Global Crossing Ready-Access Web Meeting



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Chairperson Guide

Web Meeting Version 8

November 2007

Table of Contents

GETTING STARTED 3

CHAIRPERSON COMMANDS AND FEATURES 3

DETAILS & FEATURES 5

SECURITY FEATURES 6

METHODS FOR SECURING YOUR CSC CONFERENCE SPACE 6

“MY CONFERENCE SPACE” - WEB MEETING INTRODUCTION 7

CHAIRPERSON: STARTING A WEB MEETING 8

ABOUT THE CONFERENCE CENTER 9

CUSTOM REGISTRATION 12

VIEW MEETING REPORTS 13

PARTICIPANTS: JOINING A WEB MEETING 14

CONFERENCE CONTROLS OVERVIEW 15

CONFERENCING CONTROLS 15

SLIDE CONTROLS 16

SETTING CONFERENCE PREFERENCES 16

THE OPTIONS MENU 16

RECORDING 17

RECORDING A MEETING 17

RECORDING A MEETING THROUGH WEB MEETING CONTROLS 17

RECORDING A MEETING THROUGH “MY CONFERENCE SPACE” TOUCH TONE COMMANDS 18

RECORDING ARCHIVE MANAGEMENT 18

ACCESSING A RECORDING THROUGH THE CONFERENCE CENTER 18

WORKING WITH YOUR RECORDINGS 19

RECORDING PLAYBACK 20

PLAY RECORDINGS BY DOWNLOADING ON YOUR COMPUTER 20

EDITING RECORDINGS 21

APPLICATION AND DESKTOP SHOWING 22

VARIABLE COLOR/BANDWIDTH ADJUSTMENT 25

SLIDE PRESENTATION MODE 25

SLIDE PRESENTATION TOOLS 26

SLIDE PRESENTATION 26

ANNOTATION TOOLS 27

PARTICIPANT MANAGEMENT 28

WHO IS A CO-PRESENTER 28

APPOINTING A CO-PRESENTER 28

APPLICATION SHOWING AMONG CO-PRESENTERS 29

GRANTING CONTROL 29

CHAT 32

CHAT OPTIONS 32

CUSTOMER CARE 34

GETTING STARTED

SETTING UP & RUNNING A CSC CONFERENCE CALL

1. If this is your first time using CSC Conference Space, familiarize

yourself with the capabilities of the chairperson conference commands

(see command list on next page).

2. Inform all participants of the date and time of the conference and provide them with the CSC Conference Space phone number and 7-digit access code that you were provided in your subscription confirmation e-mail.

3. If you plan on using the CSC Conference Space’s Web Meeting slide

Presentation, desktop and application sharing features, also provide participants with this URL to join the Web Conference:

4. When it is time for your conference, first dial in on the

CSC Conference Space phone number, enter your 7-digit access

code, then listen to the prompts to enter your Chairperson passcode to begin the conference.

5. Next, login to your My Conference Space Web Meeting at

see detailed instruction in next section) and select “Start Conference”.

6. Invited conference participants dial your CSC Conference Space phone number at the designated time, enter the 7-digit access code when prompted,

and the conference is underway.

7. If a slide presentation is used, the participants can

view your slides using a standard web browser. (There are no

plug-ins required for the participant). Participants go to and select “Join Conference”

CHAIRPERSON COMMANDS (via phone… during conference)

*similar functionality is available via the web interface see Details & Features – Web Meeting section).

CHAIRPERSON COMMANDS AND FEATURES

| | |

|Command |Feature |

|-*- -1- |Dial out to a participant |

| |-*- -1- |Join new participant to the conference |

| |-*- -2- |Join new participant and dial another |

| | |participant |

| |-*- -3- |Disconnect line and rejoin conference |

| |-*- -4- |Disconnect line and dial another participant|

|-*- -4 |Lock conference (prevent new participants) |

|-*- -5- |Unlock conference (allow new participants) |

|-*- -6- |Mute line |

|-*- -7- |Unmute line |

|-*- -8- |Allow conference to continue after you disconnect |

|-*- -9- |Automated roll call of conference participants (if activated) |

|-*- -#- |Count the number of participants on the conference |

|-#- -#- |Mute all lines |

|-9- -9- |Unmute all lines |

|-0- -0- |Ask for operator |

|-*- -*- |List available commands |

|-# 1- |Listen Only turned On |

|-# 2- |Listen Only turned Off |

DETAILS & FEATURES

CONFIGURING YOUR CONFERENCE OPTIONS

Your Conference Space was issued with default CSC Options settings.

To change the Options to better suit your needs, simply dial your Conference Space phone number and enter the 7-digit access code as usual. Identify yourself as the chairperson by pressing * and entering the chair passcode. Then Press 2 and follow the voice menu commands to change feature options shown below. These may also be changed via the web meeting Options button :

Quick Start ON / OFF (CSC Default = OFF) - When Quick Start is turned “OFF” the chairperson must be present and start the conference. Participants stay in a music hold mode until the chairperson starts the conference. This allows the chairperson to strictly control usage of their Conference Space and is default (preferred) security setting.

