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onConference Presents! Quick Start Guide

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This guide will describe how to hold an onConference Presents! web conference. !Getting Started - Chairperson !!

onConference Presents! chairpersons require: – 7-digit access code, – passcode. !

To start a web conference: – Go to www.onConference.com – Click “Start My Web Conference”

from the web conferencing menu. – If you are logged into the website,

the conference controls will open. – You may also use the “Chairperson

Start a Conference” button. !!!!!To login to the website and start a conference:

– From the website login screen. – Enter your 7-digit access code. – Enter your chairperson passcode. – Click the “Login” button. – The web conference control panel will open in a

separate browser window. !! !!!!!!!You may also start your web conference from the meeting manager screen. !

To access the Meeting Manager: – Go to www.onConference.com – Select the “my Meeting Manager” from the meeting

manager menu. – You may need to login as described above. – The meeting manager screen will open in your web

browser window. !

24/7 Conference Center 1.800.804.8608 • +1.303.389.4086 General Inquiries 1.877.466.6266 • +1.613.225.4249

http://www.onconference.com/presents



Meeting Manager !This is the meeting manager. From here you can: • Start a onConference Presents! web conference. • Compose, send, review & edit an email invitation to a future audio or web conference. • Edit the on demand meeting registration fields and field names entered by participants. • Set your time zone preferences.


For more information refer to “Meeting Management, Podcasting and Recording User Guide”.

Clicking here moves between menus: !• Home - This screen. • View Reports -

Reporting for meeting participants, recording replays and opt-outs of conference invitations.

• Managing Recordings - Manage your recordings and podcast settings.

• Manage Contacts - Add phone book entries.

• Settings - update your branding for scheduled and on-demand meetings, configure podcast settings.

• Help - additional user guide information.

Click here to start a web conference. !The web conference control panel will open. !To start a web conference immediately, select “On-Demand Meeting”. !You can also select and start a previously scheduled meeting.

This opens the meeting scheduling window. You can compose and customize conference invitation emails.

Change your default time zone here. !!!!! !

View, edit and clone a meeting invitation sent by email to your conference

participants.


Web Conference Start, Security Options

!Starting your web conference !Click on “Start Meeting” to start your web conference. Billing for use of the web conference service begins when you click “Start Meeting”. !!Starting your audio conference You can start your audio conference from within a web conference, using the “Start My Audio Meeting” button.

You will be prompted for the phone number to receive the call and your country. !

You may also dial a number in your integrated conference phonebook.

!You can always start your audio conference by dialling in as chairperson from any telephone. !Security Option !After clicking “Start Meeting” you are presented with the option of adding a security code to your web conference. A security code is additional to the conference access code. If you use a security code, you must communicate the code along with your onConference access codes to participants. !



Upload, Delete, Reorder & Preview Slides

!!!!Add Slides !Click on the “Insert Slides” button to upload your PowerPoint™ slides or graphic files. New slides will be added to the slide preview area. !!!!!!!!!

Delete Slides !Select the slide to delete from the preview area and click on the “Delete” button. Within the delete dialogue box there is an option to delete all PowerPoint™ slides. !!!!!!!

Reorder Slides !Slides can be reordered in your presentation by selecting the slide then dragging and dropping in the preview area.

Slide Preview Area !You can preview your slides by scrolling through presentation using the scroll bars or arrows. !Right click on any slide to open in it in a separate preview window.



Participant Viewing, Management & Chat

!!!!Chat Area !From this area you can receive participant’s chat messages and selectively send them a message. !You can also flag specific chat messages with questions and mark them as answered. !Chat can be disabled for all participants.

Phonebook !Use the integrated conference phonebook to dial out to participants. Upload your contacts from the ‘Manage Contacts’ menu on the Meeting Manager page. !Audio Management !From this area you can mute or un-mute all participants, enter listen only mode, lock the audio conference or allow the conference to continue without the chairperson present.

Participant Area !From this area you can see the participants dial-in and web conferencing information. Any participant with a question is highlighted here. !!

Main Slide Display !The main screen shows the slide that is currently being presented to the participants. !!!!!!!



Showing Desktop Or Application

!!!!!Show Desktop !Select “Share Desktop” to show your entire computer desktop to the participants. Warning: Anything seen on your desktop will be shown to participants. !

Show Application (PC only) !Select “Show Applications” to selective show single or multiple applications. (e.g. Web browser, spreadsheet, or other applications.) Selectively showing applications is available only on PC-based browsers. !

Share Desktop (Mac) Mac users can share their entire desktop with participants, but cannot selectively show individual applications. !



Conference Recording, Slide Annotation, Slide Show

!! !!!Record Meeting !Start a recording to capture everything show and said. You will be prompted for the recording name. An email will be sent showing how to access the recording after recording is stopped. You are billed each time you press the “Record Meeting” button. !!!

Markup Tools !The chairperson can annotate their slides using the following tools: !• Highlighter • Pointer • Pencil • Erase an annotation • Erase all annotations !!!!!!

Annotate While Sharing !When you share an application, you can also use these annotation tools. !!Collapse Controls Selecting “Presentation” will collapse the web conferencing controls, leaving more space for viewing of your slides. !

Full Screen !This places the chairperson's viewing screen into a slide show mode suitable for a boardroom presentation.



