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Administrator Questions

This topic contains frequently asked Live Meeting administrator questions.

A. The Member List report displays all the members of your organization's Live Meeting account together with their meeting activity. The report lists members in alphabetical order. You can see each member's user name, name, meetings, and recordings.

To view a member list report

  1. Start a Web browser, and then visit the Live Meeting conference center. On the Login to Live Meeting Manager page, type your Live Meeting user name and password, and then click Login.

  2. On the My Home page, click Reports.

  3. On the View Reports page, click Member List.

To view a member’s activity

  1. In the Member List report, locate the individual whose meeting activity you want to review, and then click the total number of meetings for that member to access the corresponding meeting list.

  2. In the Member List report, locate the individual whose recording activity you want to review, and then click the number of total recordings for that member to access the corresponding recording list.

A. You can use Live Meeting to generate, print, and save meeting and recording reports. Meeting reports provide summaries as well as detailed information about the meetings that take place in Live Meeting. The following table describes the report information that you can collect:

InformationDescription

Meeting list report

This report lists the meetings and meeting attendance for a particular time period.

Meeting attendance report

This report lists the meeting participants and specifies whether the participants were presenters or attendees. Additionally, this report lists the browser used, the time each participant arrived, and the duration of each participant's attendance. If extended registration was required for the meeting, the meeting attendance report includes the e-mail address and company name of each participant.

Meeting poll report

This report indicates how each person who attended the meeting voted in response to each polling slide that was shown and displays the aggregate percentages for each poll.

To generate a meeting list report

  1. On the My Home page, in the View section, click Reports.

  2. On the View Reports page, click Meeting List.

  3. In the Show all meetings between box, type the start date for the report, type the end date for the report in the and box, and then click View.

To generate a meeting attendance report

  1. On the My Home page, in the View section, click Reports.

  2. On the View Reports page, click Meeting List.

  3. In the Show all meetings between box, type the start date for the report, type the end date for the report in the and box, and then click View.

  4. Under Report, click the meeting ID of the meeting for which you want an attendance report.

To generate a meeting poll report

  1. On the My Home page, in the View section, click Reports.

  2. On the View Reports page, click Meeting List.

  3. In the Show all meetings between box, type the start date for the report, type the end date for the report in the and box, and then click View.

  4. Under Report, click the meeting ID of the meeting for which you want a poll report.

  5. In the Meeting Summary box, click Poll Details Report.

Note: The Poll Details Report link appears if no poll was given to the attendees. 

A. You can use account preferences to set options for all members who use Live Meeting. You can set the following types of account preferences:

PreferenceDescription

User preferences

These preferences control the time zone in which users are located.

Default preferences

These preferences control the access to some meeting options when users install Live Meeting.

Meeting console

When you set default account preferences, the preferences you set apply only to new members. Changes that members make to their own preferences override the default account preferences that you set.

To set user preferences

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

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

  3. On the User Preferences page, click the default time zone for users and for Live Meeting sessions, and then click Submit.

To set default account preferences

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

  2. On the Account Administration Home page, click Account Preferences. In the Administer section of the left pane, click Default Preferences.

  3. On the Default Preferences page, in the Meeting Size box, type the default number of concurrent network connections to the Live Meeting conference center that will be allowed for Live Meeting sessions.
    Note: The default meeting size could be one of the following:

    • The average size of a meeting.
    • The maximum seats allowed per a named User contract
  4. In the Streaming Media Custom Pane section, type the URL and the frame height for streaming media panes that you want to enable for attendees and presenters.

  5. n the Audio Preferences section, type the default toll-free meeting number and the default toll meeting number for Live Meeting sessions. Include the country where each phone number is located.

  6. If you want to use recordings or Internet Audio Broadcasting in your Live Meeting environment, type the default dialing keys immediately before and after the participant code that are required to automatically dial your phone conferencing provider.
    Note: The participant code does not have to be entered into the fields.

  7. Click Additional Audio Information if you have to enter more information for the participants to join the conference call.

  8. If you use Outlook to send meeting invitations, under Invitation Preferences, click Allow Outlook Integration.

  9. In the Recording Preferences section, specify whether all participants or only administrators and organizers can view recordings.

  10. To require that new members provide an e-mail address and company name when viewing a recording, click to select the Require extended registration check box.

