User Guide September 2017

Transcription

1 User Guide September 2017

2 Table of Contents Welcome to imeet 3 Get the imeet desktop app 4 Download and install imeet 4 System requirements 4 Getting started 5 Sign in 5 Sign up with imeet 5 Get to know the imeet app 6 imeet Home screen (hosts) 6 imeet Home screen (registered users) 7 Set your availability and update your imeet profile 8 Update your imeet profile 8 Manage imeet contacts 10 Add a contact 11 View contact details 13 Start or join a meeting 14 Start your own meeting (hosts) 14 Join another person s meeting 15 Connect your audio 17 Welcome to the imeet room 21 Host view 21 Menu bar 22 Guest view 24 Host a meeting 25 Invite guests to your meeting 25 Invite a video conference system to the meeting 26 Copy connection details to send in a message 27 Share your webcam 28 One-to-one video conferencing 28 Customize your room settings 29 imeet User Guide 1

3 Table of Contents Work with participants 30 Meeting controls 31 Meeting productivity 32 Share your screen or a guest s screen 32 Share a file or video 33 imeet Notes 34 Record your meeting 35 Access and share recordings and meeting minutes 36 Attend a meeting from a video room system 37 Join the meeting 37 imeet meeting view with a video room system participant 39 Video room system view 40 Change the video room system layout (hosts) 41 Share content 42 Manage your files (desktop) 43 Chat and call from the desktop 44 Chat with one person or a group 44 Voice and video calling 48 Chat and call from your phone 49 System requirements 49 Chat window 49 Chat navigation 50 imeet Settings (desktop) 51 Select the access number to list first on invitations 52 Preview new features 53 imeet goes where you go 54 Support 54 imeet User Guide 2

4 Welcome to imeet imeet is an all-in-one web, video, and audio conferencing solution, designed to engage team meetings, group discussions, customer presentations, and one-to-one communication. Plus, imeet makes collaboration outside of meetings easier and faster. Reach individuals or groups anywhere in the world and collaborate in real time from your Mac or PC. In the meeting Host your own meeting, jump in to another imeet room, and save imeet contacts to make it easier to find meetings you attend frequently. imeet now runs in HTML5 giving you more security and faster load times. Have imeet call you or connect to audio through your computer with HD audio over VoIP. imeet includes Dolby Voice integration, featuring improved vocal clarity, background noise suppression, and spatial audio separation to make it easier to understand who is talking. During the meeting, invite guests via , or have imeet dial out to them. Select the access number to list first on meeting invitations. Share your webcam and meet face-to-face. Share your screen or let guests share their screens. The cloud-based file cabinet lets you upload, download, and share files and videos with guests. Chat with everyone in the room, or chat privately with an individual guest. Record your meeting, up to NEW three hours. The video recording is saved in your file cabinet. Customize your imeet profile, room theme, and meeting names to increase personalization. Let guests participate in an imeet meeting using their existing video conferencing room systems using imeet VRC (Video Room Connector). On your desktop Set your availability and know when your contacts are online and available. Add imeet room owners, registered users, and other people to your imeet contacts. Reach out to any imeet user (host or registered user) from their contact details. Chat with one contact or invite a group to chat. Quickly share information, links and files. Talk one-on-one with or without video and easily escalate a chat conversation to voice. Continue chat conversations started from your desktop on a mobile device with imeet Chat. View and manage your file cabinet from your Mac or PC, without having to join your meeting. Preview features before they are released; go to Settings > Labs to see what we re working on. imeet meetings are accessible to hosts and their guests. The imeet desktop app is available for meeting hosts and registered users only. You do not have to have an imeet room to use imeet s communication tools. Just sign up with your address with imeet and choose a password. imeet User Guide 3

5 Get the imeet desktop app You can host or join a meeting from any web browser. But for the best meeting experience, HD audio, and imeet s collaboration features, download the imeet app for Mac or Windows. Download and install imeet The imeet apps are available on the imeet Downloads page. The desktop app is available for Windows and Mac systems. The imeet for Windows download also includes the imeet Toolbar for Microsoft Outlook. This guide explains how to install and use imeet for Windows and imeet for Mac. imeet mobile apps (for ipad, iphone, and Android smartphone) are explained in their own imeet User Guides. System requirements imeet is available for Windows and Mac systems. Run a quick Automated Systems Check to see if you re set up for the best imeet experience possible. Windows 7 SP1, 8.1, or 10 macos or newer Intel or AMD processor 1.8 GHz CPU or higher; 2.3 GHz or higher is recommended. Minimum 2GB of RAM Current version plus one previous version of macos Safari, Google Chrome or Mozilla Firefox, Internet Explorer 11 or newer, and Microsoft Edge (Windows 10) Flash player version 19 or newer Screen Share requires.net or newer. The imeet Toolbar supports Microsoft Outlook 2010, 2013, and It requires.net Framework or newer. Firewall port 443 must be open. imeet User Guide 4

