Microsoft Live Meeting Overview Angela Carter, Presenter

Welcome House Keeping Items before we begin ◦ Check you audio ◦ Give Feedback  Feedback color ◦ Q & A  Using Q & A and raising your hand

Overview Objectives Participants will be: Introduced to Live Meeting features for training use ◦ Access and Set Up Live Meeting at CNP ◦ How to Schedule and Attend Meetings ◦ Presenter & Attendees Tools & Resources ◦ Communication Methods ◦ Live Meeting Event Features ◦ Breakout Rooms

Live Meeting Quick Facts Meeting space CNP subscribes to Meetings scheduled in advance or instantly Participants can attend meetings without live meeting software on their PC (although they will not have access to all Live Meeting functions) Join a meeting by telephone conference Record Meeting(s) and save recording on - line Breakout rooms available for subgroups to meet during the meeting Registration, Testing, and Survey Features through the event menu

Live Meeting Poll Poll#1

Accessing Live Meeting at CNP Internet – Web based client ◦ URL:  The first time you access the portal you will be prompted to “Create Live Meeting Account”  Click on the 'Create Account' to proceed to your Live Meeting Manager on the Web 1. Go to mycenterpointenergy.com (Intranet Homepage) 2. Click on IT 3. Click on Microsoft Office Live Meeting (under tech tips) 4. Click the URL under “How to Access Live Meeting”

Scheduling a Meeting Using MS Office Live Meeting Web Client ◦ Log in (if it is your 1 st time to log in you will need to create an account) ◦ On the left menu under “Meet” there are two options for scheduling a meeting:  Schedule Meeting – Meeting that will be held in the future  Meet Now (Ad hoc/Instant meeting) ~ when you choose this option it immediately opens a Live Meeting session that you can hold a meeting in

Scheduling Meetings Occurrence has three options: One Time Meeting Recurring Meeting Ongoing Meeting (Recommended to choose recurring or ongoing meeting if you will be using the content repeatedly because content is only available an hour after the meeting ends) Audio has three options: Live Meeting without audio Telephone Conferencing Computer Audio Conferencing Meeting Options reviewed on Next slide Send Invitations Immediately using Outlook or Live Meeting Key Points of Interest:

Meeting Options Meeting Details ◦ Include information regarding language preference of the meeting, meeting size, and duration Entry Control ◦ Meetings can require an entry code that either you can create (following Microsoft’s requirements) or Live Meeting can automatically generate one for you. You may also allow free entry without a code. Meeting Entry Time ◦ Select whether you would like to allow attendees and/or presenters to join the meeting 30 minutes before it begins Extended Registration ◦ Select Guidelines for information required from attendees registering to attend a Live Meeting Meeting Lobby ◦ Select to allow Live Meeting to create a Lobby for attendees to enter before the meeting. You can also add a lobby message

Meeting Options Additional Features ◦ Customize Live Meeting Features for your meeting Expirations ◦ Determine when the meeting content and recording will expire and no longer be available to attendees Audio ◦ Adjust the settings and add conference telephone number to display to attendees Recording ◦ Disable or enable recording options

Joining (Attending) a Meeting To Join a meeting, perform one of the following actions: Open ed Meeting Invitation Click on Calendar Meeting Item Use the Web Console Link (If Microsoft Live Meeting is not installed on your computer) After Joining Check Audio & Video When you join a meeting audio is on by default. If it is not go to the voice and video pane and click Join Audio. You can also mute the speakers and/or microphone here. To show video and allow others to view you, click the web cam icon in the upper right of the meeting client Tip: You may want to have attendees mute their microphones and phones (if using conference lines by using *6) to eliminate outside noise during the meeting. Another option that presenter’s have is to mute everyone except themselves prior to their presentation.

Live Meeting Window – Menu Bar Top Right Corner Menu Bar Options Feed back option allows the presenter to get immediate feedback from attendees Live Meeting Help Option Audio & Video Options Handouts can be downloaded during or after the meeting by clicking the multiple notebook pages here Shared Notes

Live Meeting Window – Menu Bar Top Left Corner Menu Bar Options (can be docked anywhere) Click here for meeting info Click here to ask questions and raise your hand Displays content that has been uploaded for the meeting (only visible in the presenter’s window) Click Attendees to see attendees names, sound info, and presenter status

Presenter’s Tools Presenter’s Annotation Tools ◦ Located at the bottom of the window in the middle of the bar Font Color Selector Highlighter Stamp – (check, X, or an arrow) Clear Annotation Tool Free Hand/Drawing Tool Select Annotation Pointer Type Text

Whiteboard Demo What do you think is the most important aspect of a training course? ◦ Write your answers on the whiteboard. Let’s designate colors so we know who is writing what. ◦ Demo Presenter Tools

Additional Presenter’s Resources Presenters can show prepared presentations, create new pages within Live Meeting client, import Office PowerPoint graphics program documents, upload MS Office Word (.doc,.docx) and MS Office Excel (.xls,.xlsx) documents Content Window Click content, then click share to: Upload a File Create a Whiteboard Create a Text Page Create a Poll Share a Web Page Be sure to verify the page before sharing Share a snapshot of the screen Share a Program and or Your Desktop Be sure to disable notifications and other desktop pop ups