  11. Click Submit.

A. You can customize invitations to specify a standard message that will appear in all invitations sent in Live Meeting. You can customize the following types of invitations:

Invitation typeCustomization

Meeting invitation

A custom message that you specify will appear at the end of all meeting invitations in your organization. You can specify different messages for attendee invitations and for presenter invitations.

Recording invitation

Custom text that you specify will appear at the end of all recording invitations in your organization. Customizing meeting invitations do not affect an organizer's ability to add a different custom message to an invitation. In this scenario, both messages appear. You can preview the custom invitation templates to view the layout of the messages.

To customize meeting invitations

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

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

  3. In the Administer section of the left pane, click Meeting Invitations.

  4. On the Schedule Meeting E-mail Invitation Template page, in the Attendee Invitation section, type the message that you want to appear at the end of all meeting invitations that are sent by organizers to attendees. To preview the meeting invitation template with your message added, click Preview.

  5. In the Presenter Invitation section, type the message you want to appear at the end of all meeting invitations sent by organizers to presenters. To preview the meeting invitation template with your message added, click Preview.

  6. When you have finished editing the messages, click Submit.

To customize recording invitations

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

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

  3. In the Administer section of the left pane, click Recording Invitations.

  4. On the Recording E-mail Invitation Template page, type the message that you want to appear at the end of all recording invitations. To preview the recording invitation template with your message added, click Preview.

  5. When you have finished editing the messages, click Submit.

A. To create and manage memberships, you must be logged on to the Live Meeting conference center with a membership that is assigned the Administrator role.

To display the membership list

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

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

  3. On the Administer Memberships page, click All in the Show list, and then click Search. If you manage more than 1,000 memberships, Live Meeting displays only the first 1,000. You can search for specific members, whether they are displayed or not.

To display members by role

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

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

  3. On the Administer Memberships page, click the appropriate role in the Show list, and then click Search.

To search for a member

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

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

  3. On the Administer Memberships page, click the appropriate search criteria in the By list, type the value to search for, and then click Search.

To create a member

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

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

  3. On the Administer Memberships page, click Create New Member.

  4. In the Member Details section of the Create New Member page, type the user name, full e-mail address (such as someone@example.com), given name, and surname of the member that you want to create.

  5. Type the password for the member account in the Password box and in the Confirm Password box.

  6. In the Bill To box, type the administrative code that your organization will use to bill the member's use of the Live Meeting service.
    Note: This step is optional.

  7. In the Time Zone list, click the time zone where the member is located.

  8. To send a system-generated welcome e-mail message that contains the user name and password that the member will use to log on to Live Meeting, click to select the Send Welcome E-mail check box.

  9. In the Member Privileges section, click the Live Meeting role you want to assign to the member in the Roles list.

  10. To add the member to a group, click the group to which you want to add the member in the Available Groups list, and then click Add.

  11. Click Submit.

To modify a member

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

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

  3. On the Administer Memberships page, click All in the Show list, and then click Search. Alternatively, search for the membership that you want to modify.

  4. Click the membership that you want to modify.

  5. On the Edit Member page, modify the membership as needed, and then click Submit.

To delete a member and transfer the member’s recordings

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

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

  3. On the Administer Memberships page, click All in the Show list, and then click Search. Alternatively, search for the membership that you want to modify.

  4. Click to select the check box that corresponds to the member that you want to delete, and then click Transfer Recordings and Delete.
    Note: Transfer all the member’s recordings to yourself before you delete the member.

  5. Click OK to confirm that you want to delete the member.

To delete a member

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

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

  3. On the Administer Memberships page, click All in the Show list, and then click Search. Alternatively, search for the membership that you want to modify.

  4. Click to select the check box that corresponds to the member that you want to delete, and then click Delete.

  5. Click OK to confirm that you want to delete the member.

To assign a member to a group

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

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

  3. On the Administer Memberships page, click All in the Show list, and then click Search. Alternatively, search for the membership that you want to modify.

  4. Click the membership that you want to modify.

  5. On the Edit Member page, in the Member Groups section, click the group in the Available Groups list, and then click Add.

  6. Click Submit.

To remove a member from a group

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

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

  3. On the Administer Memberships page, click All in the Show list, and then click Search. Alternatively, search for the membership that you want to modify.

  4. Click the membership that you want to modify.

  5. On the Edit Member page, in the Member Groups section, click the group in the User belongs to list, and then click Remove.

  6. Click Submit.

To change a member’s role

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

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

  3. On the Administer Memberships page, click All in the Show list, and then click Search. Alternatively, search for the membership that you want to modify.

