Starting an Application Sharing Session 

Use

This procedure describes how you do the following:

●      Start an ad hoc (immediate) application sharing session from the Collaboration Launch Pad (for the session host)

If you have received an ad hoc invitation to participate in a sharing session, see Accepting / Rejecting an Invitation to an Ad Hoc Sharing Session.

●      Start a scheduled application sharing session (for the session host and participants)

●      Choose the desktop application to share (for the session host)

 

Prerequisites

·        The RTC ActiveX control must be installed on your system.

Depending on your browser’s security settings, you may be prompted at the start of an application sharing session to accept the required ActiveX control, or it may be installed automatically. For more information, contact your system administrator.

 

Procedure

Starting an Ad Hoc Application Sharing Session from the Collaboration Launch Pad

This procedure is only relevant to the session host.

The participants you want to invite, must be logged on to the portal and be online (see Using the Availability Status).

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       1.      Open the Collaboration Launch Pad (see Working with the Collaboration Launch Pad (CLP)).

       2.      In the Collaboration Launch Pad, choose the users you want to collaborate with:

○       To collaborate with one or more users who are already listed in your portal contact list in the Collaboration Launch Pad, select the check box of each user. From the Collaboration menu in the Collaboration Launch Pad, choose Share Application.

○       To collaborate with a single user not listed in your portal contact list, find the user using the people finder tool in the Collaboration Launch Pad. When you have located the user, click the icon to the lower right of the user’s name. In the user’s context menu that appears, choose Share Application.

       3.      Once the session has started, wait for the invitees to accept your invitation and join the session.

       4.      Choose the application you want to share. See “Choosing the Application to Share” below for instructions.

 

Starting an Application Sharing Session from a Scheduled Appointment

This procedure is relevant to the session host and all invited participants.

Make sure you have scheduled the appointment (see Scheduling an Application Sharing Session).

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       1.      Depending on whether you scheduled the meeting appointment or you are an invitee, do one of the following:

Role	Task
Session host	In the meeting appointment you scheduled, click the URL generated in the scheduled appointment. You must do this before the remaining participants can enter the scheduled session.
Invitee	In the e-mail or meeting appointment you received from the session host, click the included URL. You can enter the session only when the session host has first done so.

If you launch the URL from an external e-mail or calendar application that is not running inside the portal, first make sure your portal is running and that you are logged on.

       2.      The session host waits for all the invitees to join the session.

If needed, the session host can invite the planned invitees and other participants from his or her session console (see Using the Application Sharing Console).

       3.      The session host must choose the application to share. See “Choosing the Application to Share” below for instructions.

For remaining participants, see:

○       Guidelines for Hosting and Participating in a Sharing Session

○       Using the Application Sharing Console

 

Choosing the Application to Share

This procedure is only relevant to the session host.

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       1.      In the Application Sharing window, choose the application you want to share. Do one of the following:

○       To share your entire desktop, choose Entire Desktop at the top of the list.

When sharing your entire desktop, we recommend you close applications and windows that are not relevant to the session to reduce clutter on the screen. This also improves performance. You should also close or minimize applications displaying sensitive or confidential information.

○       To share specific desktop application, choose it from the list displaying the applications currently active on your desktop.

If the application you want to share is not running, open it and then click Refresh in the Application Sharing window. The application should now be listed and you may select it.

       2.      Click OK. Two processes are triggered simultaneously:

○       Invitations to join the online session are sent to the portal users you selected.

When a user accept or rejects your invitation, you are notified in the message log area.

○       A separate window opens on your desktop; this is the session console. The session console displays information about the session and a messaging area enabling participants to communicate using instant text-based messages. See also:

Guidelines for Hosting and Participating in a Sharing Session

Using the Application Sharing Console