6 Getting started Once imeet has been installed, find the double e icon located on your desktop, system tray or menu bar, and start it. The imeet desktop app is available for imeet hosts and registered users (guests who registered with their address and password). If you are a first-time user, you can sign up with imeet from the welcome screen. Sign in Enter your address, and then click Continue. imeet checks whether you are registered and prompts for your password. Sign up now. If you do not have an imeet account, enter your name and create a password to sign up with imeet and get started. Sign up with imeet We recommend that all guests download and use the imeet app to join a meeting. The app provides HD audio when connecting via VoIP. Enter your name, create a password, and then click Sign Up. imeet User Guide 5

7 Get to know the imeet app imeet Home screen (hosts) imeet signs you in to the app and displays the home screen. If you have an imeet room, the Meetings tab is displayed. Use tabs on the left to attend meetings, manage contacts, manage your file cabinet, chat, and voice or video call a contact. You can also set your availability and update your profile. Contacts. Add contacts, voice or video call a contact, and join a contact s meeting. Availability. Let people know you re free to chat, meet, or video call. Chat. Chat with one of your contacts, invite someone via to chat, or chat with a group. My Meeting Info. Your meeting URL and dial-in details. Show more view more dial-in numbers and H.323 and SIP video connection details. Settings. Manage audio/visual settings, update your imeet room name, and set up notifications. Files. Upload files, preview and delete files, and view and rename meeting recordings and minutes. Start your own meeting. Red indicators let you know when someone is in your room, you receive new chat messages, and new meeting recordings are available. Join other users meetings, view recently attended meetings, and search the company directory for meetings. imeet User Guide 6

8 Get to know the imeet app imeet Home screen (registered users) If you signed up with imeet, you can add contacts and join their meetings, join recently visited meetings, and upload your profile picture. Use tabs on the left to attend meetings, manage contacts, chat, and voice or video call your contacts. You can also set your availability and update your profile. Contacts. Add contacts, voice or video call a contact, and join a contact s meeting. Availability. Let people know you re free to chat, meet, or video call. Chat. Chat with one of your contacts, invite someone via to chat, or chat with a group. Join a meeting from your contacts and recently attended meetings, or enter the meeting URL. imeet User Guide 7

9 Get to know the imeet app Set your availability and update your imeet profile At the top of the left panel, click the status menu to set your availability and update your profile. Your status lets other imeet users know when you re available to chat, meet, or talk. When you join a meeting from the imeet app, your availability automatically changes to In a Meeting. When you set your availability to Do Not Disturb, you are automatically displayed as busy to incoming callers and will receive a missed call notification in your Notifications and Chat. Update your imeet profile In the meeting, your imeet cube displays your profile and gives a nice overview of who you are. Click View Profile to display your profile. Upload a profile picture, edit your contact details, and write a short bio. Edit. Point to an item to reveal a pencil and then click to edit. imeet User Guide 8

10 Get to know the imeet app Personalize your cube in the meeting Click to expand your cube and then click EDIT. Upload or change your profile picture, edit your contact details, and write a short bio. Meeting controls TIP: You can also open EDIT PROFILE from the imeet controls menu. Click to select or remove a photo. imeet User Guide 9

11 Manage imeet contacts You can chat, voice call, and video call any imeet user (host or registered user) from their contact details, even people who are not in your company. If the person is signed in to the imeet app on desktop or mobile, you can call or chat with them. If your contact has an imeet room, you can also join their meeting. Add imeet room owners, registered users, and other people to your imeet contacts. If you have an imeet room, you can search for other imeet hosts in your company. Current users If you have used imeet on any of your devices, your imeet contacts are listed. Contacts with imeet on a mobile device display a phone icon instead of the availability color indicator. imeet shows each contact s availability. Contacts not logged in to imeet display no availability indicator. First time users If you do not have any imeet contacts, the Contacts Welcome screen helps you get started. Just type the name or address of the person you would like to add and then click Add. Add a new imeet contact. imeet User Guide 10

