Smart Technologies Bridgit 4.5 User Manual

SMARTBridgit® 4.5 software

User's Guide

Trademark notice

SMART Bridgit, SMART Board, SMARTPodium, SMART Meeting Pro, SMART Notebook, smarttech, the SMART logoand all SMART taglines are trademarks or registered trademarks of SM ARTTechnologiesULC in theU.S. and/or other countries. Micr osoft, Windows, Outlook and Excel are either registered trademarks or trademarks of Mi crosoft Corporation in the U.S. and/or other countr ies. M ac and Apple are register ed tradem arks of Apple, Inc. All other third-party product and company nam es m ay be tradem arks of their r espective owners.

© 2012 SMARTTechnologiesULC. All r ights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system or translated into any language in any form by any means without theprior written consent of SMARTTechnologiesULC. Informationi n this m anual is subjectto change without notice and does not represent a commitment on the part of SMART.

Oneor more of the following patents: US6320597; US6326954; US6540366; US6563491; US6741267; US6803906; US6829372; US6919880; US6954197; US7151533; US7184030; US7236162; US7411575; US7532206; US7619617; US7643006; US7692625; US7757001; US7880720; USD612396; USD616462; USD617332; USD635189; USD636183; USD636784; Other patents pending.

February 2012

Chapter 1: Getting started 3

Overview 3 What's new 4 Global Server Network (GSN) option 5 Downloading SMART Bridgit client software 5 Starting and exiting SMARTBridgit client software 6 The Audio Setup Wizard 6 Secure Socket Layer (SSL) standard 7

Chapter 2: Using SMARTBridgit 9

The SMARTBridgit client desktop 10 Starting SMARTBridgit software 12 Creating a meeting 13 Joining meetings 18 Using voice conferencing 21 Using meeting tools 24 Setting meeting options 36 Writing on the shared desktop 41 The SMART Scheduler Outlook add-in 45 Minimum requirements 45

Appendix A: Troubleshooting 51

Using the SMARTBridgit troubleshooting tool 51 Monitoring a meeting's performance - presenter 56 Monitoring a meeting's performance – participant 57

Index 59

Chapter 1

Overview 3 What's new 4

Knocking 4 Sharing a region of your desktop 4 Raising your hand 4 Resizing video windows 4

Incremental annotation with drawing tools 4 Global Server Network (GSN) option 5 Downloading SMART Bridgit client software 5 Starting and exiting SMARTBridgit client software 6 The Audio Setup Wizard 6 Secure Socket Layer (SSL) standard 7

Certificates 7

Overview

SMARTBridgit® conferencing software is a client/server application that lets you share programs

and information with anyone, anywhere in the world.

You can use SMARTBridgit software to speak to participants using Voice over Internet Protocol

(VoIP), share your desktop and send e-mail invitations for others to join. Once the meeting has

started, participants can write notes or highlight information on the desktop. You can share your

webcam and view other participants' webcams as well. You can use a self-created or randomly-

generated password that participants must use to join the meeting.

When you participate in or present a meeting, you use SMARTBridgit client software to connect to a

SMARTBridgit server. You can download SMARTBridgit client software on to your desktop and start

the application with a double-click.

All of the features of SMART Bridgit software are available on a SMARTBoard® interactive

whiteboard or SMARTPodium™ interactive pen display. If you present a meeting using an interactive

whiteboard or interactive pen display, you can capture your notes in a SMARTNotebook™

C H A P T E R 1

Getting started

collaborative learning software or SMARTMeetingPro™ software file or save them in an application,

such as Microsoft® Word or Excel®

What's new

SMARTBridgit 4.5 software introduces several new features.

Knocking

You can knock at a SMARTBridgit meeting door to get access to the meeting without receiving an

invitation to the meeting. When you knock, other participants in the SMART Bridgit meeting can allow

or deny you access to the meeting. For more information, see Joining a meeting with a knock on page

20.

Sharing a region of your desktop

You can share a small region of your shared display with meeting participants. For more information,

see Sharing a region of your desktop on page 26.

Raising your hand

The Raise Hand feature enables meeting participants to politely interrupt when they want to

contribute to the meeting. This feature provides both a visual and an audible notification to capture the

attention of other participants. For more information, see Raising your hand on page 33.

Resizing video windows

You can resize the video dialog boxof other participants' webcam views. For more information on

webcam views and resizing the video window, see Using webcams on page 29.

Incremental annotation with drawing tools

SMARTBridgit software uses incremental annotation so meeting participants view new information

seamlessly. When you draw new information on your shared screen, SMART Bridgit software sends

the new input in small continuous chunks as it is being added and the meeting participants see it

incrementally. For more information on drawing tools, see Using drawing tools while sharing on page

26.

C H A P T E R 1

Getting started

Global Server Network (GSN) option

The SMARTBridgit Global Server Network (GSN) is a network of SMARTBridgit servers at different

geographical locations. The GSN optimizes bandwidth and reduces latency by detecting the fastest

server in each GSN and then automatically connecting the client to that server, regardless of the

server they initially connected to.

For example, if there are five clients in North America and five clients in Europe all connecting to the

same meeting, and the GSN consists of one server on each continent, each client automatically

connects to the nearest, fastest server. This results in only one high latency overseas connection,

instead of five overseas connections. A GSN works just as well for different buildings in the same

city, or even different networks in the same building.

Downloading SMART Bridgit client software

Before you can join or present in a meeting, you need to download SMARTBridgit client software

either by clicking a link in an e-mail invitation or by using your internet browser.

N  N O T E

You don't need to install the SMARTBridgit client software after you download it. The client is self-

contained, and you can download it to your desktop and start it from there.

g To download the client software from an e-mail invitation

1. Click the link in the body of the e-mail invitation.

2. Run the software.

The SMARTBridgit software dialog box appears.

g To download the client software from the SMART Bridgit server

1. In your internet browser, go to your SMARTBridgit server.

2. Click the Download Software link, and then run the client software.

C H A P T E R 1

Getting started

Starting and exiting SMARTBridgit client software

SMARTBridgit client software starts automatically when you click the link in an e-mail invitation and

run the software. See Joining a meeting from an e-mail invitation on page 19.

You can also start SMARTBridgit client software by double-clicking the SMARTBridgit icon on your Windows desktop or Mac Dock.

N  N O T E

If you downloaded the software and saved it to a location other than your desktop, you must open

the folder that contains SMARTBridgit client software and double-click the icon there. See

Downloading SMART Bridgit client software on the previous page.

1. Select Menu > Exit SMARTBridgit (Windows) or Menu >Quit (Mac computers).

A confirmation dialog box appears.

2. Click OK in the confirmation dialog box.

The Audio Setup Wizard

When you run SMART Bridgit client software for the first time and VoIP has been enabled by your

server administrator, you could be prompted to run the Audio Setup Wizard. Use the wizard to set the

volume levels for your microphone and headphones or speakers.

g To run the Audio Setup Wizard

1. Ensure your headphones (or speakers) and microphone are connected to your computer and

are turned on.

2.1. Close (Windows operating systems) or quit (Mac operating system software) all other

programs that play or record sound.

3. Click Next, and then follow the on-screen instructions.

After you set up the audio devices, you can use them to speak in a meeting. See Using voice

conferencing on page 21.

If you're the meeting's owner, you can adjust the audio settings for better sound quality or for less

bandwidth usage. See Changing audio settings on page 38.

C H A P T E R 1

Getting started

N  N O T E

If the SMART Bridgit software administrator disables audio on the server, you're unable to use the

audio features.

Secure Socket Layer (SSL) standard

SMARTBridgit software complies with the SSL 3.0 standard for secure communications. Data

transmitted in SSL mode is encrypted to prevent a third party from viewing it while it’s in transit

between a client and server. SMARTBridgit software has been tested to ensure the encryption

mechanism and the communication layers conform to the standard.

Software toolkit vendors supply libraries that implement the SSL standard and that can be used to

build SSL-capable applications. SMART Bridgit software uses a toolkit called OpenSSL to provide

SSL security on both the client and the server. This toolkit implements both the SSL and the

Transport Layer Security (TLS v1) protocols, as well as a full-strength general purpose cryptography

library. For information about this toolkit, visit openssl.org.

Certificates

SMART Bridgit software uses OpenSSL to generate a self-signed SSL certificate which is used for

data encryption. Each time the server starts, a new 1024-bit SSL certificate is generated and a new

256-bit encryption key is negotiated with each client.

