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WebEx Meeting Center User Guide

1. dl nts Chat Annotate The Meeting window then appears To return to a sharing window In the Application Share dialog box which appears in the Meeting window select Return to Sharing hi Application Share You are na longer viewing the presenter s shared content Py Return to Sharing Annotating shared software Start or stop annotation mode Use annotation tools Host or Presenter Let a participant use annotation Save annotations 185 Chapter 14 Sharing Software Ask for permission to use annotation Participant Use annotation tools a RETURN Save annotations Give up annotations You can annotate a shared desktop application or Web browser during a meeting using the highlighter or other annotation tool Meeting participants can see annotations in their sharing windows Starting and stopping annotation Host or Presenter only When you are sharing a desktop application or Web browser you can make annotations on the software Participants can see all your annotations To start annotating shared software 1 On the Meeting Controls panel select the Annotate button The Annotation button has the image of a pencil on it a The Tools panel appears lt 7 anotetiontols x ep T 0 2 E a e d Allow to Annotate g Stop Annotating 2 Select a tool for making annotations N
2. OF Initiatives Left arrow to see the previous page or slide Right arrow to see the next page or slide If Microsoft PowerPoint slides are being shared the drop down list also displays the title of each slide Synchronizing your view of pages slides or whiteboards During a meeting you can synchronize the display of shared content in your content viewer with the display in the presenter s viewer This option is useful for example if you are viewing a previous slide in a presentation and want to quickly return to the actual slide that the presenter is discussing Synchronizing your display also resizes it to that in the presenter s content viewer To synchronize your view of shared content in the presentation viewer On the View menu at the bottom of the window select Sync Display With Presenter 2 Sync Display With Presenter L 165 sharing Web Content About sharing Web content You can share Web content that resides on The public Internet or Web Your company s intranet Your computer or another computer on your private network Web content includes Web pages including pages that contain embedded media files such as Flash audio or video files Standalone media files such as Flash audio or video files The Web content that you share opens in the content viewer on each participant s screen If you share a Web page participants view and interact independently with the conten
3. If you leave this box empty the WebEx Meeting ID is used by default When you start your WebEx meeting the CUVC Video panel displays automatically This is an optional feature that must be enabled by your site administrator Questions about required information for setting up a meeting Why set up an unlisted meeting You can prevent a scheduled meeting from appearing on the meeting calendar and any other publicly accessible pages on your Meeting Center Web site by setting up an unlisted meeting If a meeting is unlisted the meeting details such as its host topic and starting time are not available on the calendar and other places This additional security may help prevent unauthorized access to the meeting To join an unlisted meeting a participant must provide a unique meeting number If you invite a participant to an unlisted meeting the participant receives an invitation email message that includes complete instructions for joining the meeting including the meeting number and a URL that links directly to a Web page on which the participant can join the meeting What are tracking codes Your site administrator can include tracking codes in the Advanced Scheduler Tracking codes may identify your department project or other information that your organization wants to associate with your meeting Tracking codes can be optional or required depending on how your site administrator sets them up How can learn more abo
4. starts To obtain information about a meeting in progress In the Meeting window on the Meeting menu choose Information The Meeting Information dialog box appears listing general information about the meeting including the Meeting name or topic Location or URL of the Web site where the meeting is taking place Meeting number Teleconferencing information Current host Current presenter Current user that is your name Current number of participants Editing a message or greeting during a meeting 128 When scheduling a meeting you can create a message or greeting for participants and optionally specify that the message or greeting automatically appears in participant windows once they join the meeting During a meeting you can edit the message or greeting that you created or edit the default greeting In your message or greeting you can welcome the participant to the meeting provide important information about the meeting or provide special instructions To edit a message or greeting during a meeting 1 Inthe meeting window on the Meeting menu choose Welcome Message The Create an Attendee Greeting page appears 2 4 Chapter 10 CO Display this message when attendees join the meeting Mersage Welcome to E7 REELING You Gah chat gharg presanistions dorcum nts OE Applicat LOND Eig Lh aus broowsec Regards Harie Brooks ery oo 255 characters max WRF ance Type a
5. All chat messages that you send or receive appear on the Chat panel in the meeting window The Chat function allows you to perform these tasks Send chat messages Assign sounds to incoming messages Print chat messages Save chat messages Open a chat file during a meeting Sending chat messages During a meeting the presenter can specify chat privileges for participants These privileges determine to whom participants can send chat messages To send a chat message 1 Open the Chat panel 2 Inthe Send to drop down list select the recipient of the message 3 Enter your message in the chat text box 199 Chapter 15 Using Chat 4 Depending on the operating system you use follow this step Windows Click Send Mac Select enter on your keyboard Note If you join a meeting in progress you can see only the chat messages that participants send after you join the meeting Assigning sounds to incoming chat messages 200 You can choose to play a sound for one of these occasions If you are not viewing the Chat panel For only the first chat message that you receive in a thread Whenever you receive a chat message To assign sounds to incoming chat messages 1 Open the Preferences dialog box by performing these steps Windows On the Edit menu choose Preferences Mac On the Meeting Center menu choose Preferences 2 Depending on your operating system follow one of these steps Windows Click th
6. Start sharing a web browser Manage how participants view the shared Web browser Annotate and draw on a shared Web browser and let a participant draw on a shared Web browser Learn how to share Web browsers effectively Stop sharing a Web browser Starting Web browser sharing Host or Presenter only You can share a Web browser with meeting participants To share a Web browser 1 On the Share menu choose Web Browser Your default Web browser opens 2 Go toa Web page in your browser Note Participants view all new Web browser windows that you open You can show participants several Web pages simultaneously 177 Chapter 14 Sharing Software Stopping Web browser sharing Controlling views of shared software 178 You can stop sharing a Web browser at any time To stop Web browser sharing On the title bar of the application that you no longer want to share select the Stop button Tip You can temporarily pause Web browser sharing rather than stopping Web browser sharing Host or View l dic Participant Presenter My Desktop Cbrl Alk 0 Document From My Computer Application Whiteboard Cbrl Alk h Web Content Web Browser Remote Computer My Meeting Window Pause or resume sharing Control full screen view of shared software Synchronize views Chapter 14 Sharing Software Participant Hotes Control your view of shared Manage Panels software Close your PE sharing
7. A Quick Tour of the Meeting Window Accessing panels from the Meeting Controls Panel While you are sharing a document in full screen view or sharing an application desktop or Web browser you can access panels from the Meeting Controls Panel ATOR SHARON i Displays icons for working with attendees Displays a maximum of 4 panel icons You can open any remaining panels from the menu that appears when you select the down arrow Q Stops sharing and returns to the Meeting window Provides access to meeting controls and panels that are not usually displayed on A the Meeting Controls Panel such as Polling and Notes Displays the Participants panel Displays the Chat panel Displays the Annotation Tools panel Displays the Recorder panel 114 Chapter 9 A Quick Tour of the Meeting Window Viewing Panel alerts You will see an orange alert if a panel is collapsed or closed and requires your attention Some reasons for seeing alerts A participant arrives or leaves a meeting A participant starts or stops sending video A Raise Hand indicator appears in the Participants list The note taker publishes notes An participant sends a chat message A poll opens or closes Poll answers are received For example if a participant joins or leaves your meeting and you have collapsed or closed the participant panel the following table shows you different ways you can be alerted Windows M
8. Attendees Bob Simon Michael Gabriel l i Saving notes to a file Provide closed captions for a meeting DOES e O eT ee T Specifying note taking options for a meeting 220 During a meeting you can turn the notes option on or off and specify one of these options All participants with access to notes can take private notes Only one participant can take notes Only one participant takes notes for closed captions To specify note taking options for Windows 1 Inthe Meeting window on the Meeting menu choose Options The Meeting Options dialog box appears with the General tab selected by default 2 Select the note taking option you want and click OK To turn the notes option on or off check or uncheck the Notes check box To turn the closed captions option on or off select or clear the Enable Closed Captioning check box To specify note taking options for the Mac 1 On the Meeting Center menu select Preferences 2 Select Tools 3 Select the note taking option you want and click OK To turn the notes option on or off check or uncheck the Notes check box Chapter 18 Managing and Taking Notes To turn the closed captions option on or off check or uncheck the Enable Closed Captioning check box Note Once you change the notes option any published notes or closed captions are removed from each participant s Notes or Closed Caption panel Be sure to ask participants to save notes or clo
9. Clearing annotations 160 You can clear any annotations that you or another attendee makes on a shared page slide or whiteboard in the content viewer You can clear All annotations at once Only specific annotations Ifyou are the presenter or host clear all annotations you have made S T 7O07 B B annotation tools To clear all annotations on a shared page slide or whiteboard 1 On the annotation toolbar click the downward pointing arrow to the right of the Eraser Tool icon D Eraser tool 2 Choose Clear All Annotations Note Only annotations on the page or slide that currently appears in your content viewer are cleared Annotations on other pages or slides are not cleared If you are the host or presenter you can clear all the annotations you ve made To clear all annotations you have added to a shared page slide or whiteboard 1 On the annotation toolbar click the downward pointing arrow to the right of the Eraser Tool icon D Eraser tool 2 Choose Clear My Annotations To clear specific annotations on a shared page slide or whiteboard 1 On the toolbar click the Eraser Tool icon Chapter 12 Sharing Presentations Documents and Whiteboards D Eraser tool Your mouse pointer changes to an eraser 2 Click the annotation you want to clear To turn off the eraser tool On the toolbar click the Eraser Tool icon D f Eraser tool Clearing pointers You can clear your own poin
10. Download Lets you download the recording to your local computer lf downloading the file requires a password you must provide the password a T Modify Lets you edit information of the recording B Disable Lets you disable the recording in all locations 4s Delete Lets you delete the recording from this page Lets you upload a new recording Indicates that a recording is password protected About the My WebEx Files gt My Recordings gt Miscellaneous How to access this page Log in to your WebEx service Web site and then click My WebEx From the left navigation bar click My Files gt My Recordings gt Miscellaneous Chapter 20 Using My WebEx What you can do here Manage upload and maintain recording files of meetings you host Options on this page Option S Search You are currently using X of Y GB Site storage X of Y GB D Topic Size Create Time Date Duration Format Description Refreshes the information on the page Allows you type text to search for within recording names Click Search to start the search The percentage of available personal storage space on your WebEx Service Web site that is being used by your recordings This field appears only if your site administrator has turned on the option to show personal recording storage allocation usage If this field does appear and you exceed your personal storage allocation you will not be able to record meetin
11. Guestions Resuits Bar Graph TW hat iz your favorite color a blue 450 Ti b red 1 4254 E c green 00 d black 0H No Answer 1 4255 B 2 Hat do you enjoy doing at lei a reading 4754 D b watching movies 4753 D c traveling 4 202 The Results column d sports 1 4254 E tacae he Ho Answer 1 425 percentage of attendees who chose each answer The Bar Graph column provides a graphic representation of each percentage in the Results column 3 Please give us feedback abou Folling statuz 3 of 4 attendees have responded Remaining time 204 Time lirit 10 00 Share with attendees iw Poll results Her Poll Edit Questions Sharing poll results with attendees After you close a poll you can share the poll results with attendees The poll results you can share during a meeting are anonymous However Meeting Center records responses from each attendee in addition to group results and allows you to save those individual and group results To share the results of a poll In the Share with attendees section on your Polling panel select Poll results and then click Apply 211 Chapter 16 Polling Attendees The results of the poll appear in the attendees Polling panels just as they do on your Polling panel Saving and opening poll questionnaires and results Task description If you have prepared a poll questionnaire you can Edit Share View
12. OMG s 4 12 06pm If you did not specify automatic login enter the required WebEx account information in the dialog box and then click Log In On the WebEx One Click panel click Start Meeting Chapter 8 Setting Up a One Click Meeting O WebEx One Click Meet Mow ca Enter email or mobile or meeting number a Start Meeting HE Join Meeting Start Scheduled Meeting Meet Later Hy Schedule Meeting o gt Edit WebEx Settings To start a One Click Meeting using a One Click shortcut Click one of the following shortcuts Shortcut Description Open One Click Right click menu of taskbar icon shortcut Right click the WebEx One Click taskbar icon and then click Start meeting now to start an instant meeting Right click the WebEx One Click taskbar Schedule a Meeting icon and then click Start a Scheduled Meeting to start a previously scheduled meeting or click Start Personal Connect to My Computers Conference meeting to start a previously scheduled Personal Conference meeting Start Meeting Mow Start Personal Conference Meeting Start a Scheduled Meeting Join a Meeting WebEx Settings Note You can also right click the WebEx One Help Click taskbar icon and then click Schedule a Aba WebEx Greece meeting to schedule a WebEx meeting using Microsoft Outlook or Lotus Notes Exit 103 Chapter 8 Setting Up a One Click Meeting 104 Start Personal Conferenc
13. Options on this tab LS Language link Time zone link Date Click the Refresh icon at any time to display the most current list of meetings Click to open the Preferences page where you can select the language setting for your WebEx service Web site Click to open the Preferences page where you can select the time zone setting for your WebEx service Web site The date for the daily list of meetings The default is the current date Click the Previous Day icon to display a list of meetings for the previous day Click the Next Day icon to display a list of meetings for the next day 243 Chapter 20 Using My WebEx 244 Option The meetings you host The meetings you are invited to Show past meetings Time Topic Type Status Delete Description Shows a list all of the online meetings or Personal Conference meetings that you are hosting Shows a list all of the meetings or Personal Conference meetings to which you have been invited Select to include concluded meetings in the list of meetings The Ascending Sort indicator appears next to a column heading and the meetings are sorted by the column in ascending order The Descending Sort indicator appears next to a column heading and the meetings are sorted by the column in descending order The starting time for each scheduled meeting Click the box next to a meeting start time to select that meeting Click the box next
14. Polling status Windows Not started z Arab To view each attendee s In progress m 030 polling status click one of Finished E 173332 at these three buttons Remaining time Ae Tinie lirit 10 00 209 Chapter 16 Polling Attendees i ea r i P m ara ae ae a a ee Z my m A a ol ae Not started 11 100 0 m Mac In progress 1 OU Finished 0 1 0 0 To view each attendee s Click to see detailed status polling status select the text Remaining time 4 15 Time limit 05 00 d Close Poll Click to see detailed status 3 Click Close Poll when the time is up If you specify a timer and the poll times out the poll automatically closes Attendees can no longer answer questions Once you close a poll you can view the poll results and optionally share them with attendees Viewing and sharing poll results After closing a poll you can View the complete results of the poll Share group results with attendees The poll results you can share during a meeting are anonymous However Meeting Center records responses from each attendee in addition to group results and allows you to save those individual and group results Viewing poll results Meeting Center bases the percentage for each answer on the total number of attendees in the meeting not the total number of attendees who submitted answers in the poll 210 Chapter 16 Polling Attendees a LZ Poll Questions
15. Stream recording link Description The name of the recording You can edit the topic at any time The time and date the recording was created The length of the recording A description of the recording The file size of the recording The date and time at which the recording was created The status of the recording The possible options are Enable or Disable Indicates whether a user must provide a password to view the recording Clicking the link lets you play the recording available only for recording files with the arf extension that were recorded by NBR Chapter 11 Managing Recorded Meetings Option Description Download recording link Clicking the link lets you download the recording Clicking the button lets you play the recording available only for recording files with the arf extension that were recorded by NBR If you want to download the recording you can also click the link for downloading under Play Recorded a meeting Now Clicking the button opens the Share My Recording window which allows you to send an email message to selected ccc recipients inviting them to play your recording Send Email If you want to send the email with your local email client instead click the link for using the email client under Share My Recording Modify Clicking the button opens the Edit Recording page Delete Clicking the button deletes the recording Clicking the button disables the recording ever
16. View Audio Participant Meeting Help Monitor 1 Document From My Computer Monitor Application Whiteboard Chrl Alk hy Web Content Web Browser My Meeting Window 2 Select the monitor to share Your desktop appears in a sharing window on participants screens Note If your desktop has any background images or patterns or wallpaper your Meeting Manager software may remove them from participant views to improve the performance of desktop sharing Stopping desktop sharing 176 You can stop desktop sharing at any time To stop sharing your desktop In the Meeting Controls box select the Stop button Qmm ll Tae e 5 You can also pause sharing Select the Pause M Pits Shee Ani iga button located next to the Stop button If you are a participant rather than the presenter select the Return button to leave the sharing session Chapter 14 Sharing Software F You do not leave the meeting just the sharing N chat weet portion of it Sharing a Web browser A presenter uses Web browser sharing to show all meeting participants all Web pages that he or she accesses in a browser Web browser sharing is useful for showing participants Web pages on the Internet or the presenter s private intranet or computer Participants can view the presenters Web browser including mouse movements in a sharing window on their screens Tasks related to sharing a Web browser
17. When selected for a phone number in your user profile allows you to receive a call from the teleconferencing service if it is using an integrated call back feature If your site includes the international call back option participants in other countries receive a call back For more information about this option ask your site administrator If enabled by your site administrator allows you specify a call in authentication PIN to prevent spoofers from using your number to dial into a teleconference If your site administrator sets the authentication PIN as mandatory for all accounts using call in authentication on your site you must specify a PIN number or caller authentication will be disabled for your account This option is available only if you have selected the Call in authentication option for at least one of the phone numbers in your profile The PIN can also be used to provide a secondary level of authentication for calls where the host is using the phone and may need to invite additional attendees Enter any personal information that you want to maintain in your profile Chapter 20 Using My WebEx Partner integration options Your site administrator can set up custom links to the Web sites of your company s partners and then display the links on the My WebEx navigation bar For example if your company uses another company s Web site to provide a service your site administrator can provide a link to that company s site in
18. and then resume sharing once you return to the shared application Pausing software sharing conserves processor usage and memory on your computer while you view the Meeting window Application and Web browser sharing only If you have more than one monitor when you share an application or web browser the participants can see it on whichever monitor you are displaying it If you move the application or Web browser to another monitor it is still visible to the participants If you are sharing more than one application the participants will see the best view if you make sure the applications are displaying on the same monitor Because software sharing requires additional bandwidth during a meeting it is recommended that you use a dedicated high speed Internet connection when sharing software However if participants are using dial up Internet connections 197 Chapter 14 Sharing Software they may notice a delay in viewing or controlling shared software If you want to share a document such as a Microsoft Word or Excel document you can improve the meeting experience for these participants by using document sharing instead of application sharing 198 Using Chat Chat is useful during a meeting if you want to Send brief information to all participants Send a private message to another participant Ask a question but do not want to use the Q amp A option which provides a formal procedure for asking and answering questions
19. browser you can take back control of the shared software at any time You can do either of the following Take back remote control of shared software temporarily allowing a participant to take control at any time Prevent a participant from further controlling shared software To take back control a shared software temporarily On your computer s desktop select your mouse You can now control the shared software The participant who was controlling the shared software can take back control at any time by clicking his or her mouse To prevent a participant from further controlling a shared software 1 On your computer s desktop click your mouse You can now control the shared software On the Meeting Controls Panel select the down arrow button on the Assign button dl A Co kad p FA hat Annotate Assign Participants Recorder Make Presenter Pass Keyboard and Mouse Control Auto Accept All Requests Allow to Annotate Testing Deeps 2 On the menu that appears choose Pass Keyboard and Mouse Control A menu appears containing a list of all participants in the meeting A check mark appears to the left of the participant who has remote control Chapter 14 Sharing Software 3 Choose the participant s name to remove the check mark and cancel the selection Sharing applications with detailed color Windows For Windows users only By default Meeting Manager sends images of sha
20. gt Chat The Save Chat As dialog box appears 2 Do either or both of the following Type anew name for the file Choose a new location at which you want to save the file 3 Click Save Meeting Manager saves the file at the location you chose The file name has a txt extension Opening a chat file during a meeting 202 If you saved chat messages to a txt file you can display those chat messages on your Chat panel by opening the file To open a chat file in a meeting 1 Inthe Meeting window on the File menu choose Open gt Chat Chapter 15 Using Chat The Open Chat dialog box appears 2 Select the chat file that you want to open 3 Click Open The chat messages appear on the Chat panel If there are already chat messages in your chat viewer Meeting Manager appends the messages from the chat file to the existing messages 203 Polling Attendees During a meeting you can poll attendees by presenting them with a questionnaire Conducting a poll can be useful for gathering feedback from attendees allowing attendees to vote on a proposal testing attendees knowledge of a topic and so on During the meeting the presenter is responsible for Preparing a poll questionnaire Conducting a poll during the meeting After closing a poll the presenter can View poll results Share poll results with attendees Save poll results for viewing outside a meeting Preparing a poll questionnaire Whe
21. 0 me LEEI fee Mae iraia Audo ee In the dialog box that appears you can select one of the following Spotlight and Lock a Participant video The active speaker This is the default The display focuses on the current speaker and changes as the speaker changes Who do you want participants bo see CD The active soesker fs A specific perticipert A specific participant The display focuses on only the specific participant that you select Switching to and from full screen mode Full screen mode displays your video across the entire desktop space and is great to use when you want to see a larger view 231 Chapter 19 Sending and Receiving Video 232 The active speaker or a specific participant is shown in the main display with all other participant videos arranged in a row beneath To switch to and from full screen mode do one of the following Double click the main display Select the full screen mode icon in the upper right corner of the display Di Marah mei a et pa pay Ha i Chapter 19 Sending and Receiving Video Display a list or thumbnail view of participants select the participant icon to switch between the participant list or thumbnail views Participant list view ae f Ame Loper We Make Presenter dude Participant thumbnail view 233 Chapter 19 Sending and Receiving Video Setting webcam options If yo
22. Any presenter can also pass the ball to make another meeting participant the presenter There are numerous ways to make someone else the presenter depending on how you are viewing participants 123 Chapter 10 Managing a Meeting Here are a couple of quick ways to make another participant the presenter E Recorder Ifyou are viewing a list of participants do either of the following Drag the ball from the last presenter to the next presenter Choose a name and select Make Presenter at the bottom of the panel If you are viewing participant thumbnails do either of the following Mouse over a thumbnail and select Make Presenter Choose a thumbnail then select Make Presenter at the bottom of the panel The participant becomes the presenter with all associated rights and privileges for sharing information 124 Chapter 10 Managing a Meeting Note Use the docked tray at the top of your screen to change presenters when you are sharing Making someone else the presenter when you are sharing When you are sharing your desktop an application or files in full screen mode the docked tray at the top of your screen provides an easy way to change presenters To make someone else the presenter using the docked tray Mouse over the bottom of the docked tray to expose it Select Assign then Make Presenter Select a participant The participant becomes the presenter with all associate
23. Automatically accept all registration requests option on this page Manually by using the options on the Registered Attendees page For details see Accepting or Rejecting 59 Chapter 4 Scheduling a Meeting Use this option To Registration Requests Obtain detailed attendee Select which information attendees must provide to register information for the meeting Information that you do not select still appears on the form but attendees need not provide it to register for the meeting Automatically accept all Accept all registration requests automatically and lets all registration requests registrants attend the meeting You do not receive registration requests If this option is not selected you must accept or reject each registration request individually using the options on your meeting service Web site Questions about registration What are the benefits of requiring attendees to register for a meeting You can require meeting attendees to register for a meeting before they can join it Requiring registration allows you to View a list of attendees to determine whether they have registered for the meeting Obtain attendees names email addresses and optionally additional personal information before they can join the meeting Accept or reject individual registration requests Increase the security of your meeting If you invite an attendee to a meeting that requires registration the attendee receive
24. Inthe submenu that appears select Share Desktop A submenu shows you the available monitors Chapter 14 Sharing Software z LATOR SHARING BE Share foplcsbon amp 3 Select the monitor number you want to share The Meeting Controls Panel indicates which monitor you are sharing In addition a green border appears around the monitor you are sharing Controlling your view as a participant Participant only When viewing or remotely controlling shared software you can set these options which determine how shared software appears on your screen Display the shared software in a full screen view or a standard window A full screen view of a shared application or desktop fits your entire screen and does not include a title bar or scroll bars Scale or resize a shared desktop or application to fit the full screen view or standard window in which it appears To control your view of shared software On the Meeting Controls Panel select the down arrow the last button on the panel and then choose View Then choose an option from the menu E Notes andde Panek Aak bo Conbral Audio Cantaran Full Screen Meeting Info E Fit in viewer Fit bo With Rietumi bo Meeting Window BT To Ln mi To 400 183 Chapter 14 Sharing Software Tip To switch quickly from the standard window to a full screen view of shared software double click the shared software Closing your particip
25. Notes When scheduling a meeting the host can specify the default note taking options that take effect once the meeting starts During a meeting the presenter can change the default note taking options at any time You can choose how to handle meeting notes All participants with access can take private notes Only one participant takes notes or meeting minutes Only one participant takes notes for closed captions Note The notes feature is not available on the Mac Role Task description Host Manage Panels If the Notes panel is closed click Manage Panels and then select Notes from the list and click Add Please select panels you want to enable Available panels Current panels Polling a Set up options for taking notes in a meeting love Ups eee Choose one person to take notes These panels are available to participants with appropriate privileges Note On the floating icon tray only the First Four panels will be displayed The remaining panels will be available From the menu Select a participant as closed captionist Reset OK Cancel 219 Chapter 18 Managing and Taking Notes Role Task description Note taker The host can select one person to take notes or allow all participants to take notes Notes From Team Meeting Get an overview of taking Agenda notes Welcome Introduction to team members f E Take personal notes during Review of open tasks a meeti ng
26. On the Today Upcoming Daily or Weekly tab on the calendar page click the Calendar icon The Calendar window appears showing the calendar for the current month 2 Optional Do any of the following To view the calendar for the previous month click the forward arrow To view the calendar for the next month click the backward arrow To view the calendar for a specific month in the drop down list select a month To view the calendar for a specific year in the drop down list select a year 2010 7 Su Mo Tu We Th Fr Sa 3 Click the date for which you want to view a list of meetings The Daily view for the date that you selected appears Note You can use this procedure on the Register for a Meeting page as well To display a list of meetings for a specific date using the Monthly view 1 If you have not already done so open the meeting calendar 2 Click the Monthly tab 3 Click the forward or backward arrow to navigate to the list of meetings for the next or previous month d December 2010 gt 4 Click a date for which you want to view a list of scheduled meetings The Daily view appears for the date that you selected 19 Chapter 3 Using the Calendar Note Only dates on which an icon appears have at least one scheduled meeting Searching for a meeting on the meeting calendar On the meeting calendar you can locate a meeting by searching for text in the name of the host or presenter meeting
27. Save the questionnaire Open Open the saved questionnaire for use in any meeting After you close a poll you can Save group results to a txt file Save responses from individual attendees to a txt file Save Os Transfer Cbrl T Print Saving a poll questionnaire in a meeting 212 After you create a poll questionnaire in a meeting you can save it as a atp file You can open the file for use in any meeting To save a poll questionnaire 1 On the File menu choose Save gt Poll Questions The Save Poll Questions As dialog box appears 2 Choose a location at which to save the file 3 Type a name for the file 4 Click Save Meeting Manager saves the poll questionnaire to a file at the location you specified Poll questionnaire file names have an atp extension Chapter 16 Polling Attendees Saving results of a poll After closing a poll you can save the responses in one of these ways Text File group result Saves the percentage of attendees who chose each answer in a txt file Text File individual attendees result Saves the responses from each attendee in addition to the group results in a txt file Fie name PioliFlesudts When you are saving poll results you can select a format in which you 4 want to save the results Gave at haber Te Fie indvidual sttenders res Cancel To save results of a poll 1 Close the poll if you have not done so 2 On the File m
28. Select a template and use the settings saved in that template for this meeting You can save time by using a template that includes the list of attendees you want to invite a presentation you want to show before the meeting starts and other options you have used in a previous meeting and saved as a template Select conference type Select the type of audio conference option s you would like to use For more details about using InterCall Reservationless Plus audio integration see the Cisco WebEx Web Conferencing Audio Controls User Guide Entry amp exit tone This drop down does not select the sound option you want participants to hear when joining or leaving a meeting while using InterCall Reservationless Plus audio integration To modify these settings please go to www intercallonline com or select 3 on your telephone keypad when you have dialed into the audio conference service How can learn about the fields on the Audio Conference Settings page Please reference the Cisco WebEx Web Conferencing Audio Controls User Guide by going to the Support menu on the left hand navigation bar gt User Guides gt Cisco WebEx Meeting Center About the Invite Attendees page How to access this page On the navigation bar click Host a meeting gt Schedule a meeting gt Invite Attendees 49 Chapter 4 Scheduling a Meeting 50 Invite Attendees Set options using template 5103 veel What you can do on this page Invite
29. To you can simply forward this email message to them Select Attendees Edit Opens the Select Attendees page You can select contacts Attendees button in your personal address book to invite to the meeting You can also add a new contact to your address book and then invite that contact to your meeting Security Exclude password from email invitations If you invite attendees to a meeting the meeting password does not appear in the email invitations that attendees receive You must provide the password to attendees by another means such as by phone Require attendees to have an account on this Web site to join this meeting All attendees must have a user account on your site to attend the meeting For information about how attendees can obtain a user account ask your site administrator Questions about inviting attendees What is an alternate host When inviting attendees to a scheduled meeting you can designate one or more attendees as alternate hosts for the meeting An alternate host can start the meeting and act as the host Thus an alternate host must have a user account on your Meeting Center Web site Once you invite an attendee to a meeting as an alternate host the attendee receives an invitation email message that provides information about acting as the alternate host Your scheduled meeting appears on the alternate host s My WebEx Meetings page Can invite people using my online address book You do not have
30. add To add an image to your Personal Meeting Room page 1 2 If you have not already done so log in to your WebEx service Web site On the navigation bar at the top of the page click My WebEx 251 Chapter 20 Using My WebEx Click My Profile The My WebEx Profile page appears Under Personal Meeting Room specify options for your page At the bottom of the My WebEx Profile page click Update Sharing files on your Personal Meeting Room page You can share folders on your My WebEx Files Folders page so that they appear on the Files tab on your Personal Meeting Room page For any folder that you share you can specify whether users can download files from or upload files to the folder To share files on your Personal Meeting Room page 1 2 3 252 Open the My WebEx Files page Under Name locate the folder in which you want to share files If the file or folder is in a closed folder click the folder to open it Click the Properties icon for the folder in which you want to share files The Edit Folder Properties window appears Edit Folder Properties Windows Internet Explorer Edit Folder Properties Name pictures Description Size 401 KB Share Note the changes apply to all the files in this folder amp Do not share this folder Share this folder Share as Read dovnload oniy fle names are sible Wine upload only file names are not wsiblaj Read amp Write download and upload
31. add the contact to your distribution list Add a new distribution list to your Personal Contacts list Update an existing distribution list that you have edited Deleting contact information in your address book You can delete any contact or distribution lists that you have added to your personal address book To delete a contact or contact group 1 Open your address book 2 Inthe View drop down list select Personal Contacts 3 In the list that appears select the check box for the contact or distribution list that you want to delete 4 Click Delete A message appears asking you to confirm the deletion 285 Chapter 20 Using My WebEx 5 Click OK Maintaining your user profile About maintaining your user profile 286 Once you obtain a user account you can edit your user profile at any time to do the following Maintain personal information including your Full name Username if your site administrator provides this option Password Contact information including your street address email address and phone numbers Tracking codes that your organization uses to keep records of your meetings such as project department and division numbers Specify whether to display links to your company s partner sites in the My WebEx navigation bar if your site administrator set up partner links Manage any scheduling templates that you saved Set options for your Personal Meeting Room options incl
32. attendee can select the time zone for your view of the calendar independently using the Your time zone option on the Preferences page To access this page on the navigation bar click Set Up gt Preferences Enter the length of time you estimate that the meeting will continue The meeting does not end automatically after the duration that you set 33 Chapter 4 Scheduling a Meeting 34 Attendees Send a copy of the invitation email to me Audio options CUVC Meeting ID Enter the email addresses of the attendees you want to invite to your meeting You can type the addresses separating them with a comma or semicolon or you can click Select Attendees to choose attendees from your address book Receive a copy of the invitation you are sending to attendees Later if you decide to invite additional attendees you can simply forward this email message to them The default settings appear To select a different option click Change audio option Enter a custom URL to create a virtual meeting room in which you can use Cisco Unified Video CUVC in your meeting If you leave this box empty the WebEx Meeting ID is used by default When you start your WebEx meeting the CUVC Video panel displays automatically This is an optional feature that must be enabled by your site administrator About the Change Tracking Code page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meetin
33. calendar 1 Doone of these tasks as appropriate On the Meeting Scheduled page click Add to My Calendar On the Meeting Updated page click Update My Calendar On the Meeting Information page for the meeting click Add to My Calendar In the confirmation email message that you receive once you schedule or edit a meeting click the link to add the meeting to your calendar A meeting item opens in your calendar program 2 Select the option to accept the meeting request For example in Outlook click Accept to add the meetingitem to your calendar Note Ifyou cancel a meeting the Meeting Deleted confirmation page and the confirmation email message that you receive contains an option that lets you remove the meeting from your calendar program Ifyou invite attendees to a meeting the invitation email message that they receive contains an option to add the meeting to their calendar programs Editing a scheduled meeting Once you schedule a meeting you can make changes to it at any time before you start it including it s starting time topic password agenda attendee list and so on If you update any information about a meeting including adding or removing attendees you can choose to send attendees a new invitation email message that informs them that you have modified information about the meeting Attendees whom you removed from the attendee list receive an email message informing them that you have retracted t
34. data is available it is replaced by the Final Session Detail Report Generating reports 296 You can generate usage reports that provide information about each online meeting that you have hosted on your site You can export or download the data to a comma separated values CSV file which you can then open in a spreadsheet program such as Microsoft Excel You can also print reports in a printer friendly format To generate a report 1 2 Log in to your WebEx service Web site and then click My WebEx Click My Reports Chapter 20 Using My WebEx The My Reports page appears 3 Choose the type of report you want to generate 4 Specify your search criteria such as a date range for which you want to view report data 5 Click Display Report 6 To change the order in which report data is sorted click the column headings The report data is sorted by the column that has an arrow next to the column heading To reverse the sort order click the column heading To sort using another column click that column s heading 7 Doone of the following as appropriate If you are viewing a general meeting usage report and want to display the report in a format that is suitable for printing click Printer Friendly Format 8 If you are viewing the usage report for an a meeting and want to view the content in the report click the link for the meeting name 9 To export the report data in comma separated values CSV format click E