12 Manage imeet contacts Add a contact Begin typing to add a contact. Hosts: imeet searches your company directory for other imeet hosts. You can add an imeet host or manually create a new contact. Select a person from the results list and then click Add. Or, search again to select more contacts. When ready, click Add to save the imeet hosts to your imeet contacts. Type a name or address to search for imeet accounts in your company directory. Click to select a person from the search results or manually create a new contact. Registered users: You will manually add contacts because you do not have a company directory. Type the name or address of the person you would like to add, and then click Create a new contact? Type the name or address of the person you would like to add and then click to manually create the contact. imeet User Guide 11

13 Manage imeet contacts Manually add a new contact If a person is not in your company directory (hosts) or you are a registered user, manually add the contact to your imeet Contacts. Enter contact information first and last names and address are required and then click Create. The Contacts screen is displayed again with the new contact listed in the results. Type to create another contact, or click Add to add the person to your imeet contacts. Add the new contacts. If the address you enter for a contact belongs to an imeet host or registered user, imeet displays the contact s imeet profile picture in Contacts. imeet User Guide 12

14 Manage imeet contacts View contact details Click a contact to view details and options for communicating: Chat, Voice Call, and Video Call. If the contact is an imeet host, you can jump into their room. All options are available whether you are an imeet host or a registered user who does not have an imeet room. NOTE: The contact must be online for you to Voice or Video Call. Join Meeting. Enter the contact s imeet room. Chat. Start a chat conversation. If the person is offline, imeet sends a request to them via (depending on their notification settings). Delete the contact. Video Call. Use your webcam and headset to have a video call. Voice Call. Use your computer audio to talk to the contact. imeet User Guide 13

15 Start or join a meeting Start your own meeting (hosts) To start a meeting using your own imeet account, go to the Meetings tab and click Start. Your imeet room opens and you re automatically connected. The next step is to connect to meeting audio. imeet User Guide 14

16 Start or join a meeting Join another person s meeting Hosts and registered users. Click Join a meeting to view your imeet contacts and your recently attended meetings. Click an imeet contact to join that person s room, search your contacts and your company directory (hosts only), or enter the meeting URL. Search your imeet contacts and company directory for a meeting Or enter the meeting URL. TIP: Click [+] to add a recently attended meeting to your imeet contacts. Click a host s picture to join their meeting. First time users If you do not have any imeet contacts or have not attended a meeting yet, you can search for a meeting to join, or enter the meeting URL. Begin typing a name to search your company directory (hosts only). In the results, click the person whose meeting you would like to join. If you are not part of a company directory, just enter the meeting URL. imeet User Guide 15

17 Start or join a meeting Join via the web Unregistered users. If you are not registered with imeet, open a browser and enter the meeting URL. You can continue in the browser and use your phone for audio, or download the imeet app to use crystal-clear audio through VoIP. Continue in the browser. imeet User Guide 16

18 Start or join a meeting Connect your audio Whether you start your own meeting or join another imeet meeting, the first step is to connect your audio. You can have the meeting call your phone or use your Internet connection for HD meeting audio (requires that you start or join from the imeet app). Enter the meeting without connecting audio. If you dial in to the meeting, merge your cube with the phone number cube. Use my phone Have imeet call you at a phone number you enter. No need to memorize an access number or passcode. Enter a new number. imeet saves it in your list so that you can select it when joining any meeting. View a list of access numbers and the audio key so that you can dial in from any phone. imeet User Guide 17

19 Start or join a meeting Use my computer and VoIP Connect audio over your computer s Internet connection. imeet audio lets you talk and listen through your computer s mic and speakers, with or without a headset. (For the best sound quality, use a headset.) Select the mic and output (speakers) to use, and then talk to make sure your mic is working correctly. If you don t see your audio devices in the list, click the arrow and select Refresh this list. TIP: In the imeet app, select Settings Audio/Video to set your default audio and webcam connections. imeet User Guide 18

20 Start or join a meeting Troubleshooting computer audio Still having issues? If you re using a Bluetooth headset, check that Bluetooth is enabled on your computer and your headset can be found. If imeet can t find your preferred mic and speakers, make sure they are set up as the default input and output devices. Windows: On the Windows task bar, right-click the speaker icon and then select Recording devices (mic) or Playback devices (speakers). There should be a green check next to your preferred mic and speakers. If not, select it and then click Set Default Default Device. Exit the imeet room and rejoin. Your mic and speakers should be listed when you reconnect. Select the speakers or mic to use and then Set Default. Mac: Open System Preferences Sound. Select Output (speakers) or Input (mic) and then select the device you would like to use as the default. The row turns blue to indicate the default device. Exit the imeet room and rejoin. Your mic and speakers should be listed when you reconnect. The default device is highlighted in blue. imeet User Guide 19

