Creating a Data Conference
Contents
1. The use and copying of this product is subject to a license agreement Any other use is prohibited No part of this publication may be reproduced transmitted transcribed stored in a retrieval system or translated into any language in any form by any means without the prior written consent of TANDBERG ASA Information in this manual is subject to change without notice and does not represent a commitment on the part of the vendor TANDBERG See amp Share Contents Overview 5 Introducing TANDBERG See amp Share Software 5 Changing the Display Colors of Your Desktop 6 Starting and Exiting TANDBERG See amp Share Software 7 Conducting a Data Conference 8 IA ot SC a To e kk sas koka kok ka kaka Viewing SSL Certificate Details 9 PA WT E YO EE Yo Ri kak mon KAS A kak oak ke 5 a ka kask kaa pa ew pleas Wer eee a Leaving a Data Conference ees Sharing Your Desktop 14 E AA n SY a ke a a ke a a DE OO e a AA Improving System Response on the Host s Computer 16 Improving System Response on the Participants Computers 16 Enabling or Disabling Full Color Display 18 Making the Sharing Toolbar Transparent 18 SE NN R ta kase sasa kek an 2 Taking Over Sharing a Desktop Changing Sharing and Annotation Options 20 Enabling or Disabling Sharing Requests 20 e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e TANDBERG See amp Share Enabling or Disabling Annot2. The Viewing toolbar appears Ak Ala e E 2 Ifyou still see scroll bars on your display click arrow beside the Return to Normal button and ER select Fit to Window TIP If you don t need the annotation tools for your conference you may want to reduce this toolbar to make it less obtrusive Click the _ button in the title bar The toolbar reduces to the size of the title bar TIP If you re using the Windows 2000 or XP operating system click the See amp Share software icon EJ in the title bar and select Transparent Toolbar That way you ll be able to read the underlying application no matter where this toolbar is positioned However this feature is not available for the Windows 98 operating system To return to Normal view Click the Return to Normal button E 23 TANDBERG See amp Share Using Fit to Window View When a shared desktop is first displayed on your computer monitor or interactive whiteboard you may need to use scroll bars in order to see the entire desktop However you can eliminate the need for scroll bars by activating the Fit to Window view NOTE The view you choose is only displayed on your desktop View settings are specific to each participant To activate deactivate the Fit to Window view Click the arrow beside the Full Screen button and select or clear Fit to Window zi Full Screen A check mark appears beside the command when it s enabled Keeping the Shared Desktop on Top If you re obser
3. TANDBERG See amp Share User s Guide D13166 Rev 01 This document is not to be reproduced in whole or in part without permission in writing from TANDBERG TANDBERG See amp Share Trademark Notice This product includes software developed by The OpenSSL Project Copyright 1998 2002 All Rights Reserved Portions of this product were created using CAMTASIA OEM SDK Copyright 1999 2001 TechSmith Corporation All Rights Reserved This product includes the Spidermonkey JavaScript Interpreter which is code covered by the Netscape Public License v1 1 The original code is available from www mozilla org If you have any questions about what constitutes legal use of this product please consult the license agreement that came with your original software or contact TANDBERG ASA Pentium is a registered trademark of Intel Corporation or its subsidiaries in the U S and other countries Microsoft PowerPoint Windows and Windows NT are either registered trademarks or trademarks of Microsoft Corporation in the U S and or other countries VeriSign is a registered trademark of VeriSign in the United States and or other countries Autodesk AutoCAD AutoCAD LT and Volo are registered trademarks of Autodesk Inc in the U S and or other countries Corel CorelDRAW and Corel Presentation are either registered trademarks or trademarks of Corel Corporation or Corel Corporation Limited in Canada the U S and or other countries Copyright Notice
4. The Viewing Host s Desktop window appears with your name in bold under the list of participants NOTE The person who created the conference doesn t have to be the first one to share a desktop Any participant can become the host of the conference by sharing a desktop Leaving a Data Conference To leave the data conference 1 2 Click the zxfbutton in the title bar of the current window or toolbar for See8 Share software If you re the host or you re viewing the shared desktop in Full Screen view click the Exit button in the message that appears The conference remains open until all participants leave If the person who was sharing a desktop leaves the conference any one of the remaining participants can become the new host by sharing a desktop 13 TANDBERG See amp Share sharing Your Desktop Sharing Your Desktop Any participant can become the host of the conference by sharing a desktop The person who created the conference does not have to be the first one to share a desktop To share your desktop TIP If you re using the Windows 2000 or XP operating system you may want to disable the hardware acceleration setting on your system before you begin sharing Disabling hardware acceleration improves the performance of your system and may result in better quality in the shared display Hardware acceleration is usually only set high for computer games and similar applications Please refer to chapter on Improving Sysem Respo
