User Guide for Cisco Unified MeetingPlace Release 7.0
Sharing a Screen, Documents or Whiteboard in Cisco Unified MeetingPlace
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Sharing a Screen, Documents or Whiteboard in Cisco Unified MeetingPlace

Table Of Contents

Sharing a Screen, Documents or Whiteboard in Cisco Unified MeetingPlace

Best Practices for Screen Sharing

Application and Desktop Sharing Considerations for Large Meetings

How to Share a Screen, Documents, or Whiteboard

Installing the Cisco Unified Presenter Add-in

Sharing a Screen During a Meeting

Changing the Screen-Sharing Source

Sharing Control of Your Screen with Another Presenter

Requesting Control of a Shared Screen

Previewing Your Shared Screen

Ending a Screen Sharing Session

How to Annotate on Shared Content

Setting Up for Annotation

Creating an Annotation on the Whiteboard

Ending an Annotation Session

How to Work With the Whiteboard

Whiteboard Drawing Tools

Sharing a Whiteboard

Adding an Overlay Whiteboard Over a Document or a Shared Screen in a Share Tool

Displaying an Existing Whiteboard

How to Set Shared Content Display

Enabling Audience to Control Their View of Shared Content

Displaying Shared Content Full Screen to All Participants

How to Share a Document

Types of Documents That Can Be Shared in the Share Tool

Sharing a Document from the Meeting Attachments

Sharing a Document from Your Computer

How to Share a Microsoft PowerPoint Presentation

Presentation Playbar Options

Using the Presentation Outline Tab

Viewing Presentation Slide Notes

Searching for Text in a Presentation

Turning Off Display Synchronization for Multiframe Documents

How to Use the File Share Tool in the Meeting Room

Uploading Files From Meeting Attachments

Uploading Files From Your Computer

Downloading Files from the File Share Tool

Renaming Files in the File Share Tool

Removing Files from the File Share Tool


Sharing a Screen, Documents or Whiteboard in Cisco Unified MeetingPlace


Release: 7.0
Revision Date: September 14, 2009 11:42 am

This section describes how to use the features in the Cisco Unified MeetingPlace web meeting room. If you are using the Cisco WebEx integration with WebEx scheduling option, use the help available from within the Cisco WebEx web meeting room or from WebEx.com to find information regarding various Cisco WebEx features and functions.

Best Practices for Screen Sharing

Application and Desktop Sharing Considerations for Large Meetings

How to Share a Screen, Documents, or Whiteboard

How to Annotate on Shared Content

How to Work With the Whiteboard

How to Set Shared Content Display

How to Share a Document

How to Share a Microsoft PowerPoint Presentation

How to Use the File Share Tool in the Meeting Room

Best Practices for Screen Sharing

In order to conserve network bandwidth for large meetings or when there are participants with slow Internet connections, consider the following practices when sharing your screen:

Whenever possible, avoid sharing the entire screen. Instead, share an individual application or window.

If you do need to share your entire desktop, we strongly recommend that you do not use any intricate backgrounds as your desktop image. Desktop images with lots of colors inevitably result in wasting valuable bandwidth on rendering nonessential screen information.

Reduce your screen resolution to 1024 x 768 or less and, if possible, reduce the color quality from millions of colors to 16- or 32-bit color. In general, setting your resolution to 1024 x 768 pixels allows most participants (even notebook users) to optimally view your shared application or document.

If possible, do not use two computers on the same Internet connection (for example, one computer to share a presentation and another to see the audience view) unless the connection rate is T1 or higher.

Avoid constant scrolling through your application. When you do need to move your document, use the Page Up and Page Down keys on your keyboard. Participants can scroll through the visible portion of your document from their own desktops for better viewing.

Do not cover your shared application with other windows. If you do, participants will see a box with a cross-hatched pattern in place of the application until the application is uncovered.