21 Start or join a meeting Merge your dial-in connection If you join the room and dial in separately, you have two cubes. Point to the cube with your name on it, select MERGE, and then choose your phone number. The phone number cube disappears and when you speak, active talker highlights your cube. imeet User Guide 20

22 Welcome to the imeet room Everyone gets their own personalized cube. imeet can display up to 15 cubes on-stage and depending on your plan, up to 125 meeting participants in your room. Point to your own cube to view meeting controls and edit your profile. Display the Meeting Participants list to see everyone in the room and learn more about each person. Access meeting features from the menu bar at the bottom of the screen. Host view When you are hosting a meeting, you have full control of participants and meeting functions. Background. Choose from a set of landscape or cityscape backgrounds. Active Talker. A green glow shows who s currently speaking. A blue glow shows for VoIP connections in a Dolby room. imeet VRC. Let people join from their video conferencing system. Time and Weather. Point to someone s cube to see their local time and weather. Meeting Participants. Everyone in the room, including video room system participants. The host is listed first. Menu Bar. Single-click access to all your main host and meeting controls. Room Name. Click to edit; you can customize for every meeting. Profile Cubes. Personalized with users contact info, bio, and photos. imeet User Guide 21

23 Welcome to the imeet room Menu bar The menu bar holds everything you need to host or attend a meeting. Some of the features and functionality are available to hosts only. Manage meeting participants, invite guests, view and share files or your screen, and add or change your audio connection. Meeting Participants. See who s in your room, control who is on stage, and get more details about guests. App Integration. Access apps integrated with your account, including Salesforce. INVITE. Dial out or invite guests by . imeet Controls. Get help or leave the meeting. Hosts can record, lock, mute all guests, and end the meeting. Chat. Message everyone in the meeting or chat privately. CONNECT. Stream your webcam, change your audio connection, view dial-in and video connection details, and invite a video room system to the meeting. SHARE. Share your screen, files, videos, or meeting recordings. Or pass control to someone else in the meeting. Adjust your mic and speaker volume. Host meeting controls Control and manage your meeting from the imeet controls menu. You can mute and unmute all guests, record, and lock your meeting. Click LEAVE MEETING to end the meeting and dismiss all guests. EDIT PROFILE. Upload a cube photo, edit contact details, and write a short bio. SETTINGS. Change your room s look or other room preferences. imeet User Guide 22

24 Welcome to the imeet room Salesforce integration imeet can integrate with your Salesforce account, allowing you to automatically record all meetings, add a link to the recording in your Salesforce contact s Activity History, and add imeet guests to your Salesforce contacts. To add Salesforce to your imeet account, please contact imeet Care. Contacts. Add (+) to your Salesforce contacts or View > the contact in Salesforce. imeet User Guide 23

25 Welcome to the imeet room Guest view If you are attending the meeting as a guest, you can manage your own meeting experience and learn more about other participants. Click your own cube to share your webcam, raise your hand, step out of the room, and personalize your cube. Meeting Participants. Everyone in the room. The host is listed first, followed by your name. Click another person s cube to learn more about them. Active Talker is highlighted. Disconnect your audio. Toggle the Meeting Participants list. SHARE. Ask to share your screen or view and download files that the host has shared. CONNECT. Stream your webcam, change your audio connection, and view dial-in and video connection details. imeet Controls. Edit your profile or leave the room. Guest meeting controls Manage your meeting experience from the imeet guest controls. Edit your profile, meeting preferences, and leave the meeting. EDIT PROFILE. Upload a cube photo, edit contact details, and write a short bio. imeet User Guide 24

26 Host a meeting Invite guests to your meeting You can add guests at any time during your meeting. Just click INVITE on the menu bar. You can have imeet call your guest or send an invitation that includes your room URL and dial-in information for your meeting. NOTE: With imeet VRC, you can add participants who are using a video conferencing system. Click CONNECT on the menu bar. Schedule a meeting and send invites Not meeting now? Use the imeet Toolbar for Outlook (included with imeet for Windows) to schedule a meeting. Just pick the date and time of your meeting and enter your guests addresses. imeet sends everyone a meeting invitation with your room URL and dial-in information. To download the imeet toolbar, visit imeet Downloads. imeet User Guide 25

