is larger than
                                        the default).
                                        Note: The size that you can expand the video itself
                                        is set by the System Administrator.

                     Embedded Video     Displays the video panel above the Presenter panel
                     for Others         in each Participant’s interface.

                     Full Video for     Undocks the video panel in each Participant’s
                     Others             interface. Participants can then expand the video
                                        panel to any size.
                                        Note: The size that the Participant can expand the
                                        video itself is set by the System Administrator


     The default is set by the System Administrator.


Passing Video Control

     You can pass video controls and remove video control from a Co-Presenter or
     Participant at any time during the broadcast and as many times as necessary.
          In Symposium and eMeeting, a Leader can pass video control to Co-Presenters
          or Participants with a camera.
          In Conference, a Leader can pass video control to Co-Presenters with a camera,
          but not to Participants.



82                                                                        Broadcasting Video
    Note: Only one person can broadcast video at a time.
    Note: If no camera is connected to the Leader’s PC, you can still start the video
          broadcast and pass video control to a Co-Presenter or Participant.

Manual and Automatic Video Switching
    You can select manual or automatic video switching from the Video menu.
    Use the following instructions to pass video control manually:
      1. Select Video, Manual Video Switching.
      2. Right-click on a Participant’s name in the Participant List or the Co-Presenter’s
         name in the Presenter’s area.
      3. Select Grant Video Camera from the pop-up menu.
         This option is not visible when the Participant does not have a camera or has
         selected Disable Broadcast.
    The Participant, now the broadcaster, has three buttons in the video panel, Play,
    Pause, and Stop. If the broadcaster clicks Stop, video control passes back to the
    Leader.
    To pass video control automatically, select Video, Automatic Video Switching.
    Video control will automatically pass to the Leader, Co-Presenter, or Participant who
    is currently speaking.


Regaining Video Control
    Use the following instructions to regain video control when you are passing video
    control manually:
         Right-click on the Participant’s or Co-Presenter’s name and select Remove
         Video Camera from the pop-up menu.
         Right-click on your name in the Leader panel and select Grant Video Camera
         from the pop-up menu.




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84   Broadcasting Video
                                                     Chapter 9
                                                     Text Chat




    Use Text Chat to send, receive, and view public or private chat
    messages in a text conversation.
    You can use Text Chat:
         Before, during, or after a session.
         During a Breakout session (Symposium only).
         While using other tools, such as the Whiteboard or the
         AppShare tool.
         While stepped out.
    Text Chat has two options: Public Chat, available from the Public tab,




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     and Private Chat, available from the Private tab.




86                                                       Text Chat
Public Chat

    The Leader and Participants can use Public Chat to send and receive public messages
    viewable by all Participants.
    A Participant does not require microphone control to use Public Text Chat. Each
    Participant in the Main room or a Breakout room (Symposium only) can use chat.
    Participants temporarily stepped out of session can also use Text Chat.
    Participants can use Public Text Chat before, during, or after a session, or during a
    Breakout session (in Symposium only).
                            In a Breakout session, Participants in the Breakout Room can
                            view and send chat messages to other Participants in the same
                            Breakout Room, but not to all session Participants.



Using Public Chat as a Leader
    Use Public Chat to send a message to all Participants. The message appears in the
    message window of each Participant's and Co-Presenter’s Text Chat window.
    Participants can view the message when they open Text Chat.
    Use the following instructions to send a Public Chat message:



      1. Click the Text Chat button           on the toolbar. Or, select Tools, Text Chat.




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          The Text Chat window opens. The Public tab appears on top by default.




      2. Type the text message into the Message box at the bottom of the Text Chat
         window.
      3. Click Send. Or, press the Enter key on your keyboard.
     The message is added and appears exactly as typed. All users can view and respond
     to your message.
     Note: In a Symposium Breakout Room, public chat is seen only by the Participants
     and Breakout Room Leader in that room. As the session Leader, when you move to
     a breakout room, you can see the public chat for that breakout room by selecting
     Action, Refresh in the Text Chat window. This also applies when you move back to
     the Main Room.


Disabling Public Text Chat
     The Leader or Co-Presenter can disable or enable Public Text Chat at any time during
     a session. If you disable Public Text Chat, the Public tab becomes gray and the Private
     tab appears on top by default. Neither the Leader nor Participants can communicate
     using Public Text Chat. However, Participants can continue communicating using
     Private Text Chat.
     Consider disabling Public Text Chat:
          To focus Participants and limit distractions during part or all of the session.
          To restrict Participant discussion to pre-session mode only.
                             If you disable Public Text Chat, you disable it in all Breakout
                             Rooms.




88                                                                                     Text Chat
    Use the following instructions to disable Public Text Chat:
      1. Select Action, Text Chat Options from the Text Chat window. Or, select Tools,
         Text Chat Options from the menu bar.
            The Text Chat Options dialog box appears.




      2. Deselect Allow public chat.
      3. Click OK.
    Tip: To enable Public Text Chat, select Allow public chat.


Private Chat

    You can communicate to Participants on an individual basis using Private Text Chat.
    Additionally, you can send Participants an urgent message and have the chat
    window automatically open on their computer.
    Participants can also use Private Text Chat to send a private message to the Leader
    and the Co-Presenters, such as to ask a question or to provide notification of a
    problem.
    If enabled, Participants can also send private chat to each other. See “Setting Private
    Text Chat Options” for instructions. This feature is disabled by default.
    When you or a Participant receives a Private Text Chat message, the Text Chat button
    changes to bright yellow.



    Click the Text Chat button          on the toolbar to read and respond to messages.
    Or, select Tools, Text Chat.




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Best Practices for Private Text Chat


     Suggest that Participants use Private Chat to communicate directly, for example:
          If they need extra help or have technical difficulties.
          If they want to speak to only one other person.
          If they step out and return to find Breakout Sessions in progress (Symposium
          only).
          If they need help or have questions during Breakout Sessions (Symposium
          only).


Using Private Chat as a Leader
     Use the following instructions to use Private Text Chat:
          Tip: You can also open the text chat window from the Participants List. Right
          click on the user’s name in the Participants List and select Send
          ParticipantName a Private Chat.



      1. Click the Text Chat button            on the toolbar. Or, select Tools, Text Chat.
          The Text Chat window opens.
      2. Click the Private tab. (The Public Chat tab is the default.)
          The Private tab appears.




90                                                                                Text Chat
      3. Click the Send To drop down list and locate the appropriate Participant name.
         Tip: The names appear in alphabetical order by first name.
      4. Select the Participant's name.
      5. Type the text message into the Message box at the bottom of the Text Chat
         window.
      6. Select the Message is Urgent checkbox if you want the Text Chat window to
         open automatically on the Participant’s computer.
      7. Click Send. Or, press the Enter key on your keyboard.
    The message is added and appears exactly as typed.
    On the Participant's toolbar, the Text Chat button changes in color to bright yellow
    to indicate there is a private message.
    Note: In a Symposium Breakout Room, when you send a private chat to a Participant,
    the Participant and the Breakout Room Leaders receive the chat message.




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Setting Private Text Chat Options
     You can set the following Private Text Chat Options:
          Allow Participants to chat privately with each other or only with Presenters
          and Leaders.
          Include in the Send To List all users or only the Leader, Co-Presenters, and
          those users that recently exchanged chat.
                             Any changes you make in this dialog box affect all Breakout
                             Rooms. Breakout Leaders cannot access and change these
                             options.

     Use the following instructions to set Private Text Chat options:
      1. Select Action, Text Chat Options from the Text Chat window. Or, select Tools,
         Text Chat Options from the menu bar.
             The Text Chat Options dialog box appears.




      2. Select either Allow Participants to chat privately or Private chat with
         Presenters only in the Private Chat area.
      3. If you select Allow Participants to chat privately, select either All Users or
         Chat sent or received from the Send To List drop down.
      4. Click OK.




92                                                                                  Text Chat
Working with Text Chat

    In a session, Leaders and Participants can save text chat messages, clear messages,
    and re-display cleared messages.


Saving Text Chat Messages
    You can allow all users to save text chat messages. By default, this feature is enabled.
                            If saving chat is disabled in the main room, it is also disabled in
                            all Breakout rooms.


