User manual MACROMEDIA BREEZE - FOR MEETING PRESENTERS

Breeze Live User Guide for Meeting Presenters 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 . .............................. 7 Breeze meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Intended audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Displaying content to meeting participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Activities that you can perform as a Breeze presenter . . . . . . . . . . . . . . . . . . . . . . . . 9 Breeze documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Additional Macromedia resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 CHAPTER 1: Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 11 11 11 20 Creating a meeting room. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering a meeting room. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Inside a Breeze meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Leaving a meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CHAPTER 2: Setting Up a Meeting Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 21 22 24 25 About creating a meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Controlling access to a meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting meeting room connection properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customizing the meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CHAPTER 3: The Participants List Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 27 27 29 30 31 31 32 Participant name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Participant type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Participant status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Participant bandwidth . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Changing participant type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Removing a participant from a meeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sorting participants for a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CHAPTER 4: Using the Chat Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Sending text messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Receiving a message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Clearing messages from Chat pods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 3 CHAPTER 5: Using the Note Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Adding note text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Editing note text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Creating a Note pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Choosing a Note pod for display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Formatting note text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Renaming a Note pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Deleting a Note pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 CHAPTER 6: Using the Whiteboard Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Creating a new whiteboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Requesting to join a whiteboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Accepting and rejecting requests to join a whiteboard . . . . . . . . . . . . . . . . . . . . . . 40 Drawing on a whiteboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Navigating between multiple whiteboard pages . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Clearing a whiteboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 CHAPTER 7: The Camera and Voice Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Broadcasting audio and video . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Enabling broadcasting by participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Approving an individual participant's request to broadcast . . . . . . . . . . . . . . . . . . 44 Controlling audio and video broadcasts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Setting meeting-wide broadcast characteristics. . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Microphone and Camera settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Broadcast permissions by participant type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 CHAPTER 8: Using the Content Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Understanding types of meeting room content . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Adding new content to a Content pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Choosing the content to display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Working with Breeze presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Renaming a Content pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Deleting a Content pod. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Editing the content in a Content pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 CHAPTER 9: Using the Screen Sharing Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 About accessing screen-sharing functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Starting screen sharing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Navigating windows during screen sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Previewing your shared screen in the meeting room. . . . . . . . . . . . . . . . . . . . . . . . 63 Controlling application sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Changing the screen-sharing source. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Stopping screen sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 4 Contents CHAPTER 10: Using the File Sharing Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 69 69 70 71 71 Creating a new File Sharing pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Uploading a file. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Downloading a file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Renaming a file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Removing a file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CHAPTER 11: Using the Polling Pod. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Creating a new Polling pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Asking participants to respond to a poll. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Editing a poll. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Closing the answer period for a poll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Viewing the poll results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Navigating between polls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Showing the poll results to participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Clearing the poll answers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 CHAPTER 12: Recording Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 75 76 76 78 Recording a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Recording a meeting for voice only . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Replaying a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Navigating recorded meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CHAPTER 13: Customizing the Meeting Room . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 80 81 82 84 Understanding the structure of a meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . Default room layouts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Working with meeting room layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Working with meeting room pods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CHAPTER 14: Using the Web Links Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 89 89 90 90 90 Creating a new Web Link pod. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding a new web link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Forcing all participants to a web link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Renaming a web link. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Removing a web link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Contents 5 6 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. Breeze meetings Breeze Live is unique among web meeting applications in that you use it not only to schedule a meeting, but to create an online "meeting room" in which the meeting is held. When you create a Breeze meeting room, you specify the way you want presentation material to appear in participants' browsers and you determine the kind of content--for example: audio, video, PowerPoint, an application running on your computer--that is made available. A meeting takes place during a given time period and then it is over. A Breeze meeting room exists before a meeting and continues to exist after the meeting. You can use the same meeting room (and meeting room setup) from one meeting to the next. You create a Breeze meeting room using the Breeze Manager web application. For more information, see the Using the Breeze Manager guide. When you create a Breeze meeting room, it is assigned a unique URL. Participants attend a meeting by going to the meeting room's URL with their browser. The meeting room is a Macromedia Flash application that runs in a browser window using Macromedia Flash Player. 7 Intended audience This document covers the activities that a presenter can perform in scheduling and conducting a Breeze meeting. For information on creating and managing Breeze meetings, see the Using the Breeze Manager guide. For information on participating in a meeting, see Using Breeze Live (for Participants). Displaying content to meeting participants You can display the following types of content to participants: · Content residing on the Breeze server. Such content includes: PowerPoint slides hosted through the Breeze Presentation platform. If you want to include PowerPoint slides in your meeting, you can upload the slides from the Content Library (this requires that you have already published the file to the Content Library) or you can upload the slides from your computer (see "Adding content from your computer" on page 53). Macromedia Flash content (SWF files) Images (JPGs) Macromedia Flash videos (FLVs) Content displayed on your own computer screen (screen sharing). This allows you to demonstrate any application you can run on your computer and to display content, such as an Excel spreadsheet, that cannot be displayed from the Breeze server. You can also display PowerPoint slides from your own computer by using screen sharing, but the slides look better to participants when they come from the Breeze server, which displays them as Flash slides. Content displayed on a real-time whiteboard. You can choose from a selection of shapes and tools to create text and drawings for participants. Participants can also request to use the whiteboard at the same time. Breeze presentations · · 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/ · (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 8 Introduction: Overview of Breeze Live Activities that you can perform as a Breeze presenter As a presenter, you can: Set up the meeting room This includes inviting participants, controlling access to the meeting room, and setting meeting room connection settings. See Chapter 2, "Setting Up a Meeting Room," on page 21. in the meeting room. See Chapter 3, "The Participants List 4, "Using the Chat Pod," Promote, demote, or eject users Pod," on page 27. Send text messages to other people in the meeting room. See Chapter on page 33. Create text notes for participants that stay visible when and where you want them to. See Chapter 5, "Using the Note Pod," on page 35. Provide context and collaborate in real time Broadcast audio and video with participants on a free-form text and drawing surface. See Chapter 6, "Using the Whiteboard Pod," on page 39. to other meeting participants and enable and approve broadcasts See Chapter 7, "The Camera and Voice Pod," on page 43. from other participants. Present content to participants, including PowerPoint presentations (PPTs), Breeze presentations, images (JPGs), Flash movies (SWFS), and Flash videos (FLVs). See Chapter 8, "Using the Content Pod," on page 51. Screen share the display or control of applications on your computer to give product demos, show content, or control applications that are not a PPT, SWF, FLV, or JPG. See Chapter 9, "Using the Screen Sharing Pod," on page 59. Share files with participants and manage the library of files and access to them. See Chapter 10, "Using the File Sharing Pod," on page 69. Poll meeting participants with questions and responses that you create and view the results. See Chapter 11, "Using the Polling Pod," on page 73. Customize the meeting room, creating, reorganizing, adding, and deleting new meeting room layouts and display areas (called pods). See Chapter 13, "Customizing the Meeting Room," on page 79. by adding and pushing selected links. See Chapter 14, "Using the Force browsing to web links Web Links Pod," on page 89. 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. Using the Breeze Publish Wizard Breeze documentation 9 Using the Breeze Manager 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. 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. 10 Introduction: Overview of Breeze Live CHAPTER 1 Getting Started This chapter describes the components and layout of a Breeze meeting room. Creating a meeting room You create a meeting room using the Breeze Manager web application. You specify a meeting room name, description, and type of meeting access (public or private). A meeting room is then created for you with a specific URL. Use this URL to enter the meeting room at any time. For more information on creating meetings, log in to the Breeze Manager web application and view the help for creating meetings in the Using the Breeze Manager guide. Entering a meeting room After you create a meeting room, you can enter it from the Breeze Manager web application or by either clicking on the URL (for example, in an e-mail or a bookmark) or by entering its URL in your browser. To go to a meeting room from the Breeze Manager, do one of the following: · If the Meeting Information page for a meeting is displayed--for example, immediately after you have created a meeting--click the Enter Meeting Room button. · At any other time, click the Meeting tab in Breeze Manager to go to the Meeting Library, where you can look up your meeting, display the Meeting Information page for it, and then click the Enter Meeting Room button. As a presenter of the meeting, you are immediately admitted to the meeting room. Inside a Breeze meeting room A meeting room is made up of three main areas: a title bar at the top, a layout navigation bar at the bottom, and a stage in between. 