27 Host a meeting Invite a video conference system to the meeting If your room is enabled for imeet VRC (Video Room Connector), you can have the meeting dial out to a video room system. On the menu bar, click CONNECT > CONNECT VIDEO ROOM SYSTEM, and then enter the IP address of the video conference system you want to call. imeet calls out to the video room system and brings it into the meeting. imeet brings the room system into the meeting. imeet User Guide 26

28 Host a meeting Copy connection details to send in a message Already in the meeting and need to bring someone in quickly? Click CONNECT > MEETING INFORMATION to view dial-in and video room system connection details for your meeting. Copy connection details, and then paste them into a text message or to send to people who would like to join. NOTE: All participants in the meeting can view connection information. If your account has imeet VRC, the Video Room tab includes SIP and H.323 connection details for your room. Copy connection details, and then paste into a message to send to participants who would like to join. imeet User Guide 27

29 Host a meeting Share your webcam Point to your cube and click to share your webcam with the meeting. When anyone in the room is sharing their webcam, you can expand that person s video feed to full-stage. Your own webcam feed is displayed in a smaller box at the bottom of the screen. NOTE: Full-stage is currently only available in Flash. Point to a participant s cube and expand their webcam to full-stage. Switch back to cube view. A reference view of your own webcam feed. One-to-one video conferencing Hosts only. You can set up imeet to automatically switch to full-stage view when just you and one other guest are in your room. On the menu bar, click imeet controls and then select SETTINGS. On the Meeting tab set Auto-Full Stage to ON. When you and your guest start sharing webcams, your view switches to full-stage. NOTE: If a third person joins your meeting, imeet switches back to cube view. imeet User Guide 28

30 Host a meeting Customize your room settings On the menu bar, click SETTINGS to customize your imeet room, enable notifications, manage guest access to your file cabinet, and more. Options you select on SETTINGS apply to every meeting you host in your room. Meeting Change your meeting room name, lock the meeting and set a room key for access, control who is displayed on stage, and set defaults for meeting minutes, webcam, and temperature and clock display. Theme Choose your room background from a variety of landscapes and cityscapes. Notifications imeet can notify you by SMS and when someone enters your room. Enter your mobile phone number and address. Files Decide whether guests can view, download, or upload files in your file cabinet. Video Room View your video room connection details and select the room layout that video room system participants will see (either Active Talker, Active Presence, or Continuous Presence). Learn how. Dialing Set various audio options, including hold music, entry and exit tones, and whether international dial-in numbers are available. You can also set a caller ID to show to guests when the meeting calls them. Account Change the address and password associated with your imeet account. You can also change your meeting room URL. NOTE: You cannot make changes to your account when guests are in your meeting room. Privacy Allow guests to download your contact information as a vcard. MORE. Access settings for Dialing, Account, and Privacy. imeet User Guide 29

31 Work with participants The Meeting Participants panel lists everyone in the meeting room individuals and video room system participants and shows whether they are on stage. Move guests on and off stage (hosts only), view guest details or update your own, chat with another participant, and mute your mic. Sort the participants list. More than 4 people in your room? Search for a guest. Hosts. Click to bring a participant on or off stage. Or just drag and drop the participant on stage. See raised hands for guests asking a question. Show or hide the Active Talker panel. Hosts. Click here to show only the host on stage. imeet User Guide 30

32 Work with participants Meeting controls Your controls Point to your cube to see options for participating in the meeting. Share your webcam, change an audio connection, raise your hand and ask a question, or step out for a minute. Click to expand your cube and edit your profile. Or, in the Meeting Participants list, click your name to access participant controls. Meeting controls Guest details Point to another guest s cube or click their name to view details, start a private chat conversation, or add them to your imeet contacts. If you are the host, you have additional participant controls. Video room system details Point to a video room system s cube or click their name to view details. Hosts can mute and dismiss the room system from the meeting. Hosts. Dismiss the guest or mute their mic. Hosts. Click to take the video room system off stage. Their webcam is no longer streamed to other participants. imeet User Guide 31

33 Meeting productivity Get all your guests on the same page, in real time, with imeet Screen Share. You can even have a guest share their screen. Upload, access, and share your files right from your room s file cabinet, across any device, and Pass Control to a meeting guest. Share your screen or a guest s screen 1. On the menu bar, click SHARE > SCREEN SHARE. 2. Select whose screen to share your own or a guest s. NOTE: Your guests can also request permission to share their screens. 3. Click START for your own screen or if you selected a guest. Choose what you want to share, and then click START. Share window. Select an active application to share with the room. Share monitor. Share your entire screen with the room. Share region. Use your mouse to select a rectangular area to share. Screen Share controls. End, pause, or resume sharing your screen. You are also able to change what you are sharing. imeet User Guide 32

