airespring MaX Meeting for Desktop User Manual

: June 5, 2024
: airespring

Table of Contents

airespring MaX Meeting for Desktop
MAX MEETING
DOWNLOAD AND INSTALL THE SOFTWARE
SET UP A MAX MEETING
INVITE CONTACTS TO JOIN YOU IN THE MEETING
SHARE YOUR SCREEN
SEND A MESSAGE TO MEETING ATTENDEES
RECORD YOUR MEETING
LEAVE THE MEETING
ADDITIONAL MEETING WINDOW OPTIONS
MORE QUESTIONS?
References
Read User Manual Online (PDF format)
Download This Manual (PDF format)

airespring MaX Meeting for Desktop

airespring-MaX-Meeting-for-Desktop-
product

MAX MEETING

MaX Meeting provides audio and video conferencing over the internet, including web collaboration features such as screen sharing, whiteboard annotations, and presentation capabilities. If you have set up MaX Desktop with MaX Meeting, you can invite any of your contacts to join you in a meeting, even if they do not have MaX Desktop.

FIND YOUR PASSWORD
You will need your AireSpring CommPortal phone number and password to start using MaX Communicator for Desktop and MaX Meeting. If you don’t have this information, call Customer Service at 888-389-2899, Option1.

DOWNLOAD AND INSTALL THE SOFTWARE

First, download MaX Communicator for Desktop here: https://commportal.airespring.com.

When prompted, save the file, then find the file in your downloads folder and open it to begin the installation process.

SET UP A MAX MEETING

You can choose to start an instant meeting from MaX Desktop, from the CommPortal dashboard, or directly from your Outlook calendar.

Within MaX Desktop, you can send a meeting invitation:

• using the MaX Desktop File menu
• from your Contacts list or while viewing a contact’s details
• while chatting to contact using instant messaging
• when you are on a call.

When you start a meeting, you are prompted to select the contacts you want to invite to join you in the meeting. You can then start the meeting and contacts can simply click on the invitation to join your meeting.

SCHEDULE A MEETING
You can use MaX Meeting to schedule a one-off or recurring meeting. Select the Schedule A Meeting option from MaX Desktop, from the CommPortal dashboard, or directly from your Outlook calendar to launch the Schedule A Meeting window. Here, you can set the date, time, and length of the meeting, and specify various other audio and video settings for the meeting. Then click Schedule to open the meeting invitation and select the participants you want to invite to the meeting before sending the invite. The MaX Meeting is added to the participant’s calendar.

JOIN A MEETING
You can join a MaX Meeting by clicking on the on-screen invitation or by opening the Meeting URL in a browser.

EXPLORE THE MEETING WINDOW
While a meeting is in progress, you will either see the participant toolbar or the host toolbar at the bottom of the Meeting window.

Participant toolbar:

Host toolbar:

SET UP YOUR AUDIO
Use the Microphone icon to toggle your microphone on or

Click on to change your audio options

Select Join Audio to allow MaX to use either your phone or your computer’s microphone and speaker.
Select Leave Audio to prevent MaX from using your speaker and audio device.

Use the Video icon to toggle your video on and off .

ACCESS THE SETTINGS MENU
Click on to access the Settings menu, where you can set up and test your microphone, speakers, and video. You can also use the Settings menu to specify where to save recorded meetings and to access additional application settings.

INVITE CONTACTS TO JOIN YOU IN THE MEETING

Click on and select the contacts you want to invite to join you in the meeting.The contacts you select are then sent a meeting invitation.

VIEW MEETING PARTICIPANTS
Click on to see who has joined the meeting. You can access the following options from the Participant window.

– let the meeting host know you have something say
– change your display name.

If you are the meeting host, click on to access the

Participants window
Meeting hosts can use the following additional options to manage participants:

or , or Mute to mute a specific individual.
to prevent meeting attendees from sharing their screens.

to access additional options, including:

Mute on Entry – mute all attendees as they join the meeting.
Play Enter/Exit Chime when a participant joins or leaves the meeting.
Lock/Unlock Meeting – no new attendees can join if the meeting is locked.

The following icons provide additional information about each attendee.

Click on and choose the desktop or individual application window that you want to share.

Note:
The Share Screen option may not be visible if the meeting host has selected to Lock Screen Share.

Once you are sharing your screen with meeting participants, you will see the Screen Share toolbar.

The Screen Share toolbar provides the following options:

Pause/Resume screen sharing.
Share a New Window – select a new window to share.
Annotate your shared screen using a variety of shapes and highlight tools, including a Mouse; Draw options (lines, shapes, and arrows); a Spotlight tool; an Eraser to remove selected annotations; and Undo, Redo and Clear annotation options.
Note: The Annotate option may not be visible if the meeting host has selected to Disable Attendee Annotation.
Mute – toggle your microphone on and off.
Stop/Start Video – toggle your video sharing on and off.
More – access Chat, Record, Settings, and Audio Conference options.

Click to exit screen sharing.

SEND A MESSAGE TO MEETING ATTENDEES

Click on to open a Chat window and send a message to another meeting attendee.
Click on to save the conversation to your local computer.

RECORD YOUR MEETING

Click on it to start recording the meeting.
Click on to end recording.

When the meeting ends, you will see a pop-up saying that the meeting recording is being saved and converted to mp4 format.
The directory containing the saved recording then automatically opens showing the recorded file, and the meeting will also appear in your list of recorded meetings within the MaX Meeting application.
You can specify the directory to save recorded meetings using the Settings menu.

Note:
The Record option may not be visible if the meeting host has a disabled recording for the meeting.