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WebEx Meeting Center User Guide
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1. About the Invite Attendees page How to access this page On the navigation bar click Host a Meeting gt Audio Only gt Invite Attendees What you can do on this page Invite attendees to your meeting by entering their email addresses or selecting them from your address book Assign attendees limited or full speaking access during the meeting Enhance meeting security by choosing options for email messages and joining the meeting Options on this page Attendees with FULL speaking access Enter the email addresses of the attendees you want to invite to your meeting Attendees with full speaking access have permission to speak during the meeting If the meeting has fewer than 125 attendees give full speaking access to all If the meeting has from 125 to 500 attendees give full speaking access to presenters speakers and special guests 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 Attendees with LISTEN only access Enter the email addresses of attendees you want invite to your meeting Attendees with listen only access can only listen to the meeting Use this option if your meeting has from 125 to 500 attendees so you can manage the discussion 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 This optio
2. Type a screen or domain name for the an qw attendee F Attendees a Method m Click the Plus button to add the name to the OaE moie br M z list of attendees OnE yanda M Invite Message Meeting Topic Status meeting A Start Time Friday June 20 2006 2 12 pm Pacific Daylight Time San Francisco G4T 07 00 v 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 an 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 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 151 Chapter 8 Managing a Meeting To send the meeting link using other instant messenger services If you do not have WebEx Connect installed and you use a different instant messenger service you can copy the link and send it to attendees 1 In the meeting window select the Quick Start tab 2 S o B Quik Stet Info ee re P ROOY a On the Quick Start tab select the Invite Participants tab Invite Participants famed Parapanta f Click Copy Link 4 A Ung your loca emal poys Invite by email w Invite by te
3. sesssssssssccseseeene 243 Chapter 16 Sharing Software eesssssssosssosessossscesssosescoessoesscosesosessossesosesosessosssoesssosesssessse 245 Sharing AC AROS sarenrsieesano cee wantin ert een oe 247 Starting application sharing siciananccrneaiacmnndawmanuinadiad mam annaunens 247 Sharing Several applications at ONCE cessesssssseessecssessscsssssscscssscessssncssecsuecsecssecseesscsscesseeseesees 248 Stopping application sharing for all participants essssssssssssssssseeseeeesssessssssssssssesssceceseeeseeess 249 xi Sharing your d sktOp ss resececcscececensncteecessczscouteceeucnacccteasheeccdtaccenala ctecenteauvcess aceitanstetyidbdacebenlsvectesreaeconuuentizeds 250 Starting desktop Shali ciecniccriccniienauaiaucsriadnaenminiahmumaeaannninee 250 Stopping desktop sharing auscaicsrcaisetinaswiumaiueaanmnniaann daabanenacuausen 251 Sharing a Web DrOWSET suinonunsnncuniniediniemaumuntienwsuiainnennaniuieuhaedmanes 251 Starting Web browser sharing sssesseeesseesssssssssssssssseeeseeesssesssnsssssssseosseresoerossnssssssssessseeesreessseeres 252 Stopping Web browser sharing ssssesssecsesssesssssecscssscsscssscsscssscesccencsscsnscssssnsssucsnsesseesseeecessessees 252 Sharing remot c mpPU teEr sassacwiinnnecmcaunieiaminnmmincmncianeidanninmausataiieen 253 Starting remote computer sharing s sssesssssssssssssssseeoseeesssesssnsssssssseosseeresersssossssssssessstessreesrsessss 254 Sharing additional applicat
4. 163 Managing Recorded Meetings The My Recorded Meetings page allows you to view and manage your meeting recordings Meetings that 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 More E on page 165 woe B REP Upload a recorded ee tt mtn etna tart meeting file More on Deskgn revi meeting 20080702 ae SIME MVOSTSS pm Omit ARE lt page 169 EER wm i Edit information about a Siana meeting 20080424 2336 Ne ences an resets recording More on 120KB 6 2406 4 36 m 3minutes ARF 0 j ts page 170 ae Parymces requeed Send an email to share a rs kd lie ce al ar recording More on page 172 Opening the My Recorded Meetings Page To open the My Recorded Meetings page 1 Login to your WebEx Meeting Center service Web site 2 On the left navigation bar under Host a Meeting click My Files gt My Recordings The My Recorded Meetings page appears showing your recording files For details about the My Recorded Meetings page see About the My Recorded Meetings page on page 168 165 Chapter 9 Managing Recorded Meetings About the Recording Information page 166 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 W
5. Chapter 16 Sharing Software 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 For details see Sharing applications with detailed color on page 281 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 attendees 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 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 For details see Pausing and resuming software sharing on page 265 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 attendees are using dial up Internet connections 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 attendees by using document sharing instead of ap
6. Maintaining contact information on page 375 Maintaining your user profile on page 389 manage the scheduling templates you saved Managing scheduling templates on page 333 Chapter 23 Using My WebEx 396 set up your personal conference numbers Maintaining personal conference numbers PCN accounts which you can use to set on page 398 up a teleconference for online meetings or audio only meetings generate reports about online sessions Generating Reports on page 405 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 334 Personal list of meetings Provides a list of all the 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 usin
7. Poll questionnaire Poll results Public notes or closed captions that you took or that the note taker or closed captionist 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 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 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 o
8. essseeseseeseseecesesceceseccescscesesoccesescesescecese 203 Starting or ending an Integrated VOIP CONFELENCE sssssssssssssssessncessssncssessssssscssecscssecseessceseesses 205 Joining or leaving an Integrated VoIP CONference c secsssssssesssesseessesseesssessesssssccsscescesscensessseseees 205 Asking to speak in an Integrated VoIP CONFErENCE ssscsssssseccsecsnccsecssecessesseeesseessecsuecsneesssceseees 206 Allowing a participant to speak in an Integrated VoIP CONFErENCE ssscsecssesseecseecsecseceesees 206 Speaking in an Integrated VolP CONFEFENCE sesssessesssssssecssssscssecssessscensssncsscsusssscsnecseesscsecessceseesses 207 Muting and unmuting microphones in an Integrated VoIP CONFEFENCE sssessseeseecstecsseeese 208 Muting and unmuting participant microphones u cccsecssecssccsecssecsecssecssecseessecseecsecsteeseeees 208 Muting and UNMUtING your MICFOPHONE csssesseecssecssecsseecssccssccsscceseceasceseceseesseecssecsueesseessees 209 Understanding the speaker queue for Integrated VolP ssssssssssssssssssseeeesssrsssssssssssesssceceseesssesss 210 Setting Integrated VoIP conference OPtiONS c cscsescsscssessesssecsecssessncssessnsssessnecsecssecseceseeseeesseescesses 210 Chapter 14 Sharing Presentations Documents and Whiteboard cscssssccsssssseees 211 Granting sharing Privileges x ccnisejsainimemusnbaunndonmnnamnminainuianminumuianmanen 212 Content viewer toolsets seriet Errea Wecial
9. Chapter 4 Scheduling a 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 the meeting on the public Browse Meetings page Then click Get Info gt Attendees How can I learn about the fields on the Registration page Click the Help link in the top right corner of the Registration page or review About the Registration page on page 67 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 Retuen to Quick Scheduler L2 Agenda z x A haparod hto mst Date A Tene Info tab templates Autio Cortarence te Arorsiees Automatically share Browse presentation of document Sammen op once a participam join a ni sy EION AEE ta mooi Stat automatic ally Coren play Agente amp Welcome j ADANCe Page every Meeting Opt Allow participants te Cortes protest
10. Cisco Unified MeetingPlace audio conferencing Specifies that your meeting is an integrated audio conference Instructions for your audio conference normally 107 Chapter 5 Scheduling an Audio Only Meeting appear On the Meeting Information page for your site Participants can view the instruction here before the meeting starts In invitation email messages Entry amp exit tone Select the sound you would like all participants to hear when an attendee joins or leaves the meeting Beep A simple tone plays Announce name Upon joining the meeting a participant records his or her name which is then played in the meeting No Tone No alert plays Questions about teleconference settings 108 How can I update remove or add my Personal Conference Number PCN accounts You can make changes to personal conference settings in the My Audio area of My WebEx Log in to your Meeting Center Web site On the navigation bar click My WebEx Then click My Audio Under Personal Conference Number locate the account you want to change Click Edit to make changes Click Delete to remove a teleconferencing account You can also set a different teleconferencing account as your default account What happens if I remove a Personal Conference Number PCN account If you delete an account that is being used by previously scheduled meetings you must edit those meetings to use a different Personal Con
11. 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 For details about locating a contact see Finding a contact in your personal address book on page 384 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 For descriptions of the information and options of the Edit Contact s Information page see About the New Edit Contact page on page 379 Click OK Finding a contact in your personal address book 384 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 For details see Opening your address book on page 376 In the View drop down list select a contacts list Do any of the following 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 Creating a distribution list in your address book
12. 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 Chapter 8 Managing a Meeting Current number of participants 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 Editing a message or greeting during a meeting When scheduling a meeting you can create a message or greeting for attendees and optionally specify that the message or greeting automatically appears in attendees session 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 attendee to the meeting provide important information about the meeting or provide special instructions To edit a message or greeting during a meeting 1 In the meeting window on the Meeting menu choose Welcome Message The Create an Attendee Greeting page appears C Display this message when attendees join the meeting Message Velcome to my meeting You can chat share presentations documents or applications right in your browser Regards Marie Brooks 4 mdf Cancel 255 characters max OK Cancel 2 Optional Select the Display this message when atte
13. Set Scheduling Permission 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 icon and then click Start a Scheduled Meeting to start a previously scheduled meeting Note You can also right click the WebEx One Click taskbar icon and then click Schedule a meeting to schedule a WebEx meeting using Microsoft Outlook or Lotus Notes For more details see the ntegration to Outlook User s Guide and the Integration to Lotus Notes User s Guide which are available on the Support page of your WebEx Service web site 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 For more details see the ntegration to Outlook User s Guide and the Integration to Lotus Notes User s Guide which are available on the Support page of your WebEx Service web site 125 Chapter 6 Setting Up a One Click Meeting t Windows Messenger File Actions Tools Help BYE Onlin Pg All Contacts 0 About 5 Share Browser WebEx WebEx Start Meeting Now Start Audio Only Meeting Start a Scheduled Meeting Schedule a Meeting Join a Meeting WebEx Settings
14. To search for a contact in the list you are currently viewing type text that Chapter 23 Using My WebEx appears in either the contact s name or email address in the Search for box and then click Search Ifthe entire list of contacts does not fit on a single page view another page 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 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 2 Open your address book For details see Opening your address book on page 376 Click Add Distribution List The Add Distribution List page appears Add Distribution List Remoa Ad Contect Ada Cancel 385 Chapter 23 Using My WebEx 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 followi
15. 34 Chapter 3 Using the Calendar 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 Selecta 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 For details see Sorting the meeting calendar on page 25 Options on this page Search for text box SI Language link Time zone link Show past meetings Show only meetings that require registration check box Navigation links Enter a host name meeting topic or any text that may appear in the agenda and click Search 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 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 include concluded meetings in the list of meetings Select to display only those meetings that require registration in the list of meetings Click the page numbers or next to navigate through the search results 35 Chapter 3 Using the Calendar 36 Date amp Time Topic H
16. 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 Shows a list all of the online meetings or audio only meetings that you are hosting Shows a list all of the 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 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 341 Chapter 23 Using My WebEx 342 Type Assist Status Delete alternate host for a Meeting the topic appears in italics Indicates the type of online meeting that you are hosting
17. Select to include concluded meetings in the list of meetings Show only meetings that Select to display only those meetings that require registration require registration check Chapter 3 Using the Calendar box Time Topic Host or Presenter Duration e Join link gt Register link R J Start link bi End link cx 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 Indicates that this is an Audio Only meeting Host only Click to start your meeting Host only Click to end your meeting 29 Chapter 3 Using the Calendar About the Daily view 30 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 vie
18. 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 click More by the task description host and presenter Share software Share applications More on page 247 Share your desktop if this feature is available More on page 250 Share a Web browser More on page 251 Share a remote computer if this feature is available More on page 253 Control the appearance of shared software More Annotate shared software More on page 264 Let an attendee control your shared software More on page 277 participant 246 View and work with shared software Control the appearance of shared software More on page 267 Ask to control shared software More on page 278 Annotate shared software More on page 270 Stop participating in software sharing More on page 268 Chapter 16 Sharing Software Sharing applications The presenter uses application sharing to show all meeting attendees one or more applications on the presenter s computer Application sharing is useful for demonstrating software or editing documents during a meeting Attendees can view the shared application including all mouse movements in a sharing window on their screens Attendees need not run the application that you are
19. screen view More on page 132 Save it Print it Synchronize attendees s displays with the display in your content viewer More on page 231 If you allow attendees to annotate slides and pages you and attendees can draw and type on a whiteboard simultaneously You can also allow attendees to save print and display different views of shared whiteboards For details see Granting sharing privileges on page 212 Starting whiteboard sharing You can share a whiteboard on which you can draw and write Attendees 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 For details see Adding new pages or slides on page 226 You can share multiple whiteboards For each whiteboard that you share Meeting Manager creates a new Whiteboard tab in the content viewer 221 Chapter 14 Sharing Presentations Documents and Whiteboards Closing a shared whiteboard You can close any whiteboards that you are sharing in your content viewer To close a shared whiteboard 1 2 In the content viewer select the tab for the whiteboard you want to close On the File menu choose Close If you have not yet saved any annotations that you made on the whiteboard a message appears allowing you to save it Navigating presentations documents or whiteboards When sharing a document presentation
20. 137 message adding to Personal Meeting Room page 358 microphone muting and unmuting for participant in Integrated V 214 muting and unmuting your own in Integrated VoIP con 215 passing to participant in Integrated VoIP conferenc 212 Microsoft PowerPoint presentations shared viewing slide title 230 miniatures viewing of shared whiteboards 238 shared pages 238 shared slides 238 minimizing panels 143 mouse disabling on shared remote computer 268 moving between pages in document 247 multimedia sharing as Web content 250 muting in Integrated VoIP conference 214 participant s microphone in Integrated VoIP conference 214 your microphone in Integrated VoIP conference 215 My Computers using 360 My Contacts adding contacts 387 creating contact group 395 importing contacts from file 390 importing contacts from Outlook 393 opening 386 searching for contacts 394 using Overview 385 viewing or editing contact information 393 My Files adding folders 364 maintaining overview 362 moving or copying files or folders 365 opening 363 searching for files 367 My Meetings maintaining 345 overview 343 My Profile editing 407 N navigating shared pages 230 shared slides 230 shared whiteboards 230 note taker choosing 313 notes meeting minutes 316 options for meetings 312 saving to file 318 taking personal 316 turning on or off during a meeting
21. 20 Standard View button Clearing annotations on slides pages or whiteboards 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 TyY O 2Z B OA 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 oP Eraser tool 231 Chapter 14 Sharing Presentations Documents and Whiteboards 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 CF 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 Er
22. 312 O One Click Meeting overview 121 removing shortcuts 133 setting up 122 setting up on service Web site 122 starting from service Web site 128 One Click panel removing from computer 133 One Click Settings page descriptions 122 One Click shortcuts removing from computer 133 opening 24 address book 386 chat file 295 file for 295 305 list of your recordings 372 personal folders 363 poll questionnaire file 305 poll questionnaires 301 saved chat files 295 saved document 245 saved presentation 245 saved whiteboard 245 shared documents 225 shared presentations 225 shared whiteboard 229 user profile 407 your list 372 options for Integrated VoIP conference 216 for panels 144 for taking notes 312 video setting 324 Outlook adding meetings 20 415 F pages of shared documents adding new 235 checking participant readiness 226 clearing annotations 240 clearing pointers 242 controlling full screen view 237 displaying 230 moving to previous 247 navigating 230 pasting images 235 printing 246 synchronizing display for all atten 240 synchronizing view 248 viewing miniatures thumbnails 238 zooming in 236 zooming out 236 pages of shared documents moving to next 247 panels alerts 153 closing 142 collapsing 143 displaying in full screen view 147 expanding 143 in full screen view 147 minimizing 143 minimizing
23. 328 While sending live video during a meeting you can specify Quality of the video image that is how fast images appear to participants Resolution of the video image Which video camera you want to use if multiple cameras are attached to your computer If more than one camera is attached to your computer you can also select the video camera that you want to use To specify video camera options click the Options icon For details about the options on the Video Options dialog box see About video options on page 318 Chapter 22 Managing Video About video options You can change the quality of the video image by adjusting the number of frames per second and changing the video resolution Use the Video Options dialog box to easily make changes To access the Video Options dialog box In the Meeting window open the Video panel and then click the Options icon Congestion control These options appear only for presenters if the multipoint video option is turned on Personal Options Video frame rate Video resolution Capture device Control the amount of video data that other participants video cameras can send during a meeting Move the slider up or down to adjust the following for all other participants video cameras Maximum resolution The resolution of the video image that participants cameras send A higher resolution produces clearer video images but uses more resources on the
24. 5 Click OK The word host appears to the right of the attendee s name in the participant list Reclaiming the host role To take over the role of meeting host If an attendee 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 157 Chapter 8 Managing a Meeting 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 Reclaim Host Role Host Key OK Cancel 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 attendee 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 Obtaining information about a meeting after it starts 158 During a meeting you can obtain general information about the meeting including the Meeting name or topic
25. 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 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 For help in performing these tasks click the More link Save chat messages for the first time in a meeting More on page 288 Save change to a chat file More on page 288 Create a copy of a chat file More on page 288 287 Chapter 17 Using Chat 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 In the 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 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 In the 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 previou
26. Available meeting types depend on the configuration of your WebEx service Web site If an Assist has been requested for this meeting indicates the type of Assist None Dry Run Consult Live Event Support Audio Streaming Video 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 Join Lets you join the meeting in progress 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 canceled the meeting Does not apply to support sessions Chapter 23 Using My WebEx About the My WebEx Meetings p
27. How to access this page On the navigation bar click Host a meeting gt Schedule a meeting gt Date amp Time Ratum to Quick Scheduler Meeting date kone Fa SB canteen Mectingtime 2 4 Oam pm Son francisco Time ate Tame Plan meeting time zones Auto Conference O Amendes conjoin 5 mintes before start time Attendees can sito connect to Webs Audo Registi stian Estimated duration 15r Omis n Agetda amp Yeetcore Email reminder 15 mirstot before menting state Recurrence None Owty O Weekly O Monty Yoarty mh isin Opt sonal een Rantew ECL axe 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 Seta recurrence pattern for 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 meetings and saved as a template For more details about creating and editing templates see Using meeting templates on page 87 Si Chapter 4 Schedulin
28. On the Meeting Controls Panel click the down arrow Then choose Disable Keyboard and Mouse GB Recorder The down arrow is located at the end of the Float All Panels Meeting Controls Panel Manage Panels Audio gt view Meeting Options gt Make Screen Blank Disable Keyboard and Mouse Reduce Screen Resolution to Match This Computer Send Ctrl Alt Del Share Remote Application Dock Meeting Controls 5 A check mark next to the command indicates that the keyboard and mouse are disabled If no check mark appears the keyboard and mouse are enabled Note Ifyou disable a remote computer s keyboard and mouse during a sharing session the Access Anywhere Agent re enables them once you end the session You can specify whether or not the remote computer s keyboard and mouse are disabled automatically once you connect to the computer remotely For details refer to the Access Anywhere User s Guide Chapter 16 Sharing Software Adjusting the size of the view of a shared remote computer Host or Presenter only While sharing a remote computer you can adjust the size of the shared view using one of these methods Select a preset percentage at which to view the remote computer Zoom in to and out from the remote computer in increments Scale the remote computer view to fit the sharing window in which it appears To adjust the size of the view of a shared remote computer On the Meeting Controls
29. 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 395 Chapter 23 Using My WebEx 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 adjusts 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 Editing your user profile 396 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 4 5 Log in to your WebEx service Web site For details see Lo
30. Using My WebEx Personal Meeting Room options Personal Meeting Room URL Welcome Message Upload Image 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 download 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 Mee
31. You can open a document whiteboard desktop or application to share by clicking the sharing icons in the upper left corner By g Sharing tools Share Document Share Application Hi Share Desktop 0 Share Whiteboard r Share a document or presentation that resides on your computer Participants view the shared document or presentation in their content viewers Share any application on your computer with meeting attendees Attendees can view the shared application in a sharing window on attendees screens Share your computer desktop with meeting attendees including any applications windows and file directories that are currently open Attendees can view the shared desktop in a sharing window on attendees screens Share a whiteboard on which you can draw and write Attendees can view a shared whiteboard in their content viewers Note Click Share on the Menu bar to see more options for sharing information in a meeting Chapter 14 Sharing Presentations Documents and Whiteboards Sharing presentations or documents You can share almost any type of document or presentation that you can print from your computer Attendees view shared documents presentations in their content viewers without the need for the application with which it was created Attendees can also view any animation and transition effects on shared Microsoft PowerPoint slides After a meeting starts you can open a document or presentation to s
