User Guide: Lotus Live Meeting


This guide provides the basic information necessary to start Lotus Live Meeting. Please review the system requirements to ensure you have everything you need to get started. If you need additional assistance getting started or if you do not yet have an account, contact Lotus Live Meeting support at 1.877.709.8255 or email Customer Support.

Log In

Begin using your LotusLive account by opening the Conference Entry page. There are separate login forms for hosts and for participants. To host a conference, complete the "Host Conference" form, represented in Figure A1, using your name, the Participant Passcode and Leader Passcode you received at registration. To participate in a conference, complete the "Join Conference" form, represented in Figure A2, entering the Participant Passcode, your name, and email address. Note: All Passcodes must be entered without the pound (#) sign.

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Figure A1. Host Conference Login

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Figure A2. Join Conference Login

Host (Presenter) Controls

After you have successfully logged in, you are presented with a conference window. At the top of the conference window is a toolbar (Figure B) containing buttons used to conduct and manage Web conferences.

Start a Web Conference
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Since LotusLive does not require pre-planning or scheduling, once you have logged into your account, you can immediately start a conference.

To start a conference:

  1. Click the START button on the toolbar. A dialog window opens. Enter an email address to send a report when the meeting ends.
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    Figure B. Toolbar (Host controls) prior to starting conference

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    Figure C. Toolbar (Host controls) after has been started

  3. Instruct participants to visit the Conference Entry page (http://lotuslive.Readyshow.com) and to complete the "Meeting Login" form.
  4. As each user logs in to the conference, the user's name appears in the Roster.
Note:Participants will be unable to join a conference until the Host has started the conference.
Publishing Documents
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Once you have logged in to your LotusLive account you can either start a Web conference or you can prepare for a conference by publishing Microsoft® PowerPoint®, Word, or Excel documents.

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Figure D. Publishing

Publish documents:

  1. Click the PUBLISH button on the presenter toolbar.
  2. Click BROWSE from the "Publish New Document" dialog window.
  3. Select a document file path using the file explorer window.
  4. Click the PUBLISH DOCUMENT button in the Publish New Document dialog window.

Present previously published documents:

  1. Click the PUBLISH button on the presenter toolbar.
  2. Select a document from the Published Document List.
  3. Click the PRESENT button.

Or

  1. Click the Document Publishing sub-menu located on the PUBLISH button on the presenter toolbar.
  2. Click the Thumbnail of the file you wish to present.
  3. The first slide of presentation will appear on the presenter and participant windows.

Delete a Presentation

You may choose to delete a presentation anytime in the future using the PUBLISHfeature.

To delete a published document:

  1. Click the PUBLISH button on the toolbar.
  2. Select the presentation in the Published Documents list.
  3. Click the DELETE button.
Recording/Playback a Web Conference
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To record a synch of a web and audio conference:
***Please make sure you have already dialed into your audio conference.***
  1. Click the start/play button icon (you can only record a synch once both conferences have been started).
  2. Click the recording icon, a dialog box will appear:
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  3. Make sure your COMPUTER SPEAKERS are ON and AUDIBLE (you will need to hear our bridge voice prompt).
  4. Enter your dial-in number, 8XXXXXXXXX (you will not need to enter 1 before the number) and your leader passcode into the appropriate spot, XXXXXXXX# (Make sure to enter the # sign)
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  5. Click Dial
  6. Once you hear the welcome annunciator (through your computer speakers), click Send
  7. If entry/exit tones are turned ON, you will hear a single ding enter the audio conference (which is the recording line).  If entry/exit tones are OFF, you will not hear the recording line being established.
  8. Turn your COMPUTER SPEAKERS OFF
  9. Name your recording and choose the format.  You can choose either .wmv or .mov.
  10. Click Start Recording
  11. At the bottom of your screen, it will say Conference Started and next to that it will say Recording.