35. file names are wsibla Allow files to be overwritten Password protected Password Conin Update Cancel oe Specify sharing options for the folder Chapter 20 Using My WebEx 6 Click Update Maintaining files in your personal folders About maintaining files in your folders Your user account includes personal storage space for files on your WebEx service Web site In your personal storage space you can Create folders to organize your files Edit information about any file or folder in your personal folders Move or copy a file or folder to a different folder Share a folder so it appears on your Personal Meeting Room page You can use this storage space to access important information when you are away from the office For example if you are on a business trip and want to share a file during an online session you can download the file in your personal folders to a computer and then share the file with attendees Ifyou share a folder visitors to your Personal Meeting Room page can upload files to or download them from the folder For example you can use your personal folders to exchange documents that you share in your sessions archive recorded meetings and so on Opening your personal folders documents and files To store files on your WebEx service Web site or to access files that you stored you must open your personal folders To open your personal folders 1 Log in to your WebEx ser
36. for the file or folder that you want delete You can select multiple files or folders Click Delete About the My WebEx Files gt My Documents page 208 How to access this page On your WebEx service Web site click My WebEx Files gt My Documents What you can do here Store files that you use in your online sessions or that you want to access when away from your office Specify in which folders that visitors to your Personal Meeting Room can download or upload files Chapter 20 Using My WebEx Options on this page Link or option Capacity Used Search for S Name Path Size Actions Shared Description The storage space available for your files in megabytes MB The amount of storage space that your files occupy in megabytes MB Once this value exceeds your capacity you can no longer store files until you remove existing files from your folders Lets you locate a file or folder by searching for it You can search for a file or folder by text that appears in either its name or description To search for a file or folder type all or part of its name or description in the box and then click Search Click this button to refresh the information on the page The name of the folder or file Click a folder or file name to open the Folder Information page or File Information page From the Information page you can access the properties of a folder or file Indicates that the item is a fol
37. gt My Recordings page 268 How to access this page Log in to your WebEx service Web site and then click My WebEx From the left navigation bar click My Files gt My Recordings What you can do here Manage upload and maintain your recording files Options on this page View different categories of recordings Meetings Events Sales Meetings Training Sessions Miscellaneous Chapter 20 Using My WebEx About the My WebEx Files gt My Recordings gt Meetings page How to access this page Log in to your WebEx service Web site and then click My WebEx From the left navigation bar click My Files gt My Recordings gt Meetings What you can do here Manage upload and maintain recording files of meetings you host Options on this page Option S Search You are currently using X of Y GB Site storage X of Y GB Topic Description Refreshes the information on the page Allows you type text to search for within recording names Click Search to start the search The percentage of available personal storage space on your WebEx Service Web site that is being used by your recordings This field appears only if your site administrator has turned on the option to show personal recording storage allocation usage If this field does appear and you exceed your personal storage allocation you will not be able to record meetings until some recordings are deleted or the storage allocation is i
38. host topic or words in the agenda Click the Refresh icon at any time to display the most current list of meetings Click to open the Preferences page where you can select the language setting for your WebEx service Web site Click to open the Preferences page where you can select the time zone setting for your WebEx service Web site The date for the daily list of meetings The default is the current date Click the Previous Day icon to display a list of meetings for the previous day Click the Next Day icon to display a list of meetings for the next day Allows you type or select a date range to search for meetings or allows you to type text to search in host names topics or agendas Click Search to start the search Option E The meetings you host The meetings you are invited to Show past meetings Time Topic Type Status Chapter 20 Using My WebEx Description Click the Calendar icon to open the Calendar window Click on any date to select that date as part of your search criteria Shows a list all of the online meetings or Personal Conference meetings that you are hosting Shows a list all of the meetings or Personal Conference meetings to which you have been invited Select to include concluded meetings in the list of meetings The Ascending Sort indicator appears next to a column heading and the meetings are sorted by the column in ascending order The Descending Sort i
39. is not selected participants can view the names of only the meeting host and the presenter on the Participants panel Thumbnails display miniatures or thumbnails of any pages slides or whiteboards in the center viewer This privilege allows participants to view miniatures at any time regardless of the content that appears in the presenter s 88 Chapter 6 Granting Privileges During a Meeting content viewer If participants have this privilege they can display any page at full size in the content viewer regardless of whether they also have the Any page privilege Any page view any pages slides or whiteboards that appear in the content viewer This privilege allows participants to navigate independently through pages slides or whiteboards Any document view any document presentation or whiteboard that appears in the content viewer and navigate to any pages or slides in documents or presentations Granting or removing meeting privileges To grant or remove a viewing privilege ro Select or clear the checkbox for each Communicate Participants 524 privilege you want to grant Select the pileges that you want bo assign l Meeting Creeunent GE Print Particinart list Share documents Annotate any document W Contro shared applications M Save Thumbnails teh brouser or T Any page desktop remotely Record a meeting Document privileges you can grant Share documents share docu
40. is saved with a txt extension Tip Alternatively you can save all of the following lt sassion_Type gt information to files at once Shared presentations or documents Chat messages Notes Poll questionnaire Poll results To save all information at once on the File menu choose Save All In this case Meeting Manager uses the default file names for the files Thus if you have already saved a file using another name Meeting Manager does not overwrite that file Sending a meeting transcript to participants 226 You can send a transcript of a meeting to all participants at any time during the meeting The transcript is an email message that contains general information such as Meeting topic Meeting number Meeting starting and ending times URL for the Meeting Information page for the meeting on your meeting service Web site List of participants who joined the meeting audio only participants are not listed Meeting agenda Any public notes that you took during the meeting Optionally you can attach any of these files to the transcript if you saved them during the meeting Shared documents Chat Public notes that you took or that the note taker published during the meeting Poll questionnaire Poll results Chapter 18 Managing and Taking Notes To send a meeting transcript to participants 1 Inthe Meeting window on the File menu choose Send Transcript If you have saved an
41. notes meeting minutes or closed captions during a meeting you can save your notes or closed captions to a text file on your computer You can also save any notes or closed captions that another note taker or closed captionist publishes on your Notes or Closed Caption panel Once you save new notes to a file you can save changes to the notes or save a copy of the notes to another file To save new notes 1 Inthe Meeting window do either On the Notes or Closed Caption panel click Save On the File menu point to Save and then choose Notes The Save Notes As dialog box appears 2 Choose a location at which to save the file 3 Type a name for the file 4 Click Save Meeting Manager saves the file at the location you chose Its file name has a txt extension To save changes to notes In the Meeting window do either On the Notes or Closed Caption panel click Save On the File menu point to Save and then choose Notes Meeting Manager saves the file at the location you chose Its file name has a txt extension To save a copy of notes to another file 1 Inthe Meeting window on the File menu point to Save As and then choose Notes The Save Notes As dialog box appears 2 Do either or both Type a new name for the file Choose a new location at which to save the file 225 Chapter 18 Managing and Taking Notes 3 Click Save Meeting Manager saves the file at the location you chose The file name
42. of participant Automatically letting participants remotely control shared software Host or Presenter only While sharing software you can automatically grant control of the software to a participant who requests control In this case a participant who requests remote control automatically takes control of the software that you are sharing While automatic remote control is turned on any participant can take control away from any other participant by requesting remote control To automatically let participants control shared software 1 On the Meeting Controls Panel select the down arrow button on the Assign button ay Co ka ey Z Assign dl Participants Recorder Annotate Make Presenter Pass Keyboard and Mouse Control Auto Accept All Requests F dllow to Annotate d Testing Deeps 2 On the menu that appears choose Pass Keyboard and Mouse Control gt Auto Accept All Requests To stop letting participants control shared software automatically 1 On the Meeting Controls Panel select the down arrow button on the Assign button 193 Chapter 14 Sharing Software 2 On the menu that appears choose Pass Keyboard and Mouse Control Then select Auto Accept All Requests to remove the check mark and cancel the selection Stopping remote control of shared software 194 Host or Presenter only While a participant is remotely controlling a shared application desktop or Web
43. on which to repeat the meeting and the number of months that pass before the meeting repeats x x of every x month s Specifies the specific week and day of the week on which to repeat the meeting and the number of months that pass before the meeting repeats Yearly Repeats the meeting every year until the ending date that you select Every month date Specifies the specific month and date on which to repeat the meeting each year x day of month Specifies the specific week day of the week and month on which to repeat the meeting each year No end date Repeats the meeting indefinitely That is the meeting recurs until you cancel it Ending Specifies the last day on which the meeting recurs You can select the month day and year in the drop down lists Or you can click Calendar icon and then select a date After x meetings Specifies the number of meetings after which the meeting stops recurring 47 Chapter 4 Scheduling a Meeting Questions about setting the date and time for a meeting Does the meeting end automatically at the time set You can set the time a scheduled meeting starts and the meeting s estimated duration This information allows attendees to reserve the appropriate length of time in their schedules The meeting does not end automatically after the duration you set What happens if allow participants to join the meeting before the start time Participants can see the a
44. once a participant joins the meeting Chapter 4 Scheduling a Meeting To Set the agenda for the meeting You can type up to 2500 characters including spaces and punctuation The agenda appears on the Meeting Information page for the meeting on your meeting service Web site Lets you choose a template for the Info tab which appears in the content viewer during the meeting The Info tab contains information about the meeting such as the Meeting host Teleconference phone numbers Host key if you are the host If you are using WebEx Sales Center You can choose another template only if your site administrator has provided one or more customized Info tab templates for your meeting service Select a presentation or document to share automatically after a participant joins the meeting This option is useful if you allow attendees to join the meeting before the host The file that you select must Be inthe Universal Communications Format UCF For information about creating UCF files refer to the guide Getting Started with WebEx Universal Communications Toolkit which is available on your meeting service Web site Reside in your personal folders on your meeting service Web site You can select a UCF file that already resides in your folders or upload a new file to your folders while scheduling a meeting 59 Chapter 4 Scheduling a Meeting 60 Use this option m Browse Delete Start automa
45. online meetings that you are hosting and attending You can view the meetings by day week or month or you can view all meetings Productivity Tools Setup Optional feature Lets you set up options for instant or scheduled meetings that you can start from applications on your desktop If you install WebEx Productivity Tools you can start or join meetings sales meetings training sessions and support sessions instantly from One Click or from other applications on your desktop such as Microsoft Office Web browsers Microsoft Outlook IBM Lotus Notes and instant messengers You can also schedule meetings sales meetings events and training sessions using Microsoft Outlook or IBM Lotus Notes without going to your WebEx service site Personal Meeting Room Optional feature A page on your WebEx service Web site on which visitors can view a list of meetings that you are hosting and join a meeting in progress Visitors can also access and download files that you share File storage Lets you store files in personal folders on your WebEx service Web site where you can access them on any computer that has access to the Internet Also lets you make specific files available on your Personal Meeting Room page so visitors to your page can access them 23 Chapter 20 Using My WebEx MC About My WebEx2 Address book Lets you keep information about your personal contacts on your WebEx service Web site Using your address book you can quickl
46. or edit contact information 1 2 Open your address book In the View drop down list select one of the following Personal Contacts Company Address Book A list of contacts appears Locate the contact whose information you want to view or edit Under Name select the contact whose information you want to view or edit Do one of the following Ifthe contact is in your Personal Contacts list click Edit Ifthe contact is in your Company Address Book click View Info Information about the contact appears Optional If the contact is in your Personal Contacts list edit the information that you want to change on the Edit Contact s Information page Click OK Finding a contact in your personal address book 280 You can quickly locate a contact in your personal address book using one of several methods To search for a contact in your address book 1 2 3 Open your address book In the View drop down list select a contacts list Do any of the following Chapter 20 Using My WebEx In the Index click a letter of the alphabet to display a list of contacts whose names begin with that letter For example the name Susan Jones appears under S To search for a contact in the list you are currently viewing type text that appears in either the contact s name or email address in the Search for box and then click Search If the entire list of contacts does not fit on a single page view another pag
47. other elements in shared content For more Highlighter DP options click the downward pointing arrow Clicking this button again closes the Highlighter tool Annotation P Displays the Annotation Color palette on which you can select a color Color to annotate shared content Clicking this button again closes the Annotation Color palette 146 Chapter 12 Sharing Presentations Documents and Whiteboards Annotation Tool Icon Description Erases text and annotations or clears pointers on shared content To P erase a single annotation click it in the viewer For more options click Eraser f f g p the downward pointing arrow Clicking this button again turns off the eraser tool Sharing presentations or documents File sharing is ideal for presenting information that you do not need to edit during the meeting such as a slide presentation You can share almost any type of file that you can print from your computer Participants view shared files in their content viewers without the need for the application with which it was created Participants can also view any animation and transition effects on shared Microsoft PowerPoint slides After a meeting starts you can open a presentation or document to share You do not need to select it or load it before the meeting While sharing a file you can Draw on the screen Use a pointer to emphasize text or graphics Print it Display it at various magnifications in miniatur
48. own IM Gries SMS Enter the invitee mobile number and select Send Phone Enter the invitee name and phone number and select Call Invite witht your local ema Mesing WAL hiinsilpgo eeber comigais ppt Al MIE vent ogy Inviting people by instant message to a meeting In progress You can invite more people to your in progress meeting by WebEx IM or another instant messenger To invite more people using WebEx IM Note Start your WebEx IM if it is not currently running 118 Chapter 10 Managing a Meeting invite and Remind 1 From the Quick Start page open the Invite and Remind Re CI dialog box rite wng Cisco WebEx IM In a hurry bo get someone inte tha meeting Simply select Copy at tha bottom of the screen then paste the meeting UAL diracth into your I PATDA Meeting URL hipe iimobiega weba comimeaegale php a Copy The Invite More dialog box appears Invite More x 1 Type a screen or domain name for the an a attendee GA Attenders T Method 2 Click the Plus button to add the name to the list Dae moeriebr M of participants HRE yanda M Invite Message Meshing TopK St stud meeli ae Start Time Friday June 20 2006 2 12 pm Pacii Dapit Tene San Francisca GT 07 00 ay imie Cancel OZ To quickly find screen names 1 Click the Address Book button to open your address book 2 In the Method drop down list select IM If the a
49. participants 223 Chapter 18 Managing and Taking Notes To take public notes 1 Inthe Meeting window open the Notes panel 2 Type your notes in the box 3 Optional To publish your notes so they appear in each participant s Notes panel click Publish Note If the Notes panel is not selected on a participant s Meeting window once you publish notes the participant is sees an alert Providing closed captions 224 If the meeting host has designated you as the closed captionist for a meeting you can type captions on the Closed Captions panel in your Meeting window To type captions you can use either a standard keyboard or a steno keyboard and machine translation software Your captions are visible to other meeting participants in real time one line at a time You can also send your captions in a meeting transcript to all participants To transcribe closed captions 1 Open the Closed Caption panel 2 Type your captions in the box 3 Once you type a line of captions do either to publish your captions on each participant s Closed Caption panel Press the Enter key on your computer s keyboard Click Publish on the Closed Caption panel Note Ifthe Closed Captions panel is not selected on a participant s Meeting window once you publish a line of captions the participant is alerted that captions are available Chapter 18 Managing and Taking Notes Saving notes to a file If you are taking personal or public
50. select Send to have WebEx send the invitation emails L Click the link to send invitations using your own email program MS Outlook or Lotus Notes only Meebng URL Pips ligo reber comigofe pho ta Ta while went Copy Inviting participants by phone to a meeting in progress You can invite participants by phone to a meeting in progress To invite participants by phone 1 From the Quick Start page open the Invite and Remind I t tT dialog box 2 Onthe Phone tab enter the Eaa pham SHS iA Remind invitee name and phone Iresiten Mame number 3 Select Call Phone Humber Meeting LAL https ilipo Heben comgo s php7AT eMIbEvVerc Copy You can speak to the invitee privately then add the invitee to the general meeting If you are not yet connected to the audio conference the participant receives a phone call to join the audio conference 121 Chapter 10 Managing a Meeting Inviting participants by text message SMS to a meeting in progress You can invite participants by text message SMS to a meeting in progress This feature must be enabled by your site administrator To invite a participant by text message from the meeting 1 From the Quick Start page open the Invite and Remind dialog box Ne O 2 On the SMS tab enter the invitee ap ene i SEES mobile phone number 3 Select Send Toate and Remind Sounitry Region Invites Mobile Number CEE Meetin
51. series To set up a recurring meeting 1 2 Log in to your Meeting Center Web site On the navigation bar expand Host a meeting to view a list of links Click Schedule a meeting The Schedule a meeting Wizard appears showing the Required Information page Click Date amp Time Set the date and time for the meeting Review the information below about the options for a recurring meeting Add other details about your recurring meeting When you have finished scheduling your meeting click Schedule or Start ff Chapter 4 Scheduling a Meeting Options for setting up a recurring meeting Option Description Daily Repeats the meeting every day until the ending date that you select Every x days Repeats the meeting after the specified number of days passes Every weekday Repeats the meeting each day from Monday to Friday Weekly Repeats the meeting every week until the ending date that you select Sunday Saturday Specifies the day on which the meeting repeats every week You can select one or more days Monthly Repeats the meeting every month until the ending date that you select Day x of every x months Specifies the specific day of the month on which to repeat the meeting and the number of months that pass before the meeting repeats x x of every x months Specifies the specific week and day of the week on which to repeat the meeting and the number of months that pass before
52. settings We recommend that you save your account settings to join meetings quickly in the future Select the meeting on the My Meetings page Select Join Meeting on the menu Registering for a meeting About registering for a meeting If a meeting host invites you to a meeting that requires registration you receive an invitation email message The email message contains a link that you can click to register for the meeting If you did not receive an email invitation to a meeting that requires registration you can register for the meeting on either Chapter 2 Joining a Meeting The meeting calendar on your Meeting Center Web site The host s Personal Meeting Room page on your Meeting Center Web site if the host gave you the URL or Web address for the page Registering from an email message Registering from the meeting calendar Registering from the host s personal page Obtaining information about a scheduled meeting Registering from an email message If you received an invitation email message for a meeting that requires registration you can register for the meeting from the message To register for a meeting from an invitation email message 1 Open your invitation email and then click the link to register for the meeting 2 On the Meeting Information Topic page that appears click Register The Register for Topic page appears 3 Provide the required information 4 Click Register Now Once the h
53. shortcuts Open One Click Start Meeting Mow Start Audio Only Meeting Start a Scheduled Meeting Schedule a Meeting Join a Meeting Connect to My Computers WebEx Settings Help About WebEx One Click Exit Starting a One Click Meeting Before you start a One Click Meeting from your WebEx Service Web site ensure that you set up One Click settings To start a One Click Meeting from your WebEx service Web site 1 Log in to your WebEx Service Web site 2 Click My WebEx gt Start One Click Meeting My WebEx Meetings Your meeting starts If your site includes Meeting Center you can also start a One Click Meeting from this specific service To start a One Click Meeting from the Meeting Center service 1 Log in to your WebEx service Web site and click Meeting Center 2 On the left navigation bar click Host a Meeting gt One Click Meeting 101 Chapter 8 Setting Up a One Click Meeting 102 w Host a Meeting Schedule a Meeting My Meetings One Click Meeting My Recorded Meetings Your meeting starts To start a One Click Meeting using the WebEx One Click panel 1 Open your WebEx One Click panel by doing any of the following Double click the WebEx One Click shortcut on your desktop ci td WebEx One Click Go to Start gt Programs gt WebEx gt Productivity Tools gt WebEx One Click Right click the WebEx One Click icon on the taskbar of your desktop
54. template with similar settings You can save the changes in a new template 1 Log in to your Meeting Center Web site 2 On the navigation bar expand Host a meeting to view a list of links 3 Click Schedule a meeting The meeting scheduler appears 4 Select the template you want to use in the Set options using template drop down list Vendor meeting Customer meeting Department meeting Team meeting Vendor meeting Standard Templates ing Center Default 5 Make changes to the details on any page For example you can add or remove attendees change the meeting time add a multimedia document to display before the meeting starts 6 7 8 Chapter 4 Scheduling a Meeting Click Save as Template In the Template Name box type a name for this new template Save as template To save your CL t settings to an existing temp overwrite choose it from the list My Templates Customer meeting Department meetin Vendor meeting Template name Team meeting I Save as a standard template Save Cancel Click Save Setting up a recurring meeting For a meeting that occurs on a regular basis such as a monthly company meeting or weekly status meeting you can set up a recurring meeting You set up the meeting one time and include the email addresses of attendees the teleconferencing details the time and interval for instance daily weekly or monthly You send out one invitation for the entire
55. the Java Meeting Manager when scheduling the meeting To show slide animations and transitions in a shared presentation 1 Ensure that the content viewer has input focus by clicking in the viewer The content viewer has input focus if a blue border appears around the outside of the slide in the viewer 2 On the toolbar select the appropriate arrows to move through your presentation Select the Customer Care z Drop down arrow to select any page or slide OF Initiatives Left arrow to see the previous page or slide Right arrow to see the next page or slide 153 Chapter 12 Sharing Presentations Documents and Whiteboards Using keyboard shortcuts to control a presentation 154 When sharing a document or presentation in the content viewer you can use the keys on your keyboard to display pages or slides If you are sharing a Microsoft PowerPoint slide presentation you can also use keyboard keys to show animations on the slides and in slide transitions just as you can when using the Slide Show option in PowerPoint Note Before using keyboard shortcuts click in the viewer to set the input focus in the content viewer A blue border around the shared page or slide indicates that the viewer has input focus Sharing a Presentation Use these keystrokes to move quickly through your presentation Display the next slide or perform the next Space Bar Page Down Right Arrow or animation or slide transition Down Arr
56. the drop down list contains the names of all sound files that reside at the default location on your computer 5 To select a sound that does not appear in the drop down list follow one of these steps Windows Click Browse and then select a sound file that resides in another folder 83 Chapter 5 Assigning Sounds to Participant Actions Mac Select Other in the drop down list 6 Windows only To play the currently selected sound click the button 7 Click OK 84 Granting Privileges During a Meeting Once a meeting starts all participants are automatically granted meeting privileges either by host specification or by default If the host scheduled the meeting and specified privileges participants receive those privileges Ifthe host scheduled the meeting but did not specify privileges participants receive default privileges If the host started an instant meeting participants receive default privileges The following table describes the privileges a host can grant and those that are granted by default Privileges A host can grant the following privileges to one ommes Participants i or more participants Cire ars ETETEA A Chat who a participant can chat with and ike ia m rpa whether that chat can be private CF bist fii E E innu Document whether a participant can draw on a document or save or print it E Other parheipant Communicate Parttuants View what a par
57. the meeting on the public Browse Meetings page Then click Get Info gt Attendees 57 Chapter 4 Scheduling a Meeting About the Agenda amp Welcome page How to access this page On the navigation bar click Host a meeting gt Schedule a meeting gt Agenda amp Welcome Rete to Quick Schedule Agenda Welcomes r a de SE presentation of dacument ance a patticipant joins the moming Eerodertiona Ss hap ico scheaeg i DaT Intu tab templates _ tera Corners Automatically share Browse can Slat eemal aiy Cortera pii AGG gt Ery Aliy parlicipaiels pa piniis prieisethatens it e a Quick Sear hapii ha Start to Most ded Prosesi a the dian of ihe meetong cine Seen wt iempiace E a i What you can do on this page Enter an agenda for your meeting Choose a template for the Info tab in the Meeting window Automatically show a document or presentation to participants once they join the meeting Options on this page Set options using template Select a template and use the settings saved in that template for this meeting You can save time by using a template that includes the list of attendees you want to invite a presentation you want to show before the meeting starts and other options you have used in a previous meeting and saved as a template 58 Use this option Agenda Info tab templates Automatically share presentation or document
58. the meeting repeats Yearly Repeats the meeting every year until the ending date that you select Every month date Specifies the specific month and date on which to repeat the meeting each year x day of month Specifies the specific week day of the week and month on which to repeat the meeting each year Ending No end date Repeats the meeting indefinitely That is the meeting recurs until you cancel it Ending Specifies the last day on which the meeting recurs You can select the month day and year in the drop down lists Or you can click Calendar icon and then select a date After x meetings Specifies the number in the meeting series after which the meeting stops recurring Allowing another user to schedule meetings for you You can grant permission to one or more Meeting Center users to schedule meetings on your behalf A user to whom you grant permission to schedule meetings must have an account on your Meeting Center Web site 78 Chapter 4 Scheduling a Meeting Once a user schedules a meeting for you the meeting appears in your list of meetings on your My Meetings page You can then start the meeting and host it as you normally do when you schedule meetings yourself To allow another user to schedule meetings for you 1 2 3 Log in to your Meeting Center Web site On the navigation bar click My WebEx Click My Profile The My Profile page appears Under Session Options do eit
59. the password you set before joining the meeting For more information see About the Required Information page Decline to list this meeting on the meeting calendar An unlisted meeting does not appear in the meeting calendar on the Browse Meetings page or on your Personal Meetings page To join an unlisted meeting attendees must provide a unique meeting number For more information see About the Required Information page Exclude the meeting password from email invitations If you invite attendees to a meeting you can prevent the password from appearing in the email invitations that your Meeting Center Web site sends automatically to attendees Require attendees to log in You can require attendees to have a user account on your Meeting Center Web site to join the meeting Thus attendees must log in to your site before they can attend the meeting For more information see About the Invite Attendees page Require attendees to register for the meeting If you require each attendee to send a registration request to you before joining a meeting you can accept or reject each registration request Tip Choose a level of security based on the meeting s purpose For example if you schedule a meeting to discuss your company picnic you probably need to set only a password for the meeting On the other hand if you schedule a meeting in which you will discuss sensitive financial data you may not want to list the meeting on the meeting
60. the presenter and up to three other participants send live video during the meeting Single point and Multipoint options appear only if your meeting service Web site has the multipoint video option To turn on the multipoint video option for your site please contact your InterCall sales representative Notes Specifies that note taking options are available in the Meeting window during the meeting Allow participants to take notes Lets all participants take their own notes during the meeting and save them to their computers Single note taker Lets only one participant take notes during the meeting By default the host is the note taker but can designate another participant as the note taker during the meeting A note taker can publish notes in all participants Meeting windows at any time during the meeting The host can send a transcript of the notes to participants at any time File transfer Specifies that the presenter can publish files and attendees can download them during a meeting Enable UCF rich media for attendees Allows attendees to share Universal Communications Format UCF media files during the meeting either in a UCF multimedia presentation or as standalone UCF media files A meeting host who is also the presenter can always share UCF media files whether or not you select this check box Note A presenter can change the default privileges for all attendees or individual attendees at 64 Chapter
61. the template Edit the options you set in the template Delete the template Managing scheduling templates You can view edit or delete any scheduling templates that you saved 293 Chapter 20 Using My WebEx To manage scheduling templates 1 Log into your WebEx service Web site 2 On the navigation bar click My WebEx 3 Click My Profile The My Profile page appears 4 Under Scheduling Templates select a template in the list Uce Ciri te select mubiola templates MC Markting Team Meeting Edit MC Reaistration Required a IMC Staf Meeting Getinto 2 SelectAll Topic The name of the recording You can edit the topic at any time Create time The time and date the recording was created Duration The length of the recording Description A description of the recording File size The file size of the recording Create time The date and time at which the recording was created The status of the recording The possible options are Enable or Status Disable Indicates whether a user must provide a password to view the Password recording Clicking the link lets you play the recording available only for Stream recording link recording files with the arf extension that were recorded by NBR Download recording link Clicking the link lets you download the recording 294 Chapter 20 Using My WebEx Option Description Clicking the button lets you play the recording available onl
62. then reopen the file for use in any meeting or view the file s content outside a meeting by opening the file in a text editor Once you save chat messages to a file you can save changes to the messages or save a copy of them to another file Save chat messages for the first time in a meeting Save change to a chat file Create a copy of a chat file Saving chat messages to a new file You can save chat messages you have sent or received to a new chat file To save chat messages to a new file 1 Inthe Meeting window on the File menu choose Save gt Chat The Save Chat As dialog box appears 2 Choose a location at which you want to save the file 201 Chapter 15 Using Chat 3 Type a name for the file 4 Click Save Meeting Manager saves the chat messages in a txt file at the location you selected Saving changes to a chat file If you make changes to the messages on your Chat panel you can save them to an existing chat file To save changes to a chat file 1 Inthe Meeting window on the File menu choose Save gt Chat 2 Meeting Manager saves the changes to the existing chat file Creating a copy of previously saved chat messages If you have saved chat messages and want to create another copy of the messages you can do so by saving the chat messages to a chat file with a different name To create a copy of chat messages that have been previously saved 1 Inthe Meeting window on the File menu choose Save As
63. to see others and have them see you 3 Make someone else the presenter 4 Chat with a specific participant or with everyone 5 Invite someone else or remind an invitee to join the meeting Participant 1 View who is in the meeting Mac 2 Use video to see others and have them see you _ 3 Chat with other participants 110 Chapter 9 A Quick Tour of the Meeting Window Managing panels You can determine which panels are displayed in the meeting window and in which order they will be displayed To manage the display of panels 1 Click this button for Windows caha for the Mac 2 Choose Manage Panels from the menu Use the Add or Remove buttons to specify which panels should Pease select panels you want to enable l display in your meeting window Panape Panels Use the Move Up or Move Down buttons to specify the order of the panel display Click the Reset button to restore the panel view to the default layout Clear the check box beside Allow participants to change the These panels are available bo participants with appropriate privileges a sequence of panels if you want Note On the floating kon tray orby the frst Four paneb wil be depleyed to permit attendees to manage anea erea a area loa their own display of panels i Allow participants to change the sequence of panek Reset DK Conca y Restoring the panel layout If you have closed expanded or collapsed pa
64. to type the email address of each person you want to invite to your meeting You can select attendees and sales team members for Sales Center meetings from your address book You can access your address book from the Invite Attendees page for Meeting Center meetings or the Invite Participants page for WebEx Sales Center meetings in the Advanced Scheduler Which information is included in the email invitation to my meeting Each attendee that you invited receives an invitation email message which includes 51 Chapter 4 Scheduling a Meeting 52 A link that the attendee can click to join the meeting or obtain more information about it The meeting password if you specified one Teleconferencing information 1f your meeting includes an integrated teleconference The meeting number which the attendee must provide if your meeting is unlisted After you start a scheduled meeting you can invite additional attendees For details see Inviting attendees to a meeting in progress Why should request that attendees check their systems for UCF compatibility When scheduling a meeting you can add a request to invitation email messages for attendees to verify that the following components are installed on their computers for playing Universal Communications Format UCF media files Flash Player for playing a Flash movie or interactive Flash files Windows Media Player for playing audio or video files This op
65. window Audio Conkerence Full Screen Meeting Info Rebum bo Meeting indos Fit in viewer Fit bo Width The presenter can control participant views of a shared desktop remote computer if available application or Web browser Participants can manipulate their individual displays of the shared software Pausing and resuming software sharing Host or Presenter only While sharing software you can temporarily pause sharing to freeze attendees views If you want to return attendees to the Meeting window while sharing software pausing shared software conserves resources on your computer and bandwidth for your Internet connection This option is also useful if you do not want attendees to see certain actions that you take with shared software You can resume sharing to restore attendees views of shared software at any time To pause software sharing Select the Pause button located to the right of the Stop button ll tm 2 Pause Share Assign STOP SHARING 179 Chapter 14 Sharing Software The word Paused now appears in the panel A short message is displayed indicating that the participant view would be frozen until you resume sharing Additonally the Pause button text changes to Resume lta 22 Stop SHARING a i Resume Share Assign K To resume software sharing Select the Resume button Controlling full screen view of shared software Host or Presenter only You can s
66. you draw lines and arrows on shared content For more options Line vA click the downward pointing arrow Clicking this button closes the Rectangle tool 187 Chapter 14 Sharing Software Rectangle Highlighter Annotation Color Eraser a Noo Q Lets you draw shapes such as rectangles and ellipses on shared content For more options click the downward pointing arrow Clicking this button again closes the Rectangle tool Lets you highlight text and other elements in shared content For more options click the downward pointing arrow Clicking this button again closes the Highlighter tool Displays the Annotation Color palette on which you can select a color to annotate shared content Clicking this button again closes the Annotation Color palette Erases text and annotations or clears pointers on shared content To erase a single annotation click it in the viewer For more options click the downward pointing arrow Clicking this button again turns off the eraser tool Letting a participant annotate shared software Host or Presenter only You can let one or more meeting participants annotate a shared desktop if available application or Web browser You can let several participants annotate shared software at the same time To let a participant annotate shared software 1 On the Meeting Controls Panel select the Annotate icon The tools panel appears lt 7 Annotatintools x gt T 7 0
67. you have a user account all meeting invitations that you send automatically specify the meeting starting time in the time zone that you selected Ifyou select a time zone for which daylight saving time DST is in effect your Meeting Center Web site automatically adjusts its clock for daylight saving time Registering for a meeting from the meeting calendar If you did not receive an invitation email message for a meeting that requires registration you can register for it from the meeting calendar on your Meeting Center Web site About the Register for a Meeting page 22 The Register for a Meeting page lists each meeting that requires registration Each page of the meeting calendar displays each meeting occurring on a given day that requires registration unless it is unlisted To select a scheduled meeting click the option button to the left of its topic Once you have selected a meeting you can click one of the following buttons on the button bar Click this button To Register Register for the meeting Join Now Join the meeting if the meeting is currently in progress Get Info View detailed information about the meeting Chapter 3 Using the Calendar Click this button To Agenda View the agenda for the meeting Registering for a meeting If you find the meeting you want to register for you can easily complete the registration form and send it to the meeting host To register for a meeting 1 Sel
68. you recorded on the server are automatically listed on your My Recorded Meetings page You can also upload recordings of meetings that were recorded on your local computer Open the My Recorded Meetings page Upload a recorded meeting file Edit information about a recording RD mira p4 iF SAME PLOS T3 pa ARF 22M TTS pm ammi ARF HJE ARF EET Aa debates Send an email to share a recording AgkS Mist over d Paria equ gd PF gee gl Opening the My Recorded Meetings Page To open the My Recorded Meetings page 1 Log into your WebEx Meeting Center service Web site 2 On the left navigation bar under Host a Meeting click My Files gt My Recordings 135 Chapter 11 Managing Recorded Meetings The My Recorded Meetings page appears showing your recording files About the Recording Information page 136 How to access this page On your Meeting Center Web site from the left navigation bar click My Recorded Meetings gt topic of a recording What you can do here View information about the recording Play back the recording Send an email to share the recording with others Download the recording Enable or disable the recording Open the Edit Recorded Meeting page on which you can edit information about a recording Options on this page Option Topic Create time Duration Description File size Create time Status Password