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. Any pods located on the stage are visible to all meeting room participants. Pods can also be located off stage; these can only be seen, used, or controlled by presenters and preparing presenters. There are three types of meeting room participants: presenters, preparing presenters, and participants who are not presenters. 11 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 27. 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 Customize menu button Participant name Meeting room name Present menu button Participant type icon From left to right, the title bar contains: 12 Chapter 1: Getting Started 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 specified when creating the meeting room in the Breeze Manager web application. For more information on creating meeting rooms, see the "Managing Meetings" chapter in Using the Breeze Manager Help. 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. (For more information, see "Setting meeting room connection properties" on page 24 and "Customizing the meeting room" on page 25.) Present menu button A menu visible only to meeting presenters that contains options, such as recording a meeting or stopping a meeting, that apply only to the current meeting. Customize menu button Participant type icon A menu visible only to meeting presenters that contains menu options for customizing the meeting room's layout (for example, to add, delete, or resize pods). 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. Layout navigation bar The meeting room layout navigation bar is located at the bottom of the meeting room window and is visible only to presenters. It contains the names of various meeting room layouts. By default, a new meeting room contains three prebuilt meeting room layouts: Slides, Screen Sharing, and Discussion. Each of these meeting room layouts contains pods of various sizes and locations for customizing the meeting space for that particular function: to share slides or other content, to screen-screen, or to have a discussion. 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. You can change the displayed meeting room layout by clicking the name of one of the meeting room layouts in the layout navigation bar. For more information on organizing and creating your own meeting room layouts, see "Working with meeting room layouts" on page 82. Inside a Breeze meeting room 13 When a presenter navigates to a different meeting room layout on the layout navigation bar, the new layout selected is displayed on every participants's screen. In contrast, a preparing presenter can navigate between meeting room layouts without affecting what the participants see. This makes it possible for a preparing presenter to edit or "prepare" meeting room layouts while another presenter is presenting. 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. Presenter-only area Presenters can also place pods off the stage--in the area of the screen not contained between the meeting room title bar and the layout navigation bar. Any pods placed offstage are not seen by participants, but only by other presenters. This enables presenters to have private pods for notes, text messages, and so on, that only they can view or share with other presenters. The presenteronly area is also useful if a presenter wants to prepare new content before making it available for viewing. To show it, they can just drag it on the stage from the presenter-only area. 14 Chapter 1: Getting Started For more information on organizing and creating your own meeting room layouts, see "Working with meeting room layouts" on page 82. 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. Inside a Breeze meeting room 15 About the Participants List pod 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 Presenters can use the participants list menu to change a participant's type (for example, promote a participant to a presenter) and to remove participants from the meeting room, in which case the meeting room is no longer displayed in the participant's browser. For more information, see Chapter 3, "The Participants List Pod," on page 27. 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. 16 Chapter 1: Getting Started For more information, see Chapter 4, "Using the Chat Pod," on page 33. 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. For more information, see Chapter 5, "Using the Note Pod," on page 35. 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 6, "Using the Whiteboard Pod," on page 39. Inside a Breeze meeting room 17 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. For more information, see Chapter 7, "The Camera and Voice Pod," on page 43. 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. The content pod can display only content that is in the Breeze Content Library or has been uploaded to the Breeze server. If you have content on your computer that you want to display in the Content pod, you need to upload it to the Breeze server (see "Adding content from your computer" on page 53.) Note: If you use Breeze Live as a stand-alone product, you can upload content only to the meeting room's folder. If the meeting room is deleted, the content in its folder is deleted with it. The Content Library is a feature of the Breeze Presentation platform. It is used as a central repository for storing content. For more information, see Chapter 8, "Using the Content Pod," on page 51. 18 Chapter 1: Getting Started 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. For more information, see Chapter 9, "Using the Screen Sharing Pod," on page 59. Note: Screen sharing is supported only on Windows and requires the Presenter Add-In for Breeze. About the File Sharing pod The File Sharing pod provides a method for presenters to distribute files to meeting participants. Participants can download files for shared use. For more information, see Chapter 10, "Using the File Sharing Pod," on page 69. About the Polling pod The Polling pod provides presenters with the ability to conduct polls or questionnaires of the participants. Reports track a variety of information for the presenters, including the number of votes for each response, percentage of votes for each response, each question that was asked, and the time that each question was asked. For more information, see Chapter 11, "Using the Polling Pod," on page 73. Inside a Breeze meeting room 19 About the Web Links pod With the Web Links pod, presenters can force all meeting participants to automatically browse to a one or several web links during a meeting. For more information, see Chapter 14, "Using the Web Links Pod," on page 89. Leaving a meeting room To leave a meeting room: · Click the Close button in the upper right corner of the meeting room window. 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. For more information on stopping a meeting, see "Controlling access to a meeting room" on page 22. Note: 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. 20 Chapter 1: Getting Started