Home

Citrix GoToMeeting User Guide

1. 2008 Citrix Online LLC All rights reserved sal GoToMeeting User Guide Playing a Recorded Meeting GoToMeeting creates one recording file per meeting If you stop and start a recording during the course of a meeting each recorded segment will be appended to the recording file in progress for that meeting To replay a meeting recorded in the GoToMeeting format 1 If you haven t already end the meeting that you are recording and GoToMeeting will automatically save your file with the date and time noted after the name that you gave the meeting upon scheduling it Impromptu meetings will be named with the date and time of the meeting followed by Meet Now 2 Navigate to the directory that is listed in the Save in field under the Preferences Recording tab 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 meeting recorded in the GoToMeeting format Visit http www gotomeeting com codec to download the codec Mac users cannot view meetings recorded in GoToMeeting Codec format Note Playing a recorded meeting back before ending the meeting may cause abnormal playback behavior Be sure to end the meeting before playing it back To replay a meeting recorded in the Windows Media format If you haven t already end the meeti
2. In the left navigation bar click the My Account link 2 Click Billing Information from the expanded menu 3 Make any desired billing information changes and click the Save Changes button at the bottom of the page Plan Selection The Plan Selection section enables individual GoToMeeting organizers to view and edit their GoToMeeting plan Note This feature only appears for individual GoToMeeting organizers and does not apply to GoToMeeting Corporate organizers To purchase or change your billing plan 1 In the left navigation bar click the My Account link 2 Click Plan Selection from the expanded menu 3 Select a monthly or annual plan and click Continue 4 Enter or confirm your billing information and click Buy Account History The billing information history section enables organizers to view the history of all activity for their account billing information Note This feature only appears for individual GoToMeeting organizers and does not apply to GoToMeeting Corporate organizers gt To view account billing information 1 In the left navigation bar click the My Account link 2 Click Account History from the expanded menu All billing activity since the account creation is displayed 2008 Citrix Online LLC All rights reserved 67 GoToMeeting User Guide My Meetings The My Meetings section enables organizers to manage their scheduled meetings and review their meeting history See Scheduling Meeting
3. and stick to it Inform attendees what the purpose goal of the meeting is what to expect and when and how to ask questions and participate in the meeting Provide information on how to use equipment or services and how to get assistance If needed Nominate a co organizer to monitor and respond to the chat log when someone is presenting Encourage participation by using open questions such as What would you suggest and How do you feel about End the meeting clearly Make sure all the attendees know that the meeting is formally over and stay on the line to address any last questions Managing the Conference Call Call in to the meeting from a location where there is little background noise Consider globally muting participants at the start of the meeting to avoid noise issues Turn off system prompts and sounds for when attendees join or leave a meeting Avoid using cellular and cordless phones because of static and use the phone handset or a headset instead of speakerphones because of background noise tunnel effect and sentence clipping Turn off your call waiting The beep of a new call on another line is heard by everyone on the teleconference Avoid putting your phone on hold during a teleconference Your hold music will play into the conference call and make it impossible for the other attendees to continue the meeting Introduce yourself when you begin speaking and ask other attendees to also identify them
4. 2 0 Video Codec installed to watch a recorded meeting created in the GoToMeeting format The GoToMeeting 2 0 Video Codec is available to download O 2008 Citrix Online LLC All rights reserved 82 GoToMeeting User Guide for free at http www gotomeeting com codec and can be distributed freely Regardless of the format all viewers must have Windows Media Player 9 or higher to view the recording GoToMeeting for Citrix Presentation Server FAQs Organizer FAQs Once start a meeting it runs on my local desktop When I try to invite other attendees using the By email option on the Organizer Control Panel GoToMeeting doesn t integrate with my published version of Outlook How can resolve this You need to verify that the option that is selected in your GoToMeeting Preferences under the Integrations category matches the option that is selected in the Advanced section of the Integrations Attendee FAQs When am designated the presenter at a meeting can only show the applications that are published to me from Presentation Server and nothing that is on my local desktop How can present my local desktop Contact your Citrix Presentation Server Administrator about installing GoToMeeting on Presentation Server By installing GoToMeeting and configuring the recommended settings on Presentation Server all GoToMeeting sessions will be redirected to the desktop Running a meeting on the local desktop allows you to present everyth
5. 3 Click to check the box next to GoToMeeting Customize I PN GoToMeeting 4 The Outlook toolbar will appear in your published Outlook on the Citrix Presentation Server ea GoToMeeting 35 Meet Now Schedule Meeting A Host a Meeting Join a Meeting My Meetings Help About Note You may need to restart Outlook for the toolbar to appear O 2008 Citrix Online LLC All rights reserved 23 GoToMeeting User Guide gt To remove the Outlook toolbar 1 Open Outlook 2 Select Customize from the Tools menu 3 Deselect GoToMeeting from the list of toolbars For more information about using GoToMeeting with Presentation Server refer to the GoToMeeting for Citrix Presentation Server FAQs section at the end of this guide O 2008 Citrix Online LLC All rights reserved 24 GoToMeeting User Guide Organize Meetings Organizer Role Overview With a GoToMeeting account an organizer can schedule and host meetings grant and revoke attendee privileges like passing the presenter role and invite dismiss attendees Organizers need to first create their accounts and download the GoToMeeting software on their computers before they can schedule or conduct meetings They also must be present at the Start of any meeting as the meeting host Organizers are responsible for creating scheduled meetings or starting impromptu meetings Organizers invite attendees and may do so via phone email
6. All rights reserved 35 GoToMeeting User Guide The Organizer Presenter Control Panel When the organizer first joins the meeting the Presenter Control Panel appears on the right side of the desktop The Presenter Control Panel gives p organizers and presenters access to various organizer and a EJES presenter functions The Presenter Control Panel is comprised of five panes Screen Sharing Attendee List Audio Chat Invite Others and the Grab Tab The Organizer Control Panel has a sixth pane the Recording pane which can be displayed by selecting View and then Recording from o oe the Organizer Control Panel Menu Bar a E A es how My Give Change Note When the organizer passes the presenter role to another attendee pani ae EE the Control Panel changes and the Screen Tools section is removed and E A a A given to the new presenter b H Start Recording 135 2 GB remaining Settings Attendee List 2 Max 16 Organizer Presenter Me e The Screen Sharing pane provides organizers presenters with a visual reminder of On Air status the ability to show their screens pause Showing their screens pass keyboard control and change presenters a e When selected from the Options menu the Recording pane gives you the ability to record your meetings b e The Attendee List pane provides i d Miles Telephon organizers presenters with a list of all meeting l Audio Mode E Lingle g a attendees and enables t
7. Attendee List 2 Max 26 e BN AMES ALPHABETICALLY de kl e Jason V Organizer Presenter Me Dan R reg Connected to Audio Mute Dan Make Presenter Make Organizer Mute All Un mute Z Audio Chat w Allow Drawing Invite Others w Allow Attendee List Meeting 11 Y Allow Chat Golo Send Chat Message Give Keyboard and Mouse Copy Email 4ddress to Clipboard Dismiss Dan 39 Sas m Manage Audio GoToMeeting User Guide Attendees who join the audio portion of your meeting are joined unmuted 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 For more information on your audio options please see GoToMeeting Total Audio Service Attendees Audio e Presenter joined via telephone but did not enter their Audio PIN unmuted a e Attendee joined via telephone unmuted b e Attendee joined via VoIP unmuted c Attendees who join the meeting 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 Audio Control I cons A Telephone Unmuted by default Attenelee List 4 Max 26 bh NAMES a Allem Atkinson Organizer Me Bar
8. E amien Pracontar b A Chris Fre Den Caruso Presenter Al Tany Eis Audio PIN 95 Not Entered E Y Send Audio PIN 954 d Make Presenter Make Organizer Give Keyboard and Mouse Allow Drawing Allow Attendee List vw Allow Chat Send Chat Message Copy emal Address to Clipboard LISMISS Can mute unmute self through Control Panel or telephone keypad 6 Telephone Muted Telephone Did not enter Audio PIN Cannot mute unmute until Audio PIN is entered o VolP Unmuted by default Can mute unmute self through Control Panel y VolP Muted No Not connected to audio cannot hear audio or speak icon 2008 Citrix Online LLC All rights reserved 40 GoToMeeting User Guide Organizer Audio The GoToMeeting Conference Call Service allows you manage your audio options before and during your meetings If you wish to change your own connection or your attendee s audio connection during a meeting you can do so from the Audio pane of your Control Panel Starting the Meeting Audio e VolP and Telephone If you have selected to AN use VolP and Telephone for your meeting you Audio Mode Use LEE O will see the options Use Telephone and Use Mic O Use Mic amp Speakers Speakers in your Control Panel The default mode Dial 805 879 4418 is Telephone however GoToMeeting will Access Code 105 156 174 remember your selection for your next meeting Audio PIN 91 lf you have already
9. EEN 76 FAO Sii 77 CNC ial FAOS ta a il ence Oe nate ae een 77 RECONGING FAQS idas ts 81 GoToMeeting for Citrix Presentation Server FAQS c cece cccce cece ee eeeee eee nn 83 Contact SUD DOME lt A A AAA A eee AAA AAA 84 O 2008 Citrix Online LLC All rights reserved GoToMeeting User Guide Getting Started Welcome GoToMeeting was designed to make it easier for everyone to organize and participate in online meetings so you can do more and travel less GoToMeeting users can collaborate on documents deliver presentations perform product demonstrations and securely share confidential information from anywhere at any time GoToMeeting s rapid download quick meeting setup and intuitive user interface has meeting organizers and attendees up and running in a matter of seconds GoToMeeting incorporates industry standard security features and end to end SSL encryption to ensure that login information and meeting data are secure This high level of security allows GoToMeeting users to confidently present and collaborate on any data Users can rest assured that information such as sales forecasts financial data and M amp A contracts will not be viewable to anyone except meeting participants GoToMeeting s All You Can Meet pricing model provides easy to understand billing that helps you effectively budget and manage online meeting costs with no unexpected overage charges or additional fees Meet as often and as long as you wa
10. PC The Attendee Control Panel menu bar provides access to various application tools not specifically related to attending a meeting Menu options include File View Tools and Help File Menu File The File menu allows PC based attendees to edit how their Edit Your Name and Email names and email addresses are displayed to other attendees Save the meeting chat logs as rtf files manage their preferences and exit meetings Save Chat Log Preferences From the Preferences menu attendees can allow or forbid bubble messages to appear when another attendee chats or Exit Leave Meeting when GoToMeeting notifies them of system related actions such as attendees joining or leaving a meeting View Menu wiew The View menu enables attendees to select how to display the Full Screen Viewer Window on their desktops and how the Control Panel behaves when not in use Attendees can also save a customized layout or return to the Control Panel to the default layout wf Window w Aubo Hide the Control Panel Hide Control Panel Default Control Panel Layout Save this Startup Layout Help Menu Hep The Help menu provides access to the online GoToMeeting GoToMeeting Help Help file and to GoToMeeting software version information There is alSo an option to leave feedback on the audio quality send Audio Feedback About GoToMeeting 2008 Citrix Online LLC All rights reserved 57 The Attendee Toolbar Mac GoToMeeting Menu Th
11. Provides GoToMeeting software version information Exit Closes the GoToMeeting application If your account includes GoToWebinar additional menu options will appear Mac users can access many GoToMeeting functions by double clicking the GoToMeeting icon on their desktop or clicking the icon in their dock Other functions including Help and Preferences can be accessed from the GoToMeeting menu bar AOC GoToMeeting Suite i Easy Online Meetings Anytime Anywhere Y GoloMeet ng Meet Now Schedule Meeting My Meetings i m Web Events and Online Meetings Made Easy GoToWebinar oa asomo Join Webinar Now Schedule Webinar My Webinars O 2008 Citrix Online LLC All rights reserved 13 GoToMeeting User Guide Preferences PC The GoToMeeting Preferences feature allows organizers to set preferences for running GoToMeeting choose which GoToMeeting integrations are displayed and test the GoToMeeting connection PC users can access GoToMeeting Preferences by right clicking the ES icon in the system tray or if in a meeting from the file menu Note Preference options outlined in this guide are specific to GoToMeeting If your account includes GoToWebinar additional preference options will appear For more information on GoToWebinar preference options please refer to the Getting Started section of the GoToWebinar Guide at www gotowebinar com help Mac users may access GoToMeeting Preferences by double c
12. 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 Check that your speakers or headset are properly Audio connected and click Try Again in the Audio pane of the Control Panel Please see VolP Audio Setup PC or VolP Audio Setup Mac If you have the option to join the meeting via telephone you will automatically be switched to Telephone mode Dial in to the conference using Audio Setup the number and Audio PIN provided in the Audio pane of your Control Panel Audio Mode C Use Telephone ei Use Mic amp Speakers Jl af NO SPEAKERS Audio not Connected O 2008 Citrix Online LLC All rights reserved 74 GoToMeeting User Guide No Sound Detected After the first minute of a session GoToMeeting looks for microphone input from attendees who are using a microphone have speaking rights and are unmuted If no input is detected you may get a Trying to speak error message This error may appear under the following conditions e You have not spoken or made any sound during the first minute of joining the meeting 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 Please see VolP Audio Setup PC or VolP Audio Setup Mac Audio Trying to speak DI If others can t hear you
