How Do I Join an Online Meeting?

How Do I Join an Online Meeting?

You do not need to have a GoToMeeting Corporate account to join an online meeting organized by a GoToMeeting Corporate customer. Getting started is easy.  You can join a meeting by visiting the GoToMeeting Web site and entering the provided meeting ID (and password, if required); by clicking the link in the email invitation you received; or through a link provided in an instant message. You do not need to pre-install any software prior to joining the meeting. You participate as a guest of the meeting organizer, at no cost to you.

How Do I Schedule A Meeting (Using GoToMeeting)?

(This page was adapted from a LegalMeetings Roundtable training. View the original training presentation: PowerPoint | PDF | flash recording of the training.)

Scheduling a meeting with Citrix GoToMeeting is thankfully very easy. You can schedule a meeting from your program tray (see screenshot below) or from Outlook.

1. Locate the yellow flower (GoToMeeting icon).

2. Right-click on the icon and select Meet Now (for instant meeting) or Schedule a Meeting.

If you don't see an icon for GoToMeeting, scroll down to end of this article for next steps.

Important Note: You can only run one meeting at a time per account. This means if Sally in your program is using the account for tech support, you would not be able to login and schedule another meeting at that same time for your consumer meeting. Solution? Simply schedule your meetings in advance. When you do, you'll see the meeting calendar of when others have meetings scheduled. Second solution? Get additional accounts for staff that meet frequently.

Schedule a Meeting From the Program Tray

Right click on the icon.

GoToMeeting will offer you the menu options on the right. To schedule a meeting, select "Schedule a Meeting" and login with your account information. In the "Schedule Meeting" dialog box, enter your meeting information and click "Schedule." You will be notified your meeting has been scheduled. If you are using MS Outlook or IBM Lotus Notes, a meeting reminder will be generated and give you the option of inviting attendees via a calendar appointment. If you need to edit a meeting or start a meeting you've already scheduled, select "My Meetings."

Schedule a Meeting From Outlook
You can schedule a meeting directly from Outlook by selecting "Host a Meeting" on the GoToMeeting Toolbar in Outlook.

I Can't Find the Icon. If you don't have a GoToMeeting icon in your program tray, it could be that you have not yet installed it. It takes 30 seconds to do this. Simply, go to www.gotomeeting.com. Click Login (upper L). Enter the email address and password that your program gave you for this account. Follow the prompts to install an executable file. (Click Yes or Trust if asked.) When you are done with that step, you should have the icon in your program tray. Now, try right-clicking on it to schedule a meeting.

Sharing and Remote Control

(This page was adapted from a LegalMeetings Roundtable training. View the original training presentation in PowerPoint | PDF | flash recording of the training.)

How to Share Your Screen and Have Others Present

This page contains small screenshots of GoToMeeting. Click on the images to see these images in detail.

Sharing is easy with GoToMeeting. You can share from the Dashboard (large control panel that floats on your screen as a presenter) or from your GrabTab (minimized small version of the Dashboard that is to the L of the Dashboard). See below for details.

Three Sharing Modes
The easiest way to share is simply to click on the large button called SHARE SCREEN. But, once you get the hang of sharing your screen, you may want additional features. Citrix allows you three different modes to share your materials (as viewed on your computer desktop) with attendees: ‘Screen’ will show everything on you desktop. This means if you have a picture of your dog as your screensaver, your audience will see that. If you have a small pop-up notifying you of emails received, your viewers will see that. ‘Screen – Clean’ will hide icons, background & taskbars. So, we won't see Fido, but we will see email notifications and anywhere you go on your computer during the meeting. Select an individual application to show only that application. If you want to show a Word document, simply open up the document. You'll see it show up as an option under the Share drop down menu. If you select just this document, then your viewers will ONLY see this document and your navigation within it. If you get an email notification, they won't see that. If you multi-task and click to a website or your inbox, your viewers will see a paused view of that same Word document.
Sharing from Dashboard Control Panel or the Grab Tab
You can access sharing options from the dashboard panel...
Or from the grab tab, as shown in the images to the right.
Remote Control from Attendee List or the Grab Tab
"Remote Control" is a feature that allows you to give an attendee control of your computer. (You can also have someone else be the presenter and then have them give you remote control of their computer.) This is ideal for tech support issues. To give an attendee remote control of your computer, simply right click on their name in the Attendee panel.   Change Presenter is a feature that allows you to hand over the presentation to someone else. You will be viewing whatever is on their screen. This is ideal for co-authoring a document or general meetings. To change presenter, either click on the Change Presenter button in the Sharing Panel, or right-click on their name in the Attendee Panel.
You can perform either same action using the Grab Tab, as shown at right.

How Do I Save Chat Sessions from My Meetings?

How Do I Save Chat Sessions from My Meetings?
Under the File menu select "Save Chat Log..." This opens the "Save Chat Log to a File" dialog that allows you to store it locally.

How Do I Record a Meeting with Audio?

How Do I Record a Meeting with Audio?
To record audio, you must have a sound card and install and configure an audio input device such as a microphone. If you are recording a teleconference, you can set up a phone recording adapter to your phone and line-in input on your computer’s sound card.

How Do I Save and Store a Recorded Meeting?

How Do I Save and Store a Recorded Meeting?
Recordings are automatically saved to the path indicated under the recording tab in your GoToMeeting preferences when you end or leave a meeting. Meet Now meetings will be named with the date and time plus the words “Meet Now,” while Scheduled Meetings will include the meeting subject in the file name.

The default destination for recorded meetings is the My Documents folder. We recommend that the designated location have a minimum of 1.0GB of free space to accommodate the recording.

