Macromedia BREEZE-FOR MEETING PARTICIPANTS User Manual

Breeze Live User Guide

for Meeting Participants

Trademarks

Add Life to the Web, Afterburner, Aftershock, Andromedia, Allaire, Animation PowerPack, Aria, Attain, Authorware, Authorware Star, Backstage, Bright Tiger, Clustercats, ColdFusion, Design In Motion, Director, Dream Templates, Dreamweaver, Drumbeat 2000, EDJE, EJIPT, Extreme 3D, Fireworks, Flash, Fontographer, FreeHand, Generator, HomeSite, JFusion, JRun, Kawa, Know Your Site, Knowledge Objects, Knowledge Stream, Knowledge Track, LikeMinds, Lingo, Live Effects, MacRecorder Logo and Design, Macromedia, Macromedia Action!, Macromedia Breeze, Macromedia Flash, Macromedia M Logo and Design, Macromedia Spectra , Macromedia xRes Logo and Design, MacroModel, Made with Macromedia, Made with Macromedia Logo and Design, MAGIC Logo and Design, Mediamaker, Movie Critic, Open Sesame! , Roundtrip, Roundtrip HTML, Shockwave, Sitespring, SoundEdit, Titlemaker, UltraDev, Web Design 101, what the web can be, Xtra are either registered trademarks or trademarks of Macromedia, Inc. and may be registered in the United States or in other jurisdictions including internationally. Other product names, logos, designs, titles, words or phrases mentioned within this publication may be trademarks, servicemarks, or tradenames of Macromedia, Inc. or other entities and may be registered in certain jurisdictions including internationally.

This guide contains links to third-party Web sites that are not under the control of Macromedia, and Macromedia is not responsible for the content on any linked site. If you access a third-party Web site mentioned in this guide, then you do so at your own risk. Macromedia provides these links only as a convenience, and the inclusion of the link does not imply that Macromedia endorses or accepts any responsibility for the content on those third-party sites.

Copyright © 2004 Macromedia, Inc. All rights reserved. This manual may not be copied, photocopied, reproduced, translated, or converted to any electronic or machine-readable form in whole or in part without prior written approval of Macromedia, Inc.

Acknowledgments

Director: Erick Vera

Project Management: Stephanie Gowin

Writing: Gina Craig, Leigh Valentine

Editing: Shawn Jackson

Production and Editing Management: Patrice O’Neill

Production: Adam Barnett

First Edition: March 2004

Macromedia, Inc. 600 Townsend St. San Francisco, CA 94103

INTRODUCTION: Overview of Breeze Live . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Intended audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Breeze documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Additional Macromedia resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

CHAPTER 1: Attending a Breeze Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Entering a meeting room. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Inside a Breeze meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Leaving a meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

CHAPTER 2: The Participants List Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Participant name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Participant type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Participant status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

CHAPTER 3: Using the Chat Pod. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Sending text messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Receiving a message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

CHAPTER 4: Using the Whiteboard Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Requesting to join a whiteboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Drawing on a whiteboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

CHAPTER 5: The Camera and Voice Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Broadcasting audio and video . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Controlling audio and video broadcasts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Microphone and Camera settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

CHAPTER 6: Using the File Sharing Pod. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Downloading a file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

4 Contents

INTRODUCTION

Overview of Breeze Live

Macromedia Breeze is a rich web communication system that eliminates the time and cost of travel and unnecessary meetings. It enables organizations to easily share important information over the Internet by connecting people to people, and people to information.

Macromedia Breeze includes a set of components that provide an integrated solution for your communication, collaboration, and training needs. Breeze can be deployed with either some or all of these components together:

Breeze Presentation Personalize presentations with your own voice-over and easily deliver them

to standard web browsers through the ubiquitous Flash Player.

Breeze Training Rapidly create content and build complete online training systems including

integrated surveys, tracking, analysis, and course management.

Breeze Live Meet and collaborate instantly with colleagues over the Internet.

The underlying Breeze platform provides a flexible central library, administration tools, and more. Breeze offers flexibility in deployment: a Hosted Service for enabling web communications with zero setup time, and a Licensed Server for deploying within corporate firewalls for complete control and security.

Intended audience

This document provides information for Breeze meeting participants who are not presenters. For information on creating and managing Breeze meetings, see the Using the Breeze Manager guide. For information on being a presenter, see Using Breeze Live (for Presenters).

System requirements

To take part in a Breeze meeting, you need the following:

• An Internet connection

• One of the supported operating systems listed on www.macromedia.com/go/breeze_sysreqs

• One of the supported browsers listed on www.macromedia.com/go/breeze_sysreqs

• Macromedia Flash Player 6.0.65 or later as a browser plug-in

Note: Macromedia Flash Player is standard in most browsers. You can find out what version of the Flash Player you have at the Test Macromedia Web Players page at www.macromedia.com/

software/flash/about/

• (Optional) A sound card and speakers to hear audio broadcasts from other meeting

participants

• (Optional) A microphone to broadcast audio to other meeting participants

• (Optional) A web camera to broadcast video to other meeting participants

Breeze documentation

The documentation for Breeze Live consists of four guides:

Using the Breeze Plug-In for PowerPoint This guide is for Breeze users who are publishing

Breeze presentations from PowerPoint. You can access this guide from within PowerPoint by selecting Breeze > Help.

Using the Breeze Publish Wizard This guide is also for Breeze users who are publishing Breeze

presentations from PowerPoint. You can access this guide from a help link within the Breeze Publish Wizard web application.

Using the Breeze Manager This guide is for Breeze users who have permission to manage or

administer users, content, courses, or meetings. You can access this guide from a help link within the Breeze Manager web application.

