Home

Global Crossing Web Meeting User Guide

1. Global Crossing Global Crossing WEB CONFERENCING Global Crossing Web Meeting User Guide Revised 6 06 2011 Global Crossing Global Crossing Table of Contents NEW THIS RELEASE 4 Conference Center 4 Conference Controls 4 1 GLOBAL CROSSING WEB MEETING WEB CONFERENCING OVERVIEW 5 Conference Center 5 On Demand Meetings 5 Scheduled Meetings 5 Broadcast Audio 5 Reports 6 Recordings 6 Podcasts 6 Conference Controls 6 Upload and Present Slides 6 Designate Co Presenters 6 Share Applications 7 Grant Control 7 Create Polls 7 Chat 7 Record Meetings 7 Control Audio 7 Log In Chairperson 8 Logging in Without Java 8 Join a Meeting Participant 9 Joining On Demand Meetings 9 Joining Scheduled Meetings 9 2 CONFERENCE CENTER 10 Home 10 On Demand Meetings 10 Scheduled Meetings 11 Schedule a Meeting 11 Manage Scheduled Meetings 18 View Past Meetings 20 Clone and Reschedule Meetings 20 View Reports 20 Meetings 21 Recordings 22 Audio 22 Opt Out 22 Manage Recordings 22 Recordings 23 Edit Recordings 24 Page 2 Global Crossing Global Crossing Podcast Feed Settings 25 Manage Contacts 26 Send Us Feedback 27 3 CONFERENCE CONTROLS 28 Participants Panel 28 Audio Controls Panel 29 Phone Keypad 31 Chat Panel 32 Meeting Management Controls 32 Start Stop Meeting 32 Record Meeting End Recording 33 Share Desktop 33 Share Applications 33 Grant Control 34 Invite Others 35 Options 35
2. Help 37 Presentation Controls 37 Insert Slides 37 Insert Poll 37 Delete 39 Previous 39 Next 39 Full Screen 39 Markup Tools 40 Pointers 40 Highlighters 40 Pens 40 Erasers 40 Thumbnails 40 Sharing Control Bar 41 4 PARTICIPANT CONTROLS 43 Web Meeting Controls 43 Raise Hand Lower Hand 43 Show Chat Hide Chat 43 Show Panel Hide Panel 43 Actual Size Fit to Window 44 Full Screen 44 Phone Keypad Audio Controls 44 GLOSSARY 46 Page 3 Global Crossing Global Crossing New This Release Below are brief descriptions of new features and functionality for this release of the Conference Center and Conference Controls Conference Center Home Page Changes The list of scheduled meetings has been expanded to 10 meetings per page Each scheduled meeting title is an active link that you can click on to view the meeting information Clock and Calendar Icons A Clock icon has been added to the Meeting Details section when you schedule a new meeting which allows you to select meeting times in 15 minute increments The Calendar icon has been updated Attach files to Invitations You can now attach up to five files to your meeting invitation emails for invitees to download Industry Registration Field A standard registration field has been added to the registration form for registrants to indicate their industry Remove Default for Registration Type This change will require users to select their registration
3. Online Audio amp Video Playback Your subscribers can use this option to play your podcast episodes in a web based feed reader To add a recording to your podcast feed choose the Manage Recordings link in the Global Crossing Web Meeting menu select the recording and check the Add To Feed box Manage Contacts You can add and delete contacts from your Global Crossing Web Meeting phonebook with the Manage Contacts link in the Global Crossing Web Meeting menu In the Conference Controls you can use the phonebook to dial out to contacts In addition audio conference participants are listed by name in the Conference Controls Participants panel if the phone number they call from matches their name in the phonebook Click the Upload Contacts button to upload contacts from a csv file Download and use the Contacts Template csv file to enter the names of the contacts you want to upload along with their contact information csv files exported from Outlook can be also be uploaded without any modifications to their headers You can have up to 2000 contacts in your phonebook Note To add individual contacts directly to the phonebook enter them in Conference Controls Page 26 Global Crossing Global Crossing To delete individual contacts select the boxes next the names you want to delete and then click the Delete Selected button Click the Delete All Contacts button to remove all contacts from the phonebook Sen
4. When the presenter enables the chat feature a chat area is displayed at the left of the window The Hide Chat button hides the chat area The Show Chat button re displays it If the presenter disables the chat feature the chat area is hidden When the chat area is visible it displays all chat messages between you and the presenters If the chat area is hidden and a presenter sends a chat message the message is displayed in a yellow bar at the top of the participant window To send a chat message type it into the Chat with Presenter text box at the bottom of the chat area and click the Send button Show Panel Hide Panel For broadcast audio meetings audio is received over the Internet the Show Chat and Hide Chat buttons are replaced with Show Panel and Hide Panel buttons During broadcast audio meetings the Play icon plays the audio stream and the Mute icon mutes it Page 43 Global Crossing Global Crossing Actual Size Fit to Window When a presenter shares or grants control of applications or the desktop the view of the presenter s applications or desktop is scaled to fit the participant window viewing area Use the Actual Size button if you prefer to see the presenter s applications or desktop actual size at the same resolution as the presenter sees them Scroll bars are added to your participant window if it is too small to display the entire contents of the presenter s view Note When a presenter gr
5. shown in this section is the URL of the archive page for the meeting You can copy this URL into any email web page blog etc for people to see the archive web page for this meeting If you set up one or more campaigns for the meeting the View Campaign URLs link displays a list of the campaign names and their associated URLs The Post Meeting Actions section provides links to preview edit and send post meeting emails and to preview and edit the post meeting archive web page for the meeting These are the same post meeting actions shown in the Advanced Settings when you schedule or edit an upcoming meeting The Reports section includes links to various reports for the meeting for you to view and download The Registration Reports include the following depending on the registration type for the meeting The Invitee List link displays the list of invitee email addresses and when they were invited The Registration Details link displays registration information for the registrants along with their attendance status The Campaigns link displays statistics for the marketing campaigns you set up to track registration The Web Conference Reports include the following depending on the type of meeting and how it was conducted The Web Participants link displays a list of participants for the web meeting The list includes the times each participant joined and left the meeting and the total number of minutes they attended the meeting
6. Grant Control of My Applications grants control of selected applications to another participant or co presenter Until control is revoked the grantor and grantee share control of the applications Grant Control of Desktop grants control of the desktop to another participant or co presenter Until control is revoked the grantor and grantee share control of the desktop Audio conference participants are listed under the Audio heading Participants are listed by name if the phone number matches a name in your phonebook Otherwise they are listed by number During an audio conference a speaker icon by the name indicates the participant is currently speaking Right click on an audio participant in the Participants panel to show a menu of options for that participant Mute Unmute mutes or unmutes the participant s phone line Participants can mute and unmute themselves as well using their phone keypad Disconnect disconnects the participant from the audio conference Play Name plays back the participant s name Names are only available for playback if the Name Record option is set Add to Phonebook displays the New Entry dialog to enter the participant in the phonebook Rename allows you to replace the listed number or name for the participant with a new name Audio Controls Panel The Audio Controls panel provides controls for managing an audio conference Only the chairperson has access to the audio controls To start a
7. Manage Recordings link in the Conference Center Note An audio conference must be in progress to start a recording Web only meetings cannot be recorded Click the End Recording icon at any time during a meeting to end the recording Share Desktop The Share Desktop icon shares your desktop with meeting participants so that you can demonstrate actions or show content in other windows The Conference Controls window goes away and is replaced with the Sharing Control Bar Note While you are sharing your desktop all participants see everything on your screen so make sure to close or hide any windows you don t want them to see To stop sharing your desktop and return to the Conference Controls window click the green icon on the left of the Sharing Control Bar Share Applications The Share Applications icon shares specific applications on your desktop with meeting participants Note Mac users cannot share individual applications only their entire desktop The Share Applications dialog that appears lists the applications currently running on your computer You can select one or more of these applications to share Participants see only the applications you select Page 33 Global Crossing Global Crossing Note All open windows of each application you share or grant control of are shown For example if you share Internet Explorer and have more than one Internet Explorer windo
8. attend Scheduling a new meeting is a two step process Enter meeting details Send meeting invitations via email Facebook or Twitter Conference Center offers a number of emails and web pages for communicating with invitees registrants and participants before and after a meeting You can preview and edit any of these options when you schedule a meeting When scheduling a meeting that requires pre registration you can also set up marketing campaigns with unique registration links for inviting people to the meeting and track those campaigns After scheduling a new meeting you can go back and edit any of this information prior to the meeting Schedule a Meeting To schedule a new meeting click the Schedule a Meeting button This displays the first of two pages for entering information for the meeting The Meeting Details section is for setting up and entering the details of the meeting Meeting Title Give a descriptive title for the meeting Host s List one or more hosts for the meeting The name s you provide as hosts are included in emails to invitees and registrants Page 11 Global Crossing Global Crossing From Email Enter the email address of the meeting organizer This is the reply to address on emails Conference Center sends to invitees and registrants Invitees can reply to this email address if they want more information or have questions about the meeting This is also the address where Confere
