Guide to Sharing and Collaboration

Transcription

1 AquaMinds NoteTaker and NoteShare Guide to Sharing and Collaboration AquaMinds Software Corporation

2 Contents 1-1 Guide to Sharing and Collaboration... 3 About This Guide... 4 What is Real-time Sharing?... 5 Basic Sharing Concepts Sharing Notebooks... 7 Share a Notebook... 8 Open a Shared Notebook Use the Edit Pen Add and Update File Attachments Give Interactive Presentations Page Marks Set Your Sharing Preferences Other Tips Configure Your Computer and Network For Sharing Configure Your Firewall Configure Your AirPort Base Station Or Other Router Configure Your Network Settings Tell Others Your Sharing Address Advanced Configuration How Sharing Works Sharing Outside Of Your Local Network Using Automatic Port Mapping Using Dynamic DNS Advanced Collaboration with NoteShare and NoteShare Server The Sharing Monitor RSS Feeds and Web Notebooks Set Your Web Preferences Opening Notebooks from RSS Feeds Create an RSS Feed Create a Web Notebook Become a Remote Notebook Owner Sharing for Workgroups and Institutions Dedicating A Computer For Sharing Share 24/7 with NoteShare Server

3 Contents 1-2 Special Considerations for Institutions For IT Managers Sharing From Multiple Computers Security Appendix Frequently Asked Questions NoteShare Glossary Support, Feedback and Bug Reporting Index Text... 45

4 Guide to Sharing and Collaboration Guide to Sharing and Collaboration 2 About This Guide... 3 What is Real-time Sharing?... 4 Basic Sharing Concepts... 5

5 Guide to Sharing and Collaboration About This Guide 3 This document describes the sharing and collaboration features that are common to AquaMinds NoteTaker, NoteShare, and NoteShare Server. All references to NoteShare apply equally to NoteTaker, except where noted. For information on the productivity and other features of NoteTaker and NoteShare, please see the NoteTaker User's Guide, available from the Help menu. For additional features in NoteShare Server, please see the NoteShare Server User Guide. Published August, Copyright 2011 AquaMinds Software Corporation. All Rights Reserved. This manual documents NoteTaker version 2.7. You may not use, reproduce, transmit, display, create derivative works of or print any content (including, without limitation, text, graphics or forms) from this manual without the prior written consent of AquaMinds Software Corporation ( AquaMinds or the Company ), except to better understand the function and features of the NoteTaker software as an end user (or potential end user). AquaMinds owns the copyright in the NoteTaker software which is described in this manual. You may not use, reproduce, transmit, display, create derivative works of or print any portion of the software except as expressly authorized under a license agreement between you and AquaMinds. AquaMinds, NoteTaker, Web Notebook, X-Ray Info Box, and Simple Podcast Creation and "NoteShare" are trademarks of the Company. You may not use the trademarks for any reason without the prior written consent of the Company. This manual refers to a number of products that are owned by third parties. You may not use those products or the trademarks or copyrights associated with those products except as authorized by the appropriate third party.

6 Guide to Sharing and Collaboration What is Real-time Sharing? 4-1 What is Real-time Sharing? NoteTaker and NoteShare are powerful desktop applications for creating, publishing and sharing media rich, multi-page notebooks. Users can instantly share their notebooks with other users for presenting, viewing and editing information. NoteTaker and NoteShare can be used in the same room, same building and globally for connecting anytime, anywhere. Sharing means that the information in a shared notebook can be viewed, edited and modified by other NoteShare users at the same time or different times. Any NoteShare user can share a notebook from their own personal computer and allow other NoteShare users to access, view and edit it. With NoteShare, you don't need a third party hosting service or server for instant collaboration, just two or more users to start sharing and working on the same notebook. NoteShare uses seamless P2P (peer-peer) sharing technology that works on any local area network (Bonjour) and/or wide area network with Internet access. Notebooks shared by NoteTaker and NoteShare can also be viewed (read-only) by NoteShare Mobile Viewer for iphone and ipad. Who should use it? Sharing is an ideal collaboration tool for users who work on team projects or have a need to share notebook information with one or more users in a small group or classroom. NoteTaker and NoteShare serve a growing, dynamic community of users including students, educators, researchers, scientists, doctors, designers, authors, directors, producers, consultants and many other creative fields. NoteTaker and NoteShare allow multiple users to work on a single shared, interactive notebook from the same room, same building or even from a remote location via the Internet or a network gateway. Home and small office users can work on their notebooks remotely while away or in a different location than from where the notebooks are being shared. Presenting, viewing and editing a shared notebook can be done on-demand as needed. Any NoteTaker or NoteShare user can view other shared notebooks as well as share their own notebooks. NoteTaker or NoteShare? NoteTaker limits you to sharing to up to 5 simultaneous users. That is, only 5 other users of NoteTaker, NoteShare, or NoteShare Mobile Viewer can connect to your copy of NoteTaker and open its shared notebooks. NoteShare can share to an unlimited number of other users. Also, NoteShare includes advanced sharing features such as a Sharing Monitor, RSS feed output,