32. and then click OK Optional To view the meeting s agenda click View Agenda Adding a meeting to your calendar program If you want to See get an overview of adding a scheduled About adding a meeting to your calendar meeting to your calendar program program on page 20 add a scheduled meeting to your calendar Adding a meeting to your calendar program program on page 20 19 Chapter 2 Joining a Meeting 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 20 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 Do one 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 Calenda
33. 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 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 Status or Disable P Indicates whether a user must provide a password to view the assword 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 Chapter 23 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 Play Now Clicking the button opens the Share My Recording window
34. mute or unmute one or more microphones More on page 194 use caller authentication to join the conference More on page 199 Edit or update phone numbers in your user profile More on page 201 Participate in an audio conference join or leave the audio conference More on page 187 switch audio connection modes More on page 192 ask to speak More on page 198 mute or unmute your microphone More on page 198 use caller authentication to join the conference More on page 199 edit or update phone numbers in your user profile More on page 201 Note If you set up another type of audio conference such as that of a third party service you must manage the conference using the options that service provides Chapter 12 Using WebEx Audio Joining or leaving an audio conference Once you start or join a meeting that uses WebEx Audio the Audio Conference dialog box appears automatically on your screen Options for joining an audio conference Audio Conference use your phone More on page 188 SA O bss pain doshas NOOR use your computer More on page 191 1 4085667455 Office Use Computer Headset ys Call Using Computer e During an audio conference you can leave or rejoin the conference at will without leaving the meeting switch between audio modes with little or no interruption of audio flow After you join a
35. 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 meetings and saved as a template For more details about creating and editing templates see Using meeting templates on page 87 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 67 Chapter 4 Scheduling a Meeting 68 Obtain detailed attendee information Automatically accept all registration requests Automatically by selecting the 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 Registration Requests Select which information attendees must provide to register 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 Accept all registration requests automatically and lets all 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 We
36. on page saving notes to a file More on page 311 Provide closed captions for a meeting More on page 310 Specifying note taking options for a meeting 306 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 More on page 310 To specify note taking options 1 Inthe Meeting window on the Meeting menu choose Options The Meeting Options dialog box appears with the Options tab selected by default 2 Select the note taking option you want and click OK To turn the notes option on or off select or clear the Notes check box To turn the closed captions option on or off select or clear 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 closed 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 Chapter 20 Managing and Taking Notes 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 t
37. on page 257 Stop sharing a remote computer More on page 257 253 Chapter 16 Sharing Software Starting remote computer sharing 254 Host or Presenter only If you have already set up a computer for Access Anywhere you can share the computer during a meeting To share a remote computer 1 On the Share menu choose Remote Computer 2 The Access Anywhere dialog box appears WebEx Access Anywhere Select a remote computer on the left then select the application you want to share on the right Remote Computer s Application s Connect Cancel 3 Under Remote Computers select the computer you want to share 4 Under Applications select an application that want to share If you set up the remote computer so you can access its entire desktop the option Desktop appears under Applications 5 Click Connect Depending on the authentication method you chose when you set up the computer for Access Anywhere you perform one of these tasks Ifyou chose access code authentication You enter the access code you typed when you set up the remote computer Ifyou chose phone authentication You receive a phone call at the number that you entered when you set up the remote computer 6 Complete your authentication Ifyou chose access code authentication Type your access code in the box and then click OK Chapter 16 Sharing Software Ifyou chose phone authentication Follow the voice i
38. 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 I change the meeting agenda or add one after I 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 For detailed instructions see Editing a scheduled meeting on page 83 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 specified 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 For information about creating UCF files review the Getting Started with WebEx Universal Communication Toolkit available on your Meeting Center Web site click Support gt User Guides from the Welcome page Reside in your perso
39. pages in the content viewer Each document presentation or whiteboard being shared appears on a 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 you have more tabs than can be displayed on the content viewer click the down arrow button at the end of the tabs to view the list of other tabs File Edit Share view Audio Participant Meeting Help To return to the document or page the aee ae SS host is viewing you can synchronize Quick Start Y i ScreenCapture 3 your view More on page 239 t a End to End Encrypted Meeting akiai a P sone Acymehtac lau ote ta cee a ror Meeting Topic kathryn maclaury s meeting f On the toolbar click a button to change the page or slide you are viewing To display the next page or slide click the Next button To move forward or back between pages click the left or right arrows 4 30f17 DE To select any page or slide select it in the Go To drop down list Chapter 14 Sharing Presentations Documents and Whiteboards 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
40. redock floating panels and resize floating panels to meet your viewing requirements To open a panel when your view is full screen mode Click its icon on the Meeting Controls Panel For example to open the Chat panel click the Chat icon Ifthe Meeting Controls Panel is docked on the edge of the window the panel appears and floats on top of the shared document presentation or other shared item Ifthe Meeting Controls Panel is floating on top of the window the panel appears and is docked to the Meeting Controls Panel Chapter 7 Understanding the Meeting Window To float a panel Click the float icon w sa I v 2 Participants amp Name 1 of 2 ready Tools Jane s To resize a floating panel Grab any corner and drag the panel to the required size To dock a floating panel onto the Meeting Controls Panel do either of these click the slanted arrow on the right side of the panel title bar drag and drop the panel onto the Meeting Controls Panel or another docked panel Note The Meeting Controls Panel must be in floating mode before you can dock panels on it To open and float all panels during full screen mode On the Select Panel menu choose Float All Panels All panels display even those you had minimized previously 143 Chapter 7 Understanding the Meeting Window Sharing in full screen view 144 Host and Presenter only In full screen view you have access to sharing optio
41. software sharing 273 right click menu of taskbar icon shortcut 128 S saving annotations on shared software 284 chat messages 294 copy of chat messages 294 documents shared 244 notes to file 318 poll questionnaires 304 presentations shared 244 shared documents 244 shared presentations 244 shared whiteboards 244 whiteboards shared 244 scheduled meetings adding attendees 87 changing agenda 87 changing day and time 87 editing 87 scheduling meetings and Microsoft Outlook 49 Attendee Privileges page overview 82 enhancing security 49 for someone else 96 requiring password 49 selecting document to share 77 scheduling templates about managing 407 screen capture taking of annotations on shared software 284 screen resolution reducing for shared remote computer 267 418 searching 27 for contacts in address book 394 for files in personal folders 367 for meeting on meeting calendar 27 selecting multiple participants to send video 330 one participant to send video 327 presenter for meeting 163 sending chat messages 292 Session Detail report description 416 setting options for panels 144 video options 324 setting up for Access Anywhere 360 for remote access 360 for Windows 2 Meeting Manager 2 Meeting Manager overview 1 One Click Meeting 122 setting up One Click Meeting on service Web site 122 shared remote computer See remote com
42. then click Call Me gt Use Computer Headset After you are connected to the audio conference a telephone icon appears next to your name in the Participants panel to indicate that you have joined the audio conference using your phone romps L You can switch from using your telephone as your A 5 oe rae aah audio device to using your computer at any time Mariah 7 during the audio conference More on page 192 Invite by Email gt Invite by Phone The Volume dialog box appears in the meeting window Use the sliders to raise or lower the volume of the incoming or outgoing audio To call in 1 Inthe Use Phone pane of the Audio Conference dialog box select I will call in from the dropdown menu 189 Chapter 12 Using WebEx Audio Guetta conien The Audio Conference dialog box displays Select an option to join this audio conference default call in numbers Use Phone p wil call in 1 Cal one of these numbers 1 866 865 0289 US Canada Tol free 1 650 429 0090 Lis Canada Toll Goba callin number 2 Enter the access code 347 205 595 3 Enter your attendee ID 3 gt Use Computer Headset 2 Follow the instructions to join the audio conference 3 Optional To dial an international number click the link Global call in number An information dialog box appears which lists international numbers A telephone icon appears next to your name in the Pa
43. which allows you to send an email message to selected 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 lodify 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 gt My Recordings 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 What you can do here Manage upload and maintain your recording files Options on this page View different categories of recordings Meetings 371 Chapter 23 Using My WebEx Events Sales Meetings Training Sessions a Miscellaneous About the My WebEx Files gt My Recordings gt Meetings page 3 2 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 y
44. whiteboards to the side of the content click View Thumbnails This tool helps you locate a page or slide quickly Displays shared content in a full screen view Helps you to ensure that participants can view all activity on your screen Also helps to prevent participants from viewing or using other applications on their screens during a presentation Click ESC to return to the content viewer For documents in landscape orientation you can rotate the pages to the left or right so they appear correctly in the content viewer Lets you display shared content at various magnifications Click this button and then click the page slide or whiteboard to change its magnification For more magnification options click the downward pointing arrow For presenters synchronizes all participants displays with your display Helps to ensure that all participants are viewing the same page or slide at the same magnification as in your display Chapter 14 Sharing Presentations Documents and Whiteboards 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 e T O72 H a Basic annotation tools Pointer Text Line Rectangle Highlighter Annotation Color Eraser w N ON KB Q Lets you point out text and graphics on shared content The pointer displays an arrow with your name and annotation color To disp
45. 309 during a training session 309 during an event 309 exchanging during a meeting 309 exchanging during a training session 309 exchanging during an event 309 exchanging during event 308 exchanging during training session 308 for chat 294 for poll questionnaire 304 for poll questionnaires 305 from personal folders 368 in personal folders 365 368 in your personal folders overview 362 moving or copying in personal folders 365 searching in personal folders 367 sharing on Personal Meeting Room page 359 stop publishing during event 308 stop publishing during training session 308 to personal folders 364 Flash files sharing as Web content 250 folders personal adding new for file storage 364 moving files 365 opening 363 overview 362 searching for files 367 font selecting for annotations 240 frame rate specifying for video 323 full screen view accessing panels 147 of live video 331 of shared software controlling 274 sharing 150 Full Screen View tool overview 138 full screen view controlling in shared document 237 shared presentation 237 shared whiteboard 237 G generating reports 416 417 greeting creating for attendees 166 meeting information 28 H header custom adding to Personal Meeting Room page 358 hiding contents of screen on shared remote computer 270 Highlighter tool overview 139 high resolution color in shared application
46. 365 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 recording file 1 Go to the My Recordings page For details see Opening the My Recordings page on page 364 2 Click Add Recording 3 On the Add Recording page enter information and specify options For details about what you can do with each option on the Add Edit Recordings page see About the My WebEx Files gt My Recordings page on page 371 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 For details see Opening the My Recordings page on page 364 2 Click the following icon for the recording that you want to edit 2 The Edit Recording page appears 3 Make your changes For details about what you can do with each option on the Edit Recording page see About the My WebEx Files gt My Recordings page on page 371 365 Chapter 23 Using My WebEx 4 Click Save Sending an email to share a recording 366 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 For detail
47. Attendees page You can select contacts 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 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 Chapter 4 Scheduling a Meeting 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 I invite people using my online address book You do not have to type the email address of each person you want to invite to your meeting You can sele
48. Emails Kat Mac 8 21 28 AM 1 Kat Mae 8 28 02 AM Meeting Topic Bay City Software Start Time Thursday February 12 2009 8 26 am Pacific Standard Time San Francisco GMT 08 00 Join URL https iqaweb102 qa webex coms27newfit e php AT VWMIzEventID 155326397 amp RT MiMo On the Meeting Information page enter the requested information For instance you may be asked to enter the meeting password 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 To join a listed meeting from an invitation email message 1 2 Open your email invitation and then click the link On the Meeting Information page enter any requested information For details see About the Join Meeting page on page 8 Click Join Now The Meeting window appears Chapter 2 Joining a Meeting personal page on page 11 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 vie
49. Help About WebEx Productivity Tools Start Meeting Now Start Audio Only Meeting Start a Scheduled Meeting Start WebEx Meeting YASMIN WebEx Settings Click here to joint Hide Start Button Schedule a Meeting Join a Meeting WebEx Settings Help About WebEx Productivity Tools 126 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 For more details see the ntegration to Instant Messengers Guide which is available on the Support page of your WebEx Service web site 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 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 Microsoft Office shortcut In Microsoft Word Microsoft Excel and Microsoft PowerPoint click Share This
50. In addition hosts or presenter can share applications Web browsers desktops remote computers multimedia Web pages and whiteboards View Provides commands for displaying information in the content viewer on your screen In addition hosts or presenters can display information in the content viewer of attendees screens Audio Provides commands for a host to set up a teleconference and a participant to join a teleconference and other audio features 131 Chapter 7 Understanding the Meeting Window Participant Host Provides commands pertaining to participants such as inviting a participants to a meeting assigning roles and privileges providing remote control controlling participants audio and so on Participant Provides commands such as finding a participant Meeting Provides commands pertaining to the meeting such as viewing meeting information In addition hosts or presenters can restrict access to the meeting Provides information about the product Changing views of shared content You can switch views in the content viewer by clicking the viewing icons in the bottom left corner of the content viewer Boae 6 em ak venos Clicking Standard View displays the shared content as you Standard View C would normally view it View a To display thumbnails or miniatures of shared pages slides or Thumbnails whiteboards to the side of the content click View Thumbnails This to
51. Meeting Room page you must provide them with your Personal Meeting Room URL For more information see Viewing your Personal Meeting Room page on page 350 Tip Add your Personal Meeting Room URL to your business cards your email signature and so on Viewing your Personal Meeting Room page 350 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 To view your Personal Meeting Room page 1 Login to your WebEx service Web site and then click My WebEx The My WebEx Meetings page appears 2 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 Chapter 23 Using My WebEx Cindy Rao s Meeting Room Welcom m to my mestings pagel This page shows all my scheduled meetings To jain a meeting in progress Meetings ting tha m 4 Monday May 19 2008 gt T son ns ecunge Ime Topic 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
52. My Documents My Recordings Ss 2 Capacity 50000 MB Used 729 KB o 0 a 0 Datvertisement g 23 KB aa Oks KB aca 03 Dictures 401 KB aia D Prist cutline 99KB A OO oe moust shicm 14KB Bf For details about the My WebEx Files page see About the My WebEx Files gt My Documents page on page 360 and About the My WebEx Files gt My Recordings page on page 371 Adding new folders to your personal folders 356 To organize your files on your WebEx service Web site you can create folders in your personal storage space for files To create a new folders 1 Open the My Documents page For details see Opening your personal folders documents and files on page 355 Under Action click the Create Folder button for the folder in which you want a new folder ct The Create Folder window appears In the Folder Name box type a name for the folder Optional In the Description box type a description to help you to identify the folder s contents Click OK Chapter 23 Using My WebEx 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 is determined by your site administrator If you require more disk space contact your site administrator To upl
53. Panel click the down arrow the last button on the panel and then choose View Choose a display option from the menu GB Recorder Float All Panels Manage Panels Audio Full screen for Participants Restore View for Participants Meeting Options gt Bring Shared Application to Front Make Screen Blank Zoom In Disable Keyboard and Mouse Zoom Out Reduce Screen Resolution to Match This Computer Send Ctrl Alt Del 50 75 100 200 400 Dock Meeting Controls Full Screen Scale to Fit Full Screen Window Scale to Fit Window 261 Chapter 16 Sharing Software Hiding the contents on a shared remote computer s screen Host or Presenter only While sharing a remote computer you can make a remote computer s screen blank thereby preventing anyone at the remote computer s location from viewing the contents of the screen If the contents on a remote computer s screen are hidden you can display them at any time To hide or display the contents on a remote computer s screen On the Meeting Controls Panel click the down arrow the last button on the panel and then choose Make Screen Blank A check mark next to the command indicates that the contents on the remote computer s screen are not visible If no check mark appears the contents on the remote computer s screen are visible Note Ifyou make a remote computer s screen blank during a sh
54. Polling Attendees essssocessssoccsssoocessooocesssoccessoocessosocessooocessosocssssossssssssosessss 291 Preparing a poll questionnaire sssesssssssssssseeresssessssssssssssesseeseseresssesssnssssssseesstereseersssrsssnsssssssseessrreeserrss 291 Creating a poll QUESTION aINE cj sisvicrsissieraisacrtarasnixiasiavteivecGnieieriuderveieieenennemrunmanannunienee 292 Editing aGUeSHONN GING sco cencanctesanneneateicu ica naere cone E ences 293 Displaying a timer during polling Reece ant nner a tree eee ae nan nena eae none 294 OpEnING 4 DOlll EI EE E O E A E maimanaaen 295 Viewing and sharing poll results sssssssscssscsssccsecsscsssecssecssecssscsnsccsscessccsssesscsessessseessecseesueecseeeseessees 295 Viewing Poll res ltS unsonnieasniennnennnan i ER E ARERR 296 Sharing poll results with attendees csessecssssssecsssssssscsscssscsscssncssecsnsssecsssssecssecseesessscessesscesees 297 Saving and opening poll questionnaires and results ou cccsssesssssssecsecssecssesssssecstecsessecessseacenseeses 297 Saving a poll questionnaire in a meeting sssssssssssssssseeessesssssssssssssesssteecrersrsssssnsssssssseessreesssesss 298 Saving results of a POl suicisemataewsisesiivinaliannaniigouinucnienaoiaomaaunien 298 Opening a poll questionnaire file 00 essesssecseesssessessscssscsscesecsscssscsnesssccnecsscsnecsscesscescessceasenseesees 299 Chapter 19 Transferring and Downloading Files During a Meeting scccccsvssese 301
55. Publishing files during a Meeting sesseersssessssssssssssoosseeeeeeeessssssnsssssssseessteresrerossosssnssssussseessreerseeess 302 Downloading Files During a Me eCtiNG csesscsssssscssecsnessecssssscssscscssscescsssceaccenceaccencssscsuecsscsneessceseeses 303 Chapter 20 Managing and Taking NOteS sseecsssoccssssocesssooccssosocesssoocsssoocessssocessssosessosse 305 Specifying note taking options for a meeting ssssssssssssesssssessesseeseersereeeeeeeentenrosnseensensenssssssssesseese 306 xiv CHOOSING anote TAK El a caanurisamniouandniananniaeamunnuamnaanannimanmanmanmmunies 307 Enabling closed Captions jciaiccnwcaddshanaamnuaaiadinddinoin aR R 308 ADOUttakING NOLE Sranan anaa i PON ey Site ner er Crna Ee not ae OnE OND SST nO Neary ern 308 Taking personal NOLES iaundunnacanndusinsudiennndinwsaheminnamananmainanaiduninunuee 309 Taking public notes meeting MINUTES cecseecseccessssccsessnccsecssecsscsseessecstecsecsecesecescesscencesscenecsneeseess 310 Providing closed Capo COINS aasecssi cecsaten ceseutacesscestesccsuaveacresuss rca rsetrcactseatecsscc ccs essaaea se ea ueeeetsutunctnens 310 Saving not s to a Tile x auccenadevunieinienesnanuaunie hanna mnnakeeaciuinidannamaunanaown 311 Sending a Meeting transcript tO PArtiCIPANTS cceccsssseecsecseecsecssecsscssecsnecsecsnecsecssecseeessesceseesscesees 312 Chapter 21 Sending and Viewing Video eesssesssosessoessocsssosescsessossssosesosessossssesssoses
56. Reduce Screen Resolution to Match This Computer Send Ctrl Alt Del Share Remote Application Dock Meeting Controls 5 263 Chapter 16 Sharing Software Controlling views of shared software Pause or resume sharing More on page 265 Host or Presenter a Control full screen view of shared software More on page 266 Synchronize views More on page 267 Control your view of shared software More on page 267 Close your sharing window More on page 268 Participant The presenter can control attendees views of a shared desktop remote computer if available application or Web browser Attendees can manipulate their individual displays of the shared software 264 Chapter 16 Sharing Software Pausing and resuming software sharing Host or Presenter only While sharing software you can temporarily pause sharing to freeze attendees views of shared applications desktop if available or Web browser 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 Click the Pause button located to the right of the Sto
57. Time Meeting topic Audio Conference Listed on calendar krate Attendees Delete from My Meetings when completed Meeting password Registration Confirm password Agenda amp Welcome Password must be at least 6 characters and contain at least Mecting Options 1 number 1 2 3 1 fetter 3 b c Atendee Prrtieges 1 d A b mixed case A a B b CUVC Meeting ID stant now 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 setting up Define a topic for the meeting Indicate whether the meeting is listed on the meeting calendar For information about a listed or unlisted meeting see About joining a meeting on page 8 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 51 Chapter 4 Scheduling a Meeting Options on this page Set options using template Schedule for Meeting type Meeting topic Listed on calendar Delete from My Meetings when completed J2 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 t
58. Tools Setup on the left navigation bar 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 For details see Installing WebEx Productivity Tools on page 121 3 Click Set Up Now The One Click Setup page appears 4 Specify the meeting information and settings on the page For details about the options on the One Click Settings page see About the One Click Settings page on page 118 5 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 118 How to access this page On your WebEx service Web site do one of the following Ifyou 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 Chapter 6 Setting Up a One Click Meeting Ifyou 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 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
