NETSPOKE CONFERENCING User Guide

NETSPOKE CONFERENCING
User Guide
Updated version September 2007
2007 Premiere Global Services, Inc. All Rights Reserved
CONTENT
WHAT IS NETSPOKE?.................................................................................................................................................................... 4
GETTING STARTED ....................................................................................................................................................................... 5
ACCESSING NETSPOKE (VIA CONFERENCING HUB)................................................................................................................... 5
CREATING MY NETSPOKE MEETING...................................................................................................................................... 6
MEET NOW.................................................................................................................................................................................... 6
SCHEDULING MEETINGS........................................................................................................................................................... 7
1.
Required Information ........................................................................................................................................................ 7
2.
Selecting your audio account ............................................................................................................................................ 8
3.
Inviting Participants and additional Presenters ............................................................................................................... 9
START YOUR MEETING.............................................................................................................................................................. 10
JOINING A MEETING AS AN ATTENDEE ............................................................................................................................... 10
JOINING A MEETING AS A PRESENTER ................................................................................................................................ 10
NETSPOKE LIVE CONFERENCE CONSOLE .......................................................................................................................... 12
NETSPOKE LIVE CONFERENCE FEATURES ........................................................................................................................ 13
SHARING AN APPLICATION.................................................................................................................................................... 13
SHARING A PRESENTATION (VIA CONTENT LIBRARY)........................................................................................................... 14
SHOWING A WHITEBOARD ..................................................................................................................................................... 15
QUESTION & ANSWER.............................................................................................................................................................. 16
POLLING...................................................................................................................................................................................... 17
SHOWING MY WEBCAM .......................................................................................................................................................... 19
RECORDING MY MEETING...................................................................................................................................................... 20
SUPPORT ......................................................................................................................................................................................... 22
LIVE HELP ................................................................................................................................................................................... 22
TECHNICAL SUPPORT AND FURTHER INFORMATION.................................................................................................... 24
SYSTEM REQUIRMENTS .......................................................................................................................................................... 24
WHAT IS NETSPOKE?
Netspoke allows moderators to schedule and run full-featured, integrated Web and audio conferences, or
audio-only and web-only conferences.
Web and audio, and web-only conferences are run through the Live Conference interface, with all
participants dialing in from phones to access the audio portion of the conference. Audio-only conferences
are run only through the phone, though the moderator of the conference has access to the Audio
Conference Moderator, which is a different web-based interface that allows the conference moderator to
work with the audio conference.
Netspoke is used together with Premiere’s GlobalMeeting automated audio conferencing service to provide
a conferencing solution which is ideal for a wide range of meetings such as:
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Training Presentations
Product Demonstrations
Brainstorming Sessions
Collaborative Document Editing
Project Meetings
Analyst, Media and Staff Briefings
GETTING STARTED
To start using Netspoke you will need the following:
¾ Your Client ID and Web-Password which are including in the confirmation email. If you do not know your
access information, contact Customer Service at +353 (0) 23 32493 or +44 (0)20 7784 1000
¾ The minimum system requirements on your PC to run a Netspoke meeting.
ACCESSING NETSPOKE (via Conferencing Hub)
In order to access Netspoke you will need to access your Company’s Conferencing Hub.
1. Go to: yourcompanyname.eupgi.com.
2. Enter your Client ID (or email address) and your Password on the left hand corner of the screen
(Subscriber Login).
3. Click on Sign In. This will take you to your Company’s Conferencing Hub.
CREATING MY NETSPOKE MEETING
You have 2 ways to schedule a Netspoke meeting:
Meet Now: to allow creating an instant meeting.
Schedule: to allow booking in advance a meeting.
MEET NOW
Clicking on Meet Now will give you the ability to start an instant meeting using your existing audio account
with Netspoke.
1-
Select the Use My Audio option.
2-
Select the Use My Web option
3-
If the conference is to be public (visible from the public view of your Conferencing Hub), select the
Public Conference checkbox. If the conference is to remain private, leave this checkbox unselected.
The Web Security Code field contains the code that will need to be entered for the private
conference. If you would like to change this passcode, you may enter a new one in the field.
4-
Click the Start button. Your browser is briefly tested for compatibility. The Join Live Conference page
appears in the browser window.
5-
You are now using Netspoke along with your own audio account!!
SCHEDULING MEETINGS
In addition to creating Meet Now conferences, you can schedule conferences in advance. Scheduling a
conference can be done from three different locations within the Conferencing Hub after you have signed
in:
¾ From the Conferencing Hub Home page, using the Schedule button in the left menu.
¾ From the Conferences page, using the Schedule a Conference button near the top of the page.
