Centra 7 Leader Guide

Centra 7 Leader Guide
Centra 7
Leader Guide
Version 7.5 SP1
Centra 7 Leader Guide
Revision 7.5 SP1.1
Original January 10, 2006 JM
Latest January 10, 2006 JM
P/N 188986
Table of Contents
Chapter 1 Introduction ................................................ 1
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Document Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Technical Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Centra Technical Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Training, Education and Certification . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other Information Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 2 Getting Started ............................................ 5
Accessing the Centra Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Centra Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Working with Information Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Working with Task Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Using the My Schedule Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Creating an eMeeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Using the Search Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Searching by a Text String . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Search Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Inviting and Removing Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Sorting the Edit Attendees Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Limiting the Number of Entries on Each Page . . . . . . . . . . . . . . . . 13
Displaying Entries by Index Letter . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Using the Page Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Removing an eMeeting Invitation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Inviting Attendees During the Session . . . . . . . . . . . . . . . . . . . . . . . . . 14
Modifying an eMeeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Removing an eMeeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Accessing a Personal Online Meeting Room . . . . . . . . . . . . . . . . . . . . 15
Adding Content for an Event to the Catalog . . . . . . . . . . . . . . . . . . . . 15
Viewing Content Files for an Event . . . . . . . . . . . . . . . . . . . . . . . . . 18
Removing Content Files for an Event. . . . . . . . . . . . . . . . . . . . . . . . 18
Viewing Public Files in the Content Catalog. . . . . . . . . . . . . . . . . . 18
Chapter 3 Leading a Session ...................................... 21
Recommended Practices for Leaders . . . . . . . . . . . . . . . . . . . . . . . . . .
Before Beginning a Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Best Practices for Leaders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Beginning a Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Pre-Session Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Stepping Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Speaking to Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Microphone Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Grant Microphones to All. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Clear Microphones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Clear Yes/No Responses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Lower Hands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ejecting a Participant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Others Ways to Communicate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ending a Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Post Event Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 4 Leader Interface ........................................ 33
Leader Interfaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Symposium Leader Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Conference Leader Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
eMeeting Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Interface Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Title Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Audio Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Presenter Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Participant List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Agenda Area. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Status Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Toolbar Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Media Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Network Status Indicator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Video Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing the View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Floating Toolbar in Full Screen View . . . . . . . . . . . . . . . . . . . . . . . .
Inviting Additional Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 5 Co-Presenters............................................ 43
Designating a Co-Presenter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Demoting a Co-Presenter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Chapter 6 Using Agendas.......................................... 45
Previewing a Session’s Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Adding Content to an Agenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Importing Content Files into an Agenda . . . . . . . . . . . . . . . . . . . . . 48
Importing PowerPoint Presentations . . . . . . . . . . . . . . . . . . . . . . . . 49
Inserting a File to Download . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Inserting a URL into the Agenda. . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Clearing Agendas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Deleting Agenda Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Inserting Content from the Content Catalog or Knowledge Center
into an Agenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Inserting an Agenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Displaying Agenda Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Navigating the Agenda. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
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Table of Contents
Chapter 7 Audio Options........................................... 57
Multiple Concurrent Speakers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Speaking Priority by Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Conference Call Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the Centra Audio Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Leader Controls in Unified Conferencing . . . . . . . . . . . . . . . . . . . . . .
Listen-Only Mode in Unified Conferencing . . . . . . . . . . . . . . . . . .
Adjusting the Volume During a Session . . . . . . . . . . . . . . . . . . . . . . . .
Advanced Audio Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Sound and Multimedia Properties . . . . . . . . . . . . . . . . . . . . . .
Setting Sound Playback Properties . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Sound Recording Properties. . . . . . . . . . . . . . . . . . . . . . . . .
Setting MIDI Music Playback Properties . . . . . . . . . . . . . . . . . . . . .
Using Only Preferred Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 8 Broadcasting Video ................................... 73
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Terminology . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Enabling Video Broadcasting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Enabling and Disabling Video During a Session . . . . . . . . . . . . . . . . .
Using the Centra Video Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Starting Video Broadcast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Selecting Single-Video or Multi-Video Mode . . . . . . . . . . . . . . . . . . .
Video Panel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using Video Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the Video Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Granting Video Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 9 Text Chat ................................................... 79
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the Text Chat Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Text Chat Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The Message Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The To: Drop-Down List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The Composition Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Text Chat Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Participant Chat Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chat Colors and Font Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Text Chat in Breakout Rooms (Symposium) . . . . . . . . . . . . . . . . . . . .
Logging Text Chat Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Downloading Text Chat Log Files . . . . . . . . . . . . . . . . . . . . . . . . . .
Best Practices for Text Chat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 10 Markup Tools ............................................ 89
Whiteboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Best Practices for the Whiteboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
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Writing on an Agenda Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Markup Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing Markups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Saving and Clearing Markups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Saving the Markup to the Agenda . . . . . . . . . . . . . . . . . . . . . . . . . .
Clearing the Markup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 11 Surveys and Evaluations............................ 95
Surveys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Best Practices for Surveys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Creating a Survey . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Using a Survey Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Editing Surveys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Evaluations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Best Practices for Evaluations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Types of Evaluations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Evaluation Question Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Displaying an Evaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Viewing Evaluation Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Chapter 12 Session Feedback .................................... 105
Requesting Feedback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Viewing Feedback Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Interpreting Feedback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other Ways to Get Feedback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Applause . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Laughter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 13 Breakout Rooms ..................................... 109
Breakout Room Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Best Practices for Breakout Rooms . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating Breakout Rooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Moving a Participant to a Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Breakout Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Breakout Leader . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Breakout Participant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing Breakout Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Selecting Breakout Room Content . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Starting Breakout Sessions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Monitoring Breakout Rooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Speaking to all Breakout Rooms . . . . . . . . . . . . . . . . . . . . . . . . . . .
Visiting a Breakout Room. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chat in Breakout Rooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ending Breakout Sessions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 14 Application Sharing................................. 119
Appshare Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Best Practices for Hosting Appshare . . . . . . . . . . . . . . . . . . . . . . .
Sharing an Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the Appshare Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Marking up an Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Snapshot to the Agenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Appshare Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Troubleshooting Appshare . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Appshare Control Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Allowing Participants to Interact . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Letting Participants Host . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the Participant List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the Menu Bar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Tips for Participant Hosting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using a Remote Host to Share . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 15 Web Safari............................................... 129
Best Practices for Web Safari . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Using Web Safari . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Appendix A Leader’s Menu Bar.................................. 133
Index ......................................................................... 137
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Table of Contents
Chapter 1
Introduction
Overview
Centra 7TM is an open-architecture Web platform for knowledge
delivery that features real-time collaboration, content management,
and authoring.
Centra 7 includes Symposium, Conference, and eMeeting,
applications for live eLearning and business collaboration. The
following table describes the components.
Symposium
Centra 7/Leader Guide
Centra Symposium is a complete set of
capabilities for live, collaborative and
asynchronous learning in a virtual classroom
setting.
1
Conference
Centra Conference is best suited for Web-based
seminars and large group presentations with
managed interactivity.
eMeeting
Centra eMeeting provides dynamic interaction
of live meetings, with easy-to-use self-service
features for meeting scheduling and
management.
The Centra 7 Leader Guide is intended for use by the Leader or Co-Presenter of a
Centra Symposium, Conference, or eMeeting session. Use this Guide to become
familiar with Centra 7’s features, tools, and components.
This Guide contains:
„
Step-by-step instructions for tasks that Leaders and Co-Presenters perform
during sessions.
„
Recommended ways to use common tools.
„
Best practices that can increase a Leader’s effectiveness.
Note: All references to Centra 7 in this document are to Centra 7 Version 7.5 SP1
unless otherwise specified.
Document Conventions
This book uses these conventions:
Convention
Provides
boldface type
User input typed exactly as specified. Also, referral to a dialog
box element or menu item.
italic type
Placeholder value that the user must replace with an applicable
value.
monospaced type
User input, system output, email address, URL or Internet
address.
dir\files
Directory, path, or file specification.
menu selection
Select Tools, Host. This indicates first select the Tools menu
and then the Host option.
Technical Requirements
Verify the following technical requirements before installing Centra 7. The system
hardware and software must meet the minimum requirement or recommendation
for each category before a Symposium, Conference, or eMeeting session can be
launched.
Note: For updated Server and Client requirements, please visit:
2
Introduction
http://support.centra.com/documentation
and locate Centra 7.5 SP1 Server and Client Requirements.
Centra Technical Support
Centra’s dedicated Technical Support team welcomes your questions and comments,
all of which can help us improve our products and services.
You can reach the Centra Technical Support staff at
http://www.centra.com/supportinfo.asp
Documentation for Centra products is located on the support site.
Training, Education and Certification
The effectiveness of Administrators, Event Managers, Agenda Builders, and Event
Leaders, whether novice or experienced, depends on their knowledge of how best to
use Centra tools, controls, and features.
Consider joining one of Centra’s Training, Education and Certification programs to
increase your knowledge of Centra products.
Centra Education and Training Services offers online Symposium sessions,
workshops, and programs designed specifically for each type of user. Work with
Centra staff and other Leaders to learn about and gain experience with Centra
products.
For more information about Centra Education and Training Services, visit our Online
Course Catalog at http://www.centra.com/education/course_catalog.asp
Other Information Resources
Access online help from the following areas:
„
„
„
From the Centra Home Page, click Help.
For Administrator access, go to the Administrator menu and click
Administrator Help.
For documentation, public or private (requires login), go to
http://support.centra.com/documentation/index.asp.
Centra 7/Leader Guide
3
4
Introduction
Chapter 2
Getting Started
Before leading a session, Leaders can create their user accounts, edit
their account information, log in, view schedule information, and
create meetings.
Accessing the Centra Home Page
Use the following instructions to access the Centra Home Page:
1. Launch a Web browser.
2. Type the URL (or name) of the server. For example, http://
thiscompany.com.
Note: Leaders who do not know the URLs or names of the
Centra Servers used by their organizations can contact
their Centra System Administrators to obtain this
information.
3. Press the Enter key.
The Centra Welcome page appears.
4. Select a Language, if necessary.
Centra 7/Leader Guide
5
5. Enter a valid Login and Password in the Log In area.
Leaders who cannot remember their passwords can click the Forget your
password link. Their passwords will be emailed to them. (Email uses the
clients email application.)
6. Select Remember me to make it unnecessary to enter this information again.
Note: Cookies must be enabled on the browser.
7. Click Log In.
The Centra Home Page opens.
Note: Leaders can contact their Centra System Administrators to obtain user
accounts.
Centra Home Page
The Centra Home page is the starting point for working with Centra Symposium,
Conference, and eMeeting.
By default, a user’s home page is the Public Events page. The links on the Public
Events page enable a user to access information such as Help topics or the Event List,
and to perform tasks such as creating an eMeeting or viewing recordings.
The home page for a user is specified by the System Administrator when creating or
editing the user’s account through the Manage Users page of the Event Manager.
Users can change their home pages through the Edit Profile for User page. Access
this page by clicking the My Profile link.
Note: Users must have appropriate privileges to perform certain tasks. To obtain
additional privileges, contact a Centra System Administrator.
Working with Information Links
Click the following links at the top of the Centra Home page:
„
Help to view Centra Online Help including Getting Started Help.
„
Tutorial for an overview of Symposium, Conference, and eMeeting.
„
System Check to verify that the user is ready to attend a Centra session.
Click Centra Software, Inc. (at the bottom of the page) to display the Centra
Corporate Web site http://www.centra.com.
Working with Task Links
Task links appear on the left side of the Leader’s Home page. The following table
6
Getting Started
summarizes these links:
Link
Function
My Schedule
Lists sessions that the user is scheduled to lead (or attend). Selected by
default.
Public Events
View public events by day, week, or month.
Public
Recordings
Access the View a Recording page, where the user can search for
recordings by event ID, event name, description, or leader's last name.
Attend Meeting
Access a live meeting.
Create Meeting
Schedule an eMeeting. The User is automatically the Leader and can
begin the eMeeting immediately.
Enrollment
Search for and view upcoming and ongoing events and programs, with
the option to enroll.
My Profile
Change personal user information, such as language preference,
password, email, display name, or home page.
Downloads
Access Centra supporting software.
Tools
Access Centra tools to remove Agenda content that was downloaded
and recordings that were played back, and to collect log files.
Log Out
Log out of the Centra Server, and return to the Centra 7 Welcome page.
Using the My Schedule Page
The My Schedule Page lists the sessions that a user is scheduled to lead and attend.
This page contains the following tabs:
„
Upcoming, listing sessions that have not yet occurred.
„
Ongoing, listing recurring sessions.
„
Past, listing sessions that have already occurred.
A Leader can lead or attend events listed on the Upcoming or Ongoing tabs by
clicking the Lead or Attend links for the events.
Creating an eMeeting
An eMeeting provides a simple and convenient way to collaborate with a group of
people. Any user can schedule an eMeeting. The person who creates the eMeeting is
the Leader of the event and controls who is invited to it. eMeetings cannot have
Subjects or Agendas, but a Leader can import content into the eMeeting while it is in
session.
Note: Meetings do not appear on the Public Events list unless the Public Event option
Centra 7/Leader Guide
7
is selected when the eMeeting is created.
Use the following instructions to create an eMeeting:
Click Create Meeting on the Centra Home page or other Centra pages. The Create
Meeting page appears:
The Create Meeting page is separated into the following sections:
8
Getting Started
„
Schedule
„
Seat Availability
„
Meeting Options
„
Audio Options
„
Attendees
Schedule
1. Type the name (up to 60 characters) of the eMeeting in the Name field.
2. Select the Day from the calendar drop-down menu. Today’s date is shown by
default.
3. Select the Time from the drop-down lists, and a timezone, if necessary.
4. Select a Duration.
‡
‡
Select specific hours and minutes (available in 15 minute increments) from
the drop-down lists to schedule the eMeeting at a specific time.
Select Ongoing if the eMeeting needs to be available all the time.
5. Select a Cost Center, if applicable and provide a Description, if desired.
6. To start the eMeeting immediately and not set any more options, click Start
Now. Otherwise, specify values for the remaining meeting options.
When Start Now is selected, the eMeeting Leader interface opens immediately.
Seat Availability
1. Select the number of people who can attend, from the Seats Reserved list. The
total number includes the eMeeting leader.
Note: The limit set by the Event Manager cannot be exceeded.
2. Click Seat Availability to verify how many seats are available for the specified
time.
Meeting Options
1. Choose the following meeting options:
‡
‡
‡
‡
‡
Public event
The event appears on the public event list. Users can enroll themselves in
public events.
Record meeting
Permits recording the eMeeting for participants who would like to review
the content or for individuals who were not able to participate.
Live video
Permits live video to run.
Include live video in recording
Permits adding the video to the recording for playback.
Allow users to attend without an invitation.
Enables guest users to attend.)
Centra 7/Leader Guide
9
2. Password-protect the eMeeting by typing (up to 50 characters) an eMeeting
password.
Audio Options
1. Select one of the following the Audio Option.
‡
Voice Over Internet (VOIP)
Choose this option to communicate with attendees over a VOIP connection.
If the System Administrator has enabled creators of meetings to a select an
Audio Codec, choose a CODEC from the list of the available CODECs. This
list does not appear if the eMeeting creator is not allowed to select a
CODEC.
Choose a low bit rate CODEC if at least some of the participants will be
using low bandwidth connections. Centra SC3 is recommended for modem
users.
For more information about CODECs, refer to the Centra 7 System
Administrator Guide for Collaboration Products, Volume 2.
‡
Telephone.
Choose this option to communicate with attendees over a telephone line.
‡
Type the phone numbers used to join the teleconference in the
Teleconference call # field.
‡
Type the access code in the Access Code field.
‡
Type a Host code, if necessary.
‡
Type the Conference Call Instructions. These instructions will be
included with the notification email.
If teleconference information is part of the User Profile of the person creating
the meeting, the information appears by default. Change it if necessary.
While participating in the event, Participants can view the teleconference
information.
If the Telephone option is selected, users have the option of using VOIP during
the event. However, if an event uses teleconference audio and is being
recorded through a Centra Telephony Gateway, VOIP is not transmitted.
Also, see “Leader Controls in Unified Conferencing” on page 62.
Attendees
1. Type the email address of each Participant in the Email Address area.
2. Click Edit Attendees. The Edit Attendees: Meeting Topic (Meeting ID)
page opens. The eMeeting Topic is the topic of the eMeeting to edit and
Meeting ID is the ID of the eMeeting.