When Quick Start is turned “ON” the chairperson DOES NOT need to be present for the conference to commence. All participants go into conference after entering the My-Bridge access code. This option may be set and left or changed on a per meeting basis. Please note that you should NOT select this option if you discuss confidential or proprietary topics.

Auto Continuation (CSC Default = ON) - When Auto Continuation is set to ‘ON’ it allows the audio conference participants to continue the conference, even if the chairperson disconnects.

Entry/Exit Announcement (CSC Default = TONES) - You can decide to have entry/exit indications set to tones (beeps) or silent or if Name Record is enabled it can be set to Name Announce.

Through the same telephone interface method, you can also adjust the following:

Chair Passcode – You have the ability to change your confidential chairperson passcode as and when required to create a higher level of security.

Follow the prompts under account options to select a 4-9 digit chairperson passcode.

Security Code – For extra security, you may add an additional unique security code that participants must enter to gain access to your conference. Follow the voice prompts prior to starting your conference to select a 4-9 digit security code for any meeting. (see Security section for more details).

SECURITY FEATURES

METHODS FOR SECURING YOUR CSC CONFERENCE SPACE

You can use any of the following security features alone or in combination to secure your CSC Conference Space:

Method 1: Assign a unique Conference Security Code for confidential meetings

Method 2: View Participants Calling Line ID, Conduct Roll Call

Method 3: Dial out to Participants

Method 4: Lock Conference

Conference Security code

1. At conference start time, Dial your CSC Audioconference Phone Number

2. Enter your 7-digit Conference Access code, then -#-

3. Press -*- , enter your Chairperson Passcode, then -#-

4. Press -1- to start your conference

5. When prompted, enter a 4-9 digit Conference Security Code then press -#-

This security code only exists for the duration of your meeting. You will need to share this code with invited participants prior to the start of your meeting.

View Calling Line ID / Conduct Roll Call

1. Using browser, go to and select “Start Conference”

6. When the Chairperson Login screen is presented, enter your “CSC Conference Space” phone number, 7-digit access code and Chairperson passcode. Then Click “Login.”

7. Viewing Calling Line ID: After you login you will be presented with the CSC Conference Space screens. You will see the Calling Line ID’s of your participants in the “number” field.

8. Roll Call/Play Name: Select the “Options” button and then check the “Name Record” (current and future conferences) box. All participants will then be prompted to state their name when entering the conference.

9. At anytime during the conference, highlight any of the participants and then click the “Play Name” Button. You will hear the name of the selected participant. You can use this to authenticate. You can remove any unwanted or unauthorized participants by highlighting that participant and then clicking the “Disconnect” button.

Dial out to Participants

1. Using browser, go to and select “Start Conference”

0. When the Chairperson Login screen is presented, enter your “CSC Conference Space” phone number, 7-digit access code and Chairperson passcode. Then Click “Login.” Click the “Dial” button. In the dialog box that appears enter the phone number of the person you wish to add to your conference. The system will then dial to that participant

0. When the party answers, add them to your conference by clicking the “Join” button

1. You can keep track of who is in your conference by typing their name in the “Name” field beside the “Number” field.

2. You can also Dial out to participants using the *1 command series on your phone keypad. For further details, see the Chairperson Command and Features chart at the end of this document.

Lock Conference

1. Using your browser, go to and select “Start Conference”

1. When the Chairperson Login screen is presented, enter your “CSC Conference Space” phone number, 7-digit access code and Chairperson passcode. Then Click “Login.”

2. Once you have all invited parties in conference, lock your conference by checking the “Lock Audio” checkbox in the conference management section of the Audio Controls tab.

10. You can also “Lock” the conference using the *4 command from your phone keypad. For further details, see the Chairperson Command and Features chart at the end of this document.

“MY CONFERENCE SPACE” - WEB MEETING INTRODUCTION

“My Conference Space” - Web Meeting includes all the key features commonly used in web conferencing such as slide show and collaborative sharing of applications. Web Meeting is fully integrated with “My Conference Space” Audio.

“My Conference Space” Web Meeting allows you to:

➢ Manage your audio bridge via web browser

➢ Show slide presentations and graphics to meeting participants

➢ Designate multiple co-presenters in your meeting

➢ Show your desktop to meeting participants

➢ Show applications from your computer to meeting participants

➢ Collaborate on documents in real time.

➢ Record a conference (audio only or include synchronized visuals)

➢ Visit Web sites and show to all attendees.