5. ations 20 Enabling or Disabling Full Color Display 21 Viewing the Host s Desktop 22 Monitoring Your System Performance 22 NON e Ti tete ee sas ae on LE A a AN SA SAN A NA biaki lk a Keeping the Shared Desktop on TOP 24 Annotating Over the Host s Desktop 25 Using the Floating Screen Pointer ss s lt 25 a eee e e Ek AAA a A A YE TE sitt MENM a EN ey EN Yen peni avan Se waa pa Capturing the Annotations Print Screen Key 8 27 e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e e o TANDBERG See amp Share Overview Introducing TANDBERG See amp Share Software The TANDBERG See amp Share data conferencing software offers end users a simple and secure way to share information displayed on their computer desktop with other participants in a video conference With this software anyone can create a data conference that others can join and anyone in the data conference can become the host by sharing their desktop Any participant can easily send an email invitation to others Those who receive the invitation can use it to launch the TANDBERG See amp Share client and join the conference Participants can annotate over the shared desktop use a screen pointer and request permission to take over sharing These features can however be disabled upon the conference host s request TANDBERG See amp Share is integrated with the TANDBERG Management Suite TMS allowing end users to easi
6. by taking a standard screen capture Press the Print Screen key on your keyboard to capture the entire screen or ALT Print Screen to capture the active window 27
7. ce with data collaboration is booked in TMS a data conference instance will automatically be created when the video conference is scheduled to start Each participant can then join in on the data conference by clicking on the provided conference link received in their email invitation from TMS It is also possible to manually create a data conference i e without making any booking in TMS This can be done on the fly by anyone of the participants To create a data conference 1 Startthe TANDBERG See amp Share software client The See amp Share Data Conferencing Software window opens and you re automatically connected to the last server you used 2 Ifthis is the first time you ve used the client or you want to change the default server follow the instructions under Connecting to a Server 3 Click the Create button The Create Conference dialog box appears 4 Under Conference information a Enter a Conference name b If desired enter a Password for the conference Then enter the password again under Confirm password NOTE We strongly recommend that you restrict access to your conference by assigning it a password 5 Under User Information enter your name TANDBERG See amp Share Click OK If the system administrator assigned a password for creating conferences the Creation Password dialog box opens If required enter the Creation Password your system administrator gave you and click OK NOTE Your system administrator d
8. ecides whether a conference creation password will be required This password differs from the conference password While a conference password restricts who can access a particular conference the conference creation password restricts who can create conferences The Viewing Host s Desktop window appears with your name in bold on the list of participants As other participants join the conference their names are added to the list The total number of participants is indicated at the top of the list Send e mail invitations to the other participants or give them the conference name and password over the phone Any participant can now share their desktop NOTE The person who created the conference doesn t have to be the first one to share a desktop TANDBERG See amp Share Inviting Participants Any meeting participant can invite new people to join the data conference This can be done directly from the TANDBERG See amp Share software without having to do any action towards TMS This feature can be disabled by your system administrator To invite participants 1 The Invite Participants button is always available to all participants However you may need to expand your toolbar to see it If you don t see the Invite Participants button click the double arrow at the right end of the toolbar f Sharing Ioj x BIr zla si Participants 2 Dag meshost emr Invite Participant Click the Invite Participant bu
