| Technical and troubleshooting questions are answered from the Solution Database (FAQ) and this Online Help System. After using these support options, if you still need technical support, please submit a Support Ticket. |
• Getting Started as a Room Operator
• Inviting Guests to Your Room
System Features
• Audio/VoIP - Sending & Receiving
• Flash Audio Player Setup Wizard
• Live Desktop - Application Sharing
• Polling & Questionnaire Center
• Recording & Playback Features
Audio Recorder
Audio Player
How to Publish or Share an Audio Recording
Audio & Screen Recorder
Adding Splash Screens and a URL Redirect
Audio & Screen Player
How to Publish or Share a Full Screen Recording
Converting a Recorded Audio (.SPX) File
• Snapshot - How to add snapshot
• Streaming Pre-Recorded Audio
• Video Conferencing
Bandwidth Efficiency Tips
Creating a White Background
Additional Help Resources
• Access the Solution Database (FAQ)
• How to Purchase or Upgrade an Account
Getting Started as a Room Operator ^top
This desktop meeting room now makes it easy for you to keep your attendee's attention with the use of powerful onscreen tools such as a floating screen pointer, onscreen annotation tools and synchronized scrolling just to name a few.
First impressions count and knowing how to hold an effective meeting is important. Here are some quick tips for using the full-duplex audio feature and how to bring people into your room.
First, you should be wearing a headset with a microphone attached when using the voice feature.
Before inviting anyone to your room, click the System Settings button, and then perform the audio test to ensure your headset and microphone are working properly.
For better quality sound, do not position the microphone too close to your mouth.
Meeting participants who will not be required to speak during the meeting do not need a headset or microphone - they only need to have speakers in order to hear you.
During your meeting, they can respond to you using the instant text messaging feature.
There are three ways to use the talk feature:
• Press and hold the CTRL Key on the keyboard
• Press and hold the Talk button using your mouse
• Click once to activate the Hands-Free button
Use the Hands-Free button if you will be the only person speaking for any length of time.
Those without a headset should use the first two voice options.
Allowing Others to Speak
To give a specific Guest the ability to talk, simply right-click on their login Guest name or image, click the Individual Rights option, then choose Enable Voice from the menu.
That person will be able to activate any of the three voice/audio broadcasting options.
To disable a Guest's ability to talk, follow the same steps. This time choose Disable Voice.
To give everyone in your room the ability to talk whenever they want, place a check next to Voice in the Guest Rights box.
With meetings of more than two people, this is generally not a good practice, as some participants may enable their talk functions out of turn, thus disrupting the conversational flow.
Please note that due to Internet traffic, local connection speeds of those in your meeting and their distance from the conference server, there will always be a slight delay in the roundtrip delivery time using the voice feature.
When asking a question to someone in the room, allow one or two seconds for your voice to reach them. With this pause, it alerts this person you are finished speaking.
Basic rule for using the voice feature...
Use the Hands-Free button if there are only two people in the room or you will be the only person speaking for any length of time.
How to Conduct an Open-Mic Virtual Roundtable
In a common scenario, there will be more than two people in your room and you will be controlling the flow of conversation - perhaps you are asking questions and the others are responding to you verbally.
In this case, turn on the Voice rights and tell your Guests when it is their turn to speak to press and hold the CTRL key on their keyboard to talk.
The voice channel is open when a green LED light is shown on the Talk and/or Hands-Free buttons.
If they prefer, they can use their mouse to press and hold the onscreen Talk button.
Helping people establish trouble-free voice communication:
This program offers three ways to broadcast your voice to others. If you are the room Operator and you have a headset with a microphone attached to it, you will use the Hands-Free button. However, when others join your meeting, and wish to speak, you should take the following steps to establish trouble-free voice communication with them, especially if it is their first time in your room.
When a Guest Logs In
• Speak into your mic and ask if they can hear you. Have them answer by typing yes or no.
• Next, ask them if they have a headset with a microphone attached. If they have one and it is connected to their computer, give them the Voice rights.
If there is only one person in the room, you can simply click the Voice checkbox. If there is more than one person in the room, and you want only this person to broadcast their voice, right-click on that Guest, then select Enable Voice.
• Now ask them to press the Hands-Free button and speak to you.
• Instruct this person to look at the LED lights on the Talk and Hands-Free buttons. When they are speaking, the LED lights should change color from red to green. Then approximately 1 to 2 seconds after speaking, the green lights should change back to red. If the lights remain green, have them turn their mic volume down or reduce the background noise. If they are speaking and the lights are red, have them increase their mic volume and bring the mic closer to their mouth.
If this still does not allow the red LED's to change to green, they will need to TURN OFF the Hands-Free button, and click System Settings. Here they can perform the audio test.
Some people have multiple audio devices installed on their computer or programs that utilize the mic and headset/speakers. It is important that the correct Audio Input Device (this is the mic), is selected from the drop-down menu. In some computers, it will be necessary to close the program before the new audio settings takes affect.
• If they do not have a mic attached to a headset, they can still broadcast their voice but will need to press and hold the Talk button OR the CTRL Key on their keyboard.
If they do not have a microphone, they can participate in the meeting by typing text to respond while listening to you.
Before reviewing how to resolve any problems you are having with the audio (VoIP), it is important that you understand how the audio features were designed to work so that you are attempting to use them properly.
Voice Broadcasting Features (VoIP)
First, you must be wearing a headset with a microphone attached when using the voice feature.
Before speaking to anyone to the room, check that your microphone is recording and sending your voice and that the headset is receiving and playing your voice from the server.
Follow these steps:
1. Make sure you have not clicked the Talk or Hands-Free buttons. This means you will not see the red or green LED's appearing on these buttons.
2. Click the System Settings button, a screen will open to the Audio Settings tab.
3. Place the headset speakers over your ears and position the microphone approximately 3 to 4 inches from your mouth.
4. Press and HOLD the Test Audio button and while holding, count from 1 to 10 into your microphone.
If you can hear your voice coming back through your headset speakers, and the volume is acceptable, you are now ready to use the voice feature in your room. If you cannot hear your voice being recorded and played back through your headset speakers, click here to load the audio settings guide.
As a Guest, you will not have the ability to modify any of the Guest Rights of others in the room.
Broadcasting Your Voice
Guests who will not be required to speak during the meeting do not need a headset or microphone, they only need to have speakers in order to hear the audio. During your meeting, Guests can respond using the text messaging feature.
There are three ways to execute the talk feature:
• Press and hold the CTRL key on the keyboard
• Press and hold the Talk button using your mouse
• Click once to activate the Hands-Free button
Using the Hands-Free Feature
It's appropriate to use the Hands-Free button if there will be only a few people in the room having conversation. You can also use the Hands-Free button if you will be the only person speaking for any length of time.
IMPORTANT
Due to Internet traffic, local connection speeds of those in your meeting and their distance from the conference server, there will always be a slight delay in the round-trip delivery time using the voice feature.
When asking a question to someone in the room, allow a second or so for your voice to reach them, then a normal pause for them to know you are finished speaking, then time for them to send their voice reply back to you.
Basic Rules and Guidelines
Use the Hands-Free button if there will be only a few people in the room having conversation. You can also use the Hands-Free button if you will be the only person speaking for any length of time.
In a common scenario, there will be more than two people in your room and you will be controlling the flow of conversation - perhaps you are asking questions and the others are responding to you verbally.
In this case, turn on the global voice rights and tell your Guests that when it is their turn to speak, they should press and hold the CTRL key on their keyboard to talk, and release the CTRL key when they are finished speaking.
The voice channel is open when a green LED light is shown on the Talk and/or Hands-Free buttons. If they prefer, they can use their mouse to press and hold the onscreen Talk button to talk, and release it when they are finished speaking.
Tips for Sending & Receiving Audio
The quality of the sound you send and receive is entirely dependent on the quality (speed) of your Internet connection, local settings for your audio device (volume, treble and bass controls), and the type of hardware being used (headset, mic and/or speakers).
This section provides tips for clear and uninterrupted web meetings.
If you or anyone is hearing audio break-up, there are four things to check that can instantly improve the quality of the audio you send and receive.
Tip #1 - A Windows Automatic Update or other software updates are currently being downloaded.
Check in the taskbar to see if a Windows Automatic Update is currently in
progress. In your taskbar, look for this icon:
Right-click on it, then choose Pause while logged in to a meeting. You can also control the auto updates process by right-clicking on
My Computer, select Properties, then select the Automatic Updates tab.
Other software installed on your computer can also periodically check for updates, and then automatically begin downloading the necessary files during your web meetings. If you or others in your room are experiencing audio break-up, you and/or those particular people in the room should check to see if other processes are running that also require the use of your Internet connection and CPU resources.
Tip #2 - Check that the hard drive LED indicator light is not busy. If it is blinking continuously, this means other programs are taxing your computer. This can often create audio break-up.
Reboot and then make sure only the meeting room is running, or close the other programs that may be using computer resources.
Tip #3 - High-demand dial-up services, such as MSN or AOL, will limit your ability to send and receive audio and video during peak usage hours of the day.
Switch to a local service provider or consider upgrading to DSL/Cable (broadband) for superior audio and video quality.
Tip #4 - If you are hearing excessive hissing and crackling from the person speaking, it could be from the mic and background noise of the other person or a symptom of your local settings.
Here's what to do:
1. Make sure the Sound Alert On Login/Logout is not checked. (Click System Settings, and then see top are of the Audio
Settings screen.) See the screenshot below.
The default setting is OFF (unchecked). Some soundcards can create these sounds when multiple channels of audio are played at the same time.
2. Check your local equipment settings. Most speakers and soundcards have TREBLE and BASS controls that allow you to adjust the pitch and quality of the audio.
The audio played through the web meeting room, will be heard at the best quality when the TREBLE and BASS levels are set to the default setting of 50%. See the screenshot below. If you are listening to the audio through external speakers, you may be able to adjust the TREBLE and BASS levels on the speaker itself.
To access the treble and bass controls, go to Start, Control Panel, Sounds and Audio Devices, click here to see a screenshot showing how to navigate to these controls.
How to Use the VoIP Audio Gain
The full-duplex voice feature utilizes audio gain technology. This means that as you speak, the LED lights located on the Talk and Hands-Free buttons will change from red to green. It is important when you are not speaking that these LED lights change back to red. If the Hands-Free and Talk button LED lights remain in the on (green) status, you should check the following:
1. Move your Microphone away from your mouth and/or lower the Microphone volume on the slider-bar.
Now with your Hands-Free button on, count to 10, and then stop speaking. If after 2 to 3 seconds the LED lights change to RED your settings are ready for a full-duplex, two-way conversation. If however the green LED lights remain on, even when you are not speaking, follow the instructions in #2 below.
