User Guide for Cisco Unified MeetingPlace Express Release 2.x - Presenting and Working with Shared Content in Cisco Unified MeetingPlace Express [Cisco Unified MeetingPlace Express]

Table Of Contents

Presenting and Working with Shared Content in Cisco Unified MeetingPlace Express

How to Share a Desktop, Window, or Application

Preparing to Share Content

Sharing a Screen During a Meeting

Changing the Screen-Sharing Source

Sharing Your Screen with Two Monitors

Sharing Control of Your Screen with Another Presenter

Requesting Control of a Shared Screen

Ending a Screen Sharing Session

How to Annotate Shared Content

Setting Up for Annotation

Creating an Annotation

Ending an Annotation Session

How to Control How Others View Shared Content

Seeing How Other Users See Your Shared Content

Enabling Audience to Control Their View of Shared Content

Displaying Shared Content Full Screen to All Participants

Presenting and Working with Shared Content in Cisco Unified MeetingPlace Express

•How to Share a Desktop, Window, or Application

•How to Annotate Shared Content

•How to Control How Others View Shared Content

How to Share a Desktop, Window, or Application

If you are a moderator or presenter, you can demonstrate applications, display one or more documents, or show your desktop to all participants in a web meeting room. This is called screen sharing. Any changes that the presenter makes to a shared application, document, or desktop are visible to all participants in their browsers. Related windows, such as dialog boxes, are also visible to meeting participants.

Any overlapping windows from applications that are not selected for sharing appear to viewers as a blue cross-hatch pattern.

•Preparing to Share Content

•Sharing a Screen During a Meeting

•Changing the Screen-Sharing Source

•Sharing Your Screen with Two Monitors

•Sharing Control of Your Screen with Another Presenter

•Requesting Control of a Shared Screen

•Ending a Screen Sharing Session

Preparing to Share Content

Before you can share your desktop, an application or anything else in a web meeting, you must first install the Cisco Unified MeetingPlace Express Add-in.

You can install the Add-in at any time, either before you need to share, or the first time you try to share content. After you install the Add-in, you do not need to install it again.

Before You Begin

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 .

Step 2 Follow the instructions in the install wizard.

Step 3 If you are unable to download the Cisco Unified MeetingPlace Express Add-In or see an error that says "Adobe Flash: A download error occurred. Try to download again?" go to a web browser and enter one of the following:

For Windows: <server name>/public/ciscounifiedaddin6x5-installer.exe, where server name is the name of your Cisco Unified MeetingPlace Express server

For MAC: <server name>/public/CiscoUnifiedaddin6x5-installer.z, where server name is the name of your Cisco Unified MeetingPlace Express server

Step 4 Save the file.

Step 5 Navigate to where you saved the file and execute it.

Step 6 Follow the steps in the Cisco Unified Presenter Add-In Setup Wizard to complete the installation.

Related Topics

•Cannot Install Cisco Unified MeetingPlace Express Add-in, page 16-17

Sharing a Screen During a Meeting

You can share a document, application, or your desktop.

Before You Begin

•You must be a moderator or presenter. Roll your mouse over the icons to the left of your name to see your permission level.

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

•Install the Cisco Unified MeetingPlace Express Add-In. See the "Preparing to Share Content" section.

•Open the window or application that you want to share.

Procedure

Step 1 Click Start Screen Sharing.

Step 2 Choose what you want to share.

Step 3 Click Share.

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 Topics

•Sharing Problems, page 16-18

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 the "Sharing a Screen During a Meeting" section for instructions.

•You must be a moderator or presenter. Roll your mouse over the icons to the left of your name to see your permission level.

•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 > Choose Window to Share.

Step 3 Click Desktop, Window, or Application.

Step 4 Select the specific desktop, window, or application to share.

Step 5 Click Share.

Sharing Your Screen with Two Monitors

If your system is set up with two monitors, for example, if you use both a laptop and a PC monitor at the same time, you can still share your screen. However, if you choose to share your desktop, only one desktop is shown at a time.

Before You Begin

•Make sure that you are sharing your screen. See the "Sharing a Screen During a Meeting" section for instructions.

•You must be a moderator or presenter. Roll your mouse over the icons to the left of your name to see your permission level.

•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 > Choose Window to Share.

Step 3 Click Desktop, Window, or Application.

