Web Site Help

Owner Basics

This is an interactive web site designed to help with productivity, information exchange, and collaboration over the Internet.
Some features of Netopia Virtual Office will require you to have the Owner Software installed.

As the owner of this office, you can communicate and collaborate with visitors and other office owners through your own browser. The following areas of your office work in these ways:

• Let visitors know who you are
• Provide an electronic mail link for visitors
• Provide a link to your company web site or your personal home page
• Display a picture or other graphic image
• Display a quote or some other message
• Include a page hit counter that lets you and others know how many visits have been made to your site

• Provide information about how to get in contact with you
• Provide an electronic mail link for visitors
• Provide a link to your web site
• Display a picture or other graphic image

• See photos or graphics you have displayed

• Visit your favorite web sites
• See a directory of site owners

• See if you are online and accessible
• Knock to see if you are available
• Look at your screen, if you wish
• Control your computer, if you wish
• Chat with you through interactive text
• Talk to you through the computer as though it was a phone

Also, as the owner, you can customize your office.

• Log in as the office owner to enter information or change settings for:
  • Pages that will be included in your site
  • Name displayed on the office door
  • Message on the office door
  • Picture on the office door
  • Site Hit Counter
  • Contact information
  • Conference security and access options
  • Links to other www sites
  • Pictures for visitors to view
  • Services that will be made available to visitors

When you are in need of help, you can click the help button, and your site will provide you with information specific to the area in which you are working.

Firewall

A firewall is a network device that can restrict certain types of information from being transferred between two machines across the Internet. Some organizations use firewalls to prevent communication from occurring between a computer out on the public Internet with a computer on the companies' internal private network.

When using the conferencing services found in this Web Site, the visitors machine and the owners machine must be able to communicate using certain communication ports, and some companies may have a firewall set that would prevent the connection from taking place.

The conferencing services will work properly if the following TCP and UDP ports are open. If an owner appears "Offline" when in fact the machine is connected to the Internet, a firewall is likely preventing that computer from acknowledging it's online presence.

The following list of UDP and TCP ports are used for conferencing:

• UDP Port 1419 - Connection Handshake, used for determining online status, and availability.
• TCP Port 1417 - Control, used for remote control
• TCP Port 1418 - Look, used for remote screen sharing
• Dynamic TCP Ports - Chat &. Knock
• Dynamic TCP and UDP Ports - Intercom
• Dynamic ports are 1023 and above

For example, in order for a Control session to occur, a firewall would need UDP Port 1419 open in order to establish a connection between the owner and visitor. In addition, TCP Port 1417 must be open for the Control service. Since each conferencing service uses different ports to communicate, you may be able to use some services, while others are blocked by a firewall. If the service does not work, the office owner should contact their network administrator or ISP and ask them about opening up the proper ports in the firewall.

Logging into a site as the owner

You will be required to log in as the owner of the virtual office any time you wish to enter the Setup area. You may also be required to log in as the owner when you upload files or graphic images.

To log in as the owner:

1. If you haven't already done so, click the Setup button (located in the top left corner of your site). The Authentication dialog box appears.
   
   
   
2. Enter your name and password in the Authentication dialog box.
3. Click OK.

Home Page

The home page is the main page of your web site. Typically, it will display the following information:

Since sites are customizable, you may include more or less information.

Editing the General Preferences:

Changing Your Password

To change the password to your site:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Preferences from the pop-up menu,
   this will bring up your General Preferences page in the editing area.
4. Scroll down beyond Virtual Office Tour to the Office Password item.
5. Click Change Password.
6. Enter your new password in the New Password field.
7. Reenter your new password in the Confirm Password field.
   Note: Do not use HTML tags in these fields
8. Click the Save button.

Customizing the Site Footer

To customize the footer for your site:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Preferences from the pop-up menu,
   this will bring up your General Preferences page in the editing area.
4. Scroll down to the Page Footer item.
   
   
   
5. Enter the text you would like to have appear at the bottom of each page on your site.
   You may enter either straight text or use simple HTML coding if you wish to control the appearance of the text.
6. Click the Save button.

Hiding the Setup Button

If you wish to hide the setup button so it does not appear on the pages of your site:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Preferences from the pop-up menu,
   this will bring up your General Preferences page in the editing area.
4. Scroll down to the Other Settings item.
   
   
   
5. Click the radio button next to the text "Hide the Setup button in the top left corner so visitors don't see it.".
6. Click the Save button.
   Note:If you hide the Setup button, you will still be able to access the Edit pages by clicking on the far left end of the black bar the at top of the menu on each page of your site.

Editing the Home Page:

Editing the Page Title

To edit the page title:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Home from the pop-up menu,
   this will bring up the editing page for your Home page (or main page).
4. Scroll down to the Page Title field under Main Panel Contents.
5. Enter the text you would like to see as the title for your main page or Home page.
   Note: Do not use HTML tags in this field
6. Click the Save button.