13. calendar programs other than Microsoft Outlook and Lotus Show GoToMeeting Toolbar in Microsoft Office Notes Depending on your email application s capabilities integration with MAPI enabled programs allows for features such Use GoToMeeting with 2 Microsoft Outlook my default email application Microsoft Word Microsoft Excel Microsoft PowerPoint as automatically adding meetings e Show button in messenger applications to a calendar and automatic Windows Lived Messenger creation of email messages with Yahoo Messenger meeting information GoogleTalk e Show button in messenger Skype DE applications Display the MicrosoFtB Office Communicator GoToMeeting Quick Launch button in your selected instant messaging applications Note Changes may only be displayed after restarting Outlook Lotus Notes and or the instant messaging application Connection Preferences The Connection category allows you to test the status of your GoToMeeting connection Note To ensure a valid connection test we advise that you refrain from testing your connection unless a GoToMeeting Customer Care representative directs you to perform the connection test O 2008 Citrix Online LLC All rights reserved 17 GoToMeeting User Guide Audio Preferences The Audio category lets you set up and test your microphone and speakers for recording and for your meetings utilizing VolP If changes to your audio settings are made
14. during a meeting your microphone is temporarily muted so you can privately manage your settings e Microphone Setup Select a microphone from the drop down menu To test speak into your microphone if connected correctly the sound 7 bh verlue Setup bar will move when you speak Preferences GoToMeeting Select a device and speak into the microphone to best AKS37O sw Lu e Speakers Setup Select your speakers from the drop down menu To test click Play d peser setup Sound if connected correctly Sab a ais and ciek plat Samd to bet the sound bar will move and you will hear a short soundtrack Click Play Sound and verify you can hear it playing from your speakers The meter pl burn green when your microphone i working Realtek 4097 Audio di 000000 e Advanced GoToMeeting automatically adjusts audio levels We recommend you keep this checked If you Le Automatically adjust my audio settings uncheck this selection you A A must manually configure your audio settings through Windows Sounds and Audio Devices If your attendees cannot hear you because your voice sounds too loud and distorted uncheck Use microphone boost send Audio Feedback Need Additional Help 2008 Citrix Online LLC All rights reserved 18 GoToMeeting User Guide Preferences Mac GoToMeeting Preferences allow organizers to set preferences for running GoToMeeting choose which GoToMeeting integrations are displayed and test
15. functions When an attendee is promoted to the role of co organizer the GoToMeeting application notifies the attendee of the change by providing a System Bubble Message and updates his or her Control Panel and Grab Brian ls now an Organizer Tab with Organizer Tools For more information about being an organizer please see the Organizer Presenter Control Panel section 2008 Citrix Online LLC All rights reserved 63 GoToMeeting User Guide Leave a Meeting An attendee may leave a meeting at any time To leave a meeting from a PC 1 From File menu on the Attendee Control Panel select Exit Leave Meeting 2 Click Yes on the Leave Meeting window On the GoToMeeting menu bar click GoToMeeting and then Quit GoToMeeting or select File and then Leave Meeting You may also click the red X in the top left corner of the Control Panel and Viewer Window 2008 Citrix Online LLC All rights reserved 64 GoToMeeting User Guide The GoToMeeting Organizer Web Site The GoToMeeting Organizer Web site enables organizers to view their account information scheduled meetings and meeting history Note To schedule meetings organizers need to log in to the organizer application Please see the Organize Meetings section for more on scheduling meetings Log In to the Organizer Web Site To access the Organizer Web site features organizers must first log in gt To log in to the Organizer Web site 1 Go to w
16. meeting you want to start by selecting the name in the Please select a meeting and click Start Invite Edit or Delete Or for new meetings Subject column and then click the LIT My Meetings GoToMeeting Start button Your meeting will start and the aes Time Meeting ID GoToMeeting Organizer Control Weekly Team Meeting Recurringo 526 508 796 Weeting Eo review project plan Fri 5 3 2008 O Q 00 AN 843 566 397 Panel will appear on the right side Event Sales Training Wed Sf21 2008 3 30PM 351 747 512 of your desktop For more information on the Organizer Control Panel see the Organizer Control Panel section below Schedule New Meeting 2008 Citrix Online LLC All rights reserved 30 GoToMeeting User Guide Start a Meeting from the Web To start a scheduled meeting from the GoToMeeting Web site 1 Log in to your organizer Web site 2 On the My Meetings page locate the scheduled meeting you wish to start and click the Start Meeting button My Meetings Subject Date Time Weekly Team Meeting Recurring Start Meeting Meeting to review project plan May 4 2008 9 00 AM Start Meeting Event Sales Training May 21 2008 3 30 PM Start Meeting If prompted click Yes or Grant to accept the GoToMeeting download 4 Your meeting begins and the GoToMeeting Organizer Control Panel appears in the right side of your desktop For more information on the Organizer Control Panel see the Organizer Control Panel section
17. recording but allows view meetings recorded in sah a at using Windows Media Player 9 or above without Windows Media Player e Learn more format Save int e Save in Select the folder in which you want to save your recording 3 Click OK 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 input device setting or the Save in location setting once you have started to record a meeting If you do not specify a destination location the default is My Documents 2008 Citrix Online LLC All rights reserved 50 GoToMeeting User Guide gt To record a meeting 1 From the Organizer Control Panel click the File Options View Help EA View menu and select Recording Screen Sharing 2 Click Settings in the Recording pane and confirm that your Audio and Video options are set appropriately For detailed Audio and Video options click on the Need audio help D link and Learn more links respectively show My Stop Give Chan 3 Inthe Save in section click the Browse Keyboard aame button to identify where you would like to Mouse save your recording Click OK to save your settings In the Recording pane click the Start Recording button to start reco
18. rights reserved 17 GoToMeeting User Guide How do share one application and nothing else A presenter can share a single application by right clicking the screen sharing icon on the Control Panel Grab Tab and then selecting the application to share from the list of applications presented The application sharing feature is only available to PC users After I ve given keyboard and mouse control away how do I get it back As a security feature you can regain control of your desktop laptop by simply moving your mouse The change of control happens almost instantaneously At any time you can revoke an attendee s shared control of your mouse and keyboard if you want to prevent him or her from regaining control Are there any files or folders left on an attendee s computer after the session ends Some downloaded files do remain after a meeting so that the attendee may join future meetings more quickly without having to download all the files again However the files are inactive will not consume system resources do not compromise security and perform no functions until the attendee joins another meeting and the files are engaged by a new meeting ID If desired an attendee may uninstall all GoToMeeting files using the Add Remove Programs feature in the Windows control panel Why would make someone else an organizer in my meeting If you created a meeting and needed to leave but wanted your attendees to continue the discussion
19. ways e Click the microphone or handset icon next to the attendee s name a e Click the microphone icon on the Grab Tab b e Click the Mute All button c 2008 Citrix Online LLC All rights reserved GoToMeeting User Guide SES Options View Help DN show My Stop Give Change Showing Keyboard Presenter Screen Auch Audio Mode Mic amp Speakers Gi ZS di Audio Setup Invite Others Meeting ID 922 291 371 GoloMeeting GoToMeeting User Guide Chat with Attendees As an organizer you can chat with your attendees by using the built in Chat feature in the Chat pane This feature can be turned on or off from the Meetings tab in the Preferences window or during a meeting from the Attendee List pane ej Chat e The Chat Log displays the text of all public chat and chat Chat Log between two attendees a e The Message Entry field enables input of chat text b e Send your chat message to All or a specific attendee from the b drop down selection field c Type message here All Entire Audience e The Send button transmits chat to selected recipient s d d e e Create a Welcome message to be delivered to attendees when they arrive e Mac organizers may edit their welcome message from the File drop down menu in the toolbar O 2008 Citrix Online LLC All rights reserved 43 GoToMeeting User Guide Invite Attendees during a Meeting You as an
20. 2008 Citrix Online LLC All rights reserved 26 GoToMeeting User Guide Schedule a Recurring Meeting GoToMeeting enables organizers to reuse a meeting ID for future recurring meetings without having to create a new meeting ID for each meeting There are several important considerations to keep in mind when creating recurring meetings e The recurring meeting will only appear once in the My Meetings window and the Organizer Web site and will be labeled recurring Organizers will need to use their own local calendar applications to schedule and track recurring meetings e The Meeting URL ID stays available indefinitely View Scheduled Meetings Organizers can view all scheduled meetings via the GoToMeeting application gt To view scheduled meetings via the GoToMeeting application 1 Right click the ES icon in the PC system tray or double click the GoToMeeting Suite icon on a Mac and select My Meetings 2 Enter your Email and Password in the Login window and click Log In The My Meetings window appears listing all scheduled meetings My Meetings GoToMeeting Aka Please select a meeting and click Start Invite Edit or Delete Or For new meetings click Schedule Mew Meeting A E AA AZAR Subject Date Time Meeting ID Weekly Team Meeting Recurring o26 SU8 96 Meeting to review project plan Fri 5 8 2008 2 00 AM 845 566 397 Event Sales Training Wed 5 21 2008 3 30PM 351 747 312 Sched
21. 2008 Citrix Online LLC All rights reserved 44 GoToMeeting User Guide The Control Panel Grab Tab The Control Panel Grab Tab enables organizers and presenters to minimize the Control Panel to the side of their desktops to display their full desktops to attendees and still access Presenter Screen Tools The Grab Tab changes depending on the status of the presenter role There are four main display modes 1 Organizer Presenter has started meeting 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 Attendees Attendees Attendees No Attendees arrived arrived arrived have arrived presenting presentation presentation desktop paused stopped Click and drag to move Grab Tab up or down a Click to hide or display a Control Panel b b C d Shows On Air status c The Show My Screen button displays desktop to attendees Right click to display multiple e monitors a specific application or a clean screen d The Stop Showing Screen button stops desktop display e The Give Keyboard amp Mouse h butt
22. C based presenters can select one application to display so they don t have to share their entire desktops or worry about receiving distracting pop ups from instant messages or email e Screen Clean PC based presenters can click this option to instantly hide icons wallpaper background and toolbars on their desktops so attendees won t be distracted by them e Total Audio ntegrated audio service that allows you to choose between phone conferencing and Voice over Internet Protocol VoIP options for you and your attendees or you can allow both options to be used in the same meeting e Mac Support Organize present and attend GoToMeetings from a Mac e Share Keyboard and Mouse Control Securely collaborate on documents in real time e Instantly Change Presenters Enable any participant to present to the entire group e Desktop Recording and Meeting Playback Allows PC based presenters to record and play back meeting sessions to review meetings or send copies to absent colleagues or customers e Chat Window Chat online with any participant in the meeting e Drawing Tools Pen Highlighter Arrow Spotlight Gives attendees the ability to draw highlight and point to items of interest right on the screen Presenters have additional ability to use the spotlight and can erase all markings on the screen e Multiple Monitor Support Integrates GoToMeeting with multiple monitor systems so users can use one for screen sharing and the other
23. GoToMeeting User Guide GoloMeeting GoToMeeting User Guide Organizing Conducting Presenting and Attending Web Meetings Version 4 0 Citrix Online 6500 Hollister Avenue Goleta CA 93117 1 805 690 6400 Fax 1 805 690 6471 O 2008 Citrix Online LLC All rights reserved GoToMeeting User Guide Contents EL a d lued e sii cias 5 USING THIS GUIA Sra AAA AAA A deat icuaes 6 Gde SUCCO acti Ad Es 6 Individual and Corporate Ueere cnc rr rr 6 De EE 6 System REGUIFEINGIIES AAA NA AAA A 7 BK un A A aeacmmaned aiaaemtrn mientne 8 Prod UEFA de 10 LOST GO TOMGCCING iii E a aaa 11 Create Your Organizer Account Individual Organtzere sees ee eeeeeeeseenneneeees 11 Create Your Organizer Account Corporate Plan Organizer occcccccccncccncncnncnnnnn cnn cnnnnn ns 11 LASEAIIGOTLOMCCUN e EE 12 The GoToMeeting Applcation cra rr rre rr 13 Preterences IPC ni A aa 14 StartUp EEGEN ee ee Ao 14 General Pretendo 14 Meetings det e 15 Recording E En te aa dao 16 Integrations Preteren tes asa 17 CONNECHON POTS rentes usd A E R 17 AUCIO Prot rencia O 18 PretSrences Macuarianos 19 The GoToMeeting Outlook Toolbar cnn rr rr 20 The GoToMeeting Lotus Notes Menu OptiONS ccccccccccccccnnccnnccnnnccnnn nn eee nr rre 20 The GoToMeeting Messenger Button 20 Set Up GoToMeeting for Use with Citrix Presentation Gernver cana narancnnnnoo 21 Displaying the GoToMeeting Toolbar in Published Outlook 23 Organize Meetings ici iaa 25 Org
24. Integrations tab lets you determine where to display GoToMeeting integrations By selecting My default email application you can integrate with MAPI compliant email calendar programs other than Microsoft Outlook and Lotus Notes Depending on your email application s capabilities integration with MAPI enabled programs allows for features such as automatically adding meetings to a calendar and automatic creation of email messages with meeting information Connection Preferences The Connection tab allows you to test the status of your GoToMeeting connection Note To ensure a valid connection test we advise that you refrain from testing your connection unless a GoToMeeting Customer Care representative directs you to perform the connection test 2008 Citrix Online LLC All rights reserved 19 The GoToMeeting Outlook Toolbar The GoToMeeting Outlook Toolbar provides PC based users quick and easy access to GoToMeeting functions right from Microsoft Outlook It includes the Meet Now and Schedule Meeting buttons in addition to links to Host a ga GoToMeeting 4 Meet Now CH Schedule Meeting el GoToMeeting User Guide Jaa Host 4 Meeting Join a Meeting My Meetings Meeting and Join a Meeting and access to the My Meetings Help and About pages Help About Note Outlook integration requires Microsoft Outlook 2000 or later Outlook may need to be shut down and restarted for the GoToMeeting Outlook bar to ap
25. LC All rights reserved Preferences GoToMeeting Category Stark Up General Recording Integrations Connection Audio Meetings Show attendees When I host a meeting start out allowing attendees to View the Attendee List Chat C when attendees arrive show them this chat message IO Show me Chat bubbles Arrival and departure messages Presenter change messages Keyboard mouse controller change messages Organizer promotion messages Usage tips My interface color Select Color ill y 15 GoToMeeting User Guide Reco rd i n g P refe rences Preferences GoToMeeting The Recording category lets you set your audio Su SES and video recording preferences General decian O Don t record audio e Audio Allows you to enable or disable the hes rely Use GoToMeeting Audio Service audio recording feature To record choose Audio EE which audio service you want to use for Requires a physical input device A microphone will record just your voice 4 phone patch device will record everyone who speaks your meeting see tables below Need audio help e Video Allows you to select the meeting video recording output format and destination for pig A l upean i gier eet esas ete laa saving the file Wide eren codec first to view Note Be sure to check your audio device settings Convert to Windows Media Player file under Audio in the left menu Requires additional processing time after record
