User manual MACROMEDIA BREEZE - FOR MEETING PARTICIPANTS

Breeze Live User Guide for Meeting Participants Trademarks Add Life to the Web, Afterburner, Aftershock, Andromedia, Allaire, Animation PowerPack, Aria, Attain, Authorware, Authorware Star, Backstage, Bright Tiger, Clustercats, ColdFusion, Design In Motion, Director, Dream Templates, Dreamweaver, Drumbeat 2000, EDJE, EJIPT, Extreme 3D, Fireworks, Flash, Fontographer, FreeHand, Generator, HomeSite, JFusion, JRun, Kawa, Know Your Site, Knowledge Objects, Knowledge Stream, Knowledge Track, LikeMinds, Lingo, Live Effects, MacRecorder Logo and Design, Macromedia, Macromedia Action!, Macromedia Breeze, Macromedia Flash, Macromedia M Logo and Design, Macromedia Spectra , Macromedia xRes Logo and Design, MacroModel, Made with Macromedia, Made with Macromedia Logo and Design, MAGIC Logo and Design, Mediamaker, Movie Critic, Open Sesame! , Roundtrip, Roundtrip HTML, Shockwave, Sitespring, SoundEdit, Titlemaker, UltraDev, Web Design 101, what the web can be, Xtra are either registered trademarks or trademarks of Macromedia, Inc. and may be registered in the United States or in other jurisdictions including internationally. Other product names, logos, designs, titles, words or phrases mentioned within this publication may be trademarks, servicemarks, or tradenames of Macromedia, Inc. or other entities and may be registered in certain jurisdictions including internationally. This guide contains links to third-party Web sites that are not under the control of Macromedia, and Macromedia is not responsible for the content on any linked site. If you access a third-party Web site mentioned in this guide, then you do so at your own risk. Macromedia provides these links only as a convenience, and the inclusion of the link does not imply that Macromedia endorses or accepts any responsibility for the content on those third-party sites. Copyright Notice Copyright © 2004 Macromedia, Inc. All rights reserved. This manual may not be copied, photocopied, reproduced, translated, or converted to any electronic or machine-readable form in whole or in part without prior written approval of Macromedia, Inc. Acknowledgments Director: Erick Vera Project Management: Stephanie Gowin Writing: Gina Craig, Leigh Valentine Editing: Shawn Jackson Production and Editing Management: Patrice O'Neill Production: Adam Barnett First Edition: March 2004 Macromedia, Inc. 600 Townsend St. San Francisco, CA 94103 CONTENTS INTRODUCTION: Overview of Breeze Live . .............................. 5 5 5 6 6 Intended audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Breeze documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Additional Macromedia resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CHAPTER 1: Attending a Breeze Meeting ................................7 Entering a meeting room. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Inside a Breeze meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Leaving a meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 CHAPTER 2: The Participants List Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Participant name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Participant type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Participant status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 CHAPTER 3: Using the Chat Pod. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Sending text messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Receiving a message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 CHAPTER 4: Using the Whiteboard Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Requesting to join a whiteboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Drawing on a whiteboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 CHAPTER 5: The Camera and Voice Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Broadcasting audio and video . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Controlling audio and video broadcasts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Microphone and Camera settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 CHAPTER 6: Using the File Sharing Pod. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Downloading a file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 3 4 Contents INTRODUCTION Overview of Breeze Live Macromedia Breeze is a rich web communication system that eliminates the time and cost of travel and unnecessary meetings. It enables organizations to easily share important information over the Internet by connecting people to people, and people to information. Macromedia Breeze includes a set of components that provide an integrated solution for your communication, collaboration, and training needs. Breeze can be deployed with either some or all of these components together: Breeze Presentation Personalize presentations with your own voice-over and easily deliver them to standard web browsers through the ubiquitous Flash Player. Breeze Training Breeze Live Rapidly create content and build complete online training systems including integrated surveys, tracking, analysis, and course management. Meet and collaborate instantly with colleagues over the Internet. The underlying Breeze platform provides a flexible central library, administration tools, and more. Breeze offers flexibility in deployment: a Hosted Service for enabling web communications with zero setup time, and a Licensed