Running a Meeting

Opening the Meeting

1. From within the Meetings tool, click on the title of the meeting that you would like to run.

2. In the next window, you will be able to review the meeting Title and Description.  You will also be able to see if there are any connected users and if this meeting has any prior recordings available.

To join the meeting click on "Join Meeting". This will open a new tab in your browser where the meeting space will load.

Selecting Your Audio Mode

Before joining a conference, you will be asked how you want to join the conference audio: via microphone or listen only. Listen Only allows users to quickly join the conference as a listener only (no microphone check). You will be able to change your audio preference once you've joined the conference.

Learn more about how to set up your audio.

View Chrome Microphone Permissions

If you are using Chrome, you will have to accept a Chrome-specific permission for access to your microphone. This prompt is just below the address bar. Click the Allow button.

View FireFox Microphone Permissions

If you are using Firefox, you will have to accept a Firefox-specific permission to access your microphone. This prompt is below the microphone icon. In the Microphone to share menu [1], select your microphone. If you don't see the list of microphones, click the microphone icon [2].

Click the Allow button [3].

Meeting Space

The following image shows you what the meeting space looks like.  The different boxes hold different tools within Meetings.  .

To see a listing and description of all the tools in Meetings please see the Meetings Overview.

Managing  Your Settings

Audio

When you enter a meeting you will be prompted to select which Audio Mode you want to enter in: Microphone or Listen Only.  If you choose to enter with your microphone, your computer may prompt you to allow the application access to your microphone (as seen in the image below).  If this happens please allow the access.

If you have enabled your microphone Meetings will ask you to conduct an audio test to make sure everything is working properly prior to joining the meeting.

Using a headset is highly recommended.  Once you have your headset on (or even if you are just using the computer's audio) please conduct the echo test by speaking a few words.  If you can hear the audio then click on "Yes" to proceed.

If you click "No" then the system will prompt you again to allow access to your microphone and camera.  Click on "Allow" and test the audio as prompted before.

If you have chosen to enter in Listen Only mode but then want to switch to Microphone, simply click on the blue headphone icon at the bottom of the screen.  Click it once more and it will prompt you to choose an audio mode.

If you have entered with your microphone enabled and decide you don't want anyone to hear you, click on the microphone icon at the bottom middle of the screen to mute your microphone.

Webcam

If you have a Webcam tool on your Layout you must enable your computer's webcam first before anyone can see it. To do this, click on the video camera icon at the bottom  of the screen. If you have multiple camera feeds into your computer you can expand the dropdown menu and select which webcam you would like to use.

The Meetings application will prompt you to allow access to your camera, please select "Allow".

You will see a webcam preview.  You are the only person who can see you at this time.  Please click on Start Sharing in order to share your webcam with others.

You can change the quality of your media stream by expanding the menu that says "Medium quality" in the screen shot above.

Screen Casting

To share the activity on your screen you can choose to begin a screen cast.  In order to enable this click on the icon of a screen/monitor found at the bottom middle of the application screen.

A preview of your screen will appear. Click on the Preview of your screen and then click Share

 

Once the application begins to run you will see a blue border around your screen.  This is what your audience can see.  You will also receive a notification telling you that your screen is currently being shared.

To end screen sharing either click on Stop at the lower right hand corner of the Screen Sharing window or click on the screen/monitor icon at the top middle of the application screen.

Displaying a Presentation

When you created the meeting you had the option to pre-upload a presentation.  If you did not do so, you can always load one once you have entered the meeting space.

PDF files of slideshows work the best on Meetings.  If you try to upload a PPT or PPTX file, you may encounter an error.  This means that you should keep your slideshows fairly simple, avoiding animations that may not translate well once your presentation has been converted for the Meetings application. Learn how to convert a Microsoft PPT/PPTX file to a PDF.

To upload a slideshow file into Meetings once you have entered the meeting space click on the icon found to the lower left of the Presentations tool window. Browse your computer to select the slideshow you would like to display.

Browse your computer and find the file you wish to upload (PDF files work best).

Note: You can also choose to allow your attendees to download the file from this window. If you have previously uploaded any files, they would be visible in the lower portion of the pop up window.

Once you have selected your file, click on "Upload".

Once your slideshow has loaded you can advance slides by using the arrow button found at the bottom middle of the Presentations window.