Setting Text Chat Options
    Use the following instructions to set the save option:
      1. Select Action, Text Chat Options from the Text Chat window. Or, select Tools,
         Text Chat Options from the menu bar.
            The Text Chat Options dialog box appears.




      2. Select Allow users to save chat.
      3. Click OK.




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Saving Text Chat Messages
     Use the following instructions to save public or private discussions:
      1. Select File in the Text Chat window.
      2. Select Save As.
      3. Select where to save the text chat.
      4. Click Save.
          The messages are saved as a text file.
     Tip: To print Text Chat, save the chat and print outside Centra 7.


Clearing Text Chat Messages
     Use the following instructions to clear all current public or private messages from the
     message window:
          Click Clear in the Text Chat window.
          Select Action in the Text Chat window and then select Clear.


Re-displaying Cleared Chat Messages
     Use the following instructions to re-display the contents of the current public or
     private chat messages:
      1. Select Action in the Text Chat window.
      2. Select Refresh.


Setting a Single Line Entry Field
     If Participants in your session are going to use an English keyboard to enter double-
     byte characters (found in language such as Chinese, Japanese, etc.), they must press
     the Enter key multiple times to complete a message. By default, a text chat message
     is entered in the Text Chat window after pressing the Enter key. Set a single line text
     chat entry field to resolve this problem.
     Use the following instructions to set a single line entry field:
      1. Select Action, Text Chat Options from the Text Chat window. Or, select Tools,
         Text Chat Options from the menu bar.




94                                                                                Text Chat
            The Text Chat Options dialog box appears.




      2. Select Multi-line text entry field.
      3. Click OK.


Closing Text Chat
    Use the following instructions to close the Text Chat window:
         Select File in the Text Chat window and then select Close.

         Click the Close button       in the upper right corner of the Text Chat window.




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96   Text Chat
                                             Chapter 10
                                            Markup Tools




    In Symposium, Conference, and eMeeting, the Leader can mark up
    most slides. Symposium and eMeeting include a Whiteboard feature
    to let the Leader and Participants share information.
    Use the markup tools to write on the Whiteboard. With microphone
    control, Symposium and eMeeting Participants can mark up the
    Whiteboard or slides in the Agenda.


Whiteboard

    The Whiteboard lets you collaborate on a project while in a
    Symposium or eMeeting session.



    To access the Whiteboard, click the Whiteboard icon           on the
    toolbar or in the Agenda. Or, select Tools, Whiteboard.



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     The Whiteboard appears in your Media Window and each Participant’s Media
     Window. The Markup toolbar appears above the Whiteboard. Use the markup tools
     to enter text, draw lines, highlight images, create simple shapes, load a background
     image, or draw. See “Markup Toolbar” for more information.
     Participants must have microphone control to use the Whiteboard. As the Leader or
     Participants work with the Whiteboard tools, the content of the Whiteboard is visible
     in everyone's Media Window.
     Tip: If you want to have a Whiteboard in a Conference session, include a blank slide
     in your Agenda.


Best Practices for the Whiteboard

     When using the Whiteboard, keep these tips in mind:
          Let Participants add to the drawing, but not at the same time. (Give a
          microphone to one Participant at a time.)
          Use the Whiteboard to summarize what has been discussed or points that
          Participants bring up.
          Save important markups to the Agenda.
          When changing colors in the Whiteboard, the change does not affect the items
          already on the Whiteboard.
          Markup changes remain on the Whiteboard until they are erased or cleared.
          If you are using a screen resolution of 1024 x 780, Participants with a screen
          resolution of 800 x 600 are not able to see all of the drawing without scrolling.


Writing on an Agenda Item

     You can mark up slides in the Agenda. Use the Markup toolbar to write text, draw
     shapes, or highlight areas of a slide, (for example, a PowerPoint slide or other static
     image, such as a .jpg or .gif file).
     Note: You can mark up only gif and jpg content. The markup toolbar does not appear
           for other content.
     Use the following instructions to mark up a slide:
      1. Click the Agenda item.
      2. If necessary, select Markup, Show Tools.
      3. Use the Markup toolbar to write, draw, or highlight as needed. See “Markup
         Toolbar” for more information.



98                                                                             Markup Tools
         Markups made to one item in the Agenda clear after you click another item in
         the Agenda.
    Tip: To clear the markup, select Markup, Clear Markup.
    If Participants have a microphone, they can also write and clear markup on a slide.




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Markup Toolbar

      You can mark up slides in the Agenda. Use the Markup toolba
      Use the Markup toolbar to mark up slides or the Whiteboard. This toolbar contains
      the following buttons:



      The following provides tool tip and description information for each button.

                    Button           Tool Tip                     Description

                              Load an image       Select a file to appear as a background
                                                  image on the Whiteboard (available on
                                                  the Whiteboard toolbar only).

                              Snapshot to         Save the Whiteboard file or marked-up
                              Agenda              slide to the Agenda (Symposium and
                                                  eMeeting only).

                              Point               Click to create a ball pointer. If you click
                                                  again, the pointer appears in the new
                                                  location.

                              Emphasize           Click to add a star.



                              Check mark          Click to add a check mark.



                              Highlight           Draw a yellow highlight rectangle over
                              Rectangle           text, graphics, or a background image.


                              Highlighter         'Scribble' a yellow highlight line over text,
                                                  graphics, or a background image.


                              Line Width          Select a line width for a line or the outline
                                                  of a shape.


                              Select Line Color   Click to select a color for a line, the
                                                  outline of a shape, or text.


                              Select Fill Color   Click to select a color for the interior of a
                                                  filled shape.


                              Text                Write text.




100                                                                                Markup Tools
                  Button          Tool Tip                   Description

                           Line               Draw a straight line.



                           Arrow              Draw an arrow.



                           Scribble           Draw a freehand line.



                           Erase              Erase text and graphics. If marking up a
                                              slide, you can erase the slide content as
                                              well.

                           Rectangle          Draw a rectangle. To create a square, hold
                                              down the Shift key after clicking the
                                              button.

                           Filled Rectangle   Draw a filled rectangle. To create a filled
                                              square, hold down the Shift key after
                                              clicking the button.

                           Ellipse            Draw an ellipse. To create a circle, hold
                                              down the Shift key after clicking the
                                              button.

                           Filled Ellipse     Draw a filled ellipse. To create a filled
                                              circle, hold down the Shift key after
                                              clicking the button.

                           Clear Markup       Click to clear all background images, text
                                              and/or graphics from the Whiteboard or
                                              slide.




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Uploading, Saving, and Clearing Markups
      You can upload an image to the Whiteboard, save the Whiteboard or marked-up
      slide to the Agenda, and clear the markup from a Whiteboard or marked-up slide.


Uploading an Image to Whiteboard


      You can load an image in .jpg or .gif file format to the Whiteboard. The image
      uploads as background to the text or graphics currently displayed on the
      Whiteboard.
      Note: This option is not available when marking up a slide.
      Use the following instructions to upload a background image:


       1. Click the Load an Image button            on the Markup toolbar.
           The Load an Image dialog box appears.
       2. Select a .jpg or .gif file, and click Open.
           The image uploads to the Whiteboard and appears in the upper left corner of
           the Media Window.
           Tip: Try to keep the .gif or .jpeg file size under 50K, so it appears on the
           Participant’s Whiteboard in a reasonable amount of time.




102                                                                              Markup Tools
Saving the Markup to the Agenda


    Use the following instructions to save the Whiteboard or marked-up slide display to
    the Agenda:


      1. Click the Snapshot to Agenda button         on the Markup toolbar.
         The Save to Agenda dialog box appears.




      2. Type a name for the display in the Name field.
      3. Click OK to save the markup.
         The saved item appears at the bottom of the Agenda.
    Tip: See “Deleting Individual Content” to remove the saved display from the
    Agenda.


Clearing the Markup


    Use the following instructions to clear the Whiteboard or marked up slide:


         Click the Clear Whiteboard        button on the Markup toolbar.
         Select Markup, Clear Markup.
    If you added shapes to the Whiteboard or marked up a slide, the markup disappears.
    If you have a background image with or without shapes, the Confirm dialog box
    opens.




