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Microsoft® Office LiveMeeting

2005 Step by Step
0-0000-0000-0
Robert Heuer
PUBLISHED BY
Microsoft Press
A Division of Microsoft Corporation
One Microsoft Way
Redmond, Washington 98052-6399
Copyright © 2005 by Microsoft Corporation
Information in this document, including URL and other Internet Web site references, is subject to change
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Microsoft Corporation.
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Microsoft, Microsoft Press, Outlook, PowerPoint, and Windows are either registered trademarks or
trademarks of Microsoft Corporation in the United States and/or other countries.
This book expresses the author's views and opinions. The information contained in this book is provided
without any express, statutory, or implied warranties. Neither the authors, Microsoft Corporation, nor its
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or indirectly by this book.
Contents
Contents
What’s New in This Book v
Getting Help vii
Conventions and Features ix
1 Introduction to Web Conferencing 1

The New Online Workplace 1
How Web Conferencing Works 2
Advantages of Web Conferencing 3
Web Conferencing with Live Meeting 4
Common Live Meeting Session Types 6
2 Setting Up Live Meeting 8

Logging In to Live Meeting 10
Using Live Meeting Manager 11
Installing the Live Meeting Console 12
Installing Live Meeting Add-ins 13
Setting Up Audio 15
3 Getting Started Quickly 20

Using the Meet Now Feature 22
Conducting Your First Meeting 22
Experimenting with Advanced Tasks 25
4 Scheduling and Joining Meetings 26

Scheduling a Meeting and Sending Invitations 28
Joining a Meeting 31
Joining the Audio for a Meeting 33
5 Conducting a Meeting 36
Getting Around in the Live Meeting Console 37
Using the Meeting Lobby 41
Using the Attendees Pane 43
Managing Attendee Permissions 44
Sending Invitations During a Meeting 46
Managing Audio in a Meeting 47
iii
Contents
Managing and Responding to Questions 47

Using the Chat Tool 52
Using the Seating Chart Pane 53
Removing Attendees 54
Ending a Meeting 55
6 Presenting and Collaborating in a Meeting 58

Importing Resources 61
Presenting Resources 61
Managing and Reviewing Resources 62
Sharing the Use of Your Computer 63
Using Collaborative Slides 68
Adding Annotations to Resources 72
7 Recording Meetings 74
Recording a Meeting 75
Viewing a Recording 78
Sending Invitations to View Recordings 79
Deleting Recordings 80
8 Setting Meeting Options and Preferences 82

Setting Options for Scheduled Meetings 84
Setting Meet Now Options 86
Setting User Preferences 86
9 Best Practices for Live Meetings 93

Collaborative Meetings 93
Larger Meetings and Events 95
Online Training 97
Commonly Used Shortcut Keys 100
Appendix 101
Glossary 113
Index 121
iv
What’s New in This Book
This book contains the following new materials to help you learn and start using
Microsoft Office Live Meeting 2005:
■ Detailed steps and options for first-time setup of Live Meeting.
■ Checklists to ensure that you have considered your options and performed the
necessary tasks.
■ Coverage of new features, including the Meeting Lobby, Integrated Audio Confer-
encing, and full-fidelity Microsoft PowerPoint integration.
■ Instructions for getting started quickly, to get you up and running with Live
Meeting with a minimum of setup.
■ An overview of the Microsoft Office Live Meeting 2005 Add-in Pack, along with
descriptions of other add-ins that integrate Live Meeting with Office applications.
■ Expanded coverage of meeting options and best practices for the variety of meet-
ing types that Live Meeting supports.
v
Getting Help
Every effort has been made to ensure the accuracy of this book. If you do run into
problems, please contact the appropriate source for help and assistance.
Getting Help with This Book

If your question or issue concerns the content of this book, please first search the online
Microsoft Press Knowledge Base, which provides support information for known errors
in or corrections to this book, at the following Web site:
www.microsoft.com/mspress/support/search.asp
If you do not find your answer at the online Knowledge Base, send your comments or
questions to Microsoft Press Technical Support at:
mspinput@microsoft.com
Getting Help with Microsoft Office Live Meeting

If your question is about Microsoft Office Live Meeting, and not about the content of
this Microsoft Press book, your first recourse is the Live Meeting Help menu. In the
Help menu of the Live Meeting console, you can do the following:
■ Link to Web-based Help topics at Microsoft Office Online.
■ View the Getting Started pane in the console.
You can also send an e-mail message with your questions to lmhelp@microsoft.com or call
the Microsoft Office Live Meeting Support Line, available 24 hours a day and seven days
a week, at one of the following telephone numbers:
■ 1.866.493.2825 Direct (toll free in the US)
■ 00.800.9522.3000 Direct (toll free in the EMEA)
■ 650.526.6950 Direct International Number
More helpful, up-to-the-minute information about Live Meeting is always available at

www.microsoft.com/office/livemeeting.
vii
Conventions and Features
You can save time when you use this book by understanding how the Step by Step series
shows special instructions, keys to press, buttons to click, and so on.
Convention Meaning
1 Numbered steps guide you through hands-on exercises in each topic.
2
● A round bullet indicates an exercise that has only one step.
Note These paragraphs point out information that you need to know to
complete the procedure.
H+G A plus sign (+) between two key names means that you press those keys
at the same time. For example, “Press H+G” means that you hold
down the H key while you press G.
Black bold The names of program elements, such as buttons, commands, and
characters dialog boxes, are shown in black bold characters in the steps.
ix
1 Introduction to Web
Conferencing
If you’re like most professionals, meetings play a key role in your average workday. Some
meetings are conducted by phone, but most are held in conference rooms, often with
some number of attendees dialing in. Those who dial in miss out on all the visual aspects
of the meeting, and sometimes miss critical information as a result. The harder it is to
provide a valuable experience for all attendees, the more a meeting loses its overall value.
What if you could reduce the time and effort needed to make your meetings more effec-
tive? What if you and your colleagues could collaborate better, make decisions faster,
and win your customers’ confidence more often, all by giving your meetings more “bang
for the buck”? And what if you could present and share documents and ideas more
readily with people in faraway locations, without any of you getting on a plane?
This book discusses Microsoft Office Live Meeting, a Web conferencing tool designed
to make meetings more productive and engaging. In this chapter, you’ll learn about
the benefits of using Web conferencing in the workplace, along with some of the
advantages Live Meeting provides. Later chapters in this book offer tips and instructions
for using Live Meeting as a tool for your day-to-day projects.
The New Online Workplace

Think of the number of meetings you attend in a typical week. Depending on your job,
you probably meet for a variety of purposes: to report on the status of a project, to check
in with a customer, to learn about a technology that affects your job, or to share ideas
with co-workers and management.
Over time, the way meetings are conducted has gradually evolved. In place of printed
handouts, it’s now common for presenters to show slides or other documents by using a
laptop connected to a big-screen monitor. Where time and geography prevent attendees
from appearing in person, bridge lines for on-demand teleconferencing have become a
standard practice.
Web conferencing combines these modern conveniences and augments them, making
meetings among dispersed people more unified and productive. In addition to sharing
content and ideas with other people in the same room, you can now share them with
remote attendees connected over a network. By using the collaborative features of Web
conferencing software, together with traditional teleconferencing by phone, multiple
attendees can participate and enrich the meeting experience, no matter where they are.
1
1 Introduction to Web Conferencing
How Web Conferencing Works

Web conferencing takes all of the activity that can normally occur at a meeting located
in a conference room or auditorium, and portrays it in the Web browsers of the people
who attend. Rather than looking at the front of the room, attendees participate in the
meeting by listening through their telephone connections and interacting through their
computers.
The screen, or console, is typically divided into primary and secondary areas. The pri-
mary area—the largest portion of the console—displays the presented slides or other
materials under discussion. The secondary area includes the array of tools and features
that are available for participants to view and use.
When you organize a Web conference session, you can usually control the appearance
of the console—which presentation is currently displayed and what tools and features
are exposed. In the Live Meeting console, for example, you can display slides (primary
area) and various panes (secondary area) whose features track and encourage attendee
participation. (Chapter 5, “Conducting a Meeting,” describes the Live Meeting console
in more detail.)
The following table outlines some of the key differences between traditional meetings
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and Web conferences.
2
Introduction to Web Conferencing
1
Traditional Meeting Web Conference
A presenter uses a computer connected A presenter imports slides or other materials
to an overhead monitor to show a by using Web conferencing software, and
presentation. then presents them by using a console.
Participants ask questions verbally, or Participants can ask questions verbally or by
stand up to make notes and drawings using a Q&A tool in the console. They can
on a whiteboard. also use other console tools to draw or make
notes on slides for all to see.
The meeting organizer designates a All presentations, collaborative slides, and
“scribe” to take meeting notes, and to Q&A logs can be saved in electronic format
capture all whiteboard activity. after the completed Web conference.
Sessions can also be recorded for future
playback with all visual elements from the
meeting included.
Advantages of Web Conferencing

For a typical meeting, facilitation requires effort. You must choose a location that is
convenient and accommodating for all attendees. If anyone is presenting at the meeting,
you must provide power, a monitor or projector and screen, and often network service
for one or more laptop computers. If the meeting runs past the allotted time, you might
need to find another room. For some meetings, you might even have to make travel
arrangements for attendees who are coming from another building or a remote city.
Web conferencing takes the effort out of meeting facilitation. Like a conference call, a Web
conference is conducted “virtually” with attendees spread across any geographical dis-
tance, joining the meeting from whatever location is convenient for them. But far more
than a conference call, a Web conference delivers meeting value by providing visual inter-
action among participants.
Consider the following advantages of Web conferencing over traditional meetings.
You can:
■ Save time and money. Spend fewer dollars on travel and spend less time in
airports and hotels, and traveling between destinations—not just for you, but for
everyone in the meeting.
■ Invite dozens (or even hundreds) of attendees. You don’t have to adjust the
scale of your meeting facilities or presentation.
■ Let each participant attend from any convenient location. All he or she needs
is access to the Internet and a phone.
3
■ Speed up your project and sales cycles. Share tools, ideas, and documents in
real time with fewer scheduling hassles and less travel.
■ Demonstrate a tool or process online. Attendees can see it for themselves
through the Web conferencing console.
■ Collaborate among multiple presenters. Share control of a meeting with other
remote presenters, not all of whom might be able to attend a traditional meeting.
■ Encourage and promote interaction with and among meeting participants.
Conduct polls to gather immediate feedback from attendees, as well as collect
survey information about them.
Real-time responses help you pace the meeting based on each attendee’s level of
understanding and overall mood.
■ Meet spontaneously. Start a Web conference during a phone call or e-mail
exchange.
Collaborate with a remote coworker or customer as easily as you would visit a Web
site from your desktop.
■ Reduce meeting “overhead.” Eliminate the hassles of finding a conference
room, printing documents, sending e-mails with large attachments, controlling the
version of your presentation, and keeping everyone “on the same page” as you
make your presentation.
■ Impress your bosses, team mates, and customers. Introduce them to a sensible,
helpful technology they might not have seen before.
Web Conferencing with Live Meeting

Live Meeting is designed with the understanding that you need a service you can count
on—one that is not only functional, but also effective. Even with all of the benefits and
advantages that Web conferencing promises, you should choose the solution that best
integrates with your current software and processes. Live Meeting has unique strengths
in five fundamental areas:
■ Interaction. Retain all your meeting documents and edits in your virtual meet-
ing room for ongoing meetings.
Participants can type or annotate together during the session to simulate the
natural interactivity of a face-to-face meeting.
■ Integration. Live Meeting add-ins integrate Live Meeting with other Office
products, including Microsoft Office Outlook for easy scheduling.
4
Introduction to Web Conferencing
1
The Live Meeting Add-in for Office Collaboration allows you to start a Meet Now
session from within Microsoft Office Word, Microsoft Office Excel, Microsoft
Office PowerPoint, Microsoft Office Visio, and Microsoft Office Project.
Live Meeting is also integrated with three leading Audio Conferencing partners,
providing you with greater control over audio elements of your meetings.
■ Ease of Use. Because Live Meeting is a subscription-based, hosted service, you
need only a minimum of software on your computer to get up and running. With
its intuitive interface, you can start using Live Meeting like a pro from the first time
you log on.
As a Microsoft Office product, Live Meeting matches the look and feel of other
products you might use day to day.
■ Security and Reliability. Live Meeting provides the highest level of security and
reliability for delivering real-time, interactive presentations. The service has been
designed to ensure that your content, meeting access, and data transmissions are
secure and available only to those that you choose.
■ Scalability. Live Meeting is one of the industry’s most scalable conferencing
solutions, capable of reliably supporting small collaborative meetings or online
events for thousands of participants. It easily handles multiple presenters,
accounts, attendees, and offices, as well as concurrent meetings and events.
Should My Next Conference Call Be a Web Conference?

Here are some questions to ask yourself when setting up a conference call:
■ Do I want to leave a visual impression on my customer, my team mates, or my

boss? Participants often feel left out during a remote meeting, or get distracted
by other tasks. Web conferences keep them visually engaged.
■ Can I save time by showing my progress instead of just talking about it?
Round-robin status reporting can use up valuable resource time in a hurry. Cut
status meeting time in half by showing everyone what you’re working on, rather
than leaving them to guess.
■ Do I want to set an example so that my team will learn about Web
conferencing? Want to tell others about the advantages of Web conferencing?
Set up a meeting and require them to attend. The meeting can be about anything
you want, but in the process of attending, others will start to think about using
the same tool.
5
Common Live Meeting Session Types

Meetings take many forms. They can serve a wide range of purposes and involve various
numbers of people. Live Meeting is designed to support any size or type of business
gathering. Generally, Live Meeting sessions fit the following categories:
■ Online meetings. Use Live Meeting to conduct work meetings with your cus-
tomers or team mates, no matter where they are.
■ Online events. Use Live Meeting to host events for a large audience without the
prohibitive costs of producing and facilitating an on-site show.
■ Online training. Use Live Meeting to present high-quality “distance learning”
events that offer all of the benefits of a real classroom without the hassle and
expense of on-site training.
Chapter 9, “Best Practices for Live Meetings,” describes these categories in more detail,
and refers to Live Meeting features you can use to add specific value to each session
type. These features—what they are, how to use them, and when they might come in
handy—are covered in other chapters throughout this book.
6
Log in to Live Meeting,
page 10
Install the Live

Meeting console
and add-ins,
page 12
Set up audio,
page 15
Chapter 2 at a Glance
2 Setting Up Live
Meeting
In this chapter you will learn to:
✔ Log in to Live Meeting.
✔ Use Live Meeting Manager.
✔ Install the Live Meeting console.
✔ Install Live Meeting add-ins.
✔ Set up audio.
Not all computer programs require the same kind of setup. Some programs require that
you install the program on your computer; others can be run from a remote Web server
when viewing the Web site where the program is hosted. As a hosted service with a cli-
ent console, Microsoft Office Live Meeting uses a combination of these approaches.
To connect to the Live Meeting service and to perform all meeting management functions,
including scheduling meetings, deleting meetings, and managing meeting recordings,
you use a Web-based tool called Live Meeting Manager. You do not have to install this
tool; to access it, you need only your login ID and password provided by your Live Meet-
ing administrator. (You can also perform some of these functions by using Live Meeting
add-ins.)
To view a meeting, however, you use the Live Meeting console. This console appears as a
window on your computer and contains all the visual materials for a meeting, plus a
variety of tools. You view the Live Meeting console any time you attend a meeting.
In most cases, the console you use will be a Microsoft Windows-based console, which
the Live Meeting service automatically installs for you when you join your first meeting.
In cases where installation is not feasible, you can alternatively use a Web-based console
with limited functionality. The Web-based console provides access to meeting partici-
pants who do not have permission (or are otherwise unable) to install software on their
computers.
This chapter describes the concepts and procedures for setting up Live Meeting. All pro-
cedures are for one-time setup, meaning that after you successfully install Live Meeting,
you won’t have to worry about doing it again on that computer. In the future, your Live
Meeting administrator might make updated console versions available for you to down-
load. Live Meeting will guide you through this process when it occurs.
9
2 Setting Up Live Meeting
Logging In to Live Meeting

The first step in setting up Live Meeting is to ensure that you are able to log in to your
Live Meeting account in Live Meeting Manager. To log in, you will need the following
information:
■ Your organization’s Live Meeting conference center URL
■ Your user login name
■ Your password
Your Live Meeting administrator provides you with this information, typically in an e-
mail message sent to you announcing the Live Meeting service.
Note With Live Meeting accounts, you have scheduling and meeting management
privileges in your organization’s Live Meeting service. You do not need an account to join
a meeting to which someone else has invited you.
To log in to Live Meeting Manager, follow these steps:

1 In your Internet browser, enter the URL of your Live Meeting conference center.
2 On the Login to Live Meeting Manager page, enter your user ID in the User Login
box, enter your password in the Password box, and then click Login.
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Note To provide you with access to Live Meeting, your organization might use a
Live Meeting intranet portal instead of Live Meeting Manager. If your Live Meeting
administrator has notified you that you should use a portal, you will receive an e-mail
message containing the portal URL, which is different from the conference center URL.
Use the portal URL to log in to Live Meeting Manager.
10
Setting Up Live Meeting
2
Using Live Meeting Manager
Live Meeting Manager is a Web-based tool with which you can perform management
tasks related to your use of Live Meeting. Think of Live Meeting Manager as your “con-
trol panel” for all Live Meeting functions except those functions you perform in real time
during a meeting. (For meeting functions, you use the Live Meeting console.)
By using Live Meeting Manager, you can:
■ Schedule and join meetings.
■ Start a Meet Now session.
■ Manage your meetings, recordings, user preferences, and address book.
■ View recordings and reports.
What is the Live Meeting Conference Center?

The Live Meeting conference center is the server that hosts all Live Meeting sessions
conducted in your enterprise. Think of the conference center as the Live Meeting “brain”
that stores all meeting data and enables many of the functions of the user interfaces (Live
Meeting Manager and the Live Meeting console). The conference center servers also host
audio for recorded meetings and Internet audio broadcasting.
The conference center is located remotely from the meeting and operated by Microsoft
as part of your organization’s subscription to the Live Meeting service. Live Meeting
Manager—your enterprise’s Web conferencing management Web site—is located in the
conference center and available through a unique Web address (URL), for example,
www.livemeeting.com/cc/adventureworks/.
You connect to the conference center every time you do one of the following:
■ Conduct or attend a meeting by using the Live Meeting console.

