Table Of Contents

Using Cisco Unified MeetingPlace Web Conferencing

End User Requirements

About the User Interface for International Languages

About Meeting Scheduling

About Meetings with Video

About Multiserver Meetings

About Web Conferencing Licenses

About Meeting Templates

About Meeting Permissions and Meeting Type

About the Cisco Unified MeetingPlace Web Conferencing Home Page

About the Meeting Console

About the Participant List

About Sharing

About Chat

About Polling

About Attachments

Viewing the Maximum Number of Attachments Setting

About Recording and Playback

Accessing Audio Recordings

Accessing Audio-Web and Web-Only Recordings

About the Cisco Unified MeetingPlace Video Integration

Attending a Video Meeting

Meeting Passwords and Authentication for Video Participants

Video Only Meetings

Conference Room Only Meetings

Using Cisco Unified MeetingPlace Web Conferencing

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This chapter does not include step-by-step instructions on how to use Cisco Unified MeetingPlace Web Conferencing. For detailed end user instructions or additional training information, see the User Guide for Cisco Unified MeetingPlace Web Conferencing, accessible from the Help link on Cisco Unified MeetingPlace Web Conferencing web pages and at http://www.cisco.com/en/US/products/sw/ps5664/ps5669/products_user_guide_list.html.

See the following sections:

•End User Requirements

•About the User Interface for International Languages

•About Meeting Scheduling

•About Meetings with Video

•About Multiserver Meetings

•About Web Conferencing Licenses

•About Meeting Templates

•About Meeting Permissions and Meeting Type

•About the Cisco Unified MeetingPlace Web Conferencing Home Page

•About the Meeting Console

•About the Participant List

•About Sharing

•About Chat

•About Polling

•About Attachments

•About Recording and Playback

•About the Cisco Unified MeetingPlace Video Integration

End User Requirements

For end user requirements, see the System Requirements for Cisco Unified MeetingPlace, at http://www.cisco.com/en/US/products/sw/ps5664/ps5669/prod_installation_guides_list.html.

About the User Interface for International Languages

In addition to the US English user interface, Cisco Unified MeetingPlace Web Conferencing supports the following five languages:

•French

•German

•Japanese

•Portuguese (Brazil)

•Spanish (Americas)

Web Conferencing automatically detects which voice prompt languages are installed on the Cisco Unified MeetingPlace Audio Server. If more than one language is detected, Web Conferencing displays a Select a Language drop-down menu in the upper-right corner of the home page so that users can choose a language from the user interface.

When a user who has not yet logged in to Web Conferencing first accesses the home page, the language that displays on the home page is based on the language setting of the Cisco Unified MeetingPlace built-in guest profile. The default language setting of the guest profile is typically US English.

When a user who has previously set the profile language to German logs in, the home page displays in German. Regardless of the language configured in the profile, users have the option to choose a different language by using the Select a Language drop-down menu. However, this language selection applies only to the web user interface; a different set of language rules governs the behavior of voice prompts.

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Note The Cisco Unified Presenter Add-in, which is installed on user desktops to enable sharing of desktop applications and screens, uses the language of the user operating system (rather than the language chosen in the Select a Language drop-down menu) to present several dialog boxes related to content sharing. The Cisco Unified Presenter Add-in supports the same six languages available in the meeting console.

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For more information about installing additional Cisco Unified MeetingPlace languages on the Cisco Unified MeetingPlace Audio Server and language rules, see the Localization Procedure for Cisco Unified MeetingPlace Audio Server Release 5.2 and Release 5.3, at http://www.cisco.com/en/US/products/sw/ps5664/ps5669/prod_installation_guide09186a0080333d10.html.

About Meeting Scheduling

Users scheduling meetings by using the Cisco Unified MeetingPlace Web Conferencing Home page can configure a wide variety of meeting options to determine date, time, and recurrence patterns for the meeting, the size and type of ports assigned to the meeting, the format of the meeting, the meeting participants and their permissions, and other parameters.

For cases where less scheduling control is needed or schedulers want to set up a meeting quickly, Cisco Unified MeetingPlace Web Conferencing offers the following options:

•Immediate meeting—A meeting that you can schedule to start automatically by using system default scheduling parameters.

•Reservationless meeting—A meeting with a preassigned meeting ID that does not require you to previously schedule resources. Meeting IDs for reservationless meetings are equal to the scheduler's profile number.

