Collaborate anywhere using Windows Meeting Space

To set up a collaboration session (or meeting), you’ll need a network. Don’t have one? No problem. If no network exists, Windows Meeting Space automatically sets up an ad hoc network—a temporary network to be used for the duration of the meeting. You can collaborate anywhere—even at the beach (unless the light's too bright to see your laptop screen).

A couple of notes before you start:

• Make sure all the laptops have network connectivity or wireless network adapters .

• If any of the laptops are connected to a domain, start the meeting on one of those laptops. Not sure if your laptop is connected to a domain? Follow these steps:

  1. Open System by clicking the Start button , clicking Control Panel, clicking System and Maintenance, and then clicking System.

  2. Under Computer name, domain, and workgroup settings, you will see either "Workgroup" or "Domain," followed by the name.

To start a meeting, type a meeting name and a password

Okay, you’ve set up the meeting. Next comes the fun part—having everyone else join the meeting so you can start collaborating on the presentation.

To join the meeting you set up, all your co-workers need to know is the meeting name and the password. To join a meeting:

To join a meeting, just select it from the list of meetings

Now that everyone has joined the meeting, let’s talk about some of the features you can use to work on the presentation together.

To start working on the presentation, drag it into the Handouts area in the lower right corner of the Windows Meeting Space window. Everyone in the meeting can edit and save it, and everyone gets an updated copy of it. This is a great way to work together on a document or presentation without getting confused over which changes are the most recent.

Share a document by dragging it to the Handouts area

Need to talk to someone in the meeting one-on-one? You can send a quick private note. Under Participants, right-click the person’s name, and then click Send a note. For a text note, just type it and click Send. For a quick sketch, click Ink, make your sketch, and then click Send.

It’s easy to send a quick note to someone else

When you’ve made all the changes you want, it’s time to run through the presentation. In the Windows Meeting Space window, click Share a program or your desktop. Other people in the meeting can now see your desktop. Click Browse for a file to open and share, and then select your presentation.

Select something to share, or browse for a file

A new window opens showing your presentation, with a menu bar at the very top of your screen.

Use the menu bar at the top of your screen to select more options

The menu bar gives you some additional options, such as connecting to a network projector if one is available, or pausing your sharing session. For example, if you are practicing the presentation and it's someone else’s turn to speak, click Give Control to give control of the presentation to that person. When you give control to someone else, they are in charge of the presentation and can advance the slides. If someone is too long-winded, you can just take back control. (Too bad we don’t have a control like this in our daily lives!)

Click Give Control to put someone else in the driver’s seat

Before you can say, “Make sure your seat backs and tray tables are in their upright and locked positions,” you’re done. When you’ve made all the changes you need and everyone is satisfied with the presentation, just save it and then exit the meeting. Now all you have to do once the plane lands is relax and head for the beach! And don’t forget to get up bright and early tomorrow morning for the big presentation, which will undoubtedly be so good that you’ll get a raise and a promotion on the spot. Good luck!