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GoToWebinar® User Guide

1. When attendees arrive show them this welcome message Type a welcome message that will appear in the Control Panel as attendees arrive in the Webinar To view your customization click Preview or Preview Waiting Room 6 Click Save Changes gt To delete a presenter from the Waiting Room screen 1 On the Branding and Theme page next to the information of the presenter you want to delete select the Delete presenter check box 2 Click Save Changes 2008 Citrix Online LLC All rights reserved 44 GoToWebinar User Guide Email Notifications The Email Notifications feature allows organizers to manage email communications with registrants and attendees pre and post Webinar Organizers can select when reminder and follow up emails are sent for a particular Webinar Confirmation Reminder and Follow up emails can also be personalized gt To modify Email Notifications settings 1 Log in to your account 2 Onthe My Webinars page scroll to the Webinar for which you want to edit email notifications 3 Click the Change Session Settings drop down menu and select Email Notifications The Email Notifications page will load 4 Onthe Email Notifications page modify settings and click Save Changes Email Format Choose the format in which email notifications will be sent a HTML Email notifications will show in HTML format in the body of the email with graphics Plain Text Email notifications will show
2. e Check that your microphone ts properly plugged in If it is test your microphone device and click Try Again in the Audio pane of the Control Panel See VolP Audio Setup PC or VoIP Audio Setup Mac in this section e If you have the option to join the Webinar via telephone you can switch to Telephone mode Then dial in to the conference using the number and Audio PIN provided in the Audio pane of your Control Panel Audio Audio Mode Use Telephone e Use Mic amp Speakers dl el Audio Setup Audio not Connected Try Again Virtual Operating System VMware Parallels etc An error message will appear if you are attempting to join a Webinar using VolP through a virtualized operating system such as VMware Parallels etc In this instance to connect to audio please choose one of the following e Rejoin the Webinar through a non virtual operating system e If you have the option to join the Webinar via telephone you can switch to Telephone mode Then dial in to the conference using the number and Audio PIN provided in the Audio pane of your Control Panel Audio Audio Mode Use Telephone e Use Mic amp Speakers de el Audio Setup Audio mot Connected 2008 Citrix Online LLC All rights reserved 37 GoToWebinar User Guide Private Audio Service You may choose an audio conference service other than GoToWebinar s default service When scheduling your Webinar simply type
3. 2008 Citrix Online LLC All rights reserved 7 GoToWebinar User Guide Useful GoToWebinar Terms e Attendee An attendee is any person who joins a Webinar with no pre specified role Attendees have very limited privileges e Control Panel The Control Panel gives organizers panelists and attendees access to various in session Webinar functions e GoToMeeting GoToWebinar System Tray Icon The ES system tray icon is used to access organizer features of GoToMeeting and GoToWebinar and to provide status of GoToMeeting GoToWebinar service To access organizer features right click the system tray icon Icon Description o GoToMeeting Is in Session A meeting is in progress GoToWebinar Is in Session A Webinar is in progress GoToMeeting GoToWebinar Is Starting Stopping The application is starting up or shutting down When this icon is showing the user will not have any menu options GoToMeeting GoToWebinar Is Connecting The application is attempting to establish a connection with the server This icon is animated to look like it is filling up While connecting the user has a very limited set of menu options Help About Exit e GoToMeeting GoToWebinar Is Ready A connection has been made and the application is ready to be used The user has all menu options available GoToMeeting GoToWebinar Is Offline A connection has been made but there is some temporary network difficulty The user will still hav
4. 800 263 6317 U S and Canada toll free 805 690 5753 direct dial 0011 800 7770 0011 Australia 00 800 7770 0011 Europe 000 800 100 3359 India 001 888 840 6244 Mexico 00 800 7770 0011 New Zealand 0800 404 9279 United Kingdom gotomeetingcare citrixonline com Please direct any account related questions to accounts citrixonline com Or call 888 646 0016 U S and Canada toll free GoToMeeting Corporate Plan Please direct any support questions to your Citrix Online Account Manager or you may contact Customer Care at 888 259 8414 U S and Canada toll free 805 690 5751 direct dial 0011 800 3375 8675 Australia 00 800 3375 8675 Europe 000 800 100 3084 India 001 888 896 5419 Mexico 00 800 3375 8675 New Zealand 0800 032 7756 United Kingdom gotomeetingcare citrixonline com Please direct any account related questions to your dedicated account manager or sales representative 2008 Citrix Online LLC All rights reserved 98 GoToWebinar User Guide GoToWebinar Organizer Training GoToWebinar Plan Real time training for individual GoToWebinar plans is offered every Wednesday at LOAM PST alternating between our Basics and Advanced sessions To register type the following URL into the address bar of your Web browser https www qotomeeting com w g2wptrnip tmpl To view a pre recorded GoToWebinar Organizer Training type the following URL into the address bar of your Web
5. Attendees Organizers Panelists e Telephone Muted by default Only an Organizer can un mute Telephone Un muted by organizer Can mute un mute self through control panel Telephone Muted by default but did not enter Audio PIN Organizer cannot un mute until Audio PIN is entered Right click this attendee s name and select Send Audio PIN y VolP Muted by default Only an Organizer can un mute VolP Un muted by organizer Can mute un mute self through Control Panel Icon Not connected to audio cannot hear audio or speak O 2008 Citrix Online LLC All rights reserved Telephone Un muted by default Can mute un mute self through Control Panel or telephone keypad 6 Telephone Muted Telephone Did not enter Audio PIN Cannot mute un mute until Audio PIN is entered VoIP Un muted by default Can mute un mute self through Control Panel VoIP Muted Not connected to audio cannot hear audio or Speak 65 GoToWebinar User Guide Present at a Webinar Presenter Role Overview The Webinar organizer is always designated as the first Webinar presenter The presenter role may be passed to any other organizer or panelist Presenters can show their complete desktops a clean screen with no icons or taskbar ora Specific application window to all Webinar attendees Presenters may choose to pause showing their desktops or applications at any time Presenters may grant other organizers
6. Grant shared keyboard mouse control to another organizer or panelist f Pass presenter role to another organizer or panelist g Draw Tools to annotate your presentation h Attendees Attendees Attendees No attendees arrived arrived arrived have presenting presentation presentation arrived desktop paused stopped a b C d e g h 5 A fifth Grab Tab mode is available to organizers only when they are not a presenter Click to toggle Viewer Window between Full Screen and Window mode a Click to take back presenter role or pass presenter role to another b Presenter role passed to another O 2008 Citrix Online LLC All rights reserved 67 GoToWebinar User Guide Presenter Show Screen Presenters have the option to show one screen multiple screens multiple monitor capability clean screen or a specific application This is especially helpful for smooth screen transitions gt To show your desktop 1 On the Screen Tools pane or the Grab Tab click the Show My Screen button gt To select a specific screen or application 1 On the Screen Tools pane click the Screen button Or 1 On the Presenter Grab Tab right click the play button 2 Select the screen or application you want to present Note Hovering over your screen sharing menu selection will display an animated gray frame which indicates what attendees will see if selected If you select an application window that is m
7. Clicked Registration Link 4 Generate 0 gt To view a list of registrants 1 Log in to your account 2 On the My Webinars page scroll to the Webinar for which you want to view registrants 3 Click the number under Registered The Registrant page will load with a list of registrants 2008 Citrix Online LLC All rights reserved 40 GoToWebinar User Guide gt To approve or deny registrants Registrants awaiting approval will only show if you selected Upon Approval on the registration form see the Registration Form section of this guide 1 On the My Webinars page scroll to the Webinar for which you want to approve registrants 2 Click the number under Waiting Approval The Registrant page will load with a list of registrants 3 On the Registrant page under the Webinar Registrants section click the check box next to the registrant name or Select All You can also search for a specific registrant using the Find fields Webinar Registrants Find wildcard Status All Search Registrants Email Address Registration Date Time Status Bach Johanns Jsbach pianos com 06 06 2008 06 34 PM PDT Approved Bronte Emily ebront etragedy net 06 06 2008 06 34 PM PDT Approved Tesla Nikola tesla mireenergy nel 06 06 2008 06 36 PMPDT Waiting Approval Wonka Willy SUpergum candy com 06 06 2008 06 35 PM PDT Waiting Approval Select All Deselect All Actions Change
8. Audio Mode Use Telephone Use Mic amp Speakers 3 Select Provide your own conference call information and type in the conference 4 d 000000 call number and passcode if necessary from your conference call provider Audio Setup The information you provide will appear in the attendee s Control Panel gt To create polls for an impromptu Webinar 1 If you are presenting be sure to pause or stop screen sharing 2 In the Polls pane of your Control Panel click the Manage Polls button 3 If prompted log in to your account The Polls page will load 4 In the Question Type field select the answer choice from the drop down menu a Choice Single Answer Attendees can select only one answer b Choice Multiple Answers Attendees can select more than one answer In the Question field type a question 6 In the Answers fields type up to 5 answers Click Create Your poll questions will appear in the Polls box You can modify poll questions including 2008 Citrix Online LLC All rights reserved 57 GoToWebinar User Guide the order you wish to launch them in session by highlighting each in the Polls box and clicking Edit Delete Up or Down Up to 8 polling questions can be created 8 Click Save Changes and log out Your polls will appear in the Polls pane Edit or create additional polls in session by clicking the Manage Polls button 2008 Citrix Online LLC All rights reserved 58 Organizer Control Pan
9. User Guide GoToWebinar Total Audio Service GoToWebinar includes an audio conference service at no extra cost to you Choose between phone and Voice over Internet Protocol VoIP or allow both options Participants who join the Webinar via telephone dial a toll based number that GoToWebinar provides automatically Participants are then charged their standard long distance rate for calling this toll based number just as if they made a regular long distance call Participants who join the Webinar via VolP need headphones to hear the Webinar and a microphone if you want them to speak for example a headset Audio instructions are provided for all attendees in the Confirmation email Reminder email and in the Control Panel once the Webinar starts GoToWebinar will automatically generate a conference call number access code and Audio PIN for all attendees joining via telephone You may decide to use the GoToWebinar Audio Service or choose another method of bringing audio to your online Webinars see the Private Audio Service section of this guide Note If you choose to use your own audio service provider for the audio portion of the Webinar GoToWebinar will include your dial in numbers with the Webinar information however GoToWebinar audio features such as VoIP and Control Panel audio management do not apply Dial In to the Conference At the specified Webinar time dial the conference call number When prompted enter the access code fo
10. you will see the options Use Telephone and Use Mic amp Speakers in your Control Panel The default mode is Mic amp Speakers however GoToWebinar will remember your selection for your next event e If you are joined via Mic amp Speakers you must click Start Broadcast to begin the audio portion of your Webinar Before starting the broadcast you will be joined in a subconference with all other organizers and panelists you invited e Telephone If you have selected the option to use Telephone only for your Webinar you must join the audio portion by dialing the conference number and providing the Access Code and Audio PIN noted in your Control Panel e If you are joined via the telephone you must press 1 on your telephone keypad to begin the audio portion of your Webinar Before starting the broadcast you will be joined in a subconference with all other organizers and panelists you invited To switch audio formats during a Webinar If you are using the GoToWebinar Audio Service you can switch between using Mic amp Speakers or Telephone In the Audio pane at Audio Mode select either Use Telephone or Use Mic amp Speakers 2008 Citrix Online LLC All rights reserved GoToWebinar User Guide File Options View Help CAE Audio On for Staff Only Audio Audio Mode Use Telephone ll Use Mic amp Speakers A 0000 Ej Audio Setup File Options View Help CAE Audio On for Staff O
11. 1 From the File Menu select Exit End Webinar 2 On the Are you sure you want to end the Webinar for everyone dialog box click Yes 2008 Citrix Online LLC All rights reserved 56 GoToWebinar User Guide Webinar Now The Webinar Now feature enables you to host quick impromptu Webinars with a maximum of 200 attendees Choosing Webinar Now takes the organizer immediately into a session no advanced scheduling necessary Webinar details such as branding are generic there are no email notifications confirmation reminders follow up and there is no survey option Webinar Now is launched from the GoToMeeting GoToWebinar system tray icon Organizers can send attendees an invitation through the Control Panel or direct attendees to www gotowebinar com and ask them to click Join a Webinar in the left menu Attendee registration simply requires the person s name and email address gt To start an impromptu Webinar 1 Right click the ES system tray icon and select Webinar Now 2 Your Webinar will start and the GoToWebinar Organizer Control Panel will appear on the right side of your desktop Invitation options appear in the Invite Others pane Audio options appear in the Audio pane the default mode is Mic Speakers using the GoToWebinar Audio Service gt To use your own conference service in an impromptu Webinar 1 In the Audio pane click the arrow in the l right corner Audio 2 Click Edit Audio Services
12. Audio Setup Give Punch to Presentations Webinar ID 105 485 538 GoToWWebinar O 2008 Citrix Online LLC All rights reserved 64 GoToWebinar User Guide Attendees who join the audio portion of your Webinar are joined muted by default Attendees joined via VoIP will have a microphone icon next to their name Attendees joined via telephone will have a handset icon next to their name Note Up to 25 attendees can be un muted at any one time this is a combination of VolP and phone attendees Manage Attendee Audio Attendee joined via VoIP Attendee List 14 Max 1001 Ea muted default a e Attendees 9 Staff 5 Attendee joined via A wey a 4 lt lt lt lt telephone muted default b E ABD NAMES ALPHABETICALLY Attendee joined via telephone Pe Liam O Connor A un muted c Attendees who join the Webinar via telephone must enter their Audio PIN so that you have full audio controls through the Organizer Control Panel If not entered you can right click the person s name and select Send Audio PIN This will send a pop up message with the Audio PIN to that person d on O Y stacy Leonard j Susanna Kenyon hluir guzie Smith Tod Suzie Smith Audio PIN 908 Not Entered Send Audio PIN 290 to Enable Muting Make Presenter Make Panelist Make Organizer Allow Attendee List Send Chat Message Copy Email Address to Clipboard Dismiss Suzie Smith
13. Status 4 In the Actions drop down menu select Approve or Deny 5 Click Change Status 6 When you have approved a registrant a Webinar confirmation email will be sent to the registrant with information on how to join the Webinar If you have denied a registrant the registrant will be sent an email notification that registration has been denied The Webinar organizer has denied your request to join the following Webinar 2008 Citrix Online LLC All rights reserved 41 GoToWebinar User Guide Customize a Scheduled Webinar Once a Webinar has been scheduled organizers can create polls and surveys and set email notifications If the branding and theme and registration form customizations were not selected during the scheduling process organizers can customize these at any time Create Polls Using the Polling feature during a Webinar is a great way to generate immediate feedback as well as keep attendees alert and interested Up to 8 polling questions can be generated and can be created before or during a Webinar Organizers will be able to see poll results during a Webinar as well as review polling responses in the Attendee Report and polling response rates in the Performance Report once the Webinar has ended see the Generate Reports section of this guide See the Polling section of this guide for information on launching and managing your polls during a Webinar gt To create a poll 1 Log in to your accoun
14. and e Tele p hone onl y Al organizers are un muted by default attendees join the audio portion through the telephone using GoToWebinar Audio Service toll fees will be charged to attendees To include local toll numbers for European countries click Add more countries Includes local toll numbers for United States Add more countries e Both Allows all attendees to select if they join the audio portion through the telephone or VoIP Attendees selecting to join through VoIP must have speakers to listen to the Webinar and a microphone to speak Provide your own conference call number e You can provide your own audio conference service information Select Provide your own conference call number Type in your conference numbers in the corresponding Phone Number and Access Code fields For more information see the Private Audio Service section of this guide 2008 Citrix Online LLC All rights reserved 24 4 Click Save and Continue If desired check the Require Webinar Password box Note If you want to require a password you must think of one yourself and communicate it outside of the GoToWebinar system to all organizers panelists and attendees When you start the Webinar you will be prompted to enter a password this becomes the Webinar Password and all who join after you will be prompted for the same Specify Other Organizers GoToMeeting Corporate plans only Select from a list of other Webinar e
