basic conference place leader training · course overview the purpose of this course is to provide...

030506 © 2005 InterCall. All rights reserved.

Basic Conference Place Leader Training Instructor/Learner Guide

01: Introduction

030506 Basic Conference Place Leader Training - 1 03/05 InterCall © 2005 InterCall. All rights reserved. c:\data\web_conf\conf_place\cp_ldr_trng\basic\ig_pg\01_intro.doc

Welcome

Basic Conference Place Leader Training

Welcome

Course overview The purpose of this course is to provide you with the basic knowledge and

skills required to lead a Conference Place meeting.

01: Introduction


Objective(s)

Course objectives

• After completing this course, you will be able to:–Administer your meeting–Exercise your viewing options–Manage your resources–Share content

Course objectives <continued>

–Annotate your content–Interact during a meeting

01: Introduction


Instructor introduction

Who is the instructor?

• Name• Role or title• Company• Relevant experience

Participant introductions

Who are the participants?

• Name• Role or title• Company• Experience leading a Conference

Place meeting• Expectations

01: Introduction


Course agenda

Course agenda

• Administering your meeting• Exercising your viewing options• Managing your resources• Sharing content• Annotating your content• Interacting during a meeting

Questions

Questions

02: Administering your meeting

030506 Conference Place Leader Training - 1 03/05 InterCall © 2005 InterCall. All rights reserved. c:\data\web_conf\conf_place\cp_ldr_trng\basic\ig_pg\02_admin_your_acct.doc

Overview

Administering your meeting

• Administering your meeting involves:–Joining a meeting–Printing to PDF–Exiting and ending session –Exiting

Administering your meeting <continued>

–Setting attendee permissions–Accessing help



Joining a meeting You can join a meeting via:

• E-mail invitation

• www.conferenceplace.com E-mail invitation

Execute the steps listed in the table below to join a meeting via e-mail invitation.

Step Action 1 Click on the “Join Meeting” link in the email invitation. 2 Type your name in the textbox provided.

Note: The meeting ID and meeting key (if required) are already populated.

3 Click on the “Join Meeting” button.

www.conferenceplace.com

Execute the steps listed in the table below to join a meeting via www.conferenceplace.com.

Step Action 1 Go to http://www.conferenceplace.com. 2 Click on the “Join Meeting” link. 3 Type your name, meeting ID, and meeting key, if required. 4 Click on the “Join Meeting” button.



Printing to PDF Execute the steps listed in the table below to print to PDF.

Step Action 1 Click on “File” on the main menu. 2 Click on “Print to PDF.” The “Print to PDF” dialog box appears. 3 Click on the radio button next to the desired orientation. 4 Select the paper size from the drop-down box provided. 5 Click on the “OK” button to print to PDF. Exiting and ending session Execute the steps listed in the table below to exit and end the session for

all attendees.

Step Action 1 Click on “File” on the main menu. 2 Click on “Exit and End Session.” A dialog box appears, asking if

you want to exit and disconnect everyone from the meeting. 3 Click “OK” to exit and end the session for everyone.

IMPORTANT: You must exit and end the session if you no longer want to be billed for the web conference.

Exiting

Click on “File,” “Exit” if only you want to exit the meeting. The remaining attendees can continue without you. Note: Once you click on “Exit,” you are not asked to confirm that you really want to exit. If you accidentally select this option, you can reenter the meeting on the “Meeting Entry Page.”



Setting attendee permissions

To set attendee permissions, click on “Attendees” on the main menu, followed by “Attendee Permissions.” The “Attendee Permissions” dialog box appears. The table below explains how to set the various attendee permissions.

If you want to allow attendees to… Then… Print to PDF, Click on the checkbox next to this

attendee permission. Review current resource, Click on the checkbox next to this

attendee permission. Ask questions, Click on the checkbox next to this

attendee permission. Annotate/Edit current page/slide, Click on the checkbox next to this

attendee permission. Use all interaction tools, Click on the “Interact” checkbox.

All interaction tools are automatically selected.

See the attendee pane, Click on the checkbox next to this attendee permission.