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Note You must have set your Cisco Unified MeetingPlace Audio Server system to reservationless mode before users can initiate reservationless meetings. For more information on configuring your Audio Server system to reservationless mode, see the applicable Configuration Guide for Cisco Unified MeetingPlace Audio Server, at http://www.cisco.com/en/US/products/sw/ps5664/ps5669/products_installation_and_configuration_guides_list.html.

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About Meetings with Video

If you have Cisco Unified MeetingPlace Video Integration installed, users with appropriate permissions can create video meetings or add a video component to an audio and web meeting by using Web Conferencing. Users scheduling video meetings also have the ability to check the availability of and reserve video terminals (video endpoints, such as conference room video systems, that have Cisco Unified MeetingPlace user profiles).

About Multiserver Meetings

Multiserver meetings allow participants on different Cisco Unified MeetingPlace Audio Server systems to communicate with each other as if they were in the same meeting. When users schedule a multiserver meeting by using Cisco Unified MeetingPlace Web Conferencing, they designate one Audio Server system as the primary server responsible for connecting to other secondary Audio Server systems. Note the following limitations for multiserver meetings:

•Multiserver meetings do not span web servers. The web-conferencing portion of a multiserver meeting is scheduled on the web server associated with the primary Audio Server system.

•Video for multiserver meetings does not span multiple sites. Participants will always be able to hear video callers at other sites, but may not be able to see them.

About Web Conferencing Licenses

Users joining a Cisco Unified MeetingPlace meeting from the web see one of two meeting console formats, with different license requirements:

Full meeting room	Includes tools for sharing and collaboration, in-session controls, and other features such as chat and polling. Requires an available web conferencing license for each participant.
Participant list only	Includes only the list of meeting participants and associated audio and video controls (such as mute audio and pause video). No web conferencing license is required to use this meeting console; it is included in the license for an audio port.

When a user attempts to join a meeting with the full meeting room, the Cisco Unified MeetingPlace Web Conferencing server checks for an available web conferencing license on the Cisco Unified MeetingPlace Audio Server. If no licenses are available, the user sees an error message indicating that the license count has been exceeded and the user should try to join the web console at a later time or contact the system administrator.

Once a user has successfully joined the meeting, the count of available web conference licenses is decremented. In rare cases, the license count may be exceeded at this point. If this happens, the user is removed from the meeting room.

If a meeting was recorded, a web conferencing license is also used while a user plays back the web recording after the meeting has ended.

System managers can select whether users can schedule meetings that use the full meeting console (and thus take up web conferencing licenses) by configuring the Host Meetings With parameter in MeetingTime. This parameter can be set for User Groups and User Profiles.

MeetingTime also includes a display-only parameter, Full Web Conferencing Ports, in the Configure tab under Server Configuration. This parameter indicates the number of web conferencing licenses purchased. For information on checking web conference license utilization, see the "How to Check Web Conferencing Utilization" section on page 7-6.

About Meeting Templates

Meeting templates allow meeting schedulers to specify meeting room layouts, add attachments, create polls, and set other meeting parameters that can be applied each time they create a meeting by using the template.

Cisco Unified MeetingPlace has three predefined templates to suit different meeting styles. The following predefined templates are available:

•Collaboration—An open forum-style meeting where all participants have presenter permissions by default.

•Presentation—A meeting where one or more participants present to an active audience of one or more participants.

•Webinar—A lecture-style meeting where one participant is the moderator, there are one or more presenters, and the remainder of the participants are passive audience members. The audio for the audience members is muted by default in this type of meeting.

Users whose profiles allow them to host meetings with the full meeting room can choose any of these templates when scheduling a meeting or create and use additional custom templates. Users whose profiles are set for the participant list only can choose either the Collaborative template or the Webinar template when scheduling a meeting; in this case, the template affects only the audio permissions of participants.

About Meeting Permissions and Meeting Type

The meeting template chosen by the scheduler dictates the default permissions that meeting invitees are assigned as they are added to the meeting (although these permissions can be changed while scheduling the meeting or at any point during the meeting).

Video scheduling permissions are independent of meeting type and are set in MeetingTime.

See Table 8-1 for a list of permissions by meeting type.

