Apps: Overview - Meetings

About LotusLive Meeting

IBM LotusLive Meeting is a powerful, yet simple to use tool for securely displaying and orchestrating real- time presentations on the Internet. It provides the most common features needed for web presentations and requires minimal training and support. With IBM LotusLive Meeting you can quickly share anything on your computer with people anywhere in the world.

Quick and simple conferences

IBM LotusLive Meeting is reservation-less, starts quickly and has a simple sign-in process. Your presentations can be planned or started on-the-fly. There's no need to reserve anything. Use with an audio conferencing service is optional -- IBM LotusLive Meeting is useful for the bulk of those typical, one- to-one telephone calls. It's perfectly suited to ad-hoc conferences where simplicity and flexibility are required.

Easy to share presentations

Presentations can consist of anything you might want to share from a computer. You can publish and review the following:

• Microsoft® PowerPoint

• Microsoft Word

• Microsoft Excel

• IBM® Lotus® SmartSuite® products

• IBM Lotus Symphony™ Open Document Format (ODF)

• Adobe® Acrobat PDF documents

• Conduct web tours, demonstrate Web services or leverage online content during presentations. Easily share desktop applications for real-time software demonstrations and application training. With a web camera installed, Presenters can also display live video.

Flexible and secure meetings

IBM LotusLive Meeting is flexible and secure. Joining IBM LotusLive Meeting meetings requires only a browser and an Internet connection. Users can join from any computer or web appliance (Windows, Macintosh, Linux, UNIX, Solaris) and there is nothing to download or install, eliminating the security and configuration problems often encountered with web conferencing tools. All communications are encrypted with 128 bit SSL to keep presentations confidential.

Easy conference tools

Conferencing functions and tools are easily accessed through a simple Toolbar and Participants List. From the Toolbar a Moderator controls the presentation and determines what Participants see in their own conference windows.

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Overview - Starting a Meeting

Latest revision date: 12/01/2010 © IBM 2010 You can start a LotusLive Meeting from within LotusLive Engage in a number of ways:

1. On your Dashboard there is a Meetings section:

Selecting the "Host Meeting" will starting your meeting

2. From the Dashboard on the left menu:

3. From the Apps menu

Selecting Meetings from the Dashboard's left navigation or Services Menu will Display:

Selecting "Host Meeting" will start your meeting.

Latest revision date: 12/01/2010 © IBM 2010 Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Overview - Systems Check

Latest revision date: 12/01/2010 © IBM 2010 How to start the Systems Check? LotusLive Meetings system check can be started from the "Check your browser" link on the main meeting page.

Why should you use the Systems Check?

IBM LotusLive Meeting conferences are accessible from most computer systems and browsers. All users should complete the IBM LotusLive Meeting System Check before joining a conference. This ensures that the minimum requirements are met before a user (be they moderator or participant) joins the conference.

What does the Systems Check do?

The system check does compatibility tests:

1 It verifies that the browser is supported 2 Verifies that the proper JVM are set 3 Verifies cookies are enabled 4 Verifies if the conferencing plugin (Host Options Kit) is installed

The user is given different options depending on the role they will play in the meeting. As will be discussed later, the Host Options Kit is not necessary for participants (although it does speed things up when viewing application sharing - more on this later). The System Check can be run on all supported browsers.

Latest revision date: 12/01/2010 © IBM 2010 Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Overview - Installing and Removing the plugin

Latest revision date: 12/01/2010 © IBM 2010 Installing Plugins

Requisite: Software installation permission is required to install/remove the Conferencing Plugin for all installation/removal methods.

There are three ways to install the LotusLive conferencing plugin:

I. You can install the plugin on the fly (not recommended for Firefox 3)

a Downloading on the fly means you are in a meeting and have not gone thru the systems check or downloaded the plugin. As soon as the host(or if the participant does not have java installed), attempts to do application sharing, it will prompt you to download and install the plugin. b On IE, you will be prompted for ActiveX to allow the install to be run. You must allow it or else it will not do the install. c This is what an on the fly install looks like:

Latest revision date: 12/01/2010 © IBM 2010 Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Overview - Explaining the Toolbar Controls

The LotusLive® Meetings toolbar provides a simple and intuitive interface for accessing conference controls. The following sections contain tables that shows the Toolbar icons and describes the functions available

Note: Most of the Toolbar controls are unavailable until the Moderator starts the conference.

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Exercise - Exploring the Host Toolbar

In this exercise you will explore the LotusLive Meeting Host Toolbar.

After completing this exercise, you should be able to:

• Use the Host Toolbar to navigate within a Unyte meeting session • Explain what each icon on the toolbar does

This exercise takes approximately 10 minutes to complete.

Completion of this exercise requires: • Browser • LotusLive Meeting session

Complete these steps to log into a Unyte meeting as a Host:

Step Action 1 Launch your browser and access the LotusLive website 2 Select to Host a Meeting 3 Fill in the required information

Latest revision date: 12/01/2010 © IBM 2010 Here is a screenshot of what the Host Toolbar looks like:

When exploring the Host Toolbar, give a brief description for each of the icons below:

Icon Explanation 1a LOCK

1b Unlock

2 PUBLISH 3 SHARNG 4 POLLING 5 PREVIOUS 6 NEXT 7 POINTER 8 HIGHLIGHTER 9 ERASER 10 SIGN OUT 11 HELP

You have successfully completed this exercise when:

• You have explored the Host Toobar and given a explanation for the icons. • You have check your answers with the answer key.