9. hat you use the High Color 16 bit or True Color 32 bit display setting If you share your desktop with the display setting at 16 Colors or 256 Colors the quality of the shared display will be lower To change the display colors of your desktop 1 Select Start gt Settings gt Control Panel The Control Panel opens 2 Double click Display The Display Properties dialog box opens 3 Click the Settings tab 4 In the Colors or Color Quality list select High Color 16 bit or True Color 32 bit 5 Click OK TANDBERG See amp Share Starting and Exiting TANDBERG See amp Share Software To start See amp Share software Click the link in your e mail invitation to the conference and click the Open button in the File Download dialog box The TANDBERG See amp Share Loader starts the software and the conference opens automatically If you don t already have the See amp Share software it is downloaded for you OR lf you downloaded TANDBERG See amp Share software to a file open it now OR Go to the download URL for TANDBERG See amp Share software provided by your system administrator Note The See amp Share software requires Internet Explorer to be installed on the client system to join a conference by clicking on the link in your email invitation To exit See amp Share software 1 Click the x button in the title bar 2 Ifyou re the host or you re viewing the shared desktop in Full Screen view click the Exit button in the me
10. he color width or transparency of your pen To customize the properties of your pen button Double click or right click the Pen button A The Configure Tool Settings dialog box opens k Select a Color For an expanded palette of colors click the More button Select a Width The width range is from 1 to 32 pixels and the default is 2 pixels If you want to use the pen as a highlighter click the box beside Transparent Click OK The icon next to your name in the list of participants changes to reflect your choice gt W N 26 TANDBERG See amp Share Erasing on the Shared Desktop By default any participant can erase annotations on the shared desktop However the current host can change this setting to prevent all of the other participants from erasing annotations on the shared desktop NOTE When annotations have been disallowed the Eraser button in the Viewing Host s Desktop window is grayed out To erase annotations using the Eraser button Click the Eraser button 2 The cursor immediately changes to an eraser icon Click and drag the mouse over the annotations you want to erase Click the Mouse Cursor button to restore left mouse mode k TIP If you re the host you may be able to clear all annotations by clicking the Mouse Cursor button and then clicking anywhere on the shared desktop Capturing the Annotations Print Screen Key Any participant can obtain a record of the annotations on the shared desktop
11. ind the conference an hourglass appears in the Sharing toolbar If the list of participants is closed the hourglass appears above the double arrow at the right end of the toolbar sharing NAN ei BHi zla st If the list of participants is open an hourglass appears next to the name of the participant experiencing a delay along with a number indicating the length of the delay To open the list of participants click the double arrow TANDBERG See amp Share ERE oxi Bii Zla si Participants 3 icki me host W 25s Invite Participant A yellow hourglass indicates the participant s computer is 5 15 seconds behind the host s presentation A red hourglass indicates the participant s computer is more than 15 seconds behind The list of participants is divided into two columns to accommodate the extra information If you have difficulty reading all of the information resize the columns Position the mouse over the break between columns in the header until a crosshair with left and right arrows appears Then drag the break to the position you want The hourglass is displayed on everyone s computer This allows the host to adjust the speed at which the conference is delivered and other participants to adjust the speed at which they annotate over the shared desktop To improve the system response on participants computers As the host you can improve the participants system performance as follows e Make sure the F
12. ly schedule a video conference with data conferencing When scheduling the conference in TMS an option is given to include data conference with the video conference When the booking is complete the booking confirmation email sent out from TMS will include a link to the data conference This link can then be forwarded to all the desired data conference participants At the conference s scheduled start time participants can simply click on the data conference link received in their email to launch the See amp Share client software People who don t have access to e mail can launch the software from a web address and select the conference they wish to join For more information about how to use TMS please refer to the TMS User Manual D12786 The TANDBERG See amp Share data conferencing software is a client server application Usage of the client application is described in this manual For information about the server components please refer to the System Administrator Guide TANDBERG See amp Share Recommended Client System Requirements For best performance we recommend you install the client on a computer that meets the following requirements Pentium II 150 MHz 11 400 recommended Windows 98 2000 and XP operating system 64 MB RAM 128 recommended 1 MB of available disk space an internet connection minimum 56 Kbps transfer rate recommended Changing the Display Colors of Your Desktop For best display quality we recommend t
