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Scheduling a meeting

This topic contains frequently asked Live Meeting organizer questions.

Q. How do I schedule a meeting in Live Meeting?

A. You can use Live Meeting to schedule meetings and invite participants, in the same manner as you would for a meeting in a physical conference room.

When you schedule meetings by using Live Meeting Manager, you can either send e-mail invitations by using the Live Meeting service or by using an e-mail program.

To send an invitation by using the Live Meeting service

  1. Log on to Live Meeting Manager by using your Live Meeting user login and password.

  2. On the My Home page, in the Meet area, click Schedule Meeting.

  3. In the Attendees and Presenters box, type each user’s full e-mail address (for example, someone@example.com). Or, click Attendees to select the attendees you want to invite from the Live Meeting address book. Then, click Presenters to select the presenters you want to invite.

  4. Type the meeting title in the Subject box.

  5. Select the start and end dates and times.

  6. Click Time Zone to set the time zone.

  7. In the Occurrence box, click One Time (occurs once only) , Recurring (occurs on a regular schedule with a specified end date) , or Ongoing (no end date enforced) .

  8. In the Audio box, click Live Meeting without audio (No audio is used in the meeting) , Telephone conferencing service (a conference call will be used with the meeting) , Computer audio conferencing (Internet Audio Broadcasting is enabled), or Telephone and computer audio conferencing (participants use Internet Audio Broadcasting or join the conference call) .

  9. To override the default scheduled meeting options for this meeting only, click Meeting Options, and then make the appropriate changes.

  10. In the Message text box, type the custom message that you want to appear in the invitation.

  11. Click Send Invitations using Live Meeting to send the invitations by using the Live Meeting service.

  12. Click Send Invitations to send the invitations to the invitees.

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 that have been invited. The invitation contains your personal message if you provided one, the standard Live Meeting greeting text set by your Live Meeting account administrator, and the meeting details that each participant will need in order to join the meeting. Invitees also receive a calendar item that they can add to their calendars.

To send an invitation by using an e-mail program

  1. Log on to Live Meeting Manager by using your Live Meeting user login and password.

  2. On the My Home page, in the Meet area, click Schedule Meeting.

  3. In the Attendees and Presenters box, type each user’s full e-mail address (for example, someone@example.com). Or, click Attendees to select the attendees you want to invite from the Live Meeting address book. Then, click Presenters to select the presenters you want to invite

  4. Type the meeting title in the Subject box.

  5. Select the start and end dates and times.

  6. Click Time Zone to set the time zone.

  7. In the Occurrence box, click One Time (occurs once only) , Recurring (occurs on a regular schedule with a specified end date) , or Ongoing (no end date enforced) .

  8. To override the default scheduled meeting options for this meeting only, click Meeting Options, and then make the appropriate changes.

  9. In the Message text box, type the custom message that you want to appear in the invitation.

  10. Click Send Invitations using your E-mail to send the invitations by using an e-mail program.

  11. On the Send Invitations page, perform one of the following actions:

    • If you use Outlook, click Invite Attendees to open the e-mail invitation to attendees in Outlook, and then click Send. Click Invite Presenters to open the e-mail invitation to presenters in Outlook, and then click Send. After you send the e-mail messages to all participants, return to the Send Invitations page in Live Meeting Manager, and then click Done.
    • If you use an e-mail program other than Outlook, create a new e-mail message. Paste the text from the To and Message boxes under Invite Attendees into the corresponding boxes in the e-mail message, and then send the e-mail message.

Allow several minutes for the meeting invitations to arrive in the inbox of each invitee.

Q. How do I use the Meet Now feature in Live Meeting?

A. The Meet Now feature is a helpful alternative to typical scheduled Live Meeting sessions. By using the Meet Now command, you can create a virtual office to which you can immediately invite meeting participants. This may be helpful to enable you to present information, to collaborate on documents, or to share an application from a computer.

Before you use the Meet Now feature, make sure that your Live Meeting account and your Meet Now options are configured.

To start a Meet Now meeting

  1. Start a Web browser program, and then type the URL of the Live Meeting conference center. If you do not know the URL of the conference center, contact your Live Meeting account administrator.

  2. On the Login to Live Meeting Manager page, type your user name and password in the appropriate boxes.

  3. Click Login.

  4. On the My Home page under Meet, click Meet Now. This action starts the Live Meeting console and joins you to the meeting as a presenter.

  5. After the meeting console is displayed, you can invite participants to the meeting. To do this, click Attendees, click Invite, and then click By E-mail. This action opens an attendee e-mail invitation by using your e-mail client program.