2. Go to Start, Control Panel, and then open Sounds & Audio Devices. Next go to the Audio tab. Click the Volume button under the Sound Recording section. Click the Advanced button under the Microphone column and make sure the Mic Boost is NOT checked.
Now with your Hands-Free button on, count to 10, and then stop speaking. If after 2 to 3 seconds the LED lights change to RED your settings are ready for a full-duplex, two-way conversation. If however the green LED lights remain on, even when you are not speaking, follow the instructions in #3 below.
3. The soundcard installed in your computer may require a Silence Threshold adjustment. First, turn OFF the Hands-Free button. From the meeting room program, click the System Settings button. You will immediately see the Audio Settings section. At the bottom of the Audio Settings screen, change the Silence Threshold DOWN from -25 to -20, close the System Settings window, and then click the Hands-Free button again and begin speaking. Continue incrementing the Silence Threshold DOWN until the red LED's appear a few seconds after you have finished speaking. If however the green LED lights remain on, even when you are not speaking, there is some other problem with your equipment.
As a final remedy, press and hold the Talk button while speaking, and then release when finished. Or, simply turn OFF the Hands-Free button each time after speaking.
If the LED lights located on the Talk and Hands-Free buttons DO NOT change from red to green as you are speaking, you should check the following:
The soundcard installed in your computer may require a Silence Threshold adjustment. First, turn OFF the Hands-Free button. From the meeting room program, click the System Settings button. You will immediately see the Audio Settings section. At the bottom of the Audio Settings screen, change the Silence Threshold UP from -25 to -30, close the System Settings window, and then click the Hands-Free button again and begin speaking. Continue incrementing the Silence Threshold UP until your microphone is detected (green LED's appear), while you are speaking.
Commonly Asked Questions
1. The other person can hear me, but I can't hear
them...
2. What can I do if I am having problems talking to other
Guests?
3. How do I fix poor sound quality?
1. The other person can hear me, but I can't here them, what can I do?
Click the System Settings button, then press and hold the Test Audio button while speaking into your headset microphone. If you can hear your voice coming back through your headset speakers your equipment is working correctly. If you cannot hear your voice when the Test Audio button is depressed, check that the two wires coming from your headset (microphone and speakers) are plugged into the correct slots.
The headset wires will have two different colors; the wire for the microphone is typically red and has an image of a microphone on it. Match this color/picture to the same that corresponds on the back of your computer. If they are now plugged in correctly, try the Test Audio button again.
If you are using a USB connected headset and mic, unplug the wire, wait 5 seconds, and then reconnect. You might also try using a different USB port on your computer.
If you are hearing your voice when the Test Audio button is clicked, the problem is likely not anything on your end. Advise the other person in your meeting to perform a quick check on their computer as described above.
Additional Audio Troubleshooting
Any problem one might experience relating to broadcasting or receiving audio during a meeting can be resolved from this troubleshooting guide.
If you are hearing excessive hissing and crackling from the person speaking, it could be from the microphone and background noise of the other person or a symptom of your local settings. Click here for assistance.
2. What can I do if I am having problems talking to other Guests?
To broadcast your voice, you have three options:
1. Hold the CTRL key down and when the green light appears on the Talk button, you can then begin speaking. Release the CTRL key when done speaking.
2. Click and hold the Talk button and when the green light appears on the Talk button, you can then begin speaking. Release the Talk button when done speaking.
3. If you will be the only person speaking in the room for more than a minute or so, you may click the Hands-Free button and when both green lights are seen, you may begin speaking. This feature can also be clicked if there is only you and one other person in the room.
If none of the above options allow others to hear you and/or you do not see the green lights appear when clicking the Talk or Hands-Free button of when holding the CTRL key on the keyboard, it is most likely that the room Operator has not turned on your ability to use the Voice feature.
If you do have voice rights and others still cannot hear you, click the System Settings button, then press and hold the Test Audio button while speaking into your headset microphone.
If you can hear your voice coming back through your headset speakers your equipment is working correctly. If you cannot hear your voice when the Test Audio button is depressed, check that the two wires coming from your headset (microphone and speakers) are plugged into the correct slots. The headset wires will have two different colors; the wire for the microphone is typically red and has an image of a microphone on it. Match this color/picture to the same that corresponds on the back of your computer. If they are now plugged in correctly, try the Test Audio button again.
If you are hearing your voice when the Test Audio button is clicked, the problem is likely not anything on your end. Advise the other person in your meeting to perform a quick check on their computer as described above.
3. How do I fix poor sound quality?
If you hear static or other noise during a meeting, there may be a number of people who have all activated their Talk buttons at the same time OR it is a result of one of the following reasons on the sender's side:
a. They have their microphone turned up too high, tell them to move the microphone slider-bar to the left.
b. They have their microphone too close to their mouth, tell them to move the microphone at least 4 to 6 inches away from their mouth.
c. They have a cell phone or cordless phone transmitting next to their computer and headset/microphone.
d. The two lines that connect the headset microphone and speakers are touching the computer's power line or other power supply.
e. The two headset wire connectors may be touching.
f. If your Internet connection is a dial-up, and you have an email program opened that checks for new email every few minutes, or you have some other program running that also uses your connection, you may experience breakup in the audio you send and receive during your meetings. As a good rule of thumb, if you're using a dial-up connection, it's best to leave your email and other web-based services turned off while using the meeting room application.
Adding personality and emotion to your text chat is enhanced by using the Emoticons feature. Click the Emoticon button, select the desired emoticon, and then click the Send/Enter button or Enter key on your keyboard.
You may also use the following keyboard characters.
| Smile | :) |
| Wink | ;) |
| Sad | :( |
| Crying | :(( |
| Tongue-out | :p |
The Co-Browser allows you to load web pages, documents, videos, flash presentations, and other content for everyone to see and interact with.
The Co-Browser is the default screen that loads in the meeting room. When Guests login, they will automatically see the Co-Browser and any web page loaded in it.
Operator Control
By default, only the room Operator will have Co-Browser rights. The Operator can give a Guest the Co-Browser right by simply right-clicking on that person's login name, select Individual Rights, and then select Enable Co-Browser from the menu.
To enable the Co-Browser for ALL meeting participants, place a check next to Co-Browser in the Guest Rights box. If there is more than one Guest in the room you should not do this because anyone with Co-Browser rights could scroll or navigate to other pages during the live presentation.
By default, Guests will not have a scrollbar in the Co-Browser; this prevents them from scrolling up and down the page being presented. When a Guest has been given the Co-Browser rights, the scrollbar will appear for them.
As you navigate from one web page to another, everyone in your room will automatically be updated to the same page. This feature is commonly referred to as follow-me web-browsing.
A convenient Add/Store a URL feature allows you to quickly access a list of frequently used website addresses which are referred to as URL's. To store a URL to this menu, click the CO-BROWSER button, and then select Add/Store a URL from the menu. Now type the desired URL into the bottom area of the screen, click Add URL, and then click Finish.
Some web pages have ad scripts or frame-related programming that prevent pages from loading correctly. By checking a web page before your live meeting, you can be sure that it will display properly for everyone.
Before adding a URL to your menu, you should always type or copy/paste that URL into the top address bar. Then click GO. This allows you to preview the URL before presenting it during a live meeting.
When you are ready to present or share a web page, first select the desired URL from the Add URL pop-out menu or type the URL into the address bar. Once the page loads for you, click the CO-BROWSER button, and then select Push URL from the menu.
Turning Off Follow-Me Browsing
Remember that some web pages have scripts or programming that may prevent them from loading correctly. If you encounter a page that will not load normally, click the CO-BROWSER button, then uncheck Use Follow-me Web-Browsing.
Now type the web page URL in the address bar or select it from the Add URL pop-out menu. Then click GO or press ENTER on your keyboard to load the page.
With the web page loaded successfully in your Co-Browser, click the CO-BROWSER button, and then select Push URL from the menu to update the Co-Browser for all Guests. You should now be able to turn on the Use Follow-Me Web-Browsing option to resume the follow-me web-browsing session as normal.
Hiding the Address Bar and Navigation Buttons
If you would like to prevent Guests from seeing the Back, Forward, Stop, Refresh, URL address bar and Go buttons, located in the top bar of the meeting room, click the CO-BROWSER button, and then select Hide Co-Browser Features from the menu.
The Operator can also remove these same buttons from view by clicking the CO-BROWSER button, and then select Hide Co-Browser Features (OP) from the menu. The Operator will press F3 to reactivate this menu. This feature is used when the Operator (room owner) wants to make a full screen recording and have these elements removed from view.
With these buttons removed from view, Guests are unable to see the URL's used during the meeting.
IMPORTANT
Remember to always check your web pages and any content to be used during your meeting such as images and documents before your meeting begins to ensure they will display correctly and that there are no pop-ups, pop-unders, or exit pop pages that would load for your Guest and create a distraction during your meeting.
Tips for Efficient Web Page Navigation
This tip is of particular benefit for presenters with a dial-up (56K) Internet connection.
Before your meeting, you should navigate through all the web pages you plan to use during your live meeting. In doing so, you will preload the content of each page in the temporary cache. This means that as you navigate to these web pages during the meeting, they will load much faster for you.
This feature allows you to archive the login details for
Guests who attend a specific meeting and is only available to Operators.
To access a report of Guest login/logout activity, first, activate Conference Logging before the meeting starts.
To Activate Conference Logging:
1. Login to your room as an Operator
2. Click System Settings
3. Click the System tab
4. In the Conferencing Logging section, select the Turn ON option.
From that moment, the email address of anyone who logs in or out of your meeting room will be recorded along with a date and time stamp, to the Conference Log section, located in your Operator Control Panel.
After everyone, including yourself, has logged out of your web meeting room, login to your Operator Control Panel, then click the link titled; Conference Logging, and then click the link with the date of your meeting.
This menu option is available only to the Operator.
When needed, you can dismiss (bann) Guests from the room. This adds them to a temporary blacklist. As long as there is at least one person remaining in the room, Guests on the blacklist cannot login to your meeting.
To dismiss a Guest, right-click on the Guest login name, and then select Dismiss Guest from the menu. That seat will be immediately vacated.
The Document Center is an easy to use feature that allows the room Operator and Guests to exchange files of any type such as: music, PDF's, Word Documents, text files, pictures, videos, and voice recordings.
The Document Center is a safe, secure environment to upload and share important documents such as contracts, financial reports, etc.
With the Synchronized Tools activated, the Operator can take everyone to the Document Center area, or a Guest can go to the Document Center by clicking Tools/Features, and then select Document Center from the menu.