Use simple meeting etiquette by verbalizing your intentions and requests. For example, let people know that you will be enabling collaboration. Likewise, let the meeting host know that you would like to take control of a document.

Cisco Unified MeetingPlace does not support the sharing of video applications or streams. If you try to share a video stream from your desktop, participants will see only some of the frames from the video, displayed at the screen-sharing refresh rate. If you try to load a PowerPoint file with video embedded on the slide page in the Share tool, the presentation conversion will fail and you will not be able to display the presentation.

Application and Desktop Sharing Considerations for Large Meetings

For an optimal meeting experience, we recommend that presenters use application or desktop sharing only for meetings with less than 350 participants (or 300 participants if SSL is enabled on the Cisco Unified MeetingPlace web server). For larger meetings, we recommend that presenters upload a PowerPoint file to be converted to a presentation either before the meeting (by adding it as an attachment from the meeting scheduling pages) or during the meeting (by uploading the file from the Share tool Documents menu), and share the PowerPoint presentation from within the meeting room.

How to Share a Screen, Documents, or Whiteboard

As a moderator or presenter in a meeting, you can share windows, applications, or your entire desktop with participants in a meeting. You can also allow other participants to take control of your screen.

When you share anything on your computer screen, actions you take in the shared region are visible to all participants in the meeting. Your viewers follow the progress of your pointer as you move it across your screen. The region or regions that you share must be visible on your desktop in order to be visible in the Share tool to other participants. Overlapping windows on the desktop appear as a blue cross-hatched pattern in the Share tool. You can also display a whiteboard over a shared screen to enable participants to add annotations.

Documents shared in the Share tool can be viewed but not downloaded by participants. To enable participants to download documents, a moderator or presenter must upload the documents using the File Share tool.


Note Application and desktop sharing in Cisco WebEx web meetings do not support dual-monitor systems.


Installing the Cisco Unified Presenter Add-in

Sharing a Screen During a Meeting

Changing the Screen-Sharing Source

Sharing Control of Your Screen with Another Presenter

Requesting Control of a Shared Screen

Previewing Your Shared Screen

Ending a Screen Sharing Session

Installing the Cisco Unified Presenter Add-in

You must install the Cisco Unified Presenter Add-in before you can share your desktop, an application or anything else in a web meeting.


Note If you are attending a meeting from IBM Lotus Notes 8.0 Standard Version, make sure that you install the Cisco Unified Presenter Add-in so that you can use your keyboard during the meeting.


Before You Begin

Temporarily disable any pop-up blockers.

See if there is a Download the Add-in button in your web meeting room. If you do not see this button, you have the Add-in installed already. Skip this procedure.

Procedure


Step 1 Click the Download the Add-in button.

Step 2 Follow the instructions in the install wizard.


Troubleshooting Tip

Cannot Install Cisco Unified Presenter Add-in in the Troubleshooting and Getting Help in Cisco Unified MeetingPlace module

Sharing a Screen During a Meeting

Before You Begin

You must be a moderator or presenter.

You must be in the full meeting room or the share-only meeting room.

Install the Cisco Unified Presenter Add-In. See Installing the Cisco Unified Presenter Add-in.

Restriction

Cisco Unified MeetingPlace does not support desktop sharing from Solaris or RedHat systems. Users on these systems can share a whiteboard or attachments that are already loaded into the meeting, view shared files and make annotations, but they cannot share files that reside on their systems.

Procedure


Step 1 With a blank Share tool open in a meeting, click My Computer Screen.

Step 2 Choose what you want to share from the center of the Share tool.

Step 3 Click Share.

Step 4 (Optional) To view the application in the meeting console the way other meeting participants are viewing it or to add an overlay whiteboard for annotation, do the following:

a. Click the Cisco Unified MeetingPlace Express icon in the system tray.

b. Choose Pause and Annotate.

c. Click Resume to exit annotation mode.