Editing the Main Message

To edit the main message in the main panel of your Home page:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Home from the pop-up menu,
   this will bring up the editing page for your Home page (or main page).
4. Scroll down to the Main Message field under Main Panel Contents.
5. Enter the text you would like to see as the message on your main page or Home page.
6. Click the Save button.

Editing the Closing Message

To edit the closing message for you Home page:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Home from the pop-up menu,
   this will bring up the editing page for your Home page (or main page).
4. Scroll down to the Closing Message field under Main Panel Contents.
5. Enter the text you would like to see as the closing message on your Home page.
6. Click the Save button.

Editing the Information for the Home Page's Left Column (Business Card information)

To edit the information:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Home from the pop-up menu,
   this will bring up the editing page for your Home page (or main page).
4. Scroll down to the Left Column Contents area.
5. Click the radio button next to the Headline you would prefer to use (company name or your name).
6. Click the Change button if you wish to change the Business Card information you wish displayed on your Home Page.
   Check the boxes next to the field you wish displayed. Note: Empty fields will not be displayed.
7. Enter the text you would like to see in the left column's message area in the field labeled Left Column Message.
   Note: Do not use HTML tags in these fields
8. Click the Save button.

Displaying a Graphic Image

To display or change a graphic image on your Home page:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Home from the pop-up menu,
   this will bring up the editing page for your Home page (or main page).
4. Scroll down to the Picture item.
5. If you wish to have a graphic image displayed on your Home page, check "Display a picture on my office door", if you wish to change the image that will be displayed, click the "Change" button.
   
   
   
6. Enter the text you would like for a caption for the image.
   Note: If you do not enter text in the Caption field, no caption will appear.
7. If you want the image to fill the page, check the "Fit Picture to Page" box
8. Click the Save button.

Including a Hit Counter on Your Home Page

To include a hit counter on your Home page:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Home from the pop-up menu,
   this will bring up the editing page for your Home page (or main page).
4. Scroll down to the Hit Counter item.
   
   
   
5. If you wish to have a hit counter displayed on your Home page, check "Include a Page Hit Counter".
6. Click the Save button.

Resetting the Hit Counter

To reset your hit counter or change the starting number of the hit counter:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Home from the pop-up menu,
   this will bring up the editing page for your Home page (or main page).
4. Scroll down to the Hit Counter item.
5. Click "Set Counter."
   
   
   
6. A dialog box will appear. Type in the number (a value between 0 and999999) in the field in the dialog box.
   
   
   
7. Click OK.
8. Click the Save button.

Business Card

The Business Card page contains a contact information about you, the office owner. Typically, this page will contain:

• your name
• your title
• your company name
• your company URL
• your email address
• your company logo or other graphic
• and other contact information

Editing the Business Card Page and Contact Information:

Editing the Page Title

To edit the page title:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Business Card from the pop-up menu,
   this will bring up the editing page for your Business Card page (which is accessed by clicking on the link at the top of the left column of your Home page).
4. Scroll down to the Page Title field.
5. Enter the text you would like to see as the title for your Business Card page.
   Note: Do not use HTML tags in this field
6. Click the Save button.

Editing Your Contact Information

To edit the contact information that will appear in the left column of your Home page and on your Business Card:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Business Card from the pop-up menu,
   this will bring up the editing page for your Business Card page.
4. Scroll down to the Company field under the Page Title field.
5. Enter the name of your company.
6. Continue scrolling down and filling in the information for the fields listed
   If you do NOT wish to have information listed on your Home page or Business Card simply leave the field blank. If you want only certain fields to show, check in the box on the right side of the fields. Fields with a check mark will appear on your Business Card and Home pages.
   Note: Do not use HTML tags in these fields
7. Click the Save button.

Adding Information to Your Business Card

To add information in your Business Card that was not listed in the preset fields:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Business Card from the pop-up menu,
   this will bring up the editing page for your Business Card page.
4. Click the "New Field" button.
   
   
   You may receive a message saying "There are currently no custom fields." Simply click the "New Field" button again.
5. Enter a title for the field (for example Business Hours).
6. Enter the text you'd like to appear in the field (for example 8:00 am to 5:00 pm).
   Note: Do not use HTML tags in these fields
7. Click the Save button.
8. Click the Back button.
   If you have additional information you'd like to enter, simply repeat steps 4-8.

Rearranging the Order of Your Custom Fields

To rearrange the order of custom fields that you have entered in your contact information or Business Card:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Business Card from the pop-up menu,
   this will bring up the editing page for your Business Card page.
4. Click the New Field button,
   if you have created customized fields for this page, they will appear here.
5. To change the order in which the fields appear, click:
   
   
   • the left arrow to move the field to the top of the list of customized fields.
   • the second arrow to move the field up one level.
   • the third arrow to move the field down one level. or
   • the last arrow to move the field to the bottom of the list of customized fields.
6. Click the Save button.
7. Click the Back button.