7 Guide to Sharing and Collaboration What is Real-time Sharing? includes advanced sharing features such as a Sharing Monitor, RSS feed output, and additional options for configuring Web Notebooks AquaMinds Software Corporation

8 Guide to Sharing and Collaboration Basic Sharing Concepts 5-1 This page introduces some basic concepts and terminology about notebook sharing. Owning, Sharing and Viewing Any notebook you open or create from NoteShare's File menu can be shared with other NoteShare users. When you share a notebook from your copy of NoteShare, you are its Owner and your copy of it is called a Shared Notebook. Other NoteShare users looking at your shared notebook are called Viewers and each of their copies is called a Remote Notebook. A remote notebook is different than a notebook opened from your own computer, in that it mirrors the in-memory image of the shared notebook. Viewers of the remote notebook therefore see the same notebook the owner does, including even changes that haven't been saved to disk! Note: Depending on the owner's Sharing preferences, viewers might be able to save a local copy of a remote notebook to their own machine. But the local copy is now a separate notebook, and no longer connected to the original shared notebook. Working together with the Edit Pen You can share a notebook as Read-Only, where only you (the owner) can edit it. Or you can make it editable by other viewers. If it's editable, any viewer can edit any page by became that page's Editor. Only one viewer can be editor of a given page at a time, but different people can be editing other pages simultaneously. And everyone can watch edits as they happen. You become editor of a page by taking the Edit Pen. While you have the pen, only you can edit that page. When you're done, you release the pen and someone else can take it to become editor. For details, see Use the Edit Pen. Local and Internet Users NoteShare uses Apple's version of zero configuration networking (a.k.a Bonjour) to automatically find and connect to other instances of NoteShare that are sharing notebooks on the same local network. These are called Local Owners, and the connected viewer is a Local Viewer from the owner's point of view. NoteShare can also connect to computers that are sharing notebooks anywhere on the Internet, using manually-entered IP addresses or host domain names. These are called Internet Users, and NoteShare needs a little help to connect to these. You must know the Internet host name or IP address of the computer sharing notebooks and manually enter it into the Open Shared Notebook panel. You may also need to include a Service Name if the notebooks are being shared by

9 Guide to Sharing and Collaboration Basic Sharing Concepts also need to include a Service Name if the notebooks are being shared by NoteShare Server Professional. 5-2 Internet sharing addresses will look like either "myserver.com" or "myserver.com/ MyServiceName". When you're running NoteShare there may be a mix of local and Internet owners and viewers. NoteShare Spaces - work in private or in public NoteShare Spaces provide a simple way for workgroups to organize and share a collection of notebooks under a common name and protected by a common password. You can create your own space for sharing notebooks, or use someone else's. You can choose to make a space public, in which case viewers can browse its notebooks without needing a password. Or you can make it private so only viewers with the space's password can browse its notebooks. Spaces require no management other than the communication of the space name and password to members of the workgroup. And they can provide an additional level of network privacy while reducing overall clutter, especially in Bonjour mode. See the Glossary page for a complete list of NoteShare terms AquaMinds Software Corporation

10 Sharing Notebooks Sharing Notebooks 6 Share a Notebook... 7 Open a Shared Notebook... 8 Use the Edit Pen... 9 Add and Update File Attachments Give Interactive Presentations Page Marks Set Your Sharing Preferences Other Tips... 14

11 Sharing Notebooks Share a Notebook 7-1 Share a Notebook When you share a notebook from your computer, you can control who can see the notebook, who can open the notebook, and how viewers can use the notebook, for example, whether it's Read Only or editable. 1 Open the notebook you want to share, and press the button in the notebook s title area or choose the Share > Share Notebook command. 2. In the Share Notebook panel, make the following settings:

12 Sharing Notebooks Share a Notebook 7-2 Space Name: Specify the space where you want to share the notebook. Select an existing space from the list. Or type a new name to create a space. Your new space will appear in viewers' Open Shared Notebook panel as long as notebooks are being shared from it. If no notebooks are being shared, viewers won't see the space. If you create a new space, select whether it should be Public, in which case viewers can browse its list of notebooks without needing a password. Or select Private and enter a password, which viewers must enter to unlock the space and browse its notebooks. Notebook Password: To control which users who are browsing the space can actually open the notebook, give the notebook a password. Users browsing the space will see the notebook's name among the other shared notebooks. But to open the notebook, they must enter its password. If you don't give the notebook a password, anyone with access to the space can

