Quick Steps to Using PowerPoint Presentations in the AVCMeeting Room

This article will show the steps required to make a PowerPoint presentation available for use in a web conference and how to use the presentation in a web conference.

Microsoft PowerPoint is widely used as a presentation tool. Unfortunately PowerPoint presentations must be converted to another format when used in web conference rooms. The good news is that a conversion wizard is provided with the technology. Microsoft also provides a conversions wizard. It is strongly recommended that you do not use the Microsoft tool as it will cause script errors when the presentation is used in a conference room.

There are three ways PowerPoint presentations can be used with the technology:

1. Room Browser - the presentation is loaded into the room browser and each slide is sent to every online user when it is selected.
2. Whiteboard - selected slides are loaded into the whiteboard. The online users will see the slide and any whiteboard drawing activity.
3. Desktop Sharing - the online audience will see the presentation exactly as it is shown on the sharing computer.

PowerPoint and Room Browser

Converting and Uploading PowerPoint Files

1. Click Administration/Document Center - to open the document center.
2. Click Select File - the "Choose File" dialog will display.
3. Select the PowerPoint file and click Open.
4. Choose the conversion format: HTML, GIF or JPG
5. Click Upload - the Progress bar and the Status will track the progress.
6. The Status will indicate "Finished" when the task has completed.
7. Click Close (bottom of Document Center window) to close the Document Center.

Using Uploaded Presentation in a Web Conference

1. Make sure Follow Me is disabled - Administrator/Follow Me (no tick mark shown). If you do not turn off Follow Me the audience will see the slide numbers when you load the presentation.
2. Click >b>Administration/Document Center - to open the document center
3. Click Manage Documents - a list of the uploaded documents will display. Since different document types are managed with the Document Center the list may include other documents besides PowerPoint documents.
4. Select the PowerPoint presentation to be used.
5. Click Load Document - the PowerPoint presentation will load into the conference room browser and the slide numbers will display along the bottom of the browser window.
6. Turn Follow Me on - Administrator/ Follow Me (tick mark shown plus SYNC displayed on the status line)
7. Click the PowerPoint slide number to show the slide - will be pushed to the audience.
8. Continue the presentation by clicking the next slide number to show.

Tip:

PowerPoint and Whiteboard

There are two ways to copy PowerPoint Slides into the Whiteboard:

1. Using a PowerPoint file uploaded in the Document Center - must have been be uploaded with the GIF or JPG PPT format option.
2. Using a PowerPoint file residing on your computer.

Step-by-step instructions will be provided in Whiteboard tutorial.

The slides copied into the whiteboard will not be included in recordings.

PowerPoint and Desktop Sharing

A PowerPoint presentation running on your computer can be shown using Desktop Sharing.

1. After starting Desktop Sharing select the window where the presentation is running.
2. Advance through the presentation as you normally do. The audience will see the entire presentation as displayed on your computer.