Transcription
Hello and welcome to SMART Board training. My name is Dennis Shats. Today you will learn what SMART Board is, and how it can greatly enhance your meetings, your trainings and your presentations.
Historically when we were presenting or training we had to use black boards, white boards and flip charts. All of these methods had several limitations. Firstly, amount you could write on it was limited to the size of the board. If you ran out of space, you had to either erase or flip between the pages. Secondly, the delivery method was limited only to the local audience since even if you would have someone participate over the phone, they couldn’t see what you were writing or drawing. SMART Board is here to correct all of these shortcomings and bring your delivery to a whole new level.
SMART Board is completely interactive, which means you can use either a provided pen or your finger to interact with it. This level of interaction captures participants’ attention and facilitates the engagement. Another powerful feature of SMART Board is the ability to markup the content you are working with. You can draw an arrow or circle specific objects to draw attention to it. These actions will focus your audience on the topic at hand. You will even be able to save your annotations for sharing and future review. The markup feature also works with Microsoft Office applications and can also be saved for future reference.
Now we will go over the hardware features of the SMART Board. The SMART Board contains four webcams which are located in the four corners of the screen. Here, here, here and here. The webcams are responsible for detecting the movement of a pen or the touch of your finger. Also the webcams are complemented by the reflective tape all over the circumference of the screen. Please make sure not to put any pens or any other objects on the reflective tape, so it would not hinder the performance of the actual SMART Board.
At the left-bottom corner of the SMART Board you will find the control panel. The control panel consists of the volume buttons, the mute button, which will turn red if it’s currently in the mute mode, and the video input button. The video input should be automatically set to HDMI3/PC and should stay that way. Below the input button you will find the power button. It will turn green when the board is currently on, and red when the board is currently in standby mode. Below the power button is the status light. There will be three different modes to the status light. Red mode means your laptop is currently turned off. The green blinking light means your laptop is currently on but you have not logged in to it yet. And green-lit light is the one you would like, is the one that means you have currently logged on to the laptop and its fully integrated with the board and ready for use. At the bottom you fill find an infrared control sensor. It will work with the remote control, but you will not need to use it because it is used only for troubleshooting mode.
In the bottom-center of the board you will find a color select module and the eraser. Color select module consists of several buttons. The first one is the help button. By pressing that button the window will popup on the screen which will allow you to link to the help system for the SMART. The second button will be a virtual keyboard. By pressing this button you will be able to tap on the keyboard on the screen and enter the information this way. However please note that this is not the most efficient way to enter the information, and if a lot of it needs to be typed in it would be preferred that you have another person at the laptop who will enter this information for you. The four color ink buttons are going to be next to it right here, and the light will light up whenever they are ready to be used above it displaying to you which color is currently being chosen. The right-click button is on the right in here. Whenever you would like to perform a right-click by tapping on the board, you press this button and the next tap on the board will automatically signify the right click. After that the system will immediately switch to the left-click tapping. And finally the orient button should be used only by the technicians in order to perform the calibration of the screen.
SMART Board comes with two pens which are magnetically held on the board. The Board will recognize automatically when the pen is picked up. It will automatically load any appropriate settings to prepare for the markup and data entry. When the markup is complete, the pen should be returned to the board.
To start working with the SMART Board you will first need to start up the laptop connected to it. Just lift up the lid of the laptop and turn on the laptop by pressing the button in the right-top corner. Alternatively you will be able to press the button on the docking station itself. Please note that you will still have to use the PIV chard, which is HRSA PIV card in order to login to the laptop. The PIV card holder is located in the left-front portion of the laptop. When your laptop is logged in and ready to go, to start the SMART Board, all you have to do is press the power button once. You will notice it will turn green and the smartboard will be ready to go. When you are done, to turn off the SMART Board all you have to do is press the power button one more time and it will turn red to go to the standby mode.
In order for the SMART Board to work properly, SMART Meeting Pro software is installed on a specifically designated laptop which is connected to the SMART Board. That means you should not use any other laptop for the SMART Board to work properly. When the machine is loaded up and the SMART Board is ready to go, you will notice the SMART Meeting Pro software is installed here on the left side. You can interact with the SMART Board by either using a mouse provided with the laptop or by using pen or finger directly with the SMART Board.
