Transcript IT Desktop Management - Central Texas College

IT Desktop
Management
GoToMeeting – Online Meeting Service
Organizer/Presenter Guide
May 2007
Prepared by
Angela Mars
IT Education and Training
Table Of Contents
What is GoToMeeting
page
4
Features of GoToMeeting
page
5
Your organizer account
page
8
Organizer Application
page 10
Scheduling a meeting from the System Tray
page 12
Scheduling a meeting from MS Outlook
page 18
Components & Tools
page 23
The organizer/presenter Control Panel
page 24
2
Table Of Contents
Screen Tools Pane
page 25
Accessing My Meetings from the GoToMeeting website
page 32
Accessing My Meetings... from the System Tray
page 35
Presenter Grab Tab
page 37
Ending a meeting
page 38
3
What is GoToMeeting?
An online conferencing tool that enables users to securely
collaborate on projects, deliver presentations, and share
information from anywhere, at any time. CTC currently uses
GoToMeeting for:
1.
Meetings
2.
Technical support
3.
Training
4
Features of GoToMeeting
A single organizer can host up to 25 attendees.
An organizer can host impromptu or scheduled meetings.
Integrates with MS Outlook to notify attendees of meetings by email.
Users can host an unlimited number of meetings.
5
Features of GoToMeeting, cont.
Telephone conferencing is available.
Organizers choose a meeting presenter and can change any attendee into a presenter.
Each presenter can grant keyboard and mouse control to specific users or to everyone in
the meeting.
Attendees can record meetings.
6
GoToMeeting – Online
Meeting Service
Using GoToMeeting
Using GoToMeeting
Your organizer account
Before you can schedule or start a meeting, first time organizers will need to contact the IT Help Desk.
The GoToMeeting Administrator will send an email invitation to the requestor.
Upon receipt of the invitation, the requestor will need to create a GoToMeeting account and download the
software.
8
Using GoToMeeting
Your organizer account, cont.
To create your account:
1.
Open the email invitation from the GoToMeeting Administrator.
2.
Click the activation link to create your account.
3.
On the Create Account page, enter your information and click Create Account.
4.
On the Download GoToMeeting page, click Download.
5.
If prompted, click OK to download the software.
9
Using GoToMeeting
Organizer Application
The Organizer’s application must be on the computer to schedule and host meetings.
The application will automatically download with the creation of your Organizer account.
The GoToMeeting icon will appear in your system tray when the application is installed.
10
Using GoToMeeting
Scheduling meetings
Organizers can schedule meetings by selecting the:
1.
System Tray GoToMeeting icon for effortless
access.
2.
MS Outlook icon that includes calendar
integration, for showing upcoming meetings in
your Outlook calendar.
11
Using GoToMeeting
Scheduling a meeting from
the System Tray
1.
Right-click the GoToMeeting icon in
the system tray.
2.
Select Schedule a Meeting.
12
Using GoToMeeting
Logging in to GoToMeeeting
1.
Enter Email address.
2.
Enter Password.
3.
Click Log In.
13
Using GoToMeeting
Scheduling a meeting from
the System Tray, cont.
When the My Meetings – GoToMeeting dialog
box appears, click Schedule New Meeting.
14
Using GoToMeeting
Scheduling a meeting from
the System Tray, cont.
1.
Enter meeting Subject (name).
2.
Enter meeting Date.
3.
Enter meeting Time.
15
Using GoToMeeting
Scheduling a meeting from the
System Tray, cont.
4.
Enter conference call information or
deselect the box next to the Provide
conference call information.
5.
Enter Meeting password (optional).
6.
Click Schedule.
16
Using GoToMeeting
Scheduling a meeting from
the system tray, cont.
Click OK in the Meeting Scheduled –
GoToMeeting dialog box.
A meeting will be scheduled in the Outlook
Calendar. The organizer can send invitations
to prospective attendees via email.
17
Using GoToMeeting
Scheduling a meeting from
MS Outlook
1.
Right-click the GoToMeeting icon in
MS Outlook.
2.
Select Host a Meeting.
18
Using GoToMeeting
Logging in to GoToMeeeting
1.
Enter Email address.
2.
Enter Password.
3.
