Using MeetingSquared on your ipad or iphone

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1 Using MeetingSquared n yur ipad r iphne Install the MeetingSquared app G t the App Stre n yur ipad r iphne and search fr MeetingSquared. If yu are viewing this dcument n yur ipad r iphne, tap the link belw t find MeetingSquared in the App Stre. Install MeetingSquared Tap Get, then tap Install t install the app n yur device. Lg int MeetingSquared n yur ipad r iphne Launch the MeetingSquared app. Tap Lgin t display the lg-in screen. Type yur university user name in the frmat and yur usual passwrd. Tap Lgin. Nte: if yu are a member f several meeting grups, yu will see a list f the sites yu can access. Tap the ne yu want t use. If yur device has a fingerprint reader, yu may see a message abut using Tuch ID t lg in. If yu have enabled Tuch ID n yur device and wish t use it, tap Yesuse Tuch ID; if nt, tap N-dn t ask again. After yu have lgged int MeetingSquared nline, the system will allw yu t access the infrmatin ffline fr apprximately 80 hurs*. This can be useful if yu d nt have an internet cnnectin but still need t view the agenda and bard papers. When yu lg in ffline, a message will tell yu hw much time remains fr ffline access. After the time runs ut, yu will have t lg in nline again. * 80 hurs is the default time limit. The meeting administratr may change this setting fr yur meetings. If yu see the errr message ppsite when yu try t lg int MeetingSquared, fllw the instructins in the Appendix n page 5 f this dcument. University f Aberdeen :: IT Services Reviewed: 25/06/2018 The University f Aberdeen is a charity registered in Sctland, N SC013683

2 View the Meeting Agenda and Papers Tap Meetings t pen the meeting list Tap the name f the meeting t display the agenda and list f papers fr the meeting Ntes: 1. Meeting papers appear belw the agenda item, with an icn indicating the number f pages the paper cntains. 2. If an agenda item includes additinal infrmatin, an icn will appear at the right f the item-click this icn t view the infrmatin. Tap a meeting paper t pen it. Swipe t the left t display the paper in full- screen mde (ipad nly). Swipe up r dwn t scrll thrugh the pages. Tap the right margin f the dcument t activate the scrll panel n the right f the screen. Nte: t hide the scrll panel again, tap the main bdy f the paper. Return t Agenda Swipe the dcument t the right Nte: yu will have t swipe t the right twice if yu have been wrking in full-screen mde n an ipad. Anntate a Meeting Paper Yu can add ntes, draw n r highlight text within a paper via the Anntatin tls. There are tw mdes fr anntatin: Private- nly yu can see the anntatins yu make. Shared*- all members f the grup can see all anntatins made in Shared mde. *Private mde is the default setting fr meetings. The meeting administratr can disable the Shared Anntatins feature, s if there is n Shared buttn at the tp f the screen when yu are anntating a paper, the administratr has remved it. Add Private Anntatins Scrll t the part f the paper yu want t anntate. Tap the main bdy f the meeting paper- the anntatin tls appear at the bttm right f the screen. Nte: tap t add a sticky nte t the paper then type the text fr the nte Pen: tap t write/draw n the paper using yur finger Highlight: tap then drag acrss the text t highlight it 2