69. your My WebEx navigation bar You can then show or hide that link Shows or hides partner site links in the My WebEx navigation bar Display partner links in My WebEx Calendar Work Hours options Use these options to specify working hours to use with scheduling calendars Start time Select the start time for your daily work calendar End time Select the end time for your daily work calendar Scheduling template options Use these options to manage scheduling templates that you set up using the scheduling options on your site Get Info Shows the settings you set for the selected template Edit Opens the scheduling options on your site for the selected template Delete Removes the selected template from your profile Select All Selects all the scheduling templates allowing you to delete them all at once 289 Chapter 20 Using My WebEx 290 Personal Meeting Room options Use this option Personal Meeting Room URL Welcome Message Upload Image Customize branding of header area To Go to your Personal Meeting Room page You can click the URL from the My Profile page to preview your current Personal Meeting Room page Your Personal Meeting Room page shows online sessions that you scheduled and any in progress sessions that you are currently hosting Users to whom you provide your personal URL can use this page to join any meeting that you are hosting They can also downlo
70. your Personal Contacts list under Members click Add Contact In the box on the left select the contacts that you want to add to the distribution list Click Add to move contacts you selected to the box on the right After you finish adding contacts to the distribution list click Add to create the list In your Personal Contacts list the Distribution List indicator appears to the left of the new distribution list Chapter 20 Using My WebEx CE Planning committee Editing a distribution list in your address book You can add or remove contacts from any distribution list that you have created for your personal address book You can also change a group s name or descriptive information To edit a distribution list 1 Open your address book 2 Inthe View drop down list select Personal Contacts A list of the contacts in your Personal Contacts list appears including any distribution lists that you have created The Distribution List indicator appears to the left of a distribution list ER Planning Committee Under Name select the name of the distribution list The Edit Distribution List page appears 283 Chapter 20 Using My WebEx Name Distributors Required SuperGismo distributors Description for Western Region Search Go Personal contacts Selected contacts GHIJkRKEM NO John Mullen PGSaRSsTLUY WwW Lisa Wai A Y 2 All Use Gtrl to select multiple Users Christine Huliste Lisa
71. 4 Scheduling a Meeting any time during a meeting Questions about setting meeting options What are some rules of thumb for sharing UCF media files When scheduling a meeting you can allow attendees to share Universal Communications Format UCF media files during the meeting either in a UCF multimedia presentation or as standalone UCF media files You can also prevent attendees from sharing UCF media files during a meeting If you do so only the meeting host can share UCF media files when also acting as the presenter You may want to prevent attendees from sharing UCF media files for example if you intend to allow attendees to share presentations or documents but want to prevent an attendee from inadvertently sharing a very large media file Note The alerts options are applicable only if you select an integrated teleconference on the Teleconference page in the Advanced Scheduler About the Attendee Privileges page How to access this page On the navigation bar click Host a meeting gt Schedule a meeting gt Attendee Privileges Attendee Privileges Set options using tempkate SteAsrencveater Rete io Quick Scheduler CZJ Select peleged That woe ant atheros to hra sAn meer bagni Tamimi kaiaia Pitileges Save C Prisi tote Tiri Anaa fal Faia Ce a i Vere ea Gal f ET ihaz a I pire Ghapstbetael acta a Gesig kaphi See eS bee H Abele miy Vier iny docomend Freed opt booty ire anr pig Th
72. 4 Sharing Software turn on annotation mode You and the presenter can then annotate the shared software simultaneously Giving up annotation control Participant only If the presenter has granted permission to you to annotate you can stop annotating at any time To stop annotating In the Annotation Tools panel select the Stop Annotating button Stopping an participant from annotating shared software Host or Presenter only If a participant is annotating shared software you can turn off the annotation feature To turn off the drawing feature 1 On the Meeting Controls Panel select the Assign Control button Sl i Panni shat Fecondes Anne oui W Make Present i diggi ta Pass Reyboard and Moise Cortrol Fi Allow to Annotate l a a a w Testing Deeps 2 On the menu that appears choose Allow to Annotate A check mark appears next to the names of those who can annotate the shared software 3 Choose the name of the participant to cancel the selection Taking a screen capture of annotations on shared software If you make annotations on shared software you can save an image of the shared software including all annotations and pointers to a WebEx Universal Communications Format ucf file You can open an ucf file on your computer desktop or in the content viewer in a meeting 190 Chapter 14 Sharing Software Note Participants cannot use this option unless the Host or Presenter gran
73. 45 Chapter 20 Using My WebEx 246 Option Time Topic Type Status Delete Description The Ascending Sort indicator appears next to a column heading and the meetings are sorted by the column in ascending order The Descending Sort indicator appears next to a column heading and the meetings are sorted by the column in descending order The Expand button appears next to a Day link Click this button to expand and display the list of meetings for that day The Collapse button appears next to a Day link Click this button to collapse and hide the list of meetings for that day The starting time for each scheduled meeting Click the box next to a meeting start time to select that meeting Click the box next to the Time column heading to select or clear all meetings in the list The topic for a meeting that you are hosting Click the topic name to get information about that meeting If you are the alternate host for a Meeting the topic appears in italics Indicates the type of online meeting that you are hosting Available meeting types depend on the configuration of your WebEx service Web site Indicates that the live meeting is in process The status of the meeting Start You can start this meeting that you are hosting at any time by clicking the link Join End for hosts For a meeting in progress that you are hosting you can join or end the meeting Appears if you left a meeting or you
74. Am a 2 Select the down arrow on the Allow to Annotate button 188 Chapter 14 Sharing Software 3 On the menu that appears choose which participants can annotate the shared software You can choose All or select someone from the list Note You can stop a participant from annotating shared software at any time Requesting annotation control of shared software Paprticipant only If a presenter is sharing a desktop Web browser or application you can ask the presenter to allow you to annotate the shared software After you have permission you can Make annotations by highlighting areas on the software drawing lines and shapes typing text and using pointers Clear annotations at any time Change the color that you are using to make annotations Save an image of your annotations on the shared software To request annotation control of shared software 1 Inthe Meeting Controls Panel select the Annotate button wo 5a The Annotate button has the image CE patapan Chai Anhaa l of a pencil on it 1 ius A request message appears on the presenter s screen After the presenter allows you to annotate the Annotation Tools panel appears v Z AnnotationTools eX S Ty o A m o IE 2 Select the tool you want to use Optional Choose another annotation tool Note If you are controlling shared software remotely the presenter must take back control to 189 Chapter 1
75. Cisco webex WebEx Meeting Center User Guide For Hosts Presenters and Participants Ahali 8 17 CISCO Copyright 1997 2010 Cisco and or its affiliates All rights reserved WEBEX CISCO Cisco WebEx the CISCO logo and the Cisco WebEx logo are trademarks or registered trademarks of Cisco and or its affiliated entities in the United States and other countries Third party trademarks are the property of their respective owners U S Government End User Purchasers The Documentation and related Services qualify as commercial items as that term is defined at Federal Acquisition Regulation FAR 48 C F R 2 101 Consistent with FAR 12 212 and DoD FAR Supp 227 7202 1 through 227 7202 4 and notwithstanding any other FAR or other contractual clause to the contrary in any agreement into which the Agreement may be incorporated Customer may provide to Government end user or if the Agreement is direct Government end user will acquire the Services and Documentation with only those rights set forth in the Agreement Use of either the Services or Documentation or both constitutes agreement by the Government that the Services and Documentation are commercial items and constitutes acceptance of the rights and restrictions herein Last updated 072310 www webex com IC 110510 setting up and Preparing for a Meeting About setting up Meeting Center To participate in a meeting you must set up Meeting Center on your computer Onc
76. Grantham Marcel Tillman Acd Sallen Chen lt Remove Add Contact 3 Edit information about the distribution list 4 Click Update About the Add Edit Distribution List page How to access this page Cancel On your WebEx service Web site click My WebEx gt My Contacts gt Add Distribution List Or select distribution list in Personal Contacts list What you can do here Add contacts to your distribution list or remove contacts from your distribution list 284 Chapter 20 Using My WebEx Options on this page Use this option Name Description Search Index Add gt lt Remove Add Contact Add Update To Enter the name of the distribution list For example if you want to add a distribution list that includes members of your company s sales department you might name the list Sales Department Optionally enter descriptive information about the distribution list to help you identify it later Find a contact by typing all or part of the contact s first or last name Find a contact by clicking the letter that corresponds to the first letter of the contact s first name To list contacts for which you identified with a number click To list all contacts in your Personal Contacts list click All Add a one or more selected contacts to your distribution list Remove one or more selected contacts from your distribution list Add a new contact to your Personal Contacts list and
77. My Calendar Status of the meeting can be Not Started Join Now or Registration Meeting Center only Date of the meeting for example July 28 2009 Starting time for the meeting including the time zone for example 10 00 am Pacific Standard Time Length of the meeting in hours or minutes for example 1 hour or 30 minutes Number that the meeting server assigns to a meeting automatically Meeting password that the host specified Instructions for joining the teleconference Meeting host s full name Appears only if the host designated one or more participants as alternate hosts Host s email address Agenda Displays the Agenda page where you can view the meeting s detailed agenda provided by the host Adds the meeting to your calendar program such as Microsoft Outlook Your calendar program must support the iCalendar standard a common format for exchanging calendaring and scheduling information across the Internet Obtaining information from an email message 14 If you receive an email invitation for a meeting you can view the meeting information from the email message To obtain information about a meeting from an invitation email message 1 Open your invitation email message and then click the link The Meeting Information appears 2 Chapter 2 Joining a Meeting Optional To view the meeting agenda click View Agenda Obtaining information from the meeting calendar If you did no
78. Personal Meeting Room who know the password view the list of files in the folder download files from the folder or upload files to the folder depending on the read write settings for the folder Password The password that visitors to your Personal Meeting Room must provide to access the folder Confirm If you specified a password type it again to verify that you typed it correctly Update Save any changes that you made to folder s properties and then closes the Edit Folder Properties window Cancel Close the Edit Folder Properties window without saving any of the changes that you made Opening the My Recordings Page To upload or maintain recordings you must do so from the My Recordings page on your WebEx service Web site To open the My Recordings page 1 Log in to your WebEx service Web site and then click My WebEx 2 Click My Files gt My Recordings The My Recordings page appears showing your recording files Uploading a recording file 262 If you recorded a meeting using the integrated or standalone WebEx Recorder you can upload the recording file with a wrf extension from your local computer to the My Recordings page Note If you recorded a meeting using the WebEx Network Based Recorder NBR the WebEx server automatically uploads the recording file with an arf extension to the appropriate tab on the My Recordings page once you stop the Recorder You do not need to upload it yourself To upload a re
79. The month for the monthly calendar of meetings The default is the current month Click the Previous Month icon to display a list of meetings for the previous month Click the Next Month icon to display a list of meetings for the next month Click the Calendar icon to open the Calendar window for the current month Click on any date to open its schedule in the Daily view Opens the Weekly view which shows the scheduled meetings for each day of the selected week Opens the Daily view which shows the scheduled meetings for the selected day 247 Chapter 20 Using My WebEx The meetings you host The meetings you are invited to Show past meetings Topic Shows a list all of the online meetings or Personal Conference meetings that you are hosting Shows a list all of the meetings or Personal Conference meetings to which you have been invited Select to include concluded meetings in the list of meetings The topic for a meeting that you are hosting Click the topic name to get information about that meeting If you are the alternate host for a Meeting the topic appears in italics Indicates that the live meeting is in process About the My WebEx Meetings page All Meetings tab 248 How to access this tab On your WebEx service Web site click My WebEx gt My Meetings gt All Meetings tab Options on this tab LS Language link Time zone link Date q d Search for meetings by date
80. a list of meetings for the next week Click the Calendar icon to open the Calendar window for the current month Click on any date to open its schedule Select to display only those meetings that require registration in the list of meetings Opens the Daily view which shows the scheduled meetings for the selected day The Ascending Sort indicator appears next to a column heading and the meetings are sorted by the column in ascending order The Descending Sort indicator appears next to a column heading and the meetings are sorted by the column in descending order Lists the starting time for each scheduled meeting Lists the scheduled meetings by name Click the topic name to get meeting information Lists the host or presenter for the meeting Lists the scheduled length of the meeting Indicates that the live meeting is in process Click the link to join the Meeting Center from the Meeting Information page Click to open the Register for page where you can enter the 2 Chapter 3 Using the Calendar required information to register for the meeting Start link Host only Click to start your meeting End link Host only Click to end your meeting About the Monthly view 28 How to access this page On your Meeting Center Web site click Attend a Meeting gt Browse Meetings gt Monthly tab What you can do here The Monthly view shows when the live meetings are scheduled in a monthly
81. ad files in any folders that you share Enter the message that appears on your Personal Meeting Room page A message can be a maximum of 128 characters including spaces and punctuation To specify a message type it in the box and then click Update Upload an image file from your computer or another computer on your network to your Personal Meeting Room page For example you can upload a picture of yourself your company s logo or a picture of your company s product Visitors to your page can see the image that you upload The image can be an maximum of 160 pixels wide If you upload a larger image its width is automatically reduced to 160 pixels However the image s aspect ratio is maintained Browse Lets you locate an image Upload Uploads the image that you selected Current Image Displays the image that currently appears on your Personal Meeting Room page Delete Removes the current image from your Personal Meeting Room page This button is available only if you have uploaded an image for the page Upload a banner image to the non scrolling header area for your Personal Meeting Room page For example you can upload your company s logo or an advertisement Visitors to your page can see the image that you upload Available only if your site administrator has turned on this option for your account The image can be a maximum of 75 pixels high If you upload a larger image its height is automatically reduced to 75 pixel
82. al Gemalto iratals Agerian E Weber Pater in jiria het a kirim Opera Aisa Back 9 SCHEDULE MEETING E hos A Pusen A AN iedee Cance 65 Chapter 4 Scheduling a Meeting 66 What you can do on this page Select the meeting privileges that attendees have once the meeting starts Note A presenter can grant any privileges to or remove them from attendees during a meeting Options on this page Set options using template Select a template and use the settings saved in that template for this meeting You can save time by using a template that includes the list of attendees you want to invite a presentation you want to show before the meeting starts and other options you have used in a previous meeting and saved as a template Privileges Select privileges that you want attendees to have when meeting begins Use this option Save Print Annotate View participant list View thumbnails Control applications Web browser or desktop remotely View any document View any page Contact operator privately Participate in private chat with Chapter 4 Scheduling a Meeting To Save any shared documents presentations or whiteboards that appear in their content viewers Print any shared documents presentations or whiteboards that appear in their content viewers Annotate any shared documenis or presentations or write and draw on shared whiteboards that appear in their content vie
83. allowed participants to join the meeting before its starting time and participants have already joined the meeting Q Join Lets you join the meeting in progress O End Ends the meeting Join for attendees The meeting that you are invited to has started and you can now join the meeting Registration for attendees The meeting that you are invited to requires registration To display a page on which you can register to attend the meeting click the link Does not apply to sales meetings or support sessions Cancels any meetingsthat are currently selected in the list If you Click this link a message appears allowing you to confirm that you want to cancel the meeting Another message appears allowing you to inform any invited attendees that you Chapter 20 Using My WebEx canceled the meeting Does not apply to support sessions About the My WebEx Meetings page Monthly tab How to access this tab On your WebEx service Web site click My WebEx gt My Meetings gt Monthly tab Options on this tab LS Language link Time zone link Month E Week Number link weg k i Day link tz Click the Refresh icon at any time to display the most current list of meetings Click to open the Preferences page where you can select the language setting for your WebEx service Web site Click to open the Preferences page where you can select the time zone setting for your WebEx service Web site
84. and Set Up then click Meeting Manager 2 Click Verify your rich media players 3 Click the links to verify that the required players are installed on your computer Note The option to check your system for required rich media players is available only if your Meeting Center Web site includes the UCF option About WebEx Connect Use WebEx Connect the instant messenger for business users to send secure instant messages invite or remind participants and manage a meeting Connect integrates with Microsoft Outlook corporate directories and calendars encrypts messages and scans them for viruses and offers quick access to business conferencing services from WebEx To download WebEx Connect 1 Log in to your Meeting Center Web site 2 On the Meeting Center navigation bar click Support gt Downloads 3 Scroll down to the section of the page describing WebEx Connect Click the link to learn more about this product and download it Joining a Meeting About joining You can join a meeting in a number of ways The simplest and quickest is by clicking the meeting URL which the host can send you via an invitation email message or an instant message If the host has given you just the meeting number you have a couple of ways to join the meeting Notes The meeting host may choose to record the meeting f you are the host but you inadvertently land on the page for participants to join the a meeting click If you are the ho
85. and draw on a shared application and allow participants to draw Learn about sharing application effectively Stop sharing an application Starting application sharing Host or Presenter only You can share any application on your computer with meeting participants To share an application 1 2 On the Share menu choose Application The list of all applications currently running on your computer is displayed Participant Meeting Help fal udio TIE My Desktop Ctr Alt O Document From Mw Computer Application Whiteboard Cbrl AlE H Running 4pplication SM srv termsic2 Remote Desktop x Microsoft Excel Merge xlsx Web Content Ga WebEx Meeting Center Google Chrome Web Browser a F My Computer Remote Computer Windows Explorer My Meeting Wind 2 Wise Other Application Do one of the following Ifthe application you want to share is currently running select it in the list to begin sharing it Ifthe application you want to share is not currently running select Other Application The Other Application dialog box appears showing a list of all applications on your computer Select the application and then select Share Your application appears in a sharing window on participant screens 173 Chapter 14 Sharing Software Sharing several applications at once Host or Presenter only If you are already sharing an application you
86. ant sharing window Participant only While viewing or remotely controlling shared software you can close the sharing window in which the software appears at any time Closing a sharing window returns you to the Meeting window If you close a sharing window you can reopen it at any time To close a sharing window 1 On the Meeting Controls Panel select the down arrow the last button on the panel and then choose Stop lt option gt from the menu The following graphic shows the Stop Application Sharing option because an application has been shared If you have shared your desktop or Web Browser the menu would show Stop Desktop Sharing Om e 2 Manage Panes Audo Conference bie and Bemire End Meeting 2 Choose the appropriate option The sharing window closes The Meeting window then automatically opens To return to the sharing window at any time In the Meeting window on the Sharing menu select a sharing option desktop remote computer application or Web browser Switching your participant view Participant only 184 Chapter 14 Sharing Software While a presenter is sharing software you can return to the Meeting window at any time The sharing window remains open on your computer so you can return to viewing the shared software at any time To return to the Meeting window while the presenter is sharing software On the Meeting Controls Panel select the Return to Meeting Window icon
87. ars for each document presentation or whiteboard that is being shared Depending on your role and the privileges that you have you can do the following when viewing shared content in the content viewer Magnify slides pages or whiteboards View thumbnails of slides pages or whiteboards Display a full screen of a page slide or whiteboard Synchronize all participant views of a page or slide with the view that appears in your content viewer In or out Using the tools on the content viewer toolbar you can Zoom in to or out from on a page slide or whiteboard Adjust the size of a page slide or whiteboard to fit the content viewer Adjust the size of a page slide or whiteboard to fit it width in the content viewer Turn off the Zoom tool at any time To zoom in to or out from a page slide or whiteboard On the content viewer toolbar Chapter 12 Sharing Presentations Documents and Whiteboards Select the Zoom In or Zoom In button and then drag your mouse to the area Release your mouse button To zoom in or out to a preset percentage select the downward pointing arrow to the left of the Zoom In Zoom Out button and then choose the percentage Full Screen To adjust the size of a page slide or whiteboard within the content viewer On the toolbar select the downward pointing arrow to the left of the Zoom In Zoom Out buttons Fit in Viewer Fit to width Choose a viewing opt
88. ation and display animations on the slides Navigating slides pages or whiteboards using the toolbar You can navigate to different pages slides or whiteboard pages in the content viewer Each document presentation or whiteboard being shared appears on a tab at the top of the content viewer To display pages or slides in the content viewer 1 In the Meeting window in the content viewer select the tab for the document presentation or whiteboard that you want to display If there are more tabs than can appear at one time select the down arrow button to see a list of remaining tabs or use your keyboard arrows forward and back through all the tabs Edt Shwe yew Meeting Heip Select the down arrow to view remaining tabs Fie Auto Partopart Jaz Custmmer Care z T Pa raj er F i P a qj fiz Agarda Hierkebrng A On the toolbar click a button to change the page or slide you are viewing Select the Customer Care hd Drop down arrow to choose any page or slide OF Initiatives Left arrow to see the previous page or slide Right arrow to see the next page or slide If Microsoft PowerPoint slides are being shared the drop down list also displays the title of each slide 151 Chapter 12 Sharing Presentations Documents and Whiteboards Note Alternatively you can navigate to different pages or slides in a shared document presentation or whiteboard by openin
89. ator of the teleconferencing service Granting or removing document privileges As host you can assign privileges for saving printing and annotating documents whiteboards and presentations that are shared in the content viewer 87 Chapter 6 Granting Privileges During a Meeting To grant or remove a document privilege Select or clear the checkbox for each privilege you want to grant Comnunicate Participants kakaga Chel pou Mert bo assign bo al parhicinarts view Meshing E Participarc list Share documents Any document i Conbral shared applications F Thumbnaik Web browser oF Tay page desktop remotely Record meeting A participant uses the Annotation toolbar that appears whenever a document is being shared to Draw on shared elements Point to items on shared elements Granting or removing viewing privileges To grant or remove a viewing privilege Select or clear the checkbox for each privilege you want to grant Comnunicate Participants Select the privileges that you want bo assign bo al participants Dumani Meeting Print E Particinart list Share documents Annotate amp ny document W Contro shared applications M Sae l Thumbnails pepa 7 any pace desktop remotely Record meeting Viewing privileges you can grant to participants Participant list view the names of all other participants on the Participants panel If this option
90. attendees to your meeting by entering their email addresses or selecting them from your address book Options on this page Use this option Set options using template Attendees Request that attendees verify rich media players before joining meeting Send a copy of the invitation email to me To Select a template and use the settings saved in that template for this meeting You can save time by using a template that includes the list of attendees you want to invite a presentation you want to show before the meeting starts and other options you have used in a previous meeting and saved as a template Enter the email addresses of the attendees you want to invite to your meeting You can type the addresses separating them with a comma or semicolon or you can click Select Attendees to choose attendees from your address book Add a request to invitation email messages for attendees to verify that these components are installed on their computers for playing a UCF media file Flash Player for playing a Flash movie or interactive Flash files Windows Media Player for playing audio or video files This option is useful if you or another presenter plans to share a UCF multimedia presentation or standalone UCF media files during the meeting Receive a copy of the invitation you are sending to attendees Later if you decide to invite additional attendees Chapter 4 Scheduling a Meeting Use this option
91. ble storage space on your WebEx Service Web site that is being used by all recordings on your site If your site exceeds its storage allocation users will not be able to record meetings until recordings are deleted or the storage allocation is increased by your system administrator The name of the recording If you record a meeting on the server the WebEx server automatically uploads the recording to this page In this case the topic of the recording is the topic of the meeting You can edit the topic at any time The size of the recording The date and time the recording was created The length of the recording The format of the recording file A recording file can be in WebEx Advanced Recording Format ARF or WebEx Recording Format WRF You can also store recording files that are in Windows Media Audio Video WMV or Shockwave Flash Object SWF format Lets you play the recording available only for recording files with an arf extension that were recorded by the Network Based Recorder If playback of the file requires a password you must provide the password Lets you send an email to share this recording with others Chapter 11 Managing Recorded Meetings Option Description Displays a menu with more options for your recording Download Lets you download the recording to your local computer If downloading the file requires a password you must B E provide the password ui Modify Lets you edit info
92. button on the panel and then choose View Then choose Synchronize for All Manage Panels Auda Conference Fiete and Remind Stop Applicahon Sharing End Meeting Selecting a monitor to share To select a monitor to share 1 Start sharing your desktop On the Quick Start page select Share Desktop If two or more monitors are detected on your system a window appears and allows you to select one of the monitors Select a monitor to share 1 On the Share menu select Desktop A submenu shows the available monitors 181 Chapter 14 Sharing Software 182 View Audio Participant Meeting Help Quick s MyDesktop Marita t Document From My Computer I Mormon Application Whiteboard orl Albh Web Content Web Brower Py Meeting Window 2 Select the monitor you want to share The Meeting Controls Panel indicates which monitor you are sharing If you are sharing the same monitor where the Meeting Controls Panel is it says You are sharing this monitor If you are sharing a monitor that is not the same monitor where the Meeting Controls Panel is it says You are sharing monitor lt number gt SPOR SHARDS In addition a green border appears around the monitor you are sharing To select a different monitor to share 1 On the Meeting Control Panel select the Select Content to Share button i STOR SHADING 2
93. button to the toolbar using the Internet Explorer Customize option To access this option on the View menu point to Toolbars and then choose Customize Available for meetings sales meetings training sessions and support sessions only Shortcut Share As Document Share 4s Application Open With gt Share in WebEx Meeting gt 4s Application gt WinZip Send To gt Cut Copy Create Shortcut Delete Rename Properties EA spreadsheet Tip Star Chapter 8 Setting Up a One Click Meeting Description Microsoft Office shortcut In Microsoft Word Microsoft Excel and Microsoft PowerPoint select Share This File This command starts the meeting and automatically shares the application you are using including all files that are already open in that application You can still work in the application during the meeting Available for meetings sales meetings training sessions and support sessions only Right Click menu shortcut Right click the icon for an application or document file on your computer and then point to Share in WebEx Meeting gt As Application This command starts the meeting and automatically shares the application including all files that are already open in that application You can still work in the application during the meeting Available for meetings sales meetings training sessions and support sessions only Once you start a One Click Meeting it a
94. calendar You may also choose to restrict access to the meeting once all attendees have joined it Using the Advanced Scheduler When scheduling a meeting you must provide a meeting topic and a starting time You can also set options to customize your meeting and enhance its security Using the Advanced Scheduler you can schedule a meeting quickly You can click the Start button at any time to start your meeting If you have questions about the information requested on a page click the Help button which is located in the upper right corner of each wizard page 39 Chapter 4 Scheduling a Meeting 40 To start the Advanced Scheduler 1 2 3 Log in to your Meeting Center Web site On the navigation bar expand Host a meeting to view a list of links Click Schedule a meeting The Advanced Scheduler appears showing the Required Information page To schedule a meeting 1 Click Required Information Enter the requested information such as the meeting topic meeting password tracking codes and whether you want to display this meeting on your meeting list For details see About the Required Information page Click Date amp Time Set the date and time for the meeting You also set the meeting duration how many minutes in advance you will allow participants to join the meeting whether the meeting recurs and how often and other information related to meeting times Click Teleconference Set up a teleconferenc
95. calendar view You can navigate to a specific day or week within the current month or navigate to the previous or next month Options on this page r Click the Previous Month icon to display a list of meetings for the previous month Click the Next Month icon to display a list of meetings for the next month Click the Refresh icon at any time to display the most current list of meetings Click to open the Preferences page where you can select the Language link language setting for your Meeting Center Web site Click to open the Preferences page where you can select the time aimezene zone setting for your Meeting Center Web site Chapter 3 Using the Calendar Week link Opens the Weekly view which shows the scheduled meetings for Week18 each day of the selected week Day link Opens the Daily view which shows the scheduled meetings for the A selected day Appears on the calendar to indicate that one or more meetings are scheduled on that day About the Search Results page What you can do here Find a meeting on your Meeting Center Web site Display past meetings Sort the search results Select a language for your Meeting Center Web site Select a time zone for your Meeting Center Web site Display meetings that require registration The meeting information displayed in the list can be sorted by clicking the column headings Options on this page Enter a host name meeting topic or any
96. can share additional applications simultaneously Each application that you share appears in the same sharing window on participant screens To share an additional application Select the application you want to share If that application is currently running Select the Share button Each application you have open on your desktop has these buttons in the upper right corner Tip When you open any application that you have minimized it opens with the sharing buttons in the upper right corner If that application is not currently running Select the Share Application button in the Meeting Controls Panel You can also fnd it using File Explorer or any other tool you use to locate applications on your computer When you open it it appears with the Share button Your application appears in a sharing window on participant screens Meeting Center tracks the number of applications you are currently sharing The Share button to the right of Pause lets you select the different types of content ou want to share Tip Alternatively you can share multiple applications by sharing your computer s desktop Stopping application sharing for all participants 174 Host or Presenter only You can stop sharing an application at any time Once you stop sharing an application participants can no longer view it If you are sharing multiple applications simultaneously you can stop sharing either a specific application or all applicatio
97. captions to a file the transcript email message and the attached notes file contain the latest version of notes that you saved If you are the meeting host and end the meeting and you have not sent a transcript a message appears asking you if you want to send a transcript a meeting Once you end a meeting the Meeting window closes for all participants If the meeting includes an integrated voice teleconference the conference also ends Note If your site administrator has enabled the Teleconference Keep Alive feature for your site you will be prompted whether you want to continue the teleconference after the web meeting ends To end a meeting 1 Inthe Meeting window on the File menu choose End Meeting A confirmation message appears in which you can verify that you want to end the meeting 2 Click Yes The Meeting window closes Note If there is any meeting information that you have not yet saved including shared documents chat messages a poll questionnaire poll results or notes Meeting Manager asks you whether you want to save it before ending the meeting If you choose to save a file Meeting Manager uses the default file name for the file Thus if you have already saved the file using another name Meeting Manager does not overwrite that file Chapter 10 Managing a Meeting 133 Managing Recorded Meetings The My Recorded Meetings page allows you to view and manage your meeting recordings Meetings that
98. cel Roe In the Description box type a new name for the file or folder In the Name box type a new name for the file or folder Click Update Searching for files or folders in your personal folders In your personal folders on your WebEx service Web site you can quickly locate a file or folder by searching for it You can search for a file or folder by text that appears in either its name or description To search for a file or folder 1 2 3 Open the My Documents page In the Search For box type all or part of the file s name or description Click Search A list of any files or folders that contain the search text appears Downloading files in your personal folders In your personal folders on your WebEx service Web site you can download any files to your computer or a local server 25 Chapter 20 Using My WebEx Open the My Documents page Locate the file that you want to download Under Action click the Download button for the file that you want to download E The File Download dialog box appears Follow any instructions that your Web browser or operating system provides to download the file Deleting files or folders in your personal folders You can delete files or folders in your personal folders on your WebEx service Web site To delete a file or folder 1 2 3 Open the My Documents page Under Name locate the file or folder that you want to delete Select the check box
99. ch you can verify that you want to transfer control of the meeting to the participant whom you selected 5 Click OK The word host appears to the right of the participant s name in the participant list Chapter 10 Managing a Meeting Reclaiming the host role To take over the role of meeting host If a participant has control of a meeting you can assume control of the meeting by reclaiming the host role Important If you leave a meeting whether intentionally or inadvertently and then log back in to your meeting service Web site you automatically become the meeting host once you rejoin the meeting You can rejoin a meeting using either the public meeting calendar or your private meeting calendar To reclaim the host role 1 Inthe Meeting window open the Participants panel 2 Inthe participant list select your own name 3 On the Participant menu choose Reclaim Host Role The Reclaim Host Role dialog box appears 4 Type the host key in the Host key box w Reclaim Host Role Host Key 5 Click OK In the participant list the word host appears to the right of your name Tip If you did not write down the host key before transferring the host role to another participant you can ask the current host to send you the host key in a private chat message The host key appears on the current host s Info tab in the content viewer 127 Chapter 10 Managing a Meeting Obtaining information about a meeting after it
100. clude concluded meetings in the list of meetings Select to display only those meetings that require registration in the list of meetings The Ascending Sort indicator appears next to a column heading and the meetings are sorted by the column in ascending order The Descending Sort indicator appears next to a column heading and the meetings are sorted by the column in descending order Lists the starting time for each scheduled meeting Lists the scheduled meetings by name Click the topic name to get meeting information Lists the host or presenter for the meeting Lists the scheduled length of the meeting Indicates that the live meeting is in process Click the link to join the Meeting Center from the Meeting Information page Click to open the Register for page where you can enter the required information to register for the meeting Host only Click to start your meeting Host only Click to end your meeting Chapter 3 Using the Calendar About the Daily view How to access this page On your Meeting Center Web site click Attend a Meeting gt Browse Meetings gt Daily tab What you can do here The Daily view lists the live meetings that are scheduled for the present day From the Daily view you can navigate to the previous or next day or use the calendar to view the schedule for another day The meeting information displayed in the list can be sorted by clicking the column headings Options on th
101. company or organization The country code for the contact s office phone that is the number that you must dial if the contact resides in another country The area or city code for the contact s office phone number The contact s office phone number The extension for the contact s office phone number if any The country code for the contact s cellular or mobile phone that is the number that you must dial if the contact resides in another country The area or city code for the contact s cellular or mobile phone number The contact s cellular or mobile phone number Thee extension for the contact s cellular or mobile phone number if any The country code for the contact s fax number that is the number that you must dial if the contact resides in another country The area or city code for the contact s fax number The contact s fax number The extension for the contact s fax machine if any The contact s street address The additional address information if necessary The contact s state or province Chapter 20 Using My WebEx Option Description ZIP Postal The contact s ZIP or postal code Country The country in which the contact resides Username The user name with which the user logs in to your WebEx service Web site if the contact has a user account Notes Any additional information about the contact Importing contact information from Outlook to your address book If you use Microsoft Outlook you can imp