26. Meeting automatically detects the input and output devices connected to your computer gt To select and 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 Ifthe meters for Mic or Speakers do not light up green when you or others are speaking click the icons in the Audio pane of the Control Panel A drop down menu will appear when you click 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 mmm Audio Mode Use Telephone Use Mic amp Speakers j Ee VER EI a Ee rz EE ema mm Ems Built in Microphone Talki Built in Input Default 2008 Citrix Online LLC All rights reserved 72 GoToMeeting User Guide Optimize VolP Audio Quality Avoiding Call Echo A USB headset is recommended see VolP Audio Device Recommendations in this se
27. Sharing Pane When an attendee becomes a presenter the Control Panel adjusts to incorporate the Presenter Screen Sharing pane at the top The Screen Sharing pane provides the presenter with access to the various presentation controls e The Broadcasting Status field notifies presenters of the status of screen sharing a File View Help Screen Sharing e The Show My Screen button a starts pauses showing the presenter s entire desktop to attendees b b e The Screen drop down button allows the presenter to share specific application windows or a clean screen with meeting attendees c e The Give Keyboard Mouse d e button grants shared mouse and keyboard control to another attendee d e The Change Presenter button passes the presenter role to another attendee e Stopped Noone sees your screen Presenter Presenter Screen Tools Pane when Screen Sharing is Off Share Your Desktop To share your entire desktop 1 Click the Screen button on the GoToMeeting Control Panel 2 Select the Screen option Show Only Show My Note Hovering over your Show Only menu selection will display an animated gray frame which indicates what attendees will see if selected If you select an application window that is minimized the selected window will automatically maximize and be 3 0_Festure_Guide doc Microsoft Word presented to attendees If the presenter l opens a window on top of the window being H Do
28. anizer ROIC OVeEUIS Wisin eater anes 25 See II e e EE 26 Schedule a Recurring Mein dina NAAA 27 VIEW Scheduled Eu Le EE 27 Invite Attendees to a Scheduled Meeting ccce cece cece eee eeeeeeeeeeeeeeeeeeenaeeeeeeeetenagages 28 Edita Scheduled Meeting ia AS 29 Cancel a Scheduled Meetmg aa a a a a rr rr rr 29 2008 Citrix Online LLC All rights reserved GoToMeeting User Guide Start End a SECnGQuied MGCEING iici bircins a aea abina 30 Start a Scheduled Meeting from Your Desktop 30 Start a Meeting from the Web 31 Start a Meeting MOM OUIOOK vrai a 31 Start a Meeting from IBM Lotus Notes cccccccccccncccccnccnnccnnnnrrnnnncn rr rr rr rr 32 Start a Meeting from Microsoft Office 32 Startan lmpromptu Mesta Aids 33 Leave or Enda Meetic ada 35 The Organizer Presenter Control Panel kk KKK EE EN 36 Tne Screen SNaring Panero 37 SME TOU ad Ree DEE 37 Passing Roles tO AlMenG GS siiortnarcatensstnwivavserenneartd eraisniueieind pine EEE rI Net 38 Request Keyboard and MOUSE siria ii ei 38 Manage EELER EE A A A AA 39 Mana de Audio ada ion ad vias uae 40 o S AUO AA o A 40 Organizer AUTO EEN 41 MUNO tee a a iaa ios 42 Chat WIEN EE ee a dd ooo 43 Invite Attendees during a Meeting 44 The Gontrol Panela p Taba aan 45 PLANINO TOO Sonia pia pa as 46 Tne Organizer Menu Bars Prisa 47 The Organizer toolbar MOG be ugereegt 48 Record and Play a Mesta Ee 49 Notes on Recording and Playing a Meeting 49 Recording a Mes
29. any meetings that an organizer starts without first scheduling them in advance This is an ideal feature for last minute and on the fly meetings that need to occur without prior notice Impromptu meetings may be initiated either from the GoToMeeting PC system tray icon the Mac GoToMeeting Suite icon from the Microsoft Outlook tool bar the Lotus Notes Actions menu or from an integrated instant messaging application Note To start a meeting the GoToMeeting application must be installed on the PC or Mac being used by the meeting organizer For more information on installing the GoToMeeting application please see the Getting Started section of this guide gt To start an impromptu meeting from the GoToMeeting system tray icon L Or Right click the Es icon in the PC system tray or double click the GoToMeeting Suite icon on a Mac and select Meet Now On the Login window enter your Email and Password and click Log In Your meeting starts and the GoToMeeting Organizer Control Panel appears in the right side of your desktop Conference call information appears in the meeting information pane of the Organizer Control Panel Double click the B icon in the PC system tray Your meeting starts and the GoToMeeting Organizer Control Panel appears on the right side of your desktop Conference call information appears in the meeting information pane of the Organizer Control Panel gt To start an impromptu meeting from the GoToMeeting Web sit
30. below Start a Meeting from Outlook gt To start a scheduled meeting from the GoToMeeting toolbar in Outlook 1 From the GoToMeeting toolbar in Outlook click the GoToMeeting button and select My Meetings E Meet Now Schedule Meeting 2 On the Login window enter your Email and Password and click Log In Host 4 Meeting Join a Meeting Dd 3 On the My Meetings window select the meeting you want to start by clicking the name in the Subject column and click the Start button My Meetings Help About Your meeting begins and the GoToMeeting Organizer Control Panel appears in the right side of your desktop See the Organizer Control Panel section below for more information O 2008 Citrix Online LLC All rights reserved 31 GoToMeeting User Guide Start a Meeting from I BM Lotus Notes gt To start a scheduled meeting from the GoToMeeting IBM Lotus Notes Actions Menu Actions Help Add Recipients Archive 1 From the Actions menu in the Lotus Notes toolbar select My GoToMeetings 2 On the Login window enter your Email address and Password and click Log In Send Memo to Database Manager Synchronize Address Book Upgrade Folder Design 3 On the My Meetings dialog box select the meeting you want to start by clicking the name in the Subject column and click the Start button Edit Document Move To Folder Your meeting will start and
31. cording a Meeting The meeting recording feature is only available to meeting organizers or promoted organizers The meeting recording feature is only available to File Options View PC based meeting organizers or promoted Screen Sharing organizers gt To configure recording settings 1 From the Organizer Control Panel click the View menu select Recording and then click Settings Show My Stop Gre Showing Keyboard E amp Mouse 2 On the Recording tab e Audio Allows you to Preferences GoToMeeting enable or disable the Gm gory tecor audio recording Start Up feature To record General Audio service you want to 2 Use GoToMeeting Audio Service use fo r yO ur m eeti n g i Coi Records everyone who speaks via microphone or telephone Audio O Use your own audio service N ote Be IS to check your Requires a physical input device A microphone will record just your audio device settings under voice A phone patch device will record everyone who speaks Audio in the left menu Need audio help e Video Allows you to ee select th e meetin g 2 Record in GoToMeeting format recordin g ou t pu t No additional processing time GoToMeeting users can view using Windows Media Player 9 or above Non GoToMeeting users must format and destination install a video codec first to view for saving the file Sie GER Convert to Windows Media Player file Note Mac users can only Requires additional processing time after
32. ction Built in or external speakers can cause echo We recommend reducing the speaker volume to a low level Webcams with microphones 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 meeting is best presented from a quiet location If using a microphone move the microphone closer to your voice and away from competing sounds i e computer fans Avoid moving or touching the microphone during your meeting 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 cau
33. cumenta Microsoft Word shared screen sharing will pause until the Enagt intruding window is either moved or closed Screen CLEAN chide icons background amp taskbar 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 Mac presenters do not have the option of displaying a clean screen or a specific Mat application We recommend you close all windows you do not want to be seen by attendees before beginning screen sharing 2008 Citrix Online LLC All rights reserved ER GoToMeeting User Guide Passing Roles to Attendees Your keyboard and mouse controls can be temporarily shared with one of your attendees or the Screen Sharing entire group Simply click the Give Keyboard amp Stopped No one sees your screen Mouse button on the Screen Sharing pane or the Grab Tab and then select the attendee As the presenter you will always have priority control of your keyboard and mouse and can regain control SC simply by hitting a key or moving your mouse Show My Stop Give Change Showing Keyboard Presenter If you would like pass the presenter role to one of Screen amp Mouse your attendees simply click the Change Presenter button on the Screen Sharing pane or the Grab Tab and select the new presenter To return the presenter role to yourself click the Change Presenter button again and select your own nam
34. dialed in press 491 now Audio e Telephone If you have selected to use Telephone only for your meeting you must join Audio Mode Telephone the audio portion by dialing the conference Dial 605 679 4418 number and providing the Access Code and Audio Access Code 105 737 959 PIN noted in your Control Panel Audio PIN 43 lf you have already dialed in press 243 now To switch audio formats during a meeting If you are using the GoToMeeting Conference Call Service during a meeting you can switch between using Mic amp Speakers or Telephone In the Audio pane at Audio Mode click either Use Telephone or Use Mic amp Speakers d 000000000 Audio Setup To edit audio services for your attendees If you would like to provide your attendees different conference call options during a meeting you may do so by clicking the down arrow in your Audio pane Use GoToMeeting conference call service O Provide VoIP only requires microphone and speakers O Provide a conference call number only Provide both O Provide your own conference call information E Cancel O 2008 Citrix Online LLC All rights reserved 41 Muting Audio With the GoToMeeting Conference Call Service you can manage the muting and unmuting of individual attendees switch audio formats and keep track of who Is speaking To manage muting and unmuting during a meeting You can mute unmute yourself and attendees in the following
35. duled Meeting Meeting organizers can edit details for a scheduled meeting at any time prior to the start of the meeting Note Editing a scheduled meeting does not automatically update Microsoft Outlook or other calendar applications neither will meeting attendees receive notice of the meeting change from GoToMeeting Please be sure to contact meeting attendees directly with any changes to a scheduled meeting gt To edit a scheduled meeting 1 Right click the ES icon in the PC system tray or double click the GoToMeeting Suite icon on a Mac and select My Meetings Enter your Email and Password in the Login window and click Log In 3 On the My Meetings window select the meeting you want to edit by clicking the name in the Subject column and then click the Edit button On the Edit Meeting window make the desired changes to the meeting and click Save Be sure to contact any previously invited attendees to notify them of the change Cancel a Scheduled Meeting Meeting organizers can delete a scheduled meeting at any time prior to the start of the meeting Note Canceling a scheduled meeting will not be automatically updated in Microsoft Outlook or other calendar applications neither will meeting attendees receive notice of the cancellation from GoToMeeting Please be sure to contact meeting attendees directly to notify them of the cancellation gt To cancel a scheduled meeting 1 Right click the ES icon in the PC system tray
36. e Request Keyboard and Mouse Organizers and panelists can request keyboard and mouse control from the presenter Right click or Control click your name in the Attendee List pane and select Request Keyboard amp Mouse Control A jason v Organizer Me Di Dan Presenter jason y Organizer Me Connected to Audio Mute Me Request Keyboard and Mouse Control Make Presenter Mute All amp Unmute All Copy Email Address to Clipboard O 2008 Citrix Online LLC All rights reserved 38 Manage Attendees GoToMeeting User Guide Organizers can manage attendees by right clicking or Control clicking attendee names in the Attendee List pane and selecting or deselecting the desired attendee options Displays the number of attendees and maximum number of attendees for the meeting a Indicates attendee role and color of assigned Drawing Tool b Mute or unmute the attendee c Mute or unmute all the attendees d Assign your attendee the role of presenter and or organizer e Share your keyboard and mouse with an attendee f Provide your attendee with on screen drawing tools 9 Allow your attendee to see the list of other attendees h Allow your attendee to chat i Sends a chat message directly to the attendee j Copy the attendees email address to the clipboard k Dismisses an attendee from the meeting 1 2008 Citrix Online LLC All rights reserved
37. e a i A Go to www gotomeeting com and click the Host a Meeting button If prompted click Yes or Grant to accept the GoToMeeting download On the Login window enter your Email address and Password and click Log In On the Host a Meeting window select Meet Now Your meeting starts and the GoToMeeting Organizer Control Panel appears on the right side of your desktop Conference call information appears in the meeting information pane of the Organizer Control Panel 2008 Citrix Online LLC All rights reserved 33 GoToMeeting User Guide gt To start an impromptu meeting from the GoToMeeting Toolbar in Outlook L From the GoToMeeting Outlook bar GoToMeeting gt Meet Now 4 Schedule Meet click the Meet Now button EB GoToMeeting Meet Now 1 Schedule Meeting On the Login window enter your Email address and Password and click Log In Your meeting starts and the GoToMeeting Organizer Control Panel appears on the right side of your desktop Conference call information appears in the meeting information pane of the Organizer Control Panel gt To start an impromptu meeting from the GoToMeeting Toolbar in Microsoft Office 1 From the GoToMeeting Toolbar l pp in Microsoft Office ik the H i AS e 43 Meet now within word Eto ST Meet now within button to launch an impromptu meeting On the Login window enter your Email address and Password and click Log In Your meeting starts and the GoToMeeting Organ
38. e nj x On the side of the chat box click the GoToMeeting Meet Now tab On the Login window enter your Email address and Password and click Log In 5 Your meeting starts and the GoToMeeting Organizer Control Panel appears in the right side of your desktop Conference call information appears in the meeting information pane of the Organizer Control 4 Panel Bb W N e Leave or End a Meeting Organizers may choose to either leave a meeting while allowing the meeting to continue or to end a meeting completely Note If an organizer chooses to leave a meeting while allowing it to continue he or she must first designate another attendee as the meeting organizer To leave a meeting and allow the session to continue 1 Prior to leaving the meeting be sure to make another attendee the organizer 2 From the File menu select Exit Leave Meeting 3 On the Leave Meeting confirmation window click Yes Note If you leave a meeting that you organized running you will not be allowed to host or join another meeting until the first meeting is finished To end a meeting 1 From the File Menu select Exit End Meetino 2 On the End meeting for everyone confirmation dialog box click Yes L From the GoToMeeting menu on the toolbar select Quit GoToMeeting or select File and then Leave Meeting You may also click the red X in the top left corner of the Control Panel and Viewer Window O 2008 Citrix Online LLC