13 Sharing Notebooks Share a Notebook don't give the notebook a password, anyone with access to the space can open the notebook. 7-3 Important: Notebooks shared from a public space that don't have their own sharing password are available only to local Bonjour or LAN-based NoteShare and NoteTaker users, and not to remote viewers over the Internet. To share a notebook for remote viewers, either share it from a private space, or give it a sharing password. For more information about password security, see Security, Privacy, and Encryption. Viewers can Edit: Uncheck this to make the notebooks Read-Only, where viewers can page through, but not edit the notebook. If instead you want viewers to edit the notebook, check this option. Turn Pages for Viewers: Check this box to control viewers' page turning from your own copy of the shared notebook, for example, to give a live presentation from the notebook where viewers must look at the same page you do. If instead you want viewers to page freely through the notebook on their own, uncheck this box. Viewers Can Save Local Copies: To prevent viewers from saving their own local copy of your shared notebook, uncheck this option (disables viewers' Save To command). 3. When you're done making settings, click Share to begin sharing the notebook. Persistent Sharing Once you have shared a notebook it will be available to other users on your network. The notebook will remain shared when you close it. Shared notebooks are available to other users as long as NoteShare is running and your computer is reachable on the network. When you quit NoteShare your shared notebooks will no longer be available to other users. NoteShare will warn you if there are users viewing any of your shared notebooks when you quit. You have the option of canceling the quit command at that point or you can go ahead and quit anyway. When you relaunch NoteShare your shared notebooks will be automatically shared again when you relaunch NoteShare (assuming the notebook file still exists).

14 Sharing Notebooks Share a Notebook 7-4 You can see a list of all your shared notebooks (along with the space in which each is shared) by selecting the File > My Shared Notebooks command. Selecting a notebook from this menu will open it. Stop sharing a notebook If you no longer want to make your notebook available to remote viewers, open the notebook and choose the Share > Unshare Notebook command. NoteShare warns you if the notebook currently has any viewers, who will lose access to the notebook when it's unshared. You have the option of canceling the unshare command at that point or you can go ahead and unshare it anyway.

15 Sharing Notebooks Share a Notebook 7-5 What Else? Notebooks you share become available in other viewers' Open Shared Notebook panel AquaMinds Software Corporation

16 Sharing Notebooks Open a Shared Notebook 8-1 Using the Open Shared Notebooks panel To open a notebook someone else is sharing, use the Open Shared Notebooks panel. You can then work in the notebook as a remote viewer, seeing the same pages and content that the owner and other viewers see. Depending on how the notebook is being shared, you might be able to page through and edit the notebook, the owner might control page turning, or the notebook might be Read- Only, where you can view any page but not make changes. Notebooks being shared over your local LAN or Bonjour network are available from the panel automatically, while notebooks being shared from the Internet aren't available until you add the owner's Internet address. 1. Choose the File > Open Shared Notebook command. This opens a panel showing: Spaces in which Notebook owners you're connected to are currently sharing notebooks. Owners (NoteShare and and NoteTaker users) currently sharing notebooks from a space. These include owners NoteShare detects on your local network as well as remote owners you add from the Internet. Notebooks the owner is currently sharing from the space. Note: Click on "SPACES/OWNERS" to switch the order of the hierarchy in the left side of the panel.

17 Sharing Notebooks Open a Shared Notebook the left side of the panel If the notebook you want to open is being shared from the Internet, add the Sharing Address of the remote owner (you only have to do this once per owner). 3. At the left of the panel, click the space where the notebook you want to open is being shared. This lists the owners sharing from that space, and the notebooks they're sharing. If it's a locked, private space, you'll be prompted to enter the space's password before you can browse its owners and notebooks. 4. At the right of the panel, double-click the notebook you want to open. If the notebook has its own password, you'll be prompted to enter it before the notebook opens. Otherwise, the notebook opens right away. Note: A green dot next to an owner's name means NoteShare has connected to the owner, who is currently sharing one or more notebooks. A red dot (or no dot) means the owner has gone offline, or NoteShare couldn't otherwise connect. Click the owner's name to try to reconnect to their notebooks. You can tell you're looking at a remote notebook when:

18 Sharing Notebooks Open a Shared Notebook 8-3 Sorting and filtering You can list any combination of shared notebooks in the Open Shared Notebooks panel, from different owners or spaces. Just select each space or owner at the left of the panel, to display corresponding notebooks at the right. You can also sort the notebook list however you want - by notebook title, owner, or the space it's being shared from: At the left of the panel, you can display owners under spaces as shown above, or spaces under owners - whichever you prefer. Just click this button (or click the SPACES/OWNERS label) to switch from one display to another.

19 Sharing Notebooks Open a Shared Notebook 8-4 Add an Internet owner NoteShare can automatically detect notebooks being shared over your local LAN or Bonjour network, so local owners will be automatically listed and removed as they come online and go off. But before NoteShare can find notebooks being shared over the Internet, you must add the owner's Internet address. In the Open Shared Notebooks panel: You only have to add an Internet owner once, as the owner will remain listed in the panel when you next open it. To remove an Internet owner from the list, select the owner and click the minus button. Note that to remove an owner, you must first close any notebooks being shared by that owner AquaMinds Software Corporation

