How Do I ...Use Secure Meeting

Contents

 Introduction

  • General Information
    • Name: - A specific name, used to differentiate between meetings
    • Teleconference Info: - in case you were also doing a voice teleconference in conjunction with the Secure Meeting session
    • Agenda: - To let attendees know what you will be discussing ahead of time
    • Password: - You may pick a password of your own choosing or use the system generated one that is provided already
    • There is a checkbox here allowing you choose whether or not the password for the meeting is sent in the notification email.
  • Date & Time
  • Invitees
    • You can click on the Search for Users... button to bring up the following screen.
  • This section allows you to add specified users to the meeting through a number of different methods.
Secure Access

Main VPN screen

 

You can either use the Local or LDAP tab to search for users

  • Local only appears to find users is the VPN Administrators group or in the list of local users on the machine you are using.
  • LDAP appears to search the entire LDAP directory of staff and students.

You can also add users from the Add Secure Gateway Users section. Just type their username into the Username field and clicking on the Add button. This section adds people from all groups including LDAP.
The Add Other Users section allows you to add non-UWO users to your meeting, all you need to do is insert their email address into the User Email field and click on the Add button.

  • Save Changes
    • Ensure you click on the Finish button at the bottom of this page to save all your changes and additions.
  • Meeting Time
  • Meeting Date
  • Agenda and Teleconferencing Information
  • Meeting Password (if selected in Meeting Details)
  • Meeting Venue (the URL to log into the meeting)
  • Compatability test link
  • Meeting Conductor's username
  • Share my Desktop shares your desktop and all applications.
  • Share Application(s) lets you choose only specific Applications to share so that the remote requester cannot access everything on you computer.
  • Deny is used to deny the request if you do not wish to allow control of you computer by someone else in the meeting.
First you must log into the Secure Access SSL VPN at this address http://remote.uwo.ca

Setting up your Meetings

    This takes you to the main VPN screen where you have a number of options in the left-hand bar to choose from. In this case we will be clicking on Meeting.

    This takes you to the main calendar screen where meetings are scheduled and started from.

    Instant Meetings

    Instant meeting allows you to arrange and start a meeting at any time. The system provides you with a URL to provide to anyone looking to join the meeting along with the correct password for them to enter the meeting as illustrated below.

    Main Calender Screen

    Instant Meetings

    Scheduled Meetings

Just click on the Start Meeting button and wait for other people to join the meeting.

Invitee

One Time Only Recurring Meetings

Scheduled Meetings

Scheduled meetings allow you to plan a meeting days, weeks, or months ahead of time where you know you will need to collaborate on the computer from two different sites.
This type of meetings allows for more customization and allows you to pick the people you would like to have access to the meeting and send them a notification.

Click on the New Meeting button to open the following screen.

As you can see there are more areas that you can complete here:

The Date and Time section in the Meeting Details window allows you to schedule a meeting for one time as well as a recurring option that allows you to regularly schedule meetings that occur on a daily, weekly, monthly or yearly basis.

One Time Only
This is a basic setup, where you pick the date, the Start time, the Duration and you leave the Recurring setting at Not Recurring.Daily Recurring Meetings

    Recurring Meetings

Daily Recurring
With the Daily recurrence option selected you can pick how many days there are between meetings, as well as how many times this meeting will continue on for.Weekly Recurring Meetings
Weekly Recurring
With the Weekly recurrence option selected you can pick how many weeks between meetings as well as what days of the selected weeks these meetings are held on with or without an expiration on the number of recurrences of this meeting.Monthly Recurring Meetings
Monthly Recurring
With the Monthly recurrence option selected you can pick meetings for a specific day of each month such as the first or fifteenth, or by specific days such as the last Thursday of every 2nd month. You also pick how long this recurrs for if there is a limit.Yearly Recurring Meetings
Yearly Recurring
With the Yearly recurrence option selected you can pick recurrences based on a certain day in a certain month of each year, along with how long this meeting will recur.

When a meeting is booked with specific Invitees added, a notification email is sent to everyone, including the person who booked the meeting. An example is shown below:Notification to Users

    Notification to Users

    The emails shows:

    Meeting Window

    This section will explore how a meeting is actually run once it is setup and running.

    This is the main meeting window where all invitees will be listed along with the Conductor for the meeting.

    Request Button

    The buttons along the right hand side are the controls you will use throughout the meeting.

 Meeting Functionality

 The Meeting Window

The tool bar at the top of the window duplicates some of these controls and has some others that will be discussed below.

Controller Button

    The Controller button is used in conjunction with the Presenter button to designate who is showing their screen to everyone. It is automatically activated at the same time the Presenter button is clicked on for a different user.

  Presenter Button

    The Presenter button is used to designate who's screen is being shared amongst everyone. It is also the first step when the controller wants to take control of someone's computer remotely for troubleshooting or demonstration purposes.

  Conductor Button

    The Conductor button is used to designate the controller for the meeting. It is not generally used as the person organizing the meeting will normally remain the controller throughout the meeting.

  Request Control Button

    The Request Contol button is used to request conrol of another users computer. To activate this button the Controller of the meeting must make the person's who's desktop/application you want to control the Presenter/Conductor. This will activate this button. The person who is being sent the request will see the screen below:

    As you can see there are three options here: Share my Desktop, Share Application(s), and Deny.

  Remove Button

    The Remove button is used to remove people from the meeting. The conductor clicks on the user's name in the Meeting Screen and then clicks on the Remove button.

  Viewer Button

    The Viewer Button will open up the Viewer window which allows users to see the Desktop or Application(s) that is being shared. It will open up a second window which can be resized or scrolled independently. It is also the window that a user controls someone else's desktop through.

  Sharing Button

    The Sharing button is used to setup Sharing of your Desktop or Application(s). By clicking on it you will see the following screen open up:

    Share Application

    Chat Button

    From here you can either select particular applictions to share or you can click on the Share Desktop and All Applications and then click on the Share button. To stop sharing your applications or desktop just click on the Stop button.

  Chat... Button

    The Chat Screen allows all of the users to chat with each other about what is happening on screen. Just click on the Chat button to open the chat window below:

    Top ToolBar

  Top Tool Bar

    The ToolBar at the top of the screen allows you switch between all of the various Secure Meeting screens as well as the Whiteboard functions.
secure meeting

    When you click on the Draw option, the various drawing options become active. When the presenter uses these tools, all of the people viewing his screen through the viewer window will be able to see what he is drawing or pointing to.

 

Disclaimer: The provided instructions are for information purposes only. Neither The University of Western Ontario nor the Division of Information Technology Services assume any responsibility for loss of use or damage to a computer system (including any data or software contained within the computer system) which is the result (directly or indirectly) of the application of these instructions. Any problems, questions or concerns not addressed by these instructions should be directed to the vendor and/or the manufacturer and not to The University of Western Ontario or any of its employees or incumbents.

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