Operator Control
By default, only the room Operator will have Document Center rights. The Operator can give a Guest the right to upload or download from the Document Center by simply right-clicking on that person's login name, select Individual Rights, and then select Enable Upload Documents or Enable Download Documents from the menu.
To disable a Guest's ability to upload or download from the Document Center, follow the same steps, but this time choose the option to Disable Upload or Download Documents from the menu.
To enable the uploading or downloading for ALL meeting participants, place a check next to Upload Documents and Download Documents in the Guest Rights box.
Downloading and Uploading Files:
From the Guest Rights box, the Operator may grant upload and download rights to everyone, or to select specific Guests from the Individual Rights menu.
To download one or more files, place a check in the box next to the file, and then click Download Selected Files.
To upload a file, click Upload Files. Then from the Open screen, navigate to the location of the file you wish to upload from your computer. Click once on the file to select it, and then click Open.
To upload multiple files at the same time, hold down the CTRL key while selecting the files, and then click Open.
If the Document Center is open and you or a Guest have uploaded a file, click the Refresh File List button to see the new file.
If a button in the Document Center is not active, this means you do not have rights to that feature.
It is highly recommended that any files you receive from others should be scanned using an up-to-date anti-virus program prior to opening. To download the SYMANTEC Free On-line Virus Scanner, click here.
There are two ways you can share a document with others:
1. Use Live Desktop to broadcast a view of the document.
2. Upload the document to a website, and then using the Co-Browser, access it the same way you would any web page.
We will now review how to use the Co-Browser to push a document to Guests.
Your first step is to upload the document to a web site. Next, access the document by typing the URL in the address bar, and then click GO to download and preview it in your Co-Browser. Once loaded, click the CO-BROWSER button, and then select Push URL from the menu to push this document to all Guests.
Here are the types of documents you can load in the Co-Browser:
• Adobe (.pdf)
• Word (.doc)
• Excel (.xls)
To view a document, all participants will need to have the program installed that supports the type of file you will be sending to their computer.
Example:
To view an Adobe PDF, all Guests must have the free Adobe Acrobat Reader installed. Here is what happens on the Guests computer when you push the PDF file to them through the Co-Browser:
First, the Adobe Acrobat program will open, that displays your document will open. This could take up to 30 seconds depending on their computer processor speed.
Second, the document will download to their computer. The download time is determined by their Internet connection and the size of the file. Once downloaded, the file will load in the Co-Browser.
IMPORTANT
Synchronized scrolling and navigation are not available when sharing a document using this method. The Co-Browser can only offer these features when using web pages. If synchronized scrolling and navigation are features you must have during the meeting, you must use Live Desktop to broadcast a view of the document.
Flash Audio Player Setup Wizard ^top
This feature allows you to create a flash audio player for your web pages.
Use this feature to provide access to the audio only recordings made from your meeting room. The Flash Audio Player Setup Wizard will provide you with easy to follow steps that include converting your audio to MP3, uploading it to your website, copy/paste the HTML code into your web page, and then upload the new page to your website.
The first step is to record your audio. When you choose to record the audio only from the meeting room, the file is saved in a .SPX format. With your recording ready, you are now ready to use the Flash Audio Player Setup Wizard.
You have two ways to access the Flash Audio Player Setup Wizard:
1. From the Windows Start Menu. In the Windows taskbar, click Start, select All Programs, select the Virtual Meeting Room program group, and then select Flash Audio Player Setup Wizard from the menu.
2. Login to your meeting room, click the Tools/Features button, and then select Flash Audio Player Setup Wizard from the menu.
Once the Flash Audio Player Setup Wizard is opened, simply follow the easy steps described in each screen to create the HTML code for the web page.
Click here to see an example of how the audio player will look on a web page.
Live Desktop - Application Sharing ^top
Live Desktop allows you to share a view of any application running on your desktop.
If you want Guests to automatically see the Live Desktop broadcast when they login, or to allow Guests to automatically see the broadcast during a live meeting, first activate Synchronize Tools from the Tools/Features menu. If no check is shown next to Synchronize Tools, from the menu, click once on Synchronize Tools, to activate this feature. When ready, click the Tools/Features button again, and then select Live Desktop, then the Broadcast Your Desktop option, and then the desired broadcast type from the menu.
Operator Control
By default, only the room Operator will have Live Desktop rights. The Operator can give a Guest the right to broadcast their desktop by simply right-clicking on that person's login name, select Individual Rights, and then select Enable Live Desktop from the menu.
Broadcast Quality Settings
There are two broadcast quality options:
1. GIF Compression - 40 kbps or higher connection required
This system default setting captures a range of 20 colors and is ideal for broadcasting general Windows navigation, web pages and documents.
2. JPEG Compression - Broadband connection required
This setting captures a range of 64,000 colors and is ideal for broadcasting images and screens containing patterns with many colors.
When broadcasting high-quality images such as pictures from your photo album or a catalog of your products, you may wish to use the high quality (JPEG) setting. To do this, click the System Settings button, click the Screen Capture Settings tab, and then select the JPEG Compression option.
Broadcast Options
There are three easy broadcast options:
1. The Entire Desktop
This option allows you to quickly and easily share your entire desktop. However, this option requires the most bandwidth and should only be used when all meeting participants have a broadband Internet connection. When broadcasting, your screen resolution should be set no higher than 1024 x 768 pixels.
To broadcast your entire desktop, click the Tools/Features button, select Live Desktop and then click Broadcast Your Desktop, select The Entire Desktop option, and then click OK.
To stop broadcasting, open the minimized meeting room from the taskbar, and then click the Stop Broadcasting button.
2. A Selected Area of the Desktop
This option allows you to quickly and easily create a capture frame with a precise size and position on your screen. Only items, screens, etc placed inside the frame will be broadcast to the room.
To broadcast a selected area of the desktop, click the Tools/Features button, select Live Desktop and then click Broadcast Your Desktop, select A Selected Area of the Desktop option, and then click OK. You will immediately see four red corner brackets appear. Place your mouse over one of the corners, then press, hold and move the red corner to the desired location on your screen. You may want to position the red corners brackets directly over a specific program. The larger the area, the greater the bandwidth requirement. When ready to begin broadcasting the area within the red corner brackets, simply double-click one of the green squares located on the red corner brackets.
To stop broadcasting, open the minimized meeting room from the taskbar, and then click the Stop Broadcasting button.
3. A Program Open in the Taskbar
This option allows you to quickly and easily broadcast a view of a specific program you have opened in the taskbar. The list of available programs will be shown in a white box below this option. When this option is selected, the size of the broadcast area of the selected program changes dynamically as you resize the program. If you minimize, close, or bring another program into view over the top of the program you have selected, meeting participants will see only a black screen with red lines through it until you bring the selected program into view again. Using this option, you can place the selected program over the top of the meeting room. This allows you to see the text chat area and the list of Guests.
To broadcast a program open in the taskbar, click the Tools/Features button, select Live Desktop and then click Broadcast Your Desktop, select A Program Open in the Taskbar option, and then click OK. You may also choose to simply double-click on the specific program you wish to broadcast from the list below this option.
To stop broadcasting, click the Close button (X) in the corner of the floating text chat window, and then click the Stop Broadcasting button.
Here are some basic rules and guidelines to follow when using Live Desktop:
1. Determine the size of the screen capture area you will need to achieve your meeting objective. The larger the area, the greater the bandwidth requirement. Use the smallest area needed to perform the broadcast.
2. When speaking, pause for a second or two during movements made within the broadcast area, this reduces the chance of audio break-up.
3. Frames are only captured and then broadcast from your computer when movements are detected within the broadcast area. Try to keep movements made within the broadcast area to a minimum. This reduces the chance of audio break-up for those in your meeting with a slow Internet connection.
Moving, scrolling, opening and closing windows, menus and other screens, are movements that will be detected and that trigger the screen capturing process.
4. Avoid capturing animations, such as banners or flash movies as this significantly increases the bandwidth used.
5. When broadcasting high-quality images such as pictures from your photo album or a catalog of your products, you may wish to use the high quality (JPEG) setting. To do this, click the System Settings button, click the Screen Capture Settings tab, and then select the JPEG Compression option.
Remember, when using this option, all Guests should have a broadband connection.
Using Voice While Broadcasting
To broadcast your voice during a Live Desktop broadcast, click the Hands-Free button. Remember it is recommended not to speak while you are making
movements such as scrolling, opening menus and other programs within the
broadcast area. Doing so may cause audio break-up for those with slower
Internet connections. A two second pause (stop speaking), when
making screen movements is usually sufficient while
using this feature.
PowerPoint Presenter
^top
PowerPoint is a rich-media format used for presenting your information in a dynamic slide-show
format. Text, charts, graphs, sound effects and video are
just some of the elements you can incorporate into your presentations with ease.
If someone in your meeting does not have PowerPoint installed, they will
automatically see high-quality HTML slides.
Only the room Operator can upload a PowerPoint, providing they have PowerPoint
2000 or newer installed.
If you want Guests to automatically download and view your PowerPoint, you must first activate Synchronize Tools from the Tools/Features menu, and then upload your
PowerPoint.
Once logged in as an Operator, click the Tools/Features menu, select PowerPoint Presenter, then select Share/Upload PowerPoint. Allow up to 20 seconds for the PowerPoint program to open in the background on your
computer. Now select a PowerPoint file located on your computer, then click
Open.
Your PowerPoint will upload to the server.
Once uploaded, the PowerPoint will display in your Co-Browser. Guests
will then see a download presentation window and will be able to see a
progress bar and an estimated remaining download timer. Once downloaded, the PowerPoint or HTML slides will display in the Co-Browser. Guests with PowerPoint installed will see the .PPT version of the
presentation download while Guests without PowerPoint installed will receive
the HTML version.
If someone logs in after a PowerPoint has been uploaded, they will be notified and have a
Yes or No option to download the presentation. Once
downloaded, they will be automatically queued up to the next slide loaded by
the Operator.
The Operator can display the PowerPoint in three viewing modes:
1. Default Mode - loads in the Co-Browser
2. Wide-Screen Mode - click Toggle View button
3. Full-Screen Mode - Shift key and
Toggle View button
First is the Default Mode, this displays the
PowerPoint within the Co-Browser.
Second is the Wide-Screen Mode, this displays the PowerPoint in the Co-Browser
but gives everyone a much larger viewing area. Click the Toggle View button to
enter this mode.
Third is the Full-Screen Mode, this displays the PowerPoint full screen on your
Guests computer. Click once on the PowerPoint after it has been loaded in the
Co-Browser area, press the Shift key and
Toggle View button together. To exit this mode,
click once at the top of the meeting room, then press the
Alt + Shift + F11 keys together.