20 Sharing Notebooks Use the Edit Pen 9-1 Working concurrently with others, in the same notebook When a notebook is being shared as editable, you and your team can all work in the notebook at the same time, with each viewer simultaneously editing a different page. A viewer can even add new pages and sections while others are editing different pages. When you're all working on the same page, only one viewer can be editing the page at a time, but others can watch the editing as it happens. When the current viewer finishes editing the page, someone else can easily take over. When you are working in a shared notebook, an edit button will appear in the title area, and the number of viewers and the current page s editor will be displayed below the title of the notebook: To start editing a page, you will usually click on an entry, thereby acquiring the page s edit pen which will prevent other viewers from editing that page. To end editing and release the edit pen (so other users can edit the page) click outside the entry on a blank portion of the page. You can also begin editing by typing (which will create a new entry), dragging a file or image onto the page, or using a clipboard paste command. You can also click on the edit button itself to take the edit pen and hold it until you explicitly release it by clicking the edit button a second time. This insures that no other viewer can edit the page while you are working on it. To end editing and release the edit pen (so other users can edit the page) click outside the entry on a blank portion of the page. (you can also exit auto edit by clicking on the pen) The image in the edit button shows the state of the edit pen for the page: The page has no editor Another user is editing the page You have clicked in an entry and are editing

21 Sharing Notebooks Use the Edit Pen 9-2 You have clicked the edit button and are holding the pen A zig-zag symbol means the notebook is offline and therefore no longer connected to the original notebook on the owner's computer. This can happen if the owner unshares it or if your local network connection goes down. You can keep viewing an offline notebook, but you can only see pages you've already visited (since the owner's computer is no longer connected). If the owner begins sharing again, the notebook might automatically come back online. If not, close the offline notebook and reopen it using the File > Open Recent or File > Open Shared Notebook commands. Ask for the pen If someone else currently has the edit pen for a page you want to edit, click the edit pen button to let that person know you'd like a turn soon. When you click the button a message appears below the title on the editor's computer telling her that you want to edit. Take back the pen (owner only) If you're the notebook's owner, you can take the edit pen back from someone else who's editing using the Share> Become Editor command. This only works if you are editing the notebook from the instance of NoteShare that is sharing it AquaMinds Software Corporation

22 Sharing Notebooks Add and Update File Attachments 10-1 Just Drag and Drop File Attachments You can attach a Word, PDF, or other document to a shared notebook, just as in a regular notebook, by dragging the file to an outline entry in the notebook. If it's a remote notebook, the file is automatically uploaded to the owner's computer, where it appears in the notebook as an icon. Viewers can then double-click the icon to open the file on their own computer. Opening an attached Word document, for example, opens it on your computer in your copy of Word. If the file is relatively small, it's automatically downloaded to a viewer's computer as soon as they open the shared notebook, so double-clicking the attachment icon opens the file right away. Larger attachments aren't downloaded to viewers until they explicitly open it, at which point the file must first download before it opens. You can see the progress of a file being downloaded by opening the Activity Viewer, from either the Window menu or your notebook's toolbar. Tip: Hold down the Option key while pointing to a file attachment to see the file's size before downloading it. Update File Attachments When you open a file attachment from a remote shared notebook, a copy of the file is downloaded to your computer, as described above. Editing the file therefore doesn't update the shared attachment that other viewers see - it just updates the copy on your computer. To update the attachment in the shared notebook, you must re-attach your edited copy to the notebook (which uploads it to the remote notebook). If you don't want the original attachment to remain available, delete it from the shared notebook. What Else? Set the size limit for whether attachments are downloaded automatically for viewers or must first be opened before downloading, using NoteShare's Sharing Preferences. Set a separate threshold for local (Bonjour) vs. Internet

23 Sharing Notebooks Add and Update File Attachments Sharing Preferences. Set a separate threshold for local (Bonjour) vs. Internet connections. Typically, you set a smaller limit for Internet connections because file transfers can take much longer to complete You can add the Activity Viewer tool to your toolbar using NoteShare's Toolbar Preferences AquaMinds Software Corporation

24 Sharing Notebooks Give Interactive Presentations 11 Give a Presentation Using Synchronized Page Turning (NoteShare Only) In a classroom or meeting room, it's convenient to be able to use NoteShare to deliver a dynamic presentation by controlling page turning on all viewer machines. While in this presentation mode (a.k.a. flip-chart mode), the owner is controlling the page scrolling and web page entry clicks. She may also temporarily set the notebook to read-only status. On the viewer's system, the shared notebook appears with no page turning controls or "dog ears". The owner of the shared notebook controls and assigns Page Turning privileges indicated by a flip-chart icon in the Page Turn column of the Sharing Monitor. It can be set directly from the Sharing sheet when first configured (it's also a Sharing preference) and it can be manually reset and assigned by the owner from the Sharing Monitor by clicking in the Page Turn column next to the person's name. NoteShare page turning control in combination with an audio chat or video chat program, creates an affordable yet powerful platform for interactive presentations, meetings and remote tutoring sessions. Additionally, using Page Turning control can be used with read-only, shared notebooks as well. Teachers, educators and lecturers can deliver highly interactive presentations with very little technical assistance to enable group or classroom viewing of the same notebook that is being presented. NOTE: The owner of the shared notebook can send a message to all viewers using the Send Message to Viewers command which is available from the Share menu. Current viewers of the shared notebook will receive an alert message which will also bounce the NoteShare icon in the Dock until dismissed AquaMinds Software Corporation