Latest revision date: 12/01/2010 © IBM 2010 Answer Key for Exercise - Exploring the Host Toolbar

Question Explanation 1a Clicking the Lock will block additional users from joining the conference. When you see the closed lock, your conference is LOCK currently unlocked. 1b Clicking "Unlock" will no longer block additional users from joining the conference. Unlock When you see the unlock icon, your conference is currently locked. 2 Enables the Presenter to upload PowerPoint™, Word™, Excel™ PUBLISH files and present the files for viewing by Participants. 3 Enables Presenters to share applications running on their computer SHARNG or their entire desktop with Participants. All Participants can view the shared application. 4 Enables the Presenter to create and conduct real-time polls. POLLING 5 Returns to the previous item in a published file. PREVIOUS 6 Advances to the next item in a published file. NEXT 7 Enables the Presenter to place an arrow on the screen to direct POINTER attention to content in published files and shared applications. 8 Enables the Presenter to annotate content in published files and HIGHLIGHTER shared applications. 9 Removes annotations ERASER 11 After the conference has concluded. SIGN OUT 12 Opens the online User Help. HELP

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Exercise - Exploring the Participant Toolbar

In this exercise you will explore the LotusLive Meeting Participant Toolbar.

After completing this exercise, you should be able to:

• Use the Participant Toolbar to navigate within a Unyte meeting session • Explain what each icon on the toolbar does

This exercise takes approximately 5 minutes to complete.

Completion of this exercise requires: • Browser • LotusLive Meeting session

Complete the steps below to log into a Unyte meeting as a Participant:

Step Action 1 Launch an additional browser and access the LotusLive website (leave your Hosted session open) 2 Select to Join a Meeting 3 Fill in the required information

Here is a screenshot of what the Participant Toolbar looks like during application sharing. When application sharing is not running, the "Full Size" button is not visible:

When exploring the Participant Toolbar, give a brief description for each of the icons below:

Icon Explanation 1

2.a

2.b

2 SIGN OUT 3 HELP

You have successfully completed this exercise when:

• You have explored the Participant Toolbar and given a explanation for the icons. • You have checked your answers with the answer key.

Latest revision date: 12/01/2010 © IBM 2010 Answer Key for Exercise - Exploring the Participant Toolbar

Question Explanation 1 The Raise Hand tool enables Participants to raise a virtual hand, either to capture the attention of the Presenter or to respond to a What else can a participant do with this icon? question asked by the Presenter. The Participant can also lower the virtual hand once it's been raised. 2.a Clicking the full screen button will enlarge the application sharing image to "Full Screen." In most cases, you will need to scroll to see the entire image. 2.b Clicking the "Fit to Screen" button will shrink the shared application to fit within the meeting window. No scrolling will be necessary to view the entire screen. 2 Sign out after the conference has concluded. SIGN OUT 3 Opens the online User Help. HELP

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Overview - Left Panel

Here we can see all the different ways that LotusLive Engage Meetings integrates with the other services in LotusLive Engage.

We'll explore each feature in more details in the following sections.

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Overview - Files

Latest revision date: 12/01/2010 © IBM 2010 The Files panel allows you to select files for presentation in the meeting much like "Publishing" a file within a Unyte Meeting. However, files presented via the Files Panel do not stay on the meeting server after the meeting has ended. Meaning each time a file is selected for presentation from the File Panel it must be uploaded and converted to the meeting server.

You have two locations to retrieve a file from (1) Your computer and (2) From your LotusLive Files

If you select to retrieve a file from your computer, then you will see the following screen:

Here you can browse your machine just as you would to Publish a file within Unyte Meetings.

If you select to retrieve a file from your LotusLive Files storage, then you will see the following screen:

Latest revision date: 12/01/2010 © IBM 2010 Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Overview - Invitations

Latest revision date: 12/01/2010 © IBM 2010 LL Meetings gives you the option to type a list of email address in the Invitations box on the left panel

Invitations is tied into the LotusLive Engage Contacts If you start typing an email address of someone on your contacts list, then it will auto-complete (as shown below)

Once you have entered all the email address separated by a comma ',' that you wish to invite press "Send Invite" and the screen below will appear:

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Overview - To Do Items

The To Do Items can be used to capture action items from a meeting before they are forgotten Note: the To Do section only visible to HOST Enter name of To Do and use type-ahead to locate the assignee

To Do items are logged in the Activities service

An Activity will be created for this meeting if a To Do Item is created while the meeting is in session. Once the meeting is over, if you navigate to your Activities list, then you will see an Activity with a title similar to: To Do Items from meeting on Fri Jun 19 13:17:04 EDT 2009

Opening that Activity will reveal a list of the to-do items created during the meeting.

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Overview - Feedback Survey

Use this box to Send Surveys to meeting participants to gather feedback

Clicking Start Survey will open a new browser window (or tab depending on Browser settings). You will see the Forms service in the new window as illustrated below:

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Overview - Explaining the Right Panel of the Meeting Room

The Right panel of the Meeting Room has many functions. The Moderator and the Participant get different options depending on what the Moderator does. Here is a simple snapshot of what a Moderator sees when the meeting has started and what a Participant sees:

Moderator Participant

Note the differences: Host sees the additional tabs for hand raise and participant list.

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Overview - Video

Presenters with a webcam connected can broadcast live video to all Participants in a conference. Participants can view the video stream in the Video pane and click "Watch Video" to turn the video on or off.

