Before a meeting

This topic contains frequently asked Live Meeting organizer questions.

Q. How do I configure meeting options in Live Meeting?

A. You can customize the Live Meeting experience by setting options for individual meetings. For example, you can control how meeting participants will enter a meeting, or you can enable or disable features such as chatting or recording.

Note: In most Live Meeting environments, the Live Meeting account administrator configures most or all of the meeting options. We recommend that you do not override these settings unless you have a clear understanding of how each option should be configured in your environment. For example, if the administrator has configured your audio settings to work with your organization's audio conferencing service, changing those settings could cause an error when you try to connect to audio for your Live Meeting sessions.

You set options separately for Meet Now meetings and for scheduled meetings.

To set Meet Now meeting options

1. In an Internet browser, enter the URL of the Live Meeting conference center. Then, type your user name and password to log on to Live Meeting.

2. On the My Home page, click Meet Now Details, and then click Meet Now Options.

3. To set a particular option, click the appropriate link at the top of the Meet Now Options page.

4. When you are finished setting options, click OK. The options will apply to all future Meet Now meetings.

To set scheduled meeting options

1. In an Internet browser, enter the URL of the Live Meeting conference center. Then, type your user name and password to log on to Live Meeting.

2. Perform one of the following actions:

   • To set options for a new meeting, click Schedule Meeting under Meet on the My Home page.
   • To set options for an existing meeting, click the appropriate meeting on the My Home page.

3. Click Meeting Options.

4. To set a particular option, click the appropriate link at the top of the Meeting Options page.

5. Click Set As Default if you want to use the configured options as the default settings for all future scheduled meetings, and then click OK.

Meeting Options

For best results, we recommend that you set all the meeting options before you use Live Meeting for the first time. If the Live Meeting administrator has already configured the options, review the settings and make any required changes.

Meeting Details

Meeting details control information that Live Meeting uses to generate meeting invitations, to configure the meeting space, and to help you with bookkeeping if your organization uses billing codes to monitor Live Meeting costs. Setting meeting details can be important if one of the following conditions is true:

• You are configuring Live Meeting for the first time after it was installed.
• You want to change the length of your Meet Now sessions.
• You want to expand a meeting to include more people, and you need more simultaneous connections to the Live Meeting service.

To set meeting details

1. In the Meeting Details section on the Meet Now Options page or on the Meeting Options page, set the following options:

   • In the Meeting ID box, type the ID for the meeting. This option affects schedules meetings.
   • In the Language list, click the language that you want to use in the meeting invitations, as well as the language used for descriptive data for Live Meeting recordings.
   • In the Bill to Code box, enter the billing code that is associated with your use of the Live Meeting service within your organization. This is an optional entry.
   • In the Meeting Size box, enter the maximum number of people that you expect to attend a meeting.
   • In the Meeting Duration list, select the maximum length of the meeting. This option only affects Meet Now meetings.

Entry Control Options

You can set entry controls to configure the following:

• Control who attends a meeting.
• Make a meeting available to a large general audience.
• Distinguish between participants who are attendees and those who are presenters.

To set presenter entry control options

1. In the Entry Control, Presenters section of either the Meet Now Options page or of the Meeting Options page, set the following options:

   • To limit attendance as a presenter to individuals who have a membership in your Live Meeting conference center, click Access Control List.
   • To limit attendance as a presenter to individuals who have a meeting key (a password), whether supplied by you or generated by Live Meeting, click Meeting Key.

To set attendee entry control options

1. In the Entry Control, Attendees section of either the Meet Now Options page or of the Meeting Options page, set the following options:

   • To limit attendance as an attendee to individuals who have a membership in your Live Meeting conference center, click Access Control List.
   • To limit attendance as an attendee to individuals who have a meeting key (a password), whether supplied by you or generated by Live Meeting, click Meeting Key.

Meeting Entry Time

You can prevent attendees from joining a Meet Now meeting before you are ready. Presenters can join the meeting at any time

To set the meeting entry time

1. In the Meeting Entry Time section of either the Meet Now Options page or of the Meeting Options page, click the appropriate option.

2. To prevent attendees from joining a meeting until 30 minutes before the scheduled meeting time, click Attendees - 30 min. Early, Presenters - Anytime. To allow attendees to join the meeting at any time, click Anyone - Anytime.

