User Guide for
Cisco Unified MeetingPlace Express
Release 1.1
12/18/06
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Text Part Number: OL-7022-02
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User Guide for Cisco Unified MeetingPlace Express Release 1.1
Copyright © 2005-2006 Cisco Systems, Inc. All rights reserved.
CONTENTS
CHAPTER
1
Introduction to Cisco Unified MeetingPlace Express 1-1
Overview 1-1
System Requirements for Using Cisco Unified MeetingPlace Express 1-3
System Requirements for the Web Meeting Room 1-3
System Requirements for Using the Cisco Unified MeetingPlace Express
Service on Your Cisco Unified IP Phone 1-6
Ways to Access Cisco Unified MeetingPlace Express 1-7
Who Can Access Cisco Unified MeetingPlace Express 1-10
About Your Cisco Unified MeetingPlace Express Profile 1-11
About Logging In As a Profiled User 1-12
Features Restricted to Profiled Users Who Are Logged In 1-12
About Your User IDs and Passwords 1-13
Logging In via a Web Browser 1-15
Logging In via Telephone 1-17
About Using Cisco Unified MeetingPlace Express As a Guest 1-18
Features Available to Guest Users 1-18
Accessing Cisco Unified MeetingPlace Express As a Guest via the Web 1-19
Accessing Cisco Unified MeetingPlace Express As a Guest via
Telephone 1-20
Maintaining Security 1-21
Performing Administrative Tasks 1-22
Finding Help for Administrative Tasks 1-23
About End-User Help and Documentation 1-23
Tips for Using The Help System 1-23
Getting the Most Current Version of This Documentation 1-24
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Other Documentation Available for End Users of
Cisco Unified MeetingPlace Express 1-24
CHAPTER
2
Scheduling and Starting Meetings 2-1
About Meeting Types 2-1
About Scheduling or Starting Meetings 2-4
About Reservationless and Immediate Meetings 2-5
About Reservationless Meetings 2-7
About Immediate Meetings 2-9
Starting a Reservationless Meeting 2-10
Scheduling and Starting an Immediate Meeting 2-15
Scheduling a Meeting 2-19
Scheduling Parameters 2-21
Inviting Participants 2-39
Scheduling Recurring Meeting 2-43
Scheduling a Continuous Meeting 2-44
Rescheduling or Modifying a Future Meeting 2-44
Scheduling a Meeting On Behalf of Another Person 2-46
Canceling a Scheduled Meeting 2-47
CHAPTER
3
Finding Meetings 3-1
About Finding Meetings 3-1
Finding Meetings Via the Web 3-2
Finding Cisco Unified Personal Communicator Meetings 3-5
CHAPTER
4
Joining Meetings 4-1
Setting Up to Join the Web Meeting Room 4-1
About Joining Meetings 4-3
About Having Cisco Unified MeetingPlace Express Call Your Phone 4-6
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About Waiting in a Waiting Room 4-6
About Joining a Meeting Via an E-Mailed Invitation 4-7
Cautions About E-Mailed Invitations 4-7
Attending a Meeting Via an E-Mailed Invitation 4-8
Joining a Meeting Via Your Browser 4-10
Joining the Voice Meeting from Inside the Web Meeting Room by Dialing Out to
Your Phone 4-15
About Joining Voice Meetings By Dialing In 4-16
Locating the Information Needed to Join a Meeting 4-17
Joining a Meeting By Dialing In 4-18
Requesting Entry to a Locked Meeting 4-19
About Starting Another Person’s Meeting 4-21
CHAPTER
5
About Participating in Meetings 5-1
Overview of In-Meeting Features 5-1
CHAPTER
6
Overview of the Web Meeting Room 6-1
About Web Meeting Room Configurations 6-2
Features in the Lite Web Meeting Room 6-2
Features in the Full Web Meeting Room 6-4
Features in the Share-Only Web Meeting Room 6-5
About Permission Levels in the Web Meeting Room 6-5
What You See in the Web Meeting Room 6-9
What You See in the Full Web Meeting Room 6-10
What You See in the Lite Web Meeting Room 6-11
What You See in the Share-Only Web Meeting Room 6-13
Seeing the Setting Information for Adobe’s Macromedia Flash Player 6-14
About the Web Meeting Room Title Bar 6-14
About the Web Meeting Room Menu Bar 6-15
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About the Participant List Pod 6-21
About the Share Pod 6-35
About the Chat Pod 6-44
About the Note Pod 6-46
CHAPTER
7
Controlling Your Personal Meeting Experience 7-1
Determining Your Permission Level in the Web Meeting Room 7-1
Renaming Yourself in the Participant List 7-3
Muting and Unmuting Yourself 7-4
Determining Your Mute/Unmute Status 7-5
Muting Your Voice from Inside the Web Meeting Room 7-6
Muting Yourself Via the Telephone Keypad 7-6
About Changing Your View of the Web Meeting Room 7-7
Changing Your View of the Web Meeting Room 7-7
Changing Your View of Shared Content 7-9
Hiding or Showing the Sharing Control Strip 7-13
Disabling Pop-up Chat Notifications 7-14
About Choosing a Language 7-15
Choosing a Language via the Web 7-16
About Your Network Connection to the Web Meeting Room 7-16
Checking Your Connection to the Web Meeting Room 7-17
Setting Your Connection Speed to the Web Meeting Room 7-18
Reconnecting a Lost Connection to the Web Meeting Room 7-19
Rejoining a Voice Meeting 7-19
Leaving the Web Meeting Room 7-20
CHAPTER
8
Managing the Meeting 8-1
Identifying Participants In the Meeting 8-1
Viewing the List of Participants in the Web Meeting Room 8-2
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Merging Two Instances of a Participant in the Participant List 8-3
Renaming Participants in the Web Meeting Room Participant List 8-4
Identifying Voice Participants and Their Voice Status 8-5
Learning the Telephone Number of Participants 8-7
Controlling Who Is In the Meeting 8-8
About Adding Participants to a Meeting In Progress 8-8
About Locking Meetings to Restrict Further Entry 8-19
About Removing Participants From the Meeting 8-31
Identifying Current Speakers and Presenters 8-34
Identifying Current and Recent Speakers 8-34
Identifying the Current Presenter 8-36
Identifying Participant Permission Levels in the Web Meeting 8-36
Controlling Activity and Status of Participants in Meetings 8-37
Muting and Unmuting Participants 8-37
Changing the Volume of Individual Participants 8-39
Enabling and Disabling Private Chat for the Audience 8-40
Changing Web Meeting Room Participant Permissions 8-41
Seeing Other Participants’ View 8-43
Managing the Web Meeting Room Window 8-44
Monitoring and Optimizing Participants’ Web Meeting Room
Connection 8-44
Resizing the Web Meeting Room Elements 8-50
Controlling Other Details 8-51
Extending a Meeting 8-51
About Ending Meetings 8-52
Ending Meetings for Web Meetings with a Share-Only Web Meeting
Room 8-52
Ending Meetings for Web Meetings with a Full or Lite Web Meeting
Room 8-53
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CHAPTER
Presenting and Working With Shared Content 9-1
9
Setting Up to Share Content From Your Computer 9-2
About Sharing a Desktop, Window, or Application 9-3
Sharing a Screen During a Meeting 9-4
Changing the Screen-Sharing Source 9-9
Ending a Screen Sharing Session 9-10
About Annotating Shared Content 9-12
Creating an Annotation Layer Over Shared Content 9-12
Simulating a Whiteboard 9-14
Using Drawing Tools 9-15
Taking a Screen Capture of Annotations 9-18
Printing Annotations 9-20
Deleting and Undeleting Annotations 9-20
Ending an Annotation Session 9-22
About Controlling Participants’ View of Shared Content 9-23
Enabling Audience to Control Their Own View of Shared Content 9-24
Displaying Shared Content Full Screen to All Participants 9-25
Restoring the View of All Web Meeting Room Functions to All
Participants 9-26
Seeing Participants’ View of Shared Content 9-27
CHAPTER
10
Sending Messages in the Web Meeting Room 10-1
Using Icons to Communicate 10-2
Clearing Your Icon Message 10-3
Clearing Icon Messages of Other Participants 10-3
About Using the Chat Feature to Send Text Messages 10-4
Sending a Text Message 10-5
Changing the Size of Chat Text 10-6
Clearing Chat Messages 10-6
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About Posting Notes for All Participants 10-7
Creating a New Note 10-8
Editing and Formatting Text in a Note 10-9
Choosing a Note to Display 10-10
CHAPTER
11
Starting or Joining Voice Breakout Sessions 11-1
Restricting Entry to a Voice Breakout Session 11-2
Features Available During a Breakout Session 11-3
Returning to the Main Meeting 11-3
CHAPTER
12
Recording Meetings 12-1
About Meeting Recordings 12-1
Accessing Recording Controls 12-2
Checking Recording Status 12-3
CHAPTER
13
About Listening to Recordings of Past Meetings 13-1
Setting Up to Listen to Meeting Recordings 13-2
Finding Meeting Recordings 13-2
Listening to Meeting Recordings 13-6
Saving Meeting Recordings 13-7
CHAPTER
14
Changing Your Profile Preferences 14-1
Specifying the Format of Dates 14-1
Profile Settings 14-2
Personal Settings 14-3
Meeting Default Settings 14-6
Changing Your Profile Settings 14-9
About Changing Your Passwords 14-9
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Changing Your Web and Phone Passwords By Using the Web 14-10
Changing Your Phone Password By Dialing In 14-11
Specifying Your Preferred Method of Joining Meetings by Phone 14-11
Recording Your Profile Name 14-14
About Assigning and Acting as Delegate 14-15
Assigning a Delegate to Schedule Meetings on Your Behalf 14-15
CHAPTER
15
Using the Cisco Unified MeetingPlace Express Service for
Cisco Unified IP Phone 15-1
Getting Started with the Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone 15-3
Getting General Information About Using Your Cisco Unified IP Phone 15-3
Setting Up to Use the Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone 15-4
Accessing the Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone 15-5
Selecting Items from a List on the Screen of your Cisco Unified IP Phone 15-6
Getting Help on the Screen of Your Cisco Unified IP Phone 15-7
Tips for Using Your Cisco Unified IP Phone with the
Cisco Unified MeetingPlace Express Service 15-7
Finding Meetings and Viewing Meeting Details on the Screen of Your
Cisco Unified IP Phone 15-8
Viewing Lists of Meetings on the Screen of Your Cisco Unified IP Phone 15-8
Viewing Meeting Details on the Screen of Your Cisco Unified IP Phone 15-10
Viewing Participant Information on the Screen of Your
Cisco Unified IP Phone 15-12
Identifying the Current Speaker on the Screen of Your
Cisco Unified IP Phone 15-16
Joining a Meeting via the Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone 15-17
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Joining a Meeting When You Know the Meeting ID (Via the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone) 15-17
Joining a Meeting When You Do Not Know the Meeting ID (Via the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone) 15-19
Joining a Continuous Meeting Via the Cisco Unified MeetingPlace Express
Service on Your Cisco Unified IP Phone 15-20
Starting a Reservationless Meeting via the Cisco Unified MeetingPlace Express
Service on Your Cisco Unified IP Phone 15-21
Muting and Unmuting Yourself By Using the Cisco Unified MeetingPlace Express
Service on Your Cisco Unified IP Phone 15-22
Managing a Meeting in Progress By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone 15-23
Changing the Entry and Exit Announcements By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone 15-24
About Locking Meetings to Prevent New Arrivals (By Using the
Cisco Unified MeetingPlace Express Service on Your Cisco Unified IP Phone)
15-25
Muting and Unmuting a Participant (By Using the
Cisco Unified MeetingPlace Express Service on Your Cisco Unified IP Phone)
15-28
Removing a Participant (By Using the Cisco Unified MeetingPlace Express
Service on Your Cisco Unified IP Phone) 15-29
Recording a Meeting via the Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone 15-30
Starting Meeting Recording (By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone) 15-30
Stopping Meeting Recording (By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone) 15-31
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Modifying a Future Meeting (By Using the Cisco Unified MeetingPlace Express
Service on Your Cisco Unified IP Phone) 15-32
15-32
Troubleshooting Using the Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone 15-33
Using the Telephone Keypad with the Cisco Unified MeetingPlace Express
Service on Your Cisco Unified IP Phone 15-34
CHAPTER
16
Troubleshooting and Getting Help 16-1
Getting the Most Current Documentation 16-1
Problems Logging In 16-2
Problems Scheduling Meetings 16-3
Problems Finding Meetings 16-4
Problems Joining Meetings 16-5
General Problems 16-5
Problems With Meeting Invitations 16-6
Problems with Passwords 16-7
Problems Joining the Web Meeting Room 16-7
Problems During the Meeting 16-9
Problems in the Web Meeting Room 16-10
Problems in the Voice Meeting 16-14
Getting Help From a Live Attendant 16-15
APPENDIX
A
Telephone Commands A-1
Telephone Commands—Entering Cisco Unified MeetingPlace Express A-1
Telephone Commands—Meetings in Progress A-3
Telephone Commands—Breakout Sessions A-7
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GLOSSARY
INDEX
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C H A P T E R
1
Introduction to
Cisco Unified MeetingPlace Express
This section includes the following information that you need in order to get
started with Cisco Unified MeetingPlace Express:
•
Overview, page 1-1
•
System Requirements for Using Cisco Unified MeetingPlace Express,
page 1-3
•
Ways to Access Cisco Unified MeetingPlace Express, page 1-7
•
Who Can Access Cisco Unified MeetingPlace Express, page 1-10
•
About Your Cisco Unified MeetingPlace Express Profile, page 1-11
•
About Logging In As a Profiled User, page 1-12
•
About Using Cisco Unified MeetingPlace Express As a Guest, page 1-18
•
Maintaining Security, page 1-21
•
Performing Administrative Tasks, page 1-22
•
About End-User Help and Documentation, page 1-23
Overview
Cisco Unified MeetingPlace Express is flexible and easy to access in a variety of
ways.
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Chapter 1
Introduction to Cisco Unified MeetingPlace Express
Overview
Voice and Web Meetings
Depending on how your organization has configured
Cisco Unified MeetingPlace Express, you will have access to one or both of the
following:
•
Voice conferencing with convenient web-based scheduling, meeting
management, and profile management. E-mailed meeting invitations and
access via the services button on your Cisco Unified IP Phone further
simplify access to meetings.
•
The ability to let other participants view documents and applications on your
computer, or view your desktop; to collaboratively annotate a transparent
overlay on shared content; and to send text messages to participants inside the
web meeting room.
Ways to Access Cisco Unified MeetingPlace Express
There are several ways to access Cisco Unified MeetingPlace Express meetings
and meeting management functions:
•
You can enter the URL of the Cisco Unified MeetingPlace Express server in
your organization into your web browser and click links to achieve your
objectives.
•
You can call in to the Cisco Unified MeetingPlace Express system from any
telephone and respond to voice prompts that you hear.
•
You can use the buttons and options on the screen of your
Cisco Unified IP Phone to perform the actions you want.
•
You can click a link in an e-mailed meeting invitation that you receive. Doing
this takes you to the Cisco Unified MeetingPlace Express web pages.
About Cisco Unified MeetingPlace Express Meetings
Every Cisco Unified MeetingPlace Express meeting can include a voice meeting
and a web meeting room. The voice and web meetings are fully integrated, so you
can perform most meeting-related actions via any access method.
The functionality available in the web meeting room depends on how your
organization has configured Cisco Unified MeetingPlace Express.
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Introduction to Cisco Unified MeetingPlace Express
System Requirements for Using Cisco Unified MeetingPlace Express
System Requirements for Using
Cisco Unified MeetingPlace Express
This section lists the software that you need in order to use
Cisco Unified MeetingPlace Express.
Note
For the most current requirements, contact your system administrator.
•
System Requirements for the Web Meeting Room
•
System Requirements for Using the Cisco Unified MeetingPlace Express
Service on Your Cisco Unified IP Phone, page 1-6
System Requirements for the Web Meeting Room
You can view the web meeting room using any of the following operating systems
that are configured as described:
•
Microsoft Windows Operating Systems, page 1-3
•
Macintosh Operating Systems, page 1-4
•
Linux Operating Systems, page 1-5
•
Sun Solaris Operating Systems, page 1-6
Microsoft Windows Operating Systems
Operating System Versions
•
Windows 2000 Professional, Service Pack 2 and higher
•
Windows 2000 SE, Service Pack 2 and higher
•
Windows 2000 AS, Service Pack 2 and higher
•
Windows XP, Service Pack 1 and higher
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System Requirements for Using Cisco Unified MeetingPlace Express
Introduction to Cisco Unified MeetingPlace Express
Browsers
•
Internet Explorer 5.5, 5.5 with Service Pack 1 or higher, 5.5 with Service
Pack 2 or higher, 6.0, 6.0 with Service Pack 1 or higher, 6.0 with Service Pack
2 or higher, 7.0 and higher
•
Mozilla 1.6 and 1.7.1 and higher
•
Firefox 1.0.3 and higher
•
Netscape 7.1, 7.2, 8.0
Other Requirements
•
Macromedia Flash player 6.0.79 and higher
•
The first time you try to share content from your computer, such as a
document or your desktop, Cisco Unified MeetingPlace Express prompts you
to automatically download and run the Cisco Unified MeetingPlace Express
Presenter Add-in. For more information about the add-in, see Setting Up to
Share Content From Your Computer, page 9-2.
Note
•
You do not need the Cisco Unified MeetingPlace Express Presenter
Add-in to use the whiteboard features on another meeting participant’s
shared content.
Before you join a meeting via the web, you should run the browser test to be
sure your computer is ready. See Setting Up to Join the Web Meeting Room,
page 4-1.
Macintosh Operating Systems
Operating System Versions
•
Mac OS 10.2 and higher
•
Mac OS 9.2
Browsers
•
Mozilla 1.2.1 (Macintosh OS 9.2 only), 1.6, 1.71 and higher
On Mac OS 9.2, Mozilla 1.2.1 is the only supported browser.
•
Firefox 1.0.3 and higher
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System Requirements for Using Cisco Unified MeetingPlace Express
•
Netscape 7.1, 7.2
•
Safari 1.1 and higher (Mac OS 10.3 and higher)
Other Requirements
•
Macromedia Flash player 6.0.79 and higher
•
The first time you try to share content from your computer, such as a
document or your desktop, Cisco Unified MeetingPlace Express prompts you
to automatically download and run the Cisco Unified MeetingPlace Express
Presenter Add-in. For more information about the add-in, see Setting Up to
Share Content From Your Computer, page 9-2. Sharing is not supported on
Mac OS 9.2.
•
Before you join a meeting via the web, you should run the browser test to be
sure your computer is ready. See Setting Up to Join the Web Meeting Room,
page 4-1.
Linux Operating Systems
Participants using Linux operating systems cannot share their screens, but they
can view the shared screens of other participants.
Operating System Versions
•
Red Hat 9
•
Red Hat Enterprise Linux 3
•
Red Hat Enterprise Linux 4
Browsers
•
Mozilla 1.6 and 1.7.1 and higher
•
Firefox 1.0.3 and higher
•
Netscape 7.1, 7.2
Other Requirements
•
Macromedia Flash player 7.0 and higher
•
Before you join a meeting via the web, you should run the browser test to be
sure your computer is ready. See Setting Up to Join the Web Meeting Room,
page 4-1.
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System Requirements for Using Cisco Unified MeetingPlace Express
Introduction to Cisco Unified MeetingPlace Express
Sun Solaris Operating Systems
Participants using Sun Solaris operating systems cannot share their screens, but
they can view the shared screens of other participants.
Operating System Versions
•
Solaris 9
•
Solaris10
Browsers
•
Mozilla 1.4, 1.7.1 and higher
•
Firefox 1.0.3 and higher
•
Netscape 7.1
Other Requirements
•
Macromedia Flash player 7.0 and higher
•
Before you join a meeting via web, you should run the browser test to be sure
your computer is ready. See Setting Up to Join the Web Meeting Room,
page 4-1.
System Requirements for Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone
The Cisco Unified MeetingPlace Express service allows you to access certain
Cisco Unified MeetingPlace Express features by using the screen and buttons on
your Cisco Unified IP Phone.
This functionality is in addition to the features available via any touch-tone
telephone, including all Cisco Unified IP Phones.
Supported models:
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Introduction to Cisco Unified MeetingPlace Express
Ways to Access Cisco Unified MeetingPlace Express
•
Cisco Unified IP Phone 7940 series
•
Cisco Unified IP Phone 7960 series
•
Cisco Unified IP Phone 7970 series
•
Cisco IP Communicator release 1.1(5) and higher
You must have a profile in order to use the Cisco Unified MeetingPlace Express
service on your Cisco Unified IP Phone.
Related Topics
•
Chapter 15, “Using the Cisco Unified MeetingPlace Express Service for
Cisco Unified IP Phone”
Ways to Access
Cisco Unified MeetingPlace Express
The following sections give information about different methods of accessing
Cisco Unified MeetingPlace Express:
•
Using Your Browser to Access Cisco Unified MeetingPlace Express,
page 1-7
•
About Using Your Telephone to Access
Cisco Unified MeetingPlace Express, page 1-8
•
Accessing the Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone, page 15-5
•
About Joining a Meeting Via an E-Mailed Invitation, page 4-7
Using Your Browser to Access Cisco Unified MeetingPlace Express
Tip
If you are reading this information in the Cisco Unified MeetingPlace Express
online help system, you have already completed this procedure.
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Introduction to Cisco Unified MeetingPlace Express
Ways to Access Cisco Unified MeetingPlace Express
Note
For information about accessing the Cisco Unified MeetingPlace Express web
meeting room from within a Cisco Unified Personal Communicator voice or
video meeting, see the online help for the Cisco Unified Personal Communicator
system.
Procedure
Step 1
Perform one of the following steps:
•
Go to the URL that your Cisco Unified MeetingPlace Express system
administrator gives you.
•
If you received an e-mailed meeting notification, click the Meeting URL link
that you see in the body of the message.
Related Topics
•
Ways to Access Cisco Unified MeetingPlace Express, page 1-7
About Using Your Telephone to Access Cisco Unified MeetingPlace Express
Using any touch-tone telephone, you can perform the following general tasks:
•
Join meetings
•
Start meetings now (If you are allowed to do so)
•
Change your telephone password (If you have a password)
•
Record your name to identify yourself in meetings
•
Perform meeting management tasks after you have joined a meeting.
Simply dial the number of your organization’s
Cisco Unified MeetingPlace Express system and respond to the voice prompts
that you hear. These prompts will tell you what your options are and which keys
on your telephone to press.
The options available to you depend on whether you are a profiled user or a guest
user.
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Ways to Access Cisco Unified MeetingPlace Express
Obtaining the Telephone Number to Dial
To obtain the telephone number of your organization’s
Cisco Unified MeetingPlace Express system, see Obtaining the Telephone
Number of the Cisco Unified MeetingPlace Express System, page 1-9.
Features Available Via Telephone
For a summary of the Cisco Unified MeetingPlace Express features available via
any telephone, see Appendix A, “Telephone Commands.”
Important Information
•
If you are using the Cisco Unified MeetingPlace Express service on a
Cisco Unified IP Phone and service information is visible on the screen of
your phone, you may need to perform certain steps before you can use the
numbers on your telephone keypad to respond to voice prompts. See Tips for
Using Your Cisco Unified IP Phone with the
Cisco Unified MeetingPlace Express Service, page 15-7.
•
The voice prompts that you hear may differ from the prompts described in this
documentation. Your company may have replaced the standard prompts with
prompts that are unique to your company.
Related Topics
•
Ways to Access Cisco Unified MeetingPlace Express, page 1-7
Obtaining the Telephone Number of the Cisco Unified MeetingPlace Express System
If multiple phone numbers are listed, for example a local number and a toll-free
number, choose the most appropriate telephone number for your situation.
•
If you received a meeting notification via e-mail, look for the phone number
in the body of the message.
•
If you have the URL of your organization’s
Cisco Unified MeetingPlace Express system, use your browser to go to that
URL, then look at the top right of the page for the phone number(s).
•
If you are currently in a meeting and you have the web meeting room visible
on the screen of your computer, roll your mouse over the telephone icon at
the right side of the web meeting room menu bar near the top of the page. A
pop-up notice will appear, displaying at least one telephone number.
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Who Can Access Cisco Unified MeetingPlace Express
•
If you have configured your Cisco Unified IP Phone to work with the
Cisco Unified MeetingPlace Express service, view details of any meeting and
scroll down to see telephone numbers. See Viewing Meeting Details on the
Screen of Your Cisco Unified IP Phone, page 15-10.
•
Your organization’s Cisco Unified MeetingPlace Express system
administrator might have sent you an e-mail with the information that you
need in order to use Cisco Unified MeetingPlace Express, or might have
posted the information to an internal web site, or distributed this information
in other ways.
If you are not able to find the number using these methods, contact your
organization’s Cisco Unified MeetingPlace Express system administrator.
Related Topics
•
About Using Your Telephone to Access
Cisco Unified MeetingPlace Express, page 1-8
•
Ways to Access Cisco Unified MeetingPlace Express, page 1-7
•
Locating the Information Needed to Join a Meeting, page 4-17
Who Can Access
Cisco Unified MeetingPlace Express
Anyone can access Cisco Unified MeetingPlace Express if they have the
telephone number or URL for your organization’s
Cisco Unified MeetingPlace Express system.
Some features are available to everyone, while others are restricted to profiled
users (in order to use them, you must log in with a
Cisco Unified MeetingPlace Express ID and password). Also, different profiled
users may have different privileges. See About Your
Cisco Unified MeetingPlace Express Profile, page 1-11.
For more information about accessing Cisco Unified MeetingPlace Express,
including summaries of the features that profiled users and guest users can access,
see the following topics:
•
About Logging In As a Profiled User, page 1-12
•
About Using Cisco Unified MeetingPlace Express As a Guest, page 1-18
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About Your Cisco Unified MeetingPlace Express Profile
About Your Cisco Unified MeetingPlace Express
Profile
Some or all people in your organization have a profile defined in
Cisco Unified MeetingPlace Express. If you have a profile, this profile contains
information about you and your use of Cisco Unified MeetingPlace Express, such
as your user IDs and passwords, contact information, and privileges. A person
who has a profile defined in Cisco Unified MeetingPlace Express is a profiled
user. The Cisco Unified MeetingPlace Express system administrator controls
user profiles.
Note
If you do not have a profile, see About Using
Cisco Unified MeetingPlace Express As a Guest, page 1-18.
Generally, profiled users can access all features. For more information, see
Features Restricted to Profiled Users Who Are Logged In, page 1-12. However,
your system administrator may set your profile to restrict your access to some
features.
When you use Cisco Unified MeetingPlace Express, log in using the user IDs and
passwords that are defined in your profile in order to access all of the features that
your profile allows.
Changing Your Profile Settings
You may be able to change some information in your profile. For details, see
Chapter 14, “Changing Your Profile Preferences.”
If you want to change other information or restrictions in your profile, contact
your Cisco Unified MeetingPlace Express system administrator.
Related Topics
•
About Logging In As a Profiled User, page 1-12
•
About Using Cisco Unified MeetingPlace Express As a Guest, page 1-18
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About Logging In As a Profiled User
About Logging In As a Profiled User
In order to use features that are restricted to profiled users, you must log in with
your Cisco Unified MeetingPlace Express user ID and password.
The following topics contain information related to using
Cisco Unified MeetingPlace Express as a profiled user:
•
Features Restricted to Profiled Users Who Are Logged In, page 1-12
•
About Your User IDs and Passwords, page 1-13
•
Logging In via a Web Browser, page 1-15
•
Logging In via Telephone, page 1-17
Related Topics
•
Who Can Access Cisco Unified MeetingPlace Express, page 1-10
•
About Your Cisco Unified MeetingPlace Express Profile, page 1-11
•
About Using Cisco Unified MeetingPlace Express As a Guest, page 1-18
Features Restricted to Profiled Users Who Are Logged In
Only profiled users who are logged in can use the following features:
•
Schedule a meeting or start a reservationless or immediate meeting.
•
Find meetings that are not published meetings without knowing the meeting
ID.
•
Perform meeting- and participant-management operations in the
web meeting room during a meeting.
•
Use your telephone to end a meeting.
•
Change your profile settings.
If you do not log in, you will be able to only access the features that are available
to guest users, even if you are a Cisco Unified MeetingPlace Express profiled
user. For more information, see Features Available to Guest Users, page 1-18.
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About Logging In As a Profiled User
Related Topics
•
Logging In via a Web Browser, page 1-15
•
Logging In via Telephone, page 1-17
About Your User IDs and Passwords
Every Cisco Unified MeetingPlace Express profiled user has two user IDs and
their associated passwords. Your system administrator will tell you these
passwords.
When Logging In Via
Use This ID and Password
Cisco Unified MeetingPlace Express web
pages
Username and associated password
Touch-tone telephone
Phone profile number and
associated password.
Cisco Unified MeetingPlace Express
service on your Cisco Unified IP Phone
Note
Former users of Cisco Conference Connection: See Password Information for
Former Users of Cisco Conference Connection or Cisco Unified CallManager,
page 1-14.
Related Topics
•
Logging In via a Web Browser, page 1-15
•
Logging In via Telephone, page 1-17
•
About Changing Your Passwords, page 14-9
About Logging In
Some features are restricted to profiled users (in order to use them, you must log
in with a Cisco Unified MeetingPlace Express ID and password), while other
features are available to everyone (as guest users).
For details about using the system as a profiled or guest user, see:
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About Logging In As a Profiled User
•
Who Can Access Cisco Unified MeetingPlace Express, page 1-10
•
About Your Cisco Unified MeetingPlace Express Profile, page 1-11
•
About Logging In As a Profiled User, page 1-12
•
About Using Cisco Unified MeetingPlace Express As a Guest, page 1-18
Password Information for Former Users of Cisco Conference Connection or
Cisco Unified CallManager
If your organization has migrated to Cisco Unified MeetingPlace Express from
Cisco Conference Connection or uses Cisco Unified CallManager to manage user
profiles, your default Cisco Unified MeetingPlace Express user profile values
will be the following:
Cisco Unified
MeetingPlace Express
Field
Value Will Be
Username
Your Cisco Unified CallManager User ID
Password for username
Your Cisco Unified CallManager Password
Phone profile number
Your Cisco Unified CallManager Phone number.
Note
Password for phone
profile
If your phone number as entered into
Cisco Unified CallManager is not unique in
the list of
Cisco Unified MeetingPlace Express phone
profile numbers,
Cisco Unified MeetingPlace Express
assigns you a different, unique phone profile
number.
Your Cisco Unified CallManager PIN.
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About Logging In As a Profiled User
Logging In via a Web Browser
When you use Cisco Unified MeetingPlace Express, you must log in to perform
many actions. If you try to perform an action that requires you to log in, you will
automatically see the login page. Or you can log in as soon as you enter the
Cisco Unified MeetingPlace Express system.
If you are not a profiled user, you can enter the
Cisco Unified MeetingPlace Express system as a guest user with limited
privileges. See the “Accessing Cisco Unified MeetingPlace Express As a Guest
via the Web” section on page 1-19.
Who Can Perform This Task
Cisco Unified MeetingPlace Express profiled users.
Procedure
Step 1
If you are not already looking at a Cisco Unified MeetingPlace Express web page,
enter into your browser the URL for your organization’s
Cisco Unified MeetingPlace Express system.
Step 2
If you do not see the fields to enter your username and password, click Log In at
the top of any page.
Step 3
Enter your Cisco Unified MeetingPlace Express username and password. These
values are case-sensitive.
For more information, see the “About Your User IDs and Passwords” section on
page 1-13.
Step 4
If you want to sign in automatically each time you use
Cisco Unified MeetingPlace Express, check the Remember Me check box. For
better security, do not check this check box. For important information about this
feature, see the “About the Remember Password Feature” section on page 1-16.
Step 5
Click Log In.
Step 6
If you get an error that your password was entered incorrectly, try again.
If you receive an error stating that you have reached the maximum number of
unsuccessful login attempts, contact your system administrator.
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About Logging In As a Profiled User
When you have logged in correctly, you will see your name at the top right of the
page.
Related Topics
•
Features Restricted to Profiled Users Who Are Logged In, page 1-12
•
About the Remember Password Feature, page 1-16
About the Remember Password Feature
If you do not want to log in each time you access
Cisco Unified MeetingPlace Express via the web, you can check the Remember
Me check box when you log in. After you do this, you will automatically be
logged in each time you access Cisco Unified MeetingPlace Express via web
from the same computer. However, access to
Cisco Unified MeetingPlace Express is less secure if you use this option.
If you need to log in with different usernames at different times from the same
computer, for example if you are a Cisco Unified MeetingPlace Express system
administrator and you have a separate profile dedicated to that role, you should
not use this feature.
Canceling the Remember Me Feature
If you have used the Remember Me feature and you want to cancel this feature so
that you again must enter your username and password when you access
Cisco Unified MeetingPlace Express via web browser from this computer, do the
following:
Procedure
Step 1
Access your organization’s Cisco Unified MeetingPlace Express web pages if
you have not already done so, then click Log Off.
Step 2
Launch a new browser window and again access your organization’s
Cisco Unified MeetingPlace Express web pages.
You should be prompted to log in again when you click Log In or try to use a
feature that requires you to log in.
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About Logging In As a Profiled User
Step 3
If you are not prompted to log in again, delete the cookies from your browser. For
instructions, search for “cookie” in the online help for your browser software.
Related Topics
•
About Logging In As a Profiled User, page 1-12
•
Problems with Passwords, page 16-7
Logging In via Telephone
If you are a profiled user, log in to the system so that you will be automatically
identified during a meeting.
If you are not a profiled user, you can enter as a guest user. See Accessing
Cisco Unified MeetingPlace Express As a Guest via Telephone, page 1-20.
Who Can Perform This Task
Cisco Unified MeetingPlace Express profiled users.
Procedure
Step 1
Using a touch-tone phone, dial the Cisco Unified MeetingPlace Express
telephone number for your organization.
Step 2
When the Cisco Unified MeetingPlace Express system answers, press 2#.
Cisco Unified MeetingPlace Express will prompt you to enter your phone profile
number, followed by the pound key.
Step 3
Using your telephone keypad, enter your phone profile number, followed by the #
key.
Cisco Unified MeetingPlace Express will prompt you to enter your password,
followed by the pound key.
Step 4
Using your telephone keypad, enter the password associated with your phone
profile number, followed by the # key.
You are now logged in to the voice module.
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About Using Cisco Unified MeetingPlace Express As a Guest
Introduction to Cisco Unified MeetingPlace Express
You will hear a menu of options.
Related Topics
•
Telephone Commands, page A-1.
•
Accessing Cisco Unified MeetingPlace Express As a Guest via Telephone,
page 1-20
About Using Cisco Unified MeetingPlace Express
As a Guest
People who do not have a profile defined in Cisco Unified MeetingPlace Express
can use some features, but other features are restricted to users who have a profile.
For more information, see the following:
•
Features Available to Guest Users, page 1-18.
•
Accessing Cisco Unified MeetingPlace Express As a Guest via the Web,
page 1-19
•
Accessing Cisco Unified MeetingPlace Express As a Guest via Telephone,
page 1-20
Features Available to Guest Users
If you do not have a profile defined in Cisco Unified MeetingPlace Express, or if
you do not log in as a profiled user, you can use
Cisco Unified MeetingPlace Express as a guest user with limited privileges.
As a guest, you can do the following:
•
Find details about any meeting if the meeting is a published meeting or you
know the meeting ID.
•
Attend meetings if you have the information that you need in order to join,
such as the meeting ID and meeting password.
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About Using Cisco Unified MeetingPlace Express As a Guest
•
Listen to recordings (if the meeting is set up to allow guest users to access the
recordings)
•
During the meeting: listen, be heard, see, and control your meeting
connection. On some Cisco Unified MeetingPlace Express systems and in
some meetings, you can also display content on your computer for other
participants to see. Specific functions available to you during a meeting
depend on the method that you use to access the system. See the
documentation for individual features for details.
•
On the telephone: Perform the same actions as profiled users can, except that
you cannot end a meeting or perform profile-related tasks.
You cannot perform actions that are restricted to profiled users. (See Features
Restricted to Profiled Users Who Are Logged In, page 1-12).
Related Topics
•
About Logging In As a Profiled User, page 1-12
•
Accessing Cisco Unified MeetingPlace Express As a Guest via the Web,
page 1-19
Accessing Cisco Unified MeetingPlace Express As a Guest via
the Web
When you perform certain actions via the web, such as joining a meeting, the
system offers you the option to enter your name as a guest user. (If you are a
profiled user, you should log in with your Cisco Unified MeetingPlace Express
ID and password instead of entering as a guest, in order to use all of the features
available to you.)
If you try to perform an action and you only see the opportunity to log in as a
profiled user, then guests cannot perform that action.
Procedure
Step 1
If you see a prompt to sign in as a guest: Enter your name or location (for example,
a physical conference room or an office location) as you want it to appear in the
participant list in the web meeting room.
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About Using Cisco Unified MeetingPlace Express As a Guest
Step 2
Introduction to Cisco Unified MeetingPlace Express
Click the button that is located below the field in which you typed your entry.
Related Topics
•
Features Available to Guest Users, page 1-18
•
Logging In via a Web Browser, page 1-15
Accessing Cisco Unified MeetingPlace Express As a Guest via
Telephone
Via telephone, guest users can attend meetings and perform most in-meeting
activities. Guests cannot access other Cisco Unified MeetingPlace Express
features via telephone.
Who Can Perform This Task
Anyone who has the telephone number of the
Cisco Unified MeetingPlace Express system and the Meeting ID and password (if
one is required) for a meeting.
Procedure
Step 1
Using a touch-tone phone, dial the Cisco Unified MeetingPlace Express
telephone number for your organization.
Step 2
Follow the instructions at the first prompt, and enter the meeting ID, followed by
the # key.
Step 3
Listen and respond to the voice prompts that you hear.
Related Topics
•
Telephone Commands, page A-1.
•
Logging In via Telephone, page 1-17
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Maintaining Security
Maintaining Security
The following sections list ways to insure that your
Cisco Unified MeetingPlace Express system and the meetings that run on it are as
secure as possible:
•
Keeping Access to Cisco Unified MeetingPlace Express Secure, page 1-21
•
Scheduling Secure Meetings, page 1-21
•
Running Secure Meetings, page 1-22
Keeping Access to Cisco Unified MeetingPlace Express Secure
To keep access to your organization’s conferencing system secure:
•
Each time you finish working in Cisco Unified MeetingPlace Express, log
out.
•
Keep your username and phone profile passwords secure.
•
Do not check the Remember Me check box when you log in via the web.
Scheduling Secure Meetings
To maximize the security of meetings, consider doing the following when you
schedule meetings:
•
Require participants to enter a password in order to join the meeting. You can
specify a password when you schedule a future or immediate meeting. See
More Options (Scheduling Parameters), page 2-32. When you start a
reservationless meeting, depending on the settings that your
Cisco Unified MeetingPlace Express system administrator has made, you
may be required to specify a password, or you may be unable to require
passwords for reservationless meetings that you start.
•
Restrict the meeting to Cisco Unified MeetingPlace Express profiled users
only. See the Who can attend option in More Options (Scheduling
Parameters), page 2-32.
•
Do not list the meeting publicly. For information, see the publish meeting
option in Scheduling Parameters, page 2-21.
•
Set the meeting entry and exit announcements to Beep + Name, so you know
exactly who is attending. If you hear a beep with no name, ask the new arrival
to identify him-or herself immediately. See About Scheduling or Starting
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Performing Administrative Tasks
Meetings, page 2-4 and More Options (Scheduling Parameters), page 2-32. If
you have a Cisco Unified IP Phone, you can also set these options during the
meeting.
Running Secure Meetings
To maximize the security of meetings that are in session, do the following during
meetings:
•
Lock your in-session meeting. After a meeting is locked, when each
additional participant tries to join the meeting, you will hear (and see, if you
have joined the web meeting room) an announcement and instructions for
allowing that person to enter. See About Locking Meetings to Restrict Further
Entry, page 8-19.
•
If you have a Cisco Unified IP Phone and you did not set entry and exit
announcements to Beep + Name when you scheduled your meeting, you can
specify these options during the meeting. See Changing the Entry and Exit
Announcements By Using the Cisco Unified MeetingPlace Express Service
on Your Cisco Unified IP Phone, page 15-24.
•
Monitor who is attending the meeting. See Identifying Participants In the
Meeting, page 8-1.
•
Disconnect unauthorized participants who enter the meeting. See About
Removing Participants From the Meeting, page 8-31.
Performing Administrative Tasks
Who Can Perform Administrative Tasks
System administrators. (Note to system administrators: System administrators are
profiled Cisco Unified MeetingPlace Express users who are identified as System
Manager in the user class field in their profiles in the
Cisco Unified MeetingPlace Express Administration Center.)
Procedure
Step 1
If you have not already logged in with your System Manager username and
password, do this now.
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About End-User Help and Documentation
Step 2
Click the Administration link at the top of any page.
Finding Help for Administrative Tasks
Administrative tasks are documented separately from end-user tasks.
Procedure
Step 1
Perform the steps in Performing Administrative Tasks, page 1-22.
Step 2
Click the Help link at the top of any Administration page.
About End-User Help and Documentation
Documentation for end users of Cisco Unified MeetingPlace Express includes
online Help links in the application, a PDF version of the online Help, and Quick
Start Guides.
This documentation tells end users how to use
Cisco Unified MeetingPlace Express.
See the following topics:
•
Tips for Using The Help System, page 1-23
•
Getting the Most Current Version of This Documentation, page 1-24
•
Other Documentation Available for End Users of
Cisco Unified MeetingPlace Express, page 1-24
Tips for Using The Help System
The following are helpful tips for using the Cisco Unified MeetingPlace Express
Help system:
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About End-User Help and Documentation
•
Click any Help link to view the entire Help system. The first topic that you
will see is related to the area of the application from which you clicked the
link; however, you can view any topic.
•
Not every topic appears in the Contents; however, you should be able to find
information you need by looking for the appropriate topic in the Contents.
•
Click any text that is blue to see more information about that item or topic.
•
If you are using Microsoft Internet Explorer on a Microsoft Windows
operating system: To open a link in a separate browser window so that you do
not lose the main topic that you are looking at, right-click the link and choose
Open in New Window. If you are using a different operating system and
browser, see the documentation for your browser.
•
If you click a link in a topic and then you want to return to the original topic,
click the Back button of your browser.
•
A glossary of terms used in this documentation is available by clicking the
Glossary button at the top of the help system.
•
To view or print a PDF version of the information in the Help system, click
the PDF link in the navigation bar along the top of the help system.
Getting the Most Current Version of This Documentation
This documentation is available on Cisco.com.
To get the most current version of the PDF, visit:
http://www.cisco.com/univercd/cc/td/doc/product/conf/mpe/v10/usr/index.h
tm
Alternatively, visit the following URL, then click the link for the User Guide:
http://www.cisco.com/en/US/products/ps6533/products_user_guide_list.htm
l
Other Documentation Available for End Users of
Cisco Unified MeetingPlace Express
For other documentation for end users, visit:
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About End-User Help and Documentation
http://www.cisco.com/en/US/products/ps6533/products_user_guide_list.htm
l
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About End-User Help and Documentation
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C H A P T E R
2
Scheduling and Starting Meetings
You can schedule a meeting for a future date, or you can start a meeting now,
without scheduling it in advance. You can also schedule a recurring meeting.
System administrators can schedule a continuous meeting.
The following topics provide the information that you need in order to schedule
and start meetings:
•
About Meeting Types, page 2-1
•
About Scheduling or Starting Meetings, page 2-4
•
About Reservationless and Immediate Meetings, page 2-5
•
Scheduling a Meeting, page 2-19
– Scheduling Parameters, page 2-21
•
Scheduling Recurring Meeting, page 2-43
•
Scheduling a Continuous Meeting, page 2-44
•
Rescheduling or Modifying a Future Meeting, page 2-44
•
Scheduling a Meeting On Behalf of Another Person, page 2-46
•
Canceling a Scheduled Meeting, page 2-47
About Meeting Types
There are several types of meetings in Cisco Unified MeetingPlace Express.
Meetings may belong to more than one type:
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Scheduling and Starting Meetings
About Meeting Types
Meeting Type
Description
For More Information, See
Reservationless
meeting
About Reservationless
A meeting that you do not
Meetings, page 2-7
schedule in advance.
Instead, you start a
reservationless meeting
when you need one with just
a few clicks.
Immediate
meeting
A meeting that starts as soon About Immediate Meetings,
page 2-9
as you schedule it.
An immediate meeting is
similar to, but different
from, a reservationless
meeting.
Scheduled meeting A standard meeting that you Scheduling a Meeting,
schedule.
page 2-19
Voice meeting
The audio part of a meeting.
A voice meeting is generally
(but not necessarily)
associated with a web
meeting.
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About Meeting Types
Meeting Type
Description
For More Information, See
Web meeting
The web-based part of a
meeting.
About Web Meeting Room
Configurations, page 6-2
This component may
include:
•
Just the participant list
and
meeting-management
and
participant-managemen
t functionality.
•
All web-conferencing
features (screen sharing
and annotating plus text
messaging).
•
The share pod only.
A web meeting is generally
(but not necessarily)
associated with a voice
meeting.
Web-only meeting A meeting that can only be
attended on the web and not
on the telephone.
Voice meeting
with participant
list
A voice meeting that is
associated with a web
meeting that includes only
the participant list and
meeting- management and
participant-management
functionality.
Features in the Lite Web
Meeting Room, page 6-2
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About Scheduling or Starting Meetings
Meeting Type
Description
Voice meeting
with full web
meeting room
Features in the Full Web
A voice meeting that is
Meeting Room, page 6-4
associated with a web
meeting that includes a
participant list, meeting- and
participant-management
functionality, screen sharing
and annotating, and text
messaging.
Share-only web
meeting
A web-only meeting that
Features in the Share-Only
includes only the share pod. Web Meeting Room,
page 6-5
Recurring meeting A series of meetings that
you schedule at one time.
For More Information, See
Scheduling a Meeting,
page 2-19
Options for Recurring
Meetings, page 2-29
Continuous
meeting
A permanent meeting that is
always in session, even after
everyone leaves and hangs
up.
Scheduling a Meeting,
page 2-19
Standard Scheduling
Parameters, page 2-21
About Scheduling or Starting Meetings
There are two mechanisms for establishing meetings. You must schedule future
meetings (and immediate meetings, which we will discuss below), but you must
start a reservationless meeting without scheduling it first.
Who Can Schedule Meetings and Start Reservationless Meetings
Only Cisco Unified MeetingPlace Express profiled users, not guest users, can
schedule meetings and start reservationless meetings. If your
Cisco Unified MeetingPlace Express system administrator has set restrictions on
individual profiled users:
•
You may not be allowed to start reservationless meetings.
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•
Your meetings may not include the full web meeting room. If this is the case,
your meetings do not include the functionality to share documents, annotate
a whiteboard, or send text messages. Only the participant list and associated
functions are available in the web meeting room of your meetings.
•
Resources for voice meetings that you start or schedule may not be
guaranteed. This means that some of your meetings may not be able to occur
at the time you scheduled them for (or want to start at, in the case of
reservationless meetings), or that all participants might not be able to attend.
In addition, meeting options may be restricted or unavailable to you. See
information about individual options in Scheduling Parameters, page 2-21.
About Reservationless and Immediate Meetings
Cisco Unified MeetingPlace Express offers two types of “instant” meetings:
•
Reservationless meetings
•
Immediate meetings
The differences between the two meeting types are described in the following
topics:
•
About Reservationless Meetings, page 2-7
•
About Immediate Meetings, page 2-9
Who Can Establish Reservationless and Immediate Meetings
Any profiled user can schedule an immediate meeting via at least one method.
Your system administrator may not allow you to start reservationless meetings.
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The types of meetings that users with different privileges can schedule using each
access method are summarized in the following table:
Access
Method
for
Starting
Meetings
Now
Via web
Meeting Type
If You Are
Permitted to
Start
Reservationless
Meetings
If You Are Not
Permitted to
Start
Reservationless
Meetings
Reservationless
Yes
No
Immediate
Yes
Yes
Via
Reservationless
telephone Immediate
Yes
No
No
Yes
Reservationless
Yes
No
(Immediate
meetings are not
available via this
access method.)
—
—
Via the
Cisco
Unified
MeetingP
lace
Express
service on
your
Cisco
Unified IP
Phone
Comment
This
selection
happens
automatica
lly when
you start a
meeting
now via
the
telephone.
Use the information in this topic to decide which method to use, then follow the
appropriate instructions:
•
Starting a Reservationless Meeting, page 2-10
•
Scheduling and Starting an Immediate Meeting, page 2-15
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About Reservationless Meetings
Reservationless meetings let you start a meeting instantly, without entering
meeting details. This means that certain options are standard and you cannot
change them. The characteristics of reservationless meetings are described in this
topic.
Who Can Start Reservationless Meetings
Cisco Unified MeetingPlace Express profiled users can start reservationless
meetings. However:
•
Reservationless meetings may not be available on your
Cisco Unified MeetingPlace Express system.
•
Your Cisco Unified MeetingPlace Express system administrator may not
allow you to start reservationless meetings. See the “Determining Whether
You Can Start Reservationless Meetings” section on page 2-8.
•
Restrictions described in the “About Scheduling or Starting Meetings”
section on page 2-4 may apply to you.
Characteristics of Reservationless Meetings
•
Since resources for reservationless meetings are not reserved in advance,
resources may be unavailable at the time you want to start your meeting, or
all participants may not be able to join.
•
If your Cisco Unified MeetingPlace Express system administrator has set
your profile so that all of your meetings must include a password, you must
specify a password when you start each reservationless meeting. If your
profile does not require you to set passwords for all of your meetings, you
cannot set a password when you start a reservationless meeting.
•
All reservationless meetings appear in the list of published meetings after
someone joins the meeting or the meeting owner clicks “Start Meeting
Without Me”.
•
The Meeting ID of every reservationless meeting that you start is your phone
profile number. This simplifies remembering the meeting ID and providing it
to invitees. You cannot choose a Meeting ID.
•
The subject of the meeting is your first and last name as they appear in your
profile.