If you have uploaded a PowerPoint and did not first activate the Synchronized Tools feature, you can instruct Guests to manually download your PowerPoint by clicking the Tools/Features button, select PowerPoint Presenter, and then select View/Download PowerPoint.
To stop showing a PowerPoint, click the Tools/Features button, and then select Co-Browser or click through the PowerPoint slides to the last slide in the series.
Recording Full Screen PowerPoint Presentations:
Our powerful system also allows you to record full screen your PowerPoint presentations.
Here's how to do this:
First, click the System Settings button, click the Screen Capture Settings tab,
and then select the High Motion Detection from that panel. You may now close the
System Settings screen.
Second, click the Hands-Free button so others can hear you as you speak and
navigate though the PowerPoint.
Third, with the PowerPoint loaded, click once on the PowerPoint, and then press
the F11 key on your keyboard to go full screen.
Fourth, when you are ready to begin recording, press the F9 key on your
keyboard. Select the Audio and Full Screen option, type a file name, and then
click OK.
Begin speaking into your mic, to advance to the next slide, click once on the
PowerPoint or use the arrow or enter keys on your keyboard to navigate.
To stop, pause, or resume the recording process, press the F9 key on your
keyboard, and then select the appropriate option.
Whether presenting a PowerPoint within the meeting room, or full screen, you can
use your mouse pointer to point to various areas of the slides and these
movements will be recorded if you have selected the Audio and Full Screen
recording option. Guests in the live meeting will not see your mouse movements,
but your mouse movements will be captured during the recording viewed during
playback.
Please note that when using the PowerPoint feature, there is no size limit on
the PowerPoint you can upload. However, you should minimize the download time
required by Guests to view the presentation. It is recommended that you first
optimize the PowerPoint following these steps.
If you are going to create a PowerPoint containing animations don't over do it.
Animations help capture the attention of your audience. However, too much makes
your presentation look unprofessional and you run the risk of looking like an
amateur.
Keep the size of your PowerPoint small, because this reduces the download time for your Guests..
Common Questions:
QUESTION:
My PowerPoint presentations are 4 to 12 MB each. Why does it take so long before my Guests see the first slide?
ANSWER:
When uploading a PowerPoint presentation, the system first creates an HTML version and then uploads both version of your PowerPoint file to the server. If a Guest does not have PowerPoint installed, their computer will automatically download the HTML version.
Those using a dial-up connection (56k) will most likely not be able to hear the audio portion of the meeting while the PowerPoint file is downloading.
The first slide will automatically be displayed once the entire presentation has been downloaded.
There is no size limit on the PowerPoint's you can upload. However, you can optimize the download time for your Guests by following these recommendations.
TIP #1:
If you are going to create a PowerPoint containing animations don’t over do
it. Animation helps capture the attention of your audience. However,
too much makes your presentation look unprofessional and you run the risk of
looking like an amateur.
Keep the size of your PowerPoint small, because this reduces the download time
for your Guests.
How do you reduce the size of your PowerPoint
presentation?
Turn off "Fast Saves" before you begin creating a PowerPoint, this will make the
final .ppt file smaller.
If your PowerPoint ends up being over 1 MB, compress (optimize) it before
uploading to your room. Here is how to optimize your PowerPoint file size.
1. Open Microsoft PowerPoint 2003 or newer, and then load your presentation (.ppt) file.
2. Make sure you're on the slide view.
3. Display the "Picture Toolbar", click "Compress Pictures", and then select the following settings:
Apply to: All Pictures in Document
Change Resolution: Web/Screen
Options:
• Compress Pictures
• Delete Cropped areas of pictures
4. Save the presentation.
TIP #2:
Upload the PowerPoint file BEFORE your meeting starts but do not logout. This keeps it in the temporary cache for your meeting room.
If you will not be starting your meeting using the PowerPoint, you can then go to the Co-Browser, White Board, Live Video Conferencing, Live Desktop, or Document Center but do not logout. When you are ready for everyone to see the PowerPoint, click the Tools/Features button, select PowerPoint Presenter, and then select Upload PowerPoint from the menu. Now select the same PowerPoint (.ppt) file, and then click OK. With the conversion and upload processes already completed, the PowerPoint will start downloading immediately for your Guests.
You may want to wait for all Guests to download the PowerPoint presentation before you proceed.
TIP #3:
Always keep Guests informed of what will be happening during a meeting. Advise Guests verbally and via text chat that a PowerPoint presentation will begin downloading for them shortly.
TIP #4:
Post a note on your splash web page indicating the starting time for the meeting. For example,
Our meeting will get started at approximately X minutes past the hour. Please stay logged in to give your computer sufficient time to download the PowerPoint presentation that will be used.
Remember, the larger your PowerPoint files, the longer it will take Guests to download.
QUESTION:
As I navigate through my PowerPoint, some Guests see all the components of my slides load all at once.
ANSWER:
When a Guest does not have PowerPoint installed, their computer will download the HTML version of your slides that do not contain the animations and special effects. However, they will see each slide in its entirety as you present them.
Live Polling & Questionnaire Center ^top
Now you have an easy tool for creating and managing your live meeting polls and surveys from one location - your desktop!
Engage your audience by having them participate in the meeting without risking loosing control of the room when people type unrelated questions or comments.
Get live feedback by viewing your results as they are collected in real-time. Watch live detail results and graphs. Analyzing responses has never been so easy!
Multi-Lingual Polls
You can create a poll in any language you want. A powerful feature for those who hold live meetings with international audiences.
This powerful, comprehensive live polling tool allows you to easily create customized, professional polls.
Now you have the power to hold live web meetings with interactive polling.
Creating Polls or Questionnaires for your Live Web Meetings is Easy!
Creating a poll has never been so easy. Simply login to your room as an Operator. Click the Tools/Features button, select Polling Tool, and then select Design/Submit Questionnaire.
You are now in the Polling & Questionnaire Center. To create a new poll or questionnaire, click the Add New Question button. Now type or paste your question into the active field. When finished, press Enter on your keyboard, or click away from the active field. Now click the Add New Answer button to add an answer. When finished, press Enter on your keyboard, or click away from the active field. Repeat this process to add additional questions and answers.
To SAVE your poll or questionnaire, click the Save Questionnaire button. Type a name for your file, and then click Save. The extension .pol will be automatically appended to the file name you enter.
To LOAD a previously built poll or questionnaire, click the Load Questionnaire button. Use the navigation window that appears to locate the file. The Poll or Questionnaire will have a .pol extension after the file name, for example, survey.pol.
Use the Edit and Delete buttons as needed to make changes to the questions and answers of the poll or questionnaire.
When you are ready to use the poll or questionnaire in the meeting room, click the Submit Questionnaire button. You will see the list of questions and answers you have prepared. When you are ready for Guests to see the first question, click the Push Question button.
Guests will see the question, then a list of possible answers to choose from. Only one answer for each question can be selected. A Guest can also select a No Vote option. After making their selection, ask meeting participants to click the Submit Answer button. Instruct people how much time you will be giving them to submit their answer. As each person submits their answer, you will see the results appear live on your screen and can then make comments.
To END the Poll or Questionnaire, right-click on your screen, and then select Close Poll from the menu.
To SHARE the results (answers) with everyone in the meeting, right-click again on your screen, and then select Send Results to Everybody from the menu.
To SHARE the results (answers) of a PREVIOUS poll or questionnaire with everyone in the meeting, right-click again on your screen, and then select Load Results from File, then right-click again on your screen, and then select Send Results to Everybody from the menu.
To SAVE the results, right-click on your screen, and then select Save Results to File from the menu.
To END the Polling and Questionnaire session, click Tools/Features button, and then select Co-Browser, White Board etc. from the menu.
How to Open a Private Room ^top
The Private Room feature gives you the ability to maximize the resources of your room in many ways. This powerful feature allows you to branch-out from the main room to meet privately with select individuals.
Operator - Open Private Room - Invite Others:
You may or may not want to give text or voice rights to those you invite into a Private Room. However, if you want Guests to have the ability to type text and talk, you must grant these rights before inviting them into the Private Room. To grant one or more of the private rights (Text and/or Voice) to a Guest, right-click on a Guests login name, select Individual Rights, and then select Private Text and/or Private Voice rights from the menu.
To invite Guests into a private room, right-click on the Guests login name, and then select Invite Into A Private Room.
Guest - Open Private Room - Invite Others:
If you have been granted one or more private rights (Text and/or Voice), you can right-click on an Operator or Guests login name, and then select Invite Into A Private Room.
From a Private Room, anyone can easily go back to the main room by clicking the Tools/Features button, select Switch to a Room, and then select Main Conference Room from the menu.
Inviting Others into a Private Room
If you are the one who opened the private room, you will see an Invite Guests button located in the exact same place as the System Settings button in the main room. Click the Invite Guests button, and then select the Operators and/or Guests you would like to invite to the private room.
Private Rooms contain all the same tools and features as the main room.
After you have finished your private room meeting, click the LOGOUT button to close the Private Room and return to the main room.
To send someone a private text message, right-click on their login name, select Private Text Message, and then type and send your message. That person will be the only one to see your text. When someone sends you a private text message, there will be a link on the word Private in the chat area. Click that green link to immediately reply back and keep the private chat open with that person. To turn off the private messaging with that person, uncheck the box in the typing area.
To disable Guest's ability to use the Private Text Messaging feature, uncheck the Text right from the Guest Rights box.
Expanding The Text Messaging Area
You can increase the text viewing by dragging the splitter bar UP. The splitter bar separates the Co-Browser from the text viewing window. Place your mouse over the splitter bar, press and hold the left mouse button, and then drag UP and release.
Accessing the Font Menu
To access the font menu, click once in the typing area, and then press and hold the ALT+T keys on your keyboard. You can also right-click in the typing area, and then select Show/Hide Font Tool Bar from the menu. Use these same options to hide the font menu.
Accessing the Text Translator
To access the text translator, right-click in the typing area, and then select Show/Hide Translation Tool Bar from the menu. You can also access the text translator from the System Settings, then Translations tab. Use the same option to hide the text translator.
To raise your hand using an audio/visual BUZZ feature, click the Emoticon button, select the Raise Hand option, and then press Send/Enter. You can also type three forward slashes, /// , and then press the Send/Enter button to use the raise hand/buzz feature.
To disable Guest's ability to use the Buzz/Raise Hand feature, uncheck the Text right from the Guest Rights box.