CHAIRPERSON: STARTING A WEB MEETING

Login to “My Conference Space” Web Meeting using your CSC Conferencing credentials (conference phone number, access code and chairperson pass code) as follows:

1. Go to:

2. Select Start Conference

3. When the Login screen is presented, enter your “My Conference Space” phone number, seven-digit access code and chairperson pass code.

4. Click Login. The application will check your browser configuration and you will see a warning to not close the browser window.

5. NEW You will enter the Conference Center (see below)

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6. NEW To access your web conference, click the green Start A Meeting button located in the upper middle of the page. Then click the “start web conference” button in the upper left hand corner to start your web meeting.

NEW - ABOUT THE CONFERENCE CENTER

The main Conference Center page provides access to all of the tools available to you as the Chairperson. From this page, you can:

▪ Start a Meeting - This button opens up the chairperson controls and allows you to begin an ad-hoc web conference.

▪ Create New Invitation – This feature not currently available to CSC employees.

▪ Edit Participant Registration - This menu allows you to edit the participant and recording registration page.

▪ View Reports - You may generate web, audio, and recording conference reports through this menu item.

▪ Manage Recordings - Delete, save, rename, edit, play, and email recordings through this menu option.

▪ Podcast Feed Settings – This feature not currently available to CSC employees.

▪ Time Zone – You can set the default time zone for the application. Times for the invitation list will be displayed in this time zone. Additionally, invitations will default to this time zone.

Create Meeting Invitation – This feature currently does not integrate directly with Lotus Notes. However, you can create invitation then copy and paste into your Lotus Notes calendar invitation.

This section allows you to create conference meeting invitations. The first page of the invitation screen is below.

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From this page, you supply the information for your invitation.

Conference Title: Give your conference a title.

Host(s): This is the event speaker is different than the chairperson.

From Email: This is the address that participants can reply to in order to accept the invitation or to ask any additional questions.

Date: use the calendar to select the date of your event.

Time: Select the time of the conference as well as the time zone.

Duration: Set the length of the conference.

Conference Type:

Web & Audio: Choose this option if you are going to use both the audio and web service

Audio Only: This invitation is for an audio conference only.

Web Only: Use this option for a web conference

Conference Phone Numbers: The US/Canada toll-free number is automatically populated. You may add additional international toll-free numbers if you have international participants joining the call. You may also choose to add a link in your invitation that users can visit to see a list of all available International toll free phone numbers for your conference.

Description: Write a short description of the conference to your participants.

Click Next to be taken to your meeting invitation detail page.

In the Conference center home page, all current scheduled meeting invitations will appear in the box under Meeting Invitations.

You can view the invitation details and then cut and paste into your standard Lotus Notes meeting invitation.

Clicking on a particular meeting invitation brings up the following page with the meeting invitation details:

|From: |MICHELLE ABEL |

|Subject: |Audio Conference Invitation |

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You have been invited to attend this Audio conference by MICHELLE ABEL.

|Title: |Product Training |

|Date: |11/04/2007 |

|Time: |02:30 PM Eastern Standard Time |

|Duration: |1 hour |

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Audio Conference Information:

Conference Phone Number(s):

U.S. & Canada:  800.XXX.XXXX

Access Code: XXXXXXX

You will be placed on music hold until MICHELLE ABEL starts the audio conference.

[pic]Web Conference Information:

Test your computer for compatibility prior to the conference



Click here to join the meeting:



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For help in joining the conference, contact your customer care department

CUSTOM REGISTRATION

You may edit the registration information required of your participants from this screen.

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Input the name of the customer data you wish to track and check the box if you want to make it required information. You may also add custom fields in order to gather specific information from your participants.

Note: This is also the registration information that will be requested from people accessing your recordings.

VIEW MEETING REPORTS

You may view your web and audio reports from this selection. The reports will detail the registration information for each participant. You may also download the file as well.

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To access your recordings through the chairperson controls, while in your web conference, click the Reports button. The recording management screen will open. To access your recordings through our website, log into the Conference Center and choose Manage Recordings from the menu (see recording section)

PARTICIPANTS: JOINING A WEB MEETING

1. Direct participants to:

2. Participants select Join Conference

3. When the “My Conference Space” Login screen is presented, enter the conference phone number and seven-digit access code provided by the chairperson.

4. Click Start. The application will check your browser configuration and you will see a participant registration screen. Fill in the required fileds. Once you have input your information click Submit.

5. Participants who login will initially see the Participant Lobby screen if the Web Meeting has not started. If you login after the Web Meeting has started, participants will see the visual that the Chairperson is showing to participants at that time.

CONFERENCE CONTROLS OVERVIEW

This section gives a brief overview of the controls available to the chairperson during your conference.

CONFERENCING CONTROLS

The chairperson controls are located on the left side of the Web Meeting conference screen to help you manage your conference.

➢ Start/Stop Web Conference: Click this button to start and stop your web conference. When start is clicked, any participants in the lobby will be placed into conference.