Click Log In.
19
Using GoToMeeting
Scheduling a meeting from
MS Outlook, cont.
Click Meet Now in the Host a meeting –
GoToMeeting dialog box to host an impromptu
meeting.
Or
Click Schedule Meeting in the Host a
scheduled meeting – GoToMeeting dialog box.
20
Using GoToMeeting
Scheduling a meeting from
MS Outlook, cont.
When the Schedule a Meeting –
GoToMeeting dialog box appears, enter the
required information.
A meeting will be scheduled in the Outlook
Calendar. The organizer can send invitations
to prospective attendees via email.
21
Using GoToMeeting
The organizer/presenter
Control Panel
The GoToMeeting organizer/presenter Control
Panel and Viewer Window appear showing the
selected meeting information and completing
the login process.
22
GoToMeeting – Online
Meeting Service
Components and Tools
Screen Sharing Tools
The organizer/presenter
Control Panel
The organizer/presenter Control Panel is comprised
of four panes plus the Grab Tab:
1.
Screen Sharing Pane
2.
Attendee List Pan
3.
Chat Pane
4.
Invite Others and Meeting Info Pane
24
Screen Sharing Tools
Screen Tools Pane – show my
screen
1.
Display organizer/presenter desktop to all
attendees.
2.
Organizer/Presenter screen is visible to all
attendees.
25
Screen Sharing Tools
Screen Tools Pane – stop showing
screen
Stop organizer/presenter screen display to attendees.
26
Screen Sharing Tools
Screen Tools Pane – give
keyboard/mouse
1.
Share mouse/keyboard control with other
attendees.
2.
Select a specific attendee or All to share
mouse/keyboard control.
27
Screen Sharing Tools
Screen Tools Pane – give
keyboard/mouse, cont.
3.
Attendees share the keyboard/mouse control.
28
Screen Sharing Tools
Screen Tools Pane – show other’s
screen
1.
Make another attendee the presenter.
2.
Select attendee to become the presenter.
29
Screen Sharing Tools
Screen Tools Pane – Show
Other’s Screen, cont.
3.
The selected attendee is now the presenter.
30
My Meetings
Enables organizers/presenters to access their scheduled
meetings and to add, modify, or delete scheduled meetings.
31
My Meetings
Accessing My Meetings from
the GoToMeeting website
1.
Open an Internet browser.
2.
Go to: https://www.gotomeeting.com
3.
In the left navigation bar, click Log In.
32
My Meetings
Accessing My Meetings from
the GoToMeeting website,
cont.
1.
In the Returning Users section, enter
your Email address.
2.
Enter your password.
3.
Click Log In.
33
My Meetings
Accessing My Meetings from
the GoToMeeting website,
cont.
1.
Start your meetings by clicking on the
appropriate Start Meeting button.
2.
View previous meetings by clicking on
Meeting History in the left navigation
bar.
3.
Access and change account information
by clicking on My Account in the left
navigation bar.
34
My Meetings
Accessing My Meetings...
from the System Tray
1.
Right-click the GoToMeeting icon in
the system tray.
2.
Select My Meetings...
3.
Log in to GoToMeeting.
35
My Meetings
Accessing My Meetings…
from the System Tray, cont.
The My Meetings – GoToMeeting dialog box
appears allowing organizers to view their
scheduled meetings. Additionally, organizers
can start, edit, delete, or invite more attendees
to scheduled meetings.
Select the appropriate button to continue.
36
Screen Sharing
Tools
Presenter Grab Tab
Enables organizers/presenters to
minimize the Control Panel in
order to show their entire desktops
to attendees and still access Screen
Sharing Tools
Stop organizer/presenter
screen display to attendees.
Minimize the Control Panel to the
right side of the screen.
Display organizer/presenter
desktop to all attendees.
Share mouse/keyboard control
with other attendees.
Make another attendee the presenter.
37
Screen Sharing Tools
Ending a meeting
1.
Click File on the menu bar.
2.
Click Exit – End Meeting.
3.
Click Yes.
38
Q&A?
Educational Requests:
Contact Angela Mars
[email protected]
254-501-3103
Technical Questions:
Contact the IT Help Desk
[email protected]
254-501-3103