3. Click the Invite Attendees tab.
4. Locate the name of the user or group of users to enroll.
10
Getting Started
Note: Using the page filter tools, the user can show registered users and/or
groups on the Edit Enrollment page, search for names, or use the Index
letters to locate users. See “Using the Search Area” or “Sorting the Edit
Attendees Page”.
5. Click the Invite link associated with the user or group.
Use these instructions to enroll multiple users or groups:
‡
‡
Select the users and/or groups by selecting the checkbox next to their logins
and then click Invite Selected.
Click Select All to select all users and groups on the page.
The users and/or groups are immediately invited to the eMeeting. Inviting a
group invites all the individual users in that group.
Click Unselect All to deselect all the currently checked users.
If the Centra domain has email enabled, update the Subject, and enter a
message.
6. Click
‡
Send Email to send the email.
‡
Cancel Email to cancel the email; the user is still invited.
Note: If the Centra Server is set to add calendar attachments, the email
automatically includes a calendar attachment. The recipient double-clicks
the calendar attachment and saves it; a new calendar item is automatically
created in the recipient’s calendar. Contact the Centra System
Administrator to enable/disable this feature.
Centra emails use the BCC field for all email addresses so that attendees do not learn
the email addresses of other attendees. Centra Administrators do not receive their
password in the email.
When the Edit Attendees: Meeting Topic page re-opens, the last column on the right
updates to “Invited” to indicate that the user(s) or groups have been invited. If the
Leader invites a Group, all users in that group are also marked as Invited.
If the Leader invites a group to an eMeeting, the Leader cannot remove that
invitation for a member of that group without removing invitations for the entire
group.
The eMeeting now appears on the Leader’s My Schedule page.
Using the Search Area
The user can use the Search area on the Invite Attendees tab of the Edit Attendees
page to find users to invite to the eMeeting. The user can search by registered users
Centra 7/Leader Guide
11
and/or groups, or the user can search by text strings.
To search the page by user type, check Registered Users, Groups, or All and then
click Search. The list of registered users and/or groups is filtered to show only the
entries that meet the specified criterion.
Searching by a Text String
Use these instructions to search by a text string:
1. Enter the string to search for in the Find text box.
2. Select Login, First Name, Last Name, Email Address, Employee ID, or All for
the field(s) to search.
3. Click Exact match to find only the listings that match exactly.
4. Check Registered Users, Groups, or All in the Show area to display only these
types.
5. Click Search.
The Centra Server returns the list of users meeting the criterion.
To remove the search criterion, click Clear Search.
Search Tips
Remember the following useful tips:
„
„
Search for multiple criteria by putting each search on a separate line in the Find
field. Use the Enter key between entries, or separate entries with a comma.
The page filters can speed administrative tasks. For example, to invite a
number of users, use the filter to select the users (for example, by the
organization’s email domain such as *@acme.com), click Select All to select all
users in the list, and then click Invite Selected to enroll all the users.
Inviting and Removing Users
To modify the list of the users who are invited to a meeting, click Edit Attendees
under the name of the event on the Manage Events page. The Edit Enrollment page
appears.
On the Edit Attendees page, a Leader can enroll or unenroll a user by clicking Enroll
or Unenroll on the line containing the user’s name.
A Leader can modify the listing on the Edit Attendees page by doing the following
things:
12
Getting Started
„
Sorting the entries by column
„
Limit the number of entries listed on each page
„
Display entries by index letter
Sorting the Edit Attendees Page
The entries on the Edit Attendees page are sorted by the contents of one column on
the page, such as Last Name. A down arrow appears to the right of the heading of
the column by which the entries are currently sorted.
To sort the entries by the contents of a different column, click the heading for that
column. The down arrow appears to the right of the heading on the different column.
Limiting the Number of Entries on Each Page
To limit the number of entries on each page, type the number in the Show per page
text box and click Update.
The display changes to show only the number of listings specified.
Displaying Entries by Index Letter
To display only the entries whose sort value begins with a particular letter, click one
of the letters in the Index area. The sort value of each entry is the value for an entry
in the column that is currently used to sort entries.
For information about how to sort entries by the contents of particular columns, see
“Sorting the Edit Attendees Page” on page 13.
Click ALL to display all entries in the list.
Using the Page Controls
If the list of users extends beyond the number entered in the Show per page area, use
the page controls to move between the pages.
Click the following:
„
„
„
[next] to go to the next page or [previous] to return to the page before.
<<< << < and > >> >>> to jump 10, 100, and 1000 pages in either direction.
* to go to the first or last entry.
Note: The page controls change depending on how many pages exist in either
direction.
Centra 7/Leader Guide
13
Removing an eMeeting Invitation
After inviting users or groups to an eMeeting event, remove the invitation. To
remove an invitation for users or groups:
1. Locate the eMeeting on the My Schedule page and click Modify. The Modify
Meeting window appears.
2. Click Edit Attendees in the Attendees section.
The Edit Attendees: Meeting page opens, where Meeting is the name of the
eMeeting.
3. Click the Current Attendees tab.
4. Find the user or group and click Remove (at the far right).
To remove multiple users at once, select the users by clicking the checkbox
next to their names. Then click Remove Selected.
Note: A user added as part of the group cannot be removed. All users in the
group must be removed.
The Centra Server removes the user or group and updates the attendee list for the
eMeeting.
Inviting Attendees During the Session
A Leader can invite participants to join a session after entering the session. See
“Inviting Additional Participants” on page 41 for more information.
Modifying an eMeeting
To modify an eMeeting:
1. On the My Schedule page, locate the eMeeting and click Modify.
2. Make the changes in the Modify Meeting page.
Note: Consider changing the eMeeting ID to something that is easy to
remember -- for example, “Meeting02/07/05”. The eMeeting ID can contain
up to 50 characters.
3. Click Modify.
The eMeeting is now updated. To start the eMeeting immediately, click Start Now.
Removing an eMeeting
To remove an eMeeting:
1. On the My Schedule page, locate the eMeeting and click Remove.
A confirmation message appears indicating that recordings associated with the
eMeeting will be deleted.
14
Getting Started
2. Click OK to delete the eMeeting.
The eMeeting no longer appears on the My Schedule page.
Accessing a Personal Online Meeting Room
If a user has the ability to create an eMeeting session, a Centra icon
appears on the
user’s desktop. This enables the user to access a personal online meeting room at any
time, without creating an eMeeting.
Use these instructions to access the personal online meeting room:
1. Click the Centra icon.
The first time the user clicks the Centra icon, a personal eMeeting room with
an availability of Ongoing is created for the user. This room is available to the
user at any time.
2. Invite participants to the session. See “Inviting Additional Participants” on
page 41 for more information.
Adding Content for an Event to the Catalog
The Leader of an event can provide materials for participants to use before, during,
or after an event with the Content Catalog. The content may be available only to users
enrolled in the event or to anyone with access to the Centra 7 domain.
The Leader can add the following types of content:
Content
Content Type in Catalog
Uses
Files, including .doc, .ppt,
.pdf., and so on
File
Homework exercises,
syllabuses, documentation
Centra Composer content,
simulations, SCORM, AICC
eLearning
Application simulations,
self-paced tutorials
Centra recording
Centra recording
Review
Frequently Asked Question
document (created in the
Content Catalog)
FAQ
Frequently asked questions
Reference document (created
in the Content Catalog)
Reference
Additional resources that
are non web-based (such as
video tapes) or that reside
on another server
Use these instructions to add content stored on the local computer to a specific event:
1. Open the My Schedule page.
2. Locate the event.
3. Click Add Files. The Add Files page appears.
Centra 7/Leader Guide
15
4. Click Add New File to upload a file to the Content Catalog.
The Add New File page appears.
5. Click the Browse button to browse to the content to add or enter the link to the
file to add.
6. Enter a Title for the file.
7. Optionally, enter a description, keywords (to be used for searching purposes),
the author’s name and email, a version number, the length of time it would
take to complete this material, the language, the category, such as Marketing,
Management, or Finance.
8. Specify whether this content will be available to anyone browsing the Content
Catalog (Public) or available only to those users enrolled in this event (Private).
9. Click Add File.
16
Getting Started
10. When the upload is complete, close the window.
The link under the event on the My Schedule page has changed to View Files.
Use these instructions to add content from the Content Catalog to a specific event:
1. Open the My Schedule page.
2. Locate the event.
3. Click Add Files.
The Add Files page appears.
4. Click Add from Catalog to browse for a file already in the Content Catalog.
The Add Catalog Content to <Event Name> page appears.
5. Enter a value in the Search for field and select the type of content to find. Click
the Exact Phrase checkbox to search for an exact match to the entered text.
6. Click Search. The results matching the search criteria appear.
‡
‡
‡
‡
Change the number of items displayed on each page by selecting 10, 25, or
50 next to Show.
Click Previous or Next to move to the previous or next page of items
matching the selection criteria.
Click Clear Search to clear the search.
Move to titles beginning with a certain letter by selecting that letter from the
list.
7. Click the checkbox to the left of an item to associate that item with the event.
‡
Click on Items Selected to see only the selected items.
‡
Click Clear to clear the check marks from the selected items.
Centra 7/Leader Guide
17
8. Click Add Selected.
The item(s) are added to the list for the event.
Viewing Content Files for an Event
Use these instructions to view content files for a specific event:
1. Locate the event on the My Schedule page.
2. Click View Files.
The View Files: <Event Name> page appears.
3. Locate the file and click View.
The file appears.
Removing Content Files for an Event
Use these instructions to remove content files from a specific event:
1. Locate the event on the My Schedule page.
2. Click View Files.
The View Files: <Event Name> page displays.
3. Locate the file and click Remove.
A window appears indicating where this file is currently being used. Remove
the file from only this event or from the Content Catalog itself.
Viewing Public Files in the Content Catalog
Files identified as Public when added to the Content Catalog (see “Adding Content
for an Event to the Catalog” on page 15) can be viewed by anyone having access to
the catalog. Files identified as Private when added to the Content Catalog are
viewable only by those enrolled in the event and only through the View Files link on
their My Schedule page.
Use the following instructions to view all public files in the Content Catalog:
1. Click Catalog on the My Schedule page.
2. Enter a value in the Search for field and select the type of content to search for.
Click the Exact Phrase checkbox to search for an exact match to text.
Note: Searches can also be based on the item type, based on title, description,
keywords, event, file extension, or language or within a category.
3. Click Search.
The results matching the search criteria appear.
‡
‡
18
Sort the resulting list by My Last Access, Last Modified, or Title.
Click Previous or Next to move to the previous or next page of items
matching the selection criteria.
Getting Started
4. Select the content to view by clicking View.
Select the content to download by click in the checkbox to the left of the title
and clicking the Download button.
Centra 7/Leader Guide
19
20
Getting Started
Chapter 3
Leading a Session
Recommended Practices for Leaders
Consider the following recommendations and procedures to prepare
for a Symposium, Conference, and eMeeting session.
Before Beginning a Session
Remember to do these things before beginning a session:
„
Become familiar with the session content.
„
Find a comfortable, quiet place to deliver the session.
„
Set up the area with a script, notes, water, and a clock.
„
Launch any applications to share.
„
Create surveys.
Centra 7/Leader Guide
21
„
Check the addresses of Web sites that will be launched in Web Safari.
„
Import slides as necessary.
„
„
„
„
Run the Centra Audio Wizard (and Video Wizard, if video will be broadcast
during the session).
Speak briefly with each Participant. Make sure Participants can hear the
Leader and each other clearly.
Have the Participants work with the Tutorial, accessible from the Centra
Welcome page and the Centra Home page.
Practice!
Best Practices for Leaders
Remember to do the following things while leading Symposium, Conference, or
eMeeting sessions:
„
If working with a Co-Presenter, decide who will do what during the session.
„
Speak clearly and with animation.
„
Provide frequent and varied interactions.
„
Vary tool use.
„
Ask questions frequently. Encourage participants to respond to the questions.
„
Give explicit directions to participants.
„
Remember to clear Yes, No, and Raised Hands.
„
„
„
„
22
Remind participants to hold down the Ctrl key or push the Press to Talk
button to speak.
Remind participants that running other applications during session can slow
their session.
Ask participants to send the Leader Text Chat if they experience technical
problems.
If a participant is experiencing a technical problem, suggest closing the session
and then rejoining it.
„
Remind participants to click Step Out to leave the session temporarily.
„
Look at the whole Centra window, not just the content.
„
Keep total session duration between one hour and 90 minutes, if possible.
Leading a Session
Beginning a Session
Use these instructions to begin a session:
1. Log in to Centra.
2. Click My Schedule.
3. Locate the session.
4. Click the Lead for the session.
If the Centra Server detects that Centra 7 is installed, access the session. The
Leader interface opens. If Centra 7 is not installed, download the Centra 7
client.
Note: The client is installed automatically on Internet Explorer. Netscape and
Firefox users will need to run a setup.exe unless Java was installed. If Java
was installed, the installation will occur through a Java Applet and the
Setup.exe is not required.
Click Yes in the security dialog boxes, if necessary.
the browser window indicates that a download is in progress. The amount of
time this download takes depends on the connection speed and the amount of
content to be downloaded. When the download is complete, the Leader
interface opens.
Note: If errors occur, contact a System Administrator.
5. Check the audio. Select Tools, Audio Wizard if necessary.
The Centra Audio Wizard launches automatically the first time Centra 7 is
launched. See “Audio Options” on page 57 for more information.
Note: The audio wizard is not available for teleconference audio sessions.
6. Leaders introduce themselves and welcome the Participants to the session.
7. Grant microphones (if necessary) and ask Participants to introduce themselves.
8. Listen for any audio difficulties. If Participants’ audio is not transmitting
clearly, ask them to adjust their audio using the Centra Audio Wizard.
9. Hold down the Ctrl or F12 key on the keyboard and announce that the session
will begin.
Note: In a session using teleconference audio, speak into the telephone. There
is no need to use the Ctrl or F12 key or to give out microphones.
Centra 7/Leader Guide
23
In Symposium only, click on the first piece of content in the agenda. The
following prompt appears:
Click OK to begin the session.
Click Cancel to check on content without showing that content to the
participants. Clicking Cancel does not begin the session. The Leader of a
Symposium event can subsequently begin the session by clicking Begin
Session
on the toolbar or selecting Actions, Begin Session.
10. After a session has begun:
‡
‡
In Symposium and Conference, only the Leader and Co-Presenters have
microphone control (by default) and access to the Agenda.
In eMeeting, all Participants have microphone control (by default). Only the
Leader and Co-Presenters have access to the Agenda.
Pre-Session Mode
Pre-session mode is the time between when a participant joins a live session and
when the Leader begins the session. A Conference or eMeeting session begins
automatically when the Leader enters the session. The Leader must begin a
Symposium session explicitly. See “Beginning a Session” on page 23 for more
information.
The name of the Agenda for the session is highlighted in the Agenda area. A
participant’s name appears in the Participant List when the participant joins the
session.
In pre-session, Participants can:
24
„
Speak
„
Get Help
„
Select Raise Hand
„
Indicate Yes or No
„
Click Text Chat to send and receive messages
„
Change the view options
„
Run the Centra Audio Wizard
„
Step out (Symposium and eMeeting)
„
Laugh or applaud
Leading a Session
„
„
Send pacing and comprehension feedback to the Leader (Symposium and
eMeeting)
Click and view the Agenda items (Symposium and eMeeting)
Stepping Out
Select Actions, Step Out or click Step Out to leave a session temporarily. To return
to the session, click Step Out again or select Actions, Step In.
A Leader who stepped-out can use all functions in the Tool Bar except the Hand, Yes,
No, Laugh, and Applaud.
In the Presenter Area, the name of the stepped-out Participant is grayed out and the
stepped-out icon appears next to the Participant’s name. A stepped-out Participant
continues to hear audio and to see changes in the Centra interface.
Speaking to Participants
Speak to Participants during a session by using:
„
The Ctrl or F12 key on the keyboard.
„
The Press to Talk button on the interface.
„
The Action, Lock Talk Button menu item.
When a Leader or Participant is speaking, a yellow halo appears around the
microphone icon to the left of the speaker’s name and the Press to Talk button
changes to yellow.
Use the Ctrl or F12 key on the keyboard or the Press to Talk button to speak for short
periods of time.
