FAQs

DataXchange FAQs

1. Do I use the same Conference Reference Number every time I start a new conference or do I need a new number for each one?
2. Do I have to set up an Audio Conference separately?
3. Is my browser/operating system supported?
4. Is there a charge for using DataXchange?
5. I am trying to join a conference but I do not see any discussion area / participants list entries / shared applications.
6. My log in page is empty (or blank except for "Join Meeting" radio button). What is wrong?
7. I have logged in but the DataXchange windows will not open-what should I do?
8. My document is too big/small for the DataXchange conference screen, how can I make it fit?
9. Is there a way for me to save my whiteboard notes and/or slides I have created during a DataXchange session to my hard drive?
10. How do I delete just part of my whiteboard annotations?
11. I have action-oriented slides in my PowerPoint presentation. If I upload the slides into DataXchange my action oriented slides no longer work. And, if I use the application portion of the tool instead of the slide upload option my users cannot see the whole screen.
12. When new people enter the meeting they are not added in order of sign-in, so in larger meetings you have to scroll up and down to see who just joined. How can I save a log of attendees?
13. I see the meeting slides, but I don't hear anything.
14. I see problems while sharing an application and people say that I am leaving and rejoining the conference continually.
15. Why do several of my windows get shared and not just the one I select?
16. The colors in my shared application do not display correctly-they show banding.
17. My highlight annotations seem to delete each other.
18. I get an error message when joining a conference.
19. How do I disable my pop-up blocker?

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1. Do I use the same Conference Reference Number every time I start a new conference or do I need a new number for each one?

The Conference Reference number is a unique number assigned to you personally for DataXchange meetings and can be used at any time.

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2. Do I have to set up an Audio Conference separately?

Yes, you must reserve an audio teleconference for the audio portion of your meeting.

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3. Is my browser/operating system supported?

DataXchange supports the following browser clients (with the described limitations):

Windows

• Microsoft Internet Explorer 5, 5.5 and 6
  • IE 6 can run with either the MS or Sun v1.4.2 Java JRE
• Netscape Navigator 6.2 and 7 in conjunction with Sun Java 1.4 or higher. Download Sun J2SE v. 1.4.2.
  • 6.2 with Sun v1.4.2 Java JRE
  • 7.x with the included Sun JRE
    • Netscape sometimes hangs when you open and close the meeting in quick succession
    • It is not possible to navigate a presentation using the number keys on Netscape
    • Application sharing and PowerPoint file upload work on Windows 98 or above and Windows NT 4 and above only.

Note: Application sharing works on Windows NT, Windows 2000, Windows XP, Windows 98 and Windows ME only.

Mac OS X

• Microsoft Internet Explorer 5.1 (includes the Java required for DataXchange)
  • It is not possible to navigate a presentation using the number keys on Mac
  • Application sharing, video, PowerPoint file upload, Full Screen mode, and playback of recordings are not supported on the Mac

Avaya only supports Internet Explorer and Netscape Browsers for access to DataXchange Web Conferencing. The following platform browsers successfully connect but provide limited functionality.

SPARC Solaris

• Netscape 4.7 in conjunction with Sun Java 1.4 or higher. Download Sun J2SE v. 1.4.2
• Users of SunOS 5.6 may find that the web client pauses while loading. Moving the mouse will cause the client to continue loading.
• Tool tips are not enabled.

IRIX and HP-UX

• Netscape 4.7 in conjunction with Sun Java 1.4 or higher. Download Sun J2SE v. 1.4.2
• Note: the Pause, Break, Print Screen, Scroll Lock, and Num Lock keys are not supported.
• Text annotations do not function correctly.
• Tool tips are not enabled.

Red Hat Linux 7.3

• Netscape 4.79 in conjunction with Sun Java 1.4 or higher. Download Sun J2SE v. 1.4.2.
• Other distributions should also function correctly, but have not been tested.
• Tool tips are not enabled.
• FireFox 2.0 or higher.
• Safari 1.0 or higher.

