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Before a meeting

This topic contains frequently asked Live Meeting presenter questions.

Q. How do I install the Live Meeting client program?

A. You must install the Live Meeting client program before you can join a Live Meeting session. To install the Live Meeting client program, follow these steps:

  1. Follow the instructions that appear on a meeting invitation, and then click Join to continue to the meeting.
  2. On the page that appears, click Install and Join to start the Windows-based Live Meeting console.
  3. In the File Download dialog box that appears, click Run.
  4. If a Windows Internet Explorer “Information Bar” security warning appears, click the Information Bar to display the Options menu, click Download File, and then click Run.

When the installation is complete, Live Meeting starts the Live Meeting console and adds you to the meeting.

Q. How do I install the Live Meeting 2007 console?

A. To install the Live Meeting console, follow these steps:

  1. In a Live Meeting invitation, click the Presenter link.
  2. On the Microsoft Office Live Meeting 2007 client installation page that appears, click Install And Join to install the Microsoft Office Live Meeting console.
  3. In the Internet Explorer - Security Warning dialog box that appears, click Run.
  4. If an Internet Explorer security warning appears, click the warning message, click Download File, and then click Run.

When the installation is complete, Live Meeting displays the Microsoft Office Live Meeting console. You can now participate in the meeting by using the newly-installed console.

Q. How do I use the conference call controls?

A. A presenter can control the audio of other attendees. A presenter can use the following commands:

  • Mute All Except Me – This command mutes computer audio except for that of the presenter who clicked the option.
  • Un-mute All – This command lets all attendees use computer audio to speak during the presentation.
  • Lock Mute Attendees – This command mutes audio for all attendees for the duration of the event. The computer audio cannot be un-muted.
  • Request All Identify Phones – This command requires attendees to add telephone dial-in information to allow the Live Meeting console to identify which phone is associated to which attendee.

Note: These features are only available when the particular conference call provider is a partners of Live Meeting. The features may not be available for every conference call provider.

To manage audio for attendees

  1. Click Attendees.

  2. In the Attendees pane, click Voice.

  3. Click the appropriate option in the Voice pane.

Q. How do I join a meeting by using an e-mail invitation?

A. An e-mail invitation to a Live Meeting session contains all the information that you need to join the meeting and to connect to the audio part of the meeting. To join a meeting, follow these steps:

  1. In the e-mail invitation that you received, click Join the meeting. If you have not previously joined a Live Meeting, you will be prompted to install the Live Meeting console.
  2. Live Meeting sessions may be recorded. Therefore, you must accept the terms of the recording agreement before you may join the Live Meeting session.
  3. When the meeting client starts, a “You are now connecting to the meeting” message appears. When this message no longer appears, the Live Meeting client program is active and you are ready to start the Live Meeting session.

Q. How do I configure Live Meeting user preferences?

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

  • Live Meeting Manager
  • Live Meeting console

To configure user preferences in the Live Meeting Manager

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

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

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

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

To configure user preferences in the Live Meeting console

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

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

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

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

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

Q. How do I log in to Live Meeting as a presenter?

A. You can log in to a Live Meeting as either a presenter or as an attendee. The link that you receive in the email invitation for the meeting contains links for the presenter, the attendee, or both presenter and attendee. You can also join the meeting from the Meeting console in which the Meeting ID value and Entry code value determines your role in the meeting.

Log in to Live Meeting by using an e-mail invitation

  1. Click the Presenter link in the invitation e-mail message.

  2. On the Microsoft Live Meeting Login page, type your name in the Display Name box, and then click Continue.

Log in to Live Meeting by using the Live Meeting console

  1. Click Start, point to All Programs, point to Microsoft Office Live Meeting, and then click Live Meeting. The Microsoft Office Live Meeting console is displayed.

  2. Click Join a Meeting.

  3. Type the meeting ID and the meeting entry code in the appropriate boxes, verify the location, and then click Join.

  4. On the Microsoft Live Meeting Login page, type your name in the Display Name box, and then click Continue.

Q. How do I configure audio and video in Live Meeting?

A. During a scheduled meeting, voice and video can be configured to be heard and displayed on participant computers. Configure voice to use VoIP to let participants listen to the event by using computer audio. Set up video to allow presenters to display Webcam video during the event.

Audio Video Device Setup Wizard

  1. In the Live Meeting console, click Voice & Video to display the Voice & Video pane.

    Note: The first time that the console starts with the Computer audio conference option selected, the Audio Video Device Setup Wizard automatically runs.

  2. In the Voice & Video pane, click Options and then click Set Up Audio and Video.

  3. Click Yes to stop all audio and video if you are prompted to do this.

  4. In the Set Up Audio and Video dialog box, select the speakers or headset use with Live Meeting.

  5. Click to select the Click here if you are using headphones check box if you use headphones. Follow directions in the note if you hear an echo.

  6. Click Test, and adjust the speaker volume.

  7. Click Stop when you have adjusted the speaker volume.

  8. Select the microphone to use in the Microphone list.

  9. Speak into your microphone and adjust the microphone volume as appropriate.

  10. After you adjust the microphone volume, click Next.

  11. Select the webcam to use in the Select the webcam you want to use to place video calls list.

  12. Click Webcam Settings, to modify the Webcam display.

  13. When you have finished modifying the Webcam options, click OK.

  14. Click Finish to close the Set Up Audio and Video Wizard.

You can use the Voice & Video pane in Live Meeting to perform the following tasks:

  • Join Audio or Hang Up - This button is context sensitive. If you are currently using audio, Hang Up is displayed. The Hang Up command disconnects the user from audio. If you are not currently connected to audio, Join Audio is displayed. The Join Audio command connects you to audio.
  • Mute or Unmute Speakers - This context-sensitive command mutes or un-mutes the computer speakers.
  • Speaker Volume - This is a slider control to adjust speaker volume. Colored bars appear in the slider control to indicate that sound is received.
  • Mute or Unmute Microphone – This context-sensitive command mutes or un-mutes the computer microphone.
  • Microphone Volume – This is a slider control to adjust the microphone volume. Colored bars appear in the slider control to indicate the microphone volume.
  • Two-Way Video or No Video – Click the appropriate command to display Webcam video to other meeting participants or to stop displaying Webcam video to other participants.
  • Options
    • Connect Telephone and Computer Audio – Use this command to join computer audio with telephone conferencing for the meeting. Enter the dialing sequence into the Dialing Keys box, and then click Connect.
    • Set Up Audio and Video – This command starts the Set Up Audio and Video Wizard.
  • View Current Speaker
    • View Current Speaker – This command displays the current speaker in the Voice & Video pane.
    • Name of speakers displaying video - Use this command to view a particular speaker in the Voice & Video pane.
    • No Video – This command turns off video display in the Voice & Video pane.