A Leader can lock the Press to Talk button to speak hands-free. While the Press to
Talk button is locked, only the Leader can speak. Locking the Press to Talk button
is useful when the Leader needs to hold a book, turn a page, show an application, or
use the keyboard and mouse during the session.
To lock the Press to Talk button:
1. Click Lock Talk Button
or select Actions, Lock Talk Button.
2. Speak into the microphone. It is not necessary to hold down the Press to Talk
button while speaking.
3. To unlock the Press to Talk button and allow others to speak, click the Press to
Talk button or de-select Actions, Lock Talk Button.
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25
When the Press to Talk button is locked, audio packets are transmitted to the server
whenever the speaker is talking.
Note: Use the telephone for teleconference audio events.
Also, see “Leader Controls in Unified Conferencing” on page 62.
Muting the Audio
Leaders can mute their microphones and speakers when the Press to Talk button is
locked. When a microphone is muted, it does not transmit sound. This feature is
useful for preventing distracting background noises from being transmitted.
To mute and restore audio transmission:
1. To mute audio, click the speaker icon
to the left of the Speaker Volume
slider in the Audio Area. While audio is muted, the Audio Area is grayed out
and diagonal arrows appear across the Speaker and Microphone icons.
2. To restore audio, click the speaker icon again.
Managing Microphone Control
The Leader controls who has a microphone. Giving Participants microphones
enables them to speak in the session.
In Symposium, all Participants have microphones in pre-session but lose the
microphones when the session begins. In eMeeting, Participants have microphones
at all times unless the Leader removes them.
In a Symposium or eMeeting session, the Leader can pass microphones to one
Participant at a time or to all Participants. In a Conference session, the Leader can
pass a microphone to only one Participant at a time.
To pass a microphone to one Participant at a time:
1. Click in the microphone column to the left of a Participant's name in the
Participant List.
2. Right-click the Participant’s name in the Participant List and select Give
microphone/ markup tools.
To give microphone control to the next Participant with a raised hand, click the Call
on Next Hand button at the top of the Participant’s list, or select Actions, Call on
Next Hand.
Grant Microphones to All
Leaders can grant microphones to all Participants.
26
Leading a Session
To give microphones to all Participants:
„
Click the Give Microphones to All button in the Participant List.
„
Select Actions, Give Microphones to All.
Note: In a Conference session, a Leader can give a microphone to only one
Participant at a time.
Clear Microphones
Clear microphones to stop all conversation or to regain control of the session.
To remove microphones from all Participants:
„
Click the Clear Microphones button in the Participant List
or
„
Select Actions, Clear Microphones
Note: The Co-Presenter still has microphone control.
To clear a microphone from a specific Participant:
„
„
Click the microphone icon to the left of a Participant’s name in the Participant
List to remove a microphone from an individual Participant. If the microphone
and AppShare are set as separate controls, click twice. See “Appshare Control
Options” on page 123 for more information.
Right-click a participant’s name and select Clear microphone/markup tools.
Clear Yes/No Responses
Ask Participants to click Yes or No to provide quick feedback. Remember to clear the
Yes/No responses before asking another question.
To clear all Yes/No responses:
„
Click the Clear Yes/No button at the top of the Participant List, or
„
Select Actions, Clear Yes/No.
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27
Lower Hands
Participants can raise their hands to ask a question or request a microphone. Make
sure all hands are lowered before asking a question.
To lower all raised hands:
„
Click the Clear hands button at the top of the Participant List, or
„
Select Actions, Clear Hands.
Ejecting a Participant
A Leader can eject a Participant from a session. Ejected Participants cannot log in to
the session again.
To eject a Participant:
1. Right-click on the Participant’s name in the Participant List.
2. Select Eject from the Event.
A confirmation message appears.
3. Click Yes to eject the Participant.
Ejected Participants receive a message telling them that they have been ejected. If
ejected Participants try to log in to the event while the event is still in session, they
see a message telling them that they have been ejected and cannot log in to this
session again.
28
Leading a Session
Others Ways to Communicate
Centra 7 provides several features that enable Leaders to communicate with
Participants. Make a selection from the Actions menu or select the appropriate
icon from the toolbar:
Actions
Menu
Toolbar
Icon
Product
Description
Raise Hand
Raises a hand. A hand
appears next to the user’s
name.
To lower a hand, click the
Raise Hand icon again.
Say Yes
Makes a Yes response. A
check mark appears next to
the user’s name.
To remove the Yes response,
select Say Yes again.
Say No
Makes a No response. An x
mark appears next to the
user’s name.
To remove the No response,
select Say No again.
Laugh
Indicates laughter. A
smiling face flashes to the
left of the user’s name for
five seconds.
Applaud
Indicates applause.
Clapping hands flash to the
left of the user’s name for
five seconds.
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Ending a Session
A Conference or eMeeting session ends automatically when the Leader exits.
Symposium sessions, however, do not end automatically when the Leader exits. Use
these instructions to end a Symposium session:
1. Click the End button or select Actions, End Session.
The button changes to Begin Session. Pre-session mode reconvenes, and each
Participant has microphone control. Participants can continue to work with
Symposium in pre-session mode.
2. Remind Participants to select File, Exit, select Yes in the confirmation message,
and log out from their Centra 7 Home page.
3. Select File, Exit on the Leader interface to close the Leader interface. The Exit
Session dialog opens.
4. Choose to publish or not to publish the recording if the session has been
recorded.
5. Then select OK in the confirmation message.
6. Click Log Out from the Centra 7 Home page to log out of the Centra Server.
The Welcome page appears.
7.
Close the browser.
Note: If a Leader exits the session without ending it, the session ends when the last
Presenter exits the session.
Post Event Report
The Post Event Report appears at the end of an eMeeting event. The report is
generated after the Leader exits the event.
Note: A Leader and at least one participant must enter the event. Otherwise, the
30
Leading a Session
report does not appear.
If the event is ongoing, only attendees receive the email. If the event is not ongoing,
however, the email is addressed to all invitees, not only the attendees.
The report includes event details, attendee list, and recording link. The leader can
add additional information and attach files.
Note: The report goes to the Leader, who can forward the report to the participants.
An example of the report follows:
Ongoing
Leader: Centra Administrator
Date: Thursday, Month dd, yyyy
Start Time: 5:32 PM Eastern Standard Time
Duration: 30:00
Event Password: 5fhz1
Description: Sales and Marketing kick-off
Attendees:
Centra Administrator
Carrie Yon
Armand Hammer
[Space for any additional comments]
Recording:
If a recording of this event becomes available, use the following link to play back the
recording.
http://10.10.000.000/main/server1/User/GuestPlayback.jhtml?s_guid=00000000facf8fc1
URL: http://10.10.000.000/main/server1
Event ID: DGW022333
Centra 7/Leader Guide
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32
Leading a Session
Chapter 4
Leader Interface
The Symposium, Conference, and eMeeting Leader interfaces enable
Leaders to lead sessions easily and effectively. The interface opens
when a Leader clicks the Lead link for an event listed on the My
Schedule page.
Leader Interfaces
The Leader interfaces for Symposium, eMeeting, and Conference
events are similar, with the differences noted in the following
sections.
Centra 7/Leader Guide
33
Symposium Leader Interface
The Symposium Leader interface consists of the following areas:
Title Bar
Menu Bar
Toolbar
Audio
Area
Presenter
Area
Participant
List
Agenda
Area
Status Bar
Media Window
Network Status Indicator
Conference Leader Interface
The Conference Leader interface consists of the following areas:
Title Bar
Menu Bar
Toolbar
Audio
Area
Presenter
Area
Participant
List
Agenda
Area
Status Bar
34
Media Window
Network Status Indicator
Leader Interface
eMeeting Interface
The eMeeting Leader interface consists of the following areas:
Title Bar
Menu Bar
Toolbar
Audio
Area
Presenter
Area
Participant
List
Agenda
Area
Status Bar
Media Window
Network Status Indicator
Interface Components
The following sections describe the components of the Leader interface for
Symposium, Conference, and eMeeting events.
Title Bar
The Title Bar appears at the top of the Leader interface window and shows the name
of the session - for example: “Product Update (SQP7455878).”
During a Symposium Breakout Session, the Title Bar identifies the number of the
Breakout Room visited; for example, “Product Update (SQP7455878) - Room 1” and
“Product Update (SQP7455878) - Main Room.”
Standard Windows buttons appear at the right end of the Title Bar. Use these buttons
to minimize, maximize, and close the Leader interface.
Audio Area
The Audio Area contains the Press to Talk button, the Lock Talk Button button, and
sliders for adjusting the speaker volume and microphone level. See Chapter 7,
"Audio Options" for more information about setting audio options.
Note: The audio area does not appear if the Centra Telephony Gateway is in use. The
Centra 7/Leader Guide
35
Telephony Gateway is used only for events using teleconference audio. The
audio area controls VOIP audio only, and cannot affect telephone audio.
Presenter Area
The Presenter Area lists the Leader and Co-Presenters for the session. The Leader’s
name appears first and is followed by any Co-Presenters.
Participant List
The Participant List enables the Leader to view and manage Participant responses
before, during, and after a session.
Note: To view the Participant's full name, hold the mouse over the Participant's
name.
Sorting the Participant List
A Leader can sort the Participant List by the following criteria:
„
Whether Participants have the microphone
„
Whether Participants have raised their hand
„
Whether Participants are responding Yes or No
„
By the Participants’ names
To sort the Participant list by one of these criteria, the Leader clicks the
corresponding icon at the top of the Participant List:
Summary Area
The total numbers or percentages of Participants appear in the summary row at the
bottom of the Participants list:
„
All users in session
„
Yes responses
„
No responses
„
Raised hands
Hiding the Participant List
To hide the list of participants from other participants’ view and to change the
summary row to percentages:
1. Select Tools, Options.
The Options dialog box appears.
2. On the View tab, select Hide audience totals from participants.
3. Click OK.
36
Leader Interface
Agenda Area
The Agenda Area lists the content for the session. Leaders and Co-Presenters can
scroll through the Agenda to view session content. Symposium and eMeeting
Participants can scroll through the agenda before the session begins.
Some content may be grayed out. This content is not available for viewing before the
session begins.
See “Using Agendas” on page 45 for more information.
Status Bar
The Status Bar in the lower left corner of the Symposium, Conference, or eMeeting
window indicates whether the session is in pre-session (Symposium only) or in
session, and whether the session is being recorded.
If the event is using telephone audio and is being recorded, an additional icon
appears describing the Centra Telephony Gateway’s status as not connected, dialing,
or connected. The Leader or Co-presenter can show the telephone number used by
the Gateway by resting the cursor on the connected icon. If the gateway is not
connected, the Recorder is paused.
Conference and eMeeting sessions begin automatically when the Leader enters. The
Leader must explicitly begin Symposium sessions.
Toolbar Buttons
The following table lists which Toolbar buttons are available in each product.
Note: Other buttons such as Video appear if those features are enabled.
Icon
Product
Description
Begin Session to take control of the
session and start it.
Communicate with others using Text
Chat.
Solicit anonymous Feedback about
the session from Participants.
Raise Your Hand. A hand appears
next to the user’s name.
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37
Icon
Product
Description
Say Yes. to indicate a Yes response. A
check mark appears next to the user’s
name.
Say No to indicate a No response. A
red x mark appears next to the user’s
name.
Laugh to indicate laughter. The laugh
icon blinks next to the user’s name for
approximately 5 seconds.
Applaud to indicate applause. The
applause icon blinks next to the user’s
name for approximately 5 seconds.
Step Out to indicate that you have
temporarily left the session. The
user’s name will be greyed out and the
step out icon will appear next to the
user’s name
Display Selected Agenda Item to
show the item in the Media Window
to all others.
Share an application to show an open
application on the user’s computer to
all others.
Conduct a Survey to poll Participants.
Go on a Web Safari to share Web sites
and active Web site links with
Participants.
Use the Whiteboard to type text,
create simple shapes, or highlight
images.
Open the Audio wizard and adjust or
change your audio settings.
38
Leader Interface
Icon
Product
Description
Create one or more Breakout Rooms.
Full Screen to enlarge the Centra 7
Media Window to occupy the entire
computer screen.
Media Window
The Media Window shows the Agenda item or tool (Appshare, Survey, Web Safari,
or Whiteboard) currently being used.
Network Status Indicator
A Network Status Indicator appears in the lower right corner of the Centra
Symposium, Conference, or eMeeting window. The five lights indicate the quality of
the network connection.
Graphic
Indicator
Good connection
4 or 5 green lights with the last one
blinking.
Fair connection
2 or 3 yellow lights with the last one
blinking.
Poor connection
1 red light.
Disconnected
5 red lights
Re-connected
5 green lights
Video Panel
The Video Panel opens when a user launches video. The broadcaster appears in the
panel. See “Broadcasting Video” for more information about the Video Panel.
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39
Changing the View
Leaders can change the look of their interfaces and the Participants’ interfaces in
Symposium, Conference, and eMeeting. Make one of the following selections from
the View menu.
Option
Description
Normal View
Returns the Leader interface from Full Screen or Application Host
view to the default settings.
Full ScreenView
Expands the Media Window to the full size of the screen. The left
panels are minimized in the Windows task bar. Full Screen View is
suitable for viewing:
„
„
A slide with a large amount of information, such as a large
flow diagram
Appshare or Web Safari content
See “Floating Toolbar in Full Screen View” on page 41.
Application Host
View
Shows menus on the left and the interface on the right side of the
screen. If the Video Panel is open, it closes by default; however, the
video panel remains open if video with Appshare is enabled for this
domain.
When an application is being shared, the view automatically
changes to the Application Host View.
Return to Default
Size
Returns the Leader interface to the default size (900 x 700) if the
interface window was resized.
Normal View For
Others
Returns each Participant’s Media Window to the normal size
settings.
Full Screen View
For Others
Expands each Participant’s Media Window to full screen size. The
left panels are minimized to the Windows task bar.
Note: If the Leader resizes the Media Window for Participants, they should resize
their own Media Window, to ensure that the Leader is seeing the same view as
the Participants.
When the Leader or the Participants select Full Screen View, the Media Window fills
the screen and the left panels are minimized in the Windows task bar.
Overriding a Presenter’s View Changes
Leaders can override Presenters’ changes to their views. Perform this procedure
when sharing applications.
To prevent a Co-Presenter from changing the Leader’s view:
1. Select Tools, Options.
The Options dialog box appears.
40
Leader Interface
2. On the View tab, select Refuse layout changes from co-presenters.
3. Click OK.
Floating Toolbar in Full Screen View
In Full Screen view, the Centra toolbar floats and is transparent when the mouse
pointer is not over it. Leaders and participants can drag a floating toolbar by its title
bar to any part of the screen, and they can dock a floating toolbar by double-clicking
its title bar.
To choose Full Screen view, select View, Full Screen. To return the display to normal
view, click the Normal View icon at the right end of the floating toolbar:
In Full Screen view, the media window occupies the entire screen, making it possible
to display many shared applications in their entirety, without scrollbars. (It may not
be possible to display a shared application in its entirety if the host’s screen
resolution is greater than the viewer's.)
Inviting Additional Participants
Leaders can invite additional participants to attend a session after the session has
started by doing either of the following things:
„
Sending an email to the user.
„
Sending an instant message to the user.
The event must allow guest attendees.
Use these instructions to send an invitation by email to a session that has started:
Centra 7/Leader Guide
41
1. Select Actions, Invite by Email. The default email program opens with an
unaddressed invitation to the event:
2. Enter the user’s email address in the To field.
3. Modify the subject in the Subject field, if necessary.
4. Send the message.
To send an invitation by Instant Messenger to a session that has started:
Note: IM must be enable in the domain for this feature to be available.
1. Select Tools, Invite by IM.
2. The Invite Instant Messenger Contacts window opens.
3. Select the contact to invite and click Invite.
The Instant Messenger window opens displaying an invitation and URL.
4. Modify or add to the message displayed and click Send.
42
Leader Interface
Chapter 5
Co-Presenters
Leaders can designate any Participant as a Co-Presenter during a
Symposium or eMeeting session.
Co-Presenters for Conference sessions must be designated by System
Administrators through the Event Manager.
A Co-Presenter cannot create, start, or stop a Breakout Session.
Breakout sessions are available only in Symposium.
If the Leader drops out of the session, the Co-Presenter can run the
session. If there is no Co-Presenter, however, the session reverts to
pre-session if the Leader does not log in again within 30 seconds.