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About Reservationless and Immediate Meetings
•
The following settings apply to all reservationless meetings:
Option
Fixed Value
More Information
Who Can Attend
Anyone
More Options (Scheduling Parameters),
page 2-32
Publish Meeting
Yes
Scheduling Parameters, page 2-21
Who can access the
meeting recording
Anyone
Chapter 12, “Recording Meetings.”
•
Cisco Unified MeetingPlace Express does not send e-mail notifications for
reservationless meetings.
•
Participants who join a reservationless meeting before the scheduler does
must wait in a waiting room (where they cannot communicate with each
other) until the scheduler arrives, unless one of the following is true:
– the scheduler clicks the “Start Meeting Without Me” button on the
Meeting Details web page.
– your system administrator has enabled participants to initiate
reservationless meetings that were started by another person, and you or
another Cisco Unified MeetingPlace Express profiled user choose to
start the meeting. If you start the meeting, the cost of the meeting may be
billed to your department. Contact your system administrator for
information.
Related Topics
•
If you require functionality that is not available via reservationless meetings,
you can instead schedule a standard meeting via the web that starts
immediately. See Scheduling and Starting an Immediate Meeting from the
Web, page 2-16.
•
To start a reservationless meeting, see Starting a Reservationless Meeting,
page 2-10.
Determining Whether You Can Start Reservationless Meetings
Not all profiled users may be able to start reservationless meetings. You can
determine whether or not you can do so.
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Procedure
Step 1
Log in to the Cisco Unified MeetingPlace Express web pages.
Step 2
Look at the top of the Scheduling page or any
Cisco Unified MeetingPlace Express web page except the in-session
web meeting room.
Step 3
If you see the Start Reservationless option, your profile allows you to start
reservationless meetings.
Related Topics
•
About Reservationless Meetings, page 2-7
About Immediate Meetings
Immediate meetings, like reservationless meeting, start instantly. However, they
do not have the unique characteristics of reservationless meetings that are
described in About Reservationless Meetings. However, the initiation process
requires more clicks and keystrokes.
About Scheduling Immediate Meetings Via Web
If your profile allows you to start reservationless meetings and you are starting
your meeting via the web, you can choose whether you want to start a
reservationless meeting or schedule an immediate meeting.
If your profile does not allow you to start reservationless meetings, or if you need
to set options that are not available for reservationless meetings, you can schedule
a standard meeting that starts immediately.
About Starting Immediate Meetings Via Telephone
Depending on your privileges, either you can start reservationless meetings by
telephone, or you can start immediate meetings via telephone. This selection
happens automatically when you use the telephone to start a meeting now.
If you can schedule immediate meetings by telephone, the meeting has the
following characteristics:
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•
The meeting ID is random and you must provide it, after you start the
meeting, to the people who will attend your meeting.
•
You have the option to specify the duration and number of participants.
•
Other parameters, such as whether the meeting is a published meeting, are
determined by settings in your profile.
To start an immediate meeting by telephone, see the “Starting an Immediate
Meeting Using Your Telephone” section on page 2-17.
Who Can Schedule Immediate Meetings
•
All Cisco Unified MeetingPlace Express profiled users can schedule
immediate meetings via the web. You do not need special privileges to
schedule a meeting that starts immediately.
•
Only Cisco Unified MeetingPlace Express profiled users whose profiles do
not allow them to start reservationless meetings can schedule immediate
meetings via the telephone.
Related Topics
•
Scheduling and Starting an Immediate Meeting, page 2-15.
Starting a Reservationless Meeting
If your system administrator has set your profile to allow you to start
reservationless meetings, there are three ways to proceed:
•
Starting a Reservationless Meeting from the Web
•
Starting a Reservationless Meeting via the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone
•
Starting a Reservationless Meeting by Dialing In From Any Phone
Related Topics
•
About Reservationless Meetings
•
About Immediate Meetings
•
Scheduling and Starting an Immediate Meeting
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Starting a Reservationless Meeting from the Web
Who Can Perform This Task
Cisco Unified MeetingPlace Express profiled users whose system administrator
has allowed them to start reservationless meetings. (If you do not have privileges
to start a reservationless meeting, schedule an immediate meeting instead. See
Scheduling and Starting an Immediate Meeting, page 2-15.)
Procedure
Step 1
Familiarize yourself with the characteristics of reservationless meetings, as
described in About Reservationless Meetings, page 2-7.
Step 2
Log in with your Cisco Unified MeetingPlace Express username and password.
Step 3
Click Start reservationless at the top of the page.
If you do not see this link, your profile settings do not allow you to start
reservationless meetings. Instead, schedule a standard meeting that starts
immediately. See Scheduling and Starting an Immediate Meeting, page 2-15.
Step 4
If your profile is set to have Cisco Unified MeetingPlace Express to call you for
meetings:
a.
To start your meeting, answer your phone when it rings and follow the
prompts that you hear.
b.
Skip all phone-related steps in the rest of this procedure.
c.
If you want to join the web meeting, perform the web-related steps in the rest
of this procedure.
d.
If you do not want to join the web meeting, skip the rest of this procedure.
(The option to have Cisco Unified MeetingPlace Express call you is controlled by
the Method of Attending field in your profile, if it is available. See Chapter 14,
“Changing Your Profile Preferences.”)
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If your profile is NOT set to have Cisco Unified MeetingPlace Express to call you
for meetings: Perform the following actions, depending on which options you see:
What You See
What This Means and What To Do
Set Password
field
You must set a password for this meeting.
Call me at
Cisco Unified MeetingPlace Express will call you at the
telephone number that you specify.
If you will click the Join Meeting button, enter a password
(Above the Join in this field. If you will click the Start Meeting Without Me
Meeting button) button, do not enter a password here. Instead, see the Set
Password option in the last row of this table.
Field to enter
phone number
Dial in from
your phone or
Log in to join the
voice meeting
Check the check box and enter into the field a telephone
number where Cisco Unified MeetingPlace Express can
reach you now.
If you see this information, your
Cisco Unified MeetingPlace Express system administrator
does not allow Cisco Unified MeetingPlace Express to call
you.
Continue with the instructions in this procedure to join the
web meeting, then join the voice meeting by following the
instructions in About Joining Voice Meetings By Dialing In,
page 4-16.
Enter web
meeting room
Check the check box to enter the web meeting room.
Set Password
field
You must set a password for this meeting.
Leave the check box unchecked if you want to join only the
voice meeting.
If you will click the Start Meeting Without Me button, enter
(Above the Start a password in this field.
Meeting
Without Me
button)
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Step 5
Click one of the following buttons to start your meeting and allow participants to
join it:
Button
What Will Happen Next
Join Meeting
Clicking this button will let you join the meeting by the
methods you checked above.
If you set a password, all participants will be required to enter
the password in order to join the meeting.
Start Meeting
Without Me
If you do not join the meeting immediately and you do not click
this button, participants who join the meeting before you do
must wait until you arrive in a waiting room where they cannot
communicate with each other.
If you click this button, participants can enter the meeting
before you join it.
Step 6
Give the following information to the people who will attend your meeting:
•
The URL of your organization’s Cisco Unified MeetingPlace Express
system.
•
The Meeting ID shown in the Reservationless Meeting page. This number is
the same as your phone profile number.
•
If you created a password for this meeting, the meeting password.
•
The phone number(s) of your organization’s
Cisco Unified MeetingPlace Express system.
Your meeting will not appear in the list of published meetings until after you or
another person joins the meeting. This means that people who do not know your
profile number will not be able to find your meeting until after the first participant
joins.
Step 7
If you need to join the voice meeting by dialing in, see About Joining Voice
Meetings By Dialing In, page 4-16. In order to have full control over your
meeting, join the meeting as a profiled user (log in with your phone profile
number.)
For an overview of the options available to you during your meeting, see
Chapter 5, “About Participating in Meetings”.
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Starting a Reservationless Meeting by Dialing In From Any Phone
Who Can Perform This Task
Cisco Unified MeetingPlace Express profiled users whose
Cisco Unified MeetingPlace Express system administrators have set their profiles
to allow them to start reservationless meetings.
Procedure
Step 1
Make sure you know your phone profile number and password.
Step 2
Dial the phone number of your organization’s
Cisco Unified MeetingPlace Express system.
Step 3
Listen for the prompt: “To start your meeting now, press 1, then #.”
Step 4
Follow the prompts to start your meeting. You may be required to specify a
password for the meeting.
Note
Step 5
Step 6
If you hear prompts about meeting duration and number of parties,
you cannot use this procedure. Instead, see the “Starting an
Immediate Meeting Using Your Telephone” section on page 2-17 for
the correct procedure.
Give the people who will attend the meeting the information they need:
•
The phone number(s) of your organization’s
Cisco Unified MeetingPlace Express system.
•
The meeting ID, which is your phone profile number. (Keep your profile
password confidential.)
•
If you created a password for this meeting, the meeting password.
•
The URL of your organization’s Cisco Unified MeetingPlace Express
system.
For a list of telephone commands available during the meeting, see Telephone
Commands—Meetings in Progress, page A-3.
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About Reservationless and Immediate Meetings
Scheduling and Starting an Immediate Meeting
You can initiate immediate meetings via the web or via telephone. Who can
perform each action depends on the action.
Initiating an
Immediate
Meeting Via
Who Can Perform This
Action
Web
(Scheduling
page)
Any profiled user.
Web meeting
room
—
Telephone
keypad
If your profile does not
allow you to start
reservationless meetings,
you can start an
immediate meeting by
telephone. See the
“Determining Whether
You Can Start
Reservationless
Meetings” section on
page 2-8.
Cisco Unified
MeetingPlace
Express service
on your Cisco
Unified IP
Phone
—
For More Information, See
Scheduling and Starting an
Immediate Meeting from the
Web, page 2-16
Starting an Immediate Meeting
Using Your Telephone,
page 2-17
Related Topics
•
About Immediate Meetings, page 2-9
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About Reservationless and Immediate Meetings
Scheduling and Starting an Immediate Meeting from the Web
Who Can Perform This Task
Cisco Unified MeetingPlace Express profiled users. You do not need special
privileges to schedule a meeting that starts immediately.
Procedure
Step 1
(Optional) Determine whether an immediate or reservationless meeting best
meets your needs: See About Reservationless and Immediate Meetings, page 2-5.
Step 2
Using the instructions in Scheduling a Meeting, page 2-19, schedule your
meeting. The start time should be the current time.
Step 3
Click the Attend link in the navigation bar.
Step 4
If you do not see your meeting in the list of meetings, search for your meeting. If
necessary, see About Finding Meetings, page 3-1.
Step 5
If the Status column shows Active, click the Meeting ID of your meeting.
If the Status column does not show Active, wait a few moments and then try to
find your meeting again.
Step 6
Follow the instructions in Joining a Meeting Via Your Browser, page 4-10.
Step 7
The invitees that you specified may receive an e-mail invitation with the
information they need in order to attend the meeting. For more information, see
Cautions About E-Mailed Invitations, page 4-7.
If you did not specify invitees, or you want to be certain that everyone has the
information, give invitees the following information:
•
The URL of your organization’s Cisco Unified MeetingPlace Express
system.
•
The meeting ID, which is your phone profile number. (Keep your profile
password confidential.)
•
If you created a password for this meeting, the meeting password.
•
The phone number(s) of your organization’s
Cisco Unified MeetingPlace Express system.
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About Reservationless and Immediate Meetings
For information about the options available to you during your meeting, see
Chapter 5, “About Participating in Meetings”.
Related Topics
•
About Reservationless and Immediate Meetings, page 2-5
•
Scheduling a Meeting, page 2-19
Starting an Immediate Meeting Using Your Telephone
This procedure is an alternative to starting a reservationless meeting using your
telephone. Settings that your system administrator makes in your profile
determine whether you must follow this procedure or you must follow the
procedure in the “Starting a Reservationless Meeting by Dialing In From Any
Phone” section on page 2-14.
Who Can Perform This Task
Cisco Unified MeetingPlace Express profiled users who cannot start
reservationless meetings.
To determine whether your system administrator allows you to start
reservationless meetings, see the “Determining Whether You Can Start
Reservationless Meetings” section on page 2-8.
Before You Begin
•
Make sure you know your phone profile number and password.
•
Be prepared to note the meeting ID that Cisco Unified MeetingPlace Express
gives you, so that you can provide it to your invitees.
Procedure
Step 1
Dial the phone number of your organization’s
Cisco Unified MeetingPlace Express system.
Step 2
Press 1, then #.
Step 3
At the prompts, enter your profile number and password.
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About Reservationless and Immediate Meetings
Step 4
Listen carefully for the prompt: “To begin a meeting immediately, press 1, then
#”, then press 1, then #.
Step 5
At the prompt, choose one of the following:
•
To accept the default meeting duration and number of participants, press 1.
•
To choose a different duration or number of participants, or both, press 2.
Note
Step 6
If you do not hear these prompts, you cannot use this procedure.
Instead, see the “Starting a Reservationless Meeting by Dialing In
From Any Phone” section on page 2-14.
If you pressed 2 to choose a different duration and number of locations (or
participants), perform both of the following:
a.
Follow the prompt to enter the expected meeting duration in minutes, then
press #.
b.
Follow the prompt to enter the number of locations that you expect, including
your own, then press #.
Step 7
If you hear the prompt to set a password for your meeting, follow the prompt.
Step 8
Wait while Cisco Unified MeetingPlace Express processes your request.
Step 9
Note the Meeting ID that Cisco Unified MeetingPlace Express gives you.
Cisco Unified MeetingPlace Express places you into the meeting.
Step 10
(Optional) To dial out to additional participants, press #, then 3 and follow the
prompts that you hear. You will need to know the phone numbers of the
participants you want to add.
Step 11
Give the people who will attend the meeting the information they need:
•
The phone number(s) of your organization’s
Cisco Unified MeetingPlace Express system.
•
The meeting ID that Cisco Unified MeetingPlace Express just gave you.
•
If you created a password for this meeting, the meeting password.
•
The URL of your organization’s Cisco Unified MeetingPlace Express
system.
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Scheduling a Meeting
For a list of telephone commands available during the meeting, see the
“Telephone Commands—Meetings in Progress” section on page A-3.
Scheduling a Meeting
Schedule meetings via Cisco Unified MeetingPlace Express web pages.
•
For descriptions of the parameters you see on the Schedule Meeting page, see
Scheduling Parameters.
Notes
•
You cannot schedule meetings more than two years in advance; your system
administrator sets the exact limit for your system.
•
You can schedule a meeting that starts up to, but not including, 30 minutes in
the past.
Procedure
Step 1
Log in with your Cisco Unified MeetingPlace Express username and password if
you have not yet done so.
Step 2
If you are not viewing the Schedule Meeting page, click the Schedule link at the
top of the page.
Step 3
Consider your security needs. To understand the security options available when
you schedule your meeting, see Scheduling Secure Meetings, page 1-21.
Step 4
Enter options. For information, see Scheduling Parameters, page 2-21.
You must enter a value in fields marked with a red asterisk (*).
If you are scheduling a recurring meeting (series of meetings): For Frequency,
choose Daily, Weekly, or Monthly. Then choose appropriate options for the
frequency you selected. Be sure to specify a number of occurrences or an End by
date.
If you are scheduling a continuous meeting (system administrators only): For
Frequency, choose Continuous.
More scheduling options are available in Step 7.
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Scheduling a Meeting
Step 5
Click Invitees.
Step 6
Invite participants. See Inviting Participants, page 2-39.
Step 7
If you do not see additional options, click More options.
You may need to scroll down again to view the additional options.
Step 8
Enter options as needed. For information, see More Options (Scheduling
Parameters), page 2-32.
Step 9
Click Schedule.
When the meeting is successfully scheduled, a Meeting Details web page will
appear.
Step 10
Step 11
Review the details of the scheduled meeting and verify that they are correct.
a.
If you need to correct information, first try clicking the Reschedule button.
b.
If the option that you need to change is not available, cancel this meeting and
schedule a new meeting. For information, see Canceling a Scheduled
Meeting, page 2-47.
Read the following caveats and perform any actions that are appropriate in your
situation.
Depending on settings that the Cisco Unified MeetingPlace Express system
administrator makes, the following situations may apply. For more information
about meeting notifications, see Cautions About E-Mailed Invitations, page 4-7.
Contact your system administrator if you have issues.
•
Invitees may or may not receive an e-mail invitation that contains the
information they need in order to attend the meeting, or some invitees may
receive invitations but not all may receive them. Be prepared to give your
invitees the information that they need in order to attend the meeting.
•
If you are in a different time zone from invitees, the meeting invitation that
they receive may indicate the time in your time zone, not theirs.
•
If you have specified a password for this meeting, the invitation may or may
not include the password. If you receive an invitation for your own meeting,
you can check it to see if the password appears. The password always appears
in the invitation as numbers; if you specified an alphabetic password, the
letters are converted to numbers according to the letters printed on the number
keys of a telephone.
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Scheduling a Meeting
•
If you change this meeting, Cisco Unified MeetingPlace Express may or may
not send updated invitations. If you received an invitation of the original
meeting but you do not receive an invitation of a changed meeting, your
invitees probably also did not receive an updated invitation.
Related Topics
•
Scheduling Parameters, page 2-21
•
Options for Recurring Meetings, page 2-29
•
Scheduling a Continuous Meeting, page 2-44
•
Rescheduling or Modifying a Future Meeting, page 2-44
•
Canceling a Scheduled Meeting, page 2-47
Scheduling Parameters
When you schedule a meeting, there are two sets of parameters on the Schedule
Meeting page. Some appear by default, while others are visible only if you click
More Options. Your system administrator may have made some parameters
unavailable, or have changed the parameters that are available in each group.
Options for recurring meetings depend on your choice of meeting frequency.
•
Standard Scheduling Parameters, page 2-21
– Options for Recurring Meetings, page 2-29
•
More Options (Scheduling Parameters), page 2-32
Standard Scheduling Parameters
Revised: December 18, 2006
The options in the following tables are the default standard
Cisco Unified MeetingPlace Express scheduling options. Your system may not
have all of these options, and some options may appear either on the main
scheduling page or on the More options page.
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Scheduling a Meeting
If an option is not available, your system administrator has assigned a value for
you.
If an option is available, you may be able to change the default value that appears
for every meeting that you schedule. See Chapter 14, “Changing Your Profile
Preferences.”
Additional
Information
Parameter
Description
Options
Schedule
Meeting on
Behalf of
This option
appears only if
you are
authorized to
schedule Cisco
Unified
MeetingPlace
Express
meetings for
another user.
The drop-down list
contains the usernames
of all of the people who
have identified you as a
delegate, or for whom
the system
administrator has
designated you as
delegate.
Subject
A word or
phrase
describing the
topic of your
meeting.
If this option is visible, Your subject may be
you must enter a subject truncated if the
Subject line in the
for your meeting.
viewing application
Your subject can be up
(for example, the
to 17 characters long.
e-mail software that
the recipient uses) is
shorter than the
subject you enter.
See Scheduling a
Meeting On Behalf of
Another Person,
page 2-46.
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Parameter
Description
Meeting ID
This field
uniquely
identifies your
meeting during
the date, time,
and duration
for which you
schedule it.
Options
Additional
Information
You can enter letters
of the alphabet to
make your Meeting
ID easier to
remember, but letters
will be converted to
numbers after you
If you are scheduling a
schedule the meeting.
recurring meeting, this
To see which letters
value must be available
correspond to which
as a unique meeting ID
Depending on
numbers, look at the
for all recurrences of the
settings that
number keys on your
meeting.
your system
telephone keypad. For
If this option is not
administrator
example, “Sales”
available, or if you do
makes, this
would be converted to
option may not not specify a Meeting
72537. When
ID, Cisco Unified
be available.
participants attend the
MeetingPlace Express
meeting, they can use
will automatically
the letters or the
assign a Meeting ID
numbers to find the
after you click
meeting by Meeting
Schedule.
ID.
Enter a meeting ID that
is easy to remember.
The meeting ID can be
up to 17 alphanumeric
characters long. It
cannot contain spaces.
One Meeting ID may
be used for multiple
meetings as long as
the meetings do not
coincide or overlap.
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Additional
Information
Parameter
Description
Options
Date
The date your
meeting will
start.
Enter a date, or click the This date cannot be
calendar icon to choose further in the future
a date from the calendar. than two years minus
one day.
Use the date format of
the default date
displayed in the field.
Years must include all
four digits.
Note
Time
The time of day
that you want
your meeting to
start.
The system
administrator
sets the format
for the date.
Drop-down list for the
hour of day that you
want your meeting to
start.
You may see options
based on a 12-hour
clock with AM and
PM, or times based on
a 24-hour clock.
Field in which to enter This number must be
number of minutes past between 1 and 60.
the hour that the
meeting will start.
(Time Zone)
Your meeting will
start when it is the
time of day you
specify in the time
zone displayed.
The time zone may be
set by your system
administrator, or you
may be able to change
it in your user profile.
See Chapter 14,
“Changing Your
Profile Preferences.”.
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Parameter
Description
Options
Duration1
How long your Enter a number of hours
meeting will
or a number minutes.
last.
The maximum meeting
lengths, unless your
system administrator
has set a smaller limit
are as follows:
•
Voice meetings: 24
hours
•
Web meetings: 12
hours
Additional
Information
Depending on
settings on your
system, your meeting
may be automatically
extended if you have
not finished within
the duration that you
specify.
The minimum duration
is 2 minutes.
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Parameter
Description
Options
Frequency
How often your Once
meeting will
occur.
Additional
Information
For all recurrence
patterns, see Options
for Recurring
Meetings, page 2-29.
Daily
Choose further
options for daily
recurrence.
Weekly
Choose this option
also for meetings that
occur every n weeks
or on certain days of
the week. Choose
further options for
weekly recurrence.
Monthly
Choose further
options for monthly
recurrence.
Continuous
For more information,
see Scheduling a
Continuous Meeting,
page 2-44.
Only system
administrators can
schedule continuous
meetings. (Note to
system administrators:
your user class is
System Manager.)
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Parameter
Description
Options
Number of
Participants
The number of
“seats” (ports)
to reserve on
the system for
this meeting.
Enter the number of
people you expect to
attend your meeting.
2
Additional
Information
Your system
administrator may
limit the maximum
number of callers that
If multiple users will be
can be scheduled for
attending the meeting
each meeting, in order
from one location (such
to ensure that
as a conference room),
resources are
count them as one
available. This limit
participant.
may differ for
You must enter a
scheduled and
number larger than zero. reservationless
meetings.
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Parameter
Description
Options
Additional
Information
Publish
Meeting1, 2,
Determines
whether this
meeting will
appear in the
list of public
meetings that
anyone can see
if they use the
Public
meetings
option when
they find
meetings.
If you want this meeting
to be listed when users
find meetings using the
Public meetings option,
check the check box.
Anyone can find any
meeting, even if the
meeting is not
published, if both of
the following are true:
3
If a meeting
appears in the
list of found
meetings,
people can
click the
meeting ID to
view meeting
details. If you
schedule the
meeting with a
password or
restrict access
to profiled
users, or both,
people must
enter the
meeting
password or
log in, or both,
before they can
view meeting
details via web.
If you want this meeting
listed only for the
following people,
uncheck the check box:
•
Yourself
•
The meeting owner
(if you are a
delegate and you
are scheduling this
meeting on behalf
of another person)
•
Invitees to the
meeting
•
Any attendants
•
System
administrators
•
The person
knows the
meeting ID of a
meeting.
•
The person uses
the Meeting ID
option when they
find meetings.
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1. Depending on settings that your Cisco Unified MeetingPlace Express system administrator
makes, this option may not be available.
2. If this option is not available, your system administrator has assigned a value for you.
3. You may be able to change your default value for this option. See Chapter 14, “Changing Your
Profile Preferences.”
Related Topics
•
Options for Recurring Meetings, page 2-29
•
More Options (Scheduling Parameters), page 2-32
•
Scheduling a Meeting, page 2-19. To return to a procedure in progress, go to
Step 4.
•
Rescheduling or Modifying a Future Meeting, page 2-44
Options for Recurring Meetings
When you schedule a meeting, you choose whether the meeting occurs once or is
a series of meetings (also called a recurring meeting). The specific recurrence
options that you see depend on the Frequency that you choose on the meeting
scheduling form.
The following recurring options are described:
•
Options for Daily Recurrence, page 2-30
•
Options for Weekly Recurrence, page 2-30
•
Options for Monthly Recurrence, page 2-31
Related Topics
•
Scheduling a Meeting, page 2-19.
•
Rescheduling or Modifying a Future Meeting, page 2-44.
•
Scheduling a Continuous Meeting, page 2-44
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Options for Daily Recurrence
Option Type
Option
Details
Frequency
options
Every n
day(s)
Enter a number between 1 and 99.
Every
weekday
Monday through Friday, including holidays.
End after n
occurrences
Enter a number in the field.
When the
series ends
To schedule a meeting to occur on the same day(s)
of every week, see Options for Weekly
Recurrence, page 2-30.
This number must result in the final meeting in the
series occurring within two years minus one day of
the day you schedule the meeting.
End by [date] Enter the date beyond which you do not want this
meeting series to continue. This date cannot be
further in the future than two years minus one day.
Use the date format of the default date that appears
in the field. Years must include all four digits.
Options for Weekly Recurrence
Option Type
Option
Details
Frequency
options
Enter a number of weeks between 1 and 99.
Every n
week(s) on
Check the check boxes for the day(s) of the
every [Mon,
week on which you want the meetings to occur.
Tue, Wed, Thu,
Fri, Sat, Sun]
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Option Type
Option
Details
When the
series ends
End after n
occurrences
Enter a number in the field.
End by [date]
Enter the date beyond which you do not want
this meeting series to continue. This date cannot
be further in the future than two years minus one
day.
This number must result in the final meeting in
the series occurring within two years minus one
day of the day you schedule the meeting.
Use the date format of the default date that
appears in the field. Years must include all four
digits.
Options for Monthly Recurrence
Option Type
Option
Details
Frequency
options
Day n of
every month
Enter a number between 1 and 31.
If a month has fewer days than the number you
specify, the meeting for that month is scheduled
for the last day of that month.
Choose the following option in this table if you
want to be sure that meetings are always on
weekdays.
Every [First, Choose the week of the month and the day of
that week on which to hold your meetings.
Second,
Third,
For example, the third Tuesday of every month.
Fourth, or
Last] [Mon,
Tue, Wed,
Thu, Fri, Sat,
Sun] of every
month
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Option Type
Option
Details
When the
series ends
End after n
occurrences
Enter a number in the field.
This number must result in the final meeting in
the series occurring within two years minus one
day of the day you schedule the meeting.
End by [date] Enter the date beyond which you do not want
this meeting series to continue. This date cannot
be further in the future than two years minus one
day.
Use the date format of the default date that
appears in the field. Years must include all four
digits.
Related Topics
•
Scheduling Parameters, page 2-21
•
Scheduling a Meeting, page 2-19. To return to a procedure in progress, go to
Step 4.
•
Rescheduling or Modifying a Future Meeting, page 2-44
More Options (Scheduling Parameters)
When you schedule a meeting, some standard options are immediately visible on
the scheduling form, while other options are hidden. By default, the following
options appear when you click More Options on the scheduling page. Your
system administrator may have changed these options: some may not be available,
and others may appear with the standard options.
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Parameter Description
Options
Additional Information
Meeting
Password
If you choose to
password-protect a
meeting, enter the
required password.
Depending on settings
that your Cisco Unified
MeetingPlace Express
system administrator
makes, the following
apply:
If you enter a
value in this
field, all
invitees must
enter this
password in
order to
access any
part of your
meeting.
If you do not require
password protection,
leave this field blank.
You may be required
to enter a password
for all meetings that
you schedule.
•
Your password may
or may not be
included in meeting
notifications that
Cisco Unified
MeetingPlace
Express may send to
invitees when you
schedule a meeting.
Passwords can include
letters or numbers or
both.
Your system
administrator sets the
minimum password
length.
Billing
Code
•
Enter the billing code.
If your
company
performs
bill-backs,
this field
contains the
number that
is used to
identify the
group or
department
that should
be billed for
this meeting.
Depending on settings
that your Cisco Unified
MeetingPlace Express
system administrator
makes, this option may
not be available.
If this option is not
available, your system
administrator may or may
not have assigned a billing
code for all meetings that
you schedule.
You may be able to change
the default value for this
option. See Chapter 14,
“Changing Your Profile
Preferences.”
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Parameter Description
Options
Language The language All languages that are
available in your
in which
your meeting system.
takes place.
(If you do
not specify a
meeting
language
here, the
meeting uses
the language
specified in
your profile.
See
Chapter 14,
“Changing
Your Profile
Preferences”
for more
information.)
This setting
only affects
the voice
prompts and
language of
the web
meeting
room for the
meeting that
you are
scheduling.
Additional Information
All meeting participants
hear individual meeting
voice prompts in the
language that they select
in their profile. (An
individual meeting voice
prompt is a voice prompt
during a meeting that only
the participant hears, such
as when you mute
yourself and you hear
“Muted”.)
However, the language
specified by a meeting
participant in their profile
does not apply to the web
meeting room, which
always uses the language
that the meeting scheduler
selected with this option.
The language of the Cisco
Unified MeetingPlace
Express service on a
participant’s
Cisco Unified IP Phone is
determined by the
participant’s locale which
is specified in
Cisco Unified
CallManager.
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Parameter Description
Options
Additional Information
Who can
attend
Choose an option from
the drop-down menu:
Depending on settings
that your Cisco Unified
MeetingPlace Express
system administrator
makes, this option may
not be available.
Determines
who can
attend this
meeting.
•
•
Anyone—This
meeting is
unrestricted. Both
profiled users and
guest users can
attend.
Users with Cisco
Unified
MeetingPlace
Express profiles
only—Both
modules of this
meeting (voice and
web) are restricted
to profiled users
who log in with
their Cisco Unified
MeetingPlace
Express password
before they enter
the meeting.
If this option is not
available, your Cisco
Unified MeetingPlace
Express system
administrator may not
allow you to schedule
meetings that guest users
can attend.
You may be able to change
the default value for this
option. See Chapter 14,
“Changing Your Profile
Preferences.”
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Parameter Description
Options
Additional Information
Entry
The option
Announce you choose
ment
indicates
how
participants
will be
announced
when they
enter this
meeting.
Choose an option from
the drop-down menu:
Depending on settings
that your Cisco Unified
MeetingPlace Express
system administrator
makes, this option may
not be available.
Beep Only--A
short beep is
emitted during the
meeting to indicate
If this option is not
that someone has
available, your system
entered the
administrator has
meeting.
assigned a value for you.
• Beep +
You may be able to change
Name--After a
the default value for this
short beep, the
option. See Chapter 14,
participant's
“Changing Your Profile
recorded name is
announced into the Preferences.”
meeting. Choose
You can change this
this option to
option during a meeting
monitor who is
See Changing the Entry
attending your
and Exit Announcements
meeting.
By Using the
• Silent--There is no Cisco Unified MeetingPla
ce Express Service on
indication that
Your
someone has
Cisco Unified IP Phone,
entered the
page 15-24.
meeting. Choose
this option if you do
not want the
meeting to be
interrupted when
people join the
meeting, or for
meetings that many
people will attend.
•
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Parameter Description
Options
Additional Information
Exit
The option
Announce you choose
ment
indicates
how
participants
will be
announced
when they
leave this
meeting.
Choose an option from
the drop-down menu:
Depending on settings
that your Cisco Unified
MeetingPlace Express
system administrator
makes, this option may
not be available.
Beep Only--A
short beep is
emitted during the
meeting to indicate
If this option is not
that someone has
available, your system
departed the
administrator has
meeting.
assigned a value for you.
• Beep+
You may be able to change
Name--After a
the default value for this
short beep, the
option. See Chapter 14,
recorded name of
“Changing Your Profile
the user who is
Preferences.”
departing the
meeting is
You can change this
announced into the
option during a meeting .
meeting. Choose
See Changing the Entry
this option to
and Exit Announcements
monitor who is
By Using the
present in your
Cisco Unified MeetingPla
meeting.
ce Express Service on
• Silent--There is no Your
Cisco Unified IP Phone,
indication that
page 15-24.
someone has
departed the
meeting. Choose
this option if you do
not want the
meeting to be
interrupted when
people join the
meeting, or for
meetings that many
people will attend.
•
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Parameter Description
Method of This option
Attending determines
whether
Cisco
Unified
MeetingPlac
e Express
will call you
automaticall
y at the time
that the
meeting is
scheduled to
begin.
Options
Additional Information
Depending on settings
that your Cisco Unified
If you cannot have
MeetingPlace Express
Cisco Unified
system administrator
MeetingPlace
makes, this option may
Express call you, or
not be available.
you do not want
If this option is not
Cisco Unified
available, your system
MeetingPlace
Express to call you administrator has made
automatically at the this choice for you.
start of the meeting, You may be able to change
choose this option. the default setting for this
•
I’ll Call In
•
Find Me
Cisco Unified
MeetingPlace
Express will
automatically call
you at the time that
the meeting is
scheduled to begin.
option. See Chapter 14,
“Changing Your Profile
Preferences.”
If you choose Find Me, at
least one contact number
must be specified in your
profile. See Chapter 14,
“Changing Your Profile
Preferences.”
Related Topics
•
Scheduling Parameters, page 2-21
•
Scheduling a Meeting, page 2-19. To return to a procedure in progress, go to
Step 4.
•
Rescheduling or Modifying a Future Meeting, page 2-44
Inviting Participants
Specify invitees for your meeting so that they can receive an e-mail invitation with
the information they need in order to attend the meeting.
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Note
Depending on settings that your system administrator makes, invitations may not
be sent. See the cautions at the end of the procedure for Scheduling a Meeting,
page 2-19.
If you invite profiled users, you should invite them by using the directory. For
information, see Inviting Attendees By Using the Directory, page 2-40.
If resources are available on the Cisco Unified MeetingPlace Express system at
the time of your meeting, then people who you do not invite can attend your
meeting if it is a published meeting or you give them the time, date, meeting ID,
and password (if applicable).
Procedures
•
Inviting Attendees By Using the Directory, page 2-40
•
Inviting Attendees By Entering E-Mail Addresses, page 2-42
•
Removing Names from the Invitees List, page 2-42
Related Topics
•
About Adding Participants to a Meeting In Progress, page 8-8.
Inviting Attendees By Using the Directory
You should use the directory to invite Cisco Unified MeetingPlace Express
profiled users, instead of entering their e-mail addresses. Inviting profiled users
by using the directory offers the following advantages:
•
Participants who have joined the voice meeting can have
Cisco Unified MeetingPlace Express dial out to profiled invitees who have
not yet joined the meeting, in order to bring them into the meeting. See
Dialing Out from Your Phone to Add All Missing Profiled Invitees,
page 8-19.
•
Profiled invitees can join the meeting automatically using the Find Me
feature, which is described in Specifying Your Preferred Method of Joining
Meetings by Phone, page 14-11.
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Procedure
Step 1
This procedure is a sub-procedure of the process of Scheduling a Meeting,
page 2-19. Start this procedure by following instructions in that topic.
Step 2
In the meeting scheduling page, click the Invitees link to display the invite fields
if you have not yet done so.
Step 3
Do one of the following:
•
Enter the name of a person or a Cisco Unified MeetingPlace Express
username, or the first few letters of the first or last name or
Cisco Unified MeetingPlace Express username, in the From Directory field,
then click the magnifying glass button. Any users in the directory whose
name or username matches the criteria you entered will appear in the box
below the From Directory field.
•
To list all users in the directory and choose invitees from that list: Click the
magnifying glass button without entering text in the From Directory field.
Step 4
In the box below the From Directory field, click the name of a desired invitee to
highlight it. To select multiple names, shift-click or control-click the names.
(Macintosh users: use command-click instead of control-click.)
Step 5
Move the selected name to the Invitees list: Click the right arrow button located
to the right of this list of users.
Step 6
(Optional) Invite other participants by entering e-mail addresses. Inviting
Attendees By Entering E-Mail Addresses, page 2-42.
Step 7
If you are finished inviting participants, return to Step 7 in Scheduling a Meeting,
page 2-19 to continue scheduling your meeting. The scheduling process continues
on the same page that you have been working with.
Related Topics
•
Removing Names from the Invitees List, page 2-42
•
Inviting Participants, page 2-39
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Inviting Attendees By Entering E-Mail Addresses
This procedure is a subprocedure of the process of Scheduling a Meeting,
page 2-19.
Procedure
Step 1
In the meeting scheduling page, click the Invitees link to display the invite fields
if you have not yet done so.
Note
Invite profiled users of Cisco Unified MeetingPlace Express by using the
method described in Inviting Attendees By Using the Directory,
page 2-40, instead of using this procedure.
Step 2
In the By Email field, enter a complete e-mail address.
Step 3
Click the right arrow button that is to the right of the By Email field.
Step 4
(Optional) Invite other invitees by using the directory. See Inviting Attendees By
Using the Directory, page 2-40.
Step 5
If you are finished inviting participants, return to Step 7 in Scheduling a Meeting,
page 2-19 to continue scheduling your meeting. The scheduling process continues
on the same page that you have been working with.
Related Topics
•
Removing Names from the Invitees List, page 2-42
•
Inviting Participants, page 2-39
Removing Names from the Invitees List
This procedure is a subprocedure of the process of Scheduling a Meeting,
page 2-19.
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Procedure
Step 1
In the Invitees list, click the name or e-mail address of the person to delete. To
select multiple names, shift-click or control-click the names. (Macintosh users:
use command-click instead of control-click.)
Step 2
Click the Remove button.
Related Topics
•
Inviting Participants, page 2-39
Scheduling Recurring Meeting
The process of scheduling a series of meetings (also called a recurring meeting)
is the same as the process for scheduling a standard meeting. For the Frequency
parameter, choose an option other than Once or Continuous.
Who Can Perform This Task
Cisco Unified MeetingPlace Express profiled users. You do not need special
privileges to schedule a recurring meeting.
Procedure
Step 1
Schedule a meeting. See the procedure in the “Scheduling a Meeting” section on
page 2-19.
Step 2
For the Frequency parameter, choose Daily, Weekly, or Monthly. See the
“Options for Recurring Meetings” section on page 2-29 for more information
about these parameter values.
Related Topics
•
Scheduling a Meeting, page 2-19
•
Options for Recurring Meetings, page 2-29
•
Standard Scheduling Parameters, page 2-21
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Scheduling a Continuous Meeting
A continuous meeting is a permanent meeting that is always in session, even after
everyone leaves and hangs up.
The process of scheduling a continuous meetings is the same as the process for
scheduling a standard meeting. For the Frequency parameter, choose Continuous.
Who Can Perform This Task
Profiled users who are identified as System Manager in the User Class field in the
Administration Center.
Procedure
Step 1
Schedule a meeting. See the procedure in the “Scheduling a Meeting” section on
page 2-19.
Step 2
For the Frequency parameter, choose Continuous.
Related Topics
•
Scheduling a Meeting, page 2-19
•
Standard Scheduling Parameters, page 2-21
Rescheduling or Modifying a Future Meeting
After you schedule a meeting, you can change meeting details, except for the
meeting ID and frequency of the meeting.
If you are modifying a recurring meeting, you can modify:
•
All meetings in the series, if no meetings in the series have occurred.
•
Individual instances that have not yet occurred.
•
All meetings in the series that have not yet occurred.
•
All meetings in the series starting with any instance that has not yet occurred.
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Rescheduling or Modifying a Future Meeting
Who Can Perform This Task
You can modify meetings that you have scheduled and meetings of which you are
the owner. If your system administrator has designated you as an attendant, you
can also reschedule meetings that were scheduled by other people.
Procedure
Step 1
If you have not already done so, log in to Cisco Unified MeetingPlace Express
with your username and password.
Step 2
If you need to change the frequency or meeting ID of the meeting, you cannot use
this procedure. Instead, cancel this meeting and schedule a new meeting. See
Canceling a Scheduled Meeting, page 2-47.
Step 3
Find the meeting using the procedure described in About Finding Meetings,
page 3-1 for finding My meetings.
If you are modifying a recurring meeting, make sure that the date range you enter
in your find criteria includes the first date of the series (or part of the series) that
you want to change. For example, if you want to modify all meetings in the series
that occur in or after September, make sure that your date range includes
September. The year that you enter must include all four digits.
Step 4
In the list of found meetings, click the Meeting ID of the meeting you want to
change.
If the meeting is a recurring meeting, multiple instances of the meeting may
appear in the list of found meetings. Make sure that you click the first instance of
the series or subseries that you want to modify.
Step 5
In the Meeting Details web page, click the Reschedule button.
Step 6
If this is a recurring meeting, click the appropriate radio button:
•
This occurrence only
•
This and all future occurrences
Step 7
Enter new values as needed. See Scheduling Parameters, page 2-21 for details.
Step 8
Click Schedule.
Step 9
Verify that the meeting details are as you intended, and reschedule again if
necessary.
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Scheduling a Meeting On Behalf of Another Person
Step 10
If you have specified invitees, the invitees may or may not receive an e-mail
invitation with the updated information, depending on settings that the system
administrator makes. If you do not receive an updated invitation, your invitees
probably also did not receive one. For more information, see Cautions About
E-Mailed Invitations, page 4-7.
Related Topics
•
Scheduling a Meeting, page 2-19
Scheduling a Meeting On Behalf of Another Person
Who Can Perform This Task
If your system administrator has designated you as a delegate of another profiled
user, or if another user has designated your as their delegate, you can schedule
meetings on behalf of that person. For more information, see About Assigning and
Acting as Delegate, page 14-15.
Procedure
Step 1
After someone specifies you as their delegate, any time you schedule a meeting,
you will see an option to specify the person for whom you are scheduling the
meeting.
If you do not see a name you expect to see in the list, log out, then log in again.
Step 2
To schedule a meeting on behalf of another person, when you schedule a standard
meeting, choose the name of that person from the list of names for the Schedule
Meeting on Behalf Of option.
Step 3
Continue to schedule the meeting as you would schedule any other meeting. For
assistance, see Scheduling a Meeting, page 2-19.
Related Topics
•
Scheduling a Meeting, page 2-19
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Canceling a Scheduled Meeting
Canceling a Scheduled Meeting
You can cancel any meeting that has not yet started.
If the meeting is a recurring meeting, you can cancel:
•
The entire series, if no meetings in the series have occurred.
•
Individual instances that have not yet occurred.
•
All meetings in the series that have not yet occurred.
•
All meetings in the series starting with any instance that has not yet occurred.
Who Can Perform This Task
You can cancel meetings that you have scheduled and meetings of which you are
the owner. If your system administrator has designated you as an attendant, you
can also cancel meetings that were scheduled by other people.
Procedure
Step 1
If you have not already done so, log in to Cisco Unified MeetingPlace Express
with your username and password.
Step 2
Find the meeting using the procedure described in About Finding Meetings,
page 3-1.
If you need to delete multiple instances of a recurring meeting and some instances
in the series have passed already, find the meeting from which date you want to
cancel all future meetings. This date can be the first meeting in the series that has
not yet occurred, or it can be any instance in the future.
Step 3
In the list of found meetings, click the Meeting ID of the meeting.
If the meeting is a recurring meeting, multiple instances may be included in the
list of found meetings. Make sure that you click the first instance of the series or
subseries that you want to delete.
Step 4
In the Meeting Details page, click Delete.
Step 5
If you are deleting a recurring meeting, choose one of the following, then click
OK:
•
Delete this occurrence only
•
Delete this and all future occurrences
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Canceling a Scheduled Meeting
Step 6
Click OK.
If you have specified invitees, the invitees may or may not receive an e-mail
notification about the cancelled meeting. For more information, see the caveats at
the end of the procedure for Scheduling a Meeting, page 2-19.
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3
Finding Meetings
You can find meetings via Cisco Unified MeetingPlace Express web pages or via
the Cisco Unified MeetingPlace Express service on your Cisco Unified IP Phone.
•
About Finding Meetings, page 3-1
•
Finding Meetings and Viewing Meeting Details on the Screen of Your
Cisco Unified IP Phone, page 15-8
•
Finding Cisco Unified Personal Communicator Meetings, page 3-5
About Finding Meetings
Who Can Find Meetings
•
Anyone can find a list of Cisco Unified MeetingPlace Express published
meetings, if they have the URL of the Cisco Unified MeetingPlace Express
system or access to a Cisco Unified IP Phone on which the
Cisco Unified MeetingPlace Express service is installed.
•
Anyone can find any Cisco Unified MeetingPlace Express meeting if they
have the meeting ID and they have the URL of the
Cisco Unified MeetingPlace Express system or access to a
Cisco Unified IP Phone on which the Cisco Unified MeetingPlace Express
service is installed.
•
Cisco Unified MeetingPlace Express profiled users can view a list of
Cisco Unified MeetingPlace Express meetings that they scheduled, meetings
of which they are the owner, and meetings to which they have been invited.
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About Finding Meetings
Note
If a person can find a meeting using one of the methods in the preceding bullets,
they can find the recording for that meeting.
Which Cisco Unified MeetingPlace Express Meetings You Can Find Via Each Access
Method
You can find Cisco Unified MeetingPlace Express meetings by using different
Cisco Unified MeetingPlace Express modules. Each method finds a different set
of meetings:
Access Method
Meetings You Can Find
For Information, See
Cisco Unified
MeetingPlace
Express web
pages
Past, present, or future meetings. Finding Meetings Via the
Web, page 3-2
The list of found meetings
depends on the options you
choose.
Your system administrator may
purge records of older meetings
at any time. You cannot find
purged meetings.
The Cisco
Unified
MeetingPlace
Express service
on your Cisco
Unified IP
Phone
Meetings that are in progress,
scheduled to start, or completed
today between 12:00 a.m. and
11:59 p.m today. This list
includes published meetings and
meetings that you are the owner
of or are invited to.
Viewing Lists of Meetings
on the Screen of Your
Cisco Unified IP Phone,
page 15-8
Finding Meetings Via the Web
To find a meeting or list of meetings via the web:
Procedure
Step 1
If you are not looking at the Find Meeting page, click Find in the navigation bar
at the top of any page.
Step 2
Enter your search criteria:
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About Finding Meetings
To Find This
Click This
Radio Button
My Meetings
A list of past,
present, and
future meetings,
You see this
including:
option only if
• Meetings
you are a Cisco
that you
Unified
scheduled
MeetingPlace
• Meetings to Express
profiled user
which you
were invited and you are
logged in to the
web pages.
A list of past,
present, and
future meetings
that are or were
published
meetings.
Public
meetings
Enter Criteria
Comments
If you do not enter a
date range, the
Use the date format of
search finds
the example that you
meetings that occur
see. Years must include
today.
all four digits.
If you are a delegate
of other users, you
also see meetings
that your delegators
own when you find
meetings using this
option.
Date range from... to...
If you do not enter a
date range, the
Use the date format of
search finds
the example that you
meetings that occur
see. Years must include
today.
all four digits.
Date range from... to...
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About Finding Meetings
To Find This
Click This
Radio Button
Meeting ID
Past, present,
and future
meetings that
have a particular
Meeting ID.
Enter Criteria
•
Meeting ID
•
Date range from...
to...
Use the date format
of the example that
you see. Years
must include all
four digits.
Comments
The Meeting ID
you enter can be
numbers, letters, or
a combination.
A meeting ID is
unique only for the
date, time, and
duration for which
the meeting is
scheduled.
If you do not enter a
date range, the
search finds
meetings that occur
today that match
your criteria.
Recordings of
past meetings
Step 3
See Finding
Meeting
Recordings,
page 13-2
—
—
Click Find.
You will see a list of meetings that meet your criteria.
Step 4
Scroll through the list to find your meeting. If additional meetings meet your
criteria, you will see a list of page numbers at the bottom of the list of meetings.
To view additional meetings, click the Next or Previous arrows, or click a page
number.
Note
Step 5
Continuous meetings are always at the end of the entire list.
If you do not see the meeting you are looking for:
•
Make sure you entered your search criteria correctly.
•
The meeting may not be a published meeting.
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About Finding Meetings
Step 6
•
The meeting you are looking for may have been purged.
•
The meeting may be a Cisco Unified Personal Communicator meeting.
To see the Meeting Details, click the Meeting ID of the meeting to view.
The options that are available for the meeting that you click appear on the Meeting
Details page.
Finding Cisco Unified Personal Communicator Meetings
Cisco Unified Personal Communicator web meetings are meetings that are started
by someone using Cisco Unified Personal Communicator. When a
Cisco Unified Personal Communicator user starts a web meeting, the
Cisco Unified MeetingPlace Express system generates a meeting URL and sends
it to the meeting initiator.
To find a Cisco Unified Personal Communicator meeting, you must know the
URL for the meeting. Contact the meeting initiator for this information. This is
the only way you can find Cisco Unified Personal Communicator meetings. They
are not listed on the Cisco Unified MeetingPlace Express Attend page.
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4
Joining Meetings
There are several ways to join Cisco Unified MeetingPlace Express meetings.
This section includes all of the information you need in order to attend meetings.
•
Setting Up to Join the Web Meeting Room, page 4-1
•
About Joining Meetings, page 4-3
•
About Joining a Meeting Via an E-Mailed Invitation, page 4-7
•
Joining a Meeting Via Your Browser, page 4-10
•
Joining the Voice Meeting from Inside the Web Meeting Room by Dialing
Out to Your Phone, page 4-15
•
About Joining Voice Meetings By Dialing In, page 4-16
•
Requesting Entry to a Locked Meeting, page 4-19
•
Joining a Meeting via the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-17
•
About Starting Another Person’s Meeting, page 4-21
Setting Up to Join the Web Meeting Room
Before you join your first meeting, in order to avoid delay at the beginning of the
meeting if your computer is not ready to join the web meeting room, test your
computer.
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Setting Up to Join the Web Meeting Room
The browser test verifies that your computer has the software listed in the “System
Requirements for the Web Meeting Room” section on page 1-3. The browser test
also checks your network connection and determines whether you have popup
blocker software enabled.
The browser test also determines whether or not you have installed the
Cisco Unified MeetingPlace Express Presenter Add-in, which you need if you
plan to display content on your computer to other participants. For more
information about this screen sharing feature, see Chapter 9, “Presenting and
Working With Shared Content.”
Procedure
Step 1
Click the Attend link in the navigation bar at the top of any
Cisco Unified MeetingPlace Express web page except the web meeting room.
Step 2
Click the Browser Test link beside the Go button.