9. dock and select the Global Crossing Web Meeting Conference Controls option To stop a meeting while sharing without returning to the Conference Controls window click on the Global Crossing Web Meeting tray icon in the task bar and select the Stop Meeting option from the popup menu Page 42 Global Crossing Global Crossing 4 Participant Controls Note The descriptions in this section apply only to participants using the Flash plugin The Java based alternate participant application is slightly different If you have questions about the alternate application please speak with a Customer Care representative Joining a meeting as a participant turns your browser window into a participant window for viewing the meeting If you grow or shrink the browser window the meeting view scales accordingly Web Meeting Controls The participant window provides controls for communicating with the presenter s and for changing your view of the meeting Raise Hand Lower Hand The Raise Hand button signals the presenter that you want to say something If necessary the presenter will unmute your line before asking you to speak You can click the Lower Hand button to lower your hand at any time after you raise it The presenter can also lower your hand Note In most cases particularly in large meetings it is recommended that you use the chat feature to communicate with the presenter Show Chat Hide Chat
10. during a meeting using text messages For example participants can use chat to ask questions of the presenters and presenters can use it to coordinate with one another during the meeting However participants cannot chat with one another The Chat panel is active only while a meeting is in progress The Disable Chat link at the top of the Chat panel disables chat during a meeting While chat is disabled participants chat panels disappear When chat is disabled the Enable Chat link enables chat and redisplays participants chat panels The main part of the Chat panel shows a record of all chat messages To send a chat first select a recipient from the drop down list at the bottom of the panel Messages can be sent to all participants to all co presenters or to individual participants or co presenters Selecting a recipient displays a one line text entry box to type the message To send the message click the Send button Tip Ifyou want a larger Chat panel drag the panel outside of the Conference Controls window and then drag the lower right corner to grow the panel Once you send a message to a participant or a participant sends a message to you you can click on the participant s name in the Chat panel to send another message instead of selecting the name from the drop down list Right click on the participant s name for a menu of options to send a reply open a separate Chat window for that participant and copy a cha
11. email be sent By default the reminder date and time is 24 hours before the meeting If the meeting start time is within 24 hours the reminder date and time is 2 hours before the meeting Use the default date and time or specify a different date and time for the reminder email to be sent Custom Message You can replace the default message with a custom message and change its format Files Available for Download You can attach up to 5 files for recipients to download Note Make sure to click the Save button when you are done Otherwise the reminder email does not get scheduled Once you add a reminder email use the Preview Edit and Remove links to view modify or cancel it Note If you want to send more than one reminder email you can schedule an additional reminder after the first one has been sent Post Meeting Emails and Web Pages You can send out post meeting emails after a meeting has taken place Different post meeting email options are available based on the type of meeting The Post Meeting Email is for audio only meetings The Post Meeting Email to Attendees and the Post Meeting Email to No Shows are for web amp audio and web only meetings The content of all three of these emails is similar Click the Edit link to edit the email Custom Message You can replace the default message with a custom message and change its format Add Recordings You can attach archived recordings for recipien
12. the podcast feed s owner Owner Name Give the name of the podcast feed s owner By default this is the Global Crossing Web Meeting account holder Owner Email Enter the podcast feed owner s email address Copyright Enter the copyright date of the podcast feed Page 25 Global Crossing Global Crossing Your Website Include the URL of your website Categories Select one or more category and subcategory to help subscribers find your podcast feed Click the Add Field button to include additional categories Click the Remove button to remove a category Keywords Enter keywords that describe your podcast feed to make it easier to find Click the Add button to add keywords as you enter them Select keywords you have entered and click the Remove button to remove them When you have entered the information click the Save button at the bottom of the page to store the new feed settings The My Podcast Page link at the top of the settings is a link to the subscription web page for your podcast feed Provide this link to potential subscribers to walk them through the subscription process Audio amp Visual Podcast Feed Your subscribers can use this option to play your podcast episodes on iTunes video capable iPods and other portable music players that support video Audio Only Podcast Feed Your subscribers can use this option to play your podcast episodes on iPods and other music players that do not support video
13. type for each scheduled meeting instead of defaulting to Register at time of meeting Confirm Email Addresses At the time of registration on a scheduled meeting registrants will be required to enter their email twice Conference Center Lobby Page Timer A countdown timer has been added to the Lobby Page for participant to show the time left until their meeting begins This will address an issue that arises when a customer joins a meeting too early because of time zone confusion etc Conference Controls Audio Quick Start You can now start your audio conference from the Audio Controls panel in the Conference Controls Conference Controls can call your phone and prompt you to join and start the audio conference Active Speaker A speaker icon next to an audio participant in the Participants panel indicates the current speaker Page 4 Global Crossing Global Crossing 1 Global Crossing Web Meeting Web Conferencing Overview The Global Crossing Web Meeting Web Conferencing service consists of two separate applications the Conference Center for setting up and managing web meetings and Conference Controls for conducting web meetings and audio conferences Conference Center Logging in as chairperson brings up the Conference Center application The Conference Center is where you schedule and organize web meetings manage invitations and registrations track participation and feedback and launch your web meetings You can
14. Each participant s name is a link to registration and post meeting survey information provided by that participant The Chat link displays a transcript of the chat messages during the meeting the time each message was sent and its sender and recipient The Poll Results link displays the polls conducted during the meeting with a summary of responses to each poll as well as the response of each participant who took the poll Page 21 Global Crossing Global Crossing The Post Meeting Survey link displays the information provided by the meeting participants who responded to the post meeting survey Recordings The Recordings link lists your archived recordings Each recording in the list shows the start and end time of the recording and the number of playbacks You can also view and save the playback report for each recording Audio The Audio link lists past audio conferences by conference ID along with start times duration and participant count You can view and download the audio participant list for any audio conference The list shows each participant s phone number entry and exit times how long they were on the call and audio type Opt Out The Opt Out link lists the email address for invitees who have chosen to opt out from receiving meeting invitations They can opt out when they are invited to register for or join a scheduled meeting If you attempt to send subsequent meeting invitations to email addresses tha
15. Java installed to launch the Conference Controls application When you launch the Conference Controls application a web browser window comes up Ignore the Java installation instructions if any and click on the Having trouble downloading link This displays a message with a security code Note the security code and click on the Click here link to continue which displays a File Download Security Warning dialog Click the Run button to download the Conference Controls application After it downloads the login window appears Enter the security code within 5 minutes and click the Login button to complete the Conference Controls launch process Page 8 Global Crossing Global Crossing Join a Meeting Participant Joining a web meeting brings up a window with controls for viewing and participating in the meeting Note If you join a meeting before the chairperson arrives you are asked to stand by for the meeting to begin To join the audio portion of a web meeting dial the conferencing phone number and enter your Access Code Joining On Demand Meetings To join an on demand meeting go to the Global Crossing Web Meeting login page at www Global Crossing Web Meeting com If this is your first time joining a meeting from this computer it is a good idea to test your computer with the Test your Computer link You may need to install the Adobe Flash browser plugin if is not already installed o
16. also manage meeting recordings set up podcasts of your recordings and view reports On Demand Meetings On demand meetings are web meetings that are held without being previously scheduled You launch on demand meetings from the Conference Center Participant registration information and feedback from on demand meetings is limited to your existing settings which you may choose to modify Scheduled Meetings Scheduled meetings are web meetings that you set up in advance and invite people to attend You can require invitees to pre register or allow them to register when they join the meeting Invitations can be sent by email and posted to Facebook and Twitter accounts Links to the meeting registration page can be embedded in email or web based announcements as part of marketing campaigns and you can track the registrations separately for each campaign You can customize the registration page to provide detailed information about the meeting and presenters and collect information from the registrants Meeting reminders post meeting emails and post meeting surveys provide a variety of opportunities to communicate with people before and after your meetings You have the option to customize all of these communications Broadcast Audio The audio portion of a web meeting can be broadcast over the Internet instead of or in addition to over the phone This allows your participants to listen to the meeting when using a phone is not convenie