Extended Registration

You can require participants to supply their e-mail address and company name when they attempt to join a meeting. This requirement is called extended registration.

To set extended registration

1. In the Extended Registration section of either the Meet Now Options page or of the Meeting Options page, click the appropriate option.

2. To require extended registration, click Request e-mail address and company name. To allow participants to join the meeting without supplying an e-mail address and company name, click Do not request e-mail address and company name.

Meeting Lobby

The meeting lobby is an area where uninvited users who would like to join your meeting can request entry.
You can set meeting lobby options for Meet Now meetings or for any scheduled meeting that you organize.
You can give users a URL to the meeting lobby when it is not appropriate to send a meeting invitation. For example, you can include the meeting lobby URL on your business cards so that users can always request access to an ongoing Meet Now meeting. Presenters can use the meeting lobby to control who enters the meeting, as well as the time that they enter.

To set meeting lobby options

1. In the Meeting Lobby section of either the Meet Now Options page or of the Meeting Options page, set the options in step 2 and step 3.

2. To enable the meeting lobby for your meeting, click Enable Meeting Lobby for this meeting. In the Lobby greeting box, type a message for visitors to the meeting lobby. When you enable the meeting lobby, you see a meeting lobby URL on the Meeting Details page for Meet Now meetings. This is the URL that you can send to people to allow them access to your meeting if they do not have an invitation.

3. If you want Live Meeting to send an e-mail notification to you when individuals are waiting in the meeting lobby, click Enable e-mail notification from lobby attendees.

Additional Features

The options that are listed under Additional Features on the Meet Now Options page or on the Meeting Options page are used to enhance participants’ meeting experience, for limiting what they may do in some circumstances, and to demonstrate features of the Live Meeting console so that attendees become familiar with them.

To set additional features

1. In the Additional Features section of either the Meet Now Options page or of the Meeting Options page, set the following options:

2. To allow attendees to ask questions of the presenters, click to select the Question and Answer Control Panel check box.

3. To allow presenters to use the Live Meeting console to end the meeting, click to select the Show End Session Option in Console check box.

4. To allow attendees to use the Live Meeting console to chat with each other and with presenters, click to select the Chat check box.

5. To allow presenters to share programs with other participants, click to select the Application Sharing check box.

6. To determine the level of control that presenters have over application sharing, click Never, When sharing a Single Application only, or When sharing the Desktop, Frame, or Single Application, as appropriate.

7. To allow individual participants to request control of a shared program, click to select the Allow meeting participants to request control check box.

8. To set the color quality of shared applications, which can affect the performance of application sharing over the network, click the appropriate option from the How many colors to use for sharing list.

9. To allow participants to print meeting content to an Adobe Acrobat Reader file (.pdf), click Printing to PDF.

10. To make the seating chart visible to all participants, click to select the View the seating chart check box. You must also select this check box to edit the color-coded legend in the seating chart. If you want only to edit the legend, but not make the seating chart visible, click to clear the check box when you are finished editing the legend.

11. To edit the color-coded legend in the seating chart, change the text in the Title box and the boxes corresponding to the colors you want to change.

12. To define a color as the default when a participant joins the meeting, click the color.

13. To enable a custom pane in the Live Meeting console that contains streaming media content from a source you specify, click to select the Streaming Media Custom Frame check box.

14. In the Attendee URL box, enter the URL of the source of streaming media content for attendees. In the Presenter URL box, enter the URL of the source of streaming media content for presenters.

Expiration

Use this option to set the amount of time to wait before deleting meeting and content information.
All documents that have been uploaded or created in the meeting including Office files, MODI documents, PNG files, poll slides, text slides, white boards, application sharing, annotations and unpublished recordings will be deleted along with the meeting. Reports and log files will not be deleted. Meeting expiration does not occur in real time. The meeting together with the content to be deleted is scheduled for deletion after the meeting ends together with a wait time that is specified by the administrator or organizer. Deletion time may vary and is subject to the length of the deletion requests on the queue and the load on the server.

To set expiration options

1. In the Expiration section of either the Meet Now Options page or of the Meeting Options page, set the following options:

2. To delete meetings and content after a meeting ends, click to select Set the amount of time to wait before deleting meeting and contents check box .

3. To specify the amount of time that you want Live Meeting to retain meeting and content before deleting it, type a number in the box, and then click a unit of time on the accompanying list.