Step 3
Wait a few moments while Cisco Unified MeetingPlace Express runs the browser
test.
Step 4
Depending on the results you see, perform one or more of the following:
Step 5
•
If Cisco Unified MeetingPlace Express prompts you to download the correct
version of the Macromedia Flash Player, follow the instructions that you see.
•
If you are unable to download the Macromedia Flash Player, contact your
Cisco Unified MeetingPlace Express system administrator.
•
To see more information, click Show Details.
•
If you see a Troubleshooting link, click it and follow instructions.
If you see a Download the Add-in button, perform the following steps. You must
do this if you plan to share content from your computer. You should do this even
if you do not plan to share content from your computer, because it allows you to
see notifications when you are viewing shared content full screen. You must
install Macromedia Flash Player before you can install the add-in.
a.
Click the Download the Add-in button.
An installer window will appear.
b.
In the installer window, click Next.
c.
Click Install.
d.
Click Finish.
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About Joining Meetings
Step 6
If you have a pop-up blocker installed on your computer, disable it.
About Joining Meetings
A Cisco Unified MeetingPlace Express meeting typically consists of a voice
meeting and a web meeting. You can join either the voice meeting or the
web meeting room, or join both.
Note
At least one person must join a scheduled meeting within 30 minutes of the start
time; otherwise, the system automatically ends the meeting.
There are several methods by which you can join each type of meeting.
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About Joining Meetings
Method of Joining
From Cisco
Unified
MeetingPlace
Express web pages
(not including the
web meeting
room)
From an E-mailed
meeting invitation
From inside the
web meeting room
Joining the Voice Meeting
Joining the Web Meeting
Room
See Joining a Meeting Via
Your Browser, page 4-10.
•
To simultaneously join
the web meeting and
have Cisco Unified
MeetingPlace Express
call your phone to add
you to the voice
meeting, see Joining a
Meeting Via Your
Browser, page 4-10.
•
See About Joining
Voice Meetings By
Dialing In, page 4-16.
•
First, see About Joining See About Joining a
Meeting Via an E-Mailed
a Meeting Via an
Invitation, page 4-7
E-Mailed Invitation,
page 4-7, then see
Joining the Voice
Meeting from Inside the
Web Meeting Room by
Dialing Out to Your
Phone, page 4-15.
•
See About Joining
Voice Meetings By
Dialing In, page 4-16.
•
—
See Joining the Voice
Meeting from Inside the
Web Meeting Room by
Dialing Out to Your
Phone, page 4-15.
•
See About Joining
Voice Meetings By
Dialing In, page 4-16.
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Joining Meetings
About Joining Meetings
Method of Joining
Joining the Voice Meeting
By dialing in from See About Joining Voice
a telephone
Meetings By Dialing In,
page 4-16
By using the Cisco
Unified
MeetingPlace
Express service on
your Cisco Unified
IP Phone
•
Joining the Web Meeting
Room
—
To have Cisco Unified —
MeetingPlace Express
call your phone, see the
“Joining a Meeting via
the
Cisco Unified Meeting
Place Express Service
on Your
Cisco Unified IP Phone
” section on page 15-17.
The Cisco Unified MeetingPlace Express system administrator may require that
all participants in meetings that are scheduled by certain users be profiled users
of Cisco Unified MeetingPlace Express. Guests cannot attend these meetings.
Generally, you can join a meeting only after its scheduled start time. Depending
on settings in your system, you may be able to join a meeting shortly before its
official start time.
Meeting passwords may not be visible for security reasons. Contact the meeting
scheduler for the password.
Note
If you try to join a web meeting and get an error message similar to “No system
resources available for operation,” this is because your system does not have
enough licenses available. Contact your system administrator to have more web
conferencing licenses added to your system or wait until some licenses become
available (such as when other end users have finished their web meetings).
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About Joining Meetings
About Having Cisco Unified MeetingPlace Express Call Your
Phone
To simplify attending meetings, you may be able to have
Cisco Unified MeetingPlace Express dial out to you (call your phone) as an
alternative to dialing in to Cisco Unified MeetingPlace Express.
Who Can Have Cisco Unified MeetingPlace Express Call Their Phone
The Cisco Unified MeetingPlace Express system administrator determines which
users can have Cisco Unified MeetingPlace Express call their phone.
If you cannot join meetings by having Cisco Unified MeetingPlace Express dial
out to your phone, call in to join voice meetings. See About Joining Voice
Meetings By Dialing In.
Methods of Having Cisco Unified MeetingPlace Express Call Your Phone
Access Via
For More Information, See
Meeting Details web
page
Joining a Meeting Via Your Browser, page 4-10
Web meeting room
Joining the Voice Meeting from Inside the Web
Meeting Room by Dialing Out to Your Phone,
page 4-15
Telephone keypad
—
Cisco Unified
MeetingPlace Express
service on your Cisco
Unified IP Phone
Joining a Meeting via the
Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-17
About Waiting in a Waiting Room
On some Cisco Unified MeetingPlace Express systems, reservationless meetings
do not start until the meeting owner arrives, and participants who join the meeting
early must wait in a waiting room. This feature is for added security. On other
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About Joining a Meeting Via an E-Mailed Invitation
Cisco Unified MeetingPlace Express systems, any profiled user can start any
reservationless meeting. This depends on how the system administrator has
configured the system.
You may need to wait in the waiting room until the person who initiated the
meeting arrives.
If you are a profiled user and you join via telephone, you may hear an option to
start the meeting with your profile. If so, follow the prompts you hear.
If you are the meeting owner, you can start the meeting without joining it by
clicking Start Meeting Without Me in the Meeting Details page for that meeting.
About Joining a Meeting Via an E-Mailed Invitation
When you schedule a meeting or a meeting scheduler includes you in the list of
invitees, you may receive an e-mailed invitation that includes the information that
you need in order to join the meeting.
The Cisco Unified MeetingPlace Express system administrator determines the
information that appears on a meeting invitation.
•
Cautions About E-Mailed Invitations, page 4-7
•
Attending a Meeting Via an E-Mailed Invitation, page 4-8
Cautions About E-Mailed Invitations
Depending on settings that your system administrator makes, the following
cautions apply:
•
Invitations may be sent for meetings that are scheduled by some users, but not
for meetings that are scheduled by other users.
•
Some users, but not all, may receive invitations of scheduled meetings that
they have been invited to.
•
Updated invitations may be sent for meetings that some schedulers modify
(for example, if the scheduler changes the date or time of the meeting) but not
for meetings that are modified by other schedulers.
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•
If a password is required in order to join the meeting, the password may or
may not be included in the e-mailed meeting invitation. If the password is not
included, the invitation will state that a password is required. In this case, ask
the meeting scheduler for the password.
•
The meeting start time that appears on the invitation may not be in your time
zone. If the meeting scheduler is located in a different time zone, you may
need to adjust the start time to your time zone.
The information that appears on an invitation may differ from the descriptions in
this documentation, depending on customizations that the
Cisco Unified MeetingPlace Express system administrator makes.
If you (or a recipient) do not receive e-mailed invitations as expected:
•
Make sure that you have entered an e-mail address in your profile. In the case
of a recipient, the profile of that person must include a valid e-mail address.
•
Contact your system administrator.
Related Topics
•
Attending a Meeting Via an E-Mailed Invitation, page 4-8
•
About Joining a Meeting Via an E-Mailed Invitation, page 4-7
Attending a Meeting Via an E-Mailed Invitation
If you received an e-mailed invitation about a
Cisco Unified MeetingPlace Express meeting, you can easily join the meeting by
following these steps.
Procedure
Step 1
In the invitation that you received in your e-mail inbox, click the Meeting URL
link.
Step 2
If you see a page that requests your username and password, or a meeting
password, enter the information as required.
If the meeting password is not provided in the meeting invitation, you must obtain
it from the person who scheduled the meeting.
Step 3
Click the Join Meeting button.
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Step 4
Depending on what you see, perform one or more of the following actions:
What You See
What This Means and What To Do
No options to
The meeting has not yet started or has just ended but it is
join the meeting within the guard time. (The guard time is set by the system
administrator and is the amount of time immediately before
and after a meeting when users can still access the web
meeting room. The default is 30 minutes.)
“Meeting Not
It is too early to join this meeting, or this meeting has ended.
Found” message
Call me at
Field to enter
phone number
Cisco Unified MeetingPlace Express will call you at the
telephone number that you specify.
Depending on settings that the
Cisco Unified MeetingPlace Express system administrator
makes, this option may not be available. This check box is
automatically checked if the
Cisco Unified MeetingPlace Express system administrator
has set the Can call out of meetings field in your profile to
Yes.
Enter in the field a telephone number where Cisco Unified
MeetingPlace Express can reach you now.
When you enter the telephone number, enter the number in
the same format that you would use to dial a similar telephone
number from the phone on your desk at the office.
For example, if you want
Cisco Unified MeetingPlace Express to call your work
phone, and if you only need to dial the last 4 digits to reach
other extensions on your company’s internal network, then
enter only those 4 digits.
However, if you want Cisco Unified MeetingPlace Express
to call your cell phone, and your cell phone has a different
area code from your office, you may need to include a 9 and
the complete telephone number including area code.
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Joining a Meeting Via Your Browser
What You See
What This Means and What To Do
Dial in from
your phone to
attend the voice
meeting
If you see this information, this means that you cannot have
Cisco Unified MeetingPlace Express call you.
Enter web
meeting room
This check box is automatically checked. Keep it checked to
enter the web meeting room.
Continue with the instructions in this procedure to join the
web meeting, then join the voice meeting by following the
instructions in About Joining Voice Meetings By Dialing In,
page 4-16.
Step 5
Click the Join Meeting button to join the meeting via the methods that you
selected in the previous step.
Step 6
If you see a page requesting you to log in or join as a guest, log in or enter your
name as you would like it to appear in the participant list in the web meeting room,
then click Join Meeting.
Step 7
For an overview of the options available to you during your meeting, see
Chapter 5, “About Participating in Meetings”.
Related Topics
•
Cautions About E-Mailed Invitations, page 4-7
Joining a Meeting Via Your Browser
This option can be a convenient way to join both the voice and web meetings at
the same time.
Who Can Perform This Task
Depending on settings that the system administrator makes, some people may not
be able to have the system call them, but they can call in to join the meeting.
If the scheduler did not restrict access to the meeting, the following people can
join the meeting:
•
Anyone who has the URL of the Cisco Unified MeetingPlace Express system
and who can find the meeting or who knows the Meeting ID.
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Joining a Meeting Via Your Browser
If the scheduler restricted access, one or both of the following restrictions apply:
•
Anyone who has the meeting password (if required)
•
Anyone who is a Cisco Unified MeetingPlace Express profiled user (if
required)
Procedure
If any step in this procedure does not apply in your situation, skip to the next step.
Step 1
If you are a Cisco Unified MeetingPlace Express profiled user and you have not
logged in with your username and password, log in now. If you do not log in, you
will have limited functionality in the meeting.
Step 2
If you are not looking at the Attend page, click Attend in the navigation bar at the
top of the page.
Step 3
If this is the first time you are joining the web meeting room, click the Browser
Test link beside the Go button.
This test will tell you whether your computer has the software it needs in order to
correctly display the web meeting room. For information, see Setting Up to Join
the Web Meeting Room, page 4-1.
Step 4
Step 5
If you know the Meeting ID of the meeting you want to join:
a.
Enter the meeting ID, then click Go.
b.
Skip to Step 7.
If you do not know the Meeting ID of the meeting you want to join:
a.
Locate the meeting using one of the following methods:
– See if the meeting you want to attend appears in the list of meetings on
this Attend page. If there are multiple pages of meetings, click options at
the bottom of the list to view more meetings in the list.
– If you have received a meeting invitation, look at it.
– Ask someone who has the meeting information.
b.
In the list of meetings, click the Meeting ID of the meeting you want to attend.
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Joining a Meeting Via Your Browser
Step 6
If you see a Restricted access page, enter the information required, then click
OK:
What You See
What This Means and What To Do
Restricted access:
Please enter the
meeting password.
The meeting scheduler has set a password for this
meeting. Enter the meeting password.
Restricted access:
Please log in.
This meeting is restricted to
Cisco Unified MeetingPlace Express profiled users.
Enter your web username and password.
If you do not know the password, and it does not
appear in an e-mailed notification, you must ask the
meeting owner or another person who knows it.
Restricted access:
Enter both your login information and the meeting
Please log in and enter password, as described in the preceding two table
meeting password.
rows.
Step 7
Depending on what you see on the Meeting Details page, perform one or more of
the following actions:
What You See
What This Means and What To Do
No options to join
the meeting
It is too early to join this meeting, or this meeting has
ended.
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Joining a Meeting Via Your Browser
What You See
What This Means and What To Do
Call me at
Cisco Unified MeetingPlace Express will call you at the
telephone number that you specify.
Field to enter phone
number
Depending on settings that the
Cisco Unified MeetingPlace Express system
administrator makes, this option may not be available.
Check the check box and enter in the field a telephone
number where Cisco Unified MeetingPlace Express can
reach you now.
When you enter the telephone number, enter the number
in the same format that you would use to dial a similar
telephone number from the phone on your desk at the
office.
For example, if you want
Cisco Unified MeetingPlace Express to call your work
phone, and if you only need to dial the last 4 digits to
reach other extensions on your company’s internal
network, then enter only those 4 digits.
However, if you want
Cisco Unified MeetingPlace Express to call your cell
phone, and your cell phone has a different area code from
your office, you may need to include a 9 and the
complete telephone number including area code.
Dial in from your
phone to attend the
voice meeting
If you see this information, this means you have not
logged in, or you cannot have
Cisco Unified MeetingPlace Express call you.
Continue with the instructions in this procedure to join
the web meeting, then join the voice meeting by
following the instructions in About Joining Voice
Meetings By Dialing In, page 4-16.
Enter web meeting
room
Check the check box to enter the web meeting room.
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Joining a Meeting Via Your Browser
Step 8
Click the appropriate button:
What You See
What This Means and What To Do
Join Meeting
Click this button to join the meeting via all of the methods that
you selected.
Start Meeting
Without Me
You see this option only if you are the owner of the meeting.
Click this button instead of Join Meeting if you want to start
the meeting but do not want to join it now.
You see this option only if you are not the meeting owner.
Join waiting
room
This meeting has not yet started, and it cannot start until the
meeting owner joins or starts the meeting, unless an authorized
user starts the meeting using his or her profile. See About
Starting Another Person’s Meeting, page 4-21.
If you click this button, a waiting room web page will open in
front of this Meeting Details page. You will automatically join
the meeting when the meeting owner arrives.
If you checked the check box to Call me,
Cisco Unified MeetingPlace Express will call you but the
meeting may not start immediately. If you prefer not to tie up
your telephone line while you wait, join by telephone after you
know that the meeting has started.
Step 9
Step 10
If you see a page that prompts you to log in or join as guest user, perform one of
the following steps:
•
If you are a Cisco Unified MeetingPlace Express profiled user and you have
not yet logged in: In the fields on the left, enter your web username and
password, then click Join Meeting.
•
If you are not a profiled user, join the meeting as a guest: In the field on the
right, enter your name as you want it to appear in the participant list, then
click Join Meeting.
The Meeting Details page remains open on your computer after you join the
meeting. If you chose to enter the web meeting room, this page remains open
behind the web meeting room page that opens.
You can return to the Meeting Details page if you need to rejoin the meeting or
view meeting details.
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Joining Meetings
Joining the Voice Meeting from Inside the Web Meeting Room by Dialing Out to Your Phone
Step 11
For an overview of the options available to you during your meeting, see
Chapter 5, “About Participating in Meetings”.
Joining the Voice Meeting from Inside the Web
Meeting Room by Dialing Out to Your Phone
Depending on settings that the Cisco Unified MeetingPlace Express system
administrator makes, you may be able to have
Cisco Unified MeetingPlace Express call you when you want to join a meeting. If
Cisco Unified MeetingPlace Express calls you, the Participant list more
accurately reflects your status than if you dial in.
Who Can Perform This Task
Participants in the web meeting room.
Procedure
Step 1
Roll your mouse over the telephone icon at the right side of the web meeting room
menu bar.
Step 2
In the pop-up notifier, click the Call Me link.
If you do not see this link, your profile or the
Cisco Unified MeetingPlace Express system do not allow you to dial out to
yourself. To join the voice meeting, see the “About Joining Voice Meetings By
Dialing In” section on page 4-16.
Step 3
Enter your name and telephone number.
Step 4
Click Call.
Cisco Unified MeetingPlace Express dials your phone number.
Step 5
Answer your phone when it rings.
Step 6
Respond to the prompts that you hear.
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About Joining Voice Meetings By Dialing In
or
Step 1
In the participant list, click My Status, then choose Call My Phone.
The Dial Out dialog box appears.
If you are unable to choose Call My Phone, your privileges do not allow you to
dial out to yourself. Instead, see About Joining Voice Meetings By Dialing In,
page 4-16.
Step 2
Enter your name and telephone number.
Step 3
Click Call.
Cisco Unified MeetingPlace Express dials your phone number.
Step 4
Answer your phone when it rings.
Step 5
Respond to the prompts that you hear.
Note
You cannot dial out to yourself by using the procedure described in Dialing Out
to Participants from Inside the Web Meeting Room, page 8-11.
About Joining Voice Meetings By Dialing In
The descriptions in this topic are for the default
Cisco Unified MeetingPlace Express voice prompts. Your system may have
custom prompts that differ from the defaults.
If you are navigating the telephone keypad and you do not press any keys, you
may be automatically transferred to a live attendant who can assist you if you are
having problems. However, not all organizations are set up to provide this service.
To join a voice meeting by dialing in, perform the following tasks:
•
Locating the Information Needed to Join a Meeting, page 4-17
•
Joining a Meeting By Dialing In, page 4-18
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About Joining Voice Meetings By Dialing In
Who Can Join Voice Meetings By Dialing In
Anyone who has the Cisco Unified MeetingPlace Express telephone number,
Meeting ID, a Cisco Unified MeetingPlace Express profile (if required), and the
meeting password (if required.)
Locating the Information Needed to Join a Meeting
Procedure
Step 1
Locate your organization’s Cisco Unified MeetingPlace Express telephone
number and the meeting ID and password (if any) of the meeting you want to join:
•
If you received a meeting notification via e-mail, look for the information
there.
•
In the Cisco Unified MeetingPlace Express web pages, use the Find feature
to search for the meeting that you want to attend. Click the meeting ID to view
the Meeting Details page for that meeting, note the Meeting ID and password
(if a password is displayed), then look at the top right of the page for the
dial-in phone number(s). See About Finding Meetings, page 3-1.
•
If you are in the web meeting room, roll your mouse over the telephone icon
at the right side of the web meeting room menu bar near the top of the page.
A pop-up notice will appear, displaying at least one telephone number and the
meeting ID. Choose the most appropriate telephone number for your
situation.
•
On your Cisco Unified IP Phone, locate the meeting and note the Meeting ID
and telephone numbers to dial. See the “Viewing Meeting Details on the
Screen of Your Cisco Unified IP Phone” section on page 15-10. Scroll down
to see the telephone numbers to dial.
If you believe a password is required to join the meeting and the password is not
available, contact the meeting scheduler.
Step 2
Continue with the steps in Joining a Meeting By Dialing In, page 4-18.
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Joining Meetings
About Joining Voice Meetings By Dialing In
Joining a Meeting By Dialing In
Who Can Join Voice Meetings By Dialing In
Anyone who has the Cisco Unified MeetingPlace Express telephone number,
Meeting ID, a Cisco Unified MeetingPlace Express profile (if required), and the
meeting password (if required)
Procedure
Step 1
Obtain the information you need in order to join the meeting. See Locating the
Information Needed to Join a Meeting, page 4-17.
Step 2
Dial the telephone number.
Step 3
If you have a Cisco Unified MeetingPlace Express profile, you should join the
meeting as a profiled user so that other participants can properly identify you, and
to enable you to end the meeting if you want to do so. To join the meeting as a
profiled user:
a.
Press 2, then #.
b.
Enter your phone profile number and password when prompted.
Note
Step 4
Enter the password associated with your phone profile number, not the
meeting password.
c.
Enter the meeting ID, followed by the # key.
d.
Follow remaining voice prompts.
If you do not have a Cisco Unified MeetingPlace Express profile, or you want to
attend the meeting as a guest user:
a.
Enter the Meeting ID, followed by the # key.
b.
Follow remaining prompts.
Step 5
If the meeting has not yet started, you may be put into a waiting room until the
meeting scheduler arrives.
Step 6
If you hear prompts to start the meeting using your own profile, follow the
prompts that you hear.
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Requesting Entry to a Locked Meeting
Step 7
For a list of telephone commands available during the meeting, see Telephone
Commands—Meetings in Progress, page A-3.
Requesting Entry to a Locked Meeting
Meeting moderators can lock a meeting to prevent or restrict additional
participants from joining the meeting. If you try to join a meeting that is locked,
you may be able to request entry to the meeting.
Access Via
Who Can
Perform This
Action
Meeting
Details web
page
Anyone who
tries to attend a
locked meeting
and sees a
Request Entry
button.
Web meeting
room
—
Telephone
keypad
Anyone who
dials in to join
a meeting, or
presses the
Join softkey on
their
Cisco Unified I
P Phone, if the
meeting is
locked. Entry is
automatically
requested.
Cisco Unified
MeetingPlace
Express
service on
your Cisco
Unified IP
Phone
Additional Information
If you try to attend a
meeting and you see a
notice that the meeting
is locked, and there is
no Request Entry
button, the moderator
has chosen not to allow
any new arrivals into the
meeting at this time.
For More
Information, See
Requesting Entry to
a Locked Meeting
via the Web,
page 4-20
Requesting Entry to
a Locked Meeting
via Telephone,
page 4-21
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Requesting Entry to a Locked Meeting
Related Topics
•
About Locking Meetings to Restrict Further Entry, page 8-19
Requesting Entry to a Locked Meeting via the Web
If you try to attend a meeting via the web and you see a Request Entry button,
the moderator has locked the meeting to restrict further entry.
If you try to attend a meeting and you see a notice that the meeting is locked, and
there is no Request Entry button, the moderator has chosen not to allow any new
arrivals into the meeting at this time. If the moderator unlocks the meeting later,
you can try again to attend.
Who Can Perform This Task
See Requesting Entry to a Locked Meeting, page 4-19.
Procedure
Step 1
In the page that appears when you try to join the web meeting room, look for a
Request Entry button.
•
If it is there, continue with this procedure.
•
If there is no Request Entry button and you want to join the voice meeting,
follow the procedure in Requesting Entry to a Locked Meeting via Telephone,
page 4-21.
Step 2
Click Request Entry.
Step 3
Do not close the window that comes up.
Step 4
Wait for the moderator to respond to your request. The moderator may not respond
immediately.
Step 5
If the moderator allows you to join the meeting, you will automatically enter the
meeting. If not, you will see the following note where the Request Entry button
was: Your request has been denied.
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Joining Meetings
About Starting Another Person’s Meeting
Related Topics
•
About Locking Meetings to Restrict Further Entry, page 8-19
•
Requesting Entry to a Locked Meeting, page 4-19
Requesting Entry to a Locked Meeting via Telephone
If you dial in to attend a meeting, or you join a meeting by pressing the Join
softkey on your Cisco Unified IP Phone, and you receive a message that the
meeting is locked, Cisco Unified MeetingPlace Express automatically requests
entry on your behalf, if that option is available.
Who Can Perform This Task
See Requesting Entry to a Locked Meeting, page 4-19.
Procedure
Step 1
When you dial in to join a meeting, follow the prompts that you hear.
Related Topics
•
About Locking Meetings to Restrict Further Entry, page 8-19
•
Requesting Entry to a Locked Meeting, page 4-19
About Starting Another Person’s Meeting
If you are attending a meeting that the scheduler has not yet started, and your
system administrator has enabled a third party to initiate reservationless meetings,
you can start the meeting with your own phone profile number. Doing so may
cause the meeting to be billed to your department. Ask your system administrator.
Who Can Perform This Task
Any Cisco Unified MeetingPlace Express profiled user who joins the meeting
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About Starting Another Person’s Meeting
If another person is the owner of a meeting, you may be able to start that meeting
by using either of the following methods:
Step 1
•
Joining a Meeting By Dialing In, page 4-18.
•
Joining a Meeting via the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-17
In either case, listen for and respond to the prompt to start the meeting with your
profile.
Note
If you start a meeting that another person owns and you set a password for
that meeting, you MUST give the password to the owner of the meeting.
If you do not, the meeting owner will not be able to join the meeting.
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C H A P T E R
5
About Participating in Meetings
When you participate in meetings, you can perform actions during the meeting
using different access methods:
•
From the Meeting Details web page
•
From within the web meeting room, after you join the web meeting room
•
By using your telephone
•
By using the Cisco Unified MeetingPlace Express service on your
Cisco Unified IP Phone
Overview of In-Meeting Features
For complete information about using in-meeting features, see the following
information:
•
Chapter 6, “Overview of the Web Meeting Room”
•
Chapter 7, “Controlling Your Personal Meeting Experience”
•
Chapter 8, “Managing the Meeting”
•
Chapter 9, “Presenting and Working With Shared Content”
•
Chapter 10, “Sending Messages in the Web Meeting Room”
•
Chapter 11, “Starting or Joining Voice Breakout Sessions”
•
Chapter 12, “Recording Meetings”
•
Chapter 15, “Using the Cisco Unified MeetingPlace Express Service for
Cisco Unified IP Phone”
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Chapter 5
About Participating in Meetings
Overview of In-Meeting Features
•
Note
Chapter 16, “Troubleshooting and Getting Help”
There are three kinds of web meetings: those that use the full web meeting room,
those that use the lite web meeting room, and those that use the share-only web
meeting room. The in-meeting features listed above may not be available for all
meeting types. Features that are available only for certain meeting types are
labeled as such.
Summary of In-Meeting Telephone Commands
For a quick reference to Cisco Unified MeetingPlace Express telephone
commands, see:
•
Telephone Commands, page A-1
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6
Overview of the Web Meeting Room
When you join a web meeting using Cisco Unified MeetingPlace Express, the
web meeting room appears in a new web browser window. If you joined this
meeting via the Cisco Unified MeetingPlace Express Meeting Details page, that
page also remains open.
If You See
See These Topics
A participant list, chat pod,
note pod, and share pod
•
Features in the Full Web Meeting Room,
page 6-4
•
What You See in the Full Web Meeting
Room, page 6-10
•
About Permission Levels in the Web
Meeting Room, page 6-5
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Overview of the Web Meeting Room
About Web Meeting Room Configurations
If You See
The participant list only
The share pod only
See These Topics
•
Features in the Lite Web Meeting Room,
page 6-2
•
What You See in the Lite Web Meeting
Room, page 6-11
•
About Permission Levels in the Web
Meeting Room, page 6-5
•
Features in the Share-Only Web Meeting
Room, page 6-5
•
What You See in the Share-Only Web
Meeting Room, page 6-13
•
About Permission Levels in the Web
Meeting Room, page 6-5
About Web Meeting Room Configurations
After you join a meeting via the web, your browser displays the
web meeting room.
What you see and what options are available to you in the web meeting room
depend on the configuration of Cisco Unified MeetingPlace Express that your
organization has, or on the type of meeting that was scheduled:
•
Features in the Full Web Meeting Room, page 6-4
•
Features in the Lite Web Meeting Room, page 6-2
•
Features in the Share-Only Web Meeting Room, page 6-5
Features in the Lite Web Meeting Room
In a voice meeting with participant list, participants can perform certain
participant-management and call-management activities via the
web meeting room, but they cannot share documents or a desktop, demonstrate
applications, annotate over shared content, send text messages, or post notes.
This lite web meeting room allows you to:
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Overview of the Web Meeting Room
About Web Meeting Room Configurations
•
Manage your own connection to the web meeting room
•
View a list of participants and their status (muted, currently speaking, etc.)
•
Get information needed to join the meeting via telephone, either by dialing in
or having Cisco Unified MeetingPlace Express call you
•
Lock the meeting to restrict further entry
•
Start and stop voice recording, and view recording status
•
Mute or adjust the volume of yourself or other participants
•
Dial out or send an e-mail invitation to people who have not yet joined the
meeting
•
Rename participants or merge multiple instances of a single participant in the
list, in order to identify participants more clearly
•
Communicate feedback and basic requests to presenters via emoticons (“I
have a question”, “Speak louder”, etc.)
•
Remove participants from a meeting
•
Manage the web meeting room bandwidth and monitor participants’
connection status
•
End the meeting
Web meeting room permission levels determine who can perform each action. See
About Permission Levels in the Web Meeting Room, page 6-5.
The following feature is available via the telephone but is not available via the
web meeting room:
•
Ability to start or join a voice breakout session.
Related Topics
•
Features in the Full Web Meeting Room, page 6-4
•
What You See in the Lite Web Meeting Room, page 6-11
•
About Permission Levels in the Web Meeting Room, page 6-5
•
Overview of In-Meeting Features, page 5-1
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Overview of the Web Meeting Room
About Web Meeting Room Configurations
Features in the Full Web Meeting Room
In Cisco Unified MeetingPlace Express voice-and-web meetings, the
web meeting room that participants see is the full web meeting room.
The full web meeting room includes the following functionality:
•
All functionality available in the lite web meeting room (see Features in the
Lite Web Meeting Room, page 6-2.)
•
Ability to send text messages to other participants in the meeting, or to view
messages from others
•
Ability to display documents or to demonstrate applications so that all
participants can see them
•
Ability to view documents or applications that other participants display
•
Ability to annotate a transparent overlay on a document that you are sharing,
and to invite other participants to add annotations
•
Ability to view annotations that others draw
•
Ability to change the view of the web meeting room, for yourself or for all
participants, to include only the shared content, or to include the entire web
meeting room with all of its functionality
•
Ability to post notes for participants
•
Who is sharing indicator
Not all features are available to all participants in a meeting. The web meeting
room permission level of each participant determines access to features. See
About Permission Levels in the Web Meeting Room, page 6-5.
Related Topics
•
Features in the Lite Web Meeting Room, page 6-2
•
What You See in the Full Web Meeting Room, page 6-10
•
Overview of In-Meeting Features, page 5-1
•
About Permission Levels in the Web Meeting Room, page 6-5
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Overview of the Web Meeting Room
About Permission Levels in the Web Meeting Room
Features in the Share-Only Web Meeting Room
In the share-only web meeting room, participants can share documents or a
desktop, demonstrate applications, and annotate shared content.
Features of a share-only web meeting room include:
•
Ability to display documents or to demonstrate applications so that all
participants can see them
•
Ability to view documents or applications that other participants display
•
Ability to annotate a transparent overlay on a document that you are sharing,
and to invite other participants to add annotations
•
Ability to view annotations that others draw
•
Ability to change the view of the web meeting room, for yourself or for all
participants, to include only the shared content, or to include the entire web
meeting room with all of its functionality
•
Who is sharing indicator
•
Ability to manage your own connection to the web meeting room
•
Ability to manage the web meeting room bandwidth
Related Topics
•
Features in the Share-Only Web Meeting Room, page 6-5
•
What You See in the Share-Only Web Meeting Room, page 6-13
•
Overview of In-Meeting Features, page 5-1
•
About Permission Levels in the Web Meeting Room, page 6-5
About Permission Levels in the Web Meeting Room
Your permission level determines what you see and can do in the
web meeting room.
To see how each permission level is indicated in the web meeting room participant
list, see the Participant’s Permission Level in the Web Meeting Room topic of the
table in the Icons in the Participant List topic.
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Overview of the Web Meeting Room
About Permission Levels in the Web Meeting Room
Note
Web meetings only have different permission levels for participants if there is a
participant list (such as in the full web meeting room or in the lite web meeting
room). In the share-only web meeting room, all participants have the same
permission level.
These permission levels apply only to actions performed inside the web meeting
room; they do not apply to actions accessible via the telephone or to the
Cisco Unified MeetingPlace Express service on a Cisco Unified IP Phone or to
any Cisco Unified MeetingPlace Express web pages outside the web meeting
room.
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Overview of the Web Meeting Room
About Permission Levels in the Web Meeting Room
The following table describes the web meeting room permissions available at each
permission level. A participant is anyone in a meeting, regardless of permission
level.
By Default,
Permission Who Has This Permission
Level
Level
Moderator
•
What You Can Do With This
Permission Level
In the lite web meeting room:
Participants in the
full web meeting room
• Everything in the
or in the lite web
web meeting room.
meeting room who log
In the full web meeting room:
in as profiled users
when they join the web • Everything in the
meeting.
web meeting room.
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About Permission Levels in the Web Meeting Room
By Default,
Permission Who Has This Permission
Level
Level
Presenter
What You Can Do With This
Permission Level
Participants who enter In the lite web meeting room:
the full web meeting
• Presenters have the same
room or the lite web
privileges as participants with
meeting room as guest
Audience permissions.
users. (Users who are
not profiled users or do In the full web meeting room:
not log in when they
• Control shared content.
join the web meeting.)
• Post notes.
• All participants in the
• Control the chat feature.
share-only web
meeting room.
• Use all features that are available
to participants with Audience
permissions.
•
In the share-only web meeting room:
•
Share content.
•
Control your personal viewing
experience.
•
View shared content.
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What You See in the Web Meeting Room
By Default,
Permission Who Has This Permission
Level
Level
Audience
What You Can Do With This
Permission Level
No participant has this In the lite web meeting room:
permission level by
• See the participant list.
default.
• Post icon messages.
Moderators can demote
• Control your personal viewing
participants to this
experience.
permission level during a
meeting, in order to restrict In the full web meeting room:
the activity of those
• All privileges available to the
participants.
Audience in the lite web meeting
room.
•
•
View shared content, chat
messages, and notes.
•
Send chat messages. Moderators
and presenters can restrict
Audience chat messages.
What You See in the Web Meeting Room
The web meeting room elements that you see will vary, depending on how your
organization has configured Cisco Unified MeetingPlace Express and on the type
of meeting that the scheduler has scheduled.
If You See
See This Topic
A participant list, chat pod, note
pod, and share pod
•
What You See in the Full Web Meeting
Room, page 6-10
The participant list only
•
What You See in the Lite Web Meeting
Room, page 6-11
The share pod only
•
What You See in the Share-Only Web
Meeting Room, page 6-13
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Overview of the Web Meeting Room
What You See in the Web Meeting Room
Related Topics
•
Features in the Lite Web Meeting Room, page 6-2
•
Features in the Full Web Meeting Room, page 6-4
•
Features in the Share-Only Web Meeting Room, page 6-5
What You See in the Full Web Meeting Room
In a voice meeting that includes the full web meeting room, you will see the
following elements. All elements are visible to all participants. The appearance of
these elements and the features available will vary depending on your permission
level. Some of these elements or areas are also called pods.
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Overview of the Web Meeting Room
What You See in the Web Meeting Room
Full Web Meeting
Room Areas
For Information, See
1
About the Web Meeting Room Title Bar, page 6-14
2
About the Web Meeting Room Menu Bar, page 6-15
3
About the Participant List Pod, page 6-21
4
About the Chat Pod, page 6-44
5
About the Note Pod, page 6-46
6
About the Share Pod, page 6-35
Related Topics
•
Features in the Full Web Meeting Room, page 6-4
What You See in the Lite Web Meeting Room
When you schedule a meeting that includes the voice meeting plus participant list,
the web meeting room that all participants see is the lite web meeting room. The
lite web meeting room has the following web elements. The appearance of these
elements will vary depending on your permission level.
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Lite Web Meeting
Room Areas
For Information, See
1
About the Web Meeting Room Title Bar, page 6-14
2
About the Web Meeting Room Menu Bar, page 6-15
3
About the Participant List Pod, page 6-21
Related Topics
•
Features in the Lite Web Meeting Room, page 6-2
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What You See in the Share-Only Web Meeting Room
In a share-only web meeting room, all meeting participants will see the following
elements.
Share-Only Web Meeting
Room Areas
For Information, See
1—Title Bar
About the Web Meeting Room Title Bar,
page 6-14
2—Menu Bar
About the Web Meeting Room Menu Bar,
page 6-15
3—Sharing Pod
About the Share Pod, page 6-35
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Related Topics
•
Features in the Share-Only Web Meeting Room, page 6-5
Seeing the Setting Information for Adobe’s Macromedia Flash
Player
You can use your mouse to right-click anywhere in the meeting room. This brings
up a menu with two options:
•
Note
•
Settings...—Brings up the Adobe Macromedia Flash Player Settings dialog
box asking for permission to access your camera and microphone. Select
Deny and then click Close.
Cisco Unified MeetingPlace Express does not support video.
About Macromedia Flash Player 7...—Displays information about
Macromedia Flash Player. Click OK.
About the Web Meeting Room Title Bar
If You See
The Title Bar Shows
A participant list, chat pod, note The subject of the meeting followed by the
phrase
pod, and share pod
“Cisco Unified MeetingPlace Express”
or
The participant list only
The share pod only
The phrase
“Cisco Unified MeetingPlace Express” only
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About the Web Meeting Room Menu Bar
The menu bar runs along the top of the meeting room web page and contains up
to three menus. Status indicators appear at the far-right end of the menu bar.
Pop-up notifiers with details about status indicators may appear near the right side
of the menu bar.
Menu Bar Item
Who Sees This Item
Meeting Menu, page 6-15
All participants in all web meetings
(although some menu options are only
visible to moderators)
View Menu, page 6-17
Moderators in the full web meeting room
and in the lite web meeting room
Help Menu, page 6-17
All participants
Meeting Status Indicators,
page 6-18
Depends on the indicator
Pop-up Notifiers Containing
Other Information, page 6-20
Depends on the notifier.
Meeting Menu
Not all participants see all options. The options that you see depend on your
permission level and your web meeting type.
Note
In web meetings with a lite web meeting room or a full web meeting room, there
are three types of participants: moderators, presenters, and audience. In the
share-only web meeting room all participants are presenters. Therefore, not all
menu items in the following table apply to participants in the share-only web
meeting room.
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Menu Item
Invite
Participants
Who Sees
This Option
Moderators
Description
Lets you send someone an e-mail message with
the information needed to join the meeting.
See Inviting Participants via E-Mail, page 8-10.
Record
Meeting
(Voice)
Moderators
Lock Meeting
Moderators
Lets you start or stop recording the voice aspect
of the meeting.
See About Meeting Recordings, page 12-1 and
Starting or Stopping Recording from Inside the
Web Meeting Room, page 12-3.
Lets you restrict entry for new arrivals.
See About Locking Meetings to Restrict Further
Entry, page 8-19 and all topics in Managing
Locked Meetings from the Web Meeting Room,
page 8-24.
End Meeting
Moderators
Lets you end the meeting.
See About Ending Meetings, page 8-52 and
Ending a Meeting via the Web Meeting Room,
page 8-56.
Optimize
Room
Bandwidth
Moderators
Lets you set the connection speed of the web
meeting room to the optimal speed for
participants in the meeting.
See Monitoring and Optimizing Participants’
Web Meeting Room Connection, page 8-44.
Room Screen
Resolution
Moderators
Lets you set the size of the web meeting room
for all participants.
See Setting the Screen Resolution of the Web
Meeting Room, page 8-49.
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Menu Item
My
connection
speed
Who Sees
This Option
All
participants
Description
Lets you set your personal connection speed to
match your connection type, in order to avoid
problems viewing the web meeting room.
See all topics in About Your Network
Connection to the Web Meeting Room,
page 7-16.
Full screen
All
participants
Lets you change your view of the web meeting
room.
See Changing Your View of the Web Meeting
Room, page 7-7
View Menu
Note
This topic only applies to participants in a lite web meeting room or a full web
meeting room. It does not apply to participants in a share-only web meeting room.
Only Moderators see this menu. Use this menu to see what the participants at each
permission level in the meeting are seeing. For more information, see Seeing
Other Participants’ View, page 8-43.
Help Menu
Lets you access the Help system and verify the status of your Internet connection.
Menu Item
Help
Who Sees
This Option
Description
All
participants
See About End-User Help and Documentation,
page 1-23.
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Menu Item
Who Sees
This Option
Description
Connection
status
All
participants
About Your Network Connection to the Web
Meeting Room, page 7-16
About Cisco
Unified
MeetingPlace
Express
All
participants
Use this item to see the version number of the
Cisco Unified MeetingPlace Express product
that you are using, and other information.
Meeting Status Indicators
The following icons may appear at the right side of the menu bar at the top of the
web meeting room. Roll your mouse over any icon to see more information
related to that icon.
Icon or Item
Indicates
The strength of your network
Colored
vertical bar connection to the meeting.
at far right
All participants see this icon.
of menu bar
Information needed to join the
meeting via voice, including
telephone numbers of the Cisco
Unified MeetingPlace Express
system, the Meeting ID number
that uniquely identifies the
meeting, and (depending on
whether you are allowed to dial out
to yourself) a Call My Phone link.
More Information
Connection Status Indicator,
page 6-20.
Joining the Voice Meeting
from Inside the Web
Meeting Room by Dialing
Out to Your Phone,
page 4-15
About Joining Voice
Meetings By Dialing In,
page 4-16
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Icon or Item
Indicates
More Information
You have not yet downloaded and Setting Up to Share Content
From Your Computer,
installed the Cisco Unified
page 9-2
MeetingPlace Express Presenter
Add-in, which enables you to let
participants view documents and
applications that you share from
your computer. It also changes the
way the web meeting room
appears in your browser window.
All participants see this icon until
they download and install the
Cisco Unified MeetingPlace
Express Presenter Add-in.
The voice aspect of the meeting is
being recorded.
Recording Meetings,
page 12-1
If a red dot is not present, the
meeting is not being recorded.
Only participants in the lite web
meeting room and the full web
meeting room see this icon if the
meeting is being recorded.
You are currently sharing your
desktop or a document, or
demonstrating an application.
Chapter 9, “Presenting and
Working With Shared
Content”
Only the person who is currently
sharing sees this icon.
This meeting is locked. Access by
new arrivals to the meeting is
restricted.
About Locking Meetings to
Restrict Further Entry,
page 8-19
Only moderators see this icon.
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Icon or Item
Indicates
More Information
Someone is requesting entry to the Requesting Entry to a
locked meeting.
Locked Meeting, page 4-19
Only moderators see this icon.
An error has occurred.
Roll your mouse over the
icon to see more information
All participants see this icon if they
about the error.
are experiencing an error.
Connection Status Indicator
The colored indicator at the right-side end of the menu bar at the top of the
web meeting room page indicates the status of your connection to the web
meeting room, as described in the following table:
For Information About
See This Topic
General Information
Checking Your Connection to the Web Meeting
Room, page 7-17
Green or Yellow Indicator
Checking Your Connection to the Web Meeting
Room, page 7-17
Red Indicator
Reconnecting a Lost Connection to the Web
Meeting Room, page 7-19
Related Topics
•
Meeting Status Indicators, page 6-18
•
About Your Network Connection to the Web Meeting Room, page 7-16
Pop-up Notifiers Containing Other Information
At various times during the meeting, a variety of information may appear in
pop-up notifiers near the right-side end of the menu bar. For example, if you have
network connection problems, you will see a notifier containing information
about your network status.
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The notifiers that you see are determined by your permission level in the meeting.
You see only the notifiers for features that your permission level allows you to
access.
Tip
To view a pop-up notifier that has disappeared, roll your mouse over any indicator
icons in the menu bar.
About the Participant List Pod
Note
Only participants in meetings in the lite web meeting room or the full web
meeting room see a participant list. Participants in the share-only web meeting
room will not see a participant list.
The participant list in the Cisco Unified MeetingPlace Express
web meeting room shows the following information:
•
A list of all participants who are attending the meeting
•
Whether each participant is attending the web conference, the voice
conference, or both, and what their current status is (joining, muted, etc.)
•
Who is currently speaking, or who was speaking last
•
Participants’ permission level in the web meeting room
•
(Optional) the bandwidth at which each participant is connecting to the web
meeting room
•
Icon messages posted by participants
The following topics describe the things you see in the participant list:
•
Icons in the Participant List, page 6-22
•
Buttons and Menu Items in the Participant List Pod, page 6-26
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Icons in the Participant List
Note
Only participants in meetings in the lite web meeting room or the full web
meeting room see these icons. Participants in the share-only web meeting room
will not see these icons.
The icons in the following tables may appear beside participant names in the
participant list.
All participants see all icons except as noted.
Icon
Indicates
Participant’s
Permission
Level in the
Web Meeting
Room
For More Information, See
Description
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Icon
Indicates
Moderator
For More Information, See
By default, everyone who
logs in as a Cisco Unified
MeetingPlace Express
profiled user and enters a
full or lite web meeting
room is a moderator.
About Permission Levels
in the Web Meeting
Room, page 6-5
Changing Web Meeting
Room Participant
Permissions, page 8-41
Moderators have no
restrictions in the web
meeting room.
Presenter
To see the view of the web
meeting room that other
participants are seeing,
Guests (including profiled see Seeing Other
users who did not log in to Participants’ View,
join the meeting) enter the page 8-43.
web meeting room with
presenter permissions.
Generally, presenters can
control the content that
they are presenting but
cannot manage
participants or the web
meeting room.
Audience
(Blue)
Participants with
Audience permissions
have the fewest
permissions.
No one enters a meeting
with audience
permissions, but
moderators can
downgrade participants to
this permission level.
Offline user
(Gray)
An offline user is a user
who is attending by voice
only or whom the Cisco
Unified MeetingPlace
Express system is calling.
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Icon
Indicates
For More Information, See
Voice Status of Participant
Identifying Voice
Participants and Their
Voice-only users may not be not logged in
Voice Status, page 8-5
to the web meeting, but they can hear and
Muting and Unmuting
speak.
Participants, page 8-37
Speaking
On the phone
Connecting...
Muted
(No
icon)
Participant is attending the web meeting
only.
Connection Status of Participant
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Icon
Indicates
For More Information, See
Network connection speed of the
participant is very slow compared to the
current meeting room bandwidth.
All topics in Monitoring
and Optimizing
Participants’ Web
Meeting Room
Connection, page 8-44
For example, you may see this icon
beside the name of a participant if
Meeting > Optimize Room Bandwidth
is set to LAN and the network connection
of the participant is modem speed.
Only moderators see this icon.
Network connection speed of the
participant is slower than the current
meeting room bandwidth.
For example, you may see this if Meeting
> Optimize Room Bandwidth is set to
LAN and the network connection of the
participant is DSL speed.
Only moderators see this icon.
No icon Network connection speed of the
participant is adequate.
For more information on the speaker icons in the following table, see Using Icons
to Communicate, page 10-2
Speaker Icon Meaning
I have a question
Speak faster
Speak slower
Speak louder
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Speak quieter
Thumbs up
Thumbs down
Stepped away
Buttons and Menu Items in the Participant List Pod
Note
Only participants in meetings in the lite web meeting room or the full web
meeting room see a participant list pod. Participants in the share-only web
meeting room will not see a participant list pod.
The actions that are available to you via the Participant List pod are described in
the following tables. Not all permission levels can see or use all options.
•
Buttons in the Participant List Pod, page 6-26
•
Menu Items in the My Status Menu, page 6-29
•
Menu Items in the Voice Meeting Options Menu, page 6-32
•
Menu Items in the Pod Options Menu, page 6-33
Related Topics
•
Icons in the Participant List, page 6-22
•
What You See in the Web Meeting Room, page 6-9
Buttons in the Participant List Pod
Note
Only participants in meetings in the lite web meeting room or the full web
meeting room see a participant list pod. Participants in the share-only web
meeting room will not see a participant list pod.
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Tip
Roll your mouse over an active button icon to see the name of the button.
Button
Name
My
Status
My
Status
Who Sees This
Button
All participants
in a lite web
meeting room or
a full web
meeting room
Function
Displays options to do the following:
•
Have Cisco Unified MeetingPlace
Express call you.
•
Mute yourself.
•
Post icon messages for other
participants to see.
See Menu Items in the My Status
Menu, page 6-29.
Set User Moderators
Role
Displays options to assign selected
participant(s) a higher or lower
permission level.
See the following topics:
•
About Permission Levels in the
Web Meeting Room, page 6-5.
•
The Participant’s Permission Level
in the Web Meeting Room section
of the table in Icons in the
Participant List, page 6-22.
•
Changing Web Meeting Room
Participant Permissions,
page 8-41.
•
Seeing Other Participants’ View,
page 8-43.
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Button
Name
Voice
Meeting
Options
Who Sees This
Button
Function
Moderators
Displays options to do the following:
•
Call other participants.
•
Record the voice meeting.
See Menu Items in the Voice Meeting
Options Menu, page 6-32.
User
Volume
Moderators
Allows moderators to mute or change
the volume of selected participant(s),
including themselves.
This button is only active if there are
any participants in the voice meeting.
See the following topics:
•
Muting Your Voice from Inside the
Web Meeting Room, page 7-6
•
Muting and Unmuting Participants
via the Web Meeting Room,
page 8-38
•
Changing the Volume of Individual
Participants, page 8-39
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Button
Who Sees This
Button
Name
Merge
User
Moderators
Function
Allows moderators to merge multiple
instances of a participant in the list. A
participant can be listed more than once
if the user dials in to join the voice
meeting. This happens if a guest user
dials in to join the meeting, or if a
profiled user dials in to join the meeting
but does not log in to enter the meeting
as a profiled user.
This button is only active if there are
any participants who can be merged.
See Merging Two Instances of a
Participant in the Participant List,
page 8-3.
Pod
Options
Moderators
Displays a menu of many options.
See Menu Items in the Pod Options
Menu, page 6-33.
Related Topics
•
Buttons and Menu Items in the Participant List Pod, page 6-26
•
Icons in the Participant List, page 6-22
Menu Items in the My Status Menu
Note
Only participants in meetings in the lite web meeting room or the full web
meeting room see the My Status menu. Participants in the share-only web meeting
room will not see this.
To see these options, click the My Status button at the top of the participant list.
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Menu
Option
Icon
Who Sees This
Option
Function
More Information
Call My
Phone
All participants
except users
whose
permissions do
not allow Cisco
Unified
MeetingPlace
Express to call
them.
If you have not yet
joined the voice
meeting, choose
this option to have
Cisco Unified
MeetingPlace
Express call your
phone in order to
bring you into the
meeting.
Joining the Voice
Meeting from Inside
the Web Meeting
Room by Dialing Out
to Your Phone,
page 4-15
Mute
Me
All participants
who have
joined the
voice meeting.
