DataXchange User Guide

Transcription

1

2 Getting Started Thank you for choosing DataXchange as your web conferencing platform. The following guide will direct you through a typical user session when conducting/attending a meeting online. Should you have any questions please call a RollCall support representative at ROLLCALL ( ). You ll need the Moderator Pin Code and the Conference Reference number to host a DataXchange meeting, which is provided on your Quick Start Guide. Your Participants will use the Participant Pin Code and the same Conference Reference number.

3 Table of Contents How to Start a DataXchange Meeting:... 4 Logging In... 5 The DataXchange Desktop Window... 8 Discussion Area... 9 Conference Commands Invite Drawing Command View Command Share Command Slide Command: PowerPoint Presentation Permitting Remote Control Sharing an Internet Website Whiteboard Tool Using annotation within a shared application or PowerPoint... 20

4 How to Start a DataXchange Meeting: Your Quick Start guide has the direct link to the DataXchange Login Page. An alternate login method is avaialable on our WebSite. 1. Go to our website at 2. If this is your first DataXchange session, select the DataXchange Plug In at the lower right (A) corner which will Check your Java setting and update if needed. 3. Click the Join DataXchange link in the lower right corner under Customer Tools (B). 4. The link takes you to the DataXchange Portal. B A

5 The DataXchange Portal The DataXchange Portal number is the 10 Digit phone number that you use for audio conferencing, without spaces or dashes. Press Submit. This Link Takes You to the Appropriate DataXchange Log in Screen for Your Company. Logging In 1. Enter your Name, as you would like it to appear in the session. 2. Enter the number you are dialing from. (This will link to your name in DataXchange participant list) 3. Enter the Conference Reference Number and the Moderator Pin Code.

6 The DataXchange Sign-in Screen 1. Enter the Conference Reference number from your Quick Start Guide. 2. Enter the Moderator Pin Code from your Quick Start Guide. 3. Click on Enter Conference button and your conference will open the browser used for DataXchange. If a security message appears, select Yes. 4. You ll now be at the DataXchange Login page. (Participants can also join your DataXchange session in this manner, by using the Conference Reference Number and the Participant Code.)

7 DataXchange will then test your system to confirm that you have a current version of Java. As a Moderator or Presenter Java and JavaScript need to be enabled on your web browser.

8 The DataXchange Desktop Window 1. The Discussion Area and Participant List Side Panel 2. Conference Commands/Menu Bar 3. Conference Mode Tabs 4. Annotation Tool Bar Annotation Tool Bar Conference Commands/Menu Bar Conference Mode Tabs The Discussion Area and Participant List Side Panel

9 Discussion Area 1 Use this area to send a message to all active participants 2 Click to hide the discussion area/participant list 3 Participant List and Moderator Controls 1. To send a message to all Users, select All Users in the drop down list, type the message and press Enter. To send a private message, select the user name in the drop down list, type the message and press Enter. The Discussion area also gives participants instructions for dialing into the audio conference. 2. To hide the discussion area/participant list side panel. 3. Participant List Moderator Controls: Click on User Name and right click to: Promote/Demote participants as Presenters Force Off the DataXchange Session Mute/Un Mute individual audio lines Edit the User s name Participant Controls: Mute their own audio line Edit their name/phone information.

10 Conference Commands Conference Commands Drop Down List

11 Invite Inviting participants to Your DataXchange Conference From the main menu, select Conference and then Invite to open the e mail dialog box. The link in the e mail invitation will bring your participants directly into your DataXchange session, no login necessary. The invitation also will include the dial in information for the audio conference. Add your own personal notes regarding meeting title and purpose to complete the invitation. You may Copy and Save your link for future use. The hyperlink for your set of Pin codes will not change. As with the RollCall audio conferencing, your Pin codes for conferencing can be used 24/7, with no need to make a reservation.

12 Other Conference Commands: Call: Dial out to join a participant in the audio conference. A screen will appear below the participant list, enter the 10 digit number (no hyphens or spaces) and select Dial. Lock Conference: Prevents any callers from joining by phone. Mute All: Places any participants in listen only mode (Moderators are not affected). Un Mute All: Give participants their audio capability back. Copy Discussion to Clipboard: Saves your discussion to your PC. Save Slides/Save all Slides: Saves any documents you create and save with the camera tool (information to follow). Exit Conference: For Participants (they can also exit by closing the browser). Exit and Close Conference: For Moderators, immediately ends the session. Note: The session will automatically close within 10 minutes when the last Moderator closes the browser. Drawing Command Clears any Annotations made on the whiteboard or applications. Annotations can be cleared individually by clicking on the item, and pressing your PC delete key. Select All: Delete: Delete All: Allows you to re position your annotations within the white board window Click on a specific annotation to delete it Deletes all of your annotations

13 View Command Alternate ways to restore hidden panels, or move between modes. Maximize the DataXchange Desktop window. When maximized, line drawing annotations are available along with toggles for Whiteboard, Application Sharing and Slide Show functions. o Direct your participants to use this command for the best view.