  6. Add all the attendees in the To: line of the e-mail invitation by manually typing the appropriate e-mail addresses or by using the address book.

  7. In the message body, modify or type any additional information that you want to send about the meeting.

  8. Send the invitation.

Note: The invitation is sent by using the e-mail client program. It is not sent through a Live Meeting e-mail server.

Q. How do I customize an invitation in Live Meeting?

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 type Customization

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.

Q. How do I create an event in Live Meeting?

A. You can use the Live Meeting Events feature to organize and conduct a large scale marketing or training session. To create an event, follow these steps:

  1. Log in to Live Meeting Manager by using organizer or administrator credentials.
  2. On the My Home page, click Events in the Manage section.
  3. On the Events page, click New Event.

To enter event basics

  1. Type an event title. The title is limited to 128 characters.

  2. Type an event description. The description text is limited to 1,024 characters.

  3. In the Event Has section, click Live Meetings or click Recorded Sessions as appropriate.

  4. In the Registration Approval Is section, click Manual if you want to manage registrant approval or click Automatic if you want the system to automatically approve all registrants.

  5. Click The Event is Public if you want to post the event on the Public Events page of your Live Meeting Conference Center.

To enter event details

  1. Create the event registration form.

  2. Select the e-mail Notifications that will be sent for the event.

  3. Select the entry questions that will be used when joining each Live Meeting or recorded session.

  4. Configure event branding.

  5. Insert an existing event survey into the event or create a new event survey.

To schedule event meetings

  1. Click New Meeting to schedule an event meeting. The new meeting will use the default meeting options.

  2. Click Click Here under Meeting Details to modify the meeting after you schedule it.

To select meeting elements

  1. Click Event Presenters to add presenters to the event.

  2. Attach event materials or handouts in the Meeting Handouts section.

  3. Create a new event test or insert an existing test in the Tests section.

To save or preview an event

  • Click Save to save the event without publishing the event.

  • Click Save and Preview to preview and save the event.

  • Click Publish to save and publish the event. This allows registrants to view and register for the event.

  • Click Cancel to cancel event changes and to return to the previous page.

Q. How do I create a Live Meeting event registration form?

A. The Live Meeting Event Registration form collects personal information from event registrants. The event creator (organizer or administrator) can select the type and amount of information gathered, on the Update Registration Form page.

To create an event registration form, follow these steps:

  1. In the Event Details section of the event, click the Registration Form link. The following three items cannot be removed from the Update Registration Form page:
    • First name
    • Last name
    • E-mail address
  2. All items that are listed under Personal Information Form are displayed on the event registration form. To remove items, click the select the check box that corresponds to the item that you want to remove, and then click Remove.
  3. To add a removed item to the form, click the appropriate item in the Add More list, and then click Assign.
  4. If you want an item to be required for registration, click to select the check box under Required. Registrants cannot continue with registration until they complete all fields that are required.
  5. To modify the order in which each item is displayed to registrants, click the list under Order, and then click the appropriate number to specify the field order. For example, to make the E-mail address item appear first in the registration form, click 1 in the Order list.
  6. Use the Alternate Label field to replace the default name of the selected field. For example, you can change the Title field to Profession, by adding Profession to the Alternate Label field.
  7. When you are finished modifying the form, click Set as Default. The settings are saved for future scheduled events.
  8. Add registration questions to the registration form.
  9. When you are finished modifying the form, click Done.

Q. How do I create registration questions in Live Meeting?

A. Registration questions are displayed on the Event Registration form. They can be required or optional for registrants to complete.

To create a new question

  1. On the Update Registration Form page, click New Question under Registration Questions.

  2. Click the question type that you want to create.

  3. If you want the question to be required, click to select the This is a required question check box.

  4. In the Question box, type the question text that you want to use.

  5. Depending on the type of question that you created, you can create multiple answers. To do this, click Add, and then enter an answer in each text box.

  6. Click to select the Include an Other option check box if you want to allow registrants the option of an alternative answer.

  7. Click Save to save the question.

To add an existing question

  1. On the Update Registration Form page, click Insert Existing under Registration Questions.

  2. On the Question Library page click to select the check box for each question that you want to add, and then click Assign. Questions that are already assigned to the registration form display an icon next to the question name.

  3. To locate a particular question, click Find, type the name of the question, and then click the Find button.

  4. When you are finished assigning questions, click Done.

To remove a question

  1. On the Update Registration Form page, click to select the check box that corresponds to the appropriate question under Registration Questions.

  2. Click Remove.

  3. Click Done.