NTT-IT MeetingPlaza User guide

MeetingPlazaVersion6.1
Conference setup manual
（For License Package）
NTT-IT Corporation
November 20, 2012
MeetingPlaza is a registered trademark of NTT-IT Corporation.
The product name, the brand name, the service name, and the company name that has been
described in this manual are the trademarks or registered trademarks of each company.
The intellectual property right of the copyright in this book etc. belongs to
NTT-IT Corporation.
The content of the description of this manual might be changed without notice.
Please report any inaccuracy in the manual to NTT-IT.

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MeetingPlaza offers following user manuals based on your requests.
For users try to book a web meeting for the first time, please refer to
Reservation Manual for the first time users
For users try to attend the web meeting for the first time, please refer to
Conference Manual for the first time
⇒The Manual
For users need to find more about functions and how to operation, please refer to
Reference Manual for User
For users manage the conference room and user, please refer to
Reference Manual for System Administrator
For users need to know supplementary information in addition, please refer to
Supplementary of Reference Manual
Authority of Chairperson and Lecturer in the conference
room
For how to join a web conference under Andriod system, please refer to
MeetingPlaza Mobile SI for Android Operation manual
For how to join a web conference at iPad or iPhone, please refer to
 MeetingPlaza Mobile SI iPad, iPhone
User Operation Manual
Conference registration manual

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These manuals can be found on the MeetingPlaza web site under support.
http://www.meetingplaza.com
This will access the support manual
These manuals are available as PDF files.
Adobe reader is needed to access the manuals.

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1 Introduction..................................................................................5
1-1 What is a Web conference?.............................................................................................5
1-2 What can you do with MeetingPlaza? ..............................................................................5
1-3 Necessary equipment for conference participation.............................................................5
1-4 Overview of this Manual................................................................................................7
2 When you enter the conference room for the first time....................8
2-1 Installation of voice and video equipment ........................................................................8
2-2 Kind of log in................................................................................................................9
2-2-1 Preparation of the URL to enter the conference room.............................................................................. 9
2-2-2 Log in of TeamRoom ......................................................................................................................... 12
2-3 Entering the conference room .......................................................................................15
2-3-1 Installation Guidelines........................................................................................................................ 15
2-3-2 Installation of program....................................................................................................................... 16
2-3-3 Log in immediately after installation and confirmation of voice............................................................. 19
2-3-4 Confirmation of mike and speaker when using it usually....................................................................... 26
2-3-5 Confirmation of image ....................................................................................................................... 27
2-3-6 Logout and re-login from conference room .......................................................................................... 28
2-3-7 Uninstalling Programs........................................................................................................................ 28
3 Communications in conference room ...........................................29
3-1 Talking with other participants......................................................................................29
3-2 Other participants' images.............................................................................................29
3-3 To communicate by chat...............................................................................................31
3-4 Data is shared..............................................................................................................32
3-4-1 Types of file sharing........................................................................................................................... 32
3-4-2 How to use file sharing....................................................................................................................... 34
3-4-3 How to useApplication sharing........................................................................................................... 36
3-4-4 How to use Desktop sharing................................................................................................................ 37
3-4-5 How to use Web sharing..................................................................................................................... 39
3-4-6 Other functions concerning sharing ..................................................................................................... 40
3-5 Changing the conference room screen............................................................................40
4 Appendix.....................................................................................42
4-1 Troubleshooting ..........................................................................................................42
4-2 FAQ...........................................................................................................................44
Contents

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4-3 What to do when this manual does not help....................................................................46