¾ From the Conferences menu on the navigation bar, by selecting the Schedule a Conference option
The following steps will help in successfully scheduling your meetings:
1. Required Information
In order to schedule a meeting you will need to fill the following required fields:
¾ Conference Title
¾ Date
¾ Start Time
¾ Duration
¾ Public Conference
¾ Web Security Code (only if you do not want your meeting to be public).
2. Selecting your audio account
The Audio Conference Account and Web Product section of the Schedule a Conference page is
located beneath the Conference Information section.
The Audio Conference Account field shows the audio conference account that will be used to provide
audio for the conference. The Dial-in Details, Moderator Passcode, and Participant Passcode fields all
belong to that audio conference account, and are used to access the audio conference.
The Web Product field lists the Premiere Web product that will be used to run the web portion of the
conference. Currently, the options are Netspoke and None. If this field shows "None", then an audio-only
conference will be scheduled.
If you have multiple audio conference accounts and you would like to use a different one, click the Change
Audio/Web Options link.
3. Inviting Participants and additional Presenters
Under the Advanced Options section, you will be able to invite participants and additional presenters to
your meeting.
Enter the email addresses of individuals you would like to invite to the conference (addresses should be
separated with a comma or semi-colon).
You can add a text message that will appear within the conference invitation thanks to the Email Message
field.
The email invitations can be previewed by clicking the Preview button next to the Send Email Invitations to
Attendees field.
When you are done scheduling, just can click the Save button at the bottom of the Schedule a Conference
page. If you have selected Send Email Invitation to Attendees, these invitations will begin to be sent at
this point.
START YOUR MEETING
JOINING A MEETING AS AN ATTENDEE
You can attend a meeting by clicking on the link provided to you on the invitation.
You will be then asked to enter your details and a web security code if the meeting is not public.
If the meeting is a Public meeting, attendees can alternatively access it from the Conferencing Hub directly.
JOINING A MEETING AS A PRESENTER
If you are the presenter of a scheduled conference, you can join the live conference as a presenter by
clicking the link in the presenter invitation email sent to you by the moderator who scheduled the
conference.
You can start your meeting form the Conferencing Hub Home Page. Locate your meeting and click on
Present.
For scheduled conferences, you can join as a presenter up to 30 days in advance. This provides you the
opportunity to ensure your conference is set up properly. Conference attendees can only join up to 15
minutes prior to the conference start time.
Once you have clicked the appropriate link or button, a browser window opens with the Attend a
Conference page displayed (see below).
If you are a first-time Netspoke presenter, it is highly recommended that you take the Presenter System Test
to help ensure that your system is set up properly to run a Netspoke conference. If the test fails, you will be
provided with instructions for fixing the problem, or with contact information for customer support that can
help you set up your system to run correctly.
Because the presenter system requirements test can take a few minutes to run, you should ensure that you
have ample time to take the test prior to your conference's start time.
NETSPOKE LIVE CONFERENCE CONSOLE
Presenter Console
From this console, the Presenter can manage the full range of user friendly features that Netspoke
offers.
The presenter can give one or several of his participants the presenter rights at any stage during a
meeting. This will allow designated attendees to also take advantage of the moderator only features.
Participant Console
Participants will be able to view any content shared by the Presenter as well as engaging in constructive
communication thanks to the Chat section or the Q&A session.
NETSPOKE LIVE CONFERENCE FEATURES
SHARING AN APPLICATION
The AppShare feature allows you to demonstrate and share software applications or your entire desktop
from your computer during a live conference. To access AppShare, click the AppShare button on the live
conference toolbar.
Please note that if you have not used AppShare before, you will receive a pop-up window asking you to
install the AppShare applet. This is a one-time installation; you will not have to install any more files. Click
the Yes or Always button to install the AppShare applet. Clicking the Always button will install any updates
automatically in the future without displaying the pop-up window.
The AppShare screen opens within the live conference window. Once you access the AppShare screen,
your audience will see a message “Please wait for presenter to share an application” until you share an
application.
You can share any one of applications, including web sites, that are listed in the "Click To Share" section of
) will
the screen, or choose to share your entire desktop. Once shared, a "Now Sharing" icon (
appear in the upper right-hand corner of the shared application, letting you know which application you are
currently sharing and what your attendees are seeing.
To share your entire desktop, including background, taskbar, and desktop items, select Entire Desktop from
the list of available applications. Attendees also have a Full Screen button that opens a new window without
the toolbar to make viewing of your shared application easier for them.
AppShare Annotation
You have the ability to annotate any application you are sharing, including your entire desktop. This is
similar to the Whiteboard and annotatable presentations.