Recording Expiration

Recordings that are created and published for a meeting will be deleted according to the expiration time that is set. This setting only applies new recordings. To modify expiration for an existing recording, you can use the Edit Recording option.

To delete a recording

1. To delete a recording after a meeting ends, click to select Set the amount of time to wait before deleting published recordings check box.

2. To specify the amount of time that you want Live Meeting to retain recordings before deletion, type a number in the box, and then click a unit of time on the accompanying list.
   Note: Deleted meetings or recordings can be restored by your administrator for up to 90 days after the expiration time. After that, they are permanently deleted.

Audio

You set audio options when you first confige an audio conferencing service for use with Live Meeting or when you are temporarily changing your audio preferences for a meeting.

To set audio options

1. In the Audio section of either the Meet Now Options page or of the Meeting Options page, set the following options:

   • In the Audio for this meeting list, select the audio configuration that you want to use with Live Meeting.
   • If you use audio conferencing, click the provider in the Conferencing provider list.
   • If you want Live Meeting to initiate a call to participants instead of requiring participants to dial in to the conference call number, click to select the Allow meeting participants to use "Join Conference" check box.
   • If you use one-way Internet Audio Broadcasting to deliver audio to meeting participants on their computers, click to select the Enable Internet Audio Broadcasting check box.
   • If you use audio conferencing, configure the toll-free and toll meeting telephone numbers by clicking a country or region on the Country/region list, and then typing the city or area code and local numbers in the text boxes provided. The number that appears above the Country/region list is the country code for the selected country or region.
   • If you will use audio conferencing, type the participant code and leader code in the text boxes provided. The leader code is not revealed to the meeting participants. However, this code is required to connect to the audio conferencing provider.
   • If you will record the meeting or you will use Voice over IP (Internet Audio Broadcasting), or both, and if access to audio will require additional dialing keys, type those keys into the text boxes provided in the Actual dialing keys section.
     Note: Keys that are entered in the first box are dialed before the participant code. Keys that are entered in the second box will be dialed after the participant pass code.

Recording

You can choose to record a meeting or let other presenters record it. Also, you can control meeting participants' access to the recording.

To set recording options

1. In the Recording section of either the Meet Now Options page or of the Meeting Options page, set the following option.

   • To allow presenters to record meetings, in the Enable Recording section, click Presenter can record the meeting.
   • To allow only the organizer to record meetings, in the Enable Recording section, click Disabled in the meeting but the organizer can still record when logged into Live Meeting.

2. In the Recording section of either the Meet Now Options page or of the Meeting Options page, set the following option.

   • To allow all attendees and presenters to view recordings, in the Recording Access section, click All meeting participants can view recordings using their meeting information.
   • To allow only yourself and the account administrator access to recordings, in the Recording Access section, click Only the administrator and organizer can view recordings.

Q. How do I customize hyperlinks and branding in Live Meeting?

A. The Live Meeting Web-based user interface and the Live Meeting console include graphical elements that you can change to meet your organization's needs. These elements include hyperlinks, colors, and images.

Note: To customize hyperlinks and branding, you must be logged on to the Live Meeting conference center with a membership that is assigned the Administrator role.

To customize links

1. On the My Home page, in the Administer section, click Account.

2. On the Account Administration Home page, click Customization.

3. On the Administer Links page, in the Support section, click one of the following options:

   • To display the default support hyperlink, click Show Default.
   • To display a custom link instead of the default support hyperlink, click Redirect Link. In the box that appears, type the URL to which you want to direct users when they click Support.
   • To hide the support link, click Hide Link.

4. In the Check Your System section, click one of the following options:

   • To display the default support hyperlink, click Show Default.
   • To display a custom link instead of the default support hyperlink, click Redirect Link. In the box that appears, type the URL to which you want to direct users when they click Check Your System.
   • To hide the support link, click Hide Link.

5. In the Terms of Service section, click one of the following options:

   • To display the default support hyperlink, click Show Default.
   • To display a custom link instead of the default support hyperlink, click Redirect Link. In the box that appears, type the URL to which you want to direct users when they click Terms of Service.
   • To hide the support link, click Hide Link.

6. In the Download section, click one of the following options:

   • To display the default support hyperlink, click Show Default.
   • To hide the support link, click Hide Link.