3 If yu want t scrll thrugh the dcument t add further anntatins, make sure yu tap the Scrll tl first t deactivate the current anntatin tl. If yu accidentally add an anntatin, use the Und tl t remve it. The tlbar als cntains Erase and Delete tls t remve anntatins. Nte: yu can chse the pen r highlight clur using the Style buttn and delete anntatins by tapping t select, then tapping the Delete buttn. Cnfirm the deletin, if prmpted. When yu have finished anntating, tap Dne. A paper cntaining anntatins will display a pencil icn in the agenda. If the pencil is grey, the anntatins are private; a red pencil icn indicates shared anntatins (if this feature is available). Add Shared Anntatins if available (see page 2) Tap the paper t pen then scrll t the page yu want t anntate. Tap the centre f the paper t activate the anntatin tls. Tap the grey Shared buttn at the tp f the screen. The buttn clur changes t red and red vertical bands appear t either side f the paper t indicate that yu are wrking in shared mde. Add anntatins as described abve. If yu cannt see the Shared buttn, yur administratr has disabled this feature. Add bkmarks t a Meeting Paper Yu can bkmark pages in a meeting paper t make navigatin easier. Navigate t the page yu want t mark and tap it t activate the Anntatin tls. Tap the Bkmark tl (tp right). The Bkmark tl changes t blue and a blue bkmark icn appears at the tp right f the page. The page indicatr icn nw shws Next and Previus bkmark navigatr icns as yu scrll. Tap Next r Previus t navigate thrugh yur bkmarks. If yu add bkmarks t a meeting paper, yu will see a green bkmark indicatr after the paper name in the Agenda. T remve a bkmark, navigate t the bkmarked page and tap the bkmark tl. 3

4 Add a private nte t an agenda item Tap the item in the agenda and type the nte in the text bx A nte icn appears t the right f the agenda item- tap this t pen/clse the nte. If yu want t anntate several agenda items, tap the chevrns at the tp right f the agenda t pen text bxes fr each f the agenda items. When yu have finished typing yur ntes tap the upwardpinting arrw t clse the text bxes. Search fr infrmatin in a paper Tap the magnifying glass icn at the bttm f the main MeetingSquared screen. Type a search keywrd, e.g. spreadsheet and tap Search n yur device s keybard. MeetingSquared will search the titles and cntent f meeting papers and shw a list f any items matching yur search. Nte: yu can chse t lk thrugh All Meetings, the Knwledge base r bth (All). Switch between bards r cmmittees If yu are a member f mre than ne meeting bard r cmmittee, yu will have access t mre than ne meeting site. By default, yur meeting list shws the meetings fr ne bard at a time, but yu can switch between them Return t the main MeetingSquared screen. The list f sites yu can access appears at the bttm f the screen- tap the name f the site yu want t view s a tick appears ppsite. The list f meeting grups frm that site appears and the list f meetings appears in the tp part f the screen. Yu can filter this list by tapping the bard names t select/deselect the relevant bard name. Nte: if using an iphne, yu might be returned t the main meeting screen- just tap Meetings t pen the list fr the new bard. 4

5 Hints and Tips Can t see a meeting in yur list? Refresh the meeting list using the Refresh buttn at the tp f the list windw. Make sure the relevant meeting grup is ticked in the Bards list at the bttm f the screen. Can t see thers shared anntatin changes? Refresh the meeting: Swipe the paper t the right t clse it and return t the Agenda. Tap the Refresh buttn at the tp f the screen. Tap the paper t re-pen it, then tap the Shared buttn t view the anntatins. Switch between Private and Shared mde Tap the dcument t activate the tls and tap the Shared buttn at the tp f the paper. Can t see a Shared buttn at the tp f the page? The meeting administratr has disabled the Shared Anntatin feature. View a list f anntatins in all meeting papers: Tap the Ellipsis buttn at the tp f the Agenda. Tap Anntatin List. A list f all anntatins appears at the right f the screen tap an item in the list t pen the paper and g straight t the anntatin. If an anntatin includes this icn in the list, it is a shared anntatin; if there is n icn, it s a private anntatin s nly yu can see it. Changes t the agenda r papers added during the meeting? Refresh the meeting (see abve). Appendix Authenticate yur credentials If yu see an errr message the first time yu try t lg int the MeetingSquared app: Click the link in yur meeting invitatin t pen a web brwser. The Office 356 lg-in screen appears. Click yur userid if it appears (University f Aberdeen users nly). If yu cannt see yur User ID, type yur university username (using the frmat and usual passwrd. Click Sign in. The MeetingSquared SharePint page appears. Yu have nw authenticated yur credentials and shuld lg ut f Office 365 Click yur name in the tp right crner f the screen Click Sign ut frm the menu. Nte: yu nly need t d this nce. 5

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