Recording & Playback Features ^top
• Audio Recorder
• Audio Player
• Publishing an Audio Only Recording
• Audio & Screen Recorder
• Adding Splash Screens and
a URL Redirect
• Audio & Screen Player
• Converting a Recorded Audio (.SPX) File
Recording the audio only is ideal when no visuals are going to be used in the presentation. Audio only recordings are best suited for those with a slower connections.
The audio recorder saves the audio in a .SPX file format.
There are two ways to start, stop, pause, or resume a recording:
1. Press the F9 key on your keyboard.
2. Press the Record button.
The Operator and Guests, can record the audio and visual content used during web meetings.
The room Operator has the ability to deactivate all Guests' Record button. When deactivated, the Record button will appear grayed-out and Guests cannot activate the record feature via the F9 key.
To prevent Guests from using the recording features, click the System Settings button, and then remove the check next to Allow recording of web meeting.
To start recording, you must be logged in to the meeting room.
How to Make a Recording:
To record the audio only, click the Record button or press the F9 key, select Audio Only, type a name for the file, and then click Save.
To Pause or Resume the recording, click the Record button or press the F9 key, and then click Pause. To resume recording, click the Record button one time or press the F9 key, and then click the Resume button.
The conference audio player makes it easy to replay meetings you've recorded.
You have two ways to access the Audio Player:
1. From the Windows Start Menu. In the Windows taskbar, click Start, select All Programs, select the Virtual Meeting Room program group, and then select Audio Player from the menu.
2. Load the meeting room, (do not login), and then click the Launch Player button located in the top right area of the meeting room.
For more information about the Audio Player including screenshots, click here.
The room Operator has the ability to deactivate all Guests Record button. When deactivated, the Record button will appear grayed-out.
To prevent Guests from using the recording features, click the System Settings, and then remove the check next to Allow recording of web meeting.
How to Publish or Share an Audio Recording ^top
You have four options for sharing an audio recording (.SPX file) with people who have installed the meeting room:
1. Send it as an email attachment.
2. Upload it to your meeting room Document Center.
3. Upload it to your website.
4. The most user-friendly method for providing access to your audio recordings is achieved using the Flash Audio Player Setup Wizard. Those who have not installed the meeting room have guaranteed access to the audio recording.
The Flash Audio Player Setup Wizard is accessed under the Tools/Features button. It converts the audio recording (.SPX file) to an .MP3 file, and then creates the HTML code used to embed the player buttons (shown below), into your web page.
The advantages of using the Flash Audio Player Setup Wizard:
• The audio is streamed. This means the audio will play as it is downloading.
• The wizard creates onscreen play buttons to use on your web page.
Here is an example of one of the 36 different player styles you can use on
your web pages.
Click here to go to the Flash Audio Player Setup Wizard.
Audio and Full Screen Recorder ^top
The Operator and Guests, can record the audio and full screen during web meetings.
The audio and screen recorder saves the file in a .VSR file format.
There are two ways to start, stop, pause, or resume a recording:
1. Press the F9 key on your keyboard.
2. Press the Record button.
The room Operator has the ability to deactivate the Record button. When deactivated, the Record button will appear grayed-out and Guests cannot activate the record feature.
To prevent Guests from using the recording features, click the System Settings button, and then remove the check next to Allow recording of web meeting.
To record the audio and full screen, click the Record button or press the F9 key, select Audio and Full Screen, type a name for the file, and then click Save.
It is important to know that the audio and full screen recording option (see selection in screenshot below), requires more processing power from your computer than any other feature used in the meeting room. Click here for the minimum system requirements necessary to use the Audio and Full Screen Recorder.
To start recording, you must be logged in to the meeting room.
How to Make a Recording:
To record the audio and full screen, click the Record button or press the F9 key, select Audio and Full Screen, type a name for the file, and then click Save.
IMPORTANT
Any program you open while recording, such as a web browser or email program, will be captured and become part of the recorded file.
To Pause or Resume the recording, click the Record button or press the F9 key, and then click Pause. To resume recording, click the Record button one time or press the F9 key, and then click the Resume button.
Adding Splash Screens and a URL Redirect ^top
If you have selected the Audio and Full Screen record option, when you click Stop, a screen will appear that gives you the options of adding a custom splash screen to the start and end of your recorded file (.vsr). You can also set the number of seconds each screen should be displayed. In addition, you can have the player open a web browser, and then load a specific URL.
The custom splash screen images can be up to 1024 pixels wide and 768 pixels in height. The accepted image formats are .gif, .jpg, .jpeg and .bmp.
If you do not want to use the splash screen or URL options, click Cancel when this screen appears.
Tips for Recording Audio and Full Screen:
The file size of your recorded web meeting is important. The smaller the size, the faster it will be for people to download and view.
The Audio & Screen Recorder works by capturing ALL movements made onscreen. This includes the mouse cursor, scrolling, web page navigation, text chat, PowerPoint slides, White Board drawing, Document Center activity, Live Desktop and Remote Desktop broadcasting, menus accessed and the login/logout activity of those in the meeting.
The more movements detected during the recording, the greater the file size.
If you select the Audio Only option, the file size is only 40 to 50 kb per minute (approximately 2.4 MB per hour).
The file size is much larger when you select the Audio and Full Screen option.
If you will be recording a PowerPoint presentation, you may want to increase the capture rate of the Audio & Screen Recorder. To do this, launch the meeting room program, click System Settings, click the Screen Capture Settings tab, and then select High Motion in the section labeled; Live Meeting Screen Recorder. Close the System Settings window, and then activate the recording process.
The High Motion setting will significantly increase the size of the recorded file.
If you are recording audio and full screen while navigating through PowerPoint slides that contain animations of text and images, pause when speaking as each animation or other special effect loads. This will minimize break-up of your recorded voice.
IMPORTANT
It is important to know that the audio and full screen recording option, requires more processing power from your computer than any other feature used in the meeting room. Click here for the minimum system requirements necessary to use the Live Meeting Audio and Full Screen Recorder.
You have two ways to access the Audio & Screen Player:
1. From the Windows Start Menu. In the Windows taskbar, click Start, select All Programs, select the Virtual Meeting Room program group, and then select Screen Player from the menu.
2. Login to your meeting room, click the Tools/Features button, and then select Screen Player from the menu.
The Audio & Screen Player will load automatically when you double-click any screen recording (.VSR file).
How to Publish or Share a Full Screen Recording ^top
You have four options for sharing a full screen recording (.VSR file):
1. Send it as an email attachment. (Not recommended for large files 1+ MB)
2. Upload it to your meeting room Document Center.
3. Upload it to your website.
The most popular method for providing access to full screen recordings is to
upload it to your website.
After you have uploaded a recording (.VSR) file to your website, copy all of the text between the lines below and paste it into your web page next to your recorded file.
You may copy and paste the text instructions between the lines below into your web page.
Instructions for playing a recorded web meeting:
Step 1 - Right-click the link on this page to download the web meeting recording(s). Select Save Target As to save the file to your desktop. If you have recently installed the free meeting room software, you do not need to download the free player in Step 2, simply double-click the recorded file you have just downloaded.
Step 2 - Click the link below to download the free player, Select Run or Open. http://mynivo.net/client/Live_Meeting_Player.exe
Step 3 - When the player opens, you will see a black screen with an Open File window. Locate the web meeting file you have just downloaded in Step 1, and then click Open.
Windows
Vista Users:
After downloading the Live Meeting Player, Vista will require you to
right-click on the file and choose "Run as Administrator" from the menu. Once
the player is opened, you can navigate to and select the desired web seminar
recording.
To close the Live Meeting Player, right-click anywhere on your screen, and then select Close/Exit from the menu.
Note: A screen resolution of 1024 x 768 or higher is
suggested.
Converting a Recorded Audio (.SPX) File ^top
Once the audio player is opened, click one of the convert buttons, locate the .SPX file you have recorded or saved, select it and then click Open. Now assign a file name for the new file that will be converted, and then click Save. The .SPX audio file will now be converted. The amount of time needed to complete this process is determined by the size of your file and processing speed of your computer.
The converted audio file will be much larger in size than the original .SPX file.
For more information about the Audio Player including screenshots, click here.
This feature allows you to take control of the mouse and keyboard of any Guest.
In addition, you can allow any Guest to control your keyboard and mouse.
Remote Desktop is ideal for providing individual real-time support. For example, you could right-click on a Guests desktop and adjust their screen resolution settings while everyone in the room watches and listens.
Here is an overview of Remote Desktop.
First, someone in the room must be broadcasting using Live Desktop. Second, you must have the right to Remote Desktop in order to connect and control the desktop being broadcast. (The room Operator always has Remote Desktop rights.) Third, only one person at a time can use Remote Desktop. If you are the one using Live Desktop to broadcast a view of something on your computer, you can give only one person at a time the ability to control your mouse and keyboard.
How to give control of your mouse and keyboard using Remote Desktop.
First, start a Live Desktop broadcast. You may need to request the right to use Live Desktop from the room Operator. When starting your Live Desktop broadcast, select one of the three broadcast options:
1. The Entire Desktop
2. A Selected Area of the Desktop, or
3. A Program Open in the Taskbar
Your meeting room should now be minimized to the Windows taskbar. Do not use touch your mouse or keyboard until the incoming message to control your desktop appears.
With a Live Desktop initiated, you may now instruct the person wanting to control your mouse and keyboard to request Remote Desktop control.
Remember, do not use your mouse or keyboard until the incoming message to control your desktop appears.
To request Remote Desktop control, the person wanting control will click the Tools/Features button, select Live Desktop, and then select Connect to Remote Desktop from the menu.
When the Remote Desktop control request arrives on your screen, your meeting room will immediately come into view and display a notification of the Remote Desktop request. Press Yes to allow control or No to deny. After you have clicked Yes, do not press any keys on your keyboard or move the mouse. Doing so will temporarily pause the broadcasting and control sharing process and require you to answer; Yes to continue allowing control, or No to cancel the Remote Desktop control.
The person with Remote Desktop control will notice a slight delay between their mouse and keyboard activities and what you see. You will see the mouse and keyboard activities in real-time.
Terminating Remote Desktop Control – 2 Options
1. The person with Remote Desktop control:
Click the Tools/Features button, select Live Desktop, and then select Disconnect from Remote Desktop from the menu.
2. The person who allowed Remote Desktop control of his/her computer:
Any mouse movement, or keys pressed on the keyboard brings up the window where you will select Yes to continue allowing control or No to deny and terminate the Remote Desktop control.
After you have ended the Remote Desktop control, you will still be in Live Desktop mode and the other person will continue seeing whatever you have selected to broadcast.
Additional commands and controls
In Windows, there are tasks and programs that can be launched by pressing a combination of certain keys on the keyboard. Here is a list of the basic keyboard shortcuts:
CTRL+ESC
Opens the Start Menu.
