Meeting Functions
 
 

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Send Messages
Share Presentation
 Share Whiteboard
Share Screen
Share Picture
Send Files
Send Screenshots
Polling/Quiz

The following meeting functions are available when a meeting is in progress and only to the presenter of a meeting (except for "Send Messages", which is available to all meeting attendees). Some of the functions, such as sharing whiteboard or screen, can be activated by either selecting a menu item or clicking a toolbar icon.
 
 

Send Messages

You can send an instant message to everyone or to a particular attendee in a meeting. Click the "Messages" tab and type a message. Select "Everyone" or an attendee from the "Send to:" list and click the Send button.

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Share Presentation

To share a presentation, click "Import Presentation" in the "Meeting" menu. You will be asked to select a PowerPoint (.ppt) file. The file is converted to a list of slides and is displayed under the "Presentations" tab. You can display the slides as thumbnails or a list.

If you are a meeting presenter, clicking a slide will display the slide in a window and also send the slide to all the attendees. 

The meeting presenter can annotate the slide with the tools in the slide window and grant any attendee permission to annotate the slide.

Drawing tools   Window tools
Pointer (to move object) Grab window tool
Pen tool Show "Downloads" window
Marker tool    
Label tool   Slide navigation (Presenter)
Filled rectangle First slide
 T Text tool Previous slide
Color picker Next slide
Erase all (Presenter only) Last slide

Notes:

  1. You can import a presentation even when you are not in a meeting. The imported slides will be uploaded and stored in your meeting room so you can use them in any meeting. This allows you to keep your frequently used presentations in a meeting room and avoid importing them for every meeting.
  2. If you import a presentation during a meeting, the presentation slides are not uploaded to the meeting room to avoid a long delay. The slides are sent to the attendees as they are being shared by the presenter and will be removed from the "Presentations" list when the meeting is over.
  3. You can hold down the Shift key to draw straight lines while using Pen or Marker tool.
  4. You can right-click the mouse button to show additional menu options including zooming.
  5. The presenter can control the zooming and scrolling of a slide and synchronize it with the attendee's view. Attendees can control their own view only.

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Share Whiteboard

To share a whiteboard, click "Share Whiteboard" in the Meeting menu or an icon on the toolbar. A whiteboard will be displayed in a separate window. You can use all the drawing tools of "Share Presentation" in the whiteboard window. The meeting presenter can grant drawing permission to any attendee.

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Share Screen

Screen sharing allows you to show your computer screen to all the attendees. 

You need to click "Start Sharing" in the popup menu at the upper-left corner of the sharing window frame to start sharing your screen. You can move the sharing window frame to an area of your screen that you want to share. The popup menu includes the following functions:

  1. Start Sharing: Start or resume a screen sharing session
  2. Pause Sharing: Pause a screen sharing session. Attendees see a frozen screen until you resume screen sharing.
  3. Sharing Size: Select a sharing window size. You can move the sharing window by clicking and dragging the window frame.
  4. Bandwidth Cap:Set the bandwidth limit for uploading screen sharing data. The screen update rates will automatically be adjusted to not generate more data than the bandwidth cap. Set it to "Low" if your audience has a slow connection. Set the bandwidth cap to "High" to generate more updates.
  5. Poll Updates: Set the polling of window content changes. The default is to poll only the foreground window (the window selected) and send updates automatically if the foreground window content is changed. If you want to send updates from all windows whenever their contents change, select "All Windows". Selecting "All Windows" may increase the CPU usage. Selecting "Disable Polling" will disable polling and screen updates will be sent only if you explicitly click the content region of a window.
  6. Pointer: Set the cursor to an arrow.
  7. Pen: Set the cursor to a pen and allows the presenter to draw on the shared screen.
  8. Pen Size: Set the pen size.
  9. Pen Color: Set the pen color.
  10. Close: Stop the screen sharing session.

You can use screen sharing to show any video on your desktop. The video can be live video from a camera, a streaming video from a Web site, or a desktop video file. The video window should be no larger than 320 x 240 or the motion may become jerky. Some video players, such as Windows Media Player, play video in an overlay mode, which is not supported by Ring 9's screen sharing. You should disable overlay video display in the video player you use. To disable overlay video in Windows Media Player, click the "Advanced..." button under "Tools/Options/Performance" and uncheck "Use overlays" in "Video Acceleration".
During a sharing session, you cannot share a slide or a whiteboard.

Notes:

  1. If you have multiple displays, you can only share the first display's screen.
  2. Screen sharing requires a broadband connection. You need to have at least 100 kbps of upload speed.
  3. When you set the cursor to "Pen", the shared screen is not refreshed until you switch the cursor to "Pointer".
  4. All the drawings are automatically erased when you switch from "Pen" to "Pointer".
  5. You cannot allow attendees to draw on the shared screen.

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Share Picture

You can share a picture file on your desktop with all meeting attendees. The picture will appear in the meeting viewer window. You can use all the annotation tools to annotate the picture.

To send a picture file, select "Share Picture" from the "Meeting" menu. Only files of type (.JPG) are supported currently.

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Send Files

You can send a file to all attendees or a particular attendee in a meeting. The file you send will appear as a hyperlink in the "Messages" list. Attendees can click the link to download the file.

To send a file, select "Send File" from the "Meeting" menu. The file will be uploaded to the meeting and be available for downloads by any attendee you selected in the "Send to:" box of the "Messages" tab. The uploaded file will be removed automatically when the meeting is ended. If you have chosen to record the meeting, a copy of the uploaded file will be stored with the meeting recording.

You can also send a file by dragging the file from your desktop to the Messages tab.

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Send Screenshots

You can take a snapshot of your desktop screen and send it to all attendees in a meeting.

To send a screen snapshot, select "Send Screenshot" from the "Meeting" menu or an icon on the toolbar. The screenshot will be uploaded to the meeting and appears in the attendee's meeting viewer window. It will also be available for downloads by any attendee during the meeting. The screenshot file will be removed automatically when the meeting is ended. If you have chosen to record the meeting, a copy of the screenshot file will be stored with the meeting recording.

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Polling/Quiz

Polling allows you to send a poll or quiz to attendees in a meeting and gets responses to the poll or quiz immediately. The polling results are logged in the meeting report and can be accessed and exported after the meeting.

  1. Prepare a poll/quiz: Click "Polling/Quiz" in the "Meeting" menu or an icon on the toolbar to bring up the polling dialog box. Select a question that you have created or "New Question" to create a new question. Enter the question, possible answers and indicate if the question has a correct answer. 
  2. Poll attendees: Click the "Poll" button to poll attendees in the meeting.
  3. Wait for responses: A dialog box shows up to give you real-time feedback of the polling results.
  4. Close poll and optionally display polling results to attendees.

Notes:

  1. You can prepare the polling or quiz questions before a meeting and save them for use in a meeting by clicking the button.

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