Slides: Adding Slides to Display
You can present slides and other types of files during a meeting. You use the Slides tab to add the file when scheduling the meeting. Presenters can also add files during a meeting.
During a scheduled meeting, you can use the annotation tools to annotate the file. Only the meeting chair can save the annotations made to the file. The changes are saved in two new files (an RTF file and an SWB file); your original file is not affected. The original file and any changed versions of the file are available on the Meeting Details page. (You cannot save an updated file in an instant meeting.)
Preparing a File
Before adding slides to your meeting, you can prepare the file. For example, you might create a file in a word processing or presentation program. When you add the slide, it is converted to an appropriate format for display. Read the information below to prepare files that display well.
General Tips for Files
When creating the file, follow these tips to ensure that it displays well:
- Limit the pages or slides in your presentation to 100 or less. (You can have multiple presentations of 100 slides, but no single presentation should contain more than 100 slides.) To include a file with more than 100 pages, split the file into two or more files that contain less than 100 pages and add the files on the Slides tab sequentially.
- Use a simple background for your presentation, such as a solid color or a gradient that fills vertically. White backgrounds work well.
- Before the actual meeting, start a short online meeting, add your file, and attend the meeting to view the file on the Slides tab. By previewing the presentation, you ensure that everything displays as expected. You can also plan how you will use annotation to highlight key points as you present.
- If your file uses a font that is not on the server, the file displays using the nearest match to that font. Use common fonts (such as Times New Roman or Arial) in your file to be sure that it displays as expected.
- Use IBM® Lotus® Sametime® Print Capture for files that are created in a spreadsheet program such as IBM Lotus 1-2-3 ®. You should also make sure your file is saved in "landscape" orientation. (See More Help on Lotus Sametime Print Capture for more information.)
- Use IBM® Lotus® Sametime® Print Capture for files with embedded objects that are created in a word processing program.
- Headings in presentations sometimes display as one line of text in the presentation program but wrap onto a second line when displayed during a meeting. To prevent headings from wrapping, use short headings, make sure that the text box you use to create the text is longer than the text itself, and use a common font for your headings.
Tips for Graphics in Files
Follow these tips to ensure that the graphics in your presentation display well:
- Use only high-resolution 8-bit JPG or GIF graphics with a maximum of 256 colors in your presentation. The whiteboard conversion process restricts graphics to 256 colors and substitutes the closest color match for any graphics that exceed the restriction. If you are using a prepared presentation template, make sure all graphics in the template are JPGs or GIFs.
- When you use a highly detailed graphic such as a screen capture from a program, save it as a JPG or GIF at approximately twice the normal size. (If you use a standard size, the graphic will scatter.) For example, if you use a graphics program to take a screen capture, save the screen capture at a ratio of 1:2 or 1:3 rather than 1:1. You can reduce the graphic to its normal size after placing it in your presentation.
- Do not remove or copy a graphic from a file in one program and place it into a file in another program. For example, if you create a graphic in a Lotus Word Pro file and then paste it into a Lotus Freelance Graphics presentation, the graphic does not convert well for display. (Pasted graphics might appear as a gray box or a box with colored lines in it.)
- Do not use links to graphics in your presentation; include the graphic itself.
- Do not use animation in graphics or presentations. The meeting cannot display animation.
- Do not use bitmap graphics (BMPs) in your presentations. Bitmaps do not always display well in a meeting.
Before your file can be displayed in a meeting, it must be converted to an appropriate format. IBM® Lotus® Sametime® automatically converts many file types for display.
Note For AIX, Solaris, and i5/05 platforms, your system administrator must install and configure Lotus Sametime Conversion Services in order for files to be converted automatically. If you have problems with the conversion, see your system administrator.
If it cannot convert your file automatically, use Lotus Sametime Print Capture to convert the file to a Lotus Sametime file (FST, or "File for Sametime") for display.
Note Some servers only support the Lotus Sametime format. To convert a file to the Lotus Sametime format, use Sametime Print Capture. For more information about whether you should use Sametime Print Capture, contact your system administrator.
Lotus Sametime automatically converts many file types, including:
- Adobe® Acrobat Portable Document Format, versions 2.1, 3.0 - 7.0 (PDF)
- Bitmap (BMP)
- CCITT TIFF Groups 3 & 4, versions through 6 (TIF)
- CompuServe Graphics Interchange Format (GIF)
- Computer Graphics Metafile (CGM)
- Hypertext Markup Language HTML (HTM, HTML)\
- JPEG (JPEG, JPG, JPE)
- Lotus Ami Pro ® and AMI Professional, versions through 3.1 (SAM)
- Lotus PIC and PICT Graphics (PIC)
- Lotus ® 1-2-3 ® 3.0, 4.0, 5.0. 6.x, R9 (WK*, 123)
- Lotus ® 1-2-3 ® 97 and 98, R9 (123)
- Lotus R) 1-2-3 for Macintosh ®
- Lotus® Freelance Graphics for Windows ®, versions through 9.6 (PRE, PRZ)
- Lotus ® Word Pro 96/97, R9, text only (LWP)
- Microsoft® Excel for Windows ®, versions 2.2 through 2003 (XLS)
- Microsoft ® PowerPoint® for Windows ®, versions 3.0 through 2003 (PPT)
- Microsoft ® Word for Macintosh ® 3.0, 4.0, 98, 2001
- Microsoft® Word for Windows ®, versions through 2003 (DOC)
- Open Document File (ODF)
- OpenOffice Calc, versions 1.1, 2.0 (text, SDC)
- OpenOffice Impress, versions 1.1, 2.0 (text, SDD)
- OpenOffice Writer, versions 1.1, 2.0 (text, SXW)
- Paintbrush/DCX (multi-page PCX) (PCX)
- PICT and PICT2 Bitmaps Graphics (PCT)
- Portable Network Graphics (PNG)
- Revisable Form Text (RFT)
- Rich Text Format (RTF)
- Sametime ® Print Capture File (FST)
- Sametime ® Whiteboard (SWB)
- StarOffice Calc versions 5.2, 6.x, 7.x, and 8.0 (text only)
- StarOffice Impress 5.2, 6.x, 7.x and 8.0 (text only)
- StarOffice Writer 5.2, 6.x, 7.x and 8.0 (text only)
- Tagged Image File Format (TIFF, TIF, EPS)
- Text file (ASCII) (TXT, BAT, INI)
- Windows Metafile Graphic (WMF)
- WordPerfect for Macintosh ®, versions 1.02 through 3.0
- WordPerfect for Windows ®, versions through 12.0 (WPD)
- WordPerfect Graphics versions 2.0, 7 and 10 (WPG, WPG2)
After adding your files, click Save if you are finished scheduling your meeting. Otherwise, proceed to the appropriate tab to enter more information for the meeting.