1	An Introduction to the iVocalize Software for Moderators Presented by Tom Peters of TAP Information Services December 2, 2004
2	This Presentation Is Available at: www.tapinformation.com/ivocalizemods.htm
3	Basic Terminology The software is called iVocalize. It is hosted and maintained by a group called Talking Communities (http://talk3.talkingcommunities.com/). Participants in any iVocalize session have one of two possible statuses: Regular participant (his/her name is in regular font) Moderator (his/her name is in bold font) Moderators have additional rights and responsibilities. Generally, the facilitator of a meeting or event should have moderator status.
4	A Quick Tour of the Screen Three Windows in an iVocalize Room Text Chat (upper left) Embedded Browser (right) Participants and Audio Controls (lower left) Resizing the three windows on the fly Drop-Down menus in upper left Horizontal slide bars to control microphone and speaker volume.
5	Icons Indicate Participant Activity Participants are listed in alphabetical order. Turquoise Conversation Bubble: indicates who is speaking. The speaker always goes to the top of the list of participants. A conversation bubble with a numeral in it indicates a person who is waiting to speak. Circle with “AB” Inside: indicates a participant who is typing. Circle with “R” Inside: indicates a participant who is recording the session.
6	Overview of Basic Features Converse using Voice-over-IP Press and hold the Control Key Release your Control Key when finished Text Chat The text chat box is located in the left-central area of the screen. Move your cursor into the input box, type your message, then press Enter. Synchronized Browsing
7	Some Advanced Features Show a PowerPoint Presentation Application Snapshots and Whiteboard Requires all participants to download and install a separate plug-in Record all aspects of an iVocalize Session Sound Text Chat Websites visited PowerPoint slides
8	Advantages of iVocalize Easy to learn and use Low, fixed cost VoIP works well Only one person can speak at once Reduces travel costs Reduces phone and conference call costs Accessible to print-impaired persons Easy to record events and discussions
9	Disadvantages of iVocalize Multi-platform client (for Macs, Linux, etc.) not yet ready (maybe in Dec.) Works best with high-speed Internet connections Lacks true application sharing (e.g., where typing and mouse movements are visible)
10	Accessibility Features Keystroke alternatives to buttons and drop-down menu options. Accessibility options under “help” Append text icons to user names (Alt+shift+4) Highlight new text messages (Alt+shift+5) Suppress private conversation tabs (Alt+shift+6) Suppress colors in text messages (Alt+shift+7)
11	Set Your Preferences Preferences you establish are persistent Timestamp all chat entries (Alt+Shift+i) Show URLs in text chat box (Alt+Shift+U) Select Text Chat Font and Size (Alt+Shift+F) Select Text Chat Message Color
12	Voice-over-IP (VoIP) Inexpensive microphones (e.g., Labtec) can be purchased for less than $9. Controlling the speaker volume Slide bar in lower left corner of screen Controlling the microphone volume Slide bar in lower left corner of screen Queue to speak To lock your microphone on, click on the microphone icon in the lower left. Click on it again to unlock your microphone.
13	Text Chatting Sending a message to everyone Indicates when someone is typing in the text chat window Sending a message to another individual (private text chat) Private text chatting among small groups in a room is not possible.
14	Embedded Browser Basics An embedded browser occupies the right side of the screen. URL address line is at the top of the embedded browser. Left and right green arrows can be clicked on to browse forward or backward. Down arrow at right end of URL address line is a dropdown menu of previously visited URLs. Use the Favorites dropdown menu to manage your favorites list of URLs within this embedded browser. Hint: If you are facilitating a session in which numerous URLs will be visited, you can create a favorites folder with the URLs in the sequence you want to visit them. This avoids having to type and talk at the same time.
15	Synchronized Browsing in Action Continuous, from the moderator Press F3 to initiate synchronized browsing Note that a reminder that synchronized browsing is turned on appears in the lower right corner. On the fly, from the moderator Press F2 to send the current web page On the fly, from a participant All other participants may unilaterally accept or reject what is pushed at them
16	Synchronized Browsing Tips Try to avoid co-browsing to PDF files on the web, because doing so could cause your iVocalize room or a participant’s to lock up. You can have another browser software program running on your computer, then cut and paste the URL into the embedded browser within iVocalize.
17	Uploading a Presentation The best, easiest way to provide group access to a presentation within iVocalize is to load the presentation on a website you control, then co-browse to the presentation. Note: In order to include PowerPoint slides in a fully recorded session, you must upload your presentation from within iVocalize (Alt+Shift+P).
18	Ways to Record a Session Full Presentation Audio recording as a Windows Media Audio file Text chat URLs of webpages visited during a session Text Chat only in a Text File Audio Recording only
19	Preparing to Record a Session Make sure that you have version 9 or higher of Windows Media Player on your PC. Free download at http://www.microsoft.com/windows/windowsmedia/download/default.asp In order to make a full recording of a session: You must be a moderator. You must have the URLs display in text chat. You must have synchronized browsing turned on.
20	Starting and Stopping a Recording Session Set up the recording session (Alt+R). Input a file name into the “Save As” dialogue box. Note the file folder it is saved in. Alt+P toggles between pausing and unpausing the recording. To conclude the recording at the end of the session, either press Alt+R or simply exit the room.
21	Working with Session Files Two files with the same name but different extensions are created: Filename.HTM contains the text chat and the URLs of websites visited. Filename.WMA contains the audio recording in Windows Media Audio format. Play the HTM file in your browser to get the full experience (audio, text chat, and websites) The WMA file can be played in any freely available media player (e.g., Windows Media Player, Real Player, MusicMatch Jukebox).
22	Saving Text Chat Text Chat Transcript can be saved as a separate simple text (ASCII) file. Save text chat at the end of a session, not at the beginning! Alt+Z In the “Save As” dialogue box, either accept the filename provided, or input your own. Note the folder in which the file was saved. This text file (.txt) can be viewed and edited in any wordprocessor or text editor.
23	Options for Regular Participants Browse unilaterally at will Modify the sizes of the various windows Choose a different colored font for text chatting Work on different tasks while listening to the conversation Note: If a private text message comes to you, there is an audible sound.
24	Managing an Online Event If someone’s blue speaker bubble appears to be locked on, pull down the moderator menu and clear the current speaker from the queue (F4). Locking the Room (F4) Kicking Someone Out Banishing Someone
25	Administrative Options Separate administrative module is at http://www.talkingcommunities.com/ivocalize/ Change the basic screen layout Change the default homepage in the browser window Change the default sizes of the various windows Users: Adding and deleting moderators User stats: Who has been in your room
26	Troubleshooting Tips No voice from your microphone? Make sure the mic is plugged into the correct slot. Make sure it is pushed all the way in. Check the horizontal slide bar in the lower left. No sound from your speakers? Some speakers need to be turned on. Make sure the volume is turned up. Check the sound settings in your control panel within Windows. More documentation and help available at http://talk3.talkingcommunities.com/index.php/14
27	Next Steps Practice Practice Practice
28	Yahoo Group on Using iVocalize in Librarianship If you want to become a member of the group, contact Tom Peters (tpeters@tapinformation.com) To send messages to the group: ivocalizelib@yahoogroups.com The homepage for the group is at: http://groups.yahoo.com/group/ivocalizelib
29	Questions and Discussion Tom Peters TAP Information Services 1000 SW 23^rd Street Blue Springs, MO 64015 Email: tpeters@tapinformation.com Web: www.tapinformation.com Phone: (816) 228-6406