102. cording file 1 Goto the My Recordings page 2 Click Add Recording 3 On the Add Recording page enter information and specify options Chapter 20 Using My WebEx 4 Click Save Editing information about a recording You can edit information about a recording at any time To edit information about a recording 1 Go to the My Recordings page 2 Click the following icon for the recording that you want to edit zj The Edit Recording page appears 3 Make your changes 4 Click Save Sending an email to share a recording You can send an email one or more people to share your recording with them To send an email to share a recording with others 1 Go to the My Recordings page 2 Click the appropriate link for your recording type Meetings Events Sales Meetings Training Sessions Miscellaneous 3 Open the Share My Recording window Click the following icon for the recording that you want to share with others Click the linked name of the recording you want to share On the Recording Information page click Send Email 263 Chapter 20 Using My WebEx Send Email _ The Share My Recording window appears a P a fe Sine Wy Heen ding Mergol moniti Lepine provided by ram Select Recents O F Send a copy of the amumi io ma Pap H a seal Gap gape io ha etA Tatui meeting See PT June 2 208 E27 an San Freececo Tene Quwratesn 3 mans 4 Select recipients for your email C
103. ct s state or province Enter the contact s ZIP or postal code Enter the country in which the contact resides Enter the username with which the user logs in to your WebEx service Web site if the contact has a user account Enter any additional information about the contact Importing contact information in a file to your address book 2 6 You can add information about multiple contacts simultaneously to your personal address book by importing a comma separated values CSV file A CSV file has the csv file extension you can export information from many spreadsheet and email programs in CSV format To create a CSV file 1 Open your address book 2 Inthe View drop down list ensure that Personal Address Book is selected 3 Click Export 4 Save the csv file to your computer 5 Open the csv file that you saved in a spreadsheet program such as Microsoft Excel 6 Optional If contact information exists in the file you can delete it 7 Specify information about the new contacts in the csv file 8 Chapter 20 Using My WebEx Important If you add a new contact ensure that the UID field is blank Save the csv file Ensure that you save it as a csv file To import a CSV file containing new contact information 1 2 3 Open your address book In the View drop down list ensure that Personal Contacts is selected In the Import From drop down list select Comma Delimited Files Click Import Selec
104. d J Shere Be ee deg My Desktop i Document From My Computer Application b Learn about tools for sharing Start sharing Assigning sharing privileges to participants Save a document View and interact with shared documents and whiteboards Display slides or pages Use tools to annotate a document Synchronize your view with the host 143 Chapter 12 Sharing Presentations Documents and Whiteboards Granting sharing privileges To grant or remove participant privileges during a meeting 1 Inthe Meeting window on the Participant menu choose Assign Privileges The Participant Privileges dialog box appears 2 Grantor remove a privileges as follows To grant a specific privilege select its check box To grant all privileges select the Assign all privileges check box To remove a privilege clear its check box To revert to the preset privileges click Reset to Meeting Defaults 3 Click Assign Content viewer tools The tools on the content viewer toolbar allow you to share and perform actions on presentations documents and whiteboards Select this button at the top right of the content viewer to start a new whiteboard Annotation toolbar Select a drawing tool for directing attention onscreen using pointers a highlighter or drawing a shape 144 Chapter 12 Sharing Presentations Documents and Whiteboards Show Thumbnai
105. d and available in the other scheduler 31 Chapter 4 Scheduling a Meeting About the Quick Scheduler Use this one page scheduler to set up a meeting with just a few mouse clicks Your site administrator decides whether your site displays the Quick Scheduler or the Advanced Scheduler a wizard that helps you step through the process of selecting meeting options If your site displays the Advanced Scheduler automatically you can easily switch to the Quick Scheduler Simply click the Return to Quick Scheduler link at the top of the Required Information page About the Quick Scheduler page 32 How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting If you see the Advanced Scheduler click the link to display the Quick Scheduler What you can do on this page Set up a meeting quickly using this one page scheduler Options on this page Use this option To Set options using template Select a template and use the settings saved in that template for this meeting You can save time by using a template that includes the list of attendees you want to invite a presentation you want to show before the meeting starts and other options you have used in a previous meeting and saved as a template Meeting Topic Enter the topic or a name for the meeting Tracking codes Password Confirm password Date Time Duration Chapter 4 Scheduling a Meeting Identify your departmen
106. d rights and privileges for sharing information Note You can make someone else the presenter from the participant list when you are in the meeting window Making someone else the host As a meeting host you can transfer the host role and thus control of the meeting to an attendee at any time This option can be useful if you need to leave a meeting for any reason To make another participant the host 1 Do one of the following 125 Chapter 10 Managing a Meeting Transferring the host role 126 a p ag Oe ee ee Mabe Creperten Right click on a participant name or participant thumbnail Select the Participant menu 2 Select Host from the Change Role To menu The selected participant is now the host The word host appears to the right of the attendee s name in the participant list As a meeting host you can transfer the host role and thus control of the meeting to an attendee at any time This option can be useful if you need to leave a meeting for any reason To transfer the host role to an attendee 1 Optional If you plan to reclaim the host role later write down the host key that appears on the Info tab in the content viewer in the Meeting window 2 Display the Participants panel 3 In the participant list select the name of an attendee to whom you want to transfer the host role 4 On the Participant menu choose Change Role To gt Host A confirmation message appears in whi
107. d so on Files that you publish reside only on your computer not on a server Thus your published files are always protected from unauthorized access during a meeting mir Hosts can publish files T File Transder beng access request UAn stuffiiemp access P Dorsa Us Ate Epit bo Rend Ji 2a E To download a fle either select it and then cick Download r night Attendees can download published files H File Transfer Ranse Location Se Status beep AE RE MEHR Not Saved ME _DocShare doc 3128328 Not Saved 215 Chapter 17 Transferring and Downloading Files During a Meeting Publishing files during a Meeting During a meeting you can publish files that reside on your computer and meeting attendees can download the files to their computers or local servers 216 To publish files during a meeting 1 Fle name In the Meeting window on the File menu choose Transfer The File Transfer window appears T File Transder beng access request UAn shuffitemp_access 44 E MC Doaa doc Us Authoe t Ept bo kerd J ct E To download a Ga either select it and then cick Download or ight Click Share File The Open dialog box appears Select the file that you want to publish Click Open The file appears in the File Transfer window The file is also now available in each attendee s File Transfer window Optional Publish additional files that yo
108. der Click the image to display the contents of the folder Indicates that the item is a file The folder hierarchy for the folder or file The Root folder is the top most folder in which all other folders and files reside The size of the folder or file in kilobytes KB Click the icons to perform an action on the folder or file that is associated with it CH Upload file Available only for files Click this icon to open 7 the File Upload page on which you can select up to three files at a time to upload to a specified folder he Download file Available only for files Click this icon to E download the file associated with it Edit File Properties or Edit Folder Properties Click this icon to open the Edit File Properties page or Edit Folder Properties page on which you can edit information about the file or folder respectively ca Create Folder Available for folders only Click this icon to open the Create Folder page on which you can create a new folder in your personal storage space Specifies the sharing settings for a folder that is how others who visit your Personal Meetings Room can access your folder and its files 259 Chapter 20 Using My WebEx Link or option Description R Read only Visitors to your Personal Meeting Room can view the list of files in the folder and download the files W Write only Visitors to your Personal Meeting Room can upload files to the folder but they cannot view the file
109. ding on your computer s operating system A message appears asking you to confirm that you want to remove the software Click Yes The Uninstall WebEx Software dialog box appears Select Meeting Manager Click Uninstall Once the software is removed click Finish Select an option to restart your computer now or later Preparing for a meeting To take advantage of the many features available in a meeting check your system and then install some tools to extend meeting capabilities Check your system for UCF compatibility Gf you have presentations with animations save them as ucf so meeting attendees can view these effects Set up and install Cisco WebEx Connect Chapter 1 Setting up and Preparing for a Meeting Checking your system for UCF Compatibility If you intend to play or view Universal Communications Format UCF media files during the meeting either as a presenter or an attendee you can verify that the following components are installed on your computer Flash Player for playing a Flash movie or interactive Flash files Windows Media Player for playing audio or video files Checking your system is useful if you or another presenter plans to share a UCF multimedia presentation or standalone UCF media files To check your system for UCF compatibility 1 On the navigation bar do one of the following If you are a new meeting service user click New User If you are already a meeting service user exp
110. e How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting You can select attendees from the Quick Scheduler or the Advanced Scheduler gt Invite Attendees page Then click the Use Address book link What you can do on this page Select contacts in your personal address book and invite them to the meeting Add new contacts to your personal address book and invite them to the meeting 35 Chapter 4 Scheduling a Meeting 36 Designate one or more invited attendees as alternate hosts Options on this page Use this option To Address book Select the address book from which you want to select attendees The contacts in the address book that you select appear in the box These address books are available Personal contacts Includes any individual contacts that you have added to your personal address book If you use Microsoft Outlook you can import the personal contacts that you keep in an Outlook address book or folder to this list of contacts Company address book Your organization s address book which includes any contacts that your site administrator has added to it If your organization uses a Microsoft Exchange Global Address List your site administrator can import its contacts to this address book List Includes any distribution lists that you have created for your personal address book New Contact Add a new contact Enter the requested information about t
111. e can take notes on the Notes or Closed Caption panel in the Meeting window Only one participant performs closed captioning If all participants are allowed to take notes they cannot publish their notes to others during the meeting However participants can save their notes at any time during the meeting The meeting host can select the single note taker during the meeting A single note taker can publish notes at any time during the meeting or send a meeting transcript containing the notes to all participants If needed the host can also select a closed captionist A closed captionist can publish captions in real time during the meeting and can also send a transcript containing the captions to all participants Taking personal notes If the meeting host or presenter has selected the option to allow participants to take personal notes you can type your notes on the Notes panel in the Meeting window To take personal notes 1 Inthe Meeting window open the Notes panel 2 Type your notes in the box Note You can save your notes to a text file on your computer Taking public notes meeting minutes If the meeting host has designated you as the single note taker for a meeting you can type notes on the Notes panel in your Meeting window Your notes are not visible to other meeting participants until you publish them You can publish your notes at any time during the meeting or you can send your notes in a meeting transcript to all
112. e thumbnails and in a full screen view Synchronize all participants displays with the display in your content viewer Save it to a file At any time during a meeting you can grant participants privileges that allow them to annotate save print and display different views of shared presentations or documents Sharing a document or presentation You can share a document or presentation that resides on your computer Participants view the shared document or presentation in their content viewers 147 Chapter 12 Sharing Presentations Documents and Whiteboards To share a document or presentation 1 On the Share menu choose Presentation or Document The Share Presentation or Document dialog box appears 2 Select the document or presentation that you want to share 3 Click Open The shared document or presentation appears in the content viewer Tips for sharing documents and presentations These tips can help you share documents or presentations more effectively To import slide presentations quickly Limit the number of animations and slide transitions Minimize the number of screen shots that you add to slides especially bitmap graphics Bitmaps do not compress well To improve the speed at which shared pages or slides appear in participant content viewers save the document or presentation as a ucf Universal Communications Format file before the meeting starts Then share the ucf file instead of t
113. e you schedule start or join a meeting for the first time your meeting service Web site starts the setup process However to save time you can set up the application at any time before scheduling starting or joining a meeting Setting up Meeting Center System requirements for Meeting Center for Windows You can find the system requirements and other information about compatible browsers and operating systems on the User Guides page for your service 1 Log into your WebEx Meeting Center site 2 On the WebEx Meeting Center navigation bar click Support gt Downloads 3 On the right side of the page under Release Notes and FAQs click the link for release notes Chapter 1 Setting up and Preparing for a Meeting Setting up Meeting Center for Windows Before installing Meeting Center ensure that your computer meets the minimum system requirements If you are not using the Windows operating system please refer to our FAQ which includes information about setting up Meeting Center on other operating systems To go to the list of FAQs 1 On your Meeting Center Web site on the left navigation bar click Support gt Downloads 2 On the Downloads page under Release Notes and FAQs click the link for FAQs Frequently Asked Questions A list of questions displays arranged by topic Look for your information about your operating system under Minimum System Requirements To set up Meeting Center for Windows 1 On the naviga
114. e Chat tab Mac Select the Alerts button 3 Select the check box for each action for which you want to play a sound 4 Select a sound from the appropriate drop down list By default the drop down list contains the names of all sound files that reside at the default location on your computer 5 To select a sound that does not appear in the drop down list follow these steps Windows Click Browse and then select a sound file that resides in another folder Mac Select Others in the drop down list 6 Windows only To play the currently selected sound click the button nim 7 Click OK Note Chapter 15 Using Chat Meeting Center saves your sound preferences on your computer However if you start or join a meeting on another computer you need to set your preferences again on that computer If you are using Windows sound files must have a wav extension In most cases the default location for sound files is C WINDOWS Media You can copy other sound files to the default folder or any other directory to make them available in the Preferences dialog box Printing chat messages You can print all the chat messages that appear on the Chat panel To print chat messages 1 Inthe Meeting window on the File menu choose Print gt Chat A print dialog box appears 2 Optional Specify printer options 3 Print Saving chat messages You can save chat messages that appear on the Chat panel to a txt file You can
115. e Info tab which appears in the content viewer during the meeting The Info tab contains information about the meeting including the meeting host teleconference phone numbers and host key for the host only Note You can choose another template only if one or more customized Info tab templates are available for your meeting service Your site administrator can add templates for your service 61 Chapter 4 Scheduling a Meeting 62 What is the Quick Start page The Quick Start page allows a presenter to quickly display a document application or other item they want to share during a meeting If the Quick Start option is selected by the host on the Meeting Agenda amp Welcome page Quick Start is available to participants throughout the meeting by clicking the Quick Start tab in the content viewer For more details about any of the actions available from Quick Start click the Learn More link Can change the meeting agenda or add one after have set up my meeting You can easily edit a scheduled meeting You can edit it from the link in the confirmation email message you received or from your Meeting Center Web site Why share a document before the meeting starts When scheduling a meeting you can select a presentation or document to share automatically in the content viewer once a participant joins the meeting If the presentation or document contains multiple pages you can also automatically advance its pages at a specifi
116. e Meeting Start a Scheduled Meeting Join a Meeting My WebEx account Settings Meeting Templates et Scheduling Permission Help about Windows Messenger File Actions Tools Help lenis d ny w Shar 5 Start WebEx Meeting WebEx Settings Hide Start Button About Share Browser WebEx WebEx Start Meeting Now Start Personal Conference Meeting Start 4 Scheduled Meeting Schedule a Meeting Join a Meeting WebEx Settings Help bout WebEx Productivity Took Email and Scheduling shortcut Click One Click Meeting in Microsoft Outlook or Lotus Notes to start a One Click meeting Note You can also click Schedule Meeting in Microsoft Outlook or Lotus Notes to schedule a WebEx meeting using Outlook or Lotus Notes Instant messenger shortcut Click WebEx gt Start WebEx Meeting to start a One Click meeting in your instant messenger such as Skype AOL Instant Messenger Lotus SameTime Windows Messenger Google Talk or Yahoo Messenger Available for meetings sales meetings training sessions and support sessions only Web browser shortcut Click this icon to start your meeting Note If you previously customized your Internet Explorer toolbar the shortcut button may not automatically appear on the toolbar Instead it is added to the list of available toolbar buttons in Internet Explorer In this case you must add the
117. e attendee Note If you select the Automatically accept all registration requests check box on the Registration page all registration requests are accepted automatically and a registration confirmation email message is sent to each attendee who registers To accept or reject registration requests 1 Log in to your meeting service Web site For details see Logging In to Your Meeting Service Web Site 2 On the navigation bar click My WebEx The My Meetings page appears showing a list of any meetings that you have scheduled 3 In the list of meetings click the meeting topic link for the meeting for which you want accept or reject registration requests The Meeting Information page appears 4 Click Attendees The Registered Attendees page appears showing a list of attendees who have registered for the meeting 5 Select the check box for each attendee for whom you want to accept or reject a registration request To select all attendees currently appearing in the list click Select All To clear all selections in the current list click Clear All 6 Opt to approve or reject selected registration requests Click Accept to approve the registration requests for all attendees that you selected Click Reject to reject the registration requests for all attendees that you selected Tip You can sort the registered attendees list by clicking the column headings You can also open the Registered Attendees page by selecting
118. e by clicking the links for the page numbers Sort your personal contacts or company address book by name email address or phone number by clicking the column headings Creating a distribution list in your address book You can create distribution lists for your personal address book A distribution list includes two or more contacts for which you provide a common name and appears in your Personal Contacts list For example you can create a distribution list named Sales Department which includes contacts who are members of your Sales Department If you want to invite members of the department to a meeting you can select the group rather than each member individually To create a distribution list 1 Open your address book 2 Click Add Distribution List The Add Distribution List page appears 281 Chapter 20 Using My WebEx 282 EE Pibpra ipri Soa bere rrie Sigh cFamee Ac Cail Add Cancel In the Name box type the name of the group Optional In the Description box type descriptive information about the group Under Members locate the contacts that you want to add to the distribution list by doing any of the following Search for a contact by typing all or part of the contact s first or last name in the Search box Click the letter that corresponds to the first letter of the contact s first name Click All to list all contacts in your Personal Contacts list Optional To add a new contact to
119. e for the meeting Select the type of teleconference call back or call in or Integrated VoIP Optional Please check with your site administrator if it is enabled on your site Click Invite Attendees Enter the email addresses of the attendees you want to invite or you can select them from your contact list You can also make your meeting more secure by Selecting the option not to send the meeting password in the meeting invitation Requiring attendees to have an account on your Web site before they can join a meeting For details see About the Invite Attendees page Click Registration If you want to have participants register for the meeting select information to be requested on registration page Click Agenda amp Welcome Type an agenda for the meeting or a welcome message for attendees which they can view before the meeting starts Select a file that you want to open automatically in each attendee s Meeting window once he or she joins the meeting Chapter 4 Scheduling a Meeting 7 Click Meeting Options Select the meeting options you want to be available to all participants during the meeting You can also choose an alert to play once a participant either joins or leaves the teleconference 8 Click Review You view all the information you ve entered on each page of the Advanced Scheduler If you need to make a change return to that page in the wizard and edit the information 9 Optional Save your meeti
120. e link If you are not already logged in to your Meeting Center Web site the Log In page appears If the Log In page appears provide your account username and password and then click Log In The Meeting Information page appears Click one of the following Start Now Appears if the meeting is not in progress Join Now Appears if you allowed participants to join the meeting before its starting time and participants have already joined the meeting The Meeting window appears To start a scheduled meeting from your meeting list on your Meeting Center Web site 1 2 Log in to your Meeting Center Web site On the navigation bar click My WebEx The My Meetings page appears displaying a list of each meeting that you have scheduled In the meeting list under Status click one of the following Start Appears if the meeting is not in progress 11 Chapter 4 Scheduling a Meeting Join Now Appears if you allowed participants to join the meeting before its starting time and participants have already joined the meeting The Meeting window appears Starting a meeting from your iPhone A meeting does not start automatically at the scheduled time If when scheduling the meeting you did not select the option that allows participants to join the meeting before the host you must start the meeting before participants can join it Note To start a WebEx meeting from your iPhone you must have set up your WebEx acc
121. e your settings in a template Later when it is time to schedule another meeting you can select that template from any page on the Quick Scheduler or Advanced Scheduler You have three ways to use an existing meeting template Use the template without saving any changes to it You can use the template as is or make changes to the settings without saving these changes to the template itself Make changes to the template settings and save the changes in the template You can save these changes in the template if you want to make permanent changes to the template Make changes to the template settings and save them in a new template You can make changes to the template as you schedule your meeting Then save your changes in the template if you want to make a permanent change to the template Using an existing template for scheduling You can use the template without making changes to any details or you can make changes on any page in the scheduler 1 Log in to your Meeting Center Web site 2 On the navigation bar expand Host a meeting to view a list of links 3 Click Schedule a meeting The meeting scheduler appears 4 Select the template you want to use in the Set options using template drop down list Look for the list on any title bar in the Quick Scheduler or Advanced Scheduler These templates are available You can select one from this list and use it to quickly schedule your meeting Vendor meeting Custom
122. ears 15 Chapter 2 Joining a Meeting 4 Ifthe Get Info page appears type the password that the meeting host gave to you in the Meeting password box and then click OK 5 Optional To view the meeting s agenda click View Agenda Adding a meeting to your calendar program About adding a meeting to your calendar program You can add a scheduled meeting to your calendar program such as Microsoft Outlook This option is applicable only if your calendar program supports the iCalendar standard a common format for exchanging calendaring and scheduling information across the Internet You can add a meeting to your calendar from either The invitation email message that you receive from the host The Meeting Information page for the meeting which you can access by clicking the link for the meeting on the meeting calendar or on the host s Personal Meeting Room page Adding a meeting to your calendar program You can add a scheduled meeting to your calendar program if your calendar program supports the iCalendar standard To add a scheduled meeting to your calendar 1 Doone of the following as appropriate In the invitation email message that you receive click the link to add the meeting to your calendar On the Meeting Information page for the meeting click Add to My Calendar A meeting item opens in your calendar program 2 Accept the meeting request For example in Outlook click Accept to add the meeting item to
123. ears only if the meeting is not yet in progress Edit the details about this meeting For example Edit you can add attendees change the agenda change the date time and duration Delete Cancel this meeting View the list of registered attendees Attendees Appears only if the meeting requires attendees to register Review the meeting agenda Agenda To edit or add an agenda click Edit and then go to the Edit and Customizable Welcome page Add this meeting to the calendar program such as Microsoft Outlook Add to My Calendar To use this feature your calendar program must conform with the iCalendar standard a format used widely across the Internet for exchanging calendar information Go Back Return to the meeting calendar i Pee Chapter 4 Scheduling a Meeting About the Meeting Information page for attendees This page provides the details about a meeting you have scheduled What you can do on this page Review the date time duration and other helpful information about the meeting Add the meeting to your calendar if you haven t already done so Click this button To Join this meeting Join Now If this meeting requires you to register the registration form for this meeting appears Appears only if the host has started this meeting Agenda Review the meeting agenda Add this meeting to the calendar program such as Microsoft Outlook Add to My Calendar To use this feature you
124. easy access for sharing a document application Web browser or other item with participants About the Add Select Presentation page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting gt Agenda amp Welcome gt Browse Chapter 4 Scheduling a Meeting What you can do on this page Upload a new Universal Communications Format UCF file to your personal folders and then select it Select an UCF presentation or document that already resides in your personal folders The file that you select plays automatically for a participant once the participant joins the meeting Tip The file that you select must be in the WebEx Universal Communications Format UCF Options on this page Use this option To Upload a file to My Folders Select a UCF presentation or document that resides on your computer and upload it to your personal folders To upload a file under Select select the folder in which you want to upload the file Click Browse select the file on your computer and then click Open Click Upload Select a presentation to share Select a UCF presentation or document that automatically already resides in your personal folders Done Save your file selection and then return to the Agenda amp Customizable Welcome page Questions about setting the agenda and welcome message Can change how the information on the Info tab displays You can choose a template for th
125. eck box for the file or folder that you want move You can select multiple files or folders 4 Click Move or Copy The Move Copy File or Folder window appears showing a list of your folders 5 Select the option button for the folder in which you want to move or copy the file or folder 6 Click OK Editing information about files or folders in your personal folders 206 You can edit the following information about a file or folder in your personal folders on your WebEx service Web site Name Description You can also specify sharing options for folders that appear on your Personal Meeting Room page To edit information about a file or folder 1 Open the My Documents page 2 Locate the file or folder for which you want to edit information 3 Click the Properties icon for the file or folder for which you want to edit information The Edit File Properties or Edit Folder Properties window appears 4 Chapter 20 Using My WebEx gt Edit Folder Properties Windows Internet Explorer Edit Folder Propertie Name pictures Description Size 401 KB Share Note the changes apply to all the files in this folder amp Do not share this folder Share this folder Share as Read download oniy fle names are sible Wine upload only file names are not wsiblaj Read amp Write download and upload fle names are weible Allow files to be overwritten Password protected Password Tantri Update Can
126. ect a meeting for which the status is Registration 2 Click Register 3 Enter your information and click Register Now Once the host approves your registration you receive a registration confirmation email message You can then join the meeting once it starts If the meeting is already in progress and the host has chosen to approve all registration requests automatically you join the meeting immediately About the Today view How to access this page On your Meeting Center Web site click Attend a Meeting gt Browse Meetings gt Today tab What you can do here The Today view lists the live meetings that are scheduled for the present day including those in process those concluded and those that have not yet begun The meeting information displayed in the list can be sorted by clicking the column headings 23 Chapter 3 Using the Calendar 24 Options on this page LS Language link Time zone link Show past meetings Show only meetings that require registration check box Eca Time Topic Host or Presenter Duration F Join link uiaj Register link Ei Start link End link Click the Refresh icon at any time to display the most current list of meetings Click to open the Preferences page where you can select the language setting for your Meeting Center Web site Click to open the Preferences page where you can select the time zone setting for your Meeting Center Web site Select to in
127. ed interval You can use this opportunity to share a presentation that informs or entertains participants while they wait for you to start the meeting The presentation or document that you select must Bein the Universal Communications Format UCF Reside in your personal folders in the My WebEx area on your Meeting Center Web site You can select a UCF file that already resides in your folders or upload a new file to your folders while scheduling a meeting Important If you sharle a UCF multimedia presentation that includes rich media files such as audio or video files follow these guidelines Ensure that each media file is embedded in the presentation file or resides on a publicly accessible Web server If the presentation contains a link to a media file that resides on your computer participants cannot view that media file Select Allow participants to control file on the Agenda and Welcome page If you do not select this option the pages or slides in the document or presentation will advance automatically which may prevent participants from viewing the media files Ensure that each media file is set to play automatically for participants Chapter 4 Scheduling a Meeting About the Meeting Options page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting gt Meeting Options Malya jo Quick Scheduler Select optisnd hit You wasi participants to Rave when Setting beget M
128. eeting fietsn ts Quick Scheduler Ei FHagiiralioim C Hong i a dinfarnanen Require stendee reqistration aaa Cope A Tira Cede Serge steele Aine C iier ere Faas Hume Lasi Mave E al 7 i ClJab Tiie CI Compare Marre Tater iis Minions _ Adaresa 2 Cc L Sate _ EC TPiPsea Code CL Coarteniregien Sh Ofte Phare a O LJ Fa EEE Lyp A Wak mme Automatically accept aff mpira nequevts te rr Cancel Save as template Back What you can do on this page Determine whether attendees must register to attend a meeting If attendees must register select which information attendees must provide on the registration form Accept registration requests automatically Options on this page Set options using template Select a template and use the settings saved in that template for this meeting You can save time by using a template that includes the list of attendees you want to invite a presentation you want to show before the meeting starts and other options you have used in a previous meeting and saved as a template Registration None Specifies that attendees need not register to attend the meeting Require attendee registration All attendees must register to attend the meeting An attendee cannot attend the meeting until his or her registration you accept his or her registration request You can accept registration requests in either of two ways Automatically by selecting the
129. eeting window panel is closed F 7 Chat B Sotes Windows Meeting window panel is collapsed P t Participants E Motes Mac 115 Chapter 9 A Quick Tour of the Meeting Window Windows Meeting Controls Panel during sharing m panel is closed The panel remains in the alert status until you open and view the change 116 Managing a Meeting All the prep work is done and you have started your meeting Here are some of the most common tasks you can perform as you host the meeting Edit your welcome message Invite more people kajaki TE Remind invitees to join Tepic J lep retmi Meeting Change presenters before sharing Change presenters during Mil Danes innate p eed ri sharing Make someone else the host BE sot orem S Send a transcript oo En the meeting itl Inviting more people to your in progress meeting After you start your meeting you may find that you forgot to invite a stakeholder or someone else who should be in the meeting 117 Chapter 10 Managing a Meeting To invite someone after you start your meeting Select Invite amp Remind on the Quick Start page Invite amp Remind The Invite and Remind dialog box appears T lnvibe andl Remand N You can invite someone to the meeting by Email invite by WebEx or your ts Eir own email IM Invite by WebEx or your Separ ate addresses HAIN COATS OF T ONT
130. em on the right side of the page The Quick Scheduler is one page 5 Enter the details about your meeting 6 Start or schedule the meeting If the meeting s starting time is the current time click Start to start the meeting If the meeting s starting time is after the current time click Schedule The Meeting Scheduled page appears confirming that the meeting is scheduled You also receive a confirmation email message that includes information about the scheduled meeting About the Advanced Scheduler 38 When scheduling a meeting use the Schedule a meeting wizard to set several options for your meeting These options allow you to customize your meeting for your specific needs such as additional security Once you schedule a meeting you can change its options at any time or cancel the meeting If another user has granted scheduling permission to you in his or her or her user profile you can schedule a meeting on behalf of that user Note If you use Microsoft Outlook 2000 or a later version you can schedule start and join an online meeting using Outlook For instructions on using Integration to Outlook refer the Integration to Outlook User s Guide which is available on your Meeting Center Web site Chapter 4 Scheduling a Meeting Choosing a level of security for a scheduled meeting When scheduling a meeting you can provide security for the meeting using these means Require a password Attendees must provide
131. enter calendar can change at any time Thus to ensure that you are viewing the most current Meeting Center information you can refresh the Meeting Center calendar at any time To refresh the public Meeting Center calendar 1 If you have not already done so open the meeting calendar 2 Click the Refresh button S selecting a language and time zone on the meeting calendar On the meeting calendar you can access your Preferences page to select the language and time zone in which you want to view meeting times Your site administrator specifies the default language and time zone that appears on the meeting calendar You may need to change the time zone for example if you are travelling and temporarily in another time zone To select a language on the public meeting calendar 1 If you have not already done so open the meeting calendar 2 Click the language link on the right side of the page The Preferences page appears 3 Inthe Language drop down list select another language 4 Click OK To select a time zone on the public meeting calendar 1 If you have not already done so open the meeting calendar 2 Click the time zone link on the right side of the page 21 Chapter 3 Using the Calendar The Preferences page appears 3 Inthe Time zone drop down list select another time zone 4 Click OK Note Your time zone selection affects only your view of your Meeting Center Web site not other users views If
132. enu choose Save gt Poll Results The Save Poll Results As dialog box appears 3 Select a location at which to save the file 4 Inthe File name drop down list enter a name for the file 5 Inthe Save as type drop down list select the format in which you want to save the results 6 Click Save You can now view poll results by opening the file Opening a poll questionnaire file If you saved a poll questionnaire to a file you can display the questionnaire on your Polling panel by opening the file Note You can open a poll questionnaire file only during a meeting To open a poll questionnaire file 1 Use one of these methods to browse to the file 213 Chapter 16 Polling Attendees 214 On the File menu choose Open gt Poll Questions Click the Open icon on your Polling panel e ae ox Windows B Mac The Open Poll Questions dialog box appears Select the poll questionnaire file that you want to open A poll questionnaire file has a atp extension Click Open The poll questionnaire appears on your Polling panel You can now open the poll to the attendees Transferring and Downloading Files During a Meeting During a meeting you can publish files that reside on your computer Meeting attendees can then download the published files to their computers or local servers Publishing files is useful if you want to provide attendees with a document a copy of your presentation an application an
133. er for the meeting Lists the scheduled length of the meeting Indicates that the live meeting is in process Click the link to join the Meeting Center from the Meeting Information page Click to open the Register for page where you can enter the required information to register for the meeting Host only Click to start your meeting Host only Click to end your meeting About the Weekly view 26 How to access this page On your Meeting Center Web site click Attend a Meeting gt Browse Meetings gt Weekly tab What you can do here The Weekly view lists the live meetings that are scheduled but not ended for the selected week The meeting information displayed in the list can be sorted by clicking the column headings Chapter 3 Using the Calendar Options on this page LS Language link Time zone link E Show only meetings that require registration check box Day link Friday Time Topic Host or Presenter Duration Join link uaj Register link Click the Refresh icon at any time to display the most current list of meetings Click to open the Preferences page where you can select the language setting for your Meeting Center Web site Click to open the Preferences page where you can select the time zone setting for your Meeting Center Web site Click the Previous Week icon to display a list of meetings for the previous week Click the Next Week icon to display
134. er meeting Department meeting The template in brackets is the default template provided by your Team meeting so Vendor meeting site administrator Standard Templates Chapter 4 Scheduling a Meeting 5 Optional Make changes to the settings on any page For instance you can add or remove attendees or show a new presentation as attendees join the meeting Just go to the page in the scheduler that you want to change 6 Start or schedule the meeting If the meeting s starting time is the current time click Start to start the meeting If the meeting s starting time is after the current time click Schedule The Meeting Scheduled page appears confirming that the meeting is scheduled You also receive a confirmation email message that includes information about the scheduled meeting Using an existing meeting template and overwriting the template settings You can open an existing meeting template and change the settings You can save your changes to the template 1 Log in to your Meeting Center Web site 2 On the navigation bar expand Host a meeting to view a list of links 3 Click Schedule a meeting The meeting scheduler page appears 4 Select the template you want to use in the Set options using template drop down list These templates are available You can select one from this list and use it aly Templates to quickly schedule your meeting Customer meeting apanman Meads The template in brackets is
135. eriing oplos 7 Cha FF vides O Sng pote 3 Makipa El Motes Allow all paapaa fo tika malai gt Gege aga tale O Enihi ceerd aaien E Fie irim C Seed krack kem jo Bopi maa F Enable UEF eck meda te iesdies What you can do on this page Select which options such as chat notes and video are available during the meeting Allow presenters to transfer files and meeting participants to download these files of the meeting Specify whether attendees can share UCF rich media files Options on this page Set options using template Select a template and use the settings saved in that template for this meeting You can save time by using a template that includes the list of attendees you want to invite a presentation you want to show before the meeting starts and other options you have used in a previous meeting and saved as a template 63 Chapter 4 Scheduling a Meeting Use this option Meeting Options To Select which meeting options are available during the meeting If an option is not selected it is unavailable during the meeting A presenter can turn any option on or off during the meeting Chat Specifies that chat options are available in the Meeting window during the meeting Video Specifies that video options are available in the Meeting window during the meeting Single point Lets only the presenter send live video during the meeting Multipoint Lets