Mutes your
transmission so that
other participants
cannot hear you or
background noise
in your
environment.
See Muting Your
Voice from Inside the
Web Meeting Room,
page 7-6.
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Menu
Option
Clear
My
Status
Icon
(No
icon)
Who Sees This
Option
Function
All participants Clears any status
icons you have
posted.
More Information
See Using Icons to
Communicate,
page 10-2 and
Clearing Your Icon
Message, page 10-3.
Speaker
Icons
All participants Displays the icon
you choose in the
participant list for
all participants to
see. These icons
communicate
feedback or ask
questions.
See Using Icons to
Communicate,
page 10-2.
Related Topics
•
Buttons and Menu Items in the Participant List Pod, page 6-26
•
Icons in the Participant List, page 6-22
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Menu Items in the Voice Meeting Options Menu
Note
Only moderators in meetings in the lite web meeting room or the full web meeting
room see the Voice Meeting Options menu. Participants in the share-only web
meeting room will not see this.
To see these menu items, click the Voice Meeting Options button at the bottom
of the participant list.
Menu Option
Function
More Information
Record
Meeting
(Voice)
Starts or stops recording the
voice meeting.
Chapter 12, “Recording
Meetings”
Call New
Telephone
User
Displays a dialog box where
you can enter the telephone
number of a person who has
not joined the meeting, and
have Cisco Unified
MeetingPlace Express call that
number.
About Adding Participants to a
Meeting In Progress, page 8-8
and Dialing Out to Participants
from Inside the Web Meeting
Room, page 8-11 and Dialing
Out to a New Telephone User,
page 8-13
Call Selected
User
Tells Cisco Unified
MeetingPlace Express to call
the selected participant(s) so
that those people can join the
voice meeting.
About Adding Participants to a
Meeting In Progress, page 8-8
and Dialing Out to Participants
from Inside the Web Meeting
Room, page 8-11.
Related Topics
•
Buttons and Menu Items in the Participant List Pod, page 6-26
•
Icons in the Participant List, page 6-22
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Menu Items in the Pod Options Menu
Note
Only moderators in meetings in the lite web meeting room or the full web meeting
room see the Pod Options menu. Participants in the share-only web meeting room
will not see this.
To see these menu items, click the Pod Options button in the lower right corner
of the Participant List pod.
Menu Option
Function
More Information
Rename
Participant
Renaming Participants in
Lets you change an entry in the
participant list to better identify the the Web Meeting Room
Participant List, page 8-4
person or location it represents.
You can also enter or change a
telephone number associated with
this participant.
Remove
Selected
Participant
Remove the selected participant(s) About Removing
from the meeting.
Participants From the
Meeting.
Clear
Participant
Status
Removes icon messages that the
currently selected participant(s)
have displayed using their My
Status menu.
Using Icons to
Communicate, page 10-2
and Clearing Icon
Messages of Other
Participants, page 10-3.
Select All
Selects all participants in the list.
—
Use this option when you want to
perform an action such as mute all
participants.
Control-click to deselect yourself
before you apply any action.
(Macintosh users: use
command-click instead of
control-click.)
Deselect All
Deselects all participants in the
list.
—
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Menu Option
Function
More Information
Invite
Participants
Send e-mail to people who have
not already joined both the voice
and web meetings.
Inviting Participants via
E-Mail, page 8-10
Show
Connection
Status
Determines whether an indicator
appears beside the name of a
participant who is having network
connection problems.
Showing or Hiding
Participants’ Connection
Status Indicators in the
Participant List, page 8-47
and Monitoring and
Optimizing Participants’
Web Meeting Room
Connection, page 8-44
Help
Displays the Help for Cisco
Unified MeetingPlace Express.
About End-User Help and
Documentation,
page 1-23
Related Topics
•
Buttons and Menu Items in the Participant List Pod, page 6-26
•
Icons in the Participant List, page 6-22
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About the Share Pod
The share pod is the part of the web meeting room where meeting participants can
share an application with or display a document or desktop to all participants.
If You See
Share Pod Description
A participant list, chat
pod, note pod, and
share pod
Moderators and presenters can display the following
types of content:
•
Content that appears on the computer of a
presenter (screen sharing).
Moderators and presenters can display documents,
windows, or applications that are running on their
computers. They can also show their entire
desktops.
•
Annotate shared content on a transparent overlay.
Presenters can select shapes and tools to create
text and drawings for participants.
A share pod only
Meeting participants can display the following types of
content:
•
Content that appears on the computer of a
presenter (screen sharing).
Moderators and presenters can display documents,
windows, or applications that are running on their
computers. They can also show their entire
desktops.
•
Annotate shared content on a transparent overlay.
Presenters can select shapes and tools to create
text and drawings for participants.
Note
Participants in the lite web meeting room do not see a share pod.
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Descriptions of Share Pod Buttons and Menu Options
The options that you see in buttons and menus in the Share pod depend on what
you are doing.
•
Options Available When You Are Not Sharing, page 6-36
•
Options Available When You Are Currently Sharing, page 6-40
•
Options available when you are annotating are described in Using Drawing
Tools, page 9-15
For complete details about screen sharing, see Chapter 9, “Presenting and
Working With Shared Content”
Options Available When You Are Not Sharing
Note
Participants in the lite web meeting room do not see a share pod.
The following table lists options that are available to moderators and presenters
when they are not currently sharing content in the web meeting room. Many of
these options are also available when moderators or presenters are sharing.
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Option
Description
For More Information
Start Screen
Sharing
button
You are not currently sharing
content from your computer.
Presenting and Working
With Shared Content
You can click this button to display
content on your computer for other
participants to see.
Icon in the
For participants in the full web
Resizing the Web Meeting
Share pod title meeting room:
Room Elements,
bar:
page 8-50
• Clicking this icon expands the
Share pod area to fill the entire
web meeting room window.
•
If the Share pod already fills
the entire meeting room
window, clicking this icon
returns the share pod to its
smaller default size, allowing
participants to view all
functional areas of the web
meeting room.
For participants in the share-only
web meeting room:
•
Clicking this icon does
nothing.
This option is independent of the
Full Screen option below.
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Option
Description
For More Information
Full Screen
button
Clicking Full Screen makes the
Share pod fill the entire screen.
Changing Your View of
Shared Content, page 7-9
If the Share pod currently fills the Displaying Shared
entire screen, clicking Full Screen Content Full Screen to All
returns the Share pod to its default Participants, page 9-25
size.
Arrow button
beside the
Full Screen
button:
Clicking this button displays the
following options:
•
Full Screen
•
Presenter’s Changes Affect
Everybody
•
Enable Full Screen Toggle for
Audience
Full Screen Menu
Options, page 6-38.
These options are described in Full
Screen Menu Options, page 6-38.
Full Screen Menu Options
Note
Participants in the lite web meeting room do not see a share pod.
The following table describes options that are available when a moderator or
presenter clicks the arrow button beside the Full Screen button at the lower left
side of the Share pod. These options are available whether or not the person is
currently sharing.
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Option
Description
For More Information
Full Screen
Choosing this option has the
same effect as clicking the
Full Screen button described
in Options Available When
You Are Not Sharing,
page 6-36.
Changing Your View of
Shared Content, page 7-9
Presenter’s
Changes
Affect
Everybody
Displaying Shared Content
Full Screen to All Participants,
page 9-25
If there is a check mark beside Displaying Shared Content
Full Screen to All Participants,
the option, then when you
click the Full Screen button, page 9-25
the change affects all
participants in the meeting.
If there is no check mark
beside the option, then only
your view changes when you
click the Full Screen button.
Enable Full
Screen toggle
for audience
Note
Participants in the
share-only web
meeting room do not
see this option.
Enabling Audience to Control
Their Own View of Shared
Content, page 9-24
If there is a check mark beside
this option, participants with
audience permissions can
click the Full Screen button
on their screens to change their
own view of shared content.
If there is no check mark
beside this option, participants
with audience permissions do
not see a Full Screen button
and cannot change their own
view of shared content.
Related Topics
•
Options Available When You Are Not Sharing, page 6-36
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What You See in the Web Meeting Room
•
Options Available When You Are Currently Sharing, page 6-40
Options Available When You Are Currently Sharing
Note
Participants in the lite web meeting room do not see a share pod.
If you are currently sharing content, you see the following options:
Option
Description
For More Information
Clicking this button removes all of
Ending a Screen
Red Stop
your shared content from the view of Sharing Session,
Sharing
other participants.
page 9-10
button at the
top of a shared
window:
Arrow button Clicking this button displays a menu
with the following options:
associated
with the red
• Pause and Annotate
Stop Sharing
• Resume Sharing
button at the
top of a shared • Choose Window to Share...
window:
• Stop Sharing This Window
Screen sharing
icon in web
meeting room
menu bar:
•
Stop Screen Sharing
•
Help...
Stop Sharing Button
and Associated Arrow
Menu at the Top of
Shared Windows,
page 6-44
Ending a Screen
Rolling your mouse over this icon
Sharing Session,
displays a link to stop sharing.
Clicking this link removes all of your page 9-10
shared content from the view of other
participants.
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Option
Description
For More Information
Stop Sharing
button in
lower left
corner of
Share pod:
Clicking this button removes all of
Ending a Screen
your shared content from the view of Sharing Session,
other participants.
page 9-10
Full Screen
button and
associated
arrow menu:
These features are described in the table of Full Screen Menu
Options, page 6-38.
Eyeglasses
button in
lower left
corner of
Share pod:
Clicking this button lets you see the
view of your shared content that
other participants are seeing.
Seeing Participants’
View of Shared
Content, page 9-27
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Option
Description
Pod Options
button in the
lower right
corner of the
Share pod:
Clicking this button displays a menu Share Pod Options
with the following options:
Menu, page 6-42
•
Stop Sharing
•
Preview in Pod While Screen
Sharing
•
Help
Red door icon Clicking this icon displays a menu
in the system with the following options:
tray
• Pause and Annotate
(Windows) or
a red dot in the • Choose Window to Share...
dock
• Stop Screen Sharing
(Macintosh):
• Stop Control
•
For More Information
Menu in Red Door Icon
in System Tray,
page 6-43
Help
Share Pod Options Menu
If you are currently sharing content, you see a Pod Options button in the lower
right corner of the Share pod. Clicking this button displays a menu with the
following options:
Option
Description
For More Information
Stop Sharing
Choosing this option removes all Ending a Screen Sharing
of your shared content from the Session, page 9-10
view of other participants.
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Option
Description
For More Information
Preview in Pod
While Screen
Sharing
This option takes effect only if
you are annotating a shared
document. It takes effect
automatically and we do not
recommend changing it.
About Annotating Shared
Content, page 9-12
Help
Choosing this option displays
the Cisco Unified MeetingPlace
Express help system.
About End-User Help and
Documentation,
page 1-23
Creating an Annotation
Layer Over Shared
Content, page 9-12
Menu in Red Door Icon in System Tray
If you are currently sharing content, you see a red door icon in the system tray
(Windows) or a red dot in the dock (Macintosh). Clicking this icon displays a
menu with the following options:
Option
Description
For More Information
Pause and
Annotate
Choosing this option allows you
and other participants with
moderator and presenter
permissions to draw on an
annotation layer that is placed
over your shared content.
About Annotating Shared
Content, page 9-12
Creating an Annotation
Layer Over Shared Content,
page 9-12
Choose
Window to
Share...
Choosing this option allows you Changing the
Screen-Sharing Source,
to select to share a different or
additional window, application, page 9-9
or your desktop.
Stop Screen
Sharing
Choosing this option removes all Ending a Screen Sharing
of your shared content from the Session, page 9-10
view of other participants.
Help
Choosing this option displays
the
Cisco Unified MeetingPlace Ex
press help system.
About End-User Help and
Documentation, page 1-23
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What You See in the Web Meeting Room
Stop Sharing Button and Associated Arrow Menu at the Top of Shared Windows
If you are currently sharing a window or application, you see a red Stop Sharing
button and associated arrow button at the top of a shared window. Clicking the
arrow displays a menu with the following options:
Option
Description
For More Information
Pause and
Annotate
Choosing this option allows you and
other participants with moderator
and presenter permissions to draw on
an annotation layer that is placed
over your shared content.
About Annotating Shared
Content, page 9-12
Choose
Window to
Share...
Choosing this option allows you to
select to share a different or
additional window, application, or
your desktop.
Changing the
Screen-Sharing Source,
page 9-9
Stop
Sharing
This
Window
Choosing this option allows you to
stop sharing this window while
continuing to share other windows
that you are currently sharing.
Ending a Screen Sharing
Session, page 9-10
Creating an Annotation
Layer Over Shared
Content, page 9-12
Stop Screen Choosing this option removes all of Ending a Screen Sharing
Sharing
your shared content from the view of Session, page 9-10
other participants.
Help
Choosing this option displays the
About End-User Help and
Cisco Unified MeetingPlace Express Documentation,
help system.
page 1-23
About the Chat Pod
Note
This topic only applies to participants in the full web meeting room. It does not
apply to participants in the lite web meeting room or in the share-only web
meeting room.
You can use the chat feature to send messages to all participants, to an individual,
or to presenters. Moderators and presenters can modify the functionality of this
feature.
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Chat
Pod
Item
Who
Sees
This Item Description
More Information
1
All
participa
nts
Displays existing chat text. If
you send chat text, it will be
added to the end of existing
text.
About Using the Chat
Feature to Send Text
Messages, page 10-4
2
All
participa
nts
Place to type your chat
message.
3
All
participa
nts
Menu to choose the audience
for your chat message.
4
All
participa
nts
Button to send the chat
message.
5
Moderat Pod Options button. Displays
the Pod Options menu.
ors and
Presenter
s
About the Pod Options
Menu in the Chat Pod,
page 6-46.
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About the Pod Options Menu in the Chat Pod
The Pod Options button displays a menu with the following options:
Who Sees This
Item
Menu Item
Description
Moderators
Text Size
and Presenters
Changes the size of all chat text. All
participants see the change.
Moderators
Enable Private
and Presenters Chat for
Audience
Allows or prevents participants with audience
permissions from sending chat messages to
each other during the meeting. See Enabling
and Disabling Private Chat for the Audience,
page 8-40.
Moderators
Clear Chat
and Presenters
Clears all existing chat messages from the
chat window. See Clearing Chat Messages,
page 10-6.
Moderators
Disable Chat
and Presenters Notifications
Shows or hides the pop-up notifiers that
appear on your screen if you receive a chat
message while the chat pod is hidden (you are
displaying shared content in Full Screen
mode.) See Disabling Pop-up Chat
Notifications, page 7-14.
Moderators
Help
and Presenters
Displays the Online Help.
About the Note Pod
Note
This topic only applies to participants in the full web meeting room. It does not
apply to participants in the lite web meeting room or in the share-only web
meeting room.
Presenters and moderators can create a Note that displays to all participants.
For more information, see About Posting Notes for All Participants, page 10-7.
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7
Controlling Your Personal Meeting
Experience
This section includes the following general topics:
•
Determining Your Permission Level in the Web Meeting Room, page 7-1
•
Renaming Yourself in the Participant List, page 7-3
•
Muting and Unmuting Yourself, page 7-4
•
About Changing Your View of the Web Meeting Room, page 7-7
•
About Choosing a Language, page 7-15
•
About Your Network Connection to the Web Meeting Room, page 7-16
•
Rejoining a Voice Meeting, page 7-19
•
Leaving the Web Meeting Room, page 7-20
Determining Your Permission Level in the Web
Meeting Room
Your permission level determines the options that you see and the actions that you
can perform in the web meeting room during a meeting.
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Determining Your Permission Level in the Web Meeting Room
Note
If You See
See This Topic
A participant list, chat pod,
note pod, and share pod
Determining Your Permission Level in the Full
Web Meeting Room or the Lite Web Meeting
Room, page 7-2
The participant list only
Determining Your Permission Level in the Full
Web Meeting Room or the Lite Web Meeting
Room, page 7-2
The share pod only
Determining Your Permission Level in the
Share-Only Web Meeting Room, page 7-3
Your permission level in the web meeting room does not affect your ability to
perform actions via the telephone or the Cisco Unified MeetingPlace Express
service on your Cisco Unified IP Phone.
Determining Your Permission Level in the Full Web Meeting Room or the Lite Web Meeting Room
Who Can Perform This Task
Any participant in the meeting.
Procedure
Step 1
In the participant list, look at the icon to the left of your name or the entry that
represents you. (The entry that represents you appears in italics. If you also dialed
in, and you entered as a guest, you may also have a separate entry that does not
identify you.)
The icon displayed indicates your permission level. See the topic on Participant’s
Permission Level in the Web Meeting Room in the table of Icons in the Participant
List, page 6-22.
Related Topics
•
Determining Your Permission Level in the Full Web Meeting Room or the
Lite Web Meeting Room, page 7-2
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Renaming Yourself in the Participant List
Determining Your Permission Level in the Share-Only Web Meeting Room
If you are in the share-only web meeting room, then you are a presenter. All
meeting participants in the share-only web meeting room are presenters. This is
the only permission level in this type of meeting.
Related Topics
•
Determining Your Permission Level in the Full Web Meeting Room or the
Lite Web Meeting Room, page 7-2
Renaming Yourself in the Participant List
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
You may want to change your name as it appears in the participant list. For
example, you might want to specify a conference room, a location, or your
company name instead of your own name.
You are renamed only for the duration of this meeting; the new name does not
affect your profile.
Who Can Perform This Task
Participants with moderator privileges.
Procedure
Step 1
In the web meeting room, in the participant list, click your name or the entry that
represents you. The entry that appears in italics is you. (If you also dialed in, and
you entered as a guest, you may also have a separate entry that does not identify
you.)
Step 2
Click the Pod Options button at the bottom right of the participant list and choose
Rename Participant.
Step 3
Enter the new name.
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Muting and Unmuting Yourself
Step 4
(Optional) Enter a phone number.
Step 5
Click OK.
Muting and Unmuting Yourself
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room. Participants in the share-only web meeting room can mute and unmute
themselves from inside the voice or video portion of their
Cisco Unified Personal Communicator meeting.
You can mute your phone transmission so others cannot hear you or any
background noise in your environment.
To determine whether you are currently muted or unmuted:
•
Determining Your Mute/Unmute Status, page 7-5
You can mute or unmute your voice in several ways:
Note
•
Muting Your Voice from Inside the Web Meeting Room, page 7-6
•
Muting Yourself Via the Telephone Keypad, page 7-6
•
Muting and Unmuting Yourself By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone, page 15-22.
Do not mute yourself by using the mute button on your phone, if your phone has
one. If you use the mute button on your phone and then put the meeting on hold,
“on-hold” music may play into the meeting room. Follow the procedures
described in this document instead.
Who Can Mute Their Own Phone Transmission
All participants.
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Determining Your Mute/Unmute Status
Note
Thss topic only applies to participants in the lite web meeting room or the
full web meeting room. It does not apply to participants in the share-only web
meeting room.
To see whether you are muted or not, check your status in one of the following
places:
•
Determining your Mute/Unmute Status Via the Web Meeting Room, page 7-5
•
Viewing Participant Details on the Screen of Your Cisco Unified IP Phone,
page 15-15. Look at your own name to see your status.
Related Topics
•
Muting and Unmuting Yourself, page 7-4
Determining your Mute/Unmute Status Via the Web Meeting Room
The following procedure describes one way to determine whether or not you are
currently muted.
Procedure
Step 1
In the web meeting room, scroll through the participant list until you see your
name or the entry that represents you. (Your entry appears in italics). If you dialed
in to join the meeting, you may appear in the list more than once; choose the entry
that represents you on the telephone. If you are muted, the Muted icon will appear.
This icon has a megaphone and a red circle with a line through it.
Step 2
To mute or unmute yourself, see Muting and Unmuting Yourself, page 7-4.
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Muting Your Voice from Inside the Web Meeting Room
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
To Mute Your Transmission
•
In the web meeting room, in the participant list, click My Status, then choose
Mute Me.
To Unmute Your Transmission
•
In the web meeting room, in the participant list, click My Status, then choose
Un-Mute Me.
Related Topics
•
Muting and Unmuting Yourself, page 7-4
Muting Yourself Via the Telephone Keypad
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
To Mute or Unmute Your Voice
•
On the keypad of any telephone, press #5.
Related Topics
•
Muting and Unmuting Yourself, page 7-4
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About Changing Your View of the Web Meeting Room
About Changing Your View of the Web Meeting
Room
You can change what you see in the web meeting room:
•
Changing Your View of the Web Meeting Room, page 7-7
•
Changing Your View of Shared Content, page 7-9
•
Hiding or Showing the Sharing Control Strip, page 7-13
•
Disabling Pop-up Chat Notifications, page 7-14
Changing Your View of the Web Meeting Room
You can modify your view of the entire web meeting room:
•
Displaying the Web Meeting Room Full Screen, page 7-7
•
Restoring the Web Meeting Room to a Standard Browser Window, page 7-9
Related Topics
•
Changing Your View of Shared Content, page 7-9. (This topic discusses the
option to display the shared content, as contrasted with the web meeting
room, in full screen mode. This topic applies only if you are attending a
meeting that includes the full web meeting room.)
Displaying the Web Meeting Room Full Screen
By default, the web meeting room is displayed in a standard browser window.
However, you can view the web meeting room in full screen mode, which hides
everything on your computer except the web meeting room. Full screen mode
hides all operating system elements, including the Start menu, the Close Window
button in the title bar of the web meeting room window, and all other applications.
If you are attending a meeting that includes the full web meeting room, all of the
different areas of the web meeting room (Participant List, Notes, Chat, and shared
content) remain visible.
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About Changing Your View of the Web Meeting Room
If you have installed the Cisco Unified MeetingPlace Express Presenter Add-in,
your full-screen view is slightly different from the full screen view if you have not
installed the add-in.
Note
This feature is different from the Full Screen feature that toggles between showing
shared content full screen versus showing the entire web meeting room with
shared content as just one element in the meeting room. For information about that
feature, see Changing Your View of Shared Content, page 7-9.
Tip
If you are using Windows operating system and operating system elements are
hidden from view, you can press and hold the Alt key on your keyboard, then press
the Tab key to cycle through other applications that are open on your computer.
Who Can Perform This Action
All participants.
Procedure
Step 1
In the menu bar at the top of the web meeting room, choose Meeting > Full
Screen.
The browser window and all other application and operating system elements are
hidden.
To return to the standard view, see Restoring the Web Meeting Room to a Standard
Browser Window, page 7-9.
Related Topics
•
Restoring the Web Meeting Room to a Standard Browser Window, page 7-9
•
Displaying Shared Content Full Screen, page 7-10
•
Restoring the View of the Entire Web Meeting Room, page 7-12
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About Changing Your View of the Web Meeting Room
Restoring the Web Meeting Room to a Standard Browser Window
If you are viewing the web meeting room in Full Screen mode and you want to
access the operating system and other applications on your computer and perform
operations such as closing the web meeting room window, restore the web
meeting room from Full Screen mode to a standard browser window.
Who Can Perform This Action
All participants.
Procedure
Step 1
In the menu bar at the top of the web meeting room, choose Meeting > Full
Screen.
The browser window and standard application and operating system elements
become visible.
Related Topics
•
Displaying the Web Meeting Room Full Screen, page 7-7.
•
Changing Your View of Shared Content, page 7-9
Changing Your View of Shared Content
These features are available only if your Cisco Unified MeetingPlace Express
system and the meeting that you are in includes the full web meeting room.
•
Displaying Shared Content Full Screen, page 7-10
•
Restoring the View of the Entire Web Meeting Room, page 7-12
•
Making Shared Content Easier to See, page 7-12
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Displaying Shared Content Full Screen
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
In order to make shared content easier to see, enlarge it so that it fills your entire
screen.
Viewing shared content full screen hides the following elements from your view:
•
All elements of the operating system on your computer (including the title bar
of the web meeting room window and the Close Window button)
•
All other applications.
•
For meeting participants in the full web meeting room, the Participant list,
Chat, and Notes functions are also hidden. However, if you have installed the
Cisco Unified MeetingPlace Express Presenter Add-in, you can choose to see
a pop-up notifier when you receive a chat message.
The appearance of your full-screen view depends on whether or not you have
installed the Cisco Unified MeetingPlace Express Presenter Add-in. If you have
not installed the add-in, browser elements such as the title bar remain visible.
Who Can Perform This Action
All participants. However, a moderator or presenter may have made this feature
unavailable to participants with audience permissions.
Procedures
•
Participants with Moderator or Presenter Permissions, page 7-10
•
Participants with Audience Permissions, page 7-11
Participants with Moderator or Presenter Permissions
Step 1
In the control strip at the bottom of the web meeting room, click the arrow icon
on the right side of the Full Screen button.
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Step 2
If there is a check mark beside Presenter’s changes affect everybody, choose
Presenter’s changes affect everybody to remove the check mark. If there is no
check mark beside this option, click outside the menu to close it without changing
anything.
Step 3
Click the Full Screen button.
The shared content enlarges to fill your screen and all other elements are hidden.
To cancel Full Screen viewing, see Restoring the View of the Entire Web Meeting
Room, page 7-12.
Participants with Audience Permissions
Note
This topic only applies to participants in the full web meeting room. It does not
apply to participants in the lite web meeting room or the share-only web meeting
room.
•
In the control strip at the bottom of the web meeting room, click the Full
Screen button.
The shared content enlarges to fill your screen and all other elements are
hidden.
To cancel Full Screen viewing, see Restoring the View of the Entire Web
Meeting Room, page 7-12.
Related Topics
•
Restoring the Web Meeting Room to a Standard Browser Window, page 7-9
•
Displaying the Web Meeting Room Full Screen, page 7-7
•
About Controlling Participants’ View of Shared Content, page 9-23
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About Changing Your View of the Web Meeting Room
Restoring the View of the Entire Web Meeting Room
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
If you are viewing shared content in full screen mode, and you want to view the
entire meeting room (including the participant list, chat, and note features if you
are in the full web meeting room), as well as the operating system of your
computer and any other applications, you can return to the normal, smaller view
of shared content.
Who Can Perform This Action
All participants. However, a moderator or presenter may have made this feature
unavailable to participants with audience permissions.
Procedure
•
In the control strip at the bottom of the web meeting room, click the Full
Screen button.
Related Topics
•
Changing Your View of the Web Meeting Room, page 7-7. (This topic
discusses the option of individual participants to display the web meeting
room, as distinct from the shared content, in full screen mode.)
Making Shared Content Easier to See
Note
This topic only applies to participants in the full web meeting room. It does not
apply to participants in the lite web meeting room or in the share-only web
meeting room.
If you are viewing content that another participant is sharing, you can modify your
view of the shared content so that you can see it more easily.
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Controlling Your Personal Meeting Experience
About Changing Your View of the Web Meeting Room
Who Can Perform This Action
Participants who are viewing shared content.
Procedure
Step 1
Look at the bottom of the shared content. If you see a button with a plus sign (+),
click it to display the sharing control strip.
Step 2
In the sharing control strip, choose an option:
Option
Description
Scale to
Fit
Lets you view all of the shared screen, scaled to fill the Share pod.
The shared content is automatically set to scale within your web
meeting room window, letting you see all of the shared screen.
Deselecting this option changes the display to scroll mode.
Scroll
Lets you see a scrollable, full-resolution view of the shared screen.
In scroll mode, you may need to move the handles on the scroll bars
up, down, left, or right to see the entire content. This button is active
when the Scale to Fit option is deselected.
Hiding or Showing the Sharing Control Strip
Note
This topic only applies to participants in the full web meeting room. It does not
apply to participants in the lite web meeting room or in the share-only web
meeting room.
You can minimize the Sharing control strip at the bottom left side of the sharing
area. By default, all buttons in the control strip are displayed.
Who Can Perform This Action
Participants with audience permissions.
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About Changing Your View of the Web Meeting Room
Procedure
Step 1
To shrink the control strip, click the plus (+) button.
Step 2
To expand the control strip, click the minus (-) button.
Disabling Pop-up Chat Notifications
Note
This topic only applies to participants in the full web meeting room. It does not
apply to participants in the lite web meeting room or in the share-only web
meeting room.
If you are presenting or viewing shared content in full screen mode, and your Chat
pod is out of view, and you have installed the
Cisco Unified MeetingPlace Express Presenter Add-in, you can choose to receive
pop-up chat notifiers. When chat notifiers are enabled and a participant sends you
a chat message, a notification appears in the lower-right corner of your screen.
You can see the name of the sender and the first few words of the message in the
notification window.
By default, Chat Notifications is enabled. If you do not want notifications to be
shown while you are presenting, you can disable them. You will not see chat
messages while you are using full screen mode.
These notifiers do not appear if you have not installed the
Cisco Unified MeetingPlace Express Presenter Add-in. For more information
about the add-in, see Setting Up to Share Content From Your Computer, page 9-2.
Who Can Perform This Task
Participants with moderator or presenter privileges.
Disabling Chat Notifications
•
Click the Pod Options icon in the lower-right corner of the Chat pod and
choose Disable Chat Notifications. A check mark should appear before this
item.
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About Choosing a Language
If a meeting participant sends a message, no notification appears.
Enabling Chat Notifications
Step 1
If you have not yet installed the Cisco Unified MeetingPlace Express Presenter
Add-in, install it now. See Setting Up to Share Content From Your Computer,
page 9-2.
Step 2
Click the Pod Options button in the lower-right corner of the Chat pod and choose
Disable Chat Notifications.
Step 3
Make sure that no check mark appears before this item.
If a meeting participant sends a message, notifications will appear.
Related Topics
•
Setting Up to Share Content From Your Computer, page 9-2.
About Choosing a Language
If your organization’s Cisco Unified MeetingPlace Express system offers
multiple languages, you can choose the language of the voice prompts that you
hear and the language that you see on the Cisco Unified MeetingPlace Express
web pages and on the screens of the Cisco Unified MeetingPlace Express service
on your Cisco Unified IP Phone. If your organization has not purchased any
language licenses, then only the system default language is used. The system
administrator determines the system default language.
After you join a meeting, you can choose a language for your in-meeting
experience. See the following sections:
•
Choosing a Language via the Web, page 7-16
•
Telephone Commands—Entering Cisco Unified MeetingPlace Express,
page A-1
Related Topics
•
Language entry in the table in the “Rescheduling or Modifying a Future
Meeting” section on page 2-44
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About Your Network Connection to the Web Meeting Room
•
Language entry in the table in the Meeting Default Settings table in
Chapter 14, “Changing Your Profile Preferences.”
There are two ways to specify a language:
•
Specify a default language in your profile. See Chapter 14, “Changing Your
Profile Preferences.”
•
Choose a language at any time. See the “Choosing a Language via the Web”
section on page 7-16 and the “Telephone Commands—Entering
Cisco Unified MeetingPlace Express” section on page A-1.
Choosing a Language via the Web
You can change the language of your Cisco Unified MeetingPlace Express
experience each time you use Cisco Unified MeetingPlace Express. The language
that you choose will affect the voice prompts that you hear and all the
Cisco Unified MeetingPlace Express web pages and screens of the
Cisco Unified MeetingPlace Express service on your Cisco Unified IP Phone that
you see, except the web meeting room of meetings that you did not schedule.
When you attend a meeting that you did not schedule, the web meeting room
always displays the language that is specified by the meeting scheduler.
Who Can Perform This Task
All participants.
Procedure
Step 1
On the bottom of any page, except the web meeting room, click the name of any
language.
About Your Network Connection to the Web Meeting
Room
Any participant has the following options during the meeting:
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About Your Network Connection to the Web Meeting Room
•
Checking Your Connection to the Web Meeting Room
•
Setting Your Connection Speed to the Web Meeting Room
•
Reconnecting a Lost Connection to the Web Meeting Room
Checking Your Connection to the Web Meeting Room
The quality of your connection to the web meeting room determines how well you
can see what is happening in the meeting.
Who Can Perform This Task
All participants.
Procedure
Step 1
Step 2
Step 3
Look at the right-side end of the menu bar at the top of the meeting room web
page. Your connection status is indicated by the color of the bar at that end.
•
A green bar indicates that the room connection is optimal.
•
A yellow bar means network congestion. You may have difficulty viewing the
web meeting room properly.
•
A red bar indicates that you have been disconnected from the web meeting
room because of network problems. Skip the rest of this procedure and see
Reconnecting a Lost Connection to the Web Meeting Room, page 7-19.
To display more information about your connection:
a.
Click the colored indicator bar.
b.
Read details about your connection status that appear in a pop-up window
near the top right corner of the meeting room web page.
c.
Follow any instructions that you see.
To repair connection problems, see Setting Your Connection Speed to the Web
Meeting Room, page 7-18 and Reconnecting a Lost Connection to the Web
Meeting Room, page 7-19.
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About Your Network Connection to the Web Meeting Room
Setting Your Connection Speed to the Web Meeting Room
Setting your connection speed can improve your experience in the web meeting
room by making sure that Cisco Unified MeetingPlace Express does not send too
much data to you too fast. Set the connection speed to match the bandwidth at
which your computer is connected to the Internet.
Who Can Perform This Task
All participants.
Procedure
Step 1
In the menu bar in the web meeting room, choose Meeting> My Connection
Speed.
Step 2
Choose the type of connection that your computer is using. If you are having
problems viewing the web meeting room because of network problems, choose a
speed that is slower than the speed that is currently selected.
•
Modem - (Dial-up) This is the slowest type of internet connection
•
DSL - (Broadband) This is a high-speed internet connection that is common
in many small businesses and homes.
•
LAN - This is the fastest connection. It is common in most company
networks.
Step 3
If you choose DSL and you continue to have connection problems, repeat the
procedure above and select Modem.
Step 4
If you choose Modem and you still have connection problems, inform a
moderator of the meeting that you are attending.
The moderator can change the web meeting room settings using procedures
described in Monitoring and Optimizing Participants’ Web Meeting Room
Connection, page 8-44.
Step 5
If you frequently have problems while you are connected via your corporate
network, contact your Cisco Unified MeetingPlace Express system administrator.
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Rejoining a Voice Meeting
Reconnecting a Lost Connection to the Web Meeting Room
If you have lost the connection to the Cisco Unified MeetingPlace Express web
meeting room, the connection status indicator at the right-side end of the menu
bar at the top of the web meeting room page is red.
Cisco Unified MeetingPlace Express automatically attempts to reestablish your
meeting connection, or you can initiate reconnection.
Who Can Perform This Task
All participants.
Procedure
Step 1
Click the red connection indicator at the right-side end of the menu bar at the top
of the web meeting room page.
Step 2
Wait while Cisco Unified MeetingPlace Express initiates an attempt to bring you
back online.
Step 3
If you are still unable to connect, inform a moderator of the meeting that you are
attending.
Step 4
If you frequently have problems, contact your
Cisco Unified MeetingPlace Express system administrator.
Related Topics
•
Problems in the Web Meeting Room, page 16-10.
Rejoining a Voice Meeting
Note
This topic only applies to participants in the lite web meeting room or in the
full web meeting room. It does not apply to participants in the share-only web
meeting room.
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Leaving the Web Meeting Room
If you are disconnected from the voice meeting, you can rejoin it without leaving
the web meeting room.
See Joining the Voice Meeting from Inside the Web Meeting Room by Dialing Out
to Your Phone, page 4-15.
Leaving the Web Meeting Room
Procedure
Step 1
Step 2
Note
If the Close (X) button is not visible in the upper-right corner of the web meeting
room window, do one of the following:
•
If you are viewing the web meeting room in full screen mode and you can see
the participant list: In the menu bar at the top of the screen, choose Meeting>
Full Screen.
•
If you are viewing the web meeting room in full screen mode and the
participant list is not visible (you can see only the shared content): In the
control strip at the bottom of the web meeting room, click the Full Screen
button.
Click the Close (X) button in the upper-right corner of the web meeting room
window.
A meeting may remain active unless a moderator explicitly ends the meeting, all
participants leave the meeting (except one), or the meeting times out according to
settings made by the Cisco Unified MeetingPlace Express system administrator.
To end a meeting, see About Ending Meetings, page 8-52.
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8
Managing the Meeting
The following topics describe options for managing a meeting that is in session:
•
Identifying Participants In the Meeting, page 8-1
•
Controlling Who Is In the Meeting, page 8-8
•
Identifying Current Speakers and Presenters, page 8-34
•
Identifying Participant Permission Levels in the Web Meeting, page 8-36
•
Controlling Activity and Status of Participants in Meetings, page 8-37
•
Seeing Other Participants’ View, page 8-43
•
Managing the Web Meeting Room Window, page 8-44
•
Controlling Other Details, page 8-51
•
Extending a Meeting, page 8-51
•
About Ending Meetings, page 8-52
Identifying Participants In the Meeting
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room. For participants in the share-only web meeting room, the participant list is
in the voice portion of the Cisco Unified Personal Communicator meeting. See
the Cisco Unified Personal Communicator help for more information.
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Identifying Participants In the Meeting
There are many ways to understand who is in a meeting and to properly identify
participants:
•
Viewing the List of Participants in the Web Meeting Room, page 8-2
•
Merging Two Instances of a Participant in the Participant List, page 8-3
•
Renaming Participants in the Web Meeting Room Participant List, page 8-4
•
Identifying Voice Participants and Their Voice Status, page 8-5
•
Learning the Telephone Number of Participants, page 8-7
•
Changing the Entry and Exit Announcements By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone, page 15-24.
Viewing the List of Participants in the Web Meeting Room
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
The names in the participant list are grouped by permission level. They appear in
the following order: moderator, presenter, audience, and users who are not
currently attending the web meeting. Within a group, names are sorted by
alphabetical order.
Participants who logged in to the meeting as Cisco Unified MeetingPlace Express
profiled users are listed by their name as it appears in their profile. If a participant
is logged in to a meeting as a guest user, the name in the participant list is the
name that the guest user entered at login. A moderator can rename a participant.
If a participant joins the voice meetings as a guest user, that participant is
identified by their phone number if it is available via Caller ID.
Within a permission level group, the name of a participant automatically moves
to the top of the list when any of the following things occur:
•
The participant enters the meeting room
•
The bandwidth of the participant becomes less than optimal.
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•
The participant posts an icon message (see Using Icons to Communicate,
page 10-2.)
Who Can Perform These Tasks
All participants in the lite web meeting room or the full web meeting room.
Procedure
•
To view the names of all meeting participants, scroll down the participant list.
Icons are described in Icons in the Participant List, page 6-22.
Related Topics
•
Identifying Voice Participant Status in the Web Meeting Room, page 8-5
•
Identifying Voice Participants by Using Your Telephone, page 8-7
•
Viewing a Roster of Participants on the Screen of Your
Cisco Unified IP Phone, page 15-12
•
Merging Two Instances of a Participant in the Participant List, page 8-3
Merging Two Instances of a Participant in the Participant List
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
The participant list in the web meeting room ideally displays the name of each
participant only once.
If a participant joins both the web meeting and the voice meeting as a profiled
Cisco Unified MeetingPlace Express user, the two entries are automatically
merged.
However, if the participant joins either or both meetings as a guest, they will
appear twice in the participant list. If you know that a participant is listed twice,
you can combine the listings into one.
Who Can Perform This Task
Participants with moderator privileges.
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Procedure
Step 1
In the Participant List pod, click the name of a participant in the
web meeting room.
Step 2
Control-click the name of the dial-in participant who represents the same user.
(Macintosh users: use command-click instead of control-click.)
Step 3
Click the Merge Caller ID button at the bottom of the Participant List pod. (Roll
your mouse over the buttons there to identify the correct button.)
The two listings merge into one. The entry becomes the name of the web meeting
participant.
Renaming Participants in the Web Meeting Room Participant List
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
Moderators can change the names that appear in the participant list in the
web meeting room.
For example, you can specify a conference room, a location, or a company instead
of an individual person. You can also properly identify guest participants who
have dialed in.
The participant is renamed only for the duration of the current meeting. The name
is not changed in the Cisco Unified MeetingPlace Express profile of the
participant.
Who Can Perform This Task
Participants with moderator privileges.
Procedure
Step 1
In the participant list, click the name of the participant to change.
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Step 2
Click the Pod Options button at the bottom right of the participant list and choose
Rename Participant.
Step 3
Enter the new name.
Step 4
(Optional) Enter a phone number for the person.
Step 5
Click OK.
Identifying Voice Participants and Their Voice Status
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room. For participants in the share-only web meeting room, the participant list is
in the voice portion of the Cisco Unified Personal Communicator meeting. See
the Cisco Unified Personal Communicator help for more information.
You can identify the status of participants in the voice meeting in several ways:
•
Identifying Voice Participant Status in the Web Meeting Room, page 8-5
•
Identifying Voice Participants by Using Your Telephone, page 8-7
•
Identifying the Current Speaker on the Screen of Your
Cisco Unified IP Phone, page 15-16.
Who Can Perform These Tasks
Any participant can see who is attending the meeting by telephone, by using any
of the methods in this section.
Identifying Voice Participant Status in the Web Meeting Room
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
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Participants in the web meeting room can determine which users are attending the
voice conference and view their status.
Who Can Perform This Task
All participants.
Procedure
Step 1
In the web meeting room, look at the participant list.
A voice conference status icon appears to the right of the name of each participant
who is attending via voice:
Icon
Participant status
On the phone
Voice-only users may not be not logged in to the web meeting, but
they can hear and speak.
Talking
Dialing in progress
Muted
(No
icon)
Participant is attending the web meeting only.
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Identifying Voice Participants by Using Your Telephone
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room. For participants in the share-only web meeting room, the participant list is
in the voice portion of the Cisco Unified Personal Communicator meeting. See
the Cisco Unified Personal Communicator help for more information.
You can hear a roll call of all participants in the voice meeting (up to 120).
Only you will hear the roll call; other participants in the meeting will not be
disturbed.
Who Can Perform This Task
All participants in the voice meeting.
Procedure
•
On your telephone keypad of any telephone, press #21.
Learning the Telephone Number of Participants
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room. For participants in the share-only web meeting room, the participant list is
in the voice portion of the Cisco Unified Personal Communicator meeting. See
the Cisco Unified Personal Communicator help for more information.
To help identify users if you are in the web meeting room, you can see the
telephone number from which each user has joined the meeting, if Caller ID is
available.
Who Can Perform This Task
All participants in the web meeting room.
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Procedure
Step 1
In the participant list, roll your mouse over a name on the list.
Step 2
A pop-up balloon will appear. If the user has joined the voice meeting, the
telephone number is displayed.
Controlling Who Is In the Meeting
•
About Adding Participants to a Meeting In Progress, page 8-8
•
About Locking Meetings to Restrict Further Entry, page 8-19
•
About Removing Participants From the Meeting, page 8-31
About Adding Participants to a Meeting In Progress
Cisco Unified MeetingPlace Express offers many ways for participants to invite
additional participants to join a meeting that is in progress.
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Who Can Add Participants to a Meeting that Is In Progress
Access Via
Who Can Perform This Action
Meeting
Details web
page
—
Web meeting
room
•
Participants in the lite web
meeting room or the
full web meeting room with
moderator privileges.
Settings that the Cisco
Unified MeetingPlace
Express system
administrator makes
determine who can dial out.
•
Telephone
keypad
Cisco Unified
MeetingPlace
Express
service on
your Cisco
Unified IP
Phone
For More Information, See
Inviting Participants via
E-Mail, page 8-10
Dialing Out to Participants
from Inside the Web
Meeting Room, page 8-11
Participants in the
share-only web meeting
room should see the Cisco
Unified Personal
Communicator
documentation.
Any participant in the meeting.
Settings that the Cisco Unified
MeetingPlace Express system
administrator makes determine
who can dial out.
Dialing Out from your
Telephone to Add a
Participant, page 8-16
Dialing Out from Your
Phone to Add All Missing
Profiled Invitees, page 8-19
—
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Inviting Participants via E-Mail
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
Use the method in this topic to easily send an e-mail message to someone whom
you want to join the meeting. All of the information that the person needs in order
to attend the meeting is automatically included in the e-mail, including the subject
of the meeting and instructions for attending. You can add more information about
the meeting such as an agenda or information that the person should bring to the
meeting.
Who Can Perform This Task
See the table in About Adding Participants to a Meeting In Progress, page 8-8.
Procedure
Step 1
In the web meeting room, do one of the following:
•
Click Meeting in the menu bar.
•
Click the Pod Options button in the lower-right corner.
Step 2
From the pop-up menu, choose Invite Participants.
Step 3
Do one of the following:
•
Click the Compose E-Mail button to open your default e-mail application. It
displays a generated message with information about the meeting. All you
need to do is enter the e-mail address or addresses to which you want to send
the message.
•
If you do not have a default e-mail application or you do not want to use the
generated invitation, start the e-mail application you want to use, and copy
the meeting URL from the Invite window into an e-mail message. Click the
Done button to close the Invite window and return to the meeting.
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Related Topics
•
About Adding Participants to a Meeting In Progress, page 8-8 lists other ways
to add participants to a meeting in progress.
Dialing Out to Participants from Inside the Web Meeting Room
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
From inside the web meeting room, you can tell
Cisco Unified MeetingPlace Express to call people to bring them into the voice
conference.
There are several ways to dial out to bring participants into the voice conference.
Choose the best method depending on the situation.
Who Can Perform These Tasks
See the table in About Adding Participants to a Meeting In Progress, page 8-8.
Ways To Dial Out to Participants
•
Dialing Out to a Participant Who Is Already in the Web Meeting Room,
page 8-12
•
Dialing Out to a New Telephone User, page 8-13
•
Creating a List of Participants to Dial Later, page 8-14
•
Dialing Out to Several Participants Simultaneously, page 8-15
Related Topics
•
About Adding Participants to a Meeting In Progress, page 8-8 lists other ways
to add participants to a meeting in progress.
•
Joining the Voice Meeting from Inside the Web Meeting Room by Dialing
Out to Your Phone, page 4-15
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Dialing Out to a Participant Who Is Already in the Web Meeting Room
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
If a participant has joined the web meeting room but not the voice meeting, you
can tell Cisco Unified MeetingPlace Express to call that participant and bring the
person into the voice meeting.
Who Can Perform These Tasks
See the table in About Adding Participants to a Meeting In Progress, page 8-8.
Procedure
Step 1
In the Participant List pod, select the name of the participant to add to the voice
meeting.
Step 2
Click the telephone icon (the Voice Meeting Options button) at the bottom of the
Participant List pod.
Step 3
Choose Call Selected User from the pop-up menu.
The Call My Phone dialog box appears. You can either enter a new phone number
or select a number from the list of numbers associated with the participant, if
available.
Step 4
Click Dial Now.
The participant is called on the telephone and must respond to the prompts to join
the meeting.
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Dialing Out to a New Telephone User
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
From inside the web meeting room of a meeting in progress, you can tell
Cisco Unified MeetingPlace Express to dial out to someone who is not in the
meeting and bring that person into the voice meeting.
Who Can Perform These Tasks
See the table in About Adding Participants to a Meeting In Progress, page 8-8.
Procedure
Step 1
Click the Voice Meeting Options button at the bottom of the Participant List pod.
Step 2
Choose Call New Telephone User from the pop-up menu.
The Dial New Telephone User dialog box appears.
Step 3
Enter the name and telephone number of the person. Enter the number in the same
format you would dial it from your office telephone.
Step 4
Choose Dial Now to call the person immediately.
Cisco Unified MeetingPlace Express calls the person on the phone and the
Dialing in Progress icon is displayed to the right of the name of the person.
Related Topics
•
About Adding Participants to a Meeting In Progress, page 8-8 lists other ways
to add participants to a meeting in progress.
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Creating a List of Participants to Dial Later
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
From inside the web meeting room of a meeting in progress, you can create a list
of people whom you want Cisco Unified MeetingPlace Express to call and bring
into the voice meeting. After you do this, you can tell
Cisco Unified MeetingPlace Express at any time during the meeting to call those
people.
Who Can Perform These Tasks
See the table in About Adding Participants to a Meeting In Progress, page 8-8.
Procedure
Step 1
Click the Voice Meeting Options button at the bottom of the Participant List pod.
Step 2
Choose Call New Telephone User from the pop-up menu.
The Call New Telephone User dialog box appears.
Step 3
Enter the name and telephone number of the person. Enter the number in the same
format you would dial it from your office telephone.
Step 4
Select Dial Later.
The participant is added to the Participant List pod as an offline participant (gray
participant icon with no phone icon).
Step 5
When you have added all of the people whom you want
Cisco Unified MeetingPlace Express to call, follow the procedure in Dialing Out
to Several Participants Simultaneously, page 8-15.
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Removing a Participant from the List
If you have used the procedure above to add a future participant to the participant
list, and you decide not to invite that participant or the participant does not join
the meeting, you can remove that name from the participant list by using the
procedure in Removing Participants via the Web Meeting Room, page 8-32.
Dialing Out to Several Participants Simultaneously
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
From inside the web meeting room of a meeting in progress, you can tell
Cisco Unified MeetingPlace Express to simultaneously call several people and
bring them into the voice meeting.
Who Can Perform These Tasks
See the table in About Adding Participants to a Meeting In Progress, page 8-8.
Procedure
Step 1
If the people whom you want Cisco Unified MeetingPlace Express to call are not
already listed in the participant list, see Creating a List of Participants to Dial
Later, page 8-14.
Step 2
In the Participant List pod, control-click the names of the participants to add to
the voice meeting. (Macintosh users: use command-click instead of
control-click.)
Step 3
Click the Voice Meeting Options button at the bottom of the Participant List pod.
Step 4
Choose Call Selected User from the pop-up menu.
Cisco Unified MeetingPlace Express calls all of the selected participants.
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Note
If one or more of the selected users has already joined by telephone, only the Call
Selected User option is available in the Voice Meeting Options menu. If multiple
participants are selected and some are on the phone and some are not, then only
the Call New Telephone User option is available. If no participants are selected,
only the Call New Telephone User option is available.
Dialing Out from your Telephone to Add a Participant
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
If you have joined a meeting via voice, you can use your telephone to dial out from
the meeting to bring in another participant.
Who Can Perform This Task
See the table in About Adding Participants to a Meeting In Progress, page 8-8.
Procedure
Step 1
While you are attending a meeting via voice: On your telephone, press #3.
Step 2
At the prompt, press 1.
Step 3
Enter the phone number to call, then press the # key.
Cisco Unified MeetingPlace Express dials the telephone number that you entered.