Chapter 2

The SMARTBridgit client desktop 10

The SMARTBridgit client toolbar 10

The SMARTBridgit client desktop borders 11 Starting SMARTBridgit software 12 Creating a meeting 13

The SMARTBridgit client lobby screen 15

Creating a meeting with a third-party voice bridge 15

Sending invitations to participants 17 Joining meetings 18

Joining a meeting from SMARTBridgit client software 18

Searching for a meeting 19

Joining a meeting from an e-mail invitation 19

Joining a meeting with a knock 20 Using voice conferencing 21

Owners and presenters 22

Participants 23

Joining a meeting using a third-party voice bridge 23 Using meeting tools 24

Sharing your desktop 24

Sharing a region of your desktop 26

Using drawing tools while sharing 26

Taking over sharing 27

Viewing the participant list 28

Using webcams 29

Chatting with other participants 31

Raising your hand 33

Enabling remote control 34

Remotely controlling the presenter's desktop 35

Changing the shared area 35 Setting meeting options 36

Changing meeting settings 36

Changing monitor selection 38

Changing audio settings 38

C H A P T E R 2

Using SMARTBridgit

Changing viewing options 40

Changing language options 41 Writing on the shared desktop 41

Customizing your pen 42

Erasing on the shared desktop 43

Using the screen pointer 44 The SMART Scheduler Outlook add-in 45 Minimum requirements 45

Installing the SMARTScheduler Outlook add-in 45

Upgrading SMART Scheduler Outlook add-in 47

Scheduling a SMARTBridgit meeting in Microsoft Outlook 47

Joining a SMART Scheduler meeting from an Outlook invitation 50

You can use SMARTBridgit software to create a meeting or you can use it to attend a meeting

created by someone else.

The SMARTBridgit client desktop

During a meeting, the SMARTBridgit client software interface consists of a toolbar and a colored

border around the shared desktop:

The SMARTBridgit client toolbar

From the Menu button on the toolbar, you can do the following:

l Share your desktop or ask to take over sharing.

l Share a region of your desktop.

l Enable or request remote control of someone else's desktop.

l Raise your hand to request a meeting interruption or lower your hand to stop the request.

l Select a variety of writing tools and write or draw over the shared desktop.

l Change the meeting and audio settings if you're a presenter and are using VoIP.

l Change the viewing options if you're viewing someone's shared desktop.

C H A P T E R 2

Using SMARTBridgit

l Change the language used in the SMARTBridgit client software interface.

l Change to full screen view.

l E-mail a meeting invitation.

The toolbar also includes the following buttons:

l Show/Hide Audio Controls

l Show/Hide Video Window

l Start/Stop Sharing My Desktop

l Share Desktop Region

l Mouse Pointer

l Pen

l Raise Hand

l Show/Hide Participant List

g To move the toolbar

1. Drag the handle on the toolbar to move it horizontally on your desktop.

2. Drag the colored border to move the toolbar vertically.

N  N O T E

Only the presenter can move the toolbar. The participants' toolbars mirror the position of the

presenter's toolbar. Participants can move their toolbars only if they've turned off the Fit

presenter's desktop to dialog boxoption.

The SMARTBridgit client desktop borders

When you share your desktop, share a region of your desktop or view someone else's desktop, a

border appears around the shared area. This border changes color to indicate what's happening in the

meeting.

l Blue indicates that you're sharing your desktop and that you're the presenter.

l Green indicates that you're viewing the presenter's shared desktop or a region of it. A green

border appears around the desktops of all participants viewing the shared desktop.

C H A P T E R 2

Using SMARTBridgit

Starting SMARTBridgit software

Once you download SMARTBridgit software, you can start the software to join or create a meeting.

g To start SMARTBridgit software

Double-click the SMARTBridgit icon on your Windows desktop or Mac Dock.

The SMARTBridgit Software dialog box appears.

Once you join or create a new meeting, use the SMARTBridgit client software toolbar to participate in

the meeting.

C H A P T E R 2

Using SMARTBridgit

Creating a meeting

When you create a meeting, you can speak with other participants, share your desktop or webcam, or

invite participants to the meeting. You can also wait for others to join the meeting and share a

desktop.

You're the meeting's owner when you create a meeting. Owners can control a number of meeting

options, such as microphones, webcams and the ability to write on the shared desktop.

The owner isn't necessarily the participant who shares their desktop. The person who shares their

desktop is the presenter, and, like the owner, the presenter can control a number of meeting options

for the other participants. However, the changes a presenter makes to the meeting options don't

apply to the owner.

N  N O T E

The person who created the meeting doesn't have to be the one to share a desktop.

g To create a meeting

1. Start SMARTBridgit software, if it isn't already started. See Starting SMARTBridgit software

on the previous page.

The software starts and connects to the last SMARTBridgit server you used.

Click the server icon in the bottom-left corner of the SMARTBridgit Software dialog box, if

2. you want to connect to a different server.

The Server Information dialog box appears.

3. Type the server name in the Which server do you want to connect to? box, or select a server

from the drop-down list.

T  T I P

If you've used a number of SMARTBridgit servers, they appear in the Which server do you

want to connect to? drop-down list. This makes it easy to connect to servers you've used

before without typing the server name again.

4. Click Connect.

You return to the SMARTBridgit Software dialog box.

5. Type a name in the Your name box, if you require a new name for this SMARTBridgit meeting.

This name appears in the participant list.

C H A P T E R 2

Using SMARTBridgit

6. Click the Create New Meeting tab.

7. Type a name for the meeting in the Meeting name box.

8. Optionally, type and confirm a password for the meeting in the Password and Confirm

password boxes.

N  N O T E

If you don’t assign a password, anyone who can view the list of meetings can join your

meeting.

9. If you see the Automatically open microphones option, your server administrator has

enabled VoIP. Select this option to enable it for your meeting, and automatically open

participant microphones for the first four participants to join the meeting.

N  N O T E

For more information on this option, see Using voice conferencing on page 21.

If you see the Share voice bridge details with other users option, your server administrator

has enabled a third-party voice bridge or audio-conferencing provider. Select this option to

enable it for your meeting and to display third-party audio information to your meeting

participants.

N  N O T E

For information on this option, see Creating a meeting with a third-party voice bridge on the

next page.

10. Click Create New Meeting.

11. If the Password Required dialog box appears, type the password in the Creation password

box.

N  N O T E

This dialog box opens only if your server administrator assigned a password for creating

meetings, and it is different from the server access password. The lobby screen appears and

the meeting starts. See The SMARTBridgit client lobby screen on the next page.

12. Click OK.

Click the server icon in the bottom-left corner of the SMARTBridgit Software dialog box, if you want to connect to a different server.

The Server Information dialog box appears.

C H A P T E R 2

Using SMARTBridgit

The SMARTBridgit client lobby screen

From this screen, you can share your desktop or send e-mail invitations to participants. You can also

start to talk in the meeting or share your webcam, even if no participants are sharing a desktop.

Windows client lobby screen

If the meeting was configured to use third-party voice bridge notification, you see across the top of

your lobby screen a Voice Bridge banner, which contains the telephone number and meeting code

required for joining the audio segment of the meeting.

Creating a meeting with a third-party voice bridge

Meeting creators can add third-party voice bridge information to the meeting and then display it to all

of the meeting participants.

I  I M P O R T A N T

Your SMARTBridgit server administrator must enable this feature.

When you create a meeting invitation, add both the voice bridge phone number and the meeting code

required to connect to and participate in the voice bridge session.

When participants receive a meeting invitation, they dial the number on their telephone, enter a

password and join the third-party voice bridge as the audio support for their SMARTBridgit meeting.

The third-party voice bridge phone number and meeting password are also displayed on the

SMARTBridgit lobby screen and in the participant list on a shared desktop.

For additional meeting information, see Creating a meeting on page 13.

C H A P T E R 2

Using SMARTBridgit

g To create a meeting with a third-party voice bridge

1. Start SMARTBridgit software, if it isn't already started. See Starting SMARTBridgit software

on page 12.

The software starts and connects to the last SMARTBridgit server you used.

If you want to connect to a different server, click the server icon in the bottom-left corner of

2. the SMARTBridgit Software dialog box.

The Server Information dialog box appears.

3. Type the server name in the Which server do you want to connect to? box, or select a server

from the drop-down list.

T  T I P

If you've used a number of SMARTBridgit servers, they appear in the Which server do you

want to connect to? drop-down list. This makes it easy to connect to servers you've used

before without typing the server name again.

4. Click Connect.

You return to the SMARTBridgit Software dialog box.

5. Type a name in the Your name box, if you require a new name for this SMARTBridgit meeting.

This name appears in the participant list.

6. Click the Create New Meeting tab.

7. Type a name for the meeting in the Meeting name box.

8. Optionally, type and confirm a password for the meeting in the Password and Confirm

password boxes.