136. ets you download the recording to your local computer If downloading the file requires a password you must il provide the password T Modify Lets you edit information of the recording a i Disable Lets you disable the recording in all locations is Delete Lets you delete the recording from this page FEA Indicates that a recording is password protected Maintaining contact information About maintaining contact information 2 2 You can maintain a personal online address book in which you can add information about contacts and create distribution lists When scheduling a meeting or starting an instant meeting you can quickly invite any contacts or distribution lists in your personal address book You can also invite contacts in the Company Address Book for your WebEx service Web site if one is available You can add contacts to your personal address book in any of the following ways Specify information about contacts one at a time Import contact information from your Microsoft Outlook contacts Import contact information from a comma separated comma delimited values CSV file Chapter 20 Using My WebEx You can also edit or delete the information about any contact or distribution list in your personal address book Opening your address book You can open your personal address book on your WebEx service Web site to view or maintain information about your contacts To open your address book 1 Log into
137. f you are adding a recording 1 Log in to your WebEx Meeting Center service Web site 2 On the left navigation bar under Host a Meeting click My Recordings 3 Click Add Recording If you are editing information about a recording 1 On your WebEx service Web site under Host a Meeting click My Recordings 2 Click the More button in the row of the recording that you want to edit ziz 3 Click Modify La Download Qa Disable yt Be assign Lie Delete What you can do here Edit general information about a recording including the topic and description Require a password to play or download the recording Specify playback control options such as panel display options and recording playback range and whether to include Network Recording Play controls Chapter 11 Managing Recorded Meetings Options on this page Use this option To Topic Specify the topic of the recording Description Provide a description of this recording Recording file Click Browse to select the recording file that resides on your local computer Duration Specify the duration of the recording File size Displays the size of the recording file available only when editing recording information Set password Set an optional password that users must provide to view the recording Confirm password Confirm the password that users must provide to view the recording Sending an email to share a recorded meeting You can send an ema
138. g Better performance 6 Select OK or Apply 195 Chapter 14 Sharing Software Sharing applications with detailed color Mac For Mac users only Before sharing an application or your desktop you can choose one of the following display modes Better performance The default mode Lets you display your content faster than you do using the better image quality mode Better image quality Lets you display your content with better image quality In this mode your shared content may take longer time to display than in the better performance mode Note Changing the display mode does not affect presentation or document sharing To choose a display mode for your shared desktop or applications 1 Inthe Meeting window on the Meeting Center menu choose Preferences The Preferences dialog box appears 2 Select Display A Preferences The display mode options da X E appear en Select an option for displaying shared content with attendees Better performance C Better image quality 3 Select Better performance or Better image quality as appropriate 196 Chapter 14 Sharing Software Tips for sharing software The following tips can help you to share software more effectively Application sharing only To save time during a meeting ensure that any applications you intend to share are open on your computer At the appropriate time during the meeting you can then quickly begin sharing an application wit
139. g If you see the Advanced Scheduler click the link to display the Quick Scheduler Then click Select tracking code What you can do on this page Add or remove tracking codes assigned to this meeting Options on this page Use this option Tracking Code To Assign a tracking code to this meeting Your site administrator provides the group name such as Division or Department or other Chapter 4 Scheduling a Meeting Use this option To identifier Depending on how your site is set up you have one of these options Select the tracking codes from a list Enter the tracking codes in the boxes provided Both options either select codes from a list or type it About the Time Zone page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting If you see the Advanced Scheduler click the link to display the Quick Scheduler Then click the current time zone link for example Pacific ST What you can do on this page Select a different time zone for the meeting you are scheduling Important The time zone you select does not affect the time zone setting for the meeting calendar on the Browse Meetings page You and each attendee can select the time hzone for your view of the calendar independently using the Your time zone option on the Preferences page To access this page on the navigation bar click Set Up gt Preferences About the Select Attendees pag
140. g The possible options are Enable or Disable Indicates whether a user must provide a password to view the recording Clicking the link lets you play the recording available only for recording files with the arf extension that were recorded by NBR Clicking the link lets you download the recording 267 Chapter 20 Using My WebEx Option Description Clicking the button lets you play the recording available only for recording files with the arf extension that were recorded by NBR If you want to download the recording you can also click the link for downloading under Play Recorded a meeting Now Clicking the button opens the Share My Recording window which allows you to send an email message to selected canes recipients inviting them to play your recording Send Email If you want to send the email with your local email client instead click the link for using the email client under Share My Recording Modify Clicking the button opens the Edit Recording page Delete Clicking the button deletes the recording Clicking the button disables the recording everywhere it is Disable published on your WebEx Service Web site available only for enabled recordings Clicking the button enables the recording everywhere it is Enable published on your WebEx Service Web site available only for disabled recordings Back to List Clicking the button returns you to the recording list About the My WebEx Files
141. g UAL 3 hetpes foo iwebex comgo e ohp a T E vert Gay Each participant receives a text message which includes A number the participant can call to join the meeting The account code Meeting topic Meeting start time The host name A reply code to receive a call from the meeting Reminding invitees to join your meeting After the meeting starts and you see that some invitees have not yet joined you can send an email reminder 122 Chapter 10 Managing a Meeting To remind someone to join your meeting Select Invite amp Remind on the Quick Start page Invite amp Remind The Invite and Remind dialog box appears i Select the Remind tab All invitees who are not in the meeting are IF automatically chosen to receive the J reminder invite and Remind Email 1 Uncheck the box beside any person you don t want to remind 3 2 Select Send Reminder The folowing peopl hare noi yel med Pe mastraj Which nraitees shoud recerre meeing reewnders iv jack rebendbyarerscom ee Peru a a life lly at gets u An email reminder is sent to each person selected Making a participant the presenter when you are in the meeting window As the meeting host you are initially the presenter as well The WebEx ball appears to the left of your name However during a meeting you can designate any meeting participant as the presenter also referred to as passing the ball
142. g the thumbnail viewer You can advance pages or slides automatically at a time interval that you specify You can also use the keys on your computer s keyboard to display different pages or slides and perform animations and slide transitions If your presentation includes animations or slide transitions you can use the toolbar or keyboard shortcuts to perform them Advancing pages or slides automatically 152 When sharing a document or presentation in the content viewer you can automatically advance pages or slides at a specified interval Once you start automatic page or slide advancement you can stop it at any time To automatically advance pages or slides 1 In the Meeting window in the content viewer select the tab for the document or presentation for which you want to advance pages or slides automatically On the View menu choose Automatically Advance Pages The Automatically Advance Pages dialog box appears To change the time interval for advancing pages do one of these Click the up or down buttons to increase or decrease the interval Type a specific time interval Automatically Advance Pages Optional To restart page or slide advancement once all pages or slides Advance to next page every Jor 00 are displayed select the Return to beginning and continue advancing pages check box W Return to beginning and continue advancing pages Start Cancel Click Start Optional Close the Automa
143. g up Define a topic for the meeting Indicate whether the meeting is listed on the meeting calendar Decide whether the meeting is deleted from My Meetings on My WebEx after it is Over Set the meeting password if required Select tracking codes if your administrator has set them up Options on this page Use this option Set options using template Meeting type Meeting topic Listed on calendar 42 To Select a template and use the settings saved in that template for this meeting You can save time by using a template that includes the list of attendees you want to invite a presentation you want to show before the meeting starts and other options you have used in a previous meeting and saved as a template Select the type of meeting you want to schedule The list includes the meeting types that are available for your service website Enter the topic or a name for the meeting List this meeting on the meeting calendar To enhance meeting security you can opt not to list the meeting on the meeting calendar Just remove the check mark from this option to Hide information about the meeting such as its host topic and starting time Help prevent unauthorized access to the Use this option Delete from My Meetings when completed Meeting password Confirm password Tracking codes CUVC Meeting ID Chapter 4 Scheduling a Meeting To meeting Remove this mee
144. ge Lett Rotate Page Right aj m Sync Display For All E Full Screen tS View Thumbnails of all pages or slides in the selected document presentation or whiteboard appear in the thumbnail viewer in the left column Chapter 12 Sharing Presentations Documents and Whiteboards ey 0 Rakari Com Host riir O H h Marian Quality Quality Quality Engineering Release Cycle SP Process Reducing CSG tickets More Quality Quality Quality WE i eta paneer O a Sr 3 Optional To display any page or slide in the content viewer double click its miniature in the thumbnail viewer Note Participants must have both the View thumbnails and View any page privileges to display a miniature of a page or slide at full size in the content viewer To close the thumbnail viewer On the content viewer toolbar select Hide Thumbnail from the View menu Synchronizing all participant views You can synchronize the display of a shared page slide or whiteboard in all participant content viewers with the display in your viewer Once you synchronize displays the page slide or whiteboard in participant content viewers appears at the same magnification as in your content viewer To synchronize participant views of slides pages or whiteboards On the View menu at the bottom of the window select Sync Display for All Qs Sync Display for All 159 Chapter 12 Sharing Presentations Documents and Whiteboards
145. ge appears Specify the meeting information and settings on the page Click Save Tip Whenever you want to edit options for your One Click Meeting return to the One Click Settings page by clicking My WebEx gt Productivity Tools Setup gt Edit Settings About the One Click Settings page 98 How to access this page On your WebEx service Web site do one of the following If you are setting up your One Click Meeting for the first time on your WebEx service Web site click My WebEx gt Productivity Tools Setup on the left navigation bar gt Set Up Now If you already set up your One Click Meeting on your WebEx service Web site click My WebEx gt Productivity Tools Setup on the left navigation bar gt Edit Settings What you can do here Set options for your One Click Meeting Meeting Options Use this option To Service type Select the type of WebEx session for which you want to start a One Click Meeting This option lists only the session types available for your site and user account Chapter 8 Setting Up a One Click Meeting Meeting template Select the meeting template you want to use to set options for your One Click Meeting The drop down list of templates includes Standard templates Templates that your site administrator set up for your account My Templates Any personal templates that you created by saving the settings for a meeting you previously scheduled using the scheduling o
146. genda and other details about the meeting You can also set up a presentation to inform or entertain the participants while they wait for the meeting to start You set up this option on the Agenda amp Welcome page The option to let participants join the meeting before the host is available only if the administrator for your meeting service has turned the option on for your site and you schedule the meeting for a time in the future About the Audio Conference page 48 How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting gt Teleconference Relom to Guick Scheduler J Integrated VolP Ho _ Required information E Bate Tima Teleconlerence Reservatlonleass Plus from InterCall T Attendees call in f jgiendees receive call back calin is also available invite Aberdeen F Allow acoess to teleconference via global numbers Regisihratan Agenda amp Viteboorne Meara Options Em iiteriaa Privileges ro Other laleconiannss gence Raren Hona Entry and exil tone Beer What you can do on this page Select or modify the InterCall Reservationless Plus audio account that you want to use during your web conference Please reference the Cisco WebEx Web Conferencing Audio Controls User Guide for more detailed instructions on using your audio account Chapter 4 Scheduling a Meeting Options on this page Use this option To Set options using template
147. ges Web browser sharing Lets you guide participants to various Web pages and sites on the Web Lets you grant attendees control of your Web browser Lets you and other participants annotate Web pages Disadvantages Does not display media effects or transmit sounds on Web pages Does not let participants interact with Web pages independently Chapter 13 Sharing Web Content Web content sharing Displays Web pages Does not let you guide and lets participants participants to other Web experience media effects pages on Web pages including video and sound Lets participants interact with Web pages independently in their content viewers 169 sharing Software Sharing a tool like a software application works differently from sharing a document or presentation When you share software during a meeting a sharing window opens automatically on all participant screens You can show in this special sharing window An application for example you want to edit a document as a group or show your team how a tool works Computer desktop for easily sharing several applications at once and for sharing file directories open on your computer Web browser useful for sharing particular Web pages with participants or showing a private intranet Any application or the desktop on a remote computer with Access Anywhere installed on it for example you are on the road and the computer in your
148. gs instantly from other applications on your desktop such as Microsoft Office Web browsers Microsoft Outlook IBM Lotus Notes and instant messengers and schedule meetings using Microsoft Outlook or IBM Lotus Notes without going to your WebEx service site 100 Before installing WebEx Productivity Tools ensure that your computer meets the following minimum system requirements Microsoft Windows 2000 XP 2003 Vista Microsoft Internet Explorer 6 0 SP1 or 7 0 or Firefox 3 0 or later Intel x86 Pentium 400MHZ or compatible processor JavaScript and cookies enabled in the browser To install WebEx Productivity Tools 1 2 Log in to your WebEx service Web site Click My WebEx gt Productivity Tools Setup on the left navigation bar The Productivity Tools Setup page appears Click Install Productivity Tools The File Download dialog box appears Save the installation program to your computer The name of the installation file has an msi extension Run the installation file and follow the instructions Once you complete installation log in using your WebEx account information and then verify your WebEx settings for Productivity Tools including One Click in the WebEx Settings dialog box After you have logged in the WebEx One Click panel and shortcuts appear Chapter 8 Setting Up a One Click Meeting The Help in the WebEx One Click panel also provides detailed information about how to use the One Click panel and
149. gs until some recordings are deleted or the storage allocation is increased by your system administrator The percentage of total available storage space on your WebEx Service Web site that is being used by all recordings on your site If your site exceeds its storage allocation users will not be able to record meetings until recordings are deleted or the storage allocation is increased by your system administrator Indicates a disabled recording The name of the recording If you record a meeting on the server the WebEx server automatically uploads the recording to this page In this case the topic of the recording is the topic of the meeting You can edit the topic at any time The size of the recording The date and time the recording was created The length of the recording The format of the recording file A recording file can be in WebEx Advanced Recording Format ARF or WebEx Recording Format WRF You can also store recording files that are in Windows Media Audio Video WMV or Shockwave Flash Object SWF format Lets you play the recording available only for recording files with an arf extension that were recorded by the Network Based Recorder If playback of the file requires a password you must provide the 2 1 Chapter 20 Using My WebEx Option Description password a Lets you send an email to share this recording with others Displays a menu with more options for your recording Download L
150. he document or presentation itself You can annotate shared presentations or documents in the content viewer however you cannot edit them If you want to edit shared information you can use application sharing instead If you are sharing a PowerPoint presentation you can open PowerPoint Motes the PowerPoint Notes panel and view any notes you have se added to the slide in the presentation Reset to d fault Minimize all To save time during a meeting begin sharing the document or presentation before the meeting s starting time That way after participants join the meeting they can begin viewing your presentation 148 Chapter 12 Sharing Presentations Documents and Whiteboards Choosing an import mode for document or presentation sharing For Windows users only Before you share a document or presentation you can choose one of the following import modes Universal Communications Format UCF The default mode Lets you display animations and slide transitions in Microsoft PowerPoint presentations In the UCF mode Meeting Manager imports documents and presentations more quickly than it does in the printer driver mode However pages or slides may not appear consistently in Meeting Manager across platforms Printer driver Displays shared documents and presentations as they appear when you print them providing a consistent appearance of pages and slides in Meeting Manager across platforms However this mode does n
151. he new contact you want to invite to the meeting You can also add the new contact to your personal address book Search Search for text in the selected address book For example you can search for all or part of a contact name or email address Invite as Add the selected contacts to the list of attendees Attendee Adds the selected contacts to the list of attendees Alternate Host Adds the selected contacts as alternate hosts to the list of attendees An alternate host receives an invitation email message that provides information about acting as the alternate host An alternate host can start the meeting and act as the host If you join the meeting after an alternate host has started or joined it you do not automatically assume the host role An alternate host must have a user account on your meeting service Web site Use this option Address book New Contact Remove Chapter 4 Scheduling a Meeting To Select the address book from which you want to select attendees The contacts in the address book that you select appear in the box These address books are available Personal contacts Includes any individual contacts that you have added to your personal address book If you use Microsoft Outlook you can import the personal contacts that you keep in an Outlook address book or folder to this list of contacts Company address book Your organization s address book which includes any contacts that you
152. heir invitations You can modify a meeting from the confirmation email message that you received after you scheduled the meeting or from your meeting list in My WebEx 69 Chapter 4 Scheduling a Meeting 70 To edit a meeting from the confirmation email message 1 Open your confirmation email message and then click the link If you are not already logged in to your Meeting Center Web site the Log In page appears 2 Ifthe Log In page appears provide your account user name and password and then click Log In The Meeting Information page appears 3 Click Edit 4 Modify the meeting For more information about the options that you can modify see Using the Advanced Scheduler 5 To save your changes to the meeting click Save If you invited attendees a message appears asking you whether you want to send an updated email invitation to attendees 6 Ifamessage box appears click the appropriate update option and then click OK The Meeting Updated page appears You receive a confirmation email message that includes information about the changes that you made to the meeting 7 Optional If you added the meeting to your calendar program such as Microsoft Outlook on the Meeting Updated page click Update My Calendar To edit a scheduled meeting from your meeting list on your Meeting Center Web site 1 Log into your Meeting Center Web site 2 On the navigation bar click My WebEx The My Meetings page appears and displa
153. her or both of the following In the Scheduling permission box type the email addresses of the users to whom you want to grant scheduling permission Separate multiple addresses with either a comma or semicolon Click Select From Host List to select users from a list of all users who have accounts on your Meeting Center Web site Click Update About the Meeting Scheduled page for meeting hosts This confirmation page appears after you have scheduled a meeting successfully What you can do on this page Add this meeting to your meeting calendar MS Outlook or Lotus Notes Edit the details about the meeting you have just scheduled Click this button To Add to My Calendar Add this meeting to your calendar program MS Outlook or Lotus Notes only l Make changes to the meeting you have just Edit scheduled For example you can change the day and time or invite additional attendees 79 Chapter 4 Scheduling a Meeting About the Meeting Information page for meeting hosts 80 This page provides the details about a meeting you have scheduled What you can do on this page Review the date time duration and other helpful information about the meeting Edit the details about the meeting you have just scheduled Start the meeting Add the meeting to your calendar if you haven t already done so Click this button To Start thi ting immediately rep Wine art this meeting i iately App
154. host has chosen to approve all registration requests automatically you join the meeting immediately Tip You can obtain detailed information about a selected meeting or its agenda before registering for it You can display all meeting times in another time zone You can refresh the meeting calendar to ensure that you are viewing the most recent information Registering from the host s personal page You can register for a meeting from the host s Personal Meeting Room page on your Meeting Center Web site To register for a meeting from the host s Personal Meeting Room page 1 Go to the URL or Web address for the host s Personal Meeting Room page The host must provide you with this URL 2 On the Meetings tab do one of the following If the meeting is not currently in progress under Scheduled Meetings click Register If the meeting is currently in progress under Meetings in Progress click Join Now On the Join Meeting Topic page that appears click Register 3 If the Log In page appears provide your user name and password and then click Log In Chapter 2 Joining a Meeting The Log In page appears only if the meeting host requires that you have a user account to join the meeting In this case you must provide your user name and password before you can register for the meeting 4 On the Register for Topic page that appears provide the required information 5 Click Register Now Once the host approve
155. hout waiting for the application to start If participants cannot see all of the shared software without scrolling their sharing windows they can adjust their views of the shared software They can reduce the size of the shared software in decrements or scale it to fit inside their sharing windows To improve the performance of software sharing close all applications that you do not need to use or share on your computer Doing so conserves processor usage and memory on your computer thus helping to ensure that Meeting Manager can send images of shared software quickly during a meeting Also to ensure that a maximum amount of bandwidth is available for software sharing close any applications that use bandwidth such as instant messaging or chat programs and programs that receive streaming audio or video from the Web If you are sharing an application for which the rendering of color on participants screen is important you can improve color quality by turning on True Color mode Application and Web browser sharing only Avoid covering a shared application or Web browser with another window on your computer s desktop A crosshatched pattern appears in participant sharing windows where the other window is covering the shared application or browser Application and Web browser sharing only If you want to switch your display between shared software and the Meeting window you can pause software sharing before you return to the Meeting window
156. il one or more people to share your recorded meeting with them To send an email to share a recorded meeting with others 1 Goto the My Recorded Meetings page 2 Open the Share My Recording window Click the following icon for the recording that you want to share with others aj Click the linked name of the recording you want to share On the Recording Information page click Send Email Gend Email The Share My Recording window appears 141 Chapter 11 Managing Recorded Meetings Select Aae E Send a copy of the amimi io ma The fotlewing recerdng wil be gent to the recipes Fati meeting TOBA ES June 24 208 27 an San Freececo Tene Quwaten 3 mins Send ca 7 oe 3 Select recipients for your email Click Select Recipients to select contacts from your Contacts list Type email addresses in the Send to list separated by commas 4 Optional Type a message in the Your message box 5 Click Send Your email message will be sent to the selected recipients and will include information about the recording and a link to play it 142 sharing Presentations Documents and Whiteboards Your user role in a meeting determines your level of sharing Whichever role you take the following table describes the basic tasks associated with that role For detailed instructions on a particular task click More by the task description Task description Host Open and share a document or whiteboar
157. information For instance you may be asked to enter the meeting password 3 Click Join Now The Meeting window appears Joining from an email invitation If you received an email invitation to a meeting you can join the meeting by clicking a link in the invitation Note As you fill in the information requested you may also be asked to type your username and password This page appears only if the meeting host requires that you have a user account to attend the meeting To join a listed meeting from an invitation email message 1 Open your email invitation and then click the link 2 3 Chapter 2 Joining a Meeting On the Meeting Information page enter any requested information Click Join Now The Meeting window appears Note If you did not receive an email invitation to a meeting you can also join a meeting directly from your Meeting Center Web site or from the host s Personal Meeting Room page Joining from the Meeting Center calendar If you do not have an email invitation for a meeting you can join it from the meeting calendar if the meeting host has listed it there To join a meeting listed on the meeting calendar 1 On the navigation bar expand Attend a meeting and then click Browse Meetings The Browse Meetings page appears On the meeting calendar locate the meeting that you want to attend Tips for quickly finding a meeting Select a view of the meeting calendar by clicking one of the fo
158. ing and then click Unlisted Meeting The Join an Unlisted Meeting page appears In the Meeting number box type the meeting number that the host gave to you Click Join Now On the Meeting Information page enter any requested information Click Join Now The Meeting window appears Joining a meeting from your iPhone If you receive an invitation to a meeting on your iPhone you can join the meeting by tapping the link in the invitation or from the Meet icon on your iPhone s home page To join a meeting from an email invitation link In your email invitation tap the meeting link The WebEx Meeting Center application launches Chapter 2 Joining a Meeting To join a meeting from your Meet icon Open your home page and tap the Meet icon The WebEx Meeting Center application launches Note If you have a WebEx account we recommend that you sign in and save your account settings so you can join meetings quickly in the future Joining a meeting from your BlackBerry device If you have no WebEx account join a meeting in one of these ways Start the WebEx Meeting Center application and then select Join Now on the welcome screen Select the appropriate link in your email invitation or the meeting item on your calendar If you have a WebEx account follow these steps to join a meeting 1 2 Start the WebEx Meeting Center application Sign in to your WebEx account if you have not signed in or saved your account
159. ion Full Screen Et 4 view To turn off a zoom tool On the toolbar click the Zoom In Zoom Out button Controlling full screen view You can maximize the size of a page slide or whiteboard in the content viewer to fit your monitor s entire screen A full screen view replaces the normal Meeting window view You can return to a normal view at any time Note If a meeting presenter displays a full screen view of a page slide or whiteboard participant screens automatically display a full screen view as well However participants can control full screen view independently in their Meeting windows 157 Chapter 12 Sharing Presentations Documents and Whiteboards To display a full screen view On the content viewer toolbar select the Full Screen icon To return to a normal view asl On the Meeting Controls Panel select the stop C essais con to return to the main window Viewing thumbnails 158 You can view thumbnails of the shared pages slides and whiteboards that appear in the content viewer Viewing thumbnails can help you to locate quickly a shared page or slide that you want to display in the content viewer To view thumbnails of slides pages or whiteboards 1 Inthe content viewer select the tab for the document presentation or whiteboard for which you want to view thumbnails 2 On the content viewer toolbar select Show Thumbnails from the View menu P Show Thumbnail H Rotate Pa
160. is page Option Description a Click the Refresh icon at any time to display the most current list of meetings Click to open the Preferences page where you can select the Language link language setting for your Meeting Center Web site Click to open the Preferences page where you can select the time TE ZOREN zone setting for your Meeting Center Web site Click the Previous Day icon to display a list of meetings for the previous day y Click the Next Day icon to display a list of meetings for the next day Click the Calendar icon to open the Calendar window for the o current month Click on any date to open its schedule Show past meetings Select to include concluded meetings in the list of meetings Show only meetings that Select to display only those meetings that require registration in the require registration check _ list of meetings box The Ascending Sort indicator appears next to a column heading and the meetings are sorted by the column in ascending order 25 Chapter 3 Using the Calendar Time Topic Host or Presenter Duration Join link iiaj Register link Ei Start link End link The Descending Sort indicator appears next to a column heading and the meetings are sorted by the column in descending order Lists the starting time for each scheduled meeting Lists the scheduled meetings by name Click the topic name to get meeting information Lists the host or present
161. ite the file or save a copy to another file To save a new document presentation or whiteboard that appears in the content viewer 1 On the File menu choose Save gt Document The Save Document As dialog box appears 2 Choose a location at which to save the file 3 Type a name for the file in the File name box To save changes to a saved document presentation or whiteboard that appears in the content viewer On the File menu choose Save gt Document Meeting Manager saves the changes to the existing file To save a copy of a document presentation or whiteboard 1 On the File menu choose Save As gt Document The Save Document As dialog box appears 2 Do either or both of the following Type a new name for the file Choose a new location at which to save the file Chapter 12 Sharing Presentations Documents and Whiteboards Opening a saved document presentation or whiteboard If you saved a document presentation or whiteboard that appeared in the content viewer during a meeting you can do either of the following Open file in the content viewer during another meeting for sharing Only a presenter or participants who have the Share documents privilege can open a saved file during a meeting Open the file at any time on your computer s desktop If you open a saved file on your desktop it appears in the WebEx Document Manager a standalone or offline version of the content viewer A saved d
162. iteboards For presenters synchronizes all participants displays with your rO display Helps to ensure that all participants are viewing the same page or slide at the same magnification as in your display Synchronize Displays for All Using annotation tools on shared content In an online meeting you can use annotation tools on shared content to annotate highlight explain or point to information D T Z 7O72 E OG Basic annotation tools Lets you point out text and graphics on shared content The pointer displays an arrow with your name and annotation color To display the Pointer laser pointer which lets you point out text and graphics on shared content using a red laser beam click the downward pointing arrow Clicking this button again turns off the pointer tool Lets you type text on shared content Participants can view the text once you finish typing it and click your mouse in the content viewer Text AP outside the text box To change the font on the Edit menu choose Font Clicking this button again turns off the text tool Lets you draw lines and arrows on shared content For more options Line PA click the downward pointing arrow Clicking this button closes the Rectangle tool Lets you draw shapes such as rectangles and ellipses on shared Rectangle content For more options click the downward pointing arrow Clicking this button again closes the Rectangle tool Lets you highlight text and
163. l F Ratata Page Left Viewing toolbar and menu Change to full O Rotate Page Right screen rotate pages zoom in or out using T Sync Display For All these tools Pul Screen 115 GA A view Changing views in a file or whiteboard You can switch views in the content viewer by clicking the view icons and selecting from the View menu in the bottom left corner of the content viewer Rotate Page Right View tools QE Sync Display For All Fulscreen 115 S vew Show To display thumbnails or miniatures of shared pages slides or whiteboards to the side of the content click Show Thumbnails Thumbnails This tool helps you locate a page or slide quickly Displays shared content in a full screen view Helps to ensure that participants can view all activity on your screen Also helps to Full Screen View prevent participants from viewing or using other applications on their screens during a presentation Click ESC to return to the content viewer ne For documents in landscape orientation you can rotate the pages Rotate page f 3 to the left or right so they appear correctly in the content viewer Lets you display shared content at various magnifications Click Zoom In A this button and then click the page slide or whiteboard to Zoom Out change its magnification For more magnification options click the downward pointing arrow 145 Chapter 12 Sharing Presentations Documents and Wh
164. led participant from rejoining a meeting you can restrict access to the meeting Leaving a meeting You can leave a meeting at any time If you are participating in an audio conference Meeting Manager disconnects you from the conference automatically once you leave the meeting 130 To leave a meeting 1 In the Meeting window on the File menu choose Leave Meeting A confirmation message appears in which you can verify that you want to leave the meeting Click Yes The Meeting window closes Note If you are the meeting host first transfer the host role to another participant before leaving the meeting Chapter 10 Managing a Meeting Sending a meeting transcript to participants You can send a transcript of a meeting to all participants at any time during the meeting The transcript is an email message that contains the following general information Meeting topic Meeting number Meeting starting and ending times URL for the Meeting Information page for the meeting on your meeting service Web site List of participants who have joined the meeting audio only participants are not listed Meeting agenda Any public notes that you took during the meeting You can optionally attach any of the following files to the transcript if you saved them during the meeting Shared documents Chat Poll questionnaire Poll results Public notes or closed captions that you took or that the note taker or closed captioni
165. lick Select Recipients to select contacts from your Contacts list Type email addresses in the Send to list separated by commas 5 Optional Type a message in the Your message box 6 Click Send Your email message will be sent to the selected recipients and will include information about the recording and a link to play it About the Add Edit Recording page How to access this page If you are adding a recording 1 On your WebEx service Web site click My WebEx gt My Files gt My Recordings 2 Click Add Recording 264 Chapter 20 Using My WebEx If you are editing information about a recording 1 On your WebEx service Web site click My WebEx gt My Files gt My Recordings 2 Click the More button in the row of the recording that you want to edit 3 Click Modify T Download ve Modify L Disable Mt Be assign Lae Delete What you can do here Edit general information about a recording including the topic and description Require a password to play or download the recording Options on this page Topic Specify the topic of the recording Description Provide a description of this recording Recording file Click Browse to select the recording file that resides on your local computer Duration Specify the duration of the recording File size Displays the size of the recording file available only when editing recording information Set password Set an optional password that users must pr
166. lick Set Up gt New Account The Sign Up page appears 3 Provide the required information 4 Click Sign Up Now You receive an email message confirming that you have signed up for a user account Chapter 20 Using My WebEx Once your site administrator approves your new user account you receive another email message containing your username and password Note Once you obtain a user account you can edit your user profile to change your password and provide additional personal information Logging in to and out of the WebEx service site To manage your online s maintain your user account you must log in to your WebEx service Web site To log in to your WebEx service site 1 Goto your WebEx service Web site 2 Inthe upper right corner of the page click Log In The Log In page appears 3 Enter your username and password Passwords are case sensitive so you must type your password exactly as you specified it in your user profile 4 Click Log In Tip If you have forgotten your username or password click Forgot your password Provide your email address type verification characters and then click Submit You will receive an email message containing your username and password To log out from your WebEx service site In the upper right corner of the page click Log Out Using your list of meetings About your list of meetings On your WebEx service Web site your My Meetings page in My WebEx includes 239 Chapte
167. llowing tabs Today Daily Weekly or Monthly Sort a meeting list by clicking the column headings View a meeting list for another date Search for a meeting Under Status click Join On the Meeting Information page enter any requested information Click Join Now The Meeting window appears You can obtain detailed information about a selected meeting or its agenda before joining it You can display all meeting times in another time zone You can refresh the meeting calendar to ensure that you are viewing the most recent information Chapter 2 Joining a Meeting Joining a meeting from the host s personal page You can join a meeting from the host s Personal Meeting Room page if the host has listed it there To join a listed meeting from the host s Personal Meeting Room page 1 Go to the URL or Web address for the host s Personal Meeting Room page The host must provide you with this URL 2 On the Meetings tab and under Meetings in Progress locate the meeting that you want to join 3 Under Status click Join 4 On the Meeting Information page enter any requested information 5 Click OK The Meeting window appears Tip If the meeting is not in progress you cannot join the meeting To check whether the host has started the meeting you can periodically click the Refresh button on the page Joining a meeting using the meeting number If the meeting host has not included a link to the meeting on the meeti
168. lowing To view the list of meetings to which you are invited select The meetings you are invited to from the list To include s in the view that have already occurred turn on Show past meetings 4 Optional Select options to control the view To view the list of meetings to which you are invited select The meetings you are invited to from the list To include meetings in the view that have already occurred turn on Show past meetings Tip You can specify that your My WebEx Meetings page is the home page that appears once you log in to your WebEx service Web site Maintaining your scheduled meetings list Once you schedule a meeting it appears in your meetings list on your My Meetings page 241 Chapter 20 Using My WebEx An online meeting remains on your My Meetings page until you delete it When scheduling a meeting you can choose to automatically delete the meeting from your list of meetings once both of these conditions occur You start and end the meeting The scheduled time for the meeting has passed However if you required registration for a scheduled meeting the meeting remains in your list until you remove it That way you can still view information about attendees who registered for the meeting at any time after you host the meeting To remove a meeting from your list of meetings on your My Meetings page you must cancel the meeting by deleting it on this page About the My WebEx Meetings