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      Use the following instructions to clear markup:
       1. Select:
             Background to clear the background image from the Whiteboard.
             Shapes to clear all shapes from the Whiteboard.
             Both to clear background images and all shapes from the Whiteboard.
       2. Click OK.
      If multiple people are working, this button erases everyone’s work.
      Tip: To restore the markups, select Markup, Undo Last Clear.




104                                                                         Markup Tools
                                    Chapter 11
                        Surveys and Evaluations




    Surveys let you poll Participants one question at a time while
    Evaluations (Symposium and Conference only) are a collection of
    questions that Participants answer on their own.
    You can create Surveys “on-the-fly” in a session or in advance using
    Agenda Builder. Evaluations must be created in advance using
    Agenda Builder. Survey results are not saved after a session ends
    while Evaluation results can be saved and viewed by the session
    Leader or Event Manager.
    Tip: Refer to the Centra 7 Content Developer Guide for information on
    creating Surveys and Evaluations in Agenda Builder (Symposium
    and Conference only.)


Surveys

    The Survey tool allows the Leader, Co-Presenter, or Breakout Leader



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      (Symposium only), to give a quick, one-question-at-a-time poll to Participants during
      a session. Create a survey before or after beginning a session.
      Surveys must have a question and at least one answer.
      Consider using the Survey tool for the following:
           Polling Participants and viewing a graph of Participants’ responses.
           Soliciting pacing and comprehension feedback.


Best Practices for Surveys
           Create surveys before the session begins to save time.
           Check survey totals to know when to move on.
           Survey results are not saved once the session ends.
           Create a Survey ahead of time and include in an Agenda using Agenda Builder
           (Symposium and Conference).




106                                                                  Surveys and Evaluations
Creating a Survey

    Use the following instructions to create a new survey while in session:


      1. Click the Survey button         on the Leader toolbar. Or, select Tools, Survey.
         The Survey window opens.




      2. Click New Survey.
         The New Survey window opens.




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       3. Type the Survey question in the Question text box, for example, "What type of
          sales projections do you anticipate for next quarter?"
       4. Enter possible answers in the Answer text boxes.
       5. Click OK.
           The Survey window reappears.
       6. Click Show Survey to show the survey to Participants.
           The Survey appears in each Participant’s Media Window.
           As each Participant responds, your Media Window updates to reflect
           tabulated responses.




       7. Select Show results to Participants so Participants can view Survey results.
           Symposium and eMeeting Participants see the results in the form of 1/3 which
           indicates that 1 out of 3 Participants who responded selected that particular
           answer. In a Conference session with the attendance hidden, Participants see
           the results as percentages. Otherwise, Conference Participants see the same as
           Symposium and eMeeting Participants.
       8. To create another Survey question, click Open Survey Tool at the bottom of
          the Survey and repeat from Step 2.



       9. Click the Agenda button           to return to your presentation.
      You can create multiple surveys and use them throughout the session. After creating
      one or more Surveys, open the Survey window, select a Survey, and click Show
      Survey.
      Participants can change their Survey selection when the Survey window is open.




108                                                                Surveys and Evaluations
Editing Surveys

    After creating a Survey, you can edit it. However, the changes you make in session
    do not remain once you exit the session.
    Use the following instructions to edit an existing Survey:


      1. Click the Survey button          on the Leader toolbar. Or, select Tools, Survey.
         The Survey window opens.
      2. Select an existing survey to edit.
      3. Click Edit Survey.
      4. Make the desired changes.
      5. Click OK.
      6. Click Show Survey to show the updated survey to Participants.




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Evaluations

      An Evaluation is a collection of questions Participants answer on their own. Use an
      Evaluation during a Symposium or Conference session to measure levels of learning
      and solicit Participant input.
           In Symposium, questions can be corrected, and results can be recorded.
           In Conference, Evaluations results can be recorded, but not corrected.
      Use Centra Agenda Builder to create and insert an Evaluation into an Agenda.
      Tip: If you record the session and publish it using the Centra proprietary format,
      enrollees can take the Evaluation when viewing the playback of the session. See
      “Centra Playback Window” for more information.


Best Practices for Evaluations
           Tell Participants to answer the questions and click Submit when complete.
           Give Participants a time limit and tell them how many items are in the
           Evaluation.
           Use Evaluations to review material as necessary.


Types of Evaluations

      When creating Evaluations, Content Developers can select whether the Evaluation is
      graded or non-graded with the results saved or not saved.

                           Type             Product                 When to Use

                   Graded Evaluations                    To gather and measure
                                                         information.
                                                         The graded results may or may not
                                                         be shown to Participants.

                   No Grade                              To gather information such as
                   Evaluations                           soliciting Participant feedback on
                                                         the quality of a session,
                                                         information for market research
                                                         purposes, suggestions for
                                                         improvement, or other non-
                                                         measurable information.
                                                         Note: All Conference Evaluations
                                                         are No Grade Evaluations.




110                                                                   Surveys and Evaluations
Evaluation Question Types

    Three types of questions are available in an Evaluation:
         Multiple Choice
         Fill in the Blank
         Long Answer


                        Question                             Description

                    Multiple Choice     Participants choose from one or more possible
                                        answers.
                                        There can be up to five different answers for each
                                        multiple choice question. If there are multiple correct
                                        answers, Participants must choose all the correct
                                        answers to get the question right.

                    Fill in the Blank   Participants type a short text answer to answer the
                                        question. They can enter up to 40 characters in the
                                        answer.

                    Long Answer         Participants enter an extended, essay-style answer.
                                        Their answers can be up to 2000 characters.
                                        The Content Developer cannot specify a correct
                                        answer and the question cannot be graded.
                                        Note: The Leader cannot see answers to a long-
                                        answer question during the session. See “Viewing
                                        Evaluation Results” for more information.



Displaying an Evaluation

    Use the following instructions to display an Evaluation in a session:
      1. Click on the Evaluation item in the Agenda area to show the Evaluation in the
         Media Window.
      2. Ask Participants to answer the questions and click Submit when done.
      3. In the Evaluation, click Update to view incoming Evaluation results.




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           The results show the number of Participants who chose a specific answer.




           Tip: The drop down box for each fill-in-the-blank question shows all unique
           answers specified by Participants.
      After submitting an Evaluation, Participants cannot change their responses.




112                                                                Surveys and Evaluations
Viewing Evaluation Results

    If you have the Leader role, you can view the results of Evaluations at any time
    outside a session.
    Use the following instructions to view Evaluation results:
      1. From your Centra Home page, click Reports under the event for which you
         want to see the evaluation results.
         The Reports for: EventName page displays where EventName is the name of
         the event for which you want to see the evaluation results.
         If the session includes only Evaluations without recorded results, or no
         Evaluations at all, the page will display only attendance reports with no in-
         session evaluations.
         If the session includes Evaluations with recorded results, a list of Evaluations
         appears under the heading In-Session Evaluations. Multiple evaluations will
         be displayed as necessary.




      2. Locate the name of the evaluation you want to view in the In Session
         Evalutions column.
      3. Click View.
    The Evaluation Results Summary Report: Event Name appears where Event Name
    is the name of the event.
    The top part of the report shows the Event name, Subject, Evaluation name, Report
    Date, and Total Number of Responses.
    The lower portion of the report shows response information including the question,
    possible choices, the correct choice(s) (identified with a green checkmark), the
    Response Ratio indicating the percentage of respondants selecting this choice, the
    Number of Responses indicating the actual number of respondants selecting this
    choice, and a list of the names of the Participants who selected this choice (if so
    stipulated when the evaluation was created).




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      Click the Show Participants Names checkbox to display participant names
      associated with each answer (only if the results were saved this way).
      Click Details to see detailed information on a participant.




114                                                                 Surveys and Evaluations
                                         Chapter 12
                                   Session Feedback




    Participants can send anonymous feedback at any time during a
    session. Symposium Participants can also send feedback to a Breakout
    Leader during a Breakout session.


Requesting Feedback

    Use the following instructions to solicit anonymous feedback:



         Click the Send Feedback button          on the toolbar.
         Select Tools, Feedback.




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      The Provide Feedback window opens in the Participants’ Media windows.