By selecting the Annotate button above the application list on the AppShare screen, you can draw free-hand
with a pencil drawing tool or type text onto any window that you are sharing.
Granting AppShare Control to Others
You can allow conference participants to control your application from your AppShare session by selecting
a participant from the list of participants shown and click on Grant Control (above the participant list).
To remove control from the participant, navigate back to the AppShare window, select the participant's
name from the list, and click the Revoke button (
)
To can end an AppShare session, just click on the Stop Sharing button (
)
SHARING A PRESENTATION (via Content Library)
The Content Library provides access to any presentations or files that you have uploaded to your
Conferencing Hub prior to joining a meeting. To access this feature, click the Content Library button on
the live conference toolbar.
In order to share a presentation, click on Presentations and select the relevant presentation from your
Content Library.
The presentation will then take few seconds to appear on your console (
).
Once you have launched a presentation, you can move to another presentation by selecting the new
presentation from the Content Library drop-down list that is attached to the live conference toolbar. This
drop-down list is only available when you are in presentation mode.
To change slide, just click on the arrows on the top left of your presentation or use the drop down menu to
jump from one slide to another.
A good way to draw the attention of your audience or to emphasize on some important information is to
use the Annotation toolbar. Should you want your attendees to annotate as well, make sure the Enable
Attendee Annotation is ticked.
SHOWING A WHITEBOARD
A whiteboard is like a blank slide that you can draw or write on using the provided annotation tools. To
access the whiteboard, click the Whiteboard button on the live conference toolbar. The whiteboard is
created separate from any of your slides sets and can be useful for brainstorming, sketching ideas, meeting
summaries or even flowcharting.
With the Enable Attendee Annotation option, you can give your attendees the ability to annotate on your
whiteboard or remove that ability during the whiteboard session.
The drawing and annotation tools used with the whiteboard are the same as those used with annotatable
slides.
QUESTION & ANSWER
Q&A (Question and Answer) allows the attendees to ask questions of the presenters during the
conference. The Q&A button appears in the live conference toolbar for both attendees and presenters.
To ask questions, attendees click the Q&A button, enter their question in the window that appears, and click
Submit. When an attendee submits a question, the Q&A button on the presenter's toolbar flashes red.
A presenter can let the questions queue up and answer them at a later stage or click the Q&A button
to answer them immediately.
When presenters click the Q&A button, a new window opens, showing all of the new questions and the
name of the person who asked them, as well as previously answered questions. Select a question to
answer by clicking it.
The chosen question will appear in the Question Text section of the window and you will be able to provide
a response in the "Enter Answer" section. Click the Submit to All button to send the question and your
answer to everyone in the conference or click the Submit to Individual button to send the answer only to the
person who asked the question.
If you send the answer to the individual, you can still make it available to all attendees later by highlighting
the answer and selecting the Add to Public List checkbox. If you use this method to share answers with all
attendees, it prevents the pop-up window from opening on all attendees' screens. Instead, they will still be
able to view this and other attendees' questions and answers by clicking the Q&A button and then the Public
Questions tab.
All of the conference's questions and answers will be stored in the conference transcript at the end of a
conference.
Re-answering Questions
You can re-answer a question to expand upon or correct a previous answer, even if another presenter
answered the question the first time. To do so, select the question in the Answered Questions area on the
top right portion of the Q&A window. You will see all previous answers in the "Current Answers" field. Enter
your new answer in the Enter Answer area and click one of the Submit buttons.
Skipping Questions
You can remove a question from the New Questions queue without answering it, by highlighting it and
clicking the Skip button. The question will be moved to the My Skipped Questions area which you can
reach by clicking that tab. You can answer these skipped questions at a later time by highlighting the
question, entering an answer in the "Enter Answer" field, and clicking one of the Submit buttons.
POLLING
Polling questions allow you to get instant feedback from your participants during a conference. You can
either use the Polling questions you have created prior to the conference, or you can create questions
while the conference is running.
To begin a polling session, click the Polling button on the live conference toolbar.
Asking a Previously Created Poll Question
If you have already created a polling question in the Content Library area of the Conferencing Hub and
added it to your conference, you can ask that polling question by selecting it in the Available Polls area,
and then clicking the Ask Selected button to ask the question. A pop-up window appears on the
attendees' screens containing your question and, if applicable, the answer choices.
In the lower right-hand portion of the window you will see the results of the polling question as they are
returned. You can change how you view the results by clicking one of the options in the Results area.
You can share the polling results with conference participants by clicking the Show Results button at the
bottom of the window.