169. mation about session types ask the site administrator for your WebEx service You can change this default setting when scheduling a meeting 291 Chapter 20 Using My WebEx Quick Start Specify whether the Quick Start page appears in the content viewer once you start a meeting The Quick Start lets you start sharing activities quickly as an alternative to starting them from a menu or toolbar Show Quick Start to host and presenter The Quick Start appears in the content viewer for the host and presenter Show Quick Start to attendees The Quick Start appears in the content viewer for attendees Select this option only if you intend to let attendees share information during your meetings You can change this default setting when scheduling a meeting Scheduling permission Type the email addresses for any users whom you want to let schedule meetings for you Separate email addresses with either a comma or a semicolon Select From Host List Open the Select Host page which contains a list of all users who have accounts on your WebEx service Web site On this page you can select users whom you want to let schedule meetings for you Web page preferences options Home page Set the first page that appears when you access your WebEx service Web site Time zone Set the time zone in which you reside If you select a time zone for which daylight saving time DST is in effect your WebEx service Web site automatically adjust
170. ments presentations and whiteboards and copy and paste any pages slides and whiteboards in the content viewer Participants can share UCF rich media presentations or files only if the host selected the option to enable UCF rich media for participants when scheduling the meeting Control shared applications Web browser or desktop remotely request remote control of a shared application Web browser or desktop If this privilege is cleared the command to request remote control is unavailable to participants Record a meeting record all interactions during a meeting and play them back at any time 89 Using Integrated Voice Conferences An Integrated Voice Conference allows participants to speak to each other using voice over Internet Protocol VoIP an Internet based way of connecting through the computer Your user role in an Integrated Voice conference determines your level of participation Whichever role you take the following table describes the basic tasks associated with that role Task description Start and manage a voice conference Fine tune your microphone and speaker seetings Allow a participant to speak mute or unmute participant microphones Daie Samar fo kn ap Voicn Conerenca l at Conference __ To start a voice conference Select Voice Conference on the Quick Start page or select Integrated Voice Conference gt Start Conference from the Audio menu To end a v
171. message or greeting in the Message box Managing a Meeting Optional Select the Display this message when attendees join the meeting The message or greeting automatically appears once the participant joins the A message or greeting can contain a maximum of 255 characters Note Participants can view the message or greeting at any time by choosing Welcome Message on the Meeting menu Restricting access to a meeting Once a host starts a meeting the host can restrict access to it at any time This option prevents anyone from joining the meeting including participants who have been invited to the meeting but have not yet joined it To restrict access to a meeting 1 Participants can no longer join the meeting In the Meeting window on the Meeting menu choose Restrict Access Optional To restore access to the meeting on the Meeting menu choose Restore 129 Chapter 10 Managing a Meeting Removing a participant from a meeting The meeting host can remove a participant from a meeting at any time To remove a participant from a meeting 1 2 4 In the Meeting window open the Participants panel Select the name of the participant whom you want to remove from the meeting On the Participant menu choose Expel A confirmation message appears in which you can verify that you want to remove the participant from the meeting Click Yes The participant is removed from the meeting Tip To prevent an expel
172. mplate and use the settings saved in that template for this meeting You can save time by using a template that includes the list of attendees you want to invite a presentation you want to show before the meeting starts and other options you have used in a previous meeting and saved as a template Set the date you want the meeting to occur Select the month day and year in the drop down lists Or you can click the Calendar icon and then select a 45 Chapter 4 Scheduling a Meeting 46 Use this option Meeting time Attendees can join x minutes before the starting time Attendees can also connect to audio conference Estimated duration Email reminder Recurrence To date Set the meeting s starting time and the time zone To select another time zone click the time zone link Important The time zone you select does not affect the time zone setting for the meeting calendar on the Browse Meetings page You and each attendee can select the time zone for your view of the calendar independently using the Your time zone option on the Preferences page To access this page on the navigation bar click Set Up gt Preferences Allow attendees to join the meeting within a set number of minutes before the meeting s starting time Note If you clear this check box or set this option to 0 minutes you must start the meeting before attendees can join it If you allow attendees to join the meeting before the
173. n attendee is not currently available you can send an email invitation instead Simple select Email in the drop down list 3 Click Invite Each an attendee receives an IM message which includes A link that the an attendee can click to join the meeting 119 Chapter 10 Managing a Meeting Meeting topic Meeting start time Tip If you invite attendees by instant messenger and your meeting requires a password remember to provide the password to attendees To invite more people using another IM 7 Invite amd Penin Emad sm5 Remind rite wng Cisco WebEx IM Ina hurry bo get aomena into tha meeting Simply select Dipy at tha bothom of the screen then paste hie meeting UAL dratt inte your T Pay Inviting people by email to a meeting in progress Open the Invite and Remind db from the QuickStart page Select Copy at the bottom of the db then paste the URL into your own IM and send it Each person that you invite receives an invitation email message which provides information about the meeting including the password if any and a link that the participant can click to join the meeting 120 Chapter 10 Managing a Meeting To send an email invitation Invite and Remind MIHE 1 From the Quick Start page Open the Invite and Remind dialog box 2 On the Email tab do one of the following SEO aE hiirte BLT ces OF ag E Enter one or more email wees o S SE addresses and
174. n preparing a poll questionnaire you can Create a questionnaire Edit a questionnaire Set a timer for polling Creating a poll questionnaire Presenter only 205 Chapter 16 Polling Attendees 206 To conduct a poll you must first create a poll questionnaire You create a questionnaire in a meeting To save time during a meeting you can start the meeting earlier than the scheduled time create a questionnaire on the Polling panel save it and then open it during the actual meeting To create a questionnaire for Windows 1 Open the Polling panel in a meeting 2 In the Question section select one of these question types To create a multiple answer question select Multiple choice and then select Multiple Answers in the drop down list To create a single answer question select Multiple choice and then select Single Answer in the drop down list To create a text question select Short answer 3 Click New 4 Type a question in the box that appears 5 Inthe Answer section click Add 6 Type an answer in the box that appears 7 To type another answer click Add once you finish typing an answer The question and answers appear in the Poll Questions area 8 To add questions repeat steps 2 to 7 This figure shows an example of a poll questionnaire Pall Questions 1 What is your favorte color a blue bred i c green 9 d black 2 hat do you enjoy doing at leisure D areading D bavatchi
175. n the message box the meeting is not canceled The Meeting Deleted page appears Optional If you added the meeting to your calendar program such as Microsoft Outlook on the Meeting Deleted page click Remove From My Calendar to remove the meeting from your calendar To cancel a scheduled meeting from your meeting list on your Meeting Center Web site 1 2 Log in to your Meeting Center Web site On the navigation bar click My WebEx The My Meetings page appears showing your scheduled meeting list In the meeting list under Topic click the topic for the meeting Click Delete If you invited attendees a message appears asking you whether you want to send a cancellation email message to all attendees whom you invited to the meeting In the message box click Yes or No as appropriate If you click Cancel in the message box the meeting is not canceled You receive a cancellation confirmation email message Optional If you added the meeting to your calendar program such as Microsoft Outlook in the confirmation email message click the link to remove the meeting from your calendar Saving time when scheduling a meeting 73 Chapter 4 Scheduling a Meeting Using meeting templates 74 If you meet with the same group of people and often schedule a meeting with the same tracking codes audio settings and other meeting options you can save these settings in a template When you set up the first meeting you can sav
176. ncreased by your system administrator The percentage of total available storage space on your WebEx Service Web site that is being used by all recordings on your site If your site exceeds its storage allocation users will not be able to record meetings until recordings are deleted or the storage allocation is increased by your system administrator Indicates a disabled recording The name of the recording If you record a meeting on the server the WebEx server automatically uploads the recording to this page In this case the topic of the recording is the topic of 269 Chapter 20 Using My WebEx Option Size Create Time Date Duration Format Add Recording rai lad Description the meeting You can edit the topic at any time The size of the recording The date and time the recording was created The length of the recording The format of the recording file A recording file can be in WebEx Advanced Recording Format ARF or WebEx Recording Format WRF You can also store recording files that are in Windows Media Audio Video WMV or Shockwave Flash Object SWF format Lets you play the recording available only for recording files with an arf extension that were recorded by the Network Based Recorder If playback of the file requires a password you must provide the password Lets you send an email to share this recording with others Displays a menu with more options for your recording
177. nd gt Notes x gt i Polling Note In sharing mode you can have one or more panels sit independently on top of the shared document presentation Web browser or other shared item To display the Panels menu on the icon tray select the options icon Select an icon from the icon tray to open or close a panel In this example the Notes panel is collapsed Select the arrow on the title bar to expand or collapse the panel Mac Tip To access panel options right click in the panel title bar 108 Chapter 9 A Quick Tour of the Meeting Window a a E Hil mel oC becky Com on Ci Marian Audio IT m i ic Prom Baci Com 1 Eveni l Foe eero iem Backy Con ip Everyone ol Ean eilh emeu ane han get slatted wilh agenda eon Teraj bo ecky Cox Host amp Presenter W FE E i Restore Layout Hide Panels Manage Panels Using panels to interact with other participants After you start or join a meeting the meeting window opens and on the right side you can see all participants who are in the meeting As other people join you will see their names appear in the list You can interact with other participants in the meeting in different ways depending on your role 109 Chapter 9 A Quick Tour of the Meeting Window Host 1 View the list of meeting Windows participants 2 Use video
178. ndar view of all scheduled meetings 1 On the navigation bar expand Attend a meeting to view a list of links 2 Click Browse Meetings The meeting calendar appears 3 Click the tabs to navigate to different views of the meeting calendar You can also view a list that includes past meetings You can view a list of meetings that require registration To include past meetings in your list of meetings 1 Select the Today or Daily tab 2 Select the Show past meetings check box The list of meetings displays accordingly for the tab To display a list of only meetings that require registration 1 Select the Today Upcoming Daily or Weekly tab 2 Select the Show only meetings that require registration check box The list of meetings that require registration displays accordingly for the tab Selecting a date on the meeting calendar You can view a list of scheduled meetings for any date on the meeting calendar To display a list of scheduled meetings for the previous or next day 1 If you have not already done so open the meeting calendar 2 On the Daily view of the calendar page click the forward or backward arrow to navigate to the list of meetings for the next or previous day d Friday December 3 2010 gt Chapter 3 Using the Calendar Note You can use this procedure on the Register for a Meeting page as well To display a list of meetings for a specific date 1 If you have not already done so open the meeting calendar
179. ndicator appears next to a column heading and the meetings are sorted by the column in descending order The starting time for each scheduled meeting Click the box next to a meeting start time to select that meeting Click the box next to the Time column heading to select or clear all meetings in the list The topic for a meeting that you are hosting Click the topic name to get information about that meeting If you are the alternate host for a Meeting the topic appears in italics Indicates the type of online meeting that you are hosting Available meeting types depend on the configuration of your WebEx service Web site Indicates that the live meeting is in process The status of the meeting Start You can start this meeting that you are hosting at any time by clicking the link Join End for hosts For a meeting in progress that you are hosting you can join or end the meeting Appears if you left a meeting or you allowed participants to join the meeting before its starting time and participants have already joined the meeting Q Join Lets you join the meeting in progress O End Ends the meeting Join for attendees The meeting that you are invited to has started and you can now join the meeting Registration for attendees The meeting that you are invited to requires registration To display a page on which you can register to attend the meeting click the link Does not apply to sales meetings or
180. nels you can restore the display to the layout You specified in the Manage Panels dialog box That existed when you first joined the meeting 1f you did not specify a layout via the Manage Panels dialog box 111 Chapter 9 A Quick Tour of the Meeting Window To restore the panel layout 1 Click this button 5j for Windows t forthe Mac 2 Choose Restore Layout Accessing panel options Each panel provides a menu of commands related to the panel For example Expand Panel and Close Panel are two common commands for all the panels Depending on what operating system you are using access the commands for a panel by following these steps Windows Right click the panel title bar to see a menu of commands related to the panel Mac Select ctrl and then click to see a menu of commands related to the panel Participants Sound Alerts Lets you choose a sound to play when a participant Joins a meeting Leaves a meeting Selects the Raise Hand icon on the Participants panel Assign Privileges Displays the Participant Privileges dialog box Chat Sound Alerts Lets you choose the kinds of chat messages for which you want a sound to play Select a sound from the drop down list or click Browse to find a sound in a different location on your computer Assign Privileges Displays the Participant Privileges dialog box 112 Chapter 9 A Quick Tour of the Meeting Window Panels with options Optio
181. ng calendar or on his or her Personal Meeting page you can still join that meeting You need to obtain the meeting number from the meeting host You can join a meeting by providing the meeting number on either Your Meeting Center Web site The host s Personal Meeting page on your Meeting Center Web site if the host gave you the URL Web address for the page Joining a meeting from the host s personal page using the meeting number If you want to attend a meeting that is not on the host s Personal Meeting Room page you can still join that meeting Simply ask the host for the meeting number Chapter 2 Joining a Meeting To join a meeting from the host s Personal Meeting Room page 1 Go to the URL or Web address for the host s Personal Meeting Room page The host must provide you with this URL On the Meetings tab and under Join an Unlisted Meeting type the meeting number that the host gave to you in the Meeting number box Click Join Now On the Meeting Information page enter the requested information Click Join Now The Meeting window appears Joining a meeting from your Meeting Center Web site using the meeting number If the meeting you want to attend is not listed on the meeting calendar you can still join the meeting You just need to know the meeting number which the meeting host can give you To join an unlisted meeting from your Meeting Center Web site 1 On the navigation bar expand Attend a meet
182. ng movies D ctraveling D d sports 3 Flease give Us feedback about this event Chapter 16 Polling Attendees To create a questionnaire for the Mac 1 2 Open the Polling panel in the event Add a question by clicking this button and then typing the question Ga wa To add more answers repeat step 3 To add more questions repeat step 2 To change the question type for a question click the text Click here to change question type that appears under the specific question and then do one of the following To create a multiple answer question select Multiple Answers To create a single answer question select Single Answer To create a question that requires a text answer select Short Answer J E A F H 1 Question 1 Your Answer ogee Single Answer innii oe items Multiple Answers Short Answer Editing a questionnaire You can change the type of a question and edit rearrange or delete the questions and answers To change the type of a question 1 2 Select the question by clicking it and then select the new type of question in the Question section Click Change Type 207 Chapter 16 Polling Attendees To edit any question or answer that you entered 1 Select the question or answer by clicking it and then click the Edit icon COTAR 2 Make your changes To delete a question or an answer Select the question or answer by clicking i
183. ng settings in a template If you may need to use these same meeting settings for example with the same attendees telephony options and other meeting details you can save the settings in a meeting template 10 Start or schedule the meeting If the meeting s starting time is the current time click Start to start the meeting If the meeting s starting time is after the current time click Schedule The Meeting Scheduled page appears confirming that the meeting is scheduled You also receive a confirmation email message that includes information about the scheduled meeting Page by page guide to the Advanced Scheduler Scheduling a meeting can be done in one click or you can take a bit of time and set up audio conferencing options invite attendees assign privileges and select other options in advance of the meeting If you have questions about any options or how to complete the information requested on any page in the Advanced Scheduler refer to these topics About the Required Information page How to access this page On the navigation bar click Host a meeting gt Schedule a meeting gt Required Information 41 Chapter 4 Scheduling a Meeting What you can do on this page Set up a meeting on behalf of someone else You can select the hosts you want to include in the Schedule for drop down list from the list of hosts available in the Profiles area of My WebEx Select the type of meeting you are settin
184. ns Notes Notes Displays the Meeting Options dialog box where you can set note taking options as well as other options Allow all participants to make notes Lets all participants take their own notes during the meeting and save them to their computers Single note taker Lets only one participant take notes during the meeting By default the host is the note taker but can designate another participant as the note taker during the meeting A note taker can publish notes to all attendees at any time during the meeting The host can send a transcript of the notes to participants at any time Enable Closed Captioning Lets only one participant the closed captionist take notes during the meeting Resizing the content viewer and panels area When you are sharing a document or presentation you can control the size of the content viewer by making the panel area narrower or wider Note This feature is unavailable when you are sharing your desktop an application or a Web browser To change the size of the content viewer and panels Click the dividing line between the content viewer and the panels Drag the line to the left to make the area devoted to the panels wider Drag the line to the right to make the content viewer larger Send to All Participants Ea lack ap icioant tt r to meny First pE For details about hiding minimizing and closing the panels see Accessing panels in full screen view 113 Chapter 9
185. ns at once Chapter 14 Sharing Software To stop sharing a specific application when sharing multiple applications On the title bar of the application that you no longer want to share select the Stop button i el ew TOG LARIAG uy ha T ma r Parta chi Arh ko Paeticgearte Chat To stop sharing all applications In the Meeting Controls box select the STOP button a ial ar a 8 4 O Paskpans Chat Recode Annotate You can also pause sharing Select the Pause button located next to the Stop button sharing your desktop You can share the entire content of your computer including any applications windows and file directories that reside on it Participantscan view your shared desktop including all mouse movements Tasks related to sharing your desktop Start sharing your desktop Manage how participants view your shared software pausing changing to full screen view and so on Annotate and draw on your desktop and allow participants to annotate Read a few tips for sharing your desktop effectively Stop sharing your desktop Allow a participant to control the shared desktop Starting desktop sharing Host or Presenter only You can share your computer s desktop with meeting participants 175 Chapter 14 Sharing Software To share your desktop 1 On the Share menu choose Desktop If you have more than one monitor a submenu shows the available monitors
186. ocument presentation or whiteboard is in the saved Universal Communications Format UCF and has a ucf extension To open a saved document presentation or whiteboard file in the content viewer 1 On the File menu choose Open and Share The Share Document dialog box appears 2 Select the document presentation or whiteboard file that you want to open 3 Click Open To open a saved document presentation or whiteboard on your computer s desktop Double click the saved file The document presentation or whiteboard opens in the WebEx Document Viewer Printing presentations documents or whiteboards You can print any shared presentations documents or whiteboards that appear in your content viewer A printed copy of shared content includes all annotations and pointers that you or other participants added to it To print shared content 1 Inthe content viewer select the tab for the document presentation or whiteboard that you want to print 2 On the File menu choose Print gt Document 3 Select the printing options that you want to use and then print the document 163 Chapter 12 Sharing Presentations Documents and Whiteboards Note When printing shared content in the content viewer Meeting Manager resizes it to fit on the printed page However for whiteboards the Meeting Manager prints only the content that lies within the dashed lines on the whiteboard If you are a meeting participant If you a
187. office has the infomation you need Your user role in a meeting determines your level of participation in sharing software Whichever role you take this table describes the basic tasks associated with that role For detailed instructions on a particular task select More by the task description 171 Chapter 14 Sharing Software Host and presenter Share software Share applications Share your desktop if this feature is available Share a Web browser Control the appearance of shared software Annotate shared software Let a participant control your shared software Participant Sharing applications View and work with shared software Control the appearance of shared software Ask to control shared software Annotate shared software Stop participating in software sharing You can use application sharing to show all meeting participants one or more applications on your computer Application sharing is useful for demonstrating software or editing documents during a meeting Participants can view the shared application including all mouse movements without having to run the application that you are sharing on their computers Here are just a few tasks you can perform Start sharing an application and open more applications to share 172 Chapter 14 Sharing Software Control the appearance and viewing of shared software pausing changing to full screen view and so on Annotate
188. oice conference Select Integrated Voice Conference gt End Conference from the Audio menu Joe Conlererne 91 Chapter 7 Using Integrated Voice Conferences Participant Participate in a voice conference Join or leave a conference Mute or unmute your microphone Ask to speak To join a voice conference F Select Yes in the dialog box that automatically T appears when the host starts the conference Or select Integrated Voice Conference gt Join Vopr Gonia Conference from the Audio menu um Bii bpi a E LE J To leave a voice conference Tour he hes darted on Integrated Yost Conference Select Integrated Voice Conference gt Leave Pa Baar bo pau tina Conference from the Audio menu Note For better audio quality and greater convenience use a computer headset with a high quality microphone rather than speakers and a microphone Asking to speak Participant only During a voice conference you can indicate that you want to speak If you do request to speak you can cancel the request at any time Speaking in an Integrated voice conference To request to speak or to cancel a request to speak On the Participants panel click Raise Hand or Lower Hand respectively h Raise Hand If you ask to speak the raised hand indicator appears on the Participant panel for the host and presenter If you cancel a request to speak the raised hand indicator is removed from the Participan
189. ort the contacts that you maintain in your Microsoft Outlook address book or folder to your personal address book on your WebEx service Web site To import contacts from Outlook to your personal address book 1 Open your address book 2 Inthe View drop down list select Personal Contacts 3 Inthe Import from drop down list select Microsoft Outlook 4 Click Import The Choose Profile dialog box appears 5 In the Profile Name drop down list select the Outlook user profile that includes the contact information that you want to import 6 Click OK Note When you import contacts in Outlook your WebEx service Web site retrieves contact information from the Outlook address book or folder in which you have chosen to keep personal addresses For information about keeping personal addresses in Outlook refer to Microsoft Outlook Help If your personal address book already includes a contact who is also in your Outlook contacts list the contact is not imported However if you change the contact s email address in your personal address book importing the contact from Outlook creates a new contact in your personal address book 2 9 Chapter 20 Using My WebEx Viewing and editing contact information in your address book In your personal address book you can view and edit information about individual contacts in your Personal Contacts list You can view but not edit information about contacts in your Company Address Book To view
190. ost approves your registration you receive a registration confirmation email message You can then join the meeting once it starts If the meeting is already in progress and the host has chosen to approve all registration requests automatically you join the meeting immediately Registering from the meeting calendar If you did not receive an invitation email message for a meeting that requires registration you can register for it from the meeting calendar on your Meeting Center Web site To register for a meeting from the meeting calendar 1 On the navigation bar expand Attend a meeting and then click Register The Register for a meeting page appears showing the meeting calendar This calendar lists each meeting that requires registration for the current date 2 On the meeting calendar locate the meeting for which you want to register 11 Chapter 2 Joining a Meeting To locate a meeting quickly you can Sort the meeting list by clicking the column headings Display the meeting list for another date Find a meeting 3 Under Topic select the option button for the meeting for which you want to register 4 Click Register 5 On the Register for Topic page that appears provide the required information 6 Click Register Now Once the host approves your registration you receive a registration confirmation email message You can then join the meeting once it starts If the meeting is already in progress and the
191. ot support animations or slide transitions In this mode the first page or slide may appear quickly but the total import time for all pages or slides is usually longer than it is in the UCF mode Note Changing the import mode does not affect any presentations or documents that you are currently sharing To apply a new import mode to a shared document or presentation you most close it first and then share it again To choose an import mode for shared documents and presentations 1 In the Meeting window on the Meeting menu choose Options The Meeting Options dialog box appears with the Options tab selected by default Click the Import Mode tab The Import Mode tab options appear General True Color Mode Import Mode To ensure good quality imaging for document and presentation sharing select the appropriate import mode Import mode Universal Communications Format Supports animations and slide transitions in shared Microsoft R PowerPoint R presentations C Printer driver Provides better cross platform imaging but displays presentations without animations and slide transitions OK Cancel 149 Chapter 12 Sharing Presentations Documents and Whiteboards 3 Select either Universal Communications Format or Printer driver Sharing a whiteboard Sharing a whiteboard allows you to draw objects and type text that all Participants can see in their content viewers You can also use a pointer to emphasize
192. ote You can let one or more participants annotate the shared software Once you or a participant makes annotations you can save an image of the software including the annotations 186 Chapter 14 Sharing Software To stop making annotations on shared software and return your mouse to a normal pointer you must stop annotation mode To stop annotation mode Select the Stop Annotating button in the Tools panel 7 annotation Tools Xx ee T O A B o i Using annotation tools If while sharing software you are the presenter or the presenter allows you to annotate you can use the Annotation Tools panel that appears to make annotations The Annotation Tools panel provides a variety of tools for annotating a shared desktop or application 7 Annotation Tools gt Ty o f 8 o Lets you point out text and graphics on shared content The pointer displays an arrow with your name and annotation color To display the Pointer gt laser pointer which lets you point out text and graphics on shared content using a red laser beam click the downward pointing arrow Clicking this button again turns off the pointer tool Lets you type text on shared content Participants can view the text once you finish typing it and click your mouse in the content viewer Text AP outside the text box To change the font on the Edit menu choose Font Clicking this button again turns off the text tool Lets
193. ount from the Profile page in your iPhone application To start a meeting from an email invitation link In your email invitation tap the meeting link The WebEx Meeting Center application launches To start a meeting from your My Meetings page 1 Tap the meeting you want to start 2 On the next page tap on the Join Start button The WebEx Meeting Center application launches Canceling a scheduled meeting 72 You can cancel any meeting that you have scheduled Once you cancel a meeting you can choose to send a cancellation email message to all attendees whom you invited to the meeting Canceling a meeting deletes it from your personal meeting list You can cancel a meeting from the confirmation email message that you received after you scheduled the meeting or from your meeting list in My WebEx To cancel a meeting from a confirmation email message 1 Open your email confirmation message and then click the link If you are not already logged in to your Meeting Center Web site the Log In page appears 2 Ifthe Log In page appears provide your account user name and password and then click Log In The Meeting Information page appears 3 Chapter 4 Scheduling a Meeting Click Delete If you invited attendees a message appears asking you whether you want to send a cancellation email message to all attendees whom you invited to the meeting In the message box click Yes or No as appropriate If you click Cancel i
194. our Personal Meeting Room page 1 Log in to your WebEx service Web site and then click My WebEx The My WebEx Meetings page appears Click the Go to My Personal Meeting Room link Alternatively in My WebEx click My Profile and then click the Personal Meeting Room URL link in the Personal Meeting Room section Your Personal Meeting Room page appears The following is an example of a Personal Meeting Room page Cindy Raos Meeting Room a Fi MESE U Bee gE paged Ths paga qhay al ey shadidi Pa ee f Mi eters Fi Lrealiah han ea fine r i f d Monday Mny 10 pid Pu a ete a p Dm m Tune ee in Prepress Cr ee bi Later Today WoL Flared 1O pee 1 Saun Eugui F iN pa par 1a Lp Mpi LiH Fa IJ a a oe awa ae a a Tip Add your Personal Meeting Room URL to your business cards your email signature and so on Setting options for your Personal Meeting Room page You can add the following to your Personal Meeting Room page An image for example you can add a picture of yourself or your company s product A custom banner image to the header area of your Personal Meeting Room page if your user account has the branding option For example you can add your company s logo A welcome message For example you can provide a greeting instructions on joining an online session information about yourself your product or your company At any time you can replace or delete images and text that you
195. ovide to view the recording Confirm password Confirm the password that users must provide to view the recording 265 Chapter 20 Using My WebEx Playback control options 266 Use this option Panel Display Options Recording Playback Range Include NBR player controls TO Determines which panels are displayed in the recording when it is played back You can select any of the following panels to be included the recording playback Chat Q amp A Video Polling Notes File Transfer Participants Table of Contents Panel display options do not modify the panel display in the actual recording that is stored on the WebEx network Determines how much of the recording is actually played back You can select either of the following Full playback Plays back the full length of the recording This option is selected by default Partial playback Plays back only part of the recording based on your settings for the following options O0 Start X min X sec of the recording Specifies the time to start playback for example you can use this option if you would like to omit the dead time at the beginning of the recording or if you would like to show only a portion of the recording O End X min X sec of the recording Specifies the time to end playback for example you can use this option if you would like to omit the dead time at the end of the recording You can not specify an end time grea
196. ow Display the previous slide or perform the previous Page Up Left Arrow or Up Arrow animation or slide transition Display the first slide Home Display the last slide End Note To show animations and slide transitions you must share the presentation as a Universal Communications Format UCF file The UCF import mode automatically converts a PowerPoint file to a UCF file when you share it Sharing a Document Use these keystrokes to move quickly through your document Display the next page Space Bar or Page Down Right Arrow or Down Arrow Chapter 12 Sharing Presentations Documents and Whiteboards To Display the previous page Display the first page Display the last page Working with pages or slides Press Page Up Left Arrow or Up Arrow Home End When sharing a document presentation or whiteboard you can Add new blank pages or slides for annotation Paste images that you copy to your computer s clipboard into a new page or slide in a shared document presentation or whiteboard Adding new pages to shared files or whiteboards When sharing a file or whiteboard in the content viewer you can add a new blank page for annotation To add a new page or slide 1 Inthe content viewer select the tab for the document presentation or whiteboard to which you want to add a page or slide 2 Select Add Page from the Edit menu A new page appears in the content vie
197. p can run any programs and access any files on the computer that the presenter has not protected with a password Requesting remote control of shared software Participant only If the presenter is sharing an application desktop or Web browser you can ask the presenter to grant remote control to you Once you assume remote control of shared software you can interact with it fully To request remote control of shared software On the Meeting Controls Panel select Ask to Control Hansje Paras Askin Control Aio Conference views i hegting Fio Rikun bo Fishia Wirin A request message appears on the presenter s screen Tip While remotely controlling shared software you can request the presenter to allow you to annotate it Letting a participant remotely control shared software 192 Host or Presenter only If you are sharing software you can let a participant control it remotely To let a participant remotely control shared software 1 On the Meeting Controls Panel select the down arrow button on the Assign button Chapter 14 Sharing Software ji oa This button is the third button from the gt yI a Fa aT N an A hz left on the Controls panel Paikiai Cha ___ Ame e v Make Presenter b i Actign Pass keyboard and Mouse Cantral ARa aooept All Requests Lt a Alic to Annotate L Taag D ans 2 On the menu that appears choose Pass Keyboard and Mouse Control gt name
198. page 242 How to access this tab On your WebEx service Web site click the My WebEx tab What you can do here Access these features A link to your personal meeting room A list of meetings you are hosting or are invited to for the specified day week or month A list of all meetings you are hosting or are invited to A link to start a One Click meeting Options on this page Use this option To Go To My Personal Go to your Personal Meeting Room page Meeting Room Your Personal Meeting Room page lists any meetings that you scheduled and any in progress meetings that you are currently hosting Users to whom you provide your personal URL can use this page to join any meeting that you are hosting They can also download files in any folders that you share Chapter 20 Using My WebEx Start a One Click Meeting Daily Weekly Monthly All Meetings Refresh Start a One Click Meeting based on settings you have specified in One Click Setup View a list all of the meetings for the specified day View a list all of the meetings for the specified week View a list all of the meetings for the specified month View a list all meetings or search for meetings by date host topic or words in the agenda Refresh the information in the meeting list About the My WebEx Meetings page Daily tab How to access this tab On your WebEx service Web site click My WebEx gt My Meetings gt Daily tab
199. ppears allowing you to inform any invited attendees that you canceled the meeting Does not apply to support sessions About the My WebEx Meetings page Weekly tab How to access this tab On your WebEx service Web site click My WebEx gt My Meetings gt Weekly tab Options on this tab Language link Time zone link Week link q E The meetings you host The meetings you are invited to Show past meetings Day link Friday Click the Refresh icon at any time to display the most current list of meetings Click to open the Preferences page where you can select the language setting for your WebEx service Web site Click to open the Preferences page where you can select the time zone setting for your WebEx service Web site The beginning and ending date for the weekly list of meetings Click the Previous Week icon to display a list of meetings for the previous week Click the Next Week icon to display a list of meetings for the next week Click the Calendar icon to open the Calendar window for the current month Click on any date to open its schedule in the Daily view Shows a list all of the online meetings or Personal Conference meetings that you are hosting Shows a list all of the meetings or Personal Conference meetings to which you have been invited Select to include concluded meetings in the list of meetings Opens the Daily view which shows the scheduled meetings for the selected day 2
200. ppears on your Personal Meeting Room page unless you specified it to be an unlisted meeting If you provide others with the URL for this page they can quickly join your meeting by clicking the link for the meeting on this page You can control which shortcuts are available in the WebEx Settings dialog box Removing WebEx Productivity Tools You can uninstall WebEx Productivity Tools at any time Uninstalling Productivity Tools removes all Productivity Tools including the WebEx One Click panel and One Click shortcuts from your computer To uninstall WebEx Productivity Tools 1 Click Start gt Programs gt WebEx gt Productivity Tools gt Uninstall 2 Click Yes to confirm that you want to uninstall WebEx Productivity Tools To uninstall WebEx Productivity Tools from the Control Panel 1 Click Start gt Settings gt Control Panel 2 Double click Add Remove Programs 105 Chapter 8 Setting Up a One Click Meeting 3 Click WebEx Productivity Tools 4 Click Remove 5 Click Yes to confirm that you want to uninstall WebEx Productivity Tools Note Uninstalling Productivity Tools removes all Productivity Tools and shortcuts from your computer If you want to keep using some Productivity Tools but disable others edit the options in the WebEx Settings dialog box 106 A Quick Tour of the Meeting Window The Meeting window provides a forum for you to share information and interact with attendees via documents presen
201. ptions on your site Topic Specify the topic for the meeting Meeting password Specify the password for the meeting Confirm password Type the password again to prevent typing errors Listed on calendar Specify that the meeting appears on the calendar on your site Available for meetings and sales meetings only CUVC Meeting ID CUVC Integration to Meeting Center only Enter a custom URL to create a virtual meeting room in which you can use Cisco Unified Video CUVC in your meeting If you leave this box empty the WebEx Meeting ID is used by default When you start your WebEx meeting the CUVC Video panel displays automatically Tracking Codes Identify your department project or other information that your organization wants to associate with your meetings Tracking codes can be optional or required depending on how your site administrator set them up Tracking code If your site administrator requires you to select a code from a predefined list click the link Select Code and then select a code from the list or enter one in the box above Audio Conference Use Select your InterCall Reservationless Plus audio account to 99 Chapter 8 Setting Up a One Click Meeting Use this option To USE Installing WebEx Productivity Tools If your site administrator has enabled you to download WebEx Productivity Tools you can start you can start or join meetings instantly using One Click start meetin
202. r 20 Using My WebEx A list of all the online meetings that you have scheduled including both listed and unlisted meetings A list of meetings on your site to which you are invited An option to start a One Click meeting not available for Event Center Tip You can specify that your My WebEx meetings page is the home page that appears once you log in to your WebEx service Web site Opening your meetings list You can open your personal list of scheduled meetings on your WebEx service Web site to Start a meeting Modify a meeting Cancel a meeting You can open your personal list of meetings to which you are invited Obtain information about a meeting Join a meeting in progress To open your meetings list 1 Log in to your WebEx service Web site and then click My WebEx The My Meetings page appears showing your list of scheduled meetings 240 Chapter 20 Using My WebEx d Go to My Personal Meeting Room JS Start a One Click Meeting Lz Daily Weekly Monthly All Meetings English Pacific DT 4 March 21 2007 gt Ex The meetings you host Sho road map Meeting status review meeting Meeting design review Meeting planning meeting Meeting Dace ee Requests Pending Requests Approved Requests Rejected 2 Click one of the tabs to navigate to different views of the My Meetings page You can choose Daily Weekly Monthly or All Meetings 3 Optional Do either of the fol
