Set meeting options - Live Meeting

You can customize the Live Meeting experience by setting options for individual meetings. For example, you can control how meeting participants will enter a meeting, or you can enable or disable features such as chatting or recording.

You set options separately for Meet Now meetings and for scheduled meetings.

To set Meet Now options

1. In your Internet browser, enter the URL of the Live Meeting conference center. Enter your user login and password to log on to Live Meeting.

2. On the My Home page, click Meet Now Details, and then click Meet Now Options.

3. To set a specific option, click the appropriate link at the top of the Meet Now Options page. For details about specific options, see the later sections in this topic (Meeting Details, Entry Control, and so on).

4. When you have finished setting options, click OK.

The options that you have set will apply to all future Meet Now meetings.

To set options for a scheduled meeting

1. In your Internet browser, enter the URL of the Live Meeting conference center. Enter your user login and password to log on to Live Meeting.

2. To begin setting Meeting Options, do one of the following:

   • If you are setting options for a new meeting, in the My Home page, under Meet, click Schedule Meeting.

   • If you are setting options for an existing meeting, in the My Home page, click the meeting for which you want to set options.

3. Click Meeting Options.

4. To set a specific option, click the appropriate link at the top of the Meeting Options page. For details about specific options, see the later sections in this topic (Meeting Details, Entry Control, and so on).

5. When you have finished setting options, if you want to set these options as the default settings for all future scheduled meetings, click Set As Default.

6. Click OK.

The following sections show you how to set the options that appear on the Meeting Options page. For details, click the option that you want to know more about.

For best results, set all of these options before you use Live Meeting for the first time. If your Live Meeting administrator has already configured the options for you, review the settings and make any required changes.

Meeting Details

Meeting details control information that Live Meeting uses to generate meeting invitations, to configure the meeting space, and to help you with bookkeeping if your organization uses billing codes to monitor Live Meeting costs. Setting meeting details can be important if:

• You are configuring Live Meeting for the first time after it was installed.

• You want to change the length of your Meet Now sessions.

• You want to expand a meeting to include more people, and you need more simultaneous connections to the Live Meeting service.

To set meeting details

In the Meeting Details section of either the Meet Now Options page or the Meeting Options page, set the following options:

• (Scheduled Meetings only) In the Meeting ID text box, type the ID for the meeting.

• In the Language list, click the language that you want to use in the meeting invitations, as well as the language used for descriptive data for Live Meeting recordings.

• (Optional) In the Bill to Code text box, enter the billing code associated with your use of the Live Meeting service within your organization.

• In the Meeting Size box, enter the maximum number of people that you expect to attend a meeting.

• (Meet Now only) In the Meeting Duration list, select the maximum length of the meeting.

Entry Control

You can set entry controls to:

• Control who attends a meeting.

• Make a meeting available for a large general audience.

• Distinguish between participants who are attendees and those who are presenters.

To set entry control options for Presenters

In the Entry Control, Presenters section of either the Meet Now Options page or the Meeting Options page, set the following options:

• To limit attendance as a presenter to individuals who have a membership in your Live Meeting conference center, click Access Control List.

• To limit attendance as a presenter to individuals who have a meeting key (a password), whether supplied by you or generated by Live Meeting, click Entry Code. Then, select one of the following:

  • To create your own entry code, click Use this Entry Code, and type the entry code that you want to use.

  • To use a system generated entry code, click Use a system generated Entry Code.

To set entry control options for Attendees

In the Entry Control, Attendees section of either the Meet Now Options page or the Meeting Options page, set the following options:

• To limit attendance as an attendee to individuals who have a membership in your Live Meeting conference center, click Access Control List.

• To limit attendance as an attendee to individuals who have a meeting key (a password), whether supplied by you or generated by Live Meeting, click Entry Code. Then, select one of the following:

  • To create your own entry code, click Use this Entry Code and type the entry code that you want to use.

  • To use a system generated entry code, Use a system generated Entry Code.

• To allow anyone to join a meeting, whether or not they have a meeting key or a membership in your Live Meeting conference center, click Free Entry. Keep in mind that anyone may enter as an attendee.