25 Sharing Notebooks Page Marks 12 Page Marks Experienced NoteTaker users know that Page Marks are a simple and powerful organization tool. They are small files that contain just enough information to be able to find and open a notebook to a specific page. In NoteShare, Page Marks have been extended to also include enough information to open the notebook remotely, if it is being shared. This means that you can share a notebook, turn to a particular page, click on the Page Mark toolbar button or menu item, and a colleague a pointer to your shared notebook. When the colleague receives the Page Mark, he simply drags it onto the NoteShare icon (or double-clicks on it), and NoteShare opens your shared notebook remotely. This is true even if he has never entered your computer's Internet address in his Open Shared Notebook panel. Prerequisites For Page Marks To Work Remotely The owner must be actively sharing the notebook to which the page mark points. The owner must have performed the computer configuration as described on the page "Set Up Your Computer For Sharing". For the page mark to work across the Internet: The owner must have a valid public address or domain name in the Sharing Address field in NoteShare Preferences. If the computer's address or domain name changes, previous Page Marks may become invalid. The owner must have performed the network configuration as described on the page "Share Outside of Your Local Network".

26 Sharing Notebooks Set Your Sharing Preferences 13-1 Sharing Preferences Sharing Viewers Can Edit: If selected, then others will be able to edit as well as view your notebooks. Turn Pages For Viewers: If selected, only you will be able to turn pages, and all viewers will see the same page turns and scrolls that you make. Viewers Can Save Local Copies: If selected, viewers will be able to save complete copies of your notebooks onto their own computers. Maximum Number Of Viewers Per Notebook: This is an upper limit on the number of viewers which can open any one shared notebook at a time. The practical limit will depend on the speed of your computer, the speed of your network, and the contents of your notebook.

27 Sharing Notebooks Set Your Sharing Preferences contents of your notebook. Editor Inactivity Timeout: If this many minutes elapses with no activity by the current editor, then the pen is released so that someone else may edit Note: There is no fixed limit on the number of simultaneous viewers of a shared notebook. However, the number of viewers that can smoothly interact with a shared notebook is very dependent on network performance factors, including viewer and owner connection speed, overall network bandwidth, and other traffic present on your network. The sharing (owner) machine in particular should have as high a network connection speed as possible. While pure text viewing and editing in NoteShare is very efficient and can support a large number of simultaneous viewers, performance may be affected if many viewers download large attachments simultaneously, for example, a classroom of students opening a page of long media attachments at the same time. In this situation, make sure your attachments are compressed as much as possible, and set your download limits to a smaller value in Sharing Preferences, to limit automatic downloading. Network Sharing Address: This is your "external" or "public" internet address. By default, NoteShare fills this in for you. It is the address you give to others in order for them to open your notebooks over the Internet. File Auto-Transfer Limit: This is the size of the largest attachment that will be automatically downloaded to you as the viewer of a remote notebook. Files larger than this will appear as icons, which you must then double-click in order to download and view. The Bonjour setting is used when the notebook you are viewing is on your local network, otherwise the Internet setting is used. Lower the number if automatically downloading attachments seems to slow down your computer or the computer that is sharing. Sharing Port: NoteShare's officially-assigned sharing port is Do not change this unless you know what you are doing. You must be an Administrator to change this setting. Open sharing port... : If NoteShare has detected that you have a router or gateway that it can communicate with, it may offer to automatically perform any required port mapping. This is not done until you share the first notebook after launching. If successful, you will see a green dot following the button. See Using Automatic Port Mapping in the Advanced Sharing section for more information. You must be an Administrator to change this setting. DDNS: This button brings up a panel to configure NoteShare's built-in Dynamic DNS client. See Using Dynamic DNS in the Advanced Sharing section for more information. You must be an Administrator to change this setting AquaMinds Software Corporation

28 Sharing Notebooks Set Your Sharing Preferences 2008 AquaMinds Software Corporation 13-3

29 Sharing Notebooks Other Tips 14-1 Customize Your Toolbar From the Preferences panel under the Toolbar tab, you'll find a list of Toolbar buttons and functions that can be added, reordered or removed from the Toolbar. Specific to NoteShare, are three buttons: Sharing Monitor button (NoteShare only) - Opens the Sharing Monitor window (may need to be pressed twice if previously toggled off. Activity Viewer button - Opens the Activity Viewer window which shows any downloads or file uploads currently in progress. Page Mark button - Opens a Compose window in Mail and adds the current Page Mark of the shared notebook page being viewed. NoteShare users can quickly open or point to shared notebook pages by sending Page Marks to other NoteShare users. The Page Mark will attempt to automatically open the shared notebook but may require a password be typed to complete the operation. (NOTE: If both NoteShare and NoteTaker are installed on the same system, Page Marks from NoteShare may require that the user drops them on a running copy of NoteShare in the Dock. More NoteShare Tips When you're viewing or working on a shared notebook, it's convenient to use the Creator and Changed By attribute columns to see who has been working on what part of the page. Both are available from the View menu or can be turned on from the Toolbar. If the Creator/Changed By columns are visible while another viewer takes the pen, a highlight bar indicates whether they are making changes or additions on the page you're viewing. In NoteShare, you can use the Sharing Monitor to quickly go to the same page a viewer is editing while they have the pen. Alert options can be set from the Sharing Monitor to notify you when a viewer opens a notebook you're viewing, or when they edit or release the edit pen. The Viewers submenu, under Share, can also be used to navigate to the page another viewers is currently on. In a shared notebook, it's also useful to use the Creator and Changed By pages in the Index to see what has been added or changed in the notebook by another user. The notebook's close button indicates that there are unsaved changes by showing a black dot, as usual. However, for shared notebooks, this button accurately reflects the state of the notebook to the owner and the current editor only. Other viewers are not be able to tell whether the document has been changed.

