MACROMEDIA BREEZE-FOR MEETING PRESENTERS 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

4 Contents

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

Contents 5

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

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.

8 Introduction: Overview of Breeze Live

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

Breeze documentation 9

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.

10 Introduction: Overview of Breeze Live

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.

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