      Tip: You can ask Participants to use other methods to send feedback. For example,
      Participants can click the Raise Hand button, or choose the Yes or No buttons. See
      “Other Ways to Get FeedBack” for more information.




116                                                                       Session Feedback
Viewing Feedback Results

    When Participants send feedback, the Feedback button in your toolbar changes to
    yellow.
    Use the following instructions to view feedback:



      1. Click the Feedback button            on the toolbar. Or, select Tools, Feedback
         from the menu bar.
         The Collect Feedback dialog box opens. The total percentage of Participants
         who choose each option is displayed.




      2. Click Clear All to clear all responses.
    The Session Feedback dialog box remains open after feedback clears. Click Close to
    close the window.
    Note: If you do not click the Clear All button, responses will remain and new
          responses will be added.




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Interpreting Feedback

      Participants can select one of five options in the Feedback window.

                        Feedback                             Indicates

                      Done            The Participant(s) have finished the task assigned to
                                      them.
                                      For example, "Please fill out the evaluation and let me
                                      know when you have completed it."

                      OK              You can continue leading the session at the current
                                      pace.

                      Not clear       The Agenda items may not be explained thoroughly.
                                      Ask questions to help determine the problem.

                      Too fast        You may be moving through Agenda items too
                                      quickly, or Participants do not fully understand all
                                      material covered so far during the session. Ask
                                      questions to help determine the problem.

                      Too slow        You may be moving through Agenda items too slowly,
                                      or are spending too much time between tool usage or
                                      interactions. Ask questions to help determine session
                                      pacing.

                      No Answer       The Participant(s) did not send feedback.




118                                                                           Session Feedback
Other Ways to Get FeedBack

    Participants can indicate applause and laughter in a Symposium or eMeeting session.


Applause
    Participants can applaud during the session to show their approval. When
    Participants applaud, the applause icon flashes next to their name for five seconds.
    Tell Participants to:


         Click the Applause button            on the toolbar.

         Select Actions, Applaud.


Laughter
    Participants can laugh during the session to show their amusement. When
    Participants laugh, the laughter icon flashes next to their name for five seconds.
    Tell Participants to:


         Click the Laughter button           on the toolbar.

         Select Actions, Laugh.




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120   Session Feedback
                                       Chapter 13
                               Application Sharing




    Appshare (application sharing) allows you to open an application on
    your computer and share it with everyone in a session. The
    application appears in the Participants’ Media Window.
    In Symposium and eMeeting, Participants can host and interact with
    applications. They do not need to have the application on their
    computers to interact.
    In Conference, the Leader or Co-Presenter can show and interact with
    applications. Participants can view the application, but cannot host or
    interact with the application.


Appshare Considerations



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      Use Appshare for the following:
           Perform a live demonstration of an application.
           Teach Participants how to work with an application.
           Reinforce ideas or concepts discussed during a session.


Best Practices for Hosting Appshare
      When hosting an application, keep these tips in mind:
           Do not use an Active Desktop on PCs hosting an application.
           Launch the application(s) before the session begins.
           Ask Participants if they see the application and your interactions before
           continuing.
           Do not move your mouse while a Participant is controlling the application as
           the Leader’s cursor movements override the Participant’s.
           Application audio does not transmit.
           Participants can host and share applications in Symposium and eMeeting.


Sharing an Application

      Use Appshare to host an application and share it with others in a session.
      Use the following instructions to share an application:
       1. Launch the application to share.



       2. Click the Appshare button           on the toolbar. Or, select Tools, Share
          Application.
           Tip: In Symposium and Conference, you can include an Appshare tool in an
           Agenda using Agenda Builder. Click the Appshare item in the Agenda.




122                                                                     Application Sharing
         The Select Applications to Share dialog box opens.




      3. Check the boxes for the application(s) to share, for example, Address Book,
         and click OK.
         Tip: You can select multiple applications to share at the same time.
         Application(s) selected wil be positioned automatically. The Desktop selection
         lets you share your entire screen instead of an individual application.
         The application locates to the upper left area of the screen and your Centra
         interface changes to Application Host View (to fully maximize the amount of
         screen area available to show the application). Participants view the
         application in their Media Windows.
         Tip: You want to keep this view. See “Overriding a Presenter’s View Changes”
         for more information
      4. Interact with the application. Participants observe the cursor's movements as
         the Leader interacts with the application.
         Tip: When hosting an application, use Lock to Talk or Voice Activation to
         speak; do not use the Ctrl key.
         If another window opens while application sharing, a message appears asking
         if you want to share the window. Click Yes to share or No to cancel. If you click




         No, the new window displays only on your screen. Participants will not see it.
      5. Use the Appshare markup tools to highlight an area of the application. See
         “Using the Appshare Tools” for information.
      6. Allow Participants to work with the application (in Symposium and eMeeting
         only). See “Letting Participants Interact” for more information.
      7. Click on a different Agenda item or toolbar button/menu bar item to stop
         Appshare. Or, select Tools, Share Application again.



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      Tip: You can change the hosted application by selecting Tools, Share Application
      and then selecting a new item or by using the Appshare Tools. See “Using the
      Appshare Tools” for information.


Using the Appshare Tools

      Use the Appshare markup tools to highlight areas of the application you are sharing
      and change Appshare settings.


Marking up an Application
      Use the following instructions to mark up an application:
       1. Share an application. See “Sharing an Application” for details.
           A yellow Appshare Tools floating menu appears on the upper right corner of
           the application shared.




       2. Click the down arrow and select Markup Mode.
           The cursor changes to a pencil icon in the shared application.
       3. Use the pencil to highlight an area of the application.
           Tip: If you mark up an animated application, the markup does not stay.
           Note: If you open another application on top of the shared application; your
                markup disappears.
       4. Make changes using the Appshare tools menu options:
             Select Choose Color to pick another color. The Color dialog box appears.
             Select the desired color and click OK.
             Select Clear Markup to clear the markup from the screen. (You cannot undo
             this option.)
       5. If desired, select Pause Application Sharing to make changes to the shared
          application without letting the others in the session see them. The menu
          changes to Paused. Interact or markup the application. Select Resume
          Application Sharing to let all others see your changes.
             Note: Only the individual hosting the application can resume AppShare
             after it is paused. Do not pause Appshare if you are not hosting.
       6. Select Exit Markup Mode when done.
           Your markup disappears. You can interact with the application again.




124                                                                     Application Sharing
Snapshot to the Agenda
    Use the following instructions to take a sapshot of the shared application and save
    the snapshot to the Agenda:
      1. From the Appshare Tools menu select Snapshot.
         The Save To Agenda dialog box appears.




      2. Type a name for the display in the Name field
      3. Click OK.
         The saved snapshot displays at the bottom of the Agenda.
    Tip: See “Deleting Individual Content” to remove the saved snapshot from the
    Agenda.
    Tip: To make it easy to find a particular snapshot, keep snapshot names organized
    and unique.


Appshare Options
    From the Appshare Tools menu, select the following:
         Select Applications. The Select Applications to Share dialog box appears.
         Select a new application.
         Quit Application Sharing. Application sharing ends on your computer and
         Participants’ computers, and you return to the Agenda in Normal View.


Troubleshooting Appshare

    If the application does not display fully in the Participant Media Window, make sure:
         You can successfully launch and open the application to be shared.
         The application is not minimized in the Windows task bar.
         The shared application is positioned in the upper left corner of the monitor.
    Keep these tips in mind:
         Participants can position the shared application using the gray scroll arrows
         around their Media Window.


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           The Appshare Host’s interactions override interactions from others who have
           been granted Appshare privileges.


Appshare Control Options

      Appshare Control Options include separating microphone and Appshare control
      and specifying Appshare settings.
      By setting Appshare control through the Appshare Options menu item, you can
      allow users to automatically have a microphone and AppShare privileges, or just
      receive a microphone and no AppShare privileges.
      Note: Appshare Control Options in Conference relate only to the Leader and Co-
            Presenters.
      The options for Appshare Control are:
           Microphone also allows Appshare control - When you give Participants a
           microphone, they can also control the application being shared.
           Microphone does not allow Appshare control - When you give Participants a
           microphone, they cannot control the application being shared; you must also
           give them AppShare privileges.
      Only the Leader can set Appshare Control Options.
      Use the following instructions to set Appshare Control Options:
       1. Select Tools, Appshare Options.
           The Appshare Options dialog box appears.