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1 Introduction
Thank you for using the MeetingPlaza collaboration tools.
This book is an explanation of the preparation needed to enter a conference room
for the first tome. It includes the setting up of peripherals and installation of the
plug ins necessary for MeetingPlaza to operate. There is also a description of the
major collaborative functions of MeetingPlaza such as web share, file share and apps
share.
Please consider the content of this book, as an introduction to MeetingPlaza.
1-1 What is a Web conference?
It is a remote conference through the Internet done with a personal computer, using a web
browser with and a mic, speakers and a camera.
1-2 What can you do with MeetingPlaza?
With MeetingPlaza, the following functions are provided.
Communications among participants of the conference are accomplished with a voice,
video, chat, and a whiteboard.
Files such as PowerPoint, word, excel, etc. can be view along with the video feeds of the
conference attendees.
1-3 Necessary equipment for conference
participation
A personal computer, internet connection, mic or headset, speakers, and a web cam are needed
for MeetingPlaza.
Details of the necessary equipment are shown below.

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OS Microsoft Windows XP SP3
Windows Vista SP2
Windows 7 SP1
CPU Intel Pentium4 or greater
Hard Drive 20MByte or more available space
Memory Windows Vista/7 : 1GB or more
Windows XP (SP2): 512MB or more
Web Browser Internet Explorer 6.0/7.0/8.0/9.0
Firefox 10.0, Google Chrome 16.0
PC
Network device ADSL, Broadband
(28.8Kbps or faster)
Sound Headset / Microphone with echo cancelling , Speakers,
/ webcam should be equipped with echo cancelling.
Video Capture (Option) Webcam / Digital video camera that can be connected with an
i-Link(IEEE1394)

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1-4 Overview of this Manual
When the following symbols are used < > and [ ] in this manual they represent the following:
< >: Represents what you will see on the screen
[ ]: Represent when you are given a choice of a set of values from a pull down menu.
(Example of screen)
(Explanation example)
The value of <Choose from the following list> is set to [FTTH 1.0Mbps(sending),
3.0Mbps(receiving)].
The hint and the wording that relates to the content of the description are shown as follows.
Content of hint or wording

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2 When you enter the conference
room for the first time
When setting up to use MeetingPlaza for the first time, make sure the equipment
conforms to the specifications in section 3.3. When you connect to MeetingPlaza for
the first time you will be prompted to adjust your mic and speaker volume. Your
available bandwidth will also be adjusted.
2-1 Installation of voice and video equipment
You will need a personal computer equipped with a headset or and mic and speakers, a
webcam and an internet connection. The following describes the installation process.
1) Web camera installation and connection.
After installing Web cameras along with the documentation provided, please connect the camera to
your PC.
2) Connection of head set or mic speaker
Please connect the head set or the mic and the speaker to the personal
computer. Most headset are color coded as shown below.
The terminal for the mic on most personal computers is color coded to "Green" and "Red"
or "Pink" for the speaker. See the picture below

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2-2 Kind of log in
There are 2 kinds of entering a room of the conference room of MeetingPlaza.
Log in of conference reservation(2-2-1 )
A conference may be booked for conference participants prior to the meeting. Invitations
are delivered to participants prior to the meeting with a URL that allows access to the
meeting.
Log in of TeamRoom(2-2-2 )
No reservation is required. A meeting can occur at any time. Each participant is provided
with a Meeting room ID and Password for entry into the meeting.
If your Email contains the URL link which can direct you to the conference room anytime,
please click that URL for access. A reservation is not required and a conference is started
per click.
2-2-1 Preparation of the URL to enter the conference room
URL of the following form is necessary to enter a conference room in
MeetingPlaza.
http://xxxxx.xxxxxxx/oc/oneclick.cgi?URL=vccp://xxxxx.xxxxxxx////1089021997_LKS1PQye&UID=userte
st&PASS=MNhlkdIj&X=100%25&Y=100%25&TEMPLATE=Standard/Standard
When the conference room manager reserves a conference room in MeetingPlaza, this URL is delivered to
the participant automatically by E-mail.
Conference room manager Participant
The conference room is reserved.
The confirmation and URL of the
reservation reach.
URL reaches.
It enters the conference room.

