8x8 Virtual Office Pro User Guide -...

USER GUIDEVirtual Office Pro User Guide

The ChampionFor Business

Communications

8x8 Virtual Office Pro User Guide

Version 4.0, March 2011

2


Table of Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Internet Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

How Internet Fax Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Send and Receive Internet Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

Call Recording . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Virtual Office Online Login Procedure . . . . . . . . . . . . . . . . . . . . . . . 13

Set Call Recording Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Record Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Access Call Recordings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Virtual Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

Virtual Office Online Login Procedure . . . . . . . . . . . . . . . . . . . . . . . 19

Create a Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

View, Edit and Cancel Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Start a Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Join a Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Meeting Controls and Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Video Meeting Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Remote Desktop Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Review Past Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

3


Introduction

8x8 puts the power of Unified Communications at your fingertips to

help you stay in touch with the people who matter .

With 8x8, you get business phone service that’s a lot more than just talk. It’s a complete

communications service that can help you be more productive, operate more efficiently, and

save incredible amounts of money.

Virtual Office users who purchase voice services such as Unlimited Extension, Metered

Extension or Global Extension have access to our powerful online dashboard—Virtual Office

Online—for free. 8x8 Virtual Office Online with 8x8 Softphone is a web-based solution that

allows you to manage your inbound and outbound calls, voicemails, call forwarding rules,

chat, presence management and social networking integration, all from the convenience of

your computer.

As a Virtual Office Pro customer, you will also be able to send and receive Internet faxes,

schedule and attend virtual meetings, and record calls from the convenience of your

computer. Not only will you save time by managing your communications from a centralized

online dashboard, you can also significantly reduce costly roaming and international charges

by using your Internet-based 8x8 extension instead of your cell phone, hotel phone or

landline desk phone.

Internet Fax enables you to send and receive unlimited faxes online.

Call Recording enables any inbound or outbound call to be recorded, and later reviewed,

downloaded or deleted.

Virtual Meeting allows you to create, join and invite participants to web, audio and video

meetings. You can invite participants easily by dragging and dropping from your contact list.

Virtual Meeting also allows you to record and review audio meetings at a later time.

Additional Online Storage provides users with 1GB of storage or up to 35 hours of recording

time for calls and meetings.

Virtual Office Mobile allows you to make and receive phone calls just as if you were using

your office phone. Your caller ID even displays your office phone number! Your iPhone

becomes a portable office phone to receive calls even if you are using other Apps. You can

do virtually anything that your desk phone can do. The user guide can be found at http://

sims.8x8.com/GetDocument.aspx?docid=710464 .

This user guide will help you get the most from the powerful features of 8x8 Virtual Office

Pro. If you are new to Virtual Office Online, please see the Virtual Office Online user guide at

http://sims.8x8.com/GetDocument.aspx?docid=710419 for more information.

4


System RequirementsSupported Operating Systems

•Windows® XP, Vista, and Windows® 7 with 32bit web browsing

•Mac OS 10.6 (Snow Leopard®) or newer – ( Java 6 - included)

Supported Browsers

•32 bit Internet Explorer® 7.0 or newer, Firefox® 2.0 or newer, Safari™ 3.0 or newer

•Requirements: Flash 10+ and Java 6 Update 14+ (Java needed for hosting only)

Required ports

Firewall ports to be open:

•80 TCP (http)

•443 TCP (rtpm or https) (depending on server connected to)

•54545 TCP (Host content sharing and remote desktop)

•8443 for HTTPS (Exchange/GMail) proxy.

VoIP

•Requirements: headset with microphone

Operating System Requirements

Windows XP:

•Pentium 4 1.3 GHz / AMD Athlon XP 1500+ or newer

•512 MB of system memory

Windows Vista:

•Pentium 4 1.3 GHz / AMD Athlon XP 1500+ or newer

•1 GB of system memory

Mac:

•Mac OS® X 10.6 (Snow Leopard®) or newer

•64bit Java 6

•Powercomputer G$/G5 or Intel processor, 512 MB of RAM or better recommended

Bandwidth Availability

•Recommended: cable modem, DSL or better

•Recommend minimum: 1.5 Mbps down / 384 kbps up

Note: Performance varies widely depending on the content shared, content-sharing window

size, and processing speed / memory of the computer hosting the content sharing.

Contacts Synchronization Requirements

MS Exchange:

•Microsoft Exchange Server 2007 or higher

•Outlook Anywhere enabled

•Your Outlook email address and password

Google/Twitter/Facebook

•Your username and password

5


Internet FaxWith Virtual Office Pro Internet Fax, your fax service is available 24 hours a day, seven

days a week. Inbound fax documents are collected in your Inbox along with voicemail, call

history, call recordings, Virtual Meeting history, and chat history. You can send virtually any

document on your computer as a fax. The local fax number you choose can be combined

with additional fax numbers or toll-free numbers to enhance your presence while conducting

business.

With 8x8 Internet Fax you have flexibility:

•Fax one or many documents and choose the document order before sending the fax.

•Customize a global fax cover sheet template to use repeatedly. Simply enter the name and

fax number for each new fax and the professional fax cover is automatically generated.

•Send a single cover page fax without attaching any files.

Fax Notification

You are notified of an incoming fax via a screen icon if you are logged into Virtual Office

Online. In addition, a fax notification is sent to your email account with a link to the fax. You

can also set up to five email addresses to receive tA temporary archive of all faxes can be

found at My Inbox --> History Tab --> Faxes on your Virtual Office Online dashboard. You can

permanently archive faxes to your personal computer or local area network storage at any

time.

How Internet Fax Works

In order to fax documents, they must be available on your computer. You can scan

documents, take snapshots with your webcam, upload images to your computer or even

create documents on your computer.

Internet fax supports the following attachment file types with a maximum attachment file

size of 10 MB:

docx, .doc, .dotx, .dotm, .dot, .mht, .mhtml, .rtf, .txt, .wps, .xml, .xlsx, xlsm, .xlsb, .xls, .xltx, .xltm,

xlt, .csv.tif, .pdf, .ppt, .BMP, .DCX, DIB, .DPX, FAX, FITS, FPX, .GIF, GIF87, ICO, IPTC, JBIG, JP2, JPEG,

JPG, MIFF, MNG, Mcomputer, MTV, OTB, PBM, computerD, computerDS, computerT, computerX,

PGM, PICT, PNG, PNM, PPM, PSD, P7, RAS, RGBA, SGI, SUN, TGA, TIFF, VICAR, VID, VIFF, WMF,

XBM, XPM, XWD.