       2. Select one of the following to specify Appshare control:



126                                                                     Application Sharing
            Microphone also allows Appshare control - to give both Appshare control
            and a microphone when granting microphone control.
            Microphone does not allow Appshare control - to separate AppShare
            control and microphones (default). That is, grant them independently.
      3. Specify the number of colors to be transmitted using the list under Colors in
         the Appshare Settings area. True color requires a higher bandwidth.
         Appshare with 256 colors means that applications may appear slightly
         different.
      4. Specify the Refresh Rate by using the slider under Refresh Rate in the
         Appshare Settings area. A fast refresh rate requires higher bandwidth.
      5. Click OK.
    Note: If participants are connecting via slow connections, it is best to keep the
          Appshare color and refresh rate settings at 256 color and 1.75 refresh rate
          respectively.


Letting Participants Interact

    When sharing an application in a session, you can allow another user to interact with
    the application. (The user hosting the application can always interact with the
    application.)
    Use the following instructions to allow a Participant to interact with an application:
      1. Right-click on the Participant’s name in the Participant List.
      2. Do one of the following:
            If Microphone does not allow Appshare control is set, select Give
            Participant AppShare privileges.
            If Microphone also allows Appshare control is set, select Grant
            microphone and markup tools.
         Note: You can also double-click or single-click in the microphone column
              opposite the participant’s name.
         The selection you make depends on the Appshare Control choice selected in
         the Appshare Options dialog box. See “Appshare Control Options”for more
         information.
      3. Have the Participant work with the application by clicking links or entering
         text.
    When you no longer want a Participant to be able to interact with the application,
    right click on the Participant’s name in the Participant List and select either:
         Remove Appshare privileges (Microphone does not allow Appshare control
         option)




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           Take away microphone and markup tools (Grant microphone and markup
           tools option)
      Note: You can also click once in the microphone column opposite the participant’s
            name.
      Note: When the Appshare Options - Appshare Control is set to Microphone does
            not allow Appshare control, a microphone with a green box indicates
            Appshare privilege.


Letting Participants Host

      You can allow Participants to host an application on their computer for everyone in
      the session to see. Select a Participant to host using the Participant List or the menu
      bar.


Using the Participant List
      Use the following instructions to allow a Participant to host an application:
       1. Ask the Participant to launch an application, if not already launched.
       2. Right-click on the Participant’s name in the Participants List.
       3. Select Share Participant’s application.
           The Select Applications to Share dialog box appears on the selected
           Participant’s screen. A Please Wait dialog box appears on the Leader’s screen.
       4. Have the Participant select the application to share and click OK.
           The Participant’s application now appears in the Media Window of the Leader
           and all other Participants. The interface of the Participant hosting the
           application changes to the Application Host View.
       5. Have the Participant work with the application by clicking links or entering
          text.
       6. To end Participant Appshare, have the Participant select the Appshare Tools
          floating menu and then Quit Application Sharing. Or, click on a different
          Agenda item or choose another tool to stop Appshare.


Using the Menu Bar
      If desired, you can use the Centra menu bar to allow Participants to host an
      application.
      Use the following instructions to allow a Participant to host an application:
       1. Ask the Participant to launch an application, if not already launched.




128                                                                         Application Sharing
      2. Have the Participant select Tools, Host and then select the application (for
         example, Paint) from the Select Applications to Share dialog box and click
         OK.
      3. Select Tools, View Host on the Leader menu bar.
         The Select Host dialog box appears.




      4. Select the Participant’s name from the drop down list and click OK.
         Note: Only Participants who have selected an application to share or
              remotehosts appear in the drop down list.
         The Participant’s application now appears in the Media Window of the Leader
         and all other Participants. The interface of the Participant hosting the
         application changes to Application Host View.
      5. Have the Participant work with the application by clicking links or entering
         text.
      6. To end Participant Appshare, have the Participant select the Appshare Tools
         floating menu and then Quit Application Sharing. Or, click on a different
         Agenda item or choose another tool to stop Appshare.


Tips for Participant Hosting
    When the Participant is sharing an application:
         Suggest the Participant click Lock to Talk to speak hands free, as the
         Participant describes his interactions.
         Have the Participant mark up the application. See “Using the Appshare Tools”
         for more information.
         Have the user who is sharing the application select Quit Application Sharing
         from the Appshare Tools menu when done.
         Give Appshare privileges to one Participant at a time.
         Click on a different Agenda item or choose another tool to stop Appshare, if
         necessary.


Using a Remote Host to Share



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      You can set up a user and a PC as a Remote Host to run applications to be shared in
      the session. The Remote Host does not appear in the Participants List, but does
      appear in the View Host dialog box.
      The Event Manager assigns the role of Remote Host to a user account, as part of the
      enrollment process. A Participant cannot attend a session and be a remote host for
      the same session.
      The Remote Host user at another PC does the following:
       1. Launch the application to host.
       2. Log in to the Centra Home page.
       3. Locate the name of the session in the Event column and click Remote Host.




           The Appshare Remote Host dialog box appears.




       4. Click Host.
           The Select Applications to Share dialog box opens.




130                                                                    Application Sharing
      5. Select the application(s), for example, Address Book, from the Select
         Applications to Share dialog box and click OK.
         Tip: You can select multiple applications to host more than one application
         simultaneously. The application(s) selected are positioned automatically.
    The Leader then does the following:
      1. Log in to the Centra Home page.
      2. Locate the name of the session in the Event column and click Lead.
         The Centra interface appears.
      3. Select Tools, View Host.
         The Select Host dialog box appears.




      4. Select the Remote Host Participant’s name from the drop down list.
      5. Click OK.
    The Leader and Participants view the hosted application in their Media Window.
    Tip: In Symposium, you must begin the session first.
    Note: Do not pause AppShare on a Remote Host unless you can resume AppShare
          on the Remote Host computer.




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132   Application Sharing
                                             Chapter 14
                                        Breakout Rooms




    A Breakout Room is a virtual 'room', separate from the Main Room
    where a group of Participants and a Breakout Leader work together.
    Breakout Rooms are available in Symposium only.
    When working with Breakout Rooms, you can:
         Create and configure the Breakout Rooms.
         Move Participants to Rooms (optional).
         Select content for the Breakout Room.
         Start the Breakout sessions.
         Monitor the Breakout sessions.
         End Breakout sessions.




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Breakout Room Considerations

      Use a Breakout Room to encourage small groups to:
          Discuss assigned topics.
          Encourage a higher level of interaction.
          Use collaborative tools or applications.
          Work on a specific project or assignment.
          Develop problem-solving or other skills.
          Work independently of other groups in a 'lab' environment.
          Brainstorm as a group.




134                                                                    Breakout Rooms
    You cannot:
         Start a Breakout session before beginning the session. However, Breakout
         Rooms may be created and configured before the session.
         Remove microphone control from a Breakout Leader while visiting a Breakout
         Room.
         Record a Breakout session with the Server-Side Recorder or Client-Side Event
         Recorder. You can use Centra Knowledge Object Studio (CKOS). See the
         Record and Playback User Guide for more information.
         Create more than 50 Breakout Rooms for a session.
    Note: If the Leader drops out of a session and the Co-Presenter remains, the Co-
          Presenter can broadcast to all breakout rooms if still in the Main Room. Co-
          Presenters cannot start or stop a Breakout session or move to a Breakout Room.
          If there is no Co-Presenter in the Main Room and the Leader drops out, the
          session ends.


Best Practices for Breakout Rooms

    Keep these tips in mind:
         Assign specific projects or content for Participants to work on and give precise
         instructions.
         Keep the session short; be sure to let Participants know how long the session is.
         When you make Participants Breakout Leaders, tell them their responsibilities.
         The Breakout Leader acts as the Leader for the room, controls which Agenda
         items and tools appear, and which Participants have microphone control.
         Visit each Breakout Room to check on progress and answer any questions.
         Exchange Private Text Chat with Breakout Leaders and Participants during a
         Breakout session.
         Press Ctrl and Shift to broadcast to all Breakout Rooms.
    Note: When speaking to a Breakout Room, your audio overrides the Breakout
          Leader’s and all Breakout Participants’ audio.




