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Meeting Center supports several different types of content sharing.
File sharing is ideal for presenting information that you do not need to edit during the meeting, such as a video or slide presentation. Participants can do the following:
View shared files in their content viewers without the need for the application with which it was created.
View a media file, such as a video, without the need for special software or hardware.
View any animation and transition effects on shared Microsoft PowerPoint slides.
![]() Note | Animations and transitions are not supported for Office 2013 users sharing PowerPoint slides. Instead, use Application or Screen share. After a meeting starts, you can open presentations or documents to share. You do not need to select or “load” them before the meeting. |
When you share software, such as an application, during a meeting, it can be viewed from the participants' content viewers or from a sharing window that opens on all participant screens. In this window, you can show:
An application (for example, you want to edit a document as a group or show your team how a tool works)
Your computer screen (for easily sharing several applications at once and for sharing file directories open on your computer)
A web browser (useful for sharing particular Web pages with participants or showing a private intranet)
Any application or the screen on a remote computer with Access Anywhere installed on it (for example, you are on the road, and the computer in your office has the information you need)
At any time during a meeting, you can grant participants privileges that allow them to annotate, save, print, and display different views of shared content.
On the Meeting Controls Panel, select the down arrow then choose View. Choose an option from the menu. To switch quickly from the standard window to a full-screen view of shared software, double-click the shared software. |
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On the Meeting Controls Panel, select the down arrow then choose Stop <option>, for example, Stop Application Sharing. |
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On the Tools panel, select Save Annotations. You cannot use this option unless the Host or Presenter grants you the Screen Capture privilege. |
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On the Meeting Controls Panel select Ask to Control.
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You can share a file, such as a document, presentation, or video, that resides on your computer. Participants view the shared file in their content viewers.
![]() Note | Sharing Microsoft Office 2013 files is supported. |
Step 1 | Select Share > File (Including video). | ||
Step 2 | Select one or multiple files that you want to share then select
Open.
Files load one at a time, and a status indicator appears in the content area and on the document tabs. The shared file appears in the content viewer.
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Step 3 | (Optional)If a shared document uses custom fonts that are not displaying properly, select OK. . Then select |
![]() Note | The file types included in the tables only indicate what has been tested. The actual result can depend on the video codec on your local PC. |
Container (plugin) | Video Codec | Audio Codec | File Format |
---|---|---|---|
WMV | WMV8 | WMA | wmv |
WMV | WMV9 | WMA | wmv |
AVI | Uncompressed RGB24 | PCM | avi |
AVI | H.264 | AAC | avi |
AVI | H.263 | WMA V2 | avi |
DIVX | MPEG-4 | MP3 | avi |
XVID | MPEG-4 | MP3 | avi |
MPEG | MPEG-1 | MP3 | mpg |
MPEG | MPEG-2 | MP3 | mpeg |
WAV | NA | WAV | wav |
WMA | NA | WMA | wma |
MP3 | NA | MP3 | mp3 |
MP4 | MPEG-4 | AAC | mp4 |
QT | MJPEG | MP3 | qt |
MOV | H.263 | MP3 | mov |
MOV | H.264 | MP3 | mov |
FLV | H.264 | AAC | flv |
Container (plugin) | Video Codec | Audio Codec | File Format |
---|---|---|---|
FLV | H.264 | AAC | flv |
MP3 | NA | MP3 | mp3 |
MP4 | MPEG-4 | AAC | mp4 |
QT | MJPEG | PCM | qt |
MOV | H.263 | MP3 | mov |
MOV | H.264 | MP3 | mov |
AVI | Uncompressed RGB24 | PCM | avi |
DIVX | MPEG-4 | MP3 | avi |
MKV | Uncompressed RGB24 | PCM | mkv |
XVID | MPEG-4 | MP3 | avi |
Note that changing the import mode does not affect any presentations that you are currently sharing. To apply a new import mode to a shared presentation, you most close it first, and then share it again.
This topic applies to Windows users only.
Step 1 | In the meeting window, select
Meeting > Options.
The Meeting Options dialog box appears, with the Options tab selected by default. | ||
Step 2 | Select Import Mode. | ||
Step 3 | Select either
Universal Communications
Format or
Printer driver.
