Everything You Need to Know About

GoToMeeting
Mike Wilkinson and Jenny Yu

WebEx is Dead! Long Live GoToMeeting!

Our contract with WebEx ends August 1, 2010. As of now we will be using GoToMeeting for all of our web meetings.

Why GoToMeeting?

Cheaper Provides all of the features WebEx provided Easier to use (more intuitive) Everyone is going to love it!

Todays Meeting:
1. 2. 3. 4. Who will have access to GoToMeeting? Setting up GoToMeeting on your computer Overview of GoToMeetings preferences and settings a. Configuring your Preferences and Settings How To a. Schedule a meeting b. Start a meeting c. Use the Presenter Control Panel d. Record a Meeting e. Use GoToMeeting from within Outlook f. Join a meeting (Attendees POV) GoToWebinar in 2 Minutes LIVE DEMO! Questions and Answers Test

5. 6. 7. 8.

Todays Meeting

Yes, There will be a test. No, I am not kidding.

(There are prizes!)

1. Who Will Have Access to GTM?

GoToMeetingmeetings with <25 attendees GoToWebinarmeetings with >25 attendees All of Sales, Client Services (including Support and PD), Torrance, Martin, and Leah will have their own individual GoToMeeting and GoToWebinar accounts Every other department will have a GoToMeeting Account to share (Product Development, Technology, Corporate, etc) Mike Wilkinson and Jenny Yu are your GoToGurus and will be available to answer any questions (Dennis and Leah will act as back-up)

2. Setting Up / Installing GoToMeeting

Click the link in your GoToMeeting invite email Enter your account information and click Create Account On the Download GoToMeeting Page click Download Click Yes, Grant, or Trust if necessary How Can I Tell if it is installed?

PC Users: The GTM icon will appear in your system tray (thats where your clock is) Mac users: the GTM icon will appear on your desktop

3. GTMs Preferences and Settings

GoToMeetings preferences allow you to customize how you use the tool We recommended that you set up all of your personal preferences during the first time setup process Be sure to review all your settings before starting your first meeting!

3a. Configuring Your Preferences

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

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

4a. How to Schedule a Meeting

Dont forget to sync this new event with your Salesforce.com Depending on your preferences, GTM will calendar!! that this meeting has display a confirmation
Fill out the form that appears, including meeting subject, date, Click time etc a Meeting Schedule Right-click on the GTM icon in the system tray (Mac users: click on the GTM icon in your desktop)

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been addedon your preferences an optional a Depending to your calendar. you will see You may add If it looks OK,password click meeting invite appear OKto protect the meeting. Either enter attendees email addresses to send meeting invite or You may also choose to provide Scheduledial-in the meeting information the Under the Audio options, ClickCopy own that you provide both VoIP andto it is suggested paste information. your and Meeting email into an eChalk Bridge conference call number (toll). This willwithout the meeting invite enable toll-free (Use this to enter directions to dialbe selected by default. to access to the meeting audio)

4b. How to Start aYou can also invite attendees, edit or delete Meeting
a meeting from this screen.

To Start a Scheduled Meeting

Click Start to launch the presenter control Right-click on the GTM icon in panel and start the meeting the system tray Select the meeting you want click on the GTM (Mac users: to start. icon in your desktop) This will launch the My Meetings screen Click My Meetings

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4b. How to Start a Meeting

How to Start an Impromptu Meeting

Right-click on the GTM icon in the system tray (Mac users: click on the GTM icon in your desktop) Click Meet Now to: Launch the Presenter Control Panel Start your meeting Invite attendees

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4c. Using the Presenter Control Panel

4 Main Sections: 1.Screen Sharing 2.Attendee List 3.Audio Give Keyboard and 4.Chat Show My Drop-Downchoose buttongives Mouse These are the same audio instructions
Stop Button to Presenter Button Change stop showing your screen (I feel this one isthe meeting) (without ending self explanatory) When the control panel is minimized, you will have access to all of the scren Have the ability to sharing tools via this bar, which will always stay on the presenters screen. edit WebEx Identical to audio preferences anytime Play/Pause Button to start and pause screen sharing

if you to attendees. your attendee power to control given want to share Entire entered in custom directions the presenters screen. If you Screen additional people via the You can invite Start Recording Button Clean Screen an eChalk Bridge) (for example to attendee list (Again, pretty selfspecific application One explanatory) appear this isUp to 15 with GoToMeeting where they will More than 15, use GoToWebinar Use this button to invite attendees to an impromptu meeting

4d. How to Record a Meeting

Recording option is only available to the presenter Before recording you must configure your recording preferences
Choose your audio and recording media format (GTM format or Windows Media Player) as well as the destination for saving recorded meeting files (My Documents or the Share Drive) We recommend that you choose Windows Media (.wmv) format GTM will automatically convert the file to .wmv when the meeting ends

To record audio you must use GTMs tolled dial in number You can access your preferences by right-clicking on the GTM icon in your system tray (Mac userson your desktop) or via the Presenter Control Panel)

4d. How to Record a Meeting

To Play Back the Recording: Once GMT is done converting the file to .wmv it will be automatically saved Simply go to the folder you saved the file in and click on it Be sure you have the latest version of Windows Media Player installed To
Click StartNote: this is where you can access Recording Share the Recording: your recording settings from within the control panel Point to its location on the share drive

Attach the file to an email

4e. Using GTM from Within Outlook

GTMs default settings will install the Outlook plug-in automatically. Scheduled meetings will also appear on your Outlook Calendar automatically If you areClick the GTM Icon GoToMeetingcomputer that does not accessing Outlook from the Icons will appear in the a same The toThere are also Meet Now and access have GTM installed on it, you may be prompted toto directly functions and features available Meetingicon same location as with the buttons download Schedule your other add-ins in your system (Salesforce.com, Marketo, etc) tray oraccess those functions. on your desktop. the application.
Schedule a meeting Start a meeting Preferences Etc

4f. How to Join a Meeting

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

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

For more details on this, see the GTM guide

5. GoToWebinar in 2 Minutes
The GoToWebinar control panel is virtually the same, but has some additional features: 1. Dashboard Pane You can create a poll at anytime 2. Audience View Pane by clicking on Manage Polls 3. Polls and Questions

Gives organizers a view of what the Simply type in a question audience is seeing Dont have to ask are you and choose if you want to send it seeing this? ever again! privately or to everyone To learn more about these features, please Provides organizers with a view of: see the GTM Reference Guide for eChalk, The timer or ask your GoToGurus! Attendance Allows the organizer to poll the audience Audience attentiveness (multiple or single choice) or to question Number of unanswered the audience (text responses) questions Number of hands raised

6. LIVE DEMO!

7. Questions? Weve Got Answers!

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