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43
Designating a Co-Presenter
The Leader can grant the Co-Presenter privilege during a Symposium or eMeeting
session. When giving the Co-Presenter privilege to a Participant, the Participant's
toolbar and menu options change to reflect the Co-Presenter functionality.
Consider giving the Co-Presenter privilege to a Participant when:
„
„
Sharing session management during a particularly long session (an hour or
more).
Introducing a Participant as a guest speaker.
Use the following instructions to give Co-Presenter privileges to a Participant:
1. Locate the name of the Participant in the Participant List.
2. Right-click the Participant’s name.
3. Select Promote to Co-Presenter.
The individual’s name now appears in the Presenter Area.
4. Introduce the Participant as a Co-Presenter.
Note: The Co-Presenter privilege can not be give to a Participant who stepped out.
Demoting a Co-Presenter
Use these instructions to remove the Co-Presenter privilege from a Participant:
1. Right-click the Participant’s name in the Presenter Area.
2. Select Demote to Participant.
The Participant’s name now appears in the Participant List.
44
Co-Presenters
Chapter 6
Using Agendas
An Agenda is a list of files, images, and other content that a Leader
can show during a session. An Agenda can also designate points in a
session at which software tools are to be launched.
Leaders can step through the items in Agenda either sequentially or
randomly.
Centra 7/Leader Guide
45
An Agenda listing appears in the Agenda Area of the Leader interface.
Symposium and Conference users can create an Agenda in advance. Refer to the
"Centra 7 Content Developer Guide" for information about how to create an Agenda
and upload it to the Centra Server.
Previewing a Session’s Content
Leaders and Co-Presenters can view individual items in the Agenda of a Symposium
or eMeeting session before the session begins. Participants can also view Agenda
items in a Symposium event before the Leader begins the session. After the session
begins, only the Leader and Co-Presenters can select and view individual Agenda
items.
Use Browse Content to access and view Agenda content at any time.
To browse content:
1. Click the My Schedule link.
2. Locate the name of the Symposium or Conference session.
3. Click the Browse Content link associated with the session.
46
Using Agendas
The Centra Browse Content window appears. The Agenda items are listed in
the frame on the left. The Media Window appears on the right.
4. Click the name of the Agenda to display information about the event.
5. Click individual Agenda item names on the left side to view the items.
Note: Whiteboard, Appshare, Web Safari, Survey, and Evaluation items are not
available in Browse Content. Certain other items can be displayed only
during the session. See Centra 7 Content Developer Guide for information
about restricting the display of content.
6. To exit Browse Content, select File, Close or close the browser.
The following icons appear in the Browse Content window.
Icon
Centra 7/Leader Guide
Type
Description
Page
An individual slide. For
animated PowerPoint slides, the
last transition slide appears as a
static gif.
Not available
outside of session
An Evaluation, Survey,
Appshare, Web Safari, or
Whiteboard Agenda item, or
items the Content Developer
marked in Agenda Builder as
'Not available outside of session'.
These items can be viewed only
during the session.
47
Icon
Type
Folder
Description
Opening a folder
Click a closed folder
to
open it and show its contents.
Closing a folder
Click an open folder
to
close it and hide its contents.
Multimedia
If the multimedia item requires a
plug-in, a message may appear
requesting the user to access and
download the required Java
applet or launch an external
viewer.
Adding Content to an Agenda
A Leader can add the following types of content to an agenda:
„
Files containing content such as images, text, PowerPoint presentations, audio
files, or video files.
„
Links to files that Participants can view or download on their own machines.
„
URLs that Participants can click to access Web sites.
„
Predefined agendas, which can contain any or all of the above types of agenda
items.
Importing Content Files into an Agenda
To import content files into an agenda:
1. Click the Import button
located above the Agenda panel or select
File, Import. The Select a File to Import dialog appears.
2. Browse to the storage location of the file to import and select the file. The
following types of files can be imported:
48
‡
Image files
‡
Agenda files (.saz)
Using Agendas
Note: An agenda file provides a complete, pre-defined agenda for the session.
For information about how to create agenda files, see Centra 7 Content
Developer Essentials.
‡
PowerPoint files
Note: See “Importing PowerPoint Presentations”for information about how to
import PowerPoint files into the agenda.
‡
Text files
‡
HTML and HTM files
‡
Audio files
‡
Video files
3. Click Open.
4. Select OK.
5. Click Close to close the Import Tool dialog box.
You can also import content by opening Windows Explorer, selecting the file, and
dragging the file into the agenda area.
Importing PowerPoint Presentations
A Leader can insert one or more Microsoft PowerPoint presentations into an Agenda
before or during a session.
Note: Microsoft PowerPoint 2000 or higher must be installed on the Leader’s
computer.
Participants do not need PowerPoint to view the PowerPoint presentations in the
agenda.
PowerPoint slides containing animations can be imported from Office XP/2003.
To import a PowerPoint presentation:
1. Click the Import button located above the Agenda or select File, Import. The
Select a File to Import dialog appears.
2. Select the PowerPoint file (.ppt) to import. The Select Image Format dialog
appears:
Centra 7/Leader Guide
49
3. Under Image Formats, select GIF, JPG, or HTML format.
‡
‡
‡
Select GIF to minimize the size of the Agenda items. This format is best for
text and simple graphics.
Select JPG to maintain the quality of the images. This is best for
photographic or complex images.
Select HTML to make it possible to include PowerPoint animations or
resize the slides. Note: Markup tools are not available for HTML format.
4. Under Select Image Size, select 640 x 480 or 800 X 600.
Note: Importing slides at 800 x 600 pixels in most cases results in greater
legibility than 640 x 480 pixels.
Inserting a File to Download
A Leader can insert an agenda item containing a link to a file that Participants can
download or view on their own machines.
Note: Participants must have the relevant application installed on their machines to
view a downloaded file.
Use these instructions to insert a link to a file:
1. Select File, Insert File to Download.
2. Browse to the file’s storage location and select the file to insert.
3. Click Open.
An item is added to the agenda:
4. Click on the item in the agenda. The File Transfer window opens on the
Participants’ screens as well as on the Leader’s screen.
5. Tell Participants to do one of the following things:
‡
50
Click the file name. This causes the file to open in a separate window on the
each Participant’s machine.
Using Agendas
‡
Right click the file name and save the file to appropriate locations on their
machines.
Inserting a URL into the Agenda
Leaders can insert URLs into the Agendas of Symposium, Conference, or eMeeting
events before or during the sessions.
Users can click this URL and navigate through the designated Web page on their
own. To display a Web site over which only the Leader has control, use Web Safari.
See “Web Safari” for more information.
Use these instructions to insert a URL into an Agenda:
1. Select File, Insert URL.
2. The Insert URL dialog box appears.
3. Type a title for the URL (required) in the Title field. The title appears as the
name of the agenda item in the Agenda area.
4. Select the Available out of session checkbox (default) to make the Web page
available to Participants before or after the session.
5. Select the Use System Browser checkbox to open a separate browser window
on each Participant’s computer for the URL.
If this box is not selected, the Web page opens up in Participants’ Media
Window.
6. Enter the URL for the Web page in the Enter a URL location text box. Both
HTTP and HTTPS addresses are accepted.
Note: The URL is not validated. Enter it correctly.
7. Click OK.
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51
Clearing Agendas
Select File, Clear Agenda to return the agenda displayed in the Agenda panel to the
state that it was in when the session started. Selecting Clear Agenda removes any
content (including Whiteboards) that the Leader added to or deleted from the
agenda, and removes any markup.
Clear Agenda reverses only the additions, markup, and deletions that the Leader
made during the current session.
Deleting Agenda Items
Note: Only JIT content can be deleted.
Before or during sessions, Leaders and Co-presenters can delete individual slides or
entire PowerPoint presentations, inserted URLs, saved Whiteboard or slide items,
files to download, or items in inserted agendas.
Use these instructions to delete agenda items:
1. Select the item to delete in the Agenda panel
2. Press the Delete key or select Edit, Delete.
Only the currently selected agenda item is deleted.
Inserting Content from the Content Catalog or
Knowledge Center into an Agenda
A Leader can import content into an Agenda from the Content Catalog or the
Knowledge Center.
First, search for the content and then can check the details and preview the resource
before importing.
The following resources are available from Centra Knowledge Catalog and Centra
52
Using Agendas
Knowledge Center.
Content Catalog
„
„
eLearning Content (learning
object, simulation, WBT,
etc.)
FAQ
Knowledge Center
„
Learning Object
„
Simulations
„
Assessment
„
File
„
Reference
„
Reference
„
Discussion
„
Survey
„
ChunkRecall Game
„
FindSlot Game
„
FAQ
Inserting content from the Content Catalog or Knowledge Center
1. Select Insert, Content from Catalog.
The Insert from Catalog dialog box appears.
2. Select if want to search by Title or Keyword in the Search By drop-down.
3. Type the criteria to search for in the For field or leave blank for all.
4. Select what resource(s) to search for from the Type drop-down.
5. Click Search (or press the Enter key on the keyboard).
The search results appear or a message that no match was found.
6. Select a resource.
Click the column headers to sort the resources.
7. Examine the resource before importing it:
‡
Click Properties to see information about the resource.
‡
Click View to view the resource.
Centra 7/Leader Guide
53
8. Click Insert.
The Insert Knowledge Resource Tool dialog box appears.
9. Type a name in the Title field. This name appears as the Agenda item during
the session.
10. Click to deselect Available out of session if the Agenda item should only be
available to Participants in session. This feature is selected by default
11. Select Contains Audio to disable microphones while the Agenda item appears
in the Media Window.
Note: Do not select this option if the item does not contain audio.
12. Select Use System Browser to launch the resource in a separate window.
13. Click OK.
The item is imported into the Agenda and appears in the Agenda area.
Search criteria and results remain in the Insert from Catalog dialog box. until a user
removes them by clicking Clear.
Inserting an Agenda
A Leader can insert an agenda into the event before or during the session.
All content is accessed from the server (even if the content is marked as client-side in
the Agenda). Be aware of the connection types used by the participants. For example,
a participant with a 28K dial-up connection would be able to download
approximately 3-5 KB per second.
Evaluations will not be inserted.
A Survey with the same name as one already in the agenda will not be inserted.
How to Insert an Agenda
To insert an agenda:
54
Using Agendas
1. Select File, Import....
2. The Select a File to Import window opens.
3. Browse to the agenda’s storage location and select the agenda to insert. The
name of the agenda appears in the File name text box.
Note: Agenda files have the file extension .saz.
4. Click Open.
The agenda items display in the agenda.
Note: Evaluations are not imported.
Note: See “Tip: For slides containing PowerPoint animation, use the Next button to
step through the number of animations involved within the slide.” to remove an
item from Agenda.
See the “Centra 7 Content Developer Guide” for information about planning and
creating an Agenda using agenda Builder.
Displaying Agenda Items
„
„
„
„
Click an Agenda item to view the item in the Media Window. The item also
appears in the Media Window of each Participant in the session.
When a Leader clicks an item, the selected item’s Agenda name changes color.
To see the full title of an Agenda item, place the mouse pointer over the
Agenda item.
In pre-session mode in Symposium and Conference, Agenda items that are not
available out of session appear grayed out in the Agenda.
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„
If HTML format was used for the PowerPoint import, resizing the Media
Window resizes the slides to fit the window.
Navigating the Agenda
Use these instructions to navigate through an agenda:
1. Click on any item to select it.
2. Expand or collapse the folders in the Agenda by clicking on the boxed + or icon.
3. Use the Next and Previous buttons
in the Agenda area to step
through Agenda items in order.
Tip: For slides containing PowerPoint animation, use the Next button to step
through the number of animations involved within the slide.
56
Using Agendas
Chapter 7
Audio Options
Audio in Symposium, Conference, and eMeeting sessions can be
configured with the following features:
„
Multiple concurrent speakers
„
Conference Call information
„
Centra Audio Wizard
„
Sliders in the Audio area
„
Speaking Modes
A Participant’s audio can also be adjusted from the Leader’s interface.
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Multiple Concurrent Speakers
More than one person can speak at the same time in Symposium, Conference, and
eMeeting sessions. With adequate bandwidth, as many as four users can speak and
be heard simultaneously.
The default audio configuration for a session allows only one user to speak at the
same time. The Event Manager can specify the number of concurrent speakers when
creating a Symposium or Conference session.
During a Symposium, Conference, or eMeeting session, the Leader can modify how
many users can speak at the same time. If a Leader changes this setting during a
session, the changes are temporary and apply only to that session.
Use these instructions to set the number of concurrent speakers:
1. Select Tools, Options.
2. Select the Audio tab in the Options dialog.
3. Select from one to four speakers from the Number of speakers drop-down.
4. Click OK.
See “Speaking Priority by Role” for information about speaking priority in a session.
Speaking Priority by Role
In a Symposium, Conference, or eMeeting session, speaking priority is in the
following order:
1. Leader
2. Co-Presenters or Breakout Leaders
3. Participants
Conference Call Information
Use these instructions to view and update conference call information for
Symposium, Conference, or eMeeting events:
1. Select Tools, Conference Call Info.
58
Audio Options
The Conference Call Information dialog appears:
2. Type the conference call telephone numbers, access code, and comments (if
necessary).
The following fields are available for teleconference sessions that use Centra
Telephony Gateway:
Select the conference call profile to use to contact the teleconference from the
Dialing Profile drop-down list.
Click Disconnect Recorder/Connect Recorder button to disconnect or connect
the recorder from the teleconference. The label on the button toggles between
the two options.
3. Click OK.
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Using the Centra Audio Wizard
Use the Centra Audio Wizard to adjust settings for microphones and speakers.
The Audio Wizard opens automatically the first time a user logs in to Centra 7. A user
can open the Audio Wizard at any time by selecting Tools, Audio Wizard.
Note: Centra uses volume and audio settings based on the system settings.
Use the following instructions to configure audio with the Centra Audio Wizard:
1. Click Tools, Audio Wizard.
2. Put the headset on (or listen through speakers), a pre-recorded message should
start immediately.
3.
Listen and adjust the Speaker Volume using the slider. Click Next.
4. Choose the appropriate speaker type. Speakers will allow you to hear others
only when you are not speaking (half-duplex audio). Headset will allow you to
hear others even when you are speaking (full-duplex audio). Click Next.
Note: The default of either speakers or headphones can be set as a Domain
property.
60
Audio Options
5.
Speak into the microphone to record a sample of the speaking volume.
Note: The microphone must be about 2 to 3 inches away from the mouth.
Optimal speaking levels are in yellow, beginning to reach red. The
Centra Audio Wizard automatically records a five-second sample then
plays back the recording automatically. If necessary, adjust the
Recording Volume slider and record another sample.
6. Click Advance to adjust the Sounds and Multimedia settings.
7. When done click Finish.
Alternate Audio Wizard Options
If you selected Speakers with Microphone, you will then have the option to
automatically adjust microphone level for a shared microphone (i.e. array or omni-
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directional microphone).
If you selected Speakers only audio type, this message appears:
Leader Controls in Unified Conferencing
A Leader of a Unified Conferencing event can disconnect and reconnect the audio for
all telephone participants who are using a specific Conference Call Profile.
Use the following instructions to disconnect or reconnect the participants:
1. Select Tools, Audio Wizard, to open the Audio Wizard.
2. Select Telephone as the Audio Type and click Next.
3. Click Edit in the Telephone Audio dialog.
62
Audio Options
4. From the drop-down list in the Conference Call Profile dialog, select the
Conference Call Profile that you want to disconnect:
5. Click Disconnect or Connect to disconnect or reconnect all participants.
If disconnected, phone audio will not be recorded and VOIP users will not
hear phone users (and vice-versa).
6. Check Switch to listen-only mode if no phone users have a microphone to
enable listen-only mode.
Audio Wizard Options
If Telephone is selected as the Audio Option for an event, the conference call dialog
appears when a leader or participant logs in to the event or selects Tools, Audio
Wizard, Edit. Leaders and participants can also access the Audio Wizard by clicking
the Audio Wizard icon in the toolbar.
The audio types available to users through the Audio Wizard are based on the event
Audio Option that is selected when the event is scheduled.
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For example, suppose that the VOIP and Telephone option is selected for an event:
With the VOIP and Telephone option selected for the event, the follow audio types
are available to participants in the event:
The audio type can be changed at any time during a session.