N  N O T E

If you don’t assign a password, anyone who can view the list of meetings can join your

meeting.

9. Select Share voice bridge details with other users to display the third-party audio

information to your meeting participants.

10. Type the telephone number and meeting code in the appropriate boxes.

This information will be included in the e-mail invitations to the meeting, as well as on the lobby

screen and participant list.

11. Click Create New Meeting.

C H A P T E R 2

Using SMARTBridgit

12. If the Password Required dialog box appears, type the password in the Creation password

box, and then click OK.

The lobby screen appears and the meeting starts. See The SMARTBridgit client lobby screen

on page 15.

N  N O T E

This dialog box opens only if your server administrator assigned a password for creating

meetings.

Sending invitations to participants

Once you create a meeting, you can send e-mail invitations to people you want to have join the

meeting. You can send invitations from the participant list in the lobby screen and from a meeting.

g To send an e-mail invitation from the lobby screen

1. Click E-mail Invitation.

The Invite Participant dialog box appears.

2. Select Include password in e-mail if the meeting is password protected and you want to

include the password in the e-mail invitation.

3. Click E-mail.

SMARTBridgit software starts your default e-mail program and creates the e-mail invitation.

4. Type the e-mail address of one or more invitees, and then send the e-mail.

Your e-mail program sends the invitations. The recipients can join the meeting by clicking the

link in the e-mail invitation. See Joining a meeting from an e-mail invitation on page 19.

g To send an e-mail invitation from a meeting

1. Select Menu > E-mail Invitation.

The Invite Participant dialog box appears.

2. Follow steps 2 to 4 in the previous procedure.

C H A P T E R 2

Using SMARTBridgit

Joining meetings

You can join a SMARTBridgit meeting in two ways: you can open SMARTBridgit client software and

locate a meeting, or you can respond to an e-mail invitation to join a meeting.

Joining a meeting from SMARTBridgit client software

You can join a meeting by starting SMARTBridgit client software, connecting to the server, and then

selecting a meeting.

g To join a meeting from SMARTBridgit client software

1. Download SMARTBridgit client software, and then save it on your computer. See

Downloading SMART Bridgit client software on page 5.

Browse to and double-click the SMARTBridgit icon .

The software starts and connects to the last server you used.

N  N O T E

If you haven't used SMARTBridgit software before or if you want to connect to a different

server, follow the steps in the next procedure.

3. Select the meeting you want to join from the Meeting name drop-down list, and then enter the

meeting password.

4. If your system administrator has enabled VoIP, select Yes or No under the Do you want to use

your computer for meeting audio? heading.

5. Click Join Meeting.

The lobby screen appears.

g To change which server you're connected to

Click the server icon in the bottom-left corner of the SMARTBridgit Software dialog box.

The Server Information dialog box appears.

C H A P T E R 2

Using SMARTBridgit

2. Type the server name in the Which server do you want to connect to? box, or select a server

from the drop-down list.

T  T I P

If you've used a number of SMARTBridgit servers, they appear in the Which server do you

want to connect to? list. This makes it easy to connect to servers you've used before without

typing the server name again.

3. Click Connect.

g To leave a meeting and exit or quit SMARTBridgit client software

1. Select Menu > Exit SMARTBridgit (Windows) or Menu >Quit (Mac computers).

A confirmation dialog box appears.

N  N O T E

If you're the owner of the meeting, the confirmation dialog box also asks whether you want to

disconnect all other users.

2. Click OK in the confirmation dialog box.

Searching for a meeting

After you connect to a SMARTBridgit server, you can either choose the meeting you want to join

from the list or search for a meeting.

g To search for a meeting

In the SMART Bridgit Software dialog box, type a meeting name in the Meeting name box.

Click the drop-down menu arrow and select a meeting from a list of available meetings.

N  N O T E

If the owner of a meeting sets a password, you must enter the password to join the meeting.

Joining a meeting from an e-mail invitation

When you receive an e-mail invitation to join a meeting, the invitation includes a link that you click to

connect to the server and join the meeting. (You can also join a meeting directly from SMARTBridgit

client software.)

C H A P T E R 2

Using SMARTBridgit

g To join a meeting from an e-mail invitation

1. Click the link in the e-mail invitation, and then run the software.

The Join Meeting dialog box appears.

2. Type your name and the meeting password (if required), and then click OK.

The lobby screen appears.

N  N O T E

If the meeting isn't password protected, the Password box doesn't appear in the Join

Meeting dialog box. If the meeting is password protected, the e-mail invitation might include

the password. If it doesn't, get the password from the meeting creator or follow the steps in

Joining a meeting with a knock.

Joining a meeting with a knock

You can join a meeting without receiving an email invitation by searching for the meeting you want to

attend, knocking for meeting access, and then obtaining access from other meeting participants.

g To join a meeting without an e-mail invitation

1. Download SMARTBridgit client software, and then save it on your computer. See

Downloading SMART Bridgit client software on page 5.

Browse to and double-click the SMARTBridgit icon .

The software starts and connects to the last server you used.

3. If you haven't used SMARTBridgit software before or if you want to connect to a different

server, then click the server icon in the bottom-left corner of the SMARTBridgit Software dialog box.

The Server Information dialog box appears.

4. Type the server name in the Which server do you want to connect to? box, or select a server

from the drop-down list.

5. Click Connect.

6. Select the meeting you want to join from the Meeting name drop-down list.

7. Click Knock to Join.

The Knock dialog box opens.

8. Type a name in the Your name box and a message in the Message box.

C H A P T E R 2

Using SMARTBridgit

9. Click Knock.

A message appears stating that you’re waiting for a response from the meeting participants.

Participants in the meeting receive a message asking them to allow or deny you access to the

meeting.

N  N O T E

The knock request times out after 30 seconds and a No response dialog box opens with a

message stating that there was no response to your knock.

10. Click OK to knock again, or try to contact a meeting participant for the meeting password.

11. If you're allowed access to the meeting, your screen automatically updates to view the shared

screen.

12. If you're denied access to the meeting, an Unable to join dialog box opens with a message

stating that you've been denied access to the meeting.

13. Click OK to knock again, or try to contact a meeting participant for the meeting password.

Using voice conferencing

Participants can use SMARTBridgit software's VoIP feature to speak to each other during a meeting

if the SMART Bridgit server administrator enables it. Before participants can speak in a meeting, they

must run the Audio Setup Wizard to set the volume levels for their microphones and headphones or

speakers. See The Audio Setup Wizard on page 6.

N  N O T E

Up to four participants can speak at once.

By default, participants must click Open My Mic before they can speak in a meeting. However, if the

owner of a meeting selects Automatically open microphones when creating a meeting,

microphones automatically open for the first four participants who join the meeting. See Creating a

meeting on page 13.

You can hide the audio controls and then show them again later.

g To hide or show the audio controls

Click the Show/Hide Audio Controls button on the toolbar to hide or show the audio controls.

C H A P T E R 2

Using SMARTBridgit

N  N O T E

This button isn't displayed when the meeting is configured to use a third-party voice bridge. See

Joining a meeting using a third-party voice bridge on the next page.

g To speak in a meeting

1. Click the Open My Mic button on the audio controls toolbar. If the button isn't visible, click the

Show/Hide Audio Controls button .

The other participants can now hear everything you say into the microphone.

2. To adjust the volume of the speakers, headphones or microphone, use the sliders in the audio

controls.

3. When you finish speaking, click Close My Mic.

This makes a microphone available to another participant.

Owners and presenters

Owners and presenters of meetings can close a participant's microphone to allow another participant

to speak.

g To close another participant's microphone

Click the Show/Hide Participant List button .

Click the green microphone icon next to the participant's name.

If you've selected the Require others to request microphone option, the participant's Open My Mic

button changes to a Request A Mic button. When a participant clicks Request a Mic, a message

appears on your shared desktop notifying you of the participant's request and the appearance of the

Show/Hide Participant List button changes.

g To allow someone to speak

Click the Show/Hide Participant List button on your SMART Bridgit software toolbar.

The participants list appears.

To allow someone to speak, click the Click to grant the request to speak icon next to

2. the participant's name.

C H A P T E R 2

Using SMARTBridgit

Participants

Requesting to talk during a meeting

If the presenter or owner has enabled the Others must request to talk option, each participant must

first request and be granted permission to use the microphone before speaking.

g To request to speak

Click the microphone icon .

2. Click the Request a Mic button.

A message appears on the shared desktop notifying the presenter of your request.Once the

presenter grants the request, you see a green microphone icon next to the your name in the partipant list and you can speak into your microphone.