Table 8-1 Permissions According to Meeting Type 

Meeting Template	User Type	Default Permission Setting
Collaborative	Guest user	Presenter meeting console permission Speaker audio permission
	End user with a Cisco Unified MeetingPlace profile	Presenter meeting console permission Speaker audio permission
	Meeting scheduler	Moderator meeting console permission Speaker audio permission
Presentation	Guest user	Audience meeting console permission Speaker audio permission
	End user with a Cisco Unified MeetingPlace profile	Audience meeting console permission Speaker audio permission
	Meeting scheduler	Presenter meeting console permission Speaker audio permission
Webinar	Guest user	Audience meeting console permission Listener audio permission
	First two invited users with a Cisco Unified MeetingPlace profile	Presenter meeting console permission Speaker audio permission
	Other end user with a Cisco Unified MeetingPlace profile	Audience meeting console permission Listener audio permission
	Meeting scheduler	Moderator meeting console permission Speaker audio permission

Note that System Managers and Attendants have Moderator meeting console permissions and Speaker audio permissions for all meetings by default, unless they are invited to the meeting as a profile user with a different permission.

About the Cisco Unified MeetingPlace Web Conferencing Home Page

After entering the Cisco Unified MeetingPlace Web Conferencing URL in the address field of your web browser, the Web Conferencing home page displays with the options shown in Table 8-2.

Table 8-2 Cisco Unified MeetingPlace Web Conferencing Home Page Options 

Click This	To
Attend Meeting	Quickly join a specific meeting after entering its meeting ID or access the Attend Meeting page where you can sign in as a profile user or as a guest.
Schedule Meeting	Access the New Meeting page where you can specify meeting parameters to schedule a future meeting. Note This option is not available to guest users.
Find Meeting	Access the Today's Meetings page where you can search for past, future, or current meetings. •By system default, this option is not available to guest users. To allow guest access, see the "To Allow Guests to Search Through Public Meetings" procedure on page 2-25. •The Find Meeting feature is only available on internal web servers.
Immediate Meeting	Immediately start a meeting by entering a meeting ID. Immediate meetings are scheduled using system default scheduling parameters. •You cannot specify your own meeting parameters using this scheduling method. •This option is not available to guest users.
My Templates	Create and manage templates that you can use to determine meeting format, layouts, and other settings when creating new meetings. Note This option is only visible if the user profile has the Host Meetings With parameter set to Full Meeting Room.
Install Cisco Unified Presenter Add-In	Install an add-in on your computer that lets you share a screen or an application from your desktop.
Run Browser Test	Perform a series of checks to verify whether you will be able to join a web meeting by using your web browser.

About the Meeting Console

The meeting console tightly integrates voice, video, and web-conferencing for a seamless, intuitive conferencing experience. Users enter the meeting console from their meeting notifications or from the Web.

The meeting console allows users to experience the full range of Cisco Unified MeetingPlace Web Conferencing functionality, including menus, participant displays, and chat. Certain features, such as video-conferencing, require the purchase of separate Cisco Unified MeetingPlace products or options. For more information, see your Cisco sales representative.

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Note Meeting console load times vary with individual deployment. Generally speaking, we consider anything under one minute as an acceptable meeting console load time.

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The meeting console is an Adobe Flash-based client that requires Adobe Flash Player on end-user computers. The browser test, available via a link on the Cisco Unified MeetingPlace Web Conferencing home page, can assist users in installing Adobe Flash Player.

See Table 8-3 for descriptions of the meeting console features. See Table 8-4 for a description of the tools that are available in the meeting console.

For more information about using the meeting console, including information on connection speed, status data, and meeting permissions, see the applicable User Guide for Cisco Unified MeetingPlace Web Conferencing, at http://www.cisco.com/en/US/products/sw/ps5664/ps5669/products_user_guide_list.html.