59. 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 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 Chapter 23 Using My WebEx 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 For details see Opening your address book on page 376 2 In the 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 5 Click OK Maintaining your user profile If you want to See get an overview of maintaining your user About maintaining your user profile on page profile 389 edit your user profile Editing your user profile on page 396 About maintaining
60. agenda You cannot search for a meeting number To search for a meeting 1 Ifyou have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 22 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 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 alphabetically 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 Ifyou 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 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 25 Chapter 3 Using the Calendar Refreshing the meeting calendar Inform
61. all 143 resetting 143 resizing 146 restoring 143 restoring all 143 returning to default settings 143 setting options 144 participant actions choosing sound alerts 181 participants allowing to speak in Integrated VoIP conference 212 choosing to send live video 327 muting and unmuting microphones in Integrated Vol 214 Participants Ready indicator 226 password requiring for meeting 49 pasting images in content viewer 235 snapshots of live video in content viewer 337 pausing software sharing 273 PCNow 416 see Access Anywhere 360 personal conference number account adding or editing 409 deleting 415 maintaining overview 409 obtaining 409 using 413 using keypad controls durin 414 using to start teleconferen 413 personal folders adding new for file storage 364 moving or copying files 365 opening 363 searching for files or folders 367 Personal Meeting Room page add images and text 358 overview 357 setting options 358 sharing files 359 viewing 357 personal notes saving to file 318 taking during meeting 316 personal pages joining meetings from 11 12 obtaining information about meetings 19 registering for meetings 16 picture of live video pasting in content viewer 337 pictures pasting in shared document 235 presentation 235 whiteboard 235 pointer using on shared software 280 Pointer tool overview 139
62. an Audio Only Meeting What are the differences between full speaking access and listen only for attendees Full speaking access Attendees using this access code have full speaking privileges throughout the meeting The host can mute and unmute the phones of these attendees Attendees can mute and unmute their own phones If your Audio Only meeting has fewer than 125 attendees give full speaking access to all If the meeting has from 125 to 500 attendees give full speaking access to presenters speakers and special guests Listen only Attendees with listen only access can only listen to the meeting They cannot speak Use this option if your meeting has from 125 to 500 attendees so you can manage the discussion during your meeting What information is included in the email invitation to my Audio Only meeting Each attendee that you invited receives an invitation email message which includes A link that the attendee can click to obtain more information about the meeting The meeting password if you specified on The meeting number which the attendee must provide Can I 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 include attendees from your address book Click Select Attendees to access your address book from the Invite Attendees page About the Select Attendees page 112 How to access this page On the navigation
63. application or desktop fits your entire screen and does not include a title bar or scroll bars 267 Chapter 16 Sharing Software 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 click the down arrow the last button on the panel and then choose View Then choose an option from the menu FR hh Viewer Ft to width 259 Fiat Al Panels 5o Manage Panels 759 0 Ask to Cortrol x Audo b 7 Tip To switch quickly from the standard window to a full screen view of shared software double click the shared software Closing your attendee sharing window 268 Attendee 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 click the down arrow the last button on the panel and then choose Options Then choose an option from the menu we 7 BRAS amp 2 On the menu that appears choose the appropriate option Exit Application Sharing Exit Web Browser Sharing Chapter 16 Sharing Software Exit Desktop Sharing Exit Remote Application Sharing Exit Remote Desktop Sharing The sharing window closes The Me
64. 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 In the Meeting window on the viewing toolbar click the Synchronize My Display button 2 Synchronize your view toO 239 Sharing Web Content get an overview of sharing Web content About sharing Web content on page 241 share Web content with meeting participants Sharing Web content on page 242 understand the differences between sharing a browser and sharing Web content Differences between sharing Web content and sharing a Web browser on page 243 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 241 Chapter 15 Sharing Web Content 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 content on the page If the page contains links to other pages they can also navigate indepen
65. attendees 256 showing to attendees 255 switching between shared view and main win 277 zooming in or out 275 asking to speak in Integrated VoIP conference 212 attendees allowing to speak in Integrated VoIP conference 212 allowing to take personal notes 312 automatically letting control shared software automa 287 choosing to send live video 327 creating greeting for 166 creating message for 166 letting annotate shared software 281 letting control shared software 286 muting and unmuting microphones in Integrated VoIP c 214 preventing from joining meeting 167 audio files sharing a Web content 250 Audio Only meetings canceling 105 editing 104 Audio Only Scheduler Required Information page 101 410 Audio Setup Wizard using 216 audio for Integrated VoIP muting and unmuting 214 audio only meeting starting 413 B bringing application to front on shared remote computer 271 browsers Web sharing 251 C calendar programs overview 20 calendar See meeting calendar 24 canceling Audio Only meetings 105 meetings 90 canceling request to speak in Integrated VoIP conference 212 changing presenter during meeting 163 changing type of editing rearranging deleting poll question 299 chat messages choosing sound alerts 181 printing 293 saving 294 sending 292 checking system for UCF compatibility 4 choosing note taker 313 Cisco Unified Videoconferenci
66. attendees no chatting or drawing on the whiteboard When you invite attendees you assign them speaking privileges so you control who can speak Setting up an Audio Only meeting 1 Login to your Meeting Center Web site 2 On the left navigation bar click Host a meeting gt Audio Only The Audio Only Scheduler displays 97 Chapter 5 Scheduling an Audio Only Meeting On the Required Information page enter the requested information You can choose other options such as removing this meeting from your meeting calendar after the meeting is over For an overview of this page and the information requested click the Help button in the upper right corner of the page Audio Only Required Information Required field Required Information Schedule for Myself hd pea ACE _ e amp Time Meeting topic kmaclaury s meeting Teleconference M Listed on calendar S Meeting password 4 Bene ionoos Confirm password Password must be at least 6 characters Tracking codes none Select tracking code Cercei me ve Schedule your meeting now or add more details To schedule your meeting with these details click Schedule Meeting To add more options click Next or click a link to another page in the scheduler After you have added the details you need click Schedule Meeting Starting an Audio Only meeting 98 Meetings do not start automatically at scheduled times To start a Audio Only meeting dial the n
67. audio conferences you can use an authentication PIN to prevent spoofers from using your number to dial into an audio conference If your site administrator sets the authentication PIN as mandatory for all accounts using call in authentication on your site then you must specify a PIN number or caller authentication will be disabled for your account To specify an authentication PIN 1 Login to your Meeting Center Web site 2 On the navigation bar click My WebEx 3 Click My Profile The My WebEx Profile page appears 4 Under Personal Information in the PIN text box enter a 4 digit PIN number of your choosing 5 Click Update Editing or updating your stored phone numbers You can edit or update the phone numbers listed in your profile if you have not yet joined the audio conference or if you joined the audio conference from your computer In addition you can view any phone number cookies stored on your computer Any updates you make do not take effect until the next time you join a meeting To edit or update your profile 1 Do either of the following On the Audio menu choose Join Audio Conference At the bottom of the Participants panel click Audio 201 Chapter 12 Using WebEx Audio audio Conference The Audio Conference dialog box appears Select an option to join this audio conference Use Phone Select a cal back number or another option Manage phone numbers Na Call me at 1 408 546 9000 Call me a
68. available for your site and user account 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 options 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 119 Chapter 6 Setting Up a One Click Meeting 120 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
69. bar click Host a Meeting gt Audio Only 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 Tox Address book Lets you select the address book from which you want to select attendees The contacts in Chapter 5 Scheduling an Audio Only Meeting New Contact Search Invite as Remove 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 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 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 Lets you search for text in the selected address book For example you can
70. 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 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 Add this updated meeting to your calendar program MS Outlook or Lotus Notes only Update My Calendar Make changes to the meeting you have just updated For example you can change the day and time or invite additional attendees 95 Scheduling an Audio Only Meeting If you want to See Schedule an Audio Only meeting Setting up an Audio Only meeting on page 97 Make changes to the meeting you Editing an Audio Only meeting on page 100 have scheduled Start your Audio Only meeting Managing and maintaining your scheduled meetings on page 99 Cancel your Audio Only meeting Canceling an Audio Only meeting on page 101 About Audio Only meetings If you do not need to share a presentation document or application with meeting attendees you can set up an Audio Only meeting As in any teleconference your phone is the only means of communicating with
71. can call to join the audio conference For more details click here Enable teleconference CLI authentication when participants call in CLI caller line identification is a form of caller ID a telephony intelligent service that transmits a caller s telephone number before the call is answered If you use 59 Chapter 4 Scheduling a Meeting 60 WebEx audio conferencing you can help participants join the meeting more quickly if participants have a WebEx host account saved their phone numbers in their WebEx profiles This option is not available for Cisco Unified MeetingPlace users WebEx Personal Conference Number Displays the personal teleconference accounts you have set up in the My Profile area of My WebEx Select the account you want to use for your meeting A maximum of three accounts appears Click Edit to make changes such as updating the subscriber or attendee access code If you have not yet set up any accounts click Create Personal Conference Number to get started This option is not available for Cisco Unified MeetingPlace users Other teleconferencing service Specifies that the meeting includes a teleconference that another service provides Instructions Provides space for you to type instructions for joining the teleconference Instructions for any teleconference option that you select automatically appear On the Meeting Information page on your site which participants can view before
72. can do on this page Set up a meeting quickly using this one page scheduler Options on this page Set options using template Meeting Topic 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 ina previous meetings and saved as a template For more details about creating and editing templates see Using meeting templates on page 87 Enter the topic or a name for the meeting 39 Chapter 4 Scheduling a Meeting Tracking codes Password Confirm password Date Time Duration 40 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 Selecta code from the list on the left Then do one of the following in the box on the right Ifa list 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 spec
73. 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 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 For details about the options on the view tabs see the following About the Today view on page 28 About the Daily view on page 30 About the Weekly view on page 32 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 Ifyou have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 22 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 4 December 2010 gt 4 Clicka date for which you want to view a list of scheduled meetings The Daily view appears for the date that you selected Note Only dates on which an icon appears have at least one scheduled meeting For details about the options on the Monthly view see About the Monthly view on page 34 Chapter 3 Using the Calendar 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 topic or meeting
74. click the link Select Code and then select a code from the list or enter one in the box above Audio Conference meetings training sessions and sales meetings only Use Select the type of teleconference you would like to use WebEx Audio Specifies that the meeting includes an integrated teleconference If you select this option select one of the following options Display toll free number Select if your site provides toll free call in teleconferencing in which both a toll free number and a toll number are available If your participants dial a toll free call in number your organization assumes the charges for the calls Otherwise participants assume the charges for their calls Display global call in numbers to attendees Select if you want to provide a list of numbers such as toll free or local numbers that attendees in other countries can call to join the teleconference Note After you start the meeting participants have a choice of joining by can choose to use their computer as their audio device using VoIP or to use their phone as their audio device Tip A participant must have a direct phone line to receive a call from the teleconferencing service However a participant without a direct phone line can join a teleconference by calling a call in telephone number which is always available in the Meeting window Personal Conference Available only if your site has the Personal Conference Number Accoun
75. dialog box appears showing a list of all applications on your computer Select the application and then click Share Your application appears in a sharing window on attendees screens For tips that can help you to share applications more effectively see Tips for Sharing Software on page 282 Sharing several applications at once Host or Presenter only If you are already sharing an application you can share additional applications simultaneously Each application that you share appears in the same sharing window on attendees screens To share an additional application Select the application you want to share Ifthat application is currently running Click the Share button Each application you have open on SHARE Not Shared ARA 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 248 Chapter 16 Sharing Software buttons in the upper right corner Ifthat application is not currently running Click the Select Content to Share button in the Meeting Controls Panel You can also fnd it using File Explorer or 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 attendees screens Meeting Center tracks the number of applications you are currently sharing orm Tip Alternatively you can share multiple a
76. down list also displays the title of each slide Note Alternatively you can navigate to different pages or slides in a shared document presentation or whiteboard by opening the thumbnail viewer For details see Viewing thumbnails of slides pages or whiteboards on page 230 You can advance pages or slides automatically at a time interval that you specify For details see Advancing pages or slides automatically on page 223 You can also use the keys on your computer s keyboard to display different pages or slides and perform animations and slide transitions For details see Using keyboard shortcuts to control a presentation on page 225 If you your presentation includes animations or slide transitions you can use the toolbar or keyboard shortcuts to perform them For details see Animating and adding effects to shared slides on page 224 Advancing pages or slides automatically 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 interva
77. ensuring good imagi 289 home page for site setting 407 host key using to reclaim host role 164 host role reclaiming 164 I images adding to Personal Meeting Room page 358 images pasting in shared documents 235 presentations 235 whiteboards 235 importing contacts to address book from file 390 contacts to address book from Outlook 393 information on meeting obtaining 165 installing Meeting Manager 2 WebEx One Click 126 Integrated VoIP conference about 209 asking to speak 212 canceling request to speak 212 ending 211 joining 211 leaving 211 letting participants speak 212 muting and unmuting microphones 214 muting and unmuting participant s m 214 muting and unmuting your microphone 215 setting options 216 speaker queue overview 216 starting 211 inviting attendees to meeting in progress 158 to meeting in progress 158 J joining Integrated VoIP conference 211 joining meetings from email invitations 9 from host s personal page 11 from meeting calendar 10 using meeting number 12 K keyboard disabling on shared remote computer 268 413 keypad controls for audio only meeting 414 L language and locale for site setting 407 leaving Integrated VoIP conference 211 meetings 168 Line tool overview 139 list of meetings personal maintaining 345 overview 343 locking access to meeting 167 shared remote computer 270 loggi
78. enter when you start a audio conference either as part of an online meeting or for a audio only meeting This code must be 8 digits in length Attendee access code Specify the access code that attendees must enter to join the audio conference This code must be 8 digits in length Allow attendee to join Allows attendees to join a meeting before the host starts it before host Using your personal conference numbers 402 Once you add a personal conference number PCN account the account information provides the call in numbers and access codes that you and attendees use to participate in a teleconference You can use your PCN account to Provide teleconferencing for your online meetings Provide teleconferencing for your scheduled audio only meetings Start an instant unscheduled teleconference from any phone To use your PCN account for an online meeting 1 Simply select a PCN account when setting up teleconferencing options for your online meeting Once you start the meeting information about the teleconference appears on all participants screens Chapter 23 Using My WebEx 2 Dial the appropriate call in number 3 Follow the voice instructions to provide your access code Attendees call the appropriate call in number on their screens and then enter the attendee access code To use your PCN account for a scheduled audio only meeting 1 When scheduling your meeting select the Teleconference Audio Only
79. existing meeting template for scheduling a meeting on page 88 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 For details see Using an existing meeting template and overwriting the template settings on page 89 Make changes to the template settings and save them in a new template 87 Chapter 4 Scheduling a Meeting 88 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 For details see Using an existing meeting template and saving the changes in a new template on page 90 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 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 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 C Dena mantn The template in brackets is the default template provided by re
80. following information which is displayed on the Quick Start menu for the participant you are inviting The service site URL to go to The meeting number to enter The participant can go to the service site URL and enter the meeting number to join the meeting To invite a participant by phone from the meeting 1 In the Meeting window on the Participant menu choose Invite gt by Phone 2 The Invite By Phone dialog box appears Invite by Phone Please provide the name and phone number including area code of the person that you want to cal Nome Phone Number Courkry Region 1 CortryRegon Number Once you receve a call back press 1 to join the teleconference If your phone system cannot send 1 select I Join the teleconference without pressing 1 Status Note Please verify that your cal back number is correct eat Naas el lee a Chapter 8 Managing a Meeting 3 Type the name and phone number of the participant you want to call 4 Click Call The participant receives a phone call and presses 1 to join the teleconference Or if you have turned on the Join the teleconference without pressing 1 option the participant is connected to the teleconference without having to press 1 Inviting participants by text message SMS to a meeting in progress You can invite participants by text message SMS to a meeting in progress To invite a participant by text message from the meeting 1 I
81. if you schedule a meeting in which you will discuss sensitive financial data you may not want to list the meeting on the meeting calendar You may also choose to restrict access to the meeting once all attendees have joined it Using the Advanced Scheduler 48 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 To start the Advanced 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 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 on page 51 2 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 i
82. measured in pixels The higher the number of pixels transmitted the greater the resolution and bandwidth consumed 4 Click OK Chapter 22 Managing Video Synchronizing video images Presenter only In the multipoint video mode you can synchronize video images for participants In the synchronous view everyone in the meeting sees what you see on the Video panel Example You are viewing video images in a two window mode You click the Synchronize icon on the Video panel then everyone views the same video images you are viewing in a two window mode If you change the display to a four window mode other participants will also see the images you are seeing in a four window mode To synchronize video displays in a meeting On the Video panel click the Synchronize icon To stop synchronizing video displays in a meeting On the Video panel click the Synchronize icon again Taking screen captures of live video You can take a snapshot of any video image on your Video panel and then paste it on a whiteboard in the content viewer To take a snapshot of live video 1 Select the video display of which you want to take a screen shot 2 On the Video panel click the Undock the video panel button 331 Chapter 22 Managing Video 3 In the floating video window click the icon 4 Open a whiteboard by using one of these methods Ifyou want to share the screen shot on a whiteboard on the Share menu choose Whi
83. must conform with the iCalendar standard a format used widely across the Internet for exchanging calendar information Go Back Return to the meeting calendar 114 Chapter 5 Scheduling an Audio Only Meeting About the Audio Only Meeting Information page for attendees This page provides the details about this teleconference What you can do on this page Review the date time duration and other helpful information about the teleconference Add the meeting to your calendar if you haven t already done so Options on this page Add to My Calendar Add this teleconference to a calendar program such as Microsoft Outlook 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 115 If you want to get an overview of starting a One Click Meeting from your WebEx service Web site specify settings for your One Click Meeting install WebEx One Click which includes the One Click panel and One Click shortcuts start a One Click Meeting from your WebEx service Web site remove WebEx One Click including all One Setting Up a One Click Meeting See About setting up a One Click Meeting on page 117 Setting up your One Click Meeting on the Web on page 118 Installing WebEx Productivity Tools on page 121 Starting a One Click Meeti
84. of caller ID a telephony intelligent service that transmits a caller s telephone number before the call is answered Any dial in caller with a host site account can be authenticated and placed into the correct audio conference without needing to enter a meeting number If you have a host account and your site is enabled for ANI CLI you can schedule a meeting with dial in ANI CLI teleconferencing authentication be authenticated whenever you dial into any ANI CLI enabled audio conference to which you have been invited by email Call in authentication is established by mapping your email address to a phone number in your user profile specify a call in authentication PIN to prevent spoofers from using your number to dial into an audio conference 199 Chapter 12 Using WebEx Audio To schedule an audio conference with ANI CLI authentication 1 Login to your Meeting Center Web site 2 On the navigation bar under Host a Meeting click Schedule a Meeting The Schedule a Meeting page appears 3 Click Change audio options The Audio Options dialog box appears 4 Select the Enable audio conference CLI authentication when participants call in checkbox if it is not already selected Note Caller authentication will only be available to participants if they are invited to a CLI ANI enabled audio conference by email during the meeting scheduling process Any participant invited to the audio conference once it has begun cannot use call
85. on page 389 About maintaining contact information 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 You can also edit or delete the information about any contact or distribution list in your personal address book Opening your address book 376 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 Login to your WebEx service Web site For details see Logging in to and out of the WebEx service site on page 336 2 On the navigation bar at the top of the page click My WebEx 3 Click My Contacts The My WebEx Contacts page appears Chapter 23 Using My WebEx 4 View Personal Contacts Export Import From Microsoft Outlook 7 Search for Search Note Search quenes contact name and email addres
