Managing Meetings and Attendees

As a presenter, you control all aspects of a meeting. You decide who participates, and to what extent their participation is allowed.

Viewing Meeting Information

At any time during a meeting, you can view basic meeting information, including:

  • Meeting name

  • Meeting date, start time, and end time

  • Meeting ID

  • Meeting Key

  • Conference Center

  • Web location (URL) for joining the meeting

  • Telephone conferencing call-in details

To view meeting information

  • In the main command bar, click Meeting.

Managing Meeting Participants

You can view the list of participants who have joined the meeting, and take action on an individual participant, such as starting a chat. You can also view the current feedback color for each attendee in the list.

Alternatively, you can view the same information in pictorial format by viewing the Seating Chart. However, in this view, you can not take action on participants.

To take greater control over who is allowed in a meeting, use the Meeting Lobby.

You can set permissions for attendees to view the participants list and Seating Chart.

To view the list of meeting participants

  1. In the main command bar, click Attendees.

  2. If needed, in the Attendees pane, click View, and then click List.

To view the Seating Chart

  • In the Attendees pane, click View, and then click Chart.

Managing Attendee Permissions

Attendee permissions are initially set by the meeting organizer. As a presenter, you can adjust the following permissions for all attendees:

  • If you select Print to PDF, attendees can save the current resource to their computers as a an Adobe Acrobat file (PDF).

  • If you select Review current content, attendees can view one resource while another is being presented.

  • If you select Ask questions, attendees can send questions to the presenter, receive responses, and "raise a hand" to request a chat or be given the floor.

  • If you select Annotate current content, attendees can use the annotation tools to annotate a collaborative slide.

  • If you select View attendee list, attendees can view the list of people who are participating in the meeting, along with each participant's current feedback color.

  • If you select View seating chart, attendees can view the attendee list in pictorial format.

  • If you select Chat, attendees can participate in one-on-one chats with other participants, or receive the floor from a presenter.

  • If you select View thumbnails and navigate current content, attendees can view individual slides within the current resource and navigate among them.

  • If you select Create new pages in current content, attendees can add a new slide to the current resource.

  • If you select Use the content pane to select and add content, attendees can control presentation content for the meeting.

  • Under Handouts, if you select Download only, attendees can download handouts provided by the presenter or another participant.

  • Under Handouts, if you select Upload and download, attendees can upload or download handouts. (To upload, an attendee must use the Microsoft Windows-based client.)

  • Under Handouts, if you select Not available, handouts will not be available for the meeting.

  • Under Shared Notes, if you select Not available, Shared Notes will not be available for the meeting.

  • Under Shared Notes, if you select View, Save, attendees (except Live Meeting Web Access attendees) can view the Shared Notes for a meeting, and save a copy to their computers.

  • Under Shared Notes, if you select View, Save, Edit, attendees (except Live Meeting Web Access attendees) can participate in creating Shared Notes, plus save the notes to their computers.

To change Attendee permissions

  1. In the main command bar, click Attendees.

  2. In the Attendees pane, click Permissions.

  3. In the Attendee Permissions dialog box, make the changes you want, and then click OK.

Inviting Additional Attendees and Presenters

During a meeting, you can send e-mail inviting additional people to join the meeting.

To invite new participants to the meeting

  1. In the main command bar, click Meeting.

  2. In the Meeting pane, click Invite.

  3. In the Send E-mail Invitation(s) dialog box, type the following information:

    • Your e-mail address.

    • Your name.

    • The e-mail addresses of all invitees you want to have Presenter privileges in the meeting. Use semi-colons to separate multiple addresses.

    • The e-mail addresses of all invitees you want to have Attendee privileges in the meeting. Use semi-colons to separate multiple addresses.

    • The text of your invitation message.

  4. Click Send Invite.

Using the Meeting Lobby

The Meeting Lobby provides a way to control the flow of participants into your meeting. This feature is especially useful at very large meetings.

Using the Meeting Lobby has the following advantages:

  • You can selectively allow unexpected attendees to join.

  • You can decide to lock the meeting so that late arrivers cannot participate.

Using the Meeting Lobby generates a Meeting Lobby URL at the time the meeting is created. When an organizer sets up a meeting, he or she might make the Meeting Lobby URL generally available to people who did not receive a Live Meeting invitation. Those who follow this link will enter the Meeting Lobby and wait there until you (or another presenter) grants them access to the meeting.

To help you track activity in the Meeting Lobby, you can elect to receive a notification in your console whenever a participant enters the lobby.

In order for you to use the Meeting Lobby, the organizer must enable it at the time they set up the meeting.

To view the Meeting Lobby

  1. In the main command bar, click Meeting.

  2. In the Meeting pane, click Lobby.

To grant access to a participant in the Meeting Lobby

  1. In the Meeting Lobby, under Attendees, click the participant name that you want to grant access.

  2. Click Grant Access.

To automatically grant access to participants in the Meeting Lobby

  • In the Meeting Lobby, under Lobby Settings, select the Automatically grant access to attendees in the lobby check box.

To deny access to an participant in the Meeting Lobby

  1. In the Meeting Lobby, under Attendees, click the participant name that you want to deny access.

  2. Click Deny Access.

To receive notifications when participants enter the Meeting Lobby

  • In the Meeting Lobby, under Lobby Settings, select the Always notify when new attendees enter the lobby check box.

To lock the meeting

  1. In the main command bar, click Meeting.

  2. In the Meeting pane, click Lock.

To unlock the meeting

  1. In the main command bar, click Meeting.

  2. In the Meeting pane, click Unlock.

Ending a Meeting

As a presenter, you have two options for leaving a meeting. You can close Office Live Meeting Web Access and allow the meeting to continue without you, or you can end the meeting for all participants, including yourself.

To exit the meeting and allow it to continue

  1. In the main command bar, click Meeting.

  2. In the Meeting pane, click Exit.

  3. In the Confirm Exit Meeting dialog box, click OK.

To end the meeting for all participants

  1. In the main command bar, click Meeting.

  2. In the Meeting pane, click Exit and End Session.

  3. In the Confirm End Session dialog box, click OK.

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