64
Audio Options
If a participant selects the Telephone audio type, the conference call dialog appears,
and the participant must dial the phone numbers in the dialog:
Listen-Only Mode in Unified Conferencing
When listen-only mode is enabled in a Unified Conferencing session and no
Telephone user has been granted a microphone:
„
„
„
Any VOIP user who has been granted a microphone can talk. VOIP audio can
be heard by both VOIP and Telephone users.
Telephone users can be heard by other Telephone users, through the
teleconference, but not by VOIP users.
No Telephone audio is recorded by Centra recorder(s).
When listen-only mode is enabled and at least one Telephone user has been granted
a microphone, the result is the same as if listen-only mode were disabled. That is,
VOIP and Telephone users can talk to each other.
Listen-only mode is enabled or disabled by default through the domain property
Enable listen-only mode by default? in the Teleconferencing category.
The Leader of a Unified Conferencing session can change the current setting during
the session by checking or unchecking Switch to listen-only mode if no phone users
have a microphone option in the Conference Call Connection dialog, which is
accessed through the Audio Wizard or by selecting Tools, Conf Call Info.
Adjusting the Volume During a Session
The sliders in the Audio area enable users to adjust their speaking and listening
volume while in a session. The top slider adjusts the volume of the speakers and the
bottom slider adjusts the volume of the microphone.
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Use the following instructions to adjust the audio for a specific Participant:
1. Right-click the Participant’s name and select Adjust Audio.
The Adjust Participant’s Audio window opens.
2. Adjust the Participant’s microphone volume using the slider.
3. Check Echo cancellation (prevents feedback) if you are using speakers rather
than a headset to speak and listen.
4. Click Close.
Advanced Audio Options
Click the Advanced button in the Audio Wizard dialog to access the features. For
information about the Audio Wizard, see “Audio Options” on page 57.
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Audio Options
Setting Sound and Multimedia Properties
The Sounds and Multimedia Properties dialog appears when a user clicks the
Advanced button in the Audio Wizard:
Note: All audio properties are set on the Audio tab of the Sounds and Multimedia
Properties dialog.
Setting Sound Playback Properties
Use these instructions to set sound playback properties:
1. Select a preferred device for sound playback from the Preferred device
drop-down list.
Audio devices are machine-specific. All standard default devices are
compatible with the Centra 7 record and playback functionality.
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2. Click Volume to access the Volume Control dialog:
The Volume Control dialog specifies balance and volume values for separate
audio lines, such as “Line In”, “CD Audio”, “MIDI”, and “Wave”. These
values are applied to the lines before the lines are mixed.
The default values in the Volume Control dialog are good for most systems.
3. Click Advanced to open the Advanced Audio Properties dialog:
4. On the Speakers tab, select a speaker setup from the Speaker Setup drop-down
list, if a non-default setup is preferred. The list of possible speaker setups is
dependent on the operating system.
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Audio Options
5. Click the Performance tab:
The default values for hardware acceleration and sample rate conversion
quality are good for most systems.
If the playback of embedded audio in an agenda makes excessive use of CPU,
try increasing the hardware acceleration and setting the sample rate
conversion quality to Best.
6. Click Restore Defaults to reset all properties on the Performance tab to their
default values.
Setting Sound Recording Properties
1. Select a preferred device for sound playback from the Preferred device
drop-down list.
Audio devices are machine-specific. All standard default devices are
compatible with the Centra 7 record and playback functionality.
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2. Click Volume to access the Volume Control dialog:
The Volume Control dialog specifies balance and volume values for separate
audio lines, such as “Microphone”, “Line In”, “CD Audio”, and “MIDI”. The
mix of volume levels is applied to recordings when they are created on disk,
without regard to the volume and balance settings for playback.
The default values for balance and volume are good for most systems.
3. Click Advanced to open the Advanced Audio Properties dialog:
The default values for hardware acceleration and sample rate conversion
quality are good for most systems.
70
Audio Options
4. Click Restore Default to reset all properties on the Performance tab to their
default values.
Setting MIDI Music Playback Properties
1. Select a preferred device for MIDI Music playback from the Preferred device
drop-down list.
The default, “Microsoft GS Wavetable SW Synth”, provides the widest
playback capability for most systems.
Using Only Preferred Devices
To limit a system to using only the preferred devices specified in the Sounds and
Multimedia Properties dialog, check the Use only preferred devices box at the
bottom of the dialog. If this box is checked and a preferred device is not available, the
system will not be able to record or playback audio, depending on which device is
missing.
If the Use only preferred devices box is not checked and a preferred device is not
available, the system will attempt to record or playback audio using other devices
that are present on the system.
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72
Audio Options
Chapter 8
Broadcasting Video
Overview
Leaders can control video broadcasting by doing the following things:
„
Turn video broadcasting on and off for an event.
„
Select or de-select Multi-Video broadcasting.
„
Grant video control to and take it from any participant in the
session. Video can be broadcast by the leader, by co-presenters,
and by participants.
Note: Participants in Conference events cannot broadcast video.
„
Enable and disable automatic switching of video control.
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Terminology
The following terms are used in this chapter:
Presenter
The leader or a co-presenter of an event or meeting.
Broadcaster
The presenter or participant with video control.
Viewer
The presenter or participant watching the video
broadcast.
Enabling Video Broadcasting
System administrators can enable and disable video broadcasting in Symposium and
Conference events and eMeetings by setting domain properties. These properties
enable System Administrators to do the following things:
„
„
Enable or disable video broadcasting for all events and meetings created in the
domain. Creators of events and meetings cannot override this enabling or
disabling of video broadcasting.
Enable or disable video broadcasting for all events and meetings created in a
domain as a default. Creators of events and meetings can override this default
for individual events or meetings.
If video broadcasting is enabled or disabled as a default, creators of events and
meetings can override the default by doing the following things:
„
„
Select or de-select Live Video under Meeting Options when creating the
meeting in the Create Meeting page.
Select or de-select Live Video under Session Options when creating the
Symposium or Conference event in the Event Manager.
By default, video broadcasting stops when Application Sharing begins. Video
broadcasting must be restarted manually when Application Sharing stops. A System
Administrator can override the default by setting the Video allowed during
appshare? domain property to Yes. Setting this property to Yes makes it possible to
broadcast video during Application Sharing.
Note: Broadcasting video while Application Sharing may require additional
network bandwidth.
For information about domain properties, refer to the System Administrator Guide for
Collaboration Products, Volume 2.
74
Broadcasting Video
Enabling and Disabling Video During a
Session
During a session, a presenter can turn on video for the event by clicking the Video
button in the presenter's toolbar. When video is turned on, the video panel is
displayed. If the presenter who turned video on has a camera, the presenter’s video
broadcast is displayed in the video panel.
If the presenter has no video camera, a disabled-camera image appears in the video
panel. Video panels also appear for all other participants, displaying the presenter's
disabled-camera image.
The Video button is engaged after being clicked. Clicking the engaged Video button
stops the video for the event and hides the video panel from all users. The Video
button is disengaged after being clicked.
Presenters can also turn video on and off during a session using the Video On and
Video Off items in the Video sub-menu. These menu items provide the same
functionality as the Video button in the Leader's toolbar.
Using the Centra Video Wizard
Use the following instructions to change video camera selections and preview video
before starting a session.
1. Select Tools, Video, Video Wizard. The Video Wizard opens.
2. Select the video camera to use from the drop-down list and click Next. This
step is not necessary if only one video camera is in use.
3. Focus the camera and position it at the desired angle and distance.
4. To disable the reversed, mirror-image camera view, de-check the Mirror
Locally box (checked by default).
5. Click Finish.
If no camera is connected to the computer, the following error message is returned:
No Video Camera Detected. Check that your camera is plugged
in properly and that the correct drivers are installed.
DirectX 8.0 or greater is required.
Note: If a broadcaster opens the Video Wizard during a session while video is
broadcasting, that broadcaster’s video broadcast pauses for all viewers. It resumes
when the broadcaster finishes using the Video Wizard.
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Starting Video Broadcast
Important: Test cameras outside of Centra 7 before starting video in a session.
Use the following instructions to start a video broadcast:
1. Start Symposium and begin the session, or start Conference or eMeeting.
2. Click Video
on the toolbar or select Tools, Video, Start Video On.
The video button appears only if video has been enabled for the session. In
Symposium, the video button is grayed out until the session begins.
The video appears in the Video panel above the participant’s panel.
3.
To stop video for the event, click the Video button on the toolbar or select
Tools, Video, Video Off.
Selecting Single-Video or Multi-Video Mode
Video can be broadcast in either Single-Video mode or Multi-Video mode:
„
„
In Single-Video mode, the video panel displays video from only one
broadcaster. Thus, only one person can broadcast video at a time.
In Multi-Video mode, 2, 3, or 4 users can broadcast video at the same time.
The System Administrator can disable Multi-Video mode by setting the value of the
Maximum number of video channels domain property to 1. Setting this property to
a value greater than 1 enables Multi-Video.
If Multi-Video mode has been enabled by the System Administrator, presenters can
start Multi-Video mode during a session by selecting the Tools, Video, Multi-video.
Video Panel
The Video panel appears above the Presenters panel. In Single-Video mode, the
panel contains a single video frame, displaying video from a single broadcaster. In
Multi-Video mode, the panel can contain up to 4 video frames, each displaying video
from a different broadcaster. The Multi-Video panel is always undocked and
free-floating.
To view the full video screen, click Undock in the video panel title bar.
Note: The recommended size for video in the Multi-Video Panel is 176 x 144. If the
frame is enlarged beyond this recommendation, performance may be affected
and it may not be possible to see all the frames in the Multi-Video Panel,
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Broadcasting Video
depending on the screen resolution.
Using Video Controls
The following video broadcasting controls are available to leaders and co-presenters:
„
„
„
Show My Camera
and Pause
appear on the Broadcaster’s video
panel. Pause the video broadcast by clicking Pause and resume the video
broadcast by clicking Show My Camera.
A broadcaster who is not the leader has a Stop Video button that passes video
control back to the leader.
All users except the Leader can disable video for themselves by selecting the
Hide Video item from the Video menu. Users with disabled video cannot be
granted a camera or display video.
Using the Video Menu
Use the Video sub-menu to turn video on or off, pause or play Video, Show or Stop
video (co-prsenters and participants only).
The maximum size to which participants can expand the video panel (both normal
video and full video) is set by the System Administrator.
Note: As the full size video frame size and/or the video frame rate are increased, the
demands on the network, the Centra server, and Centra clients may increase
dramatically. This may affect the performance of one or all of the
aforementioned areas.
Granting Video Control
A leader can grant video control to a co-presenter or participant at any time during
the broadcast and as many times as necessary.
„
„
In Symposium and eMeeting, a leader can pass video control to any
co-presenter or participant who has a camera.
In Conference, a leader can pass video control to any co-presenter who has a
camera, but not to participants.
When a co-presenter or participant becomes the broadcaster, two buttons appear in
the participant’s video panel: Pause Video, and Stop Video. If the participant clicks
Stop, video control passes back to the leader.
Note: If no camera is connected to the leader’s computer, the leader can start video
for the event and pass video control to a co-presenter or participant.
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Auto Switching (Single Video Mode Only)
When auto switching is enabled, video control passes automatically to the presenter
or participant who is currently speaking. That person then becomes the video
broadcaster. When more than one person is speaking at the same time, the leader is
granted video in preference to co-presenters and co-presenters are granted video in
preference to participants.
To enable automatic video switching, select Tools, Video, Auto Switching. If control
passes to a user who has no camera, no video camera graphic appears in the Video
panel for that participant or co-presenter.
Note: Automatic video switching is not available in Multi-Video mode.
Manual Video Switching
When manual video switching is enabled (the default), video control passes to the
presenter or participant to whom the leader grants a camera. That person then
becomes the video broadcaster.
Use these instructions to switch video control to another person manually:
1. Right-click a participant’s name in the participant list or the co-presenter’s
name in the presenter’s area.
2. Select Give Video Camera from the pop-up menu.
This option is not visible when the participant does not have a camera or has
selected Hide Video.
Use these instructions to regain video control manually:
1. Right-click the Leader’s name in the Leader panel and select Give Video
Camera from the pop-up menu.
2. Click the Show My Camera button in the video panel or in the Video
sub-menu. Only presenters have the Show My Camera button and menu item.
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Broadcasting Video
Chapter 9
Text Chat
Overview
A text chat is an exchange of text messages between the participants
in Symposium, eMeeting, or Conference sessions.
Leaders, Co-Presenters, and Participants can both send and receive
text chat messages:
„
Before, during, or after sessions,
„
While stepped out,
„
„
While using other tools, such as the Whiteboard or the
Application Sharing (AppShare) tool, and
In Breakout rooms (Symposium only).
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Leaders can reply to messages, pick important questions to show to all participants,
and verify that all questions are answered. Presenters can also mark questions as
being read and display time stamps that indicate when questions were asked.
Leaders can send messages to all Participants. The messages appear in the Message
Box of each Participant's and Co-Presenter’s text chat window.
Participants can send text chat messages to the Leader and the Co-Presenters -- for
example, to ask questions or to provide notification of problems. Participants can
also send text chat to each other. This feature is disabled by default, and can be
enabled by Session Leaders.
Using the Text Chat Window
To use text chat, open the text chat window by clicking the Text Chat icon in the tool
bar or by selecting Tools, Text Chat. The following figure shows the text chat
window in use in a session:
80
Text Chat
The following figure illustrates the features of the text chat window.
Menus
Message
Box
Menu Item Icons
Composition Box
Text Chat Menus
The following table summarizes the actions that a Leader can perform through the
File, Edit, and Actions menus of the text chat window.
Note: A Leader can also perform the actions listed in the table below by clicking the
Menu Item Icons below the Message Box.
Menu
File
Item
Menu
Icon
Description
Available To:
Save As . . .
Saves the content of the text chat
window to a file.
Note: Text chat can also be saved
automatically to a log file. For
more information, see “Logging
Text Chat Messages” on page 87.
Leader
Co-Presenters
Participants
Print (Ctrl + p)
Prints the content of the text chat
window.
Leader
Co-Presenters
Participants
Close
Closes the text chat window.
Leader
Co-Presenters
Participants
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Menu
Edit
82
Item
Menu
Icon
Description
Available To:
Cut (Ctrl + x)
Cuts the currently selected text in
the Composition Box.
Leader
Co-Presenters
Participants
Copy (Ctrl + c)
Copies the currently selected
messages in the Message Box.
In the Message Box, only entire
messages can be copied. In the
Composition Box, individual
words and characters can be
copied.
Leader
Co-Presenters
Participants
Paste (Ctrl + v)
Pastes copied text into the
Composition Box.
Leader
Co-Presenters
Participants
Select All (Ctrl
+ A)
Selects all messages in the
Message Box.
Leader
Co-Presenters
Participants
Text Chat
Menu
Actions
Item
Menu
Icon
Description
Available To:
Refresh
Redisplay contents of chat
messages
Leader
Co-Presenters
Participants
Display Time
Stamp
Displays or hides times stamps
with each message. Time
stamps indicate when the
message was sent.
Leader
Co-Presenters
Participants
Send to Sender
Addresses a reply to the sender
of a message.
Leader
Co-Presenters
Participants
Reply to
Sender
Sends a reply to the sender of the
a single selected message in the
Message Box.
The message and reply are
indented in the Text Chat
windows of the Leader and CoPresenters.
Leader
Co-Presenters
Reply to All
Sends a reply to the sender of a
message as well as to all
participants
the reply is indented in the Text
Chat windows of the Leader and
Co-Presenters.
Leader
Co-Presenters
Reply to All
with Message
Forwards the text of a question to
everyone and includes a reply.
The message and reply are
indented in the Text Chat
windows of the Leader and
Co-Presenters.
Leader
Co-Presenters
Mark Read
Marks the currently selected
message as read.
Note: The color of read messages
can be specified in the Options
dialogs.
Leader
Co-Presenters
Mark All as Read
Marks all messages in the
Message Box as read.
Leader
Co-Presenters
Mark All as
Unread
Marks all messages in the
Message Box as unread.
Leader
Co-Presenters
Options. . .
Opens the Options dialog, where
options for text chat can be
specified. For more information,
see “Setting Text Chat Options”
on page 84.
Leader
Co-Presenters
Participants
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The Message Box
The Message Box lists the messages that have been sent by Leaders, Co-Presenters,
and Participants during this session.
