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Web Visuals FAQs

What do I need to use Web Visuals?

Any computer running Windows® 98 (Second Edition), 2000, XP, or Vista with 10 MBs of free disk space and an Internet connection (ideally broadband) can run Web Visuals. Macintosh users may attend meetings but this service is not currently available for Macintosh users to host. Installation is quick and secure, taking only minutes. Once you install the tool, a shortcut appears on your computer's desktop for easy access to the full range of conferencing services this application delivers.

What happens after installation?

You will be prompted to register and create your Web Visuals account. You will create a unique conference ID (free account users are assigned the ID) - the key to your own dedicated online meeting room. Your own virtual conference room is always open for you and others to enter for pre-planned or spontaneous meetings.

Do my participants need to install anything?

Yes. They need to install a "light" version of the same software on their desktop which downloads in seconds. They do not need to create an account to participate on your web meeting.

Are there updates to the software?

Once installation is complete, Web Visuals will prompt you when new versions become available, ensuring you can always get the most up-to-date features to support audio conferencing and web conferencing.

How do I conduct a meeting?

After the moderator enters his or her own meeting room, other participants then access it by clicking a web link (provided by the moderator) or entering the moderator's conference ID from within the Web Visuals interface.

With audio conferencing integration, the moderator initiates the audio portion, prompting participants to provide their phone numbers online. Web Visuals immediately calls them back to join the call. This unique OpenGo™ audio feature eliminates the need for moderators or participants to keep track of call-in numbers and access codes.

Who can participate?

Web Visuals now offers greater flexibility to join meetings in several ways.

Moderators

  • In order to host meetings at their own meeting room, moderators must register and create a Web Visuals account
  • If you want to share video you need to install Web Visuals and have a desktop camera

Participants

  • Participants can easily join any online meetings they are invited to. They just need to provide their name, e-mail and phone number. Participants can also share files, add content to digital whiteboards or guide the group through web sites.
  • Web Visuals features a unique audio integration feature (not available with the free account). Anyone can dial into the telephone portion of a meeting, even without a computer.

How do I invite participants?

Send an email. Web Visuals generates an email message including a direct link to the meeting room, contact information and the phone number for audio-only access. You just add the date, time and any other comments and then send the message to whomever you want to invite.

Scheduling is very easy thanks to automatic integration with Microsoft® Outlook®. During installation, Web Visuals adds a button into your Outlook program that creates the same pre-filled meeting invitation, but with full Outlook scheduling details. The meeting is then incorporated into each participant's Outlook calendar for convenient notification and reminders.

Participants can also join a meeting by going to www.copperconferencing.com and clicking on "Join a Meeting." They will need the conference ID to access the meeting.

How do I display files?

Web Visuals offers multiple levels of file sharing. If you want to display files to others in the meeting but don't require editing capabilities, use Document Viewing. Your files are converted into a compressed file format for quick sharing. The pages of your file then show up in the meeting room in a slideshow-like presentation that you control, with annotation tools that let all participants mark up slides during discussion. Your original file remains untouched and nothing is uploaded or stored on our servers.

How do I share files?

For a greater interactivity use Application Sharing. It allows you to open files in their native application in the meeting, accessible to all meeting participants even if they don't have the application on their own computers. When you edit the document, other participants see your edits. You can even grant access to let them make edits directly into your document. This powerful feature lets you share single files or applications as well as your entire desktop. The virtual conference is designed to create real results instantly.

What other features does Web Visuals have?

  • Digital whiteboards function just like the real thing, helping collaborate and share ideas.
  • Meeting history captures a running slideshow of information created during the course of the meeting, such as document annotations and whiteboards, letting participants easily review and refer back to earlier activities.
  • Meeting management features make it simple to invite additional participants mid-meeting or lock the meeting room to prevent anyone else from entering.
  • Browser sharing allows participants to share a website.
  • Chat allows for real-time text messaging within the meeting, with controls for exactly who can see and join the conversation.
  • Stored documents let you grant users access to posted documents related to your event. You can password protect the documents for added security.
  • Polling enables you to get immediate feedback from participants by asking questions. Choose whether you want to publish results in the meeting and use reports to track responses.
  • Question and answer allows you to effectively manage inbound questions. Flag questions that need additional attention and run a report on them after your meeting for easy follow-up.
  • Record your web seminar for later playback. After the web seminar you can email out links to your recordings or download them to your local machine or network. Password protect recordings for maximum security. Detailed reports show who has accessed your recorded content and when it was viewed.

Is a web cam required to use Web Visuals?

No. A web cam allows you to share video and is optional.

I am an existing customer. How do I install Web Visuals on an additional machine?

Go to http://web.on.webvisuals.net and click on "Download Now" to download the client to the separate computer. You do not need any special code or a separate account to do this.

My company recently added Web Visuals to our existing account. How do I activate the service?

Go to the Activate Web Visuals page and click 'install'. You will need your Conference ID, PIN and a passcode (provided by your administrator) to complete the activation.