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Microsoft Live Meeting Microsoft Live Meeting Overview Overview Angela Carter, Presenter

Microsoft Live Meeting Overview Angela Carter, Presenter

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Page 1: Microsoft Live Meeting Overview Angela Carter, Presenter

Microsoft Live Meeting Microsoft Live Meeting OverviewOverviewAngela Carter, Presenter

Page 2: Microsoft Live Meeting Overview Angela Carter, Presenter

WelcomeWelcome

House Keeping Items before we begin◦Check you audio

◦Give Feedback Feedback color

◦Q & A Using Q & A and raising your hand

Page 3: Microsoft Live Meeting Overview Angela Carter, Presenter

Overview ObjectivesOverview Objectives

Participants will be: Introduced to Live Meeting features

for training use◦Access and Set Up Live Meeting at CNP◦How to Schedule and Attend Meetings ◦Presenter & Attendees Tools &

Resources◦Communication Methods◦Live Meeting Event Features◦Breakout Rooms

Page 4: Microsoft Live Meeting Overview Angela Carter, Presenter

Live Meeting Quick FactsLive Meeting Quick Facts Meeting space CNP subscribes to

Meetings scheduled in advance or instantly

Participants can attend meetings without live meeting software

on their PC (although they will not have access to all Live Meeting

functions)

Join a meeting by telephone conference

Record Meeting(s) and save recording on - line

Breakout rooms available for subgroups to meet during the

meeting

Registration , Testing, and Survey Features through the event

menu

Page 5: Microsoft Live Meeting Overview Angela Carter, Presenter

Live Meeting PollLive Meeting PollPoll#1

00219256
Page 6: Microsoft Live Meeting Overview Angela Carter, Presenter

Accessing Live Meeting at Accessing Live Meeting at CNPCNPInternet – Web based client

◦URL: https://livemeeting.mycenterpointenergy.com The first time you access the portal you will be prompted to “Create

Live Meeting Account” Click on the 'Create Account' to proceed to your Live Meeting

Manager on the Web

1. Go to mycenterpointenergy.com (Intranet Homepage)2. Click on IT3. Click on Microsoft Office Live Meeting (under tech tips)4. Click the URL under “How to Access Live Meeting”

Page 7: Microsoft Live Meeting Overview Angela Carter, Presenter

Scheduling a MeetingScheduling a Meeting

Using MS Office Live Meeting Web Client◦ Log in (if it is your 1st time to log in you will

need to create an account)◦ On the left menu under “Meet” there are two

options for scheduling a meeting: Schedule Meeting – Meeting that will be held in the

future Meet Now (Ad hoc/Instant meeting) ~ when you

choose this option it immediately opens a Live Meeting session that you can hold a meeting in

Page 8: Microsoft Live Meeting Overview Angela Carter, Presenter

Scheduling MeetingsScheduling Meetings

Occurrence has three options:•One Time Meeting•Recurring Meeting•Ongoing Meeting (Recommended to choose recurring or ongoing meeting if you will be using the content repeatedly because content is only available an hour after the meeting ends)

Audio has three options:• Live Meeting without audio•Telephone Conferencing•Computer Audio Conferencing

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Meeting Options reviewed on Next slide

Send Invitations Immediately using Outlook or Live Meeting

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Key Points of Interest:

Page 9: Microsoft Live Meeting Overview Angela Carter, Presenter

Meeting OptionsMeeting Options Meeting Details

◦ Include information regarding language preference of the meeting, meeting size, and duration

Entry Control◦ Meetings can require an entry code that either you can

create (following Microsoft’s requirements) or Live Meeting can automatically generate one for you. You may also allow free entry without a code.

Meeting Entry Time◦ Select whether you would like to allow attendees and/or

presenters to join the meeting 30 minutes before it begins

Extended Registration◦ Select Guidelines for information required from attendees

registering to attend a Live Meeting

Meeting Lobby◦ Select to allow Live Meeting to create a Lobby for attendees

to enter before the meeting. You can also add a lobby message

Page 10: Microsoft Live Meeting Overview Angela Carter, Presenter

Meeting OptionsMeeting OptionsAdditional Features

◦ Customize Live Meeting Features for your meeting

Expirations◦ Determine when the meeting content and

recording will expire and no longer be available to attendees

Audio◦ Adjust the settings and add conference

telephone number to display to attendees

Recording ◦ Disable or enable recording options

Page 11: Microsoft Live Meeting Overview Angela Carter, Presenter

Joining (Attending) a Joining (Attending) a MeetingMeetingTo Join a meeting, perform one of the following

actions:Open E-mailed Meeting InvitationClick on Calendar Meeting ItemUse the Web Console Link (If Microsoft Live

Meeting is not installed on your computer)

After Joining Check Audio & Video When you join a meeting audio is on by default. If it is not go to the voice and

video pane and click Join Audio. You can also mute the speakers and/or microphone here.

