Go to Meeting Instructions Work in Progress

8/2/2019 Go to Meeting Instructions Work in Progress

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Everything You Need to Know About

GoToMeeting

Mike Wilkinson and Jenny Yu


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WebEx is Dead!Long Live GoToMeeting!

Our contract with WebEx ends August 1, 2010.

As ofnowwe will be using GoToMeeting for all of our web meetings.


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Cheaper

Provides all of the features

WebEx provided

Easier to use (more intuitive)

Everyone is going to love it!

Why GoToMeeting?


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1. Who will have access to GoToMeeting?

2. Setting up GoToMeeting on your computer

3. Overview of GoToMeetings preferences and settings

a. Configuring your Preferences and Settings

4. How Toa. Schedule a meeting

b. Start a meeting

c. Use the Presenter Control Panel

d. Record a Meeting

e. Use GoToMeeting from within Outlookf. Join a meeting (Attendees POV)

5. GoToWebinar in 2 Minutes

6. LIVE DEMO!

7. Questions and Answers

8. Test

Todays Meeting:


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Yes,

There will be a test.

No,

I am not kidding.

Todays Meeting


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GoToMeetingmeetings with 25 attendees

All of Sales, Client Services (including Support and PD),

Torrance, Martin, and Leah will have their own individualGoToMeeting and GoToWebinar accounts

Every other department will have a GoToMeeting Account to

share (Product Development, Technology, Corporate, etc)

Mike Wilkinson and Jenny Yu are your GoToGurus and willbe available to answer any questions

(Dennis and Leah will act as back-up)

1. Who Will Have Access to GTM?


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Click the link in your GoToMeeting invite email

Enter your account information and click Create Account

On the Download GoToMeeting Page click Download

Click Yes, Grant, or Trust if necessary

How Can I Tell if it is installed?

PC Users: The GTM icon will appear in your system tray (thats where

your clock is)

Mac users: the GTM icon will appear on your desktop

2. Setting Up / Installing GoToMeeting


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GoToMeetings preferences allow you to

customize how you use the tool

We recommended that you set up all of your

personal preferences during the first time

setup process

Be sure to review all your settings before

starting your first meeting!

3. GTMs Preferences and Settings


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3a. Configuring Your Preferences

Right-click on the GTM icon inthe system tray

(Mac users: click on the GTMicon in your desktop)

Click PreferencesStart Up preferences enable you to select how you start GoToMeeting

Login automatically, manually etcDo you want this computer to remember you?How often do you want to sync with Outlook etcGeneral preferences lets you set general GTM preferences:

File save settingsSession identity settingsEtc

Meeting Preferences determines which GTM options are available to attendees:Enable or disable chat, system messages etc..Choose color theme for control panelEtc

Recording Preferences allows you to set your video and audio recording optionsMac users CANNOT record a meetingDetermine what is recorded (recommend Use GTM integrated audio)Determine where the file will be saved (recommend the share drive)

Determine playback format (recommend Windows Media, .wmv)

Integration Settings: determine where to display GTM integrationsSelect email and calendar integrationsDetermine if you want to access GTM via your email applicationRecommend you stick with the default options.

Connection Prefences: test the status ofyour GTM connection.

Audio Settings: set up and test

microphones and speakers for VoIPRecommended that you just dialinto the toll-based GTM number oruse a bridge line and ignore thisscreen.


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4. How To

Welcome Class to

GoToMeeting 101

Professors

Michael WilkinsonJenny Yu


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4a. How to Schedule a Meeting



Click Schedule a Meeting

Fill out the form that appears,including meeting subject, date,time etc

Under the Audio options, it is suggested that you provide both VoIP and the

conference call number (toll). This will be selected by default.You may also choose to provide your own dial-in information.

(Use this to enter directions to dial into an eChalk Bridge to enable toll-free

access to the meeting audio)

You may add an optionalpassword to protect the meeting.

Click Schedule Meeting

Depending on your preferences, GTM willdisplay a confirmation that this meeting has

been added to your calendar.If it looks OK, click OKDepending on your preferences you will see ameeting invite appearEither enter attendees email addresses tosend meeting invite orCopy and paste the meeting information toemail without the meeting invite

Dont forget to sync

this new event withyour Salesforce.com

calendar!!


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4b. How to Start a Meeting



To Start a Scheduled

MeetingClick My Meetings

This will launch the My Meetings screen

Select the meeting you want to start.

Click Start to launch the presenter control

panel and start the meeting

You can also invite attendees, edit or delete

a meeting from this screen.