Displaying a Graphic Image

To display or change a graphic image on your Business Card page:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Business Card from the pop-up menu,
   this will bring up the editing page for your Business Card page.
4. Scroll down past the contact information to the "Display a picture on my business card" check box.
   
   
5. If you wish to have a graphic image displayed on your Business card page, check this box, if you wish to change the image that will be displayed, click the "Change" button.
6. Enter the text you would like to see as the caption for the image in the Caption field (if you leave this field blank, no caption will appear).
7. If you would like the image to fit to the page, check "Fit Picture to Page."
8. Click the Save button.

Including a Business Card in Your Site

To include a Business Card in your site or to remove the page:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Business Card from the pop-up menu,
   this will bring up the editing page for your Business Card.
4. Scroll down to the last item, the "Include a Business Card in my office" check box.
   
   
5. If you wish to have a Business Card page in your site, make sure the box is checked.
6. If you wish to remove the page from your site, make sure the box is not checked.
7. Click the Save button.

Sending email to a site owner

From the Home page, you may click the owner's email link (if he or she has supplied this information).

You may also click the company name or owner name at the top of the left column. This will take you to the Business Card page. You may click the owner's email link here (again, if he or she has supplied this information).
Note: You must have a email program installed correctly on your computer in order to send email in this manner.

Pictures

The Pictures page allows you to display scanned or digital photos, or graphics for visitors. The images may even have titles and captions. Images in the Pictures page may also be used to customize the Home Page, the Business Card, and other pages in your site.

Editing the Pictures Page:

Note: You may be restricted to a limited amount of space on the server housing your Web site.

Editing Pictures Page Title

To edit the Pictures page title:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Pictures from the pop-up menu,
   this will bring up the editing page for your Pictures page.
4. Scroll down to the Page Title field.
5. Enter the text you would like to see as the title for your Pictures page.
   Note: Do not use HTML tags in this field
6. Click the Save button.

Including a Pictures Page in Your Site

To include a Pictures page in your site or remove the page from you site:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Pictures from the pop-up menu,
   this will bring up your Pictures page in the editing area.
4. Scroll down to the check box "Include Pictures section in my office."
   
   
   
5. If you want to include a Pictures page, make sure the box is checked, or if you wish to remove this page from your site simply click to remove the check from this box.
6. Click the Save button.

Adding an Image to your Pictures

To add a new image to your Pictures page:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Pictures from the pop-up menu,
   this will bring up your Pictures page in the editing area.
4. Click the "Upload" button,
   you will be taken to another page, which contains additional instructions about uploading images.
5. Click "Upload Pictures,"
   the Add Pictures window will appear,
   Note:The images you wish to upload should already be in ".gif,"".jpg," or ".jpeg" formats.
   You may be required to enter your owner name and password before the images will be uploaded.
6. When you have added all of the images you wish to upload at this time, click OK.
7. When the images are finished uploading, click the Done button,
   You may need to reload the page in order to see the pictures you have uploaded.
8. You may add a title and caption to each image at this time.
   Note: Do not use HTML tags in these fields
9. When you have completed this process, click the Save button.

Deleting an Image from your Pictures

To delete an image from your Pictures page:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Pictures from the pop-up menu,
   this will bring up your Pictures page in the editing area.
4. Locate the image you wish to delete.
5. Click the Delete button locate just above and to the right of the images's name.
6. Click the Save button.

Renaming an Image or Changing a Caption

To rename an image:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Pictures from the pop-up menu,
   this will bring up your Pictures page in the editing area.
4. Locate the image you wish to rename.
5. Type in the new name you'd like to assign to the image in the Title field for that image file.
   Note: Do not use HTML tags in this field
6. Click the Save button.

To change an image's caption:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Pictures from the pop-up menu,
   this will bring up your Pictures page in the editing area.
4. Locate the image for which you wish to change the caption.
5. Type in the new caption in the Caption field.
6. Click the Save button.

Resizing a Picture

To change the display size of an image in your Pictures page:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Pictures from the pop-up menu,
   this will bring up your Pictures page in the editing area.
4. Locate the image that you'd like to resize.
5. If you wish the picture to be larger, check "Fit Picture to Page" otherwise leave the box unchecked and the image will be displayed at a smaller size.
   
   
   
6. Click the Save button.

Hiding a Picture from the Index

If you wish to use an image in your pages (Home Page, My Stuff, or Business Card) but don't want it to appear in your Pictures Index and display:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Pictures from the pop-up menu,
   this will bring up your Pictures page in the editing area.
4. Locate the image that you wish to remove from the index and display.
5. Remove the check from the box next to "Display Picture."
   
   
   
   Note: This will make the image available to you, whereas, if you delete the image and decide to use it at a later time, you will need to upload it again.
6. Click the Save button.