The Presenter should install any webcam software and test the camera before logging in to the conference. The conference must be started before you can videocast.

Starting a Videocast: 1 Click the Start Video button [ 2 The live video stream displays in the Video pane for the Presenter and all Participants.

Stopping a Videocast: 1 In the Video pane, click the Stop Video button [ ] 2 Click Yes to stop the video for all Participants.

The broadcast ends and Participants receive notification that the video has stopped. The conference can continue after the Videocast has stopped.

If you are not using the Video pane, then you can click to minimize the pane. Minimizing the Video pane provides more space for viewing the Roster. Click to restore the pane.

NOTE: Video in the meeting works for only the first 150 people that join a meeting.

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Overview - Roster aka Participants List

Latest revision date: 12/01/2010 © IBM 2010 The Participants List shows the number of Participants in the conference and lists each Participant's log-in name. As new Participants join or leave, the list is updated. Icons indicate each individual's status as Presenter/Moderator [ ] or Participant and their audio conference status. .

The Participant List also contains the Control Menu, with conference functions specific to a selected Participant or All Participants. The Presenter can use the Participants List and the Control Menu to manage interaction in the conference. The Presenter can also share the Participant List with one or more Participants. See Managing Participant Rights.

Click the Invite More link in the Participants List to send email invitations. See Inviting Participants.

• Click the Participant tab in the Roster pane.

• Hover the mouse cursor over a Participant in the list.

A pop-up box displays the information provided by the Participant at log-in, which may include name, company, email address, and telephone number.

Using the Control Menu for a Participant: 1 Right-click a Participant's name in the list.

Latest revision date: 12/01/2010 © IBM 2010 Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Exercise - Chat

The Chat feature enables the Presenter and selected Participants to communicate directly with each other or to send broadcast messages to all Participants. For example, a Presenter can use the Chat feature after completing a presentation to address questions that Participants have raised during the presentation. Your conference must be started for you to Chat.

For new incoming Chats, the tab will turn orange and blink for a few seconds. When you click on the chat area or type a message, the Chat tab will return to a normal state.

The Presenter can send Chat messages to a single Participant, All Participants, or the Q&A group. Messages sent to the Q&A Group will be received only by Participants in the group. The Presenter can enable Participants to receive Q&A messages by Managing Participant Rights.

A Participant can send Chat messages to the Q&A Group. If the Presenter has granted the Participant permission to view the Participants List, the Participant can also send Chat to the Moderator, a single Participant, or all Participants. In this exercise you will explore the chat feature in LotusLive meetings

After completing this exercise, you should be able to:

• Initiate and Chat with individuals in a meeting • Save a Chat

This exercise takes approximately 10 minutes to complete.

Completion of this exercise requires: • LotusLive meeting session • Browser • Multiple browser session with participants logged in

Complete the following steps to Chat with a participant or Moderator:

Step Action 1 Click the Chat tab in the Roster.

2 Select the recipient(s) from the "To" pull-down menu. 3 Enter your message in the Message text box. 4 Click Send

Notes: • All messages in the Chat conference display in the Chat tab. If the tab is closed when there are messages waiting to be read, the Chat icon [ ] on the tab flashes. • You can also send Chat by right-clicking a Participant's name or All Participants in the Participant list and selecting Chat from the menu.

Latest revision date: 12/01/2010 © IBM 2010 Complete the following steps to save a Chat:

Step Action 1 In the Chat tab, click the Save icon. 2 A Save As dialog opens. Browse to the location where you want to save your file. 3 You can change the default file format chat-history-mmddyyyy.txt if you desire. 4 Click Save.

The Chat History is saved as a TXT file that you can open in Notepad or another text editing tool.

Note: • If your browser has the pop-up blocker enabled, then you can click a download file dialog link to save your chat.

You have successfully completed this exercise when:

• You have initiated a Chat within a meeting. • You have saved a Chat session.

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Exercise - Sending Files

A Presenter can transfer any type of file to one or all of the conference Participants.

In this exercise you will explore sending Unyte meeting files.

After completing this exercise, you should be able to:

• Send LotusLive Meeting files

This exercise takes approximately 5 minutes to complete.

Completion of this exercise requires: • Browser • LotusLive meeting session

Latest revision date: 12/01/2010 © IBM 2010 Complete the following steps on sending a Unyte file

Step Action 1 Right-click the Participant in the Participant list. 2 Select Send File from the Participant Options Menu.

To send the file to all Participants, right-click All Participants. 3 Select Send File from the Participant Options Menu.

4 Enter the complete file path or browse to the folder containing the file, select the file, and click Open. 5 Click the Send File button.

Each Participant to whom the file is being sent receives a Chat message. This Chat message contains a link to click to download the file. The recipient can click the link in the Chat tab to open the file.

You have successfully completed this exercise when:

• You have explored sending a LotusLive meeting file.

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Exercise - Editing Participant Information

A Presenter can edit information in the Participants List, for example, if a Participant did not provide complete information during log-in. The Presenter's edits will appear in the Participants List. If a Conference Summary Report is provided at the conclusion of the conference, the Participant information in the report will also reflect edits made during the conference.

In this exercise you will explore editing a participant's information.

After completing this exercise, you should be able to:

• Edit a participant's information within a LotusLive meeting

This exercise takes approximately 5 minutes to complete.

Completion of this exercise requires: • Browser • LotusLive meeting session • Multiple participant login sessions

Complete the following steps to Edit a Participant's information:

Step Action 1 Right-click the Participant in the Participants List to display the Participant Option Menu. 2 Select Edit Info.