Step 5 When you finish sharing, click the Cisco Unified MeetingPlace Express icon > Stop Screen Sharing.


Troubleshooting Tips

While you are sharing, make sure that the shared content remains visible on your screen. For meeting participants to see a window, it must be in full view on your desktop.

If a window that you did not select for sharing moves over your shared screen, the parts of the shared content that are covered will appear to participants as a blue cross-hatch pattern.

Related Topic

How to Resolve Problems When Sharing Content in the Troubleshooting and Getting Help in Cisco Unified MeetingPlace module

Changing the Screen-Sharing Source

You can change the source of your screen-sharing broadcast while you are sharing your screen.

Before You Begin

Make sure that you are sharing your screen. See Sharing a Screen During a Meeting.

You must be a moderator or presenter.

You must be in the full meeting room or the share-only meeting room.

Procedure


Step 1 Locate the application task bar at the bottom of your screen.

Step 2 Click the Cisco Unified MeetingPlace Express icon  > Choose Window to Share.

Step 3 Click Desktop, Windows, or Applications.

Step 4 Click Share.


Sharing Control of Your Screen with Another Presenter

While screen sharing, you can pass control of the shared desktop, window, or application to another presenter. The presenter must request control before you can hand over your shared screen to them.

Before You Begin

Make sure that you are sharing your screen. See Sharing a Screen During a Meeting.

Procedure


Step 1 Start sharing your computer screen in a meeting.

When another presenter requests control of your screen, you see a request message in the upper-right corner of the meeting room window.

Step 2 Choose to accept or decline the request.


Requesting Control of a Shared Screen

As a moderator or presenter, you can request control of the screen of another presenter or moderator.

Before You Begin

This procedure assumes that you are viewing a shared document or presentation in the Cisco Unified MeetingPlace web meeting room.

Procedure


Step 1 Click Request Control on the Share tool control strip.

If the request is accepted, a message informs you that you have been granted control of the screen. The Request Control button becomes a Release Control button.

Step 2 Take control of the shared screen.

Step 3 Click Release Control on the Share tool control strip to return control of the shared screen to the original presenter.


Previewing Your Shared Screen

When sharing an application, window, or desktop on your computer, you can select the Preview option to show the same view that participants see in their Share tool.

Before You Begin

This procedure assumes that you are sharing your screen in the Cisco Unified MeetingPlace web meeting room.

Procedure


Step 1 Locate the Share tool.

Step 2 Click the Pod options button > Preview in Tool While Screen Sharing.


Ending a Screen Sharing Session

You can stop sharing your screen at any time. If you are sharing multiple windows or applications, you can stop sharing some windows while continuing to share others.

Before You Begin

You must be a moderator or presenter.

You must be in the full meeting room or the share-only meeting room.

You must be sharing your screen. See Sharing a Screen During a Meeting.

Procedure


Step 1 Bring the window that you want to stop sharing to the front of your screen.

Step 2 Click the arrow beside the red Stop Sharing button.

Step 3 Click Stop Sharing This Window.


How to Annotate on Shared Content

If you are a presenter or moderator, you can use an overlay to superimpose annotations on shared content during a meeting. This content can be a file, such as a Microsoft Word file, or a blank document or window if you want to simulate a whiteboard.

Because annotations are created on a transparent layer above your document, the original document is not altered.


Note You do not need to have the Cisco Unified Presenter Add-in installed to make annotations. However, if you are attending a meeting from IBM Lotus Notes 8.0 Standard Version, make sure that you install the Add-in so that you can use your keyboard during the meeting.


Setting Up for Annotation

Creating an Annotation on the Whiteboard

Ending an Annotation Session

Setting Up for Annotation

Before You Begin

This procedure assumes the following:

You are in a Cisco Unified MeetingPlace full meeting room or share-only meeting room.

You are a moderator or presenter.

You are sharing the window or application that you want to annotate. See Sharing a Screen During a Meeting.