Joining a meeting using a third-party voice bridge

Joining a SMARTBridgit meeting that uses a third-party voice bridge is the same as joining a normal

SMARTBridgit meeting, except that you must use the provided voice bridge telephone number and

the voice bridge code to take part in the audio segment.

g To join a meeting that uses a third-party voice bridge

1. Join the SMARTBridgit meeting either from an e-mail invitation or directly from SMARTBridgit

client software.

2. Use your telephone to dial the voice bridge telephone number you received in your e-mail

invitation or that you see in the lobby screen.

N  N O T E

If the presenter is already sharing their desktop, you can also view the telephone number and

voice bridge code in the participant list.

C H A P T E R 2

Using SMARTBridgit

Using meeting tools

This section shows the tools available to presenters and participants in a SMARTBridgit meeting.

Sharing your desktop

You can share images, videos and written information with other participants by sharing your

desktop. Once sharing, you can do the following:

l Move the toolbar.

l Speak and listen to other participants.

l Change sharing options for the meeting.

l Use drawing tools or screen pointers to highlight information on screen.

l View the list of participants.

l Share your webcam with other participants and view their webcams.

l Change the shared area of your desktop.

l Allow remote control.

l Monitor the meeting's performance.

C H A P T E R 2

Using SMARTBridgit

g To share your desktop

1. Create or join a meeting. See Starting SMARTBridgit software on page 12 or Joining meetings

on page 18.

2. Click the Share My Desktop button in the lobby screen.

A Preparing to share your desktop message appears briefly, and then the SMART Bridgit

toolbar and a blue border appear on your screen. Anyone in the meeting can see your desktop.

N  N O T E S

If you join a meeting in which someone else is already sharing a desktop, you see the

desktop right away instead of seeing the lobby screen. If you want to share your

desktop, you can ask to take over sharing.

When you create a private text messaging conversation with a participant, the

conversation isn't visible to other participants.

g To share when using multiple displays

1. Create or join a meeting.

2. Click the Share My Desktop button in the lobby screen.

The Select Sharing Monitor dialog boxappears.

3. If you're sharing a single monitor, select the monitor you want to share and then click OK.

If you're sharing multiple monitors on a Windows operating system, hold down the CTRL key,

select each monitor you want to share, and then click OK. If you're sharing multiple monitors

on a Mac operating system software, hold down the Command (⌘) key, select each monitor you want to share, and then click OK.

A Preparing to share your desktop, please wait message appears briefly, and then the

SMARTBridgit toolbar and a blue border appear on your screen. Meeting participants see one

enlarged display, and the rest as thumbnails that they can click to enlarge.

N  N O T E

Meeting participants using a SMART Hub see only one shared screen.

g To stop sharing your desktop

Click Start/Stop Sharing my Desktop on the SMARTBridgit toolbar of the display you want to stop sharing.

C H A P T E R 2

Using SMARTBridgit

Sharing a region of your desktop

You can share a selected portion or region of your desktop.

g To share a region your desktop

1. Create or join a meeting. See Starting SMARTBridgit software on page 12 or Joining meetings

on page 18.

2. Click the Share My Desktop button in the lobby screen.

A Preparing to share your desktop message appears briefly, and then the SMART Bridgit

toolbar and a blue border appear on your screen. Anyone in the meeting can see your desktop.

Click the Share Desktop Region button on your SMARTBridgit toolbar.

4. Click and drag the pointer on the region of your shared display that you want to share.

N  N O T E

You can also limit the shared area of your desktop by moving the outside colored borders of the

shared display. For more information, see Changing the shared area on page 35.

g To stop sharing the region

Select Menu > Stop Sharing this Desktop.

Using drawing tools while sharing

SMARTBridgit software enables you to draw in your screen while you are sharing your desktop. You

can also draw into applications like Microsoft Word or Excel. For more information, refer to the Help

for SMART Notebook collaborative learning software.

N  N O T E

SMARTBridgit software uses incremental annotation so meeting participants view new information

seamlessly. When you draw new information on your shared screen, the Bridgit software sends the

new input in small continuous chunks as it is being added and the meeting participants see it

incrementally.

g To use drawing tools while sharing

1. Start sharing your desktop. See Sharing your desktop on page 24.

2. Select Menu > Tools, and then select the drawing tool you want to use.

You can also customize the drawing tools by selecting Customize.

C H A P T E R 2

Using SMARTBridgit

g To exit Drawing mode

Click the Mouse Pointer icon, and then click anywhere on the desktop.

Your drawing disappears.

Taking over sharing

During a meeting, you can take over sharing and make your desktop visible to the other participants.

Once you request sharing, the current presenter must allow your request before others see your

desktop.

N  N O T E

This option isn't available if the owner or presenter disables sharing requests.

To take over sharing

Click the Start/Stop Sharing My Desktop button .

The presenter receives a notification that you want to share your desktop.

If the presenter allows the request, you become the presenter. Your desktop is shared and becomes

visible to all the participants in the meeting.

N  N O T E

If you're the owner of a meeting, the current presenter doesn't need to allow your request to take

over sharing. Sharing returns to you automatically when you click Share My Desktop.

C H A P T E R 2

Using SMARTBridgit

Viewing the participant list

The participant list shows the number of participants, their names and status. Your name appears in

bold type.

g To view the participants list

While sharing your desktop, click Show/Hide Participant List .

The participant list appears. You can move the dialog boxaround your screen by dragging the

title bar.

N  N O T E

If no one in a meeting is sharing a desktop, you can also see the list of participants in the

SMARTBridgit software lobby screen.

2. You can invite others to attend the meeting by clicking the E-mail Invite button.

To close the participant list, click in the upper-right corner of the list.

Participant status icons

The following icons show the status of each participant. If audio is disabled on the server, only the

chat icon appears next to participants' names.

Icon Name or status Description

Chat Chatting is enabled. When a participant receives a message, the icon

changes color. If the participant is experiencing a lag during the meeting,

an hourglass appears over the chat icon.

A hand is raised

Requested the

microphone

Open microphone The participant's microphone is open and the participant is speaking in

A notification appears to all meeting participants that a participant is requesting to speak in the meeting. To allow the participant's request, click the icon, and then click Lower Hand.

This notification icon appears in the presenter's SMARTBridgit toolbar indicating that a participant is requesting to speak in the meeting. To allow the participant's request, click the icon to open the Participants window, and then click the icon beside the name of the requesting participant.

the meeting. To close the participant's microphone, click the icon.

Closed

microphone

The participant's microphone is closed.

C H A P T E R 2

Using SMARTBridgit

Using webcams

You can share your webcam view with other participants in a meeting. Consider the following points

before sharing your webcam view during a SMARTBridgit meeting:

l See System requirements for compatibility information.

l This feature is available only when the SMARTBridgit server administrator enables it on the

server.

l If you're the owner or presenter of the meeting, you can disable remote webcams. You can still

share your webcam view but participants can't share theirs.

l If you're a meeting participant and the presenter of the meeting disables remote webcams, you

can't share your webcam view. However, you can still see the presenter's shared webcam

view.

l If you don't have a webcam, you can see the other participants' webcam views.

l Up to four participants can share their webcam views at the same time.

l Before you share your webcam, make certain that no other program is using it.

l The resolution when sharing is typically 176 × 144 pixels and the frame rate is 5 frames per

second.

C H A P T E R 2

Using SMARTBridgit

g To share your webcam's view

Click Show/Hide Video Window .

2. Click Start My Webcam.

The Video window opens to show your webcam as it appears to the other participants.

When you share your webcam view during a SMARTBridgit meeting the following occurs:

The Show/Hide Video Window appears in color to indicate that the webcam is shared.

The webcam views of other participants open below the Video window in thumbnail size.

When you hover the mouse over one of the thumbnail images, a message appears

showing you the name of the person sharing that webcam.

You can move the Video window.

You can resize the Video window.

You can hide the Video window and then show it again later.

You can stop sharing your webcam at any time.

g To move the Video window

Click the title bar of the window and move it to its new location.

g To resize the Video window

Drag the lower right corner of the window (Windows operating systems) or any corner of the window

(Mac operating system software).

g To hide or show the Video window

Click Show/Hide Video Window .

g To stop sharing your webcam

Click Show/Hide Video Window .

2. Click Stop My Webcam.

Your webcam no longer appears in the Video window. If other participants are still sharing their

webcams, they remain visible.

C H A P T E R 2

Using SMARTBridgit

Chatting with other participants

You can use the chat dialog boxin the lobby screen or the participant list to broadcast messages to

some or all participants in a meeting.

