Introduction

This manual was created for the attendees of a web conference. Use this manual as a guide to understand all the features of InstantPresenter and maximize your web conferencing experience for a more productive meeting.

System Test – Very Important!

If this is your first time participating in an online meeting hosted by InstantPresenter, please take the time to make sure your computer meets the requirements.

Simply go to http://www.instantpresenter.com/system_test. This online tool will diagnose your computer and let you know if there are any actions you need to take before you can participate in the online meeting.

By doing the System Test, you will ensure a smooth and problem free online meeting experience.

Email Invitation

The email invitation from the host has all the details of the start and topic of the meeting you have been invited to.

Time and Date - The time and date of the presentation is listed in this field. The time listed is in the time zone given. This may be different from your time zone so be sure to verify what time the meeting will start.

URL - The URL given is the link to the presentation. At the time scheduled for the meeting, either click on this link or paste this URL in a browser.

Password - The password is necessary to log into the presentation. Enter this password into the password field in the login screen.

Note: The password is an option for the host. There may not be any password to login to the meeting. If no password is given, you will be able to login using only your name and email address.

Conference Call Number - If a conference call is planned to accompany the meeting, the information to join the call will be given in the invitational email. Follow the instructions given by the host to join the conference call.

Message - Any additional information from the host will be given in the message field.

Joining a Presentation

At the time specified in the invitational email, click on the URL provided in the invitational email or paste it in a new browser.
In the login page, enter your full name. This is the name that will be shown to the host and audience. Enter your email address that the invitation was sent to. If a password is necessary to login to the presentation, a presentation password field will be shown. Enter the password given in the invitational email.
Select ‘Login to the Presentation’ and you will be logged into the meeting.
If you are unable to log into the meeting, the presenter may not have started the session. If the presentation start time has passed, contact the host of the meeting to verify that the session has been started.

The Presenter Module

Depending on the type of presentation your presenter has chosen to do, the Presenter Module in the upper left corner will display either meeting information, the presenter’s picture, or live video of the presenter. Clicking on the Settings button of the presenter module will give you the following options:

Stop Video – Stops receiving video, but you will still receive Audio. This can help you hear things better if your internet connection is low.
Stop Audio – Stops receiving the audio but maintains the video.
Connection Settings – Allows you to select Modem or Broadband connection. This is pre-detected for you, but if you’re experiencing poor video or audio, set this setting to Modem to improve the experience.

Attendee List

The Attendee List displays the current list of attendees. The name you have used to login will be shown for the duration of the presentation to all the attendees. The host’s name will always be labeled as the Presenter.

You can use the attendee list to let the presenter know if you have a question or other things. The pull-down menu will give you the following options:

I’m fine
I have a question
Please slow down
Please speed up

When you use these options, the presenter will see an icon by your name and react accordingly. After the presenter has taken action, simply select “I’m fine” to reset your state.

Text Chat

Text chat is available to all attendees of the meeting but may be disabled or cleared by the host.

Type text in the Online Chat field and click on Send.
Select the person who you want to send the message to from the "Send To:" menu. Depending on the privacy options that the presenter has selected, you may be able to send a message to Everyone, the Presenters, or a specific attendee of hte meeting.
The message will be shown in the Online Chat field to all the attendants of the meeting with your login name next to the message.
If the online chat has been disabled by the host, the Online Chat field will say Currently Disabled and you will be unable to see existing text or enter new text.

If the Text Chat module is in Private mode, your messages will only be viewed by the presenter.

To enable Audio notifications of new messages, simply go to the Text Chat Menu, and select "Enable Sound Notification."

Audio Chat

The host of the meeting has the ability to enable or disable the Audio Chat feature for the audience. The host will be able to talk anytime but the audience can use voice only when it is enabled and one person at a time. When voice is unavailable to the audience, the Audio Chat field will state that Audio Chat is not currently enabled.

Preparing Your Microphone

To use your microphone, make sure it is properly plugged in to your sound card. Also, make sure that in your computer’s sound settings, it is selected as the Recording Source, and that the recording volume is set to an appropriate level. You can also adjust the recording volume, by going to the Presentation Menu and clicking "Microphone Settings."

Using the Audio Chat feature

In the lower right hand corner of the screen is a field labeled Audio Chat. This feature can only be used when it states that the audio feature is enabled and available.
To be heard by the audience, click on the Hold to Talk button and speak into the microphone or headset. At this point you will be heard by the audience and will have control of the voice feature. Your name will be shown as the speaker to all the participants of the meeting.
When you’re done speaking, release the Hold to Talk button.

Whiteboard and Annotation Tools

The Annotation tools can be used to mark on the currently displayed slide. These tools are only available if the presenter decides to make them available to the audience.

Whiteboard Slide

A whiteboard slide is a white, blank slide that can be added at any time to the presentation and is to be used with the annotation tools to create a collaborative note board. The host has the option of allowing the audience to use these tools. When the tools are not available, they will not be displayed on the screen. When they are available, they will be shown on the left side of the presentation screen.

