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Everything You Need to Know About GoToMeeting

Everything You Need to Know About GoToMeeting. Mike Wilkinson and Jenny Yu. WebEx is Dead! Long Live GoToMeeting !. Our contract with WebEx ends August 1, 2010. As of now we will be using GoToMeeting for all of our web meetings. Why GoToMeeting ?. Cheaper

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Everything You Need to Know About GoToMeeting

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  1. Everything You Need to Know About GoToMeeting Mike Wilkinson and Jenny Yu

  2. WebEx is Dead!Long Live GoToMeeting! Our contract with WebEx ends August 1, 2010. As of now we will be using GoToMeeting for all of our web meetings.

  3. Why GoToMeeting? • Cheaper • Provides all of the features WebEx provided • Easier to use (more intuitive) • Everyone is going to love it!

  4. Today’s Meeting: • Who will have access to GoToMeeting? • Setting up GoToMeeting on your computer • Overview of GoToMeeting’s preferences and settings • Configuring your Preferences and Settings • How To… • Schedule a meeting • Start a meeting • Use the Presenter Control Panel • Record a Meeting • Use GoToMeeting from within Outlook • Join a meeting (Attendee’s POV) • GoToWebinar in 2 Minutes • LIVE DEMO! • Questions and Answers • Test

  5. Today’s Meeting Yes, There will be a test. No, I am not kidding. (Thereareprizes!)

  6. 1. Who Will Have Access to GTM? • GoToMeeting—meetings with <25 attendees • GoToWebinar—meetings with >25 attendees • All of Sales, Client Services (including Support and PD), Torrance, Martin, and Leah will have their own individual GoToMeeting and GoToWebinar accounts • Every other department will have a GoToMeeting Account to share (Product Development, Technology, Corporate, etc…) • Mike Wilkinson and Jenny Yu are your GoToGurus and will be available to answer any questions • (Dennis and Leah will act as back-up)

  7. 2. Setting Up / Installing GoToMeeting • Click the link in your GoToMeeting invite email • Enter your account information and click “Create Account” • On the “Download GoToMeeting Page” click “Download” • Click “Yes,” “Grant,” or “Trust” if necessary • How Can I Tell if it is installed? • PC Users: The GTM icon will appear in your system tray (that’s where your clock is) • Mac users: the GTM icon will appear on your desktop

  8. 3. GTM’s Preferences and Settings • GoToMeeting’s preferences allow you to customize how you use the tool • We recommended that you set up all of your personal preferences during the first time setup process • Be sure to review all your settings before starting your first meeting!

  9. 3a. Configuring Your Preferences • Right-click on the GTM icon in the system tray • (Mac users: click on the GTM icon in your desktop) Connection Prefences: test the status of your GTM connection. • Start Up preferences enable you to select how you start GoToMeeting • Login automatically, manually etc… • Do you want this computer to remember you? • How often do you want to sync with Outlook etc… Click “Preferences” • Audio Settings: set up and test microphones and speakers for VoIP • Recommended that you just dial into the toll-based GTM number or use a bridge line and ignore this screen. • Integration Settings: determine where to display GTM integrations • Select email and calendar integrations • Determine if you want to access GTM via your email application • Recommend you stick with the default options. • Recording Preferences allows you to set your video and audio recording options • Mac users CANNOT record a meeting • Determine what is recorded (recommend “Use GTM integrated audio) • Determine where the file will be saved (recommend the share drive) • Determine playback format (recommend Windows Media, .wmv) • General preferences lets you set general GTM preferences: • File save settings • Session identity settings • Etc… • Meeting Preferences determines which GTM options are available to attendees: • Enable or disable chat, system messages etc.. • Choose color theme for control panel • Etc…

  10. 4. How To… Welcome Class to GoToMeeting 101 Professors Michael Wilkinson Jenny Yu

  11. Don’t forget to sync this new event with your Salesforce.com calendar!! 4a. How to Schedule a Meeting • Fill out the form that appears, including meeting subject, date, time etc… • Click “Schedule a Meeting” • Right-click on the GTM icon in the system tray • (Mac users: click on the GTM icon in your desktop) • Depending on your preferences, GTM will display a confirmation that this meeting has been added to your calendar. • If it looks OK, click “OK” • Depending on your preferences you will see a meeting invite appear • Either enter attendees email addresses to send meeting invite or • Copy and paste the meeting information to email without the meeting invite • You may add an optional password to protect the meeting. • Under the “Audio” options, it is suggested that you provide both VoIP and the conference call number (toll). This will be selected by default. Click “Schedule Meeting” • You may also choose to provide your own dial-in information. • (Use this to enter directions to dial into an eChalk Bridge to enable toll-free access to the meeting audio)