3 In the Edit Attendee Information box, enter the correct information. 4 Click OK

You have successfully completed this exercise when:

• You have explored editing a participant's information.

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Exercise - Passing Presenter Control

When a conference starts, the Host initially assumes the Presenter role. The Presenter has control of the conference and access to all of the conference tools. An icon in the Participants List identifies the Presenter ( ).

The Presenter can choose to assign the Presenter role to a Participant. The new Presenter takes control of the conference.

In this exercise you will explore passing presenter controls to a meeting participant.

After completing this exercise, you should be able to:

• Pass the presenter control to participants in a meeting

This exercise takes approximately 5 minutes to complete.

Completion of this exercise requires: • Browser • LotusLive meeting session • Multiple logged in participants

Complete the following steps to Assign the Presenter role to a Participant:

Step Action 1 Right-click the Participant's name in the Participants List. 2 Select Make Presenter from the menu.

The new Presenter receives control of the conference tools. The icon in the Participants List identifies the Participant who has control. The new Presenter can choose to pass control to other users. 3 When the Moderator may choose to revoke the presenter role at anytime. To revoke the presenter role,

• Click the Presenter icon in the toolbar.

You have successfully completed this exercise when:

• You have assigned the presenter role to a meeting participant.

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Exercise - Remote Control

Remote Control enables the Presenter to control applications on a Participant's computer. While Remote Control is enabled, both the Presenter and the Participant can control the Participant's applications using the mouse and keyboard. If the Presenter is sharing applications, then he or she must stop sharing before using Remote Control.

In this exercise you will explore starting and stopping remote control of a participant's applications

After completing this exercise, you should be able to:

• Start Remote Control of a participants application • Stop Remote Control of a participants application

This exercise takes approximately 5 minutes to complete.

Completion of this exercise requires: • Browser • LotusLive meeting session • Multiple logged in participants

Complete the following steps to use Remote Control in a Unyte meeting session

Step Action 1 To start Remote Control of a Participant's applications, right-click the Participant's name in the Participants list. 2 Select Remote Control from the Participant Options menu.

An Application Sharing dialog box shows the Participant a list of the applications running on his or her desktop. By default, the entire desktop is selected. If the Participant does not want to share all applications, he or she can click "Choose applications to share" and then select individual applications. 3 The Participant clicks the Share button. 4 To stop Remote Control, Right-click the Participant's name in the Participants list. 5 Select Stop Remote Control from the Participant Options menu.

You have successfully completed this exercise when:

• You have explored starting and stopping remote control of a participant's applications.

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Exercise - Disconnecting Participants

A Presenter can disconnect Participants from the web conference through the Participant Option Menu.

In this exercise you will explore disconnecting a participant from the web conference

After completing this exercise, you should be able to:

• Disconnect a participant from the web conference

This exercise takes approximately 5 minutes to complete.

Completion of this exercise requires: • Browser • LotusLive meeting session • Multiple participants logged into the session

Complete the following steps to disconnect a participant from a web conference:

Step Action 1 Right-click a Participant in the Participants List. Right-click All Participants if you want to disconnect all. 2 In the Participants Option Menu, select Disconnect. 3 Click OK. Selecting Disconnect for All Participants removes everyone but the host from the web conference

You have successfully completed this exercise when:

• You have disconnected a participant from the web conference

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Exercise - Manage Rights

As Presenter, you have the authority to set permission's for your Participants. You can choose from the following rights:

• Participants List Enabled - The Participant views the Participants List. • Member of Q&A Messages - The Participant will receive all Chat messages sent to the Q&A group.

In this exercise you will complete the steps necessary to manage a participants rights within a Unyte meeting session

After completing this exercise, you should be able to:

• Edit a participants right within a LotusLive meeting session

This exercise takes approximately 5 minutes to complete.

Completion of this exercise requires: • Browser • LotusLive Meeting session • Multiple logged in participants

Complete the following steps to edit a participant's rights in a meeting:

Step Action 1 In the Participants List, right-click the name of the Participant whose rights you want to edit. 2 Select Manage Rights.

3 In the Attendee Rights Management window, check the box for each Right you want to grant to the selected Participant or Participants. Click OK.

The Participant rights take effect immediately.

You can also right-click All Participants to edit rights for everyone in attendance.

You have successfully completed this exercise when:

• You have edited the participant’s rights within a LotusLive meeting.

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Exercise - Sort List

As Presenter, you have the ability to sort the participant list either

• By Name • By Entry Time

In this exercise you will complete the steps necessary to sort the participant list within a Unyte meeting session. After completing this exercise, you should be able to:

• Sort the participant list

This exercise takes approximately 5 minutes to complete.

Completion of this exercise requires: • Browser • LotusLive meeting session • Multiple logged in participants

Complete the following steps to sort the participants list:

Step Action 1 In the Participants List, right-click the "Sort" link at the top

2 Select "by Entry Time"

3 Now, right click the "Sort" link and select "by Name".

You'll notice that the host's name is always on top of the list (even when sorted by name).

Latest revision date: 12/01/2010 © IBM 2010 You have successfully completed this exercise when:

• You have sorted the participants list by Name and by Entry Time.

Apps: Meetings: Overview - Publishing Files

The Publish feature allows you to share documents with your Web conference participants, while not having to share your entire desktop. This is one of the most efficient tools because participants don't need to download any software to view your documents.