To show video and allow others to view you, click the web cam icon in the upper right of the meeting client

Tip: You may want to have attendees mute their microphones and phones (if using conference lines by using *6) to eliminate outside noise during the meeting. Another option that presenter’s have is to mute everyone except themselves prior to their presentation.

Page 12: Microsoft Live Meeting Overview Angela Carter, Presenter

Live Meeting Window – Menu Live Meeting Window – Menu BarBar

Top Right Corner Menu Bar Options

Feed back option allows the presenter to get immediate feedback from attendees

Live Meeting Help Option

Audio & Video Options

Handouts can be downloaded during or after the meeting by clicking the multiple notebook pages here

Shared Notes

Page 13: Microsoft Live Meeting Overview Angela Carter, Presenter

Live Meeting Window – Menu Live Meeting Window – Menu BarBar

Top Left Corner Menu Bar Options (can be docked anywhere)

Click here for meeting info

Click here to ask

questions and raise your hand

Displays content that has been uploaded for the meeting (only visible in the presenter’s window)

Click Attendees to see attendees names, sound info, and presenter status

Page 14: Microsoft Live Meeting Overview Angela Carter, Presenter

Presenter’s ToolsPresenter’s ToolsPresenter’s Annotation Tools

◦ Located at the bottom of the window in the middle of the bar

Font Color Selector

Highlighter

Stamp – (check, X, or an arrow)

Clear Annotation Tool

Free Hand/Drawing Tool

Select Annotation

Pointer

Type Text

Page 15: Microsoft Live Meeting Overview Angela Carter, Presenter

Whiteboard Demo Whiteboard Demo

What do you think is the most important aspect of a training course?

◦Write your answers on the whiteboard. Let’s designate colors so we know who is writing what.

◦Demo Presenter Tools

Page 16: Microsoft Live Meeting Overview Angela Carter, Presenter

Additional Presenter’s Additional Presenter’s ResourcesResources

Presenters can show prepared presentations, create new pages within Live Meeting client, import Office PowerPoint graphics program documents, upload MS Office Word (.doc, .docx) and MS Office Excel (.xls, .xlsx) documents

Content WindowClick content, then click share to:• Upload a File• Create a Whiteboard• Create a Text Page• Create a Poll• Share a Web Page

•Be sure to verify the page before sharing

• Share a snapshot of the screen• Share a Program and or Your Desktop

•Be sure to disable email notifications and other desktop pop ups

Page 17: Microsoft Live Meeting Overview Angela Carter, Presenter

Attendee Communicating Tools Attendee Communicating Tools

Q&AChatNormal AudioFeedbackShared Notes

Page 18: Microsoft Live Meeting Overview Angela Carter, Presenter

Live Meeting Live Meeting CommunicationCommunication

Chat◦ To begin a chat with a presenter or another presenter

double click on their name in the attendees pane or right click and select chat. Note: You can not chat if the presenter has disabled

or blocked chat

Shared Notes◦ On the menu bar click shared notes icon, type

your notes◦ To Save Notes - click the save icon. In the Save as

box, select a destination and name, then click save.

Normal Audio◦ The Presenter can pause and ask if anyone has

questions and allow attendees to verbally ask their question using normal audio

Page 19: Microsoft Live Meeting Overview Angela Carter, Presenter

Live Meeting Communication Live Meeting Communication Methods Methods Q & A

◦ To display Q & A pane click Q & A in the command bar

◦ You can “dock” the Q & A window anywhere you like during the presentation

◦ Q & A allows: Raise Hand option Reply privately Reply publicly Give the floor

◦ You can view, print, and save a log of all questions asked during the meeting along with their answers

Page 20: Microsoft Live Meeting Overview Angela Carter, Presenter

Poll 2Poll 2

Page 21: Microsoft Live Meeting Overview Angela Carter, Presenter

Recording MeetingsRecording Meetings Recordings are saved to the Live Meeting Service (on web)

Recording can be enabled through meeting options when the meeting is scheduled

The Presenter or the attendee has the ability to record meetings depending on the settings

Attendees will be prompted that the meeting is being recorded and that they have the option to exit

To Record, Click

Recording can be Paused and Stopped

To Open Meeting Recordings ◦ Log into Live Meeting Manager on the Web and under the

View Tab on the left My Home page menu click Recordings. ◦ You can locate a recording by conducting a search or

entering the recording id number

Page 22: Microsoft Live Meeting Overview Angela Carter, Presenter

Live Meeting EventsLive Meeting EventsEvents are auditorium style sessions

or groups of sessions in which participants must register before they can attend

An event can be made up of recorded Live Meeting Sessions or scheduled Live Meeting sessions, but not both.◦Maximum of 1250 people attending each

meeting for an event

Page 23: Microsoft Live Meeting Overview Angela Carter, Presenter

Video Video Why use Events?