Replies from a Leader or Co-Presenter to other messages are indented in the Message
Boxes of Leaders and Co-Presenters.
By default, read messages are greyed out; for information about how to change the
color of read messages, see “Setting Text Chat Options” on page 84.
The To: Drop-Down List
The To: drop-down list specifies people to whom a message will be sent.
Note: Before sending messages, always verify that only the intended recipient(s) are
currently selected in the To: list.
The To: drop-down list includes the following choices:
„
„
„
All
Send a message to all Presenters and participants.
All Presenters
Send a message to all Presenters.
Individual Participants
Send a message only to the selected participant. Participants’ names appear in
alphabetical order by first name.
Check the Open recipients’ chat box to send an urgent chat to a participant. The
participant’s text chat window will automatically open on the participant’s screen.
The Composition Box
To compose and send a text chat message, enter the text of the message in the
Composition Box and click Send. The message is sent to the recipient or recipients
who are currently selected in the To: drop-down list.
Setting Text Chat Options
Leaders can set a number of text chat options at any time during a session. These
options can be set on the Text Chat tab of the Options dialog.
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Text Chat
To open the Options dialog, select Actions, Options... The following figure
illustrates the Text Chat tab of the Options dialog.
Note: Changes made through this dialog box also affect the text chat in Breakout
rooms. Breakout room Leaders cannot change these options.
Participant Chat Options
The following text chat options can be set for all participants:
„
„
„
„
Send to All Presenters
Enables participants to send text chat messages to all presenters.
Send to All (public chat)
Enables participants to send text chat messages to all presenters and
participants.
Send to other participants
Enables participants to send text chat messages to other participants.
Save chat to file
Enables participants to save text chat to files.
Chat Colors and Font Options
Leaders can choose the color in which public, private, and read text chat messages
are displayed. This feature makes it possible to distinguish the messages in these
categories from each other.
Use the following instructions to select a color for all the messages in one of these
categories:
1. Click the icon to the left of the category name (Public Messages, Private
Messages, or Read Messages). The color palette appears.
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2. Select a color from the color palette.
3. Click OK to apply that color to all messages in the selected category.
To select the font, style, and point size for all messages:
1.
Click the Font button. The Select Font dialog appears:
2. Make choices from the following categories:
‡
Font (such as MS Shell Dlg, Book Antiqua, or Courier New)
‡
Font Style (Normal, Italic, Bold, or Bold Italic)
‡
Size (Range: 6 to 72 points)
‡
Effect (Strikeout and Underline)
‡
Script (such as Latin, Greek, and Cyrillic)
3. Verify that the currently selected choices are correct. The currently selected
choices are applied to the text in the Sample box.
4. Click OK to apply the choices to all the text chat messages created in this
session.
Text Chat in Breakout Rooms (Symposium)
The text chat in a breakout room is seen only by the Participants in that breakout
room and by the breakout room leader. Participants in a breakout room can
exchange text chat messages with other Participants in the same Breakout room but
cannot exchange messages with Participants outside the Breakout room. Text chat
sent to another Participant in a Breakout room is also sent to the Breakout room
leader.
When the saving of text chat messages is disabled in the main room, it is also disabled
in all Breakout rooms.
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Text Chat
Logging Text Chat Messages
The text chat created in every session is logged to a file automatically if the Event
domain property Save Text Chat Logs by Default? is set to Yes. This property is set
to No by default, and must be set to Yes by a System Administrator to enable the
logging of text chat.
Text chat logs can be accessed only by users with the “Download Text Chat Logs”
privilege. This privilege is turned on by default for the Domain Admins group.
The domain property takes precedence over the user privilege. Thus, if Save Text
Chat Logs by Default? is set to No, users with the “Download Text Chat Logs”
privilege cannot access text chat log files.
For information about how to manage domain properties and user privileges, refer
to the Centra 7 System Administrator Guide for Collaboration Products, Volume 2.
Downloading Text Chat Log Files
Use the following instructions to download a text chat log for an event:
1. Log in as an Administrator with the “Download Text Chat Logs” privilege.
2. Go to the Manage Events page.
3. Find the event with the text chat to download.
4. Click the Reports link for that event. The Reports page opens.
5. Click the Download link in the Report page for the text chat log to download.
If more than one session of an event occurs, a separate text chat log is created
for each session. Each text chat log is identified by the date and time it was
created.
Best Practices for Text Chat
Suggest that Participants use text chat to communicate directly, for example:
„
If they need extra help or have technical difficulties.
„
If they want to speak to only one other person.
„
„
If they step out and return to find Breakout Sessions in progress (Symposium
only).
If they need help or have questions during Breakout sessions (Symposium
only).
Note: On the Participant's toolbar, the Text Chat button changes in color to bright
yellow to indicate there is a private message.
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Text Chat
Chapter 10
Markup Tools
In Symposium, Conference, and eMeeting, the Leader can mark up
most slides. Symposium and eMeeting include a Whiteboard feature
that enables the Leader and Participants to share information.
Use the markup tools to write on the Whiteboard. With microphone
control, Symposium and eMeeting Participants can mark up the
Whiteboard or slides in the Agenda.
Presenters can use whiteboards before sessions begin. Participants,
however, cannot use the whiteboard before a session begins.
Markups on agenda slides is persistent through the entire session.
When the event ends, the markup disappears.
Imported images can be marked up using markup tools.
Whiteboard
The Whiteboard enables presenters and participants to collaborate on
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a project while in a Symposium or eMeeting session.
To select the Whiteboard, click the Whiteboard icon
Agenda, or select Tools, Whiteboard.
on the toolbar or in the
The Whiteboard appears in the Media Windows of the Leader and each Participant.
The Markup toolbar appears above the Whiteboard. Use the markup tools to enter
text, draw lines, highlight images, create simple shapes, draw or use the markup
tools over an imported image. See “Markup Toolbar” for more information.
Participants must have microphone control to use the Whiteboard. As the Leader or
Participants work with the Whiteboard tools, the content of the Whiteboard is visible
in everyone's Media Window.
Best Practices for the Whiteboard
Remember these best practices for using the Whiteboard:
„
„
„
„
„
Use the Whiteboard to summarize what has been discussed or points that
Participants bring up.
Save important markups to the Agenda.
When changing colors in the Whiteboard, the change does not affect the items
already on the Whiteboard.
Markup changes remain on the Whiteboard until they are erased or cleared.
At a screen resolution of 1024 x 780, Participants with a screen resolution of 800
x 600 are not able to see all of the drawing without scrolling.
Writing on an Agenda Item
The Markup tool makes it possible to write text, draw shapes, or highlight areas of
an Agenda item.
Note: Only gif and jpg content can be marked up. The markup toolbar does not
appear for other content.
Use the following instructions to mark up a slide:
1. Click the Agenda item.
2. Use the Markup toolbar to write, draw, or highlight as needed. See “Markup
Toolbar” for more information.
Markups made to one item in the Agenda persist even when another item in
the Agenda is chosen.
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Markup Tools
To clear the markup, select Edit, Select All and press the Delete key or use the Clear
button.
If Participants have a microphone, they can also write and clear markup on a slide.
Markup Toolbar
Use the Markup toolbar to mark up the Whiteboard or slides in the Agenda. The
Markup toolbar contains the following buttons:
The following lists and describes the buttons in the Markup toolbar.
Button
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Tool Tip
Description
Save to Agenda
Save the Whiteboard file or marked-up
slide to the Agenda (Symposium and
eMeeting only).
Selection Tool
Click to use the selection tool to select
objects created using markup tools - to
move or edit then.
Laser Pointer
Click to create a laser pointer. When a
user clicks again, the pointer appears in
the new location.
My Arrow
Click to create an arrow with the user’s
name.
Star
Click to add a star.
Check
Click to add a check mark.
X
Click to add a red X.
Laugh
Click to add a laugh indicator.
Highlighter
'Scribble' a yellow highlight line over text
or graphics.
Rectangle
Highlighter
Draw a yellow highlight rectangle over
text or graphics.
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Button
92
Tool Tip
Description
Oval Highlighter
.Draw a highlighter oval over text or
graphics.
Blue
Green
Pink
Yellow
Select a color for the highlighter.
Highlighter Line
Width
Select a line width for the highlighter line.
Draw
Draw a freehand line.
Line
Draw a straight line.
Arrow
Draw an arrow.
Filled Rectangle
Draw a filled rectangle. To create a filled
square, hold down the Shift key after
clicking the button.
Filled oval
Draw a filled oval. To create a filled circle,
hold down the Shift key after clicking the
button.
Rectangle
Draw a rectangle. To create a square, hold
down the Shift key after clicking the
button.
Oval
Draw an oval. To create a circle, hold
down the Shift key after clicking the
button.
Text Tool
Write text.
Markup Tools
Button
Tool Tip
Description
Line Color
Click to select a color for a line, the
outline of a shape, or text.
Fill Color
Click to select a color for the interior of a
filled shape.
Line Width
Select a line width for a line or the outline
of a shape.
Select Font
Select the font type, size, and format..
Drag Eraser
Click Drag Eraser; then lasso the object to
be erased.
Eraser
Click Eraser; then click the object to be
erased.
Clear
Click to clear all background images, text
and/or graphics from the Whiteboard or
slide.
Editing Markups
Markups on a slide or on the Whiteboard can be edited.
Use the following instructions to edit a markup:
1. Use the Selection Tool to select the object to be edited.
Tip: To select several objects at one time, use the Selection Tool to lasso the
objects.
2. Click and drag to move the object to a new position.
3. Right mouse click an object to bring up a menu with edit options. Using the
menu, you can:
‡
Change the line or fill color or line width of the object
‡
Change the font or edit the text of a text object
‡
Select all objects
‡
Delete selected objects
‡
Move an object to the front or the back of other objects
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Saving and Clearing Markups
The Whiteboard or marked-up slide can be saved to the Agenda, and markups can
be cleared from a Whiteboard or marked-up slide.
Saving the Markup to the Agenda
Use the following instructions to save the Whiteboard (Symposium or eMeeting) or
marked-up slide display to the Agenda:
1. Click the Snapshot to Agenda button
on the Markup toolbar.
The Save to Agenda dialog box appears.
2. Type a name for the display in the Name field.
3. Click OK to save the markup. The saved item appears at the bottom of the
Agenda.
Clearing the Markup
Use the following instructions to clear the Whiteboard or marked up slide:
„
Click the Clear Whiteboard
button on the Markup toolbar.
„
Select Edit, Select All. Then use the Delete key.
The Confirm dialog box opens:
4. Click OK.
If more than one person is working, this button erases everyone’s work. To restore
the markups, select Edit, Undo.
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Chapter 11
Surveys and Evaluations
Surveys enable Leaders to poll Participants one question at a time.
Evaluations (Symposium and Conference only) are collections of
questions that Participants answer on their own.
Leaders can create Surveys during a session, or before the session
using Agenda Builder. Evaluations must be created before the
session, using Agenda Builder.
Survey results are not saved after a session ends while Evaluation
results can be saved and viewed by the session Leader or Event
Manager.
Tip: Refer to the Centra 7 Content Developer Guide for information
about how to create Surveys and Evaluations in Agenda Builder
(Symposium and Conference only.)
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Surveys
The Survey tool enables the Leader, Co-Presenter, or Breakout Leader (Symposium
only), to give a quick, one-question-at-a-time poll to Participants during a session.
Create a survey before or after beginning a session.
Surveys must have a question and at least one answer.
Consider using the Survey tool for the following:
„
Polling Participants and viewing a graph of Participants’ responses.
„
Soliciting pacing and comprehension feedback.
Best Practices for Surveys
„
Create surveys before the session begins to save time.
„
Check survey totals to know when to move on.
„
Survey results are not saved once the session ends.
„
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Create a Survey ahead of time and include in an Agenda using Agenda
Builder.
Surveys and Evaluations
Creating a Survey
Use the following instructions to create a new survey while in session:
1. Click the Survey button
on the Leader toolbar. Or, select Tools, Survey.
The Survey window opens.
The window contains four template survey questions. To use one of these
templates, see “Using a Survey Template.”
2. Click New Survey.
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The New Survey window opens.
3. Type the Survey question in the Question text box, for example, “What type of
sales projections do you anticipate for next quarter?”
4. Enter possible answers in the Answers text boxes.
5. Click OK.
In the Survey window, click Show Survey to show the survey to Participants.
The Survey appears in each Participant’s Media Window.
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Surveys and Evaluations
As each Participant responds, the Media Window reflects the tabulated
responses.
6. Select Show Results to All so Participants can view Survey results.
Participants see the results in percentage form.
7. Click the Agenda button
to return to the presentation.
Leaders can create multiple surveys and use them throughout the session. After
creating one or more Surveys, open the Survey window, select a Survey, and click
Show Survey.
Participants can change their Survey selection when the Survey window is open.
Using a Survey Template
The Survey window contains four survey templates.
Use the following instructions to use a survey template:
1. Click on the template you want to use
2. Click the Edit Survey button
3. Edit the survey. See “Editing Surveys.”
Editing Surveys
A Leader can edit an existing survey. However, the changes that a Leader makes in
the session do not remain when the Leader exits the session.
Use these instructions to edit an existing Survey:
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1. Click the Survey button
on the Leader toolbar, or select Tools, Survey.
The Survey window opens.
2. Select an existing survey to edit.
3. Click Edit Survey.
4. Make the desired changes.
5. Click OK.
6. Click Show Survey to show the updated survey to Participants.
Evaluations
An Evaluation is a collection of questions Participants answer on their own. Use an
Evaluation during a Symposium or Conference session to measure levels of learning
and solicit Participant input.
„
In Symposium, questions can be corrected, and results can be recorded.
„
In Conference, Evaluations results can be recorded, but not corrected.
Use Centra Agenda Builder to create and insert an Evaluation into an Agenda.
If a Leader records the session and publishes it using the Centra proprietary format,
enrollees can take the Evaluation when viewing the playback of the session. See
“Centra Playback Window” for more information.
Best Practices for Evaluations
„
„
„
Tell Participants to answer the questions and click Submit when complete.
Give Participants a time limit and tell them how many items are in the
Evaluation.
Use Evaluations to review material as necessary.
Types of Evaluations
When creating Evaluations, Content Developers can select whether the Evaluation is
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Surveys and Evaluations
graded or non-graded with the results saved or not saved.
Type
Product
When to Use
Graded Evaluations
To gather and measure
information.
The graded results may or may not
be shown to Participants.
No Grade
Evaluations
To gather information such as
soliciting Participant feedback on
the quality of a session,
information for market research
purposes, suggestions for
improvement, or other nonmeasurable information.
Note: All Conference Evaluations
are No Grade Evaluations.
Evaluation Question Types
Three types of questions are available in an Evaluation:
„
Multiple Choice
„
Fill in the Blank
„
Long Answer
Question
Description
Multiple Choice
Participants choose from one or more possible
answers.
There can be up to five different answers for each
multiple choice question. If there are multiple correct
answers, Participants must choose all the correct
answers to get the question right.
Fill in the Blank
Participants type a short text answer to answer the
question. They can enter up to 40 characters in the
answer.
Long Answer
Participants enter an extended, essay-style answer.
Their answers can be up to 2000 characters.
The Content Developer cannot specify a correct
answer and the question cannot be graded.
Note: The Leader cannot see answers to a longanswer question during the session. See “Viewing
Evaluation Results” for more information.
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Displaying an Evaluation
Use the following instructions to display an Evaluation in a session:
1. Click on the Evaluation item in the Agenda area to show the Evaluation in the
Media Window.
2. Ask Participants to answer the questions and click Submit when done.
3. In the Evaluation, click Update to view incoming Evaluation results.
The results show the number of Participants who chose a specific answer.
Tip: The drop-down box for each fill-in-the-blank question shows all unique
answers specified by Participants.
After submitting an Evaluation, Participants cannot change their responses.
Viewing Evaluation Results
A user with the Leader role can view the results of Evaluations at any time outside a
session.
Use these instructions to view Evaluation results:
1. From the Centra Home page, click Reports under the event to view the
evaluation results. The Reports for: EventName page appears, where
EventName is the name of the event.
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Surveys and Evaluations
If the session includes only Evaluations without recorded results, or no
Evaluations at all, the page will display only attendance reports with no insession evaluations.