Let’s take a look at the SMART Meeting Pro software components. At the top you will see three buttons for the three main modes of the software. The desktop mode switches the software to show the computer desktop so you will be able to interact with the desktop, the start bar and the applications like on the regular computer. The whiteboard button brings you to the whiteboard area where you will be able to make notes and work with the important files. We will cover that topic a little later. Finally the organizer button will allow you to quickly operate on open whiteboard pages and any other applications. The very bottom button in here is called a reset room. We will cover that at the end of this video.
In the middle of the toolbar you will find tools for the markup, such as selection tool, pen tool, eraser tool and capture tool. Bottom of the toolbar contains additional features such as the ability to move the toolbar from left to right side. Ability to collapse the toolbar for greater view, and most importantly the ability to additional programs for easy access, such as Internet Explorer, PowerPoint, Word, Excel and additional features of the SMART Board.
Now we will start to discuss a new very powerful feature of a SMART Board called a whiteboard feature. Remember all of those times when you used to use a white board or a flipchart? Well, this is it only way more powerful. Let me explain to you what I mean. Whenever we pull up the white board feature on the SMART Board, by pressing the white board button here in the left top corner, you will have a grid right over here and you will also have a zoom ability and also the ability to preview the different areas. I will explain that in a moment. On the left side you will have expanded features, which will allow you to annotate and to write whatever you would like. Let’s go through them one by one.
Left-top corner one is the Pan feature. Pan feature will allow you to move around the white board. And here comes the best part about it. What you see on the screen here is not limited to everything you could have. So, for example, if I annotate something by lifting up the pen, and I go ahead and draw something in here, and I need more space, all I have to do is tap on a Pan and then simply move it to the side. I have more space now. So that’s what the pan feature is about.
The next feature is the Select feature. Whenever I press that it will allow me to select the object. So, for example, if I tap on this guy right over here is the object which I will be able to rotate by pressing on a little dot, or I can click on the down arrow and choose whole bunch of options about that object.
Next after that we have a Pen feature. Whenever you click on a Pen you will have several different options available to you. You have four different colors which could be chosen either by tapping on them, or you can choose them from here, from the color select module. And you will be able to choose the thickness of your line and you will even have two different types of highlighters available to you. So, for example, if I choose the biggest thickness and I say I want it green, so when I start to actually draw it comes up like that.
The next one is the Eraser. Eraser will allow you to choose between three different types of erasers, and whenever you choose any one of them depends if its larger or small and what type it is, then you will be able to just go ahead and erase either one part or everything or just leave that little piece. Whatever you would like.
Shapes would be our next section. Shapes will allow you to add different types of shapes to the SMART Board whenever you need to work with them to annotate or for whatever other purpose. So, for example, this is our circle. All I have to do is just draw the circle, or I could have a square and they can overlap on the top of each other as you notice. Rounded square, pentagon, stars which you can make either small or larger, checkmarks, you can drag them, make them larger, red Xs. And you have a whole bunch of lines, including a basic line, arrow line, dotted arrow line, two-headed arrows, and the connector type.
After that, well let’s move it a little bit further, so we have a little bit more space. What I can do is I can tap on a Pan, move it a little bit away and I have more space now. Please note how in the zoom area it still shows everything that I want and you just simply tap on that particular area and it will move into that particular section.
Next to that we have Text. Text will allow you to type in a particular text. So if I would like to, let’s see, type a particular text in here what I could do is just simply tap over there and start typing directly inside of it. The way I would do it is by is by selecting the virtual keyboard button on the color select module and when I do that I can just start typing whatever I would like. And it appears directly over there. When I’m done I can close the keyboard and close that and here’s my text.
One of the biggest powerful features of the whiteboard mode is the Gallery. Gallery contains within itself a whole bunch of different templates which you will be able to use for your purposes whenever you actually want to mark something up. Let me explain to you what I mean. So, for example, if I click over here on the gallery and it opens up something like this, and then I will be able to tap on the Gallery and say Show Stock Content. That shows me everything on all of the other categories that we have. For example if I choose let’s say Human Resources Templates. I tap in here and then I tap on one of these guys. Just simply drag it out and Voila! I have a whole setting already preset for me, so what I can do is just simply start marking it up to how I would like to. For example write a Test on it. There you go. You can zoom in and zoom out of it as well out of something like that.