■ Schedule or manage meetings and recordings by using Live Meeting Manager.
■ Send invitations or prepare meeting resources by using a Live Meeting add-in.
Conference center software is regularly updated to provide enhanced features and services
to Live Meeting clients. These updates sometimes require you to upgrade your Live Meet-
ing console to view and use the new features.
11
Installing the Live Meeting Console

The Live Meeting console installs automatically when you join your first Live Meeting
session. Microsoft recommends performing this installation once as a “test” session
(rather than an actual meeting) to ensure that your computer is configured in the way
you want to use it for future meetings.
Your test session will be a one-person meeting, which you will conduct by using the
Meet Now feature. Detailed steps for conducting Meet Now sessions, along with other
activities that introduce you to Live Meeting, are covered in Chapter 3, “Getting Started
Quickly.” For now, follow these steps to install the console:
Note To conduct a Meet Now session, your Live Meeting account must have this priv-
ilege enabled. For more information, ask your Live Meeting administrator.
1 Log in to Live Meeting Manager by using the procedure described in “Logging In to

Live Meeting,” earlier in this chapter.
2 On the My Home page of Live Meeting Manager, under Meet, click Meet Now.
At this point, Live Meeting displays the Installation Page, which contains various
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console installation and upgrade options.
Click a console
installation option.
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Note If you see the Live Meeting console rather than the Installation Page, it
means that the console is already installed on your computer.
12
2
3 Click Install and Join. When the File Download dialog box appears prompting you
to confirm console installation, click Run.
After the installer finishes, Live Meeting displays the Live Meeting console. You are now
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participating in your test meeting, using the newly-installed console.
Installing Live Meeting Add-ins

Microsoft offers free software enhancements called add-ins that integrate some Live
Meeting functions with other Microsoft Office products. With Live Meeting add-ins, you
can use Live Meeting seamlessly with other programs you might already be familiar
with, such as Microsoft Office Outlook, Microsoft Office PowerPoint, and Microsoft
Windows Messenger.
The Microsoft Office Live Meeting 2005 Add-in Pack includes three popular add-ins.
Downloading this add-in pack installs all three of the following add-ins to your com-
puter:
■ Microsoft Office Live Meeting Add-in for Office Collaboration. This add-in
adds a Microsoft Office Live Meeting toolbar and a Live Meeting menu to the other
Office products that you have installed: Microsoft Office Word, Microsoft Office
Excel, PowerPoint, Microsoft Office Project, and Microsoft Office Visio.
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13
You can use the Live Meeting toolbar or menu to do the following:
■ Start a Meet Now session.
■ Share the open document in a Meet Now session.
Note This add-in is compatible with programs included in Office 2000 or later (or, in
the case of Visio, with Visio 2002 or later). You must install the Office program before
installing the add-in.
■ Microsoft Office Live Meeting Add-in for Outlook. This add-in adds a Live
Meeting toolbar and a Live Meeting menu to Outlook, so that you can schedule
a Live Meeting and send invitations to attendees and presenters from within
Outlook.
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Note To use this add-in you must have already installed Outlook 2000 or later.
For more information, see “Using Microsoft Outlook to Schedule a Live Meeting and
Send Invitations” in Chapter 4, “Scheduling and Joining Meetings.”
■ Microsoft Office Live Meeting Add-in for Instant Messaging. With this add-in,
you can start a Live Meeting session from within recent versions of Windows Mes-
senger, MSN Messenger, or Microsoft Office Communicator.
In addition to the Live Meeting 2005 Add-in Pack, you can download and use the
Microsoft Office Live Meeting Add-in for PowerPoint to create special Live Meeting slides
by using PowerPoint (version 2000 or later). For more information, see “Using the
PowerPoint Add-in” in Chapter 6, “Presenting and Collaborating in a Meeting.”
To install Live Meeting add-ins, go to office.microsoft.com/en-us/officeupdate/
CD011718141033.aspx and follow the instructions provided.
14
2
Live Meeting Setup Checklist
Use the following checklist to ensure that you’ve set up Live Meeting correctly:
■ Get your Live Meeting account information from your Live Meeting administrator.
■ Log in to Live Meeting Manager (or your Live Meeting intranet portal, if you have
one). For more information, see “Logging In to Live Meeting” earlier in this chapter.
■ Optionally, change your password and set other user preferences. For more infor-
mation, see “Setting User Preferences” in Chapter 8, “Setting Meeting Options and
Preferences.”
■ Set up your audio configuration, both for Meet Now sessions and for scheduled
meetings. For more information, see “Setting Up Audio” later in this chapter.
■ Set your other Meet Now options and your default options for scheduled meetings.
For more information, see Chapter 8 and the Appendix, “Meeting Option Details.”
■ Download and install any Live Meeting add-ins you want to use with Live Meeting.
For more information, see “Installing Live Meeting Add-ins” earlier in this chapter.
■ Install and load the Live Meeting console by joining your first meeting. For more
information, see “Installing the Live Meeting Console” earlier in this chapter.
Setting Up Audio
Audio configuration provides a critical component to Live Meeting sessions. Depending
on how you set audio options for a meeting, all participants can talk and listen, or audio
can be one-way only, with a single presenter speaking to the other attendees.
For each meeting, you have your choice of the following audio configurations:
■ Audio conferencing. This is the most common configuration. You use the
phone bridge at your enterprise to host audio, and all participants dial in with a
special code.
■ Integrated audio conferencing. Your enterprise has a contract with one of Live
Meeting’s audio conferencing partners to provide enhanced ability to control
audio conferencing from within the Live Meeting console.
■ Internet audio broadcasting. You use Internet-based radio technology to broad-
cast one-way audio from the presenter to all participants.
■ Two-person phone call. In a two-person meeting, participants call each other
directly.
15
Dialing Keys
Dialing keys are an important concept to understand when configuring certain audio
features, including integrated audio conferencing, Internet audio broadcasting, and
meeting recordings. Dialing keys are the extra phone characters that you provide to Live
Meeting so that it can automatically dial and join you to an audio conference. To config-
ure dialing keys, first think about the process you follow when joining a typical phone
conference by using your organization’s phone bridge:
1 You dial the local, long-distance, or toll-free access phone number.

2 You wait for a prompt, and then you enter your participant code.
3 You wait for a second prompt, and then you join the conference.
For Live Meeting to successfully complete the dial-in process, each of these “wait times”—
before and after the participant code—must be represented by the appropriate number
of “pause” characters in the dialing keys. Live Meeting uses the comma key (,) to denote a
one-second pause.
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You configure audio settings in two places:

■ Meet Now audio settings. You set up audio only once for Meet Now sessions.
The options you choose are applied to all Meet Now sessions until you change
them.
■ Audio settings for scheduled meetings (default and custom). When you start
using Live Meeting, a set of audio options is preconfigured for the meetings you
schedule. You can make changes to this configuration, and by default, those set-
tings will apply to all of your scheduled meetings. However, you can also override
the default audio settings on a per-meeting basis.
To set up audio, follow these steps:

1 Log in to Live Meeting Manager.
2 On the My Home page of Live Meeting Manager, under Meet Now, click Meet
Now Details.
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16
2
3 On the Meet Now Details page, under Actions, click Meet Now Options.
4
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On the Meet Now Options page, click Audio.

The Audio section of the Meet Now Options page appears.
5
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In the This meeting uses list, click Live Meeting with audio conferencing.
6 In the Conferencing provider list, do one of the following:
■ If your conferencing provider is listed, select it in the list. You will be able to
control phone conferencing features from the Live Meeting console.
■ If your conferencing provider is not listed, select Other. You will not be able
to control phone conferencing features from the Live Meeting console, but
Live Meeting will automatically display the access phone numbers and
participant code to all participants.
17
7 Select the phone conferencing options you want to enable:

■ Allow meeting participants to use the Join Conference option. When
this option is enabled, meeting participants can click Join Conference in
the Live Meeting console to have the conferencing service call their phone,
rather than dialing in to the conference call. If you enable Internet audio
broadcasting, the Join Conference option is unavailable.
■ Enable Internet Audio Broadcasting. Select this option to enable a
one-way audio broadcast from the presenter over the Internet so that
attendees can hear the audio through their computer. When this option is
enabled, the meeting presenter sees a Start Broadcast button when the
Live Meeting console starts up. (This function is also available as a menu
option and toolbar option.) Presenters in the meeting must still join the
conference call.
■ Display the toll-free phone number to meeting participants. Select
this option to display the toll-free number in the Audio dialog box or
Meeting Information dialog box, for all attendees to see.
■ Display the toll phone number to meeting participants. Select this
option to display the toll number in the Audio dialog box or Meeting Infor-
mation dialog box, for all attendees to see.
8 Enter the toll-free and toll phone numbers for your phone conferencing account.
9 Enter the participant code and the leader code assigned to you for your phone con-
ferencing account.
10 Enter any additional dialing keys required to automatically dial your conferencing
provider and to join a phone conference. Each comma causes a one-second delay.
11 Click OK.
12 On the My Home page, under Meet, click Schedule Meeting.
13
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On the Schedule Meeting page, click Meeting Options.
18
2
Click to set options for

scheduled meetings.
14
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On the Meeting Options page, click Audio.

The Audio section of the Meeting Options page appears.
15 Repeat steps 5 through 10 to set the default audio configuration for your scheduled
meetings, and then click Save As Default.
Key Points
■ Live Meeting includes two primary user interfaces: Live Meeting Manager (for
managing meetings and recordings) and the Live Meeting console (for real-time
Web conference functions).
■ You use Live Meeting Manager by connecting to the conference center URL or
intranet portal URL in your Web browser. The Live Meeting console is automati-
cally installed when you join your first Live Meeting session.
■ With Live Meeting add-ins, you can use Live Meeting functions from within other
Office products, including Outlook, PowerPoint, and Windows Messenger.
■ Properly configuring audio is an important part of setting up Live Meeting,
because audio provides the ability for participants to listen and talk to one another
during meetings.
19
Use the Meet Now feature,
page 22
Invite another person

to a meeting,
page 23
Show a presentation,
page 24
3 Getting Started
Quickly
✔ Use the Meet Now feature.
✔ Conduct your first meeting.
✔ Experiment with advanced tasks.
Unfamiliar with Web conferencing, but want to learn fast? Microsoft Office Live Meeting
offers an array of features to help you conduct many kinds of meetings and use a variety
of tools. However, meetings don’t need to be fancy to be successful, and if you’re like
many users, you’re likely to conduct simpler meetings most of the time.
This chapter is written for people who want to start using the basic features of Live
Meeting right away, and learn about other features later. This chapter provides step-by-
step instructions for you to do the following:
■ Start a Meet Now session (as you did in the previous chapter).
■ Invite a coworker to join your session in real time.
■ Call the coworker so that your meeting uses both audio and the console.
■ Import a resource (for example, a Microsoft Office Word document) that the two
of you can view and discuss together.
Note To conduct a Meet Now session, your Live Meeting account must have this
privilege enabled. For more information, ask your Live Meeting administrator.
These exercises can be academic for you, or you can complete them while conducting an
actual meeting. Are you planning to meet soon with a colleague to show or share work
on a file? If so, keep this chapter handy, and let that person know that you will send
them an invitation to join your Live Meeting session, as well as call them on the phone
to conduct the meeting.
Note This chapter focuses on using the Meet Now feature. Starting a Meet Now
session is simpler than starting a scheduled meeting.
21
3 Getting Started Quickly
Using the Meet Now Feature

Live Meeting sessions come in two distinct types: scheduled meetings and Meet Now
sessions. Both use the Live Meeting console in nearly identical ways, but they differ in
the way each meeting occurs:
■ Scheduled meetings are arranged for a set period of time, usually several hours to
several days in advance. You send an e-mail invitation to the meeting, and people
join the meeting by clicking a link in the invitation. This starts the Live Meeting
console on the participant’s computer (and installs it, if necessary). Each sched-
uled meeting has a unique Meeting ID.
■ Meet Now sessions can be thought of as personal conference rooms, where each
Live Meeting user has his or her own “space” for hosting meetings at any time.
Meet Now sessions can be more spontaneous than scheduled meetings, and are
conducted at the discretion of the user whose Meet Now space is used for the
meeting, always with the same Meeting ID. Participants can attend Meet Now ses-
sions by invitation from the meeting organizer, or they can request an impromptu
session by showing up in the organizer’s Meeting Lobby and waiting to be invited
in. (More information about the Meeting Lobby feature is included later in this
chapter, as well as in Chapter 5, “Conducting a Meeting,” and the Appendix,
“Meeting Option Details.”)
Note Meet Now options, which affect the appearance and behavior of the Live Meet-
ing console during Meet Now sessions, are controlled separately from options for sched-
uled meetings. For more information, see Chapter 8, “Setting Meeting Options and
Preferences.”
Conducting Your First Meeting

Before you begin this exercise, contact a colleague or friend that you want to invite to the
session, and let him or her know to expect an e-mail invitation and phone call from you.
Follow these steps to conduct your first Live Meeting session.
1 Log in to Live Meeting Manager.
2 On the My Home page in the Live Meeting Manager, under Meet, click Meet Now.
The Live Meeting console appears.

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22
Getting Started Quickly
3
Note If you have not previously viewed the Live Meeting console, Live Meeting
displays the Installation Page and prompts you to install the console. For more
information on the console installation, see “Installing the Live Meeting Console”
in Chapter 2, “Setting Up Live Meeting.”
3 On the Attendees menu in the Live Meeting console, click Send E-mail Invite.
A new invitation appears.

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4 In the Attendees text box, type the full e-mail address of the person you want to
invite to join your Meet Now session (for example, james@adventureworks.com).
5 In the Message box, type an optional message to include with the invitation (for
example, “Please join us to discuss the specification” or any other text that you want
to send).
6
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Click Send Message, and then click OK.

7 Call the person with whom you’re meeting and instruct him or her to join the meet-
ing by clicking the Join Meeting link in the invitation.
When the other participant joins the meeting, the Live Meeting console appears
on his or her computer, and the participant’s name appears next to yours in the
Attendees panel.
After the other person has joined the meeting, you can share a resource to look at
together. The following steps describe sharing a Microsoft Office document from your
computer. For more information about other ways of sharing resources, see Chapter 6,
“Presenting and Collaborating in a Meeting.”
23
3 Getting Started Quickly
1 On the Share menu, click Share Document to View.
2
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In the Choose a Document to Share dialog box, find and select an Office file that
you want to share (for example, a Word document), and then click Open.
3 Depending on the document type you choose, you might see the Information:
Document Conversion dialog box prompting you to confirm that you want to cre-
ate a Live Meeting–ready copy of the file. If you see this dialog box, click Continue.
4 To display the document, in the Resources pane on the left side of the console, click
the document that you want to share.
If the document contains multiple parts (for example, if a Microsoft Office Power-
Point presentation contains more than one slide), each part is displayed in the
Thumbnails pane.
Resources
pane
Thumbnails
pane
5
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When you are ready to end the Meet Now session, on the File menu, click Exit and
End Session.
24
Getting Started Quickly
3
Experimenting with Advanced Tasks
Now that you have experienced your first Live Meeting session, consider trying some of
these additional features:
■ Try different audio methods for your meetings, including audio conferencing, inte-
grated audio conferencing and Internet audio broadcasting. You must use one of
these methods for meetings where a two-person phone call is insufficient. For
more information, see “Setting Up Audio” in Chapter 2.
■ Modify your Meet Now options to activate additional features for the session. You
can even take time to do this while still conducting your first meeting with your
colleague. For more information, see “Setting Meet Now Options” in Chapter 8.
■ Enable the Meeting Lobby feature, and let others know that you are available for
spontaneous meetings by advertising your Meeting Lobby URL. For more infor-
mation, see “Using the Meeting Lobby” in Chapter 5.
■ Schedule a meeting for a future time (rather than conducting a Meet Now session)
and invite others to attend the meeting. Keep in mind that you must set options
for scheduled meetings separately from your Meet Now options. For more infor-
mation, see Chapter 4, “Scheduling and Joining Meetings.”
■ Experiment with the presenter tools available in the console, such as using collab-
orative slides and annotation tools. For more information, see Chapter 6.
Key Points
■ You can quickly get started with Live Meeting by conducting a Meet Now session
with a colleague.
■ Meet Now sessions are an easy meeting type for learning basic Live Meeting func-
tions. After you have mastered Meet Now sessions, you can proceed to conducting
scheduled meetings with multiple participants.
■ Other skills to try out after you get started include enabling the Meeting Lobby,
audio conferencing features, and additional meeting options, as well as using pre-
senter tools, such as annotations and collaborative slides.
25
Schedule a meeting
and send invitations,
page 28
Join a meeting,
page 31
Join the audio for a meeting,

page 33
4 Scheduling and
Joining Meetings
✔ Schedule a meeting and send invitations.
✔ Join a meeting.
✔ Join the audio for a meeting.
The previous chapter described how you can quickly meet by using the Meet Now
feature. The other method of using Microsoft Office Live Meeting is to schedule a
meeting.
Note To schedule a meeting, your Live Meeting account must have Organizer privi-
leges. For more information, contact your Live Meeting administrator.
When you schedule a meeting, you do the following:

■ Choose a future block of time for the meeting, denoted by a start time and end
time on a specific date.
■ Choose a list of people to invite, and designate each person as either a presenter or
an attendee. (Presenters can use the Live Meeting console to give a presentation.
Attendees can attend meetings and view presentations.)
■ Configure meeting options (such as audio) if you want to use settings other than
the default settings.
When it’s time for the meeting to start, all participants can join the meeting, including
you. (You can also join early to prepare resources for the meeting, as well as extend this
privilege to other participants.)
After participants join, the meeting can begin. All participants view their consoles and
listen (or listen and speak) by using the designated audio option. Presenters share
resources with the other participants, multiple participants collaborate by using Live
Meeting tools, and participants type questions or conduct online chats among them-
selves, if you activate these features.
This chapter discusses how to schedule a meeting and how to join a meeting—whether it
was scheduled by you or by someone else. For tips and procedures for using Live Meet-
ing tools and features in meetings, see Chapter 5, “Conducting a Meeting.”
27
4 Scheduling and Joining Meetings
Meet Now or Scheduled Meeting?

