OptionPower®

Start-Up Guide

Makes PowerPoint ® Interactive



OptionPower®

Start-Up Guide

Copyright © 2007, Option Technologies Interactive, LLC This document is the copyrighted and proprietary property of Option Technologies Interactive, LLC. It is designed for the use of OptionPower® license holders as they explore the software. Permission is hereby granted for such license holders to reproduce this document for internal use within their organizations. OptionPower® is a registered trademark of Option Technologies Interactive, LLC Option Technologies Interactive, LLC Tech Support: 801-621-2500 www.OptionTechnologies.com

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Microsoft, Windows, Windows NT, Office and PowerPoint are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. OptionPower and OptionFinder are registered trademarks of Option Technologies Interactive, LLC.

Table of Contents

About this Guide Installing OptionPower Minimum Software Requirements Minimum Hardware Requirements Recommended Hardware Before you Install OptionPower OptionPower Updates Registration Client support OptionPower Overview The Keypad Hardware The OptionPower Software The Database OptionPower Controls OptionPower Slides OptionPower Objects Properties Create an OptionPower Presentation Loading OptionPower Edit the Title Slide Insert OptionPower slides Save the Presentation View a Slide Show Polling Edit the slides Change the size of the response counter on the First polling slide Change the response choices on the “favorite colors” slide Start the Show Again Saving Data Reports

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About this Guide

Welcome to the future of interactive presentations, participative workshops and immediate feedback surveys - the OptionPower system. You are about to explore one of the most powerful and innovative tools available for people who meet together. The purpose of this guide is to get you started: that is, install the software, register it, add some polling slides into a presentation, and conduct polling during the show. It will also provide you with general information about OptionPower and a conceptual overview of the application. This guide assumes that you have a general understanding of PowerPoint®. Please refer to the help system that is installed with the application for more detailed information about OptionPower.

Installing OptionPower Minimum Software Requirements

Windows XP, 2000 Service Pack 4 or higher, NT4 Service Pack 6.0a Microsoft Office XP or 2003 Microsoft .NET Framework**2.0 Internet Explorer (IE) 5.01 or higher** MSDE 2000 or higher** **These items are included on the OptionPower installation disk and will be installed automatically if necessary.

Minimum Hardware Requirements

180 MB free disk space for prerequisites (MSDE, .NET and IE). 20 MB free disk space for OptionPower and the polling database 100 MB free disk space for polling data 128 MB RAM 500 MHz Processor USB, Ethernet, or Serial Port* *The type of port need varies for different hardware platforms. OptionFinder IR systems require a USB port. OptionFinder SR, DX, EX, and EZ systems require a serial port. OptionFinder IQ requires either an Ethernet or serial port.

Recommended Hardware 1 GB free disk space 256 MB RAM Pentium IV Processor Sound Card 128 MB Video Card

Additional Requirements

Administration or Power User rights Microsoft Word, Excel and PowerPoint

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Before you Install OptionPower is a Microsoft Office add-in. High macro security and antivirus settings may impede OptionPower from functioning. • Under the Tools, Options, Security, Macros Settings tab in PowerPoint, set your Macro Security to Medium. • Make sure you are running the latest version of your anti-virus program.

Install OptionPower OptionPower is a Microsoft Office® add-in. High macro security will prohibit OptionPower from installing and functioning properly. To check your settings; open PowerPoint, on the Tools menu, point to Macro, and then click Security; change the setting to Medium; close PowerPoint. OptionPower requires the Microsoft .NET framework (.NET) and the Microsoft SQL Server Desktop Engine (MSDE) in order to function properly. The OptionPower installation searches for these programs; if not found, they will be installed automatically before the OptionPower installation finishes. The .NET framework requires an updated Microsoft Installer and Internet Explorer 5.01 or newer. Depending on what Microsoft software is already installed and on the speed of your CD ROM drive, installation will take between five and twenty minutes. If the Microsoft Installer needs to be updated for .NET, it does so automatically. You may then be prompted to reboot your computer. Click Yes to reboot. If Internet Explorer needs to be installed or updated, it will be installed at this point. You may then be prompted to reboot your computer. Click Yes to reboot. If .NET needs to be installed, it will be installed at this point. You may then be prompted to reboot your computer. Click Yes to reboot. If MSDE needs to be installed, it will be installed at this point. You may then be prompted to reboot your computer. Click Yes to reboot.