➢ Select Action…: Switch between application showing, slide showing, desktop showing or grant control from this menu.

➢ Help: Online Help

➢ Participant List: Lists the participants in conference as well as:

o Icons for web and audio

o Name (Web Only)

o Mute/Unmute Status

o Questions

o Originating phone number(Audio Only)

➢ “My Conference Space” Conference Management

o Dial: Dials out to a participant from within the conference.

o Disconnect: Disconnects a participant from web or audio.

o Play Name: Plays a participant’s name if name record has been activated under Options.

o Mute All: Participants can unmute themselves by hitting *7 on their phone.

o Unmute All

o Operator: Dials out to an operator for assistance. This is helpful when you are experiencing audio problems.

o Record: Records a conference. Please wait for the recorder to join the participant list.

o Listen Only: Participants are muted and cannot unmute themselves.

o Continuation: Choose this option if you want the conference to continue after you (the chairperson) have logged off.

➢ Lock Audio: This option locks the conference and prevents new participants from joining

➢ Phonebook: The phonebook can be populated with frequently dialed numbers. You can use the interface to dial out to one or up to 20 participants at once. In the phonebook interface, you can add new numbers, edit numbers and delete numbers. Simply move numbers over to the dial list using the arrow keys and use Dial to call individually or Dial All to call all participants at once (up to 20).

➢ Options: Allows you to change the present and future settings of your conference space. The Options menu allows you to optimize for speed, set name record, and turn on quick start. Please refer to the Setting Conference Preferences section for more information.

➢ Recordings (if enabled): Allows the chairperson to access their recordings while in conference.

➢ Status Light Indicators: These indicators tell you if the conference has been started, if the call is being recorded, and if there are any questions.

SLIDE CONTROLS

The slide controls allow you to manage your Powerpoint presentations by uploading files, making annotations, and previewing slides.

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➢ Insert: Allows you to upload PowerPoint presentations or jpegs.

➢ Delete: Allows you to delete one slide or all of the slides in a presentation.

➢ Annotation Tools: You have numerous annotation tools available to you. Arrows, check marks, highlighters, and colored pens.

➢ Erasers: You have a single eraser and an erase all.

➢ Slide Show: Places the presentation into full screen mode. Click Restore to return to the original state.

➢ Preview: You can preview slides before you show them to your participants with this command.

➢ Arrow Keys: You may move through the slides using these keys.

SETTING CONFERENCE PREFERENCES

You can use the CSC Conferencing default settings, or change them to meet your needs using the Options menu described below:

THE OPTIONS MENU

The web interface allows you to set several options on your account that will help you personalize your conferences. The Options button on the moderator controls give you access to the account options menu.

The Options menu is broken into three sections.

➢ The Chat section allows you to enable/disable chat for future conferences.

➢ The Application Showing slider allows you to optimize your application showing for better performance. By choosing highest quality, your participants will receive a true color representation of your application. By choosing fastest performance, you will decrease the amount of color information sent thereby increasing transfer speeds.

➢ The Enable Title Bar Button enables/disables the “Showing” button on shown applications.

➢ Entry Announcement sets the announcement heard when participants join the conference.

o Tone: Beeps will be heard when participants enter the conference.

o Silent: Participants enter the conference silently.

o Name: If name record is on, the participants name will be played when they enter the conference.

➢ Name Record: If you want names to be played upon entry, this box must be checked along with appropriate name entry announcement. This option will also allow you to play back the names of participants by double-clicking on their audio line in the conference controls.

➢ Quick Start allows the conference to start when the chairperson has not yet arrived.

RECORDING

By default, all CSC “My Conference Space” subscriptions have the recording function disabled. If you require requiring capability, please request it via the customer care center at 800-659-4633 or +1-514-282-4063

Distributing recordings of your Web Meeting sessions is a powerful method of making meetings You can record part or all of a presentation (including the audio portion), and then make the recording available to others to view later at their convenience.

A Web Meeting session recording is from the perspective of the attendee. It includes the slides that you show at the meeting, any notes you take or annotations you make on those slides, and any questions and answers posted to all meeting participants. (It does not include any private questions and answers, or chat sessions.) Web Meeting also has the capability to record the audio component of a meeting and synchronize it with the recorded visual portion of the session.

RECORDING A MEETING

You can quickly and easily record a meeting in two different ways:

1. Using Web Meeting or

2. Using “My Conference Space” touch-tone commands via your phone keypad.

RECORDING A MEETING THROUGH WEB MEETING CONTROLS

To record a conference using the Web Meeting controls:

1. Start a web and audio conference and establish yourself as the chairperson.

2. Check Record using the moderator controls as shown in the screenshot on the following page.

3. A recorder will join the list of participants and you will hear a message played into your audio conference that says “This conference is now being recorded.”