Table 8-3 Meeting Console Features 

Feature	Description
Menus	Meeting and Help menus offer logical access to various in-session features. Moderators also have View, Layout, and Tools menus to control and organize the items that appear in the meeting console for presenters and participants. Menu items that are unavailable because of a user's guest status or meeting console permissions appear dimmed.
Meeting details	Meeting details, including the meeting ID and dial-in information, appear when users click on the phone icon in the top right corner of the meeting console.
Connection details	Information about meeting console latency and current upstream and downstream connection rates appears when users click on the green bar in the top right corner of the meeting console.
Stage	The meeting room stage is the area of the screen that all participants see in a meeting. The stage contains tool windows that display various types of content, such as slides, video, or shared windows or applications.
Tool windows	Content in a meeting room is displayed in tools, which are windows that contain various types of media, including slides, video, whiteboards, shared applications, polls, and messages to meeting participants. A layout is a named collection of tool windows that are displayed together in the meeting room.
Layout navigation bar	Visible only to moderators, this toolbar allows moderators to switch between meeting room layouts, add a new layout, lock the location and size of tools in a layout, or switch to Preparing mode to navigate between meeting room layouts without affecting the views of other attendees. By default, a new meeting room contains a number of prebuilt layouts, depending on the meeting template selected for the meeting (for example, the Collaboration template includes Share, Whiteboard, and Share Multiple default layouts). The tools in these layouts are selected and arranged to facilitate sharing of content, discussion of topics, or collaboration with colleagues.
Presenter Only area	Borders the stage and is visible only to moderators and presenters. Moderators can choose to show or hide this area. Moderators and presenters can use the Presenter Only area to prepare content to be shared with participants or to view confidential content that is not shared with participants.

Table 8-4 Meeting Console Tools 

Tool	Description
Participant List	Displays the name, role, and status of each participant, and allows the moderator to change the role or permissions of one or more participants.
Share	Displays shared content from the presenter's computer (including windows, applications, or the entire desktop), documents, or whiteboards.
Chat	Allows participants to send chat messages to other participants.
Q & A (linked to Chat tool)	Redirects questions from the Chat tool to appropriate presenters.
Note	Displays text messages from moderators or presenters to all participants.
File Share	Allows moderators and presenters to post files which can be downloaded by participants.
Poll	Allows moderators and presenters to conduct polls or ask questions of participants.
Web Links	Lets moderators post a web link and force all participants to browse to that link.

About the Participant List

The Participant List tool shows current meeting participants along with their audio status (muted or unmuted), meeting console permissions (Audience, Presenter, or Moderator), and video status. This tool also includes a dynamic display of who is speaking, and buttons to connect participants to the audio and video components of their meeting and control audio and video in-session features. Participants can select a Status icon that appears next to their participant list entry to indicate needs (for example, "I have a question" or "Speak louder").

In-session features launched from buttons at the bottom of the participant list allow users to do such things as mute their lines, pause their video, and form subgroups in breakout sessions. Moderators can use additional buttons and the More Options menu of the participant list to rename or merge participant list entries, invite or dial out to additional participants, and assign specific permissions to other users.

About Sharing

Moderators and presenters can use the Share tool to share a variety of content with participants in a meeting, such as the following:

•Selected items on the computer screen, including one or more open windows, one or more open applications, or the entire desktop.

•A document, such as a Microsoft PowerPoint presentation, an FLV file, a JPEG, or other file format.

•A whiteboard with a variety of writing and drawing tools. Users can share a stand-alone whiteboard or a whiteboard overlay that appears on top of other shared content.

Users must install the Cisco Unified Presenter Add-in the first time they attempt to upload content or share a screen. The Add-in provides support for uploading files to the server and sharing screens during a meeting.

Restrictions

•Screen sharing and file sharing from the desktop are not available on Linux or Unix systems. Users on these systems can share a whiteboard or meeting attachment, view shared files and make annotations, but cannot share files that reside on their systems with other participants.

•Web Conferencing does not support the sharing of video applications or streams. If you try to share a video stream from your desktop, depending on available bandwidth, participants may see only some of the frames from the video, displayed at the screen-sharing refresh rate. If you try to load a PowerPoint file with video embedded on the slide page in the Share tool, the presentation conversion will fail and you will not be able to display the presentation.

About Chat

Meeting participants can use the Chat tool to send text messages to other participants or to pose text questions to presenters. If the moderator has enabled the Presenter Only Area, presenters can use a presenter Chat tool to chat "off-stage" amongst themselves.

In the Chat tool, messages appear as they are submitted, and they are listed sequentially in the tool. Presenters and moderators can allow participants to conduct private chats, clear a chat, or turn off chat notifications. Chat tool content is persistent, and will remain in a meeting room until cleared. If you want to preserve Chat tool content for future use, you can e-mail it.

