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Microsoft Live Meeting Microsoft Live Meeting OverviewOverviewAngela 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
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
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
Live Meeting PollLive Meeting PollPoll#1
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”
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
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:
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
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
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.
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
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
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
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
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
Attendee Communicating Tools Attendee Communicating Tools
Q&AChatNormal AudioFeedbackShared Notes
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
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
Poll 2Poll 2
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
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
Video Video Why use Events?
◦Video Live Meeting Event features
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
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
Registration Questions Registration Questions Set-UpSet-Up
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
Sample Presenter EmailSample Presenter Email
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
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
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
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
Video Video Why use Live Meeting?
◦Video Live Meeting Advanced Training features
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)
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
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
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
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
Comments or QuestionsComments or Questions