7. In the Copyright, Privacy Banner in Live Meeting Manager section, click one of the following options:

   • To display the default support hyperlink, click Show Default.
   • To hide the support link, click Hide Link.

8. In the Login section, click one of the following options:

   • To display the default Terms of Service hyperlink, click Show Default.
   • To display a custom link instead of the default support hyperlink, click Redirect Link. In the box that appears, type the URL to which you want to direct users when they click Login.
   • To hide the Terms of Service link, click Hide Link.

To create branding

1. On the My Home page, in the Administer section, click Account.

2. On the Account Administration Home page, click Customization.

3. In the Administer section of the left pane, click Branding.

4. On the Administer Branding page, click Create New Branding.

5. On the Create Branding page, in the Step 1 area, to change the left header image (area 1 of the branding legend), click Browse to locate the image you would like to apply.

6. In the Step 2 area, to change the right header image (area 2 on the branding legend), click Browse to locate the image you would like to apply.

7. In the Step 3 area, to change the status bar color (area 3 on the branding legend), follow the instructions on the screen to specify a font color and a background color. The font color is also applied to the footer divide bar.

8. In the Step 4 area, to change the footer divide bar color (area 4 on the branding legend), follow the instructions on the screen to specify a background color.

9. In the Step 5 area, to change the footer (area 5 on the branding legend), click one of the following options:

   • To omit the footer, click Don't put anything in the footer.
   • To add up to four links to the footer, click Links, and then type a title and URL for each link that you want to add.
   • To display an image in the footer, click Use an image in the footer, click Browse, and then follow the instructions on the screen.

10. In the Step 6 area, to change the console image (which appears in the top left corner of the Live Meeting console during a meeting), click Browse to locate the image you would like to apply.

11. In the Step 7 area, to preview the branding changes, click Preview.

12. In the Step 8 area, click one of the following options:

    • To publish the branding changes later, click Publish Later.
    • To publish the branding changes immediately, click Publish Now.
    • To cancel the branding changes, click Cancel.

Q. How do I upload slides in Live Meeting?

A. You can upload PowerPoint slides into Live Meeting by using the Organizer interface. When you upload a slide set, Live Meeting converts the PowerPoint (.PPT) file into a .PWP file for use in Live Meeting, and then uploads the file to the meeting. You must be an organizer or a presenter to upload slides.
To upload slides, follow these steps:

1. Log in to Live Meeting as an organizer.
2. Under Manage, click Meetings.
3. Click the subject of the meeting to which you want to upload slides.
4. On the Meeting Details page, click Actions, and then click Import Presentation.
5. Click Browse, locate the file that you want to upload, double-click the file, and then click Import. Live Meeting scans the file for viruses, and then uploads the file to the meeting.
6. When you are finished uploading slide sets to Live Meeting, click Done.

Note: Presenters can upload slides to a meeting after they enter the meeting and display the Conference Center Console.

Q. How do I configure Live Meeting user preferences?

A. User preferences provide basic user information to the Live Meeting service. This information includes a user’s name, e-mail address, Live Meeting password, and the display and recording preferences. You can configure user preferences in the following two places:

• Live Meeting Manager
• Live Meeting console

To configure user preferences in the Live Meeting Manager

1. On the My Home page, click User Preferences under Manage.

2. On the User Preferences page, type your user preferences in the following manner:

   • In the Personal Information section, type your first name, last name, and full e-mail address (for example, someone@example.com).
   • In the Password section, you can change your password. To do this, type your old password in the Old password box. Type your new password in the New password box and in the Confirm new password box.
   • In the Display Options section, select the number of meetings or recordings you want Live Meeting Manager to display on a single page. Also, select your local time zone.
   • In the Recording Access section, click to select the Require extended registration by asking for email and company name check box if you want to require the e-mail address and company name of participants who want to access your recordings. To allow anybody to download meeting recordings, or to allow only meeting organizers to download recordings, click the appropriate option.

3. Click OK to save the preferences. Live Meeting uses the preferences when you next attend a meeting.

To configure user preferences in the Live Meeting console

1. In the Attendee panel, click your name, and then click the black triangle at the right side. Alternatively, you can right-click your name, and then click Open Contact Card.