30 Sharing Notebooks Other Tips viewers are not be able to tell whether the document has been changed The Save command is always enabled for the owner and also for the current editor. When an editing viewer performs a save, the operation is performed on the owner's machine. Nothing is written to the viewer's disk. For a shared notebook, the Revert command is enabled only for the notebook's owner (the person working directly in the notebook). It's not available for remote editors. When a revert is performed, all viewers are notified with the following message AquaMinds Software Corporation

31 Configure Your Computer and Network For Sharing 15 Configure Your Firewall Configure Your AirPort Base Station Or Other Router Configure Your Network Settings Tell Others Your Sharing Address... 19

32 Configure Your Computer and Network For Sharing Configure Your Firewall 16-1 Your computer includes a feature called the Firewall, which can protect you from undesired or damaging messages coming from the Internet. However, the Firewall can prevent others from viewing your shared notebooks. You can either turn it off, or easily configure it to allow messages sent to NoteShare. This is all you need to do to share to other NoteShare or NoteTaker users on your local home or office network. Open Your Firewall Preferences The Firewall configuration is part of your computer's Security Preferences. Double-Click here to open your Security Preferences panel. Then click on the Firewall tab. The status of the firewall is shown in the upper left side of the panel. Option 1: Turn The Firewall Off If the Firewall is On, you can turn it off by clicking on the Turn Off Firewall button. You may safely turn it off if you are on a school or office network, or if you are using a home internet gateway such as an AirPort base station or Linksys router. In those cases, you are already being protected by a firewall. If you are not sure, check with your organization's Network Administrator. Option 2: Configure The Firewall To Allow Messages To NoteShare If you decide to leave the firewall on, click the Firewall Options... button to bring up the following panel. Select "Automatically allow signed software to receive incoming connections" (NoteShare is a signed application). Click OK. The firewall should now allow connections to NoteShare. Do this on each computer from which you intend to share notebooks.

33 Configure Your Computer and Network For Sharing Configure Your Firewall 16-2 Alternatively, you may click on "+", navigate to /Applications/NoteShare.app and click on "Add". For more information on the Firewall, search for "firewall" in Mac Help.

34 Configure Your Computer and Network For Sharing Configure Your AirPort Base Station Or Other Router 17-1 Configure An Airport Base Station First, open the Airport Utility (double-click here to open it now). Select the base station through which you connect to the internet, then click the Edit button. Option 1: Enable automatic port mapping by NoteShare. Click on the Network button, then the Network Options button. Make sure that Enable NAT Port Mapping Protocol is selected. Option 2: Manually add the NoteShare port mapping. Click on the Network button. If you don't see NoteShare listed under Port Settings, click on the "+" button underneath. You should see this panel:

35 Configure Your Computer and Network For Sharing Configure Your AirPort Base Station Or Other Router 17-2 Enter 8474 in both TCP text fields. In the middle field, enter your computer's local IP address, then click Continue. You can find your computer's local IP address from the Network Utility app. Select "Ethernet" or "Wi-Fi" depending on whether you have a wired or wireless connection, the use the address labeled "IP Address:". Set Up A LinkSys Router LinkSys routers are configured using a Web Browser like Safari. Their default address is usually Try Double-Clicking here to open the configuration page. You may be asked to enter a password (the default password is usually "admin", with no user name). If these steps do not work, consult your LinkSys manual for the correct IP Address and/or password, and enter them into your browser. Next, click on the page labeled Advanced, or Applications & Gaming. Then click on Port Forwarding or Port Range Forwarding. The following image is for a LinkSys WRT54GS:

36 Configure Your Computer and Network For Sharing Configure Your AirPort Base Station Or Other Router 17-3 Under Application, enter NoteShare. Under both Start and End (if both are present), enter Under Protocol, select Both or TCP. In the IP Address field, enter your computer's local IP Address. You can find your computer's local IP address from the Network Utility app. Select "Ethernet" or "Wi-Fi" depending on whether you have a wired or wireless connection, the use the address labeled "IP Address:". Finally, click on Save Settings, or Apply. Set Up A NetGear Router Netgear routers are also configured using a web browser like Safari. Its address is often , , or You may be asked to enter a password (the default password is often "setup", "password", or "1234", with user name "admin"). If any of these do not work, please consult your NetGear manual for the correct IP address and/or user name and password. Next, click on Port Forwarding, then the Add Custom Service button. You should see a panel similar to the one below: In the Service Name field, enter NoteShare. In the Service Type menu, select TCP or TCP/UDP. In both the Starting Port and Ending Port fields, enter In the Server IP Address field, enter your computer's local IP Address. Then click Apply. You should then see something similar to this:

37 Configure Your Computer and Network For Sharing Configure Your AirPort Base Station Or Other Router 17-4 Other Routers Other home and small office routers have similar configuration steps to LinkSys and Netgear. Please search your router's documentation for Port Forwarding, Port Range Forwarding, or Port Mapping., or consult your ISP's support desk. AquaMinds cannot guarantee the suitability of any particular device for sharing to the Internet with NoteShare.

