• Article

During a meeting

This topic contains frequently asked Live Meeting presenter questions.

Q. How do I view attendees in Live Meeting?

A. Attendees can be arranged by using the following options:

  • Audio – Use this option to sort attendees by their current audio status.
  • Name – Use this option to sort attendees alphabetically by name. Names can be sorted by using the A on Top option or by using the Z on Top option.
  • Feedback – Use this option to sort attendees based on attendee feedback.
  • Role – Use this option to sort attendees based on their role in the meeting.
  • Attendees can be viewed by using the following formats:
    • List – In this format, attendees are listed and arranged according to the options that appear earlier in this section.
    • Seating Chart – This option displays users based on their feedback and in a seating chart arrangement. The Arrange By option is not available when uses are displayed by using the Seating Chart format.

To sort attendees

  1. Click Attendees.

  2. In the Attendees pane, click View.

  3. On the View menu, click Arrange By, and then click the appropriate format. Attendees are now displayed by using the arrangement that you selected.

Q. How do I work with panes in the Live Meeting console?

A. The Live Meeting console is made up of the following components:

  • The Presentation area. This area is located in the center of the meeting console.
  • Control “panes.” These appear in the upper area of the console.
  • Content management controls. These are full-screen controls and document zoom options that appear at the bottom of the console.

Each participant can show or hide console panes. As a pane is selected a list of menu options is available. The pane can be docked into the meeting console or can be detached from the top bar and displayed as a separate window. Each displayed, docked pane will reduce the amount of space available to show the current presentation.

To show or hide a pane

  1. Click a pane to select it.

  2. Click the pane a second time to turn the pane off again.

To dock a pane

  1. Select the pane to open it from the panes bar.

  2. Position the mouse pointer over the pane until the move pointer appears. Additionally, a “Drag to make this panel float” message appears.

  3. Drag the pane to the new location. As you drag the pane around the console, different areas are highlighted to display each location where the pane can be docked.

To minimize or restore a pane

  1. Click the Minimize button on the title bar of the pane.

  2. You can restore the pane by clicking the Minimize button a second time.

To close a pane

  1. Click the Close button on the title bar of the pane.

  2. You can display the pane again by opening the pane from the pane menu.

To move a docked pane

  1. Position the mouse pointer over the title bar of the pane, and then click and hold the left mouse button.

  2. Drag the pane completely outside the Live Meeting console. For example, drag the pane to another part of the display. This causes the pane to “float.”

  3. An undocked pane location does not persist. If an undocked pane is closed, the pane appears in the docked state when it is next opened.

  4. In addition to managing panes, you can increase the viewing area in a presentation by clicking the Full Screen icon that is located at the bottom left area of the meeting console.

Q. How do I add a Web page in Live Meeting?

A. During a Live Meeting, you can share a Web page with meeting attendees.

To add a Web page

  1. On the Content pane, click Share and then click Web Page.

  2. In the New Web Page dialog box, type the URL to the Web content. To skip verification of the URL click Bypass web page check.

  3. To finish adding the page, click Create Web Page.

Q. How do I remove a participant from a meeting?

A. Occasionally you may need to remove an attendee from a Live Meeting session. Only a presenter can remove attendees. To remove an attendee, follow these steps:

  1. Click Attendees.
  2. Right-click the attendee, and then click Remove from Meeting.

Q. How do I add a whiteboard to a meeting?

A. You can add a whiteboard to a Live Meeting session to act as a place to share notes or ideas. Additionally, you can add a text page to act as a virtual Whiteboard by using the Whiteboard text page feature.

To add a whiteboard

  1. On the Content pane, click Share.

  2. Click Whiteboard.

To add a text page

  1. On the Content pane, click Share.

  2. Click Text Page.

Q. How do I chat with Live Meeting participants?

A. During a Live Meeting session, you can chat with another participant by using the Attendees console.

To start a chat session

  1. Click Attendees.

  2. Right-click the user to chat with. A chat box appears on your computer and on the chat recipient’s computer. The recipient’s name appears in the title bar.

  3. Type a message in the text area at the bottom of the chat window, and then click Send. The chat session between you and the participant appears at the top of the chat box. This information is not displayed to other meeting participants.

