How to Set Up Meeting Space for Windows Vista - dummies

How to Set Up Meeting Space for Windows Vista

By Woody Leonhard

Collaborating with others is easier than ever thanks to Vista’s Meeting Space tool. To get the most out of this tool, you need to take a few minutes to set up Meeting Space to work with your needs. But if you’re with a group of two or more people who are all using Vista on their laptops, setting up Meeting Space is well worth your time.

Meeting Space is smart enough to identify people who ask to be invited to meetings. The person who starts a session can invite others to join. They can look at each other’s desktops (similar to Remote Assistance), work on the same document, give or watch presentations, and pass notes to each other, one on one.

The first time you run Meeting Space, you have to let it pop through your firewall, and you have to set up a Display Name. Don’t worry; it’s easy.

Meeting Space isn’t available for Windows Vista Home Basic users. If you have Home Premium or any of the business versions of Vista, you can bend Meeting Space to your will. You have to use an Administrator account (or have access to an Administrator account’s password, which is basically the same thing) to get it going.

  1. Choose Start→All Programs→Windows Meeting Space.


    The Meeting Space setup routine presents you with a scary message.

  2. Even if you don’t know a Distributed File System Replication from a Globally Routable IPv6 Address, click Yes, Continue Setting Up Windows Meeting Space.

    You have to click the Continue button to get through a User Account Control dialog box. Vista hems and haws and finally presents you with the Set Up People Near Me dialog box.

    Consider. If you go ahead with Meeting Space, any time your computer is alive and you’re logged on, Vista can broadcast your display name over the wireless connection. If that makes you feel a little squeamish, it should. But it’s the only way that Meeting Space (or any other application, for that matter) has to identify you, particularly when no network is established.

  3. Type a Display Name that won’t come back to haunt you; then click the OK button.


    Meeting Space appears. Your Display Name is being broadcast. Meeting Space is looking for meetings that you’ve been invited to. Most likely, there won’t be any meetings already established, but you are now setup and ready to invite others to join a meeting and to join others.