RECORDING A MEETING THROUGH “MY CONFERENCE SPACE” TOUCH TONE COMMANDS

To start a recording using “My Conference Space” commands:

1. Start an audio conference and establish yourself as the chairperson Press *2 on your phone. Wait for the prompt and hit 1 to start the recording.

RECORDING ARCHIVE MANAGEMENT

After you create a recording it is automatically saved on the record hosting server. You can access and manage your hosted recordings online for 5 days.

Please Note: After 5 days the recording is deleted. If you want to save the recording down load the file to your PC.

NEW - ACCESSING A RECORDING THROUGH THE CONFERENCE CENTER

1. To access your recordings go to , click the Manage Recordings button provided on the left had side of the Conference Center panel.

NOTE: You may also access this new page from the Chairperson Console “Reports” link.

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2. The archive management screen will open. The management screen allows you to manage your recordings and set certain permissions and preferences.

WORKING WITH YOUR RECORDINGS

If you move your mouse cursor over one of the recordings, a menu will appear with several options. The menu is displayed below.

There are several options available to you.

➢ Play: This will play the recording provided you have a Flash player. For more information on playback, please see the section entitled Recording Playback within this chapter.

➢ Download: This option allows you to download the audio portion or the audio and visual.

➢ Email: Selecting this option will allow you to e-mail the recording link.

➢ Rename: Changes the name of the recording.

➢ Reports: Generates a report for the selected recording that gives playback information as well as listener information. The reports can be saved as a text file.

➢ Pass code: Set a password on the recording to ensure privacy.

➢ Delete: Deletes the selected recording. This cannot be undone.

➢ Notification: Check this box when you want an e-mail generated to you each time the recording is viewed.

Registration: This feature requires participants to register before they view the recording.

RECORDING PLAYBACK

You may playback recordings through the Archive Management interface or you may download them onto your computer and play them. Playback requires the Macromedia Flash player. You may download the flash player from the site . Click on the Flash icon on the right hand side of the web page and follow the instructions for installing.

PLAY RECORDINGS BY DOWNLOADING ON YOUR COMPUTER

You may also play back your recording by downloading it to your computer.

1. From the Archive Management screen, choose the recording you wish to download and click Download.

2. Choose whether you wish to download the audio only or audio and visual and select a destination.

3. When the download is complete, you will have a zipped folder with the recording residing in your selected destination.

4. You must unzip the folder before attempting playback. Right click on the folder and choose Extract All to unzip it.

5. Choose a destination to unzip to and click Next.

6. Open the unzipped folder to make its contents available. Three items will be visible.

7. Click on the Index.html file to play the recording. The file uses the resources in the Lib folder for playback.

NEW - EDITING RECORDINGS

You can customize your recording by creating cut points that allow you to remove portions of the recording for a more professional playback. NOTE: You must edit the recording while it is posted on the server (cannot EDIT after downloading).

You must log into the conference center with your MyConferenceSpace credentials, access Manage recordings, and select a recording, and choose Edit recording. Enter the beginning and ending counter times for the portions of the recording that you want to remove:

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When you click on the Add Cut Point button, your selection will be added to the Cut Points list. Once you have entered all of the desired edits, click on the Make Cuts button to process your changes. This may take several minutes. Note: You may create as many cut points as you need to refine your recording.

Your playback will now reflect the cuts you have made. If you wish to discard your changes and return to the original recording, click the Revert to Original button. You can revert to the original recording any time (even after saving changes) as long as the recording is hosted on the server.

Recording Playback Report: Web Meeting generates a report for the selected recording that gives playback information as well as listener information for the 5 days prior to deletion or until user downloads file to their PC. The reports can be saved as a text file

To view a real-time report showing playback activity for a recording

1. Select the "Report" button.

2. The report header includes basic information about the recording such as

➢ Date created

➢ Name

➢ File duration and total playbacks to date.

➢ A line item is listed for each time the file was accessed, showing the date and time it was viewed. If viewer registration information was collected (name, company name, phone number and email address) then it is also displayed. This report can be saved to your desktop by selecting the "Save" button in upper right corner.

APPLICATION AND DESKTOP SHOWING

Broadcast any visuals, applications, web pages, or documents to remote participants in real-time with Web Meeting Application and Desktop Sharing.

The drop down box (Select Action…) next to the “Start Web Conference” button will allow you to choose: Slide Presentation, Desktop Showing Presentation, or Application Showing. Slide Presentation is the default setting.

DESKTOP SHOWING

Desktop showing mode allows you to show everything that is currently open on your desktop. It is important to note that desktop showing displays all applications and all actions performed by the chairperson.

To show your desktop:

1. Choose Show my desktop from the dropdown menu.

2. You will be prompted to close any sensitive documents before entering desktop presentation mode. Click Continue and participants will be able to see your entire desktop.

3. You will notice a Showing button in the top right hand corner of your shown application. If you click on the Showing button it will expand to reveal different options.