Note: The recipient will receive a paper fax if sent to a fax machine or a PDF file if sent to

another electronic fax.

Once you have an electronic document ready to fax, all you have to do is log into Virtual

Office Online, click Fax, enter the recipient’s fax number, choose the cover sheet (optional),

upload the document or several documents and click Send.

6


Get Started

1. Click on Settings

2. Then My Services

3. Navigate to the section called Internet Fax

Note: To enable Internet Fax on your Virtual Office Pro service, you will first need to select

an Internet Fax number. Select Pick Fax Phone Number and follow the instructions.

4. To receive a notification to your email address when you receive a fax, select the Enabled

radio button. You can add up to five additional email addresses to also receive the fax

notification

7


To: Click: Notes:

Select which Internet Fax

number appears on your

outgoing faxes.

Use the arrow keys to

select the Internet Fax,

Toll-Free Internet Fax, or

Virtual Internet Fax your

organization purchased for

this extension.

A US local fax number

comes with your Virtual

Office Pro service. If your

system administrator has

not selected a fax phone

number for you, you can

select the phone number

during your initial log in to

Virtual Office Online.

Selecting this feature allows

you to separate your voice

calls from Internet Fax.

Turn off Internet Fax. Use the arrow keys to

select Disabled.

This turns off Internet fax

until you enable it again.

Turn on Internet Fax. Use the arrow keys to select

a number.

Make sure you select a

number instead of Disabled.

Send and Receive Internet Faxes

Send Internet Faxes

With Virtual Office Online, you can easily send Internet faxes to other 8x8 users, contacts

and external numbers. Sending a fax is as easy as uploading the document you want to fax

and clicking Send.

8


Fax Cover Sheet Template

Filling in the fields within the Fax panel will auto-populate on the fax cover sheet (if required).

You can customize your fax coversheet with your company logo, title, footer etc. Simply click

on the yellow editable fields.

Note: The gray areas are non-editable and will be populated from the From and To fields of

the Fax Window.

Updates to the fax coversheet can be saved for future use or make changes on a per

fax basis.

9


To: Click: Notes:

Send a fax to any number. 1. Click on Fax at the

top left side of the

screen or Send a Fax

at the bottom of the

home panel.

2. Enter the recipient’s fax

number; or begin typing

the person’s name and

select a fax number from

the drop-down menu.

3. Click the Include Cover

Sheet checkbox.

4. Fill in the Name, Subject

and Notes boxes.

5. Edit your Cover Sheet as

needed.

6. Select the From Fax

Number if you have

additional fax numbers

on the account.

7. Click Add to attach the

document(s) you want to

fax. Multiple documents

can be sent in the same

fax.

8. Sort the Order of the

documents to be faxed

with the up and down

arrow keys.

9. Click Send Fax.

To find recipients by

name, they must be listed

in Corporate Directory,

My Contacts or Recent

Contacts.

10


To: Click: Notes:

Send a fax from a directory

or contact list.

1. Click on Corporate

Directory, My Contacts

or Recent Contacts .

2. Use the search box

or scroll through the

list until you find the

person you want to

send a fax.

3. Click on the person’s

name.

4. When their contact

information panel

appears, click on the

Fax tab.

5. Click the Include Cover

Sheet checkbox.

6. Fill in the Name,

Subject and Notes

boxes.

7. Edit your Cover Sheet

as needed.

8. Select the From Fax

Number if you have

additional fax numbers

on the account.

9. Click Add to attach

the document(s) you

want to fax. Multiple

documents can be sent

in the same fax.

10. Sort the Order of the

documents to be faxed

with the up and down

arrow keys.

11. Click Send Fax .

11


Receive Internet Faxes

With Virtual Office Online, 8x8 users can receive fax messages right at their desktops.

To: Click: Notes:

View new faxes. 1. Login to Virtual Office

Online.

2. The number of new

faxes is displayed in

the Home panel.

3. Click to view

your faxes.

Receive notification of new

faxes while logged into

Virtual Office Online.

1. When new faxes are

received the system will

notify you with a fax

icon at the top of the

screen.

2. Click the fax icon in the

Home panel

to view your new faxes.

An email notification is

also sent to the user at

the same time. The email

contains a link to view the

fax. You can also set up

five email addresses to

receive the fax notification

under Settings>My

Services>Internet Fax.

Delete faxes. Option 1

1. Click on My Inbox .

2. Select Faxes .

3. Click Delete next to

the fax(es) you want

to delete.

4. A dialog box will appear

asking you to confirm

the deletion.

Option 2


2. Click on Faxes .

3. Select All, Read or

Unread at the top of the

panel.

4. Click Delete to delete

all faxes in the selected

category.

To delete the fax, you must

click Yes when the dialog

box appears.

12


To: Click: Notes:

Mark as Read / Unread. 1. Click on My Inbox .

2. Click on Faxes .

3. Select All or None at the

top of the panel.

4. Use the pull-down menu

next to More Actions to

mark as Read or Unread.

You can also mark individual

messages by clicking on the

line item and selecting Mark

as Read/Unread under

More Actions .

Return call to the fax sender.1. Click on in the Home

panel or click on My

Inbox and select Faxes

to display your messages.

2. Scroll through the list and

click Return Call next to

the sender you want to

call back.

Add message sender to

My Contacts.1. Click on in the Home

panel or click on My

Inbox and select Faxes

to display your messages.

2. Scroll through the list and

click Add to My Contacts

next to the sender you

want to add.

3. Fill in the New Contact

panel and click Save.

13


Call RecordingWith Virtual Office Pro, your wish is granted. Virtual Office Pro users can record their incoming

or outgoing phone calls, as well as play back, download and delete recordings.

Call recordings are stored and are accessible from My Inbox in Virtual Office Online. Calls

to your 8x8 extension can be recorded on demand using either Virtual Office Online or

your desk phone. You can also set your Call Recording preferences to record all phone calls

automatically. You can download each call recording to your local computer for permanent

storage. You can also leave the recording on the 8x8 server if desired.

Virtual Office Pro also provides up to 35 hours of online storage for your call recordings. To

view your current storage usage and recordings, login as follows:

Virtual Office Online Login Procedure

1. Go to http://virtualoffice.8x8.com/

2. Enter your 8x8 login.

3. Enter your password and click the Login button.

4. When prompted, click Allow to enable Adobe Flash Player (a required element

for this application.)