39. e meeting recordings can be zipped and sent by email sent by FTP or posted on a Web site gt To distribute a recorded meeting in the GoToMeeting format 1 Deliver the recorded meeting by email or FTP or post to a Web site 2 Recipients must have Windows Media 9 0 or higher to view the recorded meeting 3 Request recipients to install the GoToMeeting Codec at http www gotomeeting com codec if he she has not already installed it or is not running the GoToMeeting software on his or her computer gt To distribute a recorded meeting in the Windows Media format 1 Upon completion of the conversion process deliver the recorded meeting by email or FTP or post to a Web site 2 Recipients must have Windows Media 9 0 or higher to view the recorded meeting Troubleshooting Recording and Replaying a Meeting To troubleshoot recording and playback Please see http www gotomeeting com s audiohelp and http www gotomeeting com s audiolearn These pages are also linked from the Recording category of the organizer Preferences menu O 2008 Citrix Online LLC All rights reserved 53 GoToMeeting User Guide Attending Meetings Attendee Role Overview A meeting attendee can be any person with an Internet connection All that is needed to join a meeting is the meeting ID and if required the meeting password Attendees do not need to subscribe to GoToMeeting they meet at no cost to them as guests of the organizer Attendees ma
40. e GoToMeeting menu allows Mac based attendees to manage their Preferences and quit GoToMeeting File Menu The File menu allows attendees to edit how their names and email addresses are displayed to other attendees save the meeting chat logs as html files and leave meetings View Menu The View menu enables attendees to select how to display the Viewer Window on their desktops Audio Menu The Audio menu provides attendees another option for managing their audio settings They can mute themselves switch between telephone and VolP if enabled and select their audio input and output Help Menu The Help Menu provides access to the online GoToMeeting Help file and to GoToMeeting software version information There is also an option to leave feedback on the audio quality O 2008 Citrix Online LLC All rights reserved GoToMeeting User Guide GoToMeeting About GoToMeeting Preferences H GoToMeeting GoToWebinar gt Services j Hide GoToMeeting dH Hide Others AHH Quit GoToMeeting 0 Ba Edit Your Name and Email save Chat Log Leave Meeting View Full Screen v Window Audio Mute Me dM Use Telephone Y Use Mic Speakers Audio Input p Audio Output p 58 GoToMeeting User Guide The Attendee Control Panel Grab Tab The Attendee Control Panel Grab Tab enables attendees to minimize the Control Panel to the side of their desktops and change the way the presenter s deskto
41. e a sound card installed on his or her computer If you can hear music played on your computer you have a sound card If you are using the integrated Total Audio service the audio you and your attendees transmit over the phone or VolP using a microphone connected to your computer will be recorded automatically when you click the Start Recording button If you are recording a teleconference using an audio service other than Total Audio you can enable the GoToMeeting Voice over Internet Protocol VoIP feature position a microphone next to a speakerphone or set up a phone recording adapter to your phone and line in input on your computer s sound card Only one recording file is created per meeting This means that if an organizer clicks Start Recording to start the recording and then stops the recording and subsequently restarts the recording during the course of one meeting GoToMeeting will keep recording to the same meeting recording file The default destination location to save your recording defaults to your My Documents folder You can change the destination location but only before you begin 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 O 2008 Citrix Online LLC All rights reserved 49 GoToMeeting User Guide Re
42. eakers OPmerbnet Include additional local boll numbers Edit countries O Provide your own conference call information Use GoToMeeting conference call service Provide YoIP only requires microphone and speakers e Provide a conference call number only All attendees join the audio portion through the telephone e Provide both Allows all attendees to join the audio portion through the telephone or VoIP Attendees joining through VoIP must have speakers to hear the meeting Reguire meeting password and a microphone if you would like them to speak Attendees can switch between My Meetings these audio options during a meeting Meeting password Note If you are using the GoToMeeting conference call service you can provide toll numbers for multiple countries Please see the Audio Conference Options section for more information e Meeting password If you wish to protect your meeting with a password you will be prompted for it when you start your meeting and or invite additional attendees Your attendees will also need to know this password to join 4 Click the Schedule button when complete You will receive notification that your meeting has been scheduled If you are using Microsoft Outlook a meeting reminder will be generated and give you the option of inviting attendees via an Outlook Calendar appointment Note Your meeting is displayed in the My Meetings window for 24 hours after the scheduled date
43. ed by PC users to access organizer features of GoToMeeting and to provide status of GoToMeeting service To access organizer features right click the system tray icon and select the desired feature een Description SSCS EE GoToMeeting is in Session A meeting is in progress GoToMeeting 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 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 GoToMeeting is Ready A connection has been made and the application is ready to be used The user has all menu options available e GoToMeeting is Offline A connection has been made but there is some temporary network difficulty The user will still have all menu options available GE GoToMeeting is Not Connected A connection could not be established The user has a very limited set of menu options Help About Exit GoToMeeting Suite Icon The GoToMeeting Suite icon is used by Mac users to access organizer features To access organizer features double click the GoToMeeting Suite icon on your desktop O 2008 Citrix Online LLC All rights reserved 8 GoToMeeting User Guide e Account Password An account password is what organizers use to log in
44. eee si is E should be turned off It is recommended that you start and schedule meetings using the GoToMeeting integrated toolbar or menu in your published email application Je Periodically synchronize reminders with My Meetings Meetings scheduled from the published email application are synchronized periodically with sour local GoToMeeting installation so that you can be more effectively reminded of If your Citrix Presentation Server Administrator has not already configured your GoToMeeting preferences the recommended settings can be configured under the Start Up category and the Integrations category in the Preferences dialog Recommended settings for the Start Up category 2008 Citrix Online LLC All rights reserved 21 GoToMeeting User Guide 1 Enable Remind me of upcoming meetings This checkbox becomes available if you select Automatically log in to GoToMeeting and will provide you with reminders for Start Up your scheduled meetings 2 Enable Periodically synchronize reminders with My Meetings 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 checkbox and will synchronize meetings scheduled from a start 2 Automatically after 1 log in to Windows Manually Log in Remember me on this computer Email
45. een when your microphone is working is connected correctly the sound meter will light up green If the green SoundMAX Digital Audio d 0000000 meter does not light up select another 3 Speakers Setup Select a device and dick Play Sound to test Click Play Sound and verify you can hear it playing from your speakers device listed in the Play Sound y drop down menu and repeat this test Advanced Automatically adjust my audio settings S pea kers Setu p It Is Microphone boost uncheck if people say you sound distorted recommended that you test your Send Audio Feedback Need Additional Help speakers To test 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 Advanced GoToMeeting automatically adjusts audio levels We recommend you keep this checked If you uncheck 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 unchecking Microphone boost 3 Click OK 2008 Citrix Online LLC All rights reserved 71 GoToMeeting User Guide VolP Audio Setup Mac Mac users can select audio devices in session only GoTo
46. erlay O 2008 Citrix Online LLC All rights reserved 80 GoToMeeting User Guide Recording FAQs Why can t record In order to record a meeting you must use a PC and have Windows Media Player 9 or above You can download this for free at http www microsoft com windows windowsmedia default aspx Can meeting attendees record a meeting using the GoToMeeting recording feature No only PC based meeting organizers or promoted organizers have access to the GoToMeeting recording feature How do record a meeting with audio To record audio an organizer must have a sound card installed on his or her computer If you can hear music played on your computer you have a sound card If you are using the integrated Total Audio service the audio you and your attendees transmit over the phone or VolP using a microphone connected to your computer will be recorded automatically when you click the Start Recording button If you are recording a teleconference using an audio service other than Total Audio you can position the microphone next to the phone or set up a phone recording adapter to your phone and line in input on your computer s sound card In addition be sure that the Record Audio option is selected from the Recording category in your GoToMeeting Preferences How can improve the quality of my meeting recordings The lower you set your monitor resolution the better the quality of the meeting recording We recommend a max
47. es 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 meeting via telephone dial a toll based number that GoToMeeting 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 meeting via VoIP need speakers or headphones to hear the GoToMeeting session and a microphone if you want them to speak We recommend a USB headset Audio instructions are provided for all attendees in the Confirmation email Reminder email and in the Control Panel once the meeting starts GoToMeeeting will automatically generate a conference call number access code and Audio PIN for all attendees joining via telephone You may decide to use the GoToMeeting Total Audio Service or choose another method of bringing audio to your online meetings Note If you choose to use your own audio service provider for the audio portion of the meeting GoToMeeting will include your dial in numbers with the meeting information however GoToMeeting audio features such as VoIP and Control Panel audio management do not apply Dialing In to the Meeting At the specified meeting time dial the conference call number When prompted enter the access code followed by the key Meeting organizers can enter the access code followed by the ke
48. for different tasks or share all of their screens e Transparent Control Panel Allows PC based presenters to keep their Control Panel open on their screen while screen sharing and chatting e Inactivity Time Out Provides added security for PC users by automatically stopping screen sharing after a specified period of inactivity i e no keyboard or mouse movement Default is 30 minutes but setting is configurable up to one hour e Integration Easily start or join GoToMeeting sessions through various email and instant messaging applications e Attendee Authority Grant and revoke attendee privileges before or during a meeting session e Reporting Get detailed reports for trend analysis and ROI validation e True 24 Bit Color Share presentations graphics pictures and PC applications with all meeting attendees in true 24 bit color 2008 Citrix Online LLC All rights reserved 10 GoToMeeting User Guide Install GoToMeeting Create Your Organizer Account Individual Organizers Before they can schedule or start a meeting first time organizers need to create their GoToMeeting accounts and download the GoToMeeting software It generally takes less than 2 minutes to set up a GoToMeeting account gt To create your account Go to www gotomeeting com and click the Try It Free button On the Create Your Account page enter your information and click Continue Enter your password and click Continue If required enter cred
49. for the conversion to take place The time needed is dependant upon video content CPU speed and amount of memory available Playing a recorded meeting back before ending the meeting may cause abnormal playback behavior Be sure to end the meeting before playing it back When I play a recorded meeting it plays back scrambled Is there something I can do to fix this If you experience scrambled playback of a meeting recording which can happen if the presenter used a multiple monitor setup you can try the following In Windows Media Player go to the Tools menu and select Options Click Advanced under the Performance tab In the dialog that pops up uncheck use video mixing renderer Click OK until you have dismissed all dialogs Play the video again and it should play unscrambled Can I edit a recorded meeting GoToMeeting Desktop Recording and Playback allows you to record and preserve meetings as they actually occurred You can use the editing software of your choice to edit those files What is the best way to distribute a recorded meeting If a meeting recording is small enough you can distribute it as an email attachment However most recorded meetings will be too large for emailing If this is the case you may want to upload the file to a Web server for easy access Remember that Mac based viewers can only view meetings in the Windows Media Player format and that PC based viewers must have GoToMeeting or the GoToMeeting
50. ft navigation menu click Host a Meeting At the GoToMeeting Installed window click OK At the window Do you want to meet right now or schedule a meeting for later you can choose to start using GoToMeeting immediately or click Cancel The GoToMeeting application is installed on your computer For PC users the GoToMeeting icon appears in your system tray and is ready for use 4 39 PM For Mac users the GoToMeeting Suite icon appears on your desktop Once downloaded GoToMeeting can be moved from your desktop to a location of your choice including your dock 2008 Citrix Online LLC All rights reserved 12 GoToMeeting User Guide The GoToMeeting Application Many GoToMeeting functions can be accessed directly from your desktop Toa ccess the functions from a PC simply right click the ES icon in your system tray and select the desired function Note Meet Now Enables organizers to immediately start py impromptu meetings without needing to enter meeting ER GoToMeeting information Meet Now Schedule a Meeting Schedule a Meeting Enables organizers to schedule a Y Meetings meetings My Meetings Provides organizers access to their Se scheduled meetings and the ability to add edit or delete Help scheduled meetings preferentes Join Enables organizers to join meetings already in About progress Exit Help Launches online help Preferences Provides access to user preferences About
