ASTM International Virtual Meetings and Conference Calling Systems

Use of WebEx Small download for presenters and attendees Interactive abilities and flexibility with options like recording, editing, registration, video streaming, etc. ASTM reviewed multiple options and determined Webex was the best fit for our members Excellent support – members should feel free to contact WebEx support for troubleshooting, as well as ASTM Staff

Conference Calls Scheduling Invitations Operation

Calls: Request / Schedule a Call As before, send requests for a conference call number to ASTM Your staff manager Host then provided with a host invitation, ASTM Staff can also send the attendee (non- host) invitations to the host for circulation (attached to the hosts invitation), or ASTM Staff can send attendees the information directly if addresses are provided Staff can also work with members who regularly schedule calls, setting up reoccurring events

Calls: Host Invitation with Attendee Invite Attached

Calls: The Attached Attendee Invite (cut and paste into an ) You have been invited to an ASTM International Conference Call. Date: Saturday, December 22, 2007 Time: 9:38 PM Eastern Standard Time (GMT -05:00) To join the conference call (1) Call-in to the toll-free number (US/Canada): ###-###-#### (toll: ###- ###-####) If outside the US/Canada, find your toll-free call-in number from: tollFree=1 (2) Enter the attendee access code: ######## (3) Press # when prompted for your attendee number If you need assistance during a conference call occurring between EST USA, contact Karen Wilson with ASTM Member and Committee Support, at or If you need assistance outside of these hours, contact Daniel Schultz at or

Virtual Meetings Scheduling Invitations Operation

Virtual Meetings: Request / Schedule a VM As before, send requests for a Virtual Meetings to ASTM Your staff manager, or Include all attendee addresses, and indicate the presenter/host Host then provided with a host invitation Attendees are sent an attendee information (host copied) ASTM Staff can also send the attendee (non- host) invitations to the host for circulation Staff can work with members who regularly schedule virtual meetings, setting up reoccurring events

You are invited to an ASTM International Virtual Meeting. Date: Thursday, December 27, 2007 Time: 11:30 AM Eastern Standard Time (GMT -05:00) To join this meeting Go to LINK 2. Click "Join Now" (you will be prompted for your name and address). 3. Once in the meeting, follow the on-screen instructions to join the teleconference. You may enter your phone number to have the system call out to you (do not use this service if you must dial an extension to reach your phone). Notes: To join the teleconference portion only, follow the instructions below: (a) Enter the call in number. From the US and Canada, dial ###-###-####. From outside the US and Canada, find your toll free number from the Global call-in list: (b) Enter the meeting number: ### ### ### (c) Press # if prompted for your attendee number. If you need assistance during a Virtual Meeting occurring between EST USA, contact Karen Wilson with ASTM Member and Committee Support, at or If you need assistance outside of these hours, contact Daniel Schultz at or

Entering the Virtual Meeting: The Call-Back Option Not good for extensions Good for all countries

VM Participation: Hosting & Presenting Key Points to Remember: Call in or call back The Host: assigns all privileges in the meeting Dont leave without reassigning a host You give out all privileges to present and share your desktop with others The Presenter: The presenter is sharing information Is assigned by the host Has the ball

VM Host: Session/Participant Setup Options Session: Enabling Chatting Enabling Multiport Video Participant: Specifics of who-chats-with-who Annotating rights

Notice: The ball Right click options on the attendee Dont leave without reassigning a host! VM Participation: Hosting & Presenting

Host: Session Setup Options

Host: Participant Setup Options

VM Participation: Sharing and Viewing Key Points to remember for Sharing The Sharing toolbar at the top right The WebEx toolbar at the bottom right The Sharing menu at the top left Desktop, application, whiteboard The whiteboard

Sharing Menu At Top Left – Presenters Different Options Hatching Whiteboard Sharing control

White Board Tools

VM Presenter: Sharing Control, Annotating (whiteboard & documents) and the participant bar

VM Participants: Sharing Control, Annotating (whiteboard & documents) and the participant bar

Hosting Tools / Trays

Questions? Explore the functions Feel free to contact MCS staff to set up test sessions for you, and even participate with you in them Feel free to contact both WebEx directly, or MCS staff, for questions and support