6. Click on the Media tab.

7. Select Call Recordings .

Set Call Recording Preferences

1. Click on Settings at the top left side of the screen.

2. Click on the My Services tab.

3. Go to Call Recording .

Note: Call Recording needs to be enabled on your account before you can use this feature.

Ask your phone system administrator to enable this service.

http://virtualoffice.8x8.com/

14


To: Click: Notes:

Record calls on demand. 1. Use the arrows to select

Record On-Demand .

2. Click Save.

You will be able to initiate

call recording on the

Softphone panel.

Record all calls. 1. Use the arrows to select

Record All Calls .

2. Click Save.

All incoming and outgoing

calls will be automatically

recorded. Recording stops

when you end the call.

Disable call recording. 1. Use the arrows to select

Disabled .

2. Click Save.

Announce to the other

party that the call is being

recorded.

1. Check the To Other

Party box next to Play

Announcement when

calls are recorded.

2. Click Save.

Recording notification

requirements vary from

state to state. Make sure

you read 8x8’s Privacy Laws

and Notice Requirements

for Electronic Recording of

Telephone Conversations

before making your

selection.

Hear an announcement that

the call is being recorded.

1. Check the To Me

box next to Play

Announcement when

calls are recorded.

2. Click Save.

Recording notification

requirements vary from

state to state. Make sure

you read 8x8’s Privacy Laws

and Notice Requirements

for Electronic Recording of

Telephone Conversations

before making your

selection.

15


Record Calls

Using Your Computer

To: Click: Notes:

Record incoming or outgoing

calls when Record All Calls

is enabled.

All calls are automatically

recorded with no further

action required.

If you want the system to

announce to you or the

other party that the call is

being recorded, click the

appropriate check box

16


Using Virtual Office Softphone

Record an incoming/

outgoing call on demand.

1. When the Softphone

appears, click Accept to

answer

the call.

2. Click Record Call.

3. If enabled, the system

will announce to you and/

or the other party that

the call is being recorded.

4. To stop recording, click

Stop Recording or

disconnect from your call.

You can conduct the call

using your desktop phone

and still record using your

computer as long as you

are logged into your Virtual

Office Online account and

click Record Call on the

Softphone..

17


Access Call Recordings

To access your call recordings in Virtual Office Online:

1. Click on My Inbox.

2. Click on the Media tab.

3. Select Call Recordings.

You will see your current storage usage, including total capacity and remaining capacity, and

a list of your recordings.

To: Click: Notes:

Listen to a recorded call. 1. Use the search box or

scroll through the list to

find the recording you

want to hear.

2. Click Listen.

Delete a call recording. Option 1

1. Use the search box or



want to delete.

2. Click Delete.

3. Click Yes when a dialog

box appears asking you

to confirm the deletion.

Option 2

1. Click on Listen.

2. Click on Delete.

You must click Yes when the

dialog box appears in order

to delete the recording.

18


To: Click: Notes:

Download a call recording. 1. Click on Listen.

2. Click on Download.

3. Save it to your computer.

Return a call. 1. Use the search box or


find the person you want

to call back.

2. Click Return Call .

Add a caller or call recipient

to My Contacts.



find the person you want

to add.

2. Click Add to My

Contacts .

3. Fill in the New Contact

panel.

4. Click Save.

19


Virtual MeetingAre you tired of sharing your online conferencing account or paying big bucks for it?

Virtual Office Pro solves both these issues by integrating 8x8 Virtual Meeting into your

Virtual Office Online dashboard. 8x8 Virtual Meeting is a flexible online conferencing solution

that turns ordinary phone calls into productive meetings. With just a few clicks, you can start

an audio, web and video meeting, invite coworkers or clients to a meeting, enable recording,

share desktop content and much more.

Each Virtual Office Pro customer gets to choose one US local dial in number for Virtual

Meeting access. Additional local, international and toll-free dial-in numbers can be purchased

from 8x8.

Virtual Office Online Login Procedure

To access Virtual Meeting, you first need to log into Virtual Office Online following these

steps:

1. Go to http://virtualoffice.8x8.com.

2. In the Sign In box, enter your 8x8 login.

3. Enter your password and click the Login button.

4. When prompted, click Allow to enable Adobe Flash Player (a required element

for this application.)

http://virtualoffice.8x8.com

20


Create a Meeting

To create a Virtual Meeting:

1. Click on New Meeting in the Home panel or at the top left side of the screen.

2. An Untitled Meeting panel will open, allowing you to customize your meeting.

To: Click: Notes:

Name your meeting. 1. Move your cursor over

Untitled Meeting.

2. When the text is

highlighted, click once.

3. Enter a new meeting

title in the entry box that

appears.

This will be your

meeting title.

21


To: Click: Notes:

Select a dial in number. Option 1

Use the arrows next to Dial

In to select a number.

Option 2

To purchase additional US,

toll-free or international

numbers:

1. Select Buy More

Numbers.

2. Fill in the Buy Access

Number form that

appears.

3. Click Finish.

This will be the dial in

number your participants

use to join the audio portion

of the meeting.

This feature enables you to

provide a cost-effective dial

in number for participants in

other area codes, states or

countries.

Set meeting start time

and date.

1. Move your cursor over

From.

2. When the information is

highlighted, click once to

open date / time entry

boxes.

3. Type in the date or click

the calendar icon to

select a date.

4. Click on the time

entry box.

5. Set the time by manually

typing it in, selecting

from the pull-down

menu, or clicking on the

clock icon; or

6. Click Now to start the

meeting right away.

To start the meeting right

away, you can set the

meeting to start now by

clicking on the Now button

or setting the meeting to

start within the immediate

timeframe.

22


To: Click: Notes:

Set meeting end time

and date.

1. Move your cursor

over To.

2. When the information is

highlighted, click once to

open date / time entry

boxes.

3. Type in the date or click

the calendar icon to

select a date.

4. Click on the time entry

box.

5. Set the time by manually

typing it in, selecting

from the pull-down

menu, or clicking on the

clock icon.

If you prefer not to set an

end time for the meeting,

check the Never Ending

box.

Set time zone. Use the arrows next to

Time Zone to select a time

zone for your meeting.

Schedule an all-day meeting. Check the All Day box. When you check this box,

your meeting will be valid

from 12:00 a.m. to 11:59

p.m. for the duration of the

date range.

Schedule a meeting that

repeats at regular intervals.