Adding a Whiteboard Slide

On the left side of the slide field are the annotation tools. Click on ‘whiteboard’ to add a whiteboard slide. The screen will now be a blank white slide and is ready to be used.
Use the annotation tools to collaborate. View ‘Annotation Tools’ for information on using these tools.
To exit the whiteboard slide and go back to the last slide viewed, click on ‘whiteboard’ and the whiteboard will be removed.

Clearing the Whiteboard

Only the host of the presentation will be able to clear the whiteboard.

Annotation Tools

Text - To add text to the slide, click on the ‘a’ for the text tool and then click on the area of the slide where you would like the text to be located. A box will be shown with the words ‘New text’. Highlight this field and then type in the text you would like shown.

Draw - To draw, select the pencil tool. Click and hold the button on the mouse to draw on the slide.

Highlighter - To highlight parts of the slide, select the highlighter tool. Click and hold the button of the mouse to highlight.

Pointer (arrow) - Add a pointer to the slide using the arrow tool. Select the arrow tool then hold the button of the mouse to draw. The starting point will be the end of the arrow. The head of the arrow will be where the mouse button was released.

Move - The move tool is used to change the direction of an arrow. The head of the arrow will remain in place but the direction can be changed. First click on the move tool then on the arrow to be changed. Drag the mouse to move the direction of the arrow as well as to change the size of the arrow’s tail.

Color - Color can be used for all the annotation tools. The default color for all users is black. To select a different color, select a color from the color options.

Screen Sharing

If the presenter chooses to start a screen sharing session, you will see their computer screen and any applications they are running. This is great for trainings and demonstrations. Screen sharing requires a broadband connection, so modem users may experience low frame rates.

From the Screen Sharing Menu, you can access these two options:

Fit To Screen – Scales the presenter’s screen so that it all fits on your screen.
Actual Size – Displays the presenter’s screen at its actual size, which allows for clearer viewing. Since the presenter’s screen resolution may be bigger than yours, scroll bars may appear, but the presentation will move to follow the presenter’s cursor.

Polling

When the presenter decides to administer a poll, you will see a question, and a set of possible answers. Simply click on the answer that you wish, and your vote will be tallied along with everyone else’s.

Video (or Audio) Conferencing

The Video Conferencing Tab allows up to 4 attendees to be seen and heard, just like the presenter. To participate in the video conference, simply click on one of the open video “Seats” and your webcam video will appear there.

Video Conferencing Controls Moving your mouse over an attendee’s image, you will see the icons displayed to the left. Click on the camera icon to turn off the attendee’s video signal. Click on the microphone to turn off the attendee’s audio signal.

To stop sharing your microphone or webcam, simply click on the Red X in the upper right corner of the "Seat" that you are occupying.

Requirements

Before logging into a presentation, verify that your computer meets the requirements to fully participate in the meeting.

· PC or Mac

· Netscape or Internet Explorer 4.0 or later

· At least 800x600 screen resolution

· Steady Internet connection, 56K or above - some features may require a broadband connection

· Computer Speakers for a presentation using the voice feature

· Microphone to participate in the presentation using the voice feature

Troubleshooting

Video / Audio Issues

The presenter video is slow / choppy / poor quality

This is usually because of some internet connection problem, either on your side or on the presenter’s side. For best experiences we recommend a broadband connection. If you are on dial-up here are some things you can try:

Make sure there aren’t any other applications open that can consume your bandwidth, such as instant messaging, email programs or other web sites.
Set your connection type to Modem in the Connection Settings dialog (see Presenter Module)
Ask the presenter to set their Connection Setting to Modem as well, so that the feed they’re sending is suitable for a modem connection.

I can’t hear the presenter

Make sure that your speakers are plugged in, and the volume is set accordingly. Also ensure that no other programs might be using your sound card, such as Skype, or any other sound recording or playback program.

I try to use the Audio Chat, but no one can hear me

First, see the above “Preparing Your Microphone” section. Also ensure that no other programs might be using your sound card, such as Skype, or any other sound recording or playback program.

I try to use the Video Conference, but no one can see me

Make sure that your webcam is properly connected and configured. You should have all of the current drivers for your webcam installed.

Video Conferencing Settings

To make sure the webcam is selected as the video source, right click anywhere in the application, and select Settings. From the Settings menu click on the Webcam tab, and select your webcam from the pull-down menu.

Also make sure that any other application that could be using the webcam is closed.

I’m hearing an echo in the Video / Audio Conference
This is because your microphone is picking up the sound from your speakers. To reduce the amount of echo, move the microphone and speakers as far apart as possible, or use a headset.

Screen Sharing Issues

I can’t see the presenter’s screen

Your computer may be behind a firewall which is blocking the screen sharing service from starting. Please contact Tech Support at support@ instantpresenter.com .

The screen sharing is too slow / blurry / poor quality

This is usually because of some internet connection problem, either on your side or on the presenter’s side. For best experiences we recommend a broadband connection. You can notify the presenter of this and ask him or her to go slower, lower their screen resolution so that the overall screen is smaller, or adjust the quality setting on the Screen Sharing application.

Additional Questions

Should you have additional questions, please email support us at support@instantpresenter.com.

Acknowledgements

PowerPoint is a registered trademark of Microsoft, Inc.

Flash is a registered trademark of Macromedia, Inc.