Server for deploying within corporate firewalls for complete control and security. Intended audience This document provides information for Breeze meeting participants who are not presenters. For information on creating and managing Breeze meetings, see the Using the Breeze Manager guide. For information on being a presenter, see Using Breeze Live (for Presenters). System requirements To take part in a Breeze meeting, you need the following: · · · · An Internet connection One of the supported operating systems listed on www.macromedia.com/go/breeze_sysreqs One of the supported browsers listed on www.macromedia.com/go/breeze_sysreqs Macromedia Flash Player 6.0.65 or later as a browser plug-in Note: Macromedia Flash Player is standard in most browsers. You can find out what version of the Flash Player you have at the Test Macromedia Web Players page at www.macromedia.com/ software/flash/about/ 5 · (Optional) A sound card and speakers to hear audio broadcasts from other meeting participants · (Optional) A microphone to broadcast audio to other meeting participants · (Optional) A web camera to broadcast video to other meeting participants Breeze documentation The documentation for Breeze Live consists of four guides: Using the Breeze Plug-In for PowerPoint This guide is for Breeze users who are publishing Breeze presentations from PowerPoint. You can access this guide from within PowerPoint by selecting Breeze > Help. This guide is also for Breeze users who are publishing Breeze presentations from PowerPoint. You can access this guide from a help link within the Breeze Publish Wizard web application. This guide is for Breeze users who have permission to manage or administer users, content, courses, or meetings. You can access this guide from a help link within the Breeze Manager web application. Using the Breeze Publish Wizard Using the Breeze Manager Breeze Live User Guide This guide is for participants and presenters in a Breeze meeting. There are two versions: Breeze Live User Guide for Meeting Presenters and Breeze Live User Guide for Meeting Participants. You can access this guide from within a Breeze meeting by selecting Meeting > Help. Note: If you purchase just the Breeze Live module of the Breeze Presentation platform, only the Breeze Live User Guide applies to you. Additional Macromedia resources More information is available at the Breeze Product Center and Breeze Support Center websites. The Breeze Product Center is updated regularly with the latest information on Breeze, including FAQs, white papers, testimonials, and tips. Check the website often for the latest news on Breeze at www.macromedia.com/software/breeze. Breeze Product Center Breeze Support Center The Breeze Support Center contains the latest support information, including tech notes, Breeze presentation tutorials, and support program details. Check the website often for the latest Breeze support information at www.macromedia.com/support/breeze. 6 Introduction: Overview of Breeze Live CHAPTER 1 Attending a Breeze Meeting This chapter tells you how to enter a Breeze meeting room to attend a meeting and it describes the online features of a meeting room. Entering a meeting room To participate in a Breeze meeting, you need to enter (log in to) its meeting room. To enter a Breeze meeting room: 1 Make sure that you have the URL to the meeting room. Typically, the person who set up the meeting will send you the URL in an e-mail invitation. 2 In your browser, go to the meeting room's URL. This displays a login window with options for logging in as either a Breeze user, with a user name and password, or as a guest. 3 Log in to the meeting. If you do not have a Breeze user name and password, log in as a guest. If the meeting's organizer has designated the meeting as public, your guest login is automatically accepted. If the meeting's organizer has designated the meeting as private, your guest login generates the following message: This is a private meeting. Your request to enter has been sent to the presenter. Please wait for a response. The meeting's Breeze presenter receives your request to enter and has the option of admitting you or refusing admission. When you log in successfully, if the meeting has started, your browser immediately displays the meeting room. If the meeting has not started, you receive a text message such as the following: The meeting room is currently closed. You will be admitted when the presenter starts the meeting. During the login procedure, a bandwidth test will be performed. The Login button will be momentarily disabled while the test runs. 7 Inside a Breeze meeting room A meeting room is made up of two main areas: a title bar at the top and a stage below it. The stage displays content related to the meeting. It consists of display areas (pods) for showing various types of content, such as slides, video, whiteboards, shared files, polls, and messages to participants and presenters. There are three types of meeting room participants: presenters, preparing presenters, and participants who are not presenters. Presenters can change the setup, content, and layout of the meeting room, share their screen (make anything displayed on the presenter's computer screen appear on the meeting-room stage of all participants and presenters), and promote other participants to be presenters. Preparing presenters can create or modify a meeting room layout that is not displayed until it