Procedure


Step 1 Bring the shared window or application to the front.


Note You can only make annotations on one window at a time. If you are sharing multiple windows, you can arrange the windows on your screen so that more than one window is showing. All visible shared windows will appear on the screen when you annotate.


Step 2 Click the arrow beside the red Stop Sharing button.

Step 3 Choose Pause and Annotate.

If you are sharing an application with multiple open windows, the red Stop Sharing and arrow buttons are visible on all windows but active only on the window that is in front.

Step 4 Wait a few moments.

The web meeting room comes to the front of your screen with the shared document visible.

The annotation toolbar displays in the lower-right corner of the web meeting room.

You and other moderators and presenters can begin to annotate.


Related Topic

Creating an Annotation on the Whiteboard

Creating an Annotation on the Whiteboard

When you annotate, you can choose from a variety of drawing tools and specify the characteristics of those tools. If multiple participants are going to annotate on a single window, they can choose colors to distinguish their annotations from others.

Before You Begin

This procedure assumes the following:

You are in a Cisco Unified MeetingPlace full meeting room or share-only meeting room.

You are a moderator or presenter.

You have set up your web meeting room to begin annotations. See Setting Up for Annotation.

Procedure


Step 1 Click the Whiteboard Tools icon on the bottom right of the meeting console.

Step 2 Click a tool.

Step 3 Begin annotating.


Related Topic

Ending an Annotation Session

Whiteboard Drawing Tools

Ending an Annotation Session

Select one of the following substeps to end an annotation session:

Click Resume at the bottom of the share tool.

Start sharing a document on your own computer.

How to Work With the Whiteboard

As a moderator, you can use a whiteboard to create collaborative text, drawings, and other annotations in a meeting. You can use a whiteboard in two different ways in a Share tool:

A stand-alone whiteboard allows presenters to create content on a white background.

An overlay whiteboard allows presenters to create content over an existing document in a Share tool, adding annotations to and drawing on the document. You can lay a whiteboard over presentations, JPGs, and SWFs.

If you turn off sharing, change the content in a Share tool, or close the Share tool, the whiteboard is still part of the meeting room and can be displayed again. If you delete a Share tool, the whiteboard is deleted.

Whiteboard Drawing Tools

Sharing a Whiteboard

Adding an Overlay Whiteboard Over a Document or a Shared Screen in a Share Tool

Displaying an Existing Whiteboard

Whiteboard Drawing Tools

The following table lists the tools that are available to create text and drawings on the whiteboard. To view the tools, click the Whiteboard Tools icon (box with pencil) in the lower right corner of the whiteboard tool.

Icon
Icon Name
Description

Selection tool

Selects a shape or area of the whiteboard. Click a shape to select it. Drag on the whiteboard or content to create a selection rectangle that selects all the shapes within the rectangle. The selection rectangle has eight control points for resizing the selected shape or shapes. Shift-drag a corner control point to maintain the aspect ratio when you resize. Select and drag a shape to move it. To add a shape to the selection, Shift-click the shape.

Pencil tool

Creates a free-form line. You can customize stroke color and stroke weight by using the color picker and stroke weight pop-up menu at the lower part of the Whiteboard tool.

Marker tool

Creates a free-form thick marker line. You can customize stroke color and stroke weight by using the color picker and stroke weight pop-up menu at the lower part of the Whiteboard tool.

Line tool

Draws a straight line between two points. You can customize stroke color and stroke weight by using the color picker and line width pop-up menu at the lower part of the Whiteboard tool. You can create arrows by using the arrow buttons at the lower part of the Whiteboard tool. Holding down the Shift key while drawing makes the line snap every 45 degrees.

Rectangle tool

Creates square and rectangle shapes. You can customize stroke color, fill color, and stroke weight by using the color picker and the stroke weight pop-up menu. You can use No Fill as a setting for stroke color and fill color; however, you cannot use No Fill for both stroke color and fill color. Drag to expand the shape. Hold down the Shift key while drawing to make the rectangle a square.