86. on page 87 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 saved and available in the other scheduler About the Quick Scheduler 38 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 Chapter 4 Scheduling a Meeting About the Quick Scheduler 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 To set advanced meeting options go to Advanced Scheduler Meeting topic Password Date Time Duration Confirm password November 12 2008 4 7 4 vD Oam pm San Francisco Time the Omn Meeting wil continue until hort ends it Attendees Use dross book lt Separate email addresses with a comma or semicolon gt E Send a copy of the invitation email to me WebEx Audio Change audio conference Audio conference CUVC Meeting ID What you
87. or whiteboard you can Navigate slides pages or whiteboards using the toolbar More on page 222 Advance pages or slides automatically at an interval of time that you specify More on page 223 Perform animations and slide transitions in a presentation More on page 224 Use keys on your computer s keyboard to navigate a presentation and display animations on the slides More on page 225 Navigating slides pages or whiteboards using the toolbar 222 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 click the Next Tab button to cause the next tab to scroll into view Notes Adding Comments samplespreadsh Click sample to view D C sme next tab 2 Chapter 14 Sharing Presentations Documents and Whiteboards On the toolbar click a button to change the page or slide you are viewing Click the drop down arrow to select any page or slide 4 30f17 x eftarrow 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
88. page on page 350 To share files on your Personal Meeting Room page 1 Open the My WebEx Files page For details see Opening your personal folders documents and files on page 355 2 Under Name locate the folder in which you want to share files 3 If the file or folder is in a closed folder click the folder to open it 4 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 Do not share this folder gt Share this folder Share as Read download only file names are visible Write upload only file names are not visible Read amp Write download and upload file names are visible Allow files to be overwritten a Password protected Password Confirm Update Cancel R10 Chapter 23 Using My WebEx 5 Specify sharing options for the folder 6 Click Update For details about sharing options see About the Edit Folder Properties page on page 363 Using Access Anywhere My Computers For information about and instructions for using Access Anywhere to set up and access a remote computer please refer to the guide Getting Started with WebEx Access Anywhere This guide is available on the Support page on your WebEx service Web site About the My
89. password Tracking codes CUVC Meeting ID 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 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 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 33 Chapter 4 Scheduling a Meeting 54 Questions about req
90. 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 More on page 308 Only one participant takes notes or meeting minutes More on page 307 Only one participant takes notes for closed captions More on page 310 Note The notes feature is not available on the Mac Role Task description Host If the Notes panel is closed Please select panels you want to enable click Manage Panels and then ae curen panet select Notes from the list and oling A click Add lt lt Remove set up options for taking notes in a meeting More on page 306 Move Down choose one person to take These panels are available to participants with appropriate privileges Note On the floating icon tray only the first four panels will be displayed n otes M ore on page The remaining panels will be available from the menu 3 07 Reset ok _ Cancel Select a participant as _ um closed captionist More on page 307 305 Chapter 20 Managing and Taking Notes Note taker The host can select one person to take notes or allow all Notes From Team Meeting participants to take notes Agenda get an overview of taking Welcome notes More Introduction to team members n Review of open tasks take personal notes during Attendees Bob Simon Michael Gabriel io More
91. programs installed on your computer In the list select WebEx Click Add Remove or Change Remove depending 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 Chapter 1 Setting up and Preparing for a Meeting 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 if you have presentations with animations save them as ucf so meeting attendees can view these effects More on page 4 Set up and install Cisco WebEx Connect More on page 5 Share a remote computer if this feature is available More on page 5 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
92. 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 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 8 Z Back to List Clicking the button returns you to the recording list 167 Chapter 9 Managing Recorded Meetings 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 Options on this page Ss Refreshes the information on the page Search Allows you type text to search for within recording names Click Search to start the search You are currently using The percentage of available personal storage space on your X of Y GB WebEx Service Web site that is being used by your recordings The percentage of total available storage space on your Site storage X of Y GB WebEx Service Web site that is being used by all recor
93. records his or her name which is then played in the teleconference No Tone No alert plays Questions about setting up an audio conference What kinds of audio conferences are available To provide audio during a meeting you can use one of the following voice conferencing services Integrated call in teleconference A teleconference that a participant can join by calling a phone number The number to call automatically appears in a message box when a participant joins a meeting If your meeting service provides toll free call in teleconferencing both a toll free number and a toll number are available The global call in option provides a list of numbers such as toll free or local numbers that attendees in other countries can call to join the teleconference Integrated call back teleconference A teleconference that a participant can join by providing his or her phone number when joining a meeting The participant enters his or her number in a dialog box that appears when he or she joins the meeting The teleconferencing service calls the participant at the number he or she provided If your site includes the international call back option participants in other countries can receive a call back For more information about this option ask your meeting service site administrator Third party or internal teleconference Any teleconferencing service other than the integrated teleconferencing service You can use any third party teleconfere
94. 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 on a page slide or whiteboard Do one of the following on the content viewer toolbar To zoom in or out incrementally click the downward pointing arrow to the left of the Zoom In Zoom Out button and then choose Zoom In or Zoom Out To continuing zooming in or out click the Zoom In Zoom Out button Click the down arrow to choose a 5 f gt o t mami 20 viewing option To zoom in to a specific area click the downward pointing arrow to the right of the Zoom In button and then drag your mouse to the area Release your mouse button To zoom in or out to a preset percentage click the downward pointing arrow to the left of the Zoom In Zoom Out button and then choose the percentage To adjust the size of a page slide or whiteboard to fit the content viewer 1 On the toolbar click the downward pointing arrow to the right of the Zoom In Zoom Out button Click the down arrow to choose a viewing a f gt Chapter 14 Sharing Presentations Documents and Whiteboards 2 On the menu that appears choose Fit to Viewer To adjust the size of a page slide or whiteboard to fit its width in the content viewer 1 On the toolbar click the downward pointing arrow to the right of the Zoom In Zoom Out button 2 On the menu that appears choose Fit to Width To turn off the zoom tool On
95. sports 1 4 25 E indicates the No Answer 1 4 25 i t f 3 Please give us feedback abou ieee wae attendees who chose each answer The Bar Graph column provides a graphic representation of each percentage in the Results column Polling status 3 of 4 attendees have responded Remaining time 2 04 Time limit 10 00 Share with attendees IV Poll results New Poll Edit Questions 296 Chapter 18 Polling Attendees 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 For more information see Saving results of a poll on page 298 To share the results of a poll In the Share with attendees section on your Polling panel select Poll results and then click Apply 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 If you have prepared a poll questionnaire you can Save the questionnaire More on page 298 Open the saved questionnaire for use in any meeting More on page 299 After you close a poll you can Save Save group results to a txt file More on page 298 Save As Save responses from individual attendees to a txt file
96. the Meeting window including menus and tools More on page 130 understand panels More on page 135 manage or access panels during application or desktop sharing activities More on page 141 find out when something changes in a panel that you have closed or minimized More on page 146 129 Chapter 7 Understanding the Meeting Window A quick tour of the Meeting window 130 The Meeting window provides the online environment where meeting participants interact The Meeting window displays the content viewer on the left side where the Presenter shares documents whiteboards and other items The right side of the window contains panels which you can display or hide as you need them For example you may want to send a quick chat message to another participant You can minimize or close the Chat panel after your exchange to reduce the clutter or provide more space for another panel Panels are just a click away so you can open a panel quickly If you ve closed or minimized a panel and it needs your attention you receive an alert Bay City Project Overview Welcome Introductions Project Plan Milestones Questions Next Steps Bosas 1 138 The tools on the content viewer toolbar allow you to share and perform actions on presentations documents and whiteboards annotation toolbar Select a drawing tool for directing attention onscreen using pointers a highlight
97. the closed captions To specify the closed caption option 1 In the Meeting window on the Meeting menu choose Options The Meeting Options dialog box appears with the General tab selected by default 2 To turn the closed captioning option on or off select or clear the Enable Closed Captioning check box To display the Closed Captions panel 1 Click Panels This button is located in the upper right corner of the Meeting window 2 From the Select Panel drop down list choose Closed Captions The Closed Captions panel displays The host is selected by default as closed captionist cc This icon appears in the Tools column next to the host s name To select another participant to transcribe right click that participant s name on the participant list Then click Make gt Closed Captionist About taking notes 308 During a meeting one or more meeting participants with access to the notes feature can take notes on the Notes or Closed Caption panel in the Meeting window Only one participant performs closed captioning Note The notes feature is not available on the Mac Chapter 20 Managing and Taking Notes If all participants with access 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 mee
98. 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 attendees 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 Chapter 11 Granting Privileges during a Meeting Granting or removing meeting privileges To grant or remove a viewing privilege Select or clear the checkbox for each privilege you want to grant Meeting T Record 4 meeting F Share documents Control shared appkcations Web browser or desktop remotely oh et BAN RAN ate et ORD MOR AR MAAR RAR AES oR mee hn Bement Document privileges you can grant Share documents share documents presentations and whiteboards and copy and paste any pages slides and whiteboards in the content viewer Attendees can share UCF rich media presentations or files only if the host selected the option to enable UCF rich media for attendees when scheduling the meeting Record the meeting record all interactions during a meeting and play them back at any time 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 una
99. the folder and download the files WwW Write only Visitors to your Personal Meeting Room can upload files to the folder but they cannot view the files 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 amp 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 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 the list Deletes the selected folders and files from the list Opens a page on which you can copy the selected folder or file to another folder Opens a page on which you can move the selected folder or file to another folder Chapter 23 Using My WebEx About the Edit Folder Properties page 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 Options on this page Name Enter the name of the folder Description Enter the description of the folder Share Specify who can access this folder Do not
100. the left of a distribution list M s Planning Committee Chapter 23 Using My WebEx Under Name select the name of the distribution list The Edit Distribution List page appears Name Distributors Required SuperGizmo distributors a for Western Region gt Members O Search Go Personal contacts Description users Sallen Chen lt Remove Add Contact cores 3 Edit information about the distribution list 4 Click Update For descriptions of the information and options on the Edit Distribution List page see About the Add Edit Distribution List on page 388 387 Chapter 23 Using My WebEx About the Add Edit Distribution List page How to access this page 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 On your WebEx service Web site click My WebEx gt My Contacts gt Add Distribution List Or select distribution list in Personal Contacts list Options on this page Name Description Search Index Add Remove Add Contact Add Update 388 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
101. time Specify the meeting s starting time and the time zone To specify another time zone click the time zone link The time zone you specify does not affect the time zone setting for the meeting calendar on the Browse Meetings page You and each attendee can specify 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 Estimated duration Enter the length of time you think the meeting will last The meeting does not end automatically after the duration that you specify Email reminder 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 Recurrence Set the recurrence pattern for this meeting None Specifies that the meeting does not recur Daily Repeats the meeting every day until the ending date that you specify Every x days Repeats the meeting after the specified number of days pass 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 Specifie
102. to save the document at the end of your meeting Changing the name on the tab itself allows others to see the name you are giving the file Also you are making the change at the moment that action is meaningful rather than at the end of the meeting Reordering the tabs for documents presentations and whiteboards The tabs in the content viewer are arranged in the order you open them That order may not be the most logical way to display them You can easily move the tabs so the most current and important items are visible To reorder the tabs in the content viewer 1 Right click any tab 2 In the Reorder View Tabs dialog box use the arrows change the order of the tabs Moving a tab up in the order moves that tab to the left in the content viewer Reorder Viewer Tabs Use the up and down arrows to reorder the tabs Use the arrow to reorder the tabs Bay City Software Updates Cancel Tip To quickly move a tab to the left or right select the tab and use a drag and drop operation to move it 234 Chapter 14 Sharing Presentations Documents and Whiteboards Saving opening and printing presentations documents or whiteboards Meeting participants hosts presenters and attendees with privileges can access and print documents presentations and whiteboards shared in a meeting For example you can save a shared presentation More on page 235 open a saved document More on page 236 print a
103. 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 their 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 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 Ifa message 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 ad
104. want to move or copy the file or folder 6 Click OK Editing information about files or folders in your personal folders 358 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 For more information see Sharing files on your Personal Meeting Room page on page 352 To edit information about a file or folder 1 Open the My Documents page For details see Opening your personal folders documents and files on page 355 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 Chapter 23 Using My WebEx The Edit File Properties or 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 Do not share this folder Share this folder Share as Read download only file names are visible Wate upload only file names are not visible Read amp Write download and upload file names are visible Allow files to be overwritten 8 Password protected Password Confirm Update Cancel In the Description box type a new name for the file or folder In t
105. your list of meetings get an overview of your list of meetings open your list of meetings About your list of meetings on page 337 Opening your meetings list on page 337 Maintaining your scheduled meetings list on page 339 About your list of meetings On your WebEx service Web site your My Meetings page in My WebEx includes 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 Any audio only meetings that you scheduled if your site and account have the Audio Only meetings option enabled 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 For details see Maintaining your user profile on page 389 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 337 Chapter 23 Using My WebEx 338 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 Login to your WebEx service Web site and then click My WebEx The My Meetings page appears showing your list of scheduled meetings gf Go to My Personal M
106. 0 257 Chapter 16 Sharing Software 258 Reduce the screen resolution on the remote computer to match that of your computer or restore the resolution on the remote computer More on page 259 Adjust the size of the view of the remote computer that appears in the sharing window including zooming in to and out from the view and scaling the view to fit the sharing window More on page 261 Hide or display the contents on the remote computer s screen at the remote location More on page 262 Note Any changes that you make to options affect the remote computer only during the current sharing session The changes do not affect the default options that you set for the remote computer in the Access Anywhere Agent preferences Commands you can send Ctrl Alt Del key combination which allows you to access options to log in to log out from lock or unlock a Windows PC More on page 262 A command to bring remote applications to the front of your screen if they are either behind other applications or minimized More on page 263 Chapter 16 Sharing Software Reducing the screen resolution for a shared remote computer While sharing a remote computer you can reduce the screen resolution on the remote computer This option helps to prevent the need to scroll while viewing the desktop or applications on the remote computer The reduced screen resolution also appears in all attendees sharing windows You can return a re
107. 0 Removing an attendee from a meeting sseesessssssssssssseecstereseesssssssssssseesseeeereressrsssnsssssssseessreerserrss 160 Leaving a MEStiNgmrssnenrnen a E R 161 Sending a meeting transcript to PArtiCIPANTS sccsssescsssseecseccsecsscssecssessecssessessecseecsessscessesseesees 161 Ending a MEEtiINg nimssssssreineninenann annia r s A E NER RS 163 Chapter 9 Managing Recorded MeetingS sesesssocessssoceesssocesssoocesssoosessooocesssoceesssosessssse 165 Opening the My Recorded Meetings Page s sssssscssscsssssssesssessseeseesseecseecsssssssccsecesscessccenceessesseesses 165 About the Recording Information Page sssssssscsssssecsssssccssssncssessssssusssessssseesssesseesssseesseesees 166 About the My Recorded Meetings page s ssssssssssssssssssessessessersesserseersereerenreeneeensensennenssnsnsssesse 168 Uploading a recorded meeting Tle sscscveasssssersnssdessoassersssvestonnnissnanvsiniornisionrinanreiationaieninaniiaiun 169 vii Editing information about a recorded meeting cesssesssesseessesssecssssscssssesccsnccsessnsssecssecsscsneeseeseeees 170 About the Add Edit Recorded Meetings Ppage cssssssssssecssessessesnscssesssssssssscsssesscensesnseseess 171 Sending an email to share a recorded MEeTING ssscsessssssssssscssessscssecsnssssesnscseessecseessessecsseseacesneesees 172 Chapter 10 Assigning Sounds to Participant Actions ssesessssocesssoocessooccesssocesssoosessosoe 175 Chapter 11 Grantin
108. 146 vi Chapter 8 Managing a Meeting csccsccccsssssscccsscssscccsscsscccsssssssscscsssssscsscssssssscsssceees 149 ADOUt Managing MeECNGS jinscicasoniciiiewacanatinin andmneiaiemneMouiomn nmin 149 Inviting attendees to a meeting IN PFOGKESS csescssccssecssecssecssecssecsseccssccssccsseessccesseeseeeseeeseecssecsseeese 150 Inviting attendees by instant message to a meeting IN progress ssesserssrssrssrsssssessssses 150 Inviting attendees by email to a meeting IN progreSS sssssesssssssssessesesserseersereeeeeresereseeesess 152 Inviting participants by phone to a meeting IN PFOGLESS secssecssecseecssecsseecseccsscesscesseeeees 154 Inviting participants by text message SMS to a meeting IN progress 155 Designating ORS SIME canst dccteceseedcetceteceata tt cccivesencentlt alates tun zctiaecteaanarscansncoesd ecadune aeeteiaedass 156 Transferring the host role to an attendee ecsescsssecssecsescssscsnsccsccssccsscessecessecseeessecsecsueecseessecessees 157 Reclaiming the host 61 es siiunsininnainninsneabimadammnimmanea manmumene 157 Obtaining information about a Meeting after it Starts essesssessesssesssesscssecsecsseestecseceseesees 158 Editing a Message or greeting during a MECTING csccssecseecssecsseecseecssccssccssccenccenscenscesseesseeeseesseeess 159 Restricting access to a Meeting sseseeesssseeessssessssseresssseesseseesssseeesssseeosseerosssereessssrossseersssseeesssesssssseress 16
109. 3 Using the Calendar 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 Ifyou 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 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 Into View detailed information about the meeting Agenda View the agenda for the meeting 27 Chapter 3 Using the Calendar Regist
110. 6 Give up annotations More on page 275 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 270 Chapter 16 Sharing Software 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 Attendees can see all your annotations To start annotating shared software 1 On the Meeting Controls panel click the Start Annotating button 2 Q i a The Annotation button has the image of a z encil on it wa 7See u The Tools panel appears v Vf Annotation Tools x S Ty oOf7 H8 oa e Allow to Annotate g Stop Annotating 3 Select a tool for making annotations For details about annotation tools see Using annotation tools on page 272 Note You can let one or more attendees annotate the shared software For details see Letting an attendee annotate shared software on page 273 Once you or an attendee makes annotations you can save an image of the software including the annotations Fore details see Taking a screen capture of annotations on shared software on page 276 271 Chapter 16 Sharing Software To stop making annotations on shared software and return your mouse to a normal pointer you must stop annotation mo
111. 7302 these three buttons Finished aaf 123832 iors Remaining time 4 54 Time limit 10 00 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 For details see Viewing and sharing poll results on page 295 Viewing and sharing poll results After closing a poll you can View the complete results of the poll More on page 296 Share group results with attendees More on page 297 295 Chapter 18 Polling 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 For more information see Saving results of a poll on page 298 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 a fd Poll Questions Questions 1 What is your favorite color Results Bar Graph a blue 2 4 50 E b red 1 4 25 E c green 0 4 0 d black 0 4 0 No Answer 1 4 25 E 2 What do you enjoy doing at lei a reading 3 4 75 E b watching movies 3 4 75 M c traveling 2 4 50 E The Results column d
112. Cisco webex WebEx Meeting Center User Guide For Hosts Presenters and Attendees Ajaj 8 5 CISCO Copyright 1997 2009 WebEx Communications Inc All rights reserved Cisco WebEx and Cisco WebEx are registered trademarks or trademarks of Cisco Systems Inc and or its affiliates in the U S and certain other countries All other 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 042309 www webex com Table of Contents Chapter 1 Setting up and Preparing for a Meeting cssscccsssssscsssssssssccssssssccccssssscsessees 1 About setting up Meeting Center A aancdavintianiienidvatcded asi dntancsdeeinentcana
113. Computers page How to access this page On your WebEx service Web site click My WebEx Files gt My Computers What you can do here Set up and access remote computers using Access Anywhere Options on this page Link or option Description Computer The name you have assigned to your remote computer The status of your remote computer Available the computer is available for remote Status access Offline the computer is offline and is not available for remote access The application on your remote computer that you have allowed to access based on what you specified during set Application up It may be Desktop if you set up your desktop for access or it may be a specific application name If the computer is available for access you can click the Status Connect link to connect to your remote computer 353 Chapter 23 Using My WebEx Remove computers Set Up Computer Download manual installer software Downloads the manual installer for the Access Anywhere Removes the selected computer from the list of remote Sets up the current computer for Access Anywhere and adds it to the list of remote computers Maintaining files in your personal folders 354 get an overview of your personal storage space for files open your personal storage space for files create new folders to organize your files upload files to your personal folders move or copy files or an entire fo