15. and Answer pane Therefore you can promote a panelist to organizer and he or she will be able to view and manage Question and Answer Note that once you promote a panelist to organizer he or she is an organizer for the remainder of the Webinar How do all organizers see the poll questions want my co organizer to launch the poll but want to read it When a poll is launched it will appear in the Control Panel of the person presenting and in the Viewer Window of all attendees including other organizers and panelists Therefore if you are presenting another organizer can launch the poll and you will be able to view and respond to the poll in your Control Panel Recording How can I record the audio from the conference call See the Recording a Webinar section of this guide Can edit a recording When selecting your recording preferences choose the Windows Media Player format In this format you can edit your Webinar recording with most video editing software How do replace an archived Webinar recording Log in to your account and select Webinar History Find the title of the Webinar for which you want to replace an archived recording At Recorded Webinar click Manage On the Manage Webinar page click Replace Recording and follow the prompts 2008 Citrix Online LLC All rights reserved 97 GoToWebinar User Guide Contact Support GoToWebinar Plan Please direct any support questions to Customer Care at
16. and panelists the ability to share control of the presenter s mouse and keyboard Presenter Screen Tools Pane When another organizer or panelist becomes a presenter the Control Panel adjusts to incorporate the Presenter Screen Tools pane at the top The Screen Tools pane provides the presenter with access to the various presenter controls You can promote an attendee to be a presenter Simply right click the attendee s name in the Attendee List pane and select Make Presenter The attendee presenting will automatically become a panelist and cannot be demoted As a Mac presenter your expanded Control Panel will be visible to attendees as a black silhouette and sometimes parts of the Control Panel are fully visible not blacked out to attendees This can obstruct a portion of what you are presenting We recommend that Mac presenters leave the Control Panel collapsed as much as possible during the Webinar If you have multi monitor we recommend keeping the Control Panel on your second monitor The Broadcasting Status field notifies presenters of the status of screen sharing a Screen Sharing The Play Pause button starts screen sharing or a pauses screen sharing pausing on the current screen b YO o O The Show My Screen button allows the b presenter to choose what to share with attendees c Show My Stop Give Change Showing Keyboard Presenter The Stop Showing Screen button stops the C a eee Webinar pres
17. and successful sales marketing and training events but it remains the easiest and most cost effective solution on the market GoToWebinar is truly the most robust online event product available when considering functionality price simplicity and performance 2008 Citrix Online LLC All rights reserved 6 GoToWebinar User Guide Using This Guide Guide Structure This guide is divided into four sections e The GoToWebinar Web Site This section is for GoToWebinar organizers and covers how to access and use the GoToWebinar Organizer Web site e Webinar Planning This covers how to schedule customize track and practice GoToWebinar Webinars e Webinar Presentation This section covers how to start conduct record and manage GoToWebinar Webinars e Webinar Follow Up This section covers GoToWebinar Webinar analysis reporting and attendee follow up Individual and Corporate Users This user guide addresses both individual GoToWebinar users and GoToMeeting Corporate users e Individual GoToWebinar users sign up for an organizer account with a credit card online e GoToMeeting Corporate users are invited as organizers by their company administrator While most features apply to both kinds of users some content relates to just one This guide will clearly note any user specific content Mac Users sorowebinar Supports Mac organizers panelists and attendees Significant differences are highlighted with this icon
18. before navigating to the menu d GoToMeeting File Edit Options Window Audio File Menu For Webinar Now you can edit the name of your MEA Edit Options Windc Webinar as well as the Welcome Message which Edit Webinar Name appears in the attendee s Control Panel If you Edit Welcome Message leave the Webinar you will be prompted to end eee aon the Webinar or promote someone to organizer to ser keep the Webinar running Chat during the Webinar can be saved for later review as a txt Leave Webinar file to your computer End Webinar Options Menu You can manage whether attendees can raise Options Window Audio Help D their hands or view the attendee list Simply Y Attendees Can Raise Hands check to turn options on and uncheck to turn Attendees Can View Attendee List them off Y Attendees Can Ask Questions Audio Menu If you are using the GoToWebinar Audio Service Help Debug you can switch between using Mic amp Speakers or ae Telephone In the Audio menu select either Use Mute Me TM Telephone or Use Mic amp Speakers When using Mic amp Speakers choose your devices under Audio Input and Audio Output Use Telephone w Use Mic Speakers Audio Input p Audio Output p 2008 Citrix Online LLC All rights reserved 62 Start GoToWebinar Audio Service e VolP and Telephone If you have selected the option to use either VoIP or Telephone for your Webinar
19. can pick up additional noise and cause echo Using a Webcam for your audio is not recommended Laptops with built in microphones Built in microphones can pick up noise and cause echo Using a built in microphone for your audio is not recommended If you know how to turn off your laptop s built in microphone turn it off for your presentation check your laptop s owner manual Echo from an attendee If you suspect echo from an attendee check who is talking at the bottom of the Audio pane and mute that attendee or ask the attendee to lower his or her speaker volume Reduce background noise see next section See also VolP Organizer Tips and Best Practices in this section Avoiding Background Noise A Webinar is best presented from a quiet location If using a microphone move the microphone closer to your voice and away from competing sounds ie computer fans Avoid moving or touching the microphone during your presentation A good quality headset is recommended Webcams and built in microphones can pick up noise and are not recommended Dropped Words Delay Robotic Sound Dropped words delay or robotic sound is often due to poor network performance lack of memory or high CPU usage Close all applications you are not using for your presentation A dial up internet connection can cause poor performance For optimum performance when using VoIP we recommend a broadband internet connection See the System Requirements sec
20. lig ht u p Select a device and dick Play Sound to test green If the green SoundMAX Digital Audio v lt 4 0000000 meter does not light up se lect another Click Play Sound and verify you can hear it playing from your speakers device listed in the drop down menu and repeat this test pe pane Speakers S etup It iS w Automatically adjust my audio settings Microphone boost uncheck if people say you sound distorted recommended that ye test your Send Audio Feedback Need Additional Help speakers To test RS select your speaker device from the drop down menu and click Play Sound if connected correctly you will see the sound meter light up green and hear a soundtrack through your speaker device If you do not hear sound after clicking Play Sound select another device listed in the drop down menu and repeat this test e Advanced GoToWebinar automatically adjusts audio levels We recommend you keep this checked If you un check this selection you must manually configure your audio settings through Windows Sounds and Audio Devices If your attendees can t understand you because your voice is distorted try un checking Microphone boost 3 Click OK 2008 Citrix Online LLC All rights reserved 29 GoToWebinar User Guide Vol P Audio Setup Mac Mac users can select audio devices in session only GoToWebinar will automatically detect the input and output devices connected to your computer gt To select and
21. panelists anytime the presenter pauses the presentation gt To allow another organizer or panelist to draw 1 In the Attendee List right click the organizer or panelist name 2 Select Allow Drawing 2008 Citrix Online LLC All rights reserved 69 Presenter Audience View Pane When presenting Audience View provides the presenter a thumbnail view of what the audience is seeing 2008 Citrix Online LLC All rights reserved Questions 0 Hands Raised 0 0 0 GoToWebinar User Guide Give Change Keyboard Presenter 70 GoToWebinar User Guide Passing the Presenter Role To change presenters 1 On the Screen Tools pane or the Grab Tab click the Change Presenters button 2 Select the name of the organizer or panelist to whom you want to pass the presenter role To share the presenter s keyboard and mouse Only organizers and panelists can share a presenter s keyboard and mouse If you want an attendee to share keyboard and mouse you must first promote him her to a panelist role 1 On the Screen Tools pane or the Grab Tab click the Give Keyboard amp Mouse button 2 Select the name of the organizer or panelist to whom you want to grant keyboard and mouse control O 2008 Citrix Online LLC All rights reserved 71 GoToWebinar User Guide Manage Attendees Organizers can manage attendees and the Webinar staff through the Attendee List pane either by column or by right clicking on
22. t pu t install a video codec first to view format and C Convert to Windows Media Player file destination for Requires additional processing time after recording but allows f R anyone to view using Windows Media Player 9 or above without saving the file additional steps Learn more Note Mac users can only view Webinars recorded in Save in 3 Windows Media Player HA format e Save in Select the folder in which you want to save your recording 3 Click OK 2008 Citrix Online LLC All rights reserved 79 GoToWebinar User Guide a Using GoToMeeting Audio Service What do you want to record Device S O You can use either a microphone connected to your computer or your telephone Just my voice Your computer must have a sound card installed in order to record audio whether you join through the phone or VolP You can use either a microphone connected to your computer or your telephone Everyone in the session Your computer must have a sound card installed in order to record audio whether ou join through the phone or VolP Using Your Own Audio Service What do you want to record APA A microphone connected to your computer Everyone in the session A phone patch connected to both your phone and the mic in port of your computer Your computer must have a sound card installed in order to record audio If you want to use VolP with your own audio service please contact your Account Manager G
23. test your Mic amp Speakers settings 1 You can test your audio devices through the Audio pane of the Control Panel If your audio devices are connected correctly you will see the sound meters in the Control Panel light up green 2 If the meters for Mic or Speakers do not light up green when you or others are Speaking click on the icons in the Audio pane of the Control Panel A drop down menu will appear when you click on either icon e Microphone To test speak into your microphone if it is connected correctly the sound meter will light up green If the green meter does not light up select another device listed in the drop down menu and repeat this test e Speakers It is recommended that you test your speakers To test select each device from the drop down menu until you will see the sound meter light up green and hear others speaking in the conference If the green meter does not light up select another device listed in the drop down menu and repeat this test AO Audio Mode Use Telephone e Use Mic Speakers Built in Microphone Talki Built in Input Default 2008 Citrix Online LLC All rights reserved 30 GoToWebinar User Guide Optimize Vol P Audio Quality Avoiding Call Echo A USB headset is recommended see VolP Audio Device Recommendations in this section Built in or external speakers can cause echo We recommend reducing the speaker volume to a low level Webcams with microphones
24. the number to view who has raised hands in the e Attendee List d Quick view of number of polls given e O 2008 Citrix Online LLC All rights reserved 75 GoToWebinar User Guide Questions Pane The Questions pane enables organizers to engage their audience Organizers can sort questions and flag them with priority Questions can also be assigned to another organizer or for example to a panelist attending as a subject matter expert Check to show answered questions a Type in answer Click Send Privately or Send to All b Right click on any column header to show hide columns c Icon indicates answered questions d Click to set priority d Click to snap the Question and Answer pane on and off of the Control Panel e a Questions Al Show Answered Questions Will you be covering recording in the session today Nick Pay 12 24 PM Joe Smith Panelist Me vi Will this session be recorded Nick Paw 2 32 PM Joe Smith Panelist Me Send to All Lh ch cL Tl Ei i chi To enable disable attendee questions 1 Click the Options menu at the top of the Control Panel 2 Select or deselect Attendees Can Ask Questions When checked attendees will be able to ask questions gt To answer a question 1 In the Questions pane click the question you want to answer 2 In the answer field type your answer and click Send Privately to the attendee or Send to All to all attendees
25. GoToWebinar User Guide GoloWWVebinar GoToWebinar User Guide Version 2 0 Citrix Online 2008 Citrix Online LLC All rights reserved 6500 Hollister Avenue Goleta CA 93117 805 690 6400 Fax 805 690 6471 GoToWebinar User Guide Contents Getting Starte isi cin dalci oa 6 WECOME aaie act ec Re Seba ise nat da ace teeta gab denen da zac 6 ISI hls GUIS ao ao ido cacas 7 cude Str cr lada daa 7 NnarvWiaual ana Corporate Users aras la a 7 Macs ri AND bs 7 Usetul GOTOWEbINar TEMS rial 8 System RequiteMen sti id 10 Create Your Organizer Account GoToWebinar PlanN ccooccccccccccncncnoncnrnncnnnnnn rr 12 Create Your Organizer Account GoToMeeting Corporate PlanN cocccccoccccnccnnnncnnnnnnnos 12 Install the GoToMeeting GoToWebinar Application c cece cece cece ee eeeeeeeeeeeeeeeeessanenees 13 The GoToMeeting GoToWebinar System Tray ICON ccccccceceese esses cece eeeeeeeeeeeeeeeeeeenaaes 14 Set GoToWebinar Application Preferences cc cece cece cece eeeeeee seen eeeeeeeeeeeeeeetteseenannnengs 15 Stott Up Prel CrenGeS oori A T a E A R 15 General Preferences ai AAA AAA AA aaa ene 16 Webinars Preferentes anida 16 ReECOFGING PFEIEFENGCeS nr 16 CONNECTION JPFETEFENCES ricotta art 16 PUGIO PECTCFEN CES tii AS 16 GoToWebi ar Web Silesia 17 Log lit to Your Organizer Web Sienna ia 17 View Scheduled Webmail Sorser a a a a a EAER 18 VIEW Webinar MSTO i aa E AS 19 View and Edit Org
26. GoToWebinar Web site Organizers can view such Statistics as the number of registrants versus attendees how many surveys were submitted if created and the attendee Interest Rating Organizers can also access the Performance Report and the Attendee Report as well as links to Webinar follow up tasks gt To view Webinar statistics 1 Log in to your account 2 Inthe left navigation menu click Webinar History The Webinar History page will load listing any Webinars completed within the past 30 days Click to expand and collapse Webinar History details a Quick link to generate reports b Upload recorded Webinar GoToMeeting Corporate plans only c Webinar statistics d Edit Email Notifications and the Survey e Webinar History Search Enter Webinar title Past 30 days fj Search Sort By Most Recently Held E Customer Satisfaction Guaranteed y Change Settings Select setting w View Actual Date Time Attended Live a Tue Jun 3 2008 10 35 AM 10 52 AM PDT 361 Generate Report Attendee Interest Rating ee E i zapal 2 Attendee Report ld Overview Registered 623 por O HTML 125 highly interested Attendance Rate 0 2 Ocsv Excel 109 moderately interested Poll Responses 125 Generate 127 mildly interested Surveys Submitted 157 C Recorded Webinar Manage Generate Report d 2008 Citrix Online LLC All rights reserved 82 GoToWebinar User Guide Interest Rating For each Webinar organ
27. Guide Vol P Audio Best Practices VoIP Audio Device Recommendations When using VolP for your Webinar audio quality can vary based on your audio software hardware manufacturer as well as your operating system Listed in order from best quality to poor quality q USB headset connected to your computer Best Headphones and USB microphone connected to your computer ea Analog headset connected to your computer Good Headphones and analog microphone connected to your computer External speakers and USB microphone Fair External speakers and analog microphone Laptop built in microphone and speakers External speakers and USB Webcam microphone Analog Cable USB Cable 2008 Citrix Online LLC All rights reserved 28 GoToWebinar User Guide Vol P Audio Setup PC gt To select and test your Mic amp Speakers settings 1 Right click the ES system tray icon and select Preferences 2 Select Audio j Microphone Setup It Preferences GoToMeeting is recommended that you test your O 2 micr ophone To test Gen E You will not be heard while testing your mic or speakers select your O Microphone Setup Al icrophone device paar Select a device and speak into the microphone to test from the drop down resi menu and speak into Logitech Microphone Pro 4000 0000000 your microphone if it The meter will turn green when your microphone is working is connected correctly the sound 3 Speakers Setup meter will
28. In the left navigation menu click Log In Enter your Email Address and Password and click the Log In button In the left navigation menu select My Webinars The My Webinars page will load i A O At the bottom of the My Webinars page click the Need to re install our software link 6 The GoToMeeting GoToWebinar application downloads to your computer and the icon appears in your system tray ready for use O 2008 Citrix Online LLC All rights reserved 13 GoToWebinar User Guide The GoToMeeting GoToWebinar System Tray Icon The GoToMeeting GoToWebinar system tray icon provides convenient access to all GoToMeeting GoToWebinar functions To access GoToWebinar functions simply right click the system tray icon and select the desired function Webinar Now Launches an ad hoc Webinar a Schedule a Webinar Links to the GoToWebinar Web site where organizers can schedule Webinars b My Webinars Links to the GoToWebinar Web site where organizers can view and manage scheduled Webinars c Join Joins you to a meeting or Webinar after entering the meeting Webinar ID d Help Launches online help for GoToMeeting GoToWebinar e Preferences Provides access to user preferences f About Provides GoToMeeting GoToWebinar software version information g Exit Closes the GoToMeeting GoToWebinar application h TF QO ODO A Dn OD W ES GoloMeeting Meet Now Schedule a Meeting My Meetings 3 G