38 Configure Your Computer and Network For Sharing Configure Your Network Settings 18 Use A Fixed Local Network Address If you use an Airport base station or other router to automatically assign local addresses to the computers on your network, you should configure your computer to always use the same address. This is easily done in your Network Preferences. Double-click here to open your Network Preferences. In the panel on the left side, select the network connection you use to connect to the internet. Then click the Advanced... button and then the TCP/IP tab. If Manually or Using DHCP with manual address is already selected, you need not do anything. If Using DHCP is selected in the Configure IPv4 menu: Write down the value for IP Address (e.g ) Select Using DHCP with manual address in the menu. Type the IP address noted above into the IPv4 Address field. Click "OK". Your router itself may also be able to assign you an unchanging IP address even as it continues to assign temporary ones to your other computers. See your router's documentation for further information. Also see the page Using Automatic Port Mapping for details on another option which does not necessarily require a fixed IP address.

39 Configure Your Computer and Network For Sharing Tell Others Your Sharing Address 19-1 Because Bonjour does not operate over the Internet, you will need to tell others your computer's public Internet address in order for them to find and open your shared notebooks. Then they must enter that address manually into their Open Shared Notebook panel. This usually only needs to be done once, unless your computer's address changes. NoteShare provides some ways to make this easier. NoteShare Preferences The Sharing tab in NoteShare's Preferences Panel has a field in which NoteShare tries to enter your current Internet address. Double-Click here to open NoteShare Preferences. In the Network section, you should see something like this: This is your "public address", that you can give to someone to find your shared notebooks over the Internet. NoteShare tries to update this field every time it launches. If you use a router which assigns address to computers on your local network, it may not be the same as the address seen in your Network Preferences. Note: If you manually enter something else in this field, NoteShare will not overwrite what you have entered. If you use a Dynamic Domain Name Service (DDNS), enter your DDNS domain name here. Network Preferences If you have a permanent unique Internet address assigned to your computer by your company or ISP, or if you have a dynamic address and your computer is connected directly to your DSL or cable modem, then you can also retrieve it from Network Preferences. Double-click here to open Network Preferences. From the left panel, select the network connection you use to connect to the internet. Then click the Advanced button and the TCP/IP tab. Your address will be in the field labeled IPv4 Address:.

40 Configure Your Computer and Network For Sharing Tell Others Your Sharing Address 19-2 IP Address services on the Web There are several web sites which can provide your current public Internet IP address.

41 Advanced Configuration 20 How Sharing Works Sharing Outside Of Your Local Network Using Automatic Port Mapping Using Dynamic DNS... 24

42 Advanced Configuration How Sharing Works 21-1 This section describes how to configure your computer and network for sharing notebooks. If you are simply opening notebooks shared by other users of NoteShare or NoteShare Server, you do not need to read this section. This page introduces a few basic concepts that will enhance your understanding of notebook sharing. They will help you understand the configuration steps, and diagnose and solve problems that may arise, especially when sharing to people outside of your local home, school, or office network. How Programs Communicate In order for a software program to send a message to a program on a different computer, it must tell the network where to find the other computer. This is called the computer's address. Then it must also tell the network where to find the program on the other computer. This is called the program's port. If you think of a computer as being like an apartment building with one address, then the port is like an individual apartment number. A computer's address is usually specified in one of two ways, either a sequence of numbers such as " ", called an IP address, or text such as " called a domain name or host name. A domain name actually stands for an IP address, but names are easier for people to remember and communicate. A program's port is always specified by a single number. NoteShare's official port number is How NoteShare Communicates When you share a notebook on your computer, NoteShare immediately starts to look for messages from other copies of NoteShare on other computers. When someone else wants to open your shared notebook, their NoteShare sends a message to your computer's address and NoteShare's port. After receiving the message, your copy of NoteShare then also knows the address and port of the other NoteShare. Two-way communication can then proceed in order to list, open, and synchronize shared notebooks. Bonjour Makes it Automatic

43 Advanced Configuration How Sharing Works 21-2 On a local network, such as at your home, school, or small office, NoteShare uses an OS X feature called Bonjour to automatically find other people who are sharing notebooks, and list them in your Open Shared Notebook panel. 1. When you share a notebook, NoteShare tells Bonjour that it is sharing at the computer's address and NoteShare's port number. 2. Other NoteShares on your local network ask Bonjour for a list of those who are sharing, and also ask to be notified when that list changes. It then connects to each instance of NoteShare on the list. 3. When someone opens the Open Shared Notebook panel, NoteShare asks each connected NoteShare for the list of notebooks they are currently sharing, and displays the list. The only thing you may need to do for Bonjour is to configure your computer's firewall. This is easy, and explained on the page, Set Up Your Computer For Sharing