N  N O T E

The owner or presenter must enable the chat option before you can use it. See Changing meeting

settings on page 36.

g To send a message to all meeting participants

1. Open the participant list or lobby screen.

2. Click the All Users tab and type the text you want to broadcast.

3. Click Send.

N  N O T E

If you need to contribute to the meeting, you can use the Raise Hand feature to politely interrupt the

meeting with both a visual and an audible notification to capture the attention of other participants.

For more information, see Raising your hand on page 33.

g To chat with individual participants

1. Open the participant list or lobby screen.

Click the chat icon next to the participant you want to add to your private conversation.

3. Select Create a New Conversation with Participant.

A tab that contains the participant's name appears in the chat window. Any text you send or

receive under this tab is visible only to those in your private conversation.

g To add more participants to a private conversation

1. In the participant list or lobby screen, click the tab of the conversation you want to add a

participant to.

C H A P T E R 2

Using SMARTBridgit

2. Click the chat icon next to the name of the person you want to add, and then select Add

Participant to Selected Conversation.

N  N O T E

If you have multiple private conversations running at the same time and a new message

arrives in a conversation that isn't selected, the chat icon appears.

g To end a private conversation

Click in the tab you want to close.

When you close a tab, the remaining members of the conversation see a notification that you've left.

They're still able to chat privately with each other even if you started the conversation.

N  N O T E

You can't close the All Users chat window.

Incoming messages

If you receive a message when you aren't viewing the lobby screen or the participant list, the

following occurs:

l A notification bubble appears.

The Show/Hide Participant List button turns green, flashes three times, and then remains

green until you view the new message.

g To view incoming messages

Click the notification bubble.

C H A P T E R 2

Using SMARTBridgit

Raising your hand

You can request to participate in a meeting by raising your hand.

g To raise your hand

Click the Raise Hand button .

All participants in the meeting receive notification that your hand is raised and can click

Lower Hand to close the notification.

Raise hand status icons

The following icons show the status of the participant's Raise Hand feature.

Icon Name or status Description

Raise Hand

This is the default icon on the SMART Bridgit toolbar. Click this icon to notify the meeting presenter that you're requesting to contribute to the meeting. This icon is disabled when the presenter doesn't allow participants to raise their hand.

Lower Hand The toolbar icon changes to this icon when you request to contribute to a

meeting. It indicates that you're waiting for the presenter to click Lower

Hand.

If you're the meeting creator, you can enable or disable the Raise Hand feature during the meeting as

required. If you disable the Raise Hand feature, meeting participants can't use this feature and you

can have a meeting with no interruptions.

g To disable and enable the Raise Hand feature during a meeting

1. Select Menu > Options.

The Options dialog box appears.

2. Click the Meeting settings tab.

3. If you want to enable this feature, select Allow others to raise their hand.

If you want to disable this feature, clear Allow others to raise their hand.

C H A P T E R 2

Using SMARTBridgit

Enabling remote control

By default, remote control is enabled when the SMARTBridgit meeting owner starts a meeting. When

remote control is enabled, meeting participants can either request remote control of the presenter's

desktop or click the shared desktop to take control. See Remotely controlling the presenter's desktop

on the next page.

N  N O T E

This option is available only if the SMARTBridgit server administrator enables it on the server.

g To enable remote control from the shared desktop

Select Menu > Enable Remote Control.

g To enable remote control using the Meeting settings tab

1. Select Menu > Options (Windows operating systems), or Menu > Preferences (Mac

operating system software).

2. Click the Meeting settings tab.

3. Select Allow remote control of your desktop.

The Request Remote Control command appears in the SMARTBridgit software menu for

participants.

g To disable remote control from the shared desktop

Select Menu > Disable Remote Control.

g To disable remote control using the Meeting settings tab

1. Select Menu > Options (Windows operating systems), or Menu > Preferences (Mac

operating system software).

2. Click the Meeting settings tab.

C H A P T E R 2

Using SMARTBridgit

3. Clear Allow remote control of your desktop.

The Request Remote Control command is disabled in the SMARTBridgit software menu for

participants.

N  N O T E

When you use the Options menu to disable remote control and then end your SMARTBridgit

session, remote control is automatically disabled the next time you create a meeting.

Remotely controlling the presenter's desktop

g To gain remote control

Click on the presenter's desktop.

N  N O T E

The presenter can regain control of the desktop by moving the mouse or pressing a button on the

keyboard. When the presenter performs either of these actions, users are blocked from taking

control for three seconds.

Changing the shared area

As a meeting presenter, you can limit the shared area of your desktop by moving the colored borders.

This is useful when you want to share only a particular application or a particular area.

g To change the shared area

1. Hover the mouse pointer over the border until the pointer becomes a horizontal, vertical or

diagonal resize pointer.

2. Drag the border until it surrounds only the area you want to share.

The other participants can see only the area within the border after you've dragged the border to

the new position.

N  N O T E

You can also share a selected portion or region of your desktop. For more information, see

Sharing a region of your desktop on page 26.

C H A P T E R 2

Using SMARTBridgit

g To share the entire desktop again

1. Hover the mouse pointer over the border until the pointer becomes a horizontal, vertical or

diagonal resize pointer.

2. Double-click the border.

The border surrounds your entire desktop.

Setting meeting options

As the owner or presenter of a SMART Bridgit meeting, you can turn on or off a number of the meeting

options.

Changing meeting settings

g To change meeting settings

1. Select Menu > Options (Windows operating systems), or Menu > Preferences (Mac

operating system software).

2. Click the Meeting settings tab.

C H A P T E R 2

Using SMARTBridgit

3. Select or clear check boxes to enable or disable the options described below, and then click

OK.

Option Description

Require others to request microphone

Allow others to draw

Allow others to share their desktop

Allow others to share their webcams

Allow remote control of your desktop

When you select this option, meeting participants must request before speaking. Otherwise, they can click Open My Mic and speak right away. When speaking requests are enabled, the presenter and owner receive a notification, and they can allow or deny the request to speak from the participant list.

When you select this option, meeting participants can use their drawing tools and screen pointer to highlight on-screen information. This option is selected by default. If you want to be the only one who can draw and erase on the desktop, clear this option.

When you select this option, meeting participants can ask to take over sharing, making their desktops visible instead of yours. You can decline the request. This option is selected by default. If you don't want participants to ask to take over sharing, clear this option.

When you select this option, meeting participants can share their webcams, making them visible to the other participants. Up to four participants can share their webcams at the same time. This option is selected by default. If you want to be the only one in the meeting who can share a webcam, clear this option. You can still share your webcam, but participants can't share theirs.

N  N O T E

This option is available only when the SMARTBridgit server administrator enables it on the server.

This option lets you enable and disable remote control of the presenter's desktop. When you enable remote control, meeting participants can take control of the presenter's desktop by clicking Request Remote Control in the menu or by clicking on the shared desktop.

Allow others to

raise their hand

Allow others to

knock to join the

meeting

N  N O T E S

During a remote control session, the presenter can regain control by clicking the desktop.

This option is available only if the SMARTBridgit server administrator enables it on the server.

When you select this option, meeting participants can politely request to

interrupt the meeting.

When you select this option, meeting participants can join a meeting

without receiving an email invitation and a password to the meeting. The

knock is visible to all participants.

C H A P T E R 2

Using SMARTBridgit

Option Description

Allow others to use chat

Allow others to use private chat

Optimize sharing speed for faster responsiveness

Optimize sharing speed for lower bandwidth use

When you select this option, meeting participants can have text messaging conversations in the participant list. These conversations are visible to all participants.

When you select this option, meeting participants can have one-on-one text messaging conversations in the participant list. When you create a private text messaging conversation, the conversation isn't visible to other participants.

N  N O T E

The meeting's owner can always write, speak and share a webcam. If someone other than the meeting's owner shares a desktop, that presenter can change these options for the other participants. However, the presenter's changes don't affect the owner.

This option is available only when you're sharing your desktop. When you select this option, SMARTBridgit software captures the shared screen more frequently so participants see updates as quickly as possible. Meeting participants must have fast Internet connections if you want to use this option.

This option is available only when you are sharing your desktop. When you select this option, SMARTBridgit software captures the shared screen less frequently to use less bandwidth. Viewers could notice a slight delay when screen changes occur.

Changing monitor selection

If you have multiple monitors connected to your computer and you're sharing your desktop, you can

switch the monitors that you share with participants.

g To switch monitors

1. Click Switch Monitors.

The Select Sharing Monitor dialog boxappears.

2. Select the monitor you want to switch to, and then click OK.

3. Click OK again to save your settings.

Changing audio settings

Your SMARTBridgit server administrator must enable audio settings before you can use them. Your

administrator also controls the default optimization settings.

If audio is enabled, the Audio device settings and Audio notification options are available to everyone

who has audio hardware.