29. P and Control Panel audio management do not apply Panelist Phone Number Panelist Access Code 1 655 123 4557 2402340 er Attendee Access Code 23452345 e Rio 1 666 123 4567 International Number 011 266 239 6523 O 2008 Citrix Online LLC All rights reserved 38 GoToWebinar User Guide Invite Attendees to a Scheduled Webinar Part of pre Webinar planning is inviting people to your Webinar and allowing time for them to register After you have scheduled your Webinar GoToWebinar will email you the Webinar Invitation You can then forward the Webinar Invitation to prospective attendees via your email application or a list broker You can also copy your Webinar s registration Web link and paste it into your own invitation email or anywhere you d like to give access to registration for your Webinar Note For information on how to invite attendees to a Webinar already in progress see the Manage Attendees section of this guide gt To invite attendees to a scheduled Webinar 1 After scheduling your Webinar you will receive the Webinar Invitation in your email application 2 Forward the Webinar Invitation to your attendees or to a third party such as a list broker You can also save the Webinar Invitation in an HTML format and post to your personal or company Web site gt To get a copy of the Webinar Invitation 1 Log in to your account 2 On the My Webinars page scroll to the Webinar for which you want to r
30. Presenter Control Panel Grab Tab section of this guide c Dashboard Pane Provides organizers with a quick view of the timer attendance audience attentiveness number of unanswered attendee questions and number of hands raised see the Dashboard Pane section of this guide d Attendee List Pane Provides organizers with the ability to manage all Webinar attendees see the Manage Attendees section of this guide e Audio Pane Enables organizers to manage their audio format audio service and audio setup see the Audio Pane section of this guide f Webinar Information Pane Provided for quick reference Webinar ID can be given to someone to join through www gotowebinar com g Additional Control Panel Panes See the next section for additional Control Panel features 2008 Citrix Online LLC All rights reserved 4 File Options view Hels Saisie Screen Sharing b C d Hands Raised 3410 30 Attendee List 15 Max 1001 EIE Attendees 10 Staff 5 E of dh NAMES ALPHABETICALLY a Liam O Connor ad Bs Stacy Leonard e rs 2 Susanna Kenyon Muir di Suzie Smith yt Audio Mode Use Telephone f Use Mic amp Speakers MUTED d gapio Audio Setup Talking tanya smallwood E E Customer Satisfaction Guaranteed g Webinar ID 408 688 296 Golo Vebinar 59 GoToWebinar User Guide Additional Control Panel Panes Organizers can cust
31. To assign a question to another organizer or panelist 1 Click the question you want to forward This will highlight the question 2 Right click the question field and select Assign Question to 3 Select the name of the organizer or panelist you want assigned to the question Note Only organizers can see all questions and answers set question priority and assign questions Panelists can only see questions that are assigned to them by organizers Panelists can only answer privately to an attendee O 2008 Citrix Online LLC All rights reserved 76 GoToWebinar User Guide Polling Organizers can use polls to revive and engage an audience or to focus their attention Polls can be created pre Webinar see the Create Polls section of this guide or in session on the fly After a poll has been closed organizers can choose to show the results immediately or at a later time in the Webinar While polling is managed by organizers only an organizer does not have to be presenting to launch a poll gt To launch a poll 1 In the Polls pane scroll to the poll you want to launch and click the Open Poll button Attendees will see the poll in their Viewer Window 2 After you have given attendees time to answer click the Close Poll button gt To show poll results 1 In the Polls pane scroll to the poll for which you want to show the results 2 Click the Show Results button 3 Click Hide Results to resume your presentation To c
32. To create a survey L 2 3 Se E Log in to your account On the My Webinars page scroll to the Webinar for which you want to create a survey Click the Change Session Settings drop down menu and select Survey The Survey page will load In the Question Type field select the answer choice from the drop down menu click view types to see samples a Choice Single Answer Attendees can only select one answer b Choice Multiple Answers Attendees can select more than one answer c Choice Scale 1 to 5 Attendees can answer based on a rating scale d Open Ended Short Phrase Attendees can type a short answer e Open Ended Essay Attendees can type a descriptive answer In the Question field type a question In the Answers fields type up to 5 answers Click Create Your survey questions will appear in the Survey Questions box You can modify survey questions including the order in which they will appear in the survey by highlighting each in the Survey Questions box and clicking Edit Delete Up or Down You can create up to 8 survey questions Under Options select whether the survey is shown to attendees after they exit the Webinar or included as a link in the Attendee Follow up email you must have selected to send a follow up email Note Surveys cannot be modified once follow up emails have been sent 10 To view your survey click Preview 11 Click Save Changes 2008 Citrix Online LLC All rig
33. allow for data storage for the GoToWebinar Reporting features and allow for an organizer to always save Chat Logs to his or her local machine e Security This option enables disables the inactivity time out feature which will automatically stop screen sharing if there is no keyboard input or mouse movement for the specified period of time e Session Identity Remembers organizer s name and email address as it will appear in the meeting Webinar attendee list Mac users only have the Session Identity option in the General category Webinars Preferences The Webinars category enables organizers to determine which action messages are visible to an organizer during a Webinar Mac users do not have this option in their Preferences menu Recording Preferences e Audio Allows you to enable or disable the audio recording feature To record choose which audio service you want to use for your Webinar e Video Allows you to select the Webinar recording output format and destination for saving the file For more information on recording settings please see the Recording a Webinar section of this guide Recording a Webinar is only available using a PC Connection Preferences The Connection category enables organizers to test the status of the GoToMeeting GoToWebinar connection Note To ensure a valid connection test we advise that you refrain from testing your connection unless a GoToMeeting GoToWebinar Customer Care repres
34. anizer Account Information ssssessserrrrrrrrrrrrrrerererererrrrrrrrrrrrrrrrnre 20 We bDi ar a LU ii aaa 22 Organizer ROS OVEIVIEW csinsrest raring parses a rors vaarinuiawariabauningensivenevieds barons tea eit 22 Schedule a WeDINaFasni AA A etna ae a aaa es 23 GoToWebinar Total AUGIO SEVICE ii A capes cides 27 Dial nto the Conterente sra A 27 VOIP AUGIO Best Practices aa A AS ARA ewer 28 PriVale AUGIO SEVICE iaa AAA 38 Invite Attendees to a Scheduled WebiNar oooccccccccccccncccnnnccnnnn cnc rnnnn nr rr 39 Registration Track data dd 40 CUSTOMIZE a Scheduled WebMail a 42 Create Polis A iaa 42 Create aes Ul VOY rtorras teen 43 Brandina ana TAM 44 EmMa INOEMCALIONS ii A A A As 45 2008 Citrix Online LLC All rights reserved GoToWebinar User Guide ROJISaAOM FO M sereus rar E r a naii 47 Edita Scheduled WeDIN sara Ad 49 Cancela Scheduled Webstar AS 50 Practicera VV EDIN aaaaa E EA 51 Webinar Presentation nde ceeincvater a 52 NOtes On CONGUGCEING WebiNal Sis teks ce Pebianirtticmnnieieialse eaten beeen eee Ea 52 TDS Ob UC OOS Salitre 53 Starla Scheduled WebSite 55 LGave 0OF ENd a WebIN ds ainda paa ir Pica 56 Wepiha NOW A AA AA AA 57 Organizer Control Panel AA A 59 Additonal Control Panel Panes usina nica taria aia os 60 Organizer Control Panel Menu Bar PC occcccccccccnnccccnnnnnnocnnnnrrnn cnn nr rr 61 Organizer Menu Bar MaC riaal AA 62 Start GoToWebinar Audio Service cece cece cece teen e
35. ar plans can zip and send Webinar recordings depending on the file size by email FTP or post to a Web site gt To retrieve the archived Webinar recording link GoToMeeting Corporate plans only 1 Log in to your account 2 Inthe left navigation menu click Webinar History 3 Scroll to the Webinar for which you want to retrieve the archived recording 4 On the Manage Webinar page highlight and copy the Webinar recording link Recorded Webinar Available storage Current Recorded Webinar Archived by Corena Bahr Fri Jul 14 1022 8MB 99 8 of 1024MB 2006 6 00 PM POT 2006 02 28 16 05 Test wmy Hir ce E Post this link on your Web site to increase your viewing audience To permanently remove this recording click Delete To replace it with another recording click Replace Delete Recording Replace Recording 2008 Citrix Online LLC All rights reserved 86 GoToWebinar User Guide gt To distribute a recorded Webinar in the GoToMeeting format 1 Deliver the recorded Webinar by email or FTP or post to a Web site 2 Recipients must have Windows Media 9 0 or higher to view the recorded Webinar 3 If recipients have not already installed or are not running the GoToMeeting software on their PC request them to install the GoToMeeting Codec at http www gotomeeting com codec Note Recipients must have administrator rights on their PC in order to install the GoToMeeting Codec and view a recorded Webinar in
36. as plain text in the body of the email Note The Registration Tracking feature can only track opened invitations if the Webinar Invitation is sent in HTML format Webinar Invitation Preview or re send yourself the invitation b Other Emails to Registrants GoToMeeting Corporate plans only If you want attendee replies to go to another organizer on your account select the organizer s name in the drop down menu c Confirmation Email Personalize by clicking the expansion button Choose if you want to include System Requirements and a link to add to Outlook Calendar d 2008 Citrix Online LLC All rights reserved Email Format HTML in body of email ve graphics O Plain Text in body of email Webinar Invitation We create and email it to you You forward it to people you want to come Prewiew Email Email Me Inwitation Other Emails to Registrants Ex How to Join reminder and follow up emails sent by GoToWebinar Reply To Address Confirmation Email gt Personalize Confirmation Email Notification Email Format Include System Requirements Include link to add to Outlook Calendar Preview Notification Email 45 Reminder Emails to Invitees amp Registrants Select the frequency that reminder emails are sent to registrants Personalize by clicking the expansion button Choose if you want to include System Requirements and a link to add to Outlook Calendar e Fol
37. ast session e Select the type of attendees joining each session Different attendees or Same attendees 2008 Citrix Online LLC All rights reserved Schedule Similar Webinar Choose one aye Manage List Webinar Name Description The description will be used in your Webinar Invitation Email and Registration page Start Date start Time End Time 3 10 00 AM Wed Jun 25 2008 GMT 08 00 Pacific Time US and Canada Tijuana t Recurs Recur every week on C Mon L Tue Wed Thu Dl Fri Dl sat Ll Sun End Date Wed Jul 23 2008 Who will be attending each session Different attendees Attendees will choose which date to attend when registering Same attendees Attendees will register once to attend all sessions 23 GoToWebinar User Guide f Choose Audio Conference Option This is the information attendees will use to connect to the audio portion of the Webinar GoToWebinar Audio Service e Provide VoIP only requires Choose Audio Conference Option More Info microphone and GoToWebinar Audio Service speakers All attendees join the O VolP only requires microphone and speakers audio portion Telephone only through VoIP and Both must have OR speakers to listen to the Webinar and a microphone to Provide your own conference call number speak With GoToWebinar audio service Attendees can speak if un muted by an organizer Panelists
38. be able to hear music on the computer To record using GoToWebinar Total Audio Service an organizer can use the telephone or a microphone connected to his or her computer To record using the organizer s private audio service an organizer must have a phone patch connected to both the phone and the mic tn port of his or her computer Only one recording file is created per Webinar This means that if an organizer clicks Record to start the recording then stops the recording and subsequently restarts the recording during the course of one Webinar GoToWebinar will continue recording to one Webinar recording file The default destination location to save a recording defaults to the My Documents folder An organizer can change the destination location but only before beginning recording It is recommended that the designated location have a minimum of 1 0GB of free space in order to accommodate the recording For optimum recording performance and in session experience it is recommended that you select a location on your local hard drive 2008 Citrix Online LLC All rights reserved 78 GoToWebinar User Guide Record a Webinar Note The Webinar recording feature is only available to organizers Recording a Webinar is only available using a PC If you are using a Mac and want your Webinar recorded invite a PC based organizer GoToMeeting Corporate plans or panelist and promote to organizer in session GoToWebinar plans A PC bas
39. before playing it back To replay a Webinar recorded in the Windows Media format If you haven t already end the Webinar that you are recording 2 GoToWebinar will save your file with the title date and time of the Webinar and will immediately start to convert the recording file into the Windows Media format 3 Upon completion of the conversion process navigate to the directory that is listed as the Save in field under the Preferences Recording tab 4 Double click the file name to start the replay Press Alt and Enter on your keyboard at the same time to maximize the Viewer Window for best replay quality Note Mac users will be prompted to follow an additional step Note The conversion process begins automatically immediately after you end a recorded Webinar in the Windows Media format Allow time for the conversion to take place The time needed is dependant upon video content CPU speed and amount of memory available Due to the use of CPU resources you may have to wait until the conversion process is complete to resume use of the computer GoToWebinar converts the recorded Webinar into a Windows Media Player file after the Webinar is over instead of recording direct to Windows Media format so that impact on CPU resources doesn t bog down the computer during the Webinar Note Playing a recorded Webinar back before ending the Webinar may cause abnormal playback behavior Be sure to end the Webinar before playing it back T
40. browser http www gotowebinar com archivedtraining GoToMeeting Corporate Plan Real time Organizer Basics training for GoToMeeting Corporate plans is offered twice weekly every Tuesday at 8AM PST and Thursday at 2PM PST Real time Advanced Organizer training is offered every other Wednesday at 10AM PST These trainings are specific to our GoToMeeting Corporate customers therefore please contact your Citrix Online Account Manager for information on how to register To view a pre recorded GoToWebinar Organizer Training type the following URL into the address bar of your Web browser https www gotomeeting com default help viewlets g2w_organizer_training gotowebin ar_organizer_training_corp wmv 2008 Citrix Online LLC All rights reserved 99
41. d When customizing the Registration form 1 In the After Registering section select Upon Approval Once you receive payment from a registrant you can approve that person to receive the Webinar Confirmation email See the Registration Tracking section of this guide In the Redirect registrants to field type a URL to redirect your registrants to a Web page where they can provide you with payment information 2008 Citrix Online LLC All rights reserved 96 GoToWebinar User Guide In Session Can I host a Webinar and join via VolP using my XenApp server GoToWebinar Total Audio Service is not supported on the XenApp server with a server install If you want to join a Webinar using Mic amp Speakers join it with your local computer Is there a way for me to see what my attendees see during a Webinar When presenting the Audience View pane gives presenters a view of what the audience is seeing In your Control Panel select View then Audience View How do allow attendees to show their screens during a Webinar If you would like an attendee to present during a Webinar go to the Attendee List right click the attendee s name and select Make Presenter Note that once you promote an attendee to presenter he or she is a panelist for the remainder of the Webinar don t want to have to forward my questions to the panelist Is there a way for panelists to see questions and answers All organizers can view the Question
42. d 80 GoToWebinar User Guide Note GoToWebinar will begin recording audio input from the time that the organizer clicks Start Recording however the screen recording will not start until the presenter begins showing his or her screen If screen sharing is not turned on during the course of the recorded Webinar the playback will show a black screen and playback the audio recording only Note You must have at least 500 MB of space on the destination drive to record a Webinar If you have less than 500 MB of available space GoToWebinar will display a warning when Recording begins If space drops to 100 MB recording will be automatically stopped and you will receive a warning message If you have selected to convert your recording to Windows Media format you will need 1 GB twice as much space The Remaining field in the Recording pane refers to the amount of space available for recording that is listed in the Recording Preferences Save In field Troubleshooting Recording a Webinar To troubleshoot recording please see http www gotomeeting com s audiohelp and http www gotomeeting com s audiolearn These links can also be accessed from the recording category under Organizer Preferences 2008 Citrix Online LLC All rights reserved 81 GoToWebinar User Guide Webinar Follow Up Webinar Analysis GoToWebinar organizers can view Webinar statistics once a Webinar has ended A snapshot view is located in Webinar History on the