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The following is included in the E-mail along with the URL for the conference room.
Title of E-mail:
(Example)
Invitation to Conference (Oct 30. 11:27)
Addressor of E-mail:
(Example)
1092813981_Jhr&g3NpH[email protected]
Text of E-mail:
The URL for the conference room is shown in the red frame.
(Example)
To: Taro Dennmou,
(Contract ID xxxxx)
A MeetingPlaza Distance Conference is going to be held as follows:
----------------------------------------------
Subject:
Examination of conference reservation
Chairperson:
Taro Dennmou,
Start time (UTC+9:00) Oct 30, 2007 11:27 AM (Asia/Tokyo)
Thesametimeinotherareasoftheworld.
(UTC+9:00)Oct30,2007 11:27AM (Korea/Japan)
(UTC+8:00)Oct30,2007 10:27AM (China)
(UTC+7:00)Oct30,2007 09:27AM (Vietnam/Thai)
(UTC+5:30)Oct30,2007 07:57AM (India)
(UTC+1:00)Oct30,2007 03:27AM (Europe)
(UTC+0:00)Oct30,2007 02:27AM (UK/Portugal)
(UTC-4:00)Oct29,2007 22:27PM (US(EST))
(UTC-5:00)Oct29,2007 21:27PM (US(CST))
(UTC-6:00)Oct29,2007 20:27PM (US(MST))
(UTC-7:00)Oct29,2007 19:27PM (US(PST))
(UTC-10:00)Oct29,2007 16:27PM (Hawaii)

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End time (UTC+9:00) Oct 30, 2007 12:27 PM (Asia/Tokyo)
Message:
This is a test of the conference room reservation.
List of participants:
Total 2 Users
Taro Dennmou
Hanako Kaigi
Please access the following URL to enter the remote conference room.
https://xxxx.xxxxxx/oc/oneclick.cgi?URL=vccp://yyy.yyyyyyyyy/assignable_cw///119345324587_ElsdalrtuQ
2V&UID=zzzzzz&PASS=aaaaaaa&X=100%25&Y=100%25&TEMPLATE=V4_Standard/V4_Standard
You can test the accessibility to a MeetingPlaza Distance Conference Server in advance by accessing the
following URL (a public distance conference room).
https://xxxxx.xxxxxxx/oc/oneclick.cgi?URL=vccp://yyyyy.yyyyyyyy////common_room1&UID=asdflkaG&P
ASS=kljdas98734Ve&X=100%25&Y=100%25
Conference ID: 119345324587_ElsdalrtuQ2V
Telephone Login Number: nnnnnnnn
Telephone gateway phone number xxx-yyyy-zzzz (dialing charge is needed)
The setting by the conference room manager is done once for telephone participants.
Please see FAQ in detail.
http://xxxx.xxxxxxxxxxxx/support/teleconn.html
The following e-mail address is for communication among the
participants. Note that the e-mail address is only available
until the conference ends.
To all the participants: mailto:10394135q2354_[email protected]xxxx
Note:
Please read the following document carefully. If you don't agree on the
document, please don't enter any of the Conference Roomｓ.
Server access permission contract

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http://xxxx.xxxxxxx/product/asp/standard/access.html
Software License Agreement
http://xxxx.xxxxxxx/product/asp/standard/license.html
Remote conference service contract clause
http://xxxx.xxxxxxx/product/asp/standard/article.html
Remote lesson service contract clause
http://xxx.xxxxxxxx/product/asp/tele_edu/article.html
----------------------------------
2-2-2 Log in of TeamRoom
There are two ways to enter TeamRoom type conference.
Click the URL link to member login screen, and enter your ID and Password to login first.
Click the direct URL link to jump to the conference room.
URL, ID and Password are sent by Email to TeamRoom participants.
http://xxxxx.xxxxxxx//teammgr/index.cgi
When the conference room manager registers TeamRoom, this URL, ID, and the password are
delivered to the participant in E-mail automatically.
When the conference room manager registers TeamRoom, this URL, ID, and the password are
delivered to the participant in E-mail automatically.
Conference room manager Participant
The TeamRoom participant is
registered. URL, ID, and the
p
assword reach.
It enters the conference room.

