Live Meeting Meet Whenever and Wherever

What You Will Learn How to schedule a Live Meeting –How Live Meeting integrates with MS Outlook How to host a Live Meeting How to join a Live Meeting –What to do if you don’t have Live Meeting installed How to share control of a program How to ask questions of the host How to end a Live Meeting

What is Microsoft Live Meeting? A tool that provides quick and easy real-time communication and desktop sharing A tool that allows you to schedule meetings in the future or instantly arrange an ad-hoc meeting A tool that links to your Outlook calendar and account

Why use Live Meeting? Live Meeting is a powerful program and is becoming an industry standard web-meeting tool There are no additional charges to Pacer associated with the use of Live Meeting –Other programs such as WebEx require paid licenses for Pacer’s use All Pacer employees have Live Meeting installed on their computers –Pacer has made a business decision to use Live Meeting exclusively

Scheduling a Meeting Open Microsoft Outlook (your client) Press “Schedule a Live Meeting” You will use a conference call number for sound –The next page will show you how

Demo - Scheduling a Meeting In your Microsoft Outlook window, press “Schedule a Live Meeting” Enter information as if you are scheduling a regular meeting: Live Meeting will fill all the necessary information about how to log in when the meeting starts! Attendees Subject Start and End Times Reminder Since Computer Audio is not used, you will need to edit the wording under Audio Information Just edit it like any other !

How to Join a Live Meeting A few minutes before the meeting is scheduled to start, open the appointment in Outlook Press the Join the Meeting link in the body of the appointment you received –The next page will show you how

Demo – How to Join a Live Meeting If you are on a computer that is logged on to Pacer’s network and already has Live Meeting installed: Press the Join the meeting link If you are on an off-network or personal computer: If you are on a computer that is logged on to Pacer’s network and DOES NOT have Live Meeting installed: Press the I am connecting from inside the Corporation network link Press the I am connecting from outside the Corporation network link Follow the directions to install Live Meeting in either of the above cases

Installing Live Meeting If you choose to press the I am connecting from inside the Corporation network or the I am connecting from outside the Corporation network link: Internet Explorer will open a webpage, where you must select Accept Terms and Install Client at the bottom of the page: Press the Run button, and follow any further instructions Call the Pacer Help Desk if you have any problems

Hosting a Live Meeting If you sent the Live Meeting request, you are the host! To host the meeting, join using the link that was generated in the appointment You can see all attendees of your meeting –The next page will show you the meeting host screen

Demo – Hosting a Live Meeting This is the basic meeting screen You can see how many people are attending the meeting by glancing at the Attendees tab If you press the Attendees tab, you will see a list of attendees Pressing Find in this window will allow you to search for a specific attendee Pressing Invite allows you to invite more attendees during the meeting Next, you will learn how to allow your attendees to view a program you have open on your computer!

Sharing a Program Live Meeting allows the host of the meeting to share visibility to any program with meeting attendees To share a program, make sure the program is open and running on your computer Once shared, all attendees will see everything that happens –You should only share the program you are discussing, not the desktop itself –The next page will show you how to share a program

Demo - Share a Program Press Content, Then press Share, Then select Share a Program, Then choose the program you wish to allow your attendees to view! It is important to ensure any program you wish to share is open before you start Live Meeting! System resources used to open the program after Live Meeting is running may slow down the computer and ruin the experience for your attendees!

Demo 2 – Share a Program Once you have chosen the program to share, your desktop will appear grayed out, and the above toolbar will appear at the top of your screen Any screen you are sharing will appear brighter than the rest of your desktop, and the Currently Sharing label will appear in the screen’s header

Demo – Switch Shared Programs To switch between programs you would like to share, click Content in the toolbar Then Press Share Then Select Share a Program Then Select the program you wish to share You can only share one program at a time in Live Meeting Unless you are sharing your entire Desktop (not recommended)

Demo 2 – Switch Shared Programs To switch between programs you would like to share, you may also click the Sharing Options icon On the General tab, select the program you want to switch to Press OK Your screen will now show your newly selected program as your active window, and all attendees will be viewing it

Give Control Live Meeting allows the host to give control of any programs being viewed by attendees This allows one person to host a meeting while another shows examples or leads a discussion –The next few pages will show you how

Give Control (cont.) While the other person has control, you will not be able to use your computer To end shared control –A combination of “hot keys” must be specified –These will be used to take control back to the host alone

Demo – Give Control Press the Give Control icon to open the Give Control screen. Select the user you would like to give control to from the list You may use the Find Attendees Containing search Press the OK button once you have selected the appropriate user To set up your hotkeys to take control away from a user, press the Sharing Options icon Select the Control tab Click on the End Control Field Press the hot keys you would like to use to end control share Press the OK button

Asking Questions Live Meeting makes it easy to ask questions during a presentation or demonstration Any attendee can ask a question The host can see questions in real time as attendees ask them –Questions can be answered publicly or privately –The next pages will show you how

Demo – Asking Questions To ask a question of the host of a meeting: Press Q&A on the toolbar, Type your question in the top window, Press Ask The host will see in the toolbar if there are any questions from attendees awaiting answers

Demo – Answering Questions To answer a question: Press Q&A on the toolbar, Press the Manage tab, Select the question you wish to answer, Type your answer in the bottom field, Then select whether you would like to Reply to All, All attendees will see the answer you give Or whether you would like to Reply Privately Only the attendee who asked the question will see the answer you give

Other Feedback Users can give the host feedback without asking a question or interrupting the meeting Select the appropriate option from the drop-down menu on the right side of the toolbar When the host looks at the list of attendees, a status color will appear next to their names, and the host can adjust accordingly

Ending a Live Meeting To end a Live Meeting, you must EXIT the meeting If you are sharing a program, you must stop sharing before exiting Live Meeting When the host exits the meeting, there are two options: –Allow other attendees to remain –Exit and end meeting –The next page will show you how

Demo – Ending a Live Meeting To exit sharing, press the End Sharing and return to Live Meeting button To exit the meeting entirely, select Meeting Select Exit to allow other attendees to remain Press >> to select Exit and end meeting

Now You Know! How to schedule a Live Meeting –How Live Meeting integrates with MS Outlook How to host a Live Meeting How to join a Live Meeting –What to do if you don’t have Live Meeting installed How to share control of a program How to ask questions of the host How to end a Live Meeting