17. ants control of an application to you the application s right mouse button functionality is disabled To access any application s right mouse button functionality hold the lt Alt gt key lt Option gt key for Mac users while clicking the left mouse button The lt Ctrl gt C lt Ctrl gt X and lt Ctrl gt V shortkeys are also disabled for controlled applications Use the application s Copy Cut and Paste menus for these functions When you view the presenter s shared controlled applications desktop at actual size you can use the Fit to Window button to scale the view to fit your participant window whatever size you make it Full Screen The Full Screen button displays the participant window in full screen mode hiding everything else on your computer screen The Raise Hand Lower Hand buttons and the Show Chat Hide Chat buttons are also available in full screen mode However you must exit full screen mode to send a chat message You can exit full screen mode with the Exit Full Screen button the lt Esc gt key or the Exit Full Screen to Chat button at the bottom of the chat area Note You cannot control a presenter s applications or desktop in full screen mode If you are granted control in normal mode the Full Screen button is not available until control is ended Likewise if the participant window is in full screen mode when control is granted the window automatically returns to normal mode P
18. change options for this episode only it does not change your podcast feed settings The Facebook Options link provides options to embed a recording for playback on your Facebook page or another Facebook page You can also add a note or edit the recording title or description before posting it You must first add the recording to your podcast feed to enable this option The Embed in web page link displays the HTML code for embedding a recording for playback on a web page or blog Choose the playback size you want and then copy the code to paste into your web page You must first add the recording to your podcast feed to enable this option Note Registration information is not collected for embedded recordings and podcast episodes Edit Recordings The Edit link in the expanded view of a recording displays the Recording Editor window Editing a recording involves creating cut points to indicate which sections of the recording to remove To create one or more cut points 1 Play the recording until it reaches the start of a section you want to remove Page 24 Global Crossing Global Crossing 2 Enter the time indicated by the counter in the control bar below the recording into the Start fields of the Create Cut Point panel to the right 3 Repeat these steps for the End fields 4 Click the Add Cut Point button to add the point to the list of cut points 5 Repeat these steps to create additional cut points for th
19. d all times displayed in Conference Center are in this time zone The View Past Meetings link shows a list of all past scheduled and cancelled meetings and provides options for performing post meeting actions This link is only visible if scheduled meetings have passed On Demand Meetings On demand meetings are held without being previously scheduled Participants in on demand meetings are not notified through the Conference Center so they must be invited though other means Page 10 Global Crossing Global Crossing The Participant Login Info link in the On Demand section of the home page displays a form with detailed meeting login information that you can copy and paste into an email to invite people to join the on demand meeting The Edit On Demand Registration link in the On Demand section of the home page displays a page for customizing registration information for on demand meetings The Name field is always required Enter a title for each additional field of custom registration data you want to collect up to 5 and check the box if you want to make it required information Note By default this is also the registration information that people must provide to access recordings To conduct an on demand meeting choose the On Demand Meeting option and then click on the Open Meeting Controls button Scheduled Meetings Scheduled meetings are meetings that you set up in advance and invite participants to
20. d Us Feedback The Send Us Feedback link in the Global Crossing Web Meeting menu provides a quick way to comment on the Global Crossing Web Meeting web conferencing service suggest enhancements or report issues Global Crossing Global Crossing 3 Conference Controls Opening meeting controls from the Conference Center displays the Conference Controls window for conducting and managing a meeting At the top of the window are options for managing your meeting At the bottom of the window are options for organizing and presenting slides and polls The current slide or poll is displayed in the center of the window Below that are thumbnails The left hand side of the window contains the list of meeting participants the audio controls and a panel for entering and displaying chat messages Participants Panel The Participants panel lists all participants who have joined the meeting including the chairperson Web meeting participants are listed under the Web heading and audio conference participants are listed under the Audio heading Participants are listed as they join the meeting If they join before the meeting has started they are listed as being in the lobby Tip If there are more participants than can be displayed in the Participants panel drag the panel outside of the Conference Controls window and then grow the panel by dragging the lower right corner For on demand meetings passing the cursor
21. d registrants or resend confirmation emails The Declined link displays the list of declined registrants with an option to confirm them The Pending link displays the list of pending registrants awaiting manual confirmation with options to either confirm or decline them The Reports section includes links to reports of invitees marketing campaigns and registration details for you to view and download For meetings requiring pre registration the Invitees link displays the list of invitee email addresses and when they were invited For meetings requiring pre registration the Campaign Report link displays statistics for the marketing campaigns you set up to track registration The Registration Details link displays the information the invitees gave when they registered and their registration confirmation status The View Campaign URLs link displays a list of all campaign names and their associated URLs You can copy these URLs into banner ads blog posts emails and web pages to track how many registrants you get from each location Page 19 Global Crossing Global Crossing View Past Meetings The View Past Meetings link on the Conference Center home page shows a list of all past and cancelled meetings The Reschedule and Clone links allow you to reuse past meeting information The Details link for a meeting displays information about that meeting provides options for post meeting actions and contains links to variou
22. e Reschedule button at the top of the window when you view meeting details In either case this displays a form for you to enter a new date and time If the original meeting had operator assisted audio a message notifies you to modify the operator assisted information When you click the Reschedule button on this form you have the option of notifying all confirmed registrants or invitees from the previous meeting depending on the meeting registration type that the meeting has been rescheduled View Reports Conference Center creates a variety of reports to help you analyze and manage your web meetings and audio conferences The View Reports link in the Global Crossing Web Meeting menu displays a submenu of links to these reports Page 20 Global Crossing Global Crossing Meetings The Meetings link lists all past meetings including on demand meetings The View Reports link also displays this list by default Above the list of past meetings is a View Upcoming Meetings link that lists all scheduled meetings Click on a meeting to view the reports for that meeting This displays a page with meeting details post meeting actions and links to various reports for the meeting This is the same information that is displayed when you use the View Past Meetings link on the Conference Center home page and click the Details link for the meeting The Meeting Details section displays the basic details of the meeting The Registration Link
23. e options and the Hide Advanced Settings link to hide them Tip Always preview these communications to verify the content and appearance of the information in them Registration Various communications are used during the registration process as invitees register and are confirmed or declined The Registration Form is what invitees see when they register for the meeting Click the Edit link to edit the form Custom Message You can replace the default message with a custom message and change its format Standard Questions Check the Include box next to each standard question you want to display on the registration page Check the Required box next to each included question to make it a question that registrants must answer in order to register Name and Email are always included and required Custom Questions The custom questions you create are shown here Each custom question has an Edit and Delete button so you can modify or remove it The Add Custom Question button brings up a form to create a custom question Question Name Type in the question you want to appear on the registration page Check the required box if you want to force participants to answer this question Type Select the type of question you want to add Value For Radio Button Checkbox Drop down Menu and List Box types enter one or more response values For example for a Radio Button type question values might be Yes No and No
24. e recording When you have created all the cut points you want click the Make Cuts button to remove them from the recording This may take a few minutes The edits you make to a recording are not permanent You can restore individual cuts or revert to the original with the View Past Cuts link This displays a window that lists all the cuts you have made to the recording Select a cut to see its start and end times Click on the Undo button to restore an individual cut Click on the Revert to Original button to restore all cuts and go back to the original recording Restoring cuts may take a few minutes When you are done editing your recording click the Exit button to close the Recording Editor window Podcast Feed Settings You can automatically distribute your recordings archived with Global Crossing Web Meeting as podcasts through the podcast feed provided with your Global Crossing Web Meeting subscription The Podcast Feed Settings link in the Manage Recordings menu allows you to publish the podcast feed and customize the feed settings To customize the podcast feed settings begin by checking the Publish Podcast box at the top of the page to publish your feed Then customize the settings Title Give a title for your podcast feed Subtitle Include a subtitle if you want Description Enter a description that explains what your podcast feed is about Author Give the name of the podcast feed s author This may be different than
