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 userid@abdn.ac.uk 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
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
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
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
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 email 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 userid@abdn.ac.uk) 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