IT Desktop Management GoToMeeting – Online Meeting Service Organizer/Presenter Guide May 2007 Prepared by Angela Mars IT Education and Training

2 Table Of Contents What is GoToMeeting page 4 Features of GoToMeeting page 5 Your organizer account page 8 Organizer Application page 10 Scheduling a meeting from the System Tray page 12 Scheduling a meeting from MS Outlook page 18 Components & Tools page 23 The organizer/presenter Control Panel page 24

3 Table Of Contents Screen Tools Pane page 25 Accessing My Meetings from the GoToMeeting website page 32 Accessing My Meetings... from the System Tray page 35 Presenter Grab Tab page 37 Ending a meeting page 38

4 What is GoToMeeting? An online conferencing tool that enables users to securely collaborate on projects, deliver presentations, and share information from anywhere, at any time. CTC currently uses GoToMeeting for: 1. Meetings 2. Technical support 3. Training

5 Features of GoToMeeting A single organizer can host up to 25 attendees. An organizer can host impromptu or scheduled meetings. Integrates with MS Outlook to notify attendees of meetings by . Users can host an unlimited number of meetings.

6 Features of GoToMeeting, cont. Telephone conferencing is available. Organizers choose a meeting presenter and can change any attendee into a presenter. Each presenter can grant keyboard and mouse control to specific users or to everyone in the meeting. Attendees can record meetings.

GoToMeeting – Online Meeting Service Using GoToMeeting

8 Your organizer account Before you can schedule or start a meeting, first time organizers will need to contact the IT Help Desk. The GoToMeeting Administrator will send an invitation to the requestor. Upon receipt of the invitation, the requestor will need to create a GoToMeeting account and download the software. Using GoToMeeting

9 Your organizer account, cont. To create your account: 1. Open the invitation from the GoToMeeting Administrator. 2. Click the activation link to create your account. 3. On the Create Account page, enter your information and click Create Account. 4. On the Download GoToMeeting page, click Download. 5. If prompted, click OK to download the software. Using GoToMeeting

10 Organizer Application The Organizer’s application must be on the computer to schedule and host meetings. The application will automatically download with the creation of your Organizer account. The GoToMeeting icon will appear in your system tray when the application is installed. Using GoToMeeting

11 Scheduling meetings Organizers can schedule meetings by selecting the: 1. System Tray GoToMeeting icon for effortless access. 2. MS Outlook icon that includes calendar integration, for showing upcoming meetings in your Outlook calendar. Using GoToMeeting

12 Using GoToMeeting Scheduling a meeting from the System Tray 1. Right-click the GoToMeeting icon in the system tray. 2. Select Schedule a Meeting.

13 Using GoToMeeting Logging in to GoToMeeeting 1. Enter address. 2. Enter Password. 3. Click Log In.

14 Using GoToMeeting Scheduling a meeting from the System Tray, cont. When the My Meetings – GoToMeeting dialog box appears, click Schedule New Meeting.

15 Using GoToMeeting Scheduling a meeting from the System Tray, cont. 1. Enter meeting Subject (name). 2. Enter meeting Date. 3. Enter meeting Time.

16 Using GoToMeeting Scheduling a meeting from the System Tray, cont. 4. Enter conference call information or deselect the box next to the Provide conference call information. 5. Enter Meeting password (optional). 6. Click Schedule.

17 Using GoToMeeting Scheduling a meeting from the system tray, cont. Click OK in the Meeting Scheduled – GoToMeeting dialog box. A meeting will be scheduled in the Outlook Calendar. The organizer can send invitations to prospective attendees via .

18 Using GoToMeeting Scheduling a meeting from MS Outlook 1. Right-click the GoToMeeting icon in MS Outlook. 2. Select Host a Meeting.

19 Using GoToMeeting Logging in to GoToMeeeting 1. Enter address. 2. Enter Password. 3. Click Log In.

20 Using GoToMeeting Scheduling a meeting from MS Outlook, cont. Click Meet Now in the Host a meeting – GoToMeeting dialog box to host an impromptu meeting. Or Click Schedule Meeting in the Host a scheduled meeting – GoToMeeting dialog box.

21 Using GoToMeeting Scheduling a meeting from MS Outlook, cont. When the Schedule a Meeting – GoToMeeting dialog box appears, enter the required information. A meeting will be scheduled in the Outlook Calendar. The organizer can send invitations to prospective attendees via .

22 Using GoToMeeting The organizer/presenter Control Panel The GoToMeeting organizer/presenter Control Panel and Viewer Window appear showing the selected meeting information and completing the login process.

GoToMeeting – Online Meeting Service Components and Tools

24 Screen Sharing Tools The organizer/presenter Control Panel The organizer/presenter Control Panel is comprised of four panes plus the Grab Tab: 1. Screen Sharing Pane 2. Attendee List Pan 3. Chat Pane 4. Invite Others and Meeting Info Pane

25 Screen Tools Pane – show my screen 1. Display organizer/presenter desktop to all attendees. 2. Organizer/Presenter screen is visible to all attendees. Screen Sharing Tools

26 Screen Tools Pane – stop showing screen Stop organizer/presenter screen display to attendees. Screen Sharing Tools

27 Screen Tools Pane – give keyboard/mouse 1. Share mouse/keyboard control with other attendees. 2. Select a specific attendee or All to share mouse/keyboard control. Screen Sharing Tools

28 Screen Tools Pane – give keyboard/mouse, cont. 3. Attendees share the keyboard/mouse control. Screen Sharing Tools

29 Screen Tools Pane – show other’s screen 1. Make another attendee the presenter. 2. Select attendee to become the presenter. Screen Sharing Tools

30 Screen Tools Pane – Show Other’s Screen, cont. 3. The selected attendee is now the presenter. Screen Sharing Tools

31 Enables organizers/presenters to access their scheduled meetings and to add, modify, or delete scheduled meetings. My Meetings

32 My Meetings Accessing My Meetings from the GoToMeeting website 1. Open an Internet browser. 2. Go to: 3. In the left navigation bar, click Log In.

33 My Meetings Accessing My Meetings from the GoToMeeting website, cont. 1. In the Returning Users section, enter your address. 2. Enter your password. 3. Click Log In.

34 My Meetings Accessing My Meetings from the GoToMeeting website, cont. 1. Start your meetings by clicking on the appropriate Start Meeting button. 2. View previous meetings by clicking on Meeting History in the left navigation bar. 3. Access and change account information by clicking on My Account in the left navigation bar.

35 My Meetings Accessing My Meetings... from the System Tray 1. Right-click the GoToMeeting icon in the system tray. 2. Select My Meetings Log in to GoToMeeting.

36 My Meetings Accessing My Meetings… from the System Tray, cont. The My Meetings – GoToMeeting dialog box appears allowing organizers to view their scheduled meetings. Additionally, organizers can start, edit, delete, or invite more attendees to scheduled meetings. Select the appropriate button to continue.

37 Presenter Grab Tab Enables organizers/presenters to minimize the Control Panel in order to show their entire desktops to attendees and still access Screen Sharing Tools Screen Sharing Tools Display organizer/presenter desktop to all attendees. Stop organizer/presenter screen display to attendees. Share mouse/keyboard control with other attendees. Make another attendee the presenter. Minimize the Control Panel to the right side of the screen.

38 Ending a meeting 1. Click File on the menu bar. 2. Click Exit – End Meeting. 3. Click Yes. Screen Sharing Tools

Q&A? Educational Requests: Contact Angela Mars Technical Questions: Contact the IT Help Desk