Ellipse tool

Creates circle and ellipse shapes. You can customize stroke color, fill color, and stroke weight by using the color picker and stroke weight pop-up menu. Drag to expand the shape. Hold down the Shift key while drawing to make the ellipse a circle.

Text tool

Creates a floating multiline text field. You can customize fill color, font face, and font size by using the color picker, font pop-up menu, and font size pop-up menu. Drag to create a text area where you can type.

Stamper tool

Leaves a check mark, arrow, star, or cross on the screen. A check mark is the default stamp. You can change the stamp image by clicking the arrow, star, check mark, and cross buttons. You can customize image color and shape size by using the color picker and size pop-up menu.

Undo

Undoes the previous action. You can undo the following actions: drawing a shape, moving a shape, resizing a shape, clearing the whiteboard, and changing the properties of a shape. There is no limit to the number of times that you can perform this operation in the tool.

Redo

Repeats the previous action.

Clear

Deletes everything on the whiteboard.

Print

Prints the contents of a whiteboard.

If you have Adobe Acrobat Professional installed, you can print the whiteboard contents to a PDF file for archiving.


Sharing a Whiteboard

Before You Begin

Install the Cisco Unified Presenter Add-In. See Installing the Cisco Unified Presenter Add-in.

You must be a moderator or presenter.

You must be in the Cisco Unified MeetingPlace full meeting room or share-only meeting room.

Procedure


Step 1 Click Share > Whiteboard to launch the previous whiteboard.

Step 2 (Optional) Click Share > New Whiteboard to launch a blank whiteboard.

Step 3 To draw on the whiteboard, click the Whiteboard Tools icon (rectangle with pencil) on the bottom right of the whiteboard.

Step 4 To move through whiteboard pages, click the left and right page arrows on the bottom left of the whiteboard.


Related Topic

How to Annotate on Shared Content

Adding an Overlay Whiteboard Over a Document or a Shared Screen in a Share Tool

Before You Begin

Install the Cisco Unified Presenter Add-In. See Installing the Cisco Unified Presenter Add-in.

You must be a moderator or presenter.

You must be in the Cisco Unified MeetingPlace full meeting room or share-only meeting room.

Procedure


Step 1 In a Share tool, display the document.

Step 2 Click the Whiteboard Overlay icon (rectangle with pencil) in the Share tool control strip.

The Annotation toolbar displays.


Displaying an Existing Whiteboard

Complete this procedure to display an existing whiteboard that you have hidden.

Procedure


Step 1 On the control strip at the bottom of the Share tool, click Share > Whiteboards.

Step 2 Select the name of the whiteboard that you want to display.

Your chosen whiteboard takes over the main Share tool.


How to Set Shared Content Display

By default, the full meeting room displays everything in your web meeting room. You can set the web meeting room to display nothing but the shared content and related annotations. This is called full screen mode.

Displaying shared content in full-screen mode hides the following elements from the view of all participants, including yourself:

The Participant List tool and chat tool.

All other applications on each computer.

All elements of the operating system, such as the Start menu in Windows operating systems and the Close Window button on the title bar of the web meeting room browser window.

Users can still use their operating system keyboard commands, such as Alt-Tab on Windows.


Note Participants with Moderator or Presenter permissions can control their view of the web meeting room regardless of the changes you make. If you are a moderator and you need to prevent participants from changing their view, you must first change their permission level to audience. See Changing the Permission Level of Participants in the Web Meeting Room in the Managing Your Cisco Unified MeetingPlace Web Meeting module for instructions.


Enabling Audience to Control Their View of Shared Content

Displaying Shared Content Full Screen to All Participants

Enabling Audience to Control Their View of Shared Content

You can specify whether participants with Audience permissions can control their own full-screen view of shared content.