43. d comments if requested in the Registration Form Attendee responses to custom questions created by the organizer if requested in the Registration Form Date and time person registered N A Indicates registrant is subscribed to email notifications from organizer s Unsubscribed Indicates registrant has opted out of receiving email notifications from organizer s through the unsubscribe link SPAM Button Indicates registrant has opted out of receiving email notifications from organizer s by marking as SPAM within their email application Any questions and answers submitted through the Question and Answer pane Poll responses to any polls launched in session Numerical value from 1 100 which shows the attendees interest in the Webinar 100 being most interested Time stamp of when attendee joined and exited the Webinar Time attendee remained in session Survey responses if a survey was created by the organizer 2008 Citrix Online LLC All rights reserved 92 Performance Report GoToWebinar User Guide The Performance Report provides a detail of the entire Webinar from start to finish including high level statistics on the success of a Webinar Field definitions Performance Report Date Range Wehinar ID Webinar Title Actual Start Date amp Time Actual Duration Registered Opened Invitation Clicked Registration Link Total Attended Attendance Rate Average Attentiveness Average Attendee Intere
44. dule Another Schedule Similar Webinar Cancel This Session i 2008 Citrix Online LLC All rights reserved 49 GoToWebinar User Guide gt To add or remove a panelist organizer from a scheduled Webinar L 2 Log in to your account On the My Webinars page scroll to the Webinar for which you want to add or remove a panelist or organizer GoToMeeting Corporate plans At Change Session Settings click the drop down menu and select Panelist or Organizers Panelists for GoToMeeting Corporate plans Make your changes Click Save A notification email will be sent to the added or removed panelist organizer If the panelist organizer was removed the link to join the Webinar provided in the Webinar Invitation will be deactivated Cancel a Scheduled Webinar Webinar organizers can delete a scheduled Webinar at any time prior to the start of the Webinar An email notification will be sent to all registrants organizers and panelists notifying them that the Webinar has been cancelled Note Once a Webinar has been cancelled all records of the Webinar will be removed from Webinar History Generate Reports and the Schedule Similar Webinar feature gt To cancel a scheduled Webinar 1 2 Log in to your account On the My Webinars page scroll to the title of the Webinar you want to cancel e To cancel a specific session in a recurring Webinar click next to the date of the Webinar you want to cancel On the right sid
45. e click W or Cancel This Session e To cancel all sessions of a recurring Webinar click iJ or Cancel All Sessions at the bottom right of the last session listed On the Confirm Cancellation page click Preview notification message to view the message that all participants will receive Click Cancel Session or Cancel All Sessions 2008 Citrix Online LLC All rights reserved 50 GoToWebinar User Guide Practice a Webinar The Practice feature allows organizers to run an unlimited number of practice sessions before the scheduled Webinar start time All settings and customization made to a Webinar will apply to the practice session Because attendees cannot join a practice session using this feature is a great way for organizers and panelists to get comfortable with the presentation flow If a practice session runs up to the start time of the scheduled Webinar organizers can start the live Webinar from practice mode gt To start a practice Webinar 1 Log in to your account 2 On the My Webinars page scroll to the Webinar session you want to practice and click the Practice button 3 Panelists and organizers can join the practice session by clicking on the link provided in their invitation email Note While in practice mode registrants will not be able to join the Webinar gt To start a Webinar from practice mode 1 While in practice mode open the Organizer Control Panel 2 At the top of the Control Panel click S
46. e all menu options available GoToMeeting GoToWebinar Is Not Connected A connection could not be established The user has a very limited set of menu options Help About Exit e Hallway The Hallway is a dialog box presented to attendees that arrives either during a Practice Session or before an organizer has started a live Webinar Once an organizer has started the live Webinar the Hallway dialog box will disappear and attendees will see the Waiting Room e In Session Time frame when tasks are done during a Webinar e Interest Rating The Interest Rating is a statistic that allows organizers to benchmark and qualify attendee interest in a Webinar Interest Ratings are computed from a proprietary algorithm that evaluates each Webinar attendee s interactions on a scale of 1 to 100 100 being best Factors that contribute to the Interest Rating include but are not limited to attendance length attentiveness during the session number of questions asked and an attendee s successful completion of polls surveys and registration e No Show A No Show is someone who registered but did not attend the live Webinar e Organizer An organizer is the person who schedules and starts a Webinar There can be more than one organizer On GoToMeeting Corporate plans all organizers specified pre Webinar have equal rights to view create modify the pre or post Webinar information on the Web site Organizers can also be promoted in session bu
47. e the Clean Screen feature when showing your desktop to avoid distracting your attendees Have the documents you wish to share ready to be accessed in one or two clicks Run a Practice Session with your panelists and any other organizers to familiarize yourself with the format and flow of your online presentation Managing the Webinar Arrive a few minutes early to greet the attendees as they arrive and start the Webinar on time It also helps to have a welcome presentation running during this time Your presence in these opening minutes can help establish the tone and direction of the Webinar Provide an agenda at the start of the Webinar including estimated duration and stick to it Inform attendees what the purpose goal of the Webinar is what to expect and when and how to ask questions and participate in the Webinar Provide information on how to use equipment or services and how to get assistance if needed Consider having another organizer help manage and monitor questions and answers Encourage participation by using the Polling feature End the Webinar clearly Make sure all the attendees know that the Webinar is formally over and stay on the line to address any last questions 2008 Citrix Online LLC All rights reserved 53 GoToWebinar User Guide Managing Audio If dialing in to the Webinar using a telephone avoid using cellular and cordless phones due to static Use the phone handset or a headset instead of sp
48. each organizer or panelist name Attendee List Pane Click tabs to view Attendee or Staff list a Click on a column to sort Right click to show hide columns b Click to mute un mute attendees c Shows attendee attentiveness d Shows attendee has a question e Right click attendee name for attendee options f Shows attendee has raised hand g Attendee Right click Pass presenter role this also promotes attendee to panelist a Promote to panelist role b Promote to organizer role c Allow this attendee to view Attendee List d Send chat to this attendee Attendees will see chat in their Questions pane Staff will see chat in their Chat pane e Dismiss attendee from the Webinar f a b e d e f g Attendee List 14 Max 1001 EVE Attendees 9 SiS O 2008 Citrix Online LLC All rights reserved 72 GoToWebinar User Guide Chat with Organizers and Panelists Organizers and panelists can chat with each other to help manage the Webinar and presentation flow Organizers can save a chat log for review after the Webinar has ended To chat with an organizer or a panelist 1 Right click on an organizer or panelist name in the Attendee List Or In the Chat pane select the desired recipient s from the To drop down selection field Enter the desired chat message in the Type message here field Click Send gt To save a chat log 1 Under the File menu select Save C
49. eakerphones to avoid background noise tunnel effect and sentence clipping If using a telephone turn off your call waiting The beep of a new call on another line may be heard by everyone If using a telephone avoid putting your phone on hold during the presentation Your hold music will play into the conference call and make it impossible for other attendees to continue the Webinar If you find you are having a sound quality issue hang up and dial back in telephone or check your mic and speaker devices VolP Sometimes these problems clear themselves up when the bad connection is terminated If presenting join the Webinar from a location where there is little background noise Introduce yourself when you begin speaking and ask your panelists to also identify themselves before speaking Not everyone in the Webinar may know everyone else s voice O 2008 Citrix Online LLC All rights reserved 54 GoToWebinar User Guide Start a Scheduled Webinar A scheduled Webinar is always started by an organizer from the GoToWebinar Web site or from the Organizer Control Panel while in practice mode gt To start a scheduled Webinar from the GoToWebinar Web site 1 Log in to your account 2 On the My Webinars page scroll to the Webinar session you want to start and click the Start button On the Start Your Webinar Now page click Start Now 4 If prompted click Yes or Grant to accept the GoToWebinar download Your Webinar wi
50. eb site upon completion of registration gt To customize the registration form 1 Za Log in to your account On the My Webinars page scroll to the Webinar for which you want to create the registration form Under the Webinar title click Edit next to Registration The Registration Form page will load On the Registration Form page a Field Select your form fields Selecting the Required check box requires registrants to fill in the field before being able to complete registration b Create Your Own Click next to Create Your Own You can create up to 10 custom questions C After registering Choose how registrants will receive the Confirmation email which has information on how to join the Webinar automatically after registering or only upon your approval If you select Upon Approval you will need to monitor registrants and approve them before they can join the Webinar see the Registration Tracking section of this guide Upon completion of registration registrants will see a Registration Complete page but will not receive instructions on how to join until you have approved them Note You can select or de select Upon Approval any time after registrations have been sent However if you de select Upon Approval after registrations have been sent all registrants you denied will receive a Confirmation email that will allow them to attend Likewise if you select Upon Approval after registrations have been sent you
51. eceive the Webinar Invitation To the right of the Webinar click the Email me the invitation link The Webinar Invitation is sent to the email address on your account gt To copy the registration Web link 1 Log in to your account 2 On the My Webinars page click next to the Webinar date for which you want to copy the registration Web link At Registration Web Link highlight and copy the link 2008 Citrix Online LLC All rights reserved 39 GoToWebinar User Guide Registration Tracking Registration tracking allows organizers to track everything from how many people opened your Webinar Invitation to the number of registrants awaiting registration approval Note Registrants awaiting approval will only show if you selected Upon Approval on the registration form see the Registration Form section of this guide View and download Registration Report a Quick view of number of registrants b View how many people opened the invitation and clicked the registration link c View and manage registrants d Approve registrants if Upon Approval has been turned on e e d Start Date Time Waiting Approval Registrants 4 Tue Aug 19 2008 10 00 AM 11 00 AM PDT 2 Edit Date Time Registration Web Link https qa 21 qotomeeting corvregisteri655147376 Registered 4 Registered in Last T Days Registration Report E a Approved 2 por Onm z me 3 U a Waiting Approval 2 O csv O Excel a Opened Invitation
52. ed organizer will have the recording feature Archiving on the GoToWebinar Web site GoToMeeting Corporate plans is not available for Mac users To archive the PC user who is recording needs to be an invited organizer for the Webinar gt To configure recording settings Screen Sharing 1 From the Organizer Control Panel click Stopped No one sees your screen the View menu select Recording The Recording pane will appear in the show My Stop Give Change Control Panel Click Settings Showing Keyboard Presenter SCTeen amp Mouse 2 On the Recording category e Audio Allows you to enable or disable the Preferences GoToMeeting audio recording Category Recording feature To record Start Up P General Audio choose which audio Meetings Gitina service you want to asiain use for vour ame 2 Use GoToMeeting Audio Service y Connection Records everyone who speaks via microphone or telephone Webinar Audio O Use your own audio service 3 Requires a physical input device A microphone will record just your Note If LIS VoIP be voice A phone saihan will record everyone who speaks sure to check your audio device settings under Audio in the left menu Need audio help Video e Video Allows you to Record in GoToMeeting format No additional processing time GoToMeeting users can view using select the Webinar Windows Media Player 9 or above Non GoToMeeting users must recordin g ou
53. ee e eee eeeeeeeeeeeeneeeeeeeeeeegaeeeeeettsneaauerengs 63 Manage GoToWebinar AUCIO Service 2 cece cece cece cece ee eeeeeeeeeeeeeeteneeaaeteeeeeeteeeggaeeeeeeenegs 64 Presentata WeDbIN ana 66 Presenter ROIC OVEIEW a ia dd iia 66 Presenter Screen Tools PanNe ococcccccccccccccnncnccncnn cnn rr rr 66 Presenter Control Panel Grab Tab cc cece cece eee e ee eeeeee ee eeeeeeeeeeteneeeeseeegaeeessnageenengs 67 Presenter SNOW SClCEN ccuceinaictar E cian ne eae aaa eas 68 Presenter Drawing TOGIS ariadna iaa dad 69 Presenter Audience VIEW Pane occccccccccccccnncnccncc rr T E 70 Passing he Presenter Rolo ias 71 Manage ATENAS Sia A AAA AAA AAA 72 Attendee SEPAN can Ar AD ED sra 72 Chat with Organizers and PanelistS occcccccccccnccccnncnnccncnncnnnn crac rr 73 Send a Broadcast Message to Attendees mirrin a ar rr rr 74 Invite Attendees During a WebiNaF ccccoccocccccnccnncccnnnccnnnnnn a a 74 DaAsiboOa ra Rana AA AAA ad 75 OUCSTIONS Paid 76 POI PR O aaa E 77 RECOFGING a WV EDI ASA 78 Notes on Recording a WeDIN al acia 78 Rectora a WebMail eia 79 Troubleshooting Recording a Webinar ccoccccccccnccnccncnncnnnnc cnn rcnn cnn rn 81 Webinar FoOlMOW UD io AAA 82 VV SD IM GI ANS SIS airada 82 INtSrestRaiN aaa 83 FOlow UD WIENATTSNASES usa ASI A 84 Archiving Distributing and Playing a Recorded WebINAL cc cece cece cece eeeeeeeeeeeeeeeeeeas 85 2008 Citrix Online LLC All rights res
54. el GoToWebinar User Guide When the organizer first joins the Webinar the Organizer Control Panel appears on the right side of the desktop The Organizer Control Panel gives organizers access to various organizer and presenter functions The Control Panel can be customized panes can be re ordered and those with can be un docked from the Control Panel and resized As a Mac presenter your expanded Control Panel will be visible to attendees as a black silhouette and sometimes parts of the Control Panel are fully visible not blacked out to attendees This can obstruct a portion of what you are presenting We recommend that Mac presenters leave the Control Panel collapsed as much as possible during the Webinar If you have multi monitor we recommend keeping the Control Panel on your second monitor Dashboard Audience View and Recording panes are not available in the Mac Organizer Control Panel Menus Provides access to leaving ending the Webinar attendee options Control Panel tools and online help files a Screen Sharing Provides presenter with a visual reminder of On Air status the ability to show pause stop screen sharing share keyboard and mouse control and change presenters see the Presenter Screen Tools Pane section of this guide b Grab Tab Enables presenter to minimize the Control Panel to the side of the desktop to display his or her full desktop to attendees and still access Screen Sharing tools see the
55. entation and takes attendees to the Waiting Room screen d The Give Keyboard amp Mouse button grants d e f shared mouse and keyboard control to another organizer or panelist e The Change Presenter button passes the presenter role to another organizer or panelist f O 2008 Citrix Online LLC All rights reserved 66 GoToWebinar User Guide Presenter Control Panel Grab Tab The Control Panel Grab Tab enables organizers and presenters to minimize the Control Panel to the side of their screens to display their full desktops to attendees and still access Presenter Screen Sharing Tools The Grab Tab changes depending on the status of the presenter s display mode There are five main display modes see images below 1 Organizer has started the Webinar but no attendees have arrived 2 Attendees have arrived and the presenter is displaying his or her desktop 3 Attendees have arrived and the presenter has paused displaying his or her desktop In this mode screen sharing is paused and attendees see a frozen image of the presenter s desktop 4 Attendees have arrived and the presenter has stopped displaying his or her desktop In this mode screen sharing is stopped and attendees see a Presentation Stopped message Click and drag to move Grab Tab up or down a Click to show hide Control Panel b Shows On Air status c Shares screen Right click for screen Sharing options d Stop screen sharing e