Finally you have undo and redo buttons. If you did something that you would like to undo, all you have to do is just tap on undo and you can keep tapping on it. It will remember more than one action that you went back and you can redo to keep putting it back if you would like to.
Whenever you are creating content in a white board mode you are not limited to just one page like when we are flipping our flip chart we still have multiple pages as well. They are displayed right over here at the bottom. So if you would ever like to add any additional pages, all you have to do is just press this button that looks just like a white sheet of paper with a plus next to it. So when you do that, another page gets automatically added and shows you the options for that page. Particularly the ability to insert additional page. Clone the page, which is very useful if you would like to make some additional changes to the page that you already have with some markup or delete the page if you have no longer need for it. Now what I will be able to do is, I will be able to mark it up like I wanted to with whatever other content that I wanted to. It comes particularly useful whenever multiple people are presenting. So, for example, person number one could be on the first page, person number two on the second page and person number three on the third page. And yes, in case if you have a question, the information can be copied from one page to another by drag and dropping it. So, the next feature that I have is the ability to add additional pages or scroll back and forth between them by pressing the arrow buttons right over here. If you would like to zoom in or zoom out in a page you will be able to press plus and minus buttons over here. And this allows you to zoom out to the default setting.
Now we will discuss the organizer feature. It can be invoked by pressing the Organizer button in the left-top corner of the screen. Whenever it is invoked you will notice two big tabs. One is called Pages and another is Applications. The purpose of the pages tab is to show you overall what kind of the pages in the white board mode you have. And it will also allow you to perform basic functions with it. Particularly reorganization, which helps out a lot. So, for example, if I want to take the page number two and I want to move it between three and four, all I have to do is just drag it in there and it will go ahead and move it around. The secondary tab is the Applications tab. You will use it more rarely than the applications but nonetheless it will show any applications besides the white board mode that you currently have running. Right now I have only Microsoft Lync running on it. If you have more than one screen available to you, then it will show you what kind of screens you have currently available and it will allow you to identify them.
Now we will teach you how to control your SMART Board using your finger. To select an object all you have to do is single tap it with your finger. To open the object or to activate it you double tap it, which will simulate the double-click. To move an object, simply press the object and drag it to the new destination location. Like this. To zoom in or zoom out on an object or particular page you would usually need two hands. So, if I would like to do it I just press both of the fingers and then I would move them apart or move closer to each other. That will provide me with zooming in or zooming out features. To rotate an object you still need two hands. You will need to select an object and then after that just take two fingers and move it in a clockwise or counterclockwise fashion.
One of the biggest advantages of the SMART Board is its ability to work with Microsoft Office Applications. You will be able not only to open application files within the SMART Board but also mark them up and even save them to be sent for later review for other people. Let’s start with Microsoft PowerPoint. Whenever we open up the presentation by double-tapping on it, it comes up in a regular design mode. You will be able to make changes in the design mode as you wish, for example we can pick up the pen and just simply start making the markups as we would like. However where SMART Board really shines is in full presentation mode! In a full presentation mode you will have this control panel in the left-bottom corner of the screen. It contains several buttons within. The first button allows you to exit out of the full presentation mode to go back to the design mode. The second button shows you the slide you currently on out of total amount of slides, which means I’m on first slide right now out of eight slides in the presentation. The third button contains options. When I tap on it you will be able to choose different types of colors and thicknesses of colors for the annotation purposes for the particular presentation. You will also have an additional button right here which will allow you to include additional empty slides within if you would like to go ahead and make additional notes, which is not necessarily related to the slides which you currently have in presentation. Think of it like a little notepad which you will be able to include in the presentation and will be saved inside of that presentation for later purposes so you can write and jot down your notes. To the right side over here you will have two buttons which will allow to scroll to the next and previous slides.