13. n a new direction The floating arrow points in the direction to which it was dragged For example if you drag the arrow from left to right it points to the right Fred Balzac To dismiss your screen pointer Double click the floating arrow OR Click the Screen Pointer button NOTE If you re the host you can also dismiss screen pointers activated by any of the other participants Just double click on any floating arrow to dismiss it 25 TANDBERG See amp Share Writing on the Shared Desktop By default any participant can write on the shared desktop However the current host can change this setting to prevent all of the other participants from writing on the shared desktop NOTE When annotations have been disallowed the Pen button in the Viewing Host s Desktop window is grayed out To write on the shared desktop using the Pen button 1 Click the Pen button Refer to Customizing the Penin the next section if you want to change the properties of this button 2 Click and drag with the mouse A line of electronic ink appears over the shared desktop and your annotations are displayed to all of the other participants There are no restrictions on how many participants can annotate at the same time 3 When you finish annotating click the Mouse Cursor button to restore left mouse mode k Customizing Your Pen Participants can only customize the properties of their own pen button Use this feature if you want to change t
14. nse on the Host s Computer for further details 1 Start the application and open the file you want to share Although you can do these things after you share your desktop doing it beforehand makes better use of other people s time 2 Inthe See amp Share Data Conferencing Software window click the Share Desktop button 4 Share Desktop The See amp Share Data Conferencing Software window is replaced by the Sharing toolbar aks zle si TIP If you don t need the annotation tools for your conference you may want to reduce this toolbar to make it less obtrusive Click the button in the title bar The toolbar reduces to the size of the title bar TIP lf you re using the Windows 2000 or XP operating system click the See amp Share software icon in the title bar and select Transparent Toolbar Thatway you ll be able to read the underlying application no matter where this toolbar is positioned However this feature is not available for the Windows 98 operating systems TANDBERG See amp Share Listing Current Participants To list current participants while sharing your desktop Click the double arrow at the right end of the Sharing toolbar The toolbar expands to include a list of participants Each name is accompanied by a pen icon in the color of ink assigned to that person shoring TTE Bi Zia ak red Balzac me host Click here to list participants Invite Participant NOTE Participants can customi
15. op at any time To stop sharing your desktop ES Click the Stop Sharing button in the Sharing toolbar TANDBERG See amp Share Taking Over Sharing a Desktop As the host the person currently sharing a desktop controls who can take over sharing The host may also prevent all requests to take over sharing When this is the case the Take Over Sharing button is grayed out and requests can t be made Even when requests can be made the host decides whether to grant each one To take over sharing a desktop 1 Start the application and open the file you want to share Although you can do these things after you take over sharing doing it beforehand makes better use of other people s time 2 Inthe Viewing Host s Desktop window click the Take Over Sharing button Take Over Sharing The host receives a message requesting permission for you to take over sharing If the host grants permission you become the host and your desktop is shared The Sharing toolbar appears on your desktop ak Z ely TANDBERG See amp Share Changing Sharing and Annotation Options NOTE Only the host can change sharing and annotation options Enabling or Disabling Sharing Requests By default any participant can request to take over sharing However if you prefer not to be interrupted while sharing your desktop you can prevent others from asking to take over sharing To enable or disable sharing requests Z Click the arrow beside the Stop Sharing Y
16. our Desktop button and select or clear Enable Sharing Requests A check mark appears beside the command when it s enabled Enabling or Disabling Annotations By default any participant can write on the shared desktop erase annotations or activate a separate floating screen pointer However if you prefer to not be interrupted while sharing your desktop you can prevent others from using these functions on the shared desktop To enable or disable annotations on the shared desktop Click the arrow beside the Stop Sharing Your Desktop button and select or clear Enable Remote EY Annotations A check mark appears beside the command when it s enabled 20 TANDBERG See amp Share Enabling or Disabling Full Color Display By default your shared desktop is displayed to other participants using the display setting of 256 colors You can improve the display quality of your shared desktop by enabling the Full Color setting However you need to balance expectations for display quality against the limitations of the computer systems in the conference The higher the display quality the greater the demands placed upon the computer systems in the conference To enable or disable full color display of the shared desktop Click the arrow beside the Stop Sharing Your Desktop button and select or clear Share Full Color ES A check mark appears beside the command when it s enabled 21 TANDBERG See amp Share Viewing the Host s Desktop Moni
