Shared notes, Handouts and Q&A

Learn how to create more interactive meetings by using the Shared notes, Handouts and Q&A tools to engage your participants to collaborate together, resulting in more productive meetings. A description and a guide are provided below.

Using Shared Notes

Distributing Handouts*

Managing Questions and Answers

Note: * The menu item Handout is only available to you if you are registered to use Office Live Meeting Professional Edition. These menu items are not available if you are registered to use Office Live Meeting Standard Edition. To find out which edition of Office Live Meeting you are using please refer to your welcome email.

Using Shared Notes

With the shared notes feature, you can take and save notes during your meeting with the option to share the notes pane with your attendees. You can also give attendees permission to edit the notes in real time with you and save the notes to their PC.

To add notes

Step 1:  In the tool bar menu, click the Shared Notes icon.

Step 2:  In the text box, type your notes. See figure A.

To save notes

Step 1:  In the tool bar, click the Shared Notes icon.

Step 2:  Click the save icon. See figure A.

Step 3:  In the Save As dialog box, choose the location in which you would like to save the notes.

Step 4:  Click Save.

To view shared notes

In the tool bar, click the Shared Notes icon. See figure A

Figure A – Shared notes icon

To give attendee permission a view, add, and save notes

Step 1:  On the tool bar, click Attendees to display the Attendees pane.

Step 2:  On the Attendees pane, click the More icon, and select Permissions.

Step 3:  On the Attendee Permissions dialog box, under the Share Notes area, select the appropriate permissions you want to give to attendees.

Back to Top

Distributing Handouts*

As the presenter, you can upload handouts to the meeting for attendees to download. You can upload the handouts either before the meeting (recommended) or during the meeting. Live Meeting scans the file for viruses as the file is being uploaded.

To upload handouts to the meeting – presenters

Step 1:  In the menu bar, click the Handouts icon.

Step 2:  Click Upload. If you do not see the file you are looking for, use the Files of Type drop-down list to select the file type you want to add.

Step 3:  Navigate to the file on your computer, and then click Open.

Step 4:  Repeat the above steps for each file you want to add. When you are finished, close the Handouts dialog box.

Refer to figure B

To download handouts – attendees

Step 5:  Inform your attendees to click the Handouts icon.

Step 6:  Attendees to the click the file that you want them to download, and then click Download.

Step 7:  Attendees to navigate to the location on their computer where they want to save the file.

Step 8:  Attendees to click OK.

Refer to figure B

Figure B – How to select the Handouts tool function

*Note: The menu item Handout is only available to you if you are registered to use Office Live Meeting Professional Edition. These menu items are not available if you are registered to use Office Live Meeting Standard Edition. To find out which edition of Office Live Meeting you are using please refer to your welcome email.

Back to Top

Managing Questions and Answers

Presenters can use the Q&A pane to review and respond to attendee questions. The Q&A pane identifies the person who asked the question and the time that the question was posted. You can view, print, and save a log of all questions that have been asked during the meeting, along with any answers provided.

To display the Q&A pane

In the command bar, click Q&A. The Q&A pane appears with a list of all questions received from attendees.

Refer to figure C

To answer a question for all attendees

Step 1:  In the Q&A pane, click the Manage tab.

Step 2:  Click the question that you want to answer.

Step 3:  In the answer box, enter your response, and then click Reply to All. The question appears with your answer in the Q&A pane of every meeting participant.

Refer to figure C

To answer a question privately

Step 1:  In Q&A pane, click the Manage tab.

Step 2:  Click the question that you want to answer.

Step 3:  In the answer box, enter your response, and then click Reply Privately. The question appears with your answer in the Q&A pane of the person who asked the question The question and answer also appear in the Q&A pane of any other presenters in the meeting.

To give the floor to the person who asked the question

Step 1: In Q&A log pane, click the Manage tab.

Step 2: Click the question you want to answer.

Step 3:  On the menu bar, click Give the Floor to give the floor to the person who asked the question. The questions and answers will appear in the Q&A pane of every meeting participant.

Refer to figure C

Figure C – How to display the Q&A pane

To view and save a log of question and answer activity

Step 1:  In the Q&A pane, click the Manage tab, and then click the View the Q&A Log icon.

Step 2:  The meeting text log of all questions and answers will be displayed in a browser window. Using your browser commands, print or save the log.

Back to Top