Now that you have been introduced to the two types of Live Meeting sessions—Meet
Now sessions and scheduled meetings—you might wonder which session type you
should use.
In general, scheduled meetings are better suited to medium or large groups, when find-
ing time on multiple people’s schedules is a special challenge. Meet Now sessions are
more spontaneous, and are ideal for smaller meetings or “expanding” phone and e-mail
conversations to include collaboration ability and better visual expressions of an idea.
Meet Now sessions also offer these benefits over scheduled meetings:
■ Used together with the Meeting Lobby feature, Meet Now sessions can be
requested by anyone who wants to request an impromptu Web conference, such as
your customers and partners who know your Meeting Lobby URL but do not have
Live Meeting accounts themselves.
■ Because your Meet Now sessions always use the same Meeting ID, it’s easy to reuse
the space and the shared resources for multiple sessions. For example, if you need
to show a report separately to several employees who work remotely, you can share
the report in your Meet Now space and then invite the employees to join you there
one at a time.
Scheduling a Meeting and Sending Invitations

When you schedule a meeting, you provide all of the information for the meeting by
using the Schedule Meeting page of Live Meeting Manager. You can send invitations to
the people you want to participate as either attendees or presenters. The e-mail invita-
tion provides all of the meeting information, including a link to the meeting, meeting
access data (if applicable), and any additional information you have provided.
Live Meeting offers two methods of sending invitations:
■ Send invitations by using Live Meeting. With this option selected, Live Meet-
ing sends your invitations automatically.
■ Send invitations by using your e-mail client. With this option selected, Live
Meeting allows you to use your own e-mail program to address and send invita-
tions. This feature can be activated by your Live Meeting administrator.
To schedule a meeting and send invitations by using Live Meeting, follow these steps:
28
Scheduling and Joining Meetings
4
1 On the My Home page of Live Meeting Manager, under Meet, click Schedule
Meeting.
The Schedule Meeting page appears.
Type the e-mail addresses of the

attendees and presenters you want
to invite.
Provide other meeting and

scheduling details.
Set the non-standard options for this

meeting.
Add a custom message to the
invitation.
Send the invitations, or save the
information for later.
2
G04LM01
In the Attendees and Presenters boxes, type the full e-mail address (for example,
james@adventureworks.com) of each attendee and presenter you want to invite.
3 Select the start and end dates and times for the meeting.
4 In the Occurrence box, click One time meeting (occurs only once), Recurring
meeting (occurs on a regular schedule with a specified end date), or Ongoing
meeting (no end date enforced).
5 To override the default scheduled meeting options for this meeting only, click
Meeting Options, and then make the necessary changes. For more information, see
Chapter 8, “Setting Meeting Options and Preferences.”
6 In the Message text box, type an optional custom message that you want to appear
in the invitation.
7 Click Send Invitations.
To schedule a meeting and send invitations by using your e-mail program, follow these
steps:
1 Follow steps 1 through 6 of the previous procedure.
2 Select the Send Invitations using your Email client option.
29
4 On the Send Invitations page, do one of the following:

■ To use Microsoft Office Outlook, under Send Invitations with Outlook,
click Invite Attendees.
The invitation message opens in Outlook. The message includes the Live Meeting
G04LM02
session information. Make any changes you want, including adding additional
attendees from your Outlook address book, and then click Send.
5
G04LM03
On the Send Invitations page, click Invite Presenters and repeat the process to
invite presenters.
Note To use an e-mail program other than Outlook, cut and paste the content
of the attendee and presenter invitations from the Send Invitations page to your
e-mail messages, and then send the invitations.
6 On the Send Invitations page, click Done.

Allow several minutes for the meeting invitations to arrive in the Inbox of each invitee.
Live Meeting sends a separate meeting invitation to each of the presenters and attendees
you invite. The invitation contains your p ersonal message if you provided one, the stan-
dard Live Meeting greeting text set by your Live Meeting administrator, and the meeting
details that each participant will need to join the meeting.
30
4
Using Microsoft Outlook to Schedule a Live Meeting
and Send Invitations
As mentioned in Chapter 2, “Setting Up Live Meeting,” Live Meeting add-ins provide a
handy way to integrate Live Meeting functions with the other Office products you use on
a daily basis. One convenient example is that of using Outlook to schedule Live Meeting
sessions and invite participants.
After you install the Microsoft Office Live Meeting Add-in for Outlook, you can schedule a
Live Meeting session the same way you schedule any other Outlook meeting. While com-
posing the invitation, you indicate which participants you want to invite as presenters,
and which ones you want to invite as attendees. You then add any information you want
about the meeting (greeting, purpose, goals, agenda, and so on) and send the invitation.
Live Meeting automatically includes any required meeting access data, such as the URL,
Meeting ID, and Meeting Key.
When participants receive the invitation, they can accept the meeting invitation, and (if
they use Outlook) it will be added to their calendar. They then use the information in the
invitation or Outlook calendar appointment to join the meeting at the appropriate time.
As with invitations sent by using Live Meeting Manager, you can use Outlook to address
invitations to any participants, whether or not they have Live Meeting accounts, as long as
you provide their full e-mail addresses.
Joining a Meeting
Joining a meeting is as easy as clicking a link in the meeting invitation (or in the Out-
look calendar appointment, if applicable). Invitations also contain any necessary access
data for the meeting, such as the Meeting ID and Meeting Key. Alternatively, if you orga-
nized the meeting, you can join the meeting by using Live Meeting Manager.
Note If you join a meeting from a computer on which the Live Meeting console is not
installed, or if a console version upgrade is available, you will see the Installation Page
prior to joining the meeting. For more information, see “Console Loading Behavior When
You Join a Meeting” later in this chapter.
To join a meeting, do the following:

1 In your e-mail program, open the meeting invitation.
2 In the message, click the first link. (Alternatively, on the My Home page of Live
Meeting Manager, under Upcoming Meetings, click the icon in the Join column
next to the meeting you want to join.)
31
Click the link in

your Live Meeting
invitation.
G04LM04
Or, click the Join icon next to the

meeting in Live Meeting Manager.
The Join Meeting page appears.

G04LM05
3
G04LM06
In the Display Name box, type your name as you want others to see it in the
meeting.
4 If the Meeting ID and Meeting Key boxes are not filled in, enter this information
now. You can find the Meeting ID and Meeting Key (either a Presenter key or
Attendee key) in your e-mail invitation.
5 Click Join Meeting to start the Live Meeting console.
Note For some meetings, you might be prompted to provide extended registration
information, such as your company name and e-mail address.
32
4
Console Loading Behavior When You Join a Meeting
In most cases, loading the Live Meeting console on any computer is a fully automatic
process. However, some circumstances can require you to interact with the Microsoft
Windows-based console installer, or to run the Web-based console instead.
Here are a few things to watch for when you attempt to load the Live Meeting console on
your computer at the beginning of a meeting:
■ When new or updated versions of the console software are available, the Installation
Page appears, prompting you to install them.
■ If you do not have permission to install software on your computer, the Windows-
based console will not install. Instead, when the Installation Page appears in your
Web browser, click the Use The Web-based Meeting Console link.
Note To run the Web-based console, your computer’s Web browser must support
Java applications.
Joining the Audio for a Meeting

After you join the meeting in the Live Meeting console, you can join the audio portion of
the meeting in one of the following ways:
■ If the meeting uses traditional audio conferencing, dial the phone conferencing
number. When you are connected to the phone bridge, enter your participant code
at the appropriate prompt (along with your leader code, if you are the meeting
leader).
■ If the meeting uses integrated audio conferencing, you can instruct Live Meeting
to call you at a specific phone number.
Note To use this feature, you must activate dialing keys in the Audio section of
your meeting options. For more information, see “Dialing Keys” in Chapter 2.
■ If the meeting uses Internet audio broadcast, you and the other presenters must
join an integrated audio conference together. Live Meeting then also joins the con-
ference, and uses its connection to transmit audio to attendees. Attendees will hear
one-way audio over their computer speakers.
33
To join a phone conference that uses integrated audio conferencing, follow these steps:
1 On the Audio menu, click Join Conference Settings.
2 In the Audio and Recording Setup dialog box, expand the Join Conference section.
3
G04LM07
In the Call me at boxes, type the area code and phone number where you want to
be called.
4 Click Join Conference.
Within a few minutes, you will receive a call at the phone number you provided.
G04LM08
When you answer the call, you will be joined to the phone conference for the
meeting.
5 If you want to stream the audio to attendees by using Internet audio broadcasting,
click Start Broadcasting.
34
4
Key Points
■ Scheduling a Live Meeting session is very much like scheduling an appointment
by using Outlook. In fact, with the help of a Live Meeting add-in, you can use Out-
look to schedule meetings and send invitations to the participants.
■ You can join a meeting by either clicking the first link in your invitation, or (if you
are the meeting organizer) by clicking the Join icon next to the meeting in Live
Meeting Manager. Then, you must join the audio for the meeting.
■ Loading the Live Meeting console when you join a meeting is usually an automatic
process, but in some cases you will be prompted to interact, such as when you are
installing a new or upgraded Live Meeting console on your computer.
35
Get around in the
Live Meeting console,
page 37
Use the Meeting Lobby,

page 41
Manage and respond

to questions,
page 47
Use the Seating Chart pane,

page 53
5 Conducting a Meeting
✔ Get around in the Live Meeting console.
✔ Use the Meeting Lobby.
✔ Use the Attendees pane.
✔ Manage attendee permissions.
✔ Send invitations during a meeting.
✔ Manage audio in a meeting.
✔ Manage and respond to questions.
✔ Use the Chat tool.
✔ Use the Seating Chart pane.
✔ Remove attendees.
✔ End a meeting.
Successfully leading any meeting is an art. Groups of people bring their ideas to share,
and as the meeting leader, you must judiciously help each of them to be heard, as well as
to ask questions of one another. At the same time, you must be respectful of each per-
son’s time, and run the meeting in an efficient and effective way.
Conducting a Microsoft Office Live Meeting session is no different. Additionally, you
must often help meeting participants who are unfamiliar or uncomfortable with Web
conferencing technology, and help them remain focused on the activity in their Live
Meeting consoles so that the meeting benefits all participants.
Live Meeting includes tools and features that help you meet these challenges. This chap-
ter focuses on ways in which you can conduct effective Live Meeting sessions, and
includes checklists of meeting preparation and wrap-up tasks.
Getting Around in the Live Meeting Console

The Live Meeting console is made up of two kinds of components: the presentation area
on the right, and various control panels called panes on the left and along the bottom.
37
The following table describes the available console panes.

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Pane Description
Now Presenting Displays information about the presenter who currently has
control of the console. For more information, see “Passing
Around Meeting Control” in Chapter 6, “Presenting and
Collaborating in a Meeting.”
Resources Displays the list of resources (including documents, slides, and
shared computers) currently available for the meeting. For more
information, see “Presenting Resources” in Chapter 6.
Attendees Displays a list of all active participants and ways in which you can
interact with each participant. For more information, see “Using
the Attendees Pane” later in this chapter.
Getting Started Displays Help topics and procedures to assist you with basic Live
Meeting tasks. For more information, see “Getting Help” at the
front of this book.
Questions And Displays questions asked by meeting participants, so that you and
Answers other presenters can respond. For more information, see
“Managing and Responding to Questions” later in this chapter.
Seating Chart Displays a graphical view of the participants, in which each
participant can indicate his or her “mood.” For more information,
see “Using the Seating Chart Pane” later in this chapter.
38
Conducting a Meeting
5
Pane Description
Branding Displays an optional logo (for instance, of your conference
center). For more information, contact your Live Meeting
administrator.
Custom Panel Displays an optional streaming media feed. For more
information, contact your Live Meeting administrator.
Each participant can show or hide each pane in his or her console. You can also choose
to display a pane and minimize it so that only the pane’s title bar is showing, making
room for more panes on the screen.
As the organizer of a meeting, you can control which console panes are available to par-
ticipants. You can control these settings in two ways:
■ In advance of the meeting, in the Additional Features area of your Meeting Options
dialog box or Meet Now options, configure the panes that you want to make avail-
able. For more information, see “Setting Options for Additional Features” in the
Appendix, “Meeting Option Details.”
■ During the meeting, in the Attendee Permissions dialog box, configure the panes
that you want to make available. For more information, see “Managing Attendee
Permissions” later in this chapter.
To show or hide a pane in your console, on the View menu, point to Panes, and then
click the name of the pane that you want to show or hide. A check mark indicates that a
pane is currently shown in the console.
G05LM02
39
To minimize a pane, click the Minimize button on the pane’s title bar. You can redisplay
the pane at its full size by clicking the button a second time.
In addition to managing panes, you and other participants can personalize your con-
G05LM03
soles by showing or hiding the Presentation, Resources, Slide Editing, and Audio tool-
bars, as well as by changing the console to Full Screen mode.
To show or hide a toolbar, on the View menu, point to Toolbars, and then click the name
of the toolbar that you want to show or hide. A check mark indicates that a toolbar is
currently shown in the console.
Meeting Preparation Checklist

Use the following checklist to ensure that you’re prepared to conduct a meeting.
■ Schedule the meeting and send invitations. For more information, see “Sched-
uling a Meeting and Sending Invitations” in Chapter 4, “Scheduling and Joining
Meetings.”
■ Confirm audio settings for the meeting. For more information, see “Setting Up
Audio” in Chapter 2, “Setting Up Live Meeting.”
■ Upload resources for the meeting. For more information, see “Importing
Resources” in Chapter 6.
■ Set user access permissions for the meeting. For more information, see
“Setting Entry Control Options” in the Appendix.
■ Activate the Meeting Lobby (optional). For more information, see the next
section, “Using the Meeting Lobby.”
■ Join the meeting early. For more information, see “Joining a Meeting” in
Chapter 4.
■ Set visible panes and additional features. For more information, see “Setting
Options for Additional Features” in the Appendix.
40
5
To view the presentation area of your console so that it fills your computer screen, on
G05LM04
the View menu, click Full Screen Mode. You can exit this mode by pressing the Esc key.
Using the Meeting Lobby

The Meeting Lobby is a new feature in Live Meeting 2005 that provides the following
abilities:
■ During scheduled meetings that you organize, you can selectively allow unex-
pected attendees who were not originally invited to join by using a special Meeting
Lobby URL that you provide.
■ People outside your organization can request an impromptu Meet Now session
with you at any time by using the Meeting Lobby URL.
Using the Meeting Lobby with Meet Now is a useful way to make yourself available for
Web conferences with colleagues, customers, and partners. You can advertise your Meet-
ing Lobby URL alongside your other contact information, such as on your business card
or in your e-mail signature. When someone visits your Meeting Lobby and requests a
meeting, you receive an e-mail message containing the requestor’s name and a brief
description of the request. You can either click a link in the e-mail message to start the
meeting, or you can reply with a message declining the request. If you don’t respond
within 30 minutes of the request, the requestor receives a message from Live Meeting
informing him or her that you are unavailable.
When conducting a scheduled meeting, the Meeting Lobby provides a way to open your
session to a larger group without sending a separate invitation to each attendee. By
activating the Meeting Lobby, you generate a unique Meeting Lobby URL for the meet-
ing, which you can send in an e-mail message to a large group. When each person
arrives in the Meeting Lobby, you can selectively grant or deny individuals access. You
can view the Meeting Lobby from the Live Meeting console, or you can instruct Live
Meeting to send you an e-mail message for each person who arrives.
41
After a meeting is underway, you have the option of “locking” the meeting. Locking a
meeting forces all users who attempt to join the meeting to wait in the Meeting Lobby,
whether or not they have invitations.
You can activate the Meeting Lobby by changing the Meet Now options in the Meeting
Lobby area and by changing options for scheduled meetings. As with all meeting
options, you can activate the Meeting Lobby during a meeting, and the change takes
effect immediately. For more information, see Chapter 8, “Setting Meeting Options and
Preferences,” and the Appendix.
In this exercise, you manage the Meeting Lobby from the Live Meeting console.
1 On the Attendees menu, click Meeting Lobby.
The Meeting Lobby window appears.
2
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In the Meeting Lobby window, select the attendees you want to add to the Live
Meeting session, and then click Grant Access.
3 Select the attendees you want to exclude from the Live Meeting session, and then
click Deny Access.
4 To close the Meeting Lobby window, click Done.
42
5
Using the Attendees Pane
The Attendees pane displays information about your meeting participants—both attend-
ees and presenters. The pane lists each participant’s name, displays his or her mood (as
set by the attendee in the Seating Chart pane), and indicates whether he or she is a pre-
senter or an attendee.
By using the Attendees pane, you can:
■ Upgrade an attendee to a presenter.
■ Send an e-mail message to a participant, if the participant provided an e-mail
address.
■ Chat with a participant (or block the participant from chatting with you).
■ Remove a participant from the meeting.
■ Join a participant to an integrated audio conference.
■ Send additional e-mail invitations, even if the meeting is already in progress.
To see who is attending your meeting, follow these steps.

1 If the Attendees pane does not already appear in your Live Meeting console, on the
View menu, click Panes, and then click Attendees.
2 To sort the list of participants, select an option in the Arrange by list. You can sort
by Name, Mood, Role, or Audio Status.
3
G05LM06
To find an attendee, in the Search list for person box, type the first few letters of the
name of the person you want to locate. As you type, the Attendees pane updates
the list to match your criteria.
To change a participant’s status from attendee to presenter, in the Attendees pane, right-
click the name of the attendee you want to make a presenter, and then click Make A
Presenter.
43
To send an e-mail message to a participant by using the Attendees pane, right-click the
G05LM07
name of the attendee to whom you want to send an e-mail message, and then click Send
Email.
A blank e-mail message opens, addressed to the participant.

