Meetings
 
 

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Create Meeting
Edit Meeting
View Meeting Page
 Send Meeting Invitation
Meeting ID
One-Click Meeting URL
Start Meeting
Attend Meeting
End Meeting
Delete Meeting
 
 

Create Meeting

You need to be a host of a meeting room to create a meeting. Choose "New Meeting" from the "Meeting" menu. A meeting with a default name "My Meeting" will show up under the "Meetings" tab in the main window.

  Meeting
  Recording
  Meeting or recording has audio
  Meeting listed in the meeting room page

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Edit Meeting

Right-click the meeting that you want to edit and select "Edit..." from the popup menu to bring up the "Meeting Properties" dialog box. You can edit the following meeting properties:

  1. Meeting title
  2. Meeting description
  3. List meeting: When checked, the meeting will be listed on the meeting room home page as a public meeting. Otherwise, the meeting is a private meeting and you will need to send out its URL or give out its meeting ID for others to attend.
  4. Meeting schedule: Set the meeting start date, time, and duration. You will be prompted to start the meeting when the meeting time occurs. You have the option to add the meeting to your Outlook Calendar.
  5. Voice options: You can choose any combination of
    • Telephone
    • Internet telephony
    • Audio webcast (one-way voice)

  6. Login: You can choose to require an attendee to enter a name, enter a name and password, or register prior to join a meeting (or play a recording). If you choose to require registration, the attendee will be asked to fill out a registration form first. The attendee will use the email address they register with to log on to a meeting.

By default, attendees are allowed to send messages to everyone in a meeting. If "Allow attendees to send messages to everyone" in the "Login" tab is unchecked,  attendees can only send messages to the meeting host.

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View Meeting Page

You can preview a meeting Web page by right-clicking the meeting name and choose "View Web Page" before the meeting is started. If a meeting has started, you can choose "View Web Page" from the "File" menu.

The meeting Web page shows information about the meeting, such as title and start time. It also shows that status of the meeting as "started" or "not in session". If registration is required, attendees will be asked to register first before they can attend a meeting. You can customize the meeting page and the registration page.

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Send Meeting Page

To send out a meeting invitation via e-mail, right-click the meeting and choose "Send Invitation/via Email" in the popup menu. You must have set up a default email program. To set up a default email program in Windows, click "Control Panel/Internet Options/Programs".

You can send out an invitation to a meeting room instead of to a specific meeting. The meeting room has a listing of all the public meetings. This allows the person you invite to browse the meeting listing and decide which meeting to attend. They can also enter the meeting ID to join a private meeting.

You can customize the greetings for meeting invitations in "Options" under the Edit menu.

Notes:

  1. Double-byte languages are not currently supported when sending a meeting invitation via email.
  2. Eudora 6.2 or earlier has a bug that causes incorrect meeting URL and missing text in the email body. This problem has been fixed in Eudora 6.2.3.0 beta. Visit http://eudorabb.qualcomm.com/printthread.php?t=120 for more information.

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Meeting ID

Each meeting in a meeting room has a unique meeting ID. The meeting ID is used to join a private meeting not listed in the meeting room home page. The meeting ID is displayed in Web Meeting's main window, next to the Room Address bar when a meeting is in progress. To find out the ID for a particular meeting when a meeting is not in progress, select the meeting under the Meetings tab and click "Show Information" under the Meeting menu. You can also double-click a meeting to open the meeting properties box, which also displays the meeting ID.

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One-Click Meeting URL

You can generate a unique meeting URL that includes an attendee's login name, password, or email address to automate the attendee's login process. When an attendee receives a one-click meeting URL, he or she can simply click on the URL to join a meeting without going through the login process.

To generate a one-click URL for a meeting attendee, double-click a meeting in Web Meeting to open the meeting properties box and select the Login tab. Edit the login, authentication and registration options first and then click the Show One-Click URL button. You need to replace the USER and EMAIL fields in the URL with the meeting attendee's user name or email address. The USER field can be any name or ID you use to identify an attendee. The EMAIL field is only needed if you have enabled "registration" for the meeting. The email address must match one of the registered attendee's email addresses.

You must save the meeting after you change it's login properties first before the one-click URL can take effect.

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Start Meeting

To start a meeting, right-click the meeting in the Meetings tab and choose "Start Meeting". If you use Web Meeting , you will be asked if you want to record the meeting. If you choose to record or webcast your voice with the meeting, you should make sure your audio devices are set up properly prior to starting the meeting. A microphone icon with a volume gauge should show up on your Web Meeting window's status bar during the recording.

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Attend Meeting

To attend with a Web browser, simply click "Attend Meeting" in your meeting Web page. You will need to have Macromedia Flash (7.0 or above) to attend the meeting. Depending on the login option, you will be asked to enter either your name or the email address that you registered with, and a password (if required). If the meeting has not yet started, you will be in the waiting mode until the meeting host starts the meeting.

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End Meeting

Click "End Meeting" from the "Meeting" menu to end a meeting. Only the meeting host can end a meeting. 

You will be asked to save the meeting recording if, when the meeting was started, you chose to record it. Saving the recording will create a new entry in your meeting list and leave the original meeting intact.

Notes:

  1. If you join a meeting with Web Meeting as an attendee and click "End Meeting", it will simply remove you from the meeting but will not end the meeting for others.

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Delete Meeting

You can delete any meeting or recording in a meeting room where you are a host. Deleting a meeting or recording will remove all the meeting files from your Web site. For a recording, you can export it to a local folder before deleting it from your Web site

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