Option 1

Use the arrows to select

Every Day, Every Week,

Every Month or Every Year .

Option 2

To schedule a custom

interval:

1. Select Custom.

2. Fill in the entry box

that appears.

3. Click Ok.

If you do not want your

meeting to repeat, make

sure this option is set to

Never.

23


To: Click: Notes:

Indicate meeting purpose. 1. Click on Add meeting

purpose next to

Purpose.

2. Select Meeting,

Training, Presentation,

Sales or Other.

3. If you select Other, enter

the purpose in the box

provided.

This information will be

sent out to your meeting

participants in the email

invitation.

Enable / Disable meeting

options.

Virtual Meeting includes a

number of advanced options

that you can enable or

disable when you create a

meeting. To do this, simply

check or uncheck the

corresponding boxes.

To view all options click on

Show All next to options.

•Chat − Allows meeting

participants to have public

and one-on-one chats.

•Prompt to join audio

– Gives participants

the choice to join the

audio portion of the

meeting by dialing in or

via their computer (VoIP)

immediately after joining

the web portion.

•Require Moderator −

Participants can join a

meeting only after the

Moderator has joined.

You do not have to enable

this option to have a

meeting Moderator. To

designate a Moderator, see

Designate a Host and/or

Moderator below.

•Mute all participants −

All meeting participants

are muted.

All participants except the

Host and Moderator join the

meeting muted. Moderators

can unmute any participant

when the meeting is in

progress. This feature is

useful if you do not want

anyone except the Host or

Moderator to speak during

the meeting.

24


To: Click: Notes:

•Request Response −

Request that participants

respond to the meeting

invite.

A response is not

mandatory.

•Audio recording −

Records meeting for

download and future

playback.

The Moderator can start/

stop recording during the

meeting. Participants will

hear an announcement

when the Moderator starts

or stops recording.

•Presentation Sharing

− Allows moderators,

hosts and participants

with content sharing

permission to share their

desktop or application.

•Video – Allows

participants to show and

view their webcams.

• International dial outs −

Allows participants to dial

out to other participants

with international

(non-US) numbers to add

them to the meeting.

International dial outs

may incur toll charges. See

8x8 international rates:

http://www.8x8.com/

international_services/.

•Allow participants to

invite − All participants

are allowed to invite

others to join the meeting.

•Participants can see

each other – Allows

participants to see other

participants when the

meeting is in progress. If

disabled, only moderators

can see the participant list.

•Announce participant

on join − Announce each

participant as they join or

leave the meeting.

Announcements will be

heard by all participants in

the audio portion of the

meeting.

http://www.8x8.com/international_services/

http://www.8x8.com/international_services/

25


To: Click: Notes:

•Maximum participants –

Sets the maximum number

of participants for the

meeting. Excess charges

are not incurred as long as

the maximum number of

15 is not exceeded.

Additional participants over

15 can be supported for an

additional fee.

•Remote desktop control

- Allow enabled participant

to control another

participant’s desktop

pending access permission

Add meeting participants. Option 1: drag and drop

1. Go to Corporate

Directory, My Contacts,

Recent Contacts or

Search Results .

2. Drag-and-drop the

names of people you

want to invite into the

Participants box.

Option 2: enter manually

Enter the names or email

addresses of the people

you want to invite in the

Participants box.

Virtual Meeting will

automatically send

email invitations to the

participants you selected

once you click Start Now or

Save.

26


To: Click: Notes:

Designate a Host and/or

Moderator.

Host Role

Hosts can share desktop

content with other

participants, and pass those

controls to others.

Moderator Role

Moderators control when

the meeting starts and ends,

and have access to meeting

management features. See

the Meeting Controls and

Features section for more

information.

1. In the Participants box,

click on the name of

the person you want

to designate as Host or

Moderator.

2. Check Host, Moderator,

or both in the drop-down

menu that appears.

The Host and Moderator can

be the same person, but the

roles can also be assigned to

separate individuals.

Add a description to your

meeting invitation.

1. Click Add a Description

next to Description.

2. Fill in the entry box

that appears.

This should be a summary

description of your meeting.

For example, “Sales meeting

to discuss monthly figures.”

This will be included in the

email invitation sent out to

meeting participants.

Start your meeting now and

send email invitations to

participants.

Click Start Now at the

bottom of the screen.

This button will only appear

if you set the start time to

Start Now or to start in the

immediate timeframe.

27


To: Click: Notes:

Save your upcoming

meeting and send email

invitations to participants.

1. Click Save at the bottom

of the screen.

2. A panel with your

meeting title will open.

3. Click Edit to make

changes to your

upcoming meeting.

4. Click Close to close the

meeting panel without

making any changes.

You can edit an upcoming

meeting until it has started.

See the View, Edit and

Cancel Meetings section for

more information.

28


View, Edit and Cancel Meetings

You can view your current, past and upcoming meetings at any time. You can edit or cancel an

upcoming meeting until it has started.

To: Click: Notes:

View meetings in progress. Option 1

Go to the Home Panel.

Click on View next to

Meetings in Progress .

Option 2

Click on My Meetings .

Go to Meetings in

Progress .

View upcoming Meetings. Click on My Meetings .

Go to Upcoming Meetings .

29


To: Click: Notes:

View all meetings by date. Go to the calendar displayed

under My Meetings .

Click on any linked date to

see the time and title of

past, current and upcoming

meetings.

View meeting details. Option 1: from date view:

1. Click on My Meetings .

2. Go to the calendar

displayed under My

Meetings.

3. Click on any linked date

to see list of meetings.

4. Click on the individual

meeting to see details.

Option 2: from Upcoming

Meetings:


2. Click on the individual

meeting title under

Upcoming Meetings to

see the details.

Option 3: from Meetings in

Progress:


2. Go to Meetings in

Progress .

3. Click on the Meeting title

to see details.

You cannot edit meeting

details of meetings currently

in progress.

30


To: Click: Notes:

Edit an upcoming meeting. 1. Click on My Meetings .

2. Go to Upcoming

Meetings.

3. Click Edit next to the

meeting you want to

change.

4. When the meeting

panel opens, enter your

changes.

5. Click Save.

6. When the Notification

Options box opens,

select one of the

following:

•Resend invitations to

all participants

•Send invitations to only

new participants

•Do not send invitations to

any participants

7. Click Continue.

8. When the meeting panel

reappears, click Close

if you have no more

changes.

