How to Set Up Live Meeting

Before you start using Live Meeting, you must follow a one-time setup process. This topic describes the process.

To set up Live Meeting and customize it for the way you work, follow these steps:

  1. Get a Live Meeting account.
  2. Log on to Live Meeting Manager.
  3. Change your password and set other user preferences.
  4. Set and test options for Meet Now meetings and for scheduled meetings.
  5. Download add-ins.
  6. Check your Live Meeting setup.

Get a Live Meeting Account

You must have a Live Meeting account in order to schedule meetings and to conduct Live Meeting sessions. (You do not need an account to join meetings to which others send you an invitation.) Your Live Meeting account includes a user name and a password that you will use to log on to the Live Meeting service. To get a Live Meeting account, contact your Live Meeting account administrator.

Log on to Live Meeting Manager

Live Meeting Manager is a Web-based application that you use to manage your meetings and meeting recordings, as well as to perform other administrative tasks that you do not do from the Live Meeting console. When you get a Live Meeting account, your Live Meeting account administrator sends you an e-mail message containing your user ID and password, along with the URL of your Live Meeting conference center. You use this URL to access Live Meeting Manager.

 Note   To provide you with access to Live Meeting, your organization may use a Live Meeting intranet portal instead of Live Meeting Manager. If your Live Meeting account administrator has notified you that you should use a Live Meeting intranet portal, you will receive an e-mail message containing an intranet portal URL that is different from the conference center URL. In that case, use the intranet portal URL to log on to Live Meeting Manager.

To log on to Live Meeting Manager

  1. In your Internet browser, enter the URL of your Live Meeting conference center.
  2. At the Login to Live Meeting Manager page, enter your user login in the User login box, enter your password in the Password box, and then click Login.

Change your password and set other user preferences

In Live Meeting Manager, you can change the user password assigned by your Live Meeting administrator to a password that is easier for you to remember. You can also set other user preferences for your account.

 Note   By default, Live Meeting requires complex passwords, which means that your password must meet certain requirements, such as containing a combination of letters and numbers. If you see an error message when you try to create a new password, your Live Meeting account administrator may have set specific requirements, in which case you must click the Password complexity requirements link to learn more.

To change your password

  1. On the Live Meeting My Home page, under Manage, click User Preferences.
  2. In the Old password box, enter your current password. In the New password box, enter your new password. In the Confirm new password box, enter the new password again.
  3. Click OK.

In general, you should accept the default user preferences set by your Live Meeting account administrator. If you need to make changes, select the appropriate option, make the necessary change, and then click OK. For more information, see How to Set User Preferences.

Set and test options for Meet Now meetings and for scheduled meetings

Live Meeting provides two kinds of options that you should set before meeting with other participants:

  • Meet Now options apply to unscheduled meetings that are initiated spontaneously as Meet Now meetings. Meet Now functions as a virtual workspace where you can invite participants to meet without formally scheduling a meeting.
  • Scheduled meeting options apply to meetings that you schedule in the traditional manner. For example, scheduled meetings have a start and end time.

In many cases, your meeting options will be already set for you. However, you should ensure that your audio options are set correctly. Audio options include settings for your conferencing provider, conferencing provider phone numbers, the participant passcode for your meetings, and the leader passcode. A passcode is a number that you must enter on your telephone to get access to the meeting audio. If you do not have a conference call account, or if the conference call account information has not been provided to you either by e-mail or by already being set in your meeting options, contact your Live Meeting administrator.

For information about setting and testing your audio options, see How to Set Up Audio for Live Meeting.

For information about setting all other options for Meet Now meetings and scheduled meetings, see How to Set Meeting Options.

To test Meet Now options

  1. In Live Meeting Manager, on the Meet menu, click Meet Now.
  2. In the meeting console, on the Attendees menu, click Send E-mail Invite.
  3. In the Attendees and Presenters boxes, type your full e-mail address, for example, someone@example.com, and then click Send Message.
  4. In your e-mail program, open the invitations that you just sent. You will receive one for your role as presenter and another one for your role as attendee. The messages may take a few minutes to arrive. When they do, open the invitations and ensure that the audio conferencing information is correct, including the audio conferencing number and the participant passcode.

To test scheduled meeting options

  1. In Live Meeting Manager, on the Meet menu, click Schedule Meeting.
  2. In the Attendees and Presenters boxes, type your full e-mail address, for example, someone@example.com.
  3. In the Subject box, type a title for the meeting.
  4. In the Start box, select the current time as the start time. In the End box, select an appropriate end time.
  5. Click Send Invitations to send the invitations to yourself. In your e-mail program, open the invitations that you just sent. The messages may take a few minutes to arrive. When they do, open the invitations and ensure that the audio conferencing information is correct, including the audio conferencing number and the participant passcode.

Download add-ins

Microsoft offers add-ins that integrate functions of Live Meeting and those of other Microsoft products. For example, the Live Meeting Add-In for Outlook adds a Live Meeting menu in Outlook, making it easier for you to schedule Live Meeting sessions. With these add-ins, you can use the Microsoft Office applications you are already familiar with to perform tasks in Live Meeting.

To learn about and install the add-ins that are currently available for Live Meeting, visit the Live Meeting 2005 Downloads page. Each add-in includes additional information about specific Live Meeting tasks the add-in can help you with.

Check your Live Meeting setup

The best way to check your Live Meeting setup is to actually use Live Meeting to schedule a few test meetings and to meet instantly by using Meet Now. To get started with this process, see How to Get Started Quickly.