G05LM08
Note You can send e-mail messages only to participants who have provided an e-mail
address in their user preferences.
Managing Attendee Permissions

During a meeting that you have scheduled, you can control attendees’ access to meeting
functions by adjusting their permissions.
You manage attendee permissions by using the Attendee Permissions dialog box. To
display this dialog box, on the Attendees menu, click Attendee Permissions.
44
5
By using the Attendee Permissions dialog box, you can allow attendees to do the
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following:
■ Print to PDF. Attendees can create a portable document format (PDF) version of
the resource.
■ Review current resource. Attendees can privately scan all thumbnails in the cur-
rently presented resource, without affecting the presentation, by choosing Review
Resource on the Tools menu of the console. For more information, see “Presenting
Resources” in Chapter 6.
■ Ask questions. Attendees can ask questions and receive presenters’ responses
by using the Questions And Answers pane. For more information, see “Asking
Questions” later in this chapter.
■ Annotate/Edit current page/slide. Attendees can add annotations, visible to all
participants, to the currently displayed page or slide in the presentation area. For
more information, see “Adding Annotations to Resources” in Chapter 6.
■ See the Attendees pane. Attendees can view information about other partici-
pants. For more information, see “Using the Attendees Pane” earlier in this
chapter.
■ See the Seating Chart. Attendees can see view participant mood information
and give feedback to the presenter, by using the Seating Chart pane. For more
information, see “Using the Seating Chart Pane” later in this chapter.
■ Chat with other attendees. Attendees can conduct one-on-one chats during a
meeting. For more information, see “Using the Chat Tool” later in this chapter.
■ Display pages/slides from the current resource. Attendees can view the
Thumbnails pane in their consoles, and choose any of the thumbnails within the
resource that is currently displayed in the presentation area to display a page or
slide. For more information, see “Presenting Resources” in Chapter 6.
45
■ Create new slides in the current resource. Attendees can add collaborative
slides to the current resource, including Sharing slides, with which they can share
the use of their computers. For more information, see “Using Collaborative Slides”
and “Sharing the Use of Your Computer” in Chapter 6.
■ Select resources and import documents. Attendees can use the Resources pane
to import presentations and other resources, and choose among the presentations
already listed. For more information, see “Importing Resources” in Chapter 6.
Sending Invitations During a Meeting

After joining a meeting, you (or another presenter) can invite additional attendees and
presenters to the meeting.
In this exercise, you send additional invitations.
1 In the Attendees pane, click Send E-mail Invite.
2
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In the Attendees box of the Send E-mail Invite dialog box, type the full e-mail
addresses for all the people you want to invite to the meeting as attendees, sepa-
rated by semicolons. In the Presenters box, type the full e-mail addresses of all the
people you want to invite as presenters, separated by semicolons.
3 In the Message box, type an optional message.
4 Click Send Message.
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46
5
Managing Audio in a Meeting
When you organize a meeting that uses integrated audio conferencing, you can perform
the following audio tasks by using the Live Meeting console:
■ Mute and unmute your phone and other participants’ phones.
■ Join or disconnect from the audio conference.
■ Join a participant to the audio conference, rather than require him or her to dial in
manually.
■ Start or stop an Internet audio broadcast.
■ Change your Internet audio broadcast settings.
All of these options are found on the Audio menu of the Live Meeting console.
For more information about integrated audio conferencing, see “Setting Up Audio” in
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Chapter 2.
Managing and Responding to Questions

During a meeting, you can allow participants to type questions to presenters. Presenters
can then respond by using a tool called the Question Manager. The Question Manager
identifies each question by the person who asked it and the time it was posted. When
you select a question on which to take action, a check mark appears in the Marked col-
umn on the same line as the question.
47
Use the Question Manager to view questions from participants and to provide your
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responses. Participants can send questions to any presenter, and the presenter can
respond either privately or with an answer that appears to all attendees.
Note All presenters see all Question Manager activity in their consoles. When one
presenter responds to a question, the response is visible to all presenters.
To make it possible for attendees to ask questions during a meeting, follow these steps.
1 On the Attendees menu, click Attendee Permissions.
2 In the Attendee Permissions dialog box, select the Ask questions check box.
The Questions And Answers pane appears in all participants’ consoles.
To display the Question Manager, follow these steps:
1 In the Questions and Answers pane, click Question Manager.
The Question Manager appears, listing all questions received from participants.
48
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5
2 To sort the list of questions, click the appropriate column heading, such as:
■ Marked status. Sorts by whether the question is marked for an action.
■ Selected status. Sorts by whether the question is currently selected.
■ Has Floor status. Sorts by whether the person asking the question is
currently able to type messages that appear in all participants’ consoles.
■ Asker. Sorts alphabetically by the screen name of the person asking the
question.
■ Question. Sorts alphabetically by the text of the question.
■ Time Posted. Sorts by the time the question was posted.
3 To switch between ascending and descending sort order, click the column heading
again.
To respond to a question from a participant, in the Question Manager, click the question
that you want to answer, and then do one of the following:
■ To allow the questioner to type messages that will appear in the Questions and
Answers pane of all participants’ consoles, click Give the Floor.
■ To chat one-on-one with the questioner, click Chat 1:1.
■ To publicly answer the question, in the Your Answer box, enter your response, and
then click Post to All.
Note When you choose the Post To All option, the question appears anony-
mously in the Questions And Answers pane to all participants.
■ To answer the question privately, in the Your Answer box, enter your response,
and then click Post Privately.
As the meeting organizer, you can view and save a log of all question and answer activity
from a meeting.
In this exercise, you view and save a question log for your meeting.
1 In the Question Manager, click View Log.
49
All of the question and answer activity from your meeting is displayed in a separate
browser window.
2
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To save the Question And Answer Log, use your browser to save the HTML page
containing the log, or open a text editor, paste the contents of the log to a new file,
and then save the file.
Asking Questions
Asking questions is a helpful way for participants to remain engaged with a meeting and
to learn about the details of a presentation. Participants can ask questions and view
responses by using the Questions And Answers pane in their consoles. You can educate
participants about the Questions And Answers pane and encourage them to use this fea-
ture by sharing the instructions provided here and demonstrating how it works.
Note The Questions And Answers pane is available only if you allow attendees to ask
questions. For more information, see “Managing Attendee Permissions” earlier in this
chapter.
For a participant to display or hide the Questions And Answers pane in his or her console,
the participant points to Panes on the View menu, and then clicks Questions And
Answers. A check mark indicates that the pane is currently shown in the participant’s
console.
50
5
In this exercise, you ask a question, and then edit or delete the question.
1 In the Questions and Answers pane, type your question in the box to the left of the
Ask button, and then click Ask.
2
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After you ask a question, the Ask button changes to an Edit button. If a presenter
has not yet responded, you can do the following:
■ Edit the question. Click Edit and make your changes. As you begin typing,
the Edit button changes to an Ask button. When you are ready to resubmit
the question, click Ask.
■ Delete the question. Click Edit, and then click Delete.
When you ask a question, your question is sent to the Question Manager in each pre-
senter’s console. Any presenter can respond to your question, either privately or pub-
licly. Private responses appear only in the presenter’s Question Manager and in the
questioner’s Questions And Answers pane. Public responses appear in the Question
Manager and in the Questions And Answers panes of all participants’ consoles. If the
response is public, the questioner’s name does not appear in the Questions And
Answers pane.
Note Each participant is allowed only one active question at a time. To ask a second
question, you must delete the first question or wait for its response.
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51
Using the Chat Tool

Live Meeting includes a Chat tool with which participants can conduct separate conver-
sations away from the larger group. Chats are a useful way for presenters to communi-
cate with participants during a meeting, such as when a presenter suggests a break-out
session to discuss a specific issue with another participant. In some cases, you might
also want to allow attendees to chat with one another.
When Chat is activated, each participant can have multiple one-on-one chat sessions
open. Any participant can block individual participants from chatting with him or her
by right-clicking the name of the participant in the Attendees pane and then clicking
Block Chat.
To activate chats for your meeting, follow these steps.
2 In the Interact area of the Attendee Permissions dialog box, click the Chat with
other attendees option.
3 Click Close.
To chat with another participant, follow these steps.
1 In the Attendees pane, right-click the name of the person with whom you want to
chat, and then click Chat.
A Chat box appears on both your computer and the person’s computer with whom
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you select to chat. The person’s name appears in the title bar.
2 Enter your comment or question in the text entry area at the bottom of the Chat
box, and then click Send.
The chat between you and the other participant appears at the top of the Chat box.
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5
3
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When you finish chatting, close the Chat dialog box.
Note Your chat is private and cannot be seen by other attendees.
Using the Seating Chart Pane

The Seating Chart pane provides a view of the number of meeting participants and their
ongoing feedback. The seating chart configuration changes depending on the number
of participants. A large meeting is represented by a row of presenters and many rows
of attendees. A smaller meeting is represented by a round table surrounded by several
participants.
The Seating Chart pane includes a legend, made up of five color options, or moods, with
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a title for each mood. The color of the icon representing each participant indicates the
participant’s mood as he or she defines it according to the legend. Seating charts can
help you gather rapid feedback from your audience as participants change their moods
to indicate their responses throughout the meeting. By default, the five mood colors rep-
resent the following feedback:
■ Green: Proceed (this color is shown by default for all attendees)
■ Red: Slow down
■ Blue: Speed up
■ Yellow: Need help
■ Purple: Question
53
You can edit the mood titles to customize the legend for your meeting. You can also use
the Seating Chart pane to provide participants with a way to respond to information you
request during your presentation.
Think of the seating chart colors as a replacement for asking participants at a traditional
meeting to “raise their hands”—either to get your attention, or to respond to a question
that you ask the whole group. For example, you might start your meeting by having
everyone change their seat color to “Yellow” if they can hear your voice and are ready to
begin. This gives you a visual representation that your audience can hear you and is pay-
ing attention. It also gets them using the Live Meeting user interface, which keeps them
engaged.
Possible interactive uses of the Seating Chart pane include:
■ Monitoring the pace of your presentation.
■ Getting a quick “snapshot” of your audience’s response to a simple question.
■ Letting attendees tell you that they have a question or a concern.
■ Indicating when an attendee temporarily steps away from the meeting.
To view the seating chart for your meeting, on the View menu, point to Panes, and then
click Seating Chart.
To allow all participants to view the seating chart, follow these steps.
2 In the Attendee Permissions dialog box, select the See the Seating Chart check
box.
You can edit the Seating Chart legend by changing Meet Now options in the Additional
Features area and by changing options for scheduled meetings. As with all meeting
options, you can edit the Seating Chart pane options during a meeting, and the changes
take effect immediately. For more information, see Chapter 8 and the Appendix.
To change your mood, in the Seating Chart pane, click the Feedback To Presenter arrow,
and then click the mood color and title representing the message you want to send.
Removing Attendees
Occasionally you might need to remove an attendee from a Live Meeting session if his or
her attendance is inappropriate. Only presenters can remove attendees.
Follow these steps to remove an attendee from a Live Meeting session.
1 In the Attendees pane, right-click the name of the attendee you want to remove,
and then click Remove from Meeting.
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5
2
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In the message box asking you to confirm that you want to remove the attendee,
click OK.
The attendee’s Live Meeting console shuts down, and his or her name is removed
from the list of attendees.
Ending a Meeting
As an organizer, you can exit a meeting in one of two ways:
■ To leave a meeting and end the session for all participants, on the File menu, click
Exit and End Session.
■ To leave the meeting, but allow other participants to continue, on the File menu,
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click Exit.
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55
Meeting Wrap-Up Checklist

Use the following checklist to help you end a meeting effectively:
■ Was the meeting recorded? If so, you might want to:

■ Publish the recording.
■ Play the recording.
■ Invite others to play the recording.
■ Delete the recording.
For more information, see Chapter 7, “Recording Meetings.”
■ Did the meeting include any resources that you want to save? If so, you might
want to:
■ Retain meeting content for a few extra days so presenters can review it.
■ Print the meeting content to a PDF file.
For more information, see “Presenting Resources” in Chapter 6, and “Setting Content
Expiration Options” in the Appendix.
■ Did you generate a question log for the meeting? If so, you might want to:
■ Print the question log.
For more information, see “Managing and Responding to Questions” earlier in this chapter.
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5
Key Points
■ During a session, you can make Live Meeting panes available for each participant
to display in his or her Live Meeting console, including the Attendees pane, the
Now Presenting pane, the Resources pane, the Getting Started pane, the Ques-
tions And Answers pane, and the Seating Chart pane.
■ With the Meeting Lobby, you can control who joins your meetings and when par-
ticipants can join; you can also allow others to request access to your meetings, or
to request impromptu meetings, without an invitation.
■ Meeting participants can communicate with each other by conducting one-on-one
chats, by changing their “mood” to send feedback to the presenter, and by asking
questions of the presenters and receiving responses from them.
■ When you use the integrated audio conferencing feature, you can manage audio
functions by using the Live Meeting console.
57
Manage resources,
page 62
Share the use of your computer,

page 63
Use collaborative slides,

page 68
6 Presenting and
Collaborating in
a Meeting
✔ Import resources.
✔ Present resources.
✔ Manage and review resources.
✔ Share the use of your computer.
✔ Use collaborative slides.
✔ Add annotations to resources.
A critical component of many meetings is the content that is shared by presenters with
attendees. With Microsoft Office Live Meeting, you can share Microsoft Office PowerPoint
presentations and other Office documents, or any other printable documents. Once you
add slides and documents to the Live Meeting console, you can show them to other
session participants, or allow the participants to conduct presentations themselves.
You can also insert new presentations on the fly.
In addition, Live Meeting provides tools for collaborating on content, such as collabora-
tive slides and annotations. With collaborative slides, presenters can turn the presen-
tation area into a blank slate for drawing pictures, viewing Web pages, typing text, and
conducting polls. With special collaborative slides called Sharing slides, you can even
share the use of your computer so that participants can view its activity in real time.
The slides and documents you share in Live Meeting are called resources. Typically,
to work with meeting content, you perform the following tasks:
■ Import a resource.
■ Present the resource in the console, selecting and showing individual slides or pages.
■ Annotate resources as needed.
■ Insert new collaborative slides as needed.
■ Maintain resources after the meeting is over.
This chapter describes the basics of presenting slides and other documents during
a Live Meeting session, and introduces you to the Live Meeting collaborative tools.
59
6 Presenting and Collaborating in a Meeting
Content Sharing Scenarios

With Live Meeting, you can share content at meetings in many ways, such as:
■ Sharing a presentation (view only). With basic presentation sharing, participants

can view a resource. For example, you can invite a group of people to view a set of
PowerPoint slides that you created, which you control during the meeting. Discussion
of the slides takes place by using the meeting audio and the Questions and Answers
pane. Or, for multi-part agenda meetings, several presenters can each share a presen-
tation with the group.
See Also For more information about sharing a presentation, see “Presenting Resources”
later in this chapter. For more information about multiple presenters, see “Passing Around
Meeting Control” later in this chapter.
■ Collaborating on new slides in the console. Collaborative slides provide a

“blank slate” for making freehand notes or displaying pages from the Web. For
example, in response to a question asked during a presentation, a presenter can
insert a Whiteboard slide and draw a picture that illustrates the answer.
See Also For more information, see “Using Collaborative Slides” later in this chapter.
■ Editing a document in the meeting. Beyond basic presentations, you can share
a document or slide set that you and other participants can edit in real time. For
example, you can invite a few people to review a Microsoft Office Word document
that you’re writing, and as they offer input, you can make changes to the document
for all to see. When you’re finished editing the document, the revised file can be
saved on your computer, but it is not added to the meeting content in Live Meeting.
See Also For more information, see “Sharing the Use of Your Computer” later in this chapter.
■ Annotating a resource. With annotations, presenters can draw lines or type text
directly on a resource during a meeting. For example, instead of editing a document
during group review, a presenter can mark up the document with freehand lines,
highlights, and text.
See Also For more information, see “Adding Annotations to Resources” later in this chapter.
■ Sharing applications and desktops. Sometimes, presenters might want to share

their whole computer as a resource, allowing participants to view its activity. For
example, you can share your desktop to demonstrate the use of an application
running on your computer.
See Also For more information, see “Sharing the Use of Your Computer” later in this chapter.
60
Presenting and Collaborating in a Meeting
6
Importing Resources
To share resources with other participants, and to save time during a meeting, import
the resources before the meeting. Typically, presenters join a meeting early, and then
import their resources so that all is ready when the meeting begins. However, resources
can be imported at any time.
By default, only presenters can import resources. However, you can also enable attendees
to import resources. For more information, see “Managing Attendee Permissions” in
Chapter 5, “Conducting a Meeting.”
In this exercise you import a basic, view-only resource.
1 In the Share menu, click Share Document to View.
2
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Navigate to the file you want to display, and then click Open.
Besides view-only presentations, you can share other kinds of resources. For more infor-
mation, see “Using Collaborative Slides” and “Sharing the Use of Your Computer” later
in this chapter.
Presenting Resources
Once resources are added to Live Meeting, they appear in the Resources pane of the
console, where you can reorder or rename them as needed. If a resource contains multi-
ple parts (for example, a PowerPoint file made up of several slides), each part is dis-
played in a secondary panel, called the Thumbnails pane, when you click the resource
in the console.
In this exercise you show a presentation that you have imported.
1 In the Resource pane, click the resource that you want to present.
If the resource is made up of multiple slides or pages, the Thumbnails pane appears
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alongside the resource.
61
2
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Click the thumbnails in the Thumbnails pane to display each page or slide in the
meeting.
When you are finished presenting a resource, you can choose another resource, or you
can enable another presenter to do the same. For more information, see “Passing Around
Meeting Control” later in this chapter.
You can also set up a resource to cycle automatically through its slides or pages one at
a time on a time interval that you specify. This feature is especially useful if you want
to show slides to people who arrive at the meeting early while they are waiting for others
to join the meeting. When the last slide is displayed, Live Meeting displays the first slide
once again.
In this exercise you set up Live Meeting to automatically cycle slides.
1 On the View menu, click Automatic Cycling.
2 In the Resource Cycling dialog box, enter the amount of time (between ten and
600 seconds) that you want Live Meeting to display each slide in the cycle. Then,
click Start.
The slide cycle begins in the consoles of all participants who join the meeting, as well
as those who have already joined.
3 To end the slide cycle, click any resource in the Resource pane.
Managing and Reviewing Resources

Sometimes you might want to look at the contents of one resource while another resource
is presented. With the Manage Meeting Resources window, you can do this, as well as
perform the following tasks:
■ Import, copy, rename, and delete resources.
■ Rename, reorder, and delete pages or slides within a resource.
■ Create a new, blank resource to use as a container for collaborative slides.
■ Clear poll results or annotations from an entire resource.
■ Save a resource in its current state to the meeting content for the meeting.
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6
Note When you delete a resource or thumbnail, only the meeting content is affected.
The file you uploaded remains in its original state on your computer.
To view the Manage Meeting Resources window, on the Tools menu, click Manage
Resources.
Actions you can take

on the selected resource
List of resources
in this meeting
Actions you can take

on the selected thumbnail
Set of thumbnails in
the selected resource
By default, only presenters can manage and review resources. However, you can enable
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attendees to review resources on a per-resource and per-thumbnail basis. For more

information, see “Managing Attendee Permissions” in Chapter 5.
Sharing the Use of Your Computer

Up to now, you have shared documents and files that you and other participants can
view but not edit in the Live Meeting console. But, in addition to presentations, Live
Meeting offers several options for sharing applications and files directly from your
computer, or from the computers of other presenters. By sharing your computer
directly, you and other participants can edit documents together in the Live Meeting
console.
63
When you share the use of your computer, Live Meeting inserts a special collaborative
slide in the presentation area called a Sharing slide. Unlike other slides, the Sharing
slide does not contain meeting content that can be annotated or saved in Live Meeting;
rather, it simply provides a “window” to your computer activity for other participants
to view. Sharing slides, from the perspective of the presenter who is sharing his or her
computer, appear in the console in a full-screen mode, called Sharing mode, and a special
toolbar called the Sharing controls appears on the left side of the screen.
Sharing
controls
Application
you are
sharing,
viewed in
Sharing mode
By using the Sharing controls, the presenter can do the following:

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■ Pause and resume Sharing mode, adjust sharing options, and exit Sharing mode
to return to the Live Meeting console.
■ Temporarily give sharing control over the current resource to other participants.
■ View the Attendees, Resources, Seating Chart, and Questions and Answers panes
without exiting Sharing mode.
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6
Exit Sharing mode and return to the Live Meeting console
View the contents of the Resources pane
View the contents of the Attendees pane
View the contents of the Seating Chart pane
View the contents of the Questions and Answers pane
Adjust sharing options
Pause sharing
Give sharing control to another participant
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Note Sharing mode appears only in the console of the individual presenter who is
sharing his or her computer, or in the console of the person to whom he or she has passed
control. All other participants view the computer activity in their presentation areas.
You have four options when sharing the use of your computer. You can:
■ Share a document to edit. Instead of sharing a document that is read-only, open
the document on your computer and share it in the console, where you and others
can edit it.
■ Share an application from your desktop. Same as previous, but the application
that created the file is available for opening and editing other documents.
■ Share your desktop. Same as previous, but all programs and files on your
computer are shared in the console.
■ Share a portion of your desktop. Same as previous, but rather than viewing
your whole desktop, participants only view a fixed portion inside a window you
create called the Sharing frame.
65
In this exercise you share a document that you want to edit.