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E-mail including this URL is the following.
Title of E-mail：
Ex.）MeetingPlaza TeamRoom account
Addressor of E-mail：
Ex.）[e-mail]
Text of E-mail：
It is URL, ID, and a password for the part shown with a red frame to enter the conference room.
To: test002,
(Contract ID test_002)
Your account is registered by MeetingPlaza Conference Manager.
Your ACCOUNT: YCKAGEZS
Your PASSWORD: CCBSWFZB
Please access the following URL to enter the remote conference room.
http://xxxxxxxxx.xxx/teammgr/index.cgi
TELEPHONE/H.323System LOGIN NUMBER:
Note:
Please read the following documents carefully. If you don't agree on the
document, please don't enter any of the Conference Rooms.
Software License Agreement
http://xxxxxxxx.xxx/e/license.html
----------------------------------

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When URL is clicked, the entrance screen is displayed.
ID and the password are input, and it logs it in.

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2-3 Entering the conference room
The first time you enter a conference you will need to install the plug ins necessary for your
browser to use voice and video. With XP you will be asked to allow the plug in to be installed.
With Vista you will need to turn off the protection mode if you are using IE7 as your browser.
2-3-1 Installation Guidelines
Installation is available to both the administrator and restricted users. However, a restricted user using
the following OS, may need to use "run" the installer.
zOS -> Windows XP
zOS -> WindowsVista, Windows 7
The installer may be found at our website. For the latest veriosn of the "installer", please click here.
http://www.meetingplaza.com/support/program/index.html
when clicking this URL or pasting it in your browser, the message "Downloading Installer wil be
dispalyed on your computer screen. "Click Download" and the process will begin.
If the following conditions are met, the virtual print driver will be updated and a dialogue box
will appear.
- Administrative privileges
- If you have an older version of the virtual print driver, it will be installed
In the confirmation dialog box, select "Yes ", and then run a virtual printer driver updates.

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2-3-2 Installation of program
1) URL access.
Please click on the URL in the e-mail to enter the conference room. Your web browser will open
automatically.
Warning of this security messages appear with E-mail link, please make sure that the
e-mail program did not break the link to the meeting room. If this happens cut and past the
entire link into your web browser.

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2) Installation of MeetingPlaza program(1)
The first time you enter the room XP will display a message asking you to accept the plug ins. The
area is shown in the red box. Right click on the bar and accept the plug ins. MeetingPlaza with then
load.
There is a possibility that the program of MeetingPlaza cannot be installed because "Active
script" of the security setting of Web a browser is nullified. This is shown the browser is a
-white display. In that case, please close the Web a browser after making "Active script"
effective, and access the URL again.

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3) Installation of MeetingPlaza program(2)
When the bar appears the first time using MeetingPlaza the area bar indicated where you will give
permission to install active x.
After giving permission the Screen below will prompt you to install the plug ins from NTT-IT.

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If the following conditions are true, Installation of program to "virtual printer driver update
check" dialog box appears.
- Administrative privileges
- If you have an older version of the virtual printer driver is installed
In the confirmation dialog, "Yes ", and then run a virtual printer driver updates.
If you receive a confirmation dialog virtual printer driver updates, select "Yes " to run the
update.
2-3-3 Log in immediately after installation and confirmation of voice
1) The conference room is logged in.
Once you are logged in the following screen will appear wit will allow you to test you mic and
speakers or headset.
You can measure and adjust the setting levels and choose the mic operation setting.
2) Confirmation by Voice wizard
"Voice setting wizard" is the one that the device of the mike speaker is confirmed, and the volume
is adjusted. The following parts are confirmed.
(1) Confirmation of mic
1. It is confirmed that the mike or the voice peripherals used are lightly beaten or the
indicator of the rub mike volume moves lightly.
2. Choices of "Mic used" are changed when there is no movement in the indicator.