56. entative directs you to perform the connection test Audio Preferences The Audio category enables organizers to select and test microphone and speaker devices for use with VolP Mac users do not have this option in their Preferences menu but can select and test their audio devices in session through the Control Panel Audio pane 2008 Citrix Online LLC All rights reserved 16 GoToWebinar User Guide GoToWebinar Web Site The GoToWebinar Organizer Web site enables organizers to schedule customize manage track and delete their Webinars In addition organizers can view Webinar history generate reports and edit account information Log In to Your Organizer Web Site To access Organizer Web site features organizers must first log in gt To log in to your Organizer Web site 1 2 3 4 Open an Internet browser and go to www gotowebinar com In the left navigation menu select Log In Enter your Email Address and Password and click the Log In button In the left navigation menu select My Webinars O 2008 Citrix Online LLC All rights reserved 17 GoToWebinar User Guide View Scheduled Webinars The My Webinars feature enables organizers to view any existing scheduled Webinars gt To view scheduled Webinars 1 Log in to your account 2 Inthe left navigation menu select My Webinars The My Webinars page will load with a list of scheduled Webinars 3 To return to the My Webinars page from another
57. erences you want to customize 3 Select your preferences 4 Click OK Start Up Preferences The Start Up category enables organizers to determine how to start GoToWebinar Options include e Automatically after log in to Windows This option starts the GoToMeeting GoToWebinar application automatically after you log in to your PC e Manually This option sets the GoToMeeting GoToWebinar application to start only when you launch the application from your Programs Menu e Log in Selecting the Remember me on this computer checkbox will enable automatic login to the system e Remind me of upcoming meetings and Webinars This checkbox becomes available if you select the Automatically after log in to Windows checkbox and will provide you with reminders for your scheduled meetings and Webinars e Periodically synchronize reminders with My Meetings and My Webinars This preference option is applicable to users of Citrix Presentation Server and is the recommended setting for optimal use This checkbox becomes available if you select the Remind me of upcoming meetings and Webinars checkbox and will synchronize meetings and Webinars scheduled from a published Outlook or Lotus Notes with a local installation of GoToMeeting GoToWebinar Mac users only have the Log in option in the Start Up category 2008 Citrix Online LLC All rights reserved 15 GoToWebinar User Guide General Preferences e File save settings These settings
58. erved GoToWebinar User Guide Archiving a Recorded Webinar GoToMeeting Corporate Plans Only cccceeeeee ee eees 85 Distributing a Recorded Webinar cc cece ccc e eee eteeeeeeeeeeeeeeeeeeneeeeeeeeeeeeggeeeeeeeetteeagggs 86 Pia Ving av Recorded Weblla Ft dd 88 Troubleshooting Playing a Recorded Webinar c cc ceccee eee tee eect eeeeeeeeeeeeseneeeteneettegees 88 GENGFate REDON Sun a opi 89 REIS tacon REDO Esad 90 Atende Repo lara 91 Pertormance REDON kerimni 93 Recorded Webinar Repol isso pae O aaa EE OONN 94 FA OS orina E 95 PREP WeDIN Faris ESA NAAA AA A 95 MS eS IO ai ia salio 97 Contact SUPDO FE ara ens re aww cece Sedna edwes eee eee becte 98 GOTOW eDiNal Pla dia ra viiereteladeticiatete dui 98 GoToMeeting Corporate Pla ana is 98 GoToWebinar Organizer Training mmmmmmonnnnnnn sees sees eee eee 99 GOTOVW CDI r Plata ANA ea a eae eed eas 99 GOTOMEeECHNG Corporate Planas da E 99 O 2008 Citrix Online LLC All rights reserved GoToWebinar User Guide Getting Started Welcome GoToWebinar is a revolutionary and unique Webinar solution that makes it easier to plan present and profit from Web based events GoToWebinar is a managed online event service that makes communication with employees partners customers and prospects easier and more efficient than any online event product available today GoToWebinar users can deliver presentations perform product demonstrations and deliver online t
59. es who opened the invitation email to register for the Webinar Total number of attendees who attended the Webinar Attendee last and first name Attendee email address Yes or No value to indicate whether the registrant attended the Webinar Attendee address if requested in the Registration Form Attendee city if requested in the Registration Form Attendee state province if requested in the Registration Form Attendee zip postal code if requested in the Registration Form 2008 Citrix Online LLC All rights reserved 91 Country Phone Industry Organization Job title Role in Purchase Process Purchase Time Frame Number of Employees Questions and Comments Custom Questions Registration Date Unsubscribed Quection amp Answer Poll Questian I nterest Rating I n Sessian Time Duration Survev Ouectiann GoToWebinar User Guide Attendee country if requested in the Registration Form Attendee phone number if requested in the Registration Form Attendee business industry if requested in the Registration Form Attendee business organization if requested in the Registration Form Attendee job title if requested in the Registration Form Attendee role in purchase process if requested in the Registration Form Attendee purchase time frame if requested in the Registration Form Attendee company number of employees if requested in the Registration Form Attendee questions an
60. eting users can view using Windows Media Player 9 or above Non GoToMeeting users must install a video codec first to view C Convert to Windows Media Player file Requires additional processing time after recording but allows anyone to view using Windows Media Player 9 or above without additional steps Learn more Save in cr Using GoToMeeting Audio Service What do you want to record Device S O You can use either a microphone connected to your computer or your telephone Just my voice Your computer must have a sound card installed in order to record audio whether you join through the phone or VolP You can use either a microphone connected to your computer or your telephone Everyone in the session Your computer must have a sound card installed in order to record audio whether ou join through the O 2008 Citrix Online LLC All rights reserved phone or VoIP 34 GoToWebinar User Guide Using Your Own Audio Service What do you want to record Device A microphone connected to your computer Everyone in the session A phone patch connected to both your phone and the mic in port of your computer Your computer must have a sound card installed in order to record audio If you want to use VolP with your own audio service please contact your Account Manager GoToMeeting Corporate plans or Customer Care GoToWebinar plans for assistance Error Messages An audio device speakers or
61. f Windows Media format selected you will be prompted after the conversion is complete Note If an organizer other than the scheduling organizer has recorded the Webinar that organizer will not be prompted to archive at the end of the Webinar He or she can archive manually at a later time To automatically archive a recorded Webinar 1 When your Webinar has ended you will be prompted to archive the recording If Windows Media format selected you will be prompted after the conversion is complete 2 At the Archive Recording Now prompt click Yes now Archiving will automatically begin gt To manually archive a recorded Webinar Log in to your account 2 Inthe left navigation menu click Webinar History The Webinar History page loads listing any completed Webinars within the past 30 days Scroll to the Webinar for which you want to archive the recording At Recorded Webinar click Manage On the Manage Webinar page click Archive Recording You will be prompted to browse for the recording file you want to upload After selecting the file archiving will automatically begin Note If your browser is not capable of launching the automatic upload you will be prompted to click Launch Archiver Archiving on the GoToWebinar Web site GoToMeeting Corporate plans is not available for Mac users To archive the PC user who is recording needs to be an invited organizer for the Webinar 2008 Citrix Online LLC All rights
62. hat Log 2 This opens the Save Chat Log to a File dialog that allows you to store the file locally 3 Browse to the location you would like to save it and click Save O 2008 Citrix Online LLC All rights reserved 73 GoToWebinar User Guide Send a Broadcast Message to Attendees Organizers can send a broadcast message to all attendees using the Chat feature The message will appear in the attendees Questions pane To send a broadcast message to attendees 1 In the Chat pane select All from the To drop down selection field 2 Enter desired chat message in the Message Entry field 3 Click Send Invite Attendees During a Webinar Organizers may invite new attendees to Webinars in progress from the Invite Others pane Invitation methods include email and copying the invitation for use in other email or instant messaging programs New attendees must go through the registration process before being able to join the Webinar Organizers can invite other organizers and panelists during a Webinar but they must register and join as an attendee and then be promoted in session see the Manage Attendees section of this guide gt To invite attendees by email 1 Inthe Invite Others pane click Email Invitation An email using your default email program will be generated with the Webinar Invitation in plain text in the body of the email simply address and send the email to the desired attendees Mac users have an Invite Ot
63. headset is necessary to join a Webinar using VolP When an audio device such as microphone or speakers is not detected some of the following errors may occur e No Speakers Detected e No Sound Detected e No Microphone Detected e Microphone Disconnected e Virtual Operating System VMware Parallels etc No Speakers Detected An error message will appear if soeakers or headset are not present or are not connected properly or if there is no sound card installed in your computer You will not hear audio at this time and will not be heard in the conference e Check that your speakers or headset are properly connected and click Try Again in the Audio pane of the Control Panel See VolP Audio Setup in this section e If you have the option to join the Webinar via telephone you will automatically be switched to Telephone mode Dial in to the conference using the number and Audio PIN provided in the Audio pane of your Control Panel Audio Audio Mode Use Telephone e Use Mic amp Speakers of NO SPEAKERS Audio Setup Audio not Connected Try Again 2008 Citrix Online LLC All rights reserved 35 GoToWebinar User Guide No Sound Detected After the first minute of a session GoToWebinar looks for microphone input from attendees who are using a microphone have speaking rights and are un muted If no input is detected you may get a Trying to speak error message This error may appear under the fo
64. hers button in the Attendee List pane gt To invite attendees by other methods 1 In the Invite Others pane click Copy Invitation This will copy the Webinar Invitation in plain text to your clipboard where it can then be pasted into another email program or an instant messaging application Invite Others x Call the person and say 4 Go to Wwww gotowebinar com join 87729056 x 2 Enter this Webinar ID 877 290 568 Email Invitation Copy Invitation 2008 Citrix Online LLC All rights reserved 74 GoToWebinar User Guide Dashboard Pane The Dashboard pane assists organizers in monitoring a Webinar at a glance Organizers can quickly view the timer attendance and audience attentiveness and hand raising If the Questions feature is turned on organizers can see the number of unanswered questions queued in the Questions pane then click the number to open the Questions pane Mac users do not have a Dashboard pane Timer begins when Presenter clicks Show Dashboard ENE My Screen a Duration 60 Minutes Attentive attendee s Viewer is in a Timer 2S foreground Inattentive attendee s Attendance 15 Here Viewer is not in foreground b A Attentive 73 Questions 5 Polls Given 0 1 _Hands Raised 3 10 30 Quick view of number of attendee questions in the queue Click the number to open the Questions Pane c aon oO Attendees can raise their hand if enabled by the organizer Click
65. hts reserved 43 GoToWebinar User Guide Branding and Theme The branding and theme that is selected will create a consistent and polished look to everything the audience sees from the invitation to the Webinar Waiting Room The Waiting Room is the screen the audience sees before the Webinar starts gt To select the branding and theme 1 Log in to your account 2 On the My Webinars page scroll to the Webinar for which you want to customize the branding and theme 3 Click the Change Session Settings drop down menu and select Branding and Theme The Branding and Theme page will load 4 On the Branding and Theme page a Custom Logo Upload your company logo to the theme The logo can be up to 400 x 200 pixels and 100kb in size and must be in either GIF or JPG format Choose Your Theme Select from one of 5 themes Upload a custom image Upload your own image that will replace the default image in the theme The image can be up to 200 x 200 pixels and 100kb in size and must be in either GIF or JPG format Viewer Color The color you select will appear on the Viewer Window border as well as the Control Panel of all attendees List Presenters in Waiting Room Type the name and information of your presenters and upload their photos To include additional presenters click Add another presenter choose a maximum of 6 The presenter s image can be up to 100 x 100 pixels 10kb in size and must be in either GIF or JPG format
66. iewer Window any time attendees wait for a presenter to begin showing his or her screen e Webinar Invitation After scheduling a Webinar the Webinar Invitation is the email that the organizer forwards to prospective attendees to invite them to register for the Webinar e Webinar Confirmation The Webinar Confirmation email gets sent to panelists other organizers for GoToMeeting Corporate plans and registered attendees providing the Webinar information and a unique J oin Webinar link 2008 Citrix Online LLC All rights reserved 9 GoToWebinar User Guide System Requirements For PC based Users e Required Windows 2000 XP 2003 Server or Vista e Required Internet Explorer 6 0 or newer or Mozilla Firefox 2 0 or newer JavaScript and Java enabled e Internet Connection Required cable modem DSL or better recommended e Recommended Minimum of Pentium class 1GHz CPU with 512 MB of RAM 2 GB of RAM for Windows Vista For Mac based Users e Required Mac OS X 10 4 Tiger or later e Required Safari 3 0 or newer Firefox 2 0 or newer JavaScript and Java enabled e Internet Connection Required cable modem DSL or better recommended e Required PowerPC G4 G5 or Intel processor 512 MB of RAM or better To Use VoIP e Required Fast broadband connection 384 kbps or more recommended e Required Microphone and speakers USB headset recommended To Record a Webinar e Required Fast br
67. ill have the recording feature Archiving on the GoToWebinar Web site GoToMeeting Corporate plans is not available for Mac users To archive the PC user who is recording needs to be an invited organizer for the Webinar To select your recording settings for the GoToWebinar Audio Service 1 Right click the ES system tray icon and select Preferences 2 Select Recording e Audio Allows you to enable or disable the audio recording feature To record choose which audio service you want to use for your Webinar see tables below e Video Allows you to select the Webinar recording output format and destination for saving the file Note Be sure to check your audio device settings under Audio in the left menu Note Mac users can only view Webinars recorded in Windows Media Player format e Save in Select the folder in which you want to save your recording 3 Click OK a Preferences GoToMeeting Category Start Up General Meetings Webinars Recording Integrations Connection Audio Recording Audio Don t record audio 2 Use GoToMeeting Audio Service Records everyone who speaks via microphone or telephone O Use your own audio service Requires a physical input device A microphone will record just your voice A phone patch device will record everyone who speaks Need audio help Video Record in GoToMeeting format No additional processing time GoToMe
68. in the numbers and access codes from your provider Your private audio service numbers can also be set as a preference on the Settings page under My Account see the View and Edit Organizer Account Information section of this guide You can also sign up for a toll free conference service at discounted rates with one of our partners gt To set up a toll free conference service with one of our partners e GoToWebinar Plans Log in to your account and select My Account then Settings On the left side of the Settings page click Only 4 754 min per attendee e GoToMeeting Corporate Plans Contact your Company Administrator gt Using your private audio service 1 When scheduling your Choose Audio Conference Option More Info Webinar in the Choose Audio Conference Option section select Provide your WolP only requires microphone and speakers GoToWebinar Audio Service own conference call O Telephone only number O Both 2 Type in the corresponding OR phone numbers and ee Provide your own conference call number codes from your provider Note If you choose to use your own audio service provider for the audio With your own conference call service portion of the Webinar GoToWebinar Enter Conference Call Numbers of your choice below will include your dial in numbers with Access codes are optional the Webinar information however GoToWebinar audio features such as Organizer Phone Number Organizer Access Code VoI
69. inimized the selected window will automatically maximize and be presented to attendees If the presenter opens a window on top of the window being shared screen sharing will pause until the intruding window is either moved or closed Note The specific application sharing feature will also allow you to share one or all of your multiple monitors if you have the hardware already set up gt To pause screen sharing 1 On the Screen Tools pane or the Grab Tab click the Pause button 2008 Citrix Online LLC All rights reserved 68 GoToWebinar User Guide Presenter Drawing Tools Presenters can use the draw tools to annotate directly on their presentation or grant other organizers panelists to draw on their presentation Mac presenters do not have drawing tools gt To use a drawing tool aaa 1 Click the Draw Tools button on the Presenter Grab Tab 2 Select an appropriate tool from the Drawing Tools drop down menu Note Press the Shift key with any drawing tool to make a straight line gt To disable a drawing tool 1 Click the Draw Tools button on the Presenter Grab Tab T 2 Select Normal non drawing mode Or Press the Esc key to disable a Drawing Tool without go to the Grab Tab or Control Panel gt To erase drawings 1 Click the Draw Tools button on the Presenter Grab Tab 2 Select Erase all drawings Note Only the presenter can erase drawings Drawing will pause for organizers and