Step 4
Depending on the outcome, perform the tasks indicated in columns 2 and 3 of the
following table:
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If The Following
Occurs
Do This
Then Do This What Will Happen
The person you
are trying to
reach answers
the call.
Introduce yourself
and explain that you
will connect the call
to the meeting.
Press #1.
You will be returned
to the meeting and the
person will be added
to the meeting. The
new person will be
prompted to enter
various things,
depending on the
entry restrictions
associated with the
meeting.
Press #2.
You will be returned
to the meeting and
Cisco Unified
MeetingPlace Express
will disconnect the
call to the other
person.
If the meeting
requires a password,
give this person the
meeting password.
Leave a message if
An answering
you want.
machine or
voicemail
answers the call.
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If The Following
Occurs
Do This
•
The person Agree that you will
disconnect and say
who
goodbye.
answers
does not
want to join
the call.
•
You do not
want to add
the person
who
answers to
the meeting
(for
example,
the person
who
answers the
phone is not
the person
you are
trying to
reach.)
No-one answers
the call after a
reasonable
amount of time.
—
Then Do This What Will Happen
Press #2.
You will be returned
to the meeting and
Cisco Unified
MeetingPlace Express
will disconnect the
call to the other
person.
(You do not
need to do
anything, or
you can press
#2.)
The call will be
disconnected and you
will be returned to the
meeting.
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Dialing Out from Your Phone to Add All Missing Profiled Invitees
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
If invitees who are profiled users were invited to a scheduled meeting using the
method described in Inviting Attendees By Using the Directory, page 2-40, then
any participant in a voice meeting can have Cisco Unified MeetingPlace Express
simultaneously call all invitees who have not joined the voice meeting.
Note
Profiled users who have joined the voice meeting as guest users will receive a call
to join the meeting even though they are already in the meeting.
Who Can Perform This Task
Any participant in the voice meeting.
Procedure
Step 1
Join the voice meeting.
Step 2
Press #3, then 3.
Step 3
Follow instructions that you hear.
About Locking Meetings to Restrict Further Entry
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
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While a meeting is in progress, you can control access to a meeting by locking the
door of the virtual meeting room so that subsequent arrivals cannot enter the
meeting, or must request permission to enter.
All participants who are already in the meeting remain in the meeting.
Which user types have permission to lock or unlock a meeting varies by the
method used to lock the meeting:
Who Can Lock Meetings and Perform Related Activities
Access Via
Meeting Details
web page
Who Can
Perform These
Actions
Additional Information
—
—
Web meeting room Moderators
Any meeting
participant
There are many tasks associated with
locked meetings, and all tasks cannot be
performed via all access methods.
The meeting
Cisco Unified
owner
MeetingPlace
Express service on
your
Cisco Unified IP P
hone
The table in Which Locking Tasks Are
Available Via Which Method of
Accessing
Cisco Unified MeetingPlace Express,
page 8-22 describes which tasks you can
perform via which access method.
Telephone keypad
In most cases, locking a meeting via any method applies to both the voice meeting
and the web meeting. For example, if you lock the meeting using the
Cisco Unified MeetingPlace Express service on your Cisco Unified IP Phone,
participants must request entry to both the voice meeting and the
web meeting room. However, if you lock the meeting from inside the web meeting
room, but no one has joined the voice meeting yet, then only the web meeting is
locked and you must unlock and then lock the meeting again after someone has
joined the voice meeting.
If you lock the meeting by using your telephone or the
Cisco Unified MeetingPlace Express service on your Cisco Unified IP Phone,
you cannot prevent people from requesting entry. You also cannot specify the
message that new arrivals hear or see when they attempt to join the meeting.
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You can mix and match the methods you use to perform various actions, as long
as the method you use can perform the feature that you want to use. For example,
you can use the feature in the web meeting room to lock the meeting, and admit
participants using your telephone keypad. However, you cannot lock a breakout
session from within the web meeting room.
For information about performing different activities related to locked meetings
using each method, see the following table.
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Which Locking Tasks Are Available Via Which Method of Accessing
Cisco Unified MeetingPlace Express
Use the following table to choose a method to perform the action that you need to
perform:
Action
Locking a
meeting
Preventing
new arrivals
from
requesting
entry to a
locked web
meeting.
This option
does not
prevent new
arrivals to the
voice meeting
from
requesting
entry.
Using the Cisco Unified
MeetingPlace Express
Service on Your
Cisco Unified IP Phone
From the Web
Meeting Room
Using the
Telephone Keypad
Locking a
Meeting,
page 8-25
Locking and
Unlocking
Meetings,
page 8-29
Locking a Meeting to
Prevent New Arrivals
(By Using the
Cisco Unified Meeting
Place Express Service
on Your
Cisco Unified IP Phone
), page 15-26
—
—
•
Locking a
Meeting,
page 8-25
•
Viewing
the Details
and Status
of a
Locked
Meeting,
page 8-27
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Action
Customizing
the message
that new
arrivals see
when they try
to enter a
locked
meeting
From the Web
Meeting Room
•
Locking a
Meeting,
page 8-25
•
Viewing
the Details
and Status
of a
Locked
Meeting,
page 8-27
Using the
Telephone Keypad
Using the Cisco Unified
MeetingPlace Express
Service on Your
Cisco Unified IP Phone
—
—
Requesting
entry to a
locked
meeting
Requesting
Entry to a
Locked
Meeting via the
Web, page 4-20
Requesting Entry to —
a Locked Meeting
via Telephone,
page 4-21
Handling
requests for
entry to a
locked
meeting
Handling
Requests for
Entry to a
Locked
Meeting,
page 8-26
Handling Requests
for Entry to a
Locked Meeting,
page 8-30
—
Viewing
details and
status of a
locked
meeting
Viewing the
Details and
Status of a
Locked
Meeting,
page 8-27
—
—
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Action
From the Web
Meeting Room
Using the
Telephone Keypad
Using the Cisco Unified
MeetingPlace Express
Service on Your
Cisco Unified IP Phone
Changing the
locked
meeting
message and
options that
new arrivals
see
Changing the
Locked
Meeting
Message and
Options That
New Arrivals
See, page 8-28
—
—
Unlocking a
meeting
Unlocking a
Meeting,
page 8-28
Locking and
Unlocking
Meetings,
page 8-29
Unlocking a Meeting
(By Using the
Cisco Unified Meeting
Place Express Service
on Your
Cisco Unified IP Phone
), page 15-27
Locking and
unlocking a
breakout
session
—
Restricting Entry to —
a Voice Breakout
Session, page 11-2.
Managing Locked Meetings from the Web Meeting Room
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
The web meeting room offers the most meeting management options for locked
meetings.
Who Can Perform These Tasks
See About Locking Meetings to Restrict Further Entry, page 8-19.
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The following procedures can be performed from within the web meeting room:
•
Locking a Meeting, page 8-25
•
Handling Requests for Entry to a Locked Meeting, page 8-26
•
Viewing the Details and Status of a Locked Meeting, page 8-27
•
Changing the Locked Meeting Message and Options That New Arrivals See,
page 8-28
•
Unlocking a Meeting, page 8-28
Related Topics
•
About Locking Meetings to Restrict Further Entry, page 8-19
Locking a Meeting
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
Who Can Perform This Task
See About Locking Meetings to Restrict Further Entry, page 8-19.
Procedure
Step 1
In the web meeting room, choose Meeting > Lock Meeting.
Step 2
Do one of the following:
Step 3
•
If you want to selectively admit participants, check the Incoming
participants can request entry check box. You will see a message on your
screen when a participant requests entry.
•
If you do not want to allow participants to request entry to the web meeting,
uncheck this check box. No further participants can enter the web meeting
until you unlock the meeting. (It is not possible to prevent new arrivals to the
voice meeting from requesting entry.)
(Optional) Modify the default message that new arrivals will see.
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Step 4
(Optional) If you changed the default message that new arrivals will see, to save
this message as your new default message, click Set As Default Message.
Step 5
Click OK.
Related Topics
•
Handling Requests for Entry to a Locked Meeting
•
Unlocking a Meeting
Handling Requests for Entry to a Locked Meeting
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
If you locked a meeting and you selected the Incoming participants can request
entry check box when you locked the meeting from the web meeting room, and a
new arrival requests entry, you can respond to the request.
Who Can Perform This Task
See About Locking Meetings to Restrict Further Entry, page 8-19.
Procedure
Step 1
Entry requests will appear at the top and bottom of your web meeting room
window.
Step 2
If you see an entry request, you can do one of the following:
•
To deny the person entry to the meeting and notify the requestor: In the
notifier at the top of your screen, click Decline. Or, if you see a notifier at the
bottom of the screen, click the X to close the notifier and decline the request
of the participant to enter.
•
To admit the person into the meeting immediately: In the notifier, click
Accept.
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Step 3
Step 4
•
To unlock the meeting and admit all new arrivals including this one, from the
meeting room menu bar, choose Meeting > Lock Meeting.
•
To ignore the request, click the Close button [X] at the top right of the notifier.
The requestor may continue to wait for a response from you.
If more than one person is waiting to be allowed into the meeting:
•
Arrows will appear in the notifier at the top to allow you to scroll through the
entry requests. Click the arrows to view the names of the people who are
requesting entry. When you see a name that you want to respond to, click
Accept or Decline.
•
(If you have installed the Cisco Unified MeetingPlace Express Presenter
Add-in) Multiple notifiers will stack up at the bottom of your screen. You can
respond to each individually.
If requestors close their request to enter the meeting, the notifiers representing
them disappear from your screen.
Viewing the Details and Status of a Locked Meeting
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
To view the current settings of a meeting that you have locked, including whether
or not new arrivals can request entry and the number of participants who have
requested entry and are waiting for a response:
Who Can Perform This Task
See About Locking Meetings to Restrict Further Entry, page 8-19.
Procedure
Step 1
In the web meeting room, roll your mouse over the locked-meeting icon at the
right-side end of the meeting room menu bar.
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Step 2
A notifier appears with details about the status of the locked meeting.
Changing the Locked Meeting Message and Options That New Arrivals See
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
When people try to join a web meeting that is locked, they see a message that you
can specify. You can also specify whether or not to allow new arrivals to request
entry to the meeting.
Who Can Perform This Task
See About Locking Meetings to Restrict Further Entry, page 8-19.
Procedure
Step 1
In the web meeting room, roll your mouse over the locked-meeting icon at the
right-side end of the meeting room menu bar.
The notifier appears with details about the status of the locked meeting and
options to click.
Step 2
Click the appropriate link to make any of the following changes:
•
Allow or disallow new arrivals to request entry.
•
Change the message that new arrivals see
•
Unlock the meeting to remove the entry restriction.
Unlocking a Meeting
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
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If a meeting is locked, you can unlock it.
Who Can Perform This Task
See About Locking Meetings to Restrict Further Entry, page 8-19.
Procedure
Step 1
In the web meeting room, choose Meeting> Lock Meeting.
Step 2
All participants who have requested entry and are awaiting a response will enter
the meeting. All new arrivals will enter the meeting without seeing a Locked
Meeting message.
Managing Locked Meetings By Using Your Telephone Keypad
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
Who Can Perform This Task
See About Locking Meetings to Restrict Further Entry, page 8-19.
Participants in a meeting can perform the following actions related to locked
meetings using the keypad of any telephone:
•
Locking and Unlocking Meetings, page 8-29
•
Handling Requests for Entry to a Locked Meeting, page 8-30
•
Restricting Entry to a Voice Breakout Session, page 11-2
Locking and Unlocking Meetings
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
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You can lock the meeting to prevent new arrivals from attending the meeting, or
unlock the meeting to allow new arrivals to join.
Who Can Perform This Task
See About Locking Meetings to Restrict Further Entry, page 8-19.
Procedure
Step 1
Step 2
If you are using a Cisco Unified IP Phone and the
Cisco Unified MeetingPlace Express service is displayed on the screen of your
Cisco Unified IP Phone:
•
For Cisco Unified IP Phone 7940 series and Cisco Unified IP Phone 7960
series: Exit the Cisco Unified MeetingPlace Express service by pressing the
Services button on your phone.
•
For Cisco Unified IP Phone 7970 series and Cisco IP Communicator: Click
the telephone icon at the top left of the screen of your telephone.
On your telephone keypad, press #41.
You cannot prevent new arrivals from requesting entry to the voice meeting.
Handling Requests for Entry to a Locked Meeting
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
A person who dials in to a meeting that is locked can request entry to the meeting.
You can accept or deny that request.
Denying the Request for Entry
If you do not want to admit the person who is requesting entry, simply ignore the
request.
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Allowing the Requestor to Enter
To admit the person who is requesting entry to the locked meeting, perform the
procedure in this topic.
Who Can Perform This Task
See About Locking Meetings to Restrict Further Entry, page 8-19.
Procedure
Step 1
Step 2
If you are using a Cisco Unified IP Phone and the
Cisco Unified MeetingPlace Express service is displayed on the screen of your
Cisco Unified IP Phone:
•
For Cisco Unified IP Phone 7940 series and Cisco Unified IP Phone 7960
series: Exit the Cisco Unified MeetingPlace Express service by pressing the
Services button on your phone.
•
For Cisco Unified IP Phone 7970 series and Cisco IP Communicator: Click
the telephone icon at the top left of the screen of your telephone.
On your telephone keypad, press #42 and follow any prompts that you hear.
About Removing Participants From the Meeting
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
If you need to remove a participant from a meeting, there are several ways to do
so. Each method has different permission requirements.
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Who Can Remove Participants
Access Via
Who Can
Perform
Additional
This Action Information
For More Information, See
Meeting
Details web
page
—
Web meeting
room
Participant
s with
moderator
privileges.
Removing Participants via
This method
the Web Meeting Room
removes a
participant from
both web and voice
meetings
Telephone
keypad
Any
profiled
user in the
meeting.
Removing Participants via
This method
Your Telephone Keypad
removes a
participant from the
voice meeting only.
Cisco Unified
MeetingPlace
Express
service on
your Cisco
Unified
IP Phone
Only the
meeting
owner.
Removing a Participant (By
Using the
Cisco Unified MeetingPlace
Express Service on Your
Cisco Unified IP Phone),
page 15-29
Removing Participants via the Web Meeting Room
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
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Removing a participant from the web meeting room removes that participant from
both the voice meeting and the web meetings, unless the participant has dialed in
to join the voice meeting. In this case, the participant may appear twice in the
participant list, and you must remove each instance of that participant separately.
When a participant is removed from the meeting, that participant can no longer
view proceedings in the web meeting room or hear or speak in the voice meeting.
Who Can Perform This Task
See the table in About Removing Participants From the Meeting, page 8-31
Procedure
Step 1
In the Participant List pod, select the name of the participant(s) to remove.
To remove multiple participants: Control-click or Shift-click to select multiple
participants. (Macintosh users: use command-click instead of control-click.)
Note
Step 2
If a participant dialed in to join the voice meeting, that participant may be
listed more than once in the participant list. Be sure you have selected all
instances of the participant(s) you want to remove.
Click the Pod Options button in the lower-right corner of the Participant List pod.
A pop-up menu appears with a list of the available pod options.
Step 3
Select Remove Selected Participant from the pop-up menu.
Step 4
Consider locking the meeting to prevent the removed participant from reentering
the meeting. See About Locking Meetings to Restrict Further Entry, page 8-19.
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Removing Participants via Your Telephone Keypad
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
You can disconnect the last person who joined the meeting via your telephone
keypad. When you remove a participant via the telephone, that participant is not
automatically removed from the web meeting room.
Who Can Perform This Task
See the table in About Removing Participants From the Meeting, page 8-31
Procedure
Step 1
On your telephone keypad, press #43.
Step 2
If necessary, lock the meeting to prevent the removed participant from reentering
the meeting. See About Locking Meetings to Restrict Further Entry, page 8-19.
Identifying Current Speakers and Presenters
•
Identifying Current and Recent Speakers, page 8-34
•
Identifying the Current Presenter, page 8-36
Identifying Current and Recent Speakers
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
•
Identifying Current Speakers via the Web Meeting Room, page 8-35
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Identifying Current Speakers and Presenters
•
Identifying the Most Recent Speaker via the Telephone, page 8-35
•
Identifying the Current Speaker on the Screen of Your
Cisco Unified IP Phone, page 15-16
Identifying Current Speakers via the Web Meeting Room
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
Up to two current speakers appear in the Now Speaking list. The current speaker
tops the list. If more than two people are speaking, the most current names appear.
Who Can Perform This Task
Any participant can identify the current speaker by any of the following methods.
Procedure
•
Look at the web meeting room. The current speakers are named at the top of
the participant list.
Identifying the Most Recent Speaker via the Telephone
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
Use this procedure to hear the name of the most recent speaker.
Procedure
•
On your telephone keypad, press #2.
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Identifying Participant Permission Levels in the Web Meeting
Identifying the Current Presenter
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
Procedure
•
Look at the title bar at the top of the Share pod. You see the name of the
person who is currently sharing.
Identifying Participant Permission Levels in the Web
Meeting
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
The permission level of each participant in the web meeting room determines
what that participant can see and do during the meeting.
Who Can Perform This Task
Any participant in the meeting.
Procedure
Step 1
In the participant list, look at the icon to the left of the name of a participant.
The icon displayed indicates the permission level of that participant. Icon
meanings are described in the section on Participant’s Permission Level in the
Web Meeting Room in the table of Icons in the Participant List, page 6-22.
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Related Topics
•
Changing Web Meeting Room Participant Permissions, page 8-41.
Controlling Activity and Status of Participants in
Meetings
Moderators and presenters can control certain actions of participants in meetings:
•
Muting and Unmuting Participants
•
Changing the Volume of Individual Participants, page 8-39
•
Enabling and Disabling Private Chat for the Audience, page 8-40
•
Changing Web Meeting Room Participant Permissions, page 8-41
Related Topics
•
About Controlling Participants’ View of Shared Content, page 9-23
•
About Removing Participants From the Meeting
Muting and Unmuting Participants
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
A muted participant can hear but cannot be heard.
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Who Can Mute Other Participants
Access Via
Who Can Perform Additional
This Action
Information
Meeting
Details web
page
—
Web meeting
room
Participants with
moderator
privileges.
Cisco Unified
MeetingPlace
Express
service on
your
Cisco Unified
IP Phone
Only the meeting
owner.
You can mute
participants
individually or
mute several
simultaneously.
For More Information,
See
Muting and Unmuting
Participants via the Web
Meeting Room,
page 8-38
Muting and Unmuting a
Participant (By Using
the
Cisco Unified Meeting
Place Express Service
on Your
Cisco Unified IP Phone
), page 15-28
Muting and Unmuting Participants via the Web Meeting Room
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
Moderators can mute one participant, or mute multiple or all participants.
Who Can Perform This Task
See the table in Muting and Unmuting Participants, page 8-37.
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Procedure
Step 1
In the web meeting room, identify the participant or participants in the participant
list whom you want to mute:
•
If you will mute a single participant: Click the name of the participant.
•
If you will mute multiple participants: Control-click to select the participants
to mute in the participant list (Macintosh users: use command-click instead
of control-click.)
•
If you will mute all participants: Click the Pod Options button in the lower
right corner of the Participant List pod, then choose Select All. If some
participants appear in the list as web-only participants, control-click those
participants to deselect them. Also control-click to deselect yourself.
(Macintosh users: use command-click instead of control-click.)
Step 2
Click the Volume button at the bottom of the Participant List pod (Speaker icon).
Step 3
Click the Toggle User Mute button below the slider (No Speaker icon).
Step 4
Click in an empty gray space to hide the audio slider.
Changing the Volume of Individual Participants
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
A moderator can modify the volume of other participants’ voices or input from
their telephone line. All participants hear the change. If you change your own
volume, then other participants hear the change, but you cannot hear yourself.
Who Can Perform This Task
Participants in the web meeting room who have moderator privileges.
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Controlling Activity and Status of Participants in Meetings
Procedure
Step 1
In the web meeting room, identify the participant or participants in the participant
list whom you want to mute:
•
If you will change the volume of your own transmission: Click your name.
•
If you will change the volume of a single participant: Click the name of the
participant.
•
If you will change the volume of multiple participants: Control-click to select
the participants in the participant list (Macintosh users: use command-click
instead of control-click.)
•
If you will change the volume of all participants: Click the Pod Options
button in the lower right corner of the Participant List pod, then choose Select
All.
Step 2
Click the Volume button at the bottom of the Participant List pod (Speaker icon).
Step 3
Change the volume:
Step 4
•
To increase the volume at which other participants hear the selected
participant, slide the slider up.
•
To decrease the volume at which other participants hear the selected
participant, slide the slider down.
Click in an empty gray space to hide the audio slider.
Enabling and Disabling Private Chat for the Audience
Note
This topic only applies to participants in the full web meeting room. It does not
apply to participants in the lite web meeting room or the share-only web meeting
room.
The web meeting room includes an integrated chat window. For more information,
see About Using the Chat Feature to Send Text Messages, page 10-4.
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Controlling Activity and Status of Participants in Meetings
As a moderator or presenter, you can allow participants with audience
permissions to chat privately.
When Enable Private Chat for Audience is deselected, participants with
audience privileges can send messages to everyone and to the presenters, but not
to individual participants with audience permissions.
When Enable Private Chat for Audience is selected, all participants can send
messages to any participants.
Who Can Perform This Task
Participants with moderator or presenter privileges.
Procedure
Step 1
Click the Pod Options icon in the lower-right corner of the Chat pod.
Step 2
Depending on what you see and what you want to do, perform one of the
following actions:
•
Step 3
If you want to enable Enable Private Chat for Audience, and there is no
check mark beside that option, choose the option.
If you want to disable Enable Private Chat for Audience, and there is a check
mark beside that option, choose the option (this will remove the check mark.)
Changing Web Meeting Room Participant Permissions
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
Each Cisco Unified MeetingPlace Express participant has one of the following
permission levels: moderator, presenter, or audience. A moderator can change the
permission level of any participant in the participant list at any time during a
meeting. For example, if you want to minimize the actions available to
participants in the meeting, set the permission level of all participants to audience.
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Controlling Activity and Status of Participants in Meetings
For more information about the privileges available at each permission level, see
About Permission Levels in the Web Meeting Room, page 6-5.
Who Can Perform This Task
Participants with moderator privileges.
Procedure
Step 1
In the participant list, select the participant(s) to change by doing one of the
following:
•
To change the permission level of one participant: Click the name of that
participant.
•
To change several participants to the same permission level: Control-click the
names of the participants to change. (Macintosh users: use command-click
instead of control-click.)
•
To change all participants to the same permission level: Click the Pod Options
button at the bottom right of the participant list and choose Select All. Then
control-click your own name to deselect yourself. (Macintosh users: use
command-click instead of control-click.)
Step 2
Click the Set User Role button (the first button at the bottom of the participant
list.)
Step 3
Choose the permission level to assign: audience, presenter, or moderator.
The icon beside the name of each participant whose permission level you have
changed reflects the new permission level.
Related Topics
•
Icons in the Participant List, page 6-22
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Seeing Other Participants’ View
Seeing Other Participants’ View
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
Cisco Unified MeetingPlace Express moderators can change their own
permission level in the web meeting room. For example, you can change your
permission level to audience, in order to see what participants with that
permission level are seeing in the web meeting room.
For meetings that include the full web meeting room: To see how shared content
appears to other participants, see Seeing Participants’ View of Shared Content,
page 9-27. This feature is available only during sharing.
Who Can Perform These Tasks
Participants with moderator privileges.
Procedure
Step 1
In the web meeting room menu bar, choose View > Presenter View or View >
Audience View.
Step 2
When you are ready to return to Moderator view, choose View > Moderator
View.
Related Topics
•
Seeing Participants’ View of Shared Content, page 9-27
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Managing the Web Meeting Room Window
Managing the Web Meeting Room Window
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room because it discusses how meeting moderators can manage the web
meeting room window. It does not apply to participants in the share-only web
meeting room because those meetings do not have meeting moderators.
Cisco Unified MeetingPlace Express moderators can control the entire
web meeting room window in the following ways:
•
Monitoring and Optimizing Participants’ Web Meeting Room Connection,
page 8-44
•
Resizing the Web Meeting Room Elements, page 8-50
Related Topics
•
For Cisco Unified MeetingPlace Express systems and meetings that include
screen sharing, you can also control whether or not the shared content fills
participants’ entire screen. See About Controlling Participants’ View of
Shared Content, page 9-23.
•
Each participant can control whether their meeting room fills the entire
screen. See Changing Your View of the Web Meeting Room, page 7-7
Monitoring and Optimizing Participants’ Web Meeting Room
Connection
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room because it discusses how meeting moderators can monitor and
optimize the connection status of other meeting participants. It does not apply to
participants in the share-only web meeting room because those meetings do not
have meeting moderators. To monitor and optimize your own connection status,
see the “About Your Network Connection to the Web Meeting Room” section on
page 7-16.
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Managing the Web Meeting Room Window
If participants’ network connection is too slow compared to the network
connection speed and bandwidth of the web meeting room, or if activity and
settings in the web meeting room require more bandwidth than is available,
participants will have problems viewing and participating in the web meeting.
The following meeting room conditions require more bandwidth:
•
Sharing complex, high resolution, high color images.
•
Multiple active presenters.
•
Rapid screen changes. (For example, if a presenter flips slides quickly.)
Moderators should monitor participants’ connections to the web meeting room in
order to ensure that participants can see and participate. If participants’ web
meeting room windows are not updating properly, or if they are losing network
connection with the web meeting room, moderators can use the following
information to improve participants’ viewing experience:
•
Monitoring Participants’ Web Meeting Room Connection Status, page 8-45
•
Showing or Hiding Participants’ Connection Status Indicators in the
Participant List, page 8-47
•
Optimizing the Web Meeting Room Bandwidth, page 8-48
•
Setting the Screen Resolution of the Web Meeting Room, page 8-49
Who Can Perform These Tasks
Participants with moderator privileges.
Monitoring Participants’ Web Meeting Room Connection Status
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room because it discusses how meeting moderators can monitor the
connection status of other meeting participants. It does not apply to participants
in the share-only web meeting room because those meetings do not have meeting
moderators. To monitor your own connection status, see the “About Your Network
Connection to the Web Meeting Room” section on page 7-16.
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In order to be sure that participants are able to view and participate in the web
meeting, moderators can monitor the network connection for each participant.
The bandwidth icon beside the name of each participant in the participant list
identifies the approximate network capacity that that participant is experiencing.
Web meeting room bandwidth does not affect voice conferencing.
One of the following bandwidth sufficiency indicators appears to the right of each
participant name:
Table 8-1
Participants’ Bandwidth Insufficiency Indicators
Indicator
Meaning
No Icon
The user has an acceptable network connection.
The connection of this user may not be adequate, and the user may
not be able to easily view and participate in the web meeting.
(The connection bandwidth of this user is less than the current room
bandwidth, the network that this user is on is experiencing high
latency (between 0.2 and 4 seconds), or the network connection of
this user is dropping 5% to 20% of packets.)
The connection of this user is insufficient, and the user cannot view
and participate in the web meeting.
(The network latency of this user is greater than four seconds, the
web meeting room is on a LAN and the user is connecting at modem
speed, or the network connection of this user is dropping over 20%
of packets.)
Who Can Perform This Task
Participants with moderator privileges.
Procedure
Step 1
Make sure connection status indicators are enabled. See Showing or Hiding
Participants’ Connection Status Indicators in the Participant List, page 8-47.
Step 2
Look at the participant list and use the table above to determine whether
participants are able to connect properly to the meeting.
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Step 3
If participants are experiencing connection problems, try the following:
a.
If the meeting has many passive participants and only one person is sharing
content, set the meeting room resolution to 1024x768. See Setting the Screen
Resolution of the Web Meeting Room, page 8-49.
b.
Tell participants who are experiencing problems to reduce the speed of their
network connection to the web meeting room. See Setting Your Connection
Speed to the Web Meeting Room, page 7-18.
c.
If the preceding solutions do not solve the problem, reduce the network
connection speed of the web meeting room. See Optimizing the Web Meeting
Room Bandwidth, page 8-48.
Showing or Hiding Participants’ Connection Status Indicators in the Participant
List
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
If participants experience network connection problems that prevent them from
properly viewing and participating in a web meeting, status indicators appear
beside their names in the participant list.
Moderators can show or hide these indicators at any time during a meeting.
Who Can Perform This Task
Participants with moderator privileges.
Procedure
Step 1
Click the Pod Options button in the bottom right corner of the Participant List pod.
Step 2
Choose Show Connection Status from the pop-up menu.
If Show Connection Status has a check mark next to it, the participant list will
indicate insufficient network connection status for any participant in the meeting.
If the option has no check mark, the connection status indicators are hidden.
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Connection status indicators are described in Monitoring Participants’ Web
Meeting Room Connection Status, page 8-45.
Optimizing the Web Meeting Room Bandwidth
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
Moderators can optimize the web meeting room experience for participants by
setting the bandwidth of the web meeting room to match the average connection
speed of the meeting participants.
To determine whether participants are experiencing problems, see Showing or
Hiding Participants’ Connection Status Indicators in the Participant List,
page 8-47 and Monitoring Participants’ Web Meeting Room Connection Status,
page 8-45.
Who Can Perform This Task
Participants with moderator privileges.
Procedure
Step 1
In the web meeting room menu bar, choose Meeting > Optimize Room
Bandwidth.
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Step 2
Set the room connection to the average bandwidth of the meeting participants:
Connection
Speed
Choose This Option If
LAN
•
Participants are not experiencing connection problems.
DSL
•
You know that participants are attending the meeting via a
broadband internet connection.
or
Modem
•
Participants experience connection problems when Optimize
Room Bandwidth is set to LAN.
•
You know that participants are attending the meeting via a
dial-up internet connection.
or
•
Step 3
Participants experience connection problems when Optimize
Room Bandwidth is set to DSL.
If you try the DSL setting and problems persist, try the Modem setting.
Setting the Screen Resolution of the Web Meeting Room
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
A moderator can set the screen resolution at which all participants view the
web meeting room. Change this setting only if participants cannot properly view
the default meeting room.
Who Can Perform These Tasks
Participants with moderator privileges.
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Procedure
Step 1
In the menu bar of the web meeting room, choose Meeting > Room Screen
Resolution, then choose an option.
Choose a smaller resolution if participants are experiencing bandwidth problems.
A meeting room set at 640x480 generates less than a third of the network traffic
of 1280x1024.
Step 2
If you chose Custom, enter a width and height.
Step 3
Click OK.
Resizing the Web Meeting Room Elements
Note
This topic only applies to participants in the full web meeting room. It does not
apply to participants in the lite web meeting room or the share-only web meeting
room.
You can make any of the four pod areas (Participant List, Sharing, Chat, and Note)
in the full web meeting room fill all participants’ entire screen, or return the view
to normal so that all four elements are visible.
Who Can Perform This Action
Participants with moderator or presenter permissions.
Procedure for Enlarging or Reducing Pod Areas
•
In the title bar of each pod area is a white rectangle icon. Click that icon.
The pod resizes on the screens of all participants.
Related Topics
•
About Controlling Participants’ View of Shared Content, page 9-23.
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Controlling Other Details
Controlling Other Details
Other things participants can do in the meeting that impact all or some
participants:
•
Changing the Entry and Exit Announcements By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone, page 15-24.
•
Clearing Icon Messages of Other Participants, page 10-3
•
Clearing Chat Messages, page 10-6
•
About Posting Notes for All Participants, page 10-7
•
Recording Meetings, page 12-1
•
Starting or Joining Voice Breakout Sessions, page 11-1
Extending a Meeting
Meetings are automatically extended if the following conditions are all true:
•
The Cisco Unified MeetingPlace Express system administrator has allowed
meetings to be extended.
•
Two or more participants are still in either the voice meeting or the web
meeting. For reservationless meetings, web meetings can be extended only if
no participants ever joined the voice meeting.
•
Cisco Unified MeetingPlace Express resources are available to continue the
meeting.
The maximum extension is 24 hours for voice meetings and 12 hours for web
meetings. (If a system administrator has created a continuous meeting, there is no
limit.)
Participants will not hear an announcement if an extension occurs. If a meeting
cannot be extended, participants will hear a warning message a few minutes
before the meeting ends.
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About Ending Meetings
Meetings end when an authorized person ends them, or they end automatically
when certain conditions are met. If a meeting will end automatically, participants
hear a warning message a few minutes before the meeting ends.
If You See
See This Topic
A participant list, chat pod, Ending Meetings for Web Meetings with a Full or
note pod, and share pod
Lite Web Meeting Room, page 8-53
The participant list only
Ending Meetings for Web Meetings with a Full or
Lite Web Meeting Room, page 8-53
The share pod only
Ending Meetings for Web Meetings with a
Share-Only Web Meeting Room, page 8-52
Ending Meetings for Web Meetings with a Share-Only Web
Meeting Room
In a share-only web meeting room, meeting participants must request that the
meeting end from inside the voice or video portion of the
Cisco Unified Personal Communicator meeting. The
Cisco Unified MeetingPlace Express system ends the web meeting and removes
all participants from the web meeting room. See the user documentation for
Cisco Unified Personal Communicator for more information.
Users can close the web meeting window at any time, but if it is past the requested
meeting end time and one or more meeting participants have left the meeting
window open, the Cisco Unified MeetingPlace Express system closes the web
meeting 12 hours after the time when the first participant joined the meeting and
removes all participants in the web meeting room.
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About Ending Meetings
Ending Meetings for Web Meetings with a Full or Lite Web
Meeting Room
If conditions for extending a meeting are all met, the meeting can be extended.
See Extending a Meeting, page 8-51.
Meetings end according to the following table:
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About Ending Meetings
Table 8-2
When Meetings End Automatically
When the Allotted Time
Runs Out
Meeting Type
Immediately
Reservationless
meetings
Only one person
An authorized
person performs an remains in the meeting
(web or voice or both.)
action to end the
meeting.
The Meeting
May Be
Extended
See Extending
a Meeting,
page 8-51.
See Ending
Meetings for Web
Meetings with a
Full or Lite Web
Meeting Room,
page 8-53
or
The last participant
in a voice meeting
hangs up. (Both the
voice and web
portions of the
meeting end
regardless of the
number of
participants that
remain in the web
meeting room.)
Scheduled
meetings
Only one person
An authorized
person performs an remains in the meeting
(web or voice or both.)
action to end the
meeting.
or
See Ending
Another meeting with
Meetings for Web
the same meeting ID is
Meetings with a
scheduled to start
Full or Lite Web
immediately after the
Meeting Room,
current meeting is
page 8-53
scheduled to end.
See Extending
a Meeting,
page 8-51.
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About Ending Meetings
If you have privileges to end a meeting, you can end the meeting at any time. This
is especially useful if your account is billed by the minute and you want to stop
accumulating charges as soon as your meeting ends.
Also, ending a meeting as soon as you no longer need it makes meeting resources
available to other people in your organization who may need them.
For information about when meetings end if you do not explicitly end them, see
About Ending Meetings, page 8-52.
Who Can Perform This Task
Access Via
Meeting
Details web
page
Who Can Perform
This Action
•
The meeting
owner
•
The delegate of
the meeting
owner
•
An attendant
•
A system
administrator
Additional
Information
For More
Information, See
—
Ending a Meeting
from the Meeting
Details Web Page,
page 8-57
Web meeting
room
Participants with
moderator
privileges.
—
Ending a Meeting
via the Web Meeting
Room, page 8-56
Telephone
keypad
Any profiled user
who is in the voice
meeting.
—
Ending a Meeting
via Telephone,
page 8-57
Cisco Unified
MeetingPlace
Express
service on
your Cisco
Unified IP
Phone
—
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About Ending Meetings
Ending a Meeting via the Web Meeting Room
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
Ending a meeting via the web meeting room ends both the web meeting and the
associated voice meeting.
Who Can Perform This Task
See the table in About Ending Meetings, page 8-52.
Ending the Meeting With a Custom Message
Use this procedure to display a custom message that participants see in their
browsers after the meeting ends.
Step 1
In the web meeting room menu bar, choose Meeting > End Meeting.
Step 2
Change the message that you see
Step 3
Click Set as default message.
Ending the Meeting With the Default Message
Step 1
In the web meeting room menu bar, choose Meeting > End Meeting.
Step 2
(Optional) Change the message that you want participants to see after this meeting
ends.
Step 3
(Optional) Check the check box and enter a URL that you want to display to
participants after the meeting ends. This URL will open in a new browser window
on participants’ screens.
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About Ending Meetings
Step 4
Click OK.
Ending a Meeting from the Meeting Details Web Page
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
Who Can Perform This Task
See the table in About Ending Meetings, page 8-52.
An authorized user can end the meeting without joining the meeting.
Procedure
Step 1
Navigate to the Meeting Details web page for the meeting to end.
Step 2
Click End Meeting.
Ending a Meeting via Telephone
Note
This topic only applies to participants in the lite web meeting room or the full web
meeting room. It does not apply to participants in the share-only web meeting
room.
Who Can Perform This Task
Any profiled user who is in the voice meeting.
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Procedure
•
On your telephone keypad, press #83, then follow the prompts that you hear.
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9
Presenting and Working With Shared
Content
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
During a meeting, presenters and moderators can share content in any of the
following ways:
•
Broadcast a view of their desktop.
•
Display one or more documents that are open on their computer.
•
Demonstrate one or more applications.
•
Lay an annotation layer over content to temporarily superimpose text and
annotations over shared content.
Who Can Perform Sharing-Related Tasks
Participants with moderator or presenter privileges.
Topics in this section include:
•
Setting Up to Share Content From Your Computer, page 9-2
•
About Sharing a Desktop, Window, or Application
•
About Annotating Shared Content
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Setting Up to Share Content From Your Computer
•
About Controlling Participants’ View of Shared Content
•
Seeing Participants’ View of Shared Content, page 9-27
Related Topics
•
Changing Your View of Shared Content, page 7-9.
Setting Up to Share Content From Your Computer
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
If you are participating in a web meeting with the full web meeting room or the
share-only web meeting room and you will share your screen for other
participants to see, you must first install the Cisco Unified MeetingPlace Express
Presenter Add-in. You can install the add-in before you need to share, or
Cisco Unified MeetingPlace Express will prompt you to install the first time you
try to share content.
After you install the add-in, you do not need to install it again.
If a participant in the meeting is sharing their screen, anyone in the meeting who
has presenter or moderator permissions can add annotations; they do not need the
add-in.
Who Can Install the Presenter Add-in
Anyone.
Procedure
Step 1
For participants in the full web meeting room:
•
If you are not in the web meeting room, follow the instructions in Setting Up
to Join the Web Meeting Room, page 4-1.
•
If you are in the web meeting room and you see the prompt to download the
Cisco Unified MeetingPlace Express Presenter Add-in, click Yes.
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If you receive a download error, follow the instructions in Setting Up to Join
the Web Meeting Room, page 4-1.
Step 2
For participants in the share-only web meeting room:
•
From inside the web meeting room, click Yes when you see the prompt to
download the Cisco Unified MeetingPlace Express Presenter Add-in.
About Sharing a Desktop, Window, or Application
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
Moderators and presenters can demonstrate applications, or display one or more
documents, or show their desktop to all participants in a meeting room. This is
called screen sharing. Any changes the presenter makes to a shared application,
document, or desktop are visible to all participants in their browsers. Related
windows such as dialog boxes are also visible to meeting participants.
Any overlapping windows from applications that are not selected for sharing
appear to viewers as a blue cross-hatch pattern.
Who Can Perform These Tasks
Only moderators and presenters can share their screens.
All participants can view shared screens.
Related Topics
•
Sharing a Screen During a Meeting, page 9-4
•
Seeing Participants’ View of Shared Content, page 9-27
•
Changing the Screen-Sharing Source, page 9-9
•
Ending a Screen Sharing Session, page 9-10
•
About Controlling Participants’ View of Shared Content, page 9-23
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Sharing a Screen During a Meeting
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
You can share a screen in several ways:
•
Displaying Windows or Documents, page 9-4
•
Demonstrating an Application, page 9-6
•
Sharing Your Desktop, page 9-8
Who Can Perform Sharing-Related Tasks
Participants with moderator or presenter privileges.
Displaying Windows or Documents
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
You can share a single window in an application, such as a document.
Who Can Perform This Task
Participants with moderator or presenter privileges.
Procedure
Step 1
Make sure that the document or documents that you want to share is open on your
computer.
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Tip
Step 2
If you want to share many documents or windows from a single
application, consider sharing the application instead. See Demonstrating
an Application, page 9-6.
Click the Start Screen Sharing button in the middle of the Share pod.
Note
If you do not have the Cisco Unified MeetingPlace Express Presenter
Add-in, a dialog box asks whether you want to install the add-in. Screen
sharing requires the add-in. Click Yes to download and install the add-in.
After the installation finishes, click Start Screen Sharing again.
The Start Screen Sharing window appears on your screen.
Other participants see only a black screen at this time.
Step 3
Click the Windows radio button.
A list of all top-level windows that are open on your computer appears. Multiple
open windows that belong to the same application appear individually.
Step 4
Check the check boxes to select the window or windows to share.
The options that you see depend on the choice that you made in Step 3.
Step 5
Click Share.
Screen sharing begins and the following actions occur:
Step 6
•
The window that you are sharing comes to the front of your desktop.
•
The shared screen appears in the web meeting room window on the screens
of all participants.
•
The red door icon appears on the application task bar tray (Windows) and on
the icon bar (Macintosh). You can click this icon to see a list of
sharing-related options.
•
The shared window displays a red Stop Sharing button with a drop-down
menu in the upper-right corner.
While you are sharing, make sure that the shared content remains visible on your
screen. For meeting participants to see a window, it must be in full view on your
desktop.
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If a window that you did not select for sharing moves over your shared screen, the
parts of the shared content that are covered will appear to participants as a blue
cross-hatch pattern.
Note
If other participants want to share content from their desktop, they can perform
this procedure at any time and the web meeting room will stop displaying your
content and start displaying their content instead.
Related Topics
•
Setting Up to Share Content From Your Computer, page 9-2
•
About Sharing a Desktop, Window, or Application, page 9-3
Demonstrating an Application
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
You can demonstrate an application and all its related windows that are open on
your computer, so that other participants can see it. You can also use this
procedure to show multiple windows that belong to the same application.
Who Can Perform This Task
Participants with moderator or presenter privileges.
Procedure
Step 1
If you will demonstrate an application, make sure that the application that you
want to share is open on your computer.
Step 2
Click the Start Screen Sharing button in the middle of the Share pod.
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Note
If you do not have the Cisco Unified MeetingPlace Express Presenter
Add-in, a dialog box asks whether you want to install the add-in. Screen
sharing requires the add-in. Click Yes to download and install the add-in.
After the installation finishes, click Start Screen Sharing again.
The Start Screen Sharing window appears.
Other participants see only a black screen at this time.
Step 3
Click the Applications radio button.
A list of all applications open on your computer appears.
Step 4
Check the check boxes to select the application or applications to share.
The options that you see depend on the choice that you made in Step 3.
All windows that are related to a selected application will be visible to
participants.
Step 5
Click Share.
Screen sharing begins and the following actions occur:
Step 6
•
The application that you chose to share comes to the front of your desktop.
•
The shared screen appears in the participants’ web meeting room window.
•
The red door icon appears on the application task bar tray in Windows and on
the icon bar on the Macintosh. You can click this icon to see a list of
sharing-related options.
•
The shared application displays a red Stop Sharing button with a drop-down
menu in the upper-right corner.
While you are sharing, make sure that the shared content remains visible on your
screen. For meeting participants to see an application, it must be in full view on
your desktop.
If an application that you did not select for sharing moves over the application that
you are sharing, the parts of the application that are covered will appear to
participants as a blue cross-hatch pattern.
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Note
If other participants want to share content from their desktop, they can perform
this procedure at any time and the web meeting room will stop displaying your
content and start displaying their content instead.
Related Topics
•
Setting Up to Share Content From Your Computer, page 9-2
•
About Sharing a Desktop, Window, or Application, page 9-3
Sharing Your Desktop
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
You can share your entire desktop and everything visible on it.
Who Can Perform This Task
Participants with moderator or presenter privileges.
Procedure
Step 1
If you have multiple monitors attached to your computer, make sure that the
desktop that you want to share is displaying correctly.
Step 2
Click the Start Screen Sharing button in the middle of the Share pod.
Note
If you do not have the Cisco Unified MeetingPlace Express Presenter
Add-in, a dialog box asks whether you want to install the add-in. Screen
sharing requires the add-in. Click Yes to download and install the add-in.
After the installation finishes, click Start Screen Sharing again.
The Start Screen Sharing window appears.
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Other participants see only a black screen at this time.
Step 3
Click the Desktop radio button.
If you have multiple monitors connected to your computer, a list of desktops (one
desktop for each monitor) appears.
Step 4
Check the check boxes to select the specific desktop or desktops to share.
If you have only one monitor connected to your computer, you will not see
options.
Step 5
Click Share.
Screen sharing begins and the following actions occur:
Note
•
The web meeting room is minimized.
•
The shared screen appears in the participants’ web meeting room window.
•
The red door icon appears on the application task bar tray in Windows and on
the icon bar on the Macintosh. You can click this icon to see a list of
sharing-related options.
If other participants want to share content from their desktop, they can perform
this procedure at any time and the web meeting room will stop displaying your
content and start displaying their content instead.
Related Topics
•
Setting Up to Share Content From Your Computer, page 9-2
•
About Sharing a Desktop, Window, or Application, page 9-3
Changing the Screen-Sharing Source
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
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While you are screen sharing, you can change the source of the screen-sharing
broadcast.
Who Can Perform Sharing-Related Tasks
Participants with moderator or presenter privileges.
Procedure
Step 1
Make sure that you are sharing content using the procedure described in Sharing
a Screen During a Meeting, page 9-4.
Step 2
Click the red door icon in the application task bar tray.
Step 3
Choose Choose Window to Share from the pop-up menu.
Step 4
Click the Desktop, Window, or Application radio button.
Step 5
Check the check boxes of the specific desktops, windows, or applications to share.
Step 6
Click the Share button.
Ending a Screen Sharing Session
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
You can stop sharing your screen at any time. If you are sharing multiple windows
or applications, you can stop sharing some windows while continuing to share
other windows:
•
Procedure to Stop Sharing an Individual Shared Window, page 9-11
•
Procedure to Stop Sharing All Shared Content, page 9-11
Who Can Perform Sharing-Related Tasks
Participants with moderator or presenter privileges who are currently sharing
content.
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Procedure to Stop Sharing an Individual Shared Window
Step 1
Bring to the front of your screen the window that you want to stop sharing.
Step 2
Click the arrow button beside the red Stop Sharing button and choose Stop
Sharing This Window.
Procedure to Stop Sharing All Shared Content
Step 1
Do one of the following:
•
Click the Stop Sharing button in the upper-right corner of the shared window
or application.
•
Click the Pod Options button in the lower-right corner of the Share pod and
choose Stop Sharing.
•
Click the red door icon in the application task bar tray and choose Stop
Screen Sharing.
•
Click the Stop Sharing button at the bottom left of the Share pod.
•
Roll your mouse over the screen icon at the right-side end of the menu bar at
the top of the web meeting room window to see the pop-up notifier, then click
Stop Sharing.
•
Close the shared window or application.
When screen sharing stops, participants see the share pod with no content
displayed.
You also stop sharing your screen when another participant starts sharing.
Step 2
The web meeting room icon will flash in your system tray (Windows) or dock
(Macintosh). Click the icon to return to the meeting.
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About Annotating Shared Content
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
Presenters and moderators can use an overlay to superimpose annotations and
drawings on existing content. To simulate a whiteboard, you can share a blank
document or window and annotate over that shared content.
Participants in the meeting can collaborate during the meeting by adding text,
lines, circles, squares, and other free-hand drawings.
Who Can Perform Sharing-Related Tasks
Participants with moderator or presenter privileges.
Annotation Topics
•
Creating an Annotation Layer Over Shared Content, page 9-12
•
Simulating a Whiteboard, page 9-14
•
Using Drawing Tools, page 9-15
•
Taking a Screen Capture of Annotations, page 9-18
•
Printing Annotations, page 9-20
•
Deleting and Undeleting Annotations, page 9-20
•
Ending an Annotation Session, page 9-22
Creating an Annotation Layer Over Shared Content
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
After you are sharing content, you and other presenters and moderators can add
annotations on a transparent layer above your document.
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Annotations are not incorporated into the shared document and are not saved with
it.
Who Can Perform Sharing-Related Tasks
Participants with moderator or presenter privileges. To allow participants with
audience permissions to make annotations, a moderator must promote them to
presenter level.
Procedure
Step 1
Make sure you are sharing the window that you want to annotate. If necessary, see
About Sharing a Desktop, Window, or Application, page 9-3.
Step 2
If you are sharing a window or application, bring the shared window or
application to the front.
You can select only one window at a time to annotate. However, if you are sharing
multiple windows, you can arrange the windows on your screen so that more than
one window is showing. All visible shared windows will appear on the screen
when you annotate.
Step 3
Do one of the following:
•
At the top of a shared window, click the arrow button beside the red Stop
Sharing button and choose Pause and Annotate.
If you are sharing an application and multiple windows are open (for
example, dialog boxes), the red Stop Sharing and arrow buttons are visible
on all windows but are active only on the window that is in front.
Step 4
•
(Windows) In the system tray, click the red door and choose Pause and
Annotate.
•
(Macintosh) In the dock, click the red dot and choose Pause and Annotate.
Wait a few moments.
•
The web meeting room comes to the front of your screen. The shared
document is visible in the web meeting room.
•
The annotation toolbar appears in the lower-right corner of the web meeting
room.
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Step 5
You and other moderators and presenters can begin to annotate. For information,
see Using Drawing Tools, page 9-15.
Related Topics
•
About Annotating Shared Content, page 9-12 lists all annotation-related
topics.
Simulating a Whiteboard
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
You can simulate a whiteboard by sharing a blank document or window, then
annotating over that blank shared content.
Who Can Perform Sharing-Related Tasks
Participants with moderator or presenter privileges. To allow participants with
audience permissions to make annotations, a moderator must promote them to a
presenter role.
Procedure
Step 1
Share a blank window or document, such as a blank browser window.
Step 2
Follow the instructions for Creating an Annotation Layer Over Shared Content,
page 9-12.