See the seating chart, Click on the checkbox next to this attendee permission.

Chat with other attendees, Click on the checkbox next to this attendee permission.

Be able to use all resource tools, Click on the checkbox next to “Use slide set tools.” All slide set tools are automatically selected.

Display pages/slides from the current resource,

Click on the checkbox next to this attendee permission.

Create new slides in the current resource,


Select resources and import documents,




Accessing help On the “Help” menu, you can:

• Access Microsoft Office Live Meeting help

• Access information about getting started

• Access Live Meeting add-ins

• Contact us

• Learn about Microsoft Office Live Meeting

Access Microsoft Office Live Meeting help

To access Microsoft Office Live Meeting help, click on “Help” on the main menu, followed by “Microsoft Office Live Meeting Help.” OR Select the F1 key on your keyboard. There are many helpful links on the page. You can also search the help files by typing the criteria in the “search” textbox and clicking on the “Go” button.

Access information about getting started

To access information about getting started, click on “Help” on the main menu, followed by “Getting Started.” The “Getting Started” pane appears with helpful links.

Access Live Meeting add-ins

To access the Live Meeting add-ins, click on “Help” on the main menu, followed by “Live Meeting Add-ins.”

Contact us

To contact us, click on “Help” on the main menu, followed by “Contact Us.”

Learn about Microsoft Office Live Meeting

To learn about Microsoft Office Live Meeting, click on “Help” on the main menu, followed by “About Microsoft Office Live Meeting.” A dialog box appears with version and copyright information. Click on the “OK” button to close.



Questions

Questions

Activity #1: Printing to PDF


Purpose and time

Activity #1: Printing to PDF

• Purpose: To provide you with the knowledge and skills required to print to PDF

• Time: 5 minutes

Activity steps Follow the steps outlined below to complete the activity.

Step Action 1 Click on “File” on the main menu. 2 Click on “Print to PDF.” The “Print to PDF” dialog box appears. 3 Click on the radio button next to “Landscape” orientation, if

necessary. 4 Select the “Letter” paper size from the dropdown box provided, if

necessary. 5 Click on the “OK” button to print the Live Meeting Leader Training

PowerPoint presentation to PDF.

Note: If you would like to save the PowerPoint presentation, click on the “Save” icon.

03: Exercising your viewing options

030506 Conference Place Leader Training - 1 03/05 InterCall © 2005 InterCall. All rights reserved. c:\data\web_conf\conf_place\cp_ldr_trng\basic\ig_pg\03_viewing_opts.doc

Overview

Exercising your viewing options

• You can:–Change your viewing mode–Show/Hide thumbnails, panes, and

toolbars–Navigate your resource

Change your viewing mode While viewing a resource, you can:

• Change to full screen mode

• Fit to window

• Zoom by percentage

• Zoom in

• Zoom out continued on next page…



Change to full screen mode

To change to full screen mode, click on “View” on the main menu, followed by “Full Screen Mode,” or press “F5” on your keyboard to toggle back and forth between full screen view and panes. Once you are in full screen view, a menu appears.

If you want to… Then… Go back to the previous slide, Click on the “Previous” button.

Annotate on your resource, Click on the button to the right, select the desired annotation tool, and annotate.

Zoom in, Click on the button to the right, followed by “Zoom In.”

Zoom out, Click on the button to the right, followed by “Zoom Out.”

View panes, Click on the button to the right, followed by “Normal View.”

Advance to the next slide, Click on the “Next” button.

Fit to window

To fit to window, click on “View” on the main menu, followed by “Fit to Window.”

Zoom by percentage

Execute the steps listed in the table below to zoom by percentage.

Step Action 1 Click on “View” on the main menu. 2 Click on “Zoom.” The “Zoom” dialog box appears. 3 Click on the radio button next to the desired percentage of

magnification. 4 Click on the “Apply” button. 5 Click on the “Close” button when the desired percentage of

magnification is reached.

Zoom in

To zoom in, click on “View” on the main menu, followed by “Zoom In.” continued on next page…



Zoom out

To zoom out, click on “View” on the main menu, followed by “Zoom Out.” Show/Hide thumbnails, panes, and toolbars

The table below explains how to show/hide thumbnails, panes, and toolbars.