Next we will discuss Microsoft Word interaction with the SMART Board. Whenever you would like to start a Word document, for example double-tap on this, the application starts and the Word document appears. What you see first of all in front of yourself, which just disappeared, is the interactive keyboard which appears and which we will be able to use in just a second. First of all let me show you the markup features. Whenever you are inside of the Word document, you can simply lift up the pen and then you will be able to markup whatever you would like within itself. Then later on these markups could be saved within the document and sent to the other party for the review. Now if I would like to make a little bit deeper types of changes, I would be able to tap on the particular area where I would like to make the change. For example let’s see if I would like to add a word “Information” then I would tap right over here and then the virtual keyboard appears. I tap on the virtual keyboard which is being shown like this. And this is the best part! All you have to do is simply write with your finger what you would like to add in there. Wait for it. And it converts it to the word then all I have to do is just simply press insert and voila! The word is right there.
Let’s see how SMART Board interacts with Excel. When you open up an Excel file by double-tapping on it, you will have something like this and then you will be able to do similar markups as you were doing in Microsoft Word. When I lift up the pen, you will see the color wheel appear right here. So if I press on the pen on the top, it will allow me to select color. When I tap on that you will see all different colors and highlighters that I will be able to choose. So let’s say I want to choose a green highlighter and then I’m just going to simply highlight that particular area. That is going to be recorded with the file and then it can be saved and sent to the remote party. In addition to that I will be able to make changes to the specific text within if I would like to. So, for example, if I would like to change the “New England Seafood Cannery” what I could do is I simply tap in there, double tap to open it up and then select it like I would do with a mouse by dragging it. Click on the familiar virtual keyboard and then type in a name of the new supplier. For example, “Exxon”. Wait until it recognizes it. Then click on insert and Exxon appears. Let’s close this down so you guys can see. Right there. Tap away and it automatically adjusts the row to show the Exxon supplier. Finally I would like to adjust let’s say the width of a particular columns. How would I be able to do that? Well if you take a look at the column “C” here, the product number is going to be cut off in here. So what I can do is I can adjust the width by simply double-tapping on that line between “C” and “D”. And then I adjusted the column to the appropriate width according to the widest entry within that column.
Finally let’s take a look at how the SMART Board interacts with PDF files. Most of our computers will have Acrobat Viewer to be able to open and preview the PDF files. The problem with that is that it will not be able to support any markups. So if I open up in Acrobat Viewer I would not be able to markup the document and then save those markups with it. For that, the SMART Meeting Pro introduces the PDF Viewer application, which will automatically open up when its properly installed on the computer. For example let’s take a look at this. We have a License.pdf file sitting here on the Desktop. I just double-tap on it. It will open up in PDF viewer, not Acrobat Viewer, and in PDF Viewer you will be able to see the same PDF but you will also be able to make markups to it. For example, if I lift up my pen I will be able to choose particular color from here. Let’s say I want a green color and I want a little bit wider thickness. And then I will be able to make my markups. So I would like to say, this, change. Ok? Then later on I will be able to save the document and go ahead and Email it to other parties. However please remember, that the way the software works is that when you save the PDF document these markups will become a permanent part of it and cannot be removed after that. That’s why we always suggest that you have two versions of PDFs. One unmarked and another one is marked to be ready to be sent to other parties.
If you would like to use an external flash drive or hard drive with your laptop, all you have to do is insert it from the right side and wait until the installation is complete. When it says your device is ready to use you will be ready to use your device. Please don’t forget to remove your flash drive when you are done using it.
Finally I would like to discuss with you the reset room feature. This great feature allows you to automatically close all of your open documents, applications and log you out of your account on the computer so it will be ready for the next person with the next meeting to login to the computer and continue with their presentation. So when you are done and ready all you have to do is just simply tap on the reset room and it will ask you if you would like to log off your computer when the meeting ends or to Email the meeting notes if you have any to the other clients. So you just tap Ok if you don’t have anything to Email and watch the computer which will log off and get ready for the next meeting.
We hope you enjoyed the SMART Board training video. Thank you for watching. Goodbye!!! If you have any questions please don’t hesitate to contact us at 301-496-4357 or simply submit a ticket. In addition to this training HRSA OIT offers a wide variety of classes on other topics, such as Microsoft Office, SharePoint, AVAYA telephones and much more. Please follow the link on the screen to learn more about the future training sessions.