Powerpoint presentation

Accessing the Studio

  1. Use the 1BS booking system to reserve an available time.
  2. Enter the studio at your designated time using your staff ID card.
  3. Note: The 1BS room lights will automatically switch on when you enter.

Logging in to the whiteboard

  1. Go to the A/V Console and Press Ctrl+Alt+Delete on the computer keyboard and enter your La Trobe username and password to access the system.
  2. If the computer is in sleep mode, press any key to display login options. The interactive whiteboard will power on and display the time and date.
  3. Login to the Windows 10 operating system.

Loading your presentation on the whiteboard

  1. Load your PowerPoint presentation file on to the computer from your network drive or by inserting your USB Flash Drive into the "Presentation" dock on the A/V console (left side).
  2. Open your file using the PowerPoint application.

Setting up PowerPoint

  1. Open your file in PowerPoint
  2. Click on the "Slide Show" tab on the top row of tabs
  3. Click "Use Presenter View" if you have notes
  4. Go to "Monitor" and change the setting from "Automatic" to "Primary Monitor"
  5. If you miss this step (step 4) you may find the main presentation opening with the slide show on the front bottom monitor and the presenter notes opening on the whiteboard. To change this you can Select, "Display Settings" > Swap Presenter View and choose Slide Show. The Slide Show view will now display on the Interactive Whiteboard and the Presenter View will display on the front lower screen.

Follow this Setting up PowerPoint for the 1BS for further instruction.

Using the monitors in the 1BS.

At the front of the room there are two monitors, one above the camera and one below. the top monitor displays the camera preview (what the camera is recording) and the bottom screen is a dual monitor extension of the whiteboard, this is the same as having two monitors attached to your desktop computer.

PowerPoint has a feature called "Presenter View" this enables you to hide your notes from the viewer while being able to see them yourself. The application for this in the 1BS is that your main slide show presentation can be viewed on the whiteboard while your notes (if you have) them can be viewed on the bottom monitor at the camera end of the room. The monitor extension for Presenter View is set as default in the 1BS but if it is not working, check these things.

Working with PowerPoint notes in the 1BS.

If you have notes in your PowerPoint presentation and you have placed the presentation in Presenter View you can make further adjustments to the Presenter View screen on the bottom monitor in front of you by hovering the mouse over the vertical and horizontal lines separating the 3 window panes you can then move them left or right or up and down as required.

Activating dual screen mode.

Presenter view will appear on the bottom monitor (the dual display from the windows desktop) when PowerPoint is put into full screen mode, the notes will not appear on the second monitor display until this is done.

Windows should be set to default to dual screen mode but if the default has changed follow these instructions to return it to Extend mode or check out the Setting up PowerPoint in the 1BS user guide.

  • On the keyboard, press the windows key and the p key simultaneously (win+p).
  • This will bring up the windows display switcher which allows you to determine what mode the second monitor is in - PC screen only, Duplicate, Extend, Second screen only
  • For this purpose we want the display to be in Extend or Extension mode.

Using the Wireless Presenter (clicker)

You can use the Presenter Remote to click between PowerPoint slides while presenting by pressing the forward and back buttons on the remote (give this a try before recording your presentation if this is the first time). The Presenter Remote should be sitting on top of the AV console. If it is missing or not working (probably the batteries are low), please notify ICT.

Recording your presentation

  1. Insert your USB Flash Drive into the panel USB socket labelled 1BS. Your final recording will save to the USB so do not remove it until you have stopped recording and the computer has finished writing the file to the USB - you will be notified by the message "Session Complete".
  2. The studio lights will automatically come on
  3. A preview video will display on the 1BS Control Screen
  4. “Push button to begin recording” will display on the screen: (If this does not show, an error message will display to help you determine the problem).
  5. When you are ready to begin, press the large silver button to start recording. A five-second countdown will start on the 1BS Control Screen. On the count of Zero, begin your presentation as you would a face to face lecture in a lecture theatre.
  6. Press the large silver button again to stop the recording. The 1BS Control Screen will display “Writing file to device” message. Depending on the length of your presentation, it may take 5–10 minutes to save. Do not exit the program or remove your USB before the recording has saved. When the file has been written to your USB device, the display will show “Session complete. You may remove your device or press button to record again”. The amount of time required to write the file to the USB is approximately 1/5th the time of the recording so a 10 minute recording will take approximately 2 minutes to write.
  7. You can do another recording or now remove the USB when the computer.
  8. On your USB Flash Drive the video file will be named obs00000.mp4
  9. Files size is approximately 200mbs per 10 minute video
  10. Remove your USB device. The studio lights will switch off and the systems will reset.

To annotate or draw on to PowerPoint slides

In order to use the pens on the whiteboard PowerPoint has to be set up with the Monitor setting allocated to the whiteboard as "Primary Monitor".

Follow these setup procedures.

  1. Open your file in PowerPoint
  2. Click on the "Slide Show" tab on the top row of tabs
  3. Click "Use Presenter View" if you have notes
  4. Go to "Monitor" and change the setting from "Automatic" to "Primary Monitor"
  5. Note: This procedure needs to be completed before putting PowerPoint into full screen mode.

The pens should work effectively now on the whiteboard. If not, notify ICT x1500

Finish up and exit

  1. Close any open applications or programs
  2. Sign out of Windows by clicking Start button> [your name] > Sign out
  3. The room equipment will automatically go into Sleep mode
  4. Leave the space clean and neat
  5. Exit the room and ensure the door is closed behind you