is activated by a presenter. Preparing presenters can do this while a meeting is in progress. Participants can view a meeting and send text messages. During a meeting, if granted permission by a presenter, participants can also broadcast audio or video content. In this guide, "participant" usually means "participant who is not a presenter." In some cases, however, "participant" is used more generally to include presenters. The context determines which usage is in effect. For more information on participant types, see "Participant type" on page 15. Meeting room title bar The meeting room title bar is located at the top of the meeting room window. Every participant has a personalized version of the meeting room title bar. Meeting room status Meeting menu button Participant name Meeting room name Participant type icon From left to right, the title bar contains: 8 Chapter 1: Attending a Breeze Meeting Meeting room status An oval indicating the connection status of the meeting room. A green oval means that the room is online. A yellow oval indicates network congestion. A red oval means that you have been disconnected due to network problems and Breeze Live is in the process of trying to re-establish your meeting connection. Clicking the connection indicator when it is green or yellow displays information about your connection (for example, its current data-transmission rate). Clicking the indicator when it is red initiates an attempt to go back online. This is useful if you have been disconnected and want to reconnect immediately. The name assigned to the meeting room by the room's creator. Meeting room name Meeting menu button A menu with options for specifying the type of connection you have to the Internet, for switching between full-screen and a resizable views of the meeting room, for adjusting your microphone or camera, and for accessing help and troubleshooting. Participant type icon An icon indicating the user type (participant, presenter, or preparing presenter). Participant name A participant's or presenter's name--either the Breeze user name or, if a participant is a guest, the participant's guest name. Using the Meeting menu When you click the Meeting button, it displays the Meeting menu. From the meeting menu you can set the type and speed of your Internet connection, and you can switch between a full-screen view of the meeting room and a resizable view of the meeting room. To set the type and speed of your Internet connection: 1 Click the Meeting button at the top of the meeting window. 2 From the pop-up menu, select My Connection Speed. This displays the following connection types: Modem DSL LAN 3 Select the type of connection that your computer is using. To switch from a resizable view of the meeting room to a full-screen view: 1 Click the Meeting button. 2 From the pop-up menu, select Full Screen. To switch from a full-screen view of the meeting room to a resizable view: 1 Click the Meeting button. The pop-up menu shows Full Screen with a check mark in front of it. 2 Select Full Screen. Clicking and dragging a layout tab allows you to re-order the layouts. This enables the layout navigation bar to be used like a meeting agenda (for example, left to right, one layout for each phase of the meeting), allowing you to easily customize the meeting to suit your needs. Inside a Breeze meeting room 9 Stage The meeting room stage consists of separate pods for displaying different types of content, such as slides, video, or the duplication (screen sharing) of whatever appears on the computer screen of a presenter. The pods that make up the stage are visible to everyone attending a meeting. Meeting room pods A meeting room usually contains a number of display panels, called pods, each with its own function. There are several types of pods. When presenters set up a meeting room, they determine the number and types of pods that participants see. The following types of pods are available: · · · · · · · · · · Participants List Chat Note Whiteboard Camera and Voice Content Screen Sharing File Sharing Polling Web Links To create custom pods, see the Developing Pods for Breeze document. 10 Chapter 1: Attending a Breeze Meeting About the Participants List pod The Participants List pod displays the name and type of each participant and shows both your current status and your approximate network bandwidth. The Participants List pod displays the name, type, and status of each participant (including presenters). An icon identifies each participant's type--participant, presenter, or preparing presenter. An additional round icon to the right of each meeting participant identifies the approximate network capacity that they are experiencing. No color indicates an acceptable network connection. Orange indicates that the user's connection is less than the current room bandwidth, the user's network is experiencing high latency, or the user's network connection is dropping 5% to 20% of packets. Red indicates that the user's network latency is greater than 4 seconds, the room is on LAN and the user is connected by a modem, or the user's network connection is dropping over 20% of packets. Each participant sets his or her own status by selecting it from a pop-up menu available from the Participants List pod. The following are examples of the status selections available: · · · · · I am fine I have a question Speak louder Speak softer Go faster For more information, see Chapter 