To enable the chat feature

  1. Click Attendees.

  2. In the Attendees pane, click Permissions.

  3. Click to select the Interact check box if this check box is not already selected.

  4. Click to select the Chat check box, and then click Close.

Q. How do I let attendees use annotations in Live Meeting?

A. The Annotation feature must be enabled for attendees. To enable the Annotation feature, follow these steps:

  1. In the Live Meeting console, click Attendees.
  2. In the Attendees pane, click Permissions.
  3. Click to select the Annotate current content check box.
  4. Click Close.

Q. How do I download a handout in Live Meeting?

A. To enable attendees to download handouts, follow these steps:

  1. In the Meeting Console, click Attendees.
  2. In the Attendees pane, click Permissions.
  3. In the Handouts area, click Download only, and then click Close.

Q. How do I add a screen capture (screenshot) in Live Meeting?

A. During a Live Meeting a presenter may want to share a screen capture or "screenshot" of an area on the Desktop. You can use the Screen Snapshot feature in Live Meeting to add a still picture of an area of the Desktop. To do this, follow these steps:

  1. On the Content pane, click Share and then click Screen Snapshot.
  2. The Snapshot Frame dialog box appears. Drag and resize the Snapshot Frame dialog box to position it over the area that you would like to capture.
  3. Click the Snapshot icon in the title bar of the Snapshot Frame dialog box. The Snapshot Frame dialog box closes and the captured content is displayed.

Q. How do I display the seating chart in Live Meeting?

A. The Seating Chart pane provides a view of the number of meeting participants together with 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 that is surrounded by several participants.

To display the seating chart

  1. Click Attendees.

  2. Click View, and then click Seating Chart.

To let attendees view the seating chart

  1. Click Attendees, and then click Permissions.

  2. Click to select the Interact check box if this check box is not already selected.

  3. Click to select the View seating chart check box, and then click Close.

Q. How do I display multimedia content in Live Meeting?

A. After multimedia files are uploaded to Live Meeting, they appear in the Content pane of the Live Meeting console. You can then manage the files in Live Meeting.

To display multimedia content

  1. In the Live Meeting console, click Content.

  2. In the Content pane, click the multimedia content that you want to display. After the content has been loaded in the console, the media playback buttons become available.

  3. Click the Play button to start the multimedia content.

After the multimedia content has loaded on an attendee’s computer, the attendee can control multimedia playback on the local computer.

Note: A presenter can lock multimedia playback or control multimedia playback by locking the playback options.

Q. How do I view attendees in the lobby in Live Meeting?

A. A presenter can allow or deny attendees access to a meeting from the lobby. To do this, you must display the lobby so that you can view the attendees.

To display the lobby

  1. Click Meeting.

  2. In the Meeting pane, click Lobby.

  3. In the Meeting Lobby window, click the attendees to which you want to allow access to the meeting, and then click Grant Access.

  4. In the Meeting Lobby window, click the attendees to which you want to deny access, and then click Deny Access.

  5. Click Done.

The following additional options are available in the Meeting Lobby window:

  • Always notify me when new attendees enter the lobby – if this check box is selected, you receive a notification message when new attendees access the lobby.
  • Grant access automatically to all attendees in the lobby – if this check box is selected, attendees are automatically redirected to the Live Meeting session after accessing the lobby.

Q. How do I enable the Question and Answer pane in Live Meeting?

A. The Presenter must enable the Question and Answer pane to let attendees ask questions during a meeting. To enable the Question and Answer pane, follow these steps:

  1. Click Attendees.
  2. In the Attendees pane, click Permissions,
  3. Click to select the Ask Questions check box, and then click Close.

Q. How do I configure slides to rotate automatically in Live Meeting?

A. A presenter has the option to have the slides rotate automatically during a Live Meeting, using a set timing between slides.

To configure automatic slide rotation

  1. Click the content that you want to display.

  2. On the Content pane, click Content Slideshow.

  3. In the Content Slideshow window, click the appropriate number of seconds between each slide rotation, and then click Start.