Breeze Live User Guide This guide is for participants and presenters in a Breeze meeting.

There are two versions: Breeze Live User Guide for Meeting Presenters and Breeze Live User Guide for Meeting Participants. You can access this guide from within a Breeze meeting by selecting

Meeting > Help.

Note: If you purchase just the Breeze Live module of the Breeze Presentation platform, only the Breeze Live User Guide applies to you.

Additional Macromedia resources

More information is available at the Breeze Product Center and Breeze Support Center websites.

Breeze Product Center The Breeze Product Center is updated regularly with the latest

information on Breeze, including FAQs, white papers, testimonials, and tips. Check the website often for the latest news on Breeze at www.macromedia.com/software/breeze.

Breeze Support Center The Breeze Support Center contains the latest support information,

including tech notes, Breeze presentation tutorials, and support program details. Check the website often for the latest Breeze support information at www.macromedia.com/support/breeze.

6 Introduction: Overview of Breeze Live

CHAPTER 1

Attending a Breeze Meeting

This chapter tells you how to enter a Breeze meeting room to attend a meeting and it describes the online features of a meeting room.

Entering a meeting room

To participate in a Breeze meeting, you need to enter (log in to) its meeting room.

To enter a Breeze meeting room:

1 Make sure that you have the URL to the meeting room.

Typically, the person who set up the meeting will send you the URL in an e-mail invitation.

2 In your browser, go to the meeting room’s URL.

This displays a login window with options for logging in as either a Breeze user, with a user name and password, or as a guest.

3 Log in to the meeting.

If you do not have a Breeze user name and password, log in as a guest. If the meeting’s organizer has designated the meeting as public, your guest login is automatically accepted. If the meeting’s organizer has designated the meeting as private, your guest login generates the following message:

This is a private meeting. Your request to enter has been sent to the presenter. Please wait for a response.

The meeting’s Breeze presenter receives your request to enter and has the option of admitting you or refusing admission.

When you log in successfully, if the meeting has started, your browser immediately displays the meeting room. If the meeting has not started, you receive a text message such as the following:

The meeting room is currently closed. You will be admitted when the presenter starts the meeting.

During the login procedure, a bandwidth test will be performed. The Login button will be momentarily disabled while the test runs.

Inside a Breeze meeting room

A meeting room is made up of two main areas: a title bar at the top and a stage below it. The stage displays content related to the meeting. It consists of display areas (pods) for showing various types of content, such as slides, video, whiteboards, shared files, polls, and messages to participants and presenters.

There are three types of meeting room participants: presenters, preparing presenters, and participants who are not presenters.

Presenters can change the setup, content, and layout of the meeting room, share their screen

(make anything displayed on the presenter’s computer screen appear on the meeting-room stage of all participants and presenters), and promote other participants to be presenters.

Preparing presenters can create or modify a meeting room layout that is not displayed until it is

activated by a presenter. Preparing presenters can do this while a meeting is in progress.

Participants can view a meeting and send text messages. During a meeting, if granted permission

by a presenter, participants can also broadcast audio or video content. In this guide, “participant” usually means “participant who is not a presenter.” In some cases, however, “participant” is used more generally to include presenters. The context determines which usage is in effect.

For more information on participant types, see “Participant type” on page 15.

Meeting room title bar

The meeting room title bar is located at the top of the meeting room window. Every participant has a personalized version of the meeting room title bar.

Meeting room status

Meeting room name

Meeting menu button

Participant name

Participant type icon

From left to right, the title bar contains:

8 Chapter 1: Attending a Breeze Meeting

Meeting room status An oval indicating the connection status of the meeting room. A green

oval means that the room is online. A yellow oval indicates network congestion. A red oval means that you have been disconnected due to network problems and Breeze Live is in the process of trying to re-establish your meeting connection. Clicking the connection indicator when it is green or yellow displays information about your connection (for example, its current data-transmission rate). Clicking the indicator when it is red initiates an attempt to go back online. This is useful if you have been disconnected and want to reconnect immediately.

Meeting room name The name assigned to the meeting room by the room’s creator.

Meeting menu button A menu with options for specifying the type of connection you have to

the Internet, for switching between full-screen and a resizable views of the meeting room, for adjusting your microphone or camera, and for accessing help and troubleshooting.

Participant type icon An icon indicating the user type (participant, presenter, or preparing

presenter).

Participant name A participant’s or presenter’s name—either the Breeze user name or, if a

participant is a guest, the participant’s guest name.

Using the Meeting menu

When you click the Meeting button, it displays the Meeting menu. From the meeting menu you can set the type and speed of your Internet connection, and you can switch between a full-screen view of the meeting room and a resizable view of the meeting room.

To set the type and speed of your Internet connection:

1 Click the Meeting button at the top of the meeting window. 2 From the pop-up menu, select My Connection Speed.

This displays the following connection types:

■ Modem

■ DSL

■ LAN

3 Select the type of connection that your computer is using.

To switch from a resizable view of the meeting room to a full-screen view:

1 Click the Meeting button. 2 From the pop-up menu, select Full Screen.

To switch from a full-screen view of the meeting room to a resizable view:

1 Click the Meeting button.

The pop-up menu shows Full Screen with a check mark in front of it.

2 Select Full Screen.

Clicking and dragging a layout tab allows you to re-order the layouts. This enables the layout navigation bar to be used like a meeting agenda (for example, left to right, one layout for each phase of the meeting), allowing you to easily customize the meeting to suit your needs.

Inside a Breeze meeting room 9

+ 21 hidden pages