◦Video Live Meeting Event features

Page 24: Microsoft Live Meeting Overview Angela Carter, Presenter

Benefits of EventsBenefits of Events Attendees must register to attend Attendees can be asked entry/registration

questions Test can be created that attendees can

complete Reports can be created with test results Attendees can complete surveys and

evaluations Company Branding can be added Files can be saved in a presenter’s library

for later use

Page 25: Microsoft Live Meeting Overview Angela Carter, Presenter

Registration & Entry Registration & Entry QuestionsQuestions• Registration Questions are presented to

attendees as they are registering for the event. You can select from a list or create your own. Registration questions can qualify attendees to attend your event.

• You can approve or deny registration to make sure only the proper attendees enroll in a training

• Entry Questions are displayed to attendees immediately after they join the meeting. These questions are good for pre-session quizzing and last minute needs assessment

Page 26: Microsoft Live Meeting Overview Angela Carter, Presenter

Registration Questions Registration Questions Set-UpSet-Up

Page 27: Microsoft Live Meeting Overview Angela Carter, Presenter

Tests in Live Meeting Tests in Live Meeting EventsEventsTests may be administered before,

during, or after a meeting or event

Once a test is created it is added to the Events library and can be used for subsequent events

Tests are accessed through a URL, and that URL is sent to the presenter in an email notification

Page 28: Microsoft Live Meeting Overview Angela Carter, Presenter

Sample Presenter EmailSample Presenter Email

Page 29: Microsoft Live Meeting Overview Angela Carter, Presenter

TestTest To display a test in Live Meeting

◦ paste the test URL in a Live Meeting Web Page

Instruct attendees to begin the test by entering their e-mail addresses and the confirmation number they received in the confirmation e-mail message for the meeting

Presenters may monitor attendee(s) responses while they are taking the test

After attendees complete the test on-line live meeting scores the answers and includes the results in event reports

Presenters may choose to have attendees scores displayed or emailed to them upon completion of the test

Page 30: Microsoft Live Meeting Overview Angela Carter, Presenter

Surveys and EvaluationsSurveys and EvaluationsResponses to questions can be either

optional or required

Survey responses are not anonymous

Surveys are conducted using the following methods in Live Meeting◦ Display – the survey in a Live Meeting Web

page◦ Email – the survey URL to registrants after the

event

Sample Survey

Page 31: Microsoft Live Meeting Overview Angela Carter, Presenter

Event ReportsEvent Reports Reports can contain the following information

about an event: ◦ Meeting Size

◦ Information about registrants

◦ Manual or Automatic registration approvals granted

◦ Conference center information (meeting id, meeting time, and meeting type)

◦ Test Results

◦ Survey Results

Reports can be downloaded in .csv format to be viewed in Microsoft Excel

Page 32: Microsoft Live Meeting Overview Angela Carter, Presenter

Other Event FeaturesOther Event FeaturesCompany Branding

Add Meeting Handouts◦ Downloaded before or after meeting

Presenter Bio with picture

Presenter Library◦ Can save up to 50 items for future course use

Page 33: Microsoft Live Meeting Overview Angela Carter, Presenter

Video Video Why use Live Meeting?

◦Video Live Meeting Advanced Training features

Page 34: Microsoft Live Meeting Overview Angela Carter, Presenter

Meeting Breakout RoomsMeeting Breakout Rooms

Breakout rooms allow presenters to create separate meeting spaces for meeting attendees to work in

Attendees can be divided into breakout rooms manually or automatically and after the breakout session is over everyone can be brought back to the main meeting room.

To access breakout rooms, click Attendees, then click Rooms (to get to rooms click the more button)

Page 35: Microsoft Live Meeting Overview Angela Carter, Presenter

Setting Up Breakout Setting Up Breakout RoomsRooms Indicate the number of rooms you want to create

Choose Manual or Automatic Assignment. If you choose manual you can click

and drag attendees into a room by opening the attendees pane, then clicking on the attendee’s name and dragging the attendee’s name into a room.

Then click start to activate the room. Attendees will see a transition page and then move to their assigned room

To return everyone back to the main room, click Stop on the Attendees pane

Page 36: Microsoft Live Meeting Overview Angela Carter, Presenter

Breakout Room OptionsBreakout Room Options The presenter has the ability to go in and out of

all breakout rooms (using the go to option on the tool bar)

Content created in breakout rooms will remain unless you delete it. To delete click on options, and then click delete contents of all breakout rooms or delete breakout rooms

Page 37: Microsoft Live Meeting Overview Angela Carter, Presenter

Breakout Room Demo Breakout Room Demo (optional)(optional)Now you can explore the breakout room.

Wait for your assignments

In your Breakout room discuss what features you like most about Live Meeting

Page 38: Microsoft Live Meeting Overview Angela Carter, Presenter

E-Learning Best PracticesE-Learning Best Practices60 minutes is the recommended

maximum training time in Live Meeting; 90 mins only with a break that allows attendees to get up and walk around and then return to the training

Vary Instructional Methods – include multiple forms of media

Best to have more than one presenter, so you can answer questions quickly and efficiently

Deactivate Desktop Notifications

Page 39: Microsoft Live Meeting Overview Angela Carter, Presenter

Comments or QuestionsComments or Questions