To turn off slide rotation

  1. On the Content pane, click Content Slideshow.

  2. In the Content Slideshow window, click Stop.

Q. How do I invite attendees from the Live Meeting console?

A. You can invite attendees by using the Attendees pane or by using the Meeting pane in Live Meeting.

To invite an attendee by using the Attendees pane

  1. Click Attendees, and then click Invite.

  2. Click By E-mail.

  3. Add the appropriate attendee or attendees to the To field in the e-mail message, and then click Send.

To invite an attendee by using the Meeting pane

  1. Click Meeting, and then click Invite.

  2. Click By E-mail.

  3. Add the appropriate attendee or attendees to the To field in the e-mail message, and then click Send.

Q. How do I promote an attendee to presenter in Live Meeting?

A. Only a presenter can promote an attendee to the presenter role. To promote an attendee, follow these steps:

  1. Click Attendees.
  2. Right-click the appropriate attendee, and then click Promote to Presenter.

Q. How do I respond to a raised hand in Live Meeting?

A. During a Live Meeting session an attendee might use the Raise their Hand feature to ask a question.

To display the Question Manager

  1. Click Q&A, and then click Manage on the Questions and Answers pane. The Question Manager appears. All meeting participant questions appear in the Question Manager.

  2. To sort the list of questions, click the appropriate column heading.

To respond to a raised hand in Live Meeting

  1. In the Question Manager, click the raised hand to which you want to respond.

  2. Click one of the following options:

    • Chat – Use this option to chat with the particular attendee.
    • Give the Floor – Use this option to let the attendee type messages that will appear in the Questions and Answers pane of all participants.
    • Dismiss this question – Click this icon to remove the question from the Questions and Answers pane.
    • View the QA Log – Use this option to review the questions and answers log.
    • Clear the QA Log – Use this option to remove the entries from the questions and answers log.
    • Clear All of the Answer Windows – This command removes the entries from the Questions and Answers pane.

Q. How do I delete handouts in Live Meeting?

A. If you want to remove handouts from a meetings, you can delete them. To do this, follow these steps:

  1. On the Command Bar in the upper right of the console, click the Handouts icon.
  2. Click the file that you want to remove, and then click Delete.
  3. Click Yes to confirm the removal of the handout.

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

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

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

To locate the Meeting Lobby URL

  1. Log on to Live Meeting Manager, and then click Meetings under Manage.

  2. Click the title of the particular meeting. The Meeting Details page opens.

  3. If the Meeting Lobby is enabled for the meeting, the URL is displayed on the Meet Now Details page or on the Meeting Details page. You can share this URL with the appropriate participants.

To enable the Meeting Lobby for Meet Now meetings

  1. Log on to Live Meeting Manager, and then click Meet Now Details.

  2. On the Meet Now Details page, click Meet Now Options.

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

  4. To create a greeting message for people who are waiting in the Meeting Lobby, type the message in the Lobby greeting box.

  5. To be notified by an e-mail message when the first person arrives in the Meeting Lobby, and thirty minutes after for other meeting attendees, click to select the Enable e-mail notification from lobby attendees check box.

  6. Click OK.

To grant access to attendees who are waiting in the Meeting Lobby

  1. In the Live Meeting console Meeting panel, click Lobby. The Meeting Lobby window opens.

  2. Click the attendees to whom you want to grant access or click Select All.

  3. Click Grant Access, and then click Done.

To receive a notification message and to automatically grant access when someone enters the Meeting Lobby

  1. In the Live Meeting console Meeting panel, click Lobby. The Meeting Lobby window opens.

  2. To be automatically notified when the first person arrives in the Meeting Lobby, and thirty minutes after for other attendees, click to select the Always notify me when new attendees enter the lobby check box.

  3. To automatically grant access to users who arrive in the Meeting Lobby, click to select the Grant access automatically to all attendees in the lobby check box.

  4. Click Done.

To lock a meeting

  1. In the Live Meeting console Meeting panel, click Lock.

  2. All new meeting participants are directed to the Meeting Lobby.

Q. How do I use application sharing in Live Meeting?

A. There are multiple methods of sharing. You can share information by using one of the following methods:

  • Add File to Meeting – This command adds a particular file to the meeting. The file can be viewed or edited.
  • Share an Open Program – This command shares a particular application that is currently open.
  • Share the Desktop – This command shares the whole Desktop together with all open applications.

To add a file to a meeting

  1. Click Content, and then click Share.

  2. Click Add File to Meeting, and then click one of the following options:

    • View – Click this option to display a copy of the file. Other participants cannot edit the file.
    • Edit – Click this option to display an editable copy of the file. Other participants can edit the file.

  3. In the Choose a Document to Share window, click a document, and then click Open.

  4. In the Import to Live Meeting window, click Continue.

  5. After the document has been uploaded, click Content, and then click the document.

To share an open program

  1. Click Content, and then click Share.

  2. Point to Share a Program, and then click the running program that you want to share. Your Live Meeting console enters Sharing mode and the shared program is visible to other meeting participants.