Rearranging the Order of the Pictures

To rearrange the order in which the images appear on your Pictures page:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Pictures from the pop-up menu,
   this will bring up your Pictures page in the editing area.
4. Locate the image(s) you wish to rearrange:
   
   
   
   • If you want to move a picture to the top of the list, click the left arrow.
   • If you want to move a picture down one level on the list, click the second arrow.
   • If you want to move a picture up one level on the list, click the third arrow.
   • If you want to move a picture to the bottom of the list, click the last arrow.
5. Click the Save button.

Uploading Images, Picture, and Graphics

To upload graphics images for your site:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Pictures from the pop-up menu,
   
   this will bring up your Pictures page in the editing area.
4. Click the "Upload" button,
   you will be taken to another page, which contains additional instructions about uploading images.
5. Click the hyperlink text "Upload Pictures,"
   the Add Pictures window will appear,
   
   
   
   Note:The images you wish to upload should already be in ".gif,"".jpg," or ".jpeg" formats.
   You may be required to enter your owner name and password before the images will be uploaded.
6. When you have added all of the images you wish to upload at this time, click OK.
   
   
7. When the images are finished uploading, click the Done button,
   You may need to reload the page in order to see the pictures you have uploaded.
8. You may add a title and caption to each image at this time.
9. When you have completed this process, click the Save button.
   If you wish to use the image for a page other than your Pictures page and do not want it displayed on the Pictures page, remove the check from the box "Display Picture."

Links

Your Links page displays links (URLs) to other pages or sites. These may be links to similar sites, your favorite web sites, sites offering similar products or services, the home page of associations or organizations to which you and/or your company belong, or pages that pertain to your product or services.

Editing the Links Page:

Editing Links Page Title

To edit the Links page title:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Links from the pop-up menu,
   this will bring up the editing page for your Links page.
4. Scroll down to the Page Title field.
5. Enter the text you would like to see as the title for your Links page.
   Note: Do not use HTML tags in this field
6. Click the Save button.

Including a Links Page in Your Site

To include a Links page in your site or remove the page from you site:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Links from the pop-up menu,
   this will bring up your Links page in the editing area.
4. Scroll down to the check box "Include a Links page in my office."
   
   
   
5. If you want to include a Links page, make sure the box is checked, or if you wish to remove this page from your site simply click to remove the check from this box.
6. Click the Save button.

Adding a Link to your Links Page

To add a new link:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Links from the pop-up menu,
   this will bring up your Links page in the editing area.
4. Click the "New Link" button,
   
   
   
   a series of blank fields will appear for your new link, you may need to scroll down to the bottom of the page to see them.
5. Type in the title you'd like to assign to the new link.
6. Type in the URL (Internet Address) of the site or page to which you would like to link.
7. Type in a description of the site or page to which you will be linking,
   Note:If you leave the description field blank, no description will appear.
   Note: Do not use HTML tags in these fields
8. Click the Save button.

Deleting a Link from Your Site

To delete a link from the page:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Links from the pop-up menu,
   this will bring up your Links page in the editing area.
4. Locate the link you wish to delete.
5. Click the Delete button locate just above and to the right of the link's title.
   
   
   
6. Click the Save button.

Renaming a Link or Changing the Links's Description

To rename a link:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Links from the pop-up menu,
   this will bring up your Links page in the editing area.
4. Locate the link you wish to rename.
5. Type in the new name you'd like to assign to the link.
   Note: Do not use HTML tags in this field
6. Click the Save button.

To change a link's description:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Links from the pop-up menu,
   this will bring up your Links page in the editing area.
4. Locate the link for which you wish to change the description.
5. Type in the new description in the description field.
6. Click the Save button.

Rearranging the Order of the Links

To rearrange the order in which your links appear on your Links page:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Links from the pop-up menu,
   this will bring up your Links page in the editing area.
4. Locate the link(s) you wish to rearrange:
   
   
   
   • If you want to move a link to the top of the list, click the left arrow.
   • If you want to move a link down one level on the list, click the second arrow.
   • If you want to move a link up one level on the list, click the third arrow.
   • If you want to move a link to the bottom of the list, click the last arrow.
5. Click the Save button.

Editing the My Stuff Page:

The My Stuff page can be used to show products, real estate, travel packages, career opportunities, or any other listing of products or services that you would like to index and display.
Note: Do not use HTML tags in this page

To set up the My Stuff page:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit Office screen.
3. Select My Stuff from the pop-up menu.
   This will bring up the page in the editing area.

   The page described here will have the following fields:

   • Page Title
   • Index Headline
   • Index Intro Text
   • Section Index and Position
   • and a tool with which to determine the number of columns in which you'd like to display bulleted items
4. In the Page Title field, enter the text you'd like to have appear as the title of the My Stuff page.
5. In the Index Headline field, enter the text you'd like to have appear when the page is viewed as an indexed list.
6. In the Index Intro Text field, enter the text you'd like to have appear under the Index title when the page is viewed as an indexed list

The Section Index is the most challenging to format but is truly the content of your My Stuff page. You may wish to simply edit the information contained in the default entries, since that will give you some idea of what your page may look like when you've completed editing the information.