Step 4 Select the specific desktop, window, or application to share.

Step 5 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.

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 the applicable option:

•Accept—Use to grant control of your screen to the requesting participant.

•Decline—Use to deny control of your screen to the participant.

Requesting Control of a Shared Screen

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

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. You can now take control of the shared screen.

Step 2 To return control of the shared screen to the original presenter, click Release Control on the Share tool control strip.

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 sharing your screen. See the "Sharing a Screen During a Meeting" section for instructions.

Procedure

To

Do This

Stop sharing a particular window

1. Bring that window to the front of your screen.

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

3. Choose Stop Sharing This Window.

Stop sharing all content

Click Stop Sharing in the upper-right corner of the shared window or application.

How to Annotate 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 MeetingPlace Express Add-in installed to make annotations.

•Setting Up for Annotation

•Creating an Annotation

•Ending an Annotation Session

Setting Up for Annotation

Before You Begin

•You must be a moderator or presenter.

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

•Share the window or application that you want to annotate. See the "Sharing a Screen During a Meeting" section for instructions.

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 and 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 3 Wait a few moments.

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

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

You and other moderators and presenters can begin to annotate.

Related Topics

•Creating an Annotation

Creating an Annotation

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

•You must be a moderator or presenter.

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

•Set up your web meeting room to begin annotations. See the "Setting Up for Annotation" section.

Procedure

Step 1 Click Annotation Tools.

Step 2 Click the tool that you want to use.

To

Click This

Select a shape or area of the annotation layer.

Tip Click and drag your mouse to create a rectangle around the section you want to select. Shift-drag a corner control point to maintain the aspect ratio when resizing. To add a shape to the selection, Shift-click the shape.

Create a freehand line.

Create a thicker line with the appearance of a felt-tip marker.

Draw a straight line between two points.

Tip To make the line move in 45 degree increments, press the Shift key while drawing.

Create square and rectangle shapes.

Tip To draw a square, press the Shift key while drawing.

To expand it, click , then the shape, then a white dot on the shape and drag it.

Create circle and ellipse shapes.

Tip To draw a circle, press the Shift key while drawing. Drag to expand the shape.

Create a floating multiline text character.

Tip Click and drag to create a text area into which you can type.

Leave a check mark, arrow, star, or cross on the screen. The default stamp is an arrow.

Undo the previous action.

You can undo the following actions: drawing a shape, moving a shape, resizing a shape, clearing the annotation layer, and changing a property of a shape. There is no limit to the number of times that you can perform this operation.

Redo a previous action.

Clear all annotations made in the meeting.

Tip To delete only one annotation, select it and click Delete.

Print the Share pod, visible shared content, and associated annotations.

Step 3 Begin annotating.

Related Topics

•Ending an Annotation Session

Ending an Annotation Session

Procedure

To

Do This

End the annotation session and display the shared window without annotations.

Click Resume at the bottom of the Share pod.

End an annotation session when another person is sharing.

Start sharing a document on your own computer.

How to Control How Others View Shared Content

By default, the full meeting room displays everything in your web meeting room including shared content and all pods. However, 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 pod, Chat pod, and Note pod.

•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 privileges 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 the "Changing the Permission Level of Participants in the Web Meeting Room" section on page 8-7.

•Seeing How Other Users See Your Shared Content

•Enabling Audience to Control Their View of Shared Content

•Displaying Shared Content Full Screen to All Participants

Seeing How Other Users See Your Shared Content

To see how the entire web meeting room appears to participants with other permission levels, see the "Changing Your View of the Web Meeting Room" section on page 8-8.

To see how the content being shared appears to your viewers, follow this procedure.

Before You Begin

•Share your screen. See the "Sharing a Screen During a Meeting" section for instructions.

•You must be using the full meeting room.

Procedure

Step 1 Click at the bottom of the web meeting room.

Step 2 Click the window or application that you are sharing to bring it to the front.

Note If you do not perform this step, the web meeting room covers the shared window or application, so you and your viewers see only the blue cross-hatch pattern.

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 privileges 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 using the full meeting room.

Procedure

Step 1 Locate the Share pod.

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 Tips

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 pod so that the shared content fills the entire screen of each participant.

Note Participants with moderator or presenter privileges 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 using the full meeting room.

Procedure

Step 1 Locate the Share pod.

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 Tips

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