How Do I Play Back a Meeting?

How Do I Play Back a Meeting?

If you haven’t already, end the meeting that you are recording. GoToMeeting will automatically save your file with the date and time noted after the name that you gave the meeting upon scheduling it. Impromptu meetings will be named with the date and time of the meeting followed by “Meet Now.”

Navigate to the directory that is listed in the Save in: field under the Preferences Recording tab.

Click the file name to start the replay.

Maximize the viewer window for best replay quality.

*To view a meeting recorded in the GoToMeeting format, you must either have GoToMeeting installed or download the GoToMeeting codec (G2M2 decoder) at http://www.gotomeeting.com/codec.

**To view a meeting recorded in the Windows Media format, you will have to wait until the conversion process has finished. GoToMeeting converts the recorded meeting into a Windows Media Player file after the meeting is over so that the impact on CPU resources doesn’t bog down the computer during the meeting. It may take up to 3/4 of the time of the actual recorded meeting to complete the conversion.

How Do I Schedule A Webinar (Using GoToWebinar)?

(This page was adapted from a LegalMeetings Roundtable training. View the original training presentation: PowerPoint | PDF | Flash recording of the training.)

Scheduling a Webinar

Whereas scheduling a meeting with GoToMeeting is instant, scheduling a webinar requires preparation. All in, it should still only take about 3 minutes to complete. However, you cannot create an "instant webinar" like you can with meeting. See step-by-step instructions below.

Related resources:

• When do I use GoToMeeting and when do I use GoToWebinar?
• Phone Conferencing Options and Best Practices with Webinars

Setting up a Webinar with GoToWebinar

(This page contains small screenshots of the GoToWebinar setup process. Click on the images to see these images in detail.)

1. Open the "Schedule A Webinar" Dialog
Right-click on the GoToWebinar Icon in the program tray. Choose the "Schedule a Webinar " menu option. (If you've already scheduled your webinar, you can edit or start it by choosing the "Select My Webinar" option.)
When you login, you can see results, surveys, and reports from past webinars.
2. Schedule the Webinar
See the three tabs? You'll need to complete all three to successfully schedule the webinar. TAB 1: The scheduling dialog tab asks you to specify the time, date, title, and necessary conference call service for the event. (Important: Read about phone conference call protocols.)
TAB 2: Set up the Branding and Logo for the Webinar. You can insert your program’s logo and select a theme. This will appear in the “Waiting Room” that attendees see upon joining. They will see this screen and logo until the presenter arrives and shares his/her screen.
TAB 3: Configure the Webinar Registration. Attendees must register for webinars. You can customize your form. You can also set up POLLING -- polls with questions that show up during the presentation that can help you get feedback or information during the training. You can also set up SURVEYS -- exit evaluations that launch when attendees leave.

How Do I Start A Webinar?

How do I Start a Webinar?

• Right-click the GoToWebinar system tray icon and select My Webinars.
• On the GoToWebinar Login dialog box, enter your account information and click Log In.
• Then, on the My Webinars dialog box, select the Webinar you wish to start and click Start.

How Do I Monitor My Attendees During a Webinar?

How Do I Monitor My Attendees during a Webinar?

Using the GoToWebinar Dashboard, Webinar organizers can easily check attendance patterns, monitor attentiveness and measure attendee satisfaction at a glance by viewing the three bars at the top of the screen. Green bars indicate Webinar success while yellow and red bars indicate room for improvement.

How Do I Download Webinar Reports?

How Do I Download Webinar Reports?

Click the report links on the Webinar History page to evaluate Webinar success or view attendee profiles. All Webinar reports are also available in the Generate Reports section of GoToWebinar in .xls or .csv format, so they can be easily transferred into your CRM program.

How Do I Record a Webinar with Audio?

How Do I Record a Webinar with Audio?
To record audio, you must have a sound card and install and configure an audio input device such as a microphone. If you are recording a teleconference, you can set up a phone recording adapter to your phone and line-in input on your computer’s sound card.

How Do I Save a Recorded Webinar?

How Do I Save a Recorded Webinar?

Recordings are automatically saved to the path indicated under the recording tab in your GoToMeeting Corporate preferences when you end or leave a meeting. Recording titles will include the Webinar title in the file name. The default destination for recorded meetings is the My Documents folder. We recommend that the designated location have a minimum of 1.0GB of free space to accommodate the recording.

How do I Archive and Stream My Recorded Webinars?

How do I Archive and Stream My Recorded Webinars?

After a recorded Webinar session has ended, the Webinar organizer is prompted to upload the recorded session to a private hosted site.

The organizer then receives a link to the recorded Webinar that they can place on their Web site, promotional emails or other online marketing materials.

GoToWebinar collects registration data for all on-demand viewers so that organizers can track these audiences through one-click reports and follow up with them after they have seen the recording.

How Do I Play Back a Webinar?

How Do I Play Back a Webinar?

Play back stored Webinars by clicking on the link to the hosted recording and completing the Webinar registration information.

Webinar organizers may also play back recorded Webinars locally on their desktop by playing the file located in the directory that is listed in the Save in: field under the Recording Preferences tab.

How do I survey participants in GotoWebinar?

GotoWebinar allows the presenter to collect survey information from participants.  Here's how it works:

1. Under schedule a Webinar, once you’ve completed “Webinar details,” “Branding & Theme,” and “Registration” you arrive at main menu screen as shown below.

2. Select “survey” from the click down menu. 

3. Here is a look at the interface…

Please note that all survey results are automatically captured in the “attendee report”.