1. Click the Edit button at the right of the first entry in the Section Index.
2. You will see another new editing page.
3. Enter the Section Index Name in the field. This is the short name of the item in the listing and it will appear when the lising is viewed as an indexed list.
4. In the Kicker field, the text you enter will appear as italicized test above the listing when it appears as an individual listing or in the "Show All" view (it will not appear in the indexed listing). It's meant to highlight something about the item you have listed.
5. Enter the Headline you'd like for this entry. The Headline will appear in bold above the listing when it appears as an individual listing or in the "Show All" view (it will not appear in the indexed listing).
6. The text you enter in the Right Margin Head field will appear in bold above and to the right of the lising when it appears as an individual listing or in the "Show All" view (it will not appear in the indexed listing). Typically, this is a price of the product or service being cataloged, but you may, of course, choose to use it for some other information.
7. Enter the text you'd like as a description of the product or service being cataloged for this entry in the Main Text field.
   Note: Before continuing further, click the Save button.
8. The next step is to edit the bullets, if applicable. click "Change" text in bulleted items,
   this will take you to another editing page.
9. Enter the text for each bulleted item in the fields on the left of the page and set the cardinal position of each bulleted item using the field to the right of the text fields,
   If you need additional bullets, simply click the "New Bullet" button and additional fields will appear.
10. When you have edited the bullets, click the Save button and then click the Back button.
11. If your catalog page includes the ability to include a graphic image, and you would like to include one with this listing, be sure the box "Display a picture in this section" is checked,
    To change the image, click the Change button and select another image (click the Save button if you change the displayed image, then click the Back button).
12. If you wish to include a caption for the image, type in the text in the Caption field.
13. Click the Save button.
    To move to the next listing, click the arrow immediately to the right of the Index button and repeat the process.
14. To change to order of the listings, type in an alpha-numeric position next to the Section Index name under Position on the first editing page for this page

Conference

The Conference page contains the Knock, Chat, Look, Control, Intercom, and a conference call service buttons. This may be one of the most useful pages of your site. Through these services you will be able to engage in real time person-to-person interaction. These services allow a visitor to directly interact with you and your PC. In order for these services to work, you will need to be connected to your ISP and not behind a firewall that prevents outside connections.

Visitors will be able to determine if your Conference services are available by the on-line status indicator located on this page. If you are online and notice that your on-line indicator shows that you are off line, you can select Open my Conference Room from the Virtual Office menu. Visitors will also be notified if you are located behind a firewall.

Editing the Conference Page:

Editing Conference Page Title

To edit the Conference page title:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Conference from the pop-up menu,
   this will bring up the editing page for your Conference page.
4. Scroll down to the Page Title field.
5. Enter the text you would like to see as the title for your Conference page.
   Note: Do not use HTML tags in this field
6. Click the Save button.

Including a Conference Page in Your Site

To include a Conference page in your site or remove the page from you site:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Conference from the pop-up menu,
   this will bring up your Conference page in the editing area.
4. If you want to include a Conference page, check the box next to "Include Conference Room in my office," or if you wish to remove this page from your site simply click to remove the check from this box.
   
   
5. Click the Save button.

Determining which Services to Make Available

To determine which Conference services you will include in your site:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Conference from the pop-up menu,
   this will bring up your Conference page in the editing area.
4. Locate the check boxes shown in this illustration.
   
   
   
5. Place a check in the box next to each service you would like made available to all visitors,
   Note: Although these services will be listed on your Conference page, visitors must ask permission to use the services.
6. Click the Save button.

Setting Conference Security

To set the security level of your Conference page:

1. Click the Setup button.
2. Click the pop-up menu in the upper left corner of the Edit screen.
3. Select Conference from the pop-up menu,
   this will bring up your Conference page in the editing area.
4. Click Conference Room Security. Your Visitor Privileges window will open.
   
   
5. Select Public Visitors and click the Edit button
6. Select the service(s) you wish to grant to your Public Visitors.
   
   Control lets visitors see your screen and operate your computer by remote control.
   Look lets visitors see your screen without being able to operate your computer.
   Chat lets visitors exchange messages with you in a Chat window.
   Knock lets visitors be notified when you become active--move your mouse or press a key--on your computer.
   Intercom lets visitors speak directly with you. The Intercom service assumes you both have sound cards, microphones, and speakers.
   Note: Services granted in the Public Visitors tab are automatically granted to all Ask for Permission and Trusted Visitors as well. For example, if you grant the Look service to Public Visitors, you cannot deny this service to your Trusted Visitors. It will be dimmed in your Public Visitors tab.
7. Click Save and close the Visitor Privileges window.
   

