MACROMEDIA BREEZE-FOR MEETING PRESENTERS, Breeze User Manual
Breeze Live User Guide
for Meeting Presenters
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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
CONTENTS
INTRODUCTION: Overview of Breeze Live . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Breeze meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Intended audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Displaying content to meeting participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Activities that you can perform as a Breeze presenter . . . . . . . . . . . . . . . . . . . . . . . . 9
Breeze documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Additional Macromedia resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
CHAPTER 1: Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Creating a meeting room. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Entering a meeting room. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Inside a Breeze meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Leaving a meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
CHAPTER 2: Setting Up a Meeting Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
About creating a meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Controlling access to a meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Setting meeting room connection properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Customizing the meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
CHAPTER 3: The Participants List Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Participant name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Participant type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Participant status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Participant bandwidth . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Changing participant type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Removing a participant from a meeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Sorting participants for a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
CHAPTER 4: Using the Chat Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Sending text messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Receiving a message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Clearing messages from Chat pods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
3
CHAPTER 5: Using the Note Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Adding note text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Editing note text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Creating a Note pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Choosing a Note pod for display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Formatting note text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Renaming a Note pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Deleting a Note pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
CHAPTER 6: Using the Whiteboard Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Creating a new whiteboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Requesting to join a whiteboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Accepting and rejecting requests to join a whiteboard . . . . . . . . . . . . . . . . . . . . . . 40
Drawing on a whiteboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Navigating between multiple whiteboard pages . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Clearing a whiteboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
CHAPTER 7: The Camera and Voice Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Broadcasting audio and video . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Enabling broadcasting by participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Approving an individual participant’s request to broadcast . . . . . . . . . . . . . . . . . . 44
Controlling audio and video broadcasts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Setting meeting-wide broadcast characteristics. . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Microphone and Camera settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Broadcast permissions by participant type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
CHAPTER 8: Using the Content Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Understanding types of meeting room content . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Adding new content to a Content pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Choosing the content to display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Working with Breeze presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Renaming a Content pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Deleting a Content pod. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Editing the content in a Content pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
CHAPTER 9: Using the Screen Sharing Pod. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
About accessing screen-sharing functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Starting screen sharing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Navigating windows during screen sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Previewing your shared screen in the meeting room. . . . . . . . . . . . . . . . . . . . . . . . 63
Controlling application sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Changing the screen-sharing source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Stopping screen sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
4 Contents
CHAPTER 10: Using the File Sharing Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Creating a new File Sharing pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Uploading a file. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Downloading a file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Renaming a file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Removing a file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
CHAPTER 11: Using the Polling Pod. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Creating a new Polling pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Asking participants to respond to a poll. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Editing a poll. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Closing the answer period for a poll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Viewing the poll results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Navigating between polls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Showing the poll results to participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Clearing the poll answers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
CHAPTER 12: Recording Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Recording a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Recording a meeting for voice only . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Replaying a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Navigating recorded meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
CHAPTER 13: Customizing the Meeting Room . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Understanding the structure of a meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Default room layouts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Working with meeting room layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Working with meeting room pods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
CHAPTER 14: Using the Web Links Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Creating a new Web Link pod. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Adding a new web link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Forcing all participants to a web link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Renaming a web link. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Removing a web link. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Contents 5
6 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.
Breeze meetings
Breeze Live is unique among web meeting applications in that you use it not only to schedule a
meeting, but to create an online “meeting room” in which the meeting is held. When you create a
Breeze meeting room, you specify the way you want presentation material to appear in
participants’ browsers and you determine the kind of content—for example: audio, video,
PowerPoint, an application running on your computer—that is made available.
A meeting takes place during a given time period and then it is over. A Breeze meeting room exists
before a meeting and continues to exist after the meeting. You can use the same meeting room
(and meeting room setup) from one meeting to the next.
You create a Breeze meeting room using the Breeze Manager web application. For more
information, see the Using the Breeze Manager guide. When you create a Breeze meeting room, it
is assigned a unique URL. Participants attend a meeting by going to the meeting room’s URL
with their browser. The meeting room is a Macromedia Flash application that runs in a browser
window using Macromedia Flash Player.