➢ From this menu, you can present slides (which will put the conference back into slide presentation mode), show a specific application or grant control.

➢ If you choose to show an application, the application showing screen will allow you to choose the appropriate application. All other applications will be hidden.

STOP DESKTOP SHOWING

There are two ways to stop Desktop Showing:

1. From the Showing Icon on the application’s title bar. Click the Showing icon in the application you are showing and click “Stop Showing.”

2. From the Select Action Drop Down. Get out of the application you are showing and go back to the “My Conference Space” Web Meeting conference application. From the Select Action drop down menu box, select “Stop Showing.”

APPLICATION SHOWING

You may use application showing to show any applications which are currently open on your computer. You may show web browsers, word documents, spreadsheets, and proprietary software.

To show an application:

1. Choose Show my applications from the drop down menu.

2. You will be shown a selection box with all of your currently opened applications listed.

3. Check the application you wish to show and click OK.

4. You will notice a Showing button in the top right hand corner of your shown application. If you click on the Showing button it will expand to reveal different options.

➢ From this menu, you can present slides (which will put the conference back into slide presentation mode), show a specific application or grant control.

➢ If you choose to show an application, the application showing screen will allow you to choose the appropriate application. All other applications will be hidden.

5. All other applications will have a Not Showing button on them. You may also toggle this button to change your presentation mode, show the current application, or switch to slides. You may also return to the conference controls to stop showing an application. Select Present Slides and you will be placed back into slide presentation mode.

STOP APPLICATION SHOWING

There are two ways to stop Application Showing:

1. From the Showing Icon. Click the Showing icon in the application you are showing and click “Stop Showing.”

2. From the Select Action Drop Down. Get out of the application you are showing and go back to the “My Conference Space” Web Meeting conference application. From the Select Action drop down menu box, select “Stop Showing.”

VARIABLE COLOR/BANDWIDTH ADJUSTMENT

Variable Color/Bandwidth Adjustment is a specialized feature that allows chairpersons to adjust the color resolution to improve application sharing performance for slower speed networks. It is done in real time.

To adjust the color for application showing

1. Click on Options on the conferencing control panel

2. Move the slider on under the Application Showing section to the desired resolution

3. Click OK

SLIDE PRESENTATION MODE

Slide presentation mode allows you to present PowerPoint presentations and images to your conference participants. In slide presentation mode, you may upload PowerPoint files or jpegs. All other applications or files must be shown using the show my applications action. Slide presentation mode is the best mode for displaying static PowerPoint presentations. This mode is the least resource intensive and easiest for all participants to receive (regardless of connection speed) because it uses caching which increases slide transfer rate to participants.

To switch into slide presentation mode:

1. Expand the Select Action dropdown menu next to the Start/Stop Web Conference button.

2. Choose Present Slides from the choices available. A dialog box will appear asking if you would like to start the conference if you have not done so already.

1. To move through the slides, use the arrow buttons in the lower right hand corner or double-click on the slide you wish to present.

SLIDE PRESENTATION TOOLS

Before you begin your meeting, import the Powerpoint presentations that you want to use. Presentations are stored in Web Meeting until they are deleted by the chairperson. Both chairperson and co-presenters have the ability to import (insert) presentations during the meeting as well.

1. Click Insert on the Slide Control Bar

2. Choose the presentation you want to insert from the Upload Files dialog box

3. Click Open. The presentation will start to upload.

SLIDE PRESENTATION

Once the presentation is loaded the slides appear on the bottom right half of the web conferencing area as thumbnail images.

You can use the following functions on the Conference Control screen to manage your presentations.

|Slide Deck |You can store multiple presentation files in your Web Meeting interface. The files will remain there until |

|(Thumbnails) |you delete them. The slide deck displays a thumbnail-sized version of your slides. To present a slide to |

| |all participants viewing the web portion of the conference, simply double-click on the desired slide or use|

| |the arrow keys at the bottom right hand of the screen. |

| |Also there are right click functions on the thumbnails. If you select first thumb for example and right |

| |click on it, you have the option to insert before, insert after, delete, next, previous |

| | |

| | |

| | |

| | |

|Insert |This button will add another presentation file or image to the current slides. The new presentation file is|

| |inserted directly following the slide that you select (click once to select and it will be highlighted in |

| |red). If you want to add the new presentation to the end of the current slide set, select the last |

| |thumbnail in the slide set, then select "Insert." You can also use the "Insert" button to simultaneously |

| |upload multiple presentations by using the Shift or Control key to select multiple files on your desktop. |

| |. |

|Delete |This button removes the currently selected thumbnail slide. You can use the Shift or the Control key on |

| |your computer to highlight several slides to delete. You may also check the option in the "Delete" popup |

| |box that allows you to delete all the presentation files currently stored in your Web Meeting. |

|Slide Show |Slide Show gives you the option to go to a full screen mode. Using Slide Show will hide the Conference |