   Add/Remove Trusted Visitors

   A Trusted Visitor is someone who probably will visit your site fairly frequently. It is also more likely that a Trusted Visitor will require the use of your more powerful collaboration services, such as Look and Control. To maintain security, each Trusted Visitor must log on to your site with a user name and a password to use the services that person has been assigned. The following procedures show you how to:

   
   

   To add a trusted visitor:

   1. Click the Setup button (enter your name and password in the authorization dialog box).
   2. Click the pop-up menu in the upper left corner of the Edit screen.
   3. Select Conference from the pop-up menu,
      this will bring up your Conference page in the editing area.
   4. Click Conference Security.
   5. Click the New button. The New Visitor window appears.
      
      
   6. In the Name field, type in the user name that the Trusted Visitor must use when he or she wants to communicate with your computer.
   7. Press Tab to move to the Password field.
   8. Type the password that the Trusted Visitor must use when he or she wants to communicate with your computer.
      Note: During the log-in procedure, the Trusted Visitor is free to change the password as long as the replacement password conforms to any password restrictions you set.
   9. Press Tab to move to the Confirm field.
   10. Retype the password exactly as you typed it before.
   11. Select the service(s) you wish to grant to this trusted visitor.
       
       • Control lets the Trusted Visitor see your screen and operate your computer by remote control.
       • Look lets the Trusted Visitor see your screen without being able to operate your computer.
       • Chat lets the Trusted Visitor exchange messages with you in a Chat window.
       • Knock lets the Trusted Visitor be notified when you become active--move your mouse or press a key--on your computer.
       • Intercom lets the Trusted Visitor speak directly with you through your computers. The Intercom service assumes you both have sound cards, microphones, and speakers. Note: Services granted in the Public Visitors tab are automatically granted to all trusted visitors as well and will be dimmed in the Trusted Visitors tab.
       • Click Save and close the window.

   Define additional Trusted Visitor accounts, if desired, by repeating the steps above.
   

   If you want to limit your Trusted Visitors' password options:

   1. Select Preferences from your Setup menu.
      
      

      The Preferences window will open.

   2. Select Password Rules from the options in the left hand box.
      
      
   3. Allow Visitors to Save Passwords in Connection Documentsallows users to save their passwords to your computer in address books or connections documents. This ensures that only registered Trusted Visitors can have access to your computer.
   4. New Passwords May Match the Visitor's 3 Previous Passwords allows Trusted Visitors to reuse any of their previous three passwords.
   5. Allow Common Passwords allows Trusted Visitors to enter a password that might easily be guessed, such as their names, initials, etc.
   6. Minimum Number of Characters in Passwordspecifies the minimum number of characters that you require in the Trusted Visitors' passwords
   7. Number of Days until Password Expires allows you to specify the number of days that Trusted Visitors passwords will remain valid. If you select this option and specify seven days, Trusted Visitors will have to change their passwords at least once a week.
      Note: Password restrictions are not retroactive. They affect only passwords created after the time the restrictions are specified and will apply to all Trusted Visitors.
   8. Click Save and close the Preferences dialog box.
   
   

   To change a trusted visitor account:

   1. Click the Setup button (enter your name and password in the authorization dialog box).
   2. Click the pop-up menu in the upper left corner of the Edit Office screen.
   3. Select Conference from the pop-up menu,
      this will bring up your Conference page in the Office editing area.
   4. Click Conference Security.
   5. Select the name of the Trusted Visitor you want to modify and click the Edit button.
   6. To change the name or password, select it, then type the new value. If you change the password, you will have to type it again in the Confirm field.
   7. To change a service, click next to the service you wish to change.
   8. Click save and close the Visitor Privileges window.
   
   

   To remove a trusted visitor account:

   1. Click the Setup button (enter your name and password in the authorization dialog box).
   2. Click the pop-up menu in the upper left corner of the Edit Office screen.
   3. Select Conference from the pop-up menu,
      this will bring up your Conference page in the Office editing area.
   4. Click Conference Security.
   5. Select the name of the Trusted Visitor you want to remove and click the Delete button.
      
      
   6. Click save and close the Visitor Privileges window.
   
   

   Restricting Trusted Visitor Passwords

   The first time a Trusted Visitor logs on your site, he or she must enter the user name and password exactly as you specified them in the Conference Room Security dialog box. But whenever a Trusted Visitor logs on to your computer after that first connection, he or she can change the password without your permission. You can select any combination of the requirements listed below to impose limitations on how your Trusted Visitors can modify their passwords.

   To set password restrictions on Trusted Visitor accounts:

   1. Select Preferences from your Setup menu.
      
      

      The Preferences window will open.