51. ge in control by providing a System Bubble Message Note Even though an attendee may gain shared keyboard and mouse control of the presenter s desktop the presenter always retains overriding control by simply moving his or her mouse O 2008 Citrix Online LLC All rights reserved 62 GoToMeeting User Guide Become a Presenter At any time during a meeting the presenter may pass the presenter role to any other attendee to enable that attendee to share his or her desktop with the other attendees When an attendee is made a presenter the GoToMeeting application shows a dialog box notifying the attendee that he or she has been made presenter and updates his or her Control Panel and Grab Tab with Presenter Tools The new PC based presenter can click Show My Screen to present his or her entire desktop a or click the down arrow to select a specific application window b For more information about being a presenter please see the Organizer Presenter Control Panel section Mac attendees can share their entire desktop but not a specific application Youre the Presenter GoloMeeting Es eh You have been made the Presenter b hi d y Please close confidential windows When ready Not ready Click close 4 in top right corner Become an Organizer At any time during a meeting the organizer may promote any other attendee to the role of co organizer to enable that attendee to take over or share in meeting management
52. hem to make other Use Mic amp Speakers attendees organizers or presenters grant or revoke gt Dial 805 879 4416 attendee privileges and dismiss attendees c e a Access Code 635 729 955 Audio PIN 52 e The Audio pane provides access to the audio settings A A for you and your attendees d e The Grab Tab enables organizers presenters to minimize the Control Panel to the side of their Chat desktops to display their full desktops to attendees Chat Log and still access Presenter Screen Tools e e The Chat pane allows organizers and attendees to communicate privately or publicly f e The Invite Others pane includes the meeting URL and ID which can be used to invite more attendees 9 Invite Others As a Mac presenter your expanded Control Panel will Wor be visible to attendees as a black silhouette and sometimes parts of the Control Panel are fully visible 1 Go to qa2 gotomeeting com miattendMyMe not blacked out to attendees This can obstruct a portion o 2 Enter this meeting ID 835 729 955 of what you are presenting We recommend that Mac Email Invitation Copy Invitation presenters leave the Control Panel collapsed as much as Call the person and say possible during the meeting If you have a multi monitor Meeting ID 835 729 955 setup we recommend keeping the Control Panel on your GoToMeetinge second monitor O 2008 Citrix Online LLC All rights reserved 36 GoToMeeting User Guide The Screen
53. hts reserved 81 GoToMeeting User Guide Where are my recorded meetings stored The default destination for recorded meetings is the My Documents folder You can change the destination location only before recording begins It is recommended that the designated location have a minimum of 1 0GB of free space to accommodate the recording How do play back a recorded meeting First you must end the meeting that you are recording GoToMeeting will then automatically save your file with the meeting name you designated at the time of scheduling as well as the date and time Impromptu meetings will be named with the date and time of the meeting followed by Meet Now 1 Navigate to the directory that is listed in the Save in field under the Recording Preferences category 2 Click the file name to start the replay 3 Press Alt and Enter on your keyboard at the same time to maximize the Viewer Window for best replay quality To view a meeting recorded in the GoToMeeting format you must either have GoToMeeting installed or download the GoToMeeting codec GoToMeeting 2 0 decoder at http www gotomeeting com codec To view a meeting recorded in the Windows Media format you will have to wait until the conversion process is complete GoToMeeting converts the recorded meeting into a Windows Media Player file after the meeting is over so that the impact on CPU resources doesn t bog down the computer during the meeting Allow time
54. imum resolution of 1024x768 for optimal recording quality What happens if I click the Stop button in the recording pane in the middle of a meeting recording and then resume recording The meeting recording stops when you click the Stop button in the Recording pane and resumes recording when you click the Start Recording button However a new file is not created for each recorded segment of the meeting it is simply appended to the existing recording file You will only have one recording file per meeting What happens if one of the presenters on my recorded meeting has a larger screen than do The recording will have the dimensions of the largest screen presented during the meeting The portions of a recorded meeting that show a smaller screen will display the image centered in the playback window with a black border around it How do save my meeting recording Recordings are automatically saved to the path indicated under the Recording category in your GoToMeeting Preferences when you end or leave a meeting Meet Now meetings will be named with the date and time plus the words Meet Now while Scheduled Meetings will include the meeting subject in the file name Note that you cannot change the location where you would like to save a recording once you have clicked the Start Recording button If you cannot find your recording check the path listed in the Save in pane of your Recording Preferences O 2008 Citrix Online LLC All rig
55. ing but allows anyone to view using Windows Media Player 9 or above without additional steps Note Mac users can only view meetings recorded in Learn more the Windows Media Player format Save in e Save in Select the folder in which you i Browse _ want to save your recording Using GoToMeeting Audio Service What do you want to record Just my voice You can use either a microphone connected to your computer or your telephone Your computer must have a sound card installed in order to record audio whether you join through the phone or VolP Everyone in the session You can use either a microphone connected to your computer or your telephone Your computer must have a sound card installed in order to record audio whether you join through the phone or VolP Using Your Own Audio Service Just my voice 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 2008 Citrix Online LLC All rights reserved 16 GoToMeeting User Guide Integrations Preferences The Integrations category lets you determine where to display GoToMeeting integrations e Use GoToMeeting with Select GoToMeeting integrations your GoToMeeting email and calendar integration By selecting My default email application you can integrate with MAPI compliant email
56. ing on your desktop if you choose O 2008 Citrix Online LLC All rights reserved 83 GoToMeeting User Guide Contact Support Please direct any support questions to gotomeetingcare citrixonline com Or call 1 800 263 6317 U S and Canada toll free 0011 800 7770 0011 Australia toll free 00 800 7770 0011 Europe toll free 000 800 100 3359 India toll free 001 888 840 6244 Mexico toll free 00 800 7770 0011 New Zealand toll free 0800 404 9279 United Kingdom toll free 1 805 690 5753 direct dial Toll free service Unavailable in some areas Please direct any billing or account questions to accounts citrixonline com Or call 1 888 646 0016 U S and Canada toll free To provide feedback on the GoToMeeting product click the feedback link located in the footer of the GoToMeeting Corporate Web site or on the GoToMeeting Web site here https www gotomeeting com en_US pre feedback tmpl O 2008 Citrix Online LLC All rights reserved 84
57. it card and billing information and click Get Free Trial On the Install GoToMeeting Software page click the Install Our Software button oe a KE lb e If prompted click Yes or Grant or Trust on a Mac to accept the download Create Your Organizer Account Corporate Plan Organizer If you are a GoToMeeting Corporate user you will be invited to join by your company s GoToMeeting Administrator Before being able to schedule or start a meeting you need to create your GoToMeeting account and download the GoToMeeting software gt To create your account 1 Goto your email application and open the GoToMeeting invitation email you received from your administrator entitled GoToMeeting Account Confirmation 2 Inthe email click the Confirm Account link to create your organizer account 3 On the Create Account page enter your information and click Create Account 4 On the Download GoToMeeting page click the Download button If prompted click Yes Grant or Trust to accept the download O 2008 Citrix Online LLC All rights reserved 11 GoToMeeting User Guide Install GoToMeeting The GoToMeeting application must be installed on your computer in order for you to schedule and host meetings The application will automatically download when you create your organizer account gt To install the GoToMeeting application E lr L Go to www gotomeeting com and log in to your account If prompted select Organizer In the le
58. izer Control Panel appears in the right side of your desktop Click the Show My Screen button and your presentation starts in specific application sharing mode This means that GoToMeeting only displays the Microsoft Office window from which you started the impromptu meeting Note The GoToMeeting toolbar can be displayed in Microsoft Word Excel and PowerPoint gt To start an impromptu meeting from the I BM Lotus Notes Actions menu i S O 2008 Citrix Online LLC All rights reserved From the GoToMeeting Lotus Notes menu options select Meet Now with GoToMeeting actions Teg le On the Login window enter your Email address and ae Password and click Log In Archive Your meeting starts and the GoToMeeting Organizer Send Memo to Database Manager Control Panel appears in the right side of your desktop Synchronize Address Book Conference call information appears in the meeting Upgrade Folder Design information pane of the Organizer Control Panel Gategorize Forward Move To Folder Remove From Folder Save and Send Invitations Save as Draft Find Room or Resource V Delivery Options Edit HTML Attributes Meet Now with GoToMeeting k Schedule a GoToMeeting My GoToMeetings 34 GoToMeeting User Guide gt To start an impromptu meeting from an instant messaging application Launch the instant messaging application Open a chat communication with the person you would like to invit
59. les you to save the Chat Log to any drive or directory Allow Citrix Online to store all data needed for reporting Always save these to the local machines e Security Set the inactivity time out to automatically stop screen sharing if there is no keyboard input or mouse movement for the specified period of time e Session Identity Remember your name and email as displayed in the attendee list e Desktop notifications This option enables disables various system messages to appear to an organizer when specific meeting actions occur 2008 Citrix Online LLC All rights reserved 14 Meetings Preferences GoToMeeting User Guide The Meetings category lets you determine which GoToMeeting options are available to attendees during a meeting You can also select which messages are viewable during a meeting e Enable or disable the ability for attendees to chat and view the Attendee List e Create a Chat Welcome Message that is sent to each attendee upon joining the meeting e Enable or disable various system messages that appear to you when specific meeting actions occur e Select the desired color for your GoToMeeting Viewer and Control Panel Note If you disable the chat bubble option a new message icon will appear on the Grab Tab to notify you of new chat messages as they are received stil Pink bubble designates a private chat 4 Purple bubble designates a public chat 2008 Citrix Online L
60. licking the GoToMeeting Ar Suite icon on their desktop and selecting Preferences from the GoToMeeting menu in the menu bar Please see Preferences Mac for more information Start Up Preferences The Start Up category lets you determine how you start GoToMeeting e Automatically after log in to Windows This option starts GoToMeeting automatically after you log in to your PC e Manually This option sets GoToMeeting to start only when you launch the application from your Programs Menu e Remember me on this computer This checkbox enables automatic log in to GoToMeeting e Show me desktop notifications Desktop Notifications deliver simple and effortless access to complimentary Citrix Online software upgrades information news and discounts individual users may be eligible for e Remind me of upcoming meetings This checkbox becomes available if you select Remember me on this computer and provides reminders for your scheduled meetings e Periodically synchronize reminders with My Meetings This option is applicable to Citrix Presentation Server users and is the recommended setting for optimal use This checkbox becomes available if you select the Remind me of upcoming meetings checkbox and will synchronize meetings scheduled from a published Outlook or Lotus Notes with a local installation of GoToMeeting General Preferences The General category lets you set your general GoToMeeting preferences e File save settings Enab
61. ll attendees View Menu From the View menu organizers can record the meeting Organizer can also return the Control Panel layout to its default settings or save the current layout With Auto Hide the Control Panel checked your Control Panel is set to collapse automatically after 10 seconds of inactivity To disable this feature deselect Auto Hide the Control Panel in the View menu so that it is left unchecked Help Menu The Help menu provides access to the online GoToMeeting Help file and GoToMeeting software version information 2008 Citrix Online LLC All rights reserved File Edit Your Name and Email Edit Meeting Subject Save Chat Log Preferences Exit Leave Meeting Exit End Meeting Options w Attendees Can Chat w Othendees Can view Attendee List Wiew Recording Auto Hide the Control Panel Hide Control Panel Default Control Panel Layout Save this Startup Layout GoToMeeting Help About GoToMeeting 47 The Organizer Toolbar Mac GoToMeeting Menu The GoToMeeting menu allows Mac based organizers to manage their preferences and end a meeting File Menu The File menu allows organizers to edit how their names and email addresses are displayed to other attendees save the meeting chat logs as html files and leave meetings View Menu The View menu enables organizers to select how to display the Viewer Window on their desktops Audio Menu The Audio menu provides o
62. ne LLC All rights reserved 75 GoToMeeting User Guide Tips for Success Prior to Meeting 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 meeting 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 meeting Clean up your desktop before a meeting Eliminate wallpaper and icons that may distract your attendees Have the documents you wish to share ready to be accessed in one or two clicks Run a trial meeting with a friend to anticipate questions and to familiarize yourself with the format of your online presentation Managing the Meeting Arrive a few minutes early to greet the attendees as they arrive and start the meeting 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 meeting Create a welcome message under the Meetings category of Preferences to greet your attendees as they arrive at the meeting Provide an agenda at the start of the meeting including estimated duration
63. nection 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 Organizers and Attendees e Required Mac OS X 10 4 Tiger or newer 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 recommended To Use VoIP e Required Fast Internet connection 384 kbps or more recommended e Required Microphone and speakers USB headset recommended For Meeting Recording e Required Windows Media Player Version 9 0 or newer e Required Minimum Super VGA 800x600 or better e Required Fast Internet connection 384 kbps or more recommended e Required Sound card e Required Telephone attachment device If not using Total Audio e Recommended 1 0 GB of hard disk space e Recommended 1024 x 768 or higher screen resolution e Recommended Minimum Pentium 800 MHz with 1 0GB of RAM for transcoding to Windows Media Player file format Recording a meeting is only available using a PC For I nstant Messaging I ntegration e GoToMeeting integrates with the most widely used instant messaging applications including Yahoo Messenger Windows Live Messenger Skype Chat Microsoft Communicator Google Talk Note nstant Messaging Integration options are o