7
Intended audience
This document covers the activities that a presenter can perform in scheduling and conducting a
Breeze meeting. For information on creating and managing Breeze meetings, see the Using the
Breeze Manager guide. For information on participating in a meeting, see Using Breeze Live (for
Participants).
Displaying content to meeting participants
You can display the following types of content to participants:
• Content residing on the Breeze server. Such content includes:
Breeze presentations PowerPoint slides hosted through the Breeze Presentation platform.
If you want to include PowerPoint slides in your meeting, you can upload the slides from the
Content Library (this requires that you have already published the file to the Content Library)
or you can upload the slides from your computer (see “Adding content from your computer”
on page 53).
Macromedia Flash content (SWF files)
Images (JPGs)
Macromedia Flash videos (FLVs)
• Content displayed on your own computer screen (screen sharing). This allows you to
demonstrate any application you can run on your computer and to display content, such as an
Excel spreadsheet, that cannot be displayed from the Breeze server.
You can also display PowerPoint slides from your own computer by using screen sharing, but
the slides look better to participants when they come from the Breeze server, which displays
them as Flash slides.
• Content displayed on a real-time whiteboard. You can choose from a selection of shapes and
tools to create text and drawings for participants. Participants can also request to use the
whiteboard at the same time.
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
8 Introduction: Overview of Breeze Live
Activities that you can perform as a Breeze presenter
As a presenter, you can:
Set up the meeting room This includes inviting participants, controlling access to the meeting
room, and setting meeting room connection settings. See Chapter 2, “Setting Up a Meeting
Room,” on page 21.
Promote, demote, or eject users in the meeting room. See Chapter 3, “The Participants List
Pod,” on page 27.
Send text messages to other people in the meeting room. See Chapter 4, “Using the Chat Pod,”
on page 33.
Create text notes for participants that stay visible when and where you want them to. See
Chapter 5, “Using the Note Pod,” on page 35.
Provide context and collaborate in real time with participants on a free-form text and drawing
surface. See Chapter 6, “Using the Whiteboard Pod,” on page 39.
Broadcast audio and video to other meeting participants and enable and approve broadcasts
from other participants. See Chapter 7, “The Camera and Voice Pod,” on page 43.
Present content to participants, including PowerPoint presentations (PPTs), Breeze
presentations, images (JPGs), Flash movies (SWFS), and Flash videos (FLVs). See Chapter 8,
“Using the Content Pod,” on page 51.
Screen share the display or control of applications on your computer to give product demos,
show content, or control applications that are not a PPT, SWF, FLV, or JPG. See Chapter 9,
“Using the Screen Sharing Pod,” on page 59.
Share files with participants and manage the library of files and access to them. See Chapter 10,
“Using the File Sharing Pod,” on page 69.
Poll meeting participants with questions and responses that you create and view the results. See
Chapter 11, “Using the Polling Pod,” on page 73.
Customize the meeting room, creating, reorganizing, adding, and deleting new meeting room
layouts and display areas (called pods). See Chapter 13, “Customizing the Meeting Room,”
on page 79.
Force browsing to web links by adding and pushing selected links. See Chapter 14, “Using the
Web Links Pod,” on page 89.
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.
Breeze documentation 9
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.
10 Introduction: Overview of Breeze Live
CHAPTER 1
Getting Started
This chapter describes the components and layout of a Breeze meeting room.
Creating a meeting room
You create a meeting room using the Breeze Manager web application. You specify a meeting
room name, description, and type of meeting access (public or private). A meeting room is then
created for you with a specific URL. Use this URL to enter the meeting room at any time.
For more information on creating meetings, log in to the Breeze Manager web application and
view the help for creating meetings in the Using the Breeze Manager guide.
Entering a meeting room
After you create a meeting room, you can enter it from the Breeze Manager web application or by
either clicking on the URL (for example, in an e-mail or a bookmark) or by entering its URL in
your browser.
To go to a meeting room from the Breeze Manager, do one of the following:
• If the Meeting Information page for a meeting is displayed—for example, immediately after
you have created a meeting—click the Enter Meeting Room button.
• At any other time, click the Meeting tab in Breeze Manager to go to the Meeting Library,
where you can look up your meeting, display the Meeting Information page for it, and then
click the Enter Meeting Room button.
As a presenter of the meeting, you are immediately admitted to the meeting room.