25. enter s computer to all meeting participants Subscription A montly or yearly web or audio conferencing service plan consisting of a single Access CodeAccess Code Page 47
26. g to enter an Access Code Page 9 www gailona Global Crossing Global Crossing 2 Conference Center Logging in as chairperson from the Global Crossing Web Meeting website launches the Conference Center application From the Global Crossing Web Meeting menu on the left side of the Conference Center window you can Schedule and customize meetings manage registrations and initiate meetings View reports from meetings Manage recordings of meetings Manage the contacts for meetings Send feedback to Global Crossing Web Meeting The Resource Center button is a link to Global Crossing Web Meeting s online Resource Center that provides a variety of training documentation and support resources including this User Guide Immediately below it is a button to chat with a Global Crossing Web Meeting representative Telephone support numbers are listed at the top right of the Conference Center window next to the Logout button Home The Home link in the Global Crossing Web Meeting menu displays the Conference Center home page for scheduling managing and initiating meetings The home page lists the on demand meeting option and scheduled meetings by date and time The Open Meeting Controls button opens the chairperson Conference Controls window The Schedule a Meeting button displays the initial page for scheduling a new meeting The Time Zone drop down menu sets and displays the default time zone Unless otherwise note
27. he conference Special characters and spaces in the number are ignored but the area code is required A 011 prefix is required for phone numbers outside the U S and Canada The Phonebook icon displays the Phonebook window to manage phonebook entries Add displays the New Entry dialog to enter information for a new phonebook entry Note You can add multiple entries to the phonebook in Conference Center by uploading a csv file of contacts Edit displays the Edit Entry dialog to make changes to the selected entry in the All Numbers list The Edit Entry dialog is the same as the New Entry dialog above Delete removes one or more selected entries in the All Numbers list from the phonebook The right arrow button moves one or more selected entries from the All Numbers list to the Numbers To Dial list The left arrow removes selected entries from the Numbers To Dial list Dial dials out to a number selected in the Numbers To Dial list Dial All dials out to all entries in the Numbers To Dial list Exit Phonebook closes the Phonebook window Dial Out dials out to the number entered in the text box Your conversation is private until you admit the person to the conference Page 30 Global Crossing Global Crossing Listen Only makes the conference a listen only conference You can unmute individual participants but participants cannot unmute themselves Continuation continues the audio conference after the cha
28. he meeting title of the meeting you want to manage The Open Meeting Controls button opens the chairperson Conference Controls window Page 18 Global Crossing Global Crossing The Edit Meeting button displays the information you entered when you scheduled the meeting and allows you to edit it You can also edit a meeting by clicking on the Edit link after the meeting title on the Conference Center home page The Clone Meeting link copies the meeting information to use as the basis for scheduling a new meeting The Cancel Meeting button cancels the meeting and lets you send cancellation emails to all confirmed registrants or invitees depending on meeting registration type The Send Invitations and Add to you Calendar buttons the Facebook and Twitter icons and the Preview Edit Send Update Upload Confirmed Attendees and Lotus Notes Help links work the same as in scheduling a meeting The Meeting Details section displays the basic details of the meeting The Registration Link shown in this section is the default URL of the registration page for this meeting You can copy this URL into any email web page blog etc for people to go straight to the registration web page for this meeting For meetings requiring pre registration the Manage Attendees section includes links for managing registrations prior to the meeting The Confirmed link displays the list of confirmed registrants with options to decline previously confirme
29. hecked the Conference Security Passcode dialog appears when you start an on demand web meeting allowing you to set an optional security code that participants are required to enter to join the meeting Page 35 Global Crossing Global Crossing Show warning before sharing Desktop If checked the Share Warning dialog appears when you share or grant control of your desktop Sharing Performance Use the slider to control sharing performance The higher the quality the lower the speed and vice versa The Audio tab includes options for audio conferences The Entry Announcement settings control the announcement you hear when participants join and leave the conference Tone future conferences Plays a tone when participants join and leave the conference default Silent Participants join and leave the conference silently Name Participants are prompted to say their names when they dial into an audio conference and the names are announced as they join and leave the conference This option is only available if you check the Name record option below Name record current amp future conferences Participants are prompted to say their names when they dial into an audio conference regardless of the entry announcement mode setting The chairperson can play back recorded names during an audio conference from the Participants panel Save settings for future conferences Saves the current Entry Announcement settings for futu
30. hone Keypad Audio Controls Meeting participants have access to the following audio conference controls through their phone keypads 6 Mute line 7 Unmute line Global Crossing Global Crossing 9 Automated roll call Name Record must be activated Count number of participants in conference 00 Request an operator at List all available commands Return to conference Page 45 Global Crossing Global Crossing Glossary Access Code A7 digit number the chairperson uses to access the conferencing services and participants use to join a meeting e g 2091724 Attendee A person who registers for and attends a scheduled audio conference or web meeting Broadcast Audio The audio portion of a web meeting that is broadcast to participants over the Internet rather than over the phone Broadcast audio is one way only participants can hear but not speak Chairperson The organizer moderator of an audio conference or web meeting The chairperson sets up and initiates meetings and accesses all conferencing services by entering the passcode Conference Center The front end of the Global Crossing Web Meeting conferencing service used by the chairperson to schedule meetings manage and track registrations manage recordings and access Conference Controls Conference Controls The set of features the chairperson uses to organize presentations start and co
31. icipant shares control of the selected applications with you until either one of you ends control Note When you grant control of an application to participants who are using Flash to view the meeting the application s right mouse button functionality is disabled for the participant To access an application s right mouse button functionality the participant must hold the lt Alt gt key lt Option gt key for Mac users while clicking the left mouse button The lt Ctrl gt C lt Ctrl gt X and lt Ctrl gt shortkeys are also disabled The participant must use the application s Copy Cut and Paste menus for these functions To avoid these limitations you can first promote the participant to co presenter before granting control Invite Others The Invite Others icon invites participants while a meeting is in session This launches your default mail client with a default message that includes a link to the Participant Registration web page for the meeting The Invite Others icon is only available for on demand meetings Tip Ifyou have set an optional security passcode for the meeting include it in the email if the participants you are inviting are not already aware of it Options The Options icon changes Web and Audio conference settings The Conference Options dialog that is displayed contains three tabs The Web tab includes options for web meetings Prompt for Security Passcode for Web Conference If c
32. ils select the first one in the range then hold the lt Shift gt key while you select the last one in the range To select multiple individual thumbnails hold the lt Ctrl gt key or lt Command gt key for Mac users while you select the thumbnails Reorder thumbnails by dragging the selected thumbnail to the right or left Double click on a thumbnail to present it This starts the meeting if it hasn t already been started Page 40 Global Crossing Global Crossing Move the mouse over a thumbnail and click the magnifying glass icon in the upper right corner of the thumbnail to display a preview of the slide or poll in a separate window You can preview while a meeting is in progress without affecting the presentation Right click on a thumbnail to display a menu of options Preview displays the slide or poll in a separate window You can preview while a meeting is in progress without affecting the presentation Insert before displays a dialog for you to find and insert slide s before the selected slide or poll Insert after displays a dialog for you find and insert slide s after the selected slide or poll Delete Selected Slide s deletes the selected slides and polls Delete All Slides deletes all slides and polls Note Deleted slides are removed permanently from your subscription Deleting a poll removes it from the presentation but the poll itself remains in your subscription until you delete it from the
33. irperson has disconnected from the call Lock Audio locks the audio conference and prevents new participants from joining However you can still dial out and add participants to the conference An audio conference ends when the chairperson disconnects or in continuation mode when the last participant disconnects Phone Keypad In addition to the audio controls available in the Audio Controls panel and the Participants panel your phone s keypad can also be used to control the audio features FL Dial out to a participant Join new participant to the conference F2 Join new participant and dial another Disconnect line and rejoin conference 4 Disconnect and dial another participant 2 1 Record your conference 3 Entry and exit announcement options 4 Lock conference prevent new participants 5 Unlock conference 6 Mute line 7 Unmute line 8 Allow conference to continue if Chairperson leaves 9 Automated roll call Name Record must be activated Count number of participants in conference Mute all 99 Unmute all 1 Listen Only mode on 2 Listen Only mode off O Ask for an Operator 00 Ask for an Operator to join the conference Page 31 Global Crossing Global Crossing n List all available commands Chat Panel The Chat panel allows presenters and participants to communicate with one another