If you want to… Then… Hide/Show thumbnails, Click on “View” on the main menu,

followed by “Hide Thumbnails” or “Show Thumbnails.”

Hide/Show panes, Click on “View” on the main menu, followed by “Hide Panes” or “Show Panes.”

Restore the default panel layout, Click on “View” on the main menu, followed by “Restore Default Layout.”

Hide/Show the “Now Presenting” pane,

Click on “View” on the main menu, “Panes,” “Now Presenting.” Note: A checkmark next to “Now Presenting” indicates the pane is viewable.

Hide/Show the “Resource List” pane,

Click on “View” on the main menu, “Panes,” “Resource List.” Note: A checkmark next to “Resource List” indicates the pane is viewable.

Hide/Show the “Attendees” pane, Click on “View” on the main menu, “Panes,” “Attendees.” Note: A checkmark next to “Attendees” indicates the pane is viewable.

Hide/Show the “Getting Started” pane,

Click on “View” on the main menu, “Panes,” “Getting Started Pane.” Note: A checkmark next to “Getting Started Pane” indicates the pane is viewable.

Hide/Show the “Questions and Answers” pane,

Click on “View” on the main menu, “Panes,” “Questions and Answers.” Note: A checkmark next to “Questions and Answers” indicates the pane is viewable.

continued on next page…



If you want to… Then… Hide/Show the “Seating Chart”

pane, Click on “View” on the main menu, “Panes,” “Seating Chart.” Note: A checkmark next to “Seating Chart” indicates the pane is viewable.

Hide/Show the “Branding” pane, Click on “View” on the main menu, “Panes,” “Branding.” Note: A checkmark next to “Branding” indicates the pane is viewable.

Hide/Show the custom panel, Click on “View” on the main menu, “Panes,” “Show Custom Panel.” Note: A checkmark next to “Show Custom Panel” indicates the pane is viewable.

Hide/Show the “Presentation” toolbar,

Click on “View” on the main menu, “Toolbars,” “Presentation.” Note: A checkmark next to “Presentation” indicates the toolbar is viewable.

Hide/Show the “Resources” toolbar,

Click on “View” on the main menu, “Toolbars,” “Resources.” Note: A checkmark next to “Resources” indicates the toolbar is viewable.

Hide/Show the “Slide Editing” (i.e., annotation) toolbar,

Click on “View” on the main menu, “Toolbars,” “Slide Editing.” Note: A checkmark next to “Slide Editing” indicates the toolbar is viewable.

Hide/Show the “Audio” toolbar, Click on “View” on the main menu, “Toolbars,” “Audio.” Note: A checkmark next to “Audio” indicates the toolbar is viewable.

Advance to the next pane, Click on “View” on the main menu, followed by “Next Pane.”

View meeting information, Click on “View” on the main menu, followed by “Meeting Information.”



Navigate your resource The table below explains how to navigate your resource.

If you want to… Then… Go back to the previous slide, Click on “View” on the main menu,

followed by “Previous.” Advance to the next slide, Click on “View” on the main menu,

followed by “Next.” Go back to the last viewed slide, Click on “View” on the main menu,

followed by “Last Viewed.” Navigate to the first slide, Click on “View on the main menu,

followed by “First.” Navigate to the last slide, Click on “View” on the main menu,

followed by “Last.” Navigate to a random slide within

a slide set, Click on “View,” “Go to,” and select the desired slide.

Cycle your pages automatically, Click on “View” on the main menu, followed by “Automatic Cycling.” The “Resource Cycling” dialog box appears. Set the number of seconds you would like to pass between page changes, and click on the “Start” button.



Questions

Questions

04: Managing your resources

030506 Conference Place Leader Training - 1 03/05 InterCall © 2005 InterCall. All rights reserved. c:\data\web_conf\conf_place\cp_ldr_trng\basic\ig_pg\04_mng_resources.doc

Overview

Managing your resources

• Managing your resources involves:–Navigating a resource–Importing a resource

Navigating a resource In module three, we discussed how to navigate your resources via the

“View” menu. The following are additional navigation methods:

• Clicking on the previous/next buttons on the presentation toolbar

• Clicking on thumbnails

• Using hot keys Clicking on the previous/next buttons on the presentation toolbar

The table below explains how to go back to the previous page and advance to the next page using the buttons on the presentation toolbar.