203. r calendar program must conform with the iCalendar standard a format used widely across the Internet for exchanging calendar information Go Back Return to the meeting calendar About the Meeting Updated page This confirmation page displays after you have updated a meeting successfully What you can do on this page Add this meeting to your meeting calendar MS Outlook or Lotus Notes Make additional changes to the meeting you have just updated 81 Chapter 5 Scheduling a Meeting 82 Update My Calendar Edit Add this updated meeting to your calendar program MS Outlook or Lotus Notes only Make changes to the meeting you have just updated For example you can change the day and time or invite additional attendees Assigning Sounds to Participant Actions Host only During a meeting you can assign sounds to play when a participant Joins the meeting Leaves the meeting Clicks Raise Hand on the Participants panel To assign sounds to participant actions 1 Open the Preferences dialog box by performing these steps Windows On the Edit menu choose Preferences Mac On the Meeting Center menu choose Preferences 2 Depending on your operating system follow one of these steps Windows Click the Participants tab Mac Select the Alerts button 3 Select the check box for each action for which you want to play a sound 4 Select a sound from the appropriate drop down list By default
204. r remove a privileges as follows To grant a specific privilege check its box To grant all privileges check the Assign all privileges check box 86 Chapter 6 Granting Privileges During a Meeting To remove a privilege clear its check box To reset to the preset meeting privileges select Reset to Meeting Defaults 3 Select Assign Granting or removing Chat privileges As host you can grant or remove chat privileges for one or more participants To grant or remove a chat privilege You can chat with participants privately or Coina Participants publicly Communication Select or clear the checkbox for each Participant can chat Alke toe privilege you want to grant Privately wath E E Host F Presenta E Other participants Publicly wath F Everyone deii TT eee ee H Chat privileges Host chat privately with the meeting host Your chat message appears in only the host s Chat viewer Presenter chat privately with the presenter Your chat message appears in only the presenter s Chat viewer Other participants chat privately with another participant Your chat message appears in only that participant s Chat viewer Everyone Chat publicly with all participants Your chat message appears in everyone s Chat viewer Contact operator privately Available only if your site includes the private operator option Participants dial 00 at any time during a teleconference to contact the oper
205. r site administrator has added to it If your organization uses a Microsoft Exchange Global Address List your site administrator can import its contacts to this address book List Includes any distribution lists that you have created for your personal address book Add a new contact Enter the requested information about the new contact you want to invite to the meeting You can also add the new contact to your personal address book Remove the selected contacts from the list of attendees About the Audio Conference Settings page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting If you see the Advanced Scheduler click the link to display the Quick Scheduler Then click Change audio option What you can do on this page Change the preset audio options Please reference the Cisco WebEx Web Conferencing Audio Controls Guide for more detailed instructions at http www intercall com services web conferencing meeting center resources php 37 Chapter 4 Scheduling a Meeting Using the Quick Scheduler 1 Login to your Meeting Center Web site 2 On the navigation bar expand Host a meeting to view a list of links 3 Click Schedule a meeting The Required Information page appears 4 Check whether you are viewing the Advanced Scheduler Click the Return to Quick Scheduler link to display the Quick Scheduler The Advanced Scheduler consists of several pages with the links to th
206. re participating in a meeting and have not taken on another role such as host or presenter you can move around independently in shared documents and presentations if the host has assigned these privileges to you For shared documents presentations and whiteboards you can Display any page Synchronize your view with the host s view Save shared documents Open shared documents Print shared documents Displaying pages slides or whiteboards For participants If you have been granted the necessary privileges you can navigate to different pages slides or whiteboard pages in the content viewer Each document presentation or whiteboard being shared appears on at the top of the content viewer 1 Inthe Meeting window in the content viewer select the tab for the document presentation or whiteboard that you want to display If there are more tabs than can appear at one time select the down arrow button to see a list of remaining tabs or use your keyboard arrows forward and back through all the tabs Fie Edit Shae Yew Audo Rartcpart Meeting Heip Select the down arrow to view remaining tabs Wer Customer Care ST 4 Ot Pt Me a Eio marketing TA 2 On the toolbar click a button to change the page or slide you are viewing 164 Chapter 12 Sharing Presentations Documents and Whiteboards Select the Customer Care Z Drop down arrow to choose any page or slide
207. re this folder This folder does not appear on your Personal Meeting Room page Thus visitors to your page cannot view the folder or access any files in it Share this folder This folder appears on your Personal Meeting Room The drop down list specifies which users can access the folder as follows QO With all All visitors to your Personal Meeting Room can access this folder O With users with host or attendee accounts Only visitors to your Personal Meeting Room who have either a host account or an attendee account on your WebEx service Web site can access this folder O With users with host accounts only Only visitors to your Personal Meeting Room who have a host account on your WebEx service Web site can access this folder Enter the name for the folder that will appear on your Personal Meeting Room page Let visitors to your Personal Meeting Room view the list of files in the folder and download the files Let visitors to your Personal Meeting Room upload files to the folder but does not allow them to view the files in it Let users view files in the folder download files from the folder and upload files to the folder Let users upload a file with the same name as an existing file in the folder and replace the existing file If this option is not selected users cannot overwrite any files in the folder 261 Chapter 20 Using My WebEx Use this option To Password protected Let only visitors to your
208. red software using 16 bit color mode which is the equivalent of your computer s High Color 16 bit setting This mode provides an accurate representation of color for most shared applications However if your shared application contains detailed color images such as color eradients the color may not appear accurately on participants screens For example color gradients may appear and color bands If the accuracy and resolution of color in a shared application is important you can turn on True Color mode in Meeting Manager Using this mode however may affect the performance of application sharing When using True Color mode you can select one of the following options Better imaging no image compression Better performance some image compression Performance refers to the speed at which images appear on participant screens and imaging refers to the quality of the color in shared images Note Before turning on True Color mode ensure that your monitor display is set to True Color either 24 or 32 bit color For more information about setting options for your monitor refer to Windows Help To turn on True Color mode 1 If you are currently sharing an application stop your sharing session 2 On the Meeting menu choose Meeting Options The Meeting Options dialog box appears 3 Select the True Color Mode tab 4 Select Enable True Color mode 5 Select one of the following options Better imagin
209. resenter can grant any privileges to or remove them from attendees during a meeting Can change attendee privileges during a meeting Yes you can On the Meeting menu choose Attendees Privileges Make any changes to the privileges you set when you scheduled the meeting About the Review page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting gt Review What you can do on this page Review all the information you ve entered on each page of the Advanced Scheduler If you want to make any changes return to the page where you entered the information and enter new information Rather than using the settings and options you have just selected in the scheduler replace these setting with those in one of the meeting templates When you have finished making changes click Schedule or Start Managing and maintaining your scheduled meetings 68 You can easily invite more participants to a scheduled meeting change the day or time or even add the meeting to your calendar program Chapter 4 Scheduling a Meeting Adding a scheduled meeting to your calendar program Once you schedule a meeting you can add the meeting to your calendar program such as Microsoft Outlook This option is applicable only if your calendar program supports the iCalendar standard a common format for exchanging calendaring and scheduling information across the Internet To add a scheduled meeting to your
210. rmation of the recording Disable Lets you disable the recording in all locations h Delete Lets you delete the recording from this page Lets you upload a new recording Add Recording ey Indicates that a recording is password protected Uploading a recorded meeting file Editing If you recorded meeting using the integrated or standalone WebEx Recorder you can upload the recording meeting file with a wrf extension from your local computer to the My Recorded Meetings page Note If you recorded a meeting using the WebEx Network Based Recorder NBR the WebEx server automatically uploads the recording file with an arf extension to the appropriate tab on the My Recorded Meetings page once you stop the Recorder You do not need to upload it yourself To upload a recording file 1 Goto the My Recorded Meetings page 2 Click Add Recording 3 On the Add Recorded Meeting page enter information and specify options 4 Click Save information about a recorded meeting You can edit information about a recorded meeting at any time To edit information about a recorded meeting 1 Go to the My Recordings page or the My Recorded Meetings page 139 Chapter 11 Managing Recorded Meetings 2 Click the following icon for the recording that you want to edit zi The Edit Recorded Meetings page appears 3 Make your changes 4 Click Save About the Add Edit Recorded Meetings page 140 How to access this page I
211. rttipants Windows Right click on the participants panel U0 Rr Ne p Mac Ctrl click on the participants panel o d Select Mute All or Unmute All rT TI Es Assign Prises His Lirautg A1 The microphone icon to the right of each participant s name changes state Understanding the speaker queue for a voice conference During an Integrated Voice conference a participant can request to speak After a participant requests to speak the participant s place in the speaker queue is indicated by a number to the right of the Integrated Voice indicator The speaker queue lets you keep track of the order in which participants have requested to speak To let a participant speak you can pass the microphone to the participant Once you pass the microphone to a participant the speaker queue renumbers the remaining participants For example speaker 2 in the queue becomes speaker 1 95 Chapter 7 Using Integrated Voice Conferences Fine tuning your microphone and speaker settings 96 The first time you use an integrated voice conference the audio wizard walks you through selecting your sound device and setting your speaker volume and microphone level Any time before you start or join a meeting you can manually open the wizard to test your device again or make further adjustments as necessary To open the wizard and adjust your sound settings 1 From the meeting window menu select Audio gt Computer Se
212. s name only if the administrator for your WebEx service Web site provides this option Tip If you need to change your username but cannot edit it on this page ask your site administrator to change your username or create a new account for you 28 Chapter 20 Using My WebEx 288 Use this option Change Password Call in authentication Call back PIN Other personal information options To Old password Type the old password for your account New password Specify the new password for your account A password O Must contain at least four characters O Canconsist of a maximum of 32 characters O Can include any letters numbers or special characters but not spaces O Is case sensitive Retype New password Verify that you typed your password correctly in the New password box If enabled by your site administrator allows you to be authenticated and placed into the correct teleconference without needing to enter a meeting number whenever you dial into any CLI caller line identification or ANI automatic number identification enabled teleconference Selecting this option for a phone number in your user profile maps your email address to that phone number Caller authentication is available only if you have been invited to a CLI ANI enabled teleconference by email during the meeting scheduling process Caller authentication is not available if you are dialing in to a CLI ANI enabled teleconference
213. s However the image s aspect ratio is maintained Browse Lets you locate a banner image Upload Uploads the banner image that you selected Current Image Displays the banner image that currently appears on your Personal Meeting Room page Chapter 20 Using My WebEx Delete Removes the current banner image from your Personal Meeting Room page This button is available only if you have uploaded an image for the page Productivity Tools Options Automatically download Productivity Tools when logging in to the WebEx service site Specify that WebEx Productivity Tools should be downloaded automatically when you log in to the WebEx service site If this option is turned off you can still download Productivity Tools manually Session Options Automatically delete Specify that once a scheduled meeting ends the meeting is meetings from My automatically removed from your list of scheduled meetings on Meetings when the My Meetings page if the scheduled starting time has completed passed If you do not select this option the meeting remains on your list of meetings until you delete it You can change this default setting when scheduling a meeting Applies only to meetings and sales meeting Does not apply to events support sessions or training sessions Default session type Specify the default session type that you host if your user account lets you host different types of online sessions For more infor
214. s an invitation email message that includes information about the meeting and a link that the attendee can click to register for the meeting Important If you accept registration requests automatically for a meeting that requires a password and an attendee registers after the meeting has already started the attendee can join the meeting immediately without providing the password Therefore to secure a meeting from unauthorized access you must clear the Automatically accept all registration requests check box and manually accept or reject all registration requests If you do not accept registration requests automatically for a meeting that requires a password and an attendee registers after the meeting has already started the attendee cannot join the meeting until he or she receives a registration confirmation email message and can provide the meeting password During the meeting you can check for registration requests in your email program and accept them to allow attendees to join the meeting 56 Chapter 4 Scheduling a Meeting How do accept or reject registration requests If you scheduled a meeting for which attendees must register you can accept or reject attendees registration requests If you accept a registration request a registration confirmation email message which provides the meeting password if any is sent the attendee If you reject a registration request a registration rejection email message is sent to th
215. s in it R W Read and write Users can view files in the folder download files from the folder and upload files to the folder Password Protected Indicates that the folder is password protected Visitors to your Personal Meeting Room must provide the password you specify to access the folder Selects the check boxes for all the folders and files that are visible in Select All the list You can then click the Copy or Move button or click the Delete link to perform an action on the selected folders or files Clears the check boxes for all the folders and files that are selected in CEATA the list Delete Deletes the selected folders and files from the list c Opens a page on which you can copy the selected folder or file to opy another folder Move Opens a page on which you can move the selected folder or file to another folder About the Edit Folder Properties page 260 How to access this page On your WebEx service Web site click My WebEx gt My Files gt Properties icon for folder What you can do here Specify a name a description and sharing options for a folder that you created in your personal folders Chapter 20 Using My WebEx Options on this page Use this option Name Description Share Share as Read Write Read amp write Allow files to be overwritten To Enter the name of the folder Enter the description of the folder Specify who can access this folder Do not sha
216. s its clock for daylight saving time Note The selected time zone appears Only on your view of your WebEx service Web site not other users Views In all meeting invitations that you send using your WebEx service Web site Language Set the language in which your WebEx service Web site displays text Note The languages that appear in this list are limited to the languages that have been set up for your Web site Locale Set the format in which your Web site displays dates times currency values and numbers 292 Chapter 20 Using My WebEx Editing your user profile Once you obtain a user account you can edit your user profile at any time to change account login information contact information and other options available for your account To edit your user profile 1 Log into your WebEx service Web site 2 On the navigation bar click My WebEx 3 Click My Profile 4 Edit the information on the page 5 When you are finished editing your user profile click Update Managing scheduling templates About managing scheduling templates Scheduling templates let you save the options you set for a meeting for later use Once you save a scheduling template you can use it to quickly schedule another meeting instead of setting the same options again If you saved a scheduling template using the Save As Template option when scheduling a meeting you can manage the template as follows View the options you set in
217. s only a subset of the information that is available in the final report When the final more accurate data is available which is usually 24 hours after the meeting ends the preliminary report is replaced by the final report You can download both preliminary reports and final reports as comma separated values CSV files General Meeting Usage reports These reports contain information about each online session that you host You can view the following reports Summary Usage report Contains summary information about each meeting including topic date start and end time duration number of attendees you invited number of invited attendees who attended and type of voice conference you used Note Initially this report appears as a Preliminary Usage Summary Report but after the final more accurate usage data is available it is replaced by the Final Usage Summary Report Summary Usage report CSV comma separated values file Contains additional details about each meeting including the minutes that all participants were connected to the meeting and tracking codes Session Detail report Contains detailed information about each participant in a meeting including the time the participant joined and left the meeting the attentiveness during the meeting and any information that the attendee provided Note Initially this report appears as a Preliminary Session Detail Report but after the final more accurate session detail
218. s your registration you receive a registration confirmation email message You can then join the meeting once it starts If the meeting is already in progress and the host has chosen to approve all registration requests automatically you join the meeting immediately Obtaining information about a scheduled meeting About obtaining meeting information Before joining a meeting you can obtain information about it from the Meeting Information page The information you can view includes the host s name and email address meeting number and agenda If you received an email invitation to a meeting you can click a link in the message to view the meeting information If you did not receive an email invitation from the host you can view the meeting information from either The meeting calendar on your Meeting Center Web site The host s Personal Meeting Room page on your Meeting Center Web site if the host gave you the URL or Web address for the page About the Meeting Information page To access this page In your invitation email message click the appropriate link The Meeting Information Topic page provides information about a selected meeting The following is a description of the information you can view from that page 13 Chapter 2 Joining a Meeting Status Date Starting time Duration Meeting number Meeting password Teleconference Host Alternate host Host s email address Agenda Add to
219. scheduled starting time you can also allow attendees to join the InterCall audio conference before the meeting starts You set up the InterCall Reservationless Plus audio conference on the next page Enter the length of time you estimate that the meeting will continue The meeting does not end automatically after the duration that you set Set the number of minutes before the meeting s scheduled starting time at which you want to receive a reminder email message If you do not want to receive a reminder in the drop down list select None Set the recurrence pattern for this meeting None Specifies that the meeting does not recur Use this option Ending Chapter 4 Scheduling a Meeting To Daily Repeats the meeting every day until the ending date that you select Every x Days Repeats the meeting after the specified number of days passes Every weekday Repeats the meeting each day from Monday to Friday Weekly Repeats the meeting after a specified number of weeks until the ending date that you select Every x week s on Specifies the day of the week on which to repeat the meeting and the number of weeks that must pass before the meeting repeats Sunday Saturday Specifies the day on which the meeting repeats You can select one or more days Monthly Repeats the meeting every month until the ending date that you select Day x of every x month s Specifies the specific day of the month
220. sed captions before you change the notes option When scheduling a meeting the meeting host can specify the default note taking options which take effect once the meeting starts Choosing a note taker If the single note taker or closed captions option is set for a meeting you can designate any participant or closed captionist to be the note taker When scheduling a meeting you can set the notes option or a presenter can set the notes option during a meeting To designate a note taker for Windows 1 On the Participants panel select the participant you want to designate as note taker 2 Right click and then select Change Role To gt Note Taker A pencil indicator appears to the right of the participant s name in the participant list To designate a note taker for the Mac 1 On the Participants panel select the participant you want to designate as note taker 2 Select ctrl and then click then select Change Role To gt Note Taker A pencil indicator appears to the right of the participant s name in the participant list Note Ifyou select another note taker or closed captionist any notes or closed captions that the previous note taker or closed captionist published remain on each participant s Notes or Closed Caption panel However the new note taker or closed captionist cannot edit the existing notes or closed captions 221 Chapter 18 Managing and Taking Notes To designate a closed captionist 1 Inthe mee
221. sking you if you want to send a transcript 221 sending and Receiving Video When you send video your video is seen by all participants If a video camera is attached to your computer you can broadcast live video to participants Live video lets other participants see you or whatever you focus your webcam on To see video participants do not need to have a webcam installed on their computers To start or stop sending video simply select the video icon beside your name After you select the icon it changes to green to indicate that you are sending video t M Jill Jay Host me Mariah After you start sending video you can perform the following tasks depending on your role 229 Chapter 19 Sending and Receiving Video Host What you can do Windows Stop or start sending video at will Set the main display View video in full screen mode List participants or show thumbnails l Set webcam options W ey Host ma an ti Arre Logar Participant What you can do Mac Start or stop sending video at will View video in theatre mode List participants or show thumbnails Set webcam options Setting the main display If you are the host you can decide which participant video to show in the main display To set the video for the main display 1 Select the name tag on the main display 230 2 Chapter 19 Sending and Receiving Video ETa v EE oO MM Jay Host re a Low
222. sonal address book Options on this page Use this option Full name Email address Language Company Job title URL Phone number Phone number for mobile device Fax number To Enter the contact s first and last name Enter the contact s email address Set the language in which any email messages that you send to the contact using your WebEx service site appear Available only if your WebEx service Web site can be displayed in two or more languages Enter the company or organization for which the contact works Enter the contact s position in a company or organization Enter the URL or Web address for the contact s company or organization Enter the contact s phone numbers For each number you can specify the following 2 5 Chapter 20 Using My WebEx Use this option Country Code Area or city code Number Extension Address 1 Address 2 State Province ZIP Postal code Country Username Notes To Specify the number that you must dial if the contact resides in another country To select a different country code click the link to display the display the Country Code window From the drop down list select the country in which the contact resides Enter the area or city code for the contact s phone number Enter the phone number Enter the extension for the phone number if any Enter the contact s street address Enter additional address information if necessary Enter the conta
223. st start your meeting If you are the participant but you inadvertently land on the page for the host to start the a meeting click If you are not the host join as a participant About the Join Meeting page To access this page Click the meeting link in your invitation email message and then click Join Now When joining a meeting you may need to enter some details on the Join Meeting page Your name Enter the name you want attendees to use to identify you during the meeting Email address Enter your email address in this format name your_company for example msmith company com Chapter 2 Joining a Meeting Meeting password Enter the meeting password optional The meeting host may have included the password in the email invitation or for security reasons provided it to you in another way If the meeting does not require a password the text box does not appear on this page Joining a meeting from an instant message 1 From the instant message window click the link to join the meeting Cisco 3beX Connect W a 1 am Available IM archive Recent Emails Kat Mac 8 21 28 AM 1 Kat Mac 8 28 02 AM Meeting Topic Bay City Software Start Time Thursday February 12 2009 6 26 am Pacific Standard Time San Francisco GMT 08 00 ane Join URL https SqayveblO ga vwebex come nevite php AT uMeEventiID 1 55526397 SR 7 MiMo 2 On the Meeting Information page enter the requested
224. st published during the meeting To send a meeting transcript to participants 1 In the Meeting window on the File menu choose Send Transcript If you have saved any files during the meeting the Send Transcript dialog box appears allowing you to attach the files to the transcript email message If you have not saved any files during the meeting a transcript email message opens If the Send Transcript dialog box appears select the check box for each file that you want to attach to the transcript and then click OK The transcript email message opens Review the email message and make any changes that you want 131 Chapter 10 Managing a Meeting Ending 132 4 Send the email message Note The transcript is sent to all participants who provided their email addresses when joining the meeting whether or not they are still attending the meeting when you send the transcript Audio only participants will not be listed on the transcript For security purposes a participant who receives a transcript email message cannot see the email addresses for the other participants The transcript contains notes only if you are the meeting host the public note taker or the closed captionist and you have saved the notes to a file If all participants can take private notes the transcript email message does not include your private notes and the option to attach your notes in a file is not available If you saved notes or closed
225. support sessions 249 Chapter 20 Using My WebEx Option Description Delete Cancels any meetingsthat are currently selected in the list If you Click this link a message appears allowing you to confirm that you want to cancel the meeting Another message appears allowing you to inform any invited attendees that you canceled the meeting Does not apply to support sessions Maintaining Your Personal Meeting Room Page About your Personal Meeting Room page Your user account includes a Personal Meeting Room page on your WebEx service Web site Users who visit your page can View a list of online meetings that you are hosting either scheduled or in progress Join a meeting in progress View your personal folders and upload or download files to or from your folders depending on the settings you specify for your folders You can customize your Personal Meeting Room page by adding images and text to it To provide users with access to your Personal Meeting Room page you must provide them with your Personal Meeting Room URL Tip Add your Personal Meeting Room URL to your business cards your email signature and so on Viewing your Personal Meeting Room page You can view your Personal Meeting Room page at any time by going to the link for the page The link for your Personal Meeting Room page is available on your My WebEx Meetings page My WebEx Profile page 250 Chapter 20 Using My WebEx To view y
226. t and then click the Delete icon se fx t4 Windows Mac To rearrange questions or answers Select the question or answer by clicking it and then click the Move Up or Move Down icon as appropriate sai x 6 To delete an entire questionnaire Click Clear All If you have not saved the questionnaire a message box appears asking whether you want to save it or not Displaying a timer during polling 208 You can specify that a timer displays for attendees and yourself when a poll is in progress To display a timer 1 Open the Polling Options dialog box If you use Windows click Options at the bottom of your Polling panel Chapter 16 Polling Attendees If you use the Mac click this button on the lower right portion of the Polling panel Clear All Open Poll 2 Inthe dialog box that appears select Display and then type the length of time in the Alarm box 3 Click OK E a tay ye an pik aa a Opening a poll After you finish preparing a poll questionnaire you can open the poll If you prepared your questionnaire in advance and saved it you must first display it on the Polling panel To open a poll 1 Display your poll questionnaire on the Polling panel if you have not done so 2 Click Open Poll The questionnaire appears on attendees Polling panels Attendees can now answer the poll As attendees answer the questions you can watch the polling status on your Polling panel
227. t project or other information that your organization wants to associate with your meetings Tracking codes can be optional or required depending on how your site administrator set them up If your site administrator requires you to select a code from a predefined list a list of codes appears Select a code from the list on the left Then do one of the following in the box on the right lf alist of codes appears select a code from the list Type a code in the box Require participants to enter the password you set to join your meeting Your site may require that all passwords comply with security criteria such as a minimum length and a minimum number of letters numbers or special characters A password Can contain a maximum of 16 characters Cannot contain spaces or any of the following characters amp lt gt Each participant that you invite to your meeting receives an invitation email message that includes the password unless you request that passwords do not appear in email invitations Set the date you want the meeting to occur Select the month day and year in the drop down lists Or you can click the Calendar icon and then select a date Set the meeting s starting time and the time zone To select another time zone click the time zone link Important The time zone you select does not affect the time zone setting for the meeting calendar on the Browse Meetings page You and each
228. t on the page If the page contains links to other pages they can also navigate independently to those pages If you use Web content sharing then participants can experience audio and video effects on a Web page However unlike Web browser sharing this option does not allow you to guide participants to other Web pages Important If you share content that requires a media player participants can view and interact with the content only if the appropriate player is installed on their computers 167 Chapter 13 Sharing Web Content Sharing Web content You can share a Web page that contains multimedia effects The page opens in the content viewer on each participant s screen To share Web content 1 On the Share menu choose Web Content The Share Web Content dialog box appears 2 Inthe Address box enter the address or URL at which the content resides Or if you have previously shared the content select it in the drop down list 3 Inthe Type box select the type of Web content that you want to share 4 Click OK Tip You can copy a URL from any source such as another browser window and then paste it in the Address box Differences between sharing Web content and sharing a Web browser Meeting Center provides two options for sharing Web based information You can share Web content or share a Web browser with meeting participants Choose the 168 feature that better suits your needs Sharing option Advanta
229. t panel for the host and presenter 92 Chapter 7 Using Integrated Voice Conferences Allowing a participant to speak Host only Once you start a voice conference participants can join the conference and listen to the meeting audio Up to seven participants can speak at a time You can specify which participants can speak by passing the microphone To allow a participant to speak in a voice conference 1 On the Participants panel select the name of the participant whom you want to allow to speak 2 Atthe bottom of the panel select Pass Mic Pass Mic An indicator appears near the participant s name on the panel The participant can now speak until you either pass the microphone to another participant or mute the participant s microphone Note A request to speak can be made at any time during a meeting by clicking Raise Hand on the Participants panel f Raise Hand Speaking in a voice conference If you are a current speaker the method by which you speak depends on the speaker setup option that is currently selected for your meeting Desktop speakers default If this option is selected the following appears in the bottom right corner of your Meeting window Press GH to speak Press the Ctrl key on your keyboard while speaking Pressing this key mutes your speakers thereby preventing your voice from echoing in the conference Headset If this option is selected the following appears in the bo
230. t receive an email invitation you can obtain meeting information from the meeting calendar on your Meeting Center Web site To obtain information about a meeting from the meeting calendar 1 From the navigation bar on your Meeting Center Web site expand Attend a meeting Click Browse Meetings On the meeting calendar locate the meeting about which you want to obtain information Under Topic click the link for the meeting If the meeting requires a password the Get Info page appears If the meeting does not require a password the Meeting Information page appears You can skip to step 6 If the Get Info page appears type the password that the meeting host gave to you in the Meeting password box and then click OK Optional To view the meeting s agenda click View Agenda The Agenda page appears Obtaining information from the host s personal page You can obtain meeting information from the hosts s Personal Meeting Room page on your Meeting Center Web site To obtain meeting information from the host s Personal Meeting Room page 1 Go to the URL or Web address for the host s Personal Meeting Room page The host must provide you with this URL On the Meetings tab locate the meeting about which you want to obtain information Under Topic click the link for the meeting If the meeting requires a password the Get Info page appears If the meeting does not require a password the Meeting Information page app
231. t the csv file in which you added new contact information Click Open Click Upload File The View Personal Contacts page appears allowing you to review the contact information you are importing Click Submit A confirmation message appears Click Yes Note If an error exists in any new or updated contact information a message appears informing you that no contact information was imported About the Contact Information CSV template How to access this template On your WebEx service Web site click My WebEx gt My Contacts gt View gt Personal Address Book gt Export What you can do here Specify information about multiple contacts which you can then import to your personal address book 2 1 Chapter 20 Using My WebEx 2 8 Fields in this template UUID Name Email Company JobTitle URL OffCntry OffArea OffLoc OffExt CellCntry CellArea CellLoc CellExt FaxCntry FaxArea FaxLoc FaxExt Address 1 Address 2 State Province A number that your WebEx service site creates to identify the contact If you add a new contact to the CSV file you must leave this field blank Required The contact s first and last name Required The contact s email address The email address must be in the following format name company com The company or organization for which the contact works The contacts position in a company or organization The URL or Web address for the contact s
232. tations whiteboards applications and more You share or view content using the tools in the Meeting window You can use panels to chat take notes and perform other tasks When you start or join a meeting your meeting window opens with the Quick Start area on the left and a panel area on the right Nearly everything you want to accomplish in a meeting can be done from these areas i Select an audio device Invite or remind people Share your desktop lape JIE Hyi Ieee Meg Ty my a Share content from a file application or browser I er a i ig 9 ad etr esip Share a whiteboard Record the meeting Interact with other participants 107 Chapter 9 A Quick Tour of the Meeting Window Working with panels Your service selects which panels display initially Windows To display the Panels menu on the icon tray select the down arrow Select an icon from the icon tray to open or Speaking Hide Panels close a panel M Becky Cox Host Manage Panels G In this example the Notes and Polling panels Jil are collapsed Select the arrow on the title bar to Q Q Mariah expand or collapse the panel Tip To access panel options right click in the panel s Presenter aud nist title bar from Becky Cox to Everyone Welcome everyone from Becky Cox to Everyone Weill start with introductions and then get started with agenda terms Sendto Everyone x Se
233. te Attendees page attendees must log in to your Meeting Center Web site to attend the meeting which enhances meeting security Each invited attendee automatically receives an invitation email message To help increase the security for your meeting you can prevent the meeting password from appearing in these invitations by selecting the Exclude password from email invitation option on the Invite Attendees page If you exclude the password in email invitations however you must provide the password to attendees using another method for example by phone About the Select Attendees page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting gt Invite Attendees gt Select Attendees What you can do on this page Select contacts in your personal address book and invite them to the meeting Add new contacts to your personal address book and invite them to the meeting Designate one or more invited attendees as alternate hosts Options on this page Use this option To Address book Lets you select the address book from which you want to select attendees The contacts in the address book that you select appear in the box The following address books are available Personal contacts Includes any individual contacts that you have added to your personal address book If you use Microsoft Outlook you can import the personal contacts that you keep in an Outlook address book or folder to
234. ter than the length of the actual recording The partial playback range you specify does not modify the actual recording that is stored on the server Includes full Network Recording Player controls such as stop pause resume fast forward and rewind This option is selected by default If you would like to prevent viewers from skipping portions of the recording you can turn off this option to omit Network Recording Player controls from the playback Chapter 20 Using My WebEx About the Recording Information page How to access this page On your WebEx service Web site click My WebEx gt My Files gt My Recordings gt recording type gt topic of a recording What you can do here View information about the recording Play back the recording Send an email to share the recording with others Download the recording Enable or disable the recording Open the Edit Recording page on which you can edit information about a recording Options on this page Option Topic Create time Duration Description File size Create time Status Password Stream recording link Download recording link Description The name of the recording You can edit the topic at any time The time and date the recording was created The length of the recording A description of the recording The file size of the recording The date and time at which the recording was created The status of the recordin
235. ters on all shared slides pages or whiteboards in the content viewer If you are a presenter you can also clear all participant pointers Annotation tools T 0 2 H 2 To clear your own pointer on all shared slides pages or whiteboards 1 On the toolbar click the downward pointing arrow to the right of the Eraser Tool icon D 2 Eraser tool 2 Choose Clear My Pointer Saving opening and printing presentations documents or whiteboards Meeting participants hosts presenters and participants with privileges can access and print documents presentations and whiteboards shared in a meeting For example you can Save a shared presentation 161 Chapter 12 Sharing Presentations Documents and Whiteboards Open a saved document Print a whiteboard Saving a presentation document or whiteboard 162 You can save any shared document presentation or whiteboard that appears in the content viewer A saved file contains all the pages or slides in the document presentation or whiteboard that is currently displayed in the content viewer including any annotations and pointers that you or other attendees added to them Files that you save are in the Universal Communications Format UCF which have an ucf extension You can open a ucf file either in another meeting or at any time outside of a meeting Once you save a new document presentation or whiteboard to a file you can save it again to overwr
236. text or graphics on a whiteboard Other things you can do while sharing a whiteboard Display it at various magnifications in miniature thumbnails and in a full screen view Copy and paste images into it Reorder its position in reference to any other whiteboards Print it Synchronize Participants displays with the display in your content viewer Save it If you allow participants to annotate slides and pages you and participants can draw and type on a whiteboard simultaneously You can also allow participants to save print and display different views of shared whiteboards Starting whiteboard sharing 150 You can share a whiteboard on which you can draw and write Participants can view a shared whiteboard in their content viewers To share a whiteboard On the Share menu choose Whiteboard Note You can add multiple pages to a shared whiteboard You can share multiple whiteboards For each whiteboard that you share you see a new Whiteboard tab in the content viewer Chapter 12 Sharing Presentations Documents and Whiteboards Navigating presentations documents or whiteboards When sharing a document presentation or whiteboard you can Navigate slides pages or whiteboards using the toolbar Advance pages or slides automatically at an interval of time that you specify Perform animations and slide transitions in a presentation Use keys on your computer s keyboard to navigate a present