1 On the Share menu, click Share Document to Edit.
2
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In the Open dialog box, navigate to the file that you want to edit, and then click
Open.
Live Meeting enters Sharing mode (in your console only), and the document
is visible to all participants.
In this exercise you use another method of sharing. You can use this procedure for any
sharing method other than the one mentioned in the previous procedure.
1 On the Share menu, click Share Application.
2 Choose one of the following methods:
■ To share all activity on your computer, click Desktop, and then click OK.
■ To share a portion of your desktop by using the Sharing frame, click The
Sharing Frame, and then click OK. Then, move and resize the Sharing frame
to the area you want to share.
■ To share an application that is running on your computer, click the appli-
cation name in the list, and then click OK.
Share your whole computer Share a portion of your computer
Share an application
from your desktop
Live Meeting enters Sharing mode (in your console only), and the portion of your
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computer that you chose to share is visible to all participants.
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6
Passing Around Meeting Control
During a meeting, many participants typically collaborate. However, for some meeting
functions, it’s important for one person to be in charge at any time. Sometimes, you alone
as the meeting organizer control the overall proceedings. Other times, you can choose to
share this control with other presenters, and even with attendees. Live Meeting offers
two methods for participants to share the control of a meeting:
■ Switching among active presenters. Only one presenter can appear in the Now
Presenting pane at one time. By designating a presenter as active, that presenter’s
name appears in this pane, along with his or her photograph, if the presenter has
supplied it in his or her user preferences. You can pick the active presenter from
the pane’s list, and you can lock control over the console display so that no other
presenters can import resources, create slides, change thumbnails in the current
resource, or use annotation tools while the active presenter is presenting.
■ Requesting and granting sharing control. When a presenter is using a Sharing
slide to display computer activity, you can enable other participants to request use
of the Sharing controls, and the presenter can choose to grant the request. The
presenter can also give control proactively to any participant.
To change the current active presenter, in the Active Presenter list of the Now Presenting
pane, click the name of the presenter you want to make active.
You can grant use of the Sharing controls to a participant in two ways:
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■ If the participant has requested control, click the pop-up message that appears
in your console informing you of the request.
■ Or, to grant control proactively, click the Share Control icon in the Sharing controls.
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67
When the Give Control dialog box appears, click the name of the participant to
whom you want to give control, and then click OK.
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Using Collaborative Slides

To collaborate with meeting participants, you can insert collaborative slides into your
presentation. The following table describes the slide types that are available.
Icon Type Description

Sharing With a Sharing slide, participants can display one or more
slide applications from their computer during a Live Meeting session.
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Whiteboard A Whiteboard slide is a blank image slide upon which you can
slide use the annotation tools to draw, to add text and stamps, and to
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highlight information. For example, if you want to quickly create

a flow chart to illustrate a point, insert a Whiteboard slide and
then use the annotation tools to draw squares, lines, and so on.
Web slide With a Web slide, you can display a Web page to the attendees
and provide each attendee with an independent connection to
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that URL, enabling attendees to navigate the site freely. Web

slides are ideal to use for attendees to complete a survey or
form during your meeting. Web slides are also great for
incorporating video or flash files into your meeting.
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6
Icon Type Description
Text slide A Text slide is a blank, editable text slide upon which you can
type. For example, if you want to type new information and make
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it available to the audience to copy and paste, such as an action

items list, you can create a Text slide. When you create and work
with a Text slide, you can use the Edit menu commands to copy,
paste, cut, and delete text.
Polling slide You can use polling slides to find out attendees’ reactions and
opinions during a presentation. Polling slides are a great way
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to solicit feedback from attendees by enabling them to select

from several responses to a question. You can create Polling slides
ahead of time or insert them on the fly during your presentation.
Snapshot A Snapshot slide shows a captured screen shot from your
slide computer, such as a captured spreadsheet or graphic. After
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you create a Snapshot slide, you can use the annotation tools
to annotate it.
You can share a collaborative slide in two ways:

■ Add a collaborative slide as a new resource. The slide you share is added to
the Resources pane. This is the more common way of sharing collaborative slides.
■ Add a collaborative slide as a thumbnail. The slide you share is added to the
Thumbnails pane for the current resource. This method is helpful when you save
meeting content and want to remember where in a presentation the slide was
discussed.
To add a collaborative slide as a resource, on the Share menu, click the collaborative slide
type that you want to add: Whiteboard, Web, Text, Poll, or Snapshot. The slide is added
to the Resources pane.
In this exercise you add a collaborative slide as a thumbnail to a resource.
1 In the Resources pane, click the resource to which you want to add the slide.
2 In the Thumbnails pane, click the page or slide above the point where you want
to insert the slide.
3 On the Share menu, point to Into Thumbnails, and then click the slide type that
you want to add: Whiteboard, Web, Text, Poll, or Snapshot.
The slide is added to the Thumbnails pane for the resource, immediately following
the slide or page you clicked in step 1.
69
For some collaborative slides, you might need to provide additional information before
a slide can be added. In this exercise you choose the type of slide you’d like to add,
and then follow the specified instructions.
If you are adding a Web slide.
1 Type the URL for the slide in the New Web Slide dialog box, and then click Verify
Web Slide. (Optionally, you can skip verification of the URL by selecting the “Bypass
safety check” option.)
2
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To finish adding the slide, click Create Web Slide.

If you are adding a Poll slide.
1 Enter the following polling information into the Create Poll Slide dialog box:
■ In the Question box, type the polling question that you want to ask
participants.
■ In the Choices area, type the possible polling responses next to the colors
that participants will choose for each response. You can provide up to
seven possible choices.
Type a poll question

to ask the participants.
Then, type up to seven responses

that participants can choose from
when answering the poll.
2
G06LM20
When you have finished entering information, click OK to finish adding the slide.
You can view poll results by clicking the Poll slide in the Resources pane or
Thumbnails pane, pointing to Polling in the Tools menu, and then clicking Show
Poll Results.
Note All polling responses are anonymous.

70
6
If you are adding a Snapshot slide.
1 The Snapshot frame appears when you attempt to add a Snapshot slide. On your
desktop, find the file where you want to take a snapshot of an area, and then move
and resize the Snapshot frame to include the area.
2
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When you are ready to take the snapshot, click the Snapshot icon in the title
bar of the Snapshot frame.
3
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To finish adding the slide, close the Snapshot frame.
Using the PowerPoint Add-In

The Microsoft Office Live Meeting Add-In for PowerPoint provides a helpful, time-saving
alternative to using collaborative slides created with Live Meeting. With this add-in, you
can use PowerPoint to create Live Meeting slides as part of a native PowerPoint (.ppt) file.
You can then use these slides in multiple Live Meeting sessions without having to create
them for each session.
The PowerPoint add-in also adds Live Meeting functions to your PowerPoint toolbar,
enabling you to easily create and customize collaborative Web, Text, and Polling slides.
To install Live Meeting add-ins, go to http://office.microsoft.com/en-us/officeupdate
/CD011718141033.aspx and follow the instructions provided.
71
Adding Annotations to Resources

The key to a successful presentation is making it easy for attendees to follow along. Using
annotations is an effective way to guide attendees through a presentation, emphasize
or illustrate key ideas, or capture feedback in the midst of a discussion.
With the annotation tools in Live Meeting, you can add text, draw lines and shapes, and
add stamps to any imported resource, or to any Whiteboard or Snapshot slides. You can
also highlight areas of importance by using the pointer or highlighter tools.
After adding annotations, you can move them, copy and paste them, delete them, or clear
all annotations at once. You can also use the Edit menu commands to copy, paste and
delete annotations.
Note By using the Annotations toolbar, you can only clear annotations on one slide
or page at a time. To clear all annotations in a resource at one time, you can use the
Manage Meeting Resources window. For more information, see “Managing and Reviewing
Resources” earlier in this chapter.
The following table lists the annotation tools and describes how to use each tool.
Icon Annotation Tool How to use

Select Use the Select Annotations tool to select an annotation that
Annotations you added. To move an annotation, delete it, or use it with
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Edit commands such as Copy, you must first select the

annotation by using this tool.
Pointer Use the Pointer tool to point to information on the slide,
similar to how a laser pointer works.
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Draw Freehand Use the Draw Freehand tool to draw lines, arrows, and
shapes.
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Highlighter Use the Highlighter tool to highlight an area, similar to how

you would use a yellow marker to underline a passage in text.
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Stamp Use the Stamp tool to add an arrow, check mark, or X to the
slide.
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Draw Text Use the Draw Text tool to add notes or a comment to a
slide.
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Clear Use the Clear Annotations tool to remove all annotations

Annotations from a slide.
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By default, only presenters can add annotations. However, you can also enable attendees
to add annotations. For more information, see “Managing Attendee Permissions” in
Chapter 5.
72
6
Key Points
■ Resources at a meeting can be imported from your computer or network,
or you can create them on the fly by using collaborative slides.
■ Presenters can share the use of their computers, either on a per-document
or per-application basis, or by sharing all computer activity.
■ Meeting control can be “passed around” among presenters, and shared computer
use can be controlled by other participants if the presenter chooses to allow them.
■ With collaborative slides, presenters can quickly initiate whiteboard discussions,
type notes for all to view, take snapshots of their computer activity, conduct polls,
and display Web pages at a meeting.
■ With annotations, presenters can mark up resources by using text, highlights,
stamps, and freehand lines.
73
Record a meeting,
page 75
View a
recording,
page 78
Send invitations to
view recordings,
page 79
7 Recording Meetings
✔ Record a meeting.
✔ View a recording.
✔ Send invitations to view recordings.
✔ Delete recordings.
Distributing recordings of your Microsoft Office Live Meeting sessions is a powerful

method of making meetings useful for large groups of participants. Recordings are the
next best thing to attending a Live Meeting session, and provide a great way to keep
individuals informed, document what occurred at a meeting, or even train new employ-
ees when you can’t be there in person. You can record part or all of a presentation
(including the audio portion), and then make the recording available to others to view
later at their convenience.
A Live Meeting session recording is from the perspective of the attendee. It includes the
slides that you show at the meeting, any notes you take or annotations you make on
those slides, and any questions and answers posted to all meeting participants. (It does
not include any private questions and answers, or chat sessions.) Live Meeting also has
the capability to record the audio component of a meeting and synchronize it with the
recorded visual portion of the session.
In this chapter, you’ll learn how to record and view a meeting. You’ll also learn how to
send an invitation to others from which they can view your recording. After you record a
meeting, you’ll learn how to delete it.
Recording a Meeting
You can use the Audio And Recording Setup dialog box to connect a conference call to
your recording and to start, pause, and stop a recording. A conference call connection is
required to record and synchronize the audio component of a meeting.
By default, only the meeting organizer can record a meeting. However, as the organizer,
you can give permission to presenters to record a meeting by setting options in the
Recording area of the Meeting Options page. For more information, see “Setting Record-
ing Options” in the Appendix, “Meeting Option Details.”
75
Note These instructions assume that you have joined the meeting as either the orga-
nizer or as a presenter with permission to record, that you have set audio and recording
options, and that you have imported the resources you need for the meeting. For more
information, see “Setting Up Audio” in Chapter 2, “Joining a Meeting” in Chapter 4, and
“Importing Resources” in Chapter 6.
In this exercise, you will record a meeting, and then save the recording to the Live Meet-
ing server.
1 In the Live Meeting console, on the Audio menu, click Join Conference Settings.
The Audio And Recording Setup dialog box appears. (This dialog box also appears
when you join the meeting.)
Note Your dialog box might look different than the one shown here, depending
on the options that you have set for the meeting.
2 Click Start Recording.
Live Meeting begins recording the meeting. If the meeting uses integrated audio
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conferencing, Live Meeting joins the audio conference by using the information you
provided during audio setup.
During the recording, you can monitor the recording status in the recording area of
the Audio And Recording Setup dialog box. A running counter indicates how much
time has elapsed during the recording.
Stop or pause recording Total elapsed recording time
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76
Recording Meetings
7
3 Conduct your meeting by showing slides and by interacting with attendees, as
needed.
4 To pause the recording during your meeting, click the Pause button. When you are
ready to resume recording, click the Pause button again.
5 When you are ready to stop recording, click Stop Recording.
The Stop Recording dialog box appears.
6
G07LM03
To save this recording, click Save Recording. To discard this recording and try again,
click Discard Recording and return to step 2.
Tip If you mistakenly click Stop Recording, click the Continue Recording button
to resume recording.
Meeting Recordings Checklist

Use the following checklist to ensure that you are ready to record a meeting.
■ Verify audio settings. If your recording will include audio, configure the audio
settings for your meeting to use integrated audio conferencing, and provide the
necessary audio access phone number and additional dialing keys. For more infor-
mation, see “Setting Up Audio” in Chapter 2, “Setting Up Live Meeting.”
■ Verify recording permissions. As the meeting organizer, you can set permissions
in the Recordings area of the Meeting Options page so that only you can record
meetings, or also give other presenters permission to record. For more information,
see “Setting Recording Options” in the Appendix.
■ Import resources for the meeting. As a best practice, import all necessary
meeting resources before starting your recording so that recording time is not con-
sumed by waiting for resources to load. For more information, see “Importing
Resources” in Chapter 6, “Presenting and Collaborating in a Meeting.”
■ Join the meeting and start recording. When you are ready, join the meeting
and start recording. (Optionally, you can wait for other participants to join the
meeting before you start to record it.) For more information, see “Joining a Meet-
ing” in Chapter 4, “Scheduling and Joining Meetings.”
77
Viewing a Recording
After you save a recording to the Live Meeting server, you can access the recording by
using Live Meeting Manager, and then view the recording in your Web browser.
In this exercise, you view a recording.
1 On the My Home page of Live Meeting Manager, in the Manage area, click Record-
ings.
2
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In the Recordings list, click the icon to the left of the recording that you want to
view.
3
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On the View Recording Info page, in the View recording in basic format area, click
the icon in the View column.
The recording begins playing in a separate Web browser window.