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How to Start anImpromptu Meeting

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4b. How to Start a Meeting



Click Meet Now to:Launch the Presenter Control PanelStart your meetingInvite attendees


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4 Main Sections:

1.Screen Sharing

2.Attendee List3.Audio

4.Chat

4c. Using the Presenter Control Panel

Play/Pause Button to startand pause screen sharing

Stop Button to stop showing yourscreen (without ending the meeting)

Give Keyboard andMouse buttongivesattendee power to control

the presenters screen.

Change Presenter Button(I feel this one is self explanatory)

Show My Drop-Downchooseif you want to share your

Entire ScreenClean ScreenOne specific application

Start Recording Button(Again, pretty self explanatory)

When the control panel is minimized,you will have access to all of the scrensharing tools via this bar, which willalways stay on the presenters screen.

You can invite additional people via theattendee list

Up to 15 with GoToMeetingMore than 15, use GoToWebinarUse this button to invite attendees toan impromptu meeting

Have the ability toedit audiopreferences anytime

These are the same audio instructionsgiven to attendees.

If you entered in custom directions(for example to an eChalk Bridge)this is where they will appear

Identical to WebEx


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Recording option is only available to the presenter

Before recording you must configure your recording

preferences

Choose your audio and recording media format (GTM format or

Windows Media Player) as well as the destination for saving

recorded meeting files (My Documents or the Share Drive)

We recommend that you choose Windows Media (.wmv) format

GTM will automatically convert the file to .wmv when the meeting

ends

To record audio you must use GTMs tolled dial in number

You can access your preferences by right-clicking on the GTM

icon in your system tray (Mac userson your desktop) or via

the Presenter Control Panel)

4d. How to Record a Meeting


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4d. How to Record a Meeting

Click Start RecordingNote: this is where you can accessyour recording settings from withinthe control panel

To Play Back the Recording:

Once GMT is done converting the file to .wmv it will

be automatically saved

Simply go to the folder you saved the file in andclick on it

Be sure you have the latest version of Windows

Media Player installed

To Share the Recording:

Point to its location on the share drive

Attach the file to an email


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GTMs default settings will install the Outlook plug-in

automatically.

Scheduled meetings will also appear on your Outlook

Calendar automatically

If you are accessing Outlook from a computer that does not

have GTM installed on it, you may be prompted to download

the application.

4e. Using GTM from Within Outlook

The GoToMeeting Icons will appear in thesame location as your other add-ins(Salesforce.com, Marketo, etc)

Click the GTM Icon to access the samefunctions and features available with the iconin your system tray or on your desktop.

Schedule a meetingStart a meetingPreferencesEtc

There are also Meet Now and

Schedule Meeting buttons to directly

access those functions.


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Attendees will receive an email/meeting invite/IM with a

direct link to the meeting

When the time for the meeting comes, they will click the link

and enter the meeting password, if applicable

This will launch the Attendee Control Panel

The attendee will see your screen, by default, in a scalable

window next to their control screenthey have the option of

viewing it full screen or not.

Attendees can end the meeting by closing out of their control

panel.

4f. How to Join a Meeting

Attendees will see the audio directions youve

selected for the meeting directly on their

control panel.


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Most of you will never use this tool, so we will be verybrief.

Use GoToWebinar for meetings with more than 25 people (max 201

people)

Scheduling/Starting/Recording a Webinar is the SAME as with

GoToMeeting, with some bonus features:I. GoToWebinars icon is blue instead oforange

II. Schedule similar webinar (think of this as accessing an old

assignment from an eChalk class archive and giving it a new date)

III. Recurrence: create a series of Webinars

IV. Greater customizability: choose name for the webinar, upload acustom logo, choose a color scheme etc

V. Specify other organizers/panelists to participate in the webinar

For more details on this, see the GTM guide



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The GoToWebinar control panel is virtually thesame, but has some additional features:

1. Dashboard Pane2. Audience View Pane3. Polls and Questions

To learn more about these features, pleasesee the GTM Reference Guide for eChalk,or ask your GoToGurus!


Provides organizers with a view of:The timerAttendanceAudience attentivenessNumber of unanswered questions

Number of hands raised

Gives organizers a view of what theaudience is seeing

Dont have to ask are you

seeing this? ever again!

Allows the organizer to poll the audience(multiple or single choice) or to questionthe audience (text responses)

You can create a poll at anytimeby clicking on Manage Polls

Simply type in a question

and choose if you want to send it

privately or to everyone


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6. LIVE DEMO!


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7. Questions? Weve Got Answers!

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