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4. Is there a charge for using DataXchange?

No. DataXchange is available free of charge to SAIC employees and subsidiaries. Charges are incorporated into the cost for SAIC Audio Teleconferencing Services.

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5. I am trying to join a conference but I do not see any discussion area / participants list entries / shared applications.

Sometimes web browsers can encounter resource problems running Java applets. Try closing down all your browser windows, clear your browser cache, and then restart your browser to fix this.

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6. My log in page is empty (or blank except for '"Join Meeting" radio button). What is wrong?

The problem with the browser displaying an empty page has been found to be a bug with Netscape 4.79. This version of browser does not support forms and style sheets sufficiently. It is recommended to upgrade to Netscape 7 or IE5X or IE6.

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7. I have logged in but the DataXchange windows will not open-what should I do?

The problem that some are encountering with DataX 3.1 and Sun Java 1.3.1 can be corrected with this workaround:

• Open the IE5.X or 6.X browser and select Tools > Internet Options.
• Select the Advanced TAB. (The following image is a depiction of this window)
• Scroll half way down the page and remove the check mark next to Use Java Sun. (The image below displays the area in the TAB where to locate this.)
• Ensure that all of the Microsoft VM check boxes are enabled and reboot the workstation.

OR

Determine which version of Java you are running.

To find:

CLICK ON:

1. START
2. SETTINGS
3. CONTROL PANEL
4. LOOK FOR THE JAVA PLUG-IN ICON
5. OPEN JAVA ICON
6. CLICK ON 'ABOUT' IN THE MAIN MENU OF THE JAVA ICON

This will display information about the version you are running.

If you are running Sun Java JRE 1.3 or lower, upgrading to Sun Java JRE 1.4 may correct DataXchange connection and viewing problems. It will not impact other applications you are using. Download Sun J2SE v. 1.4.2 (http://java.sun.com/j2se/).

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8. My document is too big/small for the DataXchange conference screen, how can I make it fit?

Try decreasing or increasing the resolution on your screen display properties.

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9. Is there a way for me to save my whiteboard notes and/or slides I have created during a DataXchange session to my hard drive?

A current work around is to capture a snapshot of each slide as it appears on your desktop and save it into another document such as Microsoft Word.

ALT + PRINT SCRN > COPY > PASTE (into separate document).

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10. How do I delete just part of my whiteboard annotations?

1. Choose the Select Tool (Arrow at the far left of the tool bar)
2. Click the annotation you wish to remove.
3. Press Delete on your keyboard, or choose Drawing from the Workspace Window menu bar and select Delete.

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11. I have action-oriented slides in my PowerPoint presentation. If I upload the slides into DataXchange my action oriented slides no longer work. And, if I use the application portion of the tool instead of the slide upload option my users cannot see the whole screen.

Action or animation will not work for slides created in DataXchange because they are uploaded as jpeg files, which are static. For action-oriented slides to function, the presenter must open the PowerPoint application on their desktop and share the application directly. The presenter's desktop resolution should set to 800X600 before logging into the meeting. This resolution will allow the attendees to view the presenter's whole screen without having to scroll. Larger and more complex animated graphics within the PowerPoint presentation may have to be downsized to function correctly.

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12. When new people enter the meeting they are not added in order of sign-in, so in larger meetings you have to scroll up and down to see who just joined. How can I save a log of attendees?

The participant box places attendees in alphabetical order. To retain a participant list, have each attendee type their name (and other information wanted such as employee number) followed by "here" or "joining" to indicate 'now joining'. This information can be sent to all or just one person, such as the presenter, as desired. The presenter can then capture the "Discussion Area" by highlighting, copy, and pasting it into a separate document such as Notepad, WordPad, Word, etc.

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13. I see the meeting slides, but I don't hear anything.

Dial 800-FON-SAIC and enter the separate pass code given to you to connect to the audio teleconference.

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14. I see problems while sharing an application and meeting participants say that I am leaving and rejoining the conference continually.