  3. To end sharing, click the End Sharing and Return to Meeting Console icon in the Sharing Command bar. This icon appears as a blue arrow.

To share the Desktop

  1. On the Content pane, click Share.

  2. Point to Share Your Desktop, and then click one of the following options:

    1. All – Click this option to share all activity on the Desktop.
    2. Selected Area – Click this option to share a part of the Desktop. This option shares that Desktop activities that appear in the Sharing Frame dialog box. You can move or resize the Sharing Frame dialog box to share a particular area of the Desktop.

Q. How do I add a Poll page in Live Meeting?

A. You can use a Poll page to obtain responses from attendees in a Live Meeting session. You can choose the question and the types of responses that are provided based on colors or responses, and allow for up to seven possible response types. To add a Poll page, follow these steps:

  1. On the Content pane, click Share, and then click Poll Page.
  2. Type the following information, as appropriate for your requirements:
    • Question – Type the polling question that you want to ask meeting participants.
    • Choices – Type the polling responses next to the colors that a participant may choose for each response.
  3. Click OK.

Q. How do I assign attendees to breakout rooms in Live Meeting?

A. Breakout rooms are used to break up a training session into smaller teams. During the course of the session, the instructor may want to split the attendees into smaller groups. These groups are assigned to breakout rooms where they can interact and work with each other. These rooms are deleted by the instructor when it is time to bring back the attendees to the main room.

You must use the Live Meeting 2007 rich client (Windows Console) to configure, start, manage and end breakout rooms. You cannot configure breakout rooms from the Live Meeting 2007 reach client (Web Console). Attendees may use either the rich client or the Web console.

To assign attendees to breakout rooms, follow these steps:

  1. Log on to the meeting as a presenter, and then click Attendees.
  2. Click Rooms. The Breakout Room setup dialog box appears. Configure the appropriate settings for the room, and then click OK. Settings include the number of rooms, the number of participants in each room, and room assignment options.
  3. Click Attendees, right-click the attendees that you want to move to the breakout room, click Move to, and then click the appropriate breakout room.

Q. How do I prevent attendees from joining a meeting?

A. The presenter can lock a meeting to prevent additional attendees from accessing the meeting. To do this, follow these steps:

  1. Click Meeting.
  2. In the Meeting pane, click Lock.

After the meeting is locked, attendees who are not already in the meeting are redirected to the Meeting Lobby to wait to be granted access by a presenter.

Note: The lock feature only prevents attendees from attending a meeting. The lock feature does not prevent presenters from joining a meeting.

Q. How do I locate an attendee in the Attendee list?

A. To locate an attendee, follow these steps:

  1. Click Attendees.
  2. In the Attendees pane, click Find.
  3. Type the name of the attendee to locate. As you type letters, the list of attendees narrows until only the specific match is displayed.

Q. How do I exit a meeting?

A. When a meeting or a presentation has ended, the presenter can perform the following actions:

  • Exit – This command logs the presenter out of the meeting.
  • Exit and End Meeting – This command logs the presenter out of the meeting and exits the meeting space. In this scenario, all attendees and presenters are logged out of the meeting.

To exit a Live Meeting session

  1. In the Live Meeting console, click the down arrow next to the Live Meeting icon in the upper left corner.

  2. Click Exit or click Exit and End Meeting.

Q. How do I let attendees share notes in Live Meeting?

A. You can use the Shared Notes feature to allow notes to be created and made available to all attendees during a Live Meeting session.

Note: If shared notes are available, all participants are able to use the Share Notes pane at the same time. For a large event, this could distract from the main presentation.

To enable shared notes

  1. Click Attendees, and then click Permissions.

  2. Under Shared Notes, click the appropriate option, and then click Close.

To display shared notes

  1. On the Command Bar in the upper right of the console, click the Shared Notes icon.

  2. In the Shared Notes pane, type the note that you want to share. Basic formatting is available in the Shared Notes pane. Also, you can save the note to a local file before the meeting has ended.

Q. How do I upload handouts in Live Meeting?

A. You can use the Handouts feature to distribute information to attendees in a downloadable format. To upload handouts, follow these steps:

  1. On the Command Bar in the upper-right area of the console, click the Handouts icon.
  2. In the Handouts pane, click Upload.
  3. Click the file that you want to upload, and then click Open. The Live Meeting service notifies you if you do not have permission to upload the file.

After the file upload operation is complete, the file will be available in the Handouts pane.