If you want to… Then… Go back to the previous

page, Click on the “Previous” button on the “Presentation” toolbar.

Advance to the next page, Click on the “Next” button on the “Presentation” toolbar.




Clicking on thumbnails

Your can navigate your resources simply by clicking on the desired thumbnails.

Using hot keys

The table below explains how to go back to the previous page and advance to the next page using hot keys.

If you want to… Then… Go back to the previous page, Hold down on the control (Ctrl) key

on your keyboard, and press the left arrow key on your keyboard.

Advance to the next page, Hold down on the control (Ctrl) key on your keyboard, and press the right arrow key on your keyboard.

Importing a resource Execute the steps listed in the table below to import a resource.

Step Action 1 Click on the “Import a document” button on the

“Presentation” toolbar. The “Choose a document to share” dialog box appears.

2 Locate your document, select it, and click on the “Open” button. An “Importing Document to Live Meeting” dialog box appears. You know the document uploads successfully when it appears in the thumbnails.



Questions

Questions

05: Sharing content

030506 Conference Place Leader Training - 1 03/05 InterCall © 2005 InterCall. All rights reserved. c:\data\web_conf\conf_place\cp_ldr_trng\basic\ig_pg\05_sharing.doc

Overview

Sharing content

• You can:–Share a whiteboard–Share text

Share a whiteboard By sharing a whiteboard, you can virtually collaborate using the

annotation tools. To share a whiteboard, click on “Share” on the main menu, followed by “Whiteboard” OR click on the “Whiteboard” button on the “Resources” toolbar. Use the annotation tools to annotate.

Share text Sharing text allows you to collaboratively take notes during a

meeting. To share text, click on “Share” on the main menu, following by “Text” OR click on the “Text” button on the “Resources” toolbar. Begin typing.

05: Sharing content


Questions

Questions

Activity #2: Sharing content


Purpose and time

Activity #2: Sharing content

• Purpose: To provide you with the knowledge and skills required to share content

• Time: 5 minutes


Step Action 1 After being prompted by the instructor, please do one of the

following:

• Share a whiteboard

• Share text

06: Annotating your content

030506 Conference Place Leader Training - 1 03/05 InterCall © 2005 InterCall. All rights reserved. c:\data\web_conf\conf_place\cp_ldr_trng\basic\ig_pg\06_annotate.doc

Overview

Annotating your content

• You can use the following annotation tools to annotate content such as PowerPoint presentations and whiteboards:–Select annotations–Pointer–Draw

Annotating your content <continued>

–Highlighter–Stamp–Draw text–Clear annotations

Select annotations After using an annotation tool, you can utilize the “Select

annotations” tool to select the annotation. After selecting the annotation, you can delete it, cut or copy and paste it, etc. To use the tool, click on the “Select annotations” button.



Pointer To use the laser pointer, click on the “Pointer” button on the

annotation toolbar. Click to show the laser pointer.

Draw You can use the “Draw” tool to draw:

• Freehand

• A line

• An arrow

• A rectangle

• A round rectangle

• An oval The table below explains how to use the drawing tools.

If you want to draw… Then… Freehand, Click on the “Draw

Freehand” button, and click, drag, and release to draw freehand.

A line, Click on the arrow next to the “Draw” button, and select “Draw Line.” Click, drag, and release to draw a straight line.

An arrow, Click on the arrow next to the “Draw” button, and select “Draw Arrow.” Click, drag, and release to draw an arrow.

A rectangle, Click on the arrow next to the “Draw” button, and select “Draw Rectangle.” Click, drag, and release to draw a rectangle.

A round rectangle, Click on the arrow next to the “Draw” button, and select “Draw Round Rectangle.” Click, drag, and release to draw a round rectangle.