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Creating Breakout Rooms

      Create Breakout Rooms before or during a session. Use the following instructions to
      create and configure Breakout Rooms:



       1. Click on the Breakout icon          on the toolbar. Or, select Tools, Breakout
          Rooms.
           The Breakout Tool dialog box opens:




       2. In the Create rooms area, select one of the following:
             Number of breakout rooms. Use the arrow keys to select the number of
             rooms to create. Pick a number greater than 1.
             Minimum number of Participants per Room. Use the arrow keys to select
             the minimum number of participants assigned to a room. Symposium will
             calculate how many rooms are necessary and will create the rooms. Pick a
             number greater than 1.
       3. To manually assign members to Breakout Rooms, deselect the Auto-assign
          Participants to Rooms checkbox.
           This option randomly assigns Breakout members to each Breakout Room. Co-
           Presenters remain in the Main Room. You must manually move Co-Presenters
           into Breakout Rooms if you want them to participate in the Breakout Session.
           Note: You can move users into a Breakout Room and from room to room at any
                time during the Breakout session.
       4. Click OK.




136                                                                       Breakout Rooms
           The Breakout Tool window updates.




           The Participants appear under the assigned Breakout Room folders. If you
           deselected the Auto-assign Participants to Rooms checkbox, all Participants
           appear under the Main Room folder.
           Tip: You can minimize or close this window during the Breakout session.
      5.   Review the Breakout session configuration for:
             Appropriate number of rooms.
             Minimum number of Participants per room.
             Appropriate role assignment.
      6. To change the Breakout session configuration, click Reconfigure to re-display
         the Breakout Tool dialog box.
    Note: Names of Participants who click Step Out before the start of a Breakout session
          or who were not in the session when the Breakout session started, appear in the
          Main Room of the Breakout Tool window when they join in the session.
          Stepped-out Participants must click Step Back in to return to the Main Room.
          Use the Breakout Tool window to move Participants (including Participants
          who joined the session late) from the Main Room to a Breakout Room. See
          “Moving a Participant to a Room” for more information.




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Moving a Participant to a Room

      Once you create Breakout Rooms, you can move a Participant to a specific Breakout
      Room or to the Main Room, before or during a Breakout session.
      If a Participant enters the Main Room while a Breakout session is in progress, you can
      move the Participant into a Breakout Room. The Participant's name appears in the
      Main Room of the Centra interface and in the Main Room of the Breakout Tool
      window.
      Use the following instructions to move a Participant:
       1. In the Breakout Tool window, select the name of the Participant.
       2. Right-mouse click and select Move Participant To from the popup menu.
       3. Select the room from the popup menu.
             The Participant moves to the room you selected.
      Note: You can also drag a Participant’s name onto the name of a Breakout Room.


Breakout Roles

      Breakout roles include the Breakout Leader and Breakout Participant.


Breakout Leader
      The Breakout Leader controls the Agenda and the flow of the Breakout Room. The
      Breakout Leader interface is similar to the Co-Presenter’s interface.
      Breakout Leaders are automatically assigned. Breakout Leaders have a microphone

      icon        next to their names in the Breakout Tool window.




138                                                                          Breakout Rooms
Breakout Participant
    Breakout Participants interact with the Breakout Leader, other Breakout Participants,
    and the Participant tools in the Breakout Room during a Breakout session.
    During a Breakout session, the Breakout Participant can do everything a Participant
    in the Main Room can do.


Changing Breakout Roles

    You can assign a new Breakout Room Leader before or during the Breakout session.
    Use the following instructions to assign a new Breakout Room Leader:
      1. Select the user in the Breakout Tool window.
      2. Right-mouse click and select Make Participant room Leader from the popup
         menu.
    The microphone icon to the left of the name indicates the role change from
    Participant to Breakout Leader. Since a Breakout Room can have only one Breakout
    Leader, the previous Breakout Leader automatically changes to a Participant.




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Selecting Breakout Room Content

      You can select specific content for a Breakout Room before starting the Breakout
      session or during a session. By default, each Breakout Room has the entire Agenda
      as its content.
      Use the following instructions to select Breakout Room content:
       1. In the Breakout Tool window, right-mouse click on the name of a Breakout
          Room.




       2. Choose Select content.
           The Select Content dialog box opens.




       3. Select an Agenda item. You can select a specific Agenda item or a folder. If you
          select a folder, all items within that folder will be available to the Breakout
          Room.
       4. Select Apply to all breakout rooms if you want to apply the content selection
          to all Breakout Rooms.
       5. Click OK.
           The selected content appears as a book icon within the Breakout Room.


140                                                                        Breakout Rooms
    Note: To select different content for a Breakout session after starting the session, click
          Stop in the Breakout Tool window, select the new content, and then click Start
          to re-start the Breakout session.


Starting Breakout Sessions

    In the Breakout Tool window, click Start to begin the Breakout session.




    The Breakout Leader’s Agenda and each Breakout Participant’s Agenda shows the
    selected content. See “Selecting Breakout Room Content” for information.
    As Participants move to Breakout Rooms, the Participants List in the main room no
    longer shows Participant names. Start changes to Stop in the Breakout Tool window,
    and Reconfigure disables. The Go menu appears in the session Leader’s menu bar.




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Monitoring Breakout Rooms

      During a Breakout session, you can speak to all Breakout Rooms and visit and speak
      to each Breakout Room.


Speaking to all Breakout Rooms
      You can speak to all Breakout Room users to announce the Breakout session will end
      soon or to broadcast an announcement that all Breakout Room users must hear.
      Hold down the Shift key on the keyboard and then the Ctrl key on the keyboard, and
      speak into the microphone.


Visiting a Breakout Room
      After the Breakout sessions begin, you can visit each Breakout Room. Visit a
      Breakout Room to:
           Check in with the Breakout Leader and Participants.
           Ask how the session is progressing.
           Answer questions about tool usage or the objective of the Breakout session.
      Note: When entering a Breakout Room, the session Leader retains all Leader
            privileges. The session Leader can give or take away microphone control from
            Participants, but not from the Breakout Leader.
      Use the following instructions to visit a Breakout Room:
       1. Do one of the following:
             From the Go menu, select the room to visit.
             In the Breakout Tool window, right-mouse click on the name of a Breakout
             Room. Click Go to room.
           Your interface updates to the Breakout Room.
       2. Hold down the Ctrl key and talk into the microphone to speak to the Breakout
          Room's Leader and Participants.




142                                                                       Breakout Rooms
Chat in Breakout Rooms
    Breakout Room Leaders and Participants can send Private Text Chat only to other
    members of their Breakout Room and to the session Leader. See “Text Chat” for more
    information.


Ending Breakout Sessions

    After announcing when the Breakout session is going to end, you must manually end
    it.
    Use the following instructions to end the Breakout session:
      1. From the Breakout Tool window, click Stop.




         The Breakout Leader and Participants return to the Main Room.


      2. Click the Close button      in the upper right corner of the Breakout Tool
         window.
    Note: When returning to the Main Room, Breakout Room Leaders revert back to
          Participants.




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144   Breakout Rooms
                                                  Chapter 15
                                                  Web Safari




    Use Web Safari to share and display Web sites and active Web site
    links with Participants during a session.
         In a Symposium session, eMeeting session, or a Symposium
         Breakout session, Participants can interact with Web Safari if
         they have Appshare control.
         In a Conference session, Participants cannot interact with Web
         Safari.
    Note: See “Appshare Control Options” for more information.
    Use Web Safari to:
         Perform online research.
         View competitor information.
         Reinforce ideas or concepts discussed during a session.




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Best Practices for Web Safari

           Use sites that provide relevant material for the session.
           Web site audio does not transmit.
           Check each link before the session.


Using Web Safari

      Use the following instructions to use Web Safari:

       1. Click the Web Safari button            on the toolbar. Or, select Tools, Web
           Safari.
           Tip: If a Web Safari placeholder is included in the Agenda (Symposium or
           Conference only), click the Web Safari Agenda item.
           After a few moments, a new instance of the default Web browser launches on
           your computer. The Web Safari Welcome page appears in the upper left corner
           of your screen.