   2. Select Password Rules from the options in the left hand box.
      
      
   3. Allow Visitors to Save Passwords in Connection Documentsallows users to save their passwords to your computer in address books or connections documents. This ensures that only registered Trusted Visitors can have access to your computer.
   4. New Passwords May Match the Visitor's 3 Previous Passwords allows Trusted Visitors to reuse any of their previous three passwords.
   5. Allow Common Passwords allows Trusted Visitors to enter a password that might easily be guessed, such as their names, initials, etc.
   6. Minimum Number of Characters in Passwordspecifies the minimum number of characters that you require in the Trusted Visitors' passwords
   7. Number of Days until Password Expires allows you to specify the number of days that Trusted Visitors passwords will remain valid. If you select this option and specify seven days, Trusted Visitors will have to change their passwords at least once a week.
      Note: Password restrictions are not retroactive. They affect only passwords created after the time the restrictions are specified and will apply to all Trusted Visitors.
   8. Click Save and close the Preferences dialog box.
   
   

   View the Activity Log

   The Activity Log contains a list of the conference services visitors have accessed. This list can be useful in tracing mystery visitations and helping diagnose problems you encounter when using the software.

   To view and save the conference log:

   1. Click the application icon in upper right-hand corner of your screen.
      
      The Connection menu is displayed.
      
      
   2. Select the Show Activity Log command. The Activity Log window appears.
      
      Each line of the log contains the following:
      • A date.
      • A time.
      • The activity that was carried out--for example, the application was launched, or a chat session began.
      • The user name of the visitor.
      • The computer name of the visitor. and the address of the visiting computer.
   3. When you finish inspecting the log, close the Activity Log window.
   
   

   Admitting an Ask for Permission Visitor

   The Ask for Permission feature allows you to accommodate one-time visitors without having to set up a Trusted Visitor account.

   To admit an Ask For Permission visitor:

   1. Click the Setup button (enter your name and password in the authorization dialog box).
   2. Click the pop-up menu in the upper left corner of the Edit screen.
   3. Select Conference from the pop-up menu,
      this will bring up your Conference page in the editing area.
   4. Click Conference Security.
   5. Select Ask for Permission and click the Edit button.
      
   6. Select the services for which someone must ask permission to use
      Note: Any service that you grant to your Public Visitors will not be affected by the Ask For Permission option. For example, if the Chat service is selected in Public Visitors , the program won't ask for your permission and will simply let any visitor use that service with your computer.
   7. Determine a time when you will be at your computer. Ask your visitor to connect at that time and ask for permission to use one of your password-protected services.
   8. When a visitor is waiting to connect to your site with an Ask For Permission service, a dialog box appears on your computer:
      
      
   9. Click OK to allow the connection or click Cancel to reject it.
   
   

   Checking for Visitors

   If a visitor has logged in to your computer, the icon at the top right your desktop alternates between the application icon ( ) and a visitor icon that shows the service being used by the visitor.

   These icons tell you what services are in use.

   A visitor is using the Look service with your computer.

   A visitor is using the Control service with your computer.

   A visitor is using the Chat service with your computer.

   A visitor is using the Intercom service with your computer.

   A visitor is using the Knock service with your computer.

   
   

   Clearing the Visitor List

   The visitor list consists of names of recent visitors who are no longer connected to your computer. For that reason, the names are dimmed in the Control menu.

   To clear the visitor list:

   1. Click the application icon in upper right-hand corner of your screen.
      
      The Connection menu is displayed.
      
      
   2. Select the Clear Recent Users command. The names listed below the command are deleted.

   
   

   Disconnecting a Visitor

   To disconnect a visitor:

   1. Click the application icon in upper right-hand corner of your screen.
      
      The Connection menu is displayed.
      
   2. Choose the Disconnect visitor name command for the desired visitor.
      
   3. You may also choose Disconnect Current Visitors and disconnect every visitor currently connected to your computer.

   The session will be terminated immediately.

   
   

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   Using the Knock Service

   The Knock service lets you leave an electronic request to be notified when a site owner has started using his or her computer. This is a great way to eliminate telephone tag!

   To knock:

   1. Click "Knock,
      you may need to log in before continuing. This is the window that will appear as you wait for an answer from the owner.
      

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   2. While you're waiting, you can work on tasks in other windows, but don't close the window (doing so will cancel your Knock request).
   3. If the other user has enabled automatic answering, the message in your Knock window changes to "'owner's name' is there" when the other user presses a key or moves his or her mouse.
      

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      Note: The owner also has the option of ignoring your knock. In that case, you won't be notified of his or her activity.
   4. Once the owner has responded, you can close the Knock window use other conference services, or you can use the Knock Again button.
      • If the Knock window was reactivated while you were away from your computer, the other user may no longer be at his or her computer by the time you get back. You can start the notification process again by clicking the Knock Again button.

   
   
   

   Using the Chat Service

   The Chat service provides a quick and convenient way for you to exchange typed messages with an owner in real time.