Attendee Communicating Tools Q&A Chat Normal Audio Feedback Shared Notes

Live Meeting Communication Chat ◦ To begin a chat with a presenter or another presenter double click on their name in the attendees pane or right click and select chat.  Note: You can not chat if the presenter has disabled or blocked chat Shared Notes ◦ On the menu bar click shared notes icon, type your notes ◦ To Save Notes - click the save icon. In the Save as box, select a destination and name, then click save. Normal Audio ◦ The Presenter can pause and ask if anyone has questions and allow attendees to verbally ask their question using normal audio

Live Meeting Communication Methods Q & A ◦ To display Q & A pane click Q & A in the command bar ◦ You can “dock” the Q & A window anywhere you like during the presentation ◦ Q & A allows:  Raise Hand option  Reply privately  Reply publicly  Give the floor ◦ You can view, print, and save a log of all questions asked during the meeting along with their answers

Poll 2

Recording Meetings Recordings are saved to the Live Meeting Service (on web) Recording can be enabled through meeting options when the meeting is scheduled The Presenter or the attendee has the ability to record meetings depending on the settings Attendees will be prompted that the meeting is being recorded and that they have the option to exit To Record, Click Recording can be Paused and Stopped To Open Meeting Recordings ◦ Log into Live Meeting Manager on the Web and under the View Tab on the left My Home page menu click Recordings. ◦ You can locate a recording by conducting a search or entering the recording id number

Live Meeting Events Events are auditorium style sessions or groups of sessions in which participants must register before they can attend An event can be made up of recorded Live Meeting Sessions or scheduled Live Meeting sessions, but not both. ◦ Maximum of 1250 people attending each meeting for an event

Video Why use Events? ◦ Video Live Meeting Event features

Benefits of Events  Attendees must register to attend  Attendees can be asked entry/registration questions  Test can be created that attendees can complete  Reports can be created with test results  Attendees can complete surveys and evaluations  Company Branding can be added  Files can be saved in a presenter’s library for later use

Registration & Entry Questions Registration Questions are presented to attendees as they are registering for the event. You can select from a list or create your own. Registration questions can qualify attendees to attend your event. You can approve or deny registration to make sure only the proper attendees enroll in a training Entry Questions are displayed to attendees immediately after they join the meeting. These questions are good for pre-session quizzing and last minute needs assessment

Registration Questions Set-Up

Tests in Live Meeting Events Tests may be administered before, during, or after a meeting or event Once a test is created it is added to the Events library and can be used for subsequent events Tests are accessed through a URL, and that URL is sent to the presenter in an notification

Sample Presenter

Test To display a test in Live Meeting ◦ paste the test URL in a Live Meeting Web Page Instruct attendees to begin the test by entering their addresses and the confirmation number they received in the confirmation message for the meeting Presenters may monitor attendee(s) responses while they are taking the test After attendees complete the test on-line live meeting scores the answers and includes the results in event reports Presenters may choose to have attendees scores displayed or ed to them upon completion of the test

Surveys and Evaluations Responses to questions can be either optional or required Survey responses are not anonymous Surveys are conducted using the following methods in Live Meeting ◦ Display – the survey in a Live Meeting Web page ◦ – the survey URL to registrants after the event Sample Survey

Event Reports Reports can contain the following information about an event: ◦ Meeting Size ◦ Information about registrants ◦ Manual or Automatic registration approvals granted ◦ Conference center information (meeting id, meeting time, and meeting type) ◦ Test Results ◦ Survey Results Reports can be downloaded in.csv format to be viewed in Microsoft Excel

Other Event Features Company Branding Add Meeting Handouts ◦ Downloaded before or after meeting Presenter Bio with picture Presenter Library ◦ Can save up to 50 items for future course use

Video Why use Live Meeting? ◦ Video Live Meeting Advanced Training features

Meeting Breakout Rooms Breakout rooms allow presenters to create separate meeting spaces for meeting attendees to work in Attendees can be divided into breakout rooms manually or automatically and after the breakout session is over everyone can be brought back to the main meeting room. To access breakout rooms, click Attendees, then click Rooms (to get to rooms click the more button)

Setting Up Breakout Rooms Indicate the number of rooms you want to create Choose Manual or Automatic Assignment.  If you choose manual you can click and drag attendees into a room by opening the attendees pane, then clicking on the attendee’s name and dragging the attendee’s name into a room. Then click start to activate the room. Attendees will see a transition page and then move to their assigned room To return everyone back to the main room, click Stop on the Attendees pane

Breakout Room Options The presenter has the ability to go in and out of all breakout rooms (using the go to option on the tool bar) Content created in breakout rooms will remain unless you delete it. To delete click on options, and then click delete contents of all breakout rooms or delete breakout rooms

Breakout Room Demo (optional) Now you can explore the breakout room. Wait for your assignments In your Breakout room discuss what features you like most about Live Meeting

E-Learning Best Practices 60 minutes is the recommended maximum training time in Live Meeting; 90 mins only with a break that allows attendees to get up and walk around and then return to the training Vary Instructional Methods – include multiple forms of media Best to have more than one presenter, so you can answer questions quickly and efficiently Deactivate Desktop Notifications

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