64. ng a mark d e Places an arrow on the screen only one arrow at a time e e Erases all drawings f Drawing Tools e Enables Attendee Drawing Tools during vw Normal non drawing mode a meeting 9 k S Den A gt Highlighter Note Press the Shift key with any Drawing Tool to make Spotlight a straight line pong Arrow Note Only the presenter can erase drawings Drawing will pause for attendees anytime the presenter pauses the presentation Erase all drawings O a 0 Oo E y Attendees can draw iF checked The Drawing Tools feature is only available for meetings hosted by PC users at this time 2008 Citrix Online LLC All rights reserved 46 The Organizer Menu Bar PC GoToMeeting User Guide The Organizer Control Panel menu bar provides access to various application tools not specifically related to managing meetings Menu options include File Options View and Help File Menu From the File menu PC based organizers can edit how their names and email addresses are displayed to attendees They can change the meeting subject save the chat logs of their meetings as rtf files to their PCs and access Preferences while in session Organizers can also exit meetings without ending them they must first make another attendee an organizer or exit meetings and end them Options Menu From the Options menu organizers can enable or disable the Attendee List and or Chat feature for a
65. ng that you are recording 2 GoToMeeting will save your file with the name that you gave the meeting upon scheduling it or Meet Now plus the date and time of the meeting and 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 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 The conversion process begins automatically immediately after you end a recorded meeting 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 GoToMeeting converts the recorded meeting into a Windows Media Player file after the meeting is over instead of recording direct to Windows Media format so that impact on CPU resources doesn t bog down the computer during the meeting Note Playing a recorded meeting back before ending the meeting may cause abnormal playback behavior Be sure to end the meeting before playing it back 2008 Citrix Online LLC All rights reserved 52 GoToMeeting User Guide Distributing a Recorded Meeting Depending on the siz
66. nly available for use by PC based GoToMeeting organizers For Microsoft Office Integration e Microsoft Office 2002 or later For Outlook Integration e Microsoft Outlook 2000 or later For Lotus Notes Integration e BM6O Lotus Notes Version 6 5 2008 Citrix Online LLC All rights reserved 7 GoToMeeting User Guide Terms Organizer An organizer has a GoToMeeting account that enables them to schedule and host meetings The organizer can also grant and revoke attendee privileges like passing the presenter role giving keyboard and mouse inviting attendees and dismiss others Attendee An attendee is any person who attends a meeting including organizers and presenters By default attendees can view the presenter s screen An attendee may remotely control the presenter s computer screen if given the privilege An attendee may optionally chat with other attendees use Drawing Tools or view the Attendee List Presenter A presenter is any attendee who is giving a presentation and shares his or her computer screen with all the attendees The initial presenter is also the initial meeting organizer The presenter also determines who gets to control the keyboard and mouse of the remotely viewed screen GoToMeeting Web Site The Web site located at www gotomeeting com is used by organizers to manage their accounts and host meetings and by attendees to join meetings GoToMeeting System Tray con The system tray icon is us
67. nmute O 2008 Citrix Online LLC All rights reserved 69 GoToMeeting User Guide VolP Audio Device Recommendations When using VoIP for your meeting 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 USB headset connected to your computer Best Headphones and USB microphone connected to your computer 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 Poor microphone 2008 Citrix Online LLC All rights reserved 70 USB Cable Analog Cable GoToMeeting User Guide VolP Audio Setup PC gt To select and test your Mic amp Speakers settings 1 Right click the ES icon in the PC system tray and select Preferences 2 Select Audio Microphone Setup It Preferences GoToMeeting is recommended that ao HE you test your pa m icrophone To test Deeg You will not be heard while testing your mic or speakers Meetings g select your Webinars W Microphone Setup micro D bone device arenes Select a device and speak into the microphone to test from the drop down Connection BEE spea kinto Logitech Microphone Pro 4000 2000000 your m icrophone if it The meter will turn gr
68. nt for one low flat fee To further increase your savings GoToMeeting now offers an extended choice of integrated audio conferencing services for your online meetings at no additional cost With the GoToMeeting Total Audio Service you can choose between phone conferencing and Voice over Internet Protocol VoIP or allow both options Meet Meet Anytime Anywhere Meet Meet with Many One to One Meet Get More Securely Done 2008 Citrix Online LLC All rights reserved 5 GoToMeeting User Guide Using This Guide Guide Structure This guide is divided into nine sections e Getting Started This section provides information on system requirements useful terms and a product feature summary e Install GoToMeeting The section covers information on creating an organizer account installing GoToMeeting managing your GoToMeeting Preferences and GoToMeeting integration e Organize Meetings This section is for GoToMeeting organizers and covers how to schedule view edit and cancel meetings e Start Meetings This section covers the multiple ways an organizer can begin a meeting e Presenter Controls This section is for GoToMeeting presenters and covers features available during a meeting like attendee management audio chat and drawing tools e Record Meetings This section covers how to record play back and distribute meetings e Attend Meetings This section is for any GoToMeeting attendee and covers how
69. o join a meeting from your desktop 1 If you are also an organizer and GoToMeeting is already installed on your computer you can right click the ER icon in the PC system tray or double click the GoToMeeting icon on a Mac and select J oin a Meeting 2 On the Join a Meeting window enter the Meeting ID you received from your meeting organizer 3 If requested enter the meeting password provided by your meeting organizer When prompted type in your name and optionally your email address Upon clicking OK on the Name and Email window you enter into the meeting and the Attendee Control Panel and the GoToMeeting Viewer Window appear 2008 Citrix Online LLC All rights reserved 54 GoToMeeting User Guide GoToMeeting Attendee Application Components Once attendees join a meeting they see two GoToMeeting attendee components the GoToMeeting Viewer Window a and the GoToMeeting Attendee Control Panel b pe My Documents Meet Now y Elton presa Dan Me Organizer jason v Presenter jason v i Audio Use your microphone and speakers VolP or call in using your telephone PP _ Q Dial 805 879 4416 Access Code 518 801 841 Audio Mode Use Telephone Audio PIN 60 Use Mic amp Speakers 800000000 4 000000000 Audio Setup Chat Log Type message here All Entire Audience asend Meeting ID 518 801 841 GoToMeeting 1 attendee view GIF 2008 Citrix Online LLC All
70. on grants shared mouse keyboard control to another attendee f The Show Other s Screen button passes the presenter role to another attendee g The Drawing Tools button allows the presenter to draw highlight and place arrows on the screen as well as use the spotlight and clear all markings h Mute or unmute yourself i 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 meeting If you have a multi monitor setup we recommend keeping the Control Panel on your second monitor O As a Mac presenter your expanded Control Panel and Grab Tab will be visible to attendees as a black silhouette O 2008 Citrix Online LLC All rights reserved 45 GoToMeeting User Guide Drawing Tools The Drawing Tools feature is accessed from the Drawing Tool button on the GoToMeeting Grab Tab Once a Drawing Tool is enabled the Drawing Tools menu can be reselected by either clicking the Drawing Tools button or by right clicking or Command clicking your mouse To deactivate a tool simply select Normal non drawing mode from the menu e No Drawing Tool selected a KM Q O Q es e Click and drag to draw on the screen b e Click and drag to highlight in yellow c e Allows the presenter to draw attention to an area of the screen without leavi
71. or double click the GoToMeeting Suite icon on a Mac and select My Meetings Enter your Email and Password in the Login window and click Log In 3 On the My Meetings window select the meeting you want to cancel by clicking the name of the meeting in the Subject column and then click the Delete button 4 On the Meeting Deleted window click OK to confirm deletion of meeting Be sure to notify any previously invited attendees about the cancellation 2008 Citrix Online LLC All rights reserved 29 GoToMeeting User Guide Start End a Scheduled Meeting Scheduled meetings are any GoToMeeting meetings that have been previously scheduled by the organizer in the GoToMeeting application Scheduled GoToMeeting meetings can be started from the GoToMeeting PC system tray icon the Mac GoToMeeting Suite icon the GoToMeeting Web site and the GoToMeeting Outlook bar Note To start a meeting the GoToMeeting application must be installed on the PC or Mac being used by the meeting organizer For more information on installing the GoToMeeting application please see the Getting Started section of this guide Start a Scheduled Meeting from Your Desktop gt To start a scheduled meeting from your desktop 1 Right click the ES icon in the PC system tray or double click the GoToMeeting Suite icon on a Mac and select My Meetings Enter your Email and Password in the Login window and click Log In 3 On the My Meetings window select the
72. or instant message Meetings can be started from the ES icon in the PC system tray the Mac GoToMeeting Suite icon the GoToMeeting Web site the GoToMeeting Outlook bar or the GoToMeeting Messenger button Once a meeting starts the organizer becomes the meeting presenter During the meeting the organizer may pass the role of presenter to other attendees or promote an attendee to co organizer 2008 Citrix Online LLC All rights reserved 25 GoToMeeting User Guide Schedule a Meeting Organizers schedule pre planned meetings from their desktop gt To schedule a meeting 1 Right click the ES icon in the system tray on a PC or double click the GoToMeeting Suite icon on a Mac and select Schedule a Meeting Enter your Email and Password in the Login window and click Log In 3 On the Schedule Meeting GoToMeeting window enter e Subject Enter the title of your meeting Schedule a Meeting GoToMeeting e When will this meeting take place Select the date and start time Subject Month End Review e Recurring meeting Check this box to WE reuse the same meeting information for Date Mon 1 21 2008 recurring meetings Start End Local Time one e Audio Select the GoToMeeting conference call service or provide your own Audio Provide audio information e Provide VoIP only requires microphone and speakers All attendees join the audio portion through VoIP and must have a a a microphone and sp
73. organizer may invite new attendees to meetings in progress from the Invite Others pane Invitation methods include Phone Email and Copy Paste Invite Others Call the person and say 1 Go to ga2 gotomeeting comm attendMyMeeting tmpl 2 Enter this meeting ID 114 446 423 Email Invitation Copy Invitation fleeting ID 114 445 425 GoloMeecting gt Invite attendees by phone To invite attendees by phone call the desired attendees and read them the information provided in the Invite Others pane gt Invite attendees by email To invite attendees by email expand the Invite Others pane and then click the Email Invitation button A new Microsoft Outlook or IBM Lotus Notes email will be generated with the meeting invitation information in the body of the email simply address and send the email to the desired attendees Note The Email option only works with Microsoft Outlook and IBM Lotus Notes If you have another email program please click the Copy Invitation button and paste the meeting information into your email service gt Copy and paste the invitation To invite attendees using an email service other than Microsoft Outlook expand the Invite Others pane and click the Copy Invitation button This will copy the meeting invitation information to your Clipboard where it can then be pasted into another email program or an instant messaging application
74. our 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 meeting If you have a multi monitor setup we recommend keeping the Control Panel on your second monitor Is audio streaming supported in GoToMeeting Yes online audio or VoIP is an alternative to dialing in with a conference phone number O 2008 Citrix Online LLC All rights reserved 79 GoToMeeting User Guide Is video streaming supported in GoToMeeting While we do not yet support streaming video our GoToMeeting technology is fast enough to keep up with screen changes on the desktop so it appears as if it is streaming video Because more data is being sent to all meeting attendees bandwidth usage will go up for all meeting participants The amount will depend on the resolution and length of the video Also certain versions of Windows Media Player with DirectX Microsoft DirectX is an advanced suite of multimedia application programming interfaces APIs built into Microsoft Windows operating systems will not display the video To enable video display for your meetings you need to disable Hardware Overlay for your player Please see your media player s help section for directions on how to disable Hardware Ov
75. p is displayed in the Viewer Window The Grab Tab changes depending on the status of the Viewer Window Attendee Grab Tab Attendee Attendee Grab with Viewer in Grab Tab with Tab with Window Mode Viewer in Full Drawing tools Screen Mode Enabled by Presenter Click and drag to move Grab Tab up or down a l i Click to hide or display a e e Control Panel b b Lal Click the View button to a c change display modes c Click to mute or unmute yourself d D Click and drag to move Grab Tab up or down e The Attendee Drawing Tools Drawing Tools must be enabled by the presenter before they appear to attendees The presenter is the only one who can erase drawings Drawing will pause when the presenter pauses the presentation gt To use a Drawing Tool 1 Click the Drawing Tools button on the Attendee Grab Tab 2 Select an appropriate tool from the Drawing Tools drop down menu Drawing Tools Note Once the drawing feature is selected you can right click k Normal non drawing mode anywhere on the Viewer Window to change the Drawing Tool or l haa return to non drawing mode w S Pen EK d 4 Highlighter E gt Arrow gt To disable a Drawing Tool 1 Click the Drawing Tool button on the Attendee Grab Tab 2 Select Normal non drawing mode Or 1 Right click Control click anywhere on the Viewer Window 2 Select Normal non drawing mode from the Drawing Tools drop down menu Or Press
76. pear The GoToMeeting Outlook bar can be added or removed from the GoToMeeting Preferences menu Organizers using the Outlook published by Citrix Presentation Server may need to manually add the Outlook toolbar from the Outlook tools menu For more details see the Set Up GoToMeeting for Use with Citrix Presentation Server section of this guide The GoToMeeting Lotus Notes Menu Options The GoToMeeting Lotus Notes menu options provide quick and easy access to GoToMeeting functions right from the IBM Lotus Notes interface It includes the Meet Now and Schedule Meeting buttons in addition to access to your My Meetings dialog box Add Recipients Archive Send Memo to Database Manager Synchronize Address Book Upgrade Folder Design Edit Document Move To Folder Forward Tools Lock Document Unlock Document view Options Meet Now with GoToMeeting Schedule a GoToMeeting My GoToMeetings Note Lotus Notes integration requires IBM Lotus Notes 6 5 Lotus Notes may need to be shut down and restarted for the GoToMeeting menu options to appear The GoToMeeting Lotus Notes menu options can be added or removed from the GoToMeeting Preferences menu Organizers using Citrix Presentation Server should contact their Presentation Server Administrator to display or remove the GoToMeeting Lotus Notes menu options in their published IBM Lotus Notes The GoToMeeting Messenger Button The GoToMeeting Messenger button provides a convenient wa