2, "The Participants List Pod," on page 15. About the Chat pod The Chat pod allows you to send text messages to other meeting participants. If you include URLs, the chat pod automatically creates live links, making link content easy to access. You can broadcast a message to all meeting participants (including presenters), or you can restrict it to presenters or to individual participants. Inside a Breeze meeting room 11 For more information, see Chapter 3, "Using the Chat Pod," on page 17. About the Note pod The Note pod displays a text message to all meeting participants. Only presenters can enter or change a message in the Note pod. About the Whiteboard pod The Whiteboard pod lets meeting attendees share text and other drawing annotations collaboratively in real time. Presenters can create new Whiteboard pods, clear the whiteboards, and grant participants access to draw on the whiteboard. A Whiteboard pod can also be placed on top of a Content pod for easy access to the whiteboard. For more information, see Chapter 4, "Using the Whiteboard Pod," on page 19. About the Camera and Voice pod The Camera and Voice pod broadcasts live audio and video to meeting participants. Presenters can always choose to broadcast audio or video (or both) to a meeting, and they can enable meeting participants who are not presenters to broadcast audio or video. 12 Chapter 1: Attending a Breeze Meeting For more information, see Chapter 5, "The Camera and Voice Pod," on page 21. About the Content pod The Content pod displays PowerPoint presentations, Breeze presentations, Flash SWF files, images (JPEGs only), Flash videos (FLVs), or FlashPaper documents (those created by Contribute 2.0 and later) to meeting participants. About the Screen Sharing pod The Screen Sharing pod broadcasts a live display of your desktop or of an application that is open on your desktop. The Screen Sharing pod also includes application sharing functionality, which, when enabled, allows participants to control applications that are visible on their screen. Inside a Breeze meeting room 13 Note: Screen sharing is supported only on Windows and requires the Presenter Add-In for Breeze. About the File Sharing pod Participants can download files for shared use. For more information, see . Leaving a meeting room To leave a meeting room: · Click the Close button in the upper right corner of the meeting room window. Note: If all the presenters leave a meeting room, it is still open to any remaining participants. If you want access to the meeting room to end when you leave it, you need to stop the meeting. If your meeting room view is set to full screen, the Close button is not visible. To access the Close button, resize your meeting room. 14 Chapter 1: Attending a Breeze Meeting CHAPTER 2 The Participants List Pod The Participants List pod lists everyone who is logged in to a meeting, and gives the following information about each participant: · · · · Participant name (see "Participant name" on page 15) Participant type (see "Participant type" on page 15) Participant status (see "Participant status" on page 16) Participant bandwidth (see "Participant bandwidth" on page 22) Participant name If a participant is logged in to a meeting as a guest, the participant's name is the guest name entered at login. Otherwise, the name listed is the participant's full name as registered with the Breeze Manager. If the Participants List pod is small, the full text of a name might not be visible. Roll over each name to view the user's full name. Participant type There are three types of meeting participants: Participant Can view and participate in a meeting. Presenter Can show slides and content, screen share, broadcast audio and video, change the meeting setup, and customize the meeting space. Preparing Presenter Can view and edit meeting room layouts without interfering with the meeting. Any layout besides the one currently being used in the meeting by the presenter can be edited by a preparing presenter. Participant type is indicated by an icon to the left of a participant's name, as follows: Participant Type Participant Icon 15 Participant Type Presenter Icon Preparing Presenter Participant status By default, a participant's status is "I am fine." However, a participant can change their own status. If a participant's status is anything other than "fine," the status is identified by an icon to the right of the participant's name. The following table lists the available statuses and their icons. Participant Status I am fine I have a question Icon none Speak louder Speak softer Go faster Go slower Thumbs up Thumbs down To change your status: 1 Click the arrow in the bottom right corner of the Participants List pod. This displays a pop-up menu with a list of the available statuses. 2 Select the status you want displayed to presenters. 16 Chapter 2: The Participants List Pod CHAPTER 3 Using the Chat Pod You use the Chat pod to send text messages to other meeting participants and to receive messages from other participants. Sending text messages During a meeting, you can use the Chat pod to compose a text message and address it to a specific participant or to all presenters at the meeting or to all presenters and all participants. To send a text message: 1 In the pop-up menu at the bottom of the Chat pod, select one of the following addressees: Everyone Presenters The name of a specific participant to whom you want to send a message 2 Click the text box in the Chat pod. An insertion point appears in the text box. 3 Enter your message. 