The publish feature lets you store up to 10 files in your account. Sales leaders and training instructors who use the same presentations frequently find this feature especially useful. It's great for anyone who wants to start a meeting on the fly. You don't need to haul around your own computer, or carry around printed copies of your charts. During the conference, you select files to present from your list of published files.

When hosting a Unyte Meeting, the Publish feature enables you to present the following files to conference Participants: • Microsoft® PowerPoint • Microsoft Word • Microsoft Excel • IBM® Lotus® Symphony™ Open Document Format (ODF) • IBM Lotus SmartSuite® products • Adobe® Acrobat PDF documents

Notes: • Microsoft's password protection feature for Office documents is not supported. If you attempt to publish a password-protected document, you will receive a failure notice. To resolve this problem, open your file using Microsoft® Office, save the file without a password, and then try publishing it again. • Microsoft Excel documents containing macros or "scenarios" are not supported. • To share other file types or to modify file content during the conference, use the Application Sharing tool. • Because published documents are converted to either static images (JPG) or HTML format, all embedded multimedia or interactive elements in the original file are stripped off during the publishing process. For example: Animation or video embedded in a Powerpoint slide is stripped off of the resulting JPG after the publishing conversion. • Special, proprietary fonts used in the original documents are not supported. The publishing feature support only fonts that came standard with the Microsoft Office 2003 Professional Suite. • On IE, the mechanism used to automatically resize the published slides to fit into the browser is DirectX. If DirectX is corrupted, users are expected to see a solid black screen in place of the slides. Resolution is to reinstall DirectX or switch to an alternative browser such as the Firefox browser.

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Prerequisite for Publishing exercises

These exercises will begin by view a presentation "Quick Tips: A Guide to Hosting Your Next Meeting"

As a result of viewing the video, you should be able to:

• Complete the following exercises on Publishing files in a LotusLive conference and use the video as your resource

This exercise takes approximately 5 minutes to complete.

Completion of this exercise requires: • Browser • Quick Tips: A Guide to Hosting Your Next Meeting

Complete the steps below to watch the video:

Step Action 1 Launch your browser and access this document 2 Select Publishing from the left navigator within the video 3 Watch the presentation on Publishing.

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Exercise - Publishing a File and Clearing a Presentation

In this exercise you will explore how to publish a file to a Unyte conference. You will also explore clearing a published file from a conference window.

After completing this exercise, you should be able to:

• Publish a file to a LotusLive meeting conference • Clear a published presentation from a meeting conference

This exercise takes approximately 10 minutes to complete.

Completion of this exercise requires: • Browser • LotusLive Hosted meeting • Presentation file to publish

Complete the following steps to publish a presentation file:

Step Action 1 Launch your browser and login to a Unyte session as a Host 2 From the Presenter Toolbar, click on the Publish icon [ ] to open the Publish File window 3 To add a file to the list, click the Browse button, locate the folder containing the file, select the file, and click Open. You can also enter the complete path to the file. 4 Click the Publish File button. The published file appears in your published file list and is presented in the conference window

Note: Uploading a file can take several minutes, depending on the file size and the speed of your Internet connection. The published file appears in your published file list and is presented in the conference window 5 To publish additional files, repeat this procedure.

Complete the following steps to clear a published file in a Unyte meeting conference:

Step Action 1 From the Presentation Toolbar, select Clear File from the pull-down menu on the Publish icon. 2 Confirm that the presentation file is cleared from the conference window. The file remains in your published file list for presentation at another time.

You have successfully completed this exercise when:

• You have published a presentation file to the conference • You have cleared the file from the conference window

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Exercise - Navigating Published Files and Presenting Previously Published Files

During a Conference, you can use the the Toolbar icons to navigate within published files or to switch between files. Only the Presenter has the ability to control the presentation. In this exercise you will explore how to navigate within published files, jump directly to a location in a presentation and how to select another published presentation in a Unyte conference.

After completing this exercise, you should be able to:

• Navigate within a published presentation • Jump to a new location in a presentation • Select another published file within the same meeting conference

This exercise takes approximately 15 minutes to complete.

Completion of this exercise requires: • Browser • LotusLive Hosted meeting • 2 Presentation files to publish- One has to be Microsoft Slide Presentation

Use the steps in the previous activity to publish a Microsoft Slide Presentation then follow the steps below to navigate through your newly published file:

Step Action 1 Publish a Microsoft slide presentation 2 To move forward to the next item in the presentation, click on the right arrow icon [ ] on the Toolbar and scroll through the presentation 3 To return to the previous item in the presentation, click on the left arrow icon [ ] on the Toolbar to return to the first page in the presentation.

Note: In Powerpoint presentations, navigation moves between slides. Note: In Excel workbooks, navigation moves between spreadsheets. Note: In Word documents, navigation moves between headings.

Complete the following to jump locations within a presentation:

Step Action 1 Within the Microsoft slide presentation, select the Previous pull-down menu, select an item by title to move to. This should take you to the presentation page with the title you selected.

2 Next select the Next pull-down menu, select number to move to.

This should take you to that presentation page

Latest revision date: 12/01/2010 © IBM 2010 Use the steps in the previous activity to publish an additional presentation file then follow the steps below to select various presentations to view within a conference

Step Action 1 If you wish to present a previously published file, then from the Publish pull-down menu, select a published file. 2 Select the Microsoft presentation file 3 Now, select your additional published file

Note: You can also click on the Publish icon, select a file from the published file list, and click the Present button.

