Joining a meeting
This topic contains frequently asked Live Meeting attendee questions.
Q. How do I join a meeting by using an e-mail invitation?
A. An e-mail invitation to a Live Meeting session contains all the information that you need to join the meeting and to connect to the audio part of the meeting. To join a meeting, follow these steps:
- In the e-mail invitation that you received, click Join the meeting. If you have not previously joined a Live Meeting, you will be prompted to install the Live Meeting console.
- Live Meeting sessions may be recorded. Therefore, you must accept the terms of the recording agreement before you may join the Live Meeting session.
- When the meeting client starts, a “You are now connecting to the meeting” message appears. When this message no longer appears, the Live Meeting client program is active and you are ready to start the Live Meeting session.
Q. How do I connect to audio and video in Live Meeting?
A. Depending on how the meeting organizer has configured the meeting, you may communicate with the other attendees by using a computer or by using a telephone conference call. You can also connect a Web camera to the computer to let other attendees see you.
The following table describes the requirements to use the various audio and video options in Live Meeting:
Conference call (dial-in)
A conference call that is made by using a teleconferencing bridge requires a conference call code and a participant pass code. You may have to enter these codes manually. Or, the Live Meeting may be configured to call you at a number that you specify and join you to the conference automatically.
Computer audio (Voice over IP)
Computer audio uses Voice over IP (VoIP) to broadcast the audio to a computer. You can listen to the meeting by using computer speakers or by using a headphone. The meeting may also be configured to allow two-way VoIP. In this case, you can use a microphone to interact during the meeting.
Dial-in and VoIP
Some meetings may use a combination of traditional telephone conference together with VoIP. The Live Meeting invitation contains details about the audio information for the meeting. Join the Live Meeting session by using the invitation link or by browsing to the meeting URL and then manually entering the meeting ID and meeting password.
Connect to audio
In the e-mail meeting invitation, review the Audio Information section, and then take the appropriate action below.
If the Computer Audio option is listed, you can connect to the meeting and listen to it by using the computer. In this scenario, you need speakers to listen to the meeting. Also, if you have to talk in the meeting, you must have a microphone. Alternatively, you can use a headset that has built-in earphones and a microphone. By default, audio is enabled in the meeting. If audio is not enabled, click Voice & Video, and then click Join Audio.
If the Telephone Conferencing option is listed, you can join a telephone conference manually by calling the conference call telephone number that is contained in the e-mail meeting invitation and by entering the participant pass code.
If the Join Conferencing option is enabled, you can start the Live Meeting console and then click the Join Conference option. The selected Live Meeting audio service will call you at a direct-dial telephone number that you provide.
Note: The telephone number that you provide must be a direct number. Currently, Live Meeting does not support telephone extensions.
Connect to video
If the main video is not visible in the meeting, click Voice & Video, click the Web camera icon, and then click Show Main Video.
To use a Web camera (Webcam), you must first install the camera drivers and connect the camera to the computer. After the Webcam has been installed and tested, join the Live Meeting session. To do this, follow these steps:
- On the Live Meeting toolbar, click Voice & Video.
- Click the Webcam icon, and then click Start My Video.
If the meeting uses the Live Meeting RoundTable feature, you can view other meeting participants in panoramic video mode. To do this, follow these steps:
On the Live Meeting toolbar, click Voice & Video.
Click the Webcam icon, and then click Show Video Panorama.
The following table describes the available Live Meeting audio and video commands:
Audio and Video Commands
Voice & Video
Displays the list of resources available for audio and video in this session. Options are listed below.
If the meeting presenter has enabled computer audio, these commands toggle between joining VoIP audio and disconnecting VoIP audio.
Mute or Un-mute Desktop Speakers
If the meeting presenter has enabled this option, attendees may toggle computer speakers on or off.
Mute or Un-mute Microphone
If the meeting presenter has enabled this option, attendees may enable or disable the local microphone.
Depending on the meeting configuration, attendees may perform one or more of the following actions:
The meeting presenter can select Connect Telephone and Computer Audio. Attendees and presenters can run the Audio/Video Tuning Wizard to optimize the Webcam video and audio settings for Live Meeting. If the option is enabled, attendees can select View Dial-In Details to see the toll free and toll-enabled telephone conference bridge numbers together with the participant pass code. Use this command if VoIP is not enabled or if VoIP does not work for the Live Meeting session.
Q. How do I configure audio and video in Live Meeting?
A. During a scheduled meeting, voice and video can be configured to be heard and displayed on participant computers. Configure voice to use VoIP to let participants listen to the event by using computer audio. Set up video to allow presenters to display Webcam video during the event.
Audio Video Device Setup Wizard
In the Live Meeting console, click Voice & Video to display the Voice & Video pane.
Note: The first time that the console starts with the Computer audio conference option selected, the Audio Video Device Setup Wizard automatically runs.
In the Voice & Video pane, click Options and then click Set Up Audio and Video.
Click Yes to stop all audio and video if you are prompted to do this.
In the Set Up Audio and Video dialog box, select the speakers or headset use with Live Meeting.
Click to select the Click here if you are using headphones check box if you use headphones. Follow directions in the note if you hear an echo.
Click Test, and adjust the speaker volume.
Click Stop when you have adjusted the speaker volume.
Select the microphone to use in the Microphone list.
Speak into your microphone and adjust the microphone volume as appropriate.
After you adjust the microphone volume, click Next.
Select the webcam to use in the Select the webcam you want to use to place video calls list.
Click Webcam Settings, to modify the Webcam display.
When you have finished modifying the Webcam options, click OK.
Click Finish to close the Set Up Audio and Video Wizard.
You can use the Voice & Video pane in Live Meeting to perform the following tasks:
- Join Audio or Hang Up - This button is context sensitive. If you are currently using audio, Hang Up is displayed. The Hang Up command disconnects the user from audio. If you are not currently connected to audio, Join Audio is displayed. The Join Audio command connects you to audio.
- Mute or Unmute Speakers - This context-sensitive command mutes or un-mutes the computer speakers.
- Speaker Volume - This is a slider control to adjust speaker volume. Colored bars appear in the slider control to indicate that sound is received.
- Mute or Unmute Microphone – This context-sensitive command mutes or un-mutes the computer microphone.
- Microphone Volume – This is a slider control to adjust the microphone volume. Colored bars appear in the slider control to indicate the microphone volume.
- Two-Way Video or No Video – Click the appropriate command to display Webcam video to other meeting participants or to stop displaying Webcam video to other participants.
- Connect Telephone and Computer Audio – Use this command to join computer audio with telephone conferencing for the meeting. Enter the dialing sequence into the Dialing Keys box, and then click Connect.
- Set Up Audio and Video – This command starts the Set Up Audio and Video Wizard.
- View Current Speaker
- View Current Speaker – This command displays the current speaker in the Voice & Video pane.
- Name of speakers displaying video - Use this command to view a particular speaker in the Voice & Video pane.
- No Video – This command turns off video display in the Voice & Video pane.