4 Do one of the following: Click the Enter button next to the text field. Press Enter or Return on your keyboard. Your name appears in the Chat pod, followed by the addressee you selected and your message. Receiving a message When you receive a chat message from a meeting participant, your Chat pod shows the sender's name and the message. If the message was addressed to everyone, the sender's name is followed by the message. If the message was sent only to you, the sender's name is followed by "(privately)." 17 18 Chapter 3: Using the Chat Pod CHAPTER 4 Using the Whiteboard Pod There is a selection of line, text, drawing, and pointer tools in the Whiteboard pod. As a meeting participant, you can request to draw on a whiteboard. For more information about requesting to draw on a whiteboard, see "Requesting to join a whiteboard" on page 19. For more information about drawing on a whiteboard, see "Drawing on a whiteboard" on page 19. For more information about drawing on a whiteboard, see "Drawing on a whiteboard" on page 19. Requesting to join a whiteboard As a meeting participant, you can request to join a whiteboard to add your input to the presentation. If this option is available, a tool will be available. To request to join a whiteboard: 1 Click the Whiteboard Tools button in the lower right corner of the Whiteboard pod. This displays a pop-up window with the message: Waiting for approval to use Whiteboard. 2 The selection of drawing and text tools will be displayed after your request is accepted. Drawing on a whiteboard After you create the whiteboard and process requests to join the whiteboard, you are ready to start creating text and drawings for the whiteboard. As a meeting participant, you can draw on a whiteboard after the meeting presenter accepts your request. To draw on a whiteboard: 1 Click the Whiteboard Tools button in the lower right corner of the Whiteboard pod. 2 Select a text or drawing tool. 3 Click in the whiteboard area to start writing or drawing. Note: If you (as a participant) collapse the selection of drawing tools during a meeting, you must re-request to draw on the whiteboard to view the selection again. The following tools are available to create text and drawings on the whiteboard: 19 Selection Tool Selects a shape or area of the whiteboard. Click on a shape to select it. Click and drag on the canvas to create a selection rectangle that selects all the shapes within the rectangle. The selection rectangle will have eight control points to resize the shape or shapes selected. Holding down Shift while dragging a corner control point will force resizing to maintain the aspect ratio. Dragging selected shapes will move them. To add a shape to the selection, press Shift-click on the shape. Pencil Tool Creates an array of shapes connected by lines. Stroke color and stroke weight can be customized by using the color picker and stroke weight pop-up menu at the bottom of the Whiteboard pod. Marker Tool Creates an array of shapes connected by lines with a diagonal line stroke. Stroke color and stroke weight can be customized by using the color picker and stroke weight pop-up menu at the bottom of the Whiteboard pod. Line Tool Draws a line between two points. Stroke color and stroke weight can be customized by using the color picker and line width pop-up menu at the bottom of the Whiteboard pod. Arrows can be created by using the arrow buttons at the bottom of the Whiteboard pod. Holding down the Shift key while drawing will make the line snap every 45 degrees. Rectangle Tool Creates square and rectangle shapes. Stroke color, fill color, and stroke weight can be customized by using the color picker and the stroke weight pop-up menu. No fill can be used as a setting for stroke color and fill color; however, you cannot use no fill for both stroke color and fill color. Click and drag to expand the shape. Holding down the Shift key while drawing will force the rectangle into a square shape. Ellipse Tool Creates circle and ellipse shapes. Stroke color, fill color, and stroke color can be customized by using the color picker and stroke weight pop-up menu. No fill can be used as a setting for stroke color and fill color; however, you cannot use no fill for both stroke color and fill color. Click and drag to expand the shape. Holding down the Shift key while drawing will force the ellipse into a circle shape. Text Tool Creates a floating multiline text character. Fill color, font face (_sans, _serif, _typewriter, Arial, Courier New, Times New Roman, and Verdana) and font size (7 point through 31 point) can be customized by using the color picker, font pop-up menu, and font size pop-up menu. Click and drag to create a text area to type in. Stamper Tool Leaves a check mark, right facing arrow, star, or carat image on the screen. A check mark is the default stamp. You can change the stamp image by clicking the arrow, star, and carat buttons. Image color and shape size can be customized by using the color picker and size pop-up menu. Undo Performs an undo of the previous action. You can undo the following actions: drawing a shape, moving a shape, resizing a shape, clearing the whiteboard, and changing a property of a shape. There is no limit to the number of times that you can perform this operation in the pod. 20 Chapter 4: Using the Whiteboard Pod