An oval, Click on the arrow next to the “Draw” button, and select “Draw Oval.” Click, drag, and release to draw an oval.



Highlighter To use the highlighter, click on the “Highlighter” button on the

annotation toolbar. Click, drag, and release to highlight.

Stamp You can use the “Stamp” tool to create a(n):

• Arrow stamp

• Check stamp

• X stamp The table below explains how to create stamps.

If you want to create… Then… An arrow stamp, Click on the “Arrow Stamp”

button, place your cursor where you would like to make a stamp, and click. An arrow stamp appears.

A Check stamp, Click on the arrow next to the “Arrow Stamp” button, and select “Check Stamp.” Place your cursor where you would like to make a stamp, and click. A check stamp appears.

An X stamp, Click on the arrow next to the “Arrow Stamp” button, and select “X Stamp.” Place your cursor where you would like to make a stamp, and click. An X stamp appears.

Draw text Execute the steps listed in the table below to draw text.

Step Action 1 Click on the “Draw Text” button on the annotation

toolbar.

2 Place your cursor where you would like to draw text, and click. 3 Type your text. 4 Click on the “Enter” key on your keyboard when the text is

completed.



Clear annotations To clear all annotations, click on the “Clear Annotations”

button. A dialog box appears, asking if you are sure you want to clear all annotations from the slide. Click on the “OK” button.

Questions

Questions

Activity #3: Annotating your content


Purpose and time

Activity #3: Annotating your content

• Purpose: To provide you with the knowledge and skills required to annotate your content

• Time: 5 minutes


Step Action 1 Annotate on the whiteboard when prompted by the instructor.

07: Interacting during a meeting

030506 Conference Place Leader Training - 1 03/05 InterCall © 2005 InterCall. All rights reserved. c:\data\web_conf\conf_place\cp_ldr_trng\basic\ig_pg\07_interact_via_cp.doc

Overview

Interacting during a meeting

• During a meeting, you can interact by:–Chatting with attendees–Sending and receiving feedback–Managing questions

Chatting with attendees During a meeting, you can:

• Chat with attendees

• Block chat

• Unblock chat

• Send email continued on next page…



Chat with attendees

Execute the steps listed in the table below to chat with attendees.

Step Action 1 Right-click on the attendee’s

name (on the “Attendees” pane, “Meeting” tab).

Or select the attendee’s name and click on “Attendees” on the main menu.

2 Click on “Chat.” A chat window appears. 3 Type your message in the textbox. 4 Click on the “Send” button.

Block chat

Execute the steps listed in the table below to block chat.




2 Click on “Block Chat.” The selected attendee is unable to chat with you going forward.

Unblock chat

Execute the steps listed in the table below to unblock chat.




2 Click on “Unblock Chat.” The selected attendee is able to chat with you going forward.

Send email

Execute the steps listed in the table below to send an email to an attendee.




2 Click on “Send email.” An email addressed to that attendee appears.

3 Type a subject. 4 Type a message. 5 Click on the “Send” button.



Sending and receiving feedback

Sending and receiving feedback involves:

• Sending feedback to the presenter

• Receiving feedback from your attendees Sending feedback to the presenter

To send feedback to the presenter, click on the “Feedback to Presenter” drop-down box on the “Seating Chart” pane, and select the appropriate feedback from the list that appears. Or execute the steps listed in the table below.

Step Action 1 Click on “Attendees” on the main menu. 2 Highlight “Change my Mood.” 3 Click on the appropriate feedback.

Receiving feedback from your attendees

The table below explains how attendees provide feedback to you.

Stage Description 1 The attendee selects the appropriate feedback from the

“Feedback to Presenter” drop-down box on the “Seating Chart” pane (below and to the left).

2 The presenter monitors the “Seating Chart” pane for feedback. 3 The presenter checks the “Attendees” pane (below and to the

right) to determine which attendee is providing feedback. 4 The presenter responds appropriately to the attendee’s

feedback.