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Using Drawing Tools
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
When you annotate, you can choose from a variety of drawing tools and specify
the characteristics of those tools.
•
Tips, page 9-15
•
Procedure, page 9-15
•
Drawing Tools, page 9-16
Who Can Annotate Shared Content
All participants in the meeting who have moderator or presenter privileges can
annotate content that is shared by any presenter or moderator.
Tips
•
To allow participants with Audience permissions to make annotations, a
Moderator can change their permission level to Presenter.
•
If multiple participants will annotate a single window, each person can choose
a color that distinguishes their annotations from the annotations of other
participants.
•
The cursor of moderators who annotate is labeled with the name of that
person.
Procedure
Step 1
Set up the window for annotation. See Creating an Annotation Layer Over Shared
Content, page 9-12.
Step 2
If the Annotation Toolbar is not visible, click the Annotation Tools button.
Step 3
Click the tool you want to use.
Available tools, and the usage and characteristics of each, are described in the
table below.
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Step 4
Additional buttons open at the bottom of the toolbar. These buttons offer options
for that tool.
Step 5
Click an option to change and choose the desired characteristic.
Step 6
Use the tool as described in the table in Using Drawing Tools, page 9-15.
Drawing Tools
The following tools are available to create text and drawings when you annotate:
Tool
Function
Options
Selection
tool
Selects a shape or area of the
annotation layer.
—
Click a shape to select it. Drag on the
annotation layer or content to create a
selection rectangle that selects all the
shapes within the rectangle. The
selection rectangle has eight control
points to resize the selected shape or
shapes. Shift-dragging a corner
control point maintains the aspect
ratio when resizing. Dragging
selected shapes moves them. To add a
shape to the selection, Shift-click the
shape.
Pencil
tool
Marker
tool
Creates a freehand line.
•
Color
Click and drag to draw a straight or
curved line that follows the
movement of your mouse. Release
your mouse button to end the line.
•
Line weight
•
Color saturation
(darkness)
Creates a thicker line with the
appearance of a felt-tip marker.
•
Color
•
Line weight
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Tool
Function
Line tool
Draws a straight line between two
points.
To make the line move in 45 degree
increments, hold down the Shift key
while drawing.
Rectangle Creates square and rectangle shapes.
tool
To draw a square, hold down the
Shift key while drawing.
To expand a shape, click the
Selection tool, then click the shape,
then click a white dot on the shape
and drag it.
Ellipse
tool
•
Color
•
Line weight
•
Plain line or arrow
•
Arrow direction
•
Color saturation
(darkness)
•
Border color
•
Border line weight
•
Fill color
•
Fill saturation
(darkness)
You can use No Fill as a
setting for stroke color and
fill color; however, you
cannot use No Fill for both
stroke color and fill color.
Creates circle and ellipse shapes.
•
Border color
To draw a circle, hold down the Shift
key while drawing.
•
Border line weight
•
Fill color
•
Fill saturation
(darkness)
•
Text color
•
Font
•
Size
Drag to expand the shape.
Text tool
Options
Creates a floating multiline text
character.
Click and drag to create a text area
into which you can type.
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Tool
Function
Stamper
tool
Leaves a Check mark, Arrow, Star, or
Cross on the screen.
Options
•
Color
•
Color saturation
(darkness)
•
Stamper shape
•
Size
The default stamp is an arrow.
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
annotation layer, and changing a
property of a shape. There is no limit
to the number of times that you can
perform this operation.
Redo
Undoes the undo you just performed. —
Clear
Clear all annotations.
See Deleting and Undeleting
Annotations, page 9-20.
Print
Print the share pod, visible shared
content, and associated annotations.
See Printing Annotations,
page 9-20.
Taking a Screen Capture of Annotations
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
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Annotations that you make on top of shared documents are not saved with the
original document file. However, you can use the screen-capture utility that is
included with your operating system to save a screen shot of the annotations.
•
Windows Operating Systems, page 9-19
•
Macintosh Operating Systems, page 9-19
•
Other Operating Systems, page 9-20
Who Can Take Screen Captures
All participants in the meeting.
Windows Operating Systems
Step 1
Make sure that the annotations that you want to save are fully visible on your
screen.
Step 2
On your Windows keyboard, press Alt-PrtSc. See your Windows documentation
for details.
Step 3
Choose Start > Programs > Accessories> Paint.
Step 4
Choose Edit > Paste.
Step 5
Click Yes to enlarge the bitmap if necessary.
Step 6
Choose File> Save and give your screen capture a name.
Macintosh Operating Systems
Step 1
Make sure that the annotations that you want to save are fully visible on your
screen.
Step 2
Press Command-Shift-3 or Command-Shift-4 to take the screen shot. See your
Macintosh documentation for details.
Step 3
(Optional) Look for the screen shot on your desktop (Picture 1, etc.) and give it a
meaningful name.
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Other Operating Systems
•
See the documentation for your operating system.
Printing Annotations
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
Moderators and presenters can print the share pod and its visible shared content,
including annotations.
Who Can Perform Sharing-Related Tasks
Participants with moderator or presenter privileges.
Procedure
Step 1
If you do not see the Annotation Toolbar, click the Annotation Tools button in
the lower right corner of the Share pod.
Step 2
Click the Print button.
Deleting and Undeleting Annotations
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
The following topics are related to deleting annotations:
•
Deleting Individual Annotations, page 9-21
•
Clearing All Annotations, page 9-21
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•
Undoing Deletions, page 9-21
Tip
•
Before you delete annotations, consider Taking a Screen Capture of
Annotations, page 9-18.
Who Can Perform These Tasks
Participants with moderator or presenter privileges.
Deleting Individual Annotations
Step 1
In the Annotation Toolbar, click the Selection tool (the arrow).
Step 2
Click the annotation that you want to delete.
Step 3
Press the Delete key on your computer keyboard.
Clearing All Annotations
You can clear all annotations that anyone has made in the meeting.
Step 1
Do one of the following:
•
In the Annotation Toolbar, click the Clear button.
•
(Windows) On your computer keyboard, press Control+D.
•
(Macintosh) On your computer keyboard, press Command-D.
Undoing Deletions
You can undo your own most recent deletion if you do so immediately after you
delete.
Step 1
Do one of the following:
•
In the Annotation Toolbar, click the Undo button.
•
(Windows) On your computer keyboard, press Control+Z.
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•
(Macintosh) On your computer keyboard, press Command-Z.
Ending an Annotation Session
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
In order to end the annotation session and display the shared window without
annotations, follow this procedure.
Tips
•
Before you end the annotation session, consider Taking a Screen Capture of
Annotations, page 9-18.
•
If you need to stop an annotation session when another person is sharing, start
sharing a document on your own computer. This will stop sharing by the other
person and stop the associated annotation session.
Who Can End an Annotation Session
Only the person who starts the annotation session can end it.
Procedure
Step 1
If you are the person who is sharing, perform one of the following:
•
At the bottom of the Share pod, click the Resume button.
•
Bring the shared document or window to the front. At the top of the shared
content window, click the arrow icon beside the red Stop Sharing button and
choose Resume Sharing.
•
(Windows) Click the red door icon in the system tray and choose Resume
Sharing.
•
(Macintosh) Click the red dot in the dock and choose Resume Sharing.
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The shared document comes to the front of your screen and displays in
participants’ web meeting room window.
About Controlling Participants’ View of Shared
Content
Note
This topic only applies to participants in the full web meeting room. It does not
apply to participants in the lite web meeting room or the share-only web meeting
room.
By default, the full web meeting room displays all functions: shared content and
annotations, participant list, chat pod, and note pod. However, you can set the web
meeting room to display the shared content and related annotations in full screen
mode.
Displaying shared content full screen hides the following elements from the view
of all participants, including yourself:
Note
•
The Participant list, Chat, and Notes functions.
•
All elements of the operating system of each computer (such as the Start
menu in Windows operating systems and the Close Window button on the
title bar of the web meeting room browser window) However, users can still
use operating system keyboard commands, such as Alt-Tab on Windows.
•
All other applications on each computer.
Participants with moderator or presenter privileges can control their own view
regardless of the changes you make. If you are a moderator and you need to
prevent participants from changing their view, you must first change their
permission level to audience. See Changing Web Meeting Room Participant
Permissions, page 8-41.
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Presenting and Working With Shared Content
About Controlling Participants’ View of Shared Content
Who Can Perform Sharing-Related Tasks
Participants with moderator or presenter privileges.
Ways to Control Participants’ View of Shared Content
You can take control over participants’ view of shared content in the following
ways:
•
Enabling Audience to Control Their Own View of Shared Content, page 9-24
•
Displaying Shared Content Full Screen to All Participants, page 9-25
•
Restoring the View of All Web Meeting Room Functions to All Participants,
page 9-26
Related Topics
•
Resizing the Web Meeting Room Elements, page 8-50
•
About Changing Your View of the Web Meeting Room, page 7-7
Enabling Audience to Control Their Own View of Shared Content
Note
This topic only applies to participants in the full web meeting room. It does not
apply to participants in the lite web meeting room or the share-only web meeting
room.
You can specify whether participants with audience permissions can control their
own full-screen view of shared content. Participants with moderator or presenter
privileges can always control their own view unless you change their permission
level to audience.
Who Can Perform Sharing-Related Tasks
Participants with moderator or presenter privileges.
Procedure
Step 1
If you want to control the view of participants with presenter or moderator
permissions, you must first change their permission level to audience. To do this,
see Changing Web Meeting Room Participant Permissions, page 8-41.
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Presenting and Working With Shared Content
About Controlling Participants’ View of Shared Content
Step 2
In the control strip at the bottom left of the share pod, click the arrow icon on the
right side of the Full Screen button.
The Full Screen pop-up menu appears.
Step 3
Step 4
Determine whether you need to choose Enable Full Screen toggle for audience.
•
If your action places a check mark beside this option, participants with
audience permission can control their display of shared content as described
in Displaying Shared Content Full Screen, page 7-10 and Restoring the View
of the Entire Web Meeting Room, page 7-12.
•
If your action removes the check mark beside this option, you control whether
participants with audience permission view shared content full screen or view
all web meeting room functions.
To verify that you have performed the action that you intended, click the arrow
icon again and verify that the check mark is present or absent.
Displaying Shared Content Full Screen to All Participants
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
You can enlarge the sharing pod so that the shared content fills the entire screen
of each participant.
Participants with moderator or presenter privileges can control their own view
unless you change their permission level to audience.
Who Can Perform Sharing-Related Tasks
Participants with moderator or presenter privileges.
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Presenting and Working With Shared Content
About Controlling Participants’ View of Shared Content
Procedure
Step 1
If you want to control the view of participants with presenter or moderator
permissions, you must first change their permission level to audience. To do this,
see Changing Web Meeting Room Participant Permissions, page 8-41.
Step 2
In the control strip at the bottom of the web meeting room, click the arrow icon
beside the Full Screen button.
Step 3
If there is no check mark beside the Presenter’s changes affect everybody
option, choose Presenter’s changes affect everybody to place a check mark
beside this option. If there is a check mark beside Presenter’s changes affect
everybody, click outside the menu to close it without changing anything.
Step 4
Click the Full Screen button.
The shared content enlarges to fill the screens of all participants, and all other
elements are hidden.
To cancel Full Screen viewing, see Restoring the View of All Web Meeting Room
Functions to All Participants, page 9-26.
Related Topics
•
About Changing Your View of the Web Meeting Room, page 7-7
Restoring the View of All Web Meeting Room Functions to All
Participants
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
If you have restricted participants to viewing shared content in full screen mode,
you can allow participants with audience permissions to view the entire meeting
room including the Participant List, Chat, and Note features, as well as the
operating system of their computers and any other applications:
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Presenting and Working With Shared Content
Seeing Participants’ View of Shared Content
Who Can Perform Sharing-Related Tasks
Participants with moderator or presenter privileges.
Procedure
Step 1
In the control strip at the bottom of the web meeting room, click the arrow icon
beside the Full Screen button.
Step 2
If there is no check mark beside the Presenter’s changes affect everybody
option, choose Presenter’s changes affect everybody to place a check mark
beside this option. If there is a check mark beside Presenter’s changes affect
everybody, click outside the menu to close it without changing anything.
Step 3
Click the Full Screen button.
Related Topics
•
Displaying Shared Content Full Screen to All Participants, page 9-25
Seeing Participants’ View of Shared Content
Note
This topic only applies to participants in the full web meeting room or the
share-only web meeting room. It does not apply to participants in the lite web
meeting room.
When you share content, you can see how the content appears to your viewers.
To see how the entire web meeting room appears to participants with other
permission levels, see Seeing Other Participants’ View, page 8-43.
Procedure
Step 1
Make sure that you are sharing a window or application using the procedure
described in Sharing a Screen During a Meeting, page 9-4.
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Presenting and Working With Shared Content
Seeing Participants’ View of Shared Content
Note
Step 2
Step 3
Using this procedure when sharing your desktop is not recommended.
Anything that obscures the shared content will show as the blue
cross-hatch pattern. To be useful, you need to ensure that the meeting
room is not obscuring the shared content.
Do one of the following:
•
Click the eyeglasses button at the bottom of the web meeting room window.
•
Click the Pod Options button in the lower right corner of the share pod, then
choose Preview in Pod While Screen Sharing.
Click the Minimize button in the title bar of the web meeting room window, or
click the window or application that you are sharing to bring it to the front.
If you do not perform this step, the web meeting room covers the shared window
or application, so you and your viewers see only the blue cross-hatch pattern.
Step 4
To stop screen sharing before returning to the meeting, click the red door icon in
your application task bar tray (Windows) or icon bar (Macintosh) and choose Stop
Screen Sharing.
Step 5
To stop previewing, perform one of the actions in Step 2.
Related Topics
•
Seeing Other Participants’ View, page 8-43
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10
Sending Messages in the Web
Meeting Room
Note
This topic only applies to participants in the full web meeting room or in the
lite web meeting room. It does not apply to participants in the share-only web
meeting room.
You can use text or icons to communicate with other participants in the
Cisco MeetingPlace Express web meeting room while a meeting is progress. If
you have a question and do not want to disturb the meeting flow, or if you cannot
speak in a meeting for some reason, you can send a message to the presenters or
to other meeting participants. For example, when you first enter a meeting room,
you can introduce yourself by sending a text message to everyone in the room. Or
you can send a text message to ask a question about the schedule of events.
To communicate in the web meeting room without speaking, see the following
sections:
•
Using Icons to Communicate
•
About Using the Chat Feature to Send Text Messages
•
About Posting Notes for All Participants
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Sending Messages in the Web Meeting Room
Using Icons to Communicate
Using Icons to Communicate
Note
This topic only applies to participants in the full web meeting room or in the
lite web meeting room. It does not apply to participants in the share-only web
meeting room.
All participants can give certain feedback or make certain requests by displaying
an emoticon icon beside their name in the participant list in the
web meeting room.
Available icon messages are described in the table in Icons in the Participant List.
You or a moderator can erase your icon message at any time during a meeting.
Who Can Perform This Task
All participants in the full web meeting room or in the lite web meeting room.
Procedure
To communicate an idea represented by an available emoticon icon:
Step 1
In the web meeting room, in the Participant List pod, click the My Status bar.
A pop-up menu appears with a list of the available icon messages.
Step 2
Choose the icon that you want to show to the presenters.
The icon you chose appears beside your name in the participant list.
Related Topics
•
Clearing Your Icon Message, page 10-3
•
Clearing Icon Messages of Other Participants, page 10-3
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Sending Messages in the Web Meeting Room
Using Icons to Communicate
Clearing Your Icon Message
Note
This topic only applies to participants in the full web meeting room or in the
lite web meeting room. It does not apply to participants in the share-only web
meeting room.
If you have posted an icon message in the web meeting room, you can clear the
message that you posted.
Who Can Perform This Task
All participants in the full web meeting room or in the lite web meeting room.
Procedure
Step 1
In the Participant List pod, click My Status.
Step 2
Choose Clear My Status.
Clearing Icon Messages of Other Participants
Note
This topic only applies to participants in the full web meeting room or in the
lite web meeting room. It does not apply to participants in the share-only web
meeting room.
Moderators can clear icon messages that other participants have posted in the
participant list in the web meeting room.
Who Can Perform This Task
Participants with moderator privileges in a full web meeting room or in a lite web
meeting room.
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Sending Messages in the Web Meeting Room
About Using the Chat Feature to Send Text Messages
Procedure
Step 1
In the participant list, select the name of a participant.
Step 2
Click the Pod Options button in the lower-right corner of the Participant List pod.
Step 3
Choose Clear User Status.
About Using the Chat Feature to Send Text Messages
Note
This topic only applies to participants in the full web meeting room. It does not
apply to participants in the lite web meeting room or the share-only web meeting
room.
You can use the Chat pod to compose a text message and address it to a specific
participant, to all presenters at the meeting, or to all participants. When you
receive a chat message from a meeting participant, your Chat pod shows the name
of the sender and the message.
•
If the message was sent to everyone, the name of the sender is followed by
the message.
•
If the message was sent only to you, the name of the sender is followed by
(privately).
•
If the message was sent only to presenters, the name of the sender is followed
by (presenters).
Chat-Related Topics
•
Sending a Text Message, page 10-5
•
Changing the Size of Chat Text, page 10-6
•
Clearing Chat Messages, page 10-6
•
Enabling and Disabling Private Chat for the Audience, page 8-40
•
Disabling Pop-up Chat Notifications, page 7-14
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About Using the Chat Feature to Send Text Messages
Sending a Text Message
Note
This topic only applies to participants in the full web meeting room. It does not
apply to participants in the lite web meeting room or the share-only web meeting
room.
Who Can Perform This Task
All participants. A meeting moderator may disable parts of this feature for
participants with audience permissions.
Procedure
Step 1
Select one of the following options from the pop-up menu at the bottom of the
Chat pod:
•
Presenters
•
Everyone
•
The name of a specific participant to whom you want to send a message
If your permission level is audience and a meeting moderator or presenter has
disabled private chat for participants with audience permissions, this option
is not available.
Step 2
Click the text box in the Chat pod.
An insertion point appears in the text box.
Step 3
Enter your message.
If you include URLs in your text messages, they automatically display as
clickable links.
Step 4
Do one of the following:
•
Click the Send Message button next to the text box.
•
Press Enter or Return.
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Sending Messages in the Web Meeting Room
About Using the Chat Feature to Send Text Messages
Your name appears in the Chat pod, followed by the addressee you selected and
your message.
Changing the Size of Chat Text
Note
This topic only applies to participants in the full web meeting room. It does not
apply to participants in the lite web meeting room or the share-only web meeting
room.
The size you choose affects all participants in the meeting.
Who Can Perform This Task
Participants with moderator or presenter privileges.
Procedure
Step 1
Click the Pod Options button in the lower-right corner of the Chat pod.
Step 2
Choose Text Size, then choose a size.
Clearing Chat Messages
Note
This topic only applies to participants in the full web meeting room. It does not
apply to participants in the lite web meeting room or the share-only web meeting
room.
While a participant is logged into a meeting room, by default all the messages that
person sends and receives during the meeting remain visible in the Chat window.
When a participant leaves the web meeting room, all private messages and all
messages sent to presenters are cleared from the Chat pod of that participant.
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Sending Messages in the Web Meeting Room
About Posting Notes for All Participants
Messages sent to everyone remain on the participants’ Chat window. When an
empty Chat pod is required in a meeting, a moderator or presenter can clear all
messages for all participants.
Who Can Perform This Task
Participants with moderator or presenter privileges.
Procedure
To clear all messages from participants’ Chat window:
Step 1
Click the Pod Options button in the lower-right corner of the Chat pod.
Step 2
Select Clear Chat.
All text is removed from all participants’ Chat pods.
About Posting Notes for All Participants
Note
This topic only applies to participants in the full web meeting room. It does not
apply to participants in the lite web meeting room or the share-only web meeting
room.
Moderators and presenters can use a note to show information to all meeting
participants. Participants with audience permissions can only view notes, not
create or modify them. The note remains visible throughout the meeting or until
another participant edits the note, clears it, or displays a different note.
Sample Uses
•
The Note pod contains the same information throughout the entire meeting.
This might include presenter information, meeting agenda, reminders, or
additional resources.
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Sending Messages in the Web Meeting Room
About Posting Notes for All Participants
•
The content in the Note pod can change during a meeting if a presenter
switches between several pre-existing notes. For example, a presenter might
want to provide an agenda at the start of the meeting, reference URLs during
the meeting, and include speaker contact information at the end of the
meeting.
•
The content in the Note pod changes during a meeting, with a presenter
creating and displaying a new note. For example, if a participant asks a
question, such as, “What is the URL for that site you just mentioned?” Instead
of typing the URL in the Chat pod, the presenter creates a new note that
contains this information, so the information remains visible as participants
send more text messages.
Topics
•
Creating a New Note, page 10-8
•
Editing and Formatting Text in a Note, page 10-9
•
Choosing a Note to Display, page 10-10
Who Can Perform Note-Related Tasks
Participants with moderator or presenter privileges.
Creating a New Note
Note
This topic only applies to participants in the full web meeting room. It does not
apply to participants in the lite web meeting room or the share-only web meeting
room.
Moderators and presenters can create multiple notes, each with its own text. Each
note you create is assigned a consecutive number.
Who Can Perform This Task
Participants with moderator or presenter privileges.
Procedure
Step 1
Click the Pod Options button in the lower-right corner of the Note pod.
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About Posting Notes for All Participants
Step 2
Choose New Note from the pop-up menu.
Any previously visible note is replaced by a new note.
Step 3
Click into the note and type your note.
Meeting participants immediately see the new text.
Editing and Formatting Text in a Note
Note
This topic only applies to participants in the full web meeting room. It does not
apply to participants in the lite web meeting room or the share-only web meeting
room.
All moderators and presenters can edit and format the text in any note:
•
Procedure - Editing Text in a Note
•
Procedure - Formatting Text in a Note
Who Can Perform These Tasks
Participants with moderator or presenter privileges.
Procedure - Editing Text in a Note
Step 1
Click anywhere inside the note that contains the text that you want to edit.
An insertion point appears in the text.
Step 2
Modify the text.
Meeting participants immediately see the new text.
Procedure - Formatting Text in a Note
All the text in a Note uses the same formatting. If you have more than one Note,
each note can have different formatting.
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Sending Messages in the Web Meeting Room
About Posting Notes for All Participants
Step 1
Select the Note that contains the text that you want to format.
•
To change the size of all text in the note, click the Pod Options button in the
lower-right corner of the Note pod, and then select Text Size. Next, select a
text size.
•
To change the alignment of the note text, click the Pod Options button in the
lower-right corner of the Note pod, then choose an option:
– Align Left
– Align Center
– Align Right
Meeting participants immediately see the new formatting.
Choosing a Note to Display
Note
This topic only applies to participants in the full web meeting room. It does not
apply to participants in the lite web meeting room or the share-only web meeting
room.
If you have more than one note, you can change the note that is visible to
participants at any time.
Who Can Perform This Task
Participants with moderator or presenter privileges.
Procedure
Step 1
Click the Pod Options button in the lower-right corner of the Note pod.
Step 2
Choose Select Note.
Step 3
Select from the pop-up menu the number of the note that you want to display.
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Sending Messages in the Web Meeting Room
About Posting Notes for All Participants
Note
The name of the note that is currently displayed is omitted from the
pop-up menu.
The text of the selected note is displayed for all participants.
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Sending Messages in the Web Meeting Room
About Posting Notes for All Participants
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11
Starting or Joining Voice Breakout
Sessions
Note
This topic only applies to participants in the full web meeting room or the lite web
meeting room. It does not apply to participants in the share-only web meeting
room.
A breakout session is a meeting within a meeting. This feature is useful if you
want to meet privately with other participants in the meeting, for example if you
want to take a discussion offline and then return to the main meeting with a
decision. Any participant in a meeting can initiate and join a breakout session.
Breakout sessions in Cisco Unified MeetingPlace Express are voice-only. Voice
breakout sessions are not indicated in the web meeting room. All participants in
the main meeting and in the voice breakout session continue to see the same
information in the web meeting room.
A meeting can have up to nine simultaneous breakout sessions.
Who Can Start or Join Voice Breakout Sessions
Any participant in the meeting.
Procedure
Step 1
You must join the main meeting before you can start or join a breakout session in
that meeting.
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Starting or Joining Voice Breakout Sessions
Restricting Entry to a Voice Breakout Session
Step 2
Agree with the other participants who will join the breakout meeting on the
breakout session number you will all join. This number must be between 1 and 9.
Step 3
On your telephone keypad, press #1, then follow the instructions you hear.
Related Topics
•
Restricting Entry to a Voice Breakout Session, page 11-2
•
Telephone Commands—Breakout Sessions, page A-7
•
Returning to the Main Meeting, page 11-3
Restricting Entry to a Voice Breakout Session
Control access to a breakout session by locking or unlocking it.
Any participant in a breakout session can lock that breakout session to prevent
other participants from joining the session.
You cannot selectively admit participants to a breakout session, and participants
cannot request entry. Participants who try to join a locked breakout session will
be automatically returned to the main meeting.
Procedure
Step 1
Step 2
If you are using a Cisco Unified IP Phone and the
Cisco Unified MeetingPlace Express service is displayed on the screen of your
Cisco Unified IP Phone:
•
For Cisco Unified IP Phone 7940 series and Cisco Unified IP Phone 7960
series: Exit the Cisco Unified MeetingPlace Express service by pressing the
Services button on your phone.
•
For Cisco Unified IP Phone 7970 series and Cisco IP Communicator: Click
the telephone icon at the top left of the screen of your telephone.
On your telephone keypad, press #41.
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Starting or Joining Voice Breakout Sessions
Features Available During a Breakout Session
Features Available During a Breakout Session
For a list of actions that you can perform during a breakout session, see Telephone
Commands—Breakout Sessions, page A-7.
Note
You cannot record a breakout session. Only the main meeting room can be
recorded.
Returning to the Main Meeting
You can leave a breakout session and return to the main meeting.
•
On your telephone keypad, press #10.
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Starting or Joining Voice Breakout Sessions
Returning to the Main Meeting
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12
Recording Meetings
Note
This topic only applies to participants in the full web meeting room or the lite web
meeting room. It does not apply to participants in the share-only web meeting
room.
The following topics are about recording meetings in
Cisco Unified MeetingPlace Express:
•
About Meeting Recordings, page 12-1
•
Accessing Recording Controls, page 12-2
•
Checking Recording Status, page 12-3
•
Chapter 13, “About Listening to Recordings of Past Meetings”
About Meeting Recordings
What is included in meeting recordings:
•
Only the voice part of a meeting is recorded.
•
Visual proceedings in the web meeting room are not recorded. Archive any
shared documents or screen captures of annotations separately.
•
You cannot record a breakout session. Only the voice meeting in the main
meeting room is recorded.
Recordings can be stopped and started multiple times during a meeting.
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Recording Meetings
Accessing Recording Controls
Meeting recordings may be purged from the system after a certain time,
depending on settings that the system administrator makes. If you want to save a
meeting recording or make it available indefinitely, download and save the
recording after it becomes available, using the procedure in the “Saving Meeting
Recordings” section on page 13-7.
For information about listening to recorded meetings, including who can listen,
see Chapter 13, “About Listening to Recordings of Past Meetings.”
Related Topics
•
Chapter 13, “About Listening to Recordings of Past Meetings.”
Accessing Recording Controls
Who Can Record Meetings
Which user types have permission to start or stop recording varies by the method
used:
Who Can Start or
Stop Recording
For Information, See
Meeting Details web
page
—
—
Web meeting room
Participants with
moderator
permissions
Starting or Stopping
Recording from Inside the
Web Meeting Room
Telephone keypad
All participants
Starting or Stopping
Recording by Using Your
Telephone
Cisco Unified
MeetingPlace Express
service on your
Cisco Unified IP Phone
Only the meeting
owner.
Recording a Meeting via the
Cisco Unified MeetingPlace E
xpress Service on Your
Cisco Unified IP Phone,
page 15-30—
Access Method
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Recording Meetings
Checking Recording Status
Starting or Stopping Recording from Inside the Web Meeting Room
You can start or stop recording from inside the web meeting room.
Who Can Perform This Task
See the table in Accessing Recording Controls, page 12-2.
Procedure
Step 1
In the web meeting room, choose Meeting > Record Meeting (Voice)
If you are starting the recording, the red recording indicator appears at the right
side of the menu bar at the top of the screen, and a check mark appears beside
Record Meeting (Voice.)
If you are stopping a recording, the red recording indicator disappears from the
right side of the menu bar at the top of the screen, and the check mark beside
Record Meeting (Voice) disappears.
Starting or Stopping Recording by Using Your Telephone
Who Can Perform This Task
See the table in Accessing Recording Controls, page 12-2.
Procedure
•
On your telephone keypad, press #61.
Checking Recording Status
All participants can verify that recording has started or stopped.
Checking Recording Status from the Web Meeting Room
The web meeting room shows whether or not the voice meeting is being recorded.
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Recording Meetings
Checking Recording Status
Who Can Perform This Task
All participants in the web meeting room.
Step 1
In the web meeting room, look at the menu bar.
•
If recording is in progress, you see a red dot. Roll your mouse over the red
dot to see a pop-up notifier with more information.
•
If no red dot appears in the menu bar, meeting recording is not in progress.
Related Topics
•
Viewing Meeting Details on the Screen of Your Cisco Unified IP Phone,
page 15-10
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13
About Listening to Recordings of Past
Meetings
Note
This topic only applies to participants in the full web meeting room or the lite web
meeting room. It does not apply to participants in the share-only web meeting
room.
If a meeting participant records a meeting while it is in progress, the meeting
recording is available after the meeting for people to listen to, subject to the same
restrictions that applied to attending the meeting.
Only the voice part of a meeting is recorded. There is no record of the proceedings
in the web meeting room. Shared documents and screen captures of annotations
may have been archived separately.
Meeting recordings are available within an hour after the meeting ends.
Meeting recordings are in MP3 format.
Topics in this section are:
•
Setting Up to Listen to Meeting Recordings, page 13-2
•
Finding Meeting Recordings, page 13-2
•
Listening to Meeting Recordings, page 13-6
•
Saving Meeting Recordings, page 13-7
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About Listening to Recordings of Past Meetings
Setting Up to Listen to Meeting Recordings
Setting Up to Listen to Meeting Recordings
In order to listen to meeting recordings, you must set up your computer. Standard
media player software that supports MP3 should be able to play meeting
recordings. The software that you need is readily available as free downloads from
the internet. You may already have the software that you need.
Procedure
Step 1
Make sure you have installed a standard desktop media player that can play MP3
files, such as one of the following. Most of these are available as free downloads
from the internet.
•
Windows Media Player
•
Apple QuickTime
•
Apple ITunes
•
Real Media Player
Related Topics
•
Chapter 13, “About Listening to Recordings of Past Meetings”
•
Listening to Meeting Recordings, page 13-6
Finding Meeting Recordings
The procedure for finding meeting recordings depends on the situation:
Situation
Who Can Perform This Task
You Have the Meeting Invitation,
page 13-3
Anyone who has the notification
You Know the Meeting ID, page 13-3
Anyone
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About Listening to Recordings of Past Meetings
Finding Meeting Recordings
Note
Situation
Who Can Perform This Task
The Meeting Was Published, page 13-4
Anyone
The Meeting Was Not Published and You
Do Not Know the Meeting ID, page 13-5
The meeting owner and invitees
Meeting recordings are purged periodically so the recording you seek may no
longer be available.
You Have the Meeting Invitation
If you have an invitation that was e-mailed to you before the meeting, you can use
that invitation to locate the recording of that meeting:
Step 1
In the meeting invitation, click the Meeting URL link.
Step 2
If the invitation specifies a password, be ready to enter it when prompted.
Step 3
To listen to the recording, continue with the procedure in Listening to Meeting
Recordings, page 13-6.
You Know the Meeting ID
If you know the Meeting ID of the meeting you want to listen to, perform the
following steps:
Step 1
Access the Cisco Unified MeetingPlace Express system via browser.
Step 2
In the navigation bar at the top of the window, click Find.
Step 3
Click the Meeting ID radio button.
Step 4
Enter the meeting ID of the meeting.
Step 5
Enter a date range that includes the day that the meeting occurred. Be sure the year
includes all four digits.
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Finding Meeting Recordings
Note
A meeting ID is unique only for the date, time, and duration for which it
is scheduled. The meeting ID that you entered may be the same for many
meetings.
Step 6
Click Find.
Step 7
In the list of meetings that appears, locate the meeting you want to listen to. You
may need to click links at the bottom of the list to view more pages of found
results that match your search criteria.
Step 8
If the Status column shows Recording, click the Meeting ID of the meeting to
which you want to listen.
If the Status column for your meeting does not show Recording, one of the
following situations is true:
Step 9
•
the meeting has recently ended and the recording is not yet available
•
the meeting was not recorded
•
the recording has been purged from the system and is no longer available
•
the meeting has not yet ended
To listen to the recording, continue with the procedure in Listening to Meeting
Recordings, page 13-6.
The Meeting Was Published
If the meeting scheduler selected the Publish Meeting check box when
scheduling the meeting, or the meeting was a reservationless meeting, perform the
following steps:
Step 1
Access the Cisco Unified MeetingPlace Express system via browser.
Step 2
In the navigation bar at the top of the window, click Find.
Step 3
Click Recorded.
Step 4
Enter a date range that includes the day that the meeting occurred. Be sure to
include all four digits in the year.
Step 5
Click Find.
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Finding Meeting Recordings
Step 6
In the list of meetings that appears, locate the meeting you want to listen to. You
may need to click links at the bottom of the list to view more pages of found
results that match your search criteria.
Step 7
If the Status column for your meeting shows Recording, click the Meeting ID of
the meeting to which you want to listen.
If the Status column does not show Recording, one of the following situations is
true:
Step 8
•
the meeting has recently ended and the recording is not yet available
•
the meeting was not recorded
•
the recording has been purged from the system and is no longer available
•
the meeting has not yet ended
To listen to the recording, continue with the procedure in Listening to Meeting
Recordings, page 13-6.
The Meeting Was Not Published and You Do Not Know the Meeting ID
You can perform the procedure in this topic if:
•
You are a Cisco Unified MeetingPlace Express profiled user
•
You want to listen to a recording of a meeting that you scheduled or were
invited to,
•
The meeting is not a published meeting,
•
You do not know the Meeting ID.
If all of the preceding conditions apply, perform the following procedure:
Step 1
Access the Cisco Unified MeetingPlace Express system via browser.
Step 2
If you have not already logged in, log in.
Step 3
In the navigation bar at the top of the window, click Find.
Step 4
Click My meetings.
Step 5
Enter a date range that includes the day that the meeting occurred. Be sure to
include all four digits in the year.
Step 6
Click Find.
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Listening to Meeting Recordings
Step 7
In the list of meetings that appears, locate the meeting you want to listen to. You
may need to click links at the bottom of the list to view more pages of found
results that match your search criteria.
Step 8
If the Status column shows Recording, click the Meeting ID of the meeting to
which you want to listen.
If the Status column for your meeting does not show Recording, one of the
following situations is true:
Step 9
•
the meeting has recently ended and the recording is not yet available
•
the meeting was not recorded
•
the recording has been purged from the system and is no longer available
•
the meeting has not yet ended
To listen to the recording, continue with the procedure in Listening to Meeting
Recordings, page 13-6.
Listening to Meeting Recordings
Who Can Perform This Task
In general, anyone can listen to meeting recordings. However:
•
Who can locate a particular meeting depends on the criteria in the table in
Finding Meeting Recordings, page 13-2
•
Who can listen to a particular meeting recording depends on whether the
meeting was restricted by password, or restricted to
Cisco Unified MeetingPlace Express profiled users.
Procedure
Step 1
Make sure your computer is equipped to play recordings. See Using Your Browser
to Access Cisco Unified MeetingPlace Express, page 1-7.
Step 2
Find the meeting to which you want to listen. For assistance, see Finding Meeting
Recordings, page 13-2.
Step 3
If required, enter your username and password.
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Saving Meeting Recordings
Step 4
If a password was required for the meeting, enter the same password to listen to
the recording.
Step 5
In the Meeting Details page, click Play Recording.
The recording plays. You may see a small blank window in the upper left corner
of your screen.
If you see a message that tells you to log in, you must log in, then return to this
Meeting Details page. After you log in and find this page again, you will see the
Play Recording button.
Step 6
For instructions on using the playback application, see the documentation for the
specific playback application you are using.
Saving Meeting Recordings
The system administrator may purge meeting recordings after a certain time; you
may want to save a recording indefinitely for your own reference or make it
available to others after it has been purged from the system.
Procedure
To save a meeting recording to your hard disk or other volume, follow these steps:
Step 1
If you see the option to click Save, do the following:
a.
Click Save.
b.
Choose the location to save the file.
c.
Name the file.
d.
Click Save.
If you do not see an option to save the recording as a file, see the documentation
for your browser, for your operating system, or for the application on your
computer that plays MP3 recordings.
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Saving Meeting Recordings
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14
Changing Your Profile Preferences
The Cisco Unified MeetingPlace Express application keeps information about
your preferences and privileges in your user profile. Your system administrator
sets your privileges and some preferences, but you can change some preferences.
Topics in this section include:
•
Specifying the Format of Dates, page 14-1
•
Profile Settings, page 14-2
•
Changing Your Profile Settings, page 14-9
•
About Changing Your Passwords, page 14-9
•
Specifying Your Preferred Method of Joining Meetings by Phone, page 14-11
•
Recording Your Profile Name, page 14-14
•
About Assigning and Acting as Delegate, page 14-15
Specifying the Format of Dates
On some systems, dates that you see on Cisco Unified MeetingPlace Express web
pages can use one of the following formats:
•
MM/DD/YYYY (10/11/2006 represents October 11, 2006). This is the
English (US) format.
•
DD/MM/YYYY (10/11/2006 represents 10 November 2006). This is the
English (UK), English (AU), and French (FR) format.
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Profile Settings
•
DD.MM.YYYY (10.11.2006 represents 10 November 2006). This is the
German format.
•
YYYY-MM-DD (2006-10-11 represents October 11, 2006). This is the
French (CA) format.
Choosing a Date Format for Cisco Unified MeetingPlace Express Web Pages
•
Click the Attend link from the top of any
Cisco Unified MeetingPlace Express web page except the web meeting
room, then choose any of the available languages from the bottom of the
Attend page.
– To use dates in the MM/DD/YYYY format, choose English (US).
– To use dates in the DD/MM/YYYY format, choose English (UK),
English (AU), or French (FR).
– To use dates in the DD.MM.YYYY format, choose German.
– To use dates in the YYYY-MM-DD format, choose French (CA).
If you do not see these languages at the bottom of the Attend page, your
system does not offer this feature.
Note
Your browser must accept cookies in order to perform this action. If you delete
cookies in your browser, you must perform this task again.
Profile Settings
Options listed in the following table are the default
Cisco Unified MeetingPlace Express profile settings that you can change.
Depending on settings that your system administrator has made, you may not see
all of these options.
By default, you can change the following profile settings:
•
Personal Settings, page 14-3
•
Meeting Default Settings, page 14-6
Related Topics
•
Changing Your Profile Settings, page 14-9.
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Profile Settings
•
About Changing Your Passwords, page 14-9
•
Specifying Your Preferred Method of Joining Meetings by Phone, page 14-11
•
Recording Your Profile Name, page 14-14
•
About Assigning and Acting as Delegate, page 14-15
Personal Settings
By default, your profile includes the following personal settings:
Item
Description
First name
Depending on your system, you may not be able to change this
item, or you may not see it.
The maximum length is 32 characters.
You can include only the following characters: letters, numbers,
apostrophe, period, space, and hyphen.
Last name
Depending on your system, you may not be able to change this
item, or you may not see it.
The maximum length is 32 characters.
You can include only the following characters: letters, numbers,
apostrophe, period, space, and hyphen.
Username
You cannot change this information.
This username uniquely identifies you when you authenticate
yourself via web.
Password
See About Changing Your Passwords, page 14-9.
Phone profile
number
You cannot change this information.
Password
See About Changing Your Passwords, page 14-9.
Group name
Your system administrator will tell you if you need to use this
information for any reason.
Your phone profile number uniquely identifies you when you
authenticate yourself by telephone.
This information may not be visible.
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Item
Description
Email address Enter a complete e-mail address in the following format:
youremail@yourcompany.com.
Your system administrator may not allow you to change this
information, or this information may not be visible.
Method of
attending
Choose whether or not you want
Cisco Unified MeetingPlace Express to call you automatically
at the beginning of meetings of which you are the owner or to
which you have been invited.
Depending on settings that the system administrator makes, you
may not be able to change this setting, or the setting may not be
visible.
For complete information about this feature and the information
you see, see Specifying Your Preferred Method of Joining
Meetings by Phone, page 14-11.
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Profile Settings
Item
Description
Language
Note
This feature may not be available on your
organization’s Cisco Unified MeetingPlace Express
system.
This setting determines the language that you see and hear after
you log in on either the web or the telephone. Before you log in,
or if you are a guest, you will see and hear the system default
language that your system administrator has chosen for your
Cisco Unified MeetingPlace Express system. After you log in,
you will see and hear the language that you choose with this
setting.
The valid languages for your system are displayed in the footer
of each web page. A web user can click any of those links to
change the language for this session.
For meetings that you schedule, this setting determines the
language in which the meeting prompts and web pages will be
displayed to all meeting participants if you do not specify a
meeting language on the Schedule a Meeting web page.
When a user accesses the system, logs in, and joins a meeting,
he may hear three different languages: the system default
language (before he logs in), the language set in his profile, and
the meeting language (set by the meeting scheduler).
This setting also affects the date format that are used in Cisco
MeetingPlace Express web pages. See Specifying the Format of
Dates, page 14-1 for more information about dates.
Region
The geographical location in which you are located. The option
you choose determines the options that are available in the
Timezone field. If you want to use the same time zone as the
Cisco Unified MeetingPlace Express server, choose Other.
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Profile Settings
Item
Description
Timezone
The time zone that Cisco Unified MeetingPlace Express uses to
configure your scheduling and notification activities. To change
your timezone, choose an option in the Region field above, then
choose a different time zone from this list.
The Localtime of the Cisco Unified MeetingPlace Express
server option is most useful if your company or organization
has locations in only one time zone. If you want to choose this
option, you must first choose Other for the Region option.
If you do not see this option, your system administrator does
not allow you to change it.
Assign
Delegate
Enter the web username of the person whom you want to enable
to schedule meetings on your behalf. If you are not sure who
can be a delegate for you, contact your
Cisco Unified MeetingPlace Express system administrator.
If you do not see this option, your system administrator does
not allow you to change it.
For more information, see About Assigning and Acting as
Delegate, page 14-15.
Related Topics
•
Profile Settings, page 14-2
•
Changing Your Profile Settings, page 14-9. To return to a procedure in
progress, go to Step 3.
Meeting Default Settings
The following settings appear in new meetings that you schedule. You can change
each option for each meeting.
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Option
Description
Publish Meeting To have your meetings displayed on the Find Meeting page
when users search for published (publicly listed) meetings,
choose Yes.
To have your meetings displayed only to meeting invitees,
yourself, and system administrators, choose No.
Your system administrator may not make this option
available.
Billing Code
The default billing code for meetings that you schedule on
Cisco Unified MeetingPlace Express.
If you need to enter a billing code here, your system
administrator will tell you what billing code to use.
Your system administrator may not make this option
available.
Who can attend
To determine who can attend your meetings unless you
specify otherwise when you schedule a meeting, choose an
option from the drop-down menu.
•
Anyone—Meetings are unrestricted. Both profiled users
and guest users can attend.
•
Users with Cisco Unified MeetingPlace Express
profiles only—Both modules of your meetings (voice
and web) are restricted to profiled users who log in with
their Cisco Unified MeetingPlace Express password
before enter a meeting.
•
Group Default
Your system administrator may not make this option
available.
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Option
Description
Entry
announcement
The option you choose indicates how participants will be
announced when they enter meetings that you schedule.
Choose an option from the drop-down menu:
•
Beep Only — A short beep is emitted during the meeting
to indicate that someone has entered the meeting.
•
Beep + Name — After a short beep, the participant's
recorded name is announced into the meeting.
•
Silent — There is no indication that someone has entered
the meeting.
•
Group Default
Your system administrator may not make this option
available.
Exit
announcement
The option you choose indicates how participants will be
announced when they leave meetings that you schedule.
Choose an option from the drop-down menu:
•
Beep Only — A short beep is emitted during the meeting
to indicate that someone has departed the meeting.
•
Beep+ Name — After a short beep, the recorded name of
the user who is departing the meeting is announced into
the meeting.
•
Silent — There is no indication that someone has
departed from the meeting.
•
Group Default
Your system administrator may not make this option
available.
Related Topics
•
Profile Settings, page 14-2
•
Changing Your Profile Settings, page 14-9. To return to a procedure in
progress, go to Step 3.
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Changing Your Profile Settings
Changing Your Profile Settings
Your system administrator controls at least some of the settings in your profile,
but you may be able to change some settings.
Procedure
Step 1
Log in.
Step 2
Click Profile.
Step 3
Make changes using the information in Profile Settings, page 14-2.
Step 4
Click Update profile.
Step 5
Click Logoff.
Step 6
Log in again to see and use your new settings.
About Changing Your Passwords
Note
Your Cisco Unified MeetingPlace Express system may not allow users to change
their passwords in Cisco Unified MeetingPlace Express. If this is the case,
contact your system administrator for information about changing your
passwords.
Each Cisco Unified MeetingPlace Express user has two passwords:
•
A web user password, which you use to log on to the
Cisco Unified MeetingPlace Express web pages
•
A phone profile password, also called a PIN, which you use when you dial in
to attend meetings, or if you use the Cisco Unified MeetingPlace Express
service on your Cisco Unified IP Phone.
You may be prompted periodically to change your passwords.
Required Characteristics of New Passwords
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About Changing Your Passwords
Both passwords:
•
Cannot be more than 17 characters long.
•
Cannot be blank.
•
Must be the minimum length set by your system administrator. By default, the
minimum password length is 5 characters.
•
Should be unique. For example, do not use the same password that you use to
safeguard your personal financial information.
In addition, the web password that you choose:
•
Can contain numbers and letters.
•
Is case-sensitive.
In addition, the phone password (also called a PIN) that you choose:
•
Can contain numbers only.
Ways to Change Your Password
•
Changing Your Web and Phone Passwords By Using the Web, page 14-10
•
Changing Your Phone Password By Dialing In, page 14-11
Changing Your Web and Phone Passwords By Using the Web
You can change both of your Cisco Unified MeetingPlace Express passwords via
the web pages.
Procedure
Step 1
Click Profile.
Step 2
Click the Change Password button beside the password you want to change.
If there is no Change Password button, this means you cannot change this
information.
Step 3
Enter your current password.
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Specifying Your Preferred Method of Joining Meetings by Phone
Step 4
Enter your new password.
Step 5
Enter your new password again to verify that you entered it correctly.
Step 6
Click Save.
Step 7
Repeat Step 2 through Step 6 for your other password, if desired.
Changing Your Phone Password By Dialing In
Procedure
Step 1
From any telephone, dial your organization’s
Cisco Unified MeetingPlace Express phone number.
Step 2
Press 2#.
Step 3
Follow the prompts to enter your phone profile number and password. Ignore the
prompts that ask you to enter a meeting ID or to start a meeting.
Step 4
If you are prompted to record your name, follow the prompts to record your name.
When you are finished, Cisco Unified MeetingPlace Express will begin the
prompts again from the beginning of the list.
Step 5
Press 3# and follow the prompts you hear.
Cisco Unified MeetingPlace Express will prompt you to enter your new
password, followed by the # key, then reenter your new password, followed by the
# key.
Specifying Your Preferred Method of Joining
Meetings by Phone
Depending on settings that the system administrator makes, you can specify how
you want to join meetings of which you are the owner or to which you are invited.
The options are:
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Specifying Your Preferred Method of Joining Meetings by Phone
•
Cisco Unified MeetingPlace Express calls you automatically when these
meetings start.
•
The system does not call you automatically; you must initiate the process to
join each meeting.
If you choose to have the system call you, you can specify up to three numbers
that Cisco Unified MeetingPlace Express will try in order until you answer. One
of these numbers can be a pager.
If a meeting requires a password, you must enter the password in order to attend
the meeting.
Your system administrator may choose an option for you, or you may be able to
choose an option yourself.
You may be able to modify this option for each meeting that you schedule. See the
Method of Attending option in More Options (Scheduling Parameters),
page 2-32.
Note
The system can call you at the beginning of meetings to which you have been
invited only if the scheduler invited you using the method described in Inviting
Attendees By Using the Directory, page 2-40.
Who Can Perform This Task
Cisco Unified MeetingPlace Express profiled users. Depending on settings that
the system administrator makes, this option may not be available.
Procedure
Step 1
Log in.
Step 2
Click Profile.
Step 3
For Method of Attending, specify a method to join meetings via voice:
If you do not see a choice of options, your system administrator does not
allow you to set this option.
•
I’ll call in
If you choose this option: Cisco Unified MeetingPlace Express will not
automatically try to call you when a meeting begins. When you want to join
a meeting, you must call the Cisco Unified MeetingPlace Express telephone
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Specifying Your Preferred Method of Joining Meetings by Phone
number and enter the Meeting ID of the meeting, or have
Cisco Unified MeetingPlace Express call you from inside the
web meeting room, or join via the Cisco Unified MeetingPlace Express
service on your Cisco Unified IP Phone.
•
Find Me
If you choose this option: At the scheduled start time of meetings that you
schedule or to which you have been invited (if the meeting scheduler used the
directory to specify you as an invitee), and when you start a reservationless
meeting, Cisco Unified MeetingPlace Express will try to reach you at each of
the numbers that you provide in the next step, in the order you list them.
Step 4
If you chose Find Me, enter up to two phone numbers plus an optional pager
number in the order in which you want Cisco Unified MeetingPlace Express to
use them to call you. For each number that you enter, specify the type of number
it is.
•
Enter each phone number in the same format that you would use to dial that
number from the telephone on your desk.
For example, if you want Cisco Unified MeetingPlace Express to call your
work phone, and if you only need to dial the last 4 digits to reach other
extensions on the internal network at your company, then enter only those 4
digits.