14 Share Command Select the Applications tab in the Presentation area, on the top right hand side of the screen, to prepare to share an application or desktop. Select the Share drop down button at the top of the presentation window. Your Options are: Share the entire Desktop or a single Application. Whole Desktop All applications and files on the Moderator s desktop will be made available for viewing by your participants. If a Moderator selects this option and yields remote control to another attendee, that person will have control over the Moderator s entire desktop, and can open and alter files. Application Use the cursor to select an application to share from the displayed list of active applications which are already running on the Moderator s computer. (An attempt to share a minimized application results in display of a blue screen in the Application window.) Note: Your participants will watch the presentation in the Conference Desktop window while you work in the Browser. To stop sharing select the Share button once again and move your mouse over Unshare and click on the Application, Browser, or Desktop that you want to stop sharing. Attendees of a DataXchange web conference will view a screen similar to the one shown below, in which attendees view a spreadsheet that resides on the Moderator s desktop. Attendee s View of a Shared Spreadsheet

15 Taking Back Control Control is passed back to the application host as a result of ANY user action by the host once has promoted an attendee. Slide Command: PowerPoint Presentation The Moderator(s) or any Presenters (a promoted participant) can upload.ppt or.jpg images. Select Slide, then choose from the options of: Upload PowerPoint Presentation, Upload Pictures, or Upload Series of Pictures. Then select a file or directory and open the chosen file. The file will upload real time and populate in the Slide Show Tab when ready.

16 Alternate Click the innermost left and right arrows to move one slide at a time. Click the outermost arrows to jump to the beginning or end of the presentation. Delete a slide by making it the current slide, then selecting Slide, Delete Current Slide. Copy the current slide by selecting the Snapshot icon (the camera). This creates a new slide at the end of the presentation. You can also push slides by using the View command in the Menu Bar. Note: PowerPoint presentations are converted to pictures and will not project fade ins, or other movement based PowerPoint features. Select the Application or Desktop sharing option to avoid loosing those features.

17 Permitting Remote Control Any user with Moderator status can be given temporary control of a conference, including attendees who have been promoted to Moderator status during the conference. The lead Moderator (the owner of the conference) can select Share their application or desktop, and then back within the workspace window, select another moderator to be In Control by choosing their name from the drop down box. See example below. Note: Avoid minimizing applications you are controlling because there is no way to restore them by remote control. The person sharing must restore them. Note If you minimize applications that you are controlling from your PC, the person you have given control to must restore them. The In Control button will appear in the upper right corner of the screen, as shown below. The In Control button appears when the Moderator shares an application or desktop. The drop down list gives you options of who can take control. Taking Back Control Control is passed back to the application host in the following cases: If the Presenter who is the host clicks the mouse or presses a key on the keyboard, they will regain control. If the Presenter who is in control is demoted or leaves the conference. If the Presenter who is in control clicks on an annotation tool (including the camera/snapshot tool). If either the Presenter or the host goes to/ from Maximize workspace mode. If any Presenter moves the presentation to the Whiteboard or Slide Show View.

18 Using High Color Sharing There are two modes of high color sharing, High Speed and High Color. The default application sharing mode is High Speed. In this mode, the number of colors in the image of the shared application are reduced in order to make the sharing process as smooth as possible. If you find, when sharing your applications, that the quality is reduced to an unacceptable level as a result of this color reduction you can switch to High Color application sharing by selecting Use High Color Sharing from the Share menu. The color depth is 8 bits per pixel (256 colors) for High Speed sharing, or 24 bits per pixel for High Color sharing. Sharing an Internet Website Share an Internet web site in the same manner as other desktop applications. The Moderator can retain control of the site in order to guide the attendee through it, or Permit Remote Control to let the attendee complete a web based form, with the Moderator s guidance. Attendee s View of a Shared Web Site

19 Whiteboard Tool Use the Whiteboard Tab on the top right of the screen to annotate an uploaded image or make notes on a blank screen. Click on the annotation tool you prefer and then highlight the selected area of annotation. Participants cannot use the annotation tools. Annotation Tool Bar

20 Using annotation within a shared application or PowerPoint Moderators can use the standard drawing and text tools to communicate. Select by using the mouse to choose a drawing function from the tool bar. Text entry is one of the selections. Any moderator can use the whiteboard; the input of multiple moderators is differentiated by color, which matches the color of the arrow by their name, in the Attendee Window. Highlighting and text box in gold has been added by the Moderator, using Whiteboard tools.

21 Tips for a successful conference Invite as few moderators as possible. If you have multiple moderators, be aware that any of them can control pushing a slide show and/or any moderator can change modes. Prevent minimizing a shared application. If you are desktop sharing, turn off all Instant Messaging programs and/or Alerts. Prevent changing the Caps Lock status during the conference. As a host, both Java and Java Script need to be enabled on your web browser. You can update Java by going to our Website. Under Plug ins select DataXchange. You can check the configuration of your computer using the Quick Computer Compatibility test at the login page. Frequently Asked Questions Browsers and Platforms supported? DataXchange supports standard Web browsers such as: Internet Explorer (IE) 6 or above, Firefox v1.0 or above on Windows (2000 Pro and XP), Safari (versions vary based on operating system), and MACs (OS X). Note: not all functions are available on all browsers. Do I need to login to a meeting to send an invitation? No, you can copy and save your invitation hyper link and paste it into your e mail or web invitations at any time. Your links remain the same for the life of your account. Can I leave a conference & rejoin later? Yes, as long as the conference is still running. The other attendees will see you disappear and reappear in the Participant list. Note: if you are the last presenter and you leave the conference a 10 minute timer will begin. If the presenter does not rejoin before that timer ends, the meeting will close. If you would like a live demo or user training, please call customer service at