If you do want to make

additional changes, click Edit

and follow these

steps again.

If you change the meeting

title, date or time, make sure

you click to close the entry

box so that your changes

are accepted.

If you require a response

from your participants,

be sure to resend the

invitations after you have

made any scheduling

changes.

After you click Continue,

you will see a message

confirming that your

changes have been saved.

Discard changes to

a meeting.

If you want to discard your

changes rather than save

them, click Discard Changes

at the bottom of the

meeting panel.

31


To: Click: Notes:

Cancel an upcoming

meeting.


2. Go to Upcoming

Meetings .

3. Click Edit next to the

meeting you want to

cancel.

4. When the meeting panel

opens, click Cancel.

5. Click Yes to confirm that

you want to cancel the

selected meeting.

6. The My Meetings panel

will open.

7. Your meeting will

appear under Upcoming

Meetings with

“canceled” next to it.



to cancel your meeting.

32


Start a Meeting

Participants can join the audio, web and/or video portions of a Virtual Meeting. A meeting

officially starts when at least one participant has joined the meeting. A scheduled meeting

can be started 15 minutes before its scheduled start time.

If Require Moderator was NOT selected when the meeting was created, any participant can

start the meeting at the selected start time.

If Require Moderator was selected, the meeting will be available for all participants once the

Moderator joins and enters their moderator ID. Other participants cannot join the meeting

until the Moderator has joined, even if the scheduled start time has arrived.

Moderators and participants can start meetings in three ways:

1. Via the email invitation.

2. Using a phone.

3. In Virtual Office Online.

33


To: Click: Notes:

Start a meeting via the

email invitation.

1. Open the email meeting

invitation.

2. Click on the unique

meeting URL provided.

3. If you do not have an

8x8 Virtual Meeting

login, click on I am a new

participant and register

for a login.

If you have an 8x8 Virtual

Meeting account, click on I

am a returning participant

and enter your login

information.

4. Once you are logged into

the online session, you

have successfully started

the meeting.

5. You now have the option

to dial into the audio

portion of the meeting.

See the Join a Meeting

section for more details.

Moderators must enter a

Virtual Meeting login in

order to start the meeting

and access meeting controls.

Registering for a free Virtual

Meeting login also gives

moderators and participants

access to upcoming

meetings, and past

meetings and recordings.

You cannot start a meeting

by clicking on Join Now .

Start a meeting using

a phone.


invitation to obtain the

dial-in number(s) and

meeting ID.

2. Dialin using one of the

phone numbers provided.

3. When prompted, enter

your meeting ID, state

your name and press #.

If the meeting requires a

Moderator, the Moderator

must enter their Moderator

ID in order to start the

meeting.

34


To: Click: Notes:

Start a meeting in Virtual

Office Online.

1. Login to Virtual Office

Online.

2. Click on My Meetings

on the left side of the

screen.

3. When the My Meetings

panel opens, go to

Upcoming Meetings.

4. Click on Start Meeting.

5. You are now logged into

the online portion of the

meeting and have the

option to dial into the

audio portion. See the

Join a Meeting section for

more details.

If the Prompt to Join Audio

option is enabled, you will be

prompted to join the audio

portion immediately after

logging in.

If you schedule the meeting

at a later date, you will be

able to start the meeting 15

minutes prior to the start

time.

Join a Meeting

Participants can join a meeting that does not require a Moderator or that has already been

started by the Moderator.

Participants can join meetings in three ways:

1. Using a phone.

2. Via the email invitation.

3. In Virtual Office Online.

35


In the email below, participants can click on the link.

You will be brought to the 8x8 Virtual Meeting login page. Press Join Meeting Now button

to enter the meeting.

36


You will be prompted to dial in for the audio part of the meeting with three options. Choose

your preference and follow the prompts to join the meeting.

To: Click: Notes:

Join an audio meeting using

a phone.


invitation to obtain the

dial in number(s) and

meeting ID.

2. Dial in using any of the

numbers provided.


the meeting ID, state


If the audio meeting requires

a Moderator, participants

cannot join until the

Moderator has started the

meeting.

Participants can only join

audio sessions during the

scheduled time.

37


To: Click: Notes:

Join an online meeting from

an email invitation.


invitation.

2. Click on the unique

URL provided.

3. If requested, you can

RSVP to the meeting.

4. Click Join Now to join the

meeting without logging

in or registering. You will

be required to enter your

first and last name.

If you do not have an 8x8

Virtual Meeting login, click

on I am a new participant

and register for a login.

If you have an 8x8 Virtual

Meeting account, click on I

am a returning participant

and enter your login

information.


the online portion of the

meeting and have the

option to dial into the

audio portion.

The Join Now option

becomes available 15

minutes before the

scheduled start time of

the meeting.

In order to join a web

session as the Host or

Moderator, you must:

1. Use the unique URL

supplied in the invitation

email.

2. Dial in to the meeting

using a dial in number

and Host meeting ID

supplied in the email

meeting invitation.

Tip: If you are both the

Moderator and Host, use

your Moderator meeting ID

to dial in.

38


To: Click: Notes:

Dial into the audio session of

an online meeting from an

email invitation.

If the Prompt to Join

Audio option is enabled for

your meeting, you will be


session after logging in to

the web session.

There are three ways you

can dial in:

Option 1

1. Select Dial in using

my computer to be

connected to the audio

session via VoIP.

2. Click Connect.

Option 2

1. Select Dial in using my

phone and enter your

phone number. The

system will call you and

connect you to the audio


2. Click Connect.

Option 3

1. Select No Thanks and

click Close.

2. Dial in from your phone

using the number

provided in the email

invitation.


the meeting ID in the

email invitation, state


If you choose option 1, you

will need a microphone

and speakers or computer

headset. You will also

be prompted to grant

access to your camera and

microphone.

Remember to say your name

and press # to join the audio

meeting.

39


To: Click: Notes:


an online meeting from an

email invitation. (continued)

If Prompt to Join Audio

is not enabled for your

meeting, you will be placed

immediately into the web

session. You can dial in to

the audio session at any

time during the meeting.

1. Go to Meeting Controls

at the top of the meeting

window.

2. Select Connect to Call

from the pull-down

menu.


computer or Dial in

using my phone.

4. Follow the instructions

for option 1 or option 2

above.

You can also use option 3 to

dial in from your phone using

the number provided in your

email invitation.

Join a meeting in Virtual

Office Online.

Login to Virtual Office

Online.