44 Advanced Configuration Sharing Outside Of Your Local Network 22-1 Sharing is not restricted to your local network. You can share your notebooks to anyone anywhere in the world with Internet access and NoteShare, NoteShare Express, or NoteShare Mobile Viewer. However, you may need to take some additional steps. Bonjour does not operate between computers connected by the Internet, and may also not be available when sharing at a school or large company, except within local areas like a classroom or meeting room. This means that you must tell others your computer's address in order for them to find and open your shared notebooks. Then they must enter that address manually into their Open Shared Notebook panel. Other Steps You May Need To Take When Sharing Across The Internet Port Mapping Most home or small office networks have internet service that provides a single IP address. A device called a router or gateway allows several computers to share the address. Often this is the same device that provides you with Wi-Fi access. But with only one address for several computers, messages arriving from the Internet to NoteShare need help to be directed the right computer. You may need to configure your router to send NoteShare messages to the particular computer you are using to share notebooks. This is called port mapping or port forwarding. Dynamic DNS Service With many DSL or cable internet services, the address assigned to you may change from time to time. This is called a dynamic IP address. While this has no effect on your ability to connect to web sites and open other people's shared notebooks, it may make it harder for others to connect to your shared notebooks. This is because the sharing address you give to someone one day may not work the next. In this case you should consider using a service that assigns you a name for your address and keeps it up to date. This is called a domain name, and the service is called a Dynamic Domain Name Service (DDNS). Using either NoteShare itself or a third-party program, the DDNS is kept informed as your address changes. When others then try to view your shared notebooks using the domain name, they will always be able to find you. Many people use the service DynDNS. There are also several free services: dnslookup.me/dynamic-dns

45 Advanced Configuration Sharing Outside Of Your Local Network icloud In NoteShare 3.0 or later, if you have icloud enabled, NoteShare may be able to publish its current sharing address to other computers connected to the same icloud account. 22-2

46 Advanced Configuration Using Automatic Port Mapping 23 If NoteShare has detected that you have a router or gateway that it can communicate with, it may offer to automatically perform any required port mapping. Using automatic port mapping, you don't necessarily have to use a fixed local IP address - the dynamic one assigned to you by your router is fine. Configuring Automatic Port Mapping Open the Sharing tab of NoteShare Preferences. If NoteShare has found a device that it can communicate with, you will see its name listed in the button label, for example: Click the button to enable automatic port mapping. If you are sharing a notebook, NoteShare will attempt to map the port (it does not do this until a notebook has been shared during the current session). If successful, you will see a green dot following the button. If you move your mouse over the button or dot, a tooltip will appear which tells you the status of the last port mapping attempt. Limitations You must be an Administrator in order to use automatic port mapping. NoteShare uses both the NAT-PMP and UPnP protocols to try to communicate with routers and Airport base stations. However, this capability is not guaranteed and is provided only as a convenience. AquaMinds cannot guarantee its ability to communicate with any particular router. Routers often require that this capability be explicitly enabled. It may not be enabled by default. Consult your AirPort or other router's documentation for instructions on how to enable this feature. If you have previously set up a permanent port mapping as described in Set Up Your Network For Sharing, automatic port mapping may fail. Only one computer at a time can be mapped to a particular port. Generally it is best to enable the automatic port mapping only on one computer and then share notebooks from just that computer. However, if you have to use port mapping, and you need to share sometimes from one computer, and other times from a different one, the automatic port mapping feature might make things easier by changing the port mapping for you when necessary. Just make sure to not try to share from both computers at the same time, or enable the port mapping on each machine just when needed.

47 Advanced Configuration Using Dynamic DNS 24-1 Home DSL or cable services assign you an IP address to use for connecting to the Internet. Usually this address is not permanent, but subject to change at any time. This is called a dynamic IP address. While this has no effect on your ability to connect to services on the Internet, it may make it hard for others to connect to your shared notebooks. The sharing address you give to someone one day may not work the next. In this case you can consider using a service that assigns you a name for your address and keeps it up to date. This is called a domain name or host name, and the service is called a Dynamic Domain Name Service (DDNS). The DDNS is kept informed as your address changes. When others then try to view your shared notebooks using the domain name, they will always be able to find you. The DDNS can be kept updated using either NoteShare or a separate software program, such as DNSUpdate. NoteShare checks the currency of your DDNS account when notebooks are shared and periodically thereafter. Create An Account With The DDNS Service Currently, only DynDNS is supported. You must first open an account with DynDNS. You will choose a host name, and receive an account name and password. Set Up The NoteShare DDNS Client Open your NoteShare Preferences to the Sharing tab, and click on the DDNS button. You will see the following panel. Click Dynamic DNS Enabled to enabled the DDNS client. Enter the account name, password, and host name associated with your DDNS account. Double check this information to make sure it is correct.