| |Controls tab from room participants while keeping key functions like Annotation tools, a slide counter, and|

| |arrow keys. To go back to the normal Chairperson view, click the “Restore” button. |

|Preview |To preview a slide without displaying it to all participants, click once on the slide to highlight it and |

| |then select the preview button. The slide will be displayed in a pop-up window. Use the arrow keys on the |

| |Preview Pane to horizontally scroll through the slide deck. |

|Arrow Keys |To advance a slide in the slide deck either double click on it or use the arrow key. The arrow buttons |

| |allow you to move forward and backward to display slides in the presentation. You can also use the scroll |

| |bar next to the thumbnail slide deck to locate a particular slide, and then double click on it to display |

| |it in the slide window. |

ANNOTATION TOOLS

Use the Annotation tools to “mark up” slides when in Slide Presentation mode. Select an annotation tool by clicking on it. To deselect, click on the tool again. These annotations on your presentation will be seen by participants. If you are recording your Web Meeting, the annotations will be recorded as well. You will be able to select from the following

2. Pointer: An arrow, dot or checkmark may be used to point to information in the displayed slide

3. Highlighter: Ability to draw a thick line to highlight an area of the slide

4. Writer – Ability to draw a thin line or write notes on the slide

5. Eraser: Select an arrow or highlighted line and remove from the screen

6. Clear: clears all arrows and highlighted lines from the slide.

PARTICIPANT MANAGEMENT

CO-PRESENTING IN WEB MEETING

“My Conference Space” Web Meeting allows you to grant co-presenter status to any participant in the conference who has a valid version of Java. Co-presenters must have a “chairperson required version” of java supported by Web Meeting; a participant test is done at login to show if they can become a co-presenter. If they do not have the required Java version they will have the opportunity to download it prior to entering the meeting. Co-presenter status enables a participant to gain additional functionality allowing them full control of the web conference and minimal control of the web meeting.

WHO IS A CO-PRESENTER

Co-presenters will often share the responsibilities of presenting with the chairperson. A co-presenter can disconnect participants, mute/unmute participants, grant control of applications, upload/delete/preview/present slides or switch presentation modes. However, a co-presenter cannot appoint another co-presenter, disconnect the chairperson, or manage the conference audio controls.

APPOINTING A CO-PRESENTER

To make a participant a co-presenter:

1. Expand the action arrow next to the participant’s name to reveal the menu.

2. Select co-presenter and the participant who was appointed co-presenter will have their icon change from a computer to a gavel.

3. When a participant is made a co-presenter, a dialog box will appear on their screen notifying them that they are now co-presenters.

APPLICATION SHOWING AMONG CO-PRESENTERS

Web Meeting allows you to appoint multiple participants as co-presenters. Each one of these co-presenters can show their applications and desktop or remote control another person’s computer. It is common to have more than one co-presenter who will be showing information or applications with the conference participants. When this occurs, the gavel of the active presenter is colored green. Each co-presenter will have their own set of conferencing controls visible to them.

GRANTING CONTROL

Granting control allows you to give control of your computer or application to another participant. This does not require the participant to have any version of java other than the basic version required for a participant to join Web Meeting.

Only a chairperson or co-presenter can grant control to another member of the conference. A chairperson or co-presenter can grant control of an application or of their own desktop through the conferencing controls or through the Showing/Not Showing button.

The conferencing controls allow you to grant control in two different ways.

➢ Through the presentation mode drop down menu

➢ Through the participant action arrows next to the participant’s name.

To grant control using the Select Action drop down menu:

1. Select Grant Control of my Desktop from the drop down menu. A dialog box will appear asking if you would like to start the conference if you have not done so already.

2. To end control, select End Control from the drop down menu.

To grant control through the participant action arrows:

1. Expand the action arrow next to the participant’s name to reveal the menu.

2. Select the Grant Control option and select desktop.

3. When a participant is granted control of your desktop a dialog box will appear notifying them that they are now co-presenters.

3. To end control, select End Control from the drop down menu.

To grant control of an application through the drop down menu, first open the application, then:

1. Select Grant Control of my Applications from the drop down menu.

2. Select an application and a participant and click OK. A modal box will appear for the selected participant telling them they now have control.

3. The chairperson or co-presenter who granted control will also receive a modal box notifying them of the change.

To end control, select End Control from the drop down menu

To grant control of an application through the participant action arrows

1. Expand the action arrow next to the participant’s name to reveal the menu.

2. Select an application and a participant and click OK. A modal box will appear for the selected participant telling them they now have control.

3. To end control, select End Control from the drop down menu.

4. The chairperson or co-presenter who granted control will also receive a modal box notifying them of the change.

The participant currently controlling an application or desktop will see “Remotely Controlling Presenter’s Computer” in the top of their browser bar. The chairperson controls are updated to reflect who is remotely controlling by using two green arrows next to the participant’s name.