C H A P T E R 2

Using SMARTBridgit

g To access audio settings

1. Select Menu > Options (Windows operating systems), or Menu > Preferences (Mac

operating system software).

2. Click the Audio Settings tab.

g To change audio device settings

1. Select the speakers you want to use from the Speakers drop-down list.

2. Select the microphone you want to use from the Microphone drop-down list.

3. Click OK.

Use the Audio Setup Wizard to set the volume levels for your microphone and headphones or

speakers.

g To run the Audio Setup Wizard

1. Ensure your headphones or speakers and microphone are connected to your computer and

turned on.

2. Close all other programs that play or record sound.

3. Click the Audio Setup Wizard button.

4. Click Next to start the wizard, and then follow the on-screen instructions.

After you set up the audio devices, you can use them to speak in a meeting.

g To change audio notification options

Select Sounds when users join/leave to enable audio notifications, or clear the check box to

disable the audio notifications.

g To optimize the audio settings

1. If you want better audio quality, select Optimize for high audio quality.

If you want to use less bandwidth, select Optimize for low bandwidth.

N  N O T E

You can use more bandwidth to make the audio sound as good as possible, or you can use

less bandwidth while sacrificing some sound quality.

C H A P T E R 2

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2. Click OK.

N  N O T E

Only the meeting owner can change the audio optimization settings.

Changing viewing options

Anyone viewing the shared desktop and using a Windows operating system can modify the viewing

options.

g To change the viewing options

1. Select Menu > Options.

The Options dialog box appears.

2. Click the Viewing Options tab.

3. Select or clear check boxes to enable or disable the viewing options described below, and then

click OK.

Option Description

View Full Screen

(ALT+F)

SMARTBridgit software can occupy your entire screen. If the presenter’s desktop is smaller than yours, it appears centered on your screen. If the presenter’s desktop is larger than yours, the image reduces to fit on your screen.

N  N O T E

When you select this option, the shared desktop also covers the Windows taskbar. If you need to see the taskbar again, clear this selection or press ALT+F.

Keep SMARTBridgit dialog boxon top of other windows

Fit presenter's

desktop to

window

Select this option to prevent other programs and windows from appearing

on top of the shared desktop.

SMARTBridgit software can reduce the image of the shared desktop to fit in the SMARTBridgit window. If you clear this option while you’re viewing a shared desktop that’s larger than your desktop, scroll bars appear. You can use them to scroll to the parts of the shared desktop that don’t fit on your display. This option is selected by default.

N  N O T E

When you clear this option, you can move the SMARTBridgit toolbar independently of the presenter’s toolbar. Normally, your toolbar mirrors the position of the presenter’s toolbar.

C H A P T E R 2

Using SMARTBridgit

Changing language options

Any meeting participant can change the language settings.

g To change the language

1. Select Menu > Options.

The Options dialog box appears.

2. Click the Languages tab.

3. Select the language you want to use from the list, and then click OK.

Writing on the shared desktop

By default, all participants can use the pointer, write in digital ink and erase notes on the shared

desktop. However, the owner and the current presenter can change this setting to prevent the other

participants from writing on the shared desktop.

N  N O T E

If the owner or presenter disables writing, the Pen button . and menu items aren't available.

g To write on the shared desktop using a pen

Click the Pen button .

2. Click and drag with the mouse.

A line of digital ink appears over the shared desktop, and your notes are visible to all the other

participants. Any number of participants can write on the shared desktop at the same time.

When you finish writing, click the Mouse Pointer button .

T  T I P

If you’re presenting the meeting, you can clear all the notes by clicking the Mouse Pointer button , and then clicking anywhere on the shared desktop.

C H A P T E R 2

Using SMARTBridgit

Customizing your pen

SMARTBridgit software assigns you an ink color when you join a meeting, but you can customize

your pen to change the ink color, line width and transparency.

g To customize the pen

1. Select Menu > Tools > Customize Pen.

The Configure Tool Settings dialog box opens.

2. Select a color. For an expanded palette of colors, click More.

3. Select a width from 1 to 32 pixels.

N  N O T E

The default is 3 pixels.

4. If you want to use the pen as a highlighter, select the Transparent option.

5. Click OK.

T  T I P

You can also customize your pen by double-clicking the Pen button.

C H A P T E R 2

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Erasing on the shared desktop

You can erase notes from the shared desktop using the Eraser tool.

N  N O T E

If the presenter disables it, the Eraser menu item isn't available.

g To erase notes

1. Select Menu > Tools > Eraser.

The pointer changes to an eraser.

2. Drag the eraser over the notes you want to erase.

When you finish erasing, click the Mouse Pointer button .

N  N O T E

If you're the presenter, you can clear all the notes by clicking the Mouse Pointer button

and then clicking anywhere on the shared desktop.

C H A P T E R 2

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Using the screen pointer

The screen pointer lets you place a floating arrow on the shared desktop to point out an item of

interest.

N  N O T E

If the presenter disables drawing on the shared desktop, the screen pointer menu is unavailable.

g To use the screen pointer

1. Select Menu > Tools > Screen Pointer. A screen pointer appears on the shared desktop. For

the first few seconds, the arrow flashes red so you can distinguish it from other pointers on the

screen. The name of the participant using the screen pointer appears beneath the pointer.

N  N O T E

Any number of participants can use screen pointers at the same time.

2. Click the arrowhead and drag the screen pointer to the position you want.

Circular arrows appear in the pointer while you move it, indicating that you can turn the pointer

in a different direction.

The pointer points in the direction you drag it. For example, if you drag the screen pointer from

left to right, the arrow points to the right.

N  N O T E

You can move the screen pointer without changing its direction by clicking the rear half of the

arrow, not the arrowhead.

g To dismiss the screen pointer

Double-click the screen pointer.

N  N O T E

If you’re presenting the meeting, you can dismiss the screen pointers of other participants by

double-clicking them.

C H A P T E R 2

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The SMART Scheduler Outlook add-in

If you're using a Windows operating system, the SMART Scheduler option integrates the

SMARTBridgit server with Microsoft Exchange Server and Microsoft Outlook Clients. This enables

you to schedule single or recurring meetings that use SMARTBridgit software.

If you're using Mac operating system software, once you create a SMART Scheduler meeting, the

meeting participants receive an invitation containing a link to the SMART Bridgit meeting and its

password. If you're using a calendar application on your Mac that's compatible with Microsoft

Outlook, you can accept these meeting invitations.

Before you install the SMART Scheduler Outlook add-in, consider the following:

l The add-in won't function correctly if the SMART Scheduler server and the Microsoft Exchange

Server aren't correctly configured. Contact your system administrator if you're unsure about the

status of these two servers.

l You must have local administrative rights on the computer you want to install the add-in on.

Minimum requirements

l 1.2 GHz processor

l 1 GB of RAM

l Microsoft Outlook 2003 SP3, 2007 SP2 or 2010.

l A network connection that provides access to your SMARTBridgit server and your Microsoft

Exchange Server 2003, 2007 or 2010

Installing the SMARTScheduler Outlook add-in

The SMART Scheduler Outlook add-in enables you to automatically create a SMARTBridgit meeting

that accompanies a Microsoft Outlook meeting.

You can install the add-in on any computer that can communicate with your SMARTBridgit server,

but the add-in must be installed and configured by an administrator. Once the add-in is installed, any

user can change individual profile settings. These changes affect only the profile of the user that set

them. The administrator settings remain the same.

I  I M P O R T A N T

Close Outlook before you download the .msi file and install the add-in.

C H A P T E R 2

Using SMARTBridgit

g To download the .msi file

1. Go to http://<yourserver.com>/SMARTSchedulerOutlookAddinSetup.msi , where

<yourserver.com> is the address for your SMARTBridgit server.

2. Press ENTER.

3. Click Run to install the file.

The SMART Scheduler Outlook Add-in - InstallShield Wizard welcome page appears.

g To install the SMART Scheduler Outlook add-in

1. Press Next in the welcome screen.

The Software License Agreement page appears.

2. Accept the agreement and click Next.

N  N O T E

If you want to keep a hard copy of the agreement for your records, click Print.

The Destination Folder page appears.

3. Click Next to install to the default folder, or click Change to specify another folder.

The SMART Scheduler Outlook Add-in Preferences page appears.

4. Type the name of the Default Bridgit Server to use when setting up SMART Bridgit meetings.

5. Type the SMART Scheduler e-mail address.

N  N O T E

The Microsoft Exchange Server administrator creates this address when he or she creates

the mailbox on the Microsoft Exchange Server.

6. If you want the meetings to be password protected by default, leave Password protect

meetings by default selected.

