BoardPacks for Office 365 ipad Application Guide

Transcription

1 BoardPacks for Office 365 ipad Application Guide February 2017 Copyright eshare Ltd 2017

2 Contents Contents... 1 Installing BoardPacks... 2 Opening BoardPacks... 3 Meetings... 5 Viewing a Meeting... 6 Annotating... 8 Notes... 9 Pen & Highlighter Annotations Menu Deleting an Annotation Offline Access Mode Sharing Function Support... 17

3 Installing BoardPacks The BoardPacks app is available from the App Store as a free download. Open the app store by tapping on it (the icon outlined in RED). In the app store locate the search facility. Search for BoardPacks (one word) by typing the word in the search box. The app will be displayed, click on Get, which will in turn change to Free, which will then change to Install. Please note, you may be prompted for your Apple ID credentials when installing new apps. For help with, or to create an Apple ID please visit Apple s support page. info@boardpacks.com 2

4 As the app installs a progress indicator (represented by a circle) which will gradually fill with blue as installation progresses. Opening BoardPacks When the app installation is complete and the progress indication circle will be replaced by the word Open, tap on this to open the app. The app will also be placed on the ipad s homepage. Before being able to log in to the BoardPacks app, you will need to authenticate your login credentials by accessing the BoardPacks 365 web view. To do this, you will need to navigate to the BoardPacks 365 website you have access to and log in using your BoardPacks account info@boardpacks.com 3

5 credentials. If you are unsure of the web address for this we would recommend contacting an Administrator and they will be able to provide a link to the site. Please note if you attempt to log in to the BoardPacks app prior to authenticating your account the following error message will appear: Once authenticated open the app and select Login, the following screen will be displayed. Enter your Username, Password and Location (the server location relevant to you; in most cases this will be UK Server). After successfully logging on the Home screen will be displayed. info@boardpacks.com 4

6 The options available (top to bottom) on the home screen are as follows: Meetings Opens the Meetings module. Decisions Opens the Decisions module. Knowledge Opens the Knowledge module Presenter Mode Enables Presenter mode. Search Opens the search function. Help Opens the Help window. Settings Opens the Settings mode. Please note that depending on the settings of the SharePoint application, some of the above options may not appear. Meetings This section covers Meetings, which includes (but is not limited to): Accessing meetings. Accessing & annotating documents. Sharing annotated documents. Commenting on agenda items. 5

7 Viewing a Meeting From the main screen the Boards and Meetings available to view will be displayed. The Meeting list is organised in chronological order, with newest meeting at the top of the screen and past meeting towards the bottom of the view. To open a meeting tap on its title, the agenda will snap in from the right. The meeting will open and the agenda is displayed on the right hand side. On the agenda shown below, documents are associated to agenda items. Documents are represented by the symbol of a page immediately below the agenda item. info@boardpacks.com 6

8 To open a document, tap on the title next to the document symbol or on the document symbol. The document will then open from the right hand side pushing the agenda across the screen and displaying the document in a three quarter view on the device. By default, the document will not be displayed in full-screen. To display a full-screen view of the document, swipe (move your finger across the page) to the left hand side of the screen. After swiping to the left the document is displayed in full screen. To reverse swipe towards the right of the screen. info@boardpacks.com 7

9 To makes notes on an agenda item, tap icon next to the agenda item (highlighted in red below) button towards the right of an agenda item. A text box will appear where the note can be entered. Annotating When viewing a document either in full or ¾ view annotations tools are available to make notes on the document. To access the annotation tools, tap anywhere on the open document and the tools will be displayed at the bottom on the page. On the top of the page other options are available depending on your permissions. Shared annotations (which are viewable by all users that have access) can be made by selecting the Shared icon on the top banner prior to making the annotation. info@boardpacks.com 8

10 The three annotation tools are located along the bottom right of the page. Notes The first annotation tool is Notes, this is available in three colours with variable text size, variable box size and variable transparency. Notes are typed into the box on top of the document. Notes can be repositioned on the document or reduced to a bookmark size to the left or right of the page. info@boardpacks.com 9