Inside a Breeze meeting room
A meeting room is made up of three main areas: a title bar at the top, a layout navigation bar at
the bottom, and a stage in between. 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. Any pods located on the stage are
visible to all meeting room participants. Pods can also be located off stage; these can only be seen,
used, or controlled by presenters and preparing presenters.
There are three types of meeting room participants: presenters, preparing presenters, and
participants who are not presenters.
11
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 27.
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
From left to right, the title bar contains:
12 Chapter 1: Getting Started
Meeting menu button
Present menu button
Customize menu button
Participant type icon
Participant name
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 specified when creating the meeting room in the Breeze
Manager web application. For more information on creating meeting rooms, see the “Managing
Meetings” chapter in Using the Breeze Manager Help.
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. (For more
information, see “Setting meeting room connection properties” on page 24 and “Customizing the
meeting room” on page 25.)
Present menu button A menu visible only to meeting presenters that contains options, such as
recording a meeting or stopping a meeting, that apply only to the current meeting.
Customize menu button A menu visible only to meeting presenters that contains menu
options for customizing the meeting room’s layout (for example, to add, delete, or resize pods).
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.
Layout navigation bar
The meeting room layout navigation bar is located at the bottom of the meeting room window
and is visible only to presenters. It contains the names of various meeting room layouts.
By default, a new meeting room contains three prebuilt meeting room layouts: Slides, Screen
Sharing, and Discussion. Each of these meeting room layouts contains pods of various sizes and
locations for customizing the meeting space for that particular function: to share slides or other
content, to screen-screen, or to have a discussion.
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.
You can change the displayed meeting room layout by clicking the name of one of the meeting
room layouts in the layout navigation bar. For more information on organizing and creating your
own meeting room layouts, see “Working with meeting room layouts” on page 82.
Inside a Breeze meeting room 13
When a presenter navigates to a different meeting room layout on the layout navigation bar, the
new layout selected is displayed on every participants’s screen. In contrast, a preparing presenter
can navigate between meeting room layouts without affecting what the participants see. This
makes it possible for a preparing presenter to edit or “prepare” meeting room layouts while
another presenter is presenting.
Stage
The meeting room stage consists of separate pods for displaying different types of content, such as
slides, video, or the duplication (screen sharing) of whatever appears on the computer screen of a
presenter. The pods that make up the stage are visible to everyone attending a meeting.
Presenter-only area
Presenters can also place pods off the stage—in the area of the screen not contained between the
meeting room title bar and the layout navigation bar. Any pods placed offstage are not seen by
participants, but only by other presenters. This enables presenters to have private pods for notes,
text messages, and so on, that only they can view or share with other presenters. The presenteronly area is also useful if a presenter wants to prepare new content before making it available for
viewing. To show it, they can just drag it on the stage from the presenter-only area.
14 Chapter 1: Getting Started
For more information on organizing and creating your own meeting room layouts, see “Working
with meeting room layouts” on page 82.
Meeting room pods
A meeting room usually contains a number of display panels, called pods, each with its own
function. There are several types of pods. When presenters set up a meeting room, they determine
the number and types of pods that participants see. The following types of pods are available:
• Participants List
• Chat
• Note
• Whiteboard
• Camera and Voice
• Content
• Screen Sharing
• File Sharing
• Polling
• Web Links
To create custom pods, see the Developing Pods for Breeze document.
Inside a Breeze meeting room 15
About the Participants List pod
The Participants List pod displays the name, type, and status of each participant (including
presenters). An icon identifies each participant’s type—participant, presenter, or preparing
presenter. An additional round icon to the right of each meeting participant identifies the
approximate network capacity that they are experiencing. No color indicates an acceptable
network connection. Orange indicates that the user’s connection is less than the current room
bandwidth, the user's network is experiencing high latency, or the user's network connection is
dropping 5% to 20% of packets. Red indicates that the user's network latency is greater than 4
seconds, the room is on LAN and the user is connected by a modem, or the user’s network
connection is dropping over 20% of packets.
Each participant sets his or her own status by selecting it from a pop-up menu available from the
Participants List pod. The following are examples of the status selections available:
• I am fine
• I have a question
• Speak louder
• Speak softer
• Go faster
Presenters can use the participants list menu to change a participant’s type (for example, promote
a participant to a presenter) and to remove participants from the meeting room, in which case the
meeting room is no longer displayed in the participant’s browser.
