How 2
Configure Meeting Space In Windows
You will click on the START
button.
You will place your mouse
over or click on ALL PROGRAMS.
You will click on WINDOWS
MEETING SPACE.
You will be brought to the
WINDOWS MEETING SPACE page.
You will have the options to
START A NEW MEETING, JOIN A MEETING NEAR ME, OPEN AN INVITATION FILE.
We will start with START A
NEW MEETING and come back to the other later.
The first option is to place
in a name in the MEETING NAME box.
I have called mine THIS IS
MY MEETING.
You will also need to place
in a password of at least 8 characters.
You can click the SHOW CHARACTERS
box to verify the password.
I will check this box and we
will move to the next image.
You will now see my password
is revealed.
I would recommend to uncheck
the box once you have verified the password is correct for security reasons and
then click the green arrow.
Remember that this password
will need to be phoned, emailed, or given face to face to those who will be
attending.
At this point I will click
SHARE A PROGRAM OR YOUR DEKSTOP…
A small box will appear
explaining that you are about to allow others to see your desktop.
I will select OK.
I am given the option of
sharing a program or sharing my DESKTOP.
I am going to share my
Desktop so I click DESKTOP and then click SHARE.
At this point I can see I am
sharing my desktop with other users.
I will click SHOW ME HOW MY
SHARED SESSION LOOKS ON OTHER COMPUTERS.
You will see what the others
will see on their desktops.
I will click HIDE VIEW so it
will close the window and I can continue to setup the rest of my meeting.
I see a mirror affect but
this is only due to the fact I am viewing this on my own machine.
I could click STOP SHARING
to stop the entire process.
At this point I can INVITE
PEOPLE using the button.
I do not see anyone in here
because nobody else has been signed into people near me.
So I would have to INVITE
OTHERS with an invitation file.
Make sure you leave the
REQUIRE PARTICIPANTS TO TYPE THE MEETING PASSWORD box checked.
Click INVITE OTHERS.
I can send an email or
create an invitation file.
I will CREATE AN INVITATION
FILE.
I am asked to save the file
to a location on my computer or network.
You need to remember that
the file has to be saved to a location that those who will be invited can reach
the file on your computer
or on the network.
If those invited cannot
access the file then they cannot join the meeting.
I have selected my C: drive
and created a folder called My Meeting Folder and I named the file THIS WILL BE
OUR MEETING.
I will click SAVE.
I have switched to my C
drive just to show you that the file does exist as shown.
You will not see this image
during the setup of the meeting.
In addition to sharing
programs you can create handouts using ADD A HANDOUT… under HANDOUTS
I will click ADD A HANDOUT.
I now have to click OK to
move forward.
This just warns that the
handout will be copied to all participating computers.
When this screen appears you
could just make a new document or attach one.
I will right click in the
white area which I have a red circle showing and select NEW and pick MICROSOFT
WORD DOCUMENT from the list.
You can see my new document
called OUR DOC.
I now double click on the
OUR DOC.
You will now see I have OUR
DOC under the HANDOUTS area showing (1) handout available.
If you right click the OUR
DOC you would have a list of options.
The very top option in the
list would be Share To Meeting which you could click to do just that.
I did right click on the OUR
DOC and my Share To Meeting was not highlighted since it is already shared.
In that same list if I right
click OUR DOC I can select EDIT which I will do and we will move to the next
image.
Now you can see my document
called OUR DOC that I created earlier.
At this point I can add or
delete content of the document so it can be ready for our meeting.
Now anyone that was invited
to the meeting will be able to see my document.
Now back on the main page we
can select MEETING which would give us a drop down with the options of:
- Save Handouts
- Leave Meeting
- Exit
I will click SAVE HANDOUTS
from the list under MEETING.
You will see I have the option
of saving the handouts for maybe another meeting someday.
I would find a location in
the list of folders and then click OK.
Back on the main page you
have INVITE that we could bring people to the meeting.
SHARE so you could start a shared
session but since I have already started a shared session it is grayed out
here.
ADD so I can add more
handouts.
You will notice in the right
hand panes I have two small icons.
One is a small person and
the other a paper.
The person icon is to invite
people and the paper can be used to add an handout.
You will see while sharing
at the very top of your screen the option to GIVE CONTROL.
So if you click on the GIVE
CONTROL button you will have two options. TAKE CONTROL or ESC.
You can give control of the
program or your desktop to someone else and you can take it back by clicking
the ESC button under the GIVE CONTROL button.
You can also hold down the
Windows button on your keyboard and tap the ESC key on the keyboard to take
back control.
You will also notice you
have OPTIONS on the end of the bar to the far right.
Under OPTIONS you can click
SHOW WINDOWS MEETING SPACE WINDOW or you can CONNECT TO A PROJECTOR.
I have closed Meeting Space and
I have started a new session by going back into meeting space.
So here we are on the first
page again and we will look at JOIN A MEETING NEAR ME.
You have to be signed into
People Near Me for this to work which we are and we do not see any meetings.
If they were available they
would be listed in the big red circle that I placed on the image.
We will move to the OPEN AN
INVITATION FILE… and I will click to start the invitation.
You will see the box below
and you can find your meeting that you should attend and select it.
I will select my meeting
from earlier called THIS WILL BE OUR MEETING and select OPEN.
If you remember back when we
started I placed in an 8 character password which now you will need to know to
enter.
Place in the password and
yes you could click SHOW CHARACTERS just so you know you are typing it
correctly but be sure to uncheck before you
click the arrow.
You will see that the
Meeting Space will try to join.
Now mine will fail since I
am the one that created it in the first place but you should get connected from
here and be working
just great.
One thing to remember is
that you cannot be joined to two meetings at the same time but you can leave
one meeting then join the next.
NOTE: Be careful with this
tool because you are sharing resources so be careful who you share with and
share only resources you need to share.
A few things to keep in mind
while using Meeting Space are:
1.
Vista Home Edition can only join a meeting.
2.
You can never uninstall the program.
3.
You will always have to place in a password to create a meeting.
4.
All users will need to be on the same subnet.
5.
You can only have up to 10 people in one meeting. 1 of the 10 is the presenter.
6.
When you share an application you can always hit Alt+S to bring up the
presentation bar.
This ends the task