Present Files to Session Participants
Present your documents to participants, who can follow along as you navigate the document or add annotations. The document appears in the Document Viewer for all participants, and all annotations are displayed in real time. Participants can follow along as you move through the document by selecting Auto Scroll or add their own annotations using the toolbar.
Annotations are visible to all participants, while other interface options such as zooming, changing pages, and opening the outline are not shared. Any annotations added to a file are saved to the participant’s copy, which is available in Session Review.
Present files on the record to make them available to others in the Session Exhibits panel and in Session Review. To prevent participants from accessing the files during the Session or later in Session Review, present off the record.
Before presenting, preview the file in the Document Viewer, where you can add annotations.
Supported file types include standard image formats, such as JPG and PNG, PDFs, and standard Microsoft Office formats. To present audio, video, or files 50 MB or larger, share your screen.
Presentation Configurations
Presented files use the same file sharing configurations as shared files. Sessions use Standard file sharing by default, which transfers files to participants’ devices for local rendering. Sessions can be configured for Server-Side file sharing for enhanced security, which renders files on Prevail’s servers and streams them to participants without transferring file data to their devices. See File Sharing Configurations for complete details.
Present Shared Files
All Standard participants can present shared files that have been introduced to the Session. Once you stop presenting, the file remains available to all Standard participants in the Session Exhibits panel.
Participants attending Sessions requiring enhanced security may be assigned the Limited role. Limited participants have restricted file access and cannot access shared or presented files in the Session Exhibits panel. While the names of presented files appear in the AI Speech Capture panel, the file links are disabled. Limited participants cannot view or download files after a session in the Prevail Briefcase or in Session Review.
- On the Session Toolbar, click the Files icon.
Your Session Exhibits panel opens.
- Choose a file to present.
You can present files from the Private or Shared section.
- Click the More icon > Preview.
The Document Viewer opens.
- In the Document Viewer, click Present and Share.
The file appears in the Document Viewer for the Session.
- To end the presentation, click Stop Presenting.
The file is available in the Shared section of the panel for all Standard participants.
Present Files Off-Record
Present your files without sharing them with the Session to keep the presentation off the record and prevent participants from accessing the files outside the live view. When you select Present Only, files do not appear in the Session Exhibits panel and are excluded from the official Session record and Session Review. Presenting off-record ensures files and their contents are not retained after the presentation ends.
Presentations that are stamped by the Host are automatically entered into the record and become available to all Standard participants as shared files.
- On the Session Toolbar, click the Files icon.
Your Session Exhibits panel opens.
- In the Private section, choose a file to present.
- Click the More icon > Preview.
The Document Viewer opens.
- In the Document Viewer, click Present Only.
The file temporarily appears in the Shared section of your Session Exhibits panel view, but remains hidden from the Session.
The file appears in the Document Viewer for the Session.
- To end the presentation, click Stop Presenting.
The file returns to the Private section of your Session Exhibits panel and is excluded from Session Review.
Toggle Auto-Scroll
Auto-scroll automatically updates the participant’s view to match the presenter’s actions. When enabled, the participant’s screen follows changes such as scrolling and page navigation, ensuring their view stays aligned with what the presenter is displaying.
- Hover your mouse above the annotation toolbar.
- To turn on auto-scroll, select Auto-Scroll.
- To turn off auto-scroll, deselect Auto-Scroll.