  12. 4b. How to Start a Meeting You can also invite attendees, edit or delete a meeting from this screen. To Start a Scheduled Meeting… Click “Start” to launch the presenter control panel and start the meeting • Right-click on the GTM icon in the system tray • (Mac users: click on the GTM icon in your desktop) Select the meeting you want to start. This will launch the “My Meetings” screen Click “My Meetings”

  13. 4b. How to Start a Meeting How to Start an Impromptu Meeting… • Right-click on the GTM icon in the system tray • (Mac users: click on the GTM icon in your desktop) • Click “Meet Now” to: • Launch the Presenter Control Panel • Start your meeting • Invite attendees

  14. 4c. Using the Presenter Control Panel Stop Button to stop showing your screen (without ending the meeting) Change Presenter Button (I feel this one is self explanatory) • 4 Main Sections: • Screen Sharing • Attendee List • Audio • Chat When the control panel is minimized, you will have access to all of the scren sharing tools via this bar, which will always stay on the presenter’s screen. Have the ability to edit audio preferences anytime Identical to WebEx Play/Pause Button to start and pause screen sharing Give Keyboard and Mouse button—gives attendee power to control the presenter’s screen. • Show My Drop-Down—choose if you want to share your • Entire Screen • Clean Screen • One specific application • These are the same audio instructions given to attendees. • If you entered in custom directions (for example to an eChalk Bridge) this is where they will appear Start Recording Button (Again, pretty self explanatory) • You can invite additional people via the attendee list • Up to 25 with GoToMeeting • More than 25, use GoToWebinar • Use this button to invite attendees to an impromptu meeting

  15. 4d. How to Record a Meeting • Recording option is only available to the presenter • Mac users cannot record a meeting • Before recording you must configure your recording preferences • Choose your audio and recording media format (GTM format or Windows Media Player) as well as the destination for saving recorded meeting files (My Documents or the Share Drive) • We recommend that you choose Windows Media (.wmv) format • GTM will automatically convert the file to .wmv when the meeting ends • To record audio you must use GTM’s tolled dial in number • You can access your preferences by right-clicking on the GTM icon or via the Presenter Control Panel

  16. 4d. How to Record a Meeting • To Play Back the Recording: • Once GMT is done converting the file to .wmv it will be automatically saved • Simply go to the folder you saved the file in and click on it • Be sure you have the latest version of Windows Media Player installed • To Share the Recording: • Point to it’s location on the share drive • Attach the file to an email Note: this is where you can access your recording settings from within the control panel Click “Start Recording”

  17. 4e. Using GTM from Within Outlook • GTM’s default settings will install the Outlook plug-in automatically. • Scheduled meetings will also appear on your Outlook Calendar automatically • If you are accessing Outlook from a computer that does not have GTM installed on it, you may be prompted to download the application. • Click the GTM Icon to access the same functions and features available with the icon in your system tray or on your desktop. • Schedule a meeting • Start a meeting • Preferences • Etc… The GoToMeeting Icons will appear in the same location as your other add-ins (Salesforce.com, Marketo, etc…) There are also “Meet Now” and “Schedule Meeting” buttons to directly access those functions.

  18. 4f. How to Join a Meeting • Attendees will receive an email/meeting invite/IM with a direct link to the meeting • When the time for the meeting comes, they will click the link and enter the meeting password, if applicable • This will launch the Attendee Control Panel • The attendee will see your screen, by default, in a scalable window next to their control screen—they have the option of viewing it full screen or not. • Attendees can end the meeting by closing out of their control panel. Attendees will see the audio directions you’ve selected for the meeting directly on their control panel.

  19. 5. GoToWebinar in 2 Minutes • Most of you will never use this tool, so we will be very brief. • Use GoToWebinar for meetings with more than 25 people (max 201 people) • Scheduling/Starting/Recording a Webinar is the SAME as with GoToMeeting, with some bonus features: • GoToWebinar’s icon is blue instead of orange • Schedule similar webinar (think of this as accessing an old assignment from an eChalk class archive and giving it a new date) • Recurrence: create a series of Webinars • Greater customizability: choose name for the webinar, upload a custom logo, choose a color scheme etc… • Specify other organizers/panelists to participate in the webinar For more details on this, see the GTM guide

  20. 5. GoToWebinar in 2 Minutes • The GoToWebinar control panel is virtually the same, but has some additional features: • Dashboard Pane • Audience View Pane • Polls and Questions • To learn more about these features, please see the GTM Reference Guide for eChalk, or ask your GoToGurus! You can create a poll at anytime by clicking on “Manage Polls” • Gives organizers a view of what the audience is seeing • Don’t have to ask “are you seeing this?” ever again! Simply type in a question… …and choose if you want to send it privately or to everyone • Provides organizers with a view of: • The timer • Attendance • Audience attentiveness • Number of unanswered questions • Number of hands raised Allows the organizer to poll the audience (multiple or single choice) or to question the audience (text responses)

  21. 6. LIVE DEMO!

  22. 7. Questions? We’ve Got Answers! ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?

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