77. rd tmpl and enter your email address You can also reach this page via the www gotomeeting com login page An email will automatically be sent to your login email address to reset your password How long will my past meetings appear in my Meeting History Past meetings will appear in your Meeting History for 90 days after which they will be deleted from the system If you would like to keep records of your meetings for auditing purposes have your administrator run a Meeting History report at least once every 90 days Why does the meeting pause when open a window that am not sharing The application sharing feature is set up to ensure that you are only sharing the specific window that you have selected If you inadvertently open a different window GoToMeeting will automatically pause the meeting to protect your privacy Screen sharing will resume once you have moved or closed the obstructing window The Specific Application Sharing feature is only available to PC users What happens when I stop showing my screen What do my attendees see When you click the Stop button screen sharing will be turned off and you will no longer transmit your desktop contents to your attendees Instead your attendees will see the Waiting Room screen until you click the Play button to resume screen sharing GoToMeeting Corporate users can ask their account manager to upload a company logo to display on the Waiting Room screen O 2008 Citrix Online LLC All
78. rding Click Show My Screen to capture the video portion of the recording AO A Click File and select Exit End Meeting Note The lower you set your monitor resolution the better the quality of the meeting 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 meeting it is also recommended that all presenters set their resolution to the same setting Avoid displaying multiple monitors when recording a meeting Note GoToMeeting will begin recording audio input from the time that the organizer clicks the Record button 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 meeting the playback will show a black screen and play back the audio recording Note You must have at least 500 MB of space on the destination drive to record a meeting If you have less than 500 MB of available space GoToMeeting 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 0GB 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
79. rganizers another option for managing their audio settings They can mute themselves switch between telephone and VolP if enabled and select their audio input and output Help Menu The Help Menu provides access to the online GoToMeeting Help file and to GoToMeeting software version information There is also an option to leave feedback on the audio quality O 2008 Citrix Online LLC All rights reserved GoToMeeting User Guide GoToMeeting About GoToMeeting Preferences S GoToMeeting gt GoToWebinar p Services b Hide GoToMeeting dH Hide Others AH Quit GoToMeeting 0 Ba Edit Your Name and Email Save Chat Log Leave Meeting View Full Screen Y Window Audio Mute Me 2EM Use Telephone Y Use Mic amp Speakers Audio Input p Audio Output p 48 GoToMeeting User Guide Record and Play a Meeting Notes on Recording and Playing a Meeting Meeting recording allows an organizer to record all screen activity that is presented in the GoToMeeting Viewer Window including desktop and application sharing of other attendees presenting in the meeting Meeting recording requires Windows Media Player 9 0 or higher Windows Media Player 9 0 currently supports 2000 XP Home XP Pro 2003 Server therefore these are the operating systems required for recording with GoToMeeting The recording feature is only available to PC users at this time To record audio an organizer must hav
80. rights reserved 55 The Attendee Control Panel GoToMeeting User Guide When attendees first join a meeting the Attendee Control Panel appears on the right side of their desktops and then minimizes to the side The Attendee Control Panel gives attendees access to various meeting functions The Attendee Control Panel is comprised of four panes Attendee List Audio Chat and Meeting Information plus the Grab Tab e Attendee List Pane If enabled by the organizer provides a list of all meeting attendees a e Grab Tab Enables attendees to minimize the Control Panel to the side of their desktops and still access Viewer tools b b e Audio Pane If the organizer has given attendees a choice in how to join the audio portion of the meeting you can switch between using Mic amp Speakers VoIP or Telephone c C e Chat Pane If enabled by the organizer allows attendees to chat with other attendees either individually or all at once or with just the organizer or presenter d e Meeting Information Provided d for quick reference e 2008 Citrix Online LLC All rights reserved A Audio Mode File View Help LN RA A EEN El jaso O Use Telephone 2 Use Mic Speakers IA EELEE gi Audio Setup Chat Log Type message here l All Entire Audience EA Send Meeting ID 512 801 841 Sololiccings 56 GoToMeeting User Guide The Attendee Control Panel Menu Bar
81. s for information on creating new meetings Scheduled Meetings Your scheduled meetings are first displayed when you log in to your organizer Web site but can also be viewed my selecting My Meetings in the left navigation bar Meetings can be started or ended from this page and meetings currently in session can be joined gt To view scheduled meetings 1 Log in to the organizer Web site 2 The My Meetings page is displayed with a list of your scheduled meetings along with meetings that are currently in session The meeting subject start date and time are displayed Subject Date Time Weekly Status Recurring In Session End Join Meeting sales Demo May 28 2008 3 00 PM Team Meeting Jun 18 2008 10 00 AM Meeting History The Meeting History section enables organizers to view a report of completed meetings for the past 30 60 or 90 days The Meeting History section displays the subject date time duration and number of attendees for all completed meetings The attendee names email addresses and join leave times can also be reviewed gt To view meeting history 1 In the left navigation bar click My Meetings and then Meeting History 2 Select the time frame and click the Show History button 3 Click the number in the attendee column to display attendee names email addresses and join leave times O 2008 Citrix Online LLC All rights reserved 68 GoToMeeting User Guide GoToMeeting Total Audio Service GoToMeeting includ
82. s window and check Chat Logs 2 Inthe Save in box click Browse and navigate to the directory you would like to save the chat log under 3 Click OK 2008 Citrix Online LLC All rights reserved 60 GoToMeeting User Guide The GoToMeeting Viewer Window The Viewer Window is where the image of the presenter s desktop is displayed to attendees The Viewer Window can be displayed in either a Window Mode or a Full Screen Mode be TR ron vi CO In Window Mode the presenter s desktop is contained within a scaleable window Full Screen Mode expands the presenter s desktop completely over your own The Attendee Control Panel Grab Tab remains accessible gt To change the Viewer Window mode e Click the Window Mode button from File View Help the Grab Tab Or hg Mindo UO e Select Window or Full Screen from the E A i ata Mide the Corral Panel View menu on the Control Panel A Hide Control Panel Default Control Panel Layout Save this Startup Layout O 2008 Citrix Online LLC All rights reserved 61 GoToMeeting User Guide Share Presenter Keyboard and Mouse At any time during a meeting presenters may share control of their keyboard and mouse with any other attendee to enable that attendee to share control of applications on the desktop being displayed x Jason Vis the new Presenter When an attendee is given shared control the GoToMeeting application notifies all attendees of the chan
83. se poor performance For optimum performance when using VolP we recommend a broadband Internet connection See the System Requirements section of this guide O 2008 Citrix Online LLC All rights reserved 73 GoToMeeting User Guide If No One Can Hear You Check Sound Device Settings e Are the correct sound devices selected in the GoToMeeting Preferences menu See VolP Audio Setup in this section e f using a microphone Does your microphone have a physical mute unmute button on it Check that your microphone is not muted e If an attendee can t hear you his or her speaker volume may be off or set too low e Analog microphones are sometimes too quiet we recommend using a USB headset or USB desktop microphone instead e If you are using a desktop microphone avoid touching the microphone since it may cause a reduction in the volume of your voice e Speaking very loudly can affect the volume try speaking at a lower level Internet Connection e 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 Error Messages An audio device speakers or headset is necessary to join a meeting using VoIP When an audio device such as microphone or speakers is not detected some of the following errors may Occur No Speakers Detected An error message will appear if soeakers or headset
84. selves before speaking Not everyone in the meeting may know everyone else s voice If you find you are having a sound quality issue hang up and dial back in Sometimes these problems clear themselves up when the bad connection is terminated O 2008 Citrix Online LLC All rights reserved 76 GoToMeeting User Guide FAQs General FAQs never received my meeting organizer invitation email What should do Sometimes the meeting organizer invitation email will get blocked by your email server as spam If you do not have the ability to check email in a spam folder check with your Administrator to see if the invitation can be resent Otherwise ask your administrator to contact the account manager for help How can see what future meetings have scheduled To see what meetings you have scheduled right click the ES icon in the system tray or double click the GoToMeeting Suite icon on a Mac and select My Meetings After your login email address is verified you will see the list of scheduled meetings Likewise you can log in to www gotomeeting com to view your scheduled meetings forgot my password What should do First make sure you are entering your correct login email address and password note that your password is case sensitive and must contain at least 8 characters and include numbers and letters If you still need to reset your password just visit https www gotomeeting com en US forgotpassword forgotPasswo
85. ta 50 Playing a Recorded Meet e EE 52 Distributing a Recorded Meestria A A A A Nao 53 Troubleshooting Recording and Replaying a Meeting 53 ALES NGING MGCUINGS RE 54 Attendee Role EE 54 Oltra Mec a ias 54 GoToMeeting Attendee Application Components cnn cnn nn rr rr 55 TheAttenaee Control Pan Olivas bs 56 The Attendee Control Panel Menu Bar BC 57 Tne Attendee Toolbar EE 58 The Attendee Control Panel Grab Tab 59 O 2008 Citrix Online LLC All rights reserved GoToMeeting User Guide Tne Attendee Drawing TOO EEN 59 Chat With Other el 60 The GoToMeeting Viewer Window ssssesesrerererrererrrrererrrrerrrrrrsrrrrrrsrerrrrerrrrrrerrrrerrrrre 61 Share Presenter Keyboard and Mouse 62 Become WE EE 63 Become on Organizo eire ee A A N A 63 RR d e ii 64 The GoToMeeting Organizer Web Ste kee KKK ENNER EE EE KEEN EE EE EE KEE ENEE 65 LogIn to the Organizer WEDS ua 65 MY ACCOUNT o ad 65 Change ACCOUNT PASS ge sidad ia dias 65 AUGIO Conference OPONE 66 BUNAG TFNOA UO riada tddi 67 Eeer E AS 67 ACCOUNT o E ee daa 67 MY MESSI oa op iia 68 Se Ee BE ee KEE 68 Mectiig H Istoric 68 GofoMeecting Total AUGIO SEV ICG geseet 69 Dialing GO the Mendieta a maria a a N 69 VoIP Audio Device Recommendations 0 ccc eee ee eee eee eeeeeeeeeeeeeeeeeeeeeeeeneeennngs 70 VOIFAUdIO CLOS PCG e Ee 71 VOLPE AUTO S CUP Malaria ista 72 Optimize VOL AUT OUGIILY rra e 73 IF NO ONG Can Hear YOU a e ed 74 Egger le EE 74 TIPS TOF TT Lg
86. test your Audio Mode Use WEIS REN microphone using Audio Setup ei Use Mic 4 Speakers a 000 Audio Setup Talking Gregg Tyler Phone Caller No Microphone Detected An error message will appear if a microphone or l headset is not present or is not connected properly Audio You will still be able to hear the meeting but will not Audio Mode Use Telephone be able to speak Use Mic amp Speakers Check that your microphone or headset is properly plugged in NO MIC DETECTED di 000 If you have the option to join the meeting via telephone you can switch to Telephone mode Then dial in to the conference using the number and Audio Talking Michael Ramsey Mike Suding PIN provided in the Audio pane of your Control Panel Audio Setup Virtual Operating System VMware Parallels etc An error message will appear if you are attempting to join a Meeting 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 Meeting through a non virtual Audio operating system Audio Mode C Use Telephone Gei e If you have the option to join the meeting via e Use Mic amp Speakers telephone you can switch to Telephone mode Then dial in to the conference using the number A di and Audio PIN provided in the Audio pane of your Control Panel Audio Setup Audio mot Connected O 2008 Citrix Onli
87. the Esc key to disable a drawing tool without going to the Grab Tab or Control Panel 2008 Citrix Online LLC All rights reserved 59 GoToMeeting User Guide Chat with Other Attendees If enabled by the organizer attendees can chat with other attendees by using the built in Chat feature in the Chat Pane Or they can just chat with the organizer or presenter e The Chat Log displays the text of all Chat public chat and chat between two attendees a a Chat Log e The Message Entry field enables jason v to All Entire Audience input of chat text b Welcome to the meeting e The Send Chat to field enables selection of chat recipients c e The Send button transmits chat to selected recipient s d gt To chat with attendees 1 Select the desired recipient s from the drop down selection field 2 Enter desired chat message in the Message Entry field 3 Click the Send button gt To reply to a chat 1 Select the desired recipient s from the drop down selection field Or 1 Click the Attendee s name within the Message Entry field Enter desired chat message in the Message Entry field Click the Send button gt To save a chat log 1 Under the File menu select Save Chat Log 2 This opens the Save Chat Log to a File window that allows you to store the file locally Then browse to the location you would like to save it gt To auto save chat logs 1 Click the General category on the GoToMeeting Preference
88. the GoToMeeting Organizer Control Panel will appear on the right side Forward of your desktop For more information on the Tools Organizer Control Panel see the Organizer Control Lock Document Panel section below Unlock Document view Options Meet Now with GoToMeeting Schedule a GoToMeeting My GoToMeetings Start a Meeting from Microsoft Office gt To start a scheduled meeting from the GoToMeeting Toolbar in Microsoft Office 1 From the GoToMeeting toolbar in Microsoft Office click the GoToMeeting button and select My Meetings sl GoToMeeting 53 Meet now within Word Schedule Meeting Host a Meeting 2 On the Login window enter your Email address and Password and click Log In Join a Meeting 3 On the My Meetings window select the meeting you want to start by clicking the name in the Subject column and Help About click the Start button Your meeting will start and the GoToMeeting Organizer Control Panel will appear in the right side of your desktop For more information on the Organizer Control Panel see the Organizer Control Panel section below Note If the GoToMeeting toolbar does not appear in your Microsoft Office application see the GoToMeeting Application Preferences section for instructions O 2008 Citrix Online LLC All rights reserved 32 GoToMeeting User Guide Start an Impromptu Meeting Impromptu meetings are
