POWER Engineers, INC

Information Systems
Operations and Procedures Manual

NetMeeting – How to Host or Participate in a Meeting

Purpose
NetMeeting with Microsoft Office allows you to meet online with people at different locations in
real time and share the contents of documents or view system screens. For example, you might
use NetMeeting if you were in the Hailey office offering a training session on Oracle purchasing to
staff in the Boise office. NetMeeting should be used instead of WebEx when conducting a
meeting internally between POWER offices. Use WebEx when the meeting involves outside
clients as well as staff in POWER offices.

You can either, host an online meeting or be invited to participate in one. The host of the online
meeting and all participants must have NetMeeting installed on their computers, but the host is
the only person who needs to have the shared document or program installed.

It is best to use a desktop or conference room phone for the audio portion of the meeting.

Contacts
For assistance with NetMeeting, contact an IT Help Desk Technician.

References
For instructions on installing the NetMeeting application, see “NetMeeting Installation”

Procedures
Hosting a NetMeeting

When you are hosting a NetMeeting conference, all participants in the

conference can see and use an application running on the host
computer.

1. Open an instance of NetMeeting to begin a call.

If you do not have the NetMeeting shortcut on your desktop use

Start->Run->conf.exe or Start->Programs->Accessories-
>Communications->NetMeeting to start the NetMeeting program.

2. Select Call->Host Meeting.

3. Enter a meeting name. A password is not necessary but you may

enter a password if desired.

4. Leave all the check boxes blank.

5. Click OK.

6. If the meeting started correctly, you will see your user name in
the “Name” box. If not try again.

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Information Systems
Operations and Procedures Manual

7. Notify participants of the; meeting name, password (if assigned) and your computer id or
IP address (for IP address see note below).
The computer id is <location abbreviation><barcode><LT or PC>. (ex. HLY19462PC)

8. Ask the participant(s) to call in to your meeting.

Participants can follow the section of these instructions entitled “Instructions for Placing a
Call to Participate in a Meeting”

9. Once the participant has “called” (a pop-up will appear on your machine) click Accept to
allow them to participate in the meeting. When a participant is connected to the meeting,
their user name will appear in the “Name” field.

How to Determine a Computer’s IP Address

Note: In some instances calling the host computer using the computer name does not work. In this
case, the host will need to provide participants with the ip address of the host computer. The IP
address must be determined at the time of the meeting as a computer’s IP address can change.

1. To obtain the host computer ip address: Navigate to Start->Run-> (type cmd in the entry
field).
2. In the command window, type ipconfig.
3. Locate the IP Address line and provide this number to meeting participants.

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Share the Desktop or Specific Applications with your Meeting Participants

As host, you will need to “share” the desktop applications or documents you wish meeting
participants to see.

1. From the NetMeeting applications select Tools->Sharing or click the sharing icon

2. Select an option labeled, “Desktop” to share all desktop

items or select the items individually from the
application list.

3. After selecting the items to share, click the Share

button.

4. To give a participant control (collaboration) of the host

desktop:
a. Click the Allow Control button.
b. Check the box labeled, “Automatically accept
requests for control.”

Some Notes About Sharing and Program Control

• During program sharing the graphics, mouse movements, and keyboard inputs are passed to
the participant’s computers in real time. As host or originator of the shared program, your color
and resolution settings have an impact on how items display on other computers. If the
originator of the shared program has a 1024 x 768 screen resolution, but a participant is using
640 x 480 resolution, the participant's screen will be too small to display the whole window.
The participant will have to scroll to see the complete application window.

• By default, the host is in control of the shared application. When a participant is granted
“Control” permission, via the Allow Control button, they can change or run applications on the
host’s computer by double-clicking in the shared application window. Control of the shared
application window can also be initiated using the Control menu in the upper left hand corner
of the shared application window.

• The user sharing an application can quickly take back control by pressing the ESC key. The
host can take back control by single clicking in the shared application window.

• A meeting participant can share an application on their computer using the same procedure as
the host.

• When an application is shared, its entire window is reflected to other computers in the
conference. If part of that window is covered on the host’s computer screen, the participants
see a graphic pattern in the overlap area.

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To Remove Sharing from an Application

1. To remove sharing an application within NetMeeting, click Tools->Sharing. Select the

application you want to stop sharing and click the Unshare button. If control sharing
was in place it will be removed when the Unshare button is clicked.

Ending the NetMeeting Session

To end the session the host or participants click Call > Hang Up or the End Call button

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Operations and Procedures Manual

Instructions for Placing a “Call” to Participate in a Meeting

1. Open an instance of NetMeeting to begin a

call.

If you do not have the NetMeeting shortcut on your desktop use

Start->Run->conf.exe or Start->Programs->Accessories-
>Communications->NetMeeting to start the NetMeeting
program.

2. Click the button to place a call.

3. On the “Place a Call” window, enter the following:

a. “To:” enter the host computer name or IP address, ex: HLY20670PC

b. “Using:” leave the default “automatic” or set to “Network.”

Hint: A quick way for the

meeting host to determine the
host computer’s IP address is to
mouse over the VNC icon in the
lower right corner of the screen.

4. Click the Call button to place the call.

After you (as the caller) click Call, the host will see a pop-up asking them to accept the
call. Once the host accepts the call and shares the application, you will see the host’s
screen display on your computer.
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Troubleshooting Notes

What to Do If the Screen Refresh Is Slow When You Share a Program

Verify that NetMeeting is configured for the maximum speed your connection allows. To
determine the speed of your Internet connection, refer to the documentation for the hardware that
used to connect your computer to the Internet (modem, ISDN, or network adapter). To verify the
speed at which NetMeeting is set to operate, check the following:

• In the NetMeeting window, click the Tools > Options menu.

• In the “Options” dialog box, click “General” tab.
• Under “Network Bandwidth”, click the appropriate option for your connection (At a
POWER office, use the Local Area Network setting)
• Click OK.

If reconfiguring the speed of NetMeeting doesn't improve the speed at which the screen is
refreshed, you may be able to improve the refresh rate by disabling audio and video:

• In the NetMeeting window, click the Tools > Options menu

• In the “Options” dialog box, click the “Audio” tab. Remove the checkmarks from all of the
settings in the “General” section of the window.
• Click the “Video” tab. Remove the checkmarks from the “Sending and Receiving Video”
section of the window.

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