Fugent Meetings: Meeting Express, An Overview What is Meeting Express? Meeting Express is a virtual meeting platform. In a Virtual Meeting, you can connect with employees or customers, across town or around the world, all without leaving your desk. Fugent provides you with two platforms for hosting virtual meetings. These two platforms are Meeting Express and WebEx. They differ in the amount of functionality available to the user and the system requirements a user will need in order to attend or host a virtual meeting. With the WebEx platform, you and your attendee will have to download a one time plug-in and pass a system test. In contrast, Meeting Express does not have any system requirements runs off Flash that is common to most web browsers. If your attendee has an Internet connection, then they will be able to attend your Meeting Express virtual meeting. You should use Meeting Express if you know your attendee has a technology conflict with the WebEx platform, if you are unsure of your attendee’s technology or if you only want to share a presentation. While Webex lets you host large meetings, Meeting Express has a limit of 10 attendees in a meeting.
Table of Contents: Preparing for a Meeting Express Meeting: • Download and Install the Fugent Converter • Configure the Fugent Converter • Convert a Presentation
Pages 3-5 Pages 6-7 Pages 8-10
Starting a Meeting: • Host a Meeting Now • Schedule a Meeting • Send Invitations & Manage Meeting • Host View of Meeting • Attendees View of Meeting • Exit a Meeting
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Preparing for a Meeting Express Meeting Download the Fugent Converter The type of presentation you can share in Meeting Express is a flash presentation. Fugent has created a converter that allows you to convert a PowerPoint presentation into a flash presentation. First we will go over downloading and setting up the converter. Then we will convert and load a PowerPoint presentation into your Fugent account. How to download and install the converter. Go to the Help tab. Select the Download Client Software button. From the list of software, download the Fugent Converted by selecting the Download Now link next to Fugent Converter.
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Once you select Download Now, you will be shown the system requirement for downloading the Fugent converter.
After ensuring your system meets the requirements, click the Download button. You will be prompted to either Run or Save the software, select Run.
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In order to run the software, you must let your computer know you trust the site where the software is being downloaded. So when the security window opens, select Run.
The installation wizard beings, select Next to continue the installation. Accept the User Agreement License. When prompted where you would like to install the software, it is best to allow it to install in the default destination folder. Select Next.
To complete the installation, click Finish.
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Configure the Fugent Converter The Fugent Converter installs a Fugent Converter button on your PowerPoint toolbar. Open PowerPoint.
The first time you use the Converter, you must input the registry key. Click on the Fugent Converter button and select Options from the Converter menu bar.
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From the menu bar on the left, select Registration. Input the Registration code listed on the window that opens. Press Activate then OK.
Your registration code will show here.
Exit the Converter.
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Convert a Presentation Open the PowerPoint presentation to be converted. Click on the Fugent Converter button. Click on Convert. You will see the file converting each page in the status area. When the conversion is complete, you can now upload the file to your Fugent Account. Select Upload to My Account.
When you select to upload the file to your Fugent account, you will be prompted to input your login and password. Once you are logged in, you can then select what other users that will have access to this file, besides yourself, by putting a check mark in the box next to their name.
To be able to use this presentation with Meeting Express, you must select the Yes Button. When you have selected the users to have access to the presentation, click Continue.
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The file will upload.
Then you will be taken to your Media Library.
From the Media Library, you have the option to Preview Details Update Delete Download The files marked with
are available for use with Meeting Express.
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An option under Update gives you the ability to put an expiration date on your presentation. This option is beneficial if your presentation contains time sensitive information. To add an expiration date, choose a month, date, and year from the Expiration Date drop down menu.
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Start a Meeting Host a Meeting Now With Meeting Express, you have the option of starting a meeting now or scheduling one for the future. To start a meeting now, from the Manage Meetings tab select, Host a Meeting Express Now.
From the drop down menu, select the presentation you want to share in the meeting. Name the meeting. You can password protect the meeting. Make it public or private. As well as add teleconference information.
Then select the Host Meeting Now button. This will open the meeting. On page 14, you can see both the attendees and host views of the meeting.
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Schedule a Meeting Select Schedule a Meeting Express
Set up the meeting information:
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Select a presentation from the dropdown menu. If the PowerPoint presentation you would like to use is not in this list, see pages x-x on how to upload your presentation. Name the Meeting. Adding a password makes the meeting more secure, however all attendees will have the same password. Estimated Duration & Attendees are not fixed numbers, they are estimations. Some companies have a limit on the number of attendees. 12
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Date of the meeting. Time of the meeting. Type: A Public meeting can be viewed from your meeting page, a Private one can not. If you are using Fugent Teleconferencing, this option will be available to you. Enter the Agenda information, including dial in information if you are not using Fugent teleconference. Templates are not available to all. You can change the Invitation text here.
When complete, click Schedule.
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Send Invitations & Manage Meeting
Now that the meeting has been scheduled, you can select whom you’d like to invite to the meeting. Click on the Add Attendees Button. Your Fugent address book will open and you search for the contacts or group of contacts you would like to invite to the meeting. Select the contact or group by checking the box next to the appropriate name. If you would like to add a contact that is not in your Fugent address book, click on the Add Contact link to the right. Click Continue.
Ensure all the information is correct and select Send Invitations.
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After you have sent the invitations, you can send a meeting reminder. Select the Schedule a Reminder button and enter the time and date you want the reminder to go out.
To make changes to your scheduled meeting, click on the Manage Meetings tab, and select the Update Meeting button. Here you can: • Update Meeting Details o Date, Time, etc • Add/Remove Attendees o Invite additional attendees • Manage Reminders o Schedule a reminder to be sent out prior to the meeting • And Cancel the meeting
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Host View of Meeting As the host of the meeting, this will be your view of the meeting. From here you can show the audience the slides of the presentation (or presentations) that you have uploaded. By clicking on the thumbnail view of the slides, you can change the slide the audience views. To open a different presentation that has been converted and uploaded, click on the dropdown arrow next to Presentation and select the presentation you want to use. The old presentation will close and the new one will open.
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Attendee View of Meeting This is how your audience sees the presentation.
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Exit a meeting Attendees can click on the Exit button to disconnect from the meeting. Hosts will select End Session. Hosts will be asked if you are sure you want to end the session. Select OK.
Hosts will then be prompted to Add Notes/Topic for the meeting.
You can add notes and a topic to the meeting and select Add Notes/Topic or select Cancel to end the meeting. The meeting topics are preloaded by your administrators. You can select one by using the drop down menu next to Meeting Topic.
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