89. the GoToMeeting connection Mac users may access GoToMeeting Preferences by double clicking the ef Preferences GoToMeeting GoToMeeting Suite icon on their desktop O General and selecting Preferences from the Ze GoToMeeting menu in the menu bar Meetings Integration Connection Remember me on this computer Note Preference options outlined in this guide are E mail Address specific to GoToMeeting If your account includes GoToWebinar additional preference options will appear For more information on GoToWebinar preference options please refer to the Getting Started section of the GoToWebinar Guide at www gotowebinar com help Password Start Up Preferences The Start Up tab lets you determine whether GoToMeeting is available immediately after startup e Remember me on this computer This checkbox enables automatic log in to GoToMeeting General Preferences The General tab lets you set your general GoToMeeting preferences e Session Identity Remember your name and email as displayed in the attendee list Meeting Preferences The Meetings tab lets you determine which GoToMeeting options are available to attendees during a meeting You can also select which messages are viewable during a meeting Options include e Enable or disable the ability for attendees to chat and view the Attendee List e Create a Chat Welcome Message that is sent to each attendee upon joining the meeting Integrations Preferences The
90. to join a meeting and how to use attendee features e GoToMeeting Total Audio Service This section covers phone conferencing VoIP hardware setup recommendations and audio best practices e The GoToMeeting Web Site This section is for GoToMeeting organizers and covers how to access and use the GoToMeeting Organizer Web site Individual and Corporate Users This user guide addresses both individual GoToMeeting users and GoToMeeting Corporate users While most features apply to both audiences some content relates to just one audience To help you identify when something is just for one specific audience this guide will clearly note the audience for any user specific content Feature Notes e Individual GoToMeeting organizers may invite up to 15 meeting attendees for a total of 16 people in each meeting e GoToMeeting Corporate organizers may invite up to 25 meeting attendees for a total of 26 people in each meeting Mac Users GoToMeeting users can host and attend meetings on both PCs and Mac computers Significant differences in how GoToMeeting works on the Mac platform are highlighted with this icon 2008 Citrix Online LLC All rights reserved 6 GoToMeeting User Guide System Requirements For PC based Organizers and Attendees 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 Con
91. to the GoToMeeting Web site It must contain at least eight characters and include both letters and numbers e Meeting Password A meeting password is an optional value chosen by the meeting organizer that is used to help authenticate attendees Requiring and specifying a meeting password provides enhanced privacy guarantees for the meeting by ensuring that only attendees that know the meeting password may join the meeting The meeting password is never transmitted to Citrix Online in any form The meeting password may be any alphanumeric string of one character or more the organizer would like such as 7891 Happy Birthday Citrix123 etc Picking a meeting password that is difficult to guess helps to maximize security e Viewer The Viewer is the window displayed on the attendees computers in which the presenter s PC desktop or shared application appears The Viewer Window has its own title and menu bars e Presenter s PC Image The presenter s PC image is the picture of the presenter s PC desktop or shared application that appears to attendees in the Viewer Window e Published Application An application that is pushed to a client PC by Citrix Presentation Server O 2008 Citrix Online LLC All rights reserved 9 GoToMeeting User Guide Product Features e Intuitive User Interface Easy to understand controls enable you to start and join meetings in seconds without training e Specific Application Sharing P
92. ule Mew Meeting Note Scheduled meetings may also be viewed from the www gotomeeting com Web site after logging in to your account 2008 Citrix Online LLC All rights reserved 27 GoToMeeting User Guide Invite Attendees to a Scheduled Meeting An organizer can invite attendees to a scheduled meeting at any time prior to the start of the meeting Note For information on how to invite attendees to a meeting already in progress please see the Invite Attendees during a Meeting section below gt To invite attendees to a scheduled meeting 1 Right click the ES icon in the PC system tray or double click the GoToMeeting Suite icon on a Mac and select My Meetings Enter your Email and Password in the Login GoToMeeting window and click Log In 3 On the My Meetings window select the meeting you want to invite attendees to by clicking the name in the Subject column and click the Invite button a If you have an email application an email will automatically be generated with the meeting information included in the body text simply send the email to attendees b If you do not have an email application the Meeting Scheduled window will appear simply click the Show invitation text link to display the invitation information click the Copy to Clipboard button and paste the invitation information to attendees via any desired method O 2008 Citrix Online LLC All rights reserved 28 GoToMeeting User Guide Edit a Sche
93. ww gotomeeting com and click Log In from the left navigation bar 2 In the Returning Users section enter your email address and password and click the Log In button My Account The My Account page enables organizers to view and edit their personal account information change passwords set conference call preferences view billing information and view their account history gt To edit account information 1 Log in to the organizer Web site 2 Inthe left navigation bar select My Account 3 At the top of the My Account section enter your current password make any desired account or password changes and click the Save Changes button at the bottom of the page Change Account Password You may want to occasionally change your Account Password to improve security If your account has a company administrator he or she may require you to change your Account Password on a regular basis gt To change account password 1 Inthe left navigation bar click the My Account link 2 At the top of the My Account Details section enter your current password 3 Enter your new password in the New Password and Re Type New Password fields 4 Click the Save Changes button at the bottom of the page Note Your new password must contain at least 8 characters and include both letters and numbers 2008 Citrix Online LLC All rights reserved 65 GoToMeeting User Guide Audio Conference Options The Audio Conference Option section allows
94. y be given the role of organizer and or presenter from the original meeting organizer at any time once a meeting has started Join a Meeting There are several ways to join a meeting depending on how you receive the meeting invitation Joining a meeting requires no pre registration or configuration Note When joining a meeting remember to also conference into the meeting using the conference call information provided by your meeting organizer To join a meeting from an email invitation Outlook meeting appointment or instant message invitation Open the email appointment or instant message that contains the meeting invitation Click the link provided in the email to join the meeting If prompted click Yes Grant or Trust to accept the download If requested enter the meeting password provided by your meeting organizer a When prompted type in your name and optionally your email address To join a meeting from the GoToMeeting Web site 1 Open an Internet browser and go to www gotomeeting com Note Attendees can also join meetings from www joingotomeeting com In the left navigation bar click the Join a Meeting button If prompted click Yes Grant or Trust to accept the download On the Join a Meeting window enter the Meeting ID you received from your meeting organizer If requested enter the meeting password provided by your meeting organizer When prompted type in your name and optionally your email address T
95. y to enable additional conference call features Once in a conference call participants and organizers can enter commands using their phone keypads Meeting organizers can access additional commands by pressing the key after entering the access code instead of the key Commands Available to Meeting Organizers Command Details 2 Provides the number of participants currently on the conference call 3 Exits the conference call 4 Provides a menu of available conference commands 5 Listening Sets listening modes for the audience Meeting organizers can cycle Modes through three listening modes by pressing 5 e Open conversation mode default e Mute the audience the audience can un mute themselves e Mute the audience the audience cannot un mute themselves 6 Mute Mutes the organizer s line Pressing 6 again will unmute the line Unmute 7 Secured Secures the conference by blocking all other callers from entering Unsecured Pressing 7 again will open the conference again to callers 8 Tone controls Sets entry and exit tones Pressing 8 sets the options e Entry and exit tones on default e Entry and exit tones off e Entry tone off exit tone on e Entry tone on exit tone off Commands Available to Participants Command Feature Details K Exits the conference call 4 Provides a menu of available conference Commandes 6 Mute Mutes the participant s line Pressing 6 again will unmute the line U
96. y to start an impromptu meeting right from your selected instant messaging application 2008 Citrix Online LLC All rights reserved 20 GoToMeeting User Guide Note Please see the Software Requirements section to check what instant messaging products and versions are supported Instant messaging applications may need to be shut down and restarted for the GoToMeeting Messenger button to appear The GoToMeeting Messenger button can be added or removed from the Preferences Integrations category Set Up GoToMeeting for Use with Citrix Presentation Server Preferences Depending on your Presentation Server environment your Presentation Server Administrator can choose to configure your GoToMeeting settings for you without notifying you configure your settings and notify you of those settings or allow you to configure them yourself If your Administrator has chosen your configurations for you you won t need to do anything if your Administrator has configured your settings and opted to notify you you will see a notification dialog when you start your first meeting from your published environment Client Setup GoToMeeting ee EE Tt has been detected that you are running GoToMeeting in a Citrix Presentation Server In order to provide the best integrated experience with your published email application please allow GoToMeeting to automatically make the following changes to your local installation A ee ee E ER EE ds ii
97. you can find a series of self paced tutorials on the GoToMeeting Web site under the Support and FAQs link in the left navigation menu GoToMeeting Corporate Plans Trainings are every Tuesday at 2PM PDT and Thursday at 8AM PDT 1 Ten minutes before your preferred training time click the link below www gotomeeting com join 446680854 2 Audio details will be provided in the control panel once you have joined the meeting Individual GoToMeeting Plans Register here https www gotomeeting com m g2mptrnip tmpl Is there a log of who has attended my meetings How can view information about past attendees Sign in to www gotomeeting com with your email address and password Select My Meetings from the menu options on the left Select sub menu Meeting History The information is grouped by month You can see your meetings in chronological order Each meeting contains the number of attendees shown in blue Click this number and a window opens listing the attendees first and last names their email addresses and their join leave times This information can be copied into another document Are Mac or Linux operating systems supported by GoToMeeting Currently Linux operating systems are not supported by GoToMeeting either to host or join a meeting However GoToMeeting does support Mac based organizers and attendees As a Mac presenter is my GoToMeeting Control Panel visible to my attendees Yes if you are a Mac presenter y
98. you to set your default audio preferences If you select Both your attendees will have their choice of dialing in with a provided conference call number or connecting with VolP Alternatively you can provide your own conference call number s in this section gt To set Audio Conference Options In the left navigation bar click the My Account link At the top of the My Account Details section enter your current password 3 Select the default audio service s you wish to include with your meetings To provide local toll numbers for multiple countries click the Add more countries link 4 Click the Save Changes button at the bottom of the page Changes apply to all scheduled and future meetings Choose Audio Conference Option GoToMeeting Audio Service O VolP only requires microphone and speakers Telephone only Provide your own conference call number With GoToMeeting audio service Attendees can speak if un muted by an organizer Panelists and organizers are un muted by default ES e toll numbers for Add more BEES O 2008 Citrix Online LLC All rights reserved 66 GoToMeeting User Guide Billing Information The Billing Information section enables individual GoToMeeting organizers to view and edit their account billing information Note This feature only appears for individual GoToMeeting organizers and does not apply to GoToMeeting Corporate organizers To view your account billing information 1
99. you would want to make someone else the organizer The meeting would proceed without you without interruption Or if you wanted to have a co organizer to monitor and respond to attendee chat questions while you focused on the task of presenting Is there a charge for using the integrated conference call service or Vol P GoToMeeting is packaged with both VolP and a phone conferencing service at no extra cost to you You may decide to use one or both of these services or choose another method of bringing audio to your online meetings Our phone conference service provides a toll based number that is dialed by all meeting participants 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 There is no additional charge for the conferencing feature If attendees wish avoid incurring long distance charges then they can join the meeting with VolP How do save chat sessions from my meetings Under the File menu select Save Chat Log This opens the Save Chat Log to a File window that allows you to store the file locally Alternately if you are using a PC under the General category of your GoToMeeting Preferences you can check the box marked Chat Logs to automatically save your chat logs to your local computer after each meeting O 2008 Citrix Online LLC All rights reserved 78 GoToMeeting User Guide Do you offer training for GoToMeeting Yes
100. yournametiyourcomplany cor Password Remind me of upcoming meetings and Webinars Periodically synchronize reminders with My Meetings and My Webinars published Outlook or Lotus Notes with a local installation of GoToMeeting Recommended settings for the Integrations category 1 Select your desired integration from the list of GoToMeeting integrations 2 Click the Advanced button and confirm that the Application listed in the Application Name field is the same as your selection from the GoToMeeting Integrations list ER Preferences Go ToMeeting GoToWebinar Category Integrations GoToMesting ntegrations Use GoToMeeting with 6 Microsofh Qutlookim O TEME Lotus Notes My default email application Toolbar Advanced GoToMeeting if Use the application from a Citrix Presentation Server Server Address 10 3 137 5 Application Name Outlook 2008 Citrix Online LLC All rights reserved 22 GoToMeeting User Guide Displaying the GoToMeeting Toolbar in Published Outlook Organizers using Outlook published by Citrix Presentation Server may need to activate the Outlook toolbar manually in order for it to display the first time gt To activate the Outlook toolbar if it doesn t automatically display 1 Open Outlook 2 Select Customize from the Tools menu Ctrl ShiFt B 4 Rules and Alerts Out of Office Assistant Mailbox Cleanup aj Empty Deleted Items Folder

Citrix GoToMeeting User Guide

Contents

Download Pdf Manuals

Related Search

Related Contents