CTRL+SHIFT+ESC
Opens the Task Manager.
CTRL+ALT+DEL
Opens the Task Manager.
ALT+ESC
Switches focus to next running application in taskbar.p>ALT+SHIFT+ESC
Switches focus to previous running application in taskbar.
ALT+TAB
0033CC333CClist of all running applications in taskbar and moves selection to next application.ALT+SHIFT+TAB
Displays a list of all running applications in taskbar and moves selection to prior application.
In order to use these same keyboard commands and controls in a Remote Desktop broadcast, you must use a special request tool. If you are controlling the mouse and keyboard of another computer, and you want to use any of the above keyboard commands and controls, click the TOOLS/FEATURES button, select Live Desktop, select Simulated Key Press, and then select the desired keyboard command from the menu.
Activate Shared Application
If you are controlling the mouse and keyboard of another computer that is broadcasting only a selected application in the taskbar, and during this time, you accidentally minimize that application, you can easily bring it back into view using a special request tool. Click the TOOLS/FEATURES button, select Live Desktop, and then select Activate Shared Application from the menu.
Let's review in more detail the Room Login Control available to Operators only.
This feature is used in two ways:
1. You can prevent Guests from logging in to your room.
2. You can hold a meeting that is restricted to certain Guests. Once those Guests are logged in, you can lock the conference to prevent others from joining.
To prevent others from logging in, login as an Operator, click the System Settings button, then click the System tab. In the Room Login Control section, click the button next to TURN OFF (Prevent Logins). Now click the Close (X) to close the System Settings screen. No further logins will be permitted until you select TURN ON (Allow Logins).
If you logout with the setting OFF selected, you will be required to login to your Operator Control Panel, then select Turn Conference ON from the menu.
The Screen Pointer is a powerful tool. This floating arrow can be moved anywhere in the meeting room where you want Guests to focus their attention. This tool can be given to anyone during a meeting.
Due to the possible differences in screen resolution settings between Guests, the Screen Pointer may not be accurately positioned for everyone when using it to point to areas of web pages used in the Co-Browser.
There are two ways to access this tool:
• From the Tools/Features menu
• From the Pointer/Annotation Tools button
When someone has control of the Screen Pointer, their login name will be displayed in the pointer.
To move the Screen Pointer place your mouse over it, press and hold the left button, and then move the Screen Pointer where desired. When you release the mouse button the Screen Pointer will be updated for everyone to see the new position.
To take control of the Screen Pointer, right-click on it, then select Take Control from the menu.
To hide the Screen Pointer, right-click on it, and then select Hide from the menu.
The Guest name of person using the Screen Pointer will be displayed on the arrow so everyone knows who is controlling it.
To give the Screen Pointer to a Guest, right-click on their login name, select Individual Rights, and then click Enable Screen Pointer. To give this right to everyone, place a check in the Guest Rights box next to Screen Pointer.
Add A Snapshot Over Username ^top
This feature allows you to save an image to your login account. This image will display above your username when logged in to the meeting room.
There two ways you can save an image.
1. Using your webcam.
Once logged in to the meeting room, click the System Settings button, and then click the Video Settings tab. Adjust your camera to an acceptable image quality (shown in the preview window on the left), and then click the Snapshot button. You can take repeated snapshots until you are satisfied with what is shown on the right side window, and then click the Save Snapshot button. You then need to logout and then back in to the meeting room in order for your image to be seen by others.
2. Import an image from your computer.
Once logged in to the meeting room, click the System Settings button, and then click the Video Settings tab. Click the Import Picture button. Locate the image you want to use on your computer, now click Open. You then have several options available to position the image and background. When ready, click the Save the Picture button. You then need to logout then back in to the meeting room in order for your image to be seen by others.
Streaming Pre-Recorded Audio ^top
If you have music or a pre-recorded audio presentation, you can upload the file before or during a web meeting, and then start streaming (playing) the audio for everyone to hear.
The audio must be in MP3 format. As with all content used during your meetings, the file size of the audio should be taken into consideration. It is recommended that you compress (optimize) the audio file before using it in a live meeting. This will reduce the time required to upload the file and will reduce the chance of buffering during playback for Guests with a slower Internet connection.
To upload an MP3 file, login as an Operator, click Tools/Features, and then select Upload MP3 from the menu. Navigate to the location of your MP3 file, select it, and then click Open. If the MP3 you have selected has a bitrate greater than 32kbps, you will be asked if you would like to optimize the file for Internet streaming, select Yes or No. In the next step, the MP3 will begin to upload to the server. When you are ready to begin streaming (playing) the MP3, or to stop the streaming, you have two options.
1. Click Tools/Features, and then select Start MP3 or Stop MP3 from the menu.
2. Using your keyboard, press the F8 key to start or the CTRL+F8 to stop.
When everyone has logged out of the meeting room, the file will be deleted from the server.
Using this feature, allows you to create a hands-free, focused meeting environment for your Guests.
With Synchronized Tools activated, the meeting room will be automatically updated for everyone to see, as you move from Co-Browser, White Board, Live Desktop, and Video Conferencing.
To activate Synchronized Tools, click the Tools/Features menu, and then select Synchronized Tools. This feature is ON by default for the room Operator. When the Operator gives this right to a Guest, that Guest will be the only one in the room with Synchronized Tools.
When you turn any meeting room controls over to a Guest, you should also grant them the Synchronized Tools feature. Then instruct them to activate this tool before presenting.
To activate Synchronized Tools, click the Tools/Features menu, and then select Synchronized Tools.
Note: Only one person in the room can have Synchronized Tools activated. To allow a Guest to use Synchronized Tools, the Operator must UNCHECK Synchronized Tools from the Tools/Features menu.
Controls in the System Settings Area ^top
Audio Settings Tab
In the Audio Settings tab, you can perform a microphone and speaker test. First make sure the Hands-Free button is turned off (the LED light will be grayed-out). Then press and hold the Push to Test Audio button and speak into your microphone. You should hear your voice through the headset or speakers. If you don't hear your voice, make sure the sound devices for the microphone and speakers have been properly selected.
As an Operator, you will have a Record Audio switch to allow or prevent Guests from using the Record button.
When people login and out, an audio alert is played. By turning this feature off, you can allow silent login/logout by others in the room...very useful for large meetings.
If you are not able to hear others or they cannot hear you, select the correct audio devices from the Microphone and Headset drop-down menus.
Video & Snapshot Settings Tab
From the Video Settings area, you can:
• Make adjustments to the picture quality captured by your web cam
• Take a snapshot and save it. It will be automatically displayed above your login name the next time you login.
• Turn on or off the display of snapshots saved by others.
• And change the frame rate of your video broadcast to others.
System Tab
From this area, you can:
• Change the language of meeting room interface, all system messages, and the Invite Guest email invitation.
• Access Room Login Controls. (Operators only)
• Activate Conference Logging. (Operators only)
• Turn ON/OFF the font menu in Text Messaging area.
• Turn ON/OFF the Getting Started screen that loads after login.
By default, all Guests can communicate using text chat. The text messaging is ideal for those without a microphone.
Just type your message in the text box, then press the Enter on your keyboard or click the Send/Enter button. Your message will be seen by everyone.
Operator Control
During a meeting, you may find it more productive to have Guests hold their questions and comments until a specified time. To prevent Guests from typing text, uncheck the Text right in the Guest Rights box. To allow only a specific Guest the ability to type text, right-click on the Guests login name, select Individual Rights, and then choose Enable Text from the menu.
You can save the text using the Save Chat button located in the bottom right of the meeting room.
There are three viewing modes in the meeting
room – Default Screen, Wide Screen, and Full Screen.
Before using the Toggle View features, advise others in the meeting room that
you will be changing the viewing mode, and anyone who is speaking should stop
for a few seconds to prevent audio break-up. Now switch the viewing mode (see
options below) and resume speaking. Taking a short pause while changing the
viewing mode will reduce the chance for audio break-up.
Wide Screen
Click the Toggle View button or press Alt + F11. To exit the wide screen mode,
click the Toggle View button again or press Alt + F11.
Full Screen
Press the SHIFT key and click the Toggle View button or press Alt + SHIFT + F11.
To exit the full screen mode, press Alt + SHIFT + F11.
Operator Control
To allow a Guest to control the viewing mode, give them the Co-Browser right.
The default live video setting is 1 frame per second. This setting is
included in all accounts.
The 1 frame per second setting is ideal when you have people in your meeting
using a dial-up connection. This bandwidth-friendly setting is perfect
when holding a virtual roundtable where you allow multiple people to broadcast
their video to the room.
There are two ways to use the Live Video Conferencing feature. First, is when you, as an Operator, only want to broadcast video in the Operator box (located in the upper right corner of the meeting room). Second, is when you allow Guests to broadcast their live video.
If you want Guests to automatically see the Live Video Conferencing screen when they login, or to take Guests to this screen during a live meeting, first activate Synchronize Tools from the Tools/Features menu. If no check is shown next to the Synchronize Tools menu option, click once on Synchronize Tools, to activate this feature. When ready, click the Tools/Features button again, and then select Live Video Conferencing from the menu. All Guests will be taken to this part of the meeting room.
Using a light background reduces the amount of bandwidth required when broadcasting video, and requires less processing from the webcam. A well-lite room produces the best quality image. Dark backgrounds and poorly-lite rooms require more bandwidth and place a higher demand on the webcam. This often results in poor image quality and requires a faster Internet connection for those receiving the broadcast.
To produce a white studio background, hang a white bed sheet with two 150 to 200 watt lights behind the sheet. Behind the webcam, place sufficient lighting to remove any shadows that appear on your face.
Operator Control
By default, only the room Operator will have Live Video Conferencing rights. The Operator can give a Guest the right to broadcast their live video by simply right-clicking on that person's login name, select Individual Rights, and then select Enable Live Video Conferencing from the menu.
To enable Live Video Conferencing rights for ALL meeting participants, place a check next to Live Video Conferencing in the Guest Rights box.
Operator Only Broadcast:
Click the Tools/Features button, select Live Video Conferencing from the menu. Click the green Start Broadcasting button. Now, click the Tools/Features button, and then select Co-Browse, White Board, Document Center, etc. from the menu to use those features during your meeting while also broadcasting your live video. Your video will be broadcast in the Operator box (located in the upper right corner of the meeting room). To stop your video broadcast, follow the same steps but this time, click the red Stop Broadcasting button.