70. izers can view the interest level of their attendees The Interest Rating is a Statistic that allows organizers to benchmark and qualify attendee interest in a Webinar Interest Ratings are computed from a proprietary algorithm that evaluates each Webinar attendee s interactions on a scale of 1 to 100 100 being best Factors that contribute to the Interest Rating include but are not limited to attendance length attentiveness during the session number of questions asked and an attendee s successful completion of polls surveys and registration 2008 Citrix Online LLC All rights reserved 83 GoToWebinar User Guide Follow Up with Attendees Once a Webinar has ended organizers can modify their follow up email settings if for example attendee interest was very high and an organizer would like to send a follow up email one hour after the Webinar instead of one week after gt To edit follow up email settings 1 Log in to your account 2 In the left navigation menu click Webinar History The Webinar History page will load listing any Webinars completed within the past 30 days Scroll to the Webinar for which you want to modify email notifications 4 At Change Settings click the drop down menu and select Email Notifications On the Email Notifications page modify settings and click Save Changes 2008 Citrix Online LLC All rights reserved 84 GoToWebinar User Guide Archiving Distributing and Playing a Reco
71. l load displaying audio conference options and status update email preferences To edit account information Log in to your account In the left navigation menu select My Account At the top of the My Account Details section enter your current password and make any desired account changes Click Save Changes To change account password L 2 3 4 Log in to your account In the left navigation menu select My Account At the top of the My Account Details section enter your current password In the New Password and Re Type New Password fields enter your new password Click Save Changes Note Your new password must contain at least 8 characters and include both letters and numbers 2008 Citrix Online LLC All rights reserved 20 GoToWebinar User Guide gt To set audio conference options for your Webinars 1 Log in to your account 2 Inthe left navigation menu select My Account then Settings 3 On the Settings page scroll to the GoToWebinar Audio Service section e GoToWebinar Audio Service Sets your default Webinar audio service to the integrated GoToWebinar Audio Service When selecting Telephone Only or Both you can include local toll dial in numbers for European countries by clicking Add more countries Changes apply to all future scheduled Webinars e Provide other conference call information Sets your default Webinar audio service to your private audio service Type in your private audi
72. ll start and the GoToWebinar Organizer Control Panel will appear on the right side of your desktop For more information on the Organizer Control Panel see the Organizer Control Panel section of this guide gt To start a scheduled Webinar from practice mode 1 While in practice mode open the Organizer Control Panel 2 At the top of the Control Panel click Start Your Webinar will officially begin and all registrants will be allowed to join 2008 Citrix Online LLC All rights reserved 55 GoToWebinar User Guide Leave or End a Webinar Organizers may choose to either leave a Webinar while allowing another organizer to continue the Webinar or end the Webinar completely Note At least one organizer must be present to start manage and end a Webinar If an organizer chooses to leave a Webinar while allowing it to continue either another organizer must be present to continue the Webinar or the organizer must promote another attendee panelist to Webinar organizer gt To leave a Webinar and allow the session to continue 1 Prior to leaving the Webinar be sure another organizer is present or make another attendee panelist the organizer 2 From the File Menu select Exit Leave Webinar 3 On the Leave Webinar confirmation dialog box click Yes Note If you leave a Webinar that you organized running you will not be allowed to host or join another Webinar until the first Webinar is finished gt To end a Webinar
73. llowed by the key Once in a conference call the organizer is automatically entered into a sub conference between all organizers and panelists To start the conference call for all participants an organizer must press 1 Organizer Telephone Commands Command Function Action Starts the conference call Organizers and panelists are initially joined in a sub 1 Start X conference until 1 is pressed 2 Provides the number of attendees dialed in to the conference eS Exits the organizer from the conference call a Menu Provides a menu of available conference commands Sets mute and un mute for organizer and panelist lines By default organizers and panelists are first joined un muted Pressing 5 cycles through the following Mute Un mute options 5 Organizers ano e Mute organizers and panelists can un mute themselves by pressing 6 Panelists e Mute organizers and panelists cannot un mute themselves e Un mute organizers and panelists are un muted default Organizer l l 6 Organizer can mute his or her line Pressing 6 again will un mute the line Mute Un mute Sets entry and exit chimes By default entry and exit chimes are off Pressing 8 cycles through the following options e Entry chime off and exit chime on ds Eume cono e Entry chime on and exit chime off e Entry and exit chimes on e Entry and exit chimes off O 2008 Citrix Online LLC All rights reserved 27 GoToWebinar User
74. llowing conditions e You have not spoken or made any sound during the first minute of joining the Webinar or e The microphone device was incorrectly selected You can click the Audio Setup link if you are trying to speak but can t be heard See VolP Audio Setup PC or VolP Audio Setup Mac in this section Audio Trying to speak Ela If others can t hear you test your Audio Mode Use Telephone microphone using Audio Setup 0 Use Mic amp Speakers di 000 Audio Setup Talking Gregg Tyler Phone Caller No Microphone Detected An error message will appear if a microphone or headset is not present or is not connected properly You will still be able to hear the Webinar but will not be able to speak e Check that your microphone or headset is properly plugged in e If you have the option to join the Webinar via telephone you can switch to Telephone mode Then dial in to the conference using the number and Audio PIN provided in the Audio pane of your Control Panel Audio Audio Mode gt Use Telephone e Use Mic amp Speakers NO MIC DETECTED cli On Audio Setup Talking Michael Ramsey Mike Suding 2008 Citrix Online LLC All rights reserved 36 GoToWebinar User Guide Microphone Disconnected An error message will appear if your microphone fails or is unplugged after joining a Webinar When this happens you will no longer hear audio nor be heard by others
75. low Up Email to Attendees Select when the follow up email is sent to attendees and no shows Personalize by clicking the expansion button Select if you want to include a link to the recording of your Webinar GoToMeeting Corporate plans only f 9 2008 Citrix Online LLC All rights reserved GoToWebinar User Guide Reminder Emails to Invitees amp Registrants Send Reminder Email to all participants before before L before Personalize Reminder Email Reminder Email Format Include System Requirements Include link to add to Outlook Calendar Preview Reminder Email Follow Up Email to Attendees Send Follow Up Email to all participants after Personalize Follow Up Email Follow Up Email Format F Include link to recorded Webinar Note If recording iz not uploaded this link will not be sent Preview Follow Up Email Follow Up Email to No Shows Send Follow Up Email to all participants ARE Day s after Personalize No Show Email Follow Up Email Format Include link to recorded Webinar Note If recording iz not uploaded this link will not be sent Preview No Show Email 46 GoToWebinar User Guide Registration Form In order to join a Webinar attendees are required to complete a registration form To get to know the audience organizers can customize the registration form to request specific information Organizers can also redirect registrants to a specific W
76. n Complete page but will not receive instructions on how to join until you have approved them Note You can select or de select Upon Approval any time after registrations have been sent However if you de select Upon Approval after registrations have been sent all registrants you denied will receive a Confirmation email that will allow them to attend Likewise if you select Upon Approval after registrations have been sent you will need to approve all registrations submitted before the change was made see the Registration Tracking section of this guide d Redirect registrants to You can type in a URL such as your company s Web site to which registrants will be redirected after they complete registration 2 To view your customization click Preview Note Changes to the registration form can be made after registration has begun however changes may affect consistencies in the Registration Report The Registration feature cannot be turned off 3 Click Save and Email me the Invitation An invitation email will be sent to you and any specified organizers and or panelists Invitations sent to panelists and other organizers will include a link to add the Webinar as a Microsoft Outlook calendar appointment The next step is to send out the Webinar Invitation and invite people to your Webinar see the Invite Attendees to a Scheduled Webinar section of this guide 2008 Citrix Online LLC All rights reserved 26 GoToWebinar
77. nabled organizers on your account to assist in managing your Webinar Note All pre specified organizers have the same rights pre Webinar in session and post Webinar GoToWebinar User Guide F Require Webinar Password Specify Other Organizers Organizers will automatically be sent an invitation email after Step 3 when you finish scheduling the Webinar d Allison Miller amiller company com d Candice Suarez csuarez company com L Jeff Anson janson company com Specify Panelists Panelists will automatically be sent an invitation email after Step 3 when you finish scheduling the Webinar Email Address albrechtafivierkircken de Name Anja Albrecht Samuel Guariani guarifMgemco com ify more panelists Specify Panelists Invite up to 6 panelists to attend your Webinar To add panelists click Specify more panelists Step 2 1 On the Branding and Theme page a O 2008 Citrix Online LLC All rights reserved Custom Logo Upload your company logo to the theme The logo can be up to 400 x 200 pixels and 100kb in size and must be in either GIF or JPG format Choose Your Theme Select from one of 5 themes Upload a custom image Upload your own image that will replace the default image in the theme The image can be up to 200 x 200 pixels and 100kb in size and must be in either GIF or JPG format Viewer Color The color you select will appear on the Viewer Window border as well a
78. nd Help File Menu For Webinar Now you can edit the name of your Webinar which appears in the attendee s Control Panel If you leave the Webinar you will be prompted to end the Webinar or promote someone to organizer to keep the Webinar running Questions and answers and any chat during the Webinar can be saved for later review as a txt file to your computer Options Menu You can manage whether attendees can view the attendee list ask questions raise their hands and view the session timer which appears at the top of their Viewer Window Simply check to turn options on and uncheck to turn them off View Menu Organizers can select which panes to display in their Control Panel With Auto Hide Control Panel your Control Panel is set to collapse automatically after 10 seconds of Control Panel inactivity or select Show Control Panel in the View menu to keep it expanded Help Menu The Help Menu provides access to the online Help files and GoToWebinar software version information Send audio feedback directly to GoToMeeting Customer Care 2008 Citrix Online LLC All rights reserved 61 GoToWebinar User Guide Organizer Menu Bar Mac The Organizer Control Panel menu bar provides access to various in session application tools Menu options include File Options and Audio Note If you are presenting and navigate to these menu options attendees can see this We recommend pausing screen sharing
79. ndar and centralize your GoToWebinar registration i Create and code your calendar registration Web page and include the Webinar titles dates and times Schedule all of the Webinars you wish to include on your calendar Tip Use the Schedule Similar Webinar function Copy the registration links for your scheduled Webinars and paste them into the HTML code of your calendar registration Web page For additional instructions view the GoToWebinar Hosting Webinar Registration QuickRef Guide here http ration QuickRef Guide pdf www gotomeeting com default help g2w pdf GoToWebinar_Hosting Webinar Regist My attendees already register through my Web site Is there a way can dump that information into your Webinar registration You can manually register your attendees simply by clicking the Webinar session registration link L 2 Log in to your account Click the expansion button next to the Webinar date for which you want to manually register attendees Click Registration Web Link How can I bill the Webinar to my attendees If you would like to require participants to pay to attend your Webinar you can customize your Registration Form so that 1 registrants are redirected to a Web page of your choice where they can enter payment information and 2 registrants receive the Webinar Confirmation email only after they have been approved by you allowing you to suspend confirmation until payment has been receive
80. nished scheduling a Webinar an invitation email is sent to you e The invitation email can be sent out to all prospective attendees just like forwarding any other email If the invitation is being sent to people outside of your organization we recommend that you blind copy everyone on your invitation list out of respect for their privacy e You can place the invitation onto a Web site or company intranet Save the invitation email as an HTML file then incorporate the HTML code into the code of your Web site or company intranet e A Registration Web link is provided for each scheduled Webinar On the My Webinars page click the expansion button next to a Webinar date The Registration Web link can be included in an email or online newsletter or incorporated into the HTML code of a Web site or company intranet How do make registration available on my Web site e You can save the invitation email as an HTML file then incorporate the HTML code into the code of a Web site or company intranet e A Registration Web link is provided for each scheduled Webinar On the My Webinars page click the expansion button next to a Webinar date The Registration Web link can be included in the HTML code of your Web site or company intranet 2008 Citrix Online LLC All rights reserved 95 GoToWebinar User Guide Can create a calendar with all of my scheduled Webinars from which people can register Follow these simple steps to create a cale
81. nly Press 1 to Start the Broadcast for all attendees Audio Audio Mode Telephone x Dial 605 679 4130 Access Code 105 969 074 Audio PIN 34 lf you have already dialed in press 344 now Audio Audio Mode Use Telephone Use Mic amp Speakers A oggi ei Audio Setup 63 GoToWebinar User Guide Manage GoToWebinar Audio Service With the GoToWebinar Total Audio Service you can manage audio through the Organizer Control Panel including muting and un muting attendees Note Up to 25 attendees can be un muted at any one time this is a combination of VolP and phone attendees To mute un mute attendees You can mute un mute File Options View Help CAE yourself and attendees Screen Sharing Q e Right click anywhere in the attendee row a e Click the microphone or Give Change phone icon on the Grab BE Keyboard Presenter b b amp Mouse Tab b cs e Click the Mute drop down ES Start Recording 223 2 GE remaining Settings menu in the Attendee List pDashboand mx c O Attendee List 2 Max 1001 E a Attendees 1 Staff 1 gt To edit audio e Click the Edit Audio Services drop down menu to change audio options for attendees d d A pd NAMES ALPHABETICALLY a 4 Suzie Smith e Click Audio Setup to b select and test your Mic amp Speakers e C Audio d Audio Mode Use Telephone 2 Use Mic amp Speakers dl eli e
82. ns and comments Registrant response to custom question added by the organizer 2008 Citrix Online LLC All rights reserved 94 GoToWebinar User Guide FAQs Pre Webinar What time zone should use when scheduling a Webinar When scheduling a Webinar we recommend you use the time zone where the organizer is located The time zone can be set as a preference on the My Account page On the registration page registrants will see a Show time in my time zone link To further clarify the time zones for your registrants attendees you can outline each time zone based start time in the Description section when scheduling your Webinar this information will appear in both the invitation email and the Webinar Confirmation email The Webinar Confirmation email also provides a link to add the Webinar to an Outlook calendar which when added will automatically adjust to the attendee s time zone Can my co organizer start the session if am not available at the time of the scheduled Webinar On GoToMeeting Corporate plans any organizer that you have pre specified before the start of your Webinar can start the session On GoToWebinar plans you must start the Webinar however you can promote someone else to organizer leave the session and allow the other organizer to manage the event for you How do invite people to register There are a few different ways to get the word out to people to register for your Webinar Once you have fi
83. nvalid or undeliverable email address Status of registrant s approval from organizer Registrant business industry Registrant business organization Registrant job title Registrant phone number Registrant address Registrant city Registrant state province Registrant zip postal code Registrant country Registrant role in purchase process 2008 Citrix Online LLC All rights reserved 90 Purchasing Time Frame Number of Employees Questions and Comments Custom Questions Attendee Report GoToWebinar User Guide Registrant purchase time frame Registrant company number of employees Registrant questions and comments Registrant response to custom question added by the organizer The Attendee Report provides a detail of attendees including registration Question and Answer responses in session time and Interest Rating Use this report to follow up with interested attendees after a Webinar Field definitions Attendee Report Date Ranae Wehinar LD Wehinar Title Actual Start Date Time Actual Duration Clicked Reaictration Link Opened Invitation Total Attended Name Email Address Attended Address City State Province Zip Postal Code Date range of report data Webinar identification number Title of the Webinar Date and start time of the Webinar The duration in minutes of the Webinar Number of invitees who click the registration link to register for the Webinar Number of invite