Managing questions To view the “Questions and Answers” pane, click on “View” on the main

menu, highlight “Panes,” and select “Questions and Answers.” Managing questions involves:

• Asking a question

• Editing a question

• Deleting a question

• Knowing when a question has been asked

• Answering a question

• Dismissing a question

• Giving the asker the floor

• Chatting 1 on 1 with the asker

• Marking a question

• Viewing the question log

• Clearing the log

Asking a question

To ask a question, type the question in the textbox provided on the “Questions and Answers” pane, and click on the “Ask” button.

Editing a question

Execute the steps listed in the table below to edit a question.

Step Action 1 Click on the “Edit” button on the “Questions and Answers” pane. 2 Modify your question. 3 Click on the “Edit” button.

Deleting a question

To delete a question, click on the “Delete” button on the “Questions and Answers” pane.

Knowing when a question has been asked

When a question is asked, the header on the “Questions and Answers” pane reads, “1 Question in queue.” Consequently, if you opt to use the “Questions and Answers” pane, you need to periodically check the pane header.




Answering a question

Execute the steps listed in the table below to answer a question.

Step Action 1 Click on “Tools” on the main

menu followed by “Question Manager.”

Or click on the “Question Manager” button on the “Questions and Answers” pane.

2 Select the question. 3 Type your answer in the textbox provided. 4 Click on the “Post Privately” button to post your answer for the

asker only. OR Click on the “Post to All” button to post your answer for all attendees to see.

Dismissing a question

Execute the steps listed in the table below to dismiss a question.


menu, followed by “Question Manager.”


2 Select the question. 3 Click on the “Dismiss” button.

Giving the asker the floor

The table below explains the process for giving the asker the floor and allowing him or her to post comments.

Stage Description 1 The presenter clicks on

“Tools” on the main menu, followed by “Question Manager.”

Or the presenter clicks on the “Question Manager” button on the “Questions and Answers” pane.

2 The presenter selects the asker’s question. 3 The presenter clicks on the “Give the floor” button. The “You

have the floor” dialog box appears on the asker’s screen. 4 The asker posts comments to be seen by everyone in the

meeting by typing his or her comments in the textbox provided and clicking on the “Post” button (and continuing to follow this step until he or she has posted all desired comments).

5 The asker clicks on the “Done” button when finished posting comments.




Chatting 1 on 1 with the asker

Execute the steps listed in the table below to chat one on one with the asker.




3 Select the asker’s question. 4 Click on the “Chat 1:1” button. The chat window appears. 5 Type your chat message in the textbox provided. 6 Click on the “Send” button.

Marking a question

Execute the steps listed in the table below to mark a question.




2 Click on the checkbox in the “Sort by Marked Status” column. The header on the “Questions and Answers” pane reads, “1 Marked.”

Viewing the question log

Execute the steps listed in the table below to view the question log.




2 Click on the “View Log” button. Your web browser opens up, displaying the “Question and Answer Log.” This log shows all questions asked and responses given during your meeting.

3 Print, save, or copy and paste the log. continued on next page…



Clearing the log

Execute the steps listed in the table below to clear the questions and answers log.




2 Click on the “Clear Log” button. A “Clear the Q&A Log?” dialog box appears, asking if you are sure you want to erase the contents of the Q&A log. IMPORTANT: This action cannot be undone.

3 Click on the “OK” button.

Questions

Questions

Activity #4: Interacting during a meeting


Purpose and time

Activity #4: Interacting during a meeting

• Purpose: To provide you with the knowledge and skills required to interact during a meeting

• Time: 5 minutes


Step Action 1 Send a chat message to the instructor. 2 Provide feedback to the instructor as to which department you are

in.

08: Summary

030506 Conference Place Leader Training - 1 03/05 InterCall © 2005 InterCall. All rights reserved. c:\data\web_conf\conf_place\cp_ldr_trng\basic\ig_pg\08_summary.doc

Summary

Summary

• You can administer your meeting with ease

• There are many different viewing options you can exercise

• To ensure a seamless meeting, you must be able to manage your resources

Summary <continued>

• You can share content with attendees

• You can use annotation tools to annotate on content

• You can chat with attendees, send/receive feedback, and manage questions

basic conference place leader training · course overview the purpose of this course is to provide...

Documents