For more information, see Chapter 3, “The Participants List Pod,” on page 27.
About the Chat pod
The Chat pod allows you to send text messages to other meeting participants. If you include
URLs, the chat pod automatically creates live links, making link content easy to access. You can
broadcast a message to all meeting participants (including presenters), or you can restrict it to
presenters or to individual participants.
16 Chapter 1: Getting Started
For more information, see Chapter 4, “Using the Chat Pod,” on page 33.
About the Note pod
The Note pod displays a text message to all meeting participants. Only presenters can enter or
change a message in the Note pod.
For more information, see Chapter 5, “Using the Note Pod,” on page 35.
About the Whiteboard pod
The Whiteboard pod lets meeting attendees share text and other drawing annotations
collaboratively in real time. Presenters can create new Whiteboard pods, clear the whiteboards,
and grant participants access to draw on the whiteboard. A Whiteboard pod can also be placed on
top of a Content pod for easy access to the whiteboard.
For more information, see Chapter 6, “Using the Whiteboard Pod,” on page 39.
Inside a Breeze meeting room 17
About the Camera and Voice pod
The Camera and Voice pod broadcasts live audio and video to meeting participants. Presenters
can always choose to broadcast audio or video (or both) to a meeting, and they can enable
meeting participants who are not presenters to broadcast audio or video.
For more information, see Chapter 7, “The Camera and Voice Pod,” on page 43.
About the Content pod
The Content pod displays PowerPoint presentations, Breeze presentations, Flash SWF files,
images (JPEGs only), Flash videos (FLVs), or FlashPaper documents (those created by Contribute
2.0 and later) to meeting participants. The content pod can display only content that is in the
Breeze Content Library or has been uploaded to the Breeze server. If you have content on your
computer that you want to display in the Content pod, you need to upload it to the Breeze server
(see “Adding content from your computer” on page 53.)
Note: If you use Breeze Live as a stand-alone product, you can upload content only to the meeting
room’s folder. If the meeting room is deleted, the content in its folder is deleted with it. The Content
Library is a feature of the Breeze Presentation platform. It is used as a central repository for storing
content.
For more information, see Chapter 8, “Using the Content Pod,” on page 51.
18 Chapter 1: Getting Started
About the Screen Sharing pod
The Screen Sharing pod broadcasts a live display of your desktop or of an application that is open
on your desktop. The Screen Sharing pod also includes application sharing functionality, which,
when enabled, allows participants to control applications that are visible on their screen.
For more information, see Chapter 9, “Using the Screen Sharing Pod,” on page 59.
Note: Screen sharing is supported only on Windows and requires the Presenter Add-In for Breeze.
About the File Sharing pod
The File Sharing pod provides a method for presenters to distribute files to meeting participants.
Participants can download files for shared use.
For more information, see Chapter 10, “Using the File Sharing Pod,” on page 69.
About the Polling pod
The Polling pod provides presenters with the ability to conduct polls or questionnaires of the
participants. Reports track a variety of information for the presenters, including the number of
votes for each response, percentage of votes for each response, each question that was asked, and
the time that each question was asked.
For more information, see Chapter 11, “Using the Polling Pod,” on page 73.
Inside a Breeze meeting room 19
About the Web Links pod
With the Web Links pod, presenters can force all meeting participants to automatically browse to
a one or several web links during a meeting.
For more information, see Chapter 14, “Using the Web Links Pod,” on page 89.
Leaving a meeting room
To leave a meeting room:
• Click the Close button in the upper right corner of the meeting room window.
If all the presenters leave a meeting room, it is still open to any remaining participants. If you
want access to the meeting room to end when you leave it, you need to stop the meeting. For
more information on stopping a meeting, see “Controlling access to a meeting room” on page 22.
Note: If your meeting room view is set to full screen, the Close button is not visible. To access the
Close button, resize your meeting room.