34. ix question types Page 37 Global Crossing Global Crossing Yes No The question requires a simple yes or no answer Multiple Choice Single Answer The question requires participants to choose a single answer from one or more choices Multiple Choice Multiple Answer The question requires participants to choose one or more answers from a variety of choices Text Comments Box The question requires a written response Ranking Poll The question requires participants to rank a list of choices from to n where n is the number of choices Each choice must be given a unique rank Opinion Poll The question requires participants to rate the relative importance of something from Strongly Agree to Strongly Disagree or Not Applicable The New Poll button in the Poll Management dialog displays the Create Poll dialog Follow these steps to create a new poll 1 Compose the poll question in the Question Text box Note Poll questions are limited to 150 characters 2 Select a question type from the Question Type drop down list 3 For all question types except Yes No Text Comments and Opinion Poll enter one or more answers in the Answers text box After entering each answer click the Add button to add it to the list of answers displayed To delete an answer select it from the list and click the Remove button Use the up and down arrow icons to reorder the list of answers Note Poll a
35. list of saved polls Next displays the next slide or poll in the presentation Previous displays the previous slide or poll in the presentation Sharing Control Bar The Sharing Control Bar appears whenever you share applications or grant control of the desktop or individual applications temporarily replacing the Conference Controls window Click and hold the Move icon to drag it to a new location on the screen The control bar appears horizontally when you drag it to the top or bottom of the screen and vertically when you drag it to the left or right It also snaps to the edges of the screen The Return icon ends sharing or control and returns to the Conference Controls window in slide sharing mode The Record icon starts or stops recording the meeting The Share Desktop icon shares your desktop with meeting participants The Share Applications icon shares individual applications with meeting participants The Grant Control icon grants control of your desktop or individual applications to a meeting participant The Participants icon displays a list of participants Page 41 Global Crossing Global Crossing The Phone icon displays the audio control panel The Chat icon opens the chat controls The Minimize icon minimizes the Sharing Control Bar In Windows double click the Global Crossing Web Meeting tray icon in the task bar to redisplay it In Mac OS right click the Global Crossing Web Meeting icon in the
36. load and Present Slides You can create presentations in PowerPoint and upload them to Global Crossing Web Meeting where they are available for you to use in your web meetings Other file formats are supported as well for uploading pictures and other graphical content You can reorder slides once they are uploaded Various markup tools let you annotate and highlight slides as you present them Designate Co Presenters The chairperson can designate one or more web meeting participants to be co presenters Co presenters have access to all the conference controls to upload and present slides create and insert polls and share or grant control of their applications and desktops Co presenters do not have access to the audio controls Page 6 Global Crossing Global Crossing Share Applications Presenters can share applications or their entire desktop during a meeting Shared applications are visible to all meeting participants Grant Control Presenters can grant control of individual applications or their entire desktop to meeting participants When control is granted both the presenter who granted control and the participant to whom control is granted can interact with the applications or desktop at the same time Create Polls Presenters can create polls and insert them among the slides in the presentation Six different polling question types are supported When a poll is presented during the meeting participants submit re
37. mation Check the Enable Registration box to require people to enter registration information before playing the recording The Edit link lets you change the registration information for this recording only By default the playback registration form contains the information you set up for on demand meeting registration Page 23 Global Crossing Global Crossing Check the Notify Me of Playbacks box to send an email to the Global Crossing Web Meeting account holder when a recording is played Check the Require Passcode box to require people to enter a passcode to access the recording The Edit link lets you change the passcode Note Passcodes are not allowed for recordings you make available as podcasts or through Facebook Under the Share options The Show Playback URL link displays the link to play back the recording You can copy this link and paste it in blogs documents and other communications If you enable playback registration people must complete the registration form before playing the recording The Email Playback URL uses your default mail client and composes an email for you to send with the link to play back the recording The Post to Twitter link automatically creates a tweet with the recording title and the recording playback link and allows you to quickly post it to your Twitter page Check the Add to Feed box to add the recording as an episode to your podcast feed The Edit link lets you
38. n audio conference from the Audio Controls panel 1 Click the Start My Audio Meeting button This displays the Call My Phone dialog 2 Enter the phone number of the phone you will be using for the audio conference beginning with the area code Enter only numbers spaces and special characters are ignored 3 If you are outside the U S or Canada choose the country where you are located from the drop down list Page 29 Global Crossing Global Crossing 4 Click the Call My Phone button When your phone rings answer it and follow the verbal prompts to join and start the audio conference You can also start an audio conference by dialing in to the Global Crossing Web Meeting audio conferencing service Follow the audio prompts to enter your subscription Access Code and passcode and start the conference After the audio conference has begun the Audio Controls panel displays the audio controls Mute All mutes all participants You can mute individual participants in the Participants panel Unmute All unmutes all participants You can unmute individual participants from the Participants panel Operator displays a dialog to speak with an operator in private or invite the operator to join the conference When you request an operator the Operator button changes to a Cancel button so the request can be cancelled if necessary The Phone Number text box allows you to enter a phone number to dial out and add a participant to t
39. n your computer so that the meeting view and participant controls are displayed in a web browser window The test determines if this is necessary and helps you through the installation process Note Using the Flash plugin so you can use your web browser to participate in web meetings is recommended However if you choose not to install the Flash plugin you can still join a meeting In this case a small alternate participant application is downloaded every time you join a meeting This alternate application requires Java to be installed on your computer When you join a meeting without the Flash plugin you see a message with the option to proceed using the alternate application When the Flash plugin is installed return to the login page and enter the 7 digit meeting Access Code in the Access Code textbox Then click the Join button Joining Scheduled Meetings Some scheduled meetings can be set up so that you must register prior to the meeting Other scheduled meetings allow you to register when you join the meeting To join a scheduled meeting click on the Web Login link in the confirmation email pre register or invitation email register when joining you received for the meeting If you pre registered for the meeting the link takes you directly to the meeting Otherwise the link takes you to the meeting registration page to complete before joining the meeting In both cases you automatically join the meeting without havin
40. nce Center sends email notifications The Global Crossing Web Meeting account holder s email address is the default Date Enter the date of the meeting in MM DD YYYY format or use the calendar icon to select a date Time Enter the time of the meeting or use the clock icon to select a time in 15 minute increments Choose a time zone from the drop down list if different from the default set in the Conference Center home page Duration Enter an expected duration for the meeting The actual meeting can end earlier or later the duration is just to help participants schedule their time Registration Type Register at time of meeting Choose this option if you do not want to collect and track registrations in advance Invitees register when they join the meeting Pre register before the meeting Choose this option if you want to confirm deny registrants and track registration in advance Invitees must register prior to the meeting If you choose this option you can also choose to Automatically Confirm All Registrants default or Manually Confirm All Registrants Automatic confirmation sends a confirmation email with meeting login information to participants immediately after they register Manual confirmation requires you to decide which registrants to confirm and which to decline Notify me of new registrations via email If you choose to have invitees pre register for the meeting this option allows you to be notified by email as the
