BT Live Meeting Hints & tips
In order to allow you to make the most of the Live Meeting service, we have provided you with a series of best practices.
How to Schedule a Live Meeting via Outlook
In order to schedule a meeting via Outlook you must have the Outlook Plug-in, which is the software to allow you to schedule Live Meetings direct from your Outlook calendar. Visit the Live Meeting Plug-ins page on our website.
The below information is for using Live Meeting with our BT MeetMe service:
Users with the 2003 Plug-in:
- Use your calendar feature to schedule meetings as you normally would.
- Prior to sending the meeting invitation, select 'Make this a Live Meeting Icon' located at the top of the meeting information box.
- A pop-up box will appear. Select meeting size up to 20 participants.
- Select who will be allowed presenter status and click 'OK'.
- Send your email as you normally would.
Users with the 2005 Plug-in:
- Click 'Schedule Live Meeting' from your Outlook.
- Enter your participants e-mail address in the 'To:' field for all your attendees and presenters.
- Select the meeting subject / time / date / and any information relating to this meeting in the invite white area above the line.
- To enable participants to present, click the attendees / presenters tab. Move any attendee to the presenter field, and then click 'OK'.
- Click 'Send'.
- Check your calendar and when you need to join, just click on the 'Join Meeting link'.
How to Meet Instantly via Outlook
- Select the 'Meet Now' Icon button located in your Outlook window.
- Add the attendees to the 'To:' line of the e-mail and send the e-mail.
- The Live Meeting entry page will show on your screen.
How to invite more people to your meeting
- In the attendees pane, click 'Send E-mail Invite' and a new box will appear.
- In the attendees field of the 'Send E-mail Invite dialog box', type the full e-mail addresses of all those invited as attendees, separated by semicolons.
- In the Presenters box, type the full e-mail addresses of all those invited as presenters, separated by semicolons.
- Type a message, if you wish, and then click 'Send'.
How to share your desktop
- Have the files and documents you want your participants to view open on your desktop.
- In the tool bar at the top of the window click 'Share'.
- Select 'Share Application'.
- When the pop up box appears, highlight 'Desktop' located at the very top and select 'OK'.
- You will now be sharing with all your participants a live view from your entire desktop. Whatever you see, your participants will as well. (We would always advise to have MSN messenger closed down, when you are attempting this kind of share).
- If you want your participants to only view a particular document, have this document open and once you have clicked 'Share Application' as above, just click on the document you want to share.
How to share / show documents
- Log into your meeting. As the meeting owner, you can enter at any time.
- In the tool bar at the top of the window click on 'Share', then click on 'Share Document to View', which is the first option.
- This will open a new box titled 'Choose a Document to Share'.
- Select a document that is stored on your PC, which you would like to share with your audience. Browse in this box to find the document you require, highlight it and select 'Open'.
- This will then upload the document in the correct format. It will sometimes take a few minutes depending on your network speed, size of the document and your computer.
- In order to move the slides, click the up or down arrows located above the resources box.
How to make an Attendee a Presenter
- In the 'Attendees' panel, click the name of the attendee you want to make a presenter.
- Click the right arrow next to the 'Attendee's mood colour box'.
- In the 'Attendee's information box', click the right arrow, and then click 'Make a Presenter'.
How do I allow Participants to make annotations/edit?
- From the attendees menu, select 'Attendee Permissions'.
- Under 'Allow Attendees to', select 'Annotate/edit current page/slide'.
- Close 'Attendee Permissions window'. If you imported the resource, all annotations stay in Live Meeting, they do not affect the original document or presentation.
- If you want to save the annotations, you just need to save them as you would normally do.
How do I manage a Question & Answer session in a meeting?
- In the attendees menu, click 'Attendee Permissions'. In the 'Attendee Permissions' dialog box select the 'Ask Questions' check box. The questions and answers panel will appear in the participants Live Meeting console.
- In the questions and answers panel click 'Question Manager'. The question manager appears, listing all questions received.
- You can respond to a question by either sending a text response to all of the attendees or by sending a private message to an individual attendee.You can also initiate a one on one chat, dismiss the question or allow the particular attendee to address the entire audience by taking the floor. You can do this through the question manager by selecting the appropriate option.
- To ask a question type your question in the one-line box at the bottom of the panel and then click 'Ask'. You can edit or delete your question after it has been asked by clicking either 'Edit' or 'Delete'.