Note Participants with Moderator or Presenter permissions can always control their own view unless you change their permission level to Audience.


Before You Begin

You must be a moderator or presenter.

You must be in the Cisco Unified MeetingPlace full meeting room.

Procedure


Step 1 Locate the Share tool.

Step 2 Click the arrow next to the Full Screen button at the bottom left.

Step 3 Check Enable Full Screen toggle for audience.


Troubleshooting Tip

If you do not want participants with audience permission to control their display of shared content, uncheck Enable Full Screen toggle for audience.

Displaying Shared Content Full Screen to All Participants

Follow this procedure to enlarge the Share tool so that the shared content fills the entire screen of each participant.


Note Participants with Moderator or Presenter permissions can always control their own view of shared content. To restrict them from changing their view, change their permission level to Audience.


Before You Begin

You must be a moderator or presenter.

You must be in the Cisco Unified MeetingPlace full meeting room.

Procedure


Step 1 Locate the Share tool.

Step 2 Click the arrow next to the Full Screen button at the bottom left.

Step 3 Check Presenter's changes affect everybody.

Step 4 Click Full Screen.


Troubleshooting Tip

To restore the view of all web meeting room functions to all participants, uncheck Presenter's changes affect everybody; then, click Full Screen again.

How to Share a Document

As a moderator or presenter in a meeting, you can share documents that have been uploaded as meeting attachments, or share documents directly from your computer.

If you turn off sharing, change the content in a Share tool, or close the Share tool, the document is still part of the meeting room and can be displayed again. If you delete a Share tool, the document is deleted from the meeting room. (If you uploaded it as a meeting attachment from the Attachments/Recordings link on the Meeting Details page previously, it is still available there.) To edit a shared document, you must edit the source document and reload it into the meeting.

Types of Documents That Can Be Shared in the Share Tool

Sharing a Document from the Meeting Attachments

Sharing a Document from Your Computer

Types of Documents That Can Be Shared in the Share Tool

The following document types can be shared in the Share tool, either from meeting attachments or from your computer:

A single PowerPoint file (.ppt file extension).

A single file with Flash content (.swf file extension).

A single JPEG image (.jpg file extension).

A ZIP file that contains a single PowerPoint file.

Adobe Presenter content packaged as a ZIP file.

Flash movie files (.flv file extension).

PowerPoint files are converted to presentations. PowerPoint presentations can include animations and audio voice-overs. When you share a presentation, the Share tool displays controls for navigating the presentation. Note the following restrictions when you are uploading a document to share as a presentation in the Share tool:

Files created in PowerPoint 2007 cannot be converted and shared as presentations in the Share tool. To share a PowerPoint 2007 file, you must share the PowerPoint application from your desktop. Support for PowerPoint 2007 is planned for a later release.

Files created in versions older than PowerPoint 2000 cannot be converted and shared as presentations in the Share tool. To share an older PowerPoint file, you should open the file in PowerPoint 2000 or later and save the file before uploading it to the Share tool.

Sharing a Document from the Meeting Attachments

A moderator or presenter can load PowerPoint presentations, Flash content (SWF files), JPEG files, or ZIP files from the meeting attachments stored on the server into a Share tool in a meeting. Complete this procedure to share those documents during a meeting.

Before You Begin

Upload a document to the File Share tool. See How to Use the File Share Tool in the Meeting Room.

You must be a moderator or presenter.

You must be in the Cisco Unified MeetingPlace full meeting room.

Procedure


Step 1 Click Documents from the center of the Share tool.

Step 2 Click Select From Attachments.

The Browse Content window displays.

Step 3 Click Uploaded Content.

Step 4 Select the document that you want to share.

Step 5 Click Open.

The selected document displays in the Share tool. The document name displays in the title bar of the tool.


Related Topic

How to Use the File Share Tool in the Meeting Room

Sharing a Document from Your Computer

Complete this procedure to upload PPT, SWF, JPEG, or ZIP files from your computer into a Share tool.