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Step 4 | Select OK. |
You can navigate to different pages, slides, or whiteboard “pages” in the content viewer. Each document, presentation, or whiteboard being shared appears on a tab at the top of the content viewer.
Step 1 | In the meeting window, select the tab for
the document, presentation, or whiteboard that you want to display.
If there are more tabs than can appear at one time, select the down arrow button to see a list of remaining tabs. | ||
Step 2 | Click the arrow options on the toolbar to change the page or slide
you are viewing.
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When sharing a document or presentation in the content viewer, you can automatically advance pages or slides at a specified interval. Once you start automatic page or slide advancement, you can stop it at any time.
Step 1 | In the meeting window, select the tab for the document or presentation for which you want to advance pages or slides automatically. |
Step 2 | Select View > Automatically Advance Pages. |
Step 3 | To change the time interval for advancing pages, do one of these: |
Step 4 | Click Start. |
Step 5 | To restart page or slide advancement once all pages or slides are displayed, check Return to beginning and continue advancing pages. |
Step 6 | Optional. Close the Automatically Advance
Pages dialog box by clicking the
Close button in the
upper-right corner of the dialog box.
The pages or slides continue to advance at the specified interval. |
Step 7 | To stop automatic page or slide advancement, reopen the Automatically Advance Pages dialog box and click Stop. |
Animations and transitions are not supported for Office 2013 users sharing PowerPoint slides. Instead, use Application or Screen share.
When sharing a Microsoft PowerPoint slide presentation in the content viewer, you can animate text and slide transitions, just as you can when using the Slide Show option in PowerPoint.
To show slide animations and transitions, you must share the presentation as a Universal Communications Format (UCF) file. The UCF import mode automatically converts a PowerPoint file to a UCF file when you share it.
If at least one meeting participant is using the Java Meeting Manager, animations and slide transitions will not display during the meeting. The meeting host can prevent participants from joining a meeting using the Java Meeting Manager when scheduling the meeting.
When sharing a file or whiteboard in the content viewer, you can add a new, blank page for annotation.
Step 1 | In the content viewer, select the tab for the document, presentation, or whiteboard to which you want to add a page or slide. | ||
Step 2 | Select
Edit > Add Page.
A new page appears in the content viewer at the end of the currently selected document, presentation, or whiteboard.
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If you copy a bitmap image to your computer's clipboard, you can paste the image into a new page, slide, or whiteboard in the content viewer.
You can paste any type of bitmap image, such as a GIF, JPEG, BMP, or TIF image in the content viewer. However, you cannot paste other types of images, such as EPS or Photoshop (PSD) images.
You can save any shared document, presentation, or whiteboard that appears in the content viewer. A saved file contains all the pages or slides in the document, presentation, or whiteboard that is currently displayed in the content viewer, including any annotations and pointers that you or other attendees added to them.
Files that you save are in the Universal Communications Format (UCF). You can open a .ucf file either in another meeting or at any time outside of a meeting.
Once you save a new document, presentation, or whiteboard to a file, you can save it again to overwrite the file or save a copy to another file.
Step 1 | To save a new document, select File > Save > Document. | ||
Step 2 | Choose a location at which to save the file. | ||
Step 3 | Type a name for the file in the File name
box.
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If you saved a document, presentation, or whiteboard that appeared in the content viewer during a meeting, you can do either of the following:
Open the file in the content viewer during another meeting. Only a presenter or participants who have the Share documents privilege can open a saved file during a meeting.
A saved document, presentation, or whiteboard is in the saved Universal Communications Format (UCF).
You can print any shared presentations, documents, or whiteboards that appear in your content viewer. A printed copy of shared content includes all added annotations and pointers.
Step 1 | In the content viewer, select the tab for the document, presentation, or whiteboard that you want to print. | ||
Step 2 | Select File > Print > Document. | ||
Step 3 | Select the printing options that you want to
use, and then print the document.
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You can share any application on your computer with meeting participants.
You must be the host or presenter to complete this task.
Step 1 | Select
Share > Application.