You have successfully completed this exercise when:

• you have navigated within a presentation file • you have jumped to other pages or areas within a presentation file from the conference window • you have selected additional files from the published presentation list within a conference

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Exercise - Removing Published Files

You can publish up to 10 files at a given time. To present a published file, you can select it from the list of available files. If you reach the limit of published files, then you must remove currently published files before you can publish new ones.

In this exercise you will explore how to remove published files from a LotusLive conference.

After completing this exercise, you should be able to:

• Remove a published file by deleting it • Remove a published file at the end of a conference

This exercise takes approximately 10 minutes to complete.

Completion of this exercise requires: • Browser • LotusLive Hosted meeting • 3 published Presentation files

Complete the following steps to delete a presentation file:

Step Action 1 Launch your browser and login to a Unyte session as a Host 2 From the Presenter Toolbar, click on the Publish icon , and publish an additional presentation file for a total for 3 or more. 3 From the Presenter Toolbar, click the Publish icon [ ]. 4 In the Publish File window, select the file you want to remove.

5 Click the Delete button.

6 The file is removed from the published files list.

Note: You can delete only one file at a time.

Latest revision date: 12/01/2010 © IBM 2010 Complete the following steps to remove a published file at the completion of a conference:

Step Action 1 If you end a conference while presenting a file, then you can choose to delete a presentation

Select to end your conference session 2 Click the link in the dialog box if you want to to delete the published presentation. 3 Click OK to delete the published presentation. 4 The file you were presenting is removed from the published files list.

You have successfully completed this exercise when:

• you have removed a published presentation file by deleting it from within a conference • you have removed a presentation file by deleting it while ending a conference

Apps: Meetings: Overview - Annotations

Annotations are comments, notes, explanations, or other types of external remarks that can be attached to a selected part of a document. Annotations can be used as a collaborative tool to bring attention to important information.

Within a Unyte meeting, a published document can be annotated while it is being presented. Unyte utilizes a Pointer, Arrow, Highlighter, and Eraser which are icons on the Presenter Toolbar to annotate presentations

These features allow you to call out specific information on the screen - whether you are publishing or sharing your documents.

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Exercise - Annotating a Published File with a Pointer

Presenters can use the Pointer to direct Participants attention to specific content in a presentation or shared application. The Pointer appears to the Presenter and all Participants as a semi-transparent arrow.

In this exercise you will explore how to use the Pointer while presenting a published file.

After completing this exercise, you should be able to:

• Use the Pointer within a LotusLive meeting session

This exercise takes approximately 5 minutes to complete.

Completion of this exercise requires: • Browser • LotusLive Hosted meeting • A published Presentation file

Complete the following steps to use a Pointer within a presentation file:

Step Action 1 Launch your browser and login to LotusLive and start a meeting 2 From the Presenter Toolbar, click the Publish icon [ ] and select a presentation file 3 Click on the Pointer icon [ ] on the Toolbar. The cursor changes to an "arrow." 4 Use the mouse to move the Pointer. 5 Click the left mouse button to place a Pointer on the page.

Note: The Pointer uses "Smart Scrolling." If the Presenter points at content that falls outside of a Participant's view, the content in the Participant's window is adjusted or scrolled. This ensures that everyone is able to see what the Presenter is indicating. 6 To erase the arrows, select the Eraser from the toolbar [ ] 7 To stop using the Pointer, click the Pointer icon on the Toolbar.

Note: Annotations are not stored or retained in the presentation (progressing slides and going back will show the arrows have not been saved)

You have successfully completed this exercise when:

• You have accessed the Pointer and used the Pointer on a page.

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Exercise - Annotating a Published File Using the Highlighter

Presenters can use the Highlighter tool to annotate or "mark up" a presentation in real time. Highlighting appears to the Presenter and all Participants as a semi-transparent colored line.

In this exercise you will explore how to use the Highlighter while presenting a published file.

After completing this exercise, you should be able to:

• Use the Highlighter within a LotusLive meeting session

This exercise takes approximately 5 minutes to complete.

Completion of this exercise requires: • Browser • LotusLive Hosted meeting • A published Presentation file

Complete the following steps to use a Highlighter within a presentation file:

Step Action 1 Launch your browser and login to LotusLive and start a meeting 2 From the Presenter Toolbar, click the Publish icon [ ] and select a presentation file 3 Click on the Highlighter icon [ ] on the Toolbar. The cursor changes to a "marker." 4 Click the left mouse button at the starting point to highlight in the presentation 5 Hold the mouse button while dragging the marker across the content to highlight. 6 Release the mouse button at the ending point. 7 To change the Highlighter color, click the Highlighter pull-down menu on the Toolbar and select a new color. The Presenter can choose from 15 different colors to annotate the presentation.

8 To erase the highlighting, select the Eraser from the toolbar [ ]. 9 To stop highlighting, click the Highlighter icon on the Toolbar.

Note: Annotations are not stored or retained in the presentation.

You have successfully completed this exercise when:

• You have launched the Highlighter and highlighted information on a presentation page.

Latest revision date: 12/01/2010 © IBM 2010 Application Sharing enables a Presenter to share individual applications or the entire desktop with Participants. Participants will view the application as if it were running on their own desktop.

Your conference must be started for you to share applications. You must have the conferencing plugin component on your system before you can start sharing. If you are not sure whether you have the conferencing plugin component, then run the System Check Tool.

