How To Guides from your
Conference Call Provider

Joining a Web Conference meeting is easy, simply follow these steps:

 

If you receive an email invitation for a Web Conference meeting, open the invitation and click the Join as Attendee link. If you were not invited by email, open your internet browser and type in the web address you were given.

 

Enter your information into the “Attend a Conference” form.

 

Click Join Conference.

 

If you no longer have the email or web address for the meeting, contact the conference owner or host.

 

Remember to press *0 if you can’t resolve your situation

In this topic: Learn how to use the AppShare feature in a web conference.

 

During the conference call service, the AppShare feature allows you to share and demonstrate software applications, or your entire computer desktop, with your participants during a live web conference. To access AppShare, simply follow these steps:

 

1. Click the AppShare button on the live conference call service toolbar.

 

Note: If you have not used the AppShare feature before, you will receive a pop-up window asking you to install the AppShare applet. This is a one-time installation; you will not have to install any more files unless the AppShare portion of the web conference conference call service solution is upgraded at a later date. Click the Yes or Always button to install the AppShare applet. Clicking the Always button will install any updates automatically in the future without displaying the pop-up window.

 

2. The AppShare menu will open within the live web conference browser. The live conference toolbar and side menu are available during AppShare sessions. Once you access the AppShare screen, your our audience will see “Please wait for presenter to share an application.” This message will remain until you share an application.

 

The following list describes the various sections and options of the AppSharescreen

 

The Display in High Color option allows you to enable high color mode for the shared application

 

The Hide Pop-up Windows option allows you to prevent application, status and other non-shared windows from appearing on top of the shared window

 

The Share in Full Screen option allows you to force a full screen view of the shared application for all attendees

 

The Refresh List button updates the list of available applications that appear in the window below these buttons

 

The Annotate button enables the AppShare Annotation option for the shared application

 

In the Click to Share section, there will be a list of applications on your computer available for sharing in your conference

 

The Stop Sharing button ends the sharing session temporarily and displays a “Please wait for presenter to share an application” message to attendees until the presenter does something else

 

The Grant Control button gives control of the shared application to the participant selected from the list below the button. Under the Grant Control section, you will see the list of participants in your conference

 

The Revoke and Revoke All buttons are used for removing AppShare control previously granted to an attendee

 

You can share any one of applications that are listed in the Click To Sharesection of the screen, or choose to share your entire desktop. Once shared, aNow Sharing icon will appear in the upper right-hand corner of the shared application, letting you know which application you are currently sharing and what your attendees are seeing. If you want to share only one program, select the application by clicking and selecting it from the list of applications. The selected application will open in front of your web conference window immediately. All meeting participants will be able to see the program in their web conferencing window and follow all of your actions within the specified application.

 

To share your entire computer desktop, including background, taskbar and desktop items, select Entire Desktop from the list of available applications.

 

Remember to press *0 if you can’t resolve your situation during your conference call service

Your Web conference can be recorded for future reference or to share with participants that weren’t able to attend your web conference. To record your Web conference, simply follow these steps:

1. Dial in with your host passcode.
2. Click on the Record button from the Live Conference toolbar. This will open a new “Recording Options” window.
3. Select the desired option (your options include recording a web and audio conference, an audio-only conference or a web-only conference).
4. Click the Record button.

 

Note: You must have a host dialed into the audio conference to record audio from a web conference. When you click on the Record button, you will be presented with your options to record based on the assumption you have an active audio conference with your web conference. To record only the audio portion of your conference, simply follow these steps:

 

1. Dial in with your host passcode.
2. Press *22.
3. Follow the prompts.

 

Note: If you begin a recording in this manner, you cannot switch to using the Record button from Live Conference toolbar in your web conference.

 

Remember to press *0 if you can’t resolve your situation

The website provides two options for web conferences:

 

1. An “always available” meeting room.
2. A “one-time” web meeting.

 

To create an “always available” meeting room, simply follow these steps:

 

1. Log in to your Meet site.
2. Under “My Meeting Accounts,” select Manage my web meeting rooms.
3. Click on the “Create New” link at the top of the pop up window.
4. On the meeting info form, fill in the meeting title, meeting room name, if the meeting should be public and viewable from the sign-in page, and options for your attendees joining.
5. After you enter your meeting room name, the URL for your meeting room will populate. This is the URL you will use whenever you wish to join your meeting room.
6. By default, your audio account will be selected for you. To change to a different audio account, select Change Audio Options.
7. You can select other options by expanding the available fields, including the option to upload presentations or files before your meeting time and date, selecting Polling Questions or selecting Evaluation options.
8. After completing the options, click Save. You will be taken back to the Home page and your “always available” meeting room will be created and available for use.

 

To create a web conference “one-time” web meeting, simply follow these steps:

 

1. Log in to your Meet site.
2. Under “My Meeting Accounts,” select Schedule under the “Web and Audio Meeting” item in the “Meet” section.
3. Select the “limited availability web meeting” link below your always available rooms.
4. By default, your audio account will be selected for you. To change to a different audio account, select Change Audio Options.
5. Enter the following meeting information:
   1. Type in a meeting title. “Web Conference” will be automatically entered but you can change it.
   2. Enter the date, time and time zone for your meeting.
   3. Decide if your meeting should be Public and viewable from the sign-in page.
   4. Select the Advanced Options by expanding the available fields, including the option to invite attendees or additional presenters, upload presentations or files before your meeting, select registration options, choose polling questions or an evaluation form to be presented to your attendees after the meeting.
6. After completing the options, click Save. Your invitations will be sent if you selected to send out invitations to attendees and/or additional presenters at the time you save the meeting.

 

You will be taken to the “Find a Meeting” page and your scheduled “one-time” web meeting will be listed.

 

Remember to press *0 if you can’t resolve your situation

In this topic:Learn more about how you can upload content to your Web Conference meeting after it has started.

 

f your online conferencing meeting is already in progress, you can still attach your content to the conference any time before the conference ends. Simply follow these steps:

 

1. Click the Content Library button from within your web conference.
2. Upload your presentation during the conference using the Upload Presentation link.

 

In addition, you can upload and attach content to your conference by following these steps:

 

1. Sign into your Meet site.
2. Locate the conference, click on the title of the conference, then click Edit
3. Select Presentation Options. This will allow you to add a presentation from your content library or add a new presentation.
4. Save the conference.

 

Once you have saved the conference, the presentation will be available within the live conference shortly.

 

Note: larger presentations may take longer to upload before they are available.

 

Additional Considerations:

 

	The only content type supported for presentations is Microsoft® PowerPoint (.PPT)
	Presentations larger than 128 MB will not load
	If you would like to show a Microsoft Word document or other type of file in your conference, you will need to use the Application Share feature
	If you would like to share content that is larger than 128 MB, you will need to use the Application Share feature
	If you want to show your presentation immediately, you can use the Application Share feature to show the presentation if the file is on your computer

 

You also can make all content available to you and other hosts for every conference you have by default, if you are a Hub Group Administrator or a Hub Administrator, by following the steps below.

 

Note: Doing this will change the settings for every user on the site.

 

1. Sign into your Meet site.
2. Access the Administration page under Hub Management (you will see your site listed).
3. Click on the site’s Edit button.
4. On the “Edit Hub” page, select all of the options in the Content Options section of the page (Presentations, Polling Questions and Uploaded Files).
5. Save your changes.

 

Remember to press *0 if you can’t resolve your situation