84. o conference numbers in the corresponding Phone Number and Access Code fields Changes apply to all future scheduled Webinars For more information on audio service see the GoToWebinar Total Audio Service and Private Audio Service sections of this guide Note Default conference call numbers can be overridden at any time on the Schedule a Webinar page 4 Click Save To set Status Update and Follow Up Email preferences 1 Log in to your account 2 Inthe left navigation menu click My Account then Settings 3 On the bottom of the Settings page check uncheck the Status Update amp Follow Up Emails box 4 Click Save O 2008 Citrix Online LLC All rights reserved 21 GoToWebinar User Guide Webinar Planning Organizer Role Overview Organizers have accounts either through a GoToMeeting Corporate plan or an individual GoToWebinar plan that enable them to schedule and conduct Webinars An organizer must be present to start a Webinar as the Webinar host before others can join Organizers need to first create their account before they can schedule or conduct Webinars An organizer can have only one Webinar running at a time Organizers are responsible for creating customizing and managing scheduled Webinars as well as assigning roles such as panelists and other organizers Note On GoToMeeting Corporate plans multiple organizers can be assigned to the same Webinar to assist with various Webinar management tasks If p
85. oToMeeting Corporate plans or Customer Care GoToWebinar plans for assistance Note If you are using VoIP see the VoIP Audio Best Practices section of this guide for information on testing your audio device Note For optimum recording performance and in session experience it is recommended that you select a location on your local hard drive Note You cannot change the location setting once you have started to record a Webinar If you do not specify a destination location the default is My Documents To record a Webinar Screen Sharing recording click Start Recording All screen activity that is presented in the aa Qe a GoToWebinar Viewer Window will be captured 2 Click Stop Recording to pause or A e LA ROS i i i i 5 Kewboard Presente stop recording completely Clicking lts ES Start Recording again will continue A recording to the same file high os abi Indicates the available storage space of the destination selected to store the recording Note The lower you set your monitor resolution the better the quality of the Webinar recording A resolution of 1024 x 768 is recommended for optimal recording quality Since the recording will scale to the highest resolution among the presenters in a recorded Webinar it is also recommended that all presenters set their resolution to the same setting Avoid displaying multiple monitors when recording a Webinar O 2008 Citrix Online LLC All rights reserve
86. oToWWebinar Webinar Now Schedule a Webinar My Webinars Join Help Preferences About Exit Mat Mac users can access many GoToMeeting functions by double clicking the GoToWebinar icon on their desktop or clicking the icon in their dock Other functions including Help and Preferences can be accessed from the GoToWebinar menu bar A EA rs gt GoloWebinar O 2008 Citrix Online LLC All rights reserved GoloMeeting GoToMeeting Suite Easy Online Meetings Anytime Anywhere Meet Now Schedule Meeting My Meetings Web Events and Online Meetings Made Easy Webinar Now Schedule Webinar My Webinars 14 GoToWebinar User Guide Set GoToWebinar Application Preferences Organizers can set preferences for running GoToWebinar such as file save settings in session action messages and running a GoToWebinar test connection To set GoToWebinar preferences from the system tray icon 1 Right click the GoToMeeting GoToWebinar ES icon and select Preferences Mac users double click the icon and select Preferences from the GoToMeeting menu bar 2 Select the appropriate tab for the set of preferences you want to customize Select your preferences 4 Click OK To set GoToWebinar preferences from the Control Panel during a Webinar 1 When in a Webinar select Preferences from the File menu in the Control Panel 2 Select the appropriate tab for the set of pref
87. oadband connection 384 kbps or more recommended e Required Windows Media Player version 9 0 or newer e Required Sound card e Required Minimum of 800 x 600 Super VGA 1024 x 768 or higher screen resolution recommended e 1 GB of hard disk space recommended e Telephone attachment device If not using Total Audio Recording a Webinar is only available using a PC 2008 Citrix Online LLC All rights reserved 10 GoToWebinar User Guide Features Overview Feature Description Easy Online Webinar Planning Using your Webinar description GoToWebinar will craft automated email invitations Automated Email Templates i confirmations and reminders Schedule a Webinar that recurs daily weekly or monthly invite the same or Recurring Webinars different attendees Upload your company logo and a custom image to show your brand on all Webinar communications Full Service Registration GoToWebinar will host your registration and send you weekly registration reports Free Total Audio Service Attendees can join via telephone or VolP Practice your presentation before your Webinar begins to ensure everything goes as planned Interactive Presentation Tools Monitor Webinar attendance interest and satisfaction using at a glance Dashboard charts Customized Branding Pre Webinar Practice Sessions Webinar Dashboard Broadcast a view of either your PC or Mac desktop or a specific application to Webinar at
88. omize their Control Panel to suit their preferences Additional panes can be displayed from the View menu see the Organizer Control Panel Menu Bar section of this guide Audience View Pane When presenting provides the presenter a view of what the audience Is seeing see the Presenting at a Webinar section of this guide Chat Pane Enables organizers to chat with other organizers and panelist or send a broadcast message to attendees see the Chat With Organizers and Panelists and Sending a Broadcast Message to Attendees sections of this guide Polls Pane Enables organizers to manage the polling feature see the Create Polls and Polling sections of this guide Invite Others Pane Enables organizers to invite attendees to a Webinar already in progress Questions Pane Enables organizers to manage questions and answers from attendees as well as forward questions to panelists see the Questions Pane section of this guide Recording Pane Provides organizers the ability to record all screen activity that is presented in the GoToWebinar Viewer Window including desktop and application sharing of other presenters in the Webinar see the Record a Webinar section of this guide 2008 Citrix Online LLC All rights reserved 60 GoToWebinar User Guide Organizer Control Panel Menu Bar PC The Organizer Control Panel menu bar provides access to various in session application tools Menu options include File Options View a
89. page select My Webinars in the left navigation menu Edit Webinar description registration form and session settings a Expand and collapse Webinar information b Edit session date time c View and download Registration Report d View and manage registrants e Click to practice this Webinar f Click to start this Webinar g e Customer Satisfaction Guaranteed Edit a Registration Edit o o Change Session Settings Select setting MJ View Add to Outlook calendar Start Date Time Waiting Approval Registrants Pi b 3 Tue Aug 19 2008 10 00 AM 11 00 AM PDT 2 4 Edit Date Time Registration Web Link http 9a21 gotomeeting corvregisterio55147675 A istered 4 Registered in Last 7 Days Regis Registration Report l a Day Approved 2 por O HTML Denied 0 Waiting Approval 2 d 7 Ocsv Excel Do o Opened Invitation 0 GT G2 00 04 05 55 Clicked Registration Link a schedule Another Schedule Similar Webinar Cancel This Session m 2008 Citrix Online LLC All rights reserved 18 GoToWebinar User Guide View Webinar History The Webinar History feature enables organizers to view a list of completed Webinars within the past 3 months or up to 12 months for GoToMeeting Corporate plans For information on Webinar analysis see the Webinar Analysis section of this guide gt To view Webinar History 1 Log in to your account 2 In the left navigation menu select Webinar Histo
90. r Guide The Registration Report provides a detail of registrants including the registration date and time and registrant data Use this report to track the registration process for an upcoming Webinar Field definitions Registration Report Date Range Webinar Title Date Scheduled Start Time Scheduled Duration Registered Opened Invitation Clicked Registration Link Registration Time Date First Name Last Name Email Address Unsubscribed Approval Status Industry Organization Job title Phone Address City State Province Zip Postal Code Country Role in Purchase Process Date range of report data Title of the Webinar Date of the Webinar Scheduled start time of the Webinar Scheduled duration of the Webinar Total number of registrants for the Webinar Number of invitees who opened the invitation email to register for the Webinar Number of invitees who click the registration link to register for the Webinar Date and time of individual registration Registrant first name Registrant last name Registrant email address N A Indicates registrant is subscribed to email notifications from organizer s Unsubscribed Indicates registrant has opted out of receiving email notifications from organizer s through the unsubscribe link SPAM Button Indicates registrant has opted out of receiving email notifications from organizer s by marking as SPAM within their email application Bounce Indicates i
91. racticing a Webinar is desired organizers are responsible for starting the practice Webinar At least one organizer must be present to start manage and end the Webinar Once a Webinar Starts the organizer is the default presenter and may either begin presenting or pass the role of presenter to any panelist or organizer 2008 Citrix Online LLC All rights reserved 22 Schedule a Webinar Organizers must schedule Webinars from www gotowebinar com Organizers can edit a scheduled Webinar at any time see the Edit a Scheduled Webinar section of this guide gt To schedule a Webinar Step 1 1 Log in to your account 2 3 On the Schedule a Webinar page GoToWebinar User Guide In the left navigation menu click Schedule a Webinar a Schedule Similar Webinar Selecting a previous Webinar from the drop down menu will create a new Webinar using all of the settings and customization of the Webinar selected Webinar Name The name you give your Webinar will appear in your Webinar Invitation Description Write a description that will generate audience interest about what will be presented in your Webinar Date Start Time End Time Time Zone Select when your Webinar will take place Recurs Select these settings if you want to schedule the same Webinar for multiple dates e Select the frequency of your recurring sessions Daily Weekly Monthly or Intermittently e Select the End Date of the l
92. raining to anyone anywhere GoToWebinar s rapid product download innovative Webinar planning tools intuitive user interface and robust reporting functionality gets Webinar organizers and attendees up and running in a matter of seconds Other products are very difficult to use require extensive training and take days even weeks to set up a Single online event All the unnecessary confusion surrounding Webinar setup and delivery has finally been removed with GoToWebinar and users will appreciate GoToWebinar s original yet extremely effective approach to online events From Webinar start to end GoToWebinar is an innovative and user friendly way to improve business productivity GoToWebinar s ease of use reliability and high availability create a flawless Webinar experience for each participant every time it s used GoToWebinar makes it unbelievably simple to set up or join online events through a variety of user options Individuals residing anywhere can instantly join a Webinar with one click access eliminating complex login screens so you can achieve higher attendance rates User productivity from using GoToWebinar is also substantially greater than it is with other products because GoToWebinar makes it more efficient for sales marketing and training users to have Webinars more frequently Citrix GoToWebinar is the most robust online event offering available Not only does GoToWebinar have all the necessary features to hold effective
93. rded Webinar After a Webinar has been recorded organizers can distribute the recorded Webinar enabling Webinar attendees and other prospects to view the Webinar at a later date In addition GoToMeeting Corporate plan organizers have the ability to archive recorded Webinars on the GoToWebinar Web site Recording a Webinar is only available using a PC If you are using a Mac computer and want your Webinar recorded invite a PC based organizer GoToMeeting Corporate plans or panelist and promote to organizer in session GoToWebinar plans A PC based organizer will have the recording feature Archiving on the GoToWebinar Web site GoToMeeting Corporate plans is not available for Mac users To archive the PC user who is recording needs to be an invited organizer for the Webinar Archiving a Recorded Webinar GoToMeeting Corporate Plans Only The Archiving a Recorded Webinar function is available on GoToMeeting Corporate plans only The GoToWebinar Web site will host archived recordings that organizers can use to include in follow up emails or to post to their Web site Anyone accessing the archived recording who did not attend the Webinar will be prompted to register first GoToMeeting Corporate organizers can archive up to 1 0GB of Webinar recordings on the GoToWebinar Web site When a recorded Webinar has ended the scheduling organizer is prompted to choose to archive the recording immediately after the Webinar has ended or to archive later I
94. reate or edit polls in session Open the Polls pane in the Organizer Control Panel If you are presenting be sure to pause or stop screen sharing Click Manage Polls If prompted log in to your account The Polls page will load After making your changes click Save Changes NA A Log out of your account Your new or updated polls will appear in the Polls pane of the Organizer Control Panel O 2008 Citrix Online LLC All rights reserved 77 GoToWebinar User Guide Recording a Webinar Notes on Recording a Webinar Webinar recording allows an organizer to record all screen activity that is presented in the GoToWebinar Viewer Window including desktop and application sharing of other organizers panelists and or attendees presenting in the Webinar See the System Requirements section of this guide for requirements to record a Webinar Before recording a Webinar an organizer must set recording preferences including selecting the audio format and recording media format either GoToMeeting format or Windows Media Player format If the Windows Media Player format is selected GoToWebinar will begin an automatic conversion process immediately after a Webinar has ended Allow time for the conversion to take place The time needed is dependant upon video content CPU speed and amount of memory available To record the audio portion of your session an organizer must have a sound card installed on his or her computer In other words
95. reserved 85 GoToWebinar User Guide To replace an archived recorded Webinar 1 Log in to your account 2 Inthe left navigation menu click Webinar History The Webinar History page loads listing any completed Webinars within the past 30 days Scroll to the Webinar for which you want to archive the recording 4 On the Manage Webinar page click Replace Recording You will be prompted to browse for the recording file you want to upload After selecting the file archiving will automatically begin To delete an archived recorded Webinar 1 Log in to your account 2 In the left navigation menu click Webinar History The Webinar History page loads listing any completed Webinars within the past 30 days Scroll to the Webinar for which you want to delete an archived recording On the Manage Webinar page click Delete Recording Distributing a Recorded Webinar Organizers on GoToMeeting Corporate plans can easily distribute Webinar recordings for on demand viewing GoToWebinar organizers can automatically include the link to the recording in Webinar follow up emails by checking the appropriate box in the Email Notifications section of the Manage Webinar interface By inserting the archived Webinar recording link in other promotional emails or posting to a Web site organizers can gather registration information from additional on demand viewers This data is tracked in the Recorded Webinar report Organizers on GoToWebin
96. roubleshooting Playing a Recorded Webinar To troubleshoot playback please see http www gotomeeting com s audiohelp and http www gotomeeting com s audiolearn These links can also be accessed from the recording category under Organizer Preferences 2008 Citrix Online LLC All rights reserved 88 GoToWebinar User Guide Generate Reports Organizers can get detailed Webinar information by using the Generate Reports feature This reporting feature allows organizers to view various statistics in either PDF HTML or Excel format on Webinars for any date range Note Report data is available online for GoToMeeting Corporate plans for 12 months from date of occurrence For GoToWebinar plans report data is available online for 90 days from date of occurrence We strongly recommend that you run reports on a quarterly basis gt To generate a report L ot ee eS Log in to your account In the left navigation menu click Generate Reports Select the report you want to generate see report descriptions in the following pages e Registration Report e Attendee Report e Performance Report e Recorded Webinar Report GoToMeeting Corporate plans only Click Next Select the Date Range Select a Webinar Select the Report Format PDF HTML Excel or Comma Delimited Text Click Generate Report Your report will load in a new window 2008 Citrix Online LLC All rights reserved 89 Registration Report GoToWebinar Use