CHAT

Chat allows participants and presenters to communicate to each other through the web interface. Chat is also a way to ask questions during a conference. “My Conference Space” Web Meeting includes several ways to enhance your conference experience. Some of the most common uses for chat are:

➢ Coordinate presentations between presenters

➢ Coordinate presentations between a participant and presenters

➢ Conduct a Question & Answer session

➢ A method for participants to ask questions

Chat is disabled until you start the Web Meeting. To send a message, use the drop down box to choose which participant should receive the message, type the message in the text field then press the “Send” button.

CHAT OPTIONS

The chairperson and co-presenters have several options available to them when they chat. There are four chat options in conference.

➢ Presenters can chat one-on-one privately (even the chairperson cannot view this) to another individual presenter.

➢ Presenters can chat to all other presenters in the conference (participants do not view this content). This allows different presenters to coordinate their conference in a seamless fashion.

➢ The chairperson can also chat to everyone in the conference by selecting All from the expanded menu.

➢ Presenters can also chat to individual participants. This allows presenters to have a private conversation with one or more participants at any given time.

Chairpersons and co-presenters can also field questions by participants at anytime during the conference and manage these verbally on the “My Conference Space” call. When a participant selects the hand raise button the presenters will see the participants name highlighted and a question mark in the question column. This allows the chairperson or a presenter to call on a participant or unmute the participant’s phone line so they can ask their question.

INSTALLING THE JAVA PLUG-IN

If you do not already have the Java plug-in installed, the Web Meeting service will automatically install it for you the first time that use Web Meeting. If you encounter problems with this one-time installation please contact the CSC Conferencing Help Desk for assistance.

SYSTEM REQUIREMENTS

The “My Conference Space” Web Meeting service uses Java, a general purpose programming language well suited for use on the Internet. Small Java applications are called Java applets and can be downloaded from a web server and run on your computer by a Java-compatible web browser, such as Netscape Navigator or Microsoft Internet Explorer. Most computers come with Java installed on them. In the event that your computer does not have Java installed, you will need to download and install Java before using “My Conference Space” Web Meeting. The basic Java requirements for “My Conference Space” Web Meeting are listed below. For the most up-to-date, detailed requirements please check this link:

Chairperson Java Requirements

|Platform |Browser |Java |

|Windows( (98, 2000, XP, Vista() |IE, Netscape, Safari, Firefox(, Mozilla( |Any version 1.3.1 or higher (except 1.4.0) |

|Apple Macintosh | | |

|Linux – 2.4+ Kernel | | |

Participant Java Requirements

|Platform |Browser |Java |

|Windows (98, 2000, XP, Vista) |IE, Netscape, Safari, Firefox, Mozilla |Any version 1.1.4 or higher (except 1.4.0) |

|Apple Macintosh | | |

|Linux = 2.4+ Kernel | | |

The Java requirements for a participant are different than for a chairperson. To be a participant, Java 1.1.4 or higher is required. To conduct a conference as a chairperson, Java 1.3.1_03 or higher is required.

Caution: No version of Java 1.4.0_x is supported by the service.

CUSTOMER CARE

For questions or help with Web Meeting call Customer Care 1-800-659-4633 in the US , 1-514-282-4062 for Canada and International locations or 0800-528-0698 in the UK. Please visit our website

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Note:

By right clicking on a slide, you can preview it, delete it, and insert new slides before or after it.

•

Note:

If the chairperson does not have a valid version of Java to run the web moderator, they will be prompted to download the most recent release. Valid versions are listed at the following site: .

Note:

Close all applications you do not want to share like Instant Messaging.

Note:

All open files of the chosen application type will be shown. For example, if you have more than one web browser open in Internet Explorer all of them will be shown with the most recently viewed coming to the foreground.

Note:

Once this file is downloaded onto your computer you may burn it to a CD or place a link to it on your website

Note:

The participant interface will update to reflect the change. They will receive their own set of moderator controls without audio controls present. Their conferencing controls allow them to share their applications and their desktop or give someone remote control of their computer. When co-presenter status has been removed by the chairperson, the co-presenter will see a notification box indicating they are no longer presenting

Note:

If you are not actively presenting use the Full Screen mode to hide your controls and avoid the confusion of two moderator controls being visible.

Note:

Participants do not need to install any plug-ins to join the Web Meeting. They will be prompted to enter the chairperson’s Ready-Access phone number and seven-digit access code.

Note:

Upon completion of the conference, the Chairperson will receive an email containing all of the participant registration information

Note:

You should have received the seven-digit access code and conference phone number from the chairperson in the meeting notice.

Note:

Utilize the “Mute All” command to ensure the highest quality audio if there will be many participants. In this mode, the chairperson’s line remains open while all participants are muted. This will eliminate spurious background noise.

Note:

These tools are not available in Desktop or Application Showing.

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