Allow Guests to Broadcast:
You can allow specific Guests to broadcast their video by right-clicking on their login name, select Individual Rights, and then choose Enable Video Conferencing from the menu. From the Live Video Conferencing screen, that person will then be able to click the green Start Broadcasting button to begin broadcasting their video to the room.
To view your video while broadcasting to others click the Float Preview button before you begin broadcasting your video.
Bandwidth Limitations:
A common misconception about live video conferencing is that everyone in a meeting should be able to see all video streams sent to the room. The meeting room will allow everyone in the room who has a webcam and sufficient bandwidth to send and receive live video. What determines the ability to achieve this is each persons Internet connection speed.
If everyone in the room has a broadband Internet connection of at least 420 kbps download (42 KB/sec transfer rate), UP TO 10 video streams could be received at the system default setting of 1 frame per second. Placing a higher demand on your Internet connection will likely cause audio break-up and delay text messaging.
A meeting participant using a dial-up connection of 45 kbps will be able to send and receive one video stream at the system default setting of 1 frame per second.
Approximate Bandwidth Calculations:
1 Video Stream (1 FPS) = 40 kbps
x 10 People Broadcasting
------------------------------------------------
Bandwidth Required for Video = 400 kbps (download)
+ 1 Voice Stream = 19
kbps
------------------------------------------------
Total Bandwidth Required = 420 kbps (download)
IMPORTANT
The Operator can grant and rescind live video broadcast rights to all Guests. A Guest who does not have live video rights or who does not have a webcam connected will not see the Start and Stop Broadcasting buttons or the local video preview window.
Video Auto Display - Turn Off/On
As an Operator, when you broadcast live video, your broadcast will automatically display in the Operator box.
As Guests login, they will automatically start receiving your video stream. If your Guest has a slow Internet connection and the audio is choppy, they can right-click on the Operator (located in the Operator panel), and then uncheck the Allow Operator Video from the menu. This will stop the incoming video to their computer and allow the audio to play uninterrupted.
Multi-Session Video Conferencing
(More than one video streams being broadcast to the room.)
If a meeting participant experiences voice break-up, there may not be enough bandwidth to fully support (download) the number of incoming video streams being received through the room. This is only a limitation of the bandwidth available from that persons Internet connection.
Solution: When the main Live Video Conference panel is opened, all current video streams being broadcast to the room will be received (downloaded). If there are multiple video streams being sent to the room and you experience audio break-up or increased delays, follow these steps:
1. Double-click on one or more of the incoming video screens to float the window.
2. Click and hold the top bar of the small window to position it anywhere on your screen.
3. Click the Tools/Features button, and then select Co-Browser from the menu.
These three steps limit the incoming video streams to only those displayed in the floating windows. Closing any of these small floating windows, will stop the incoming stream and reduce the amount of bandwidth needed.
If you have purchased an account or upgraded your existing account to include one of the Premium Live Video options, click here for information of using this feature.
To upgrade your account to include one of the Premium Live Video options, click here.
Premium Live Video Options ^top
The default live video setting is 1 frame per second and uses a screen size of 176 x 144 pixels. This setting is included in all accounts.
The Premium Live Video service gives you higher frame rates and larger screen sizes options to choose from. These settings require a broadband connection, more memory (Ram) and processing power (CPU) from your computer. Before using any of the Premium Live Video settings, click here for information of using this feature.
How to Record and Create Video Emails
It's extremely fast and easy to record your video, upload, and then create a link to view
it.
Your videos can be viewed independently through any web
browser. You can also load the link you've created into the
Co-Browser, and then push the URL to guests during a live meeting to share
your video.
It is recommended that your screen resolution (monitor) settings are 1024 x 768 pixels when using the Video Email Recording
tool. Click
here to learn how.
Recorded videos are saved as a .WMV file.
1. Make sure you have purchased a conference account that includes Video
Email. If you do not currently have this service, click here.
2. Make sure you have a webcam properly installed and connected to your computer.
3. Login to your meeting room as an Operator, click the Tools/Features menu, and then select Create Video Email. The Video Email recording tool will load, click here for a screenshot.
4. Type or copy and paste the message you want to read during your recording into the tele-prompter screen on the right side.
5. Click Start Record, type a name for your video,
and then click Save. Begin reading the message you've entered in the
tele-prompter window. When you are finished recording your video, click Stop.
Videos you will be uploading to your Video Email account cannot exceed a
record time of 2 minutes. However, if you will be uploading your videos to your own website, there is no time limit.
6. Once you've stopped recording, play your video by clicking the Play Video button.
7. Click the Upload Video to upload the video to your Video Email account on
the
server. You will be given an option to also convert your video to a
Dial-up Quality.
Place a check in that box if you will be creating a link to your video that can be
viewed by people using a dial-up/56k connection. Now click OK to begin the uploading process.
8. Click the Account Login button to open a web browser and
automatically login to the Video Email control panel. From here, you will complete the steps to create a custom template and links for your video.
Manage Previously Recorded Videos
There are two buttons located under the preview window that allow you to convert, save and upload your previously recorded videos.
Convert & Save
As you record a video, it is saved in a broadband quality. If you have previously recorded a video and you want to convert it to a
Dial-up Quality, click the Convert & Save button.
Upload Video
If you have previously recorded videos, you can easily upload them to your account (as long as they are no more than 2 minutes in
length). Click the Upload Video button. Once the upload process has completed, click the Account Login button to open a web browser and automatically
login to the Video Email control panel. From here, you will complete the steps to create a custom template and links for your video.
TIP: If you want to record your video from a distance while reading the message in the teleprompter, you can increase the font size and speed of your scrolling message using the
+ and - buttons located under the teleprompter.
Recording Recommendations:
When using your Video Email recorder, it is recommended that you do not have other programs running in your
taskbar. Automated programs such as a disk defrag, back-up or Windows update should also be turned
off. The recording process requires a good amount of CPU resources.
If your computer is trying to perform other tasks while recording, the result could be that your voice loses synchronization with the video.
It is also a good idea to make sure your computer is not running other tasks when playing back your
video.
Videos for Your Website - More Than 2 Min.
Videos you will be uploading to your Video Email account cannot exceed a
record time of 2 minutes. However, if you will be uploading your videos to your own website, there is no time limit.
You can monitor the Elapsed Time from the counter located under your video preview
window. Just make sure to click Stop Recording on or before this counter reaches 02:00, otherwise you will not be allowed to upload the video to your Video Email
account.
To access a tool that will create the HTML code for your website videos, click here.
Five Ways to Share Your Video Presentations
1. Send the link(s) via email.
Copy and paste your link(s) into a new email message. Then send the email to those you want to view the presentation you've created. When they click the link(s) your video will automatically play for them.
2. Show your video presentation during a live meeting.
Login to your room as an Operator, click the CO-BROWSER button, and then select the Add/Store a URL option from the menu. Copy and paste each link into this screen, click the ADD URL button, and then click Finish.
During a web meeting, select a video email link from the Add/Store
a URL menu, and then click Push URL from the menu to push this web page to everyone in the room.
If you do not want Guests to see the actual URL, click the CO-BROWSER button, and then select Hide Co-Browser Features from the menu.
3. Save the video email link as the Splash page URL for your room.
Login to your Operator Control Panel, click the menu link titled; Set
Custom Branding Options, paste your video email link into the Splash page field, and then click
the Save Changes button.
4. Upload the video (.WMV) file to your Document Center.
Login to your room as an Operator, click the TOOLS/FEATURES button, and then select Document Center from the menu. Now upload the video from your desktop to your Document Center.
During a web meeting, take Guests to the Document Center and allow them to download the video.
They can play the video anytime from their computer.
5. Upload the video to your own website.
If your video is more than 2 minutes in length, you can upload it to your website and then navigate to that page during a web meeting. You can also send the link to people via email.
There is no time or size limit on the videos you upload to your own website or to your Document Center.
If you choose to upload your video to your own website, there is a special tool you can use that generates the HTML code you'll need. Click here to access this free tool.
The White Board is an incredible tool for making dynamic presentations. For some people, it's easier to create a series of white boards, rather than creating a PowerPoint or web pages. With this special tool, you can use pictures and text, and can also draw, erase, move, and create objects for everyone to see.
Many people are using the White Board for training sessions, live seminars, and for creating intellectual property to generate multiple streams of income.
With the Synchronized Tools activated, the Operator can take everyone to the White Board, or a Guest can go to the White Board by clicking Tools/Features, and then select White Board from the menu.
Operator Control
By default, the Tool Bar is turned off for Guests; this means Guests will only be able to watch as another person draws on the canvas.
To give a specific Guest the ability to draw on the White Board, right-click on their login name, select Individual Rights, and then choose Enable White Board from the menu.
The Tool Bar will appear for that person and they will be able to draw and place objects on the canvas.
To disable a Guest's ability to use the White Board, follow the same steps, but this time choose the option to Disable White Board from the menu.
To enable the Tool Bar for ALL meeting participants, place a check next to White Board in the Guest Rights box. If there is more than one Guest in the room you should not do this because anyone with White Board rights could delete, move, or change objects on the canvas during the live presentation.
To load the White Board, click the Tools/Features button, and then choose White Board from the menu.
You can auto-hide the Tool Bar by clicking the arrow button at the bottom.
To use any of the White Board tools, click to select a tool from the Tool Bar, then draw or create the object on the White Board canvas.
IMPORTANT
In order to reduce the loading time for those with slow Internet connections, it is recommended that you first optimize, or compress, the file size of any images you plan to use in the White Board portion of your meeting. For information on a highly recommended image compression utility, click here.
The recommended setting for the screen resolution when using
this program to hold a LIVE meeting is 1024 x 768
pixels. When using the White Board, it's important that anyone drawing and creating
objects have their screen resolution set to 1024 x 768
pixels. If a Guest has a lower screen setting, such as 800 x 600 pixels, some of the content placed on the White Board could appear outside
their viewing area. You could ask that person to increase their screen setting during your meeting, or if you are the one creating objects on the White Board, you could click the Toggle View button, and then reduce the size of the meeting room program by clicking the Resize button located in the upper right corner of your
screen. Now 100% of the content you create will be visible by those with the lower screen settings.
If you will be recording a presentation with no one in the room, your screen resolution should be the recommended 1024 x 768 pixels and there's no need to reduce the size of the meeting room.
To login as a Guest, click the Login button located in the top right of the conference interface, enter your username and password and select Guest from the drop-down menu. If your login information is valid, you will be connected to the conference server. If login information is not recognized, you will have three more chances to retry before being required to restart the meeting room program.
After installing the meeting room program, a shortcut on your desktop, quick launch bar and Start Menu will be created for quick access to the meeting room.
Retrieving Guest Pass Login ^top
If you have forgotten your Guest login information, you can retrieve it from this link.