11 To move the Note, tap the Note and cross symbols will appear. Using one finger, tap and hold the cross until the Notes sticks and then relocate the note by dragging the note to a new location. To resize a Note tap on the note until the cross and arrows appear. Using one finger, tap the arrow and (to reduce the box size) move towards the cross and move away from the cross to enlarge the box. To confirm the change tap away from the box and the cross and arrow symbols will no longer display. To edit the style (colour, style, font size or transparency of the text box) or to edit the text, tap the note and the options Style and Edit will be displayed. Style enables you to change the size of the note, the text size, background colour and transparency. Edit provides a facility to modify text written on a note and the option to delete a note. Pen & Highlighter To use either the highlighter or the pen, tap anywhere on the document where an annotation is to be added (away from any pre-existing annotations). The annotation tools will be displayed at the bottom right of the screen. info@boardpacks.com 10

12 Depending on the selection (Pen or Highlighter) annotations can be added. The highlighter draws straight vertical lines and the pen is freehand. When annotations are added to a document, the Style button, which behaves in the similar way as the style button for the Notes. Selecting the Styles button will allow the user to change the colour of the pen/highlighter as well as the thickness of the annotation. To modify the pen/highlighter annotation, an eraser can be used to remove some of the annotation by tracking back over the unwanted annotation. info@boardpacks.com 11

13 Annotations Menu All annotations made to a document can be viewed in the annotations menu. Tap on the document (anywhere outside of an annotation) and select Annotations from the bottom left hand corner of the screen. A menu displaying all annotations for the current document will appear, tapping on the annotation will jump to that annotations or use the left and right arrows to scroll through each annotation in turn. info@boardpacks.com 12

14 Deleting an Annotation To delete an annotation: Tap on the annotation to select the item The annotation will be surrounded by a blue box A menu will display at the bottom of the screen The Delete option will be displayed, tap the symbol to delete the annotation. Confirmation is required to complete the deletion. Please be aware, deleted annotations cannot be restored. info@boardpacks.com 13

15 Offline Access Mode It is possible to access the application without an Internet connection. To do this, you will need to enable Airplane mode on the device whilst being logged in to the application. Prior to entering Offline mode we would recommend downloading all content that will be needed. Once ready, enable Airplane mode. When you navigate away from the application the log in screen will appear with a message indicating time limit left that Offline Access mode can be used. Any changes made in Offline mode, such as annotations or bookmarks, will be stored until the application is used with an Active internet connection, at which point these will be synced back to the location the files are stored within SharePoint. It is important the user does not: 1. Uninstall the application during Offline Mode. 2. Attempt to connect to another WiFi (which is not stable) during offline mode we would advise leaving Airplane mode on the device. 3. Clear Local content of the device via the settings menu this will cause the Offline access mode to end and any annotations made in Offline access mode will be lost. info@boardpacks.com 14

16 Once logged in, a prompt will appear notifying the user that the app has been successfully re-entered, as well as showing the remaining time left on the Offline Access mode. info@boardpacks.com 15

17 Sharing Function BoardPacks also provides the facility the share documents including any annotations/comments. Sharing with other individuals is available by making annotations public (shared with all users that have access to a meeting) or via . To share a document with or without annotations: Tap on the document (outside of an annotation) A menu will display at the top of the screen (the annotations tools options will appear at the bottom of the screen). Select Share followed by with or without annotations A blank will then appear with the document attached in a PDF format, enter the addresses of the recipients and send when ready. An account must be active on the device to utilise this option. The Bookmark option allows a user to Bookmark a page in a document to quickly switch to these. Add to with option allows the user to open documents using another apps on the device, for example ibooks. Please be aware that if share/print/open with options are used on meeting papers the documents will be outside of BoardPacks and no longer encrypted. These options can be removed within the SharePoint application settings menu. info@boardpacks.com 16

18 Support If you have any queries/questions, please do not hesitate to contact the Support Team: Telephone: Live Support: Wherever you see one of these logos. 17