However, if you want Cisco Unified MeetingPlace Express to call your cell
phone, and your cell phone has a different area code from your office, you
may need to include a 9 and the complete telephone number including area
code.
•
You can enter only one pager number among the three options. If you enter a
pager number, we recommend that you enter that number as the last option in
your list, after any telephone numbers, since delays in many pager services
may result in Cisco Unified MeetingPlace Express calling the other numbers
in addition to the pager number. Choose one of the following and enter its
associated number:
Pager Type
Enter This Number
Direct dial pager
Enter the telephone number of the pager.
Non direct dial pager
Enter your PIN number for the pager system.
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Recording Your Profile Name
When you specify a pager number, you can enter digits 0-9, spaces, and the #
and * symbols. Cisco Unified MeetingPlace Express ignores all other
characters.
Step 5
(Optional) Change other, unrelated settings in your profile.
Step 6
Click Update profile.
Step 7
Click Logoff.
Recording Your Profile Name
You should record the name that announces and identifies you when you log in to
a meeting via telephone as a profiled user.
Procedure
Step 1
From any telephone, dial your organization’s
Cisco Unified MeetingPlace Express telephone number.
Step 2
Press 2#.
Step 3
Follow the prompts to enter your phone profile number and password. Ignore the
prompts to enter a meeting ID or start a meeting.
Step 4
Press 2# and follow the prompts you hear.
Note
You may also be prompted to record your name when you dial in to attend a
meeting. If so, follow the prompts to record your name.
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About Assigning and Acting as Delegate
About Assigning and Acting as Delegate
A delegate is a profiled Cisco Unified MeetingPlace Express user who can
schedule meetings on behalf of another profiled user. Your
Cisco Unified MeetingPlace Express system administrator will tell you if you are
a delegate.
A delegate can also reschedule meetings on behalf of the delegator, and sees
private meetings that the delegate has scheduled on behalf of the delegator. A
delegate has the same privileges in a meeting as the meeting scheduler.
The system administrator can assign a delegate to a user, or the system may allow
each user to choose a delegate. Not all users can be delegates.
Each profiled user can have only one delegate, but a delegate can act on behalf of
multiple users.
Assigning a Delegate to Schedule Meetings on Your Behalf
You can identify one person who can schedule meetings on your behalf. This
person must be identified by the Cisco Unified MeetingPlace Express system
administrator as a delegate.
Procedure
Step 1
If necessary, ask your system administrator who can be your delegate.
Step 2
Log in to Cisco Unified MeetingPlace Express.
Step 3
Click Profile.
Step 4
In the Assign Delegate field, enter the Cisco Unified MeetingPlace Express
username of the person who will schedule meetings for you.
Step 5
Click Update Profile.
Step 6
The next time the delegate logs on and clicks Schedule, your username will
appear in the Schedule on behalf of list. For more information about scheduling
a meeting on behalf of another user, see Scheduling a Meeting On Behalf of
Another Person, page 2-46.
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About Assigning and Acting as Delegate
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15
Using the
Cisco Unified MeetingPlace Express
Service for Cisco Unified IP Phone
If you have a Cisco Unified IP Phone, the Cisco Unified MeetingPlace Express
service on your Cisco Unified IP Phone offers a convenient way to access certain
Cisco Unified MeetingPlace Express features.
You can use the Cisco Unified MeetingPlace Express service to do the following:
•
Join meetings
•
Start reservationless meetings
•
View a list of upcoming meetings
•
View meeting and participant details
After you have joined a meeting as a profiled user using your
Cisco Unified IP Phone, you can perform in-meeting operations such as:
•
Lock the meeting
•
Record the meeting
•
Mute yourself
•
Remove participants from the meeting
The functions available to you depend on whether you are the meeting owner or a
participant.
To schedule meetings, you must use the Cisco Unified MeetingPlace Express web
pages.
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Using the Cisco Unified MeetingPlace Express Service for Cisco Unified IP Phone
This section includes the following general topics:
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
•
Finding Meetings and Viewing Meeting Details on the Screen of Your
Cisco Unified IP Phone, page 15-8
•
Joining a Meeting via the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-17
•
Starting a Reservationless Meeting via the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone, page 15-21
•
Muting and Unmuting Yourself By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone, page 15-22
•
Managing a Meeting in Progress By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone, page 15-23
•
Recording a Meeting via the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-30
•
Modifying a Future Meeting (By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone), page 15-32
•
, page 15-32
•
Using the Telephone Keypad with the Cisco Unified MeetingPlace Express
Service on Your Cisco Unified IP Phone, page 15-34
Related Topics
•
You can also use the standard telephone functionality on your
Cisco Unified IP Phone to access Cisco Unified MeetingPlace Express. See
Appendix A, “Telephone Commands” and topics for specific functions
throughout this document.
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Getting Started with the
Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone
The following topics will help you get started using the
Cisco Unified MeetingPlace Express service on your Cisco Unified IP Phone:
•
System Requirements for Using the Cisco Unified MeetingPlace Express
Service on Your Cisco Unified IP Phone, page 1-6
•
Getting General Information About Using Your Cisco Unified IP Phone,
page 15-3
•
Setting Up to Use the Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone, page 15-4
•
Accessing the Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone, page 15-5
•
Selecting Items from a List on the Screen of your Cisco Unified IP Phone,
page 15-6
•
Getting Help on the Screen of Your Cisco Unified IP Phone, page 15-7
•
Tips for Using Your Cisco Unified IP Phone with the
Cisco Unified MeetingPlace Express Service, page 15-7
Getting General Information About Using Your
Cisco Unified IP Phone
To get general information about using your Cisco Unified IP Phone, see the
documentation at:
http://www.cisco.com/en/US/products/hw/phones/ps379/products_user_guide_li
st.html
Related Topics
•
Getting Help on the Screen of Your Cisco Unified IP Phone, page 15-7.
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Setting Up to Use the Cisco Unified MeetingPlace Express
Service on Your Cisco Unified IP Phone
In order to use the Cisco Unified MeetingPlace Express service on your
Cisco Unified IP Phone, you must set up the service.
Procedure
Step 1
If you have never logged in to Cisco Unified MeetingPlace Express via web, log
in now.
For more information, see the “Logging In via a Web Browser” section on
page 1-15.
Step 2
Obtain the following information from your system administrator:
•
The URL for setting up services for your Cisco Unified IP Phone
•
Your web username and password for the web page at this URL.
•
The name of your device or device profile. (This information pertains to your
phone and is unrelated to your Cisco Unified MeetingPlace Express profile.)
Step 3
On your computer, use your browser to go to the URL you obtained in Step 2.
Step 4
If you receive security alerts, click Yes.
Step 5
Enter your username and password; then, click Log On.
Step 6
Choose a device or device profile to configure. You obtained this information in
Step 2.
Step 7
Click Configure your Cisco Unified IP Phone Services.
Step 8
From Available Services, choose Cisco Unified MeetingPlace Express, then
click Continue.
Step 9
Enter the following information:
Step 10
•
Your phone extension as it appears on the screen of your
Cisco Unified IP Phone.
•
Your Cisco Unified MeetingPlace Express username.
•
The Cisco Unified MeetingPlace Express password that is associated with
your username.
Click Subscribe.
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Step 11
Click Log Off.
Step 12
To use the Cisco Unified MeetingPlace Express service, see the “Accessing the
Cisco Unified MeetingPlace Express Service on Your Cisco Unified IP Phone”
section on page 15-5.
Related Topics
•
System Requirements for Using the Cisco Unified MeetingPlace Express
Service on Your Cisco Unified IP Phone, page 1-6
Accessing the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone
Procedure
Step 1
(First use only) Make sure you have set up your Cisco Unified IP Phone to use the
Cisco Unified MeetingPlace Express service. See the “Setting Up to Use the
Cisco Unified MeetingPlace Express Service on Your Cisco Unified IP Phone”
section on page 15-4.
Step 2
Press the Services button on your Cisco Unified IP Phone. This button looks
different on different phone models; if you cannot locate the correct button, see
the “Getting General Information About Using Your Cisco Unified IP Phone”
section on page 15-3.
You will see a list of services on the screen of the telephone.
Step 3
Select the Cisco Unified MeetingPlace Express service. For assistance, see the
“Selecting Items from a List on the Screen of your Cisco Unified IP Phone”
section on page 15-6.
Related Topics
•
Setting Up to Use the Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone, page 15-4
•
Getting General Information About Using Your Cisco Unified IP Phone,
page 15-3
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Selecting Items from a List on the Screen of your
Cisco Unified IP Phone
When you need to choose an item from a list displayed on the screen (such as
available services, meetings, participants, invitees, and so on), follow the
procedures in this topic.
Who Can Perform This Task
Anyone with access to a Cisco Unified IP Phone with the
Cisco Unified MeetingPlace Express service enabled.
Procedure
Step 1
Using instructions in other parts of this document, navigate to the list that you
need to work with.
Step 2
If the item that you are looking for is not visible on the screen, use one or more
of the following methods to locate it:
Step 3
•
Press the Navigation button on your phone (up and down arrows) to scroll up
or down in the list until you see the item you want.
•
Press 9 to view the next screenful of items, or press 1 to view the previous
screenful. Not all items in a single screenful are visible at one time; scroll up
or down to see all items in the screenful before you view the next or previous
screenful.
Use one of the following methods to select the item:
•
Press the Navigation button on your phone (up and down arrows) to move the
highlighted bar to the item you want to select, then press the Select softkey
at the bottom of the screen. Depending on the list you are working with, you
may be able to press other softkeys to perform a desired action.
•
Locate the number that appears to the left of the item that you want to select,
then press that number on your telephone keypad.
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Getting Help on the Screen of Your Cisco Unified IP Phone
Information about every screen is available on the phone.
Procedure
Step 1
If you do not see a Help softkey at the bottom of the screen you are viewing, press
the more softkey.
The Help softkey will appear.
Step 2
Press the Help softkey.
Tips for Using Your Cisco Unified IP Phone with the
Cisco Unified MeetingPlace Express Service
The following tips will help you use your Cisco Unified IP Phone with the
Cisco Unified MeetingPlace Express service:
•
If service information (in this case, information about
Cisco Unified MeetingPlace Express meetings or participants) is visible on
your screen, you cannot use the numbered telephone keypad to respond to
prompts that you hear, except to press the * key to exit the prompt menu. To
respond to audible prompts:
– For Cisco Unified IP Phone 7940 series and Cisco Unified IP Phone
7960 series: First press the Services button to exit all services. Then
press the desired numbers on the telephone keypad.
– For Cisco Unified IP Phone 7970 series and Cisco IP Communicator:
Click the telephone icon at the top left of the screen, then press the
desired numbers on the telephone keypad.
•
The softkeys at the bottom of the screen change depending on the information
on the screen and on your role in the meeting (for example, meeting owner,
invited participant, current participant, or uninvolved person.)
•
You can return to the screen that you just came from at any time by pressing
the Back softkey.
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•
Press the more softkey to display more options that you can perform from a
particular screen.
Related Topics
•
Getting General Information About Using Your Cisco Unified IP Phone,
page 15-3
•
Getting Help on the Screen of Your Cisco Unified IP Phone, page 15-7.
Finding Meetings and Viewing Meeting Details on
the Screen of Your Cisco Unified IP Phone
This section includes the following topics:
•
Viewing Lists of Meetings on the Screen of Your Cisco Unified IP Phone,
page 15-8
•
Selecting Items from a List on the Screen of your Cisco Unified IP Phone,
page 15-6
•
Viewing Meeting Details on the Screen of Your Cisco Unified IP Phone,
page 15-10
•
Viewing Participant Information on the Screen of Your
Cisco Unified IP Phone, page 15-12
•
Identifying the Current Speaker on the Screen of Your
Cisco Unified IP Phone, page 15-16
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
Viewing Lists of Meetings on the Screen of Your
Cisco Unified IP Phone
You can view two lists of meetings:
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•
Viewing a List of Today’s Meetings on the Screen of Your
Cisco Unified IP Phone
•
Viewing a List of Continuous Meetings on the Screen of Your
Cisco Unified IP Phone
Who Can Perform These Tasks
Anyone with access to a Cisco Unified IP Phone with the
Cisco Unified MeetingPlace Express service enabled.
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
Viewing a List of Today’s Meetings on the Screen of Your Cisco Unified IP Phone
You can view a list of meetings that includes published meetings and meetings
that you scheduled or to which you are invited. This list includes past, present, and
future meetings that have been scheduled to occur between 12:00 midnight and
11:59 pm today. Meetings appear in chronological order.
Procedure
Step 1
Follow the instructions in the “Accessing the
Cisco Unified MeetingPlace Express Service on Your Cisco Unified IP Phone”
section on page 15-5.
Step 2
Press the number that appears beside Today’s Meetings in the list.
Note
Step 3
Meetings appear in chronological order.
To view all meetings in the list, you may need to use methods described in the
“Selecting Items from a List on the Screen of your Cisco Unified IP Phone”
section on page 15-6.
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Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
Viewing a List of Continuous Meetings on the Screen of Your
Cisco Unified IP Phone
A continuous meeting is a permanent meeting that is always in session, even after
everyone hangs up.
Procedure
Step 1
Follow the instructions in the “Accessing the
Cisco Unified MeetingPlace Express Service on Your Cisco Unified IP Phone”
section on page 15-5.
Step 2
Press the number that appears beside Continuous Meetings in the list.
Continuous meetings appear in the following order, based on the characters in the
subject of the meeting:
•
Special characters
•
Numbers in ascending order
•
Alphabetically
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
Viewing Meeting Details on the Screen of Your
Cisco Unified IP Phone
You can view information about any meeting that appears in the list of Today’s
Meetings or the list of continuous meetings, and for any meeting for which you
know the Meeting ID.
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You can see details including:
•
Meeting ID
•
Start time
•
Duration
•
Number of callers
•
Name of the meeting owner
•
Telephone number(s) that people can use to dial in to join the meeting
•
(For current meetings) whether recording is on or off
•
(For current meetings) whether the meeting is locked or unlocked
Who Can Perform This Task
Anyone with access to a Cisco Unified IP Phone with the
Cisco Unified MeetingPlace Express service enabled.
Procedure
Step 1
Access the Cisco Unified MeetingPlace Express service on your
Cisco Unified IP Phone. See the “Accessing the
Cisco Unified MeetingPlace Express Service on Your Cisco Unified IP Phone”
section on page 15-5.
Step 2
Select the meeting using one of the following methods:
•
If you do not know the meeting ID: Follow the procedure in the “Viewing
Lists of Meetings on the Screen of Your Cisco Unified IP Phone” section on
page 15-8. Then select the meeting that you want to view. For assistance, see
the “Selecting Items from a List on the Screen of your
Cisco Unified IP Phone” section on page 15-6.
•
If you know the meeting ID: Press 1, then use the numbers on your telephone
keypad to enter the meeting ID, then press the Submit softkey.
Meeting details appear on the screen. Labels at the bottom of the screen indicate
the options that you can perform by using the softkeys below the screen.
Step 3
Press the Navigation button on your phone (up and down arrows) to scroll down
or up to view all of the details.
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Step 4
Press a softkey at the bottom of the screen to perform a desired action.
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
•
Viewing Participant Information on the Screen of Your
Cisco Unified IP Phone, page 15-12
Viewing Participant Information on the Screen of Your
Cisco Unified IP Phone
Depending on your role in the meeting, you can perform some or all of the
following actions:
•
Viewing a Roster of Participants on the Screen of Your
Cisco Unified IP Phone, page 15-12
•
Viewing a List of Invitees on the Screen of Your Cisco Unified IP Phone,
page 15-14
•
Viewing Participant Details on the Screen of Your Cisco Unified IP Phone,
page 15-15
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
Viewing a Roster of Participants on the Screen of Your Cisco Unified IP Phone
When you view the roster of current participants, the roster shows the participants
present in the meeting at the moment that you view the list.
Note
The roster never reflects name changes made to the participant list in the
web meeting room.
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Before a meeting starts or after it ends, you can view a list of invited participants.
See the “Viewing a List of Invitees on the Screen of Your Cisco Unified IP Phone”
section on page 15-14.
Who Can Perform This Task
Only people who have joined the voice meeting as profiled users via their
Cisco Unified IP Phone can see the names of current participants.
However, anyone with access to a Cisco Unified IP Phone with the
Cisco Unified MeetingPlace Express service enabled can see a list of invitees.
Procedure
Step 1
Display the meeting details for the meeting in which you are interested. See the
“Viewing Meeting Details on the Screen of Your Cisco Unified IP Phone” section
on page 15-10. The meeting must be currently in session, as indicated by an @
symbol in front of the meeting subject in the list of meetings.
Step 2
Press the Roster softkey.
Step 3
If you have not joined the meeting as a profiled user, you see only a list of invitees.
If you have joined the meeting as a profiled user, you see a list of current
participants and invitees.
Step 4
Step 5
To determine the status of each user, look at the icon that appears to the left of
each name:
•
A telephone handset icon indicates a current participant on the telephone.
•
A telephone handset icon with an X beside it indicates a muted participant.
•
A monitor-and-keyboard icon indicates a participant who is in the web
meeting room.
•
Participants in the meeting may display more than one of these indicators.
•
Invitees who have not joined the meeting have no icon beside their names.
To update this list at any time, follow the procedure in the “Updating the Roster
of Participants on the Screen of Your Cisco Unified IP Phone” section on
page 15-14.
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Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
•
Viewing a List of Invitees on the Screen of Your Cisco Unified IP Phone,
page 15-14
Updating the Roster of Participants on the Screen of Your Cisco Unified IP Phone
When you view the roster of current participants, the roster shows the participants
present in the meeting at the moment that you view the list. If a roster has been
displayed on the screen for some time, it does not indicate that participants may
have joined or left the meeting. You can display the up-to-date list.
Who Can Perform This Task
Only people who have joined the voice meeting as profiled users via their
Cisco Unified IP Phone.
Procedure
•
Press the CurRstr softkey. (If you do not see a CurRstr softkey, press the
more softkey, then press the CurRstr softkey.)
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
•
Viewing a Roster of Participants on the Screen of Your
Cisco Unified IP Phone, page 15-12
Viewing a List of Invitees on the Screen of Your Cisco Unified IP Phone
You can view a list of people who were invited to a past, current, or future meeting
today.
Who Can Perform This Task
Anyone with access to a Cisco Unified IP Phone with the
Cisco Unified MeetingPlace Express service enabled.
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Procedure
Step 1
Display the meeting details for the meeting that you are interested in. See the
“Viewing Meeting Details on the Screen of Your Cisco Unified IP Phone” section
on page 15-10.
Step 2
Press the Invt softkey.
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
•
Viewing a Roster of Participants on the Screen of Your
Cisco Unified IP Phone, page 15-12
Viewing Participant Details on the Screen of Your Cisco Unified IP Phone
Participant details include the telephone number of the participant or invitee, if
the number is available.
Who Can Perform This Task
Anyone with access to a Cisco Unified IP Phone with the
Cisco Unified MeetingPlace Express service enabled.
Procedure
Step 1
Follow the instructions in the “Viewing a Roster of Participants on the Screen of
Your Cisco Unified IP Phone” section on page 15-12 or the “Viewing a List of
Invitees on the Screen of Your Cisco Unified IP Phone” section on page 15-14.
Step 2
Select the name of the participant to view. For assistance with this, see the
“Selecting Items from a List on the Screen of your Cisco Unified IP Phone”
section on page 15-6.
Step 3
Read the information on the screen.
Step 4
To return to the roster or list of invitees, press the Back softkey.
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Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
Identifying the Current Speaker on the Screen of Your
Cisco Unified IP Phone
At any time during a meeting that is in progress, you can see who is speaking at
that moment.
Who Can Perform This Task
Only people who have joined the voice meeting as profiled users via their
Cisco Unified IP Phone.
Procedure
Step 1
Follow the instructions in the “Viewing a Roster of Participants on the Screen of
Your Cisco Unified IP Phone” section on page 15-12.
Step 2
Press the CurSpkr softkey.
The name of the current speaker appears above the softkey labels at the bottom of
the screen, under the list of participants. If multiple people are speaking, you see
Multiple Speakers.
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
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Joining a Meeting via the
Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone
You can join a meeting that is in progress or scheduled to begin soon. (The exact
time that you can join a meeting depends on settings that the system administrator
makes.)
There are three ways to join a meeting:
•
Joining a Meeting When You Know the Meeting ID (Via the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone), page 15-17
•
Joining a Meeting When You Do Not Know the Meeting ID (Via the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone), page 15-19
•
Joining a Continuous Meeting Via the Cisco Unified MeetingPlace Express
Service on Your Cisco Unified IP Phone, page 15-20
Who Can Perform These Tasks
Cisco Unified MeetingPlace Express profiled users whose profiles allow them to
call out of meetings.
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
Joining a Meeting When You Know the Meeting ID (Via the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone)
Who Can Perform This Task
See the “Joining a Meeting via the Cisco Unified MeetingPlace Express Service
on Your Cisco Unified IP Phone” section on page 15-17.
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Procedure
Step 1
Follow the instructions in the “Accessing the
Cisco Unified MeetingPlace Express Service on Your Cisco Unified IP Phone”
section on page 15-5.
Step 2
Press 1 on the telephone keypad.
Step 3
Enter the meeting ID by using the number keys on the telephone keypad.
Step 4
Press the Submit softkey.
Step 5
If more than one meeting today has the meeting ID that you entered, you will see
a list of meetings that include that meeting ID. Select the meeting that is in
progress, as indicated by an @ symbol. For assistance in selecting a meeting, see
the “Selecting Items from a List on the Screen of your Cisco Unified IP Phone”
section on page 15-6.
Step 6
Press the Join softkey.
Step 7
If you see Enter meeting password, use the number keys on the telephone
keypad to enter the password, then press the Submit softkey. If the password
includes letters of the alphabet, look at the number keys on the telephone to
determine which number corresponds to each letter.
Step 8
When the phone rings, answer it.
Step 9
Follow the prompts that you hear.
Note
This procedure exits the Cisco Unified MeetingPlace Express service. To
use the service to perform another activity after you have joined the
meeting, you must access the service again.
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
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Joining a Meeting When You Do Not Know the Meeting ID (Via
the Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone)
If the meeting is a published meeting, if you scheduled it, or if you are invited to
it, you can attend the meeting using this method. If the meeting requires a
password, you must obtain the password from the meeting scheduler.
Who Can Perform This Task
See the “Joining a Meeting via the Cisco Unified MeetingPlace Express Service
on Your Cisco Unified IP Phone” section on page 15-17.
Procedure
Step 1
Follow the instructions in the “Viewing a List of Today’s Meetings on the Screen
of Your Cisco Unified IP Phone” section on page 15-9.
A list of meetings appears.
Step 2
Select the meeting to join. The meeting that you choose must be currently in
session, or a few minutes in the past or the future. Meetings that you can join now
are indicated with an @ symbol. For assistance, see the “Selecting Items from a
List on the Screen of your Cisco Unified IP Phone” section on page 15-6.
Step 3
Press the Join softkey to have the Cisco Unified MeetingPlace Express system
call you. If there is no Join button, it is too soon to attend the meeting, the meeting
is over, you have already joined the meeting, or you cannot join it.
Step 4
If you see Enter meeting password, use the number keys on the telephone
keypad to enter the password, then press the Submit softkey. If the password
includes letters of the alphabet, look at the number keys on the telephone to
determine which number corresponds to each letter.
Step 5
Follow the prompts that you hear.
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Note
This procedure exits the Cisco Unified MeetingPlace Express service. To
use the service to perform another activity after you have joined the
meeting, you must access the service again.
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
Joining a Continuous Meeting Via the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone
You can join a continuous meeting at any time. A continuous meeting is a
permanent meeting that is always in session, even after everyone leaves and hangs
up.
Who Can Perform This Task
See the “Joining a Meeting via the Cisco Unified MeetingPlace Express Service
on Your Cisco Unified IP Phone” section on page 15-17.
Procedure
Step 1
Follow the instructions in the “Viewing a List of Continuous Meetings on the
Screen of Your Cisco Unified IP Phone” section on page 15-10.
Step 2
Select the meeting that you want to join. For assistance, see the “Selecting Items
from a List on the Screen of your Cisco Unified IP Phone” section on page 15-6.
Step 3
Press the Join softkey.
Step 4
If you see Enter meeting password, use the number keys on the telephone
keypad to enter the password, then press the Submit softkey. If the password
includes letters of the alphabet, look at the number keys on the telephone to
determine which number corresponds to each letter.
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Step 5
Follow the prompts that you hear.
Note
This procedure exits the Cisco Unified MeetingPlace Express service. To
use the service to perform another activity after you have joined the
meeting, you must access the service again.
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
Starting a Reservationless Meeting via the
Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone
For complete information about reservationless meetings, see the “About
Reservationless Meetings” section on page 2-7.
Who Can Perform This Task
Cisco Unified MeetingPlace Express profiled users whose profiles allow them to
start reservationless meetings. If you do not see the option to start reservationless
meetings, your system administrator has not allowed you to start reservationless
meetings.
Procedure
Step 1
Follow the instructions in the “Accessing the
Cisco Unified MeetingPlace Express Service on Your Cisco Unified IP Phone”
section on page 15-5.
Step 2
Select Start Reservationless. For assistance, see the “Selecting Items from a List
on the Screen of your Cisco Unified IP Phone” section on page 15-6.
Step 3
Wait while Cisco Unified MeetingPlace Express starts your meeting.
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Step 4
Press the Join softkey.
Step 5
Answer the phone when it rings and follow the instructions that you hear.
Step 6
Give invitees the following information; for example, by sending them an e-mail
message:
•
The phone number(s) of your organization’s
Cisco Unified MeetingPlace Express system.
•
The meeting ID (your reservationless meeting ID), which is the same as your
phone profile number. (Keep your phone profile password confidential.)
•
If you created a password for this meeting, the meeting password.
Note
This procedure exits the Cisco Unified MeetingPlace Express service. To
use the service to perform another activity after you have joined the
meeting, you must access the service again.
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
•
About Reservationless Meetings, page 2-7
Muting and Unmuting Yourself By Using the
Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone
Who Can Perform This Task
Only people who have joined the voice meeting as profiled users using their
Cisco Unified IP Phone.
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Procedure
•
Follow the instructions in the “Muting and Unmuting a Participant (By Using
the Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone)” section on page 15-28. Choose your own name as
the participant to mute or unmute.
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
Managing a Meeting in Progress By Using the
Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone
The meeting owner can perform certain tasks during the meeting:
•
Viewing a Roster of Participants on the Screen of Your
Cisco Unified IP Phone, page 15-12
•
Changing the Entry and Exit Announcements By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone, page 15-24
•
About Locking Meetings to Prevent New Arrivals (By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone), page 15-25
•
Muting and Unmuting a Participant (By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone), page 15-28
•
Removing a Participant (By Using the Cisco Unified MeetingPlace Express
Service on Your Cisco Unified IP Phone), page 15-29
•
Recording a Meeting via the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-30
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Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
Changing the Entry and Exit Announcements By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone
When a participant arrives or departs a meeting, by default an announcement
plays the name of the new arrival into the meeting.
You can change the announcement options for a meeting that you scheduled that
is in progress or has not yet started.
For information about the options available, see the entries for Entry
Announcement and Exit Announcement in the “Standard Scheduling Parameters”
section on page 2-21.
Who Can Perform This Task
Only the meeting owner.
Procedure
Step 1
Use the instructions in the “Viewing Meeting Details on the Screen of Your
Cisco Unified IP Phone” section on page 15-10 to view the meeting details for the
meeting for which you want to change the announcements.
Step 2
If you do not see the Ancmnts softkey, press the more softkey.
Step 3
Press the Ancmnts softkey.
You see the current status of entry and exit announcements.
Step 4
Step 5
Select the announcement that you want to change:
•
To change the entry announcement, press 1 on the telephone keypad.
•
To change the exit announcement, press 2 on the telephone keypad.
Choose the announcement style you want:
•
To hear a beep plus the recorded name of the participant who is arriving or
departing, press 1.
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•
To hear only a beep when a participant arrives or departs, press 2.
•
To allow participants to arrive or depart silently, press 3.
Step 6
Press the Close softkey.
Step 7
To change the other announcement, repeat Step 4 through Step 6 in this process.
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
About Locking Meetings to Prevent New Arrivals (By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone)
Using the Cisco Unified MeetingPlace Express service, the meeting owner can
lock or unlock a meeting that is in progress to restrict entry to the meeting.
Using the Cisco Unified MeetingPlace Express service on your
Cisco Unified IP Phone, you can perform the following actions:
Note
•
Locking a Meeting to Prevent New Arrivals (By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone), page 15-26
•
Unlocking a Meeting (By Using the Cisco Unified MeetingPlace Express
Service on Your Cisco Unified IP Phone), page 15-27
For additional options related to locked meetings and admitting participants
selectively, see the “Which Locking Tasks Are Available Via Which Method of
Accessing Cisco Unified MeetingPlace Express” section on page 8-22.
Who Can Perform These Tasks
See the “Who Can Lock Meetings and Perform Related Activities” section on
page 8-20.
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Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
Locking a Meeting to Prevent New Arrivals (By Using the
Cisco Unified MeetingPlace Express Service on Your Cisco Unified IP Phone)
Who Can Perform This Task
See the “Who Can Lock Meetings and Perform Related Activities” section on
page 8-20.
Procedure
Step 1
Display the meeting details of the meeting you want to lock. See the “Viewing
Meeting Details on the Screen of Your Cisco Unified IP Phone” section on
page 15-10.
Step 2
If you do not see a Lock softkey, press the more softkey.
The Lock softkey will appear.
Step 3
Press the Lock softkey.
Step 4
Read the screen that appears, then press the Lock softkey.
Step 5
Make sure that the Cisco Unified MeetingPlace Express service is not active on
the screen of your phone. If you can see information about the service, you will
not be able to selectively admit participants who request entry.
•
For Cisco Unified IP Phone 7940 series and Cisco Unified IP Phone 7960
series: Press the Services button.
•
For Cisco Unified IP Phone 7970 series and Cisco IP Communicator: Click
the telephone icon at the top left of the screen.
Step 6
To selectively admit participants who request entry, see the “Handling Requests
for Entry to a Locked Meeting” section on page 8-26.
Step 7
To see other options for handling locked meetings, see the “Which Locking Tasks
Are Available Via Which Method of Accessing
Cisco Unified MeetingPlace Express” section on page 8-22.
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Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
•
About Locking Meetings to Prevent New Arrivals (By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone), page 15-25
•
Which Locking Tasks Are Available Via Which Method of Accessing
Cisco Unified MeetingPlace Express, page 8-22
Unlocking a Meeting (By Using the Cisco Unified MeetingPlace Express Service
on Your Cisco Unified IP Phone)
Who Can Perform This Task
See the “Who Can Lock Meetings and Perform Related Activities” section on
page 8-20.
Procedure
Step 1
View the meeting details of the meeting you want to lock. See the “Viewing
Meeting Details on the Screen of Your Cisco Unified IP Phone” section on
page 15-10.
Step 2
If you do not see a Lock softkey, press the more softkey.
The Lock softkey will appear.
Step 3
Press the Lock softkey.
A confirmation screen will appear.
Step 4
Press the Unlock softkey.
Step 5
Press the Close softkey to return to the meeting details screen.
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
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•
About Locking Meetings to Prevent New Arrivals (By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone), page 15-25
Muting and Unmuting a Participant (By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone)
Who Can Perform These Tasks
See the table in the “Muting and Unmuting Participants” section on page 8-37.
Muting a Participant Procedure
Step 1
Follow the instructions in the “Viewing Participant Details on the Screen of Your
Cisco Unified IP Phone” section on page 15-15 to view the details for the
participant to mute.
Step 2
Press the Mute softkey.
Step 3
Read the message that appears on the screen of the phone.
Step 4
Press the Close softkey to return to the roster.
Unmuting a Participant Procedure
Step 1
Follow the instructions in the “Viewing Participant Details on the Screen of Your
Cisco Unified IP Phone” section on page 15-15 to view the details for the
participant to unmute.
Step 2
Press the Unmute softkey.
Step 3
Read the message that appears on the screen of the phone.
Step 4
Press the Close softkey to return to the roster.
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Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
Removing a Participant (By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone)
Who Can Perform This Task
See the table in the “About Removing Participants From the Meeting” section on
page 8-31
Procedure
Step 1
Follow the instructions in the “Viewing Participant Details on the Screen of Your
Cisco Unified IP Phone” section on page 15-15 to view the details for the
participant to remove.
Step 2
Press the Drop softkey.
Step 3
Read the message that appears on the screen of the phone.
Step 4
Press the Close softkey to return to the roster.
Step 5
Consider locking the meeting to prevent the removed participant from reentering
the meeting. See the “About Locking Meetings to Restrict Further Entry” section
on page 8-19 or the “About Locking Meetings to Prevent New Arrivals (By Using
the Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone)” section on page 15-25.
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
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Recording a Meeting via the Cisco Unified MeetingPlace Express Service on Your Cisco Unified IP Phone
Recording a Meeting via the
Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone
The meeting owner can record the voice part of a meeting that is in progress.
Proceedings in the web meeting room are not recorded.
•
Starting Meeting Recording (By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone), page 15-30
•
Stopping Meeting Recording (By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone), page 15-31
Who Can Perform These Tasks
See the table in the “Accessing Recording Controls” section on page 12-2.
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
Starting Meeting Recording (By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone)
Who Can Perform This Task
See the table in the “Accessing Recording Controls” section on page 12-2.
Procedure
Step 1
Display the meeting details for the meeting that you want to record. See the
“Viewing Meeting Details on the Screen of Your Cisco Unified IP Phone” section
on page 15-10.
Step 2
If you do not see the Record softkey, press the more softkey.
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Step 3
Press the Record softkey.
Step 4
Read the screen that appears, then press the Record softkey.
You will hear an announcement that recording has started.
Step 5
Press the Close softkey to return to the meeting details screen.
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
•
Stopping Meeting Recording (By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone), page 15-31
Stopping Meeting Recording (By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone)
Who Can Perform This Task
See the table in the “Accessing Recording Controls” section on page 12-2.
Procedure
Step 1
Display the meeting details for the meeting that you want to record. See the
“Viewing Meeting Details on the Screen of Your Cisco Unified IP Phone” section
on page 15-10.
Step 2
If you do not see the Record softkey, press the more softkey.
Step 3
Press the Record softkey.
Step 4
Read the screen that appears, then press the Stop softkey.
You will hear an announcement that recording has stopped.
Step 5
Press the Close softkey to return to the meeting details screen.
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Modifying a Future Meeting (By Using the Cisco Unified MeetingPlace Express Service on Your
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
•
Starting Meeting Recording (By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone), page 15-30
Modifying a Future Meeting (By Using the
Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone)
Using the Cisco Unified MeetingPlace Express service on your
Cisco Unified IP Phone, you can make the following changes to a meeting that
has not yet started:
•
Changing the Entry and Exit Announcements By Using the
Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone, page 15-24
Who Can Perform This Task
Only the meeting owner.
Related Topics
•
Getting Started with the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-3
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Troubleshooting Using the Cisco Unified MeetingPlace Express Service on Your Cisco Unified IP Phone
Troubleshooting Using the
Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone
The following topics assist with troubleshooting common problems with the
Cisco Unified MeetingPlace Express service on your Cisco Unified IP Phone:
•
Unable to Log In to the Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone, page 15-33
•
What to Do If the Cisco Unified MeetingPlace Express Session on Your
Cisco Unified IP Phone Times Out, page 15-33
•
Unable to Access In-Session Features Although I Have Joined the Meeting,
page 15-34
•
Softkey Buttons Change While the System Processes Requests, page 15-34
Unable to Log In to the Cisco Unified MeetingPlace Express Service on Your
Cisco Unified IP Phone
Problem Logging into the Cisco Unified IP Phone does not work, or I get an error
(“user not recognized” or “profile does not exist.”)
Solution Go to the Cisco Unified MeetingPlace Express web URL for your
organization and log in using your username and password. This initializes your
profile in the Cisco Unified MeetingPlace Express system so that you can use the
telephone and Cisco Unified IP Phone service for
Cisco Unified MeetingPlace Express. Then you can try to log in to the
Cisco Unified IP Phone.
What to Do If the Cisco Unified MeetingPlace Express Session on Your
Cisco Unified IP Phone Times Out
Problem Your session times out when you are using the
Cisco Unified MeetingPlace Express service on your Cisco Unified IP Phone and
you want to continue working in Cisco Unified MeetingPlace Express.
Solution
Step 1
Press the Services button on your Cisco Unified IP Phone twice.
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Using the Telephone Keypad with the Cisco Unified MeetingPlace Express Service on Your Cisco Unified IP Phone
Depending on the model of your phone, this button may be a world icon or may
be labeled Services. See Getting General Information About Using Your
Cisco Unified IP Phone, page 15-3.
Step 2
To return to a task in progress, repeat the procedure that you originally followed.
Unable to Access In-Session Features Although I Have Joined the Meeting
Problem I have joined the meeting by telephone, but I cannot access in-session
features such as the list of current participants or the Mute feature.
Solution You can access in-session features only if you have joined the meeting
as a profiled user via your Cisco Unified IP Phone. If you joined the meeting by
dialing in and you entered as a guest (you did not enter your phone profile number
and password), the service has no way to associate the call with you. Therefore,
the service does not reflect that you have joined.
Softkey Buttons Change While the System Processes Requests
Problem (Cisco IP Communicator and Cisco Unified IP Phone Model 7970
phones only) After I press a softkey button, the button changes for a few moments.
Solution This is normal. The button will return to normal when the system finishes
processing your request.
Using the Telephone Keypad with the
Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone
If the Cisco Unified MeetingPlace Express service is displayed on the screen of
your Cisco Unified IP Phone and you need to use the telephone keypad (for
example, to make a phone call, or to respond to voice prompts, or to use telephone
commands), then you must perform one of the following procedures before you
can perform those actions:
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•
Procedure for Cisco Unified IP Phone 7940 Series and
Cisco Unified IP Phone 7960 Series Phones
•
Procedure for Cisco Unified IP Phone 7970 Series Phones and
Cisco IP Communicator
Procedure for Cisco Unified IP Phone 7940 Series and Cisco Unified IP Phone 7960 Series
Phones
Step 1
Press the Services button.
Depending on the model of your phone, this button may or may not be labeled
Services. See Getting General Information About Using Your
Cisco Unified IP Phone, page 15-3.
Procedure for Cisco Unified IP Phone 7970 Series Phones and Cisco IP Communicator
Step 1
Click the telephone icon at the top left of the screen.
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16
Troubleshooting and Getting Help
Topics include:
•
Getting the Most Current Documentation, page 16-1
•
Problems Logging In, page 16-2
•
Problems Scheduling Meetings, page 16-3
•
Problems Finding Meetings, page 16-4
•
Problems Joining Meetings, page 16-5
•
Problems During the Meeting, page 16-9
•
Troubleshooting Using the Cisco Unified MeetingPlace Express Service on
Your Cisco Unified IP Phone, page 15-33
•
Getting Help From a Live Attendant, page 16-15
Getting the Most Current Documentation
The most current version of this documentation may have helpful information that
was not available at the time this version was published.
To get current documentation, see About End-User Help and Documentation,
page 1-23.
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Troubleshooting and Getting Help
Problems Logging In
Problems Logging In
Note
All the information in this section applies only to participants in the full web
meeting room or the lite web meeting room. It does not apply to participants in
the share-only web meeting room.
Problem I cannot log in to Cisco Unified MeetingPlace Express by telephone or
the Cisco Unified MeetingPlace Express service on my Cisco Unified IP Phone,
or I get an error when I log in (“user not recognized” or “profile does not exist.”)
Solution Go first to your organization’s Cisco Unified MeetingPlace Express web
URL and log in using your username and password. This initializes your profile
in the Cisco Unified MeetingPlace Express system so that you can use the
telephone and the Cisco Unified MeetingPlace Express service on your
Cisco Unified IP Phone. If you are still unable to log in, contact your
Cisco Unified MeetingPlace Express system administrator.
Problem I cannot log in.
Solution
•
Contact your Cisco Unified MeetingPlace Express system administrator.
•
You may have reached the maximum number of unsuccessful log in attempts.
If this is the case, you must ask your Cisco Unified MeetingPlace Express
system administrator to “unlock your profile.”
Problem I checked the Remember Me check box and now when I try to log in,
my log in entries get erased and I cannot log in.
Solution Close the browser window and open a new one, then enter your
organization’s Cisco Unified MeetingPlace Express URL again. If you want to
cancel the Remember Me feature on your computer, see About the Remember
Password Feature, page 1-16.
Problem I checked the Remember Me check box and I need to log in with a
different username.
Solution Cancel the Remember Me feature on your computer. See About the
Remember Password Feature, page 1-16.
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Problems Scheduling Meetings
Related Topics
•
Problems with Passwords, page 16-7
•
Troubleshooting and Getting Help, page 16-1
Problems Scheduling Meetings
Note
All the information in this section applies only to participants in the full web
meeting room or the lite web meeting room. It does not apply to participants in
the share-only web meeting room.
Problem When I try to schedule a meeting, I receive an error: “Schedule meeting
failed.”
Solution Cisco Unified MeetingPlace Express was unable to schedule your
meeting for the reason or reasons indicated. Use the tips provided to try again to
reschedule your meeting. Some common reasons for scheduling failure include:
•
You did not enter all required information.
•
If you specified a Meeting ID, the Meeting ID you specified is not unique for
the date, time, and duration for which you are scheduling the meeting. Try
changing the meeting ID.
•
There are not enough resources available on the
Cisco Unified MeetingPlace Express system at the date and time for which
you are scheduling the meeting. Try choosing a different date or time, or
entering a smaller number of participants, if this is feasible.
Problem I am trying to schedule a recurring meeting, but only a single meeting is
scheduled.
Solution Make sure that you have specified a number of occurrences that is greater
than one or an end date that is after today.
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Problems Finding Meetings
Problem I’m trying to schedule a meeting with a certain Meeting ID, but I receive
an error that the Meeting ID is unavailable. I know that there are no other meetings
that include that meeting ID at the time I am trying to schedule.
Solution In order to allow participants to join a meeting shortly before the meeting
officially begins, and to enable a meeting to be extended if necessary, the actual
duration that the system reserves for a meeting may be longer than the time that
the scheduler specifies. Therefore, it may not be possible to schedule two
meetings that include the same Meeting ID very close together. The
Cisco Unified MeetingPlace Express system administrator makes the settings that
affect this functionality.
Related Topics
•
Problems With Meeting Invitations, page 16-6
Problems Finding Meetings
Note
All the information in this section applies only to participants in the full web
meeting room or the lite web meeting room. It does not apply to participants in
the share-only web meeting room.
Problem I want to find my meetings, but the My Meetings option does not appear
in the Find Meeting web page.
Solution In order to see the My Meetings option, you must log in.
Problem The meeting I am looking for does not appear on the list, but I know it
should be there.
Solution
•
The list of meetings may be too long to fit on one screen. Click the links at
the bottom of the list to see more meetings in the lists.
•
Make sure you have selected the correct radio button for the type of meeting
or recording to find.
•
Check the date range of your search. Be sure you entered the year using four
digits.
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Problems Joining Meetings
•
If you are searching for published meetings, the meeting may not be a
published meeting.
Problems Joining Meetings
•
General Problems, page 16-5
•
Problems With Meeting Invitations, page 16-6
•
Problems with Passwords, page 16-7
•
Problems Joining the Web Meeting Room, page 16-7
Related Topics
•
Troubleshooting and Getting Help, page 16-1
General Problems
Note
All the information in this section applies only to participants in the full web
meeting room or the lite web meeting room. It doesnot apply to participants in the
share-only web meeting room.
Problem I cannot join a meeting.
Solution
•
Contact the meeting scheduler for the current correct meeting information.
•
Your Cisco Unified MeetingPlace Express system may not have enough
capacity to accommodate you at this time. You can try again later to join the
meeting and see if capacity has become available.
Problem I have my profile set to Find Me at my pager number, but
Cisco Unified MeetingPlace Express never calls me when it should.
Solution Contact your Cisco Unified MeetingPlace Express system administrator.
Related Topics
•
Problems Joining Meetings, page 16-5
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Problems Joining Meetings
Problems With Meeting Invitations
Note
All the information in this section applies only to participants in the full web
meeting room or the lite web meeting room. It does not apply to participants in
the share-only web meeting room.
Problem I am not receiving meeting notifications to meetings that I am invited to.
Solution Possible reasons for this include:
•
Your e-mail address may not be entered correctly in your profile.
•
The meeting scheduler may have entered your e-mail address incorrectly
when scheduling the meeting.
•
Your system administrator may have set options that prevent you from
receiving some or all meeting invitations.
•
Network or other problems may exist; contact your system administrator.
Problem Some or all of the people I invite to my meetings do not receive
notifications or updated invitations.
Solution Possible reasons for this include:
•
Your invitees’ e-mail addresses may not be entered correctly in their profiles.
•
You may not have entered invitees’ e-mail addresses correctly when you
scheduled the meeting.
•
Your system administrator may have set options that prevent some recipients
from receiving some or all meeting invitations, or that prevent e-mail
invitations from being sent when you schedule or reschedule meetings.
Related Topics
•
Problems Joining Meetings, page 16-5
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Problems Joining Meetings
Problems with Passwords
Note
All the information in this section applies only to participants in the full web
meeting room or the lite web meeting room. It does not apply to participants in
the share-only web meeting room.
Problem I have forgotten my password.
Solution Contact your system administrator.
Problem My password does not work.
Solution Check the following:
•
Passwords are case sensitive.
•
Make sure you have entered the correct password; every profiled user has two
passwords.
Problem I do not have the meeting password.
Solution Check to see if the password is specified in an e-mailed meeting
invitation. If it is not, or you did not receive a meeting invitation, contact the
person who scheduled the meeting.
Related Topics
•
Problems Joining Meetings, page 16-5
Problems Joining the Web Meeting Room
Note
The information in this topic applies only to participants in the full web meeting
room or the share-only web meeting room. It does not apply to participants in the
lite web meeting room.
Problem I cannot join the web meeting room
Solution
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Problems Joining Meetings
•
Run the Browser Test to be sure your computer and software are compatible
with the web meeting room. For information, see Setting Up to Join the Web
Meeting Room, page 4-1.
•
If you downloaded the correct version of the Macromedia Flash Player during
the browser test: After the player is installed, close all browser windows, then
open a new browser window and try again to connect to the meeting.
•
Verify that your internet connection is working properly: Verify that you can
connect successfully other web sites.
•
Disable any popup blockers or unblock the
Cisco Unified MeetingPlace Express URL to access the meeting.
•
Try clearing the cache of your browser.
•
Try connecting from another computer.
•
There may be issues on the meeting presenter's side or an issue with the event.
•
Some companies use proxy servers to control internet access. If you are
accessing the meeting from behind a proxy server and you are using
Microsoft Internet Explorer, perform the following steps:
a.
Within Microsoft Internet Explorer select Tools > Internet Options >
Advanced tab.
b.
Enable the setting Use HTTP 1.1 through proxy connections and click OK.
c.
Close all browser windows and re-open them.
d.
Try again to connect to the meeting.
If you are using another browser, see the documentation for that browser.
•
Your Cisco Unified MeetingPlace Express system may not have enough
capacity to accommodate you. You can try again later to join the web
conference and see if capacity has become available.
•
If for some reason you are unable to obtain the correct version of Macromedia
Flash Player by running the Browser Test:
a.
Visit
http://www.macromedia.com/shockwave/download/download.cgi?P1_Prod_
Version=ShockwaveFlash and click the Install Now button.
b.
After the player is installed, close all browser windows, then re-open them.
c.
Try again to connect to the meeting.
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Problems During the Meeting
•
Note
If all else fails, contact your Cisco Unified MeetingPlace Express system
administrator.
The information in this topic applies only to participants in the full web meeting
room or the share-only web meeting room. It does not apply to participants in the
lite web meeting room.
Problem I’ve already downloaded the Macromedia Flash Player and
Cisco Unified MeetingPlace Express is prompting me to download it again.
Solution If you have multiple browsers installed on your computer, you will be
prompted to download the Flash Player the first time you use each browser to join
the web meeting room.
Note
The information in this topic applies only to participants in the full web meeting
room or the lite web meeting room. It does not apply to participants in the
share-only web meeting room.
Problem I have requested to join a locked meeting but nothing is happening. I
know I’m welcome in the meeting.
Solution The presenter may not be able to interrupt the presentation just now. Or
the presenter may not see your entry request. See if you can reach the presenter or
another participant via another method.
Related Topics
•
Problems Joining Meetings, page 16-5
Problems During the Meeting
•
Problems in the Web Meeting Room, page 16-10
•
Problems in the Voice Meeting, page 16-14
Related Topics
•
Troubleshooting and Getting Help, page 16-1
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Problems During the Meeting
Problems in the Web Meeting Room
•
General Problems, page 16-10
•
Problems Sharing Your Screen, page 16-13
Related Topics
•
Problems During the Meeting, page 16-9
General Problems
Note
The information in the following topic only applies to participants in the full web
meeting room or the share-only web meeting room. It does not apply to
participants in the lite web meeting room.
Problem My web meeting room is breaking up or redrawing very slowly, or does
not stay connected.
Solution Try the following:
•
Make sure that you are not using any other applications or processes that are
network-intensive. For example, do not download video files from the
internet while you are attending a meeting.
•
Choose Help > Connection Status to verify that your connection is adequate.
If not, try choosing a lower bandwidth. See Setting Your Connection Speed
to the Web Meeting Room, page 7-18.
•
If you are attending via modem, make sure that you are not doing any other
activity that uses the available modem bandwidth.
•
If you continue to experience network connection problems, ask the meeting
moderator to reduce the speed of the web meeting room connection using
methods described in Optimizing the Web Meeting Room Bandwidth,
page 8-48.
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Problems During the Meeting
Note
The information in the following topic only applies to participants in the full web
meeting room or the share-only web meeting room. It does not apply to
participants in the lite web meeting room.
Problem Sometimes a black screen appears when someone is sharing.
Solution This is normal. The share pod area is black while the person who will
present is selecting the content to share.
Note
The information in the following topic only applies to participants in the full web
meeting room or the lite web meeting room. It does not apply to participants in
the share-only web meeting room.
Problem Buttons and options are missing from my view of the web meeting room.
