Windows Meeting Space
After the initial information is entered and configured, the home page of Meeting Space is seen, as shown in Figure 3.
Figure 3: Windows Meeting Space Home Page
The available options are to start a new meeting or open an invitation to join an existing meeting. Because there are no meetings available for joining, you can create a new meeting and invite other users to join the meeting.
Click on Start a new meeting and you will see the screen as seen in Figure 4. Enter the name of the meeting and choose a password for security reasons. This is the password that the other users will have to enter if they want to enter the meeting. Now, the options available are to allow this meeting to be visible on the entire network as the host or not to allow the meeting to be visible on the entire network. This means that if the host allows the meeting to be visible on the network, the meeting information will appear on all the workstations running Windows Meeting Space. In some cases, the host might not want certain meetings to appear by default and would like to send out invitations to certain people for example the top management level of an organization.
Figure 4: New Meeting Setup
Enter the name of the meeting as "Introduction to Meeting Space" and set a password. Once you are done, click on the green button; this will create the meeting. Once the meeting is created, the screen will change to that as seen in Figure 5.
Figure 5: Setting Visibility Options
At the top, you will see the list of participants attending the meeting, a provision to invite other users, and also the option to distribute handouts to the attendees of the meeting. Think of this as how you would distribute pamphlets or notes during a meeting to all the attendees. Each attendee is free to scribble on the printout or modify the document and send it for review later. This is a digital format, so the host can distribute any type of file from his workstation and then retrieve it after the meeting. You will see more about this later.
Now, log in as another user on the network and see how to accept the invitation. Logging in from another workstation and starting Windows Meeting Space will show that the meeting is visible on his desktop. This is because the host has allowed the meeting to be visible on the entire network. The user will not be able to enter the meeting yet because it is password protected.
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