Meeting Entry Time

You can prevent attendees from joining a Meet Now meeting before you are ready. Presenters can always join the meeting at any time.

To set meeting entry time options

In the Meeting Entry Time section of either the Meet Now Options page or the Meeting Options page, set the following options:

• To prevent attendees from joining the meeting until 30 minutes before the scheduled meeting time, click Attendees can join 30 minutes before the meeting starts; presenters can join at any time.

• To allow attendees and presenters to join the meeting whenever they want, click Both attendees and presenters can join the meeting at any time.

Extended Registration

You can require participants to supply their e-mail address and company name when they attempt to join a meeting. This requirement is called extended registration.

To set extended registration options

In the Extended Registration section of either the Meet Now Options page or the Meeting Options page, set the following options:

• To require extended registration, click Request e-mail address and company name.

• To allow participants to join the meeting without supplying their e-mail address and company name, click Do not request e-mail address and company name.

Meeting Lobby

The meeting lobby is an area where uninvited people who would like to join your meeting can request entry. You can set meeting lobby options for your Meet Now meetings or for any scheduled meeting that you organize. You can give users a URL to the meeting lobby when it is not appropriate to send a meeting invitation. For example, you can include the meeting lobby URL on your business cards so that users can always request access to an ongoing Meet Now meeting. Presenters can use the meeting lobby to control who enters the meeting, as well as the time that they enter.

To set meeting lobby options

In the Meeting Lobby section of either the Meet Now Options page or the Meeting Options page, set the following options:

• To enable the meeting lobby for your meeting, click Enable Meeting Lobby for this meeting. In the Lobby greeting box, type a message for visitors to the meeting lobby. When you enable the meeting lobby, you will see a meeting lobby URL on the Meeting Details page for Meet Now meetings. This is the URL that you can send to people to allow them access to your meeting if they do not have an invitation.

• If you want Live Meeting to send an e-mail notification to you when individuals are waiting in the meeting lobby, click Enable e-mail notification from lobby attendees.

Additional Features

The options listed under Additional Features on the Meet Now Options page or the Meeting Options page are useful for enhancing participants' meeting experience, for limiting what they can do in some circumstances, and for demonstrating features of the Live Meeting console so that attendees become familiar with them.

To set additional features options

In the Additional Features section of either the Meet Now Options page or the Meeting Options page, set the following options:

1. To allow attendees to ask questions of the presenters, select the Question and Answer Control Panel check box.

2. To allow presenters to use the Live Meeting client to end the meeting, select the Show End Session Option in Console check box.

3. To allow attendees to use the Live Meeting client to chat with each other and with presenters, select the Chat check box.

4. To allow presenters to share programs with other participants, select the Application Sharing check box, and then select the following:

   • To set the level of control that presenters have over application sharing, click Never, When sharing a Single Application only, or When sharing the Desktop, Frame, or Single Application, as appropriate.

   • To allow individual participants to request control of a shared program, select the Allow meeting participants to request control check box.

   • To set the color quality of shared applications, which can affect the performance of application sharing over the network, click the appropriate option from the How many colors to use for sharing list.

5. To allow participants to print meeting content to an Adobe Acrobat Reader file (.pdf), click Printing to PDF. To enable printing for all participants or to limit it to presenters only, click the appropriate option.

6. To make the seating chart visible to all participants, select the View the seating chart check box. You must also select this check box to edit the color-coded legend in the seating chart. If you want only to edit the legend, but not make the seating chart visible, clear the check box when you are finished editing the legend. Then, select the following:

   • To edit the color-coded legend in the seating chart, change the text in the Title box and the boxes corresponding to the colors you want to change.

   • To define a color as the default when a participant joins the meeting, click the color.

7. To enable a custom pane in the Live Meeting client that contains streaming media content from a source you specify, select the Streaming Media Custom Frame check box. Then, select the following:

   • In the Attendee URL box, enter the URL of the source of streaming media content for attendees. In the Presenter URL box, enter the URL of the source of streaming media content for presenters.