17. ses SSL technology to provide a secure communications channel between See amp Share software clients and the server Whenever a data conference participant connects to a secure server the client retrieves the server s certificate and uses it to validate the server and ensure that it is not an imposter Adefault SSL certificate is assigned to TANDBERG See amp Share software during installation However for optimum security your system administrator should replace this certificate with one purchased from VeriSign Inc If your system administrator has replaced the default SSL certificate with one for your organization the SSL certificate will be identified in the bottom left corner of the TANDBERG See amp Share Data Conferencing Software window as shown below TANDBERG Details Cerficate Owner Closed lock indicates that server is valid and connection is secure WARNING If the lock is open the connection is insecure The server is attempting to communicate in secure mode but the client is unable to validate the certificate Inform your system administrator immediately if the lock is open or the SSL certificate is not the appropriate one provided by your organization To view certificate details For further description of the company that is hosting the server click the Details link in the TANDBERG See amp Share Data Conferencing Software window TANDBERG See amp Share Creating a Data Conference When a video conferen
18. ssage that appears TANDBERG See amp Share Conducting a Data Conference Connecting to a Server Under most circumstances you won t need to use this procedure When you join a conference using the link in an e mail invitation you re automatically connected to the right server In addition when you open TANDBERG Seeg8 Share software from a downloaded file or URL you re automatically connected to the last server you used You only need to specify the server if you re using the software for the first time or you want to use a different server than was selected automatically To select a server 1 Start the TANDBERG See amp Share software client The TANDBERG See amp Share Data Conferencing Software window opens In the Server name box select a server from the list OR In the Server name box type the host name provided by your system administrator and click the Connect button Although you can also enter an IP address we recommend that you use the server name instead If you use an IP address some users may not be able to create or join conferences on a server that has different IP addresses for inside and outside the firewall The See amp Share software client will connect to the server If your system administrator has imported a Secure Sockets Layer SSL certificate the name of the certificate will appear under the Connect button TANDBERG See amp Share Viewing SSL Certificate Details TANDBERG See amp Share software u
19. toring Your System Performance If you re in normal view and your system begins to lag behind the data conference an hourglass appears next to your name in the list of participants In Full Screen view the hourglass appears at the top of the Viewing toolbar and the expanded list of participants 5 x a AA sila Participants 3 icki me host W 25s Fo Invite Participant A number indicating the length of the delay appears next to the hourglass beside your name A yellow hourglass indicates that your computer is 5 15 seconds behind the host s presentation A red hourglass indicates that your computer is more than 15 seconds behind The list of participants is divided into two columns to accommodate the extra information If you have difficulty reading all of the information resize the columns Position the mouse over the break between columns in the header until a crosshair with left and right arrows appears Then drag the break to the position you want Your host can take steps that may improve your system response 22 TANDBERG See amp Share Using Full Screen View By default the shared desktop appears within a window If you prefer a display that more closely resembles a slide show presentation use the Full Screen view The view you choose is only displayed on your desktop View settings are specific to each participant To activate Full Screen view 1 Click the Full Screen button co Full Screen