114. 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 Chapter 6 Setting Up a One Click Meeting Open with as Right Click menu shortcut Right click the Series eee As Application icon for an application or document file on winzip your computer and then point to Share in Send To WebEx Meeting gt As Application This Cut command starts the meeting and Copy automatically shares the application Create Shortcut including all files that are already open in that Delete application You can still work in the Rename application during the meeting Properties Available for meetings sales meetings training sessions and support sessions only Once you start a One Click Meeting it appears 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 For instructions on using the WebEx One Click shortcuts refer to the WebEx One Click User s Guide 127 Chapter 6 Setting Up a One Click Meeting Removing WebEx Productivi
115. More on page 298 Transfer Ctrl T Print 297 Chapter 18 Polling Attendees Saving a poll questionnaire in a meeting 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 Typeaname 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 a atp extension 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 PoR eses When you are saving poll results you can select a format in which Save as lype Text File indvidual attendees resa bt v To save results of a poll 1 Close the poll if you have not done so 2 On the File menu choose Save gt Poll Results The Save Poll Results As dialog box appears 298 6 Chapter 18 Polling Attendees Select a location at which to save the file In the File name drop down list enter a name for the file In the Save as
116. My Computers AC Cisse aoesieccosdsncesctescndscoveicasccdestes seus tesstenlcossenddcavterbssrensicanerdeartenanelcs 353 Maintaining files in your personal FOlAELS sssscssecssecseesseecseecssecsssccsscenccesseesscesscessecsueesseecsseessesss 354 About maintaining files in your fOlderS csssssssseecssecssecsseccseccsscesscesscceseesseeeseesseecsuecsueesseeeseeees 355 Opening your personal folders documents and FIlOS eesssscssecssecseecseecsseesseecsecessecsseessees 355 Adding new folders to your personal folders csssssscseeseecseecssecssssssescnecenscensccsseesseceseesseeese 356 Uploading files to your personal fOIAES sesssssssccssscsssccsscesseeseecseecsuecsseecsccssccssccesceeseesseerses 357 Moving or copying files or folders in your personal folderS sssssssccssccssecseecstecseesneessees 358 Editing information about files or folders in your personal folders sesssecseccseeeseeeeeee 358 Searching for files or folders in your personal folders sessssescseccsscsseecssecssseeseeeseecsecsseessees 359 Downloading files in your personal FOlAELS sssssecssecsescessccsseeseecseecsecsseesseccsscessceenceeneeessesees 360 Deleting files or folders in your personal FOIDELS sssssssccsssseccssesseecsecssecsseecseecsscenseesseesees 360 About the My WebEx Files gt My Documents page ssssssscssessecsseccssccssccssesssecsseceseeeseeeseeess 360 About the Edit Folder Properties page scssc
117. Other teleconferencing service Specifies that the meeting includes a teleconference that another service provides Instructions Provides space for you to type instructions for joining the teleconference Instructions for any teleconference option that you select automatically appear On the Meeting Information page on your site which participants can view before you start the meeting In invitation email messages if you invite participants using the Schedule a Meeting page options On the Info tab which appears in the content viewer in the Meeting window In the Join Teleconference dialog box which appears in participants Meeting windows once they join the meeting Cisco Unified Meeting Place audio conferencing Specifies that the meeting include an integrated audio conference If you select this option choose the type of conference Attendees call in Select if you want customers to dial a number to join Attendees receive call back Select if you want customers to type in a phone number and receive a call back from the conferencing service A participant must have a direct phone line to receive a call from the conferencing service However a participant without a direct phone line can join an audio conference by dialing a call in number which is always available in the meeting window 45 Chapter 4 Scheduling a Meeting Use VoIP only Entry amp exit tone Indicate whether you want to set up an I
118. Select the question or answer by clicking it and then click the Delete icon Saak 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 oh x Bae 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 294 You can specify that a timer displays for attendees and yourself when a poll is in progress To display a timer 1 Click Options at the bottom of your Polling panel 2 Inthe dialog box that appears select Display and then type the length of time in the Alarm box 3 Click OK Chapter 18 Polling Attendees 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 For details see Opening a poll questionnaire file on page 299 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 Polling status Not started aj 2 3 67 To view each attendee s i polling status click one of In progress 0
119. 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 Ifyou have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 22 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 4 Friday December 3 2010 gt For details about the options on the Daily view see About the Daily view on page 30 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 Ifyou have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 22 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 23 Chapter 3 Using the Calendar 24 To view the calendar for the next month
120. To display the Panels menu on the icon tray click Panels In this example the Polling panel is minimized Click the Polling icon to restore the panel More on page 137 In this example the Video and recorder panels are collapsed More on page 137 Use these icons to collapse or expand a panel More on page 137 Use the Minimize icon to display the panel as an icon on the icon tray More on page 137 Note To access panel options right click in the panel title bar More on page 138 Note In sharing mode you can have one or more panels float on top of the shared document presentation Web browser or other shared item See Accessing panels in full screen view during _ sharing on page 141 135 Chapter 7 Understanding 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 the Panels button on the Meeting Controls Panel J r 2 Choose Manage Panels from the menu Use the Add or Remove buttons to specify which Please select panels you want to enable panels should display in your Available panels meeting window 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 These panels are avaiable to par
121. UCF media files To check your system for UCF compatibility 1 On the navigation bar do one of the following Ifyou are a new meeting service user click New User Ifyou are already a meeting service user expand Set Up then click Meeting Manager Click Verify your rich media players 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 Chapter 1 Setting up and Preparing for a Meeting 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 Login 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 About sharing a remote computer Use remote computer sharing to show all meeting attendees a remote computer Depending on how you set up the remote computer you can show the entire desktop or just specific applications Use remote computer sh
122. Web site To register for a meeting from the host s Personal Meeting Room page 1 Goto 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 Ifthe meeting is not currently in progress under Scheduled Meetings click Register Ifthe meeting is currently in progress under Meetings in Progress click Join Now On the Join Meeting Topic page that appears click Register 3 Ifthe Log In page appears provide your user name and password and then click Log In 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 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 Obtaining information about a scheduled meeting If you want to See get an overview of obtaining information About obtaining meeting information on about a scheduled meeting page 17 obtain meeting information from an invitation Obtaining information from an email em
123. a amp Welcome Page csssssssssssssssssessssssessnsssscsnscssecssssscesscsscsssceaccssceaecsnsesscsneeses 70 About the Meeting Options page scssssscssssssssssssccssssncsscssessssssessussseesssssseessssscsssssscessseneesnseseeses 75 About the Attendee Privileges page ssssssssssssssssssncssessssssessssssesssecsssesscsscssscsscssscessssnsesecsnseseesnes 78 Abou tthe REVIEW Da sitesi sexsiasaseissssoriactireeaensstieneniniatnienideniantnanoninniinnniues 81 Managing and maintaining your scheduled MEetINGS ssssssecsecssecsseccseecssccssessseceseesseeeseeeseecseees 82 Adding a scheduled meeting to your Calendar Program ssssssscssescssesssesssessssesseesssesseessees 82 Editing a scheduled meeting ceeccsssssssssssesssssscssnsssecssecsscsuecsssuecsscesscesccssceacesecenscancesecsnccsscanecsscesees 83 Starting a Scheduled MES IAG sacinaumonicoticaraannrianeaaninbniieaniaaieenGnend 84 Starting a meeting from your IPHONE sssssssscssecsssesssesseccssccssccssccesscesscesscesscesseesueesseecsecsscssneeees 85 Canceling a scheduled MEetING c ssecsssssecssessecsesssccsssseccsscsnccsssenccsusssecsucssesusssesuecsseesecssceaseensess 86 Saving time when scheduling a MECTING sescsssecssscseccssecsseccseesseceseecseecssecssecsseccsecesscesseessceeseesseceseeess 87 Using meeting Templates aijscssisssnsncianisantianiunimunnawanniandiumiaanmaauiamnane 87 Setting up a recurring Meeting ssesseeessssesssseersssseeeessesssssseeessse
124. access to the meeting For details see Restricting access to a meeting on page 160 160 Chapter 8 Managing a Meeting Leaving a meeting You can leave a meeting at any time If you are participating in either a call back teleconference or an Internet phone conference Meeting Manager disconnects you from the conference automatically once you leave the meeting 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 2 Click Yes The Meeting window closes Note If you are the meeting host first transfer the host role to another attendee before leaving the meeting For more information see Transferring the host role to an attendee on page 157 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 all participants 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 161 Chapter 8 Managing a Meeting 162
125. accompanied your webcam Notes Displays the Meeting Options dialog box where you can set note taking options as well as other options a 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 Closed captions Lets only one participant the closed captionist take notes during the meeting 139 Chapter Ve Understanding the Meeting Window 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 All Participants X ES pa partiipant nine Send tomenu frst type laa e ee eee ae ees anit statin 00s dh F
126. account also specifies the access code that you want to use to start the audio conference and the access codes that you want attendees to use to join the audio conference You can delete a personal audio conferencing account at any time Adding or editing a personal conference number account You can add up to three personal conference number PCN accounts You can edit a PCN account at any time to change the following The access code that you want to use to start an audio conference The access codes that you want participants to use to join the audio conference To add or edit a PNC account 1 Login to your WebEx service Web site and then click My WebEx 2 Click My Audio The My Audio page appears Personal Conlerence Number g Your Persona Conference Nerbers are f 5 ACCOUNTS Vou caa at Up tm Uwes Personal Contas e Mantes accounts tv pow pahde ll Ani Accoun Aara 1 Dol et D t wk wed PPA aiT T Mr Mer hp de a NE PE 399 Chapter 23 Using My WebEx 4 5 Click Add Account or if you have already added an account click Edit by that account The Add Edit Personal Conference Number page appears An astensk indicates required information Host access code Attendee access code C Allow attendee join before host Generate Close internet 100 Edit the information on the page When you are finished add or editing the account click Close For descriptions of the in
127. 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 add To add an image to your Personal Meeting Room page 1 If you have not already done so log in to your WebEx service Web site For details see Logging in to and out of the WebEx service site on page 336 On the navigation bar at the top of the page click 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 For details about the options for your Personal Meeting Room page see About the My WebEx Profile page on page 58 351 Chapter 23 Using My WebEx Sharing files on your Personal Meeting Room page 352 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 For more information about your Personal Meeting Room page see About your Personal Meeting Room
128. age 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 Eg 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 audio only meetings that you are hosting Shows a list all of the 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 343 Chapter 23 Using My WebEx 344 Time Topic Type Assist The Ascending Sort indicator appears next to a column heading and the meetings are sorted by the column in ascending orde
129. age video in a meeting using these methods Turn the video options on or off More on page 327 Display only one video window or up to six video windows More on page 327 Specify video camera options More on page 317 Synchronize video displays for participants More on page 331 Take a screen capture of live video and paste it on the whiteboard More on page 331 Note If you are using Cisco Unified Video Conferencing CUVC in your meeting refer to your CUVC documentation for use instructions Turning on or off video options in a meeting Presenter only You can control these video options in a meeting Video option Turns off video to stop participants from sending live video Turns on video to allow participants to send live video Single point Specifies that only the presenter can send live video Multipoint Specifies that up to six participants whose computers have a video camera can send live video 327 Chapter 22 Managing Video To turn on or off video in a meeting 1 In the Meeting window on the Meeting menu choose Options 2 Under the General tab select or clear the Video check box as appropriate 3 Click OK To turn on single point or multipoint video in a meeting 1 In the Meeting window on the Meeting menu choose Options 2 Under the General tab ensure that the Video option is selected 3 Select Single point or multipoint as appropriate Specifying video camera options
130. ail 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 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 contact s state or province Enter the contact s ZIP or postal code 379 Chapter 23 Using My WebEx Enter the country in which the contact resides User name Enter the user name 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 380 You can add information about multiple conta
131. ail message message on page 18 obtain meeting information from the host s Obtaining information from the host s Personal Meeting Center Room page personal page on page 19 Chapter 2 Joining a 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 Status Status of the meeting can be Not Started Join Now or Registration Meeting Center only Date Date of the meeting for example July 28 2009 Starting time Starting time for the meeting including the time zone for example 10 00 am Pacific Standard Time Duration Length of the meeting in hours or minu
132. aker 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 1 Inthe Meeting window in the participant list select the participant you want to designate as note taker 2 On the Participants panel right click and point to Make Then choose Note Taker A pencil indicator appears to the left 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 For information about selecting a note taking option during a meeting see Specifying note taking options for a meeting on page 306 To designate a closed captionist 1 Inthe meeting window in the participant list select the participant you want to designate as a closed captionist 2 On the Participant panel right click and point to Make Then choose Closed Captionist BBS e 2 5 A closed caption indicator appears ETETE next to the participant s name in 1 of 2 ready Tools the participant list WebEx admin Host 307 Chapter 20 Managing and Taking Notes Enabling closed captions You can easily select the option for closed captions and appoint a participant to transcribe
133. alendar locate the meeting for which you want to register To locate a meeting quickly you can Sort the meeting list by clicking the column headings For details see Sorting the meeting calendar on page 25 Display the meeting list for another date For details see Selecting a date on the meeting calendar on page 23 Find aa meeting For details see Searching for a meeting on the training meeting on page 25 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 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 For details see Obtaining information about a scheduled meeting on page 16 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 15 Chapter 2 Joining a Meeting 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
134. alert For information about selecting a note taking option during a meeting seeSpecifying note taking options for a meeting on page 306 For details about sending public notes in a meeting transcript see Sending a meeting transcript to participants on page 312 Providing closed captions 310 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 Click Panels in the upper right corner of the Meeting window Select Closed Captions on the drop down menu Chapter 20 Managing and Taking Notes 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 You can save your captions to a text file on your computer For details see S
135. ally 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 contains 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 405 Chapter 23 Using My WebEx 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 data is available it is replaced by the Final Session Detail Report Access Anywhere usage
136. ally detects your video camera Generally Meeting Manager is compatible with any video camera that connects to your computer s USB or parallel port The quality of the video image can vary depending on the quality of the video camera that you use Important After you install your webcam software check that your webcam is operating properly Then close the software program you installed with your webcam before starting or joining a meeting WebEx does not need this software program running during a meeting and leaving this program running could interfere with the video features in your meeting Sending live video 316 To send live video you must connect a video camera to your computer For details see Setting up video on page 316 Ifthe single point video option is turned on one video image appears only the presenter or another participant selected by the presenter can send live video Ifthe multipoint video option is turned on up to six participants whose computers have a video camera can send video See Using multipoint video on page 320 Note If you do not have a video camera you can still view video sent by other meeting attendees Chapter 21 Sending and Viewing Video To send live video 1 In the Meeting window click the Video icon The Video panel opens 2 Click Send Video to start broadcasting live video Y ENM Video If the Video panel is open and you are sending video that i
137. already logged in to your Meeting Center Web site the Log In page appears If the Log In page appears provide your account user name and password and then click Log In The Meeting Information page appears 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 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 Chapter 4 Scheduling a Meeting 6 Optional If you adde
138. am mectng your site administrator Vendor meeting Standard Templates Meeting Center Default 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 Ifthe meeting s starting time is the current time click Start to start the meeting Ifthe 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 Chapter 4 Scheduling a 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 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 meeting scheduler page appears 4 Select the template you want to use in the Set options using template drop down list Vendor meeting These templates are available You can select one from this list and use J it to quickly schedule your meeting Customer meeting Departman magtng The template in brackets is the default template provided by your site Team meeting ic Vendor meet
139. an easier seniatad aaa aati 213 Changing Views of shared CONTENL csssssssssssssecssssecsesssssscsseccscssncssssnsssecsnecsecssecseessceseesscenees 214 Using annotation tools ON Shared CONTENL cccsccsesssscseessecssessecseesscsscssscesecsncesessncesecsneessesneeses 215 Sharing informati Mses R aR R R 216 Sharing presentations or doCUMeEnNtS ssssssssssssseeeeeseesssssssssssssssstesseeeesrersssosssssssseussteeerrroseesssssssssssseeeesee 217 Sharing a document or presentation cecsecssssseessecseessecsccsecsscssessnecsncssecsncesecsnecsecssecseeeseesseesees 217 Determining whether participants can view a page OF Slide ssssssssssssssseessseeessssssssssssss 218 Tips for sharing documents and presentations sessssssssssssssseseseeesssrsssssssssssessseeeesereerersssnssssss 218 Choosing an import mode for document or presentation Sharing sssssesssssesssssssssseese 219 Closing shared documents and presentationS sseeessesssssssssssssssseeeeseresssssssnssssessseeosrereseress 220 Sharing a Whiteboafdessicenenannnmane innia n n AR EARANN Raa 221 Starting whiteboard sharing sssssssssssssseeesseeesssssssssssessseesseeeeseeesssnsssnssssosssteoseeeessssssnsssssssseessrereserres 221 Closing a shared whiteboard ssssssssssseeesssesssssssnsssssssseesseeesssesssnsssssssseossteesorrossosssnsssssssseeesreessserrss 222 Navigating presentations documents or whiteboardS sssssssssssssssssseeeeserssssssssssssessscesese
140. 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 meetings and saved as a template For more details about creating and editing templates see Using meeting templates on page 87 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 63 Chapter 4 Scheduling a Meeting 64 Request that attendees verify rich media players before joining meeting Send a copy of the invitation email to me Select Attendees Edit Attendees button Security 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 you can simply forward this email message to them Opens the Select
141. anel and shortcuts Open One Click Start Meeting Now Start Audio Only Meeting Start a Scheduled Meeting Schedule a Meeting Join a Meeting Connect to My Computers WebEx Settings Help Fl About WebEx One Click Exit Tip For instructions on using the WebEx One Click panel and the One Click taskbar menu refer to the WebEx One Click User s Guide which is available on the Support page of your WebEx Service web site Chapter 6 Setting Up a One Click Meeting 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 For details about setting up One Click settings see Setting up your One Click Meeting on the Web on page 118 For details To start a One Click Meeting from your WebEx service Web site 1 Login to your WebEx Service Web site 2 Click My WebEx gt Start One Click Meeting My WebEx Meetings A Go to My Personal Meeting Room 6 Start a One Click Meeting 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 Login to your WebEx service Web site and click Meeting Center 2 On the left navigation bar click Host a Meeting gt One Click Meeting w Host a Meeting Schedule a Meeting My Meetings One Click Meeting My Recorded Meetings Your meeting starts To
142. ap the meeting link The WebEx Meeting Center application launches To join a meeting from your Meet icon Open your home page and tap the Meet icon The WebEx Meeting Center application launches For detailed information about all aspects of using your iPhone to start or attend meetings visit our website http webex com iphonesupport html Registering for a meeting get an overview of registering for a meeting About registering for a meeting on page 14 register for a meeting from an invitation Registering from an email message on email message page 14 register for a meeting from the meeting Registering from the meeting calendar on calendar on your Meeting Center Web site page 15 register for a meeting from the host s Registering from the host s personal page Personal Meeting Room page on page 16 13 Chapter 2 Joining 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 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 Registe
143. aring session the Access Anywhere Agent displays the contents on the screen once you end the session You can preset the remote computer screen to be blank after you connect to it For details refer to the Access Anywhere User s Guide Sending a Ctrl Alt Del command to a shared remote computer 262 Host or Presenter only While sharing a remote computer that is running Windows you can send an Ctrl Alt Del command to the computer to access options that let you Log in to the computer Log out from the computer Lock the computer Unlock the computer To send a Ctrl Alt Del command to a shared remote computer On the Meeting Controls Panel click the down arrow the last button on the panel and then choose Make Screen Blank Send Ctrl Alt Del Chapter 16 Sharing Software Selecting an application on a shared remote computer Host or Presenter only If you have set up a remote computer to share only selected applications rather than the entire desktop you can only work with one application at a time You can easily switch and share a different application To choose a different application to share On the Meeting Controls panel click the down arrow Then choose Share Remote Application Select the application you want to share from the list of available application GB Recorder Float All Panels Manage Panels Audio gt view Meeting Options gt Make Screen Blank Disable Keyboard and Mouse
144. aring to show attendees an application or file that is available only on a remote computer Attendees can view your remote computer including all your mouse movements in a sharing window on their screens You can share a remote computer during a meeting for which you are the presenter if You have installed the Access Anywhere Agent on the remote computer You logged in to your Meeting Center Web site before joining the meeting if you are not the original meeting host For information about setting up a computer so you can access it remotely refer to the Access Anywhere User s Guide Joining a Meeting get an overview of joining a meeting join a meeting from an instant message join a meeting from an email invitation join a meeting from the meeting calendar join a meeting from the host s personal meeting page join a meeting if the meeting is not listed on the calendar or on the host s personal meeting page obtain information about a meeting such as its agenda and meeting number add a scheduled to your calendar program such as Microsoft Outlook register for a meeting About joining a meeting on page 8 Joining a meeting from an instant message on page 8 Joining a meeting from an email invitation on page 9 Joining a meeting from the meeting calendar on page 10 Joining a meeting from the host s personal page on page 11 Joining a meeting using the meeting number on page 11 Obtaining informat