Before You Begin

You must be a moderator or presenter.

You must be in the Cisco Unified MeetingPlace full meeting room.

Restriction

Cisco Unified MeetingPlace does not support desktop sharing from Solaris or RedHat systems. Users on these systems can share a whiteboard or attachments that are already loaded into the meeting, view shared files and make annotations, but they cannot share files that reside on their systems.

Procedure


Step 1 Click Documents from the center of the Share tool.

Step 2 Click Select from My Computer.

Step 3 Select the document that you want to share from the Browse Content window.

Step 4 Click Open.

The selected document displays in the Share tool. The document name displays in the title bar of the tool. The document is added to the Uploaded Content folder associated with the meeting room.


Related Topic

How to Use the File Share Tool in the Meeting Room

How to Share a Microsoft PowerPoint Presentation

Special controls are available for navigating and displaying a Microsoft PowerPoint presentation in the Share tool.

Presentation Playbar Options

Using the Presentation Outline Tab

Viewing Presentation Slide Notes

Searching for Text in a Presentation

Turning Off Display Synchronization for Multiframe Documents

Related Topic

How to Use the File Share Tool in the Meeting Room

Presentation Playbar Options

If your PowerPoint presentation includes audio or video embedded by using Adobe Presenter, you can control the presentation appearance and playback by using the presentation playbar located at the bottom of the presentation.

To show the presentation playbar if it is not displayed, click the Pod options button in the Share tool, then click Show Presentation Playbar.

The following options are available on the playbar:

Option
Description

Play/Pause button

Pauses and resumes play of the current slide.

Back button

Moves to the previous slide in the presentation.

Forward button

Moves to the next slide in the presentation.

Slide progress bar

Shows and controls the playback location within the current slide. The position marker moves as the slide plays. You can drag the marker arrow forward or back in the current slide to change your playback location. You can also click a specific location on the progress bar to move the slide marker position and slide playback there.

Current slide number

Shows the number of the currently displayed slide and the total number of slides (for example, slide 2 of 10).

Status

Shows the status of the current slide, such as Playing, Stopped, No Audio, or Presentation complete.

Time

Shows the current slide time and the total slide time as the slide plays (for example, 00.02/00.05).

Audio volume

Shows the volume level that is set for the slide.

Attachments

Displays a small window showing any attachments (for example, documents, spreadsheets, images, URLs) that have been added.

Show/Hide sidebar

Shows or hides the sidebar.


Using the Presentation Outline Tab

Most presentations have an Outline tab on the sidebar. The Outline tab lists the title and duration of each slide. You can use the Outline tab to display information and to move to a specific slide in the presentation. The current slide is highlighted with a glow color, which you can change in the theme. You can choose to display the highlight outline to all participants, or to moderators and presenters only.

Before You Begin

You must be a moderator or presenter.

Procedure

To
Do This

Show the sidebar if it is not displayed.

1. Click the Show/Hide Sidebar icon (box with two panes).

2. Click the Outline tab in the sidebar at the right.

Move to a slide in the presentation.

Click the slide title in the Outline tab.

Show the slide title.

Move the pointer over the title.


Viewing Presentation Slide Notes

When creating a presentation in PowerPoint, you can enter notes for individual slides. If any slide notes exist, they can be displayed in the presentation. Slide notes appear on the right side of the presentation window. You cannot change the size of the slide Notes tab.

Procedure


Step 1 (Optional) If the sidebar is not displayed, click the Show/Hide Sidebar icon (box with two panes) to display it.

Step 2 Click the Notes tab in the sidebar on the right side.

The complete notes text is displayed. The text is unformatted and cannot be edited directly on the tab.


Searching for Text in a Presentation

Procedure


Step 1 (Optional) If the sidebar is not displayed, click the Show/Hide Sidebar icon (box with two panes) to display it.

Step 2 Click the Search tab in the sidebar on the right side.