If the session includes Evaluations with recorded results, a list of Evaluations
appears under the heading In-Session Evaluations. Multiple evaluations will
be displayed as necessary.
2. Locate the name of the evaluation to view in the In Session Evaluations
column.
3. Click View.
The Evaluation Results Summary Report: Event Name appears where Event Name
is the name of the event.
The top part of the report shows the Event name, Subject, Evaluation name, Report
Date, and Total Number of Responses.
The lower portion of the report shows response information including the question,
possible choices, the correct choice(s) (identified with a green checkmark), the
Response Ratio indicating the percentage of respondents selecting this choice, the
Number of Responses indicating the actual number of respondents selecting this
choice, and a list of the names of the Participants who selected this choice (if so
stipulated when the evaluation was created).
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Click the Show Participants Names checkbox to display participant names
associated with each answer (only if the results were saved this way).
Click Details to see detailed information about a participant.
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Surveys and Evaluations
Chapter 12
Session Feedback
Participants can send anonymous feedback at any time during a
session. Symposium Participants can also send feedback to a Breakout
Leader during a Breakout session.
Requesting Feedback
Use the following instructions to solicit anonymous feedback, ask
Participants to:
„
Click the Feedback button
„
Select Tools, Feedback.
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105
The Provide Feedback window opens in the Participants’ Media windows.
Note: A Leader can ask Participants to use other methods to send feedback. For
example, Participants can click the Raise Your Hand button, or choose the Yes
or No buttons. See “Other Ways to Get Feedback” for more information.
Viewing Feedback Results
When Participants send feedback, the Feedback button in the toolbar changes to
yellow.
Use the following instructions to view feedback:
1. Click the Feedback button on the toolbar or select Tools, Feedback from the
menu bar.
The Collect Feedback dialog box opens. The total percentage of Participants
who choose each option is displayed.
2. Click Clear All to clear all responses.
The Session Feedback dialog box remains open after feedback clears. Click Close to
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Session Feedback
close the window.
Note: If the Leader does not click the Clear All button, responses remain and new
responses are added.
Interpreting Feedback
Participants can select one of five options in the Feedback window.
Feedback
Indicates
Done
The Participant(s) have finished the task assigned to
them.
For example, “Please fill out the evaluation and let me
know when you have completed it.”
OK
The Leader can continue to lead the session at the
current pace.
Not clear
The Agenda items may not be explained thoroughly.
Ask questions to help determine the problem.
Too fast
The Leader may be moving through Agenda items too
quickly, or Participants do not fully understand all the
material covered so far during the session. Ask
questions to help determine the problem.
Too slow
The Leader may be moving through Agenda items too
slowly, or is spending too much time between tool
usage or interactions. Ask questions to help determine
session pacing.
No Answer
The Participant(s) did not send feedback.
Other Ways to Get Feedback
Participants can use the buttons on their toolbars to indicate Yes (
(
)or No
) and to indicate applause and laughter in a session.
Applause
Participants can applaud during the session to show their approval. When
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Participants applaud, the applause icon flashes next to their name for five seconds.
Tell Participants to:
„
Click the Applause button
„
Select Actions, Applaud.
on the toolbar.
Laughter
Participants can laugh during the session to show their amusement. When
Participants laugh, the laughter icon flashes next to their name for five seconds.
Tell Participants to:
108
„
Click the Laughter button
„
Select Actions, Laugh.
on the toolbar.
Session Feedback
Chapter 13
Breakout Rooms
A Breakout Room is a virtual room, separate from the Main Room,
where a group of Participants and a Breakout Leader work together.
Breakout Rooms are available only in Symposium.
Leaders can:
„
Create and configure the Breakout Rooms.
„
Select content for the Breakout Room.
„
Move Participants to Rooms (optional).
„
Start the Breakout sessions.
„
Monitor the Breakout sessions.
„
End Breakout sessions.
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Breakout Room Considerations
Use a Breakout Room to encourage small groups to:
„
Discuss assigned topics.
„
Encourage a higher level of interaction.
„
Use collaborative tools or applications.
„
Work on a specific project or assignment.
„
Develop problem-solving or other skills.
„
Work independently of other groups in a 'lab' environment.
„
Brainstorm as a group.
Leaders cannot:
„
„
„
„
Start a Breakout session before beginning the session. However, Breakout
Rooms may be created and configured before the session.
Remove microphone control from a Breakout Leader while visiting a Breakout
Room.
Record a Breakout session. See the Record and Playback User Guide for more
information.
Create more than 50 Breakout Rooms for a session.
Note: The Co-Presenter can broadcast to all breakout rooms if still in the Main Room.
Co-Presenters cannot start or stop a Breakout session or move into a Breakout
Room.
Best Practices for Breakout Rooms
Keep these tips in mind:
„
„
„
„
„
„
110
Assign specific projects or content for Participants to work on and give precise
instructions.
Keep the session short; be sure to let Participants know how long the session is.
When you make Participants Breakout Leaders, tell them their responsibilities.
The Breakout Leader acts as the Leader for the room, controls which Agenda
items and tools appear, and which Participants have microphone control.
Visit each Breakout Room to check on progress and answer any questions.
Exchange Text Chat with Breakout Leaders and Participants during a Breakout
session.
Press Ctrl and Shift to broadcast to all Breakout Rooms.
Breakout Rooms
Note: When speaking to a Breakout Room, your audio overrides the Breakout
Leader’s and all Breakout Participants’ audio.
Creating Breakout Rooms
You can create Breakout Rooms before or during a session.
To create and configure Breakout Rooms:
1. Click on the Breakout icon
Rooms.
on the toolbar. Or, select Tools, Breakout
The Breakout Tool dialog box opens:
2. In the Create rooms area, select one of the following:
‡
‡
Number of breakout rooms. Use the arrow keys to select the number of
rooms to create. Pick a number greater than 1.
Minimum number of Participants per Room. Use the arrow keys to select
the minimum number of participants assigned to a room. Symposium will
calculate how many rooms are necessary and will create the rooms. Pick a
number greater than 1.
3. To assign members to Breakout Rooms manually, deselect the Auto-assign
Participants to Rooms checkbox.
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This option randomly assigns Breakout members to each Breakout Room.
Co-Presenters remain in the Main Room. You must manually move
Co-Presenters into Breakout Rooms if you want them to participate in the
Breakout Session.
Note: You can move users into a Breakout Room and from room to room at any
time during the Breakout session.
4. Click OK.
The Breakout Tool window updates.
The Participants appear under the assigned Breakout Room folders. If you
deselected the Auto-assign Participants to Rooms checkbox, all Participants
appear under the Main Room folder.
Tip: You can minimize or close this window during the Breakout session.
5.
Review the Breakout session configuration for:
‡
Appropriate number of rooms.
‡
Minimum number of Participants per room.
‡
Appropriate role assignment.
6. To change the Breakout session configuration, click Reconfigure to re-display
the Breakout Tool dialog box.
Note: Names of Participants who clicked Step Out before the start of a Breakout
session or who were not in the session when the Breakout session started
appear in the Main Room of the Breakout Tool window when they join in the
session. Stepped-out Participants must click Step In to return to the Main
Room. Use the Breakout Tool window to move Participants (including
Participants who joined the session late) from the Main Room to a Breakout
Room. See “Moving a Participant to a Room” for more information.
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Breakout Rooms
Moving a Participant to a Room
Leaders can move Participants to specific Breakout Rooms or to the Main Room,
before and during Breakout sessions.
If a Participant enters the Main Room while a Breakout session is in progress, you can
move the Participant into a Breakout Room. The Participant's name appears in the
Main Room of the Centra interface and in the Main Room of the Breakout Tool
window.
Use these instructions to move a Participant:
1. In the Breakout Tool window, select the name of the Participant.
2. Right-mouse click and select Move Participant To from the popup menu.
3. Select the room from the popup menu.
The Participant moves to the room you selected.
Note: You can also drag a Participant’s name onto the name of a Breakout Room.
Breakout Roles
Breakout roles include the Breakout Leader and Breakout Participant.
Breakout Leader
The Breakout Leader controls the Agenda and the flow of the Breakout Room. The
Breakout Leader interface is similar to the Co-Presenter’s interface.
Breakout Leaders are automatically assigned and are identified by the color of the
icon next to their names in the Breakout Tool window.
Breakout Participant
Breakout Participants interact with the Breakout Leader, other Breakout Participants,
and the Participant tools in the Breakout Room during a Breakout session.
During a Breakout session, the Breakout Participant can do everything a Participant
in the Main Room can do.
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Changing Breakout Roles
You can assign a new Breakout Room Leader before or during the Breakout session.
To assign a new Breakout Room Leader:
1. Select the user in the Breakout Tool window.
2. Right-mouse click and select Make Participant Room Leader from the popup
menu.
The color of the icon to the left of the name indicates the role change from Participant
to Breakout Leader. Since a Breakout Room can have only one Breakout Leader, the
previous Breakout Leader automatically changes to a Participant.
Selecting Breakout Room Content
You can select specific content for a Breakout Room before starting the Breakout
session or during a session. By default, each Breakout Room has the entire Agenda
as its content.
Use these instructions to select Breakout Room content:
1. In the Breakout Tool window, right-mouse click on the name of a Breakout
Room.
2. Choose Select Content.
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Breakout Rooms
The Select Content dialog box opens.
3. Select an Agenda item. You can select a specific Agenda item or a folder. If you
select a folder, all items within that folder will be available to the Breakout
Room.
4. Select Apply to all breakout rooms if you want to apply the content selection
to all Breakout Rooms.
5. Click OK.
The selected content appears as a book icon within the Breakout Room.
Note: To select different content for a Breakout session after starting the session, click
Stop in the Breakout Tool window, select the new content, and then click Start
to re-start the Breakout session.
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Starting Breakout Sessions
In the Breakout Tool window, click Start to begin the Breakout session.
The Breakout Leader’s Agenda and each Breakout Participant’s Agenda shows the
selected content. See “Selecting Breakout Room Content” for information.
As Participants move to Breakout Rooms, the Participant List in the main room no
longer shows Participant names. Start changes to Stop in the Breakout Tool window,
and Reconfigure disables. The Breakout menu appears in the session Leader’s menu
bar.
Monitoring Breakout Rooms
During a Breakout session, you can speak to all Breakout Rooms and visit and speak
to each Breakout Room.
Speaking to all Breakout Rooms
You can speak to all Breakout Room users to announce the Breakout session will end
soon or to broadcast an announcement that all Breakout Room users must hear.
Hold down the Shift key on the keyboard and then the Ctrl key on the keyboard, and
speak into the microphone.
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Breakout Rooms
Visiting a Breakout Room
After the Breakout sessions begin, you can visit each Breakout Room. Visit a
Breakout Room to:
„
Check in with the Breakout Leader and Participants.
„
Ask how the session is progressing.
„
Answer questions about tool usage or the objective of the Breakout session.
Note: When entering a Breakout Room, the session Leader retains all Leader
privileges. The session Leader can give or take away microphone control from
Participants, but not from the Breakout Leader.
Use these instructions to visit a Breakout Room:
1. Do one of the following:
‡
‡
From the Breakout menu, select the room to visit.
In the Breakout Tool window, right-mouse click on the name of a Breakout
Room. Click Go to Room.
Your interface updates to the Breakout Room.
2. Hold down the Ctrl or F12 key and talk into the microphone to speak to the
Breakout Room's Leader and Participants.
Chat in Breakout Rooms
Breakout Room Leaders and Participants can send Text Chat only to other members
of their Breakout Room and to the session Leader. See “Text Chat” for more
information.
Ending Breakout Sessions
After announcing when the Breakout session is going to end, you must manually end
it.
Use these instructions to end the Breakout session:
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1. From the Breakout Tool window, click Stop.
The Breakout Leader and Participants return to the Main Room.
2. Click the Close button
window.
in the upper right corner of the Breakout Tool
Note: When returning to the Main Room, Breakout Room Leaders revert back to
Participants.
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Breakout Rooms
Chapter 14
Application Sharing
Application sharing enables Leaders and Participants to open
applications on their computer and share them with everyone in a
session. The application appears in the Participants’ Media Windows.
In Symposium and eMeeting, Participants can host and interact with
applications. They do not need to have the application on their
computers to interact.
In Conference, the Leader or Co-Presenter can show and interact with
applications. Participants can view the application, but cannot host or
interact with the application.
Appshare Considerations
Consider using Appshare to:
Centra 7/Leader Guide
119
„
Perform a live demonstration of an application.
„
Teach Participants how to work with an application.
„
Reinforce ideas or concepts discussed during a session.
Best Practices for Hosting Appshare
When hosting an application, keep these tips in mind:
„
„
„
Launch the application(s) before the session begins.
Ask Participants if they see the application and the Leader’s interactions before
continuing.
Do not move the mouse while a Participant is controlling the application,
because a Leader’s cursor movements override a Participant’s movements.
„
Shared Application audio is not transmitted.
„
Participants can host and share applications in Symposium and eMeeting.
Sharing an Application
Use Appshare to host an application and share it with others in a session.
To share an application:
1. Launch the application to share.
2. Click the Appshare button
Share.
on the toolbar, or select Tools, Application
Tip: In Symposium and Conference, an Appshare tool can be included in an
Agenda using Agenda Builder. Click the Appshare item in the Agenda.
The Select Applications to Share dialog box opens.
120
Application Sharing
3. Check the boxes for the application(s) to share, for example, Address Book,
and click OK.
Tip: You can select multiple applications to share at the same time.
Application(s) selected will be positioned automatically. The Desktop selection
lets you share your entire screen instead of an individual application.
The application locates to the upper left area of the screen and your Centra
interface changes to Application Host View (to fully maximize the amount of
screen area available to show the application). Participants view the
application in their Media Windows.
Tip: You want to keep this view. See “Overriding a Presenter’s View Changes”
for more information
4. Interact with the application. Participants observe the cursor's movements as
the Leader interacts with the application.
Tip: When hosting an application, use Lock to Talk to speak; do not use the
Ctrl key.
5. If another window opens while application sharing, a message appears asking
if you want to share the window. Click Yes to share or No to cancel. If you click
No, the new window displays only on your screen. Participants will not see it.
6. Use the Appshare markup tools to highlight an area of the application. See
“Using the Appshare Tools” for information.
7. Enable Participants to work with the application (in Symposium and eMeeting
only). See “Allowing Participants to Interact” on page 125 for more
information.
8. Click on a different Agenda item or toolbar button/menu bar item to stop
Appshare. Or, select Quit from Appshare Tools menu.
Tip: You can change the hosted application by selecting Tools, Share Application
and then selecting a new item or by using the Appshare Tools. See “Using the
Appshare Tools” for information.
Using the Appshare Tools
Use the Appshare markup tools to highlight areas of the application you are sharing
and change Appshare settings.
Centra 7/Leader Guide
121
Marking up an Application
To mark up an application:
1. Share an application. See “Sharing an Application” for details.
A yellow Appshare Tools floating menu appears on the upper right corner of
the application shared.
2. Click the down arrow and select Markup Mode.
The cursor changes to a pencil icon in the shared application.
3. Use the pencil to highlight an area of the application.
Tip: Animations will pause during markup mode.
Note: If you open another application on top of the shared application; your
markup disappears.
4. Make changes using the Appshare tools menu options:
‡
‡
Select Choose Color to pick another color. The Color dialog box appears.
Select the desired color and click OK.
Select Clear Markup to clear the markup from the screen. (You cannot undo
this option.)
5. If desired, select Pause Application Sharing to make changes to the shared
application without letting the others in the session see them. The menu
changes to Paused. Interact or markup the application. Select Resume
Application Sharing to let all others see your changes.
Note: Only the individual hosting the application can resume AppShare
after it is paused. Do not pause Appshare if you are not hosting.
6. Select Exit Markup Mode when done.
Your markup disappears. You can interact with the application again.
Snapshot to the Agenda
You can take a snapshot of the application you are sharing and save the snapshot to
the Agenda.
From the Appshare Tools menu:
1. Select Snapshot.
The Save To Agenda dialog box appears.
122
Application Sharing
2. Type a name for the display in the Name field.
3. Click OK.
The saved snapshot displays at the bottom of the Agenda.
Tip: To make it easy to find a particular snapshot, keep snapshot names organized
and unique.
Appshare Options
From the Appshare Tools menu, select the following:
„
„
Select Applications. The Select Applications to Share dialog box appears.
Select a new application.