41. nduct meetings and manage presenters and participants Confirmed Registrant A person whose registration for a scheduled audio conference or web meeting has been confirmed Co presenter A meeting participant who has been given the ability to present during a meeting along with the chairperson and other presenters if any Grant Control The temporary passing of control of an application or desktop from a presenter to another meeting participant Invitee A person who is invited to register for or attend a scheduled audio conference or web meeting No Show A person who registers for but does not attend a scheduled audio conference or web meeting Page 46 Global Crossing Global Crossing Participant A person who attends an audio conference or web meeting Passcode A 4 9 digit number the chairperson enters along with the Access Codeto log in to the Conference Center and access all conferencing features Poll An interactive slide displayed during a web meeting presentation with a question that participants can submit responses to The results are automatically tallied and can be displayed back to the participants Presentation A series of slides and polls displayed during a web meeting Presenters The chairperson and any co presenters collectively Registrant A person who registers for a scheduled audio conference or web meeting Sharing The temporary showing of an application or desktop on a pres
42. nswers are limited to 35 characters 4 Check the Display Results to Participants box if you want participants to see the results for this poll by default You have the option to change this when you display the poll during a meeting Note Ranking Polls and Text Comment Box results cannot be displayed to participants 5 Click the Save button to save the poll The poll is added to the list of saved polls for you to insert in a meeting presentation To edit a saved poll select it from the list of saved polls in the Poll Management dialog and click the Edit button This displays the Edit Poll dialog which is the same as the Create Poll dialog described above To delete a saved poll select it from the list of saved polls and click the Delete button Page 38 Global Crossing Global Crossing Note Saved polls cannot be edited or deleted while a meeting is in progress If you need to make changes to a poll during a meeting create and insert a new poll like it During a meeting participants see only the poll and then optionally the poll results The chairperson and co presenters also see a summary of responses The results and response summary update continuously until the poll is closed The chairperson and co presenters can participate in the poll or click the Skip to Results button to see the results of the poll You can control whether or not participants see the poll results by checking or
43. nt Broadcast audio is one way only Page 5 Global Crossing Global Crossing Reports The Global Crossing Web Meeting Web Conferencing service automatically generates reports for your web meetings and audio conferences The reports include who was invited to your meetings who registered and how they registered and who actually attended your meetings The reports also include information collected during registration information from the meeting itself such as chat transcripts and polling results and post meeting survey results Recordings Audio conferences on demand scheduled and operator assisted and web meetings can be recorded and played back later The audio portion of a meeting is automatically synchronized with the web portion You can edit recordings download them attach them to meeting communications and post them on Facebook Twitter and other websites Podcasts Global Crossing Web Meeting provides you with everything you need to set up a podcast feed and turn your recordings into podcast episodes Both audio only and audio video recordings are supported When you add a recording to your podcast feed it is automatically converted to the appropriate format so that people who subscribe to your podcast can download and play it Conference Controls The Conference Controls application is where you upload presentations and conduct web meetings You open the Conference Controls from the Conference Center Up
44. obal Crossing Web Meeting to set up your meeting and provide you with dial in numbers depending on your meeting requirements The numbers you enter are included in meeting communications Enable broadcast audio Check this box if you want to broadcast the audio portion of your web meeting over the Internet Call Global Crossing Web Meeting for a broadcast audio code to enter Display dial in number during conference Check this box to display a number during the meeting for participants to use if they prefer to dial in rather than listen to the broadcast audio The first dial in number you entered above is automatically copied into this text box The Help me choose link provides additional information if you are not sure which audio type to choose Description Enter a description for the meeting up to 2000 characters This description appears in all communications for the meeting The Security section of the page provides the option to include a security passcode that participants must enter to join this web meeting Set security passcode for web meeting Check this box if you want to include a security passcode unique to this web meeting Enter a security passcode of 4 9 alphanumeric characters This passcode is automatically included in invitation confirmation update and reminder emails as appropriate Click the Save and Next button to display the second page for scheduling a meeting The Next Steps section of this page is for pre
45. ons End Control ends control of all applications However the applications remain shared until you stop sharing Note Desktop and application sharing is limited to meetings with 500 participants or less Grant Control The Grant Control icon grants control of individual applications or your entire desktop to a meeting participant Note Mac users can only grant control of their desktop not individual applications Page 34 Global Crossing Global Crossing The Grant Control dialog that appears provides a choice between granting control of your entire desktop or selected applications Applications currently running on your computer are listed in the left pane and participants are listed in the right pane To grant control of your entire computer choose Grant Control of Desktop and then select a participant from the list of participants The participant shares control of your desktop with you until either one of you ends control Note When you grant control of your desktop the participant has control of your entire computer not just applications that are currently running That means the participant can start or stop applications and even shut down your computer To grant control of individual applications choose Grant Control of Selected Applications select one or more applications from the list of applications and then select a participant from the list of participants The part
46. over a participant displays the registration information for that participant Note This capability is not available for scheduled meetings Clicking the right mouse button on a web participant brings up a menu of options for that participant Lower Hand lowers the participant s hand if it is raised Chat opens a separate window for the chairperson and co presenters to chat with the participant Disconnect removes the participant from the meeting Promote to Co Presenter makes the participant a co presenter A meeting can have multiple co presenters Co presenters have access to all the same meeting controls as the chairperson and can do everything the chairperson can do except appoint other co presenters disconnect the chairperson or other co presenters or manage the audio conference controls Note All co presenters and the chairperson can change slides and polls share applications and grant control at the same time so it is important to coordinate with one another to avoid performing conflicting actions during the meeting Page 28 Global Crossing Global Crossing When a participant is promoted to co presenter this menu option changes to Demote to Participant for that co presenter The chairperson can demote a co presenter back to a regular participant by selecting the Demote to Participant option from the menu Lower All Hands lowers all participants hands that are currently raised
47. p the Conference Center application in your browser window The Conference Center is where you access all Global Crossing Web Meeting web conferencing features including launching the Conference Controls application To log in go to the Global Crossing Web Meeting login page at www Global Crossing Web Meeting com If this is the first time logging in from this computer it is a good idea to test your computer with the Test Your Computer link The test determines if you are able to launch the Conference Controls application Java is recommended for streamlining the launch process but you can still log in without it If the test determines that you need to install or update Java it guides you through the installation process Once the test determines that the Conference Controls application can launch successfully return to the login page and enter your 7 digit Access Code in the Access Code textbox and your 4 9 digit passcode in the Passcode textbox Then click the Login button If you forget your passcode click the Forget Your Passcode link to receive an email with the passcode Logging in Without Java If you cannot install Java on your computer you can still log in to the Conference Center as you normally would using your Access Code and passcode However additional steps are required each time you launch the Conference Controls application using the Open Meeting Controls button in Conference Center Note Mac users must have
48. p tools provide options to highlight and annotate slides as you present them Note Annotations and highlighting are not saved with the slide and disappear when you display another slide Also markup tools cannot be used on polls or when application or desktop sharing Pointers The pointer icon activates the current pointer for the slide Choose from four different pointer styles When you click with the pointer on a slide an image of the pointer is left at that location Highlighters The highlighter icon activates the current highlighter Choose from three different colors Click and hold the highlighter to highlight portions of the slide The highlighter works like an actual highlighting pen allowing text and graphics in the slide to show through Pens The pen icon activates the current pen Choose from four different colors Click and hold the pen as you draw on the slide Erasers The eraser icon erases individual markings on the slide Position the dot next to the eraser on the marking you want to erase and click the left mouse key The entire marking is erased The erase all icon erases all annotations and highlights on the slide Thumbnails To help you manage your presentation all slides and polls currently in your subscription are shown as thumbnails You can scroll through these thumbnails to add or delete slides and polls and reorder them Clicking on a thumbnail selects it To select a range of thumbna