Sharing your desktop 1 Click on the Application Sharing icon[ ]. The Application Sharing dialog box lists the applications running on your desktop. By default, the entire desktop is selected. If you do not want to share all applications, then click Choose applications to share. You can select everything within an application level or select individual applications. 2 Click the Share Selected button. The Application Sharing dialog box minimizes and the selected applications are shared.

Setting Share Quality:

You can adjust the image quality to optimize the performance balance between speed and resolution. The default setting is Medium Quality, which performs well on most systems.

In the Application Sharing dialog box, choose from the following settings:

Setting Performance Best Speed Fastest transfer speed but 16 colors and some reduction in image quality. Ideal for very slow connections such as dial-up. Auto (Recommended) Auto adjust setting from low to high depending upon bandwidth responsiveness. High Quality True color and best appearance, but requires most bandwidth. May cause delays in updating the display on slower connections.

When you are sharing applications, an icon displays in the Windows taskbar:

In addition, an icon appears in the Windows title bar of each application being shared:

Using the Annotation tools 1 Click on the Application Sharing icon. 2 In the toolbar,

click on one of the following: • Pointer tool - Click in the application window where you want to place an arrow. • Highlighter tool - Drag the highlighter across the application window to highlight information. Click the down arrow on the Highlighter tool to select a different color. 3 Click the eraser tool to delete all annotations. 4 To Stop Annotating: The annotation buttons function as toggles. You can click the annotation tool again to stop annotating. Or click the eraser. 5 To stop sharing: Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Exercise - Giving Control of the presentation to the participant

A Presenter who is sharing applications can "give control" to a Participant. The Participant will be able to control the applications using the mouse and keyboard, as if the applications were open on his or her own desktop. Only one Participant can control the applications at a time; the Presenter must disable control from one Participant before giving it to another.

In this exercise you will explore giving application control to participants as well as removing application control.

After completing this exercise, you should be able to:

• Give application control to meeting participants

This exercise takes approximately 5 minutes to complete.

Completion of this exercise requires: • Browser • LotusLive meeting session • Participants logged into meeting

Complete the following steps:

Step Action 1 Giving control to a Participant: 1 Click the Participant's name in the Participants list. 2 Select Give Control from the options menu.

2 Returning control to the Presenter: 1 Click the Participant's name in the Participants list. 2 Select Disable Control from the options menu.

You have successfully completed this exercise when:

• give application control to meeting participants • remove application control from participants

In this exercise you will explore stating and stopping remote control of a participants application

After completing this exercise, you should be able to:

• Start remote controlling a participants application • Stop remote controlling a participants application

This exercise takes approximately 5 minutes to complete.

Completion of this exercise requires: • Browser • LotusLive meeting session • Participants logged into the meeting session

Complete the following steps:

Step Action 1 To start Remote Control of a Participant's applications: 1 Right-click the Participant's name in the Participants list. 2 Select Remote Control from the Participant Options menu. An Application Sharing dialog box shows the Participant a list of the applications running on his or her desktop. By default, the entire desktop is selected. If the Participant does not want to share all applications, then he or she can click "Choose applications to share" and then select individual applications. 3 The Participant clicks the Share button.

2 To stop Remote Control: 1 Right-click the Participant's name in the Participants list. 2 Select Stop Remote Control from the Participant Options menu.

You have successfully completed this exercise when:

• have starting remote control of a participants application • have stopped remote control of a participants application Apps: Meetings: Exercise - Starting/Stopping Application Sharing

In this exercise you will explore starting and stopping application sharing in a Unyte meeting

After completing this exercise, you should be able to:

• Start application sharing • Stop application sharing

This exercise takes approximately 5 minutes to complete.

Complete the following steps to start application sharing:

Step Action 1 Click on:

2 Once selected, you'll see the following:

As you can see, these are the application that are available to share with participants. 3 On your task bar you'll have the following appear:

This tool gives you the option to star and stop app share.

Remember that you can Share the entire desktop or just choose a specific application to share. Sharing the entire desktop does just that. It share everything that is open and running on the machine. Choosing an application to share shares only that specific application.

Ste Action p 1 To stop application sharing you can click on Stop Sharing

2 or for an individual application:

3 Click on Cancel. You have to make sure you are back to the meeting room.

You have successfully completed this exercise when:

• have started application sharing in a LotusLive meeting • you have stopped application sharing

Polling allows you to get instant feedback from your attendees. You can create a poll simply by typing in your question and customized responses. Once attendees respond, you can share the results with the group and have a summary emailed to you. Polls can be saved for future meetings.

The Polling tool enables Presenters to conduct interactive question-and-answer sessions. When the Presenter conducts a poll, all Participants are presented with a question and possible answers. Each Participant chooses the best answer and clicks Submit. Poll results are gathered in real-time and displayed to the Presenter, who can share results with all Participants.

The Presenter does not have to start the conference to create poll questions.

Apps: Meetings: Prerequisite for Polling exercises

These exercises will begin by view a presentation "Quick Tips: A Guide to Hosting Your Next Meeting"

As a result of viewing the video, you should be able to:

• Complete the following exercises on Polling in a LotusLive conference and use the video as your resource

This exercise takes approximately 5 minutes to complete.

Completion of this exercise requires: • Browser • Quick Tips: A Guide to Hosting Your Next Meeting

Complete the steps below to watch the video:

Step Action 1 Launch your browser and access this document 2 Select Polling from the left navigator within the video 3 Watch the presentation on Publishing.

In this exercise you will explore how to conduct a poll during an on-line conference

After completing this exercise, you should be able to:

• conduct a previously saved polling questionnaire in an active conference.

