Visible to the public Host A Meeting

View a video demo:

Hosting a meeting first requires you to start the meeting as the moderator by clicking on “Moderate meeting” beneath your meeting post (more detail in the paragraphs below video). Once a meeting has been started others may join in.

The following are some of the rules that govern meetings for a presenter:

  1. As the host you can share documents and presentations or your computer desktop. 
    NOTE: Java Runtime is required in order to share your desktop. There is a handy “Do I have Java?” link available at java.com to test whether your Java Runtime Environment is correctly installed.
  2. You can also give sharing permissions to others by clicking their name and "switch presenter".
  3. If participants of your meeting remain logged in your meeting after you have logged out then it will stay in the running state and you or others may get back to it at any time.
  4. Participants cannot join the meeting until it has been opened by the host.

To create a meeting, follow these steps:


 
Select "Create Online Meeting" from the "Collaborate" toggle menu in the left sidebar within a group. 

 

This will take you to a form where you can create the meeting and add descriptive information about the meeting.

Fill out the form to create the meeting item. 

  •  Give the meeting a name in the title box of the text editor.
  •  Label your meeting with terms from available vocabularies by checking the appropriate topics in the list to the right of the text editor.

 
Beneath the text editor you can set the meeting dates and times.

Enter meeting settings by choosing the first gray tab in the view below:

  1. Type your welcome message.
  2. Add a telephone or conference phone number if desired.
  3. The Logout URL is the page the attendees will be sent to upon logging out of the meeting. If no URL is designated the attendees will be sent to the CPS-VO home page.

About Publishing Options

  • Publish: Uncheck this option if you don't wish for this content to appear on the VO yet. Useful for saving drafts of content that requires editing before going live/published.
  • Publicize on Group Homepage: This option will place your post on your group's homepage in the corresponding section (Recent News, Upcoming Events, etc…).
  • Archive: Clicking the archive checkbox hides this content from global and group home pages. However, the content will still be accessible in other areas of the site. Unchecking the archive checkbox allows this content to display on global and group home pages.
    • Sunrise: Setting a sunrise date will de-archive this content at the set date and time (midnight is the default if a time is not set). The content will then display on global and group home pages.
    • Sunset: Setting a sunset date will automatically archive this content at the set date and time (midnight is the default if a time is not set). The content will no longer display on global and group home pages after the sunset date/time, but will still be accessible in other areas of the site.
  • Pin to Top of Lists: This option will make this post appear at the top of content listings, regardless of any other settings. Useful for denoting important content or content that has a "call to action" associated with it.
Figure 2: Host
 
Start the web meeting as the moderator by clicking on “Moderate meeting” beneath your meeting post.
Figure 3: Host
 

The screen shot left shows the layout of the web meeting.

  1. Turn on sound.
  2. Turn on visual.
  3. Share your computer desktop.
  4. Mute your Microphone.
  5. Manage Participants.
  6. Upload presentation into the viewer. (Such as a PDF file)
  7. Control the size of the file in the viewer.
  8. Use tools to draw in the presentation window.
  9. Chat with participants.
  10. Reset the layout of the web meeting.
  11. Leave the meeting.
The moderator is indicated by an icon to the left under the "Role" column. The presenter is indicated by an icon in "Status" column (as shown left). You can begin your discussion once the participants have joined your meeting. Change the presenter by hovering over their name and clicking the "Change Presenter" icon to the left of their name.