           Your Centra interface changes to Application Host View (to fully maximize the
           amount of screen area available for a Web site display). You can continue to
           work with the Centra interface while viewing Web sites.



146                                                                              Web Safari
      2. Use the Web Safari browser to select, show, and browse Web sites.
         Tip: When controlling the browser through Web Safari, use Lock to Talk or
         Voice Activation to speak; do not use the Ctrl key.
         If another window opens, a message appears to the hosting user asking if you
         want to share the window. Click Yes to share. If you click No, Participants will
         not see the new window; it will display only on your screen.
      3. Use the Appshare markup tools to point to items in the window. See “Using
         the Appshare Tools” and “Appshare Control Options” for more information.
      4. Ask a Participant with Appshare privileges to work with the Web site
         (Symposium and eMeeting only) or show another site. See “Appshare Control
         Options” and “Letting Participants Interact” for instructions.
      5. Click on a different Agenda item or choose another tool to stop Web Safari.
    Note: The Web Safari browser window remains open until you close it.




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148   Web Safari
                                      Chapter 16
                             Record and Playback




    By recording a session, you can see and hear the interaction and
    Agenda content presented during the session. The Leader and
    Participants enrolled in a session can play a recording after it is
    published. They can use the recordings as a way to review or reinforce
    learning or meeting content.
    This section describes how to use the Server-Side Recorder and play
    back session recordings. Refer to the Centra 7 Record and Playback User
    Guide for information on using all the Centra 7 recording options.


About Server-Side Recorder
    A Leader or Co-Presenter can use the Server-side Recorder to
    automatically record and publish a recording of a session they are
    leading.
    Note: Other users cannot control the Server-side Recorder.



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      When using the Server-Side Recorder, consider the following:
           Recording begins when the session begins (Symposium only) or when the
           Leader switches the Recorder from Pause to Record (Conference or eMeeting).
           The Leader and/or Co-Presenters can use the Pause and Record buttons on
           their toolbars to stop and re-start the recording.
           Recording pauses during Breakout Rooms (Symposium only). Recording
           resumes when the Breakout session ends.
           Recording ends when the session ends.


Using the Server-Side Recorder

      The Server-Side Recorder records sessions by default.
      Note: The Event Manager can disable the Record event option when creating the
            session. Additionally, the Create Meeting page contains a Record meeting
            option which can be enabled/disabled.
      Use the following instructions to use the Server-Side Recorder:
       1. Click My Schedule, if necessary.
       2. Locate the session and click Lead.
       3. Conduct the session as usual.
           When you begin the session, recording automatically begins within 30 seconds
           (Symposium) or can be started by

             clicking the Record button         on the toolbar or
             select Record from the Record menu.
           A recording indicator appears in the lower left corner of the interface.


           If the event is using teleconference audio, and you are recording through a
           Centra Telephony Gateway, a gatway status icon appears next to the recording
           indicator..


           If no CTG service is available, the icon will say “No Connection.” If thye
           recorder is paused, and no CTG service becomes available within 15 seconds,
           the leader receives the following message:
           The conference call recorder is unable to find a connection...


       4. To pause the recording, select the Pause button           on the toolbar or Record,
          Pause from the menu bar.



150                                                                        Record and Playback
         To restart, click the Record button on the toolbar or select Record from the
         Record menu.
      5. When done, select Publish Recording from the Record menu.
         The Centra Recording dialog box appears.




      6. Click Yes to publish.
         Note: If a recording already exists for the session, a dialog box appears asking
              to publish and overwrite the existing file.
         The recording is automatically uploaded to the Recording Server. A
         confirmation message appears when done.




      7. Click OK.
      8. Exit the session as usual.
         If you exit the session without publishing the recording and you are the last
         Presenter in the session, the recording stops and a message appears. Select Yes
         to publish or No to not publish. (If Co-Presenters exit the session while other
         Presenters are still in the session, they prompted only to exit.)
    Note: For Centra Knowledge Catalog enabled servers, recordings are automatically
          available in the catalog.


Server-Side Recording and Teleconference Audio
         If Centra is equipped with the Centra Telephony Gateway, the Gateway dials
         into the teleconference to listen and converts the teleconference audio into
         sound synchronized on the server-side recording.
         VOIP audio is turned off during events using the Gateway. Use of bridging
         devices will not find any VOIP audio to transmit. Use of bridging devices will
         not find any VOIP audio to transmit.




Centra 7/Leader Guide                                                                   151
           However, you can use a bridging device to record teleconference audio
           directly into CKOS v1.01.
           If Centra is not equipped with the Centra Telephony Gateway, you cannot use
           server-side recording (the event cannot be created). You can use Client-side
           recording, and record both the teleconference and VOIP audio through the use
           of bridging devices.


Playing Back a Recording

      The Leader and Participants enrolled in a Symposium, Conference, or eMeeting
      session can view a recording after it is published to the Centra Server.
      Use the following instructions to view a recording on the Centra Server:
           Click Playback associated with the session on the Centra Home Page (My
           Schedule Page).
           Enter the Guest Playback URL, provided by the Event Manager, in the
           browser window. Type in your Email address and click Playback. If
           necessary, type your first name, last name, display name, password, and click
           Playback.
      Note: Not all sessions have recordings.
      The recording plays back in the Centra playback window or a standard media player
      depending on the format of the recording. Close the recording privacy note before
      starting.


Centra Playback Window

      If a recording is published directly to the Centra Server in the Centra proprietary
      format, the file plays in an interface similar to the Centra 7 client.
      Use the following instructions to play back a recording:
       1. Log in to the Centra Server.
       2. On the Centra Home Page (My Schedule Page), locate the session.
       3. Click the Playback link.




152                                                                     Record and Playback
         The Centra Playback window opens.




         Note: You can choose to stream the playback from the server or download it
              and play it back offline.
      4. Click the Playback button
    The Centra Playback window opens and starts to play the recording.
    The title bar displays the name of the recorded session, followed by Centra. The
    menu bar has the File, View, and Help menus. The Agenda area shows the list of
    items recorded.




Centra 7/Leader Guide                                                              153
      By default, the Playback window appears in Normal View unless the Leader changes
      Participants’ Media Window into Full Screen Mode. Then the recording appears in
      Full Screen Mode.

Using the View Menu
      You can change the view of the playback. Select one of the following from the View
      menu:
           Normal View - Returns the playback window from Full Screen view to the
           previous settings.
           Expanded View - Expands the playback window to full screen with the left
           panels of the interface moved to the right side.
           Full Screen View - Expands the playback window to full screen size. The left
           panels of the interface are minimized to the task bar.

Using the Toolbar
      The toolbar contains the playback controls, index points, and counters of current
      playback time and total time:




      Use these playback controls to select index points, pause, forward, and play the
      recording.




154                                                                    Record and Playback
                        Button                                Function

                                   Go to first index point.



                                   Go to beginning of current index point.



                                   Pause the recording.



                                   Play the recording.



                                   Fast forward through the recording.



                                   Go to next index point.



    Additionally, you can select the index point from the drop down list. The graphic
    next to the drop down indicates the type of Agenda item, such as slide, media file,
    Whiteboard, etc.
    When done viewing the playback, select the File menu and then Exit. A confirmation
    message appears; select Yes to exit. The Centra Playback interface closes.
    When playing back a recording, a copy is placed in the c:\Program
    Files\CentraOne\recordings folder (by default) on the computer. You must be
    connected to the server to play back the recording.
    Tip: Use the Disk Cleanup Tool tool from the Tools link on the Centra Home Page to
    delete recordings from the hard drive. (These recordings may be deleted
    automatically. See the System Administrator.) See Getting Started Help for more
    information.

Submitting an Evaluation



    Users can submit Evaluations while playing back a recording. The Evaluation
    appears in the playback window for as long as it was shown in the live session. If
    more time is needed to take the Evaluation, the user can pause the playback and take
    the Evaluation.
    Note: If the user answers part of the Evaluation, changes to another slide in the
          playback, and then returns to the Evaluation, the answers disappear. The user



Centra 7/Leader Guide                                                                155
            has to answer the Evaluation again.
      Note: If you are viewing the recording offline, the results will not be saved to the
            Centra database.


