Before you start scheduling meetings on the Live Meeting service using the Conferencing Add-in for Microsoft Office Outlook, you should configure settings that ensure that the meeting features suit your needs. You can configure the options for your scheduled meetings by using Meeting Options.
To set meeting options
- In a Live Meeting service request form, on the Live Meeting toolbar, click Meeting Options. For information about how to create a Live Meeting invitation, see Scheduling a Meeting.
- In the Meeting Options dialog box, click the category of options that you want to set, as described in the following table. The rest of this topic explains how to set individual options within these categories.
||The meeting ID, the language to be used, the billing code of your department, and the meeting size.
||Method for controlling participant access to your meeting, limits on when participants can join the meeting, and whether participants must supply an e-mail address and company name.
||A waiting area for people without an invitation who want to join your meeting.
||Various permissions you can grant to meeting participants and settings to improve participants' experience.
||A time limit for making meeting and recording content available to participants after the meeting or recording is over.
||Settings that control how meeting audio is made available to participants.
||Access restrictions on any recordings that might be made during the meeting.
- When the meeting options are set the way you want them, if you want to reuse these settings for future meetings by default, click Set As Default. To save the settings for this meeting, click OK.
To set meeting details
- In the navigation pane of the Meeting Options dialog box, click Details.
- In the Meeting ID box, enter an ID that users need to join your meeting. If you want Live Meeting to automatically generate a meeting ID, select the Generate for me check box.
- In the Language box, select the language that will be used in the meeting invitations.
- In the Bill to Code box, enter the billing code associated with your use of the Live Meeting service within your organization.
- In the Meeting Size box, enter the maximum number of people that you expect to attend the meeting.
To set Entry Control options
- In the navigation pane of the Meeting Options dialog box, click Entry Control.
- Under Presenters, do one of the following:
Under Attendees, do one of the following:
- To restrict entry as a presenter to individuals who have a membership in your Live Meeting account, click Presenter Access Control List.
- To allow entry as a presenter to individuals who have the meeting ID and meeting key (password) for this meeting, click Presenter Meeting Key. If you want Live Meeting Manager to automatically generate a meeting key for your meeting, select the Presenter use a system generated Meeting Key check box. To create your own meeting key, type the key in the Presenter use this Meeting Key text box.
Under Meeting Entry Time, to allow only presenters to enter your meeting until 30 minutes before it starts, click Attendees can join 30 minutes before the meeting starts; presenters can join at any time. To allow anyone to enter at any time, click Both attendees and presenters can join at any time.
To require that meeting participants supply an e-mail address and company name before being admitted, under Extended Registration, click Request e-mail address and company name. Otherwise, click Do not request e-mail address and company name.
- To restrict entry as an attendee to individuals who have a membership in your Live Meeting account, click Access Control List.
- To allow entry as an attendee to individuals who have the meeting ID and meeting key (password), click Attendee Meeting Key. If you want Live Meeting Manager to automatically generate a meeting key for your meeting, select the Attendee use a system generated Meeting Key check box. To create your own meeting key, type the key in the Attendee use this Meeting Key box.
- To allow entry as an attendee to individuals who have the meeting ID without requiring a meeting key, click Attendee Free Entry.
For details about setting entry control options, see Entry Control in Live Meeting.
Set Meeting Lobby options
- In the navigation pane of the Meeting Options dialog box, click Meeting Lobby.
- To enable the meeting lobby so that meeting attendee will have to wait to be admitted in to the meeting, select the Enable Meeting Lobby for this meeting check box. Live Meeting Manager will automatically generate a URL for the meeting lobby, which you can send to attendees.
- In the Lobby greeting text box, you can type a message that will appear when somebody visits the meeting lobby.
- If you want Live Meeting Manager to send you an e-mail notification when somebody enters the meeting lobby, select the Enable e-mail notifications from lobby attendees check box. After the first visitor to the lobby, a new e-mail message is sent every 30 minutes, or when somebody new has entered the lobby.
To set additional features
- In the navigation pane of the Meeting Options dialog box, click Additional Features.
- To allow attendees to ask questions of the presenters, select the Question and Answer Control Panel check box.