If the meeting has already

started, you can join it in

two ways.

Option 1

1. In the Home panel, click

View next to Meetings

in Progress.

2. When the My Meetings

panel opens, go to

Meetings in Progress.

If the Prompt to Join Audio

option is enabled, you will be


session immediately after

joining the web session.

If the meeting requires a

Moderator, participants will

not be able to dial in or join

the web meeting until the

Moderator has joined it.

40


To: Click: Notes:

Join a meeting in Virtual

Office Online. (continued)

Option 2

1. Click My Meetings.

2. Go to Meetings in

Progress.

3. Use the scroll bar to find

the meeting you want

to join.

4. Click Join.


the web session and

have the option to dial

into the audio portion.

If the meeting has not yet

started:

1. Click My Meetings.

2. Go to Upcoming

Meetings and look for

the meeting you want

to join.

3. Start Meeting appears

when the meeting is

within its scheduled time.

Click Start Meeting to

join the web session.

4. You now have the option

to dial into the audio


41


To: Click: Notes:


an online meeting in Virtual

Office Online.

If the Prompt to Join

Audio option is enabled

for your meeting, you will

be automatically prompted

to join the audio session

after logging into the web

session. There are three

ways you can dial in.

Option 1


my computer to be

connected to the audio

session via VoIP.

2. Click Connect.

Option 2


phone and enter your

phone number. The

system will call you and

connect you to the audio


2. Click Connect.

If you choose option1, you

will need a microphone

and speakers or computer

headset. You will also

be prompted to grant

access to your camera and

microphone.

Remember to say your name

and press # to join the audio

meeting.

42


To: Click: Notes:


an online meeting in Virtual

Office Online. (continued)

Option 3

1. Select No Thanks and

click Close.

2. Dial in from your phone

using the number

provided in the email

invitation.


the meeting ID in the

email invitation, state


If Prompt to Join Audio

is not enabled for your

meeting, you will be placed

immediately into the web

session. You can dial in to

the audio session at any

time during the meeting.

1. Go to Meeting Controls

at the top of the meeting

window.

2. Select Connect to Call

from the pull-down

menu.


computer or Dial in

using my phone.

4. Follow the instructions

for option 1 or option

2 above.

You can also use option 3 to

dial in from your phone using

the number provided in your

email invitation.

43


Meeting Controls and Features

Moderator-only Meeting Management Capabilities

In addition to controlling when a Virtual Meeting starts and ends, moderators have access

to powerful meeting management capabilities, including muting, recording, inviting, and

dismissing participants.

To: Click: Notes:

Stop a meeting. 1. Click on Meeting

Controls.

2. When the drop-down

menu appears, go to

Moderator Only.

3. Click Stop Meeting.


asking for confirmation.

5. Click Yes to stop the

meeting; click No

to cancel.

Stopping a meeting ends

both the web and audio

sessions. All participants,

including the Host and

Moderator, will be removed

from the meeting.

Participants will receive

an audio and online alert

notifying them that the

meeting has ended.

The meeting can be

restarted if the Moderator

joins again. However, if

the meeting end time has

passed, the meeting cannot

be started again.

44


To: Click: Notes:

Pause / Resume an

online meeting.

1. Click on Meeting

Controls .


menu appears, go to

Moderator Only.

3. Click Pause Meeting.

4. A confirmation message

box will appear.

5. Click Yes to pause

the meeting.

6. “Pause” will change to

“Resume” in the drop-

down menu.

7. Click Resume Meeting

to start the meeting

again.


box will appear

9. Click Yes to resume

the meeting.

Pause Meeting puts

all participants on hold.

Participants will hear

on-hold music until the

Moderator resumes

the meeting.

45


To: Click: Notes:

Start / Stop Recording. 1. Click on Meeting

Controls .


menu appears, go to

Moderator Only.

3. Click Start Recording.

4. A Terms and Conditions

message box will appear.

5. Check the box next to

I have read and accept

the 8x8 recording

policy.

6. Click Ok.

7. “Start” will change to

“Stop” in the menu.

8. Click Stop Recording to

end audio recording.

If the meeting is being

recorded and the Moderator

clicks Pause Meeting, the

recording will continue

unless the Moderator

clicks Stop Recording. If

the meeting is paused and

then resumed, recording will

continue.

If the Moderator starts and

then starts recording again,

a new, separate recording

file is created for the

meeting.

Recorded meetings can

be accessed in Virtual

Office Online by clicking on

My Inbox, selecting the

Media tab and clicking on

Meetings. See the Review

Past Meetings section for

more information.

Lock / Unlock Meeting. 1. Click on Meeting

Controls .

2. When the pull-down

menu appears, go to

Moderator Only.

3. Click Lock Meeting.


asking for confirmation.

5. Click Yes to lock the

meeting; click No

to cancel.

6. “Lock will change to

“Unlock” in the menu.

7. Click Unlock Meeting to

open the meeting to new

participants.

Lock Meeting prevents

any more participants from

joining either the audio or

web portion of the meeting.

Unlock Meeting allows new

participants to join.

46


To: Click: Notes:

Announce Meeting End. 1. Click on Meeting

Controls .


menu appears, go to

Moderator Only.

3. Click Announce Meeting

End.

4. An Advanced Options

box will appear.

5. Use the arrows to select

the number of minutes

before the message

plays, or click Play Now.

This feature plays a

recorded announcement

to participants that the

meeting will end in x

minutes. Participants must

be connected to the audio

session in order to hear it.

However, playing this

announcement does not end

the meeting. To do that, the

Moderator must also stop

the meeting. See Stop a

Meeting above for

more information.

Mute / Unmute participants. Go to the Participants panel

on the left side of

the screen.

Mute Individual Participants:

1. Check the Mute box

next to the name of any

participant(s) you want

to mute.

2. Uncheck the box

to unmute the

participant(s).

Mute All

1. Click Mute All to mute all

participants, except the

Host and Moderator.

2. Click Unmute All to

unmute all participants.

If the Participants panel

is not open, click on

Participants in the

top menu.

Participants can be muted /

unmuted at any time during

the meeting.

47


To: Click: Notes:

Start a Private Group

discussion.

1. Go to the Participants

panel on the left side of

the screen.

2. Check the Private Group

box next to the name of

any participant you want

to place into a private

group.

3. Once the first participant

is checked, Start Private

Group will appear at the

top of the Participant

List panel.


will appear.

5. Click Yes.

6. Click Start Private

Group. “Start” will change

to “Stop.”