7. If you want to use formatting in your messages, select Preserve Rich Text formatting.

Otherwise, clear the check box to use plain text.

N  N O T E

Rich text formatting can cause unexpected behavior when you use the SMART Scheduler

Outlook Add-in with other third-party Outlook add-ins and extensions.

8. Click Next.

The Ready to Install the Program page appears.

C H A P T E R 2

Using SMARTBridgit

9. Click Install.

When the add-in successfully installs, the InstallShield Wizard Completed page appears.

10. If you want Outlook to start after the wizard closes, leave Start Outlook selected.

11. Click Finish to close the wizard.

Upgrading SMART Scheduler Outlook add-in

I  I M P O R T A N T

Ensure that you have the current version of SMART Bridgit server and SMART Scheduler server

before completing the procedures below.

g To upgrade using the InstallShield Wizard

1. Close Outlook.

2. Run the InstallShield Wizard as described in Installing the SMARTScheduler Outlook add-in

on page 45.

3. Start Outlook.

The current version of SMART Scheduler Outlook Add-in is installed.

g To check the version of the SMART Scheduler Outlook add-in

Start Outlook and go to Tools > Options > SMART Scheduler Settings.

The version information is listed at the bottom of the tab.

Scheduling a SMARTBridgit meeting in Microsoft Outlook

Once you install the SMART Scheduler Outlook Add-in, you can set up a SMARTBridgit meeting in

the meeting request form in Outlook.

g To set up a SMARTBridgit meeting in Outlook

1. Start Outlook, and then switch to the calendar view.

2. Click the arrow on the New button, and then select Meeting Request.

An untitled meeting request form appears.

3. Type the meeting information.

4. Optionally, select This is a SMARTBridgit meeting to use SMARTBridgit for your meeting.

C H A P T E R 2

Using SMARTBridgit

5. Click Send.

A meeting request including a link to the SMARTBridgit meeting is sent to the meeting

participants.

N  N O T E

If the option to provide passwords by default was selected by your system administrator, a

randomly-generated password for the meeting is included in the invitation.

You can change the SMARTScheduler settings for a single meeting or save settings for all new

meetings. You can also customize a meeting password.

g To change the SMART Scheduler settings for a single meeting

1. Start Outlook, and then switch to the calendar view.

2. Click the arrow on the New button, and then select Meeting Request.

An untitled meeting request form appears.

3. Click Settings.

The SMART Scheduler Settings dialog box appears.

N  N O T E

Changes made to a meeting's settings affect only the current meeting. For information on

how to change the settings for all meetings, refer to Scheduling a SMARTBridgit meeting in

Microsoft Outlook on the previous page.

4. To change Server Settings, type a new server name in the appropriate box.

I  I M P O R T A N T

Do not change the server settings unless directed to by your system administrator.

5. To remove a password from the meeting, clear the Password protect this meeting check

box. If you want to use a password, leave it selected.

N  N O T E

Every time this check box is selected, a new password is randomly generated. If you type a

new password, and then clear and select this check box, the password field is reset.

6. To change the password, type a new password in the appropriate box.

7. If you're using the Voice Bridge option, select Share the following voice bridge details for

this meeting, and then type the telephone number and meeting code in the appropriate boxes.

C H A P T E R 2

Using SMARTBridgit

8. Press OK to save your changes to the current meeting.

N  N O T E S

If you modify an existing meeting, you must click Send Update before you save and

close the meeting form.

You're unable to change the SMART Scheduler settings for a single instance of a

recurring SMART Scheduler meeting. To modify a recurring meeting, you must change

all the meetings in the series.

g To change the SMART Scheduler settings for all new meetings

1. Start Outlook.

2. Select Tools > Options > SMART Scheduler Settings.

3. To change Server Settings for all new meetings, type a new server name in the appropriate

box.

I  I M P O R T A N T

Do not change the server settings unless directed to by your system administrator.

4. To remove passwords from all new meetings, clear Password protect this meeting. If you

want to use a password, leave it selected.

N  N O T E

Every time this check box is selected, a new password is randomly generated. If you type a

new password, and then clear and select this check box, the password is reset.

5. To change the password, type a new password in the appropriate box.

6. If you're using the Voice Bridge option, select Share the voice bridge details by default, and

then type the telephone number and meeting code in the appropriate boxes.

This information appears automatically in all new meetings.

7. Press OK to save your changes.

N  N O T E

The changes made affect only new meetings. They don't affect previously created meetings

or meetings in progress.

C H A P T E R 2

Using SMARTBridgit

Joining a SMART Scheduler meeting from an Outlook invitation

Once you've created a meeting, the meeting participants receive an invitation containing a link to the

SMARTBridgit meeting and its password.

g To join a SMARTBridgit meeting from Outlook

1. Open the meeting in your calendar.

2. Click the link to join the SMARTBridgit meeting up to 15 minutes before the scheduled start

time. Record the password below the link.

Your internet browser downloads the SMARTBridgit client software. Depending on your

browser, SMARTBridgit runs automatically or you have to double-click the file to run it

manually.

After SMARTBridgit runs, the Join meeting dialog box appears.

3. Type your name and the password you received with the meeting invitation in the boxes

provided.

4. Click OK.

The SMARTBridgit Software dialog boxappears,and you're connected to the meeting.

Appendix A

Using the SMARTBridgit troubleshooting tool 51

Screen capture technology 52 Sharing color quality 54 Audio 54 Connection 55 Ink 55

Monitoring a meeting's performance - presenter 56

Improving performance 56

Monitoring a meeting's performance – participant 57

Improving performance 57

This section includes troubleshooting topics and information on how to get technical support. It also

shows how you can use the SMARTBridgit software troubleshooting tool to optimize your system

configuration and resolve problems.

Using the SMARTBridgit troubleshooting tool

SMARTBridgit software has a troubleshooting tool that you can use to determine the cause of issues

you could have.

g To open the troubleshooting tool

1. Open SMARTBridgit client software and create a test meeting.

The SMARTBridgit lobby screen appears.

2. Select Menu > About SMART Bridgit.

The About SMART Bridgit Software dialog box appears.

3. Select Technical Support > Troubleshooting.

The Troubleshooting dialog box appears.

A P P E N D I X A

Troubleshooting

The features of the Troubleshooting dialog box are described in the following sections:

l Screen capture technology below

l Sharing color quality on page 54

l Audio on page 54

l Connection on page 55

l Ink on page 55

For more assistance, contact SMART Technical Support (smarttech.com/contactsupport).

Screen capture technology

This section provides an overview of the various technologies that SMARTBridgit software uses

when you share your desktop during a meeting.

SMART Bridgit software uses the following three types of technology to share screens during a

meeting.

Type of

technology

Mirror

drivers

Redraw

hooks

Four times

per second

capture

Description

SMARTBridgit software attempts to use this sharing method first because it offers the best performance. It requires an installation which is automatically done if you have administrator rights.

N  N O T E

Mirror drivers behave unexpectedly on computers with Windows 7 operating systems.

SMART Bridgit software reverts to using redraw hooks if it can't use mirror drivers. Redraw hooks are automatically downloaded from the server when needed and performs a screen capture every time something changes on the screen.

N  N O T E

Redraw hooks behave unexpectedly on computers with Windows 7 operating systems.

If SMART Bridgit software can't use either of the above technologies, it captures the

shared screen four times per second, compresses the image, and then sends it to the

recipient. This method offers the lowest performance, but it uses the lowest

bandwidth.

Information fields and options

Use the options outlined in this section to resolve issues with sharing speed and image quality.

A P P E N D I X A

Troubleshooting

Field/option Description When to use/why it’s important

Presenting status

Hardware

acceleration

status

Mirror driver

availability

Displays either Not currently presenting or the method of screen capture in use:

Capturing screen 4

times per second (display 0)

Using

RedrawHooks.dll (display 0)

Using mirror driver

(display 0)

Indicates whether

hardware acceleration is

on or off.

available – the

mirror driver is installed

unavailable – the

mirror driver isn't installed

disable by OS –

your computer has Windows 7, which causes the mirror driver to behave unexpectedly.

If you use a low-end video card in your system and

you disable hardware acceleration, you increase the

performance of your computer.

When video mirroring is active, each time the system draws to the primary video device at a location inside the mirrored area, a copy of the draw operation is executed on the mirrored video device in real time.

Enable redraw

hooks

Enable mirror

driver

Select to share using

redraw hooks.

N  N O T E

Redraw hooks behave unexpectedly with Windows 7 operating system.

Select to share using

mirror driver.

If your pointer is flickering, you might want to try

clearing this option.

If your shared applications aren't being captured correctly, you might want to try clearing this option.

Otherwise, leave this option enabled.