Solution You may not have the permission level that you expect to have. Compare
the icon beside your name in the participant list with the icons described in Icons
in the Participant List, page 6-22. You can send a message to the moderator, or ask
in the meeting, to request a different permission level.
Note
The information in the following topic only applies to participants in the full web
meeting room or the lite web meeting room. It does not apply to participants in
the share-only web meeting room.
Problem Volume and mute controls in the participant list are dimmed.
Solution Whether the participant is yourself or another participant whose volume
you are trying to change:
•
If the participant has not already joined via telephone, voice options are not
available when the name of that participant is selected.
•
If the participant has joined the web and voice meetings separately, the
participant will be listed twice unless a moderator has merged the instances.
The voice controls will be dimmed if you select the instance that has joined
the web meeting. To modify voice options, first merge the two instances, or
select the instance that has joined the voice meeting.
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Problems During the Meeting
•
Note
If you have selected multiple participants in the list, if any of the selected
participants appears in the list as a web-only participant, deselect that entry
in the list.
The information in the following topic only applies to participants in the full web
meeting room or the lite web meeting room. It does not apply to participants in
the share-only web meeting room.
Problem I am a Cisco Unified MeetingPlace Express profiled user but I enter the
web meeting room with only presenter permissions. I should have moderator
privileges.
Solution Make sure you have logged in as a profiled user. If you enter as a guest
user, you will have only presenter permissions.
Note
The information in the following topic ony applies to participants in the full web
meeting room or the lite web meeting room. It does not apply to participants in
the share-only web meeting room.
Problem A participant appears twice in the participant list.
Solution This can be caused by one of the following:
•
A participant has dialed in to join the meeting instead of dialing out to himself
from it. Participants with moderator permissions can merge two entries that
are known to be the same participant. See Merging Two Instances of a
Participant in the Participant List, page 8-3.
•
A guest user has dialed in to the meeting, been renamed in the participant list,
then left the conference. If the guest dials in again, the person enters as a
separate entity.
•
A participant has entered the voice and web meetings separately, and entered
the meeting in one instance as a profiled user (by logging in), but entered the
other instance as a guest (without logging in.) Or the participant has entered
in both instances as guest.
Related Topics
•
Problems During the Meeting, page 16-9
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Problems During the Meeting
Problems Sharing Your Screen
Note
All the information in this section applies only to participants in the full web
meeting room or the share-only web meeting room. It does not apply to
participants in the lite web meeting room.
Problem I get an error when I try to download the
Cisco Unified MeetingPlace Express Presenter Add-in from inside the web
meeting room.
Solution
•
Follow the instructions for downloading the add-in in Setting Up to Join the
Web Meeting Room, page 4-1.
•
If you are still unable to install the add-in, contact your system administrator.
The cause may be one of the following:
– You may lack the appropriate permissions to install an application on a
local hard drive.
– Some antivirus software prevents the installation of an executable file on
a local hard drive.
Problem I cannot share my screen or a document.
Solution
•
Ensure you are a presenter or moderator by checking the participant list. Roll
your mouse over the icons to the left of your name to see your permission
level.
•
Presenters and moderators must download the
Cisco Unified MeetingPlace Express Presenter Add-in in order to have
sharing ability. To get the add-in, follow the procedure in Setting Up to Join
the Web Meeting Room, page 4-1. Be sure to click the button to download the
Cisco Unified MeetingPlace Express Presenter Add-in.
•
If you are using Microsoft Internet Explorer, be sure that you have the latest
version of Internet Explorer installed. If it is not possible to update, and you
have an older version such as Internet Explorer 5, make sure the browser
certification is current. Check the Microsoft Windows Update web site, for
Root Certification Update under the operating system section.
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Problems During the Meeting
Problem I’m sharing my screen, but participants see only a blue box with a
checked pattern.
Solution If you are sharing one application, rather than the entire screen, that
application must be visible on your screen at all times. You may be sharing a
document or application that is not at the front of your screen. Click the document
or application that you want to share, in order to bring it to the front for sharing.
Related Topics
•
Problems During the Meeting, page 16-9
Problems in the Voice Meeting
Note
All the information in this section applies only to participants in the full web
meeting room or the lite web meeting room. It does not apply to participants in
thr share-only web meeting room.
Problem Some participants’ voices are very low and no one can hear them.
Solution Increase the input volume of those participants. See Changing the
Volume of Individual Participants, page 8-39.
Problem There is a lot of unwanted noise in the meeting.
Solution
a.
Determine the source of the noise: Select all participants and mute them, then
unmute them one by one until you hear the unwanted noise. For instructions,
see Muting and Unmuting Participants via the Web Meeting Room,
page 8-38.
b.
Mute the offending line, or
c.
Reduce the input volume of those participants. See Changing the Volume of
Individual Participants, page 8-39.
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Getting Help From a Live Attendant
Problem I do not hear some participants’ name when they enter or exit the
meeting, even though the announcement options are set to Beep + Name.
Solution The participant's name was probably not recorded when the participant
logged in to the system. All participants are prompted to record their name when
they join a meeting via voice. If you require that all voice meeting participants
identify themselves by name, tell the participants that they must record their
names when they hear the prompt.
Problem I’m trying to use telephone commands, but when I press the numbered
buttons, nothing happens.
Solution If you have been using the Cisco Unified MeetingPlace Express service
on your Cisco Unified IP Phone and service information is visible on the screen
of the phone, you cannot enter commands from the telephone keypad. You must
first do the following:
•
For Cisco Unified IP Phone 7940 series and Cisco Unified IP Phone 7960
series: To respond to telephone prompts, first press the Services button to exit
all services. Then push the desired numbers on the telephone keypad.
•
For Cisco Unified IP Phone 7970 series and Cisco IP Communicator: Click
the telephone icon at the top left of the screen, then push the desired numbers
on the telephone keypad.
Related Topics
•
Problems During the Meeting, page 16-9
Getting Help From a Live Attendant
Note
The information in this topic only applies to participants in the full web meeting
room or the lite web meeting room. It does not apply to participants in the
share-only web meeting room.
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Getting Help From a Live Attendant
If your organization has enabled the following feature, you can obtain human
assistance by telephone using the following procedure. Otherwise, contact your
system administrator for assistance.
If You Are Not Already in a Voice Meeting
Step 1
If you are not already in a voice meeting, dial your organization’s
Cisco Unified MeetingPlace Express phone number.
Step 2
Press 0 (Zero), then # (Pound).
If You Are Currently in a Voice Meeting
•
Press # (Pound), then 0 (Zero).
Related Topics
•
Getting the Most Current Documentation, page 16-1
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A P P E N D I X
A
Telephone Commands
This section gives an overview of the actions and commands available via any
touch-tone telephone.
•
Telephone Commands—Entering Cisco Unified MeetingPlace Express,
page A-1
•
Telephone Commands—Meetings in Progress, page A-3
•
Telephone Commands—Breakout Sessions, page A-7
Telephone Commands—Entering
Cisco Unified MeetingPlace Express
When you first dial the telephone number of your organization’s
Cisco Unified MeetingPlace Express system,
Cisco Unified MeetingPlace Express offers the following options:
Who Can Perform These Tasks
Unless otherwise noted, anyone can perform the following tasks.
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Appendix A
Telephone Commands
Telephone Commands—Entering Cisco Unified MeetingPlace Express
On Your Telephone
Keypad, Press This
Key Sequence
For More Information, See
Hear a list of options
available via your telephone
at this point in the options
tree.
#
—
Request assistance. This
option may not be available
on your
Cisco Unified MeetingPlace
Express system.
0#
Getting Help From a Live
Attendant, page 16-15
Join a meeting in progress as
a guest user
Meeting ID
number, then #,
then follow the
prompts that you
hear
About Joining Voice
Meetings By Dialing In,
page 4-16
Join a meeting in progress as
a
Cisco Unified MeetingPlace
Express profiled user.
2#, then follow the
prompts that you
hear
About Joining Voice
Meetings By Dialing In,
page 4-16
1#, then follow the
prompts that you
hear.
Starting a Reservationless
Meeting by Dialing In
From Any Phone,
page 2-14
To Do This Action
You will need your phone
profile number and password.
Start a reservationless
meeting or an immediate
meeting
(Cisco Unified MeetingPlace What you hear
Express profiled users only.) depends on settings Starting an Immediate
Meeting Using Your
that your Cisco
You will need your phone
Telephone, page 2-17
Unified
profile number and password.
MeetingPlace
Express system
administrator has
made in your
profile.
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Telephone Commands
Telephone Commands—Meetings in Progress
On Your Telephone
Keypad, Press This
Key Sequence
To Do This Action
For More Information, See
2#, then follow the
prompts that you
hear
Recording Your Profile
Name, page 14-14
2#, then follow the
prompts that you
hear
Changing Your Phone
Password By Dialing In,
page 14-11
Change the menu prompts
that you hear to the second
language available1 2
3#
More Options
(Scheduling Parameters),
page 2-32
Change the menu prompts
that you hear to the third
language available1 2
4#
More Options
(Scheduling Parameters),
page 2-32
Change the menu prompts
that you hear to the fourth
language available1 2
5#
More Options
(Scheduling Parameters),
page 2-32
Record your name for your
profile.
You will need your phone
profile number and password.
Change your phone profile
password
You will need your phone
profile number and password.
1. The first language available is the language that is currently being used.
2. This option is only available if your system is configured with multiple languages.
Related Topics
•
Telephone Commands—Meetings in Progress, page A-3
Telephone Commands—Meetings in Progress
While you are attending a meeting, you can perform the actions in the following
table by pressing keys on your telephone keypad.
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Appendix A
Telephone Commands
Telephone Commands—Meetings in Progress
Note
If you are using a Cisco Unified IP Phone and you have been using the
Cisco Unified MeetingPlace Express service and you want to use any of the
telephone keypad commands described in this topic:
•
For Cisco Unified IP Phone 7940 series and Cisco Unified IP Phone 7960
series: Exit the Cisco Unified MeetingPlace Express service by pressing the
Services button on your phone.
•
For Cisco Unified IP Phone 7970 series and Cisco IP Communicator: Click
the telephone icon at the top left of the screen of your telephone.
Who Can Perform These Tasks
Unless otherwise noted, any participant can perform the following tasks.
On Your Telephone
Keypad, Press This
Key Sequence
For More Information,
See
Hear a list of options available
via your telephone keypad at
this point.
#
—
Request assistance.
#0
Getting Help From a
Live Attendant,
page 16-15
#1, then the number
of the breakout
session. The session
number must be
between 1 and 9. All
participants who want
to join the breakout
session must use the
same session number.
Starting or Joining
Voice Breakout
Sessions, page 11-1
To Do This Action
This option may not be
available on your
Cisco Unified MeetingPlace Ex
press system.
Start or join a voice-only
breakout session (a private
meeting-within-a-meeting.)
The web meeting room is not
involved in breakout sessions.)
Telephone
Commands—Breako
ut Sessions, page A-7
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Telephone Commands
Telephone Commands—Meetings in Progress
To Do This Action
Learn the number of
participants attending the
meeting.
On Your Telephone
Keypad, Press This
Key Sequence
For More Information,
See
#2
—
#2
—
#21
—
Only you will hear this
information; other participants
will not be disturbed.
Hear the names of the most
recent speakers.
Only you will hear the names;
other participants will not be
disturbed.
Hear a roll call of all
participants (up to 120)
Only you will hear the roll call;
other participants will not be
disturbed.
#3, then press 1. Enter Dialing Out from
the phone number to your Telephone to
Add a Participant,
dial, then press #.
Depending on settings that your
page 8-16
system administrator makes,
this feature may not be available
to you.
Call out to bring another
participant into the meeting.
#3, then press 3.
Call all invitees who are
profiled users and who have not
yet joined the meeting.
Depending on settings that your
system administrator makes,
this feature may not be available
to you.
Dialing Out from
Your Phone to Add
All Missing Profiled
Invitees, page 8-19
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Appendix A
Telephone Commands
Telephone Commands—Meetings in Progress
To Do This Action
On Your Telephone
Keypad, Press This
Key Sequence
#41
Lock the meeting to prevent
new arrivals from attending the
meeting, or unlock the meeting
to allow new arrivals to join.
For More Information,
See
About Locking
Meetings to Restrict
Further Entry,
page 8-19
Admit a person who is
requesting entry to a locked
meeting
#42, then follow the Handling Requests
prompts that you hear. for Entry to a Locked
Meeting, page 8-30
Remove the most recent arrival
#43
About Removing
Participants From the
Meeting, page 8-31
Mute or unmute yourself
#5
Muting and Unmuting
Yourself, page 7-4
Start or stop recording
#61
Recording Meetings,
page 12-1
End the meeting.
#83, then follow the About Ending
prompts that you hear. Meetings, page 8-52
Guest participants cannot hear
or use this option.
Exit the meeting and return to #9
the main
Cisco Unified MeetingPlace Ex
press menu
—
Rejoin the meeting that you
*
were in before you pressed the #
key.
—
Related Topics
•
Telephone Commands—Breakout Sessions, page A-7
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Telephone Commands
Telephone Commands—Meetings in Progress
Telephone Commands—Breakout Sessions
After you have joined a breakout session using the procedure described in the
table above, you can use the following telephone commands to perform actions in
the breakout session:
On Your Telephone
Keypad, Press This Key
Sequence
For More Information,
See
Hear a list of options
available in a breakout
session at this point in the
options tree.
#
—
Request assistance.
#0
Getting Help From a
Live Attendant,
page 16-15
Leave the breakout session
and return to the main
meeting
#10
—
Leave the breakout session
and join a different breakout
session
—
#1, then press the
number (1 through 9) of
the breakout session to
join.
Learn the number of
participants attending the
meeting (including both the
main meeting and any
breakout sessions)
#2
To Do This Action
This option may not be
available on your
Cisco Unified MeetingPlace
Express system.
—
Only you will hear the
information; other
participants will not be
disturbed.
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Appendix A
Telephone Commands
Telephone Commands—Meetings in Progress
On Your Telephone
Keypad, Press This Key
Sequence
For More Information,
See
#21
—
Lock the breakout session to
prevent new arrivals from
attending the session, or
unlock the session to allow
new arrivals to join.
#41
About Locking
Meetings to Restrict
Further Entry,
page 8-19
Mute or unmute yourself
#5
Muting and Unmuting
Yourself, page 7-4
Rejoin the breakout session
that you were in before you
pressed the # key.
*
—
To Do This Action
Hear the names of
participants in the main
meeting and in the breakout
session.
Only you will hear this
information; other
participants will not be
disturbed.
Related Topics
•
Telephone Commands—Meetings in Progress, page A-3
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GLOSSARY
A
attendant
A person whom the Cisco Unified MeetingPlace Express system administrator
has given privileges to reschedule all meetings and end all meetings via the
Meeting Details web page. Attendants can perform limited system administrator
tasks, such as viewing alarms and reports, in the Administration Center.
audience
One of three permission levels in the Cisco Unified MeetingPlace Express
web meeting room. A person who has audience privileges has limited
permissions during a meeting. Other permission levels are presenter and
moderator. For more information about the privileges associated with each
permission level, see About Permission Levels in the Web Meeting Room, page
6-5.
B
breakout session
A breakout session is a voice-only meeting within a meeting. This feature is
useful if you want to meet privately with some of the other participants in the
meeting, for example if you want to take a discussion offline and then return to
the main meeting with a decision.
browser test
A test that you should run before you join the web meeting room, especially the
first time you plan to join a meeting. This test verifies that your computer can
properly display the web meeting room.
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GL-1
Glossary
C
chat pod
A pod in the Cisco Unified MeetingPlace Express full web meeting room that
allows meeting participants to send messages to one another.
Cisco Unified
MeetingPlace
Express service on
your Cisco Unified IP
Phone
A Cisco Unified IP Phone has a screen and buttons that standard telephones do
not have. If you have a Cisco Unified IP Phone and your system administrator
has configured Cisco Unified MeetingPlace Express to support the service
feature, you can use buttons and options on the screen of your
Cisco Unified IP Phone to start reservationless meetings, join meetings, view
meeting details, and perform some in-meeting functions.
continuous meeting A permanent meeting that is always in session, even after everyone leaves and
hangs up.
D
delegate
A person whom you have authorized, or your system administrator has
authorized, to schedule and reschedule meetings on your behalf. The system
administrator determines who can be a delegate.
dial in
Call the telephone number of your Cisco Unified MeetingPlace Express system
and respond to voice prompts that you hear.
dial out
Have Cisco Unified MeetingPlace Express call you. After you answer the call,
you respond to voice prompts that you hear.
F
full web meeting
room
Some or all Cisco Unified MeetingPlace Express meetings use this
configuration of the web meeting room. The full web meeting room includes all
functionality available in the lite web meeting room, plus the ability to share and
annotate content on your computer via the share pod, chat with other participants
in the meeting via the chat pod, and post notes via the note pod. The features
available to each participant depend on the permission level of that participant.
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Glossary
G
guest user
A user who does not have a Cisco Unified MeetingPlace Express profile, or who
does not log in to a meeting or the Cisco Unified MeetingPlace Express system
with their Cisco Unified MeetingPlace Express username or phone profile
number and password.
I
immediate meeting
A meeting that is scheduled to start immediately. Any profiled user can schedule
immediate meetings via web browser. If you schedule an immediate meetings
via web browser, you have all of the scheduling flexibility of any scheduled
meeting. Compare to reservationless meeting.
Immediate meetings that you start by dialing in are similar to reservationless
meetings, but are available only to profiled users whose profiles do not allow
them to start reservationless meetings.
L
lite web meeting
room
Some or all Cisco Unified MeetingPlace Express meetings use this
configuration of the web meeting room. The lite web meeting room includes a
participant list and meeting- and participant-management functionality. The
features available to each participant depend on the permission level of that
participant.
M
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Glossary
meeting ID
The number that uniquely identifies a meeting for the date, time, and duration
for which it is scheduled.
moderator
One of three permission levels in the Cisco Unified MeetingPlace Express
web meeting room. A participant who has moderator privileges can perform all
activities in the Cisco Unified MeetingPlace Express web meeting room. All
participants who enter a meeting with their Cisco Unified MeetingPlace Express
profile (that is, who enter their Cisco Unified MeetingPlace Express username
and password) have moderator privileges. Other permission levels are audience
and presenter. For more information about the privileges associated with each
permission level, see About Permission Levels in the Web Meeting Room, page
6-5.
N
note pod
A pod in the Cisco Unified MeetingPlace Express full web meeting room where
meeting participants can write notes that will be seen by everyone in the
meeting.
notification
An e-mailed invitation that you may receive when someone invites you to a
Cisco Unified MeetingPlace Express meeting. You may also receive an
invitation for meetings that you schedule. Invitations are not sent for
reservationless meetings.
If a meeting includes the full web meeting room, the term “notification” can also
refer to the pop-up notifier that a participant sees if he is viewing the share pod
full screen, has enabled chat notifications, and receives a text message.
O
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Glossary
outdial
Have Cisco Unified MeetingPlace Express call you (or another person) at either
the telephone number in your profile or at a telephone number that you provide
when you make the request to have Cisco Unified MeetingPlace Express call
your number. Depending on settings that the system administrator makes, not all
users may have Cisco Unified MeetingPlace Express dial out to them.
owner
Usually the owner of a meeting is the meeting scheduler. However, if a delegate
schedules a meeting on behalf of another user, that user is the owner of the
meeting, even though the delegate is the meeting scheduler.
P
participant
Anyone who is attending a meeting, regardless of the permission level of that
person.
participant list
The list of participants that appears in the web meeting room. On the
Cisco Unified IP Phone, similar information is called the roster.
password
There are three types of passwords in Cisco Unified MeetingPlace Express.
Every profiled user has two passwords: one password that is associated with
their username, which is used to log in to the
Cisco Unified MeetingPlace Express web pages, and one password that is
associated with their phone profile number, which is used to log in when they
dial in using a touch-tone telephone or use the
Cisco Unified MeetingPlace Express service on their Cisco Unified IP Phone.
Also, some meetings have a password associated with them, if the scheduler
specified a password when scheduling the meeting.
permission level
The permission level of each participant determines the privileges that that
person has inside the web meeting room only (not in other areas of
Cisco Unified MeetingPlace Express.) Permission levels are: audience,
presenter, and moderator. For more information about permission levels, see
About Permission Levels in the Web Meeting Room, page 6-5.
phone profile
number
The user ID that uniquely identifies you when you log in via telephone to the
Cisco Unified MeetingPlace Express system. To learn your phone profile
number, log in to Cisco Unified MeetingPlace Express via web, then click
Profile. For more information, see About Your User IDs and Passwords.
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GL-5
Glossary
pod
One of the following four functional areas in the web meeting room: participant
list (full web meeting room and lite web meeting room), chat pod (full web
meeting room only), note pod (full web meeting room only), and share pod
(full web meeting room and share-only web meeting room).
presenter
One of three permission levels in the Cisco Unified MeetingPlace Express
web meeting room. Other permission levels are audience and moderator. A
participant with presenter permissions has more privileges than a participant
with Audience permission, but fewer privileges than a participant with
Moderator permissions. Guest participants enter meetings that include Presenter
permissions. The Presenter permission level has no practical use in
Cisco Unified MeetingPlace Express meetings that do not include sharing
functionality. For more information about the privileges associated with each
permission level, see About Permission Levels in the Web Meeting Room, page
6-5.
profile
Some, most, or all people in your organization have a profile defined in
Cisco Unified MeetingPlace Express. This profile contains information such as
your user IDs and passwords, contact information, and privileges determined by
your system administrator.
When you log in to Cisco Unified MeetingPlace Express using the user IDs and
passwords that are defined in your profile, you have access to all of the functions
that are available to profiled users, minus any functions to which your system
administrator has restricted your access.
profiled user
A person who has a profile defined in Cisco Unified MeetingPlace Express.
prompt
See voice prompts.
published meeting
A meeting that is listed for anyone to see when they search for Published
Meetings on the Find Meeting page. A scheduled meeting is a published meeting
if the meeting scheduler checks the Publish Meeting check box when specifying
meeting parameters. If the scheduler does not check this check box, then only
the meeting scheduler and invitees can see the meeting, if they search using the
My Meetings option. All reservationless meetings are published meetings.
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Glossary
R
recurring meeting
A series of meetings that occurs according to a regular pattern, for example daily
or every third week.
reservationless
meeting ID
Every Cisco Unified MeetingPlace Express meeting has a meeting ID that
uniquely identifies it for the date, time, and duration of that meeting. The
meeting ID of a reservationless meeting is always the same as the phone profile
number of the meeting owner.
reservationless
meeting
A reservationless meeting is a meeting that you do not schedule in advance.
Instead, you start a reservationless meeting when you need one with just a few
clicks. Reservationless meetings and their unique characteristics are described
fully in About Reservationless Meetings, page 2-7.
roster
The participant list available on the Cisco Unified MeetingPlace Express service
on your Cisco Unified IP Phone.
S
scheduler
The meeting scheduler is the person who schedules the meeting. Usually, the
meeting scheduler is the same as the meeting owner. However, if a delegate
schedules the meeting on behalf of another user, the delegate is the scheduler.
screen sharing
When a presenter or moderator demonstrates an application, or displays a
document or desktop to all participants in a meeting room.
service
The Cisco Unified MeetingPlace Express service on your
Cisco Unified IP Phone. Services like this let you use the buttons and screens on
your phone to perform activities that are not available on a standard telephone.
share-only web
meeting room
A web meeting that only displays the share pod. A share-only web meeting can
only be attended on the web and not on the telephone.
share pod
A pod in the full web meeting room and in the share-only web meeting room
where meeting participants can share an application or display a document or
desktop to all participants.
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Glossary
softkey
On a Cisco Unified IP Phone, one of the buttons directly below the screen of the
phone. The function of each softkey appears at the bottom of the screen, just
above each button. The function of each key can change depending on the screen
that you are viewing.
System Manager
A system manager is a system administrator of your organization’s
Cisco Unified MeetingPlace Express system.
U
user class
User Class is a field in the Cisco Unified MeetingPlace Express Administration
Center. The user class of each Cisco Unified MeetingPlace Express profiled user
determines what that user can see and do in the
Cisco Unified MeetingPlace Express system and when attending meetings. User
types are: profiled user, guest user, delegate, attendant, and System Manager.
user ID
Every Cisco Unified MeetingPlace Express profiled user has two user IDs: a
phone profile number and a web username.
username
The username that you use to log in to Cisco Unified MeetingPlace Express via
web browser.
V
voice meeting
The part of a meeting that you participate in via your telephone. A meeting
usually also has an associated web meeting.
voice prompts
The options, instructions, and responses that you hear when you use the
telephone to access Cisco Unified MeetingPlace Express. You may also hear
voice prompts when you use the Cisco Unified MeetingPlace Express service on
your Cisco Unified IP Phone.
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Glossary
W
waiting room
When participant arrive in a reservationless meeting before the meeting owner
or other participant starts the meeting, they must wait in a waiting room until the
meeting starts. For information, see About Waiting in a Waiting Room, page 4-6.
web meeting
The part of a meeting that is visible in the web meeting room. A web meeting
usually also has an associated voice meeting.
web meeting room
The web meeting room is the part of a Cisco Unified MeetingPlace Express
meeting that you see when you join a meeting using your web browser. The web
meeting room that you see may be the lite web meeting room, the full web
meeting room, or the share-only web meeting room.
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Glossary
User Guide for Cisco MeetingPlace Express Release 1.1
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INDEX
Symbols
administrative tasks, performing 1-22
Ancmnts softkey 15-24
+ button 7-13
annotating
drawing tools 9-15
Numerics
ending a session 9-22
redo tool 9-18
7940 series (Cisco IP Phones) 1-6
shared content 9-12
7960 series (Cisco IP Phones) 1-6
undo tool 9-18
7970 series (Cisco IP Phones) 1-6
with ellipse tool 9-17
with line tool 9-17
A
with marker tool 9-16
with pencil tool 9-16
About Cisco MeetingPlace Express 6-18
with rectangle tool 9-17
accessing Cisco MeetingPlace Express
with selection tool 9-16
see also logging in
with stamper tool 9-18
see also permissions
with text tool 9-17
as a guest 1-19, 1-20
annotations
via browser 1-7
clear all 9-18
via telephone 1-8
deleting and undeleting 9-20
accounts
see profiles
add-in
see Cisco MeetingPlace Express Presenter
Add-in
adding participants to a meeting in
progress 8-8, A-5
saving 9-18
announcements
see entry announcements and exit
announcements
applications
demonstrating 9-6
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IN-1
Index
arrival and departure announcements
see entry and exit announcements
Assign Delegate (profile settings) 14-6
blue arrow indicator (in web meeting
room) 6-19
blue pattern on shared screen 16-14
breakout sessions 11-1
assistance
defined G-1
getting 16-15, A-2, A-4, A-7
features available in 11-3
attendance A-5
joining A-4
managing 8-8
attendants 2-22, 2-46, 16-15, G-1
joining a different A-7
attendees
leaving 11-3
locking 11-2
see participants
locking and unlocking A-8
attending meetings
return to main meeting A-7
see joining meetings
starting A-4
audience (permissions) 6-9, 6-23, G-1
authentication
browser
using to access Cisco MeetingPlace
Express 1-7
see profiles
browser test 4-1, 4-11, G-1
B
bandwidth 6-16, 6-24, 7-16, 7-18
indicators 8-45
C
calling
participant, about 8-45
new participants 8-11
settings for web meeting room 8-44, 8-48
participants automatically 14-11
billing code
yourself 4-6
profile settings 14-7
Call Me feature
scheduling option 2-34
see also Find Me
black screen 16-11
blank page, sharing 9-14
blocking entry to a meeting
see locked meetings
about 4-6
Call New Telephone User menu item 6-32, 8-13
Call Selected User menu item 6-32, 8-15
canceling meetings 2-47
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Index
capturing
accessing via telephone 1-8
annotations 9-18
who can access 1-10
changing
Cisco MeetingPlace Express Add-in
entry announcements 15-24
see Cisco MeetingPlace Express Presenter
Add-in
exit announcements 15-24
Cisco MeetingPlace Express Presenter
Add-in 4-2, 6-19, 7-8, 7-10, 7-14, 8-27, 9-2,
meeting information 2-44
participant permissions 8-41
9-5, 16-13
phone profile password A-3
installing 4-2, 9-2
profile settings 14-9
Cisco MeetingPlace Express service for Cisco
IP Phones G-2
user passwords 14-9, A-3
all about 15-1
chat 10-1, 10-4, 10-5
clearing text messages 10-6
getting help 15-7
enabling and disabling 8-40
getting started 15-3
notifications 7-14
selecting items from a list on the screen 15-6
private chats 8-41
system requirements 1-6
sending a message 10-5
tips for using 15-7
clearing 10-3
Chat pod 6-11, 6-44, 10-1
Cisco CallManager 1-14
all annotations 9-18
Cisco Conference Connection 1-14
annotations 9-20
closing meetings
Cisco IP Communicator 15-1
system requirements for Cisco MeetingPlace
Express service 1-6
using with telephone commands A-4
see annotating
system requirements for Cisco MeetingPlace
Express service 1-6
Cisco MeetingPlace Express
accessing 1-2
commenting
on shared content
Cisco IP Phones 15-1
using with telephone commands A-4
see locked meetings
connection, Internet 8-44
connection problems
in web meeting room, fixing 7-18, 7-19, 8-44,
8-48, 8-49, 16-10
connection speed (to web meeting room) 7-18
accessing via browser 1-7
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Index
defined G-2
connection status, in web meeting room 6-18,
6-20, 6-24, 7-16, 7-17, 8-45, 8-47
to all missing invitees 8-19, A-5
Connection status menu item (in web meeting
room) 6-18
to participants 8-11
to yourself 4-6
content
displaying 9-1
displaying
applications 9-6
continuous meetings 2-26, G-2
desktop 9-8
joining using the Cisco MeetingPlace
Express service on Cisco IP
Phones 15-20
viewing a list using the Cisco MeetingPlace
Express service on Cisco IP
Phones 15-10
documents or windows 9-4
shared content 9-1
document, shared
drawing over 9-12
CurRstr softkey 15-14
documentation
CurSpkr softkey 15-16
about 1-23
getting current 1-23
Download the Add-in button 4-2
D
drawing
daily (frequency of meetings) 2-30
on a whiteboard 9-14
date (of meeting) 2-24
tools 9-15
drawing tools
date formats
specifying 14-1
clear all annotations 9-18
delegates 2-22, 2-46, 14-6, 14-15, G-2
ellipse tool 9-17
deleting
line tool 9-17
annotations 9-20
marker tool 9-16
meetings 2-47
pencil tool 9-16
demonstrating applications 9-6
rectangle tool 9-17
Deselect All menu item (in web meeting
room) 6-33
redo 9-18
desktop, sharing 9-8
stamper tool 9-18
dialing out
text tool 9-17
selection tool 9-16
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Index
undo 9-18
troubleshooting 16-15
Drop softkey 15-29
error indicator (in web meeting room) 6-20
DSL connection speed 7-18, 8-48
exit announcements
changing 15-24, 15-32
duration of meetings 2-25
profile settings 14-8
scheduling option 2-38
E
troubleshooting 16-15
exiting the web meeting room 7-20
editing
text in notes 10-9
edit profile button 14-1
extending meetings 8-51
eyeglasses button (in web meeting room) 6-41
ejecting participants from meeting 8-31, 15-29,
A-6
Ellipse tool 9-17
email address
inviting participants 2-42
profile settings 14-4
e-mailed notification
see invitations
F
finding meetings 3-1
troubleshooting 16-4
using the Cisco MeetingPlace Express
service on Cisco IP Phones 15-8
Find Me feature 2-39, 2-40, 14-4, 14-11
emoticons 6-25, 10-1, 10-2, 10-3
First name (profile settings) 14-3
Enable Full Screen toggle for audience 6-39,
formatting
9-25
ending
annotation sessions 9-22
meetings 8-51, 8-52, 8-53, 8-56, A-6
End Meeting menu item (in web meeting
room) 6-16
entry announcements
changing 15-24, 15-32
profile settings 14-8
scheduling option 2-37
text in notes 10-9
frequency (of meeting) 2-26, 2-29
From Directory
inviting attendees 2-41
Full Screen
view of shared content 9-25
view of web meeting room 7-7
Full Screen button (in the Share pod) 6-38
Full Screen menu item
viewing shared content 6-39
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Index
viewing the web meeting room 6-17
from a live attendant 16-15, A-2, A-4, A-7
full screen mode
canceling kiosk mode 7-9
canceling the view of shared content
only 7-12
I
icon messages 6-25, 10-1, 10-2
displaying shared content 7-10
clearing 10-3
displaying shared content to all
participants 9-25
displaying the web meeting room 7-7
full web meeting room 6-2, 6-4, 6-10, 6-13, G-2
participant status 10-2
icons (in web meeting room) 6-18
identifying participants 7-3, 8-1, 8-2, 8-3, 8-4, 8-5,
14-14
by phone number 8-7
via phone 8-7
G
identifying the current speaker 8-34, 15-16, A-5
getting help from a live attendant 16-15
immediate meetings 2-5, 2-9
glasses button (in web meeting room) 6-41
defined G-3
going to meetings
starting by telephone 2-14, 2-17, A-2
see joining meetings
Group name (profile settings) 14-3
starting via web 2-15
Incoming participants can request entry
guest
locked meetings 8-25, 8-26
access 1-19, 1-20
indicators
defined G-3
in web meeting room 6-18
permissions 1-18, 6-23
participant connection status 8-45
in-session meetings
adding participants 8-8, 8-11, 8-16, A-5
H
instant meetings
Help
see reservationless meetings, immediate
meetings
getting current 1-23
instructions (on the telephone)
links 1-24
see voice prompts
menu (in web meeting room) 6-15, 6-17
help
Internet connection, setting speed and type 8-44
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Index
invitations 4-7, 4-8, 13-3, G-4
K
cautions 4-7
troubleshooting 16-6
kiosk mode
canceling 7-9
invitees
viewing the web meeting room in 7-7
adding 2-39
calling all nonattending 8-19, A-5
removing 2-42
viewing a list on Cisco IP Phones 15-14
Invite Participants menu item (in web meeting
room) 6-16, 6-34
inviting participants 2-39
by email address 2-42
to a meeting in progress 8-8, 8-11, 8-16, A-5
via the directory 2-40
Invt softkey 15-15
L
LAN connection speed 7-18, 8-48
language (of meeting) 2-35
Last name (profile settings) 14-3
leaving the web meeting room 7-20
Line tool 9-17
lite web meeting room 6-2, 6-5, G-3
menu bar 6-12, 6-15
participant list pod 6-12
voice + web participant list meetings 6-11
J
locating meetings
joining meetings 4-1, 4-3, 14-11, 15-17
as guest A-2
see finding meetings
locked meetings
as profiled user A-2
about 8-19
by calling in 4-16
breakout sessions 11-2, A-8
troubleshooting 16-5, 16-7
handling requests for entry 8-26, 8-30, A-6
via e-mailed invitation 4-8
Incoming participants can request entry 8-25,
via web 4-10
voice meetings 4-15
Join waiting room button 4-14
8-26
indicator 6-19
managing via telephone 8-29, A-6
managing via the web meeting room 8-24
requesting entry indicator 6-20
requesting entry to 4-19, 16-9
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Index
unlocking 8-28, 15-27
using the Cisco MeetingPlace Express
service on Cisco IP Phones 15-25
meeting notification
see invitations
meeting recordings
using the telephone keypad with the Cisco
MeetingPlace Express service on
Cisco IP Phones 15-34
finding 13-2
format 13-1
Lock Meeting menu item (in web meeting
room) 6-16
listening to 13-1, 13-6
logging in 1-11, 1-12, 1-13, 1-19
saving 13-7
automatically 1-16
system requirements 13-2
meeting room
troubleshooting 16-2
via browser 1-15
see also web meeting room
meetings
via telephone 1-17
canceling 2-47
via the Cisco MeetingPlace Express service
on Cisco IP Phones 15-33
changing 2-44
continuous G-2
deleting 2-47
M
ending 8-51, 8-52, 8-53, 8-56, A-6
extending 8-51
Macromedia Flash Player 1-3, 16-9
managing
finding 3-1
troubleshooting 16-4
meeting attendance 8-8
meetings in session 8-1, 8-37, 15-23
Marker tool 9-16
meeting details
viewing via the Cisco MeetingPlace Express
service on Cisco IP Phones 15-8
Meeting Details page 4-14
Meeting ID 2-23, 3-4, 6-18, G-4
troubleshooting 16-4
immediate 2-5
information needed to join 6-18
joining 4-1, 4-3, 14-11, 15-17
as guest A-2
as profiled user A-2
troubleshooting 16-5
listening to recorded 13-1
managing 15-23
meeting length, maximum 2-25
managing participant activity 8-37
Meeting menu (in web meeting room) 6-15
modifying announcements 15-32
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Index
participating in 5-1
merging participants 8-3
permissions 6-6
messages
postponing 2-44
clearing from all Chat pods 10-6
recording 12-1, 12-3, 15-30
clearing icon messages 10-3
via telephone 12-3
displaying in Note pod 10-7
recording meetings
icon messages 6-25, 10-2
starting or stopping via telephone A-6
in the web meeting room 10-1
recordings
sending text 10-5
finding 13-2
Method of attending
recurring 2-29
profile setting 14-4, 14-11
rescheduling 2-44
scheduling option 2-39
reservationless 2-5
minus sign button 7-13
scheduling 2-1, 2-4, 2-19
modem connection speed 7-18, 8-48
troubleshooting 16-3
moderator (permissions) 6-7, 6-23, G-4
scheduling on behalf of another person 2-46
modifying
securing 1-21
meetings 2-44
starting another person’s 4-21
profile settings 14-1
meeting series
monitoring participant connection status 8-45
see recurring meeting
monthly (frequency of meetings) 2-31
meetings in progress
multiple instances of participants 8-3
actions available via telephone A-3
muted participant indicator 6-24
adding participants 8-8, 8-11, A-5
mute status, determining your 7-5
via telephone 8-16
muting
features available 5-1
participants 7-4, 8-37, 8-38, 15-28, 16-11
managing 8-1
yourself
via browser 7-6
troubleshooting 16-9
meeting subject 2-22
via Cisco MeetingPlace service on Cisco IP
Phones 15-22
menu bar, in web meeting room 6-11, 6-13, 6-15
Merge User button (in web meeting room) 6-29
via telephone 7-6, A-6, A-8
User Guide for Cisco MeetingPlace Express Release 1.1
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Index
My Connection Speed menu item (in web
meeting room) 6-17, 7-18
O
My Meetings 3-3
ongoing meeting
troubleshooting 16-4
My Status menu (in web meeting room) 6-29,
10-2
see continuous meetings
online help 1-23
operating system functions
hiding 7-7
N
showing 7-9
names of participants 8-4
Optimize Room Bandwidth menu item (in web
meeting room) 6-16, 8-48
Navigation button on Cisco IP Phones 15-6
options
network connection
meeting scheduling 2-21
see connection status
Note pod 6-11
via telephone keypad A-1
owner of a meeting G-5
about 6-46, 10-7
choosing a note to display 10-10
P
notes 10-1
creating new 10-8
pagers 14-11
editing text 10-9
editing text in 10-9
troubleshooting 16-5
participant list 4-15, 7-3, 8-2, 8-3, A-5, A-8, G-5
formatting text 10-9
troubleshooting 16-12
in the web meeting room 10-7, 10-8
updating the list on Cisco IP Phones 15-14
notification
viewing using the Cisco MeetingPlace
Express service on Cisco IP
Phones 15-12
see invitations
notifications
Participant List pod 6-11, 6-21, 6-26
chat 7-14
about 6-21
notifiers (in web meeting room) 6-15, 6-20
now sharing indicator (in web meeting
room) 6-19
participants
number of participants 2-27
adding or inviting 8-8, 8-11, 8-16, A-5
adding several to a meeting in progress 8-15
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Index
controlling activity of 8-37
permissions 1-10, 1-11, 1-12, 7-1, 8-36, 14-7, 16-11,
16-12, G-1, G-4, G-5, G-6
defined 6-7, G-5
identifying 8-1, 8-2, 8-3, 8-4, 8-5
by phone number 8-7
via phone 8-7
inviting 2-39
merging 8-3
monitoring connection status of 8-45
changing 8-41
guest 1-18
in web meeting room 6-5, 6-6
phone profile ID
see phone profile number
phone profile number 1-11, 1-12, 14-3
muting 8-37
defined G-5
number of attending A-5
described 1-13
permissions 6-6
removing from meeting 8-31, 8-32, 8-34, 15-29,
A-6
renaming 8-4
viewing information about
using the Cisco MeetingPlace Express
service on Cisco IP Phones 15-12
participant status
changing 10-2
icons 10-2
viewing 8-5
password 1-11, 1-12, 1-13, 1-16, G-5
phone profile password
changing A-3
PIN 1-14
see also password
plus sign button
when viewing shared content 7-13
pod, defined G-6
Pod Options button
in the Chat pod 6-46
in the Participant List pod 6-29, 6-33
in the Share pod 6-42
pods
meeting 2-34, 4-5, 4-8, 4-11, 4-17, 4-22
Chat pod 6-44, 10-1
profile settings 14-3, 14-9
Note pod 6-46, 10-7
troubleshooting 16-7
Participant List pod 6-21
Pause and Annotate 9-13
pdf
of this documentation 1-23
Pencil tool 9-16
Share pod 6-35
pop-up blocker 4-3
pop-up Chat notifications 7-14
pop-up notifiers (in web meeting room) 6-15,
6-20
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Index
posting notes in the web meeting room 10-7,
profile settings
10-8
assign delegate 14-6
postponing meetings 2-44
billing code 14-7
preferences
changing 1-11, 14-9
see profile settings
email address 14-4
presenter (permissions) 6-8, 6-23, G-6
entry announcements 14-8
presenter, identifying current 8-36
exit announcements 14-8
Presenter’s Changes Affect Everybody 6-39,
first name 14-3
9-26, 9-27
group name 14-3
Presenter Add-in
last name 14-3
see Cisco MeetingPlace Express Presenter
Add-in
method of attending 14-4
presenting content 9-1
password 14-3
preventing entry to a meeting
phone profile number 14-3
publish meeting 14-7
see locked meetings
Preview in Pod While Screen Sharing 9-28
region 14-5
Printing shared content and annotations 9-18,
time zone 14-6
9-20
username 14-3
privileges
who can attend 14-7
see permissions
prompts
profile
see voice prompts.
changing preferences 14-1, 14-2
public meetings
changing preferred date formats 14-1
defined G-6
finding 3-3, 14-7
published meetings
profiled user, defined G-6
profile name
defined G-6
Publish Meeting
recording 14-14
profile number
see phone profile number
profile settings 14-7
reservationless meeting setting 2-8
scheduling option 2-28
profiles
about 1-11
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remember password feature
R
see Remember Me.
recording A-6
profile name 14-14, A-3
Remove Selected Participant menu item 6-33
removing participants from a meeting 8-31,
8-34, 15-29, A-6
recording meetings 12-1, 15-30
checking status 6-19, 12-3
Rename Participant menu item 6-33
from the web meeting room 12-3
renaming
starting or stopping via telephone 12-3
recordings
finding 13-2
troubleshooting 16-4
participants 8-4
your participant list entry 7-3
Request Entry button 4-19
requesting entry to locked meeting 8-25, 8-26
listening to 13-1, 13-2, 13-6
rescheduling meetings 2-44
of past meetings, finding 3-4
reservationless meeting ID, defined G-7
saving 13-7
reservationless meetings 2-4, 2-5, 2-7, 2-8
Record Meeting (Voice) menu item (in web
meeting room) 6-16
defined G-7
Rectangle tool 9-17
starting by telephone 2-14
recurring meetings 2-29
defined G-7
Red door icon
in the system tray 6-42
starting 2-10, 15-21, A-2
restricted access 4-12
restricting participant activity 8-37
rights
see permissions.
red dot indicator (in web meeting room) 6-19
roll call A-5, A-8
Redo (annotation tools) 9-18
room screen resolution
Region (profile settings) 14-5
registration
see profiles
rejoining
voice meeting 7-19
Remember Me feature 1-16
changing 8-49
Room Screen Resolution menu item (in web
meeting room) 6-16
roster A-5, A-8, G-7
updating 15-14
viewing 15-12
troubleshooting 16-2
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Index
viewing shared content 7-13
S
securing meetings 1-21
saving
see also security
annotations 9-18
scale to fit
viewing shared content 7-13
security 1-21, 2-8, 2-28, 2-34, 2-36, 2-37, 2-38
Select All menu item (in web meeting
room) 6-33
Schedule Meeting on Behalf of 2-22, 14-15
Selection tool 9-16
scheduling
sending messages (in web meeting room) 6-25,
immediate meetings 15-21
meetings 2-1, 2-4, 2-19
on behalf of another person 2-46
parameters 2-21
see also starting reservationless meetings
10-1
sending text messages 10-4, 10-5
series of meetings
see recurring meeting
service
see Cisco MeetingPlace Express service for
Cisco IP Phones
troubleshooting 16-3
screen capture 9-18
Services button
screen sharing 9-1
about 9-3
applications 9-6
changing the source 9-9
defined G-7
desktop 9-8
on Cisco IP Phones 15-5
Set Password option, for reservationless
meetings 2-12
Set User Role button (in web meeting
room) 6-27
shared content 9-1, 9-3, 9-4, G-7
documents or windows 9-4
setting up to perform 4-2
starting 9-4
stopping 9-10
system requirements 9-2
troubleshooting 16-13
viewing participant view 9-27
annotating 9-12
applications 9-6
changing the display of 7-12
changing the source 9-9
controlling participants’ view 9-23
desktop 9-8
displaying in full screen mode 7-10
displaying in full screen mode for all
participants 9-25
scroll
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seeing participants’ view 9-27
subject (of meeting) 2-22
stopping sharing 9-10
system manager
see system administrator
troubleshooting 16-13
viewing 7-9
system requirements 1-3, 4-1
shared screen is black 16-11
Cisco MeetingPlace Express service on Cisco
IP Phones 1-6
shared screen is blue pattern 16-14
Linux 1-5
Share pod 6-11, 6-13, 6-35
Macintosh 1-4
about 6-35
Microsoft Windows 1-3
sharing
desktop 9-8
screen sharing 9-2
documents or windows 9-4
Sun Solaris 1-6
web meeting room 1-3
softkey
defined G-8
sound quality
T
troubleshooting 16-14
speaker
identifying current 8-34, 15-16, A-5
telephone
commands A-1
troubleshooting 16-15
speed, Internet connection 8-44
Stamper tool 9-18
starting immediate meetings A-2
starting reservationless meetings 15-21, A-2
Start Meeting Without Me 2-8, 2-13, 4-7, 4-14
Start reservationless link 2-11
Start Screen Sharing button 6-37
start time (of meetings) 4-5, 4-8
status indicators
participant connection 8-45
web meeting room 6-15
Stop Sharing button 9-11
using to access Cisco MeetingPlace
Express 1-8
telephone icon (in web meeting room) 6-18
telephone number
for Cisco MeetingPlace Express 1-9, 4-17
telephones
see also voice
text
formatting in notes 10-9
text messages 10-5
clearing from all Chat pods 10-6
displaying in Note pad 10-7
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Index
sending chat 10-4
U
Text tool 9-17
time (of meeting) 2-24
undeleting
annotations 9-20
time zone 2-24, 4-8
profile settings 14-6
Undo (annotation tools) 9-18
unlocking meetings 8-28
timezone
via telephone A-6
see time zone
unmuting
title bar
participants 8-38, 15-28
web meeting room 6-11, 6-13
yourself 7-6, 15-22
Today’s Meetings
viewing a list using the Cisco MeetingPlace
Express service on Cisco IP
Phones 15-9
tools
Ellipse tool 9-17
Line tool 9-17
Marker tool 9-16
updating
profile 14-1
URL, Cisco MeetingPlace Express 1-7
user accounts
see profiles
user classes G-8
attendants 2-22, 2-46
Pencil tool 9-16
Rectangle tool 9-17
Redo tool 9-18
Selection tool 9-16
delegates 2-22, 2-46, 14-15
user guide 1-23
user ID
see username
Stamper tool 9-18
Text tool 9-17
Undo tool 9-18
troubleshooting
defined G-8
username 1-11, 1-12, 1-13, 14-3, G-8
User Volume control (in web meeting
room) 6-28
Cisco MeetingPlace Express 16-1
the Cisco MeetingPlace Express service on
Cisco IP Phones 15-33
V
viewing
shared content 7-9, 9-23
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View menu (in web meeting room) 6-15, 6-17
bandwidth settings 8-48
voice + web meetings 6-4, 6-10, 6-13
changing your view 7-7
voice + web participant list meetings 6-2, 6-5
connection problems 7-16, 7-18, 7-19, 8-44, 8-48,
Voice Meeting Options button (in web meeting
room) 6-28
Voice Meeting Options menu (in web meeting
room) 6-32
voice meetings 1-2
defined G-8
identifying participants 8-5
joining 14-11
rejoining 7-19
troubleshooting 16-14
voice prompts
about 1-9
defined G-8
voice status of participants 8-5
volume
changing
see also muting participants
changing participants’ 8-39
volume controls 16-11
8-49, 16-10
defined G-9
displaying entire 7-12
displaying in full screen mode 7-7
exiting 7-20
full 6-4, 6-10, 6-13
joining 4-10, 16-7
lite 6-2, 6-5, 6-11
managing 8-44, 9-23
menu bar 6-11, 6-13, 6-15
overview 6-1
preparing to join 4-1
status indicator 6-15
system requirements 1-3
title bar 6-12, 6-14
troubleshooting 16-7, 16-10
viewing 8-43, 8-50
viewing full screen 7-7
viewing in normal browser window 7-9
web meetings 1-2
W
weekly (frequency of meetings) 2-30
whiteboard 9-14
waiting room 2-8, 4-6
defined G-9
web meeting
defined G-9
web meeting room 6-2
Ellipse tool 9-17
Line tool 9-17
Marker tool 9-16
Pencil tool 9-16
Rectangle tool 9-17
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Index
Redo tool 9-18
Stamper tool 9-18
Text tool 9-17
Undo tool 9-18
Who can attend
profile settings 14-7
reservationless meeting settings 2-8
scheduling options 2-36
who is presenting
identifying 8-36
who is speaking
identifying 8-34, A-5
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