145. articipants Select or clear the checkbox for each privilege you want to grant Communication Participarts in Chat with I Private chat M Host Allows to T Preserter E W Al attendees Di Aea NA AAD Maat aiD n eee eee D a a ee Chat privileges you can grant to attendees Private chat chat privately with any other attendee Host chat with only the meeting host If an attendee sends a chat message to the host it appears in only the host s Chat viewer Presenter chat with only the presenter If an attendee sends a chat message to the presenter it appears in only the presenter s Chat viewer All attendees Attendees can chat with either other attendees at once not including the meeting host and the presenter all participants at once including all attendees the meeting host and the presenter Contact operator privately Available only if your site includes the private operator option Lets attendees dial 00 at any time during a teleconference to contact the operator for your teleconferencing service Chapter 11 Granting Privileges during a Meeting Granting or removing document privileges Document sharing including privileges for saving printing and annotating shared content in the content viewer To grant or remove a document privilege Select or clear the checkbox for each Communicate Partiiparks privilege you want to grant ges that you want to assign to al attendees View Meeting W Partici
146. aser tool 232 Chapter 14 Sharing Presentations Documents and Whiteboards Clearing pointers on slides pages or whiteboards You can clear your own pointers on all shared slides pages or whiteboards in the content viewer If you are a presenter you can also clear all attendees pointers annotation tools gt T PA AA RW BS 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 J Eraser tool 2 Choose Clear My Pointer Renaming the tab for a presentation document or whiteboard As you are sharing an item such as a presentation in the content viewer you can easily change its name on the tab Later when you end the meeting you can save the document presentation or whiteboard with this new name To rename a tab in the content viewer 1 Right click the tab name you want to change 2 Enter the new name on the tab 3 Press Enter or click outside the tab The tab displays the new name Tip You can also click the tab name to select it 233 Chapter 14 Sharing Presentations Documents and Whiteboards This feature is handy if participants have used the annotation tools to make comments and notes or highlight elements in your document You can save your document with the annotations as a new document separate from your original Of course you can still use the Save As command on the File menu
147. assword Specify the topic of the recording Provide a description of this recording Click Browse to select the recording file that resides on your local computer Specify the duration of the recording Displays the size of the recording file Available only when editing recording information Set an optional password that users must provide to view the recording Confirm the password that users must provide to view the recording Sending an email to share a recorded meeting You can send an email one or more people to share your recorded meeting with them 172 To send an email to share a recorded meeting with others 1 Go to the My Recorded Meetings page For details see Opening the My Recorded Meetings Page on page 165 2 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 Send Email Chapter 9 Managing Recorded Meetings The Share My Recording window appears Select Recgsents E Send a copy of the emai to me Your message Optional The following recording wil be sent to the recipients Status meeting 20080624 2336 June 24 2008 22 am San Francisco Time Ouration 3 mins 100 3 Select recipients for your email Click Select Recipients to select contacts from your Contacts list Type email addresses
148. at 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 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 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 greater 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 369 Chapter 23 Using My WebEx About the Recording Information 370 How to access this page On your WebEx service Web site click My WebEx gt My Files gt My Recordings
149. ation about meetings on the public Meeting Center 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 Ifyou have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 22 2 Click the Refresh button a Selecting a language and time zone on the meeting calendar 26 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 Ifyou have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 22 2 Click the language link on the right side of the page The Preferences page appears 3 In the Language drop down list select another language 4 ClickOK To select a time zone on the public meeting calendar 1 Ifyou have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 22 2 Click the time zone link on the right side of the page The Preferences page appears Chapter
150. ations Then click Auto Accept All Requests to remove th to remove the check mark and cancel the selection Stopping remote control of shared software 280 Host or Presenter only While an attendee is remotely controlling a shared application desktop or Web 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 an attendee to take control at any time Prevent an attendee from further controlling shared software Chapter 16 Sharing Software To take back control a shared software temporarily On your computer s desktop click your mouse You can now control the shared software The attendee who was controlling the shared software can take back control at any time by clicking his or her mouse To prevent an attendee from further controlling a shared software 1 Onyour computer s desktop click your mouse You can now control the shared software On the Meeting Controls Panel click the down arrow button on the Assign Control button 2 This button is the third small button from the left on the Q wo a Veer i Controls panel Make Presenter gt Auto Accept All Requests iv Cynthia King AIS to Annotate b i 2 On the menu that appears choose Allow to Control Remotely A menu appears containing a list of all attendees in the meeting A check mark appears to the left of the a
151. ations or document Ah Pr Quick Start F Oispiay Quick Start to Most and Prosester at the start of the meeting Hate 70 Chapter 4 Scheduling a Meeting 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 Agenda Info tab templates 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 meetings and saved as a template For more details about creating and editing templates see Using meeting templates on page 87 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 a Teleconference phone numbers a 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 o
152. attendees during a meeting Options on this page Set options using template Privileges 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 meetings and saved as a template For more details about creating and editing templates see Using meeting templates on page 87 Select privileges that you want attendees to have when meeting begins 79 Chapter 4 Scheduling a Meeting 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 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 documents or presentations or write and draw on shared whiteboards that appear in their content viewers 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
153. ave 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 Enable closed captioning Lets one participant the closed captionist transcribe notes during the meeting Closed captioning is useful if hearing impaired participants are attending the meeting By default the host is the closed captionist but can designate another participant as the closed captionist during the meeting Meeting Manager publishes closed captions in all participants Meeting windows once the closed captionist presses the Enter key on his or her keyboard Thus notes are usually published one line at a time The host can send a transcript of the closed captions to participants at any time File transfer Specifies that the presenter can publish files and attendees can download them during a meeting Send feedback form to host Sends all Feedback forms that any participants fill out to the host s email address The Feedback form automatically appears on each participant s screen after the meeting ends Enable UCF rich media for attendees Allows attendees to share Universal Communications Format UCF media files during the meeti
154. aved 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 313 Chapter 20 Managing and Taking Notes 314 Sending and Viewing Video If a video camera is attached to your computer you can broadcast live video to meeting participants Live video lets other participants see you an object under discussion and so on All participants can view your live video without the need for video equipment installed on their computers Sending video WebExa admina Viewing video SS m If the Video panel is closed click the Video icon Send video to meeting attendees More on page 316 Set video options More on page 317 Secure your privacy while sending live video More on page 319 Participants have several ways of viewing video images View video in a floating window More on page 322 View multiple video images More on page 323 Zoom in and out on video images More on page 323 View video in full screen More on page 324 315 Chapter 21 Sending and Viewing Video Note If you are using Cisco Unified Video Conferencing CUVC in your meeting refer to your CUVC documentation for use instructions Setting up video To set up video you must connect a video camera also called a webcam to your computer After you start or join a meeting Meeting Manager automatic
155. aving notes to a file on page 311 For details about sending closed captions in a meeting transcript see Sending a meeting transcript to participants Saving notes to a file If you are taking personal or public 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 311 Chapter 20 Managing and Taking Notes 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 In the Meeting window on the File menu point to Save As and then choose Notes The Save Not
156. b site Click to open the Preferences page where you can select the time Timezone link zone setting for your Meeting Center Web site Click the Previous Week icon to display a list of meetings for 4 the previous week Click the Next Week icon to display a list of meetings for the gt next week Click the Calendar icon to open the Calendar window for the H current month Click on any date to open its schedule Show only meetings that Select to display only those meetings that require registration require registration check in the list of meetings box Day link Opens the Daily view which shows the scheduled meetings Friday for the selected day Chapter 3 Using the Calendar Time Topic Host or Presenter Duration e Join link gt Register link g a Start link b End link cx 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 Reg
157. b 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 Chapter 4 Scheduling a Meeting If you invite an attendee to a meeting that requires registration the attendee receives 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 recei
158. by default 2 Click the Import Mode tab The Import Mode tab options appear Meeting Options 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 PowerPaint R presentations Printer driver Provides better cross platform imaging but displays presentations without animations and slide transitions Cancel 3 Select either Universal Communications Format or Printer driver Closing shared documents and presentations 220 You can close any presentations or documents that you are sharing in your content viewer To close a shared document or presentation 1 In the content viewer select the tab for the document or presentation that you want to close 2 On the File menu choose Close If you have not yet saved any annotations that you made on the document or presentation a message appears allowing you to save it Chapter 14 Sharing Presentations Documents and Whiteboards Sharing a whiteboard Sharing a whiteboard allows you to draw objects and type text that all attendees can see in their content viewers You can also use a pointer to emphasize text or graphics on a whiteboard While sharing whiteboard you can Display it at various magnifications in miniature thumbnails and in a full
159. by phone If the invitee accepts the invitation he or she is placed into the audio conference To invite a contact by phone to an audio conference Do either of the following On the Participant menu choose Invite gt By Phone At the bottom of the Participants panel click the Invite drop down list and choose Invite By Phone 193 Chapter 12 Using WebEx Audio The Invite By Phone dialog box appears Invite by Phone Please provide the name and phone number including area code of the person that you want to call Name Sam Phone Number Country Region 1 CountryRegon 194 Enter the invitee name and phone number including country and area code and click Call The audio conferencing service calls the invitee When the connection is made the Status display changes from Ready to Connected The Conference button appears and becomes available on the Invite By Phone dialog box allowing you to invite another participant Chapter 12 Using WebEx Audio Muting and unmuting microphones in an audio conference The following table illustrates how to quickly mute and unmute microphones in an audio conference depending on your user role If you want detailed instructions click More by the task description Host Participant Mute Ctrl M Ctrl Mute on Entry Invite LA oati A iann aaa naista Participant Click Mute on Entry to mute all microphones automatically when a
160. by your recordings The percentage of total available storage space on your Site storage X of Y GB WebEx Service Web site that is being used by all recordings on your site Indicates a disabled recording The name of the recording If you record a meeting on the Topic server the WebEx server automatically uploads the recording P 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 Size The size of the recording Create Time Date The date and time the recording was created Duration The length of the recording The format of the recording file A recording file can be in WebEx Advanced Recording Format 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 Chapter 23 Using My WebEx 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 Le Download Lets you download the recording to your local computer If downloading the file requires a password you must provide the password T Modify Lets you edit information of the recording For details see About the Add E
161. cess_request U Admin stuffitemp_access MKC_DocShare doc U athoe Ri Export to Kend To download a fle either select it and then cick Download or right D File Transfer Ji attendees can download published files More on page 303 3864 B 312832 8 To download 3 file ether select it and then cick Download or night 301 Chapter 19 Transferring and Downloading Files During a Meeting Publishing files during a Meeting 302 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 To publish files during a meeting 1 In the Meeting window on the File menu choose Transfer The File Transfer window appears D File Transfer Fle name Location gt temp_access_request U Admin stuffitemp_access MC_DocShare doc U athce Export to Kend To download a fle either select it and then cick Download or nght 2 Click Share File The Open dialog box appears 3 Select the file that you want to publish 4 Click Open The file appears in the File Transfer window The file is also now available in each attendee s File Transfer window 5 Optional Publish additional files that you 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 fil
162. ch camera you want to use in the drop down list Allow others to remotely control my cam Available only if your video camera has remote control capability Specifies that the presenter can remotely control your video camera that is move the camera left right up or down Advanced Options Advanced Options Displays additional options specific to your video camera For details consult the documentation that accompanied your video camera See Limiting bandwidth usage and network congestion on page 320 for instructions on changing video options Securing your privacy in a meeting with live video If your camera is sending video and you need to stop the transmission for any reason you have two options You can stop streaming video pause video streaming until you are ready to send video again To stop or pause video streaming Click Stop Video video streaming is ended the Pause icon video streaming is paused To start or resume video streaming When you want to resume video streaming simply click Send Video or if you have paused video streaming click the Pause icon again 319 Chapter 21 Sending and Viewing Video Limiting bandwidth usage and network congestion You can control the network congestion and bandwidth consumption that sending and viewing multipoint video might cause The video options for a presenter include a Congestion Control setting which you can change at any time during your meetin
163. ch 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 If an Assist has been requested for this meeting indicates the type of Assist None Dry Run Consult Live Event Support Audio Streaming Video Chapter 23 Using My WebEx Status Delete 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 Join Lets you join the meeting in progress 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 regist
164. cific week and day of the week on which to repeat the meeting and the number of months that pass before the meeting repeats g1 Chapter 4 Scheduling a Meeting Option Description 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 92 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 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 Log in to your Meeting Center W
165. computers of participants who are sending video images and uses more bandwidth for all participants Internet connections Frames per second A higher frame rate produces faster video but uses more resources on the computers of participants who are sending video images and uses more bandwidth for all participants Internet connections Using the slider adjust the number of video frames per second that your camera sends Or type a number in the box For single point video you can specify a rate of 0 to 10 frames per second For multipoint video you can specify a rate of 0 to 30 frames per second A higher frame rate produces faster video but uses more resources on your computer and bandwidth for your Internet connection Select the resolution of the video image that your camera sends A higher resolution produces clearer video images but uses more resources on your computer and bandwidth for your Internet connection If more than one video camera is attached to your computer select which camera you want to use in the drop down list Allow others to remotely control my cam Available only if your video camera has remote control capability Specifies that the presenter can remotely control your video camera that is move the camera left right up or down 329 Chapter 22 Managing Video Advanced Options Advanced Options Displays additional options specific to your video camera For details consult the documentation tha
166. ct 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 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 if 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 on page 150 Why should I 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 65 Chapter 4 Scheduling a Meeting 66 This option is useful if you or another presenter plans to share a UCF multimedia presenta
167. cts 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 For details see Opening your address book on page 376 2 In the 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 Important If you add a new contact ensure that the UID field is blank For information about the fields in the csv file see About the Contact Information CSV template on page 381 8 Chapter 23 Using My WebEx 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 For details see Opening your address book on page 376 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 Select 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 informa
168. d meeting to your calendar program 82 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 calendar 1 Do one 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 If you invite attendees to a meeting the invitation email message that they receive contains an option to add the meeting to their calendar programs Chapter 4 Scheduling a Meeting Editing a scheduled meeting Once you schedule a meeting you can make changes to it at any time before you start it including its starting time
169. d 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 If you want to use a template with preset options when scheduling your meeting use a template with preset options and save your changes to the template use a template with preset options and save the changes in a new template set up a recurring meeting Using meeting templates See Using an existing meeting template for scheduling a meeting on page 88 Using an existing meeting template and overwriting the template settings on page 89 Using an existing meeting template and saving the changes in a new template on page 90 Setting up a recurring meeting on page 91 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 save 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 For details see Using an
170. d 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 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
171. de To stop annotation mode Click the Stop Annotating button in the Tools panel ea T 7 0 2 E 2 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 F annotatintoos x T O 2 8 o9 e Lets you point out text and graphics on shared content The pointer displays an arrow with your name and annotation color D To display the 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 Pointer Lets you type text on shared content Attendees can view the text once you finish typing it and click your mouse in the content Text ali viewer outside the text box To change the font on the Edit menu choose Font Clicking this button again turns off the text tool 2 2 Chapter 16 Sharing Software Line Rectangle Highlighter Annotation Color Eraser mN oN Q Lets you draw lines and arrows on shared content For more options click the downward pointing arrow Clicking this button closes the Rectangle tool Lets you draw shapes such as rectangles and ellipses on shared content For more options click the downwa
172. ded 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 Login to your Meeting Center Web site 2 On the navigation bar click My WebEx The My Meetings page appears displays each meeting that you have scheduled 83 Chapter 4 Scheduling a Meeting In the meeting list under Topic click the topic for the meeting Click Edit Modify the meeting For more information about the options that you can modify see Using the Advanced Scheduler Click Save If you invited attendees a message appears asking you whether you want to send an updated email invitation to attendees If a message box appears click the appropriate update option and then click OK 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 84 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
173. dees invitation email to me Later if you decide to invite additional attendees you can simply forward this email message to them Audio options The default settings appear To select a different options click Change audio option CUVC Meeting ID 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 About the Change Tracking Code 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 Select tracking code What you can do on this page Add or remove tracking codes assigned to this meeting Options on this page Assign a tracking code to this meeting Tracking Code Your site administrator provides the group name such as Division or Department or other 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 41 Chapter 4 Scheduling a Meeting 42 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 Meet
174. dently 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 For more information see Differences between sharing Web content and sharing a Web browser on page 243 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 Sharing Web content 242 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 In the 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 In the 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 Chapter 15 Sharing Web Content 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 feature that better suits your needs Web browser s
175. ders 368 from address book 399 from personal folders 368 meetings from My Meetings 345 questionnaires 299 shortcuts for One Click Meeting 133 desktop sharing See also desktop shared 258 overview 258 starting 259 stopping 259 desktop shared as attendee switching between views 277 attendee controlling full screen view 275 attendee resizing view 275 attendee zooming in or out 275 closing and reopening attendee window 276 requesting remote control 285 showing to attendees 259 display controlling full screen view shared pages 237 shared slides 237 shared whiteboards 237 displaying any slide or page 247 next page 247 next slide 247 previous page 247 previous slides 247 displaying timer during polling 300 distribution list creating in address book 395 document sharing before meeting starts 77 checking participant readiness 226 closing documents 228 navigating pages 230 starting 225 documents shared adding blank pages 235 advancing pages automatically 231 annotating 240 clearing pointers 242 closing in content viewer 236 controlling full screen view 237 displaying pages 230 navigating pages 230 pasting images 235 printing pages 246 saving to file 244 411 synchronizing display for all attendees 240 viewing thumbnails of pages 238 zooming in 236 zooming out 236 downloading files 368 from personal folders 368 Meeting Manag