The list of all applications currently running on your computer is displayed. |
Step 2 | Do one of the following:
Your application appears in a sharing window on participant screens. |
Step 3 | To share an additional application, select the application that you want to share: |
Step 4 | To switch between applications, select the drop-down arrow next to the Share button. |
Step 5 | To stop application sharing, select Stop Sharing on the title bar of the application that you no longer want to share or the Meeting Controls Panel. |
Before sharing an application or your desktop, you can choose one of the following display modes:
Better performance: The default mode. Lets you display your content faster than you do using the better image quality mode.
Better image quality: Lets you display your content with better image quality. In this mode, your shared content may take longer time to display than in the better performance mode.
![]() Note | Changing the display mode does not affect presentation or document sharing. |
This topic applies to Mac users only.
By default, Meeting Manager sends images of shared software using 16-bit color mode, which is the equivalent of your computer's “High Color” (16-bit) setting. This mode provides an accurate representation of color for most shared applications. However, if your shared application contains detailed color images-such as color gradients-the color may not appear accurately on participants' screens. For example, color gradients may appear and color “bands.”
If the accuracy and resolution of color in a shared application is important, you can turn on True Color mode in Meeting Manager. Using this mode, however, may affect the performance of application sharing.
When using True Color mode, you can select one of the following options:
Better performance (some image compression)
“Performance” refers to the speed at which images appear on participant screens, and “imaging” refers to the quality of the color in shared images.
![]() Note | Before turning on True Color mode, ensure that your monitor display is set to True Color (either 24- or 32-bit color). For more information about setting options for your monitor, refer to Windows Help. |
This topic applies to Windows users only.
The following tips can help you to share software more effectively:
Application sharing only: To save time during a meeting, ensure that any applications you intend to share are open on your computer. At the appropriate time during the meeting, you can then quickly begin sharing an application, without waiting for the application to start.
If participants cannot see all of the shared software without scrolling their sharing windows, they can adjust their views of the shared software. They can reduce the size of the shared software in decrements, or scale it to fit inside their sharing windows.
To improve the performance of software sharing, close all applications that you do not need to use or share on your computer. Doing so conserves processor usage and memory on your computer, thus helping to ensure that Meeting Manager can send images of shared software quickly during a meeting. Also, to ensure that a maximum amount of bandwidth is available for software sharing, close any applications that use bandwidth, such as instant messaging or chat programs, and programs that receive streaming audio or video from the web.
If you are sharing an application for which the rendering of color on participants' screen is important, you can improve color quality by turning on True Color mode.
Application and web browser sharing only: Avoid covering a shared application or web browser with another window on your computer's desktop. A crosshatched pattern appears in participant sharing windows where the other window is covering the shared application or browser.
Application and web browser sharing only: If you want to switch your display between shared software and the meeting window, you can pause software sharing before you return to the meeting window, and then resume sharing once you return to the shared application. Pausing software sharing conserves processor usage and memory on your computer while you view the meeting window.
Application and web browser sharing only: If you have more than one monitor, when you share an application or web browser, the participants can see it on whichever monitor you are displaying it. If you move the application or web browser to another monitor, it is still visible to the participants. If you are sharing more than one application, the participants will see the best view if you make sure the applications are displaying on the same monitor.
Because software sharing requires additional bandwidth during a meeting, it is recommended that you use a dedicated, high-speed Internet connection when sharing software. However, if participants are using dial-up Internet connections, they may notice a delay in viewing or controlling shared software. If you want to share a document, such as a Microsoft Word or Excel document, you can improve the meeting experience for these participants by using document sharing instead of application sharing.
A presenter uses remote computer sharing to show all meeting participants a remote computer. Depending on how the remote computer is set up, the presenter can show the entire desktop or just specific applications. Remote computer sharing is useful to show participants an application or file that is available only on a remote computer.
Participants can view the remote computer, including all the presenter's mouse movements, in a sharing window on their screens.
As presenter, you can share a remote computer during a meeting if:
If you have already set up a computer for Access Anywhere, you can share the computer during a meeting.
You must be a host or presenter to complete this task.
Step 1 | Select Share > Remote Computer. |
Step 2 | Under Remote Computers, select the computer you want to share. |
Step 3 | Under Applications, select an application to
share.
If you set up the remote computer so you can access its entire desktop, the option Desktop appears under Applications. |
Step 4 | Select
Connect.