34 Meeting productivity Share a file or video 1. On the menu bar, click SHARE. 2. Click SHARE A FILE. 3. Choose a file or video and then click PRESENT. Your file or video is shown in full-stage mode. Use the presentation controls to zoom, page, and annotate a file while you present it. ADD NEW FILE. Select a file from your computer and add it to your files. ADD VIDEOS. Search YouTube for a video to present. PRESENT. Present the current highlighted file. Pass control 1. While presenting a file, click the icon. 2. Select the guest to whom you want to pass control. Video room participants can share If your imeet room is enabled for imeet VRC, video room participants can share content with the meeting using a laptop or other source connected to their video conferencing systems. Shared content is automatically presented in full-stage mode; you do not have to pass control or grant permission. imeet User Guide 33

35 Meeting productivity imeet Notes Take notes for yourself or for everyone, without ever leaving imeet. Share those notes via or save the notes to your computer as a text file so you ll never forget critical action items. imeet User Guide 34

36 Record your meeting You can record your meeting and then later view and share the meeting recording and meeting minutes from your file cabinet. imeet recordings capture a high-quality video of your meeting, including files and videos that you shared, the Meeting Participants panel, and all public chats and notes. Web-based meeting minutes contain the meeting video, plus the meeting date and time, attendee names, public chats and notes, and links to all files shared. You can record up to three hours at a time. Start recording On the menu bar, click the imeet controls, and then select RECORD MEETING. Enter a description of the meeting and click START RECORDING. imeet displays a RECORDING timer in your room. When you re finished, just click STOP RECORDING and confirm that you want to save the recording. Meeting minutes Meeting minutes are available in your file cabinet a short time after you stop recording the meeting. imeet sends an with a link to your meeting minutes. Upon opening your meeting minutes, you have the option to download any recording directly. Meeting recordings The video recording is available in your file cabinet several minutes to an hour after you finish your meeting. (Expect about an hour to finalize the recording for an hour-long meeting.) imeet sends a separate when the video is ready. imeet User Guide 35

37 Record your meeting Access and share recordings and meeting minutes Meeting recordings and minutes are available in your file cabinet on the MEETING MINUTES tab. You can make meeting minutes public (via a public URL) or share them privately (by invitation). The filmstrip icon indicates the meeting minutes include a video recording. You can present the recording in your meeting or download the video as an MP4 file. Open the MEETING MINUTES tab and then select a meeting recording. RENAME. Edit the name of the file. SHARE. Get a public URL or invite people via to view private meeting minutes. PRESENT. Share the recording video in the meeting. VIEW. View the meeting meetings in your browser. Meeting recordings are also available in the imeet desktop app. Click the Files tab and then open the Meeting Recordings folder to play, rename, or delete a recording. imeet User Guide 36

38 Attend a meeting from a video room system If your account is enabled for imeet VRC (Video Room Connector), participants can join your imeet room from their existing video conferencing systems. imeet VRC supports Cisco, Polycom, Lifesize and other room systems. For a complete listing of verified video conferencing systems, go to the imeet Community and search for Verified Endpoints. Join the meeting Video room participants can join your meeting using SIP or H.323 protocol (the method depends on the settings of their video room system). As the host, you must provide this information to your guests. It is available in your welcome , your imeet room, and in imeet Outlook toolbar meeting invitations. In the meeting, click CONNECT > MEETING INFORMATION and select the Video Room tab to see SIP and H.323 connection details. Hosts can have the meeting call out to a video conference system. Copy connection details, and then paste into a message to send to participants who would like to join from their room systems. imeet Toolbar invitations contain the SIP and H.323 addresses for your imeet meeting. imeet User Guide 37

39 Attend a meeting from a video room system Join using the H.323 address If your room system is set to use H.323 protocol, use the room system s controls to establish a call. Enter the IP address of the meeting you want to join, and then select Call. On the imeet welcome screen, use the remote control to enter the meeting PIN and press #. After imeet verifies the PIN, it connects you to the meeting. With H.323 protocol, you enter the IP address first, and then enter the PIN when prompted. Join using the SIP address If your room system is set to use SIP protocol, use the room system s controls to establish a call. Enter the PIN and IP address of the meeting you want to join in this format: PIN@SIP-Address (for example, @ ). Then select Call. Your system calls imeet. After imeet verifies the IP address and PIN, it connects you to the meeting. Room key protected meeting If imeet prompts you for a room key, the host has restricted access to the room. Enter the room key (a series of numbers) provided by the host to continue to the meeting. If you do not have the room key, contact your meeting host. imeet User Guide 38