20 Chapter 1: Getting Started
CHAPTER 2
Setting Up a Meeting Room
This chapter describes the details of setting up a meeting room and includes the following topics:
• “About creating a meeting room” on page 21
• “Inviting meeting participants” on page 21
• “Controlling access to a meeting room” on page 22
• “Setting meeting room connection properties” on page 24
• “Customizing the meeting room” on page 25
About creating a meeting room
You create a meeting room using the Breeze Manager web application. You specify a meeting
room name, description, and type of meeting access (public or private), and a meeting room is
created for you with a specific URL. You can use the URL to enter the meeting room at any time.
Inviting meeting participants
There are two built-in ways to invite participants to a meeting: from the Breeze Manager web
application or from within a Breeze meeting room. You also have the options of inviting meeting
participants by sending the meeting URL in e-mail or by telling them the URL over the phone.
For more information about inviting meeting participants from the Breeze Manager web
application, see
about inviting meeting participants from within a meeting room, see “From within a meeting
room” on page 22.
From the Breeze Manager web application
Use the Breeze Manager web application to invite meeting participants when you create a
meeting room. An e-mail is sent to the Breeze users you specify as participants for the meeting,
along with any other people you specify that are not Breeze users. A benefit of this method is that
from within the Breeze Manager web application, you can assign Breeze users participant or
presenter status for the meeting room on a permanent basis.
For more information, log in to the Breeze Manager web application and see “Sending
notifications” in Using Breeze Manager Help.
“From the Breeze Manager web application” on page 21. For more information
21
From within a meeting room
You can also invite meeting participants from within a meeting room. This is convenient if you
want to invite additional participants to join during a meeting or if you need to resend meeting
information to missing participants who have misplaced it.
To invite participants from a meeting room:
1 Click the Present button at the top of the meeting window.
2 From the pop-up menu, select Invite.
This brings up an Invite window containing the meeting URL and two buttons: Send E-Mail
and Done.
3 Do one of the following:
■ Click the Send E-Mail button to bring up 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 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 room.
Controlling access to a meeting room
You can control access to a meeting room in two ways:
Make a meeting room public or private From the Breeze Manager, you can set access to a
meeting room as either Anyone (anyone can enter) or Invitees Only (a presenter determines the
individuals or groups that can attend).
Stop a meeting From within a meeting room, you can stop a meeting and reopen it at any
time. Stopping a meeting means that users cannot view the meeting room in their browsers.
Reopening a meeting means that users can view the meeting room. If you stop a meeting before
its scheduled time, you can keep participants from entering the meeting room until you are ready
for them. If you stop a meeting at its scheduled ending time and do not open it until the next
scheduled meeting, you can keep participants from entering a meeting room between meeting
sessions.
Restricting access from the Breeze Manager web application
Use the Breeze Manager web application to restrict access to a meeting room. The meeting room
access type is set when the meeting room is created, but the access type can be edited later. The
two meeting room access settings are:
Invitees Only Only registered Breeze users whom a presenter has listed for the meeting and
specially admitted guests can enter the meeting room.
Anyone Anyone can enter the meeting room.
For more information on designating meeting access as Anyone or Invitees Only, log in to the
Breeze Manager web application and see “Who can attend” under “Entering Meeting
Information” in Using Breeze Manager Help.
22 Chapter 2: Setting Up a Meeting Room
Admitting guests to Invitees Only meetings
When a meeting is restricted to Invitees Only, anyone who has the URL to the meeting room can
attempt to log in as a guest. When someone tries this, presenters see an animated icon next to the
Customize button on the meeting-room title bar. The figure is knocking to get into the meeting.
As a presenter, you can accept or refuse to accept a guest login to a private meeting.
To accept or deny a guest login to an Invitees Only meeting:
1 Place the pointer over the icon of a knocking figure.
This displays a pop-up window with the message:
[name of guest] would like to enter the room.
The guest name displayed is the name entered in the login text box for guests. If there is more
than one guest waiting to enter, you can go through the queue by using the < and > buttons in
the notification window. The notifier also tells you how many people are waiting to enter.
2 Click either the Decline or Accept button displayed in the pop-up window.
Stopping a meeting
You can stop a meeting at any time.
• If you stop a meeting before any participants are in the meeting room, you make it temporarily
unavailable to non-presenting participants. This allows you to keep participants out of the
meeting room between meetings and before you are ready for them at the start of a meeting.
When you stop a meeting, a text message (determined by the presenter) such as “The meeting
room is closed until the scheduled meeting time” is displayed to anyone who tries to enter the
room as either a participant or a guest.