To download a recording:

  1. Log in to your conference. You do not have to start the conference to access the Recording Archives.
  2. From the Presenter Toolbar, click on the Record icon.
  3. Read the Terms and Conditions and click Accept to continue.
  4. In the Recording dialog box, click the Archive tab.
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  6. Locate the recording that you want to download, and then select .mov to save it to a folder on your local drive.
  7. Go to the folder on your local drive that contains the .mov file. Double-click the .mov file to play it.

Sharing a Recording

After you download a recording, you can make it available to others via a Web site, network, CD, or other media. You can also share the compressed file by sending it as an email attachment.

To share a recording from a Web site:

  1. Post it to a Web site. Use FTP or an equivalent tool to upload the .mov file to a Web server.
  2. Distribute the URL to the file play.html.

To share a recording from a network:

  1. Upload the decompressed files to a network folder.
  2. Distribute the path to the file play.html to open the recording in a browser or play.exe to open the recording in Flash Player .

To distribute a recording on CD or other media:

  1. Copy or burn the .mov file to a DVD or other media.
  2. Include instructions for clicking the file play.html to open the recording in a browser or play.exe to open the recording in Flash Player.

Content automatically recorded during a recorded conference

  • Audio
  • Application Sharing
  • Published Adobe® Acrobat PDF documents (.PDF)
  • Published Microsoft® PowerPoint® presentations (.PPT)
  • Published IBM® Lotus® Symphony Open Document Format (ODF) Presentations (.ODP)
  • Published IBM Lotus SmartSuite® Freelance Graphics(R) files (.PRZ)

Content not recorded during a recorded conference

  • Polls
  • Chat
  • Videocast
  • Published Microsoft® Word files (.DOC)
  • Published Microsoft® Excel® files (.XLS)
  • Published IBM Lotus Symphony Open Document Format (ODF)
  • Open Document Text files (.ODT)
  • Open Document Spreadsheets (.ODS)
  • Published IBM Lotus SmartSuite products
  • Lotus Word Pro® files (.LWP)
  • Lotus 1-2-3® files (.123)

 

Presentation Tools
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Figure E. Navigation and Annotation Tools

To Use Navigation Tools:

Use the PREVIOUS, NEXT buttons on the toolbar to index slide by slide through a presentation, document sections or worksheets.

  • Use the "Next Slide" and "Previous Slide" submenu(s) to jump directly to a specific slide.

To Use Annotation Tools

Use the POINTER button to toggle the Pointer tool on and off when you want to highlight the content of your presentation.

  • To turn off the pointer, click the POINTER button again.
  • Pointers can be "stamped" on slides by clicking the pointer on the slide.
  • To clear stamped pointers, advance to the next slide.

Use the HIGHLIGHTER button when you want to annotate the content of your presentation in real time.

  • Choose from 15 marker colors by clicking on the down arrow on the HIGHLIGHTER button.
  • To turn off the highlighter, click on the HIGHLIGHTER button again.
  • To clear the highlighted annotation, advance to the next slide.
Application Sharing

The SHARE button allows you to share specific applications or your entire desktop, thereby enabling your participants to view changes as you make them and to see applications unique to your desktop. Once you click the SHARE button you will receive a dialog box that shows a list of your currently running applications (Figure F).

Note: The Application Sharing feature requires the host to receive a conferencing plug-in component. If this is your first time using Application Sharing, please read the System requirements section of this Quick Start guide.

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Figure F. Application Sharing Window the host may choose to share the entire desktop or specific applications

To share an individual application:

  1. Select one or more applications from the list by selecting the box next to the active application(s).
  2. Select the "Choose the applications to share" button.
  3. Click SHARE SELECTED.

To share all applications:

  1. Check the "Share entire desktop" button.
  2. Click SHARE SELECTED.

To stop sharing:

  1. Open/restore the LotusLive application window.
  2. Click the CANCEL button.
Or
  1. Double click the icon for Application Sharing in the system tray.
  2. Click the STOP SHARING button.
Desktop Controls

If you would like to allow a participant to make changes to your shared application, you must give control to that participant.