40 Attend a meeting from a video room system imeet meeting view with a video room system participant Each video room system that joins is a participant and gets its own imeet cube, just like other imeet participants. Active Talker highlights the cube when the video conference room participants speak. Video conference room in its own cube. Cube name is taken from room system s setup. imeet User Guide 39

41 Attend a meeting from a video room system Video room system view imeet offers three layouts for video room participants: Active Talker, Active Presence, and Continuous Presence. By default, video room system participants see the Active Presence view, with the active talker center stage and additional participant tiles along the bottom. NOTE: Video conference room participants see remote participants tiles and webcams, but not their own local tile. Active Talker takes center stage. Depending on your video conferencing system setup, you might see your local camera view here or on a second monitor. Meeting participants. imeet shows up to five remote participants usually the last five active talkers. Meeting indicators At the top right of the video room system view, indicators provide video room system participants with more information about their experience. Your room system is muted. Host has locked the meeting. Number of participants in the meeting. Meeting is being recorded. Your room system is off stage (your webcam is not streaming to other participants). imeet User Guide 40

42 Attend a meeting from a video room system Change the video room system layout (hosts) In the room, click the imeet controls menu > SETTINGS and then on the Video Room tab, select a layout mode: Active Talker, Active Presence (default), or Continuous Presence. Continuous Presence layout Video conference room participants see up to nine remote participants. The active talker is highlighted. Active talker tile is highlighted green. Active Talker layout In Active Talker layout mode, the person speaking is shown full-screen. imeet User Guide 41

43 Attend a meeting from a video room system Share content In imeet, when you share your screen or present a file in your meeting, it is broadcast to all participants in your meeting, including room systems. The way your presentation is displayed to room system participants depends on their video conferencing system settings. Share content from a video room system Room system participants can share content with the meeting, using a laptop or other source connected to their video conferencing systems. Shared content is automatically presented in full-stage mode; the host does not have to pass control. If someone is already presenting a file or screen sharing, imeet notifies the people in the room system who are attempting to share. imeet User Guide 42

44 Manage your files (desktop) The desktop app lets you manage your file cabinet from your Mac or PC without having to enter your meeting. Click the Files tab to view your uploaded files and your meeting recordings folder. You can upload files, search for files, sort the list, preview, and delete files. Meeting recordings and minutes are saved in their own folder. Drop a file onto the screen to upload it. Browse and add a file to your file cabinet. Click a file to open file details and then view, download, or delete the file. imeet User Guide 43

45 Chat and call from the desktop You can chat, voice call, or video call anyone who is registered with imeet, right from your desktop. Chat with one person or a group Click Chat to start a new chat or to view your existing conversations. Begin typing the name or address of the person with whom you would like to chat. imeet searches your company directory (hosts) and your imeet contacts for the person. After you ve participated in your first chat, click + New Chat in the chat window to start a new conversation with an individual or group. NOTE: To chat with someone who is not an imeet user, enter their address and click Start. imeet sends an invitation with a link to download the imeet app and register with imeet. Chat with one person Select a person from the results list. To chat one-on-one, enter a short message, and then click Start. imeet User Guide 44

46 Chat and call from the desktop Chat with a group (Team) To chat with several people, select the first person from the results, and then search again to select more contacts. When ready, enter a Team Name (optional) and a short message, and then click Start. imeet opens the Chat window. Chat on the go imeet allows you to continue conversations started from anywhere with the imeet Chat app on your Android smartphone or iphone device. You can also access the imeet and imeet Agenday apps directly from imeet Chat. See Chat and call from your phone to learn more about imeet Chat. imeet User Guide 45

47 Chat and call from the desktop Chat window In the Chat window, you can type messages, share files or links, and switch between active chats. You can also quickly switch to a voice or video call, and even move to your imeet room. Active chats. Click to switch between conversations. Start a new chat. View contact details (single chat) or view members of a group chat. Switch to a voice or video call (single chat only) or start your meeting. View shared files and links. View when someone is typing. Type your message and press Enter. Share a file. View members of a group chat. Switch to a one-on-one chat, voice call, or video call directly from the chat window. Start your meeting, manage group members, or stop receiving messages for the group chat. imeet User Guide 46