  4. Click the membership that you want to modify.

  5. On the Edit Member page, in the Member Privileges section, click the role that you want to assign to the member.

  6. Click Submit.

A. You can use groups to more easily invite members to meetings. For example, if you create a group called "Sales," which contains Live Meeting members who work in a sales department, an organizer can invite all members of the sales department by sending an invitation to the Sales group.
Note: Creating a group in Live Meeting does not affect similar groups that you create using other programs, such as an e-mail program.

To display the groups list

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

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

To create a group

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

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

  3. On the Administer Groups page, click Create New Group.

  4. In the Group Name box, type the name of the new group.

  5. In the Available members list, click the members that you want to add to the group, and then click Add. To add multiple members, press CTRL while you click each member.

  6. Click Submit.

To modify a group

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

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

  3. On the Administer Groups page, click the group that you want to modify.

  4. In the Group Name box, type the name that you want to call the group.

  5. In the Available members list, click the members that you want to add to the group, and then click Add. To add multiple members, press CTRL while you click each member.

  6. In the Group contains list, click the members that you want to remove from the group, and then click Remove. To remove multiple members, press CTRL while you click each member.

  7. Click Submit.

To delete a group

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

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

  3. On the Administer Groups page, click to select the Delete check box that is next to the group that you want to delete.

  4. Click Delete, and then click OK to confirm that you want to delete the group.

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

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

To customize links

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

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

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

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

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

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

    • To display the default support hyperlink, click Show Default.
    • To hide the support link, click Hide Link.
  7. In the Copyright, Privacy Banner in Live Meeting Manager section, click one of the following options:

    • To display the default support hyperlink, click Show Default.
    • To hide the support link, click Hide Link.
  8. In the Login section, click one of the following options:

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

To create branding

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

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

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

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

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

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

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

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

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

    • To omit the footer, click Don't put anything in the footer.
    • To add up to four links to the footer, click Links, and then type a title and URL for each link that you want to add.
    • To display an image in the footer, click Use an image in the footer, click Browse, and then follow the instructions on the screen.
  10. In the Step 6 area, to change the console image (which appears in the top left corner of the Live Meeting console during a meeting), click Browse to locate the image you would like to apply.

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

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

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

A. You can manage the storage of your conference center in several different ways.

To delete a meeting

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

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

  3. Click Delete Meetings.

  4. On the Delete Meetings page, search for the meetings that you want to delete. To do this, use one of the following methods:

    • Search within a date range. To do this, select the appropriate dates, and then click Search.
    • Search for a particular meeting. To do this, type the meeting name or meeting ID in the Containing box, and then click Search.
    • Search for a particular meeting size. To do this, type the size in the Size: Greater than box, click the appropriate measurement value, and then click Search.
  5. In the list of meetings that are returned in the search results, click to select the check box that corresponds to the meeting that you want to delete, and then click Delete.

To delete a recording

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

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

  3. Click Delete Recordings.

  4. On the Delete Recordings page, search for the recordings that you want to delete. To do this, use one of the following methods:

    • Search within a date range. To do this, select the appropriate dates, and then click Search.
    • Search for a particular recording. To do this, type the meeting name or meeting ID in the Containing box, and then click Search.
    • Search for recordings that have not been viewed for a particular period. To do this, type the time, select the measurement option. Then, click Search.
    • Search for a particular recording size. To do this, type the size in the Size: Greater than box, click the appropriate measurement value, and then click Search.
  5. In the list of recordings that are returned in the search results, click to select the check box that corresponds to the recording that you want to delete, and then click Delete.

To restore a meeting

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

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

  3. Click Restore Meetings.

  4. On the Restore Meetings page, search for the meetings that you want to restore. To do this, use one of the following methods:

    • Search within a date range. To do this, select the appropriate dates, and then click Search.
    • Search for a particular meeting. To do this, type the meeting name or meeting ID in the Containing box, and then click Search.
    • Search for a meeting that automatically expired. To do this, type the time, select a duration value, and then click Search.
  5. In the list of meetings that are returned in the search results, click to select the check box that corresponds to the meeting that you want to restore, and then click Restore.