20. tton The nvite Participant dialog box opens If you have access to e mail click the E mail button A new message window opens with a link to the conference in the body of the e mail Select the people you want to invite and click the Send button OR If you don t have access to e mail use the data conference information displayed in the dialog box to invite the participants by phone and then click the Dismiss button TANDBERG See amp Share Joining a Data Conference End users can easily join a data conference by following the directions described below This applies to both data conferences created by TMS as well as data conferences created maually To join a data conference 1 Click the link in your e mail invitation to the conference TANDBERG See amp Share software starts and the conference opens automatically OR If you downloaded TANDBERG See amp Share software to a file open it now Use the default server or select a different one Then select from the Active conferences and click the Join button OR Use the download URL for TANDBERG See amp Share software provided by your system administrator Use the default server or select a different one Then select from the Active conferences and click the Join button The Join Conference dialog box opens Enter Your name Enter the Conference password if required This field isn t displayed if a password wasn t assigned when the conference was created Click OK
21. ull Color setting has been disabled e Avoid sharing animations and complex graphics TANDBERG See amp Share Enabling or Disabling Full Color Display By default your shared desktop is displayed to other participants using the display setting of 256 colors You can improve the display quality of your shared desktop by enabling the Full Color setting However you need to balance expectations for display quality against the limitations of the computer systems in the conference The higher the display quality the greater the demands placed upon the computer systems in the conference If participants are experiencing delays we recommend that you do not use the Full Color setting To enable or disable full color display of the shared desktop Click the arrow beside the Stop Sharing Your Desktop button and select or clear Share Full Color ki A check mark appears beside the command when it s enabled Making the Sharing Toolbar Transparent If you re using the Windows 2000 or XP operating system click the See amp Share software icon in the title EJ bar and select Transparent Toolbar That way you ll be able to read the underlying application no matter where this toolbar is positioned This feature is not available for the Windows 98 operating systems Stop Sharing Your Desktop When you grant permission for another participant to take over sharing you stop sharing your desktop automatically You can also choose to stop sharing your deskt
22. ving a conference while completing other tasks you may want to use the Keep on Top option to ensure that you don t inadvertently cover up the shared desktop window To enable or disable the keep on top setting Click the See amp Share software icon in the left corner of the title bar and select or clear Keep on Top EJ A check mark appears beside the command when it s enabled 24 TANDBERG See amp Share Annotating Over the Host s Desktop Using the Floating Screen Pointer The Screen Pointer button enables any participant to position a floating arrow on the shared desktop to emphasize a point By default any participant can activate a separate screen pointer However the current host can change this setting to prevent all other participants from activating screen pointers desktop NOTE When annotations have been disallowed the Screen Pointer button in the Viewing Host s Desktop window is grayed out To position your screen pointer 1 Click the Screen Pointer button ka A floating arrow appears with a label identifying who activated it For the firstfew seconas the floating arrow flashes red to alert participants of its presence More than one floating arrow can be used at atime In fact every participant can activate a a separate one Click the arrowhead and drag the floating arrow to the position you want Circular arrows appear in the arrowhead while it is being repositioned indicating that the arrow can be pointed i
23. ze the properties of their own pen If the system response on a participant s computer begins to lag behind the conference an hourglass appears next to the name of the participant experiencing a delay along with a number specifying the length of the delay For more information refer to Improving System Response To close the list of participants Click the double arrow again TANDBERG See amp Share Improving System Response on the Host s Computer If you re using the Windows 2000 or XP operating system you may want to disable the hardware acceleration setting on your system before you begin sharing Disabling hardware acceleration improves the performance of your system and may result in better quality in the shared display Hardware acceleration is usually only set high for computer games and similar applications To disable hardware acceleration 1 Press the Start button and select Settings gt Control Panel The Control Panel opens 2 Double press on Display The Display Properties dialog box opens Press the Settings tab Press the Advanced button Press the Performance or Troubleshooting tab in the dialog box that appears Drag the slider under Hardware Acceleration to the None setting N O ao fF O Press the Apply and OK buttons Improving System Response on the Participants Computers To monitor the system response on participants computers When the system response on a participant s computer begins to lag beh
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