- To allow presenters to use the Microsoft Office Live Meeting 2007 client to end the meeting and close the client on the computer of each participant, select the Show End Session Option in Console check box.
- To enable chat during the meeting, select the Chat check box.
- To allow presenters to share programs with other participants, select the Application Sharing check box. If you allow application sharing, click the appropriate option to specify when presenters can share control of the application with participants. If you want participants to be able to request control, select the appropriate check box. To set the color quality of shared applications, which can affect the performance of application sharing over a network or over the Internet, select the appropriate option in the How many colors to use for sharing? drop-down box.
- To allow either presenters only or all participants to store meeting content as an Adobe Acrobat file (.pdf), select the Printing to PDF check box, and then check the appropriate option to indicate who is authorized to save the meeting content.
- To display the seating chart to all participants, select the View the Seating Chart check box. To change the title of the seating chart legend and to change the meanings associated with each color in the seating chart, type the appropriate text in the text boxes provided. To change the default color, click the appropriate color.
- To display a pane in the Live Meeting 2007 client of each participant that can display any content that can be passed through an HTTP or secure HTTP (HTTPS) Web page, including interactive surveys, video, and audio, select the Streaming Media Custom Frame check box. In the Attendee URL text box, enter the URL of the Web page whose content you want to display in the pane on attendees' clients. In the Presenter URL text box, enter the URL of the Web page whose content you want to display in the pane on presenters' consoles.
To set Content Expiration options
- In the navigation pane of the Meeting Options dialog box, click Expiration.
- To set a time limit after which any stored content from your meeting and recording is deleted, select the appropriate check box, and then enter the time interval you want. If you clear the check box, content is not automatically deleted.
To set Audio options
- In the navigation pane of the Meeting Options dialog box, click Audio.
- Select Include computer audio conferencing to allow participants to connect to a two-way communication over the Internet using their computer with headset or microphone and speaker.
- Select One-way Internet Audio Broadcasting to allow a one-way audio broadcast from the presenter over the Internet, so that attendees can hear the audio through their computers.
- Select Include telephone conferencing to indicate whether the meeting uses telephone audio conferencing.
Note When using telephone conferencing, you must provide the audio conferencing telephone numbers along with the audio codes.
- In the Conferencing Provider box, select your provider of audio conferencing services.
- If you are using audio conferencing and you did not select Other as conferencing provider, select the Allow meeting participants to use Join Conference to have Live Meeting call their phone instead of dialing in check box, if you want participants to be able to request that the audio conferencing service call them.
- To display in the Live Meeting client a toll-free number that participants can call to join the meeting audio conference, select the Display the toll-free phone number to meeting participants in the Live Meeting Console check box.
- To display in the Live Meeting 2007 client a toll number that participants can call to join the meeting audio conference, select the Display the toll phone number to meeting participants in the Live Meeting Console check box.
- Under Toll-free meeting phone number, select the country/region, and then type the city code or the area code and local phone number of the toll-free meeting phone.
- Under Toll meeting phone number, select the country/region, and then type the city code or the area code and local phone number of the toll meeting phone.
- Under Participant and Leader codes, in the boxes provided, type a participant code and a leader code that meeting participants must use to identify themselves as a participant or a leader when they join the audio conference. The leader code is never revealed to meeting participants.
- If you will record your meeting or use Internet audio broadcasting, or both, and if phone access to meeting audio requires additional dialing keys, under Additional dialing keys, type those keys into the text boxes provided. Insert "p's" as necessary for a pause; for example, when the dialing must pause while the audio conferencing service responds.
- To add additional audio information to the meeting invitations, in the For Attendee and Presenters text boxes provided, type the additional audio information.
To set Recording options
- In the navigation pane of the Meeting Options dialog box, click Recording.
- To enable recording for meeting presenters, under Server Recording, click Presenters can record the meeting. To disable recording for all but the meeting organizer, click Disabled in the meeting, but the organizer can still record when logged into Live Meeting Manager.
- To specify who can view recordings, under Server Recording Access, click the appropriate option.
- To specify who can record a meeting and save it to their local computer, under Participant Recording to Their Local Computer, click the appropriate option.