Creating a Polling Question During a Live Conference
To create a polling question during a live conference, click the Create New button within the polling
window.
A new page opens where you choose the question's type and, if multiple choice is selected, create the
possible answers.
If you are creating a Yes/No, True/False, or Free Response type question, enter the question into the
Enter Question Text area and click the Submit button.
If you are entering a multiple choice type question, first enter your question in the Enter Question Text
area.
To create the possible answer choices for this question, type each option in the Enter Question Choices
area, and click the Add button after each choice. The answers are added to the List of Choices. When you
have entered all of the answers, click the Submit button.
You will be taken back to the main Polling Question page. You will see your new question in the Available
Polls list.
To ask the polling question of your conference participants, select the question and click the Ask Selected
button. Your new question will also be added to the Content Library area of your Conferencing Hub.
SHOWING MY WEBCAM
The Video feature allows you to stream live video to your attendees. You must have a Web camera
installed and attached to your computer.
To access the Video window, click the Video button on the live conference toolbar.
When you click the Video button, a new Video window opens containing a live video feed. There is also a
video-in-video display that allows presenters to see what attendees are seeing. There are three video
controls available: Share Live, Share Snapshot and Stop.
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The Share Live button sends out the live video from your camera to the attendees.
¾
The Share Snapshot button allows the presenter to take a static image of video and broadcast it
out to the attendees.
¾
The Stop button ends the video session.
Please note that this feature is only available to the organizer as well as co-presenters.
RECORDING MY MEETING
In order to record your meeting you will need to click on the Record button.
A pop-up window will appear giving you the opportunity to record both web and audio conferences at once.
However, you are also given the opportunity to record either the audio or the web only.
Just click on the Record button to start recording. The Following pop up window will then appear:
Minimise this window and run your call normally. Should you want to pause your recording at any stage,
just press the Pause button.
When you want to resume your recording, click on the Resume button.
At any stage you can stop your recording thanks to the Stop icon.
You will be asked to confirm if you really want the recording to be stopped. Press YES should you want to
end it or NO should you want to continue.
Recordings are accessible from the Conferences tab under the Find a Recording section.
SUPPORT
LIVE HELP
If you need assistance during your conference, the Live Help feature offers you a way to contact a support
representative quickly.
To access the feature click the Live Help button located near the top right of the live conference toolbar.
The Live Help pop-up window opens.
The Live Help window provides access the Live Chat feature, where you can chat with a live operator, and
instructions for dialing out to speak with a live operator on the phone.
Click the Live Chat button to launch a chat session with a live operator. Only the person who clicks Live
Help will be able to see and participate in the chat session. When you launch the Live Help feature, you
will be asked to provide some contact information so that the live help representative can better research
your requests.
Once you have provided your contact information, the Live Help chat window opens. A representative will
join the chat session shortly.
To send a message to the representative, enter it in the textbox provided and click the Send button. When
you are done, click the End Session button and then close the Live Help chat window.
TECHNICAL SUPPORT AND FURTHER INFORMATION
If you experience difficulties during your Netspoke meeting while using ReadyConference, press *0 on your
touch tone phone, and ask your operator for Netspoke Technical Support. If you are not connected to the
meeting and need assistance or further information on Netspoke, please contact us using the following
information:
Phone: +44 (0)20 8602 0837 or 0808 238 1788
Email: [email protected]
SYSTEM REQUIRMENTS
In order to use Netspoke, you do not need to install anything on your computer. However, before using
Netspoke, we would encourage you to check that your computer meets the following requirements.
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Hardware: Pentium III+, 256 MB RAM, DSL or cable modem
Operating System:
Presenters: Microsoft Windows 2000®, Windows XP® or Windows Server 2003®
Attendees: Microsoft Windows 2000®, Windows XP® or Windows Server 2003®, Red Hat Enterprise Linux
3.0
Browser: Internet Explorer 6.0 or 7.0, Firefox 1.5 or 2.0
Java: Microsoft VM 3809 or 3810; Sun Java 1.4.2_06, 1.5.0_06, 1.5.0_10, 1.6.0_01 or later
JavaScript and Cookies: Must be enabled.
Flash: Version 7.0 or higher.
Presenter AppSharing test: To use the Appshare annotation feature, Presenters must be using Microsoft
Windows 2000®, Windows XP® or Windows Server 2003®, with a color depth of 16-bit or higher.
FOR MORE INFORMATION ON NETSPOKE USAGE, GO TO YOUR OWN HUB, ENTER YOUR
LOGGIN DETAILS AND CLICK ON USERGUIDE ON THE TOP RIGHT OF YOUR SCREEN.