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How to Join a Live Meeting

The more you know about joining a Live Meeting, the more productive you can be. For this tutorial, we will take you through the process of joining a Live Meeting, both as an attendee and a presenter. We will study the meeting invitation, which is your entry point into the meeting, and help you understand how to use the information in the invitation to access the meeting. Once you are in the meeting, we will give you the directions needed to connect to audio.

• Join from an e-mail invitation
• What to Expect and How to Handle the First-Time Console Installation
• Join the Phone Conference
• Find a Meeting Invitation

Join a Meeting from an E-mail Invitation

Typically, you will join a Live Meeting from an e-mail invitation that you receive in your e-mail Inbox. The invitation may be for a scheduled meeting or for an informal Meet Now meeting (where a co-worker has just sent you an invitation to meet in their virtual workspace). The e-mail invitation contains the information that you need to join the meeting and to connect to the audio portion of the meeting.

To join a Live Meeting from an e-mail invitation

What to Expect and How to Handle the First-time Console Installation

There are a variety of ways to join a meeting. The way you join a meeting depends on the access controls that the meeting organizer sets for the meeting. If the organizer has set up the meeting so that anyone can attend without a Meeting ID or Meeting Key, then you can enter the meeting simply by clicking Join.

If You Haven’t Installed the Live Meeting Console (or have a Console that is Out-of-Date)

If you try to join a meeting, but haven’t installed the Live Meeting console or have a console that is out-of-date, you will see the Meeting Installer page.

Installing the Windows-based Live Meeting Console

If you are using the Windows operating system, we recommend that you click Install the Windows-based Live Meeting Console. This is a one-time install that will set up the full-featured Live Meeting Windows-based console on your PC.

To install the Windows-based Live Meeting Console

If Your ActiveX Settings Are Locked Down

The Live Meeting console does not require that your ActiveX settings are enabled to install or run. However, if you have Download Signed ActiveX controls and/or Initialize and Script ActiveX controls marked as Safe disabled in your Internet security settings, you will see an interim Meeting Entry page. On the Meeting Entry page, click Join Live Meeting.

Joining the Meeting Phone Conference

Most Live Meetings, although not all, involve a phone conference in addition to the content that is displayed or shared in the Live Meeting Windows console. To connect to the audio portion of the Live Meeting, you can:

• Join the phone conference manually by calling the conference call number provided in your e-mail invitation or in the meeting information in the console.
• If integrated audio is set up, you can have Live Meeting call your phone and add you to the phone conference.

Joining a Phone Conference by Calling the Conference Call Number

If the meeting organizer has set up a phone conference for the meeting, the phone conference information, including the conference call number and the participant passcode, are included in the meeting invitation. Live Meeting displays the conference call information by default.

To join a conference call

Joining a Phone Conference by Having Live Meeting Call You

If integrated audio is set up for the meeting, you should see Audio and Recording Setup dialog when you first enter the meeting. If this is the case, enter your phone number in the dialog box. Live Meeting will then call you and automatically add you to the phone conference. The advantage of this method is that you don’t have to remember conference call numbers or passcodes -- supply your phone number and Live Meeting does the rest.

To have Live Meeting call you and add you to the conference call

What to do if you experience problems joining the conference call

In some cases, you will experience problems connecting to a conference call, perhaps because a wrong number is supplied in the invitation or because the information is simply missing. A good way to resolve conference call problems at meeting time is to join the meeting and then use the Chat feature in the Live Meeting console to communicate with the meeting presenter or organizer.