The Q & A tool gives moderators and presenters additional control for managing questions and answers during a meeting. To use the Q & A tool, it must be linked to the Chat tool. When a participant asks a question in the Chat tool, a presenter can answer in the linked Q & A tool. When a presenter answers a question, the question and answer appear as pairs in the Chat tool. When a Chat tool is linked to a Q & A tool, broadcast chat messages are available only to users with Moderator or Presenter permissions. Users with Audience permissions can only submit questions.

You can disable the chat feature by modifying the Allow Chat in Meeting Console parameter from the Web Server administrative page (Admin > Web Server). For more information, see the "Customizing Local Web Server Options" section on page 2-28.

About Polling

Moderators can use the Poll tool to create questions, or polls, for participants and to view the results. Both moderators and presenters can edit existing poll questions, open or close polls, and broadcast poll results to participants. Moderators and presenters can also cast votes.

Moderators can add a new Poll tool window to any layout. The Presentation and Webinar meeting templates include a pre-built layout called Open Polls which includes multiple open Poll toll windows.

About Attachments

Attaching a document or presentation, URL, or meeting comment to a meeting allows users to review the attachment before, during, or after the meeting has taken place. The meeting scheduler can add attachments before the meeting by using the Attachments/Recordings page when scheduling the meeting. When a meeting is scheduled, invitees receive these attachments in their e-mail notification. The system also stores the attachments so that participants can access them from the meeting console while the meeting is taking place.

During the meeting, moderators and presenters can add attachments from the meeting console by uploading documents to the File Share tool, and meeting participants can download attachments to their computers by using this tool.

Viewing the Maximum Number of Attachments Setting

Each Cisco Unified MeetingPlace profile includes a setting that indicates the maximum number of attachments you can upload when scheduling a meeting. If the Maximum Number of Attachments setting in your profile is set to ten, the maximum number of attachments you can upload to any meeting you schedule is also ten. Other users attending your meeting are also limited by your personal Maximum Number of Attachments setting.

To view the Maximum Number of Attachments setting, do the following procedure.

To View the Maximum Number of Attachments Setting

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Step 1 Log in to MeetingTime.

Step 2 Click Administration, then click the Configure tab.

Step 3 Click User Profiles, then click Query to find a specific user.

Step 4 Scroll down to the Max # of Attachments field.

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About Recording and Playback

Cisco Unified MeetingPlace Web Conferencing supports three types of recording: audio-only, synchronized audio-web, and web-only (if there is no voice component to the web meeting). The audio-web recording feature allows users to record both the voice and web portions of their meetings. Specifically, Web Conferencing records voice stream and all web-conferencing information, including presentations with annotations, whiteboard with annotations, and application share. It does not record broadcast prompts, such as "now joining" or "now departing." If there is a video component to the meeting, it does not record the video display.

After a meeting has been recorded, users can access the recording from the Cisco Unified MeetingPlace Past Meetings page by clicking the Attachment/Recordings option.

Audio recording is a standard feature when you purchase Cisco Unified MeetingPlace Audio Conferencing licenses. Integrated audio-and-web recording or web-only recording requires the purchase of the rich media recording option. To purchase rich media recording as an option, see your Cisco sales representative.

See the following sections for additional information:

•Accessing Audio Recordings

•Accessing Audio-Web and Web-Only Recordings

Accessing Audio Recordings

To listen to voice recordings, users must have a corresponding audio player installed on their end-user systems. Table 8-5 lists the audio file formats supported by Cisco Unified MeetingPlace Web Conferencing as well as the encoder used to convert the format, the player, and media server responsible for each format.

Table 8-5 Audio Services Compatible with Cisco Unified MeetingPlace Web Conferencing

Media Service	Encoder	Player	File Type
Windows Media	Windows Media 9	Requires Windows Media Player 7 or a later release.	.wma
N/A	LAME	MP3 Player	.mp3

Typically, WAV files are supported by common web browsers and do not require a dedicated server, encoder, and player.

We recommend that you configure Windows Media Server to enable streaming playback of your audio recordings. For instructions for configuring Windows Media Server, see the "To Configure the Windows Media Server" procedure on page 3-10. You must install and configure supported services and end-user applications in order for playback to work.