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The OptionPower installation should continue automatically. Now that all of the Microsoft pre-requisites have been found, OptionPower can be installed on your computer. If at any time during the installation process the OptionPower installation does not continue automatically, please launch the OptionPower installation manually (Click the Setup.exe file from your original installation media). The OptionPower installation will pick up where it last left off.

OptionPower Updates Updates are posted on www.OptionTechnologies.com, the OTI web site. You will need a user name and password to access the download pages.

Registration

You will be prompted to register the first time you open OptionPower. (Click the Loads OptionPower Add In button). 1. Under Unregistered OptionPower products check the box for OptionPower with Keypads OR the box for OptionPower Authoring and boxes for any additional products you purchased such as the Group Competition Module. 2. Click Register. 3. Enter your user name and password and then click Submit. 4. If you do not have a user name and password, click Certificate Number, enter the requested information and click Submit. Note: The certificate number is good for one use only. Please record your user name and password. You will need them when registering or unregistered products in the future. They also grant you access to the OTI web site and shopping cart. 5. When registration is complete, Click OK and close the registration dialog.

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Starting Help Do one of the following: • On the OptionPower menu, click Help. • If an OptionPower dialog is open, click the Help button on the dialog.

Client Support To contact the technical support staff, please call (801) 621-2500 between 9:00 a.m. and 7:00 p.m. Eastern Standard Time. For e-mail support, send messages to [email protected]. Technical support is available for clients currently enrolled in our maintenance program (see your maintenance agreement for details). There is a fee of $45 per incident for clients without maintenance.

OptionPower Overview The OptionPower polling system consists of three sub-systems: the keypad hardware, OptionPower software and the database. Here is a brief overview of the sub-systems:

The Keypad Hardware OptionPower works with several keypad systems. All of the systems have two components: a base station that receives signals from the keypads and transmits them to a computer, and keypads that transmit responses. Each keypad has a unique number or “address” that identifies the signal coming from that keypad. During polling, participants press the number on the keypad that corresponds with their response choice. The keypad address and the participant’s response are transmitted to the base station and then to the software. The SR and G2 platforms support single digit responses (one response per question). The OptionFinder IQ platform supports multi-digit response. The OptionPower software contains a keypad wizard that will help you define and test your keypad system setup. This will be discussed later in the View a Slide Show section.

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The OptionPower Software OptionPower is an add-in to PowerPoint. This means that it adds the ability to conduct polling to PowerPoint’s already extensive capabilities. There are two OptionPower add-ins: the “start” add-in and the “main” add-in. The Start add-in adds a tool bar with the button you click to load OptionPower: It also checks every PowerPoint Presentation you open for OptionPower slides. If it finds any OptionPower polling slides in the presentation, it automatically loads the add-in. The Main add-in provides the user interface to OptionPower. When it is loaded, PowerPoint’s menus extend to include OptionPower functions and dialog boxes and the OptionPower tool bar is added.

The Database The Option Technologies Interactive Data Engine (OTIDE) is where OptionPower stores response data and information about the questions that were polled. This information is automatically saved to the database as you complete each poll in your slide show. You can retrieve this information later and use it to generate reports or review charts from a polling session. OptionPower’s Database Utilities Wizards will help you manage the information in your database. You can use the wizards to delete unwanted data, export and import data from one database to another, and back up the whole database for safekeeping. When you install OptionPower you also install Microsoft’s SQL MSDE database system and SQL Server Services Manager. The button illustrated below is added to the task bar to help you monitor the status of the server. The server must be running.

The MSDE Services Manager

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OptionPower Controls Once OptionPower is loaded, PowerPoint’s menus expand to include OptionPower commands. All OptionPower commands can be found in the following three areas: The OptionPower menu contains a list of the commands you need to create slides, test your hardware and create reports and manage polling data. The OptionPower tool bar contains buttons for the commands you will need most often - inserting slides, viewing the slide show checklist, and running the keypad wizard. The tool bar has a menu with a list of all of the polling and data objects that can be added to OptionPower slides. The tool bar also contains the OptionPower Objects menu which lists all of the objects that can be added to slides to help facilitate the polling process or display statistical data for the results. The Shortcut menus for objects, slides and the slide show list OptionPower commands and functions.

OptionPower Slides OptionPower slides are created through the OptionPower menu or the New OptionPower Slide button on the OptionPower tool bar. An OptionPower, or polling, slide is a regular PowerPoint slide that supports keypad polling because of specific objects added to the slide. An OptionPower object is any element or shape on a slide that is used for a specific purpose during polling or when displaying data. All OptionPower polling slides have at least two polling objects: a polling prompt and a response choice list. The polling prompt is the question or statement that initiates participant responses. The response choice list contains all of the possible answers to a question. Most OptionPower slides also contain a chart or polling data object to present polling results.