Poor quality network connection is the likely cause of this problem. The network repeatedly loses your connection to the conference and the system tries to reconnect.

Try reducing the amount of data, for example, using low-color hosting, sharing fewer applications, or sharing a window rather than the whole desktop.

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15. Why do several of my windows get shared and not just the one I select?

Some applications, such as Microsoft Word, open multiple documents within the same process. If you share one of these windows, that application will share all its open windows. To avoid this, close down the windows you do not need to share before starting a collaboration session.

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16. The colors in my shared application do not display correctly-they show banding.

The conference presenter who is sharing the application has specified low-color hosting. Ask him to enable high-color hosting.

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17. My highlight annotations seem to delete each other.

Highlights work by swapping colors and two annotations on top of each other can cancel each other out. Try deleting one of the highlights or arranging your highlights so they do not overlap.

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18. I get an error message when joining a conference.

The possible error messages are explained as follows.

"Conference reference or PIN not recognised. Please try again."

You must obtain a conference reference and pin code from your inviter before you can use DataXchange. You may have entered the information incorrectly; try again.

"That conference has not yet started. Please try again soon."

The conference presenter (moderator) has not yet started the conference. You cannot join a data conference until the presenter (moderator) has dialed in to initiate the conference. Try again in a few minutes. You may want to phone the person who invited you to the conference to check they haven't forgotten.

"Unknown login error (s). Please try again."

Try again.
If the problem persists, contact the ITS Service Desk for assistance.

19. How do I disable my pop-up blocker?

The method to disable pop-up blockers varies by the software and operating system. Below are the most common blockers found on Windows systems and how to disable them for SAIC web conferencing.

Internet Explorer's Built-In Blocker (XP Service Pack 2 upgrade)

1. In Internet Explorer, go to Tools > Internet Options > Privacy
2. Uncheck "Block pop-ups" to allow pop-ups.
3. You can also click the Settings button to allow certain web sites to allow pop-ups. Adding *.SAIC.COM will allow pop-ups from all sites within the SAIC.COM domain.

Internet Explorer Toolbar (Standard Configuration)

1. In Internet Explorer, go to View > Toolbars
2. The standard menu should have Standard Buttons, Address Bar, Links, Lock the Toolbars and Customize.
3. If there are more entries, likely you have an extra plug-in or toolbar installed.

FireFox 2.0

1. In Firefox, go to Tools > Options > Content.
2. Click the Exceptions... button next to "Block pop-up windows."
3. In Address of web site text box, enter "webconference.saic.com."
4. Click the Allow button to add to the list of allowed sites for pop-up windows.

Google Toolbar

1. You can toggle between blocking and allowing pop-ups by clicking the pop-up button which usually reads "# blocked" or "site pop-ups allowed."
2. If toolbar is hidden, you can find it via the menus View > Toolbars > Google.

NOTE: This toolbar can be uninstalled using the Add or Remove programs within the control panel.

Yahoo Toolbar

1. You can click the drop down arrow to uncheck "Enable Pop-Up Blocker" or configure it for "Always Allow Pop-Ups From…"
2. If toolbar is hidden, you can find it via the menus View > Toolbars > Yahoo

NOTE: This toolbar can be uninstalled using the Add or Remove programs within the control panel.

Netscape Toolbar

1. You can toggle between blocking and allowing pop-ups by clicking the "Pop-Up Block On/Off" button on the toolbar.
2. If toolbar is hidden, you can find it via the menus View > Toolbars > Netscape

NOTE: This toolbar has no uninstall feature in Add or Remove programs within the control panel.

Miscellaneous Places to Look for Pop-Up Blockers

Task Bar	Also, in the "system tray" at the bottom right corner of your screen (next to the time), you can glide your mouse over the various icons and see if any active pop-up blockers can be disabled or configured.
Control Panel	If you still have difficulties identifying what is blocking the pop-up windows, you can browse through the Add or Remove programs within control panel and try to identify a program that may be related to blocking pop-ups.

DataXchange is a trademark of Avaya, Inc.