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Note If the server is running out of disk space while a current recording is being made, the system notifies all users that there is no more space available. To reduce the likelihood of this occurrence, see the "About Audio Conversion" section on page 3-9.

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Accessing Audio-Web and Web-Only Recordings

Audio-web and web-only recordings are Adobe Flash files that are played from the Flash server by using Adobe Flash Player installed on end-user computers.

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Note For audio plus web meetings, both an audio-only recording and the synchronized Flash recording are created. The Flash recording begins when the web conference portion of the meeting starts; any audio recorded before this point is available only in the audio-only recording

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About the Cisco Unified MeetingPlace Video Integration

Cisco Unified MeetingPlace Web Conferencing integrates with the Cisco Unified MeetingPlace Video Integration to allow video functionality through the meeting console. This includes the ability to do the following:

•Schedule and attend a video conference

•Check the availability of and reserve video terminals (video endpoints with Cisco Unified MeetingPlace profiles)

•Start, stop, pause, and play video

•Choose between two video displays: Multiple People view or Active Speaker view

•Mute and unmute all voice sources

•Eject users from the video conference

•Disconnect from the video meeting

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Note Cisco Unified MeetingPlace Web Conferencing does not support the sharing of video applications or streams. If you try to share a video stream from your desktop, depending on available bandwidth, participants may see only some of the frames from the video, displayed at the screen-sharing refresh rate. If you try to load a PowerPoint file with video embedded on the slide page in the Share tool, the presentation conversion will fail and you will not be able to display the presentation.

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Users must have video scheduling privileges indicated in their Cisco Unified MeetingPlace user accounts before they can access video features through the meeting console. Privileges are configured when the user profiles are created and can be viewed or modified in the MeetingTime application and from the Cisco Unified MeetingPlace Web Conferencing Account Basics page.

See the following sections for additional details:

•Attending a Video Meeting

•Meeting Passwords and Authentication for Video Participants

•Video Only Meetings

•Conference Room Only Meetings

Attending a Video Meeting

The ability to attend a meeting through a video endpoint from the Web is supported through the meeting console as well as the Meeting Information page as long as the meeting scheduler has video privileges. If the meeting scheduler does not have video privileges, all video features from the meeting console are disabled.

From both user interfaces, users click the Connect button to join the video component of their meeting. From the meeting console, a Connect window appears. If the video address of the user is part of the user profile, the Video Endpoint field is prepopulated and selected. If the video address is not part of the user profile or the participant is a guest, the video endpoint field is left empty so that the user can manually enter the video endpoint address and have Cisco Unified MeetingPlace Web Conferencing connect them.

When a user connects to the video meeting, the user is identified as a video participant in the Participant tab.

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Note Video functionality from the meeting console is not supported in multiserver meetings. Video for multiserver meetings does not span multiple sites. Participants will always be able to hear video callers at other sites, but may not be able to see them.

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Meeting Passwords and Authentication for Video Participants

Meeting passwords and authentication for restricted meetings are enforced for video participants through the standard Cisco Unified MeetingPlace Web Conferencing attend process. If a meeting is password protected, users must enter the password prior to accessing the Meeting Information page or meeting console. Users are only provided with access to the video conference outdial after they have successfully passed password authentication.

Video Only Meetings

Users with video scheduling capabilities can choose to schedule audio ports on the Cisco Unified MeetingPlace Audio Server, video ports on the video MCU, or both. If no audio ports are scheduled, audio for the meeting can only be provided by the video MCU; audio users dialing into the Audio Server will be prevented from joining the meeting.

Meeting participants can still use the Cisco Unified MeetingPlace Web Conferencing attend process and meeting console. Notifications are sent to participants with video dial-in information, and users can locate the meeting on the Find Meetings page.

Conference Room Only Meetings

You can create video terminal profiles to represent conference rooms that contain video endpoints, which can be reserved by users for specific meeting timeframes. Users with video scheduling capabilities can book one or more video terminals without dedicating ports for a Cisco Unified MeetingPlace conference (for example, to set up a point-to-point video call from one location to another). This causes the video terminal to display as unavailable for the duration of the meeting, so that other users scheduling meetings know that the room will be in use.

To book conference room only meetings without reserving video ports, users create a meeting, reserve video terminals, and specify one of two predefined service codes on the Meeting Options page—either Non Video Conference or Point to Point.