237. text that may appear in SEACOR the agenda and click Search EARO Note You cannot search for a meeting number Click the Refresh icon at any time to display the most current list of meetings Click to open the Preferences page where you can select the Language link language setting for your Meeting Center Web site Click to open the Preferences page where you can select the time HME ZONEN zone setting for your Meeting Center Web site 29 Chapter 3 Using the Calendar Show past meetings Select to include concluded meetings in the list of meetings Show only meetings that Select to display only those meetings that require registration in the require registration check _ list of meetings box Navigation links Click the page numbers or next to navigate through the search results The Ascending Sort indicator appears next to a column heading r and the meetings are sorted by the column in ascending order The Descending Sort indicator appears next to a column heading and the meetings are sorted by the column in descending order Date amp Time Lists the date and starting time of the meeting Topic Lists the scheduled meetings by name Click the topic name to get Host or Presenter meeting information Lists the host or presenter for the meeting Duration Lists the scheduled length of the meeting a Indicates that the live meeting is in process Join link Click the link to join the Meeting Center from
238. the Meeting rs Information page Register link Click to open the Register for page where you can enter the EA required information to register for the meeting Start link Host only Click to start your meeting End link Host only Click to end your meeting scheduling a Meeting Choosing the scheduler that works for you Meeting Center provides several ways to set up meetings Review the details about the different means of scheduling a meeting and then pick the one that meets your needs Short on time Use the one page Quick Scheduler Simply enter a few details and you are ready to host your meeting Looking for more meeting options such as adding additional security Use the Advanced Scheduler Enter the level of detail you need You can schedule or start the meeting from any page in the wizard For details see Using the Advanced Scheduler Want to reuse the information you saved in the scheduler You do not have to type in the same information every time you set up a meeting If the meeting recurs on a regular basis with the same attendees you can set up a whole series of meetings If the meeting details such as attendees meeting options are constant you can save those details in a template which you can apply to any meeting you schedule Note If you decide to switch from the Advanced Scheduler to the Quick Scheduler or from the Quick Scheduler to the Advanced Scheduler any information you have typed is save
239. the default template provided by your site Team meeting nee Vendor meeting administrator Standard Templates 5 Make changes to the details on any page For example you can add or remove attendees change the meeting time add a multimedia document to display before the meeting starts 6 Click Save as Template You see a list of templates you can assign these new settings to 7 To update an existing meeting template with your changes select the template you want to change and click Save T9 Chapter 4 Scheduling a Meeting 76 A message box appears asking if you want to replace the template you have selected with the edited template 8 To save your changes in the template click OK Save as template Type a name for this new version of the template here To save your current settings to an existing template to overwrite choose it from the My Templates Customer meeting Department meetin Then click Save Note You have not changed the original template Vendor meeting Template name Team meeting I Save as a standard template Save Cancel Using an existing meeting template and saving the changes in a new template You may host a meeting series with the same agenda but different attendees To save tme you can reuse the settings in a template make changes such as adding or removing attendees and then save the updates in a new template Find the existing meeting
240. this list of contacts Company address book Your organization s address book which includes any contacts that your site administrator has added to it If your organization uses a Microsoft Exchange Global Address List your site administrator can import 53 Chapter 4 Scheduling a Meeting its contacts to this address book New Contact Opens the New Contact page Enter the requested information about the new contact you want to invite to the meeting You can also add the new contact to your personal address book Search Lets you search for text in the selected address book For example you can search for all or part of a contact name or email address Invite as Attendee Adds the selected contacts to the list of attendees Alternate Host Adds the selected contacts as alternate hosts to the list of attendees An alternate host receives an invitation email message that provides information about acting as the alternate host An alternate host can start the meeting and act as the host If you join the meeting after an alternate host has started or joined it you do not automatically assume the host role An alternate host must have a user account on your meeting service Web site Remove Removes the selected contacts from the list of invitees About the Registration page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting gt Registration 54 Chapter 4 Scheduling a M
241. tically Quick Start To Opens the Add Select Presentation page You can select a UCF presentation or document that resides in your personal folders or upload a new file to your folders Delete the selected presentation or document from the box Have presentation slides or document pages advance automatically in the content viewer at the time interval you choose Select this option only if the presentation or document contains multiple slides or pages Do not select this option if the presentation or document contains UCF media files Continuous play Available only if you select Start automatically Specifies that shared presentation or document restarts once it is finished and continues advancing page automatically Advance page every x seconds Available only if you select Start automatically Lets you select the frequency at which slides or pages advance automatically Allow participants to control file Let participants navigate the presentation or document independently in their content viewers The slides or pages do not advance automatically Select this option if the presentation or document contains only one slide or page or if it contains any UCF rich media objects such as audio or video objects Select this option to display the Quick Start page to host and presenter at the start of the meeting If not selected the Info page displays at the start of the meeting The Quick Start page provides
242. tically Advance Pages dialog box by clicking the Close button in the upper right corner of the dialog box The pages or slides continue to advance at the specified interval Chapter 12 Sharing Presentations Documents and Whiteboards To stop automatic page or slide advancement 1 If you closed the Automatically Advance Pages dialog box on the View menu choose Automatically Advance Pages The Automatically Advance Pages dialog box appears 2 Click Stop Animating and adding effects to shared slides When sharing a Microsoft PowerPoint slide presentation in the content viewer you can animate text and slide transitions just as you can when using the Slide Show option in PowerPoint Note To show slide animations and transitions you must share the presentation as a Universal Communications Format UCF file ucf The UCF import mode automatically converts a PowerPoint file ppt to a UCF file when you share it For best results when sharing a presentation created using Microsoft PowerPoint 2002 for Windows XP use a computer with an Intel Celeron or Pentium 500 MHz or faster processor Alternatively use the keys on your computer keyboard to show animations and slide transitions in a PowerPoint slide presentation If at least one meeting participant is using the Java Meeting Manager animations and slide transitions will not display during the meeting The meeting host can prevent participants from joining a meeting using
243. ticipant can view in the SS ETP PEREN SONAR Gyre meeting participant list document am Document View Heating thumbnails or pages ce cs i amema Messen Meeting whether a participant can record AE ji L z nF E f BE E tarini ae the meeting share documents or control O Ary pij desing rerobely E sharing I amord a mesim 85 Chapter 6 Granting Privileges During a Meeting Selecting participants During a meeting you can grant privileges to or remove them from all participants at once or to an individual participant To choose Communicate Patipati all participants select All Participants an individual participant expand All Participants and select the a participant name Communication Partiopsnt can chat 2 Privately with hf Hast Presenter he Other partic Publicky with fF Everyone E Assign al privileges T 2 de ee ee ee gee About Default privileges If the host does not specify privileges when scheduling a meeting or starts an instant meeting a set of default privileges are automatically assigned to a participant All chat privileges Viewing the participant list Controlling shared applications web browser or desktop remotely Granting or removing privileges To grant participant privileges during a meeting 1 Inthe Meeting window on the Participant menu choose Assign Privileges The Participants Privileges dialog box appears 2 Grant o
244. ting from your list of meetings in the My Meetings area of My WebEx after the meeting ends If you do not select this option you must delete this meeting from My Meetings to remove it from the list Require participants to enter the password you set to join your meeting Your site may require that all passwords comply with security criteria such as a minimum length and a minimum number of letters numbers or special characters A password a Can contain a maximum of 16 characters Cannot contain spaces or any of the following characters amp lt gt Each participant that you invite to your meeting receives an invitation email message that includes the password unless you request that passwords do not appear in email invitations Identify your department project or other information that your organization wants to associate with your meetings Tracking codes can be optional or required depending on how your site administrator set them up If your site administrator requires you to select a code from a predefined list a list of codes appears Select a code from the list on the left Then do one of the following in the box on the right If alist of codes appears select a code from the list Type a code in the box Enter a custom URL to create a virtual meeting room in which you can use Cisco Unified Video CUVC in your 43 Chapter 4 Scheduling a Meeting 44 Use this option Oi meeting
245. ting window in the participant list select the participant you want to designate as a closed captionist 2 On the Participants panel do one of the following Windows Right click and select Change Role To gt Closed Captionist Mac Select ctrl and then click Then select Change Role To gt Closed Captionist Cale A closed caption indicator appears next to the participant s name in the participant list 4t Participants 1 of 2 ready Tools WebEx admin Host Mariah Enabling closed captions 222 You can easily select the option for closed captions and appoint a participant to transcribe the closed captions To specify the closed caption option 1 Depending on the operating system you are using do one of the following Windows In the Meeting window on the Meeting menu choose Options The Meeting Options dialog box appears with the General tab selected by default Mac On the Meeting Center menu select Preferences Select Tools 2 To turn the closed captioning option on or off check or uncheck the Enable Closed Captioning check box To select another participant to transcribe select the participant s name on the Participants panel then right click Windows or select ctrl and then click Mac and then select Change Role To gt Closed Captionist Chapter 18 Managing and Taking Notes About taking notes During a meeting one or more meeting participants with access to the notes featur
246. tion bar expand Set Up and then click Meeting Manager The Set Up page appears 2 Click Set Up 3 Ifa security dialog box appears click Yes Setup continues A progress message box appears indicating the progress of setup 4 On the Setup Complete page click OK You can now start schedule or join a meeting Note Alternatively you can download the Meeting Manager for Windows Installer from the Support page on your Meeting Center Web site and then install Meeting Manager on your Web browser This option is useful if your system does not allow you to install Meeting Manager directly from the Set Up page Ifyou or another attendee plans to share Universal Communications Format UCF media files during a meeting you can verify that the required components are installed on your system to play the media files Chapter 1 Setting up and Preparing for a Meeting Uninstalling for Windows You can easily uninstall or remove Meeting Manager for Windows on your computer 1 Do one of the following For Windows 2000 On your computer s desktop double click My Computer and then open the Control Panel folder Kor Windows XP Click Start and then click Control Panel Double click Add Remove Programs or Add or Remove Programs depending on your computer s operating system A dialog box appears showing a list of programs installed on your computer In the list select WebEx Click Add Remove or Change Remove depen
247. tion is useful if you or another presenter plans to share a UCF multimedia presentation or standalone UCF media files during the meeting Your request automatically appears in any invitation email messages that you send to attendees using the Advanced Scheduler invitation options Your request also includes a link that attendees can click to access the Verify Rich Media Players page on your Meeting Center Web site This page allows attendees to automatically verify that the required players are installed on their computers Note If you intend to allow attendees to share to share UCF multimedia presentations or standalone UCF media files ensure that the Enable UCF rich media for attendees check box is selected on the Meeting Options page in the Advanced Scheduler How can learn about the fields on the Invite Attendees page Click the Help link in the top right corner of the Invite Attendees page or review About the Invite Attendees page Can use my online address book to invite attendees You do not have to type the email address of each person you want to invite to your meeting You can select attendees from your address book You can access your address book from the Invite Attendees page in the Advanced Scheduler Chapter 4 Scheduling a Meeting How can enhance meeting security When scheduling a meeting you can require all attendees to have a user account on your site If you include this requirement an option on the Invi
248. to the Time column heading to select or clear all meetings in the list The topic for a meeting that you are hosting Click the topic name to get information about that meeting If you are the alternate host for a Meeting the topic appears in italics Indicates the type of online meeting that you are hosting Available meeting types depend on the configuration of your WebEx service Web site Indicates that the live meeting is in process The status of the meeting Start You can start this meeting that you are hosting at any time by clicking the link Join End for hosts For a meeting in progress that you are hosting you can join or end the meeting Appears if you left a meeting or you allowed participants to join the meeting before its starting time and participants have already joined the meeting Q Join Lets you join the meeting in progress O End Ends the meeting Join for attendees The meeting that you are invited to has started and you can now join the meeting Registration for attendees The meeting that you are invited to requires registration To display a page on which you can register to attend the meeting click the link Does not apply to sales meetings or support sessions Cancels any meetingsthat are currently selected in the list If you Click this link a message appears allowing you to confirm Chapter 20 Using My WebEx that you want to cancel the meeting Another message a
249. topic or meeting agenda You cannot search for a meeting number To search for a meeting 1 If you have not already done so open the meeting calendar 2 Type the text for which you want to search in the Search for box 3 Click Search The Search Results page appears listing all meetings that contain the search text Sorting the meeting calendar 20 By default meeting lists on the meeting calendar are sorted by hours in ascending order However you can sort the meeting lists by any column Time Sorts the meeting list by hours in ascending or descending order Topic Sorts the meeting list alphabetically by topic in ascending or descending order Host or Presenter Sorts the meeting list alohabetically by host or presenter name in ascending or descending order Duration Sorts the meeting list by duration in ascending or descending order To sort the public meeting calendar 1 If you have not already done so open the meeting calendar For details see Viewing the meeting calendar 2 Ina list of meetings on the Today Upcoming Daily or Weekly tab on the calendar page click the column heading by which you want to sort the meetings Chapter 3 Using the Calendar An ascending or descending sort indicator appears and the meetings are sorted accordingly Note You can use this procedure on the Register for a Meeting page as well Refreshing the meeting calendar Information about meetings on the public Meeting C
250. ts the Screen Capture privilege to them As Host if you are sharing proprietary software you may want to ensure that this privilege is turned off To take a screen capture of annotations on shared software 1 On the Tools panel select the Screen Capture button Z annotation Toos x el YO eam a Allow to Annotate gt g Stop Annotating Screen Capture The Save As dialog box appears 2 Choose a location at which to save the file and then select Save Note The file you save is an image of your entire desktop Granting participants control of shared software While sharing the following types of software the presenter can let a participant control it remotely Application Desktop if available Web browser A participant who has remote control of shared software can interact with it fully While a participant is controlling shared software the presenter s mouse pointer is inactive Rules of thumb for controlling shared software Any participant can send a request to control the software remotely The presenter can then grant control to the paticipant Alternatively the presenter can automatically grant control of shared software to any participant who requests remote control The presenter can stop a participant from remotely controlling shared software at any time 191 Chapter 14 Sharing Software Caution A participant who has remote control of the presenter s deskto
251. ttom right corner of your Meeting window 93 Chapter 7 Using Integrated Voice Conferences Speak Mow Simply speak into your microphone Tip Before you join a voice conference you can use the audio setup wizard to select you audio device and adjust its settings Muting and unmuting microphones in an audio conference The following table illustrates how to quickly mute and unmute microphones in your meeting depending on your user role Role Host Windows Right click in the Participants panel Paorti pants To Et Participants Assign Privieges I prereayhes Al Participant Mac Ctrl click in the Participants panel 0 Rebecta Com Dig ET Mariah The microphone icon to the right changes state 94 Task description Mute on Entry to mute all microphones automatically when participants join a meeting Mute or Unmute to mute or unmute your own or a specific participant s microphone Mute All to mute or unmute all participant microphones simultaneously at any time during a meeting Select the Mute or Unmute icon to mute or unmute your own microphone Chapter 7 Using Integrated Voice Conferences Muting and unmuting all participant microphones simultaneously Host and presenter only You can mute or unmute all participant microphones simultaneously This option does not affect the host s and presenter s microphones To mute or unmute all participants T EI Pa
252. tup for Audio 2 Follow the wizard instructions Setting Up a One Click Meeting About setting up a One Click Meeting WebEx One Click allows you to start a meeting instantly from your desktop desktop version and from your WebEx service Web site Web version You can set up one or both versions depending on your needs Web version allows you to start a One Click Meeting from your WebEx service Web site Doing so does not require you to download any application Desktop version if this feature and the Productivity Tools feature are enabled by your site administrator allows you to start and join meetings and send meeting invitations without logging in to your WebEx service site or navigating Web pages Setting up your One Click Meeting on the Web The One Click Meeting Setup page allows you to specify options a One Click Meeting You can return to the One Click Meeting Setup page at any time to modify your meeting The settings you specify apply to both the One Click Web version and the desktop version To set up your One Click Meeting 1 Log in to your WebEx Service Web site 2 Click My WebEx gt Productivity Tools Setup on the left navigation bar 97 Chapter 8 Setting Up a One Click Meeting 4 5 The Productivity Tools Setup page appears On this screen you can also download WebEx Productivity Tools which include the desktop version of One Click and its shortcuts Click Set Up Now The One Click Setup pa
253. u have a working webcam you can set options that are available for that webcam directly from your meeting To set webcam options Windows At the top right of the main display select the options icon OED miy pox ve 4 L A g Amie Lope e Make Presenter Audo i i T Ji pem Mac At the bottom right of window select the options icon f fo mi rm Although you can set options for contrast sharpness brightness and other general settings options can vary depending on your web camera 234 Chapter 19 Sending and Receiving Video Managing video during sharing When you are sharing information or someone else is sharing information with you the main video display appears in the upper right corner of your desktop You can minimize or enlarge this display at will or move it to any other part of the desktop To minimize or adjust the size and position of the main display Minimize Select the arrow icon in the upper left corner Resize Select the bottom right corner and drag the edge Reposition Select and drag the display to another location on the desktop 239 Using My WebEx About My WebEx My WebEx is an area on your WebEx service Web site in which you can access your user account and personal productivity features The following features are available depending on the configuration of your site and user account Personal list of meetings Provides a list of all the
254. u want attendees to download Note The number of attendees that have the File Transfer window open including you appears in the lower right corner of the File Transfer window To stop publishing files during a meeting In the title bar of the File Transfer window click the Close button Meeting Manager closes the File Transfer window in each attendee s Meeting window Chapter 17 Transferring and Downloading Files During a Meeting Downloading Files During a Meeting If a presenter publishes files during a meeting the File Transfer dialog box automatically appears in your Meeting window You can then download the published files to your computer or a local server To download files during a meeting 1 Inthe File Transfer window select the file that you want to download T File Transfer lanp bots request 26844 B PC Dohas doc 312832 p To dewrioad a file ether select it and then cick Download or right 2 Click Download The Save As dialog box appears 3 Choose a location at which to save the file 4 Click Save The file downloads to your selected location 5 If applicable download additional files 6 Once you finish downloading files in the title bar of the File Transfer window click the Close button Note To reopen the File Transfer window at any time from the File menu choose Transfer This option is available only if the presenter is currently publishing files 217 18 Managing and Taking
255. uding the images and welcome message that appear on the page Set default options for your online sessions including The default session type that you want to use if your account includes multiple session types Whether your scheduled meetings are automatically removed from your list of meetings once the meeting ends Whether the Quick Start page appears in the content viewer once you start a meeting The users who can schedule meetings on your behalf Set Web site preferences including The home page that appears when you access your WebEx service Web site Chapter 20 Using My WebEx The time zone in which meeting times appear The language in which your Web site displays text if your site includes multiple languages The locale the format in which your Web site displays dates times currency values and numbers About the My WebEx Profile page How to access this template On your WebEx service Web site click My WebEx gt My Profile What you can do here Manage the following Account information Personal information Partner integration options Scheduling templates does not apply to Support Center Personal Meeting Room information Meeting options Web page preferences including your home page and language Support Center CSR Dashboard options Support Center only Personal Information options Use this option Tes Username Specify the username for your account You can change thi
256. ut the fields on the Required Information page Click the Help link in the top right corner of the Required Information page or review About the Required Information page Chapter 4 Scheduling a Meeting About the Date amp Time page How to access this page On the navigation bar click Host a meeting gt Schedule a meeting gt Date amp Time Date amp Time Retum to Quick Scharduler Masting date 29 Meeting time i1 f am Decambar pois J Repaired Information C pn Hew York Time Daek Tim Plon meeting time cones Telaconferance Attendees can join EH minutes before siant tima PF Attand es can also connect to audio conference Estimated duration iL 0 min Emall reminder E minutes i _ miie Arlendens _ Begisiration Agenda amp Welcome betore meelerg starts Recurrence Mone Daily Weekly Monthly Yearky Mening Opan Cancel Save at template Attendee Privileges Rewiew What you can do on this page Set the date and time for the meeting Set the duration for the meeting Select the number of minutes before the meeting s starting time during which attendees can join the meeting Select the number of minutes before the meeting you want to receive a reminder email message Set a recurrence pattern for the meeting Options on this page Use this option Set options using template Meeting date To Select a te
257. vice Web site and then click My WebEx 2 Click My Files 253 Chapter 20 Using My WebEx The My WebEx Files page appears showing your personal folders and files Depending on the settings for your WebEx Service Web site you may see different categories of folders and files and you can click on the heading links to see each category My Documents My Recordings My Event Recordings available only in Event Center My Training Recordings available only in Training Center My WebEx Files Welcome Marle Brooks My Documents hly Recordings Ta Search Capacity 50000 MB Used 729 KB ox 729 KB g E co aR amp 203 KE D a 2 KB w i 2 E C pictures 401 KB amp cl OO Prmicct outline 29 KB amp i G Oot product shiem id K k E Recuires pasrord Ri Read only Wi Write only R W Read B Write Select All Clear All Delate Copy Mwe Adding new folders to your personal folders To organize your files on your WebEx service Web site you can create folders in your personal storage space for files To create new folders 1 Open the My Documents page 2 Under Action click the Create Folder button for the folder in which you want a new folder Ct The Create Folder window appears 3 Inthe Folder Name box type a name for the folder 4 Optional In the Description box type a description to help you to identify the folder s contents 5 Click OK 204 Chapter 20 Using My WebE
258. wer at the end of the currently selected document presentation or whiteboard Tip If you have added multiple pages to a shared file or whiteboard tab you can view thumbnails to make it easy to view and navigate around your added pages Pasting images in slides pages or whiteboards If you copy any bitmap image to your computer s clipboard you can paste the image into a new page slide or whiteboard in the content viewer For example you can copy an image on a Web page or in an application then quickly share that image by pasting it in the content viewer 155 Chapter 12 Sharing Presentations Documents and Whiteboards To paste an image in a page slide or whiteboard in the content viewer 1 Inthe content viewer select the tab for the document presentation or whiteboard in which you want to paste an image 2 On the Edit menu choose Paste As New Page The image appears on a new page in the content viewer at the end of the currently selected document presentation or whiteboard Note You can paste any type of bitmap image such as a GIF JPEG BMP or TIF image in the content viewer However you cannot paste other types of images such as EPS or Photoshop PSD images in the content viewer Managing views of presentations documents or whiteboards Zooming 156 All shared presentations documents or whiteboards appear in the content viewer in the Meeting window A tab at the top of the content viewer appe
259. wers using the toolbar that appears above the viewer An attendee s annotations are visible to all participants View the participant list on the Participants panel Display miniatures of any pages slides or whiteboards in any document presentation or whiteboard that appear in their content viewers However attendees with this privilege cannot display a miniature at full size unless they also have the View any page privilege Request that the presenter grant them remote control of a shared application Web browser or desktop View any document presentation or whiteboard that appears in the content viewer and navigate to any pages or slides in documents or presentations View any pages slides or whiteboards that appear in their content viewers This privilege allows attendees to navigate independently through pages slides or whiteboards Dial 00 at any time during a teleconference to contact the operator for your teleconferencing service Available only if your site includes the private operator option Send private chat messages to another participant Private chat messages appear only in the recipient s Chat viewer Host Chat privately with the meeting host Presenter Chat privately with only the presenter All attendees Chat privately with any other attendee 67 Chapter 4 Scheduling a Meeting Questions about attendee privileges Besides the host who can grant and remove attendee privileges A p
260. witch participant views of a shared application remote computer 1f available or Web browser between a standard window and a full screen view A full screen view of shared software fits participant entire screens and does not include a title bar or scroll bars Participants can override your setting to control full screen view or to zoom in or out on the shared software on their computers To display shared software in a full screen view On the Meeting Controls Panel select the down arrow the last button on the panel and then choose View Then choose Full screen for Participants a fh if js To see panel controls select the gray eT down arrow button it is the last eae button dude rier rite andl Revd y Bresse Te Paiper Top Applic ao ha Emi Herirg i Synchronizing views of shared software Host or Presenter only While sharing an application desktop if desktop sharing is available or Web browser you can synchronize all participant views of the software with your view 180 Chapter 14 Sharing Software Synchronizing views of shared software ensures that the sharing window appears as the active window on participant screens For example if a participant has minimized the sharing window or moved another window on top of it the sharing window becomes the active window when you synchronize views To synchronize your view with participants On the Meeting Controls Panel select the down arrow the last
261. x Uploading files to your personal folders To store files in your personal folders on your WebEx service Web site you must upload them from your computer or a local server You can upload Up to three files at once Any file that is less than 5076K The amount of space available for storing files 1s determined by your site administrator If you require more disk space contact your site administrator To upload files to your personal folders 1 Open the My Documents page 2 Locate the folder in which you want to store the file 3 Under Action for the folder click the Upload button for the folder in which you want to store the file Cf The Upload File window appears 4 Click Browse The Choose File dialog box appears 5 Select the file that you want to upload to your folder 6 Click Open The file appears in the File name box 7 Optional In the Description box type a description to help you to identify the file 8 Optional Select up to two additional files to upload 9 Click Upload The files are uploaded to the folder that you selected 10 Once you are finished uploading files click Finish 259 Chapter 20 Using My WebEx Moving or copying files or folders in your personal folders You can move one or more files or folders to another folder on your WebEx service Web site To move or copy a file or folder 1 Open the My Documents page 2 Locate the file or folder that you want to move 3 Select the ch
262. xchange Global Address List your site administrator can import its contacts to this address book Adding a contact to your address book You can add contacts to your personal address book one at a time To add a contact to your personal address book 1 Open your personal address book 2 Inthe View drop down list select Personal Contacts A list of contacts in your Personal Contacts list appears 3 Click Add Contact The Add Contact page appears Full name required Email address required Company Job title WAL f known Phone number Count Region Aea orcity code Number Extension a E a I Phone number for mobile device GountwRegion Aea orcity code Number Eeension a a a l Fax number SountywRegion Amea orciy code Number Extension 1 Address 1 Address2 City State Province TT ZIP Postal code Country Region User name PO it known Motes Add Cancel 274 Chapter 20 Using My WebEx 4 Provide information about the contact 5 Click Add Note You cannot add contacts to your Company Address Book Ifyou want to add multiple contacts you can them all at once instead of adding one contact at a time About the New Edit Contact page How to access this page On your WebEx service Web site click My WebEx gt My Contacts gt Add Contact or check box for contact gt Edit What you can do here Enter information about a new or existing contact for your per
263. xport Report or Export 10 If available click links on the report to display more details 297
264. y access contacts when inviting them to a meeting User profile Lets you maintain your account information such as your username password and contact information Also lets you specify another user who can schedule meetings on your behalf set options for your Personal Meeting Room page and manage scheduling templates Web site preferences Lets you specify the home page for your WebEx service Web site that is the page that appears first whenever you access your site If your site provides multiple languages you can also choose a language and locale in which to display text on your site Usage reports Optional feature Lets you obtain information about meetings that you hosted If you use the Access Anywhere option you can also obtain information about computers that you access remotely Obtaining a user account 238 Once you obtain a user account you can use My WebEx features and host s on the Web You can obtain a user account in one of two ways The site administrator for your WebEx service Web site can create a user account for you In this case you need not sign up for an account on your site and you can begin hosting s immediately If your site administrator has made the self registration feature available you can sign up for an account on your WebEx service Web site at any time To obtain a user account using the self registration feature 1 Goto your WebEx service Web site 2 On the navigation bar c
265. y files during the meeting the Send Transcript dialog box appears allowing you to attach the files to the transcript email message If you have not saved any files during the meeting a transcript email message opens 2 Ifthe Send Transcript dialog box appears select the check box for each file that you want to attach to the transcript and then click OK The transcript email message opens 3 Review the email message and make any changes that you want 4 Send the email message Note The transcript is sent to all participants who provided their email addresses when joining the meeting whether or not they are still attending the meeting when you send the transcript Audio only participants will not be listed in the transcript For security purposes a participant who receives a transcript email message cannot see the email addresses for the other participants The transcript contains notes only if you are the meeting host the public note taker or the closed captionist and you have saved the notes to a file If all participants can take private notes the transcript email message does not include your private notes and the option to attach your notes in a file is not available If you saved notes or closed captions to a file the transcript email message and the attached notes file contain the latest version of notes that you saved If you are the meeting host and end the meeting and you have not sent a transcript a message appears a
266. y for recording files with the arf extension that were recorded by NBR If you want to download the recording you can also click the link for downloading under Play Recorded a meeting Now Clicking the button opens the Share My Recording window which allows you to send an email message to selected es recipients inviting them to play your recording Send Email If you want to send the email with your local email client instead click the link for using the email client under Share My Recording Modify Clicking the button opens the Edit Recording page Delete Clicking the button deletes the recording Clicking the button disables the recording everywhere it is Disable published on your WebEx Service Web site available only for enabled recordings i Clicking the button enables the recording everywhere it is Enable published on your WebEx Service Web site available only for disabled recordings Back to List Clicking the button returns you to the recording list Generating Reports About generating reports If your user account includes the reports option you can view the following reports Note For some reports if you click on the report link within 15 minutes after the meeting 295 Chapter 20 Using My WebEx ends you will see a preliminary version of that report The preliminary report provides quick access to data before the final more accurate data 1s available The preliminary report contain
267. your WebEx service Web site 2 On the navigation bar at the top of the page click My WebEx 3 Click My Contacts The My WebEx Contacts page appears My WebEx Contacts Welcome Alice Helgado View Personal Contacts Export Import From Microsoft Outlook Search for Search Note Search quenes contact name and emall address felds only Index A 8B CbEF amp HII KLEMN OP OR STUY Ww KR Y Z AI Name Email Address Phone Number Language DC Planning Committee English C ER Sales Department English O Christine Huliste christine asr com 1 543 654 0421 English C John Mullen roullen zwire com 1 408 123 4567 English Usa Grantham lisag zilo com 1 812 909 0004 English C Lisa Wal sw zeuss com 1 515 999 0886 English C Marcel Tillman mtilman protech corm 1 415 838 6644 English Sallen Chen schen micolite com 1 812 634 1222 English Select All Clear All Delete Add Contact Add Distribution List 4 Inthe View drop down list select one of the following contact lists Personal Contacts Includes any individual contacts or distribution lists that you added to your personal address book If you have a Microsoft Outlook address book or contacts folder you can import its contacts to this list of contacts Company Address Book Your organization s address book which includes any contacts that your site administrator has added to it If your organization 2 3 Chapter 20 Using My WebEx uses a Microsoft E
268. your calendar Note If the host cancels the meeting the cancellation email message that you receive contains an option that lets you remove the meeting from your calendar program Using the Calendar About the meeting calendar The public meeting calendar on your Meeting Center Web site provides information about each listed meeting that is either scheduled or in progress However the meeting calendar does not provide information about any unlisted meeting You can navigate the meeting calendar to quickly find a listed meeting either on the current date or any date using one of several calendar views For example you can view a meeting list for today s date only or for an entire month When viewing a meeting list you can sort the list and refresh it at any time You can view a list of meetings that require registration Viewing the meeting calendar You can open one of the following calendar views of all listed meetings Today Contains a list of meetings occurring on the current date including all meetings currently in progress and all scheduled meetings that are not yet in progress Daily Contains a single list of all meetings occurring on the current date or on another date to which you have navigated Weekly Contains a list of scheduled meetings for each day of the selected week Monthly Indicates on which dates meetings are scheduled for the selected 17 Chapter 3 Using the Calendar month To open a cale
269. ys each meeting that you have scheduled 3 Inthe meeting list under Topic click the topic for the meeting 4 Click Edit 5 Modify the meeting For more information about the options that you can modify see Using the Advanced Scheduler 6 Click Save If you invited attendees a message appears asking you whether you want to send an updated email invitation to attendees 7 Ifamessage box appears click the appropriate update option and then click OK Chapter 4 Scheduling a Meeting If you click Cancel in the message box the meeting is not updated The Meeting Updated page appears You receive a confirmation email message that includes information about the changes that you made to the meeting Optional If you added the meeting to your calendar program such as Microsoft Outlook in the confirmation email message click Update My Calendar Starting a scheduled meeting A meeting does not start automatically at the scheduled time If when scheduling the meeting you did not select the option that allows participants to join the meeting before the host you must start the meeting before participants can join it After you schedule a meeting you receive a confirmation email message that includes a link that you can click to start the meeting Or you can start the meeting from your meeting list in My WebEx To start a meeting from the confirmation email message 1 Open your confirmation email message and then click th
270. ywhere it is Disable published on your WebEx Service Web site available only for enabled recordings Clicking the button enables the recording everywhere it is Enable published on your WebEx Service Web site available only for disabled recordings Back to List Clicking the button returns you to the recording list About the My Recorded Meetings page How to access this page Log in to your WebEx service Web site From the left navigation bar click My Files gt My Recordings What you can do here Manage upload and maintain recording files of meetings you host 137 Chapter 11 Managing Recorded Meetings 138 Options on this page Option S Search You are currently using X of Y GB Site storage X of Y GB Topic Size Create Time Date Duration Format Description Refreshes the information on the page Allows you type text to search for within recording names Click Search to start the search The percentage of available personal storage space on your WebEx Service Web site that is being used by your recordings This field appears only if your site administrator has turned on the option to show personal recording storage allocation usage If this field does appear and you exceed your personal storage allocation you will not be able to record meetings until some recordings are deleted or the storage allocation is increased by your system administrator The percentage of total availa

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