Sharing documents on-screen in virtual meetings demands careful attention to ensure you’re not exposing confidential information instead of your intended display. At the same time, you want to keep your technology simple so you can focus on your audience and key messaging. This post will walk you through display-friendly Primafact 6 and Zoom tools that can help you leverage vital information stored in Primafact to deliver a clear, compelling Zoom presentation, all while safeguarding sensitive Primafact content.
In this article
primafact setup:
organize your presentation in primafact
set up your highlights in primafact
hide your annotations
PRIMAFACT POPOUTS & PREVIEW SETTINGS
display a portion of your screen
Zoom presentation tools
oRGANIZE YOUR pRESENTATION IN pRIMAFACT
Primafact offers display and analytics tools designed to help guide you “behind the scenes” as you present in another window. Primafact’s binder display, combined with annotations, profile field notes, highlights and links can be set up to effectively guide you through your presentation.
If you have a number of documents that you will be referencing during the presentation, it might be helpful to open a new binder, then add and organize documents to correspond to your planned presentation.
Set Up your Highlights in Primafact
Although Zoom offers presentation tools that allow presenters to highlight key document excerpts on the fly, highlighting your document in Primafact ahead of time helps keep your presentation streamlined. Applying highlights within Primafact preserves your focus by directing audience attention to key passages without requiring you to locate the excerpt and maneuver Zoom markup tools mid-presentation. Here’s how: https://www.primafact.com/primafact-6-highlights
HIDE YOUR ANNOTATIONS
You will be “popping out” your presentation documents into a separate window that will be displayed during your presentation. To ensure that Annotations are not displayed on your shared screen, take a moment pre-presentation to open a Primafact document in its own tab or window and hide your annotations – once hidden, any documents you open in a Primafact tab or pop-out window will not display annotations. (Note you will still see annotations on binder and list previews – this helps you identify key presentation content, but you will not want to share the preview panel with your viewers.)
PRIMAFACT POPOUTS & PREVIEW SETTINGS
To guide your presentation, you will be using a Primafact binder or list view with the preview panel visible. This window will not be displayed to your audience. You will use a separate pop-out window to share your presentation documents on-screen. Before sharing your screen, take a quick look to confirm your displayed document is set up to hide annotations.
ZOOM SETUP
If you are not the meeting host, you will need to have permission to share during the Zoom meeting. Ideally you will be equipped with two screens – dedicating a full screen to your presentation makes it easier to keep track of what’s being shared, while allowing for comfortable viewing of notes and your Zoom audience.
Display a portion of your screen
If you are using a laptop without a second screen, you will want to use Zoom’s Advanced screen sharing tools to display only a portion of your screen to your audience. Running a practice meeting can be helpful in determining how much screen you will want to dedicate, and where you will position your applications during the Zoom meeting.
In Zoom, you will click the Share button (located in your meeting controls) to share your screen with the audience.
Once you click the Share button at the bottom of the window, a green box will appear on your monitor. Immediately click Pause on the toolbar while you position your presented content within the box. (The box will turn orange when paused.) If desired, move the box to a more suitable location on your screen.
In Primafact, pop out the Primafact document that you will be presenting, and size it to fit your Zoom display window (displaying a full single page generally works well). You can resize the Zoom shared screen portion if necessary to match your desired display. Next, position your main Primafact window, including the preview at a distance from the Zoom shared screen portion. (The distance should be adequate to prevent any Annotation pop-outs from Primafact from encroaching into your shared Zoom window.) You will use this unshared Primafact window as your personal reference during your presentation.
When your display is set to your liking, click Resume. (If you wish, you can check what you are presenting by hovering over You are screen sharing on the meeting controls menu, then clicking the drop-down arrow to view the screen you are sharing with your participants.)
Any time you want to replace the display with a new document, click Pause on the meeting controls, then drag the document into the orange window. Click Resume when you are ready to continue. Similarly, consider briefly pausing your Zoom share if you need to hover over or open an annotation from your main Primafact window to make sure your displayed annotation doesn't spill into the Zoom presentation area.
Away from the shared screen, you can guide yourself through the presentation using a Primafact binder or list view alongside the preview panel. Navigate directly to selected pages on your shared document using the page number box in the Primafact pop-out window.
Zoom Presentation Tools
After sharing your screen, a moveable Zoom control bar will display. Click the Annotate button on the Zoom control bar to display available Annotation tools, including the spotlight tool, drawing, erase and text tools. Consider trying out these tools in advance of your presentation to see what works for you. We like using the spotlight tool as a pointer, as its red color helps your audience to follow along with your movements on-screen. Shape tools also work well to create temporary highlights, which you can erase when you are ready to move on to your next point.
Conclusion
Presenting documents over Zoom using Primafact 6 can be a seamless experience if you set up your screens ahead of time to display only selected content. By leveraging features like the pop-out windows and hidden annotations, along with advanced screen sharing options in Zoom, you can confidently manage your presentation without revealing sensitive material. Remember, good preparation is key—organizing your documents and highlights in advance can streamline the process and ensure your audience stays focused on your message. Whether you’re using one screen or multiple, the steps outlined above will help you present your Primafact documents in Zoom with confidence.
Interested in using Primafact 6 to its fullest potential? Contact us to get started!