A P P E N D I X A

Troubleshooting

Sharing color quality

Use the following options to adjust the quality of shared color images and video.

Field Description When to use/why it’s important

Share in full color l Select to share in the

highest color depth available

(usually 24 or 32 bits per

pixel).

l Clear to share in 256 color

Clearing this option causes bandwidth

usage to drop, but it increases the load on

the presenter's computer. The image

quality of the shared screen is reduced.

mode.

Optimize desktop

for sharing

Slows down the frequency of screen captures and removes your desktop background to decrease

This option is cleared by default. You can select it to improve sharing when bandwidth is limited.

the amount of bandwidth used.

Audio

Use the following options to adjust your audio settings.

Option Description When to use/why it’s important

Enable echo

cancellation

Enables echo cancellation for VoIP audio

Enable AGC Enables

automatic gain

control (AGC)

Disable this option only if the computer's power is very limited, because it takes slightly more processing power to have this enabled.

Some hardware devices contain echo cancellation that SMART Bridgit’s software-based echo cancellation can interfere with.

Disable this option if you are having problems with echo cancellation.

AGC adjusts the volume of your microphone to a reasonable level in case you have your volume set too high.

Disable this option if you prefer full control over the volume.

A P P E N D I X A

Troubleshooting

Connection

This section provides server connection status details, as well as information on ports and proxy

connections.

Field Description When to use/why it’s important

Starting server

Displays the server name that you typed when you connected SMART Bridgit software to the server.

Status only

To change which server is in use, double-

click the SMART Bridgit client icon on your desktop or in the Dock, and then

click the server icon .

Fastest server l

Displays the server in the Global Server Network (GSN) that

Status only

SMART Bridgit software detects this

server automatically.

you're connected to.

SMARTBridgit

software selected this server due to its speed of connection

TCPport Displays the port your

Status only

system is using for screen

sharing, video conferencing

and chat.

UDP port The port used for VoIP audio Status only

Proxy connection Fallback communication

Status only

protocol when TCP/UDP is

restricted.

Pick fastest server Select to enable the

automatic selection of the

fastest server.

If you clear this option, SMART Bridgit software connects to the server you specified, regardless of whether there is a faster server available in the same GSN.

Ink

Clear this check box to disable SMART Bridgit’s remote and local ink ability. This is useful if you

want to write on a SMART Board interactive whiteboard instead of using SMART Bridgit software’s

ink capability.

A P P E N D I X A

Troubleshooting

Monitoring a meeting's performance - presenter

When you present in a meeting, an hourglass could appear on the Show/Hide Partipant List

button while SMARTBridgit software sends updates to the other participants. The hourglass disappears once all the participants can see your desktop.

If the hourglass remains, one or more participants are lagging behind the meeting.

g To view the meeting performance for each participant

Click the Show/Hide Partipant List button .

The participant list appears. The delay interval (in seconds) appears to the right of the name of the

participant who's lagging. The chat icon is also covered by an hourglass.

If participants continue to lag behind the meeting, you can take steps to improve the meeting's

performance.

Improving performance

If you're presenting a meeting and you find that some participants are seeing events on your desktop

several seconds after they happen, you can try a number of things:

l Use a solid-color desktop background rather than a complex wallpaper.

l Disable animations or fades in list boxes, windows, menus, ToolTips and so on.

l Stop sharing your webcam.

l Optimize your desktop for sharing. Select Menu > About SMART Bridgit > Technical

Support > Troubleshooting, and then select Optimize desktop for sharing and click OK.

l Reduce the screen resolution in your operating system's display settings or share only a

portion of the desktop.

N  N O T E S

The procedure for reducing the desktop resolution varies between versions of Windows

operating system. However, the option is always available in Control Panel > Display >

Settings.

A P P E N D I X A

Troubleshooting

The procedure for reducing the desktop resolution varies between versions of the Mac

operating system software. However, the option is always available in the Apple ( ) menu > System Preferences > Displays.

If you're the meeting owner, you can choose an audio optimization setting that could improve

performance. See Changing audio settings on page 38 to optimize the performance.

If none of these options helps significantly, contact your network administrator and report that you're

experiencing slow network performance.

Monitoring a meeting's performance – participant

When you view the shared desktop, the Show/Hide Partipant List button turns yellow if your computer is 5 to 10 seconds behind the presenter's. If your computer is more than 10 seconds

behind the presenter's, the Show/Hide Partipant List button button turns red .

g To view the meeting performance for your computer

Click the Show/Hide Partipant List button

The delay interval (in seconds) appears to the right of your name.

If your computer continues to lag behind the meeting, you and the presenter can take steps to

improve performance.

Improving performance

If you're participating in a meeting and you see events on the presenter's desktop several seconds

after they happen, you can try a number of things:

l Hide the webcam window.

l Stop sharing your webcam.

l Stop using audio and use text messaging (chat) instead.

l Avoid using the Fit presenter's desktop to dialog box option if you're using a less powerful

computer. If your desktop is the same size or larger than the presenter's, you can view the

shared desktop in Full Screen mode without using scroll bars.

N  N O T E

This can improve performance for slow computers, but not for slow networks.

A P P E N D I X A

Troubleshooting

l Reduce the level of Windows hardware acceleration. Select Control Panel > Display >

Settings > Advanced. Click the Troubleshoot tab and drag the level of Hardware

acceleration toward None. Test SMARTBridgit software's performance and reduce the

hardware acceleration more if necessary.

N  N O T E

This can improve performance for slow computers, but not for slow networks.

If none of these options helps significantly, contact your network administrator and report that you're

experiencing slow network performance.

Index

audio settings 38, 54 audio setup wizard 6

change server 18 change the shared area 35 chat with participants 31 client desktop 10-11 client lobby screen 15 client toolbar 10 color quality 54 connection 55 create a meeting 13 create a new meeting 13 customize the pen 42

ink 55 install SMART Scheduler Outlook add-in 45

join meeting 18 join meeting from client software 18 join meeting from e-mail invitation 19 join meeting using a third-party voice

bridge

join SMART Scheduler meeting from

Outlook invitation

language options 41 lobby screen

Windows 15

downloading SMART Bridgit client 5

e-mail invitation 17 erase on the shared desktop 43 exit SMART Bridgit client 6

Global Server Network 5 grant request to talk 22 GSN 5

meeting settings 36 monitor meeting performance - participant57 monitor meeting performance - presenter 56 monitor selection 38

OpenSSL 7

remote control 34

I N D E X

remote control - presenter 35 request a mic 22 request to talk 23

screen capture technology 52 screen pointer 44 search for a meeting 19 secure socket layer 7 set meeting options 36 set up meeting in Outlook 47 share using multiple displays 25 share when using multiple displays 25 share your desktop 25-26 SMART Scheduler Outlook add-in 45 speak in a meeting 22 SSL 7 starting SMART Bridgit client 6, 19

third-party voice bridge 15 troubleshooting tool 51

upgrading SMART Scheduler Outlook

add-in

using drawing tools 26

view participants list 28 viewing options 40 voice conferencing 21

webcams 29 write on shared desktop 41

Smart Technologies Bridgit 4.5 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

Overview

What's new

Knocking

Sharing a region of your desktop

Raising your hand

Resizing video windows

Incremental annotation with drawing tools

Global Server Network (GSN) option

Downloading SMART Bridgit client software

The Audio Setup Wizard

Secure Socket Layer (SSL) standard

Certificates

Creating a meeting

Windows client lobby screen

Creating a meeting with a third-party voice bridge

Sending invitations to participants

Joining meetings

Searching for a meeting

Joining a meeting from an e-mail invitation

Joining a meeting with a knock

Using voice conferencing

Owners and presenters

Participants

Joining a meeting using a third-party voice bridge

Using meeting tools

Sharing your desktop

Sharing a region of your desktop

Using drawing tools while sharing

Taking over sharing

Viewing the participant list

Participant status icons

Using webcams

Chatting with other participants

Incoming messages

Raising your hand

Raise hand status icons

Enabling remote control

Remotely controlling the presenter's desktop

Changing the shared area

Setting meeting options

Changing meeting settings

Changing monitor selection

Changing audio settings

Changing viewing options

Changing language options

Writing on the shared desktop

Customizing your pen

Erasing on the shared desktop

Using the screen pointer

The SMART Scheduler Outlook add-in

Minimum requirements

Upgrading SMART Scheduler Outlook add-in

Joining a SMART Scheduler meeting from an Outlook invitation

Screen capture technology

Information fields and options

Sharing color quality

Audio

Connection

Monitoring a meeting's performance - presenter

Improving performance

Monitoring a meeting's performance – participant

Improving performance

Index