2. In the Contact Card dialog box, click Edit.

3. In the Options window, click to select the check boxes that appear next to the contact information that you want to display in the Attendees pane of the meetings that you attend. Then, for each field, type your contact information in the appropriate box.

4. In the Connection Speed area, click the option that matches the network connection speed on the computer from which you attend Live Meeting sessions. Alternatively, click the option to let Live Meeting automatically detect the connection speed.

5. Click OK to save the preferences. Live Meeting uses the preferences when you next attend a meeting.

Q. How do I record a meeting in Live Meeting?

A. You can record a meeting by using the Live Meeting Organizer interface, if you are a meeting organizer. To record a meeting, follow these steps:

1. Log in to Live Meeting as an organizer.
2. Click Manage, and then click Meetings.
3. Click the subject of the meeting that you want to record.
4. On the Meeting Details page, click Actions, and then click Recording Control Panel.
5. Click the type of recording that you want to make, such as voice or video.
6. Click Configure Phone and then type or verify the audio information including the conference call number, the participant pass code, and the dialing keys.
7. Click Connect to connect the console to the audio bridge, and then click Record.

When you stop recording, you are prompted to save the recording, to discard the recording, or to continue recording.

Q. How do I enable the meeting lobby in Live Meeting?

A. Participants who do not have an invitation can wait in the Meeting Lobby to be admitted to a meeting. The Meeting Lobby is similar to a reservation-less audio conference, in which attendees can attempt to join a meeting at any time regardless of their invitation status.

You can use the Meeting Lobby to schedule a meeting without sending invitations. Attendees can attempt to join a meeting just by entering the meeting lobby URL in a Web browser.

To enable the Meeting Lobby for scheduled meetings

1. On the My Home page, click Schedule Meeting. Type the appropriate information to schedule the meeting.

2. On the Schedule Meeting page, click Meeting Options.

3. On the Meeting Options page, click Meeting Lobby, and then click to select the Enable Meeting Lobby for this Meeting check box.

4. Click Set As Default, and then click OK.

To send the lobby URL in a meeting invitation

1. After you save the scheduled meeting, copy the lobby URL from the Meeting Details page.

2. Click Actions, and then click Update Meeting.

3. On the Schedule Meeting page, click Send invitations using your Email client, and then click Send Invitation.

4. On the Send Invitation page, determine whether you use Outlook or a different e-mail program. If you use Outlook, click Invite Attendees under Send Invitations with Outlook.

5. If you use an e-mail program other than Outlook, start a new e-mail message, and then paste the lobby URL in the body of the message. Add the attendee e-mail addresses to the To: field of the message, and then send the message.

Q. How do I manage storage in Live Meeting?

A. Manage Storage is a Live Meeting 2007 feature that you use to search for and manage your meetings and recordings. To use the Manage Storage feature, follow these steps:

1. Log in to Live Meeting as an organizer.
2. On the left side of the display, click Storage.
3. Click Meeting or click Recording as the storage type, and then click Search. A list of all the meetings or recordings appears.
4. You can sort the data by Subject, Date, Expiration date, Last time used, and Size. If you are looking for a particular meeting or recording, select the appropriate category, and then click Search.
5. To delete the meeting or recording, click to select the check box that is next to the item, and then click Delete.

Q. How do I use the Manage Meeting page in Live Meeting?

A. On the Manage Meetings page you can search for meetings that you have organized. You can search by the beginning and ending dates in a search range, the expiration date, or by other categories.
To access the Manage Meeting feature, follow these steps:

1. Log in to the Live Meeting conference center as an organizer.
2. On the left side of the display, click Meetings under Manage.
3. Search for meetings that you have organized, by the beginning and ending dates in a search range, the expiration date.

The following table describes search criteria that you can use:

Criteria	Description
Current/Future	Populates the beginning search date with the current date so you can search for upcoming meetings you have organized
Past	Populates the ending search date with the current date so you can search for past meetings you have organized
All	Indicates that all meetings you have organized should be listed when you execute a search
Containing	Specifies words or strings that should be contained in the subject of the meetings displayed in the search results
Search	Search for meetings that you have organized
Join	Joins you to the meeting as Presenter
Subject	Sorts meetings by subject
Start Time	Sorts meetings by scheduled start time
Organizer	Sorts meetings by organizer
Size	Sorts meetings by size
Expires	Sorts meetings by expiration date
Page #	Goes to another page of meeting results