Depending on the authentication method you chose when you set up the computer for Access Anywhere, you perform one of these tasks: |
Step 5 | Complete your authentication. |
If you are not the original meeting host, you must log in to your Meeting Center website before joining a meeting in which you want to share a remote computer. If you are already in a meeting, but did not log in to your site, you must leave the meeting, log in to your site, and then rejoin the meeting.
If a password-protected screen saver is running on the remote computer, your meeting service automatically closes it once you provide your access code or pass code.
If the remote computer is running Windows 2000, and you must log in to the computer, send a Ctrl+Alt+Del command to the computer.
If you set up the remote computer so you can access multiple applications, you can share additional applications simultaneously.
While sharing a remote computer on which you have specified that you can access only specific applications rather than its entire desktop, you can share additional applications on the remote computer. Meeting participants can view all shared applications simultaneously.
You must be the host or presenter to complete this task.
You can stop sharing a remote computer during a meeting at any time. Once you stop sharing a remote computer, the Access Anywhere Server disconnects your local computer from the remote computer. The remote computer remains logged into the Access Anywhere Server, so you can access it again at any time.
You must be a host or presenter to complete this task.
Step 1 | To ensure your privacy and the security of
your remote computer, do one of the following:
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Step 2 | On the Meeting Controls Panel, select Stop Sharing. |
While sharing a remote computer during a meeting, you can manage the remote computer by setting options and sending commands.
![]() Note | Any changes you make affect the remote computer during the current sharing session only. The changes do not affect the default options that you set for the remote computer in the Access Anywhere Agent preferences.
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You must be a host or presenter.
During a meeting, you can poll participants by presenting them with a questionnaire. Conducting a poll can be useful for gathering feedback from participants, allowing participants to vote on a proposal, testing participant knowledge of a topic, and so on.
Create questionnaires so that you can conduct a poll during a meeting. To save time during a meeting, you can start the meeting earlier than the scheduled time, create a questionnaire on the Polling panel, save it, and then open it during the actual meeting.
You must be a presenter.
Step 1 | Open the Polling panel in a meeting. |
Step 2 | In the Question section, select one of these question types: |
Step 3 | Click New. |
Step 4 | Type a question in the box that appears. |
Step 5 | In the Answer section, click Add. |
Step 6 | Type an answer in the box that appears. |
Step 7 | To type another answer, click Add once you finish typing an answer. |
Step 8 | Repeat the steps to add more questions. |
Step 9 | To create additional polls during a meeting, select the New icon on the Polling panel. |
Step 1 | To change the type of question: |
Step 2 | To edit any question or answer that you entered: |
Step 3 | To delete a question or an answer, select the question or answer by clicking it, and then click the Delete icon. |
Step 4 | To rearrange questions or answers: |
Step 5 | To delete an entire questionnaire, click
Clear All.
If you have not saved the questionnaire, a message box appears, asking whether you want to save it or not. |
You can specify that a timer displays for participants and yourself when a poll is in progress.
After you finish preparing a poll questionnaire, you can open the poll.
Step 1 | Display your poll questionnaire on the Polling panel, if you have not done so. |
Step 2 | Click
Open Poll.
The questionnaire appears on participants' Polling panels. Participants can now answer the poll. As participants answer the questions, you can watch the polling status on your Polling panel. |
Step 3 | Click
Close Poll when the time
is up.
If you specify a timer and the poll times out, the poll automatically closes. Participants can no longer answer questions. Once you close a poll, you can view the poll results and optionally share them with participants. |
After you close a poll, you can share the results with participants. The poll results are anonymous. However, Meeting Center records responses from each participant, in addition to group results, and allows you to save those individual and group results.
Step 1 | In the Share with attendees section on your Polling panel, check Poll results. | ||
Step 2 | Click
Apply.
The results of the poll appear in the participants' Polling panels, just as they do on your Polling panel.
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After closing a poll, you can save the responses in one of these ways:
Step 1 | Close the poll if you have not done so. | ||
Step 2 | Select
File > Save > Poll
Results.
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Step 3 | Select a location at which to save the file. | ||
Step 4 | For File name, enter a name for the file. | ||
Step 5 | For Save as type, select the format in which you want to save the results. | ||
Step 6 | Click Save. You can now view poll results by opening the file. |
After you create a poll questionnaire in a meeting, you can save it as an .atp file. You can open the file for use in any meeting.
