How to Log Into a Room when using Windows

Updated August 2014

For Windows Only

This article will guide new users through the initial steps required to log into a conference room. It could also be used as a refresher for more experienced users.

Using new technology can be somewhat intimidating. Hopefully, these instructions will ease those fears and have you skillfully using the technology in a short period of time.

Let's assume you've received an email inviting you to a webinar or on-line meeting; that email includes the login URL and other instructions you'll need to log into the webinar room. A room owner may further integrate room access into their web site or provide a custom logon approach, in which case the following instructions will differ accordingly.

This article does not provide detailed information. More information is provided in other articles.

The Steps:

1. Start the browser - you are not limited to a specific browser technology.
2. Click on the link in the email or copy the URL and paste it into the address field of the browser.
3. The first time you use the technology you must download and install a plugin. This is a small program you will install on your computer.
4. You need Windows Administrator privileges to install the plugin. Users without Windows Administration privileges need to download and install the plugin again after it has been installed by the administrator.
5. There is a link on the login page labeled download. Click on that link.
• If you are using Internet Explorer you will be prompted to Run, Save or Cancel. Choose Run. This will both download and install the plugin.
• If you are using another browser you will need to Save the file and then run the downloaded file. For Firefox considerations Click here.
6. During the download and installation of the plugin you will be prompted a couple of times to reply OK. Further, your firewall technology may prompt you to decide if you want to Allow or Deny access (or similar words) - always choose Allow.
7. Wait for the completion dialog and click Finish. The plugin is now installed and you can log into the room.
8. Click on the link to enter the room - there are two possible formats.
Option A -

Join Meeting Now

dialog:
• Enter your name.
• Enter the password if required - the password field may be suppressed if it not required. If it is not suppressed, and also not required, leave this field completely blank.
• Click Join Now
Option B -

Click Here to Enter Room

link.
• Activate the Click Here to Enter Room link.
• Enter your name.
• Enter the password if required - the password field may be suppressed if it not required. If it is not suppressed, and also not required, leave this field completely blank.
• Click OK

Congratulations! You are in the virtual conference room. You can push the Ctrl key to talk. Don't forget to release the Ctrl key when you are finished speaking.

If you received a Page Not Found (error 400) when you tried to enter the room, it usually means the plugin was not installed. See previous steps (above) and follow the instructions to install the plugin.

• To log out of a room, click the File Menu and click Exit or simply close the window.

Possible Issues:

The following is a list of some issues you might experience:

Firewalls:

If there is a firewall issue, you would not be able to connect and would usually see a message to that effect.

If you received a prompt to Allow or Deny access from your firewall technology during the installation of the plugin, and you choose the option to Allow, you should not have a firewall problem. If you still do have a problem, you may also have a Corporate Firewall or Proxy Server and will likely need the assistance of the Networking support staff. The Networking Troublingshooting article will provide additional helpful details.

Audio:

Audio problems, such as being unable to hear conversations or being unable to use the microphone to speak, are usually due to audio settings on one's computer.

The first step is to ensure that the physical components are installed correctly - i.e. plugged into correct jacks, switches turned on correctly, levels set high, etc. Some may believe they have built-in microphones when they really don't.

The next step is to make sure the audio components work with other technologies. Windows provides an applet called Sound Recorder which can be used for this purpose.

If you have done all the above and the audio is still not working, you will need to use the Windows Control Panel Audio applet, or use the Microphone Settings or Speaker Setting in the File menu. The things to check are:

• Make sure the correct audio device is selected for both playback and recording.
• For XP systems ensure the checkbox "Use only default devices" is selected for the recording device.
• For Vista or Windows 7 make sure a microphone has been selected for recording,

Cannot Copy File Error Message:

If you receive error messages when installing the plug-in, this is likely not the first time you've installed and used the plugin. You will receive this message when you attempt to install the plugin, and part of the technology is still running on the computer. You must close all applicable programs. Check the Task Bar and System Tray areas and close any associated applications and press Retry. Clicking Bypass will cause the installation to bypass installing the identified component and will not solve the issue.

The plugin has to be installed only once. Occasionally a new version of the technology is made available. You will be advised when this is the case, and will be asked if you wish to install the new version. It is recommended that you do install the new version. Having chosen to do so, you'll be prompted with the necessary steps. You can, at anytime, click on the download link and install the latest version of the plugin.

Tip

If you are having difficulties being able to log into a room it could be due to security issues such as you are not a Windows administrator and therefore can't install the plugin.

You may be able to use an alternative login approach as as work-around.

• Check the URL and look for "room.asp"
• Change room.asp to roomj.asp
• Press Enter
• You are now using JAVA to enter the room. Refer to the How To Log Into A Room with Java on Windows tutorial

Review the Co-Browser Settings tutorial for information on co-Browser settings.

Movies

First Time Use (6:42)
Using the Microphone (5:43)