49. paring and sending out invitations and updates for the meeting and adding the meeting to your calendar Page 13 Global Crossing Global Crossing Note If you plan to add branding or presenter information customize your registration form and or registration confirmation email or set up marketing campaign be sure to do so in the Advanced Settings section before sending your meeting invitations The Send Invitations button sends an invitation email automatically generated from the meeting information you have entered This button displays a form for entering email addresses manually or uploading a csv file with up to 2000 addresses or up to 10 000 depending on account settings If you have previously set up one or more marketing campaigns you can select a campaign to track registration separately for this group of invitees The Facebook icon provides options to post a meeting notice to your Facebook page or another Facebook page The post includes meeting details along with a link to either register for the meeting or to join the meeting depending on the meeting registration type You can add a note or edit the meeting details before posting the meeting notice The Twitter icon posts a meeting notice to your Twitter page with a link to either register for the meeting or to join the meeting depending on the meeting registration type You can edit the meeting notice before tweeting it to your followers The P
50. pg gif or png file The displayed image is 575 pixels wide by 200 pixels high If your image s dimensions are different than this it is scaled proportionately Header Alignment Select left right or center alignment for displaying the header Header Web Link Enter the address of a web page where you want participants to be directed when they click on the header The Add Presenter Information section of the page allows you to include information for the meeting s presenter s Presenter Name Enter the name of the presenter Presenter Bio Enter a short bio for the presenter Presenter Photo Click the Browse button to upload a picture of the presenter from your computer The image must be no larger than 1 MB and must be a jpg gif or png file The displayed image is 156 pixels wide by 117 pixels high 4 3 aspect ratio If the picture s dimensions are different than this it is scaled proportionately Add Presenter Choose this option to add information for one or more additional presenters Note Presenter information is included on all meeting emails and web pages so try to keep the presenter bio s brief Reminder Email You can schedule a meeting reminder email to send automatically to all confirmed registrants or invitees depending on the meeting type Page 16 Global Crossing Global Crossing Click the Add Reminder Email link to set up and edit the reminder email When should this
51. r the arrow next to the name to expand the recording in the list The playback window lets you play back the recording within the Manage Recordings page The View Larger link displays the recording in a larger pop up window Under the Manage section The Rename link displays a form for renaming the recording The Edit link brings up a new browser window with options for editing the recording The Download link allows you to download the recording from the Global Crossing Web Meeting server and store it locally on your computer The link displays a form to choose a download format for the recording Audio amp Visual flash Downloads a compressed zip file containing the recording and Adobe Flash playback resources Extracting the file creates an archive folder Double click the index file to play the recording Refer to the README file for instructions on embedding the recording in your website Audio Only mp3 Downloads an mp3 file for audio playback only Audio amp Visual mp4 Downloads an mp4 file for combined audio and video playback The mp4 file is provided at the highest resolution compatible with iPod 640x480 Audio Only wav ulaw g711 Downloads a wav file for audio playback only Choose a format and click the Download button to save it to your computer The Delete link deletes the recording The View Report link displays the playback report for the recording and a Download button for downloading this infor
52. re conferences Quick Start future conferences only Allows the audio conference to begin before the chairperson arrives The setting takes affect for future audio conferences only Auto Conference Continuation Sets the default to allow audio conferences to continue even after the chairperson disconnects The chairperson can turn continuation off during a conference from the Audio Controls panel or from the phone keypad The Advanced tab includes options for application sharing during web meetings Enable Title Bar Button Choose this option to display the Sharing Not Sharing and Controlled buttons in application title bars when you share applications or grant control default Enable Application Sharing Choose this option to enable sharing and granting control of individual applications default If you change this setting you must close and reopen the Conference Controls window for the change to take effect If you disable application sharing the Share Applications icon is no longer active However you can still share and grant control of your desktop Page 36 Global Crossing Global Crossing Note The Advanced tab is not available to Mac users because application sharing is not supported for the Mac Help The Help icon displays the online version of this User Guide Presentation Controls The icons at the bottom of the Conference Controls window provide options for organizing and delivering yo
53. review link displays the invitation email as invitees will see it The Edit link lets you add a custom message to the invitation email and attach up to 5 files for recipients to download The Send Update link sends an update email for the meeting to all confirmed registrants or invitees depending on registration type You can add files and a custom message to the update The Upload Confirmed Attendees link lets specified invitees bypass the registration process for meetings that require pre registration Download and use the csv meeting template to create a list of the invitees you want to bypass the registration process Enter the invitees names and email addresses required and any other information you want to track You can also select a marketing campaign to track these invitees separately from the other invitees When you upload the csv file the invitees in it immediately receive the same confirmation email that other invitees receive when their registrations are confirmed The Add to your Calendar button adds the meeting to your default calendar client The Lotus Notes Help link provides information for adding the meeting to a Lotus Notes calendar The Advanced Settings section of this page lets you preview and edit various meeting communications sent to invitees registrants and participants before and after a meeting Click Page 14 Global Crossing Global Crossing the Show Advanced Setting link to show thes
54. s reports for the meeting This is the same information that is displayed when you use the View Reports link in the Global Crossing Web Meeting menu and click on the name of a past meeting Clone and Reschedule Meetings Any scheduled past or cancelled meeting can be cloned and used as the basis for creating a new meeting When you clone a meeting the information for that meeting is copied for you to edit to create the new meeting To clone a meeting click on the Clone link for the meeting in the list of past meetings or the Clone button at the top of the window when you view a past or scheduled meeting This displays the same initial page as for scheduling a new meeting Edit the meeting information as necessary making sure to change the meeting time and date and send out invitations Once you finish the cloned meeting is added to the list of scheduled meetings Note If the original meeting had operator assisted audio and you want the cloned meeting to have operator assisted audio as well contact Global Crossing Web Meeting to schedule operator services and obtain new dial in numbers before you send out invitations Past meetings can be rescheduled allowing you to repeat the meeting at a later date When you reschedule a meeting the meeting is moved back to the list of scheduled meetings with a new time To reschedule a meeting click on the Reschedule link for the meeting in the list of past meetings or th
55. sponses that are tallied and optionally displayed back to the participants Poll results are saved with other meeting reports in the Conference Center where they can be viewed and downloaded Chat The chairperson co presenters and participants can communicate with one another via text messages during a web meeting Presenters can chat with each other with individual participants or with all participants at once Participants can chat with the presenters but not with each other Chat messages are saved with the other meeting reports in the Conference Center where they can be viewed and downloaded Record Meetings Any audio conference or web meeting can be recorded and made available for playback later The Conference Center provides features for managing editing and making recordings available for playback through downloads or social media channels Control Audio During an audio conference or web meeting only the chairperson has a variety of audio controls available including muting and un muting lines disconnecting participants dialing out to participants and locking the conference to prevent additional participants from joining The audio controls include a phonebook to facilitate dialing out and that is also used to automatically display the names of audio participants during a meeting who are listed in the phonebook Page 7 Global Crossing Global Crossing Log In Chairperson Logging in as chairperson brings u
56. t Sure Use the Add button to add additional values For meetings requiring pre registration the Registration Confirmation Email is the email registrants receive confirming their registration Click the Edit link to edit the email Custom Message You can replace the default message with a custom message and change its format Files Available for Download You can attach up to 5 files for recipients to download For meetings requiring pre registration the Registration Declined Email is the email registrants receive if you manually decline their registration Click the Edit link to edit the email Page 15 Global Crossing Global Crossing Custom Message You can replace the default message with a custom message and change its format Files Available for Download You can attach up to 5 files for recipients to download Branding and Presenters You can set up a header image brand to appear on all meeting emails and web pages You can also include bios and pictures of the presenters for the meeting To edit the branding and presenter information choose either the Edit Branding or Edit Presenters link By default the header for your meeting is the Global Crossing Web Meeting logo If you want you can replace it with a custom header in the Add Custom Branding section of the page Header Image Click the Browse button to upload your header image from your computer The file must be no larger than 1 MB and must be a j
