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Welcome! PowerPoint PPT Presentation

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Welcome!. Your Moderator: (your name). Run the Audio Wizard Tools Menu > Audio > Audio Setup Wizard If you do not have a headset: Use a microphone and headphones/ear buds 3. If no headphone or ear buds: Go to Tools > Audio > Speaker Settings > Check box

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Your Moderator:

(your name)

  • Run the Audio Wizard

    Tools Menu > Audio > Audio Setup Wizard

  • If you do not have a headset:

    Use a microphone and headphones/ear buds

    3. If no headphone or ear buds:

    Go to Tools > Audio > Speaker Settings > Check box

    “Mute speakers when Talk is pressed”

  • If no microphone (or audio problems) dial:

    866-718-7314 enter PIN 91920045then press #


Recommended Devices

Audio headsets

elminatesechos and background noise


with USB microphones

reduce echosbut may still pick up background noise.


Test Your Audio

“Talk” turns your microphone on and off.

Sound levels may need adjusting

Audio workarounds

Audio Workarounds

  • Go to Tools > Audio > Speaker Settings > Check Box Mute speakers when “Talk” is pressed”

    • Use the phone and participate via teleconference

      866-714-1983 then enter PIN: 77282864 and press #

    • Use CHAT whenever possibleto ask questions

Page layout

Page Layout

Moderator setup

Moderator Setup

  • Run Audio Wizard

  • Activate Teleconference

  • Customize the A/V Options

  • Assign Participant Permissions

  • Load Content

  • Have your web page workaround ready

  • Start recording


Start Teleconference

Moderators activate the phone before the session

Teleconference will display as a single participant for all phone users



  • Participants DO NOT click TALK, their voice is always active and they may need to mute their phones when not speaking

  • The teleconference line is shared among attendees

  • Moderator can mute the audio for teleconference but this is not recommended.

  • No loss of functionality since participants also logon and appear in the Participants Panel


Audio Visual Options and Participant Permissions

Help your attendees

Help Your Attendees

  • Email them ahead of time with some introductory slides and logon information

  • Let them know the logon url and teleconference phone number are permanent and do not change

  • Tell participants the session will be recorded and any slides will be available for review after the session

  • Create a welcome slide to run the audio setup wizard and test as quickly as possible. Avoid spending too much time on technical problems.

  • Give a brief overview of Collaborate and focus on the features you want to use for your meetings


Record Your Session

  • Prompt when starting Collaborate--ignore

  • When ready, click Record in upper right

  • Click again to pause

  • Recording ends program is exited but will continue if

    moderator logs back in within 5 minutes

  • Recordings available at http://tinyurl.com/rusa-room-2-record



Feedback Tools

  • Raise your hand when you wish to speak

  • If you leave, click “Step away…”

  • Moderator may need polling responses

  • Use chat to ask questions

Keep an eye on indicators

Keep an Eye on Indicators

Moderator permissions

Moderator Permissions

You can change all participants permissions by clicking on the icons in the Main Room (audio; camera; chat; whiteboard; etc.)

You can change permissions for each participant by hovering over their name and clicking on menu option

NOTE: A maximum of 6 people can TALK via microphones at ONCE.



…then click arrow to reset cursor and be able to edit the text box

Tools for collaborative notes, pointing and other effects.



  • Set the polling type

  • Lock Responses:

  • If you don't want to accept any more responses or don't wish them changed

  • Visible/Not visible

  • Publish to whiteboard

Web tour

Web Tour

  • Has most potential for sharing websites

  • View ALA Connect documents (that are public)

  • Share Google docs (best when made public)

  • Useful for showing URLs from a PowerPoint


Web Tour


Any participant can check “Follow Me”

Open URL in Browser is a web push

Web page opens in each attendee’s default browser and is not shared in the whiteboard


Loading Content

  • Powerpoint slides are flattened and the links to web content will not work

  • Multimedia (.mp3, .wmv, .mpeg, .mpeg4, QuickTime and Flash) but these files must first be uploaded into their multimedia library

  • No Word documents (but there are workarounds)


  • Loading a PowerPoint

  • PowerPoint program will need to be closed

  • Click Load Content button at upper right

  • When you select the file to be opened, PowerPoint will open and it will appear as if your content is disappearing. Don’t worry. It’s not. It’s a nifty spectacle, though.