You can also:

  1. zoom into the image by click the + and - buttons
  2. fit presentation to width (useful for when you've zoomed in)
  3. go full screen

Polling

You can begin a poll during a presentation by clicking on the "Begin Poll" button found to the right of the icon where you uploaded your presentation. The easiest way to structure this is by having the questions already included in your slideshow.  Attendees will then be able to select their answer

Choose which type of poll you would like to administer.  Options include Yes/No, True/False, Multiple Choice Questions (you can choose how many answer options you would like to include - up to 6), or create a custom poll. In the example below, the moderator has opened a multiple choice poll where the student has to choose one of the four options.

Once you are done administering your poll you can choose to publish the results to the rest of the group by clicking on "Publish polling results". If you do not want to display the results, simply click on Close.

Presentation Toolbar and Settings

The image below represents the Presentations toolbar as it appears on top of any slideshow.  What follows is a description of what each icon does:

  1. Pan and Zoom
  2. Annotate your slideshow
  3. Draw a rectangle
  4. Draw a triangle
  5. Draw a circle
  6. Draw a line
  7. Insert text
  8. Undo the last annotation
  9. Clear all annotations
  10. Turn multi-user whiteboard on/off

To use a whiteboard, insert a blank slide in your presentation and use this as a whiteboard.  Alternatively upload a slideshow that just has one blank slide as content which you can pull up whenever you want to implement a whiteboard.

Using Breakout Rooms

Breakout rooms are a way to engage your attendees in collaborative work in an online setting.  You are able to create up to 8 breakout rooms.  If you are recording your meeting, all activity within the breakout rooms will also be recorded.

Starting a Breakout Room

1. Click on the settings icon in the Users tool (found in the right-hand corner of the tool window)

2.  From that menu, select "Breakout Rooms..."

3. Select how many rooms you would like to create.  By default, 2 rooms are selected.  

4. Set a time limit for the breakout room sessions.

5. Students will automatically be assigned to one of the breakout rooms while the moderator/presenter will be shown in the "Not Assigned" category.  If you like you can drag and drop anyone in the "Not Assigned" category to one of the breakout rooms.  In the following example, only one student was present in the meeting when breakout rooms were designed.

6. Once you are ready to begin the breakout sessions, click on "Create" found at the top right-hand corner of the window.

Your attendees will see a pop up window and will need to click "Join Session" in order to enter the breakout room they have been assigned to. Their breakout room will begin in a new tab and they will have to choose the audio modality they would like to enter in (i.e. Microphone or Listen Only).  It is advisable that users select Listen Only mode at first since having too many microphones enabled at one time can be confusing.

Once the breakout rooms have been created, the presenter/moderator will be able to see how many people are in each one in the Users tool.

Even when students are active in a breakout room, they can still navigate to the main room and type into the chat box.  It may be useful to explain to your students that if they need your assistance in the breakout room, to message you from the main meeting room.

Attendees in breakout rooms are able to see how much time is left in the session by looking at the counter at the top of their screen.

Monitoring a Breakout Room

You can monitor the activity in the breakout rooms by joining the audio or by entering the room yourself.

To enter the audio click on the speaker icon found to the right of the room you would like to listen in on.  Think of this as walking amongst the tables in the classroom.

To enter the meeting space with your students click on the double screen icon, found to the left of the speaker icon.

You will be prompted to join the room, click "Join Session" and then select the audio modality you would like to join in.

To leave a breakout room that you have joined, simply close the tab on the web browser that corresponds to the breakout room.  Be careful not to close out the main meeting tab.

Closing a Breakout Room

Breakout rooms will expire and all students will be returned to the main meeting room once the allotted time has run out.  Alternatively you can manually close all breakout rooms by clicking on "Close All Breakout Rooms" in the Users tool in the main meeting.

Recording a Meeting

When you create a meeting you can choose to record it upon opening it (See Meeting Information).  If you did not check off this option upon creating the meeting, you will be prompted by the system to click the Start/Stop Recording button in the title bar to begin/end recording (see images below).

Ending a Meeting

Ending a meeting is a two-step process.

  1. Click on the arrow icon in the upper right-hand corner of the application screen
  2. Click on either "Yes" or "Yes and end the meeting".  If you select "Yes and end the meeting" the system will verify that you want to end the meeting.  Click "Yes".
  3. In the Sakai Meetings tools, click on "End" to completely close down the meeting. Sakai will verify that you want to end the meeting. Click "Yes".