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Meeting organizers can always access recordings of their meetings by using Live Meet-
ing Manager. They can also give access to presenters by setting options in the Recording
area of the Meeting Options page. For more information, see “Setting Recording
Options” in the Appendix.
78
Recording Meetings
7
Sending Invitations to View Recordings
By using Live Meeting Manager, as a meeting organizer or a presenter who has been
granted permissions, you can send e-mail invitations to others who do not already have
access to the recording. The e-mail recipient can click a link in the invitation to view the
recording.
In this exercise, you send an invitation to view a recording.
1 On the My Home page of Live Meeting Manager, in the Manage area, click
Recordings.
2 In the Recordings list, click the subject of the recording that you want to view.
The Edit Recording Details page appears.
3
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Optionally, make changes that you want applied to the recording access control and
to the download options for the people you want to invite to view the recording.
4 In the Invitees box, type the full e-mail address of each person you want to invite
(for example, james@adventureworks.com).
5 In the Message text box, type any custom message that you want to appear in the
invitation.
6 To activate extended registration for everyone who views the recording, select the
Ask for email and company name when viewing this recording check box.
7 If you need to bill recording access to a departmental accounting code, in the Bill
To box, type the code you want to use.
79
Deleting Recordings
When the content of a recording is out of date, you can delete it.
In this exercise, you delete a recording.
1 On the My Home page of Live Meeting Manager, in the Manage area, click Record-
ings.
2 On the Manage Recordings page, select the Delete check box to the right of each
recording that you want to delete.
3 Click the Delete link.
Select the Delete option for the meeting(s) you want to delete. Then, click the Delete link.
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Tips for Optimum Recordings

To ensure that your recordings are the best they can be, consider these tips:
■ Keep your slide images simple, with large fonts, basic colors, and clean graphics.
Avoid color gradations.
■ If you are recording audio, use a headset microphone rather than a speakerphone,
to avoid picking up background noise and echoes.
■ Display each slide for at least 20 seconds.
■ Limit the total length of recordings to no more than one hour. To meet this goal,
consider pausing the recording during meeting breaks or extraneous discussion.
■ To avoid including the Live Meeting dialing sequence in your audio recording, and
to have better control over exactly when audio recording starts, do the following:
1 In the Recording area of the Audio And Recording Setup dialog box, click
Test/Listen to Connection.
2 In the Test Audio dialog box, select the “Remain connected to meeting audio
after testing” option, and then click Done Testing.
When you start recording the meeting, the audio will be connected and ready.
■ Activate extended registration for recordings so that you can view the e-mail
address and company names of everyone who views a recording.
■ If you want to edit a recording, download the recording by using Live Meeting
Manager, and then edit it with the software of your choice. Note that any recording
you edit can not be uploaded again to the Live Meeting server.
80
Recording Meetings
7
Key Points
■ By recording a meeting, people can both see and hear the meeting from an
attendee’s perspective at their convenience.
■ You can enable others to view recordings by first publishing the recording, and
then sending invitations to view it.
■ As an organizer, you can delete recorded meetings from the Live Meeting server by
using the Manage Recordings page.
81
Set options for
scheduled meetings,
page 84
Set Meet Now options,

page 86
Set user preferences,

page 87
8 Setting Meeting
Options and
Preferences
✔ Set options for scheduled meetings.
✔ Set Meet Now options.
✔ Set user preferences.
Knowing the available options for your meetings, and when to set or change them,
empowers you to make each meeting the best possible experience for all who attend.
As you learned in previous chapters, you control two kinds of meeting options:
■ Meet Now options control the console behavior and overall Microsoft Office Live
Meeting participant experience for Meet Now sessions.
■ Options for scheduled meetings are nearly identical to Meet Now options, but
affect Live Meeting sessions that you schedule. You can set default options for
scheduled meetings, and you can override these defaults on a per-meeting basis.
Note When you change option settings for a meeting that is already in progress, the
changes are immediately applied.
In addition to meeting options, you can set user preferences. Unlike meeting options,
which affect the appearance and proceedings of meetings, user preferences control
aspects of your Live Meeting setup and your account, such as your password, personal
information, and connection speed. The personal information you provide is reflected in
the Live Meeting console when you join a meeting.
This chapter provides the general steps for setting meeting options and preferences. The
Appendix, “Meeting Option Details,” provides detailed descriptions about each meeting
option you can set, including the specific change to Live Meeting behavior when a set-
ting is applied.
83
8 Setting Meeting Options and Preferences
Setting Options for Scheduled Meetings

In this exercise you set the default options for scheduled meetings.
1 In Live Meeting Manager, in the Meet area of the My Home page, click Schedule
Meeting.
2
G08LM01.bmp
On the Schedule Meeting page, click Meeting Options.
3
G08LM02.bmp
On the Meeting Options page, set or adjust options as needed. To jump to a

specific options area, at the top of the page, click a link.
See Also For detailed information about meeting option settings, see the
4 When you are finished setting options, at the bottom of the page, click Set as
Default.
The new settings apply to all scheduled meetings, unless you override settings for a
specific meeting.
84
Setting Meeting Options and Preferences
8
In this exercise you set options for a specific meeting.
1 In Live Meeting Manager, in the Manage area of the My Home page, click
Meetings.
2
G08LM03.bmp
On the Manage Meetings page, click the meeting for which you want to set
options.
3
G08LM04.bmp
On the Meeting Details page, in the Actions area, click Meeting Options.
4
G08LM05.bmp
On the Meeting Options page, set or adjust options as needed. To jump to a

specific options area, at the top of the page, click a link.
5 When you are finished setting options, at the bottom of the page, click OK.
The new settings will apply to the meeting you selected in step 2. If the meeting is
currently underway, the changes are immediately reflected.
85
Setting Meet Now Options

In this exercise you set Meet Now options.
1 In Live Meeting Manager, in the Meet Now area of the My Home page, click Meet
Now Details.
2
G08LM06.bmp
On the Meet Now Details page, in the Actions area, click Meet Now Options.
3
G08LM07.bmp
The Meet Now Options page appears.

4 Set or adjust options as needed. To jump to a specific options area, at the top of the
page, click a link.
5 When you are finished setting options, click OK at the bottom of the page.
The new settings will apply to all Meet Now sessions, including a session that is
currently underway.
Setting User Preferences

You can set user preferences in two places: in Live Meeting Manager and in the Live
Meeting console. User preferences that you set in the Live Meeting console apply to
your meetings. User preferences that you set in Live Meeting Manager apply to your
Live Meeting account.
86
8
In this exercise you set your user preferences in Live Meeting Manager.
1 On the My Home page, in the Manage area, click User Preferences.
The User Preferences page appears.

G08LM08.bmp
2 Enter the following information:

■ In the Personal Information area, type your first name, last name, and
e-mail address in the boxes.
■ In the Password area, if you want to change your password, type your old
password in the Old password box. Then in the New password box, type
your new password, and type it again in the Confirm new password box.
■ In the Display Options area, choose the number of meetings and record-
ings you want Live Meeting to display on each Manage Meetings and
Manage Recordings page in Live Meeting Manager. Then, choose your
time zone in the Time Zone list.
■ In the Recording Access area, check the option that asks if you want to
require extended registration of participants who view recordings of your
meetings, if so desired. (For more information, see “Setting Extended Reg-
istration Options” in the Appendix.) Then, select the option for whom you
want to allow to download and to view recordings.
3 When you are finished setting user preferences, click OK.
87
In this exercise you set your user preferences in the Live Meeting console.
1 In the Tools menu, click User Preferences.
The User Preferences dialog box appears.

G08LM09.bmp
2 In the left pane of the User Preferences dialog box, click Personal Information, and
then enter the following information:
■ Type your company name, business title, e-mail address, and phone num-
ber in the boxes.
■ If you want the option of displaying a photograph of yourself in the
Attendees pane of meetings you join, click Browse, navigate to the picture
file you want to display, and then click OK.
■ In the Display column, click the option next to each information type that
you want to display at meetings you join. Other participants can view this
information by clicking your name in the Attendees pane. They can also
use this information to automatically address e-mail messages to you, or to
join you to an integrated audio conference.
G08LM10.bmp
88
8
3 In the left pane of the User Preferences dialog box, click Connection Speed, and
then select the option that best describes the network connection you use with Live
Meeting.
4
G08LM11.bmp
In the left pane of the User Preferences dialog box, click Recording Access, and
then check the Require extended registration by asking for e-mail and company
name option. (For more information, see “Setting Extended Registration Options” in
the Appendix.) Then, in the Download recording access area, select the option for
whom you want to allow to download and to view recordings.
5
G08LM12.bmp
When you are finished setting user preferences, click OK.
89
Top Ten Meeting Options

The following meeting options are commonly used with Live Meeting sessions:
■ Meeting ID. With this option, you can customize a meeting ID for your meeting.
You can set this option in the Meeting Details options area.
■ Meeting Type. With this option, you can select an appropriate console format for
your meeting (Web Meeting or Auditorium Place). You can set this option in the
Meeting Details options area.
■ Meeting Key. With this option, you can add security by limiting meeting partici-
pation only to those who have a specific meeting password (key). You can set this in
the “Entry Control, Presenters” options area and the “Entry Control, Attendees”
options area.
■ Enable Meeting Lobby. With this option, you can allow entrance to others who
do not have an invitation to attend your meeting. You can set this in the Meeting
Lobby options area.
■ Application Sharing. With this option, you can enable different sharing capabil-
ities between presenters and attendees within your meeting. You can set this in the
Additional Features options area.
■ Printing to PDF. With this option, you can allow participants to print meeting
content to an Adobe Acrobat (.pdf) file. You can set this in the Additional Features
options area.
■ View the Seating Chart. With this option, you can customize the Seating Chart
pane for your meeting by entering a custom title and by editing the legend. You
can set this in the Additional Features options area.
■ Content Expiration. With this option, you can specify the amount of time you
want Live Meeting to retain the contents of a meeting after the meeting ends. You
set this in the Content Expiration options area.
■ Audio Options. With this option, you can select an appropriate audio conferenc-
ing option for your meeting and display relevant phone numbers and participant/
leader codes. You can set these in the Audio options area.
■ Enable Recording. With this option, you can allow others to record your Live
Meeting session. You can set this in the Recording options area.
For more information about setting meeting options, see the Appendix.
90
8
Key Points
■ You can set options separately for Meet Now sessions and for scheduled meetings.
■ Options for scheduled meetings can be set based on default settings that you
specify, or you can customize the settings on a per-meeting basis.
■ User preferences that you set in the Live Meeting console apply to your meetings.
■ User preferences that you set in Live Meeting Manager apply to your Live Meeting
account.
91
9 Best Practices
for Live Meetings
In this chapter you will learn about:
✔ Collaborative meetings
✔ Larger meetings and events
✔ Online training
Presenting information and managing Web conferences can sometimes be an intimidating

experience. Not surprisingly, many of the same elements that make in-person meetings
and events successful are also key components for conducting effective sessions with
Microsoft Office Live Meeting. Presenting information clearly, setting an agenda and
sticking to it, allowing participants to ask questions and provide feedback, and even
adapting your presentation style to your audience are all critical elements to consider
when planning your Live Meeting sessions.
This chapter provides you with some best practices and tips for conducting various types
of Live Meeting sessions, including collaborative meetings, training sessions, and large
events.
Collaborative Meetings
Collaborative meetings are your everyday working meetings, where participants work
together on a document or a presentation. Collaborative meetings are typically small
meetings (two to ten participants), where everyone attending can exchange information.
These meetings are often held with limited advance notice or even on the fly. Because
they involve only a few people, sometimes just one-on-one, collaborative meetings tend
to be highly interactive, and have a less structured, more informal feel. The participants
generally know each other well and have gathered for one of the following purposes:
■ To conduct a product demonstration.
■ To collaborate on a draft of a document.
■ To discuss project status or issues.
■ To review a new product or concept.
93
9 Best Practices for Live Meetings
Because you might not always have formal Microsoft Office PowerPoint slides for these
meetings, the Live Meeting collaborative slides can become the key method of information
exchange.
Some examples of collaborative meetings include the following:
■ Sales demonstrations and negotiations
■ Internal project status meetings
■ Staff meetings
When conducting a collaborative meeting, you might consider using the following Live
Meeting tools and features:
■ Application Sharing (and Get/Take Control). Sharing slides are the centerpiece
of most collaborative meetings, and provide participants with a way to share
control of an application. By sharing applications and by granting control to other
participants, everyone can easily share their ideas and actively make changes to
the document or file you are discussing.
See Also For more information, see “Sharing the Use of Your Computer” in Chapter 6.
■ Text slides. With Text slides, you can take notes, create lists, record action items,
or even allow your participants to type their own requirements, questions or
concerns—all right there in your meeting. Text slides provide a way to easily create
content and exchange information in real time.
See Also For more information, see “Using Collaborative Slides” in Chapter 6.
■ Whiteboard slides. Whiteboard slides can add an important visual component

when needed, and are great for creating a flow chart. You can think of whiteboard
slides as your “electronic flip chart,” with which you can sketch an idea visually for
all participants to see.
■ Snapshot tool. The Snapshot tool is especially important when you’re meeting
without a PowerPoint presentation because it enables you to create slides on the
fly right in your console. Just grab a screen shot of exactly what you need from
any application running on your computer—whether it’s a spreadsheet, a graphic
image, or a Web-based application.
94
Best Practices for Live Meetings
9
For best results, you can also enable the following meeting options and attendee permis-
sions to promote maximum interaction:
■ Annotate/Edit current page/slide
■ Create new slides in the current resource
■ See the Seating Chart
See Also For more information about enabling meeting options, see “Managing Attendee
Permissions” in Chapter 5, and the Appendix, “Meeting Option Details.”
Best Practices for Collaborative Meetings

To enhance the results of your collaborative meetings, you can:
■ Use Meet Now to schedule instant or impromptu meetings.

■ Copy and paste Text slide notes into a text file at the conclusion of a meeting.
■ Use the Print to PDF feature if you want to save the contents of Whiteboard and/or
Snapshot slides.
■ Reuse meeting rooms and leverage the ability to store content.
Larger Meetings and Events

When you organize a meeting that has ten or more participants, and involves a more
detailed agenda rather than simply focusing on a single collaborative task, you can
consider different meeting options and features. This is especially true when you use
Live Meeting to host special events.
One important consideration for larger meetings and events is changing the audio settings.
At these sessions, most of the participants listen and only a few speak. To keep a larger
meeting on schedule, you will want some control over how many people are able to
speak at one time. As a general best practice, you can select the “listen-only” mode for
all attendees and use the interactive features of Live Meeting to gather and to moderate
audience input.
Online events, especially those with 50 or more attendees, typically involve a one-way flow
of information from presenters to a large audience, and usually follow a well-defined
structure. There are often multiple presenters, and sometimes even a moderator to
facilitate the meeting. Audio can be muted for attendees so that all interaction takes place
within the Live Meeting interface.
95
Large-scale meetings and events can include the following:

■ Company-wide (“all-hands”) meetings
■ Departmental meetings
■ Marketing events and press conferences
■ Product launches
When conducting a large-scale meeting or event, consider using the following Live
Meeting tools and features:
■ Questions and Answers. As the number of Live Meeting participants increases,
taking verbal questions over the audio line can become a distraction and break the
flow of your presentation. With the Live Meeting Questions and Answers pane,
participants can easily send text questions to the presenter(s) throughout the entire
meeting. For presenters, the Question Manager tool provides the flexibility to
answer these questions in whatever order is most appropriate for the meeting.
The main presenter (or a moderator who is logged into the meeting as a presenter)
can type text responses back to attendees, or choose questions to answer verbally
for the entire group.
See Also For more information, see “Managing and Responding to Questions” in Chapter 5.
■ Automatic cycling. When participants arrive at your meeting, you can provide
a slide show for them to view as they wait for the meeting to begin. With Live
Meeting, you can set up any resource to automatically cycle through its thumbnails
on a time interval that you specify. Ideas for a pre-meeting slide cycle include trivia
questions and answers, information about your organization, or basic Live Meeting
instructions.
See Also For more information, see “Presenting Resources” in Chapter 6.
■ Meeting Recording. The larger your meeting is, the greater the potential is that
some individuals won’t be able to attend. With the recording feature, you can
capture the audio and the visual components of your meeting for later viewing by
anyone you choose. This feature also provides you with a way to pre-record whole
sessions that can be “attended” by any number of people at their convenience.
See Also For more information, see Chapter 7, “Recording Meetings.”
96
9
When you organize a large-scale meeting or event, consider enabling the following
meeting options and attendee permissions:
■ Internet Audio Broadcasting
■ Ask Questions
■ See the Seating Chart
See Also For more information about Internet audio broadcasting, see “Setting Up Audio”
in Chapter 2. For more information about enabling meeting options, see “Managing Attendee
Best Practices for Large-Scale Meetings and Events

To provide the best presentation at your next meeting or event, follow these tips:
■ Audio is critical—know how to mute your audience as needed.

■ View and save the Question and Answer log when the meeting is completed.
■ Consider using a moderator or multiple presenters to monitor questions and
audience feedback, enabling you to focus on your content.
■ Customize the attendance instructions by including technical support information,
speaker bios, session prerequisites, and so on.
■ Import your slides before meeting for rehearsals.
■ Interactivity is the key to success—create your polling slides ahead of time.
■ Have a pre-conference call with all presenters to review any housekeeping issues.
■ Kick off the presentation with a brief orientation of Live Meeting; review how
attendees can ask questions and participate during the session.
Online Training
In-person classroom training can be hard to facilitate and prohibitively expensive. Many
organizations are looking to Web-based training technologies to reach larger groups of
geographically dispersed enrollees. Live Meeting provides many features and advantages
that let you offer online training, both in pre-recorded training sessions and in a real-time
online class.
Training sessions are similar to online events in that most communication is one way,
from a presenter to many attendees. However, as an instructor or courseware developer,
you might want to include many opportunities for interaction to help ensure the quality
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of the training experience. The collaborative tools and features in Live Meeting help
make this possible.
Some examples of using Live Meeting to deliver online training include:
■ Web seminars
■ eLearning sessions
■ Human resources orientations
When conducting an online training session, consider using the following Live Meeting
tools and features:
■ Question Manager. Managing questions is especially important in a classroom
setting. With the Question Manager tool, you (or a secondary presenter) can
view questions as attendees ask them, and respond when the time is available
and appropriate. Using this tool enables you to continue your training without
interruption, and students can still get the answers they need.
See Also For more information, see “Managing and Responding to Questions” in Chapter 5.
■ Seating Chart. Like the Question Manager, the Seating Chart pane is a great tool
for larger training sessions when it’s not practical to check in with each student
individually. As the instructor, you can request that your students change their seat
to a color of your choosing to indicate their mood or response to your inquiry.
Whether you use the default legend or customize a legend, consider using the
Seating Chart pane throughout your meeting to keep students engaged.
See Also For more information, see “Using the Seating Chart Pane” in Chapter 5.
■ Extended Registration. This feature allows any organizer to capture the e-mail
address and company name of each student who joins a training session. When this
feature is enabled, the additional information appears in the Attendance Report
for that meeting.
See Also For more information, see Chapter 4, “Scheduling and Joining Meetings,” and the
■ Poll slides. One of the best ways to gather important information from your
participants is to use poll slides. Poll slides are easy to create, either before your
meeting or on the fly. As a general guideline, you should encourage participants
to interact on a regular basis throughout the session, and polls are an easy way to
accomplish this level of participation. Even better, attendees typically enjoy voting
on poll questions.
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9
■ Give Application Control. If you are training students to use a computer program,
you might find it helpful to share the use of an application on your computer one
at a time with the students so that they can use the program hands-on and attempt
to use specific features.
See Also For more information, see “Sharing the Use of Your Computer” in Chapter 6.
■ Meeting Recording. Pre-recorded sessions are a great way to “package” your

training to make it available on demand, rather than interactively during a
scheduled class time. You can record a one-person meeting where you proceed
through one or more resources that you have prepared for training purposes,
and provide running commentary by using audio. By sending invitations to view
the recording, you make your training available to anyone you want to learn it.
For best results, you can also enable these meeting options and attendee permissions:
■ Auditorium Place
■ Annotate/Edit slides
■ Seating Chart
See Also For more information about enabling meeting options, see “Managing Attendee
Best Practices for Online Training Sessions

To assist with online training sessions, follow these tips:
■ Plan for interaction every seven to ten minutes.