  • When file is loaded, it has been flattened into an image, so no links will be active. Workaround will be presented!

  • You can close the Page Explorer that opens.

Links to webpages in ppt

Links to Webpages in PPT

  • Both Blackboard Collaborate AND Adobe Connect flatten PPTs, so links are not active

  • Workarounds:

    • Have a Word document open with URLs, paste in Web Tour when needed

    • Use Application Sharing – Share Desktop instead of loading PPT

      • NOTE: Participants will have less interactive capability

        • With Web Tour, they can independently tour webpages, until you bring them back (“Follow Me”)


Navigating Power Point

Check “Follow Me” to have participants always see the slides in the order you wish


After you load a PPT to the whiteboard, the Page Explorer appears. You can use this to re-order, delete slides, or select slides to view. You can close it and re-open it at any time. Once you close it, it will appear in the upper left.


Multimedia (.mp3, .wmv, .mpeg, .mpeg4, QuickTime and Flash) files will be loaded into the Multimedia Library.


Application Sharing

  • Participants see the contents of your computer

  • View and edit restricted content (ALA Connect, Google Docs)

  • Display your Powerpoint and links to web content within the presentation

  • Co-edit Word documents

Do not use sharing when

Do not use Sharing when…

  • You want to view an online video.

  • Too much lag when trying to broadcast a video on your computer via application sharing.

  • Use Web Tour instead.


Begin Application Sharing

  • Click on the icon to “Begin Sharing”

  • Select “Share Desktop

  • Yellow frame appears—minimize your programs until this displays—anything within yellow frame is shared

  • Resize yellow frame to focus on content to be shared and move the Audio Visual panal outside of frame


Uhoh, can’t see chat!


Always check in with your participants, to make sure they can see what you want them to see! You may need to make your text larger on your screen!

Application sharing to co edit

Application Sharing to Co-Edit


You may have a need to co-edit a document with another participant.

FIRST: Share the application in Application Sharing. THEN:

Access Collaborate Participants panel.

Click on participant.Go to Tools > Application Sharing > Give Control of Shared Applications



Co-Edit Word Docs


Stop Application Sharing

  • Click “Stop Sharing” on menu

  • Use button inyellow frame

  • Or from menu bar: Tools > Application Sharing > Stop Sharing

Ending the session

Ending the Session

  • End recording

  • Save chat

  • Save whiteboard as PDF if desired; selected or all

Schedule your session

Schedule Your Session

  • During this transition, Liane Taylor is scheduler

    • Email [email protected] if you want to schedule a session

  • Availability is posted on a Google calendar, Liane will send you a link so you can see what’s availablehttps://sites.google.com/site/asclarusa/

  • In the fall, we will move to a scheduling team and will have supporting resources on the RUSA site…stay tuned!

Confirming a session

Confirming a Session

  • After meeting is confirmed, session information sent via email

  • Moderator URL (for session moderator)

  • Attendees URL (send prior to the meeting)

  • Teleconference number and PIN

  • URL to access recording

    • Available about 10 minutes after session

    • Click on that URL to access a list of recordings for that room

    • Find your date/time

    • Copy the URL for your particular recording to send to your attendees


Ready to Practice?

ROOM 3 reserved for Practice

Moderator: http://tinyurl.com/rusa-room-3-mod

Attendee: http://tinyurl.com/rusa-room-3

Teleconference: 1-866-714-1983 PIN: 77282864#

Recordings URL: http://tinyurl.com/rusa-room-3-record

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