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OptionPower Objects All OptionPower objects fall into one of the following two categories: Polling Objects are added to slides to help facilitate the polling process. Response counters, for example, display the number of responses received so the system operator knows when to advance the slide. Polling Data Statistics are text boxes that present polling data in ways that supplement the OptionPower Chart Object. For example, you may want to show the average or the standard deviation for the responses to a poll.

Properties All OptionPower slides and most OptionPower objects have property settings that you can adjust to customize your presentation. Properties are used to define the attributes of objects, specify that a slide should be treated in a particular way, and control the appearance of polling results during a slide show. To access the property dialog boxes, right-click the slide, the chart, or the border for the polling object you wish to change and then click the Properties command on the shortcut menu.

Create an OptionPower Presentation Loading OptionPower 1.

Start PowerPoint

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Open a blank presentation

3.

Click the ”Loads the OptionPower Add-in” button on the OptionPower tool bar.

Note: If you open a presentation that contains OptionPower slides, OptionPower will automatically start.

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Loads the OptionPower Add In

Edit the Title Slide 1.

Click the title placeholder and enter the text “First OptionPower Presentation”.

Insert OptionPower Slides 1. On the OptionPower menu, click New OptionPower slide. 2. Click the first slide layout (Columns with Data Labels), and then click OK. 3. Enter the polling prompt “What’s your favorite color?” 4. Enter the response choices “Blue, Red, Yellow, Orange, Green”. 5. On the OptionPower menu, click New OptionPower slide. 6. Click the second slide layout (Interleaved bars for Short Response Choices), and then click OK.

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Enter a polling prompt and several response choices.

Save the Presentation 1. On the File menu, click Save. 2. Enter a name and location for your presentation. 3. Click Save.

View a Slide Show Start the slide show by clicking the View Show Checklist button on the OptionPower tool bar. The checklist displays the settings that are critical to polling and uses a color scheme to indicate their status. If the status is red, this indicates a show stopper and you should define or test the setting before you start your show. The yellow is a cautionary status, and you may need to check the setting so that the presentation runs according to your expectations. If the status is green, then this setting has been set and is ready to start the slide show and begin polling. On the Checklist:

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Click the Source of data button until it shows Keyboard. Note: Use keyboard or simulate to test your polling slides without setting up your hardware system. Make sure the source of data is set to Keypads when you poll with an audience. Click the Hide Polling Objects if it isn’t already showing green. Click the Start Show button to view the show. (It will take a few seconds for OptionPower to check for existing polling data and start the show). The create an OptionPower Polling Session dialog appears. Click Next to create a new session. The Polling Sessions contain the data collected when viewing a slide show. The polling data exists dialog will appear each time you start a show giving you the opportunity to create a new, delete, or review existing polling sessions. Click the Help button on the dialog for an explanation of the options presented. 1. The first slide in your show is the title slide. Advance to the next slide using any of PowerPoint’s next commands (e.g., right arrow, page down, mouse click, spacebar). On the first slide, it may take a few seconds for the response counter to appear. 2. Enter responses on your computer keyboard. 3. When all of the responses have been received, the slide advances and the chart appears. You can advance the slide before all responses have been entered to cut off polling and bring up the chart. 4. With the chart showing, press the F7 hot key to toggle between the percentage of responses to each choice and the number of responses to each choice. 5. Advance to your second polling slide and enter responses. When the chart appears back up to the previous slide. Move back and forth among the slides to get a feel for how navigation works. 6. Display the chart for either slide. Now re-poll the question by pressing the V hot key. This command deletes data from the first poll and opens polling again. 7. Right-click the slide to view the shortcut menu and a list of functions available when viewing a slide show.

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These functions are available while polling is open:

• Decrease to current: Hot key = D. This Decreases the keypads

OptionPower will expect responses from (on future polls) to only those keypads that have currently responded to the present poll.

• Increase to maximum: Hot key = I. This Increases the number

of keypads OptionPower will accept (on this and future polls) to the maximum number of keypads specified in the keypad setup wizard.

• Reset polling: Hot key = Z. This deletes the responses collected so far and resets the poll timer (if a poll timer is on the slide).

• Pause/Un-pause polling timer: Hot key = Pause. If a poll

timer exists on the slide, this pauses or restarts the timer. Note: OptionPower continues to collect responses even if the poll timer is paused.