7. To remove someone

from the private group,

uncheck the box next to

their name.

8. Click Stop Private Group

to end the Private Group

meeting. This brings all

participants back to the

live meeting.



Participants in the

top menu.

A private group is a side-

meeting while the other

participants are put on hold

with music. Only participants

who have dialed in to the

audio session can be put

into a Private Group

A participant who is

removed from a private

group is put on hold.

48


To: Click: Notes:

Invite additional

participants.

Option 1

1. Click on Meeting

Controls.


menu appears, click

Invite Participants.

Option 2



the screen.

2. Click Invite.

3. When the Invite

Participant box appears:

Option 1

Select Invite to Web

Meeting and enter the

person’s name or email

address or select it from

your contacts.

Option 2

Select Invite to Audio

Only and enter the person’s

phone number.

4. Click Invite.



Participants in the top

menu.

If Allow participants to

invite is enabled during

meeting creation, any

participant can invite new

participants.

To: Click: Notes:

Click-to-call invited

participants.

1. Click Meeting Info at

the top left side of the

screen.

2. A Meeting Information

panel will open.

3. Scroll down to view

the list of invited

participants.

4. Click on the phone icon

next to the participant’s

phone number to dial

them into the meeting.

49


To: Click: Notes:

View participant and Host

meeting ID numbers.

1. Click Meeting Info at


screen.


panel will open.

3. Scroll down to view

participant and Host

meeting ID numbers.

Participants and Hosts can

only view their own meeting

ID numbers.

To: Click: Notes:

Transfer content sharing

controls or remote desktop.



the screen.

2. Check the Content

Sharing box next to the

name of a participant to

let them access content

sharing or remote

desktop controls.

3. Uncheck the Content

Sharing box to disable

this capability.



Participants in the

top menu.

Only the Moderator and

Host can transfer content

sharing controls.

Content sharing allows

participants to share some

or all of their desktops with

other meeting participants.

Participants can click on

the Open Content Sharing

button or select Open

Content Sharing from the

Content Sharing pull-down

to start content sharing.

Remote desktop control

allows participants to

gain control of another

participant’s desktop after

the other participant grant

access permission.

The Moderator’s and Host’s

Content Sharing boxes are

automatically checked.

50


To: Click: Notes:

Remove participants from

a meeting.



the screen.

2. Click on the X next to the

name of the participant

you want to remove.

3. The participant will see a

message box informing

them that the Moderator

has removed them from

the meeting.



Participants in the

top menu.

51


Participant Capabilities

All participants, including the Host and Moderator, can access meeting controls and features

such as connect to call and leave, as well as invite new participants, chat and share content,

depending on whether these options are enabled. Registered participants who join meetings

by entering their 8x8 account logins instead of clicking Join Now can also view meeting

details and play recordings from past meetings.

Inviting additional participants to the meeting is simple. Press the Invite button on the

meeting screen.

52


Select a new participant from the Contact List.

Select from your Virtual Office Online contact list. Check each person to invite and press the

Invite Contacts button.

To: Click: Notes:

Connect to the audio

portion of an online meeting.

1. Click on Meeting

Controls.


menu appears, click

Connect to Call.


my computer or Dial in

using my phone.

4. Click Connect.

For more information on

dialing in to the audio

session of a meeting, see

the Join a Meeting section.

53


To: Click: Notes:

Leave a meeting. Option 1: Leave the web

and audio session

1. Click on Meeting

Controls.


menu appears, click

Leave Meeting.

3. A message box will

appear, asking for

confirmation.

4. Click Yes.

Option 2: Leave the web

and audio session

Click Logout .

Option 3: Leave the web

and audio session

Close the browser window.

Option 4: Leave the audio

session only

If you dialed in from your

computer or had the system

call your phone:

1. Click on Meeting

Controls.


menu appears, click

Disconnect Call.

If you dialed in directly

from your phone or had the

system call your phone:

Hang up the phone.

54


To: Click: Notes:

Invite additional

participants.

Option 1

1. Click on Meeting

Controls.


menu appears, click

Invite Participants.

Option 2



the screen.

2. Click Invite.

3. When the Invite

Participant box appears:

Option 1

Select Invite to Web

Meeting and enter the

person’s name or email

address or select it from

your contacts.

Option 2

Select Invite to Audio

Only and enter the person’s

phone number.

4. Click Invite.

Allow participants to

invite must be enabled

during meeting creation for

this feature to be available.



Participants in the

top menu.

55


To: Click: Notes:

Chat with other participants

during a meeting.

1. Go to the Chat panel

on the left side of the

screen.

2. Under the Participant

panel, click on the

participant you want to

chat with.

3. Type your message in

the message box.

4. Click Send.

5. To send a chat message

to all participants, simply

type your message in the

message entry box in the

main Chat window.

If the Chat panel is not open,

click on Chat in the top

menu.

To view Chat History, click

the arrow on the right side

of the Chat panel.

Chat must be enabled

during meeting creation for

this feature to be available.

56


To: Click: Notes:

View participant and Host

meeting ID numbers.

1. Click on Meeting Info at


screen.


panel will open, allowing

participants to view

meeting details,

including:

•Title

•Host(s)

•Meeting duration

•Active participants:

maximum allowed, how

many have joined the web

and audio sessions, and

how many are muted.

•Start time

•End time (estimated)

•Whether the meeting is

recurring

•RSVP Status

•Dial in Numbers

•Participant Meeting ID

•Moderator ID (only displays

if participant is the

Moderator)

•Host ID (only displays

if participant is the

Moderator or Host)

•Moderator’s name

• Invited Participants (only

displays if participant is

the Moderator): names,

email addresses and phone

numbers.

57


To: Click: Notes:

Share Content. Option 1

1. Click Content Sharing at

the top right side of the

screen.

2. Select Open Content

Sharing from the

pull-down menu.

3. Select Desktop Sharing

or Window Sharing.

Option 2

1. Click on the Open

Content Sharing.

2. Select Desktop Sharing

or Window Sharing.

The Host or Moderator must

enable the participant to

do this.

To share your entire

desktop, maximize the

Content Sharing frame by

clicking the maximize button

in the top right corner.

Participants cannot transfer

content sharing controls

unless they are the Host

or Moderator.

58


To: Click: Notes:

Desktop Sharing. 1. If you selected Desktop

Sharing, a Content

Sharing frame will appear.