Making a Participant a Co-Presenter & Granting Control

!!!Promote a participant to co-presenter !You may enable a participant as co-presenter by right clicking on the participant information line and selecting co-presenter from the right button menu. A co-presenter can: !• Upload PowerPoint slides or images. • Advance and control the PowerPoint slides. • Annotate the PowerPoint slides. • Show their desktop to participants. !!

!Grant control of desktop or applications !You may grant any participant control of your computer desktop or application. A participant can then: !• Control any application. • Access the chairperson’s desktop and controls. • Make changes to application documents. !

!!



Webcams

!!Enable Webcams !To add video to your conference, click “Enable Webcams” from the web conference control panel. A separate camera panel will appear beside the Web Conference Control Panel. To show your camera, select “Share My Webcam” and click “Allow” on the Adobe Flash Player Settings pop-up option.

Additional settings allow you to select which Webcam or microphone is used. !You can add video from 4 web cameras, with up

to 25 participants viewing.

!Participant Video & Viewing !In addition to your presentation slides, participants can view the video from the shared cameras. They can also add their own video by sharing their Webcam.

!!24/7 Conference Center 1.800.804.8608 • +1.303.389.4086

General Inquiries 1.877.466.6266 • +1.613.225.4249


Polls

!Add A Poll A poll allows you to ask your participants a question, gather their responses and display the results. As Chairperson you will see the poll appear in the slide preview area. When the poll slide is selected, the

participants will see your poll questions and be able to select an answer. !

To start, define a “New Poll” for insertion into your presentation. Select Poll Type

You can choose from the following poll types: !24/7 Conference Center 1.800.804.8608 • +1.303.389.4086

General Inquiries 1.877.466.6266 • +1.613.225.4249


Presenting a Poll & Displaying Results

!!!!Select Poll For Display to Participants !Select the poll from the slide preview panel. The poll slide and results are displayed in the Main Slide Display Area and the participant’s web conference screen. !!!

Close Poll & Display Results

!When you have your responses, select “Close Poll” and the results will be displayed in the Mail Slide Display and on the participants’ web conference screen.



Insert A Video

!!Add Videos !You can add up to 10 videos for inserting into your presentation. Simply upload the video from your computer. There is a maximum file size of 100MB per video. Your videos are always available, and are never deleted. You can also insert audio files for playback.

Insert Videos into a Presentation !To insert a video into your presentation for playback, select it from the video management screen and click “Insert”. Your video will appear in the slide preview area. !

!



Select and Play a Video

!Select the Video For Playback !Select the video clip you want to play from the “Slide Preview Area”. You can also move the video within your presentation by dragging the video slide within the “Slide Preview Area”. !!!

Play the Video !When you press the play button, your participants will see the video playing in their web conference screen and hear the audio from the video through their speakers. !



Participant Name & Number Matching

!!!!Display Participant Name !If a participant joins an audio conference from a phone number stored in your phone book, their name will appear in the participant management area.

Enter Participant Name & Phone Number !To enable easy management of participants, you can enter their phone number into the “Phone Book”.



Conference Customization & Participant Invite

!!Invite Others !You may send participant an ‘invite’ web link by email that will automatically take them to the participant registration screen of your web conference. !Clicking on the invite link, the default email client will open showing the link to login. !

! !Options !Computer Audio Options: This configuration is for using conference audio via a computer speakers & microphone, transmitted over the web, not the telephone. It is not presently available.

!Entry Announcement: • Silence - no announcement or tone. • Name announce - Plays name as recorded on entry. • Beep - Plays a tone for each entry / exit. • Quickstart - Conference will start without chairperson. • Auto Conference Continuation - Conference will

continue without chairperson. Web: • Select between high quality image display during

desktop sharing or speed of screen showing. !

! !



Getting Started - Participant ! !The participant requires:

– onConference access phone number – 7-digit conference access code !

To join the web conference: – Go to www.onConference.com – Click on “Join a Web Conference ” in the

web conferencing menu. – They will proceed to participant login. – They may also used the “Participant Join a

Conference” button. !!!At the participant login screen:

– Enter the same onConference access phone number as dialed on phone.

– Enter the same 7 digit access number as entered for conference call.

– Click on the submit button. ! International participants enter the access phone number as dialed from their country.

If the participant has been invited using an email invitation from the meeting manager they have an imbedded link to the web conference. They may click on that link and be take directly to the registration screen. !!!!!!! !At the participant registration screen:

– Enter participant contact information. – Only the name is required. – Participant information is used to identify and

control participants within web conference & control the audio features within the conference call.

– The participant information is emailed to the chairperson following the web conference. !


For more information refer to “Meeting Management, Podcasting

and Recording User Guide”.



Participant View !

!!Chat Area !Send chat message to the Presenter only. Enter your chat message and press “Send”. Only the presenter and co-presenters can see chat messages. !Hide chat - removes the chat screen from view. !!

Raise Hand !Raise their hand to indicate they have a question. !

Participants view content from chairperson !Whatever slide, image or application is being shown by the chairperson appears in this area on the screen. !!The participant view is automatically sized so that the entire chairperson screen is shown to the participant. !!!!!

Full Screen !Full screen: View the content in full screen by clicking on the Full Screen button !!!!!Participants have access to their audio conference controls through their telephone keypad. * 6 Mute self. * 7 Un-mute self. * 9 Automated Roll call. * # Count participants !


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