176. dings on your site The name of the recording If you record a meeting on the server the WebEx server automatically uploads the recording Topic 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 Size The size of the recording Create Time Date The date and time the recording was created Duration The length of the recording The format of the recording file A recording file can be in WebEx Advanced Recording Format 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 168 Chapter 9 Managing Recorded Meetings Lets you play the recording available only for recording files with an arf extension that were recorded by the Network gt 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 amp Download Lets you download the recording to your local computer If downloading the file requires a password you must provide the password e 7 T Modify Lets you edit information of the recording For details see About the Add Edit Recordings page on page 367 k Disable Lets you disable the recording in all locations rR lt Delete Lets you delete the recording fro
177. dit Recordings page on page 367 r Disable Lets you disable the recording in all locations r Delete Lets you delete the recording from this page B Indicates that a recording is password protected get an overview of your personal address book open your personal address book add a new contact to your personal address book add multiple contacts to your address book at once add contacts in Microsoft Outlook to your personal address book view or change information about contacts in your personal address book Maintaining contact information About maintaining contact information on page 376 Opening your address book on page 376 Adding a contact to your address book on page 377 Importing contact information in a file to your address book on page 380 Importing contact information from Outlook to your address book on page 383 Viewing and editing contact information in your address book on page 384 373 Chapter 23 Using My WebEx If you want to See find a contact in your personal address book Finding a contact in your personal address book on page 384 combine multiple contacts into a single Creating a distribution list in your address distribution list book on page 385 edit information about a distribution list Editing a distribution list in your address book on page 386 delete a contact or distribution list Deleting contact information in your address book
178. 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 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 pass Every weekday Repeats the meeting each day from Monday to Friday Chapter 4 Scheduling a Meeting 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 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 the meeting repeats Yearly Repeats the meeting every year until the endin
179. done so 93 Chapter 4 Scheduling a Meeting Start Now Edit Delete Attendees Agenda Add to My Calendar Go Back Start this meeting immediately Appears only if the meeting is not yet in progress Edit the details about this meeting For example you can add attendees change the agenda change the date time and duration Cancel this meeting View the list of registered attendees Appears only if the meeting requires attendees to register Review the meeting 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 To use this feature your calendar program must conform with the iCalendar standard a format used widely across the Internet for exchanging calendar information Return to the meeting calendar 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 94 Chapter 4 Scheduling a Meeting 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
180. ds the meeting is automatically removed from your list of scheduled meetings on the My Meetings page if the scheduled starting time has 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 Chapter 23 Using My WebEx 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 information about session types ask the site administrator for your WebEx service You can change this default setting when scheduling a meeting 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
181. e 1 On the Participants panel select the participant for whom you want to mute or unmute the microphone 2 Click Mute or Unmute to control the participant s microphone The Muted or Unmuted indicator appears to the left of the participant s name For example Wanda Berstein The indicator beside the attendee s name changes state when you mute or unmute the attendee s microphone 2 Wanda Berstein n Note If a participant is a current speaker in an Integrated VoIP conference and you have not muted his or her microphone that participant can mute or unmute his or her own microphone independently To mute or unmute all participant microphones at time of joining On the Participant menu choose Mute on Entry To mute or unmute all participants microphones during a meeting On the Participant menu choose Mute All or Unmute All respectively Muting and unmuting your microphone If you are the current speaker in an Integrated VoIP conference you can mute or unmute your microphone at any time However if the host has muted your microphone you cannot unmute it To mute or unmute your microphone 1 On the Participants panel select your name 2 Click Mute or Unmute Nanda Berstein The indicator to the left of your name changes state 2 Wanda Berstein u 209 Chapter 13 Using Integrated VoIP Conferences Understanding the speaker queue for Integrated VoIP During an Integrated VoIP conference a part
182. e Opening your personal folders documents and files on page 355 Under Name locate the file or folder that you want to delete Select the check box 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 360 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 Chapter 23 Using My WebEx Specify in which folders that visitors to your Personal Meeting Room can download or upload files Options on this page Capacity The storage space available for your files in megabytes MB The amount of storage space that your files occupy in megabytes Used 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 Search for a file or folder by text that appears in either its name or description S Name Path Size Actions 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 t
183. e also software shared 253 tips for improving performance 290 software shared allowing remote control 284 286 287 and changing presenters 163 annotating 278 as attendee returning to main window 277 controlling attendees views 272 controlling full screen view 274 275 ensuring good imaging of color 289 improving performance 290 letting attendees annotate 281 pausing and resuming 273 resizing view 275 synchronizing views 275 using annotation tools 280 viewing 253 sorting meeting calendar 24 27 28 31 32 34 35 sound alerts assigning to chat messages 181 assigning to participant actions 181 speaker queue for Integrated VoIP conference 216 Standard View tool overview 138 starting annotation mode for shared software 278 application sharing 255 Audio Only meeting before scheduled time 103 Audio Only meeting from email message 103 desktop sharing 259 document sharing 225 Integrated VoIP conference 211 meeting before scheduled time 88 meeting from email message 88 presentation sharing 225 remote computer sharing 262 teleconference only meeting 413 Web browser sharing 260 whiteboard sharing 229 starting a One Click Meeting from Meeting Center 128 from service Web site 128 stopping annotation mode 278 annotation mode for shared software 278 annotations on shared software 283 application sharing 258 276 desktop sharing 259 276 from remote
184. e box click Yes or No as appropriate If you click Cancel in the message box the meeting is not canceled The Meeting Deleted page appears 101 Chapter 5 Scheduling an Audio Only Meeting 4 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 list of meeting 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 a list of any meetings that you have scheduled In the list of meetings under Topic click the topic for your Audio Only 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 on the Meeting Deleted page click Remove From My Calendar to remove the meeting from your calendar About the Required Information page How to access this page 102 On the navigation bar click Host a Meeting gt Audio Only What you can do on this page Specify w
185. e from remotely controlling shared software at any time More on page 280 277 Chapter 16 Sharing Software Caution An attendee who has remote control of the presenter s desktop 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 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 completely To request remote control of shared software On the Meeting Controls Panel click Ask to Control Presenter s Computer This button is third button from the left on the Controls panel Float All Panels Manage Panels Meeting Options Dock Meeting Controls 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 For details see Requesting annotation control of shared software on page 274 278 Chapter 16 Sharing Software Letting an attendee remotely control shared software Host or Presenter only If you are sharing software you can let an attendee control it remotely To let an attendee remotely control shared software 1 On the Meeting Controls Panel click the down arrow button on the Assign Control button You are sharing 2 applicati
186. e list Note To quickly allow a participant to start drawing just click the Access Controls button on the Meeting Controls Panel Choose Allow to Draw and then choose that person s name from the drop down list You can stop an attendee from annotating shared software at any time For details see Stopping an attendee from annotating shared software Requesting annotation control of shared software 274 Attendee 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 In the Meeting Controls Panel click the Ask to Annotate button Vie icati The Ask to Annotate button has the 7 ES G image of a pencil on it A request message appears on the presenter s screen After the presenter allows you to annotate the Annotation Tools panel appears Chapter 16 Sharing Software 7 T 7 0 MEN 8 Allow to Annotate K Stop Annotating 2 Select the tool you want to use 3 Optional Choose another annotation tool For details see Using annotation tools on
187. e page appears 397 Chapter 23 Using My WebEx 4 Under Scheduling Templates select a template in the list Use Ciri to select multiple templates MC Registration Required MC Staff Meeting MC Markting Team Meeting dit inel SelectAll 5 Click one of the following buttons to perform an action on the template Get Info Shows the options you set in the template Edit Opens the scheduling options on your site Delete Removes the template from your profile Maintaining personal conference numbers get an overview of maintaining your About maintaining personal conference personal conferencing number PCN number accounts on page 399 accounts add or edit a PCN account to obtain audio Adding or editing a personal conference conferencing numbers or specify access number account on page 399 codes use your PCN account Using your personal conference numbers on page 402 delete a PCN account Deleting a personal conference number account on page 404 398 Chapter 23 Using My WebEx About maintaining personal conference number accounts If your WebEx service Web site includes the Personal Conference Number PCN option you can create up to three PCN accounts When scheduling an online meeting or an audio only meeting you can select a PCN account to use for your audio conference You can also use your PCN account to start an instant audio conference from any phone without scheduling it first Your PCN
188. e the selected contacts from the list of attendees 43 Chapter 4 Scheduling a Meeting 44 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 conference What you can do on this page Change the preset audio options such as the teleconferencing service you plan to use Options on this page Use VolP only Indicate whether you want to set up an Integrated VoIP conference for the meeting If you select Yes you can still set up a traditional teleconference for the meeting You must start VoIP after you start the meeting Only participants whose computers meet the system requirements for integrated VoIP can participate in the conference Select conference type Select the type of audio conference you would like to use WebEx Audio Specifies that the meeting includes an integrated audio conference If you select this option choose one of the following types of teleconferences Display toll free number If attendees call in to the conference they can call a toll free number Toll number is always displayed Attendees have the option of using the toll number that appears Allow access to the audio conference via global call in numbers This option provides a list of numbers such as toll free or local numbers that attende
189. e tool overview 139 reducing size of video images 330 reducing view of shared whiteboards 236 refreshing meeting calendar 28 registering overview 14 registering from email messages 14 host s personal page 16 meeting calendar 15 remote computer sharing overview 5 261 starting 262 stopping 265 remote computer shared as attendee switching between views 277 bringing application to the front 271 closing and reopening attendee window 276 controlling full screen view 275 disabling and enabling keyboard and mo 268 hiding contents of screen 270 locking and unlocking 270 logging in to and out from 270 managing overview 265 reducing screen resolution 267 resizing view 275 selecting additional applications 264 showing to attendees 262 zooming in or out 275 remote control of shared software granting to an attendee 286 letting attendees perform a 287 overview of 284 requesting from presenter 285 stopping 287 removing attendee from meeting 167 attendees 87 from meeting 167 Meeting Manager 3 personal teleconference number account 415 shortcuts for One Click Meeting 133 WebEx One Click from computer 133 reports generating 417 generating overview 416 417 types of 416 resetting panels 143 resizing content viewer 146 panels 146 resolution adjusting video image 323 restoring panels 143 restricting access to meeting 167 resuming
190. eb site On the navigation bar click My WebEx Click My Profile The My Profile page appears Under Session Options do either 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 Chapter 4 Scheduling a Meeting 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 ToS Add this meeting to your calendar program MS Add to My Calendar Outlook or Lotus Notes only Make changes to the meeting you have just Edit scheduled For example you can change the day and time or invite additional attendees About the Meeting Information page for meeting hosts 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
191. eccsnecesseessuecsseeeseeeesneeesneeess 38 About the Q ick Sched l er ciicscariatntonsdetireniniedioiaioiandoedaiaied emiedutarainsuliare 38 About the Quick Scheduler Page wssisissdansscanrcnmainniimmnnndunmoulmansmmenincinins 39 Using the Quick Scene gular caiccecrinactiansunchucenau Ruan a n aa mera ues 46 About the Advanced Schedull St sssis scssissavissinesssisissncsiasoysnssavasnsicvescokestevnseekes ebavasnenstends snes ennnetanivenauslonnnpanes 47 Choosing a level of security for a scheduled meeting sssssssscssscsssecseecseecssecssecsseccsscesscesseceseesseees 47 Using the Advanced Scheduler ssssssssssssssssesseeessersssssssnssssessseeosserossrsooossssssssesssrerseeroreessssssssssseessreeeesees 48 Page by page guide to the Advanced Scheduler s sssssssssssssssssssssessesssssesssesssseereeseerserserreersersseess 50 About the Required Information page scsscssssssssssssssscssscsesssssseesssssscessssscessssscsseceaccsssssecsneeses 51 About the Date amp Time page ssessesssessessssssssesssssssssssssessseserrseesrreseeeerereereeeenerenrneneenssessssssssse seee sette 55 About the Audio Conference page sssssssscsssssssssssncssessnsssssssscssssscssssscessssscenscsnceasssncesessnsesscsses 58 About the Invite Attendees page sesssssssssssssssssssssscsssssscsssssncssessnsssessnesssssecsssessssscssssescesscescesses 63 About the Registration Page scaissscissssanannaeraandannnmenaninenndnimanmannnanmeds 67 About the Agend
192. ed 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 Indicates that this is an Audio Only meeting Host only Click to start your meeting Host only Click to end your meeting 31 Chapter 3 Using the Calendar About the Weekly view 32 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 For details see Sorting the meeting calendar on page 25 Options on this page Click the Refresh icon at any time to display the most current list of LS meetings Click to open the Preferences page where you can select the Language link language setting for your Meeting Center We
193. eecsecsseesneeesees 114 About the Audio Only Meeting Information page for attendees csecsecssecssecsecsessseessee 115 Chapter 6 Setting Up a One Click Meeting ccsssssscccsssssscccssssssccssscssccccssssssscssseeees 117 About setting up a One Click Meeting wis cessscrcarsicnnciatienneenmmnmanencnunecn tenes 117 Setting up your One Click Meeting ON the Web sssssssscssscssscsssecsssessecssecssessecsnsccsccsscesscceneesses 118 About the One Click Settings page ssssssssesssersecssssssssscsnscsscssecsnsssecsnsesssessesscssscssceasceasessceseess 118 Installing WebEx Productivity Tools sissies cisessssnsactsciteaismnsanetbamauntad odiadanuanadenwie 121 Starting a One Click Meeting siainianucanudanmanmnannamnanmmiannanmndmannnmunnancenn 123 Removing WebEx Productivity TOONS iacucssscdeccscs cote cettactasencsivtaustucchasutdaesvesdieclondiceessneccaMineccsdescdenusictetens 128 Chapter 7 Understanding the Meeting Window ccccsccccssscscssssccsscsccssesssscssesees 129 A quick tour of the Meeting WINGOW c sessssssssssscsesssssssssscsscssscessssnccsscsucssscsnscsscsnecsscesscsscesecescesseeseees 130 Performing tasks ON Shared CONTENL csssssscsscsscsssssecsecssecsssssecssesssccsessscesscsscesssenccsscssssncesesnsessesneess 131 Understanding the menu Dal sjcsisanssansancaiunmnnauniaunianmnunianniaaamlamenn 131 Changing Views of shared content csssssssssssssessssssecssecssecsecsscssecesscsncesecsucssecsns
194. eeesseesossseeeossneessseseosssereesssseesssseessss 91 Allowing another user to schedule meetings for YOU sssssssssessessersseesresseessssssssssesssssssssesssessees 92 About the Meeting Scheduled page for meeting hosts sssssssssssssssssssseeesoeesssssssnsssssssseoseereseees 93 About the Meeting Information page for meeting hosts sessssssssssssssscecsseeesssessnssssssssessseeeeseee 93 About the Meeting Information page for attendees esssscsecssecssecsecseecseecsecssecsneccseeeseeenseess 94 About the Meeting Updated Pace suiissssssiissrirrrccsristsessssesrisrtereisrriserisessererieeorititrinaresissirensstese sicrete 95 Chapter 5 Scheduling an Audio Only Meeting ccscccssssccssssccssscccscscccscscscssscseseccees 97 About Audio Only MG Otitis sicusecececsaa cisco saccecscsscudscncsccuatchecesnteucdecs incadesdesececpnsds huvecusteb sttasschsredesteivcnssivec 97 Setting up an Audio Only meeting siescssscscsssscsesstesssdasceres cosateseteoascadenedendsasteecseeceelevsiacaveteseisenioaneans 97 Starting an Audio Only meeting ascssssnsccscssecixesccassssascessccousconsestusccuassucscianisaccastavsisadessascouscessssbasciuassne 98 Managing and maintaining your scheduled MEetINGS ssscssscssesssescssccssccesserseceseeeseesseecseesseessees 99 Adding a scheduled meeting to your calendar program essesssessessssssseerssssssssessssssessessssssess 99 Editing an Audio Only meeting ssssesserssrsssresssessesss
195. eeting the presenter is responsible for Preparing a poll questionnaire More on page 292 Conducting a poll during the meeting More on page 295 After closing a poll the presenter can View poll results More on page 296 Share poll results with attendees More on page 297 Save poll results for viewing outside a meeting More on page 298 Preparing a poll questionnaire When preparing a poll questionnaire you can Create a questionnaire More on page 292 Edit a questionnaire More on page 293 Seta timer for polling More on page 294 291 Chapter 18 Polling Attendees Creating a poll questionnaire 292 Presenter only 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 This figure shows a portion of the Polling panel which offers the tools you can use to create a questionnaire Answer Question Type Multiple choice Single Answer T Short answer New Change Type aa To create a questionnaire 1 2 Open the Polling panel in a meeting 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 dro
196. eeting Room 3g Start a One Click Meeting SJ E Daily Weekly Monthly All Meetings English Pacific DT 4March 21 2007 gt m The meetings you host ej E LI v x O 3 00pm roadmap Meeting NA NA NA Start O 3 30pm status review meeting Meeting WA NA N A Start O 4 00pm design review Meeting WA N A N A Start O 5 00pm planning meeting Meeting WA NA N A Start 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 following 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 Os 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 Chapter 23 Using My WebEx log in to your WebEx service Web site For details see Maintaining your user profile on page 389 Maintaining your scheduled meetings list Once you schedule a meeting it appears in your meetings list on your My Meetings page For more information see Opening your meet
197. eive in a thread Whenever you receive a chat message To assign sounds to incoming chat messages 1 Open the Preferences dialog box using one of these two methods On the Chat panel right click the Chat title bar and then choose Sound Alerts In the Meeting window on the Edit menu choose Preferences 2 Click the Chat tab 3 Select Play the selected sound 4 In the drop down list choose the occasion for which you want to assign a sound 5 Select a sound using one of these methods Select a sound in the Sound drop down list This list contains the names of all sound files that reside at the default location on your computer a Click Browse and then select a sound file that resides in another folder Chapter 17 Using Chat 6 Optional To play the currently selected sound click the button 7 7 Click OK Note 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 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 In the Meeting window on the File menu choose Print gt Chat
198. els dialog box 137 Chapter 7 Understanding the Meeting Window To restore the panel layout 1 On the icon tray above the panels click Panels The Select Panel menu displays 2 On the Select Panel menu choose Restore Layout Accessing panel options 138 You can easily access the options related to any panel Simply right click in the panel title bar to see a menu of commands related to the panel In addition you can manipulate the panels such as collapsing minimizing and closing them using the commands on the panel options menus Participants Chat Sound Alerts Lets you choose a sound to play when a participant Joins a meeting Leaves a meeting Selects the Raise Hand button on the Participants panel Attendee Privileges Displays the Participant Privileges dialog box For details about these privileges see Granting Privileges during a Meeting on page 177 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 Attendee Privileges Displays the Participant Privileges dialog box For details about these privileges see see Granting Privileges during a Meeting on page 177 Panels with options Video Notes Chapter 7 Understanding the Meeting Window Options Single point video Lets only the presenter and one participant send live video d
199. equires 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 F3 Download Lets you download the recording to your local computer If downloading the file requires a password you must provide the password z T Modify Lets you edit information of the recording For details see About the Add Edit Recordings page on page 367 mA k Disable Lets you disable the recording in all locations p Delete Lets you delete the recording from this page Lets you upload a new recording For details see Uploading a recording file on page 365 and About the Add Edit Recordings page on page 367 Indicates that a recording is password protected 373 Chapter 23 Using My WebEx About the My WebEx Files gt My Recordings gt Miscellaneous page 374 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 What you can do here Manage upload and maintain recording files of meetings you host Options on this page Ss Refreshes the information on the page Search Allows you type text to search for within recording names Click Search to start the search You are currently using The percentage of available personal storage space on your X of Y GB WebEx Service Web site that is being used
200. er or drawing a shape More on page 133 Sharing toolbar Use these tools to share applications documents your desktop or a white board More on page 134 Viewing toolbar Change to full screen rotate pages zoom in or out using these tools More on page 132 Chapter 7 Understanding the Meeting Window Note Once you switch to full screen mode or start sharing an application or your desktop the Meeting window changes to a full screen sharing window where you can perform additional actions on panels from a floating or docked icon tray See Accessing panels in full screen mode on page 141 Performing tasks on shared content You can perform most tasks in the content viewer using menus and tool bars What you can do learn how to manage your meeting with menus More on page 131 understand how to use meeting tools for sharing information More on page 134 change the view in the content viewer More on page 132 learn how to draw and use pointers in the content viewer More on page 133 Understanding the menu bar A menu bar appears at the top of the Meeting window view Audio Participant Menu Description File Provides commands for saving opening transferring or printing files during a meeting and ending or leaving a meeting Edit Provides commands for editing shared content in the content viewer Share Provides commands for sharing documents presentations and whiteboards
201. er 1 published files during a meeting 309 published files during a training session 309 published files during an event 309 shortcuts for One Click Meeting 126 shortcuts WebEx One Click panel 126 drawing annotations on shared documents 240 on shared presentations 240 ia editing Audio Only scheduled meetings 104 contact group in address book 396 contact information in address book 393 information about files in personal folders 366 information about recordings 373 personal conference number account 409 scheduled meetings 87 educing view of shared pages or slides 236 email messages registering for meetings 14 ending Integrated VoIP conference 211 meeting 170 enlarging video images 330 eraser using to delete annotations on shared software 280 Eraser tool overview 139 erasing all annotations on shared documents 240 all pointers on shared documents 242 selected annotations on shared documents 240 your annotations on shared documents 240 your pointers on shared documents 242 exchanging files 412 during a meeting 309 during a training session 309 during an event 309 during event 308 during training session 308 expanding panels 143 expelling attendee from a meeting 167 t files atp 304 305 ucf Universal Communications Format for multimedia 244 choosing sounds for alerts 181 choosing sounds for participant actions 181 during a meeting
