Holding a meeting (lecture, conference, hybrid-event) - setting up my workspace optimally

What you have to do

1. Open the file you want to share, for example, a PowerPoint document.

   • The PowerPoint file will be displayed.

2. To be able to open alfaview and PowerPoint side by side on one monitor, you have to reduce the size of both applications.
   Therefore, if necessary, reduce the alfaview window that is open in full-screen mode (see Figure 2.1) and then drag the frame to make it as small as you want (see Figure 2.2). After that, also reduce the size of the window containing your PowerPoint document.

   
   Notes on sharing PowerPoint:

   • You don't need access to your notes in PowerPoint and want to present in presentation mode?
     > Then start the PowerPoint presentation in window mode (and not in full screen mode - otherwise the full screen of PowerPoint will overlay the alfaview window).
     To do this, click on "Set up slide show" in PowerPoint and select the "View by single person (window)" option there.

   • You need access to the notes area?
     > Present without presentation mode and share your document in "Edit mode" as shown in the screenshot.
     > If you want to present in PowerPoint's presentation mode, open your PowerPoint file in another version and put the notes as another window in the non-split area. Start the PowerPoint presentation in window mode (and not in full screen mode - otherwise the full screen of PowerPoint will overlay the alfaview window). To do this, click "Set up slide show" in PowerPoint and select the "View by single person (window)" option there.

   • If you have problems scaling down the alfaview window manually, check in your system settings in the "Display" in the "Scaling and Arrangement" section if 125% is selected (see Figure 2.4).

   • 2.1

     

   • 2.2

     

   • 2.3

     

   • 2.4

     

3. Now click on "Share content" the 2nd icon from the right in the toolbar at the top centre, and select "Region share".

   • Helpcard Internal link opens in the same window:AVIEW 10-040 - "Share content - applications, share screen, screen"  explains exactly how to use the share window.

   • The presentation area opens in alfaview.

   • 3.1

     

4. To detach the presentation area, point the mouse cursor to the top right hand corner of the presentation area.

   Click on the icon with the two squares behind each other
   (see Fig. 4.1).

   To detach the presentation area, hover the cursor over the presentation area containing your shared document in the upper right corner of the alfaview space.

   • The presentation area is disconnected as a separate window.

   • You can now place this window in any area of your screen.

     The icon of the two squares now appears - in blue - in the toolbar at the bottom left as the first icon from the right, indicating that you are presenting in a separate window (Fig. 4.2).

   • Make sure that you do not move the decoupled presentation area too close to the edge of the screen otherwise, the decoupled presentation area may open in full-screen mode.

   • 4.1

     

   • 4.2

     

5. There is now more space available in the alfaview room, so you can still enlarge the alfaview window if necessary.

   • On the figures 5.1 and 5.2 you can see examples of how the chat and the camera images are also available in the alfaview room besides the presentation  in "edit mode" (5.1) and in presentation mode (5.2) and the decoupled presentation area.

   • Figure 5.1: PowerPoint in "Edit Mode"

   • Figure 5.2: PowerPoint in "Presentation mode" (window)

   • 5.1

     

   • 5.2

     

6. Clicking the X icon in the upper right corner in the separate window of your presentation ends the decoupling as a separate window (Fig. 6.1).

   • The presentation area will be shown again in the window of the opened alfaview room.

   • 6.1

     

Problems or questions?