• If you stop a meeting while non-presenting participants are in the meeting room, the meeting
room window is closed in their browser and a text message (determined by the presenter) such
as “Meeting is over; the meeting room is now closed” is displayed.
To stop a meeting:
1 Click the Present button at the top of the meeting room.
2 From the pop-up menu, select Stop Meeting.
A Stop Meeting window appears with a Message for Viewers text box. The box initially
displays the message “You will enter automatically when the presenter starts the meeting.” (You
can change this text, if you want.)
3 Change the Message for Viewers text, if you do not want to use the default text.
4 Click the OK button.
A lock icon appears in the title bar of the meeting window. If participants navigate to the
meeting room URL, they are prompted to log in, and then they receive the custom message
you set. They are automatically logged in as soon as you open the meeting. The notification
window will let you know how many participants are waiting to enter the meeting room.
Note: If a user stays in a room for 12 hours, a green screen with the following message appears:
“You have exceeded the time limit in this room. Click Retry to reenter.”
Controlling access to a meeting room 23
Finding out the number of participants waiting to enter a meeting room
If you have stopped a meeting, you can find out how many participants are waiting to enter the
meeting room.
To find out how many participants are waiting to enter a meeting room when a meeting has
been stopped:
• Place your mouse over the lock icon at the top of the meeting window.
A pop-up window displays a message containing the number of participants waiting to enter
the room.
Starting a meeting after stopping it
To start a meeting after you have stopped it, do one of the following:
• Click the Present button at the top of the meeting window, and from the pop-up menu, select
Stop Meeting.
This removes the check mark showing that the meeting was stopped. The lock icon disappears
from the top of the window, and the meeting room is now open for participants to enter.
• Move the pointer over the lock icon at the top of the meeting room and click Start Meeting in
the pop-up window that appears.
The lock icon disappears from the top of the meeting room, and the meeting room is now
open for participants to enter.
Setting meeting room connection properties
There are two bandwidth settings you can set to optimize the meeting room experience for
yourself and your participants:
My connection speed The bandwidth at which your computer is connected to the Internet.
Room bandwidth The bandwidth for the meeting room itself, which should correspond to the
average bandwidth of your meeting participants.
Possible bandwidth options for both settings include:
• Modem
• DSL
• LAN
Setting your connection speed
Set the connection speed setting to the bandwidth at which your computer is connected to the
Internet. Setting your connection speed can improve your experience of the meeting room by
alerting the server to how much data your connection can reasonably handle. The server will
respond by tuning the data delivery rate for your connection.
To set your connection speed:
1 Click the Meeting button at the top of the meeting window.
2 From the pop-up menu, select My Connection Speed and the appropriate bandwidth option.
24 Chapter 2: Setting Up a Meeting Room
Optimizing the room bandwidth
Set the room bandwidth to the average bandwidth of the meeting participants.
To set the meeting room bandwidth:
1 Click the Present button at the top of the meeting window.
2 From the pop-up menu, select Optimize Room Bandwidth and the appropriate bandwidth
option.
Customizing the meeting room
You can change the size and layout of the meeting room to maximize screen space and customize
it for your particular meeting needs.
Participants can toggle back and forth between a full-screen view of the meeting room and a
resizable view.
New presenters can easily select between various prebuilt meeting room layouts that contain
various types of pods (display panels), including chat, note, content, camera and voice, and so on,
of various sizes and locations.
Experienced presenters can customize the provided meeting room layouts by changing the size
and location of pods, or by adding and deleting pods. They can also create completely new
meeting room layouts. For more information, see
on page 79.
Chapter 13, “Customizing the Meeting Room,”
Setting the meeting room to full-screen size
Each participant has the option to make the meeting room a full screen, thereby maximizing the
meeting room workspace.
To make the meeting room a full screen:
1 Click the Meeting button at the top of the meeting window.
2 From the pop-up menu, select Full Screen.
The meeting room window becomes a full screen.
To return the meeting room from a full-screen view to a resizable view:
1 Click the Meeting button at the top of the window.
2 From the pop-up menu, select Full Screen; this option should have a check mark next to it
because it is currently selected.