   To chat:

   1. Click "Chat,"
      you may need to log in or ask for permission from the web site owner before continuing.
   2. When the Chat window is displayed, type your first message and click the Send button or press Enter.
      Note: To insert a carriage return in your message, press Ctrl+Enter.
   3. Your message is copied to the transcript panel in the upper part of the window. You can type more messages immediately or wait for a reply from the other user.
   4. The reply is displayed below your message in the transcript panel. You can keep typing messages back and forth as long as you like.
      
   5. When you've finished chatting, click the Disconnect button, then click the Close box.

   Note: When either party disconnects, the session is ended, and the message at the bottom of the window changes to Disconnected.
   

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   Using the Look Service

   To look at the site owner's computer:

   1. Click "Look,"
      You may need to log in or ask for permission from the owner before continuing. You'll see the owner's desktop in a screen-sharing window.
      
   2. By moving your mouse, you will be able to scroll on the screen of the owner. The Look service allows you to see every part of the owner's desktop and what is happening there while you are connected.
   3. To stop looking, you can click the Close button (in the upper-left corner). The program closes the window and ends the connection.

   If a screen-sharing window doesn't open, it may mean that the owner is not connected to the internet at the moment or his or her computer is behind a firewall.
   

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   Using the Control Service

   The Control service allows a visitor to use the keyboard and mouse to operate another computer from a remote location.

   To control a web site owner's computer:

   1. Click "Control,"
      You may need to log in or ask for permission from the owner before continuing.
   2. Once you have connected with the owner, the other computer's desktop will be displayed in a screen-sharing window.
      
      
   3. While this window is active, you can use your mouse and keyboard to operate the other computer. Clicking in a screen-sharing window makes it the active window. In the illustration above, a visitor working on the spreadsheet GemandI Digests.
      
   4. To return to your own computer, click outside the screen-sharing window.
   5. To stop controlling, click the Close button in the upper-left corner of the screen-sharing window. The program will close the window and end the connection.

   If a screen-sharing window doesn't open, it may mean you have one of the following problems:

   • You have not been accepted for the control service by the site owner.
   • The site owner may not currently be online or
   • The site owner may be behind a firewall.

   
   

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   Using the Intercom Service

   The Intercom service lets you and a site owner talk to each other as if your computers were telephones. To use this service, you'll need to have a sound card, microphone, and speakers installed and properly configured on both computers.

   To speak to a site owner:

   1. Click "Intercom,"
      you may need to log in or ask for permission from the site owner before continuing.
   2. When the Intercom window is displayed, you can begin speaking with the site's owner.
      

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   3. If necessary, you can raise or lower the sensitivity of your microphone by dragging the slider in the Microphone Sensitivity panel at the bottom of the dialog box.
   4. When you've finished talking, click the Close button.

   
   

   Intercom requirements

   Both participants in an Intercom session will need to have:

   • Speaker(s)
   • A microphone

   
   

   Adjusting microphone and speaker levels

   Intercom is the site's voice communication service. When the Intercom window is open, you can speak with the site owner using your computer's audio equipment.

   To raise or lower your computer's speaker volume from the Intercom window:

   Drag the Sound Output slider toward right to increase the volume and toward left to decrease the volume.

   
   

   Note: If the level indicator lights are flashing next to the speaker icon but you can't hear anything, it means that you are receiving transmissions from the other user, but your speakers are either switched off or the speaker volume is set too low.

   To raise or lower your microphone's talking threshold:

   If Intercom doesn't switch from "Idle" to "Transmitting" when you start to talk, drag the Sound Input Sensitivity slider toward right. If Intercom starts transmitting from your computer because the microphone is picking up noise from your office, drag the slider toward left.

   Speaking into the microphone should cause all five green lights to flash next to the microphone icon. It's also OK for one or two of the red lights to flash occasionally.

   If all eight indicator lights are flashing constantly, your Sound Input Sensitivity is set too high:

   Note: If you want to switch off your microphone temporarily, click the Mute checkbox.

   
   

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   Logging in to a site

   The Login dialog box is displayed for one of two reasons:

   

   • You're requesting a service for which you must first ask for permission from the web site owner. In this case, the Ask For Permission option is automatically selected.
   • You're requesting a service that has been granted to your trusted visitor account by the site owner. In this case, the "Log in as Trusted Visitor" option is automatically selected (unless the service is also available to Ask For Permission visitors, in which case the Ask For Permission option remains selected).

   If you are asking for permission:

   1. Click OK and wait.

   • If the site owner clicks OK in his or her Ask For Permission dialog box, the session will begin.
   • If not, you'll have to try a different service or contact the owner to get permission to use the desired service.

   
   

   If you are using a trusted visitor account:

   1. Select the "Log in as Trusted Visitor" option.
   2. Type your trusted visitor user name.
   3. Press the Tab key.
   4. In the Password box, type the password the site owner gave you for the account you're using.
   5. Click OK. If your name and password are verified by the computer, you are allowed to begin a session with the service you selected.

   
   
   
   

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