Using DataBeam's Meeting Tools to connect to the CalTech ShowStation.

Install and test, test, test.


MeetingTools is available as an add-on to Microsoft NetMeeting from http://www.databeam.com/meetingtools/index.html  , and Microsoft NetMeeting is available from Microsoft at: http://www.microsoft.com/netmeeting/
Both these products can be downloaded as self extracting install programs.  Just double-click on them once downloaded and you are on your way.

MeetingTools adds a small red toolbox in the system tray, the place with all the little icons, traditionally in the lower right hand corner of your screen.  To start it up, just double-click the toolbox.

First, you want to test your configuration.   The most convenient way to use this system is to use the DataBeam Print Capture.  This is installed as a printer when you install the DataBeam Software.

When you do this, it should open a dialog box to ask you where to save the file.  Pick a name and save it.  This creates a workbook that holds the printed document that you can share with others later.

There are many options for the print capture driver.  You can access them from the print dialog box, usually by clicking on a box marked options.  The first page of general options allows you to select landscape mode, which is most efficient for displaying on screen since it is nearer the native aspect ratio for a computer screen.   I have no recommendation for the other options at this time, as we have not used it extensively yet.  There will likely be some, as we build some experience with the system.  For now, the most important recommendation I can give is to view the workbook yourself after printing.  This allows you to see what others will see, including the awkward page breaks in the middle of your chart.  This gives you a chance to fix it before showing it to the other people.

Previewing is easiest if you have meeting tools open when you are printing, then it will automatically load the saved workbook.  You can also open the workbook later, like you would any other saved file.  This is what you would do on conference day after you have gotten everything the way you want it.
 

Other input options

There are several other input possibilities from MeetingTools.  You can capture from a scanner, and external camera, or do screen captures, similar to xv screen captures.  Generally the most efficient method is using the print capture though.
 

Joining the conference and sharing your workbooks

 
  • IMPORTANT:  There is a limitation that only one person may be presenting their document at a time.  This means that if you are not actively presenting your document, you should NOT be logged into the CalTech ShowStation with meeting tools, or NetMeeting.  You CAN, and SHOULD view the current presentation with your browser, in the usual way.  Connecting to http://131.215.120.109/

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    Sharing your workbook

    Double-click on the red toolbox to start meeting tools.  Then open your workbook.  Since you were recently previewing it in preparation for the conference, it will be on your FILE menu list.  If not, you can open it in the usual windows way.  You can have multiple workbooks open at once, if you are sharing multiple documents.  You can have all this ready on your pc, and just wait for you to be called on to present as long as you do not connect to the ShowStation using NetMeeting until you are called upon.

    After you are called upon, you need to connect to the CalTech ShowStation and share your workbooks.  You do this by starting Microsoft NetMeeting, or switching to it, if it is already open.  You can easily do this from Meeting Tools by clicking on the NetMeeting icon at the end of the menu bar.  The NetMeeting icon is a small globe with two yellow arrows circulating around it.

    Once NetMeeting starts you place your call by:

  • pressing the Call button in the toolbar, the one with the phone icon.  This will open the call dialog box.
  • Enter the ShowStation's IP  address: 131.215.120.109 in the Address box.
  • Select Call using Network (TCP/IP).
  • Leave the meeting name blank, and
  • press the Call button in the dialog box.

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    NetMeeting will then make the call.  It will report that you can not use the NetMeeting audio or video tools, and you click ok.  There Meeting Tools will then realize that you have made a connection, and will ask if you want to share your workbooks, and you click the button to tell it to share all workbooks.  It will then transmit all your pages to the ShowStation, and you can begin presenting.  Remember that you are controlling the ShowStation at this point.  Whatever you are looking at, so is everyone else.  The ShowStation can also switch your screen, if they select another page, so some coordination is necessary.
     
     

    Questions/Comments to:  Leon Mualem