   • You can specify the height of the custom pane for attendees and for presenters in the corresponding Frame Height boxes.

Expiration

When you set an expiration time, all content along with the meeting or recording will be deleted after the time interval you specify. Setting an expiration time can be important when:

• You do not want confidential content to persist on your Live Meeting conference center.

• You want to delete content from your Live Meeting conference center when it is no longer useful.

Note: For Meet Now meetings, only the meeting content is deleted after the specified time, while for scheduled meetings, the meeting along with its content is deleted.

To set content expiration options

In the Expiration section of either the Meet Now Options page or the Meeting Options page, set the following options:

• Meeting Expiration. To specify the amount of time you want Live Meeting to retain the meeting before deleting it, type a number in the box, and then select a unit of time on the accompanying list.

• Recording Expiration. To specify the amount of time you want Live Meeting to retain the recording before deleting it, type a number in the box, and then select a unit of time on the accompanying list.

Audio

You set Audio options when you are first configuring an audio conferencing service for use with Live Meeting, or you are temporarily changing your audio preferences for a meeting.

To set audio options

In the Audio section of either the Meet Now Options page or the Meeting Options page, set the following options:

1. In the Audio for this meeting list, select the audio configuration you will use with Live Meeting.

   For more information, see Setting Up Audio for the Live Meeting Service.

2. If you will use audio conferencing, select the provider in the Conferencing provider list.

3. If you want Live Meeting to initiate a call to participants, instead of requiring participants to dial in to the conference call number, select the Allow meeting participants to use "Join Conference" to have Live Meeting call their phone instead of dialing in check box.

4. If you will be using one-way Internet Audio Broadcasting to deliver audio to meeting participants on their computers, select the Enable one-way Internet Audio Broadcasting check box.

5. To display the audio conferencing toll-free and toll numbers to participants, as applicable:

   • If you will use audio conferencing, configure the toll-free and toll meeting phone numbers by clicking a country or region on the Country/region list, and then typing the city or area code and local numbers in the text boxes provided. The number that appears above the Country/region list is the country code for the selected country or region.

   • If you will use audio conferencing, also type the participant code and leader code in the text boxes provided. The leader code will never be revealed to the meeting participants, but it is necessary to connect to the audio conferencing provider.

   • If you will record the meeting or you will be using one-way Voice over IP (Internet Audio Broadcasting), or both, and if access to audio will require additional dialing keys, type those keys into the text boxes provided in the Actual dialing keys section.

     Note: Keys entered in the first box will be dialed before the participant code; keys entered in the second box will be dialed following the participant code.

6. If the option is available, enter any additional audio information that is required for accessing meeting audio. In the For Attendees box, provide the additional audio information for Attendee meeting invitations. In the For Presenters box, provide the additional audio information for Presenter meeting invitations.

Recording

You can choose to record a meeting or to allow other presenters to record it, and you can control meeting participants' access to the recording.

To set recording options

In the Recording section of either the Meet Now Options page or the Meeting Options page, set the following options:

1. In the Server Recording section, click one of the following options:

   • To allow only yourself (as organizer) to record the meeting, click Disabled in the meeting, but the organizer can still record when logged into Live Meeting.

   • To allow presenters to record the meeting, click the Presenter can record the meeting option.

2. In the Server Recording Access section, click one of the following options:

   • To allow only yourself and your Live Meeting account administrator access to recordings, click Only the administrator and organizer can view recordings. They can grant access to individual users.

   • To allow all attendees and presenters at the meeting to view recordings with their meeting IDs and Key, click All meeting participants can use their Meeting ID and key to access the meeting recordings.

3. In the Participant Recording to Their Local Computer section, click one of the following options:

   • To disallow participants to record a meeting and save it to their local computer, click Disable recording to local computer.

   • To allow only presenters to record the meeting and save the recording to their local computer, click Only presenters can record.

   • To allow presenters to record the meeting, save the recording to their local computer, and give the same access to attendees, click Presenters can record and presenter can allow attendees to record.