Moderate Meetings

As the Moderator during a meeting, you coordinate the interaction of the other meeting participants. You determine the degree of their participation in the meeting. The Moderator can:

Grant and Revoke Permissions.

Lower Hands.

Attach a File during a Meeting.

Control the Audio.

Send Web Pages.

Send Polls.

View and Share Poll Responses.

Switch the Moderator.

Grant and Revoke Permissions

The Moderator can grant and revoke permissions by selecting a participant and choosing an option from the Permissions menu. The Permissions menu options are:

• Give Microphone to Next Person: In a meeting that includes computer audio in Request Microphone mode, this option passes the microphone from the current speaker to the next participant who is waiting to talk.



• Grant: Grants permissions to participants selected in the Participant List.



• Grant to Everyone: Automatically grants permissions to all participants. Choose All Permissions, Permission to Speak, or Permission to Edit/Share.



• Revoke: Revokes permissions from participants selected in the Participant List.



• Revoke from Everyone: Automatically revokes permissions from all participants except the Moderator. Choose All Permissions, Permission to Speak, or Permission to Edit/Share.

Lower Hands

If you are the Moderator, you can lower participants' hands by:

• Clicking the lower-all-hands button



• Selecting names from the Participant List, right-clicking one of the selected names, and choosing Lower Selected Hands



• Selecting names from the Participant List and choosing Tools - Lower Selected Hands

Attach a File during a Meeting

Only the Moderator can attach a file to the whiteboard during a meeting. If another meeting participant has the file that you need to attach, ask that participant to transfer the file or e-mail the file to you so that you can attach it to the whiteboard.

1. Click the "Attach a File" button , or choose "Tools - Attach a File to the Whiteboard."



2. Click the link to search for your file type in the list of files that Sametime can automatically convert for whiteboard display.



3. Do one of the following:



• If Sametime can automatically convert your file type, click Browse to select the file from your computer. If you want to attach a whiteboard file (SWB) from another meeting, see "Accessing Meeting Details" in the IBM Lotus Instant Messaging and Web Conferencing User's Guide. After choosing the file, continue to step 4.



• If Sametime cannot automatically convert your file type, you must use Sametime Print Capture to convert the file. Once you have converted the file, return to step 1 and attach the converted FST file. See "Converting Files with Sametime Print Capture" in the IBM Lotus Instant Messaging and Web Conferencing User's Guide for more information.



4. Click OK. The file appears on the whiteboard. You can also access the file on the Meeting Details page in the Meeting Center.



5. Repeat steps 1 - 4 until you have attached all of the files that you want to display on the whiteboard. The most recently attached file appears first on the whiteboard.

Tip    The Moderator can also save a whiteboard file that has been edited during a meeting.

Control the Audio

The Moderator determines the audio mode by choosing an option from the Tools - Audio menu.

• Automatic Microphone Mode: All meetings begin in Automatic Microphone mode so that anyone with permission to speak can talk during the meeting. Only two participants can speak at the same time.



• Request Microphone Mode: Only one person at a time can speak. Participants with permission to speak cannot talk until the Moderator gives them the microphone.




During meetings that use the Request Microphone mode of computer audio, the Moderator can pass the microphone from the current speaker to the next person who has requested it . To pass the microphone, choose Permissions - Give Microphone to Next Person. The next person who is waiting to talk receives the microphone.

Send Web Pages

Only the Moderator can send Web pages.

1. Select the Web Pages tab. If the tab is not visible, choose View - Interaction Tabs - All Tabs.



2. Enter the address (the Uniform Resource Locator, or URL) of the Web page.



3. (Optional) To view the Web page privately before you send it to the meeting participants, click Preview. The Web page appears in a new browser window on your screen.



• If the page is correct, close the preview window and proceed to step 4.



• If the page is not the one you want, type a new address in the browser window or search until you find the correct page. Once you find the correct Web page, copy the address from your browser window, and paste the address into the Web Pages tab.



4. Click Send. The Web page automatically appears in a new browser window on each participant's computer screen.

Send Polls

Only the Moderator can send polls. During broadcast meetings, only presenters can respond to poll questions.

1. Click New on the Poll Tab. If the Poll tab is not visible, choose View - Interaction Tabs - All Tabs.



2. Select the type of question from the drop-down menu.



3. Enter the question in the "Question text" area.



4. If necessary, enter the answers to the question. Depending on the type of question, some answers might appear automatically.



5. (Optional) If you want to indicate which answer is correct, select the control to the left of the answer. Participants do not see the correct answer until after they answer the question.



6. (Optional) If you want to allow participants to select more than one answer, select the box next to "Allow participants to choose multiple answers."



7. (Optional) Select the box next to "Responses are anonymous" if you want to allow participants to respond without revealing their identities.



8. Click Send.

View and Share Poll Responses

The Moderator sees the tallied poll responses in the Poll Tab. If the Moderator designated correct answers, they are indicated by check marks. The Moderator can also:

• Share Tallied Poll Responses: Select a question from the "Questions asked" drop-down list on the Poll Tab, and click "Show Responses to Everyone."



• View Individual Responses: Select a question from the "Questions asked" drop-down list on the Poll tab, and click View Individual Responses. If the Moderator specified correct answers, they are indicated by check marks. The Moderator cannot share individual responses.

Switch the Moderator

The Moderator can give Moderator duties to another participant.

To switch the Moderator:

1. Tell the participant that you are going to switch the Moderator.



2. Select the new Moderator's name in the Participant List.



3. Choose Permissions - Switch Meeting Moderator. The Switch Moderator dialog box appears.



4. Click Yes. The participant whom you selected is now the Moderator.

Note The new Moderator can confirm his or her status by clicking the Participant List details button and looking for the Moderator icon next to his or her name or by clicking the status details button to read the text in the Status Details dialog box.