These functions are available when viewing the chart:

• Select a cross-tab question: Hot key = G. This brings up a dialog

for selecting a cross-tab filter to apply to the current polling data. For example, you could select another polling question (e.g., Gender), then break down data to the current poll by gender.

• Rotate cross-tab categories: Hot key = R. Once a cross-tab

question has been applied (e.g., gender), you may filter the data by Rotating among the cross-tab categories.

• Load the current cross-tab question: Hot key = Ctrl+G. This

allows you to apply the “current” cross-tab question without having to bring up the “select cross-tab question” dialog.

• Toggle percent/count: Hot key = F7. This changes the data being

displayed between the percentage who responded to each choice and the number who responded to each choice.

• Re-poll: Hot key = V. This will first ask you to confirm your intention to

overwrite the existing poll data. If you answer yes, polling begins again.

• Toggle Comparison: Hot key = F6. Select this command to toggle

between a single series chart and a chart displaying comparative data. Comparative data charts display a series of bars for the current responses and additional series for data from some other source. Sources for comparative data include: data from another question in the same presentation, data from a different polling session, or data entered manually.

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• Rotate Comparative Series: Hot key = S. Rotate between the

different series of data displayed on a comparative data chart. For example, rotate once to display the current responses only, rotate again to display the first series of comparative data only, etc. After rotating through the individual series, rotate again to display all of the series at once.

• Order Results: Hot key = O. Change the order of items displayed on

ranking results scoreboards. Data may be ordered in three ways: high to low, low to high, or in alpha order.

• Highlight Next Item: Hot key = T. Highlight one item at a time on an

Average Results or XY chart. Press T once to highlight the first item on the chart. The next item may be the first list item, the item with the highest average, or the item with the lowest average depending on the sort order of the bars. The first item may the first list item, the item with the highest average or the item with the lowest average depending on the sort order of the bars.

• Highlight Previous Item: Hot key = Shift+T. Highlight the previous Item.

These functions are available any time:

• Verbal Question: Hot key = Q. This automatically inserts a new slide

for the presentation. The slide has the prompt “please respond now”. The facilitator may verbally state a question with up to ten response choices. The number of bars on the chart is determined by the highest number participants press on their keypad, i.e. if the facilitator prompts them to enter 1 for yes and 2 for no, the chart will have two bars.

• Show Hidden Chart: Hot key = F9. You can change your settings

to not display results after a question is polled. If the need arises to display polling results, the F9 key overrides your settings and displays the chart.

• Replace Keypad: No Hot key - use the Right-Click menu to find this shortcut. Selecting the option brings up a dialog for swapping out a failed keypad. You would have to do this if a keypad fails and the participant has already “logged” into demographic categories.

• OptionPower Help: Hot key = Ctrl+H. This produces a small help box showing just these hot keys and show functions.

• PowerPoint Shortcuts: During the show press F1 to bring up a list of PowerPoint shortcuts (B Blacks the screen, W Whites the screen).

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Edit the Slides Exit the slide show and return to the presentation. Change the size of the response counter on the first polling slide You will notice the response counter does not show on the slide. This is because OptionPower “hides” it when polling is finished. 1. On the OptionPower menu, point to OptionPower Objects and then click Show All. 2. Click on the response counter and increase the font size. Change the response choices on the “favorite colors” slide OptionPower allows you to change most things on a slide, but certain restrictions apply if you intend to keep the polling data from earlier sessions. If you want to add a response choice, you can add it as the last choice. If you need to insert it into the middle of the choices, you will have to delete the polling data from the practice session. 1. Add a 6th choice “Purple”. Start the Show Again 1. Start the slide show by clicking the Show Checklist button on the OptionPower tool bar and then clicking Start Show. 2. Select Purge a single session and re-poll and click Next. Confirm that you want to delete the previous session. 3. Enter data for all of the slides and view changes made during editing. 4. Exit the show. Saving Data During a show, polling data is automatically saved to the database as each poll is completed. Use the database utilities Import/Export Wizard to export polling session data from the database and save a copy of the data to another location. Reports The Report Manager (on the OptionPower menu) extracts data from the OptionPower database and saves it to Excel worksheets. You indicate what data should be extracted by selecting the polling Sessions (if you ran the show more than once) and by selecting specific questions. You can also include a break down of the data by cross-tab categories.

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Option Technologies Interactive, LLC Tech Support: 801-621-2500

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