Quit Application Sharing. Application sharing ends on your computer and
Participants’ computers, and you return to the Agenda in Normal View.
Troubleshooting Appshare
If the application does not display fully in the Participant Media Window, make sure:
„
You can successfully launch and open the application to be shared.
„
The application is not minimized in the Windows task bar.
„
The shared application is positioned in the upper left corner of the monitor.
Keep these tips in mind:
„
„
Participants can position the shared application using the scroll bars around
their Media Window.
The Appshare Host’s interactions override interactions from others who have
been granted Appshare privileges.
Appshare Control Options
Appshare Control Options include separating microphone and Appshare control
and specifying Appshare settings.
By setting Appshare control through the Appshare Options menu item, you can
enable users automatically to have a microphone and AppShare privileges, or just
receive a microphone and no AppShare privileges.
Note: Appshare Control Options in Conference relate only to the Leader and CoPresenters.
Only the Leader can set Appshare Control Options.
Centra 7/Leader Guide
123
To set Appshare Control Options:
1. Select Tools, Options. Select the Appshare tab.
2. Select one of the following to specify Appshare control:
‡
‡
Microphone also allows Appshare control - to give both Appshare control
and a microphone when granting microphone control.
Microphone does not allow Appshare control - to separate AppShare
control and microphones (default). That is, grant them independently.
3. Specify the number of colors to be transmitted using the list under Colors in
the Appshare Settings area. True color requires a higher bandwidth.
Appshare with 256 colors means that applications may appear slightly
different.
4. Specify the Refresh Rate by using the slider under Refresh Rate in the
Appshare Settings area. A fast refresh rate requires higher bandwidth.
5. Click OK.
Note: If participants are connecting through slow connections, it is best to keep the
Appshare color and refresh rate settings at 256 color and 1.75 refresh rate
respectively.
124
Application Sharing
Allowing Participants to Interact
When sharing an application in a session, you can enable another user to interact
with the application. (The user hosting the application can always interact with the
application.)
To enable a Participant to interact with an application:
1. Right-click on the Participant’s name in the Participant List.
2. Do one of the following:
‡
‡
If Microphone does not allow Appshare control is set, select Give
AppShare privileges.
If Microphone also allows Appshare control is set, select Give microphone
/ markup tools.
Note: You can also double-click or single-click in the microphone column
opposite the participant’s name.
The selection you make depends on the Appshare Control choice selected in
the Appshare Options dialog box. See “Appshare Control Options”for more
information.
3. Have the Participant work with the application by clicking links or entering
text.
When you no longer want a Participant to be able to interact with the application,
right click on the Participant’s name in the Participant List and select either:
„
„
Clear Appshare Control (Microphone does not allow the Appshare control
option)
Clear microphone / markup tools (Microphone also allows Appshare control
option)
Note: You can also click once in the microphone column opposite the participant’s
name.
Note: When the Appshare Options - Appshare Control is set to Microphone does
not allow Appshare control, a microphone with a green arrow indicates
Appshare privilege.
Letting Participants Host
You can allow Participants to host an application on their computer for everyone in
the session to see. Select a Participant to host using the Participant List or the menu
bar.
Centra 7/Leader Guide
125
Using the Participant List
Use these instructions to enable a Participant to host an application:
1. Ask the Participant to launch an application, if not already launched.
2. Right-click on the Participant’s name in the Participant List.
3. Select Ask to Share Application.
The Select Applications to Share dialog box appears on the selected
Participant’s screen. A Please Wait dialog box appears on the Leader’s screen.
4. Have the Participant select the application to share and click OK.
The Participant’s application now appears in the Media Window of the Leader
and all other Participants. The interface of the Participant hosting the
application changes to the Application Host View.
5. Have the Participant work with the application by clicking links or entering
text.
6. To end Participant Appshare, have the Participant select the Appshare Tools
floating menu and then Quit Application Sharing. Or, click on a different
Agenda item or choose another tool to stop Appshare.
Using the Menu Bar
If desired, you can use the Centra menu bar to enable Participants to host an
application.
Use these instructions to enable a Participant to host an application:
1. Ask the Participant to launch an application, if not already launched.
2. Have the Participant select Tools, Host Application, Host Application and
then select the application (for example, Paint) from the Select Applications to
Host dialog box and click OK.
3. Select Tools, Host Application, Select Host on the Leader menu bar.
The Select Host dialog box appears.
4. Select the Participant’s name from the drop-down list and click OK.
Note: Only Participants who have selected an application to share or remote
hosts appear in the drop-down list.
The Participant’s application now appears in the Media Window of the Leader
and all other Participants. The interface of the Participant hosting the
application changes to Application Host View.
126
Application Sharing
5. Have the Participant work with the application by clicking links or entering
text.
6. To end Participant Appshare, have the Participant select the Appshare Tools
floating menu and then Quit Application Sharing. Or, click on a different
Agenda item or choose another tool to stop Appshare.
Tips for Participant Hosting
When the Participant is sharing an application:
„
„
„
„
„
Suggest the Participant click Lock to Talk to speak hands free, as the
Participant describes his interactions.
Have the Participant mark up the application. See “Using the Appshare Tools”
for more information.
Have the user who is sharing the application select Quit Application Sharing
from the Appshare Tools menu when done.
Give Appshare privileges to one Participant at a time.
Click on a different Agenda item or choose another tool to stop Appshare, if
necessary.
Using a Remote Host to Share
You can set up a user and a PC as a Remote Host to run applications to be shared in
the session. The Remote Host does not appear in the Participant List, but does appear
in the Select Host dialog box.
The Event Manager assigns the role of Remote Host to a user account, as part of the
enrollment process. A Participant cannot attend a session and be a remote host for
the same session.
The Remote Host user at another PC does the following:
1. Launch the application to host.
2. Log in to the Centra Home page.
3. Locate the name of the session in the Event column and click Remote Host.
4. Click Remote Host.
The dialog box opens.
5. Select the application(s), for example, Address Book, from the dialog box and
click Apply.
Tip: You can select multiple applications to host simultaneously. The
application(s) selected are positioned automatically.
The Leader then does the following:
Centra 7/Leader Guide
127
1. Log in to the Centra Home page.
2. Locate the name of the session in the Event column and click Lead.
The Centra interface appears.
3. Select Tools, Host Application, Select Host.
The Select Host dialog box appears.
4. Select the Remote Host Participant’s name from the Host to share drop-down
list.
5. Click OK.
The Leader and Participants view the hosted application in their Media Windows.
Tip: In Symposium, you must begin the session first.
Note: Do not pause AppShare on a Remote Host unless you can resume AppShare
on the Remote Host computer.
128
Application Sharing
Chapter 15
Web Safari
Use Web Safari to share and display Web sites and active Web site
links with Participants during a session.
„
„
In a Symposium session, eMeeting session, or a Symposium
Breakout session, Participants can interact with Web Safari if
they have Appshare control.
In a Conference session, Participants cannot interact with Web
Safari.
Note: See “Application Sharing” on page 119 for more information.
Use Web Safari to:
„
Perform online research.
„
View competitor information.
„
Reinforce ideas or concepts discussed during a session.
Centra 7/Leader Guide
129
Best Practices for Web Safari
„
Use sites that provide relevant material for the session.
„
Web site audio does not transmit.
„
Check each link before the session.
Using Web Safari
To use Web Safari:
1. Click the Web Safari button
on the toolbar. Or, select Tools, Web
Safari.
Tip: If a Web Safari placeholder is included in the Agenda (Symposium or
Conference only), click the Web Safari Agenda item. The content could be part
of a .SAZ file, JIT imported information, etc.
After a few moments, a new instance of the default Web browser launches on
your computer. The Web Safari Welcome page appears in the upper left corner
of your screen.
130
Web Safari
Your Centra interface changes to Application Host View (to fully maximize the
amount of screen area available for a Web site display). You can continue to
work with the Centra interface while viewing Web sites.
2. Use the Web Safari browser to select, show, and browse Web sites.
Tip: When controlling the browser through Web Safari, use Lock to Talk to
speak; do not use the Ctrl or F12 key.
If another window opens, a message appears to the hosting user asking if you
want to share the window. Click Yes to share. If you click No, Participants will
not see the new window; it will display only on your screen.
3. Use the Appshare markup tools to point to items in the window. See “Using
the Appshare Tools” and “Appshare Control Options” for more information.
4. Ask a Participant with Appshare privileges to work with the Web site
(Symposium and eMeeting only) or show another site. See “Appshare Control
Options” and See “Allowing Participants to Interact” on page 125 for
instructions.
5. Click on a different Agenda item or choose another tool to stop Web Safari.
Note: The Web Safari browser window remains open until you close it.
Centra 7/Leader Guide
131
132
Web Safari
Appendix A
Leader’s Menu Bar
The following table summarizes the menu commands that are
available to Leaders in eMeeting, Conference, and Symposium
events.
Menu
File
Command
eMeeting
Conference
Symposium
Import
Yes
Yes
Yes
Insert File to Download
Yes
No
Yes
Insert URL
Yes
Yes
Yes
Clear Agenda
Yes
Yes
Yes
Print
Yes
Yes
Yes
Exit
Yes
Yes
Yes
Centra 7/Leader Guide
133
Menu
Edit
View
Actions
134
Command
eMeeting
Conference
Symposium
Undo
Yes
Yes
Yes
Cut
Yes
Yes
Yes
Copy
Yes
Yes
Yes
Paste
Yes
Yes
Yes
Delete
Yes
Yes
Yes
Select All
Yes
Yes
Yes
Normal View
Yes
Yes
Yes
Full Screen View
Yes
Yes
Yes
Application Host View
Yes
Yes
Yes
Return to Default Size
Yes
Yes
Yes
Normal View for Others
Yes
Yes
Yes
Full Screen View for
Others
Yes
Yes
Yes
Invite by Email . . .
Yes
No
No
Invite by IM
No
No
No
Begin Session
No
No
Yes
Raise Hand
Yes
Yes
Yes
Say Yes
Yes
Yes
Yes
Say No
Yes
Yes
Yes
Laugh
Yes
Yes
Yes
Applaud
Yes
Yes
Yes
Step Out
Yes
Yes
Yes
Lock Talk Button
Yes
Yes
Yes
Call on Next Hand
Yes
Yes
Yes
Give Microphone to All
Yes
Yes
Yes
Clear Microphones
Yes
Yes
Yes
Clear Yes/No
Yes
Yes
Yes
Clear Hands
Yes
Yes
Yes
Menu
Tools
Help
Command
eMeeting
Conference
Symposium
Agenda
Yes
Yes
Yes
Application Share
Yes
Yes
Yes
Whiteboard
Yes
No
Yes
Survey
Yes
Yes
Yes
Web Safari
Yes
Yes
Yes
Text Chat
Yes
Yes
Yes
Feedback
Yes
No
Yes
Breakout Rooms . . .
No
No
Yes
Video
Yes
Yes
Yes
Recording
Yes
Yes
Yes
Audio Wizard
Yes
Yes
Yes
Conference Call Info . . .
Yes
Yes
Yes
Host Application
Yes
Yes
Yes
Options . . .
Yes
Yes
Yes
About this event . . .
Yes
Yes
Yes
Centra 7 Help . .
Yes
Yes
Yes
Support Tool . . .
Yes
Yes
Yes
About Centra 7 . . .
Yes
Yes
Yes
Other menus, such as Markup, Video, and Record, appear when the Leader selects
these features.
Centra 7/Leader Guide
135
136
Index
A
Agenda 45
Area 37
Display area 37
Display item 38, 55
Insert PowerPoint Presentation 48, 51
Insert URL 51
Markup 90
Navigating 56
Previewing 46
Saving Markups 94
Viewing 38, 55
Applause 29, 107
Application Host View 40
Application Sharing. See AppShare.
AppShare 38, 119
Best practices 120
Markup 122
Options 123
Participant sharing 125, 127
Remote host 127
Snapshot 122
Tools 121
Troubleshooting 123
Using 120
Audio
Area 35
Concurrent speakers 58
Mute 26
Sliders 65
Volume 65
B
Breakouts 39, 109
Best practices 110
Changing roles 114
Chat 117
Considerations 110
Content 114
Creating 111
Ending 117
Moving Participants 113
Roles 113
Speaking 116
Starting 116
Visiting 117
Centra 7 7.5 SP1/Leader Guide
Broadcasting Video 73
Browse Content 46
C
Centra Server 5
Centra Telephony Gateway
changes to interface 35, 37
Chat 37, 38, 79
Best practices 87
Breakout rooms 117
Options 84
Clap 29, 107
Clear
Hands 28
Microphones 27
Yes/No Responses 27
Closing Centra 30
Communicating 29
Conference 34
Conference Call 39, 58
Content
Adding 48, 51
Previewing 46
Content Catalog
Adding Content 15
Removing Content 18
Searching 17
Viewing 18
Co-Presenter 43
Demote 44
CTG
see Centra Telephony Gateway
D
Default Size 40
E
Eject Participants 28
eMeeting 35
Ending
Breakout Session 117
Session 30
Enroll
Search 11
Sort 13
Unenrolling 14
Evaluation 95, 100
Best practices 100
Display 102
Graded 101
No-grade 101
Question types 101
137
Types 100
Viewing results 102
Exiting 30
F
Feedback 37, 105
Interpreting 107
Requesting 105
Viewing results 106
Full Duplex Audio 58
Full Screen View 40
G
Grant Microphones to All 26
Group
Unenroll 14
H
Hand
Lower 28
Raising 29
Home Page
About 6
Accessing 5
Information 6
Links 6
I
Insert
PowerPoint presentation 48, 51
URL
Interface 33, 35
Agenda area 37
Audio area 35
Conference 34
eMeeting 35
Leader 33
Media window 39
Network status indicator 39
Participant List 36
Presenters area 36
Status bar 37
Symposium 34
Title bar 35
Toolbar 37
Video panel 39
Views 40
Inviting Participants,Email 41
Inviting Participants,Instant Messenger 42
L
Laugh 29, 108
Leader
Best practices 22
Interface 33
Role 21
138
Lower Hands 28
M
Markup
AppShare 122
Clearing 94
Saving 94
Toolbar 91
Tools 89
Whiteboard and slides 91
Writing on slide 90
Media Window 39
Meeting
Creating 7
Modifying 14
Options 9
Removing 14
Scheduling 9
Microphones
Clear 27
Grant to all 26
Managing 26
Priority by role 58
Mute Audio 26
N
Network Status Indicator 39
No
Clear 27
Saying 29
Normal View 40
O
Online Help 6
Online Resources 6
P
Participant List 36
Sorting 36
Participants
Communicating to 29
Eject 28
Speaking to 25
Peronal Online Meeting Room 15
Poll 96, 97
PowerPoint Presentation 48, 51
Presenter. See Co-Presenter.
Presenters Area 36
Pre-Session Mode 24
Private Chat
Best practices 87
Options 84
Privileges
Co-Presenter 43
Leader 21
Index
Q
Questions, Evaluation 100
Title Bar 35
Toolbar 37
R
U
Raising your Hand 29
Remote Host 127
Requirements, System 2
Roles
Co-Presenter 43
Leader 21
Unenroll Users and Groups 14
Uniform Resource Locator. See URL.
URL 51
Users
Unenroll 14
S
Video
Broadcasting 73
Controls 77
Panel 39, 76
Pass control 77
Starting 76
Views
Changing 40
Views, Changing 40
Volume in Session 65
Saying Yes or No 29
Search
Enrollment 11
Session
Beginning 23, 37
Ending 30
Leading 21
Pre-session 24
Sliders, Audio 65
Slides
Clear 94
Importing 48, 51
Viewing 55
Writing on 90
Smile 29, 108
Sorting
Enrollment 13
Sorting Participants 36
Speaking
Concurrent speakers 58
How to 25
Mute audio 26
Options 25
Priority 58
Speed Scheduler 9
Starting
Breakout Session 116
Session 23
Status Bar 37
Step Out 25
Survey 38, 95, 96
Create 97
Edit 99
Symposium 34
System Requirements 2
V
W
Web Safari 38, 129
Best practices 130
Using 130
Whiteboard 38, 89
Clear 94
Saving to Agenda 94
Toolbar 91
Y
Yes
Clear 27
Saying 29
T
Technical Requirements 2
Text Chat 37, 38, 79
Best practices 87
Breakout rooms 117
Options 84
Centra 7 7.5 SP1/Leader Guide
139
140
Index
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