Standard Media Player

      If a recording of a Symposium or Conference session is produced and published to
      the Centra Server, the file plays in Windows Media Player. You must have Windows
      Media Player 6.4 or later to playback the recording.
      After you click the Playback link on the Centra Home Page, the recording plays in a
      new browser window.
      When viewing these types of recordings, the Participant cannot answer questions in
      an Evaluation.
      Note: .AVI and .ASF recordings play back in a standard media player, such as Real
            Player or Windows Media Player in a new browser window.




156                                                                      Record and Playback
                                      Index

A                                          Moving Participants 138
Agenda 55                                  Roles 138
  Area 45                                  Speaking 142
  Deleting 66                              Starting 141
  Display area 45                          Visiting 142
  Display item 47, 66                    Broadcasting Video 79
  Icons 58                               Browse Content 57
  Insert PowerPoint Presentation 58
  Insert URL 60                          C
  Markup 98                              Centra 7 2
  Navigating 66                          Centra Server 9
  Previewing 57                          Centra Telephony Gateway
  Saving Markups 103                       changes to interface 42, 46
  Viewing 47, 66                           effect on recording events 151
Answer, Clear 34                           event creation 13
Applause 34, 119                         Chat 47, 85
Application Host View 49                   Best practices 90
Application Sharing. See AppShare.         Breakout rooms 143
AppShare 47, 121                           Clear messages 94
  Best practices 122                       Close 95
  Markup 124                               Disable public 88
  Options 126                              Entry field 94
  Participant sharing 127, 128, 129        Options 92, 93
  Remote host 129                          Private 89
  Snapshot 125                             Public 87
  Tools 124                                Re-display messages 94
  Troubleshooting 125                      Save 93
  Using 122                              Clap 34, 119
Attendance                               Clear
  Showing and Hiding 45                    Hands 33
Audio                                      Microphones 32
  Area 41                                  Yes/No Responses 32
  Concurrent speakers 69                 Closing Centra 35
  Configuring 72                         Communicating 34
  Mute 30                                Conference 1, 39
  Options 69                             Conference Call 48, 70
  Select type 13                         Conference Call Profile 13
  Sliders 76                             Content
  Volume 76                                Adding 58
  Wizard 77                                Deleting 66
                                           Previewing 57
B                                        Content Catalog
Background Image                           Adding Content 19
  Whiteboard 102                           Removing Content 22
Breakouts 48, 133                          Searching 21
  Best practices 135                       Viewing 22
  Changing roles 139                     Co-Presenter 53
  Chat 143                                 Demote 54
  Considerations 134                     CTG
  Content 140                              see Centra Telephony Gateway
  Creating 136
  Ending 143



Centra 7 7.1/Leader Guide                                                   157
Ctrl key 29                    Interface 37, 41
                                 Agenda area 45
D                                Audio area 41
Default Size 50                  Conference 39
                                 eMeeting 40
E                                Leader 37
                                 Media window 48
Eject Participants 33
                                 Menu bar 41
eMeeting 2, 40
                                 Network status indicator 48
Ending
                                 Participant List 43
  Breakout Session 143
                                 Presenters area 42
  Session 35
                                 Status bar 46
Enroll
                                 Symposium 38
  Search 15
                                 Title bar 41
  Sort 16
                                 Toolbar 46
  Unenrolling 17
                                 Video panel 42
Evaluation 105, 110
                                 Views 49
  Best practices 110
                               Inviting Participants 50
  Display 111
                               Inviting Participants,Email 50
  Graded 110
                               Inviting Participants,Instant Messenger 51
  No-grade 110
  Question types 111
  Recording 155                L
  Types 110                    Laugh 34, 119
  Viewing results 113          Leader
Exiting 35                       Best practices 25
                                 Interface 37
F                                Role 25
                               Leader Guide, Using 4
Feedback 47, 115
                               Lock to Talk 29
  Interpreting 118
                               Lower Hands 33, 34
  Requesting 115
  Viewing results 117
Full Duplex Audio 69           M
Full Screen View 49            Markup
                                AppShare 124
G                               Clearing 103
                                Saving 103
Grant Microphones to All 31     Toolbar 100
Group
                                Tools 97
 Unenroll 17
                                Whiteboard and slides 100
                                Writing on slide 98
H                              Media Window 48
Hand                           Meeting
  Lower 33, 34                  Creating 11
  Next Raised Hand 47           Modifying 18
  Raising 34                    Options 13
Headset Mode 78                 Removing 18
Hide Attendance 45              Scheduling 11
Home Page                      Menu Bar 41
  About 10                     Messages
  Accessing 9                   Clear 94
  Information 10                Private 89
  Links 11                      Public 87
                                Receive 89
I                               Re-display 94
Insert                          Save 93
  PowerPoint presentation 58   Microphones
  URL                           Clear 32
                                Grant to all 31



158                                                                     Index
 Managing 30                          Remote Host 129
 Next Hand Raised 47                  Requirements, System 5, 79
 Priority by role 70                  Roles
Multi-line Text Chat Entry Field 94    Co-Presenter 53
Mute Audio 30                          Leader 25

N                                     S
Network Status Indicator 48           Saying Yes or No 34
Next Hand Raised 31, 47               Search
No                                      Enrollment 15
 Clear 32                             Server-Side Recorder
 Saying 34                              About 149
Normal View 49                          Using 150
                                      Session
O                                       Beginning 26, 48
Online Help 10                          Ending 35
Online Resources 10                     Leading 25
                                        Pre-session 28
P                                       Types 2
                                      Show Attendance 45
Participant List 43
                                      Sliders, Audio 76
  Hiding and showing display 45       Slides
  Sorting 43                            Clear 103
Participants
                                        Importing 58
  Communicating to 34
                                        Viewing 66
  Eject 33
                                        Writing on 98
  Speaking to 29
                                      Smile 34, 119
Peronal Online Meeting Room 18        Sorting
Playing back a Recording 152            Enrollment 16
  Centra format 152
                                      Sorting Participants 43
  Evaluations 155                     Sound 69
  Standard format 156
                                      Speaker Mode 77
Poll 105, 107
                                      Speaking
PowerPoint Presentation 58              Concurrent speakers 69
  Inserting 59
                                        Ctrl Key 29
Presenter. See Co-Presenter.
                                        How to 29
Presenters Area 42
                                        Lock to talk 29
Pre-Session Mode 28
                                        Modes 77
Private Chat 89                         Mute audio 30
  Best practices 90                     Options 29
  Leader 90
                                        Priority 70
  Options 92                            Talk button 29
Privileges
                                        Voice activation 30
  Co-Presenter 53
                                      Speed Scheduler 11
  Leader 25                           Starting
Public Chat 87                          Breakout Session 141
  Disable 88
                                        Session 26
  Using 87                            Status Bar 46
                                      Step Out 29
Q                                     Survey 47, 105
Questions, Evaluation 110               Create 107
                                        Edit 109
R
Raising your Hand 34
Recording
 Playing back 152
 Server-Side 150




Centra 7 7.1/Leader Guide                                          159
Symposium 1, 38                      Y
System Requirements 5, 79            Yes
                                       Clear 32
T                                      Saying 34
Talk button 29
Technical Requirements 5, 79
Teleconference
  Select for event 13
Text Chat 47, 85
  Best practices 90
  Breakout rooms 143
  Clear messages 94
  Close 95
  Disable public 88
  Entry field 94
  Options 92, 93
  Private 89
  Public 87
  Re-display messages 94
  Save 93
Title Bar 41
Toolbar 46

U
Unenroll Users and Groups 17
Uniform Resource Locator. See URL.
URL 60
Users
 Unenroll 17

V
Video
  Broadcasting 79
  Controls 81
  Panel 42, 81
  Pass control 82
  Regain video 83
  Requirements 79
  Starting 80
Views
  Changing 49
Views, Changing 50
Voice Activation 30, 78
Volume in Session 76

W
Web Safari 48, 145
 Best practices 146
 Using 146
Whiteboard 48, 97
 Background image 102
 Clear 103
 Saving to Agenda 103
 Toolbar 100




160                                                Index

				
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