■ Be creative in using the Live Meeting console tools in the following ways:
■ Use the Seating Chart pane for gathering instant feedback from participants.
■ Use the Questions and Answers pane for more than just questions and
answers—let attendees submit suggestions and comments.
■ Create a registration site and invite people to go there to register for your event.
■ Practice makes perfect! Effective presentation skills and mastery of your content
is critical; conduct at least one complete dry run of your training presentation before
the live session.
■ Plan time for addressing questions and share the plan with the audience.
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Commonly Used Shortcut Keys

The following table lists the shortcut keys that you can use with Live Meeting. Shortcut
keys save time during presentations, and help the Live Meeting experience become a
seamless part of your meeting.
View Shortcuts
Hide Panes / Show Panes H+h
Meeting Information H+i
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Question Manager H+q

Audio and Recording Setup H+r
Slide Set Shortcuts
Share a Document to View H+u
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Manage Meeting Resources H+o

Last Resource Presented H+t
Print to PDF H+p
Navigation Shortcuts
Next Slide/Page "
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Previous Slide/Page 1
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Insert Collaborative Slide to Current Resource Shortcuts

Share Document to Edit H+1
Share Application H+2
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Whiteboard Slide H+3

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Web Slide H+4

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Text Slide H+5

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Poll Slide H+6

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Snapshot Slide H+7

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Appendix
Meeting Option Details
This appendix describes the Microsoft Office Live Meeting console behavior when specific
meeting options are set.
Options for Meet Now sessions and options for scheduled meetings are nearly identical,
but you control them separately. For example, changing your audio settings for Meet
Now sessions does not affect audio settings for your scheduled meetings.
For more information about accessing Meet Now options and options for scheduled
meetings, see Chapter 8, “Setting Meeting Options and Preferences.”
Setting Meeting Details

Meeting details control information that Live Meeting uses to generate meeting invita-
tions, to configure the meeting space, and to help you with bookkeeping if your orga-
nization uses billing codes to monitor Live Meeting costs. Setting meeting details can
be important if:
■ 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 simul-
taneous connections to the Live Meeting service.
See Also For more information, see Chapter 4, “Scheduling and Joining Meetings.”
The Meeting Details options area for scheduled meetings appears as follows:
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Appendix
The Meeting Details options area for Meet Now sessions appears as follows:
The following table provides an overview of the options available in the Meeting Details
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area.
Option Description
Meeting ID The ID that you type in this text box is used to identify the
(Scheduled meetings only) meeting that you schedule. The Meeting ID appears in
invitations you send, and on the Manage Meetings page in
Live Meeting Manager.
Auditorium Place If you choose this option, the Questions and Answers pane
(Scheduled meetings only) and the Seating Chart pane are available to participants.
Web Meeting Place If you choose this option, the Slide Editing toolbar, which
(Scheduled meetings only) contains the Annotation tools, is available to participants.
Language The language you pick from this list is used in the Live
Meeting console, in invitations sent by Live Meeting, and
in the descriptive data for recordings.
Bill to Code The code you type in this text box appears in reports that
your Live Meeting administrator can generate for billing
purposes. If your office or department uses a billing code
to account for its Live Meeting use, you can enter the code
here.
Meeting Size The number you type in this text box affects the number
of required concurrent meeting connections to the Live
Meeting conference center. Use the maximum meeting
size that you anticipate.
Meeting Duration The duration you pick from this list indicates the amount
(Meet Now sessions only) of time you want to allow people to join you for a Meet
Now session. If an invitee does not join you by clicking the
link in the invitation you send before the end of the
meeting duration, he or she cannot join the meeting.
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Appendix
Setting Entry Control Options

Entry Control options affect the security of your meeting by indicating how participants
are allowed to join the meeting. You can set entry controls to:
■ Control who attends a meeting.
■ Make a meeting available for a large general audience.
■ Distinguish between participants who are attendees and those who are presenters.
The Entry Control, Presenters options area appears as follows:
The following table provides and overview of the options available in the Entry Control,
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Presenters area.
Option Description
Access Control List If you choose this option, all presenters must have a Live Meeting
account.
Meeting Key If you choose this option, all presenters must provide a Meeting
Key in order to join the meeting. You can either specify a Meeting
Key or allow Live Meeting to generate one automatically.
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Appendix
The Entry Control, Attendees options area appears as follows:
The following table provides an overview of the options available in the Entry Control,
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Attendees area.
Option Description
Access Control List If you choose this option, all attendees must have a Live Meeting
account.
Meeting Key If you choose this option, all attendees must provide a Meeting
Key in order to join the meeting. You can either specify a Meeting
Key or allow Live Meeting to generate one automatically.
Free Entry If you choose this option, anyone can join the meeting as an
attendee or as a presenter.
Setting Meeting Entry Time Options

You can allow attendees to or prevent attendees from joining a Meet Now meeting
before you are ready. Presenters can always join the meeting at any time.
The Meeting Entry Time options area appears as follows:
The following table provides an overview of the options available in the Meeting Entry
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Time area.
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Appendix
Option Description
Attendees - 30 min. early, If you choose this option, attendees are allowed to join the
Presenters - anytime meeting up to 30 minutes in advance of the scheduled start
time, and presenters are allowed to join the meeting at
any time.
Anyone - anytime If you choose this option, any participant can join the
meeting at any time.
Setting Extended Registration Options

You can require participants to supply their e-mail address and company name imme-
diately before they join a meeting.
The Extended Registration options area appears as follows:
The following table provides an overview of the options available in the Extended Regis-
G10LM06
tration area.
Option Description
Request e-mail address and If you choose this option, extended registration is
company name enabled for the meeting.
Do not request e-mail If you choose this option, extended registration is not
address and company name enabled for the meeting.
Setting Meeting Lobby Options

The Meeting Lobby is an area where uninvited people who would like to join your
meeting can request entry. You and other presenters can use the Meeting Lobby to
control who enters the meeting, as well as the time that they can enter.
See Also For more information, see “Using the Meeting Lobby” in Chapter 5.
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Appendix
The Meeting Lobby options area appears as follows:
The following table provides an overview of the options available in the Meeting
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Lobby area.
Option Description
Enable Meeting Lobby If this option is selected, the Meeting Lobby is enabled for the
for this meeting meeting.
If this option is cleared, the Meeting Lobby is not enabled for
the meeting.
Lobby greeting The greeting you type in this text box appears to participants
who arrive in the Meeting Lobby.
Enable e-mail If this option is selected, Live Meeting sends you an e-mail
notification from message whenever a participant arrives in the Meeting Lobby.
lobby attendees If this option is cleared, no e-mail is sent. You can still monitor
the Meeting Lobby by using the Live Meeting console.
Setting Options for Additional Features

The Additional Features options area controls several features that you can enable to
increase participants’ collaborative ability in a meeting. By setting these options, you make
console tools available to attendees, including Chat, the Seating Chart pane, application
sharing, and the ability to ask questions to presenters. (These tools are generally already
available to presenters.)
See Also For more information, see Chapter 5, “Conducting a Meeting.”
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Appendix
The Additional Features options area appears as follows:
The following table provides an overview of the options available in the Additional
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Features area.
Option Description
Question and If this option is selected, the Questions and Answers pane is available
Answer Control in participants’ consoles.
Panel If this option is cleared, this feature is not available.
Show End If this option is selected, presenters can choose Exit and End Session
Session Option in the File menu of their consoles. Choosing this ends the meeting for
in Console all participants.
If this option is cleared, this feature is unavailable.
Send e-mail to If this option is selected, attendees can right-click each other’s names
each other in the Attendees pane and then click Send Email Message. Live
Meeting auto-addresses the message by using the addressee’s
personal information, which they provide in their User Preferences.
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Appendix
Option Description
Chat If this option is selected, attendees can conduct one-on-one Chat
sessions with one another by right-clicking a name in the Attendees
pane, and then clicking Chat.
Application If this option is selected, the Give Control icon is available in the
sharing Sharing controls for a presenter who is sharing his or her desktop,
enabling him or her to give control to another participant. You can
set this availability for sharing an application or for sharing the
desktop. You can also allow participants to request control by clicking
Request Control in the Tools menu of their consoles.
If this option is cleared, these features are unavailable.
Printing to PDF If this option is selected, participants are allowed to print meeting
resources to PDF files by clicking Print to PDF in the File menu of their
consoles. You can indicate whether to allow this privilege for all
participants, or for presenters only.
View the If this option is selected, the Seating Chart pane is available in
seating chart participants’ consoles. You can make changes to the definitions of
each color in the Seating Chart legend, as well as to the title that
appears at the bottom of the Seating Chart pane. To set a color as the
default color for all participants, click the button next to the color.
If this option is cleared, this pane is not available.
Streaming If this option is selected, the Custom Panel pane is available in
Media Custom participants’ consoles, displaying streaming content. You can specify a
Frame separate streaming media source URL for attendees and presenters
who view the pane. For each view, you can specify the required frame
height (in pixels) for the streaming content.
Setting Content Expiration Options

When you set a content expiration time, all content associated with the meeting will
be deleted after the time interval you specify. Setting an expiration time can be impor-
tant when:
■ You do not want confidential content to persist on a server that does not belong
to your company.
■ You want to delete information from your conference center when it is no longer
useful.
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Appendix
The Content Expiration options area appears as follows:
The following table provides an overview of the option available in the Content
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Expiration area.
Option Description
Meeting content will be If this option is selected, Live Meeting retains all content
deleted after the meeting for the meeting for the duration you specify. You and the
ends, based on the duration other presenters can view this content by rejoining the
specified below meeting by using Live Meeting Manager.
If this option is cleared, all content is retained until you
delete it.
Setting Audio Options

You set Audio options when you are first configuring an audio conferencing service for
use with Live Meeting or you are temporarily changing your audio preferences for a
meeting (for example, calling participants directly rather than using integrated audio
conferencing).
See Also For more information, see “Setting Up Audio” in Chapter 2.
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Appendix
The Audio options area appears as follows:
The following table provides an overview of the options available in the Audio area.
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Option Description
This meeting uses The setting you pick from this list determines whether
Live Meeting will enable provider-specific integrated
audio conferencing features with the meeting.
Conferencing Provider The provider you pick from this list is your conference
center’s integrated audio conferencing provider.
Allow meeting participants If this option is selected, the Join Conference button in
to use “Join Conference” to the Audio and Recording Setup dialog box is enabled for
have Live Meeting call their participants.
phone instead of dialing in If this option is cleared, this feature is unavailable.
Enable Internet Audio If this option is selected, presenters can click Start
Broadcasting Internet Audio Broadcast on the Audio menu in their
consoles. Also, attendees can click Listen to Internet
Audio Broadcast on the Audio menu in their consoles.
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Appendix
Option Description
Display the toll free number If this option is selected, Live Meeting displays the toll-
to meeting participants in free audio conferencing access number in the Meeting
the Live Meeting Console Information and the Audio and Recording Setup dialog
boxes of all consoles.
If this option is cleared, the phone number is not
displayed.
Display the toll number to If this option is selected, Live Meeting displays the toll
meeting participants in the audio conferencing access number in the Meeting
Live Meeting Console Information and the Audio and Recording Setup dialog
boxes of all consoles.
If this option is cleared, the phone number is not
displayed.
Toll-free meeting phone The phone number you set here is the one that Live
number Meeting displays for toll-free audio conferencing access.
(See the toll-free number entry above.)
Toll meeting phone number The phone number you set here is the one Live Meeting
displays for toll audio conferencing access. (See the toll
number entry above.)
Participant code The code you type in this text box appears in the Meeting
Information and the Audio and Recording Setup dialog
boxes of all consoles if the meeting uses Internet audio
broadcasting, Live Meeting without audio conferencing,
or Live Meeting with a non-partner integrated audio
conferencing provider.
Leader code The code you type in this text box appears in the Meeting
Information and the Audio and Recording Setup dialog
boxes of all consoles if the meeting uses Internet audio
broadcasting, Live Meeting without audio conferencing,
or Live Meeting with a non-partner integrated audio
conferencing provider.
Additional dialing keys The dialing keys you type in these text boxes create the
necessary pauses and keypad characters (for example, the
pound sign) in the dialing sequence that Live Meeting
uses to join you and other participants to the integrated
audio conference. You can enter dialing keys both before
and after the participant code.
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Appendix
Setting Recording Options

With Recording options, you can control who can record meetings and who can view
the recordings.
The Recording options area appears as follows:
The following table provides an overview of the options available in the Recording area.
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Option Description
Disabled in the meeting, but If you choose this option, only you (as the meeting
the organizer can still record organizer) can record the meeting. To record a meeting,
when logged into Live you must use Live Meeting Manager.
Meeting
Presenter can record the If you choose this option, you and other presenters can
meeting record the meeting by using the Live Meeting console.
Only the administrator and If you choose this option, only you and the Live Meeting
organizer can view administrator have access to recordings of the meeting.
recordings. They can grant You can send invitations to view the recordings to other
access to individual users. Live Meeting users.
All meeting participants can If you choose this option, any Live Meeting user can view
view recordings using their a recording of the meeting by using the meeting access
meeting entry information. data provided in his or her meeting invitation.
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Glossary
Glossary
active presenter The presenter whose name (and optional photo) currently appears
in the Now Presenting pane during a meeting.
annotation A note made on a Live Meeting slide, created by using one of the annota-
tion tools: Pointer, Draw Freehand, Highlighter, Stamp, or Draw Text.
Application sharing See Sharing slide.
attendee A Live Meeting session participant who can attend meetings and view
presentations.
Attendee Key The Meeting Key used by attendees to join a meeting.
Attendees pane The console element that displays the list of participants for a
Live Meeting session.
audio The portion of a meeting that takes place by using your telephone or
computer speakers, depending on the meeting’s settings.
audio conference A meeting that is conducted by using a telephone bridge line.
audio conferencing partner An audio conferencing service chosen by your confer-
ence center to integrate console functions with your Live Meeting service.
Audio toolbar A toolbar in the console containing tools that you can use to perform
audio tasks during a meeting.
Auditorium Place A Live Meeting session type designed for larger, more structured
meetings.
automatic cycling A feature that enables Live Meeting to display all of the slides or
pages in a resource automatically, one at a time, at an interval that you specify.
Branding pane The console element that displays optional branding for your confer-
ence center.
Chat tool A tool that participants use to communicate one-on-one during a Live
Meeting session.
Clear Annotations tool An annotation tool used to remove all annotations from
a slide.
collaborative slide A slide that you can add to a meeting to allow participants to
make freehand notes and drawings, type text, conduct polls, show screen shots, or
display pages from the Web.
conference center See Live Meeting conference center.
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Glossary
console See Live Meeting console.