To restore a recording

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

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

  3. Click Restore Recordings.

  4. On the Restore Recordings page, search for the recordings that you want to delete. To do this, use one of the following methods:

    • Search within a date range. To do this, select the appropriate dates, and then click Search.
    • Search for a particular recording. To do this, type the meeting name or meeting ID in the Containing box, and then click Search.
    • Search for a recording that automatically expired. To do this, type the time, select a duration value, and then click Search.
  5. In the list of recordings that are returned in the search results, click to select the check box that corresponds to the recording that you want to restore, and then click Restore.

A. A role is a set of authorizations to use resources in Live Meeting. By assigning members to roles, you control their access to Live Meeting resources according to that which members in each role need to do their work.

By editing a role, you affect the privileges of all members who are assigned that role. When you edit a role, you can either reflect those changes immediately for all members who are assigned that role, or you can make the changes apply only to members who will be assigned that role in the future.

Live Meeting Roles

RoleDescription

Administrator

Members who can make administrative changes to Live Meeting, including adding and deleting memberships.

Organizer

Members who organize Live Meeting sessions.

Member

Members who will not organize Live Meeting sessions, but who will be allowed to log on to Live Meeting and use other features. The member role is useful for users you invite to meetings by using an ACL (access control list).

To edit the Administrator role

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

  2. On the Account Administration Home page, click Roles and Policies.

  3. On the Administer Roles and Policies page, next to Administrator, click the Edit icon.

  4. To reset privileges for all Administrator members to the default Live Meeting settings, click Reset.

  5. To allow Administrator members to view the Live Meeting address book, click to select the Address Book check box.

  6. To allow Administrator members to schedule all types of Live Meeting sessions, under Meeting Organization, in the Meetings Types list, click Scheduled and Meet Now. To allow Administrator members to conduct Meet Now meetings but not to schedule meetings, click Meet Now Only.

  7. If you allow Administrator members to schedule Live Meeting sessions, click to select the check boxes that correspond to the following options to allow the options to be used in scheduled Live Meeting sessions:

    • Enable sharing of control while sharing program or desktop – If you enable this option, use the application sharing list to specify whether the member can share the desktop and a single application, or only share a single application.
    • Print to PDF – If you enable this option, use the Print to PDF list to specify whether all participants or only presenters can print slides and other documents associated with a meeting as Adobe Acrobat files (.pdf).
    • Custom Frame – If you enable this option, a custom pane is available for participants to use in meetings.
    • Shared Recordings – If you enable this option, use the list to specify whether the Administrator can manage existing recordings and create new recordings or only manage existing recordings.
  8. To apply the settings only to new Administrator members, click Use these settings only for new Administrators. To apply the settings to new and existing Administrator members, click Overwrite settings for All Existing Administrators, and then click OK to confirm the selection.

  9. Click Submit.

To edit the Organizer role

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

  2. On the Account Administration Home page, click Roles and Policies.

  3. On the Administer Roles and Policies page, next to Organizer, click the Edit icon.

  4. To reset privileges for all Organizer members to the default Live Meeting settings, click Reset.

  5. To allow Organizer members to view the Live Meeting address book, click to select the Address Book check box.

  6. To allow Organizer members to schedule all types of Live Meeting sessions, under Meeting Organization, in the Meetings Types list, click Scheduled and Meet Now. To allow Organizer members to conduct Meet Now meetings but not to schedule meetings, click Meet Now Only.

  7. If you allow Organizer members to schedule Live Meeting sessions, click to select the check boxes that correspond to the following options to allow the options to be used in scheduled Live Meeting sessions:

    • Print to PDF – If you enable this option, use the Print to PDF list to specify whether all participants or only presenters can print slides and other documents associated with a meeting as Adobe Acrobat files (.pdf).
    • Custom Frame – If you enable this option, a custom pane is available for participants to use in meetings.
    • Shared Recordings – If you enable this option, use the list to specify whether the Organizer can manage existing recordings and create new recordings or only manage existing recordings.
  8. To apply the settings only to new Administrator members, click Use these settings only for new Organizers. To apply the settings to new and existing Organizer members, click Overwrite settings for All Existing Organizers, and then click OK to confirm the selection.

  9. Click Submit.

To reset a role

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

  2. On the Account Administration Home page, click Roles and Policies.

  3. On the Administer Roles and Policies page, click the Edit icon next to the role that you want to reset.

  4. On the Edit Role page, click Reset.

  5. To reset the role for only new members, click Use these settings only for new <RoleName>s. To apply the settings to new and existing Organizer members, click Overwrite settings for All Existing <RoleName>s.

  6. Click Submit.



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