To transfer control to a participant:

  1. Click the Participant's name in the Roster.
  2. Choose GIVE CONTROL.

To regain control of the application:

  1. Click the Participant's name in the Roster and choose DISABLE CONTROL.

NOTE: The Performance Setting option allows you to optimize application sharing performance and quality. The options are as follows:

  • Auto (Recommended) - Auto adjust setting from low to high depending upon bandwidth responsiveness.
  • High Quality - This setting has true color, the best appearance, and requires the most bandwidth. May cause delays on slower connections.
  • Best Speed - Fastest transfer speed but 16 colors and some reduction in image quality. This setting is ideal for slower connections such as dial-up.
Video Casting

Presenters with a webcam connected can broadcast live video to all Participants in a conference. Participants can view the video stream in the Video pane and click "Watch Video" to turn the video on or off.

The Presenter should install any webcam software and test the camera before logging in to the conference. The conference must be started before you can videocast.

To start a Videocast:

  1. Click the Start Video button the Conference Group - LotusLive Meeting - User Guide
  2. The live video stream displays in the Video pane for the Presenter and all Participants.

To stop a Videocast:

  1. In the Video pane, click the Stop Video button the Conference Group - LotusLive Meeting - User Guide
  2. Click yes to stop the video for all Participants. The broadcast ends and Participants receive notification that the video has stopped. The conference can continue after the Videocast has stopped.

If you are not using the Video pane, you can click - to minimize the pane. Minimizing the Video pane provides more space for viewing the Roster. Click + to restore the pane.

Audiocasting

Presenters can broadcast the audio portion of the conference one-way to Participants over the internet.

To start a Audio Casting:

  1. Click the Audio Cast button.
  2. Enter the Access Numbers as seen on your Conference Group Member card.
    NOTE: The number MUST be entered as 888-XXX-XXXX.
  3. Participants will be given the option to listen to the Audiocast upon entering the conference. Click OK to begin listening to the audiocast.

IMPORTANT:
Additional fees apply. Please contact your Sales Representative or Customer Support
for conferencing rates and information.

Ending a Conference
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When you are finished with your presentation:

  1. Click the STOP button on the toolbar to conclude the conference and disconnect all participants. At this point, you are still logged in and can start a new conference.
  2. If you are finished, you can log out of your account using the SIGN OUT button on the toolbar. For additional help, access the online help through HELP button on your LotusLive toolbar.
System Requirements

Host and Participant systems must meet the following minimum requirements:

  • Internet connection with HTTP and HTTPS access to the LotusLive service
  • Internet connection speed of 128 Kbps or higher - see bandwidth considerations below
  • Microsoft Windows® XP or Server 2003 with Internet Explorer 6.0 SP2, Internet Explorer 7.0, Internet Explorer 8.0, Firefox 2.0x, or Firefox 3.0x/3.5
  • Microsoft Vista with Internet Explorer 7.0, Internet Explorer 8.0, Firefox 2.0x, or Firefox 3.0x/3.5
  • Mac OS X with Firefox 2.0x, Firefox 3.0x/3.5 or Apple Safari 3.1, 3.2 or 4.0
  • Linux®, Unix or Solaris with Mozilla 1.0+
  • Cookies and Scripting enabled in browser

Application Sharing:
In addition to the above general system requirements, a conferencing plug-in is required to share applications. Application and Desktop Sharing are only supported on Windows platforms with the Internet Explorer or Firefox browsers. If the Sharing plug-in is not already on your system prior to starting Application Sharing you will be prompted to download. If your system security settings prevent you from downloading the plug-in, it can be installed manually with the Options Kit. For viewing shared desktops or applications you must either have the Sharing plug-in or a Java Virtual Machine (JVM). Please note that the Microsoft VM is not supported.

Certain features will require additional network bandwidth. Slower connections will work, but the experience may not be optimal.

Audiocasting 136 Kbps
Application Sharing 240 Kbps Average (Auto setting and typical UI update rates)
Publishing Download rate of slide presentation content is proportional to the available bandwidth. The basic 128 Kbps requirement will provide reasonable performance.
Videocasting 50 to 300 Kbps (ideal)