This exercise takes approximately 5 minutes to complete.

Completion of this exercise requires: • Browser • Host login credentials • saved polling questionnaire

Complete the following steps:

Step Action 1 Log into as a Host and start the conference. 2 Click on the Polling icon [ ] on the Toolbar. 3 In the Polling window, select a saved question. 4 Click Conduct. The question is sent to all Participants. The Presenter's view changes to wait for the poll answers. As the results are gathered, the Presenter is shown an actual vote count as well as a percentage figure and bar graph for each of the possible answers. 5 When you have finished gathering results, click End Poll and Share Results to broadcast the results to all Participants. Alternatively, you can click Cancel to return to the Polling window without sharing results. From the Polling window, you can conduct another poll. 6 Click Print if you want to print the results. 7 Click Cancel to close the Polling window and return to your presentation.

You have successfully completed this exercise when:

• You have conducting a previously saved Polling questionnaire.

In this exercise you will explore how to create a polling question for an on-line conference.

After completing this exercise, you should be able to:

• create a polling questionnaire that can be saved for later use or used immediately in an active conference.

This exercise takes approximately 5 minutes to complete.

Completion of this exercise requires: • Browser • Host login credentials

Complete the following steps:

Step Action 1 Log into as a Host and start the conference. 2 Click on the Polling icon [ ] on the Toolbar. 3 In the Polling window, enter the question in the Question field.

If a previous Poll is present, then first click New to clear the field. 4 Enter your answers.

To replace or revise an existing answer (including the default answers Yes and No), select the text to be overwritten and enter new text. To add more answers, click Add and enter the new text. To remove one or more answers, check each box and click Delete. 5 Reorder the answers, if necessary, by checking one or more boxes and clicking Up or Down. 6 Select a color for the bar graph tabulation. 7 When the question and answers are complete, click Save and then Cancel to conduct the Poll later or Conduct to immediately display the question to all Participants.

You have successfully completed this exercise when:

• You have created and saved a Polling questionnaire.

In this exercise you will explore how to edit and delete saved polling questions.

After completing this exercise, you should be able to:

• edit a saved polling questionnaire • delete a saved polling questionnaire

This exercise takes approximately 10 minutes to complete.

Completion of this exercise requires: • Browser • Host login credentials • Saved polling questionnaires

Complete the following steps to edit a Poll:

Step Action 1 Log into as a Host and start the conference. 2 Click on the Polling icon [ ] on the Toolbar. 3 In the Polling window, select a saved question.

Note: If you do not have a saved Polling questionnaire, then create one. 4 Replace or revise the existing question and/or answer by selecting the text to be overwritten and entering new text. Make changes to your existing questionnaire. 5 To add more answers, click Add and enter new text. 6 To remove one or more answers, check each box for the questions you would like to remove and click Delete. 7 When the question and answers are complete, click Save to conduct the Poll later or Conduct to immediately display the question to all Participants. 8 Click Yes to overwrite the existing Poll.

Complete these steps to delete a Poll:

Step Action 1 If you have exited out of your conference, then log back in as Host and start 2 In the Polling window, select a saved question.

Note: If you do not have a saved Polling questionnaire, then create one. 3 Click Delete. 4 Click Yes to overwrite the existing Poll.

You have successfully completed this exercise when:

• You have edited a saved Polling questionnaire. • You have deleted a saved polling questionnaire.

The Presenter can choose to assign the Presenter role to a Participant. The new Presenter takes control of the conference.

In this exercise you will assign the presenter role to a participant and revoke the presenter role from within a conference.

After completing this exercise, you should be able to:

• assign presenter roles to conference participants • revoke presenter roles from conference participants

This exercise takes approximately 10 minutes to complete.

Completion of this exercise requires: • Browser • LotusLive Hosted meeting • Participants for the meeting

Step Action 1 Log into a LotusLive meeting as a Host 2 Launch another browser session and log in as a participant 3 What do you see on the toolbar for the participant?

4 From the Host browser session, Right-click the Participant's name in the Participants List. 5 Select Make Presenter from the menu.

6 What do you now see for the Host's toolbar?

7 From the Participants browser session, what do you see on the toolbar?

Step Action 1 From the Host browser session, click the Presenter icon in the toolbar . The Host should now receive the presenter role and the toolbar should change. 2 Verify that the participant only has the raise hand and sign-out icons that are the default for that role

You have successfully completed this exercise when:

• you have assigned presenter roles to conference participant • you have revoked presenter roles from conference participant • you have checked your answers against the answer key

Latest revision date: 12/01/2010 © IBM 2010 Apps: Meetings: Answer Key for Exercise - Assigning and Revoking the Presenter Role

Step Action 3 What do you see on the toolbar for the participant?

6 What do you now see for the Host's toolbar?

Once control has been passed, the host will have the above toolbar. It functions as the participant toolbar normally would with the addition of the "Presenter" button that will allow the original host to take back presenter control as long as application sharing is not active.

7 From the Participants browser session, what do you see on the toolbar?

The new Presenter receives control of the conference tools. The icon in the Participants List identifies the Participant who has control. The new Presenter can choose to pass control to other users.

Apps: Meetings: Overview - Signing Out

When a conference is finished, the Host should stop the conference and sign out. Stopping a conference disconnects all Participants and ends the billing period.

Step How to Sign Out 1 To sign out of a conference, Click on the Sign Out [ ]icon. The conference window closes. 2 Click OK to end the conference.

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