2. Adjust the frame to show

only the portion of your

desktop you want

to share.

3. Click on Start Content

Sharing or the Play

button. The blue window

will turn red to indicate

that Content Sharing

is on.

4. To pause content

sharing, navigate back to

the top of the content

sharing window until

the Content Sharing

control appears.

5. Click on Pause Content

Sharing.

6. To restart content

sharing, simply click on

Start Content Sharing

or the Play button.

7. To stop content sharing,

click on Stop Sharing

or X

When Desktop Sharing is

paused, other participants

see the last screen shared

until desktop sharing is

stopped or resumed.

59


To: Click: Notes:

Window Sharing. 1. When you select Window

Sharing, you can share

any window currently

open on your desktop.

2. Click the window you

want to share.

3. Click Start .

4. To pause window

sharing, simply minimize

the window you are

sharing.

5. To resume, open the

window again.

6. To change the content

sharing window, navigate

to the Content Sharing

tab on the top middle of

the meeting screen.

7. Select Change Shared

Content and select a

new window to share.

8. To stop content sharing,

either close the shared

window or select Close

Content Sharing

under the Content

Sharing tab.

When you minimize

the window that is being

shared, Window Sharing is

paused until you open the

window again.

60


To: Click: Notes:

Transfer content sharing or

remote desktop controls.



the screen.



name of a participant to

let them access content

sharing or remote

desktop controls.

3. Uncheck the Content

Sharing box to disable

this capability.

To start sharing content,

the participant can either

click on the Open Content

Sharing button or select

Open Content Sharing

under the Content Sharing

tab.

To start remote desktop

control, click on the

participant’s name from the

participant list and select

Remote Desktop. The other

participant needs to click

Yes to allow access.

To open content sharing window, click on the drop down menu.

You can choose between Window sharing and Desktop Sharing.

61


Content sharing window.

62


Video Meeting Features

In addition to providing web and audio sessions, 8x8 Virtual Meeting supports

video meetings.

Prerequisites for Video Meetings

To take advantage of 8x8 Virtual Meeting’s video capabilities the following requirements

must be met:

1. Your computer must be equipped with a web camera.

2. Video must be enabled when the meeting is created.

To: Click: Notes:

Start Video. 1. Select Video and Start

My Video.

2. Select the camera you

want to use.

Stop Video. Option 1

Click on Video and Stop My

Video.

Option 2

Click the down arrow at the

bottom right side of the

video panel, select your

name to stop.

Option 3

Click on the webcam symbol

in the top left of

your video.

Pause a participant video. 1. Click the down arrow at

the bottom right side of

the video panel.

2. Click on the participant

name to pause.

3. Click again to resume.

indicates that the

participant is visible.

63


To: Click: Notes:

Pause Video. 1. Select the participant

from the video pull-down

menu.

2. Click on the participant to

pause.

3. Click again to resume.

indicates that the

participant is visible.

Enlarge Video. 1. Hover over the

participant’s video

window at the bottom

right side to make the

enlarge video appear.

2. Click on to make the

video bigger.

3. To make the video take

up your whole screen

select:

This feature only controls

your view of the video.

Other participants’ views are

not affected.

Navigate through videos. If you have more than 3

video participants, you can

click on either the right

or left most side of the

participant’s video window

to navigate to the other

video streams.

To prioritize which video

participant you want to see,

drag and drop that person’s

window to the desired

position.

64


Remote Desktop Control

8x8 Virtual Meeting allows a moderator, host or a participant with content sharing enabled

to take over another participant’s desktop after obtaining access permission from this

participant.

Note: Additional Prerequisite for Desktop Control

Your computer and the controlee’s computer need to have the latest Java Run

Environment install. (User will be prompted to install if the right JRE version is not

already installed).

Remote Desktop Control Window identified by the Controllee label at the top middle

65


To: Click: Notes:

Start remote

desktop control.

1. Click on the participant’s

name from the

participant list and select

Remote Desktop .

2. The participant needs to

click Yes to allow access.

Stop remote

desktop control.

Click on the close button

icon on the top left of the

remote desktop control

window

Pause remote desktop

control (Controlee).

Click Pause on the top

middle remote desktop

control panel.

Stop remote desktop

control (Controlee).

Click Close on the top middle

remote desktop control

panel.

Allow remote desktop

control for a participant.



participant.

2. The participant can now

take control of any other

participant’s desktop as

long as access to control

has been given.

Only moderators or

hosts can enable remote

desktop controls for other

participants.

66


Review Past Meetings

Registered participants who join meetings by entering their 8x8 login information instead of

clicking Join Now can review past meeting details and listen to recorded meetings.

View Past Meeting Details

To view details of past meetings you have created or participated in:

1. Log into Virtual Office Online.

2. Click My Inbox in the top left side of the screen.

3. Click the History tab.

4. Click Past Meetings on the menu bar.

A drop-down list of past meetings will appear displaying these meeting details:

•Title

•Creator

•Date

•Start Time and End Time

•Duration

•Recording status

67


To view more details about a past meeting, including the number of participants and

participants’ names:

1. Click More Info.

2. An information box will appear.

3. Click View Participants next to the number of participants shown.

Listen to Recorded Meetings

8x8 Virtual Office Online provides up to 35 hours of storage for recorded calls and meetings.

To view your current storage usage and listen to recordings of meetings you have created or

participated in:

1. Log into Virtual Office Online.

2. Click My Inbox in the top left side of the screen.

3. Click the Media tab.

4. Click Meetings on the menu bar.

Your total capacity, storage used and remaining capacity are all displayed.

Directly below you will see a list of recorded meetings that displays each meeting’s title, start

time, end time, duration and recording file size.


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NASDAQ: EGHTwww .8x8 .com

© 2011 . The 8x8, Inc . logo are registered trademarks of 8x8, Inc . 8x8, Inc . is a publicly traded company . PM342/910v4

The ChampionFor Business

Communications

To: Click: Notes:

Listen to a recorded

meeting.




want to hear.

2. Click the Play icon.

If the Moderator started

recording, stopped recording

and then started recording

again, you will see a

separate recording file is

created, listed under the

same meeting.

Download a recorded

meeting to your computer.




want to hear.

2. Click Play.

3. Click on Download.

Delete a recorded meeting. 1. Use the search box or



want to delete.

2. Click Delete.

3. Click Yes when a dialog

box appears asking you

to confirm the deletion.



to delete the recording.

Date post:	29-Mar-2018
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