If someone has lost their Guest login to your room and if it is still active (meaning has not expired), they can easily retrieve their username and password from this page, click here. From that page, you can enter their email address to have the system send their information via email. You may also send them this link:
http://mynivo.net/controlpanel/forgot_u.php
To login as an Operator, click the Login button located in the top right of the conference interface, enter your Operator username and password and select Operator from the drop-down menu. If your login information is valid, you will be connected to the conference server. If login information is not recognized, you will have three more chances to retry before being required to restart the meeting room program.
After the installation is complete, a shortcut on your desktop, quick launch bar and Start Menu will be created for quick access to the meeting room.
Retrieving Operator Login ^top
If you have forgotten your Operator login information, you can retrieve it from this link.
To change your username, password or any other account details such as your default splash page, or text greeting, login to your Operator Control Panel.
Methods For Inviting People to Your Room ^top
Inviting people into your room is actually the easiest part of the whole system!
There are six easy-to-use options:
Method #1 - Invite Guest feature ^top
When you are inviting one person or small groups of people, you may wish to use the Invite Guest feature.
Once logged in to your meeting room, click the Tools/Features menu, and then click Invite Guest from the menu.
Type a name for your Guest. To separate two words in the Guest name field, use the underscore key. Here's an example: John_McBride
Next, enter your Guests' email address. If you would like to receive a copy of the invitation, type a comma after their email address, and then type your email address. DO NOT leave a space between the comma and your address.
If you know the city, state and country, enter it in the next two fields.
You can also include a personal message - such as a time to meet in your room.
When finished, click the Send Invitation button.
When they receive the email, they will be required to do just two things:
First, click a link to download and install a small program.
Within seconds, they login with the Guest name and password provided in the email.
They can also reply to your email invitation to confirm a meeting time.
IMPORTANT
The Invite Guest feature sends your Guest an email from an automated system. If they have provided you with an email address that uses a Spam filtering service, they will NOT receive your invitation. These types of services require you to manually complete a verification process before they will forward the invitation to your Guest. This is why we recommend that you include your address in the email field to send your Guest a copy of the invitation when needed.
Guest Account Expiration
Guest passes generated from the Invite Guest feature will, by default, expire in 30 days. To override this setting, login to your Operator control panel and scroll down to the section titled; Guest Pass Expiration. Now select a different time-period from the drop-down menu and click Update Account. All future Guest accounts will be valid for the time-period you have just selected and saved.
Method #2 - Guest Login Link
Click here to go to the Guest Login Link help section.
Method #3 - The Address Book
Click here to go to the Address Book help section.
Method #4 - Integrated Invitation Tool
Method #5 - Registration Form Builder
^top
The fourth and fifth invitation features are built-in to the Registration
Form Builder. You have two convenient options when using this tool.
Option One is used if you do not have a website or are not familiar with
how to insert HTML code into your web page. The integrated invitation tool will
create up to 25 Guest accounts at a time, and then send each person their unique
login information via email.
Option Two allows you to add a registration form to your website. This
option is used if you know how to insert HTML code into a web page. After
entering the various settings and custom message options, simply copy the HTML
code that is created for you. The final step is to upload the webpage containing
the HTML code to your website. Your website visitors can then use form for
creating a Guest login to your web meeting.
To use the Integrated Invitation Tool or create the HTML code for a registration form for your web site, you must first login to your Operator Control Panel. Once logged in, click the link titled; "Registration Form Builder", and then follow the steps as shown.
IMPORTANT
As a security measure, the system only allows one Guest account to be created from the same IP address within a 24 hour period. If you attempt to create more than one Guest account from a registration form within the same 24 hour period, you will see this message:
Only one Guest account can be created within a 24 hour period from the same IP address. You will now need to send an email to the Operator of this room and request that they manually create a Guest account for you.
Once someone has created a Guest account from one of your registration forms or if you have created one for them using the Invite Guest feature, their account will load inside your Address Book. For details on using this feature, continue to the next section below.
Method #6 - Import/Create Guest tool ^top
Save time using the Import/Create Guest tool.
The Import/Create Guests feature allows you to import a list of email addresses which are automatically converted into new Guest accounts. At the same time, each person will receive an email invitation containing their login information.
To import a list of addresses, such as from Outlook, first login to your meeting room, click the Tools/Features menu, and then click Import/Create Guests from the menu.
Click OK, locate and select the file containing your emails addresses, and then click Open.
The acceptable file format is .CSV. A correctly formatted .CSV file will contain lines of names and addresses as shown below.
firstname,email@address.com
firstname,email@address.com
firstname,email@address.com
If no first name exists in your list, a default value "Guest", with a dynamic number appended to it will be used.
Example: Guest119, Guest120, etc.
If an email address is missing for one of the lines in the list, that line will be skipped during the import process.
When exporting the addresses from Outlook, select the first name and email address fields only. If you do not limit the export to these fields, the CSV file will contain many other data fields. These fields must be deleted manually before you attempt to import the file. This is easily performed by opening the .CSV file in Excel, highlight the additional unwanted fields, press delete on your keyboard, and then save the file.
A maximum of 100 addresses (Guest accounts) can be imported at a time.
Once the new Guest accounts have been imported, you can access them from the Address Book.
IMPORTANT
The Import/Create Guests feature sends your Guests an email from an automated system. If your Guest is using a Spam filtering service, they may not receive the email invitation.
Guest Account Expiration
Guest passes generated from the Import/Create Guests feature will, by default, expire in 30 days. To override this setting, login to your Operator control panel and scroll down to the section titled; Guest Pass Expiration. Now select a different time-period from the drop-down menu and click Save Changes. All future Guest accounts will be valid for the time-period you have just selected and saved.
The integrated Address Book is a convenient tool that allows you to quickly send an email to anyone who has a valid (non-expired) Guest pass for your room. To access the Address Book, click the Tools/Features menu, then select Address Book.
You can also select one or all in your Address Book, then Delete them from your list.
To sort the list of Guests, click the column headers; Guest name or Email.
Method #2
Using the Guest Login Link
^top
The Guest Login Link provides a fast, easy way for people to login to your
room. No registration form is used and no email is sent. Once logged in, they will be displayed with the
username
Guest with a number appended to it. For example,
Guest119.
To access the unique link used for logging into your room as a Guest, login to your Operator control panel, then click the link titled; Auto Guest Login Link.
Setting Screen Resolution ^top
The recommended setting for the screen resolution when using the meeting room is 1024 x 768 pixels.
This is particularly important if you will be using any of the following room features:
• White Board
• Screen Pointer
• Annotation Tools
• Synchronized Web Page "Scrolling"
Preventing Disconnections ^top
The stability and reliability of the web meeting service is determined by the Internet connection used. The following are possible causes of disconnections from the conference server:
1. A slow Internet connection that periodically drops to low KB/sec rate
2. A shared connection, (LAN or WAN) line can easily become saturated
3. A wireless (WI-FI) Internet connection, weak or interrupted signal
4. Features used in the room that an Internet connection cannot handle, examples:
• Sending or receiving video at frame rate greater than
available connection
• Broadcasting full screen Live Desktop to or from machines with a slow
connection
• Broadcasting Live Desktop greater than 1024 x 768 screen resolution to or
from machines with a slow connection
5. Other programs running use the Internet connection, examples:
• Windows Automatic Updates
• Other programs running auto-updates, i.e. anti-virus programs
• Email program
• Messenger programs, i.e. MSN, Yahoo, ICQ
• Other VoIP programs, i.e. Skype, Vonage
6. Starting a firewall utility "after" logging in to the meeting room.
The Annotation Tools allow you to place objects over the top of web pages during your meetings. This is yet another way to draw attention to specific areas during your presentations.
Operator Control
By default, only the room Operator will have the Annotation Tool rights. The Operator can give a Guest the Annotation Tool right by simply right-clicking on that person's login name, select Individual Rights, and then select Enable Annotation Tool from the menu.
To enable the Annotation Tool for ALL meeting participants, place a check next to Annotation Tool in the Guest Rights box. If there is more than one Guest in the room you should not do this because anyone with Annotation Tool rights could place unwanted annotation lines, circles, or squares in the Co-Browser during the live presentation.
There are two ways to access this tool:
• From the Tools/Features menu
• From the Pointer/Annotation Tools button
To add an annotation to a web page, select Elliptic Annotation for a circle, Rectangular Annotation for a rectangle, and Linear Annotation for a line.
Once an annotation has been selected from the menu and is visible on your screen, you can right-click on it to change the thickness and color.
To move an annotation, press and hold the left mouse button, then move the annotation where desired.
To scale an annotation, press and hold the left mouse button on the green box located just outside the annotation shape. Then using your mouse, pull this green box to stretch the annotation to the desired size.
With the annotation in place and sized as desired, double-click on the annotation to lock it into position on your screen. This allows everyone to see the annotation.
To delete an annotation, right-click on it, then select Delete This Annotation from the menu.
To delete ALL annotations on a page, right-click on any annotation, then select Delete All Annotations from the menu.
To duplicate an annotation, right-click on it, then select Duplicate This Annotation from the menu.
There are three options to create a new annotation:
• The easiest method is to right-click on an annotation, select Create New Annotation, and then select the desired type from the menu.
• Click the Pointer/Annotation Tools button, and then select the desired type from the menu.
• Click the Tools/Features menu, select Annotation Tool, and then select the desired type from the menu.
With the annotation locked into position, you can scroll the page and the annotation will move with the page content.
The annotation(s) will disappear when you navigate to a different web page. They will reappear when you return to the original page where they were locked into position.
If a Guest has been given the Annotation Tool, they will have the ability to delete any or all annotations as well as adding new annotations to the screen.
To give the Annotation Tool right to a Guest, right-click on their login name, select Individual Rights, and then click Annotation Tool. To give this right to everyone, place a check in the Guest Rights box next to Annotation Tool.
How to Purchase or Upgrade an Account ^top
To purchase an account OR upgrade an existing account, click the shortcut or menu option titled; Purchase or Upgrade Your Account located on the Start Menu in the group for this program, or click here.
If you have any questions regarding the limitations and liabilities of using the Invite Guest Feature or the Custom Registration Forms builder to invite Guests to your room, click here to consult our Spam Policy.
You agreed to abide by the terms of this policy when you downloaded and installed the meeting room software and when you created a free or paid conference account.
End Guest License Agreement ^top
Do not install or use the software until you have read and accepted all of the license terms. Permission to use the software is conditional upon your agreeing to the license terms. Installation or use of the software by you will be deemed to be acceptance of the license terms. Click here to load the End Guest License Agreement.
Rev. 03.02.08