97. ry The Webinar History page will load listing any Webinars completed within the past 30 days Click to expand and collapse Webinar History details a Quick link to generate reports b Upload recorded Webinar GoToMeeting Corporate plans only c Webinar statistics d RES CER LOE EERO TER BE EO TE TOE Past 30 days EJ Search Enter Webinar title Sort By Most Recently Held al Customer Satisfaction Guaranteed Change Settings Select setting E View Actual Date Time Attended Live a j Tue Jun 3 2008 10 35 AM 10 52 AM PDT 361 Generate Report Attendee Interest Rating rE Attendee Repot Overview Registered 623 por OHL 125 highly interested EEPE MEE N O csv Excel 109 moderately interested Poll Responses 125 127 mildly interested surveys submitted 157 C Recorded Webinar Manage Generate Report Viewed Recording 52 2008 Citrix Online LLC All rights reserved 19 GoToWebinar User Guide View and Edit Organizer Account Information The My Account feature enables organizers to view and edit their personal account information change their account password choose audio conference options and set status update email preferences gt To view account information L 2 Log in to your account In the left navigation menu select My Account The My Account Details page will load displaying organizer account information In the left navigation menu select Settings The Settings page wil
98. s the Control Panel of all attendees List Presenters in Waiting Room Type the name and information of your presenters and upload their photos To include additional presenters click Add another presenter choose a maximum of 6 The presenter s image can be up to 100 x 100 pixels 10kb in size and must be in either GIF or JPG format 25 GoToWebinar User Guide f When attendees arrive show them this welcome message Type a message that attendees will see in their Control Panel as they arrive in the Webinar 2 To view your customization click Preview Theme or Preview Waiting Room 3 Click Save and Continue Step 3 1 On the Registration Form page a Field Select your form fields Selecting the Required check box requires registrants to fill in the field before being able to complete registration b Create Your Own Click next to Create Your Own You can create up to 10 custom questions See the Registration Form section of this guide for more information on creating custom registration questions C After registering Choose how registrants will receive the Confirmation email which has information on how to join the Webinar automatically after registering or only upon your approval If you select Upon Approval you will need to monitor registrants and approve them before they can join the Webinar see the Registration Tracking section of this guide Upon completion of registration registrants will see a Registratio
99. st Rating Polls Polls Response Rate Q amp A Number of Questions Asked Number of Surveys Submitted Survey Response Rate Time Number of Attendees Percentage of Total Attended Average Attendance Duration Date range of report data Webinar identification number Title of the Webinar Date and start time of the Webinar The duration in minutes of the Webinar Total number of registrants for the Webinar Number of invitees who opened the invitation email to register for the Webinar Number of invitees who click the registration link to register for the Webinar Total number of attendees who attended the Webinar Percentage of the number of registrants who attended the Webinar Average based on the focus of the attendees Viewer Window during the Webinar Numerical value 1 100 100 being most interested indicating the average interest rating of the Webinar attendees Number of polls launched Percentage of attendee response to polls Number of questions asked from the Question and Answer session during the Webinar Total number of post Webinar surveys submitted from attendees of the Webinar Percentage of attendees that submitted the post Webinar survey Webinar session time broken down into 15 minute increments Snap shot of the number of attendees at 15 minute time increments throughout the Webinar Percentage of total number of registrants who attended the Webinar Average of the at
100. t On the My Webinars page scroll to the Webinar for which you want to create a poll 3 Click the Change Session Settings drop down menu and select Polls The Polling page will load 4 In the Question Type field select the answer choice from the drop down menu a Choice Single Answer Attendees can select only one answer b Choice Multiple Answers Attendees can select more than one answer 5 In the Question field type a question 6 Inthe Answers fields type up to 5 answers 7 Click Create Your poll questions will appear in the Polls box You can modify poll questions including the order you wish to launch them in session by highlighting each in the Polls box and clicking Edit Delete Up or Down Up to 8 polling questions can be created Polls can be modified before and during your Webinar See the Polling section of this guide for more information on managing your polls during a Webinar O 2008 Citrix Online LLC All rights reserved 42 GoToWebinar User Guide Create a Survey The survey feature allows organizers to generate feedback after a Webinar Organizers can choose to have attendees complete a survey with up to 8 questions as soon as an attendee exits the Webinar or through a survey link that can be included in a follow up email Organizers will be able to view survey results in the Attendee Report once the Webinar has ended and the survey is launched see the Generate Reports section of this guide gt
101. t a Scheduled Webinar Webinar organizers can edit details such as modifying the Webinar title description conference call information and adding or removing panelists and other organizers for a scheduled Webinar gt To edit a scheduled Webinar 1 Log in to your account 2 Onthe My Webinars page scroll to the Webinar you want to edit 3 Modify settings through the edit links noted below If you made changes to the Webinar title description date or audio service information you can select to notify all participants and receive an updated Webinar Invitation 4 Click Save Changes Edit Webinar title a Edit Registration Form b Edit date time for a specific session c View Webinar settings d Change session settings e e d a Customer Satisfaction Guaranteed Edit b Registration Edit Email me the invitation Change Session Settings select setting View Add to Outlook calendar Select setting Start Date Time Audi faiting Approval Registrants ae Organizers Panelists Tue Aug 19 2008 1 Branding and Theme 2 Email Notifications Edit Date Time Polls 0 C Registration Web Link Survey 0 omregister S55147876 Webinar Password Registered 4 Approved 2 Denied 0 Waiting Approval 2 Registered in Last 7 Days Registration Report epic a por HTML O csv Excel A Registered ob ob Fe 8 8 Opened Invitation 0 531 61 02 60 64 65 68 Clicked Registration Link 0 sche
102. t do not have post Webinar privileges 2008 Citrix Online LLC All rights reserved 8 GoToWebinar User Guide e Panelist A panelist is a guest who will be presenting guest speaker and or answering questions subject matter expert forwarded to him her during a Webinar A panelist can be promoted to presenter at any time during the Webinar An attendee can be promoted to a panelist e Post Webinar Time frame after the Webinar ends when tasks are done on the GoToWebinar Web site such as reporting archiving a recording or sending out a follow up email Only organizer s have tasks post Webinar e Practice Session The Practice Session allows organizers to practice their Webinar before going live Only organizers and panelists can join a Practice Session e Presenter A presenter is the person showing his or her desktop The current presenter can then pass this role to another organizer or panelist e Pre Webinar Time frame before the Webinar begins when tasks are done on the GoToWebinar Web site such as scheduling a Webinar monitoring the registration count or creating in session polls and surveys Only organizers have tasks pre Webinar e Registrant A registrant is any person who has registered for a Webinar e Viewer Window The Viewer Window is the window that appears on the attendee s computer displaying the presenter s desktop or shared application e Waiting Room The Waiting Room screen displays in the V
103. tart Your Webinar will officially begin and all registrants will be allowed to join 2008 Citrix Online LLC All rights reserved 51 GoToWebinar User Guide Webinar Presentation Notes on Conducting Webinars Organizers need to first create their accounts before they can schedule or conduct Webinars GoToWebinar Webinars can be started from the GoToWebinar Web site or from the Organizer Control Panel while in practice mode GoToWebinar organizers start all Webinars and at least one organizer must be present to manage and end a Webinar Once a Webinar starts the organizer becomes the initial Webinar presenter During the Webinar the organizer may pass the role of presenter to any panelist organizer or attendee 2008 Citrix Online LLC All rights reserved 52 GoToWebinar User Guide Tips for Success Prior to Webinar Start If you plan to share your entire desktop turn off any instant messaging applications notification software or other programs that may interrupt or distract from the Webinar Turn off any streaming media applications that may take up bandwidth and resource intensive applications that may be taxing processor ability Set the desktop display to a neutral background and adjust display settings to a mid range resolution e g 1024x768 to improve the display for attendees with lesser settings This is also the optimal setting for recording a Webinar Clean up your desktop before a Webinar or us
104. tendance duration for the Webinar 2008 Citrix Online LLC All rights reserved 93 Recorded Webinar Report GoToWebinar User Guide The Recorded Webinar Report is available to GoToMeeting Corporate plans only This report provides a detail of recorded Webinar registrants or viewers and includes time and date that the Webinar recording was downloaded Field definitions Recorded Webinar Report Date Range Webinar Title Recording Upload Date Total Registered Total Recordings Viewed View Time Date First Name Last Name Email Address Industry Organization Job title Phone Address City State Province Zip Postal Code Country Role in Purchase Process Purchasing Time Frame Number of Employees Questions and Comments Custom Questions Date range of report data Title of the Webinar Date the recording was uploaded Total number of people who registered to view the recorded Webinar Total number of registrants that have viewed the recorded Webinar Date and time the recorded Webinar was viewed Registrant first name Registrant last name Registrant email address Registrant business industry Registrant business organization Registrant job title Registrant phone number Registrant address Registrant city Registrant state province Registrant zip postal code Registrant country Registrant role in purchase process Registrant purchase time frame Registrant company number of employees Registrant questio
105. tendees Desktop Application Sharing By simply clicking the link in the confirmation email attendees can enter your One Click Webinar Entry Webinar in seconds Question amp Answer Window Attendees can ask questions and get responses in real time Webinar Analysis and Follow Up Get audience feedback after your session ends Attendee Profile with Interest Get a ranked list of qualified attendees that you can import into your Customer Rating Relationship Management CRM system for follow up Use Webinar reports to identify your most effective Webinars and replicate successful Webinar Reports aore Desktop Recording Webinar Record your Webinar including audio and play it back later for additional Playback audiences Automated Follow Up Emails GoToWebinar sends follow up emails to all registrants after the Webinar is over 2008 Citrix Online LLC All rights reserved 11 GoToWebinar User Guide Create Your Organizer Account GoToWebinar Plan First time organizers on individual GoToWebinar plans must create their GoToWebinar account before being able to schedule and start a Webinar It generally takes less than 2 minutes to set up a GoToWebinar account To create your account 1 Go to www gotowebinar com and click the Try It Free or Buy Now link 2 On the Create Your Account page enter your information and follow the prompts 3 On the Install GoToWebinar Software page click the Install GoToWebinar but
106. the GoToMeeting format Mac users cannot view in GoToMeeting Codec format gt To distribute a recorded Webinar in the Windows Media format 1 Upon completion of the conversion process deliver the recorded Webinar by email or FTP or post to a Web site 2 Recipients must have Windows Media 9 0 or higher to view the recorded Webinar Note Mac users will be prompted to follow an additional step to play the file 2008 Citrix Online LLC All rights reserved 87 GoToWebinar User Guide Playing a Recorded Webinar GoToWebinar creates one recording file per Webinar To replay a Webinar recorded in the GoToMeeting format PC users only 1 If you haven t already end the Webinar that you are recording and GoToWebinar will automatically save your file with the date and time noted after the name that you gave the Webinar upon scheduling it 2 Navigate to the directory that is listed in the Save in field under the Preferences Recording tab Double click the file name to start the replay Press Alt and Enter on your keyboard at the same time to maximize the Viewer Window for best replay quality Note You must have GoToMeeting installed or download the GoToMeeting Codec G2M2 decoder to view a Webinar recorded in the GoToMeeting format Visit http www gotomeeting com codec to download the codec Note Playing a recorded Webinar back before ending the Webinar may cause abnormal playback behavior Be sure to end the Webinar
107. tion of this guide 2008 Citrix Online LLC All rights reserved 31 GoToWebinar User Guide If No One Can Hear You Start Broadcast GoToWebinar Audio Service If you are using GoToWebinar s audio service you must click Start Broadcast in the Organizer Control Panel or 1 on your telephone keypad to start the conference Check Sound Device Settings Have you selected the correct sound devices in the GoToMeeting GoToWebinar Preferences menu See VolP Audio Setup in this section If using a microphone Does your microphone have a physical mute un mute button on it Check that your microphone is not muted If an attendee can t hear you his or her speaker volume may be off or set too low Analog microphones are sometimes too quiet we recommend using a USB headset or USB desktop microphone instead If you are using a desktop microphone avoid touching the microphone since it may cause a reduction in the volume of your voice Speaking very loudly can affect the volume try speaking at a lower level Internet Connection The speed of your internet connection can affect one way sound For optimum performance when using VoIP we recommend a broadband internet connection See the System Requirements section of this guide File Sharing Uploading a file while using GoToWebinar can sometimes affect VolP sound quality It is recommended that you close all file sharing applications before you start your Webinar Streaming m
108. ton 4 If prompted click Yes or Grant to accept the download Create Your Organizer Account GoToMeeting Corporate Plan To create your GoToMeeting Corporate organizer account you will need to be invited by your company s GoToMeeting Corporate administrator In addition before being able to schedule or start a Webinar your GoToMeeting Corporate administrator must first enable you to host Webinars gt To create your account 1 Goto your email application and open the GoToMeeting Care invitation email you received from your administrator entitled Set Up GoToMeeting Corporate with GoToWebinar 2 Inthe email click the activation link to create your organizer account 3 On the Create Organizer Account page enter your information and click Create Account 4 On the Install GoToMeeting Software page click Install Our Software If prompted click Yes or Grant to accept the install O 2008 Citrix Online LLC All rights reserved 12 GoToWebinar User Guide Install the GoToMeeting GoToWebinar Application The GoToMeeting GoToWebinar application allows quick access to such features as scheduling and managing a Webinar and setting preferences You can install the application once you create your organizer account If the GoToMeeting GoToWebinar application has been removed you can re install it at any time gt To install the GoToMeeting GoToWebinar application Open an Internet browser and go to www gotowebinar com
109. usic or video while using GoToWebinar can sometimes affect VolP sound quality It is recommended that you close all streaming music or video before you start your Webinar O 2008 Citrix Online LLC All rights reserved 32 GoToWebinar User Guide VoIP Organizer Tips and Best Practices Pre Webinar e As with any Webinar it is important to test your sound quality and audio settings before your live event In addition to testing your audio settings it is recommended to start your Webinar in Practice Mode with other organizers or panelists to provide feedback on your voice quality e f you plan to record your Webinar be sure to test the recording feature while in Practice Mode In Session e Itis a best practice to keep attendees muted during your presentation and un mute individual attendees as necessary e Attendees who join the audio portion of your Webinar are joined muted by default Up to 25 attendees can be un muted at any one time this is a combination of VoIP and phone attendees e See the Managing Attendee Audio Through the Control Panel section of this guide O 2008 Citrix Online LLC All rights reserved 33 GoToWebinar User Guide Recording Preferences for GoToWebinar Audio Service Mac users are not able to record a Webinar If you want your Webinar recorded invite a PC based organizer GoToMeeting Corporate plans or panelist and promote to organizer in session GoToWebinar plans A PC based organizer w
110. will need to approve all registrations submitted before the change was made see the Registration Tracking section of this guide 5 d Redirect registrants to You can choose to type in a URL such as your company s Web site to redirect registrants after they have registered To view your customization click Preview 6 Click Save Changes Note Changes to the registration form can be made after registration has begun however changes may affect consistencies in the Registration Report The Registration feature cannot be turned off To create your own custom questions L On the Registration Form page click 2 next to Create Your Own In the New Question field type your question In the Answers fields type up to 5 answers If you want to provide an open ended answer field instead leave the Answers fields blank Select the Required check box if you want to require the question to be answered If the Required check box is not selected registrants may leave the field blank 2008 Citrix Online LLC All rights reserved 47 GoToWebinar User Guide 5 Click Create Your questions will appear in the Your Questions box You can modify questions including the order of appearance in the registration form by highlighting each in the Your Questions box and clicking Edit Delete Up or Down You can create up to 10 custom questions 2008 Citrix Online LLC All rights reserved 48 GoToWebinar User Guide Edi

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