Present and Edit Files

Use either the whiteboard or screen sharing to present or edit files during meetings. See "Presenting Information in a Meeting" in the IBM Lotus Instant Messaging and Web Conferencing User's Guide for advice about which tool is best for your needs.

The Whiteboard

If you have permission to edit/share, you can present an attached file on the whiteboard, or you can draw and type on the blank whiteboard. If you do not have permission to edit/share, you must ask the Moderator to grant you permission.

Note The meeting creator and the Moderator can attach files to the whiteboard when scheduling a meeting. The Moderator can attach files during a meeting.

Present an Attached File

1. Click Whiteboard near the top of the Meeting Room.



2. Select the file name from the drop-down menu.



3. Use the whiteboard tools to emphasize information in the file. For example, you can circle important information or underline a word in red. Everyone in the meeting sees what you draw and type on the whiteboard. Use the Forward Arrow and Back Arrow to move through the pages in your presentation.

Draw or Type on the Blank Whiteboard

1. Click Whiteboard near the top of the Meeting Room.



2. Select Whiteboard from the drop-down menu.



3. Use the whiteboard tools to enter text, draw rectangles, circles, and lines, or to create graphs, charts, and diagrams. Use the Pointer Tool to display a marker on the whiteboard.

Screen Sharing

If you have permission to edit/share, you can share your screen with other participants and even allow them to control your screen. If you do not have permission to edit/share, you must ask the Moderator to grant you permission. Before sharing your screen, make sure that any confidential information is secure. See "Ensuring Security" in the IBM Lotus Instant Messaging and Web Conferencing User's Guide for more information.

1. Open the program(s) that you want to share.



2. Click the screen-sharing button near the top of the Meeting Room.



3. Select one of the following options from the screen-sharing toolbar:




Share a Program

Share My Entire Screen

Share Part of My Screen with a Frame

4. You can be sure that you are sharing when you see the Stop Sharing button in the upper right of the shared area.



5. To stop sharing at any time, click Stop Sharing.

Give Control to Others

You can allow other participants with permission to edit/share to control your screen. When you give control to other participants, they can use their own computers to edit the information on your shared screen.

1. Begin sharing your screen.



2. Click Allow Control. Participants who have permission to edit/share can now control your screen. Do not use your keyboard or mouse while another participant has control.



3. To confirm who controls your shared screen, click the Participant List details button at the bottom of the Participant List. An arrow appears next to the name of the participant who currently controls the shared screen.



4. To remove control from other participants, click Allow Control.

Taking Control of the Shared Screen

1. Make sure you have permission to edit/share and that the person sharing the screen has allowed others to control it.



2. Click the control button . An arrow appears next to your name in the Participant List details. All participants except the person who is sharing the screen see your initials displayed beside the cursor while you control the shared screen.

Switch Between the Whiteboard and Screen Sharing

In a meeting that includes both the whiteboard and screen sharing, any participant with permission to edit/share can switch between the tools by clicking the Screen Sharing or Whiteboard button. When one person switches tools, everyone in the meeting also switches tools. Do not switch between screen sharing and the whiteboard unless you want everyone in the meeting to switch.