If you saved a poll questionnaire to a file, you can display the questionnaire on your Polling panel by opening the file.
![]() Note | You can open a poll questionnaire file only during a meeting. |
During a meeting, you can publish files that reside on your computer. Meeting participants can then download the published files to their computers or local servers. Publishing files is useful if you want to provide participants with a document, a copy of your presentation, an application, and so on.
![]() Note | You cannot transfer files larger than 2GB. |
Files that you publish reside only on your computer - not on a server. Thus, your published files are always protected from unauthorized access during a meeting.
During a meeting, you can publish files that reside on your computer, and meeting attendees can download the files to their computers or local servers.
Step 1 | In the meeting window, select File > Transfer. | ||
Step 2 | Click Share File. | ||
Step 3 | Select the file that you want to publish
then click
Open.
The file is now available in each attendee's File Transfer window. | ||
Step 4 | Optional. Publish additional files that you want attendees to download. | ||
Step 5 | To stop publishing files during a meeting,
in the title bar of the File Transfer window, click the
Close
button.
Meeting Manager closes the File Transfer window in each attendee's meeting window.
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If a presenter publishes files during a meeting, the File Transfer dialog box automatically appears in your meeting window. You can then download the published files to your computer or a local server.
Step 1 | In the File Transfer window, select the file that you want to download. | ||
Step 2 | Click Download. | ||
Step 3 | Choose a location at which to save the file then click Save. | ||
Step 4 | If applicable, download additional files. | ||
Step 5 | Once you finish downloading files, in the
title bar of the File Transfer window, click the
Close button.
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During a meeting, one or more meeting participants with access to the notes feature can take notes on the Notes or Closed Caption panel in the Meeting window. Only one participant performs closed captioning.
If all participants are allowed to take notes, they cannot publish their notes to others during the meeting. However, participants can save their notes at any time during the meeting.
The meeting host can select the single note taker during the meeting. A single note taker can publish notes at any time during the meeting.
If needed, the host can also select a closed captionist. A closed captionist can publish captions in real-time during the meeting.
![]() Note | The notes feature is not available on the Mac. |
If the single note taker or closed captions option is set for a meeting, you can designate any participant or closed captionist to be the note taker. When scheduling a meeting, you can set the notes option, or a presenter can set the notes option during a meeting.
Step 1 | On the Participants panel, select the participant you want to designate as note taker. | ||
Step 2 | Change their role as follows:
A pencil indicator appears to the right of the participant's name in the participant list.
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Step 1 | On the Participants panel, select the participant you want to designate as a closed captionist. |
Step 2 | Do one of the following:
A closed caption indicator appears next to the participant's name in the participant list. |
Step 1 | Depending on the operating system you are using, do one of the following: |
Step 2 | To turn the closed captioning option on or off, check or uncheck Enable Closed Captioning. |
Step 3 | To select another participant to transcribe, select the participant's name on the Participants panel then right-click (Windows) or select ctrl and then click (Mac) and then select Change Role To > Closed Captionist. |
If the meeting host or presenter has selected the option to allow participants to take personal notes, you can type your notes on the Notes panel in the meeting window.
If the meeting host has designated you as the single note taker for a meeting, you can type notes on the Notes panel in your meeting window. Your notes are not visible to other meeting participants until you publish them. You can publish your notes at any time during the meeting.
If the meeting host has designated you as the closed captionist for a meeting, you can type captions on the Closed Captions panel in your meeting window. To type captions, you can use either a standard keyboard, or a steno keyboard and machine translation software.
Your captions are visible to other meeting participants in real-time, one line at a time.
If you are taking personal or public notes (meeting minutes) or closed captions during a meeting you can save your notes or closed captions to a text file on your computer. You can also save any notes or closed captions that another note taker or closed captionist publishes on your Notes or Closed Caption panel.
Once you save new notes to a file, you can save changes to the notes or save a copy of the notes to another file.
Step 1 | On the Notes or Closed Caption panel, click Save. | ||
Step 2 | Choose a location at which to save the file. | ||
Step 3 | Type a name for the file then click Save. | ||
Step 4 | To save a copy of notes to another file, select File > Save As > Notes . | ||
Step 5 | Do either or both: | ||
Step 6 | Click
Save.
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