57. t are in the opt out list you receive a message that those emails are in the opt out list When you view the opt out list you can select email addresses from the list and send an opt in request Note The opt out list only applies to a single web conferencing subscription If you have multiple subscriptions recipients must opt out from each subscription that they do not want to receive meeting invitations from Manage Recordings The Manage Recordings link in the Global Crossing Web Meeting menu provides options for working with your archived recordings When you archive your recordings with Global Crossing Web Meeting you get unlimited playbacks and access to additional features for managing and sharing your recordings Or you can download your recordings in up to four industry standard formats and host them on your own server Note If you prefer to host a recording on your own server be sure to download the recording file and delete it from Conference Center on the day of your meeting to avoid incurring Global Crossing Web Meeting archiving fees Page 22 Global Crossing Global Crossing Recordings The Recordings link lists all of your archived recordings The Manage Recordings link also displays this list by default To delete one or more recordings check the box next to the recording names and click the Delete Selected button To work with an individual recording click on its name o
58. t message Incoming chat messages are shown in popup balloons on the task bar by default To disable this feature click on the Global Crossing Web Meeting tray icon in the task bar and uncheck the Show incoming chat messages option from the popup menu Meeting Management Controls The icons located above the presentation window provide options for managing your web meeting Start Stop Meeting The Start Meeting icon starts a web meeting For on demand web meetings the Conference Security Passcode dialog appears if enabled by the Options settings This lets the chairperson set an optional security code that participants are required to enter to join the meeting If an optional security passcode is used it is only in effect for that meeting Page 32 Global Crossing Global Crossing Note If you check the Don t ask me again box the Conference Security Passcode dialog does not appear again until you enable it in your Options Settings During a web meeting click the Stop Meeting icon to end the meeting Record Meeting End Recording The Record Meeting icon records a meeting The recording includes everything participants see and hear during the meeting including slides polls and shared applications The web portion is synchronized with the audio portion of the meeting in the recording The Recording Name dialog lets you name the recording You can access manage and edit recordings from the
59. ting s registration page to use in online marketing campaigns and track the registrations driven from those campaigns You can see the effectiveness of each campaign when you view the campaign report for your meeting Click the Manage link to set up one or more marketing campaigns Campaign Name Enter a campaign name Names must contain only letters numbers spaces and periods Special characters are not allowed Click the Generate URL button to generate a unique URL for this campaign Repeat for each campaign you want to create and track A default campaign named Default is automatically created for the meeting Campaign URLs The campaign names and associated URLs are displayed in this window Copy the URLs to use in your campaign banner ads web pages emails blogs etc Delete To delete a campaign click the delete link next to its URL You cannot delete the default campaign If you attempt to delete a campaign that already has registrants associated with it you are prompted to confirm the deletion and then those registrants are re associated with the default campaign Registrants who use a link for a deleted campaign in an email or on a web page for example are associated with the default campaign Manage Scheduled Meetings Once a meeting has been scheduled you can view edit and clone the meeting information Click the Home link in the Global Crossing Web Meeting menu to go to the Conference Center home page and click on t
60. ts to play back Files Available for Download You can attach up to 5 files for recipients to download Note Post meeting emails are not automatically sent after a meeting takes place To send them view the meeting to see the post meeting actions If you want to attach recordings and files to post meeting emails don t forget to do so before you send them The Post Meeting Survey Page is displayed at the conclusion of the web portion of the meeting Click the Edit link to edit the page Check the Send attendees to a custom URL box if you want to bypass this survey page and direct attendees to the URL of your choice Page 17 Global Crossing Global Crossing Custom Message You can replace the default message with a custom message and change its format Post Meeting Survey Form Choose whether or not to include the standard question and if you want create your own questions by selecting the Add Custom Question button Files Available for Download You can attach up to 5 files for attendees to download The Post Meeting Archive Page is displayed when someone attempts to register for or log into a meeting that has already taken place The content is similar to the Post Meeting Email Meeting Promotion Tools For scheduled meetings requiring pre registration you can promote your meeting and track registrations from various marketing campaigns Marketing Campaigns You can generate unique URLs to the mee
61. unchecking the Display Results to Participants box above the response summary Click the Close Poll button to close the poll or proceed to the next slide or poll Once a poll is closed participants can no longer submit responses However you can go back to a closed poll to show participants the results of that poll Delete The Delete icon deletes the currently selected slide s or poll s Deleted slides are removed permanently from your subscription Deleting a poll removes it from the presentation but the poll remains in your subscription until you delete it from the list of saved polls Previous The Previous icon displays the previous slide or poll in your presentation Next The Next icon displays the next slide or poll in your presentation Full Screen The Full Screen icon changes to full screen presentation mode This affects only the chairperson s view of the presentation Participants must click the Full Screen icon in their own participant windows to view the presentation in full screen mode In full screen mode the chairperson has access only to the meeting controls used during presentations located at the bottom of the window Previous and Next icons an icon to show or hide thumbnails and the markup tools To return to the Conference Controls window click the Exit Full Screen button at the lower right or press the lt Esc gt key Page 39 Global Crossing Global Crossing Markup Tools The marku
62. ur presentation Insert Slides The Insert Slides icon uploads and adds slides to your presentation This displays a dialog for you to navigate to the file with the slide s you want to insert By default slides are inserted after the currently selected slide or poll Supported formats are PowerPoint ppt PowerPoint 2007 pptx jpg png gif jpeg and bmp PowerPoint presentations are converted to multiple slides and inserted All other formats are inserted as single slides Note You can have up to 200 slides or polls at any time per subscription which remain until you delete them If you attempt to insert more than this the slides or polls exceeding the 200 limit are not inserted and a message is displayed to ask you to delete existing slides or polls to make room for the new ones Insert Poll The Insert Poll icon includes a poll in your presentation after the currently selected slide or poll This displays the Poll Management dialog You can insert a saved poll that was previously created or create a new poll to insert To insert a saved poll select the desired poll question from the list of Saved Polls and make sure the poll shown in the Poll Preview is the one you want Then click the Insert button The poll is inserted after the selected or current slide or poll Polls can be inserted before or during a meeting A poll consists of a question a question type and one or more responses You can choose from s
63. w open all of them are shown If enabled by your Options settings applications being shared display a Sharing button in their title bars Applications not being shared include a Not Sharing button in their title bars Applications that you grant control of to a participant include a Controlled button in their title bars Each of these buttons brings up a menu of control options Note Unshared applications hide the portions of shared applications that they cover Participants see gray areas in the shared applications where this occurs Use the Sharing and Not Sharing buttons in the title bars of applications as cues to make sure shared applications are fully visible This is also the case if you grant control of applications Stop Sharing This Application ends sharing for the application and Share This Application begins it Grant Control of This Application grants control of the application and End Control of This Application ends it Present Slides ends all sharing and controlling of applications and returns to the Conference Controls window Share Desktop shares the desktop Individual applications continue to be shared Share Applications lets you share other applications in addition to the ones currently shared Stop Sharing ends all sharing and controlling of applications and returns to the Conference Controls window Grant control displays the Grant Control dialog to grant control of the desktop or applicati
64. y register The Help me choose link provides additional information if you are not sure when invitees should register Meeting Type Web amp Audio Choose this option if the meeting is both web and audio Audio Only Choose this option if the meeting is audio only Web Only Choose this option if the meeting is web only Audio Type Page 12 WWW Global Crossing Global Crossing On Demand Choose this option if you do not need a Global Crossing Web Meeting operator or other assistance for the meeting and the meeting will have no more than 96 attendees or up to 150 depending on account settings Dial in Number s Check the boxes to include your US Canada toll free number and or your US toll number for the meeting If you plan to invite international participants and know which countries they will be calling from click the Add International Numbers Optional link to select the individual international numbers for these countries If you aren t sure which countries they will be calling from check the box to include a link to the list of all international toll free numbers Access Code Your Global Crossing Web Meeting Access Code is automatically included in the information for this meeting Operator Assisted Choose this option if the meeting has over 96 participants or up to 150 depending on account settings or you need operator services during the meeting If you select this option you are instructed to call Gl

Global Crossing Web Meeting User Guide

Contents

Download Pdf Manuals

Related Search

Related Contents