48 Chat and call from the desktop Share files and web links Click the paper clip to select a file to share in the conversation. Your file is shared in the conversation window. To share a web link, just type the URL in the text box and press Enter. TIP: Collapse the navigation menu to maximize the conversation pane. The shared file is displayed in the conversation. Files and links that have been shared. Copy and paste a file or image to share. Browse and select a file to share. imeet User Guide 47

49 Chat and call from the desktop Voice and video calling imeet s high-definition audio/video makes online collaboration as productive as meeting face-to-face. If a contact is online, you can communicate one-on-one over your computer s Internet connection. Talk with or without video and easily escalate a chat conversation to voice. For best results, use a headset. Open Contacts, display your contact s details, and then click the phone icon (voice) or webcam icon (video) to start the call. Your contact s video stream is displayed in a large view. Mute your mic, turn on your webcam and switch to a video call, or hang up. Your webcam video is shown below. imeet User Guide 48

50 Chat and call from your phone Get the imeet Chat app and chat or voice call (iphone only) anyone who is registered with imeet using your Android smartphone or iphone device. System requirements imeet Chat is available in the Apple App Store and Google Play Store. Go to either store and search for imeet Chat to download and install the app. The imeet Chat app can be run on: Android smartphones running Android platform versions 4.4 and newer (KitKat, Lollipop, Marshmallow, and Nougat). iphone devices running ios 9 and newer, including the iphone 4S, iphone 5 (all models), iphone 6 (all models), and iphone 7. You must have an active Internet connection to use imeet Chat, either through your wireless carrier s 3G/4G/LTE network or via Wi-Fi. Chat window In the Chat window, you can type messages, take a new photo, share existing photos or links, and quickly switch to an HD voice call. Click the photo or camera icon to select a photo from your device or activate the camera. Your photo is shared in the conversation window. To share a web link, just type the URL in the text box and press Enter. iphone only. Click the phone icon in the top right corner to call the person directly from the chat window. imeet User Guide 49

51 Chat and call from your phone Chat navigation iphone only. Use the menu bar to participate in chats, manage group chats, and search your contacts. The menu bar is located at the bottom of the screen and the current view is highlighted in blue. Chats. Continue a conversation or start a new one-on-one or team chat. Conversations with unread chat messages are bolded. Teams. Continue a group chat, start a new one, or add people to an existing conversation. NOTE: To rename a Team, use the imeet desktop app. People. Search your Contacts and tap to start or continue a conversation or to voice call the person. Red indicators let you know when you receive new chat messages. imeet User Guide 50

52 imeet Settings (desktop) At the bottom of the navigation menu, click the gear icon to open the Settings screen and update your meeting and app settings. TIP: On the General tab, select Launch imeet Desktop at startup to be ready to chat, voice call, or video call, and to have imeet watch your room for visitors. General. Set startup options, check for updates, and sign out of the app. Meeting. Rename your room and change the primary access number for meeting invites. Audio/Video. Select your webcam and audio devices (VoIP audio)......scroll down to use these device settings in every meeting. Notifications. Allows you to set alerts for when you receive a chat, voice or video call, or someone enters your imeet room. imeet User Guide 51

53 imeet Settings (desktop) Select the access number to list first on invitations Your imeet room includes access numbers so that you and your guests can dial in from any phone. The primary access number is the first dial-in number included on meeting invitations. It is also formatted as a link in invitations; guests can click to connect to the meeting from their mobile devices. You can change the primary access number in Settings Meeting and under My Meeting Info on the Meetings tab. Point to the Primary access number to reveal a pencil and then click to select a different number. imeet User Guide 52

54 imeet Settings (desktop) Preview new features The Labs area lets you preview features the imeet team is developing, before they are officially released. To see what we re working on, go to Settings and then open the Labs tab. Set any feature to ON to try it out. Click to reveal the Labs option. Some preview features (like Scheduler) are added to the navigation tabs. imeet User Guide 53

55 imeet goes where you go Download our free apps and you re ready to attend imeet meetings from your ipad, iphone, or Android smartphone. See everyone in your meeting, access and present files stored in the cloud and conduct your meeting from anywhere. Support Everyone needs support from time to time, and we are here to help. Visit the imeet Community View video tutorials Get the latest User Guides Send an directly to imeet Care: North America: EMEA: Asia Pacific: Japan: imeet User Guide 54