content The material you and other presenters share with participants during a meet-
ing, including resources, collaborative slides, and Sharing slides.
content expiration The period of time you can set for your meeting content to
remain on the Live Meeting server before it is deleted.
Custom Panel pane The console element that displays optional streaming media
feeds to presenters and attendees.
dialing keys The extra phone characters that Live Meeting uses to simulate pauses
and telephone keystrokes, so that it can automatically dial and join you to an
audio conference.
Draw Freehand tool An annotation tool used to draw lines, arrows, and shapes on a
slide.
Draw Text tool An annotation tool used to add notes or comments to a slide.
extended registration An option you can specify that requires meeting participants
or viewers of a recording to provide their e-mail address and company name.
Full Screen mode A console viewing mode that displays only the presentation area,
at a size that fills your entire computer screen.
Getting Started pane The console element that displays Help topics, describing
basic Live Meeting concepts and tasks.
Give Control privileges A Sharing slide option that enables the presenter to give
application control to another participant.
Has Floor status A feature that a presenter can enable for a participant who asks a
question, using the Questions and Answers pane to display a chat session between
the participant and the presenter.
Highlighter tool An annotation tool used to highlight an area of a slide.
import To add a resource from a presenter’s computer to the conference center for
use at a Live Meeting session.
Installation page A page that appears when you attempt to join a meeting, prompt-
ing you to install or upgrade your console.
Instant Messaging Add-in A free software enhancement that allows you to start a
Live Meeting session from within Microsoft Windows Messenger, MSN Messenger,
or Microsoft Office Communicator 2005.
integrated audio conference An audio feature that provides an enhanced ability to
control audio conferencing from within the console.
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Glossary
Internet audio broadcasting An audio feature that uses Internet-based radio tech-
nology to broadcast one-way audio from a presenter to all participants.
invitation An e-mail message sent from the organizer to participants in a Live Meeting
session, containing a link to the session.
join To open the console and begin participating in a meeting, either by clicking the
meeting in Live Meeting Manager or by clicking a link in an e-mail invitation.
Join Conference An integrated audio conferencing option that enables Live Meeting
to call your phone, rather than requiring you to manually dial in.
Live Meeting account Your unique identity on the Live Meeting server, provided
and managed by your Live Meeting administrator.
Live Meeting Add-in Pack A software bundle of three popular add-ins: Outlook
Add-in, Office Collaboration Add-in, and Instant Messaging Add-in.
Live Meeting add-ins Free software enhancements that integrate some Live Meeting
functions with other Microsoft Office applications, including Microsoft Outlook
and Microsoft PowerPoint.
Live Meeting administrator A person who assigns user accounts and manages the
Live Meeting service for an organization.
Live Meeting conference center The Live Meeting server location for all Live
Meeting sessions conducted in your enterprise, available through a Web address
(URL). For example: www.livemeeting.com/cc/<your organization>
Live Meeting console The array of windows and tools that display in each partici-
pant’s Web browser when a Live Meeting session is in progress.
Live Meeting intranet portal An optional Web site that your Live Meeting adminis-
trator can create as an alternative method of joining and managing meetings.
Live Meeting Manager A Web-based tool with which you can access and manage
meetings and recordings, join meetings, and change your Live Meeting user
preferences.
Live Meeting server See Live Meeting conference center.
Live Meeting session A meeting conducted by using Live Meeting (either a sched-
uled meeting or a Meet Now session).
lock control over content display A console feature that enables the active pre-
senter to temporarily block other presenters from controlling the console while
he or she is presenting.
lock the meeting A console feature that forces all users who attempt to join the meet-
ing to wait in the Meeting Lobby, whether or not they have an invitation.
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Glossary
Meet Now A “virtual office” to which a Live Meeting user can invite participants for
an impromptu Web conference.
Meet Now options Options you can set to control Live Meeting behavior during
your Meet Now sessions.
Meet Now session A Live Meeting session that uses the Meet Now feature.
meeting access data The Meeting ID and Meeting Key that you provide in order to
join some meetings.
meeting content Resources and collaborative slides that you import or create for a
Live Meeting session, and that are saved on the Live Meeting server.
Meeting ID The unique identifier for a meeting. (Your Meet Now sessions always use
the same Meeting ID.)
Meeting Key A password (either a Presenter Key or an Attendee Key) that you pro-
vide in order to join some meetings.
Meeting Lobby A console feature that enables the organizer to selectively allow
attendees to join a meeting, and enables others to request a Meet Now session
without an invitation.
Meeting Lobby URL The Web address used by people who join a meeting without
an invitation.
meeting options Options you can set to control Live Meeting behavior during Meet
Now sessions, or during meetings that you schedule.
meeting organizer See organizer.
mood A participant’s color-coded status, as displayed in the Seating Chart pane.
mood definition A console option that enables you to change the meaning of a color
used by participants to signal their mood in the Seating Chart pane.
My Home page The Live Meeting Manager screen from which users manage their
account.
Now Presenting pane The console element that displays the name and presenter
photo (if specified) of the active presenter at a Live Meeting session.
Office Collaboration Add-in A free software enhancement that allows you to start a
Meet Now session and share files from within other Office applications.
online event A large Live Meeting session where a few presenters show slides and
documents to dozens or hundreds of attendees.
online meeting A collaborative Live Meeting session.
online training A Live Meeting session or recording that you conduct for training
purposes.
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Glossary
organizer A Live Meeting user who can schedule meetings, send invitations, and
present in Live Meeting sessions.
Outlook Add-in A free software enhancement that allows you to use Outlook to
schedule a Live Meeting and send invitations to attendees and presenters.
pane A console element that displays Live Meeting tools and features, surrounding
the presentation area.
participants Presenters and attendees at a meeting.
phone bridge The contracted telecommunications service that your enterprise uses
for conference calls.
Pointer tool An annotation tool used to point to information on a slide.
Poll slide A Live Meeting collaborative slide that displays a poll question to which all
participants can respond.
portal URL An alternative Web address that you can use to access Live Meeting
Manager, if you require users to access the conference center through an intranet
portal.
PowerPoint Add-in A free software enhancement that allows you to create and
customize collaborative Web, Text, and Poll slides, as well as create Live Meeting
slides as part of a native PowerPoint (.ppt) file.
presentation A set of slides or document pages that you import or create for display
at a Live Meeting session.
Presentation area The console element that displays the slides in a Live Meeting
presentation and collaborative slides.
Presentation toolbar A toolbar in the console containing presenter tools that you
can use during a meeting.
presenter A Live Meeting session participant who can use the console to give a pre-
sentation, answer questions, and interact with other participants.
Presenter Key The Meeting Key used by presenters to join a meeting.
presenter tools The console tools that presenters can use to present resources, add
collaborative slides, and make annotations.
Print to PDF An option that enables a participant to print a PDF version of a resource
from a Live Meeting session.
printable document Any document that includes a print option, whose output can
be imported to Live Meeting as a resource.
Question and Answer log A saved report of the question and answer activity for a
Live Meeting session.
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Glossary
Question Manager The console tool used by presenters to manage and respond to
questions from participants.
Questions and Answers pane The console element that displays an interface for
participants to ask questions of presenters.
recording A feature that enables a presenter to capture and publish the audio and
visual components of a Live Meeting session for later viewing.
Remove from Meeting An option available through the Attendees pane that
presenters can use to remove an attendee from a Live Meeting session.
resource A document, slide set, or other output from a printable application that you
can import to Live Meeting.
resource cycling See automatic cycling.
Resource List pane The console element that displays the resources available to
presenters.
Resources toolbar A toolbar in the console containing tools that you can use to
manage resources during a meeting.
review To view the contents of one resource while another resource is being
presented.
scheduled meeting A Live Meeting session that you schedule for a specific time.
scheduled meeting options Options you can set to control Live Meeting behavior
during your scheduled meetings.
Seating Chart legend The interface that you can use to customize the Seating Chart
title and mood definitions for a meeting.
Seating Chart pane The console element that displays a color-coded representation
of the participants at a Live Meeting session and their status.
Seating Chart title The name that you set to appear at the bottom of the Seating
Chart pane.
Select Annotations tool An annotation tool used to select annotations on a slide so
they can be moved, edited, or deleted.
sharing control The ability to view and use the Sharing controls. This ability can be
granted to other participants, either proactively or upon their request.
Sharing controls In Sharing mode, the toolbar that appears on the left side of the
presentation area.
Sharing frame In Sharing mode, the interface that you can move and resize to specify
a portion of your computer desktop for sharing.
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Glossary
Sharing mode The console view seen by a presenter when he or she presents a
Sharing slide.
Sharing slide A Live Meeting collaborative slide with which presenters can share a
“window” into their computer’s activity during a Live Meeting session.
Slide Editing toolbar A toolbar in the console containing tools that you can use to
mark up slides during a meeting.
Snapshot frame The interface that you can move and resize to specify a screen shot
from your computer to view in a Snapshot slide.
Snapshot slide A Live Meeting collaborative slide that displays a screen shot from a
participant’s computer, which can then be marked up by using the annotation tools.
Stamp tool An annotation tool used to add an arrow, a check mark, or an X to a slide.
Text slide A blank, editable Live Meeting collaborative slide on which participants
can type notes and comments.
thumbnail The small view of the individual pages or slides from a resource.
Thumbnails pane A secondary pane in the console that appears when a resource has
multiple parts (pages or slides).
upload See import.
user login The unique identifier for your Live Meeting account that you use to log in
to the Live Meeting service.
Web conference A meeting that uses both teleconferencing and a Web-based tool for
presenting and sharing visual files and resources.
Web Meeting Place A Live Meeting session type designed for smaller, more collabo-
rative meetings.
Web slide A Live Meeting collaborative slide that provides each participant at a Live
Meeting session with an independent connection to a Web page.
Whiteboard slide A blank Live Meeting collaborative slide that can be marked up by
participants by using the annotation tools.
119
Index
A joining during meetings 33
managing during meetings 47
options 109
Web-based, running 33
Windows-based vs. Web-based 9
content 114
activating settings, changing for large content expiration 114
chats 52 meetings 95 options 109
Meeting Lobby 42 traditional conferencing 33 content sharing 59
active presenters 113 Audio And Recording Setup dialog control over content display,
add-ins 13, 115 box 76 locking 115
instant messaging 14 Audio toolbar 113 Custom Panel pane 39, 114
installing 13–14 audio-conferencing partners 113 customizing console 40
Microsoft Office Live Meeting Add- Auditorium Place 113 cycling resources. See automatic
in Pack 13–14 automatic cycling 62, 96, 113 cycling
Office Collaboration 13, 116
Outlook 14, 31
PowerPoint 71
Additional Features options 106
B D
annotations 60, 72, 113
Branding pane 39, 113 deleting
clearing. See Clear Annotations
broadcasting audio over Internet 15 questions 51
tool
enabling 18 recordings 80
tools 72
joining meeting with 33 dialing keys 16, 114
application sharing 66
display name, setting 32
asking questions 50–51
displaying
Attendee Key 113
Attendee Permissions dialog box
44–46
C Attendees pane 43
Meeting Lobby 42
panes 39
attendees 113 Chat tool 113 Question Manager 48
inviting 28–31 chats 52 Questions And Answers pane 50
inviting, during meeting 46 activating, setting up 52 toolbars, on console 40
PDF printing permissions 45 Clear Annotations tool 72, 113 documents
permissions, setting 44–46 collaborating 59 printable 117
removing 54–55, 118 collaborative meetings 93 sharing 24
searching for 43 best practices 95 downloading Microsoft Office Live
sending invitations to 28–31 suggested tools and features 94 Meeting 2005 Add-in Pack 13
sorting list of 43 collaborative slides 60, 68–71, 113 Draw Freehand tool 72, 114
displaying pages/slides conference center 11, 115 Draw Text tool 72, 114
permissions 45 connecting to 11
upgrading to presenters 43 conferences, Web. See Web
viewing 43
Attendees pane 38, 43, 113
displaying 43
conferences
configuring
audio for Meet Now sessions 16
E
audio 113 dialing keys 16 editing
conferences 113 console, Live Meeting 2, 9 questions 51
configuring 15–19 Audio toolbar 113 recordings 80
configuring, for Meet Now customizing 40 resources 60
sessions 16 Full Screen mode 41, 114 Seating Chart legend 54
dialing keys. See dialing keys installing 12–13 e-mail, sending to meeting
integrated conferencing 33 loading behavior 33 attendees 44
Internet broadcast, joining panes. See panes, console enabling questions 48
meeting with 33 toolbars, hiding/displaying 40 ending meetings 55
Internet broadcasting 15, 18
121
Entry Control Options
Entry Control options 103

Attendees 104
Presenters 103
J locking
control over content display 115
meetings 42, 115
events, online. See online events Join Meeting page 32 logging in to Live Meeting 10
extended registration 114 joining
options 105 meetings 27, 31, 33, 115
phone conferences with integrated
audio 34
M
F managing Live Meeting. See Live
finding attendees 43
Full Screen mode 41, 114
K Meeting Manager
managing resources 62
Meet Now 116
keys deciding when to use 28
Attendee 113 Meeting Details options 101
G Meeting 116
Presenter 117
options 116
sessions 22, 116
setting options 86
Getting Started pane 38, 114 Meet Now sessions 12
getting started with Live Meeting
21–25
Give Control privileges 114
L audio options, configuring 16
benefits of 28
inviting attendees 23
large meetings 95 Meeting Lobby and 41
best practices 97 requesting from outside
H suggested tools and features 96
Live Meeting 1
organization 41
reusing space for 28
advantages of 3–4 starting 22
Has Floor status feature 114
annotations. See annotations Meeting Details options 102
hiding
attendees. See attendees Meeting Entry Time options 104
panes 39
Auditorium Place 113 Meeting Keys 116
Questions And Answers pane 50
conference center. See conference Meeting Lobby 41, 116
toolbars on console 40
center activating, displaying 42
Highlighter tool 72, 114
console. See console, Live Meeting generating unique URL for 41
ease of use 5 options 105
intranet portal 10
I logging in 10
menus, adding to Outlook 14
URL 116
meetings
active presenters 113
importing 114 Office Collaboration add-in 13 attendees. See attendees
permissions, resources 61 online events 6 audio. See audio
Installation Page 12, 114 online training 6, 97 chats 52
installing scalability of 5 checklists 40, 56
add-ins 13–14 security of 5 collaborative 93–95
console 12–13 session types 6 display name, setting 32
Instant Messaging add-in 14, 114 toolbar, adding to other Office ending 55
integrated audio conferencing 33, 114 products 13 generating unique URL for 41
Join Conference option 115 Web conferencing with 4 IDs 116
Internet audio broadcasting 15, 115 Live Meeting Add-in Pack 13–14, 115 joining 27, 31, 115
enabling 18 Live Meeting Manager 9, 11, 115 large 95
joining meeting with 33 intranet portal in lieu of 10 locking 42, 115
intranet portal 10 logging in to 10 managing audio in 47
invitations 115 Schedule Meeting page 28 options 116
creating, sending 28–31 setting preferences 87 options, setting 83
loading behavior of Live Meeting overriding default options 29
Console 33 permissions, setting 44
122
recording meetings
phone number, displaying to options preferences

participants 18 Additional Features 106 Live Meeting Manager 87
question log, saving 49 audio 109 setting 83, 86
questioners, chatting one-on-one Content Expirations 109 Presentation pane 117
with 49 Entry Control 103 Presentation toolbar 117
questions 47–51 Extended Registration 105 presentations 117
recording. See recording meetings Meet Now 86 importing 61
removing attendees 54, 118 Meeting Details 102 inviting 31
scheduled. See scheduled meetings Meeting Entry Time 104 sharing 60
scheduling 27, 29 meetings, setting 83–85 showing 61
sending invitations 28, 46 most commonly used 90 Presenter key 117
setting details 101 Recording 112 presenters 117
sharing control of 67 organizers 117 active 113
sharing resources 23, 64–67 Outlook changing active 67
starting 22 add-in 14, 31, 117 switching among 67
thumbnails, allowing attendees to Live Meeting menu, adding 14 tools 117
view 45 scheduling meetings from 14, 31 presenters, inviting 31
viewing 9 Print to PDF option 45, 117
meetings, online. See Web printable documents 117
conferences
Microsoft Office Communicator, P
starting Live Meeting
sessions from 14 panes, defined 117
panes, console 37
Q
Microsoft Office Live Meeting 2005
Add-in Pack, downloading 13 Attendees 38, 43, 113 Question and Answer log 117
Microsoft Office Live Meeting. See Branding 39, 113 Question Manager 47, 118
Live Meeting Custom Panel 39, 114 displaying 48
Microsoft Office PowerPoint Add-in Getting Started 38, 114 questions
71, 117 hiding/displaying 39 answering publicly 49
Microsoft Office products, adding minimizing 40 asking 50–51
Live Meeting toolbar to 13 Now Presenting 38, 116 chatting one-on-one with
Microsoft Outlook. See Outlook Presentation 117 questioner 49
minimizing panes 40 Questions and Answers 38, 118 deleting, editing 51
moods. See Seating Chart pane Resource 38, 61 enabling 48
MSN Messenger, starting Live Resource List 118 log, saving 49
Meeting sessions from 14 Seating Chart 38, 53–54, 118 managing 47
My Home page 116 Thumbnails 61, 119 responding to 49
participants 117 sorting 49
pausing meeting recordings 77 Questions And Answers pane
N PDFs, allowing meeting attendees to

print 45
permissions
38, 118
displaying/hiding 50
Now Presenting pane 38, 116 meeting attendees 44

recording meetings 75, 108
resources 63 R
O phone conferences with integrated
audio, joining 34 recording, defined 118
recording meetings 96, 99. See also
phone numbers, displaying to
Office Collaboration add-in 13, 116 meeting participants 18 recordings
online events, meetings 116 Pointer tool 72, 117 checklist 77
with Live Meeting 6 Poll slides 69, 117 monitoring status 76
online training 97, 117 portal URL 117 pausing 77
best practices 99 portal, intranet 10 permissions 75
suggested tools and features 98 PowerPoint Add-in 71, 117 saving recordings 77
with Live Meeting 6 stopping 77
123
Recording options
Recording options 112 hosting server. See conference Text slides 69, 119
recordings. See also recording center thumbnails 119
meetings Meet Now. See Meet Now sessions allowing meeting attendees to
controlling start time of 80 starting from instant messaging view 45
deleting, editing 80 clients 14 Thumbnails pane 61, 119
inviting others to view 79 test, installing 12 toolbars
optimal length 80 setting meeting options 83 Audio 113
tips for best quality 80 setting up hiding/displaying, on console 40
viewing 78 audio 15–19 Live Meeting, adding to other
removing attendees 54, 118 chats 52 Office products 13
resource cycling. See automatic checklist for Live Meeting 15 Presentation 117
cycling sharing 59 Resources 118
Resource List pane 118 applications 66 Slide Editing 119
Resource pane 38 content 59 training, online. See online training
resources 59, 118 control of meetings 67
adding annotations 60, 72 documents 24
editing 60
importing 61
requesting/granting control 67
resources 23, 60 U
managing 62 slides 68–71, 119
permissions 63 use of a computer 63 upgrading attendees, to
sharing, during meetings 23, sharing control, defined 118 presenters 43
64–67 Sharing controls 64, 118 uploading. See importing
Resources toolbar 118 Sharing mode 64, 119 user login 116
responding to questions 49 Sharing slide
reviewing, defined 118 shortcut keys 100
Slide Editing toolbar 119
slides 94
V
S automatic cycling 62, 96, 113
choosing type 70
viewing
meetings 9
collaborative. See collaborative
saving recordings 78
slides
meeting recordings 77 sharing 68–71, 119
question log 49
Schedule Meeting page 28, 29
scheduled meetings 22, 27, 118
Snapshot frame 119
Snapshot slides 69, 119
Snapshot tool 94
W
deciding when to use 28 sorting Web conferences 2, 119
options 118 attendees 43 advantages of 3–4
from Outlook 14 questions 49 deciding whether to use 5
setting options 84 Stamp tool 72, 119 differences from traditional
by using e-mail program 29 starting meetings 22 meetings 2
Seating Chart pane 38, 53, 118 Stop Recording dialog box 77 Live Meeting and 4
interactive uses for 54 stopping meeting recordings 77 online events, meetings 6, 116
legend, editing 54
Web Meeting Place 119
moods 53 Web slides 68, 119
viewing 54
Select Annotations tool 72, 118
sending meeting invitations 28–31
T Web-based console, running 33
Whiteboard slides 68, 119
Windows Messenger, starting Live
sessions teleconferences. See audio,
Meeting sessions from 14
audio options. See audio conferences
test session 12
124
Front Matter Title
About the Author

Robert Heuer has been a freelance technical writer, marketing writer, and business
analysis consultant since 1993. He is based in Seattle, Washington and New York City.
For more information about his projects, visit www.studio1312.com.
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fm Page i Monday, April 11, 2005 1:03 PM

Microsoft® Office LiveMeeting

1 Introduction to Web Conferencing 1

2 Setting Up Live Meeting 8

3 Getting Started Quickly 20

4 Scheduling and Joining Meetings 26

Managing and Responding to Questions 47

6 Presenting and Collaborating in a Meeting 58

8 Setting Meeting Options and Preferences 82

9 Best Practices for Live Meetings 93

Getting Help with This Book

Getting Help with Microsoft Office Live Meeting

More helpful, up-to-the-minute information about Live Meeting is always available at

The New Online Workplace

How Web Conferencing Works

and Web conferences.

Advantages of Web Conferencing

Web Conferencing with Live Meeting

Should My Next Conference Call Be a Web Conference?

■ Do I want to leave a visual impression on my customer, my team mates, or my

Common Live Meeting Session Types

Install the Live

Logging In to Live Meeting

To log in to Live Meeting Manager, follow these steps:

What is the Live Meeting Conference Center?

■ Conduct or attend a meeting by using the Live Meeting console.

Installing the Live Meeting Console

1 Log in to Live Meeting Manager by using the procedure described in “Logging In to

console installation and upgrade options.

participating in your test meeting, using the newly-installed console.

Installing Live Meeting Add-ins

1 You dial the local, long-distance, or toll-free access phone number.

You configure audio settings in two places:

To set up audio, follow these steps:

On the Meet Now Options page, click Audio.

7 Select the phone conferencing options you want to enable:

On the Schedule Meeting page, click Meeting Options.

Click to set options for

On the Meeting Options page, click Audio.

Invite another person

Using the Meet Now Feature

Conducting Your First Meeting

The Live Meeting console appears.

A new invitation appears.

Click Send Message, and then click OK.

1 On the Share menu, click Share Document to View.

Join the audio for a meeting,

When you schedule a meeting, you do the following:

Meet Now or Scheduled Meeting?

Scheduling a Meeting and Sending Invitations

Type the e-mail addresses of the

Provide other meeting and

Set the non-standard options for this

4 On the Send Invitations page, do one of the following:

6 On the Send Invitations page, click Done.

To join a meeting, do the following:

Click the link in

Or, click the Join icon next to the

The Join Meeting page appears.

Joining the Audio for a Meeting

Use the Meeting Lobby,

Manage and respond