Selecting a meeting room layout
Every new meeting room is created with three initial meeting room layouts: Slides, Screen
Sharing, and Discussion. Each meeting room layout contains various types of pods (display
panels; examples are: chat, note, content, camera and voice, and so on) of various sizes and
locations.
The layout navigation bar at the bottom of the meeting window lists all available meeting room
layouts.
Customizing the meeting room 25
To select a meeting room layout:
• In the layout navigation bar at the bottom of the meeting window, click the button for the
meeting room layout that you want to use.
The meeting room layout changes and is immediately displayed for all meeting participants.
Customizing the meeting room layout
The meeting room layouts can also be customized. Presenters can change the size and location of
pods contained in a meeting room layout, as well as add and delete pods. They can also create
new meeting room layouts.
For information on customizing meeting room layouts, see Chapter 13, “Customizing the
Meeting Room,” on page 79.
26 Chapter 2: Setting Up a Meeting Room
CHAPTER 3
The Participants List Pod
The Participants List pod lists everyone who is logged in to a meeting, and gives the following
information about each participant:
• Participant name (see “Participant name” on page 27)
• Participant type (see “Participant type” on page 27)
• Participant status (see “Participant status” on page 29)
• Participant bandwidth (see “Participant bandwidth” on page 30)
As a presenter, you can change a participant’s type and you can remove participants from
a meeting.
Participant name
If a participant is logged in to a meeting as a guest, the participant’s name is the guest name
entered at login. Otherwise, the name listed is the participant’s full name as registered with the
Breeze Manager. If the Participants List pod is small, the full text of a name might not be visible.
Roll over each name to view the user’s full name.
Participant type
There are three types of meeting participants:
Participant Can view and participate in a meeting.
Presenter Can show slides and content, screen share, broadcast audio and video, change the
meeting setup, and customize the meeting space.
Preparing Presenter Can view and edit meeting room layouts without interfering with the
meeting. Any layout besides the one currently being used in the meeting by the presenter can be
edited by a preparing presenter.
27
Participant type is indicated by an icon to the left of a participant’s name, as follows:
Participant Type Icon
Participant
Presenter
Preparing Presenter
The following table lists the capabilities of each participant type.
Feature Participant Preparing
Presenter
Presenter
View participants’ names, types, and statuses
✔✔✔
View connection status ✔✔
Change participant status ✔✔✔
Change participant type
✔
(Participant/Presenter/Preparing Presenter).
Remove participants. ✔
View and send text messages. ✔✔✔
Clear Chat pod. ✔
Create, switch, format, and edit notes from a Note pod. ✔
Broadcast audio and video without approval. ✔✔
Broadcast audio and video with approval from presenter. ✔
Invite participants to broadcast audio and video. ✔
Broadcast audio and video with approval after audience is
✔
invited.
Change audio and video settings (what to allow
✔
broadcast, quality of video broadcast).
View layout navigation bar. ✔✔
Add content from Breeze Content Library, your
computer, or meeting room content.
View presentations. ✔✔✔
View presentation outlines. ✔✔
Change size of presentation outline window. ✔✔
Navigate between presentation slides by using the outline
window or the navigation arrows.
28 Chapter 3: The Participants List Pod
✔✔
✔✔
Feature Participant Preparing
Presenter
Broadcast using screen sharing. ✔
Promote yourself to presenter. ✔✔
View presenter-only pods. ✔✔
Change layout displayed to participants. ✔
Presenter
Navigate between scenes without changing what is
broadcast to participants.
Create new layouts. ✔✔
Organize layouts. ✔✔
Move and resize pods on the stage ✔✔
Move and resize pods offstage and on scenes not
displayed to participants.
Create new pods on the stage. ✔✔
Create new pods off the stage for presenters-only. ✔✔
Change stage dimensions. ✔✔
Invite participants. ✔✔
Change meeting broadcast settings. ✔✔
Lock /unlock room. ✔
Enter a locked room. ✔✔
Record a meeting ✔
Playback a recorded meeting ✔✔✔
✔
✔
Participant status
By default, a participant’s status is “I am fine.” However, a participant can change their own
status. If a participant’s status is anything other than “fine,” the status is identified by an icon to
the right of the participant’s name. The following table lists the available statuses and their icons.
Participant Status Icon
I am fine none
I have a question
Speak louder
Speak softer
Participant status 29
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