Step 3 Type the text to search for directly into the text box.

Step 4 Click the Search button.

Search results are displayed below the text box.

Step 5 Click any slide title in the results list to display that slide.


Turning Off Display Synchronization for Multiframe Documents

By default, Cisco Unified MeetingPlace synchronizes the display of multiframe documents so that participants see the frame that the presenter sees. Complete this procedure to turn off synchronization so that viewers can move through presentations at their own pace.

Before You Begin

You must be a moderator or presenter.

You must have multiframe content loaded in the Share tool.

Procedure


Step 1 In the Share tool window, with content loaded, click Sync (Sync is on by default).

Controls for presentation playback appear at the right of the Share tool.

Step 2 Click Sync again to turn off synchronization and allow participants to advance through presentations at their own pace.


How to Use the File Share Tool in the Meeting Room

Documents that you share in the Share tool can be viewed but not downloaded by participants. To share files that can be downloaded by other participants, use the File Share tool to upload the documents and make them available to download. You can use the File Share tool to upload files to share with meeting participants either from your computer or from the meeting attachments.


Note The File Share tool supports a maximum of 60 characters in the filename.


Uploading Files From Meeting Attachments

Uploading Files From Your Computer

Downloading Files from the File Share Tool

Renaming Files in the File Share Tool

Removing Files from the File Share Tool

Related Topics

Working With Meeting Attachments module

Uploading Files From Meeting Attachments

Before You Begin

You must be a moderator or presenter.

You must be in the Cisco Unified MeetingPlace web meeting room.

Procedure


Step 1 Click Upload File in the File Share tool.

Step 2 Click Add From Attachments.

Step 3 Navigate to the folder that contains the file.

Step 4 Click the name of the file that you want to upload.

Step 5 Click Open.

The filename displays in the File Share tool.


Uploading Files From Your Computer

Before You Begin

You must be a moderator or presenter.

You must be in the Cisco Unified MeetingPlace web meeting room.

Make sure that the file you are going to upload has less than 60 characters in the filename.

Procedure


Step 1 Click Upload File in the File Share tool.

Step 2 Click Add from My Computer.

Step 3 Browse to the folder that contains the file.

Step 4 Click the filename.

Step 5 Click Open.

The File Share tool displays the file name.


Related Topics

Downloading Files from the File Share Tool

Renaming Files in the File Share Tool

Removing Files from the File Share Tool

Downloading Files from the File Share Tool

You can use the file share download feature to save a file that another meeting participant has shared. Users with appropriate permissions can access files that were uploaded to the File Share tool after the meeting by using the Attachments/Recordings link on the Meeting Details page.

Before You Begin

You must be a moderator or presenter.

You must be in the Cisco Unified MeetingPlace web meeting room.

Procedure


Step 1 Locate the File Share tool.

Step 2 Select the file to download.

Step 3 Click Save to My Computer.

Step 4 Click the Click to Download button on the Save to My Computer dialog box.

Step 5 Browse to the desired location.

Step 6 Click Save.

Step 7 Close the Save to My Computer browser window to return to the meeting console window.


Renaming Files in the File Share Tool

Renaming a file changes only the label that displays in the File Share tool; it does not change the actual filename.

Before You Begin

You must be a moderator or presenter.

You must be in the Cisco Unified MeetingPlace web meeting room.

Procedure


Step 1 Locate the File Share tool.

Step 2 Select the file that you want to rename.

Step 3 Click the Pod options button > Rename Selected.

Step 4 Type the new name.

Step 5 Click OK.


Removing Files from the File Share Tool

Before You Begin

You must be a moderator or presenter.

You must be in the Cisco Unified MeetingPlace web meeting room.

Procedure


Step 1 Locate the File Share tool.

Step 2 Select the file that you want to remove.

Step 3 Click the Pod options button > Remove Selected.

The filename disappears from the list of files.