202. er authentication Specifying call in authentication for your host account 200 If you have a host account and your site is enabled for call in authentication you can set authentication for any phone number listed in your user profile Your call will be authenticated by mapping your email address against specified phone numbers in your profile whenever you dial into a CLI caller line identification or ANI automatic number identification enabled audio conference to which you have been invited by email Note Caller authentication will only be available if you have been invited to a CLI ANI automatic number identification enabled audio conference by email during the meeting scheduling process Caller authentication will not be available if you are dialing in to a CLI ANI enabled audio conference from an invitation other than email from an email invitation originated during the meeting To specify call in authentication for your host account 1 Login to your Meeting Center Web site 2 On the navigation bar click My WebEx 3 Click My Profile The My WebEx Profile page appears Chapter 12 Using WebEx Audio 4 Under Personal Information select the Call in authentication checkbox beside any phone number for which you want dial in authentication 5 Click Update Using an authentication PIN If you have a host account and your site is enabled for CLI caller line identification or ANI automatic number identification
203. er 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 canceled the meeting Does not apply to support sessions Maintaining Your Personal Meeting Room Page get an overview of your Personal Meeting About your Personal Meeting Room on Room page page 350 access your Personal Meeting Room page Viewing your Personal Meeting Room on page 350 add images and text to your Personal Setting options for your Personal Meeting Meeting Room page Room on page 351 share files on your Personal Meeting Room Sharing files on your Personal Meeting page Room on page 352 349 Chapter 23 Using My WebEx 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
204. ereeeeeeeeneeeneensennsnnssnssssse About the My WebEx Profile page ssssssssssssssssssssessssssssssessseseesseeseeesereeeoseeeneeneneneesnsnnssssssssesssess Editing your user profile s viscissccasiecscacasescsiaeht cratentssatendencrenetsternateAcaetaiadiaiadaieaeleiieiaan Managing scheduling temp lates ccssssssssssesssesssssessscssecsusssscssssssccssssscesscenccsscsasssucsasssnccsscsncesecsneetes 397 About managing scheduling templates cccsssssscssessssssecssessesssecssecsecsscssscesscsecssecsnsescsneeseees 397 Managing scheduling templates sssssereseesseessseseessssssessessssssesssesssesersseeersrereeseereeeseesseesresseessse 397 Maintaining personal conference NUMDETS scssssssesssecscssessscsseessecsscesscsscesscesccsnceaccssseaecsnseseesseesse 398 About maintaining personal conference number accounts cccsssssscsscssessnsesecsnsssecsneeseees 399 Adding or editing a personal conference number ACCOUNL ssssssecseecseecssccsseesseceseesseeese 399 About the My A dio P gens enninu eaa 400 About the Add Edit Personal Conference Number page sesseessssssssssssssseosseressssssssssssss 402 Using your personal conference NUMDETS sessssccssccssscssecssecsseessesseecseecsscessscensccscenseesscesseesees 402 Controlling an audio only MEETING seesssscsseecssecssccsseccssccssccssccssscessceseceseecsuecsueessecsssccsseceseessees 403 Deleting a personal conference number ACCOUNT cecsessse
205. ering 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 Select 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 28 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 For details see Sorting the meeting calendar on page 25 Options on this page Option Description Click the Refresh icon at any time to display the most current list of LS 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 Time zonellink zone setting for your Meeting Center Web site
206. errresereee Adding a contact to your address bOOK sssssssssssssesssessssssseessessesserseersereeeenreeneeeneensnnnensssnsnsssesse About the New Edit Contact page esssessssssssssssessseerseeesssssssssssssssseesseeesrersssnssssssssesssteesrrrereesss Importing contact information in a file to your address DOOK sssssssssssssssersersseeseesereseeesees About the Contact Information CSV template uu ccsssssssssssesssecsessecsecsssessssscesccsnsssecsneeseees Importing contact information from Outlook to your address book s sssssssssssssssssssssss Viewing and editing contact information in your address bOOK ssessesssessrsssesssssesessessss Finding a contact in your personal address DOOK sssssssccssecseecseecsecsseccseecssccsscesncessceeseerses Creating a distribution list in your address DOOK sesssessssecssccssccenccesscensceseecssecsueessecenseessees Editing a distribution list in your address book essesssssssssecssecseecssecssecsseecssccssccssccencceneesssesaes About the Add Edit Distribution List Page ccesesssssssssssssncssessnecsessecssecsscsscssscesseassensesnceseees Deleting contact information in your address DOOK sssssscsssccssecseecssecssecsneccsecesscesseeseeesees Maintaining your user profile ssssssssssssssssssssessesssessssesrsesseeseeseereersereseeenteeneensennennnnssnssenssesseteerseerreseree About maintaining your user profile sssssssssssssssssessesssssssssessossesserseersere
207. erssesss 222 Navigating slides pages or whiteboards using the toolbar sssssssssssssssseessseeessssssssssssss 222 Advancing pages or slides aUtOMaticall yo csssssseecsecssecsseccsccssccsnccesscesscesseesseesueesseesseesseeess 223 Animating and adding effects to shared SliId S cecssesssesssssesssssseessssseessessseessssecesscencesncesees 224 Using keyboard shortcuts to control a presentation ccssccssecssecsecsseecseccsscessceseeeseesseeeses 225 Working with pages OF SIGS an auissntassnsionisiniaionandnuimieoumimacnansmmnuiemranaiinnn 226 Adding New pages Or SILOS rica cssscsccass2sasccatbesecsysbssesavosnesdusbebantinestacssestacessndnessaddusaasstsnintwstaaseteasie 226 Pasting images in slides pages or whiteboardS sesssesssessessessecsnccsnccsecsnecsscssccsscsnecseeeseeees 227 Managing views of presentations documents or whiteboardS sesssssssssssssssseesseeesssrssssssssss 227 Zooming in and out on slides pages or whiteboardS ssss ssssssssseeeesssssssssssssssessseeeesreesseess 228 Controlling full screen view of slides pages or whiteboardS ssseessssssssssssosscesseeesssesss 229 Viewing thumbnails of slides pages OF whiteboardsS sessessseessecseecsecsncesecsnecsscesecsseeseees 230 Synchronizing attendees views of slides pages Or WHItEDOAIS essssseecstecstecsseessees 231 Clearing annotations on slides pages OF whiteboardS sesssessesssseseessesseesssssecsss
208. es The locale the format in which your Web site displays dates times currency values and numbers About the My WebEx Profile page 390 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 Chapter 23 Using My WebEx Personal Information options Use this option User name Change Password Call in authentication Call back Call in authentication PIN Ue bos Specify the user name for your account You can change this name only if the administrator for your WebEx service Web site provides this option Tip If you need to change your user name but cannot edit it on this page ask your site administrator to change your user name or create a new account for you Old password Type the old password for your account New password Specify the new password for your account A password Must contain at least four characters Can consist of a maximum of 32 characters a Can include any letters numbers or special characters but not spaces Is case sensitive Retype New password Verify that you type
209. es attendees receive those privileges Ifthe host scheduled the meeting but did not specify attendee privileges attendees receive default privileges Ifthe host started an instant meeting attendees receive default privileges The following table describes the privileges a host can grant for attendees and those that are granted by default For detailed information on a particular set of privileges click More by the privilege description 177 Chapter 11 Granting Privileges during a Meeting Communicate Partkipants Document View M Save Particpart ist M Pret I ery document F Crow M Thabena l Ary page aa a a Selecting attendees Select the privieges that you waant to assign to al attendees Meeting T Record a meeting I Share documents Cortrol shared appcabons Web browser or Gesktop remotely A host can grant the following privileges to one or more attendees Chat who an attendee can chat with and whether that chat can be private More on page 180 Document whether an attendee can draw on a document or save or print it More on page 181 Viewing what an attendee can view in the meeting participant list document thumbnails or pages More on page 182 Meeting Task whether an attendee can record the meeting share documents or control sharing More on page 183 During a meeting you can grant privileges to or remove them from all participants at once or to an
210. es As dialog box appears 2 Do either or both Type anew name for the file Choose a new location at which to save the file 3 Click Save Meeting Manager saves the file at the location you chose The file name 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 312 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 all participants Chapter 20 Managing and Taking Notes 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 questio
211. es both a teleconference and VoIP In a dual mode voice conference participants can use either type of service In a dual mode voice conference a participant can listen to audio using either a phone or speakers attached to his or her computer To speak a participant can use either a phone or microphone attached to his or her computer Note Participants in a teleconference can speak to and hear only other participants in the teleconference Similarly participants using VoIP can speak to and hear only other participants using VoIP Thus the dual mode conference option is usually appropriate for a meeting in which participants will listen to a presentation only and not interact in the voice conference All participants can listen to a presentation if the presenter speaks into both a phone and a microphone Chapter 4 Scheduling a Meeting How can I learn about the fields on the Teleconference Settings page Click the Help link in the top right corner of the Teleconference Settings page or review About the Teleconference Settings page on page 58 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 What you can do on this page Invite attendees to your meeting by entering their email addresses or selecting them from your address book Options on this page Set options using template Attendees Select a template
212. es 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 19 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 In the File Transfer window select the file that you want to download File Transfer Fie nyme ILocation Sre temp_access_request 368648 MC_DocShare doc 312832 8 To dowrioad a file either 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 Ifapplicable 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 303 20 Managing and Taking 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
213. es in other countries can call to join the audio conference For more details click here Enable teleconference CLI authentication when participants call in CLI caller line identification is a form of caller ID a telephony intelligent service that transmits a caller s telephone number before the call is answered If you use WebEx audio conferencing you can help participants join the meeting more quickly if participants have a WebEx host account saved their phone numbers in their WebEx profiles This option is not available for Cisco Unified MeetingPlace users Chapter 4 Scheduling a Meeting Use VoIP only Indicate whether you want to set up an Integrated VoIP conference for the meeting If you select Yes you can still set up a traditional teleconference for the meeting You must start VoIP after you start the meeting Only participants whose computers meet the system requirements for integrated VoIP can participate in the conference WebEx Personal Conference Number Displays the personal teleconference accounts you have set up in the My Profile area of My WebEx Select the account you want to use for your meeting A maximum of three accounts appears Click Edit to make changes such as updating the subscriber or attendee access code If you have not yet set up any accounts click Create Personal Conference Number to get started This option is not available for Cisco Unified MeetingPlace users
214. es 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 account 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 For detailed information about all aspects of using your iPhone to start or attend meetings visit our website http webex com iphonesupport html 85 Chapter 4 Scheduling a Meeting Canceling a scheduled meeting 86 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
215. eseceseeesees 231 Clearing pointers on slides pages Or whiteboardS sessssssssssssssscessseersssssssssssssssessseeeseerss 233 Renaming the tab for a presentation document or whiteboard eessescssecsseecneecseenes 233 Reordering the tabs for documents presentations and whiteboards 234 Saving opening and printing presentations documents or Whiteboards sessescseeeees 235 Saving a presentation document OF whiteboard sesssssesssscseecsessecssscssceseccscesscenccsscesecsnes 235 Opening a saved document presentation OF whiteboard sseesessessssssssssssssssceosreesseesss 236 Printing presentations documents or whiteboardS cssesssessssssesssecseessecsscssecsscssecsteeseeees 237 If you are a meeting ALCOA Cassa csscets sansscoascnecncscsecsesaisesanesavasscdavodesdtdcadasanctebarausenebdssteanduesubeessrncacstl 237 Displaying pages slides or whiteboards essssscseecssecssccsncccsecensccsseesseceseessecssecseccsuecsneceneeeees 238 Synchronizing your view of pages slides or whiteboardS s ssss ssssssssssssssessesssssessessresesssss 239 Chapter 15 Sharing Web Content ssesssoocesssoocessooccessoocesssoocessooocesssooesssooocssssoeeesssssessosse 241 Aboutsh ring Web CONnLENC asindaniiaiadiniinaindundinaie aimeemnimanoniinndionmadonn 241 Sharing Web CONtENTiiuvinecsunmudoussainiemanmontincandnudneuaemenacaunee 242 Differences between sharing Web content and sharing a Web browser
216. essenssssscassncassesexcsssesseanssonsnenseatsetvansnssarsressserssensaseosennains 327 Turning on OF Off video OPTIONS in a MECTING cecsesssscsscssecssecssesseessecssecsesstecsesscessceseessceseesneeseess 327 Specifying video camera Options ncasece crore icine eee 328 Abut vided Optio S inssssecssiasassncrtinenidcurouvadaniadoduinusdiadanaia Gemieiiadmunme 329 Limiting bandwidth usage and network congestion csesssessecssessecssecsnesseessecsecssecseeeseeees 330 Synchronizing video iMageS ssssssssssssseessersereseestesssssssesssssssssssssesssesserseteerrrererseereereneeneeennenneenssnsssss sse ssetse 331 Taking screen captures of live video sseeessssssssssssssscoosceeeseeesssssssnssssssseeestertsreesssesssnsssesssteesrrerrsreres 331 Chapter 23 Using My WebEX seessossssosssosessocssoosssosessocssocsscosesossssosessosesosessosssossssossssosssse 333 About My WebEx ssis cas sacs aecncceesednceacvcctas cAcende ene ubcapndvenaescventtvcalsaede cats ace chclenedehiacaetuereeaas 334 Obtaining a USER ACCOUNT siiiisnsiscmiamnnniiintinarinmacininnmannninadannudonnimninanmaewe 335 Logging in to and out of the WebEx service SitC sesssesssecseesseecseecssecssccssecssccenscenscesseesecsueessecese 336 Using VOUT TISE Of TG CEIIOS sccati cca ctctiyeccea oc ceeesrctsciadiactacaacateastsetddeccala deen ca i 337 About your list of MEeEtINGS issisesisiiesiiissscisniotisiisstasssttesisnssouisintnsesinissindiiaaiaitiaiiae niia iapsiin tsas ani
217. essesssssssssssssesseesssssrreeseerreesererersereeresresereseessess 100 Canceling an Audio Only meeting ss sssssssssesssssssssseeseersereeeeeeeesreenseneennennsensssssesssesserseererseerreserree 101 About the Required Information Ppage cssssssssssssessessscsssssecsssssscsssssscsusssessusssessusssseesssssssssseacesnsesees 102 Questions about required information for setting up an Audio Only meeting 104 About the Date amp Time PAG e varsssissnsssisrssrisersaienserienernsveiasnemennmamiomnuanccannanaee 104 Questions about setting the date and time for an Audio Only meeting sesseecseee 106 About the Teleconference Settings page ssscsssssssssssssssssssscssssnsssesssessessnssssssnscssecsscsscsssceseesseensess 107 Questions about teleconference settings ccsccsssseecssccsecsscssessscssesssesscssecsscesssstecsecsscessseneesees 108 About the Create or Edit Personal Conference Number page ssssssessssseesecseessssseeesssseeesecesees 109 About the Invite Attendees Ppage csssssssesssssssssessesssessscsscssscessssnceasssscssssuscsecsuecsessnseseeessessessnseseess 110 Questions about INVITING attendees 00 recssesssesseessesseecsssssccseccsccsnccsecsnccsecsuecsscsnecseesecssceseesseesses 111 About the Select Attendees page scssssssssssssssssssssssscssessscssessssssssscessssaccsssesccsscssessnseaesuscseesnseaeesssesees 112 About the Audio Only Meeting Information page HOSt ssssssssssssesssessecsssesssecs
218. eting Ifthe meeting s starting time is the current time click Start to start the meeting Ifthe meeting s starting time is after the current time click Schedule Chapter 4 Scheduling a Meeting 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 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 For details about granting scheduling permission to another user see Allowing another user to schedule meetings for you on page 92 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 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 the password
219. eting before its starting time and participants have already joined the meeting Join Lets you join the meeting in progress 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 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 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 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 Language link Click to open the Preferences page where you can select the time zone setting for your WebEx service Web site Time zone link 345 Chapter 23 Using My WebEx 346 Week Number link Week i0 Day link S The meetings you ho
220. eting window then automatically opens To return to the sharing window at any time In the Meeting window on the Sharing menu click a sharing option desktop remote computer application or Web browser Switching your attendee view Attendee only 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 click the Return to Meeting Manager icon The Meeting window then appears To return to a sharing window Do either of the following In the Application Share dialog box which appears in the Meeting window click Return Application Share Return to Application sharing In the Meeting window on the Sharing menu click the appropriate sharing option remote computer if available application desktop or Web Browser 269 Chapter 16 Sharing Software Annotating Shared Software Host or Start or stop annotation Presenter mode More on page 271 Use annotation tools More on page 272 Let an attendee use annotation More on page 273 Save annotations More on page 276 Participant Ask for permission to use annotation More on page 274 Use annotation tools More on page 272 Save annotations More on page 27
221. ference Number PCN account Chapter 5 Scheduling an Audio Only Meeting About the Create or Edit Personal Conference Number page How to access this page On the navigation bar click Host a Meeting gt Audio Only gt Teleconference On the Teleconference Settings page click Create Teleconference Account or Edit What you can do on this page Change the access codes for the host and attendees and change the phone numbers if this option is available to you Options on this page Host access code Attendee access code full speaking Attendee access code listen only Call in toll free number Call in toll number Show all global call in numbers Enter a different access code for the Audio Only meeting host to enter when he or she starts the meeting This code must be 8 digits in length Enter a different access code for attendees with full speaking access to enter when they join the Audio Only meeting This code must be 8 digits in length Enter a different access code for attendees with listen only access to enter when they join the Audio Only meeting This code must be 8 digits in length View or change if your account allows you to do so the toll free call in number View or change if your account allows you to do so the toll call in number Click the link to view or change if your account allows you to do so the global call in numbers 109 Chapter 5 Scheduling an Audio Only Meeting
222. ferring host role to 164 host role to attendee 164 to another attendee 164 transitions in shared presentations 232 True Color mode enabling for application sharing 289 420 U UCF checking system compatibility 4 UCF media files verifying that your computer can play 4 uninstalling Meeting Manager 3 unlocking shared remote computer 270 unmuting in Integrated VoIP conference 214 participant s microphone in Integrated VoIP conferenc 214 your microphone in Integrated VoIP conference 215 uploading files 364 recordings 373 to personal folders 364 user account obtaining 341 user profile editing 407 y video adjusting quality while sending 323 controlling full screen view 331 CUVC 321 333 options setting 324 overview 321 requesting from participant 327 sending 322 setting up 322 specifying frame rate 323 specifying which camera to use 323 taking snapshots 337 viewing 329 viewing images from multiple participants 330 viewing in a floating window 329 zooming in 330 zooming out 330 video camera connecting to computer 322 supported models 322 video files sharing a Web content 250 View Thumbnails tool overview 138 view tools Full Screen View tool overview 138 Standard View tool overview 138 Synchronize Displays for All tool overview 138 synchronizing views 275 View Thumbnails tool overview 138 Zoom In Zoom Out tool ove
223. folder so it appears on your Personal Meeting Room page Tip 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 For more information about your Personal Meeting Room see About your Personal Meeting Room on page 350 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 Login to your WebEx service Web site and then click My WebEx 2 Click My Files 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 355 Chapter 23 Using My WebEx My Training Recordings available only in Training Center
224. formation and options on the My Audio page see the topic About the My Audio page on page 400 For descriptions of the information and options on the Create Edit Personal Conference Number page see the topic About the Create Edit Personal Conference Number page on page 402 About the My Audio page 400 How to access this page On your WebEx service Web site click My WebEx gt My Audio What you can do here Add edit or delete a personal conference number PCN account View information about your existing PCN accounts Chapter 23 Using My WebEx Options on this page Personal Conference Number Account x Edit Delete Shows the numbers for your personal conference number PCN accounts With a PCN account you can use the same conference numbers for all your meetings including audio only meetings that you schedule on your WebEx service Web site or that you start instantly from a phone A PCN account also lets you specify the access codes that you want to use to start the teleconference and the access codes that you want attendees to use to join the teleconference For details about the information in a personal teleconferencing account see About the Add Edit Personal Conference Number page on page 402 Add new personal conference number PCN accounts or view and edit information about each of your PCN accounts Add account Opens the Create Personal Conference Number page on which you can
225. g This option is preset to Medium for an adjustable maximum frame rate of 15 fps frames per second for all attendees A setting of Maximum increases the maximum adjustable frame rate to 30 fps To control network congestion presenters only 1 Inthe Meeting window on the Video panel click the Options icon The Video Options dialog box appears 2 Select the Session Options tab 3 Move the slider switch down to limit bandwidth consumed and reduce the frame rate 4 Click OK To raise or limit the video frame rate and video resolution any meeting attendee 1 Inthe Meeting window on the Video panel click the Options icon The Video Options dialog box appears If you are a presenter click the Personal Options tab 2 Optional Change the video frame rate Limiting the frame rate reduces the number of video frames transported Increasing the frame rate speeds up this transmission rate A faster bandwidth requires more bandwidth 3 Optional Change the video resolution Video resolution is measured in pixels The higher the number of pixels transmitted the greater the resolution and bandwidth consumed 4 Click OK Using multipoint video 320 With multipoint video you can allow up to six participants with video cameras attached to their computers to send live video during a meeting To select participants to send live video 1 Make sure the video option for your meeting set to multipoint On the Meeting menu c
226. g 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 Access Anywhere Optional feature Lets you access and control a remote computer from anywhere in the world For more information about Access Anywhere refer to the guide Getting Started with Access Anywhere which is available on your WebEx service Web site 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 Address book Lets you keep information about your personal contacts on your WebEx service Web site Using your address book you can quickly access contacts when inviting them to a meeting User profile Lets you maintain your account information such as your user name password and contact information Also lets you specify another user who can Chapter 23 Using My WebEx schedule meetings on your behalf set options for your Personal Meeting Room page and manage scheduling templates Personal conference numbers Optional feature Lets you create personal conference number PCN accoun
227. g Privileges during a Meeting sesssssocesssoocesssocsessooocessooceesssosessssse 177 S lecting attende ES sssini esisi ierit eaen EErEE EEs ia ENERET SE EES E SEERNES 178 About Default privilege Si rrensen mnnn nennenanh cesar E RARE A 179 Granting or removing privileges cecssesssesseessesseessecsescsscssccsscssccssccsssssccsscsuscsscsuscsscssecsscesecsscesecescesses 179 Granting or removing Chat privileges ssssssssssssssseeeeseresssesssssssssssseossteeeseeesssssssnsssssssteesreresseesss 180 Granting or removing document privilegeS sseessessesserserssressssessessesssssssssssssesssessrrsereerrererere 181 Granting or removing VIEWING privilegeS sesssssssssessserrsserssssssssssssessstecseresssssssnssssessseesseresssrsss 182 Granting or removing meeting PLIVIIEGES seccscsescsesseecsecsseesncssecssessecssecsscsnecsecsecsseessesseesees 183 Chapter 12 Using WebEx Audio sssosessssocesssocsesssooeesssoceessoocesssoocesssoosessosocesssoceesssosessssse 185 Joining or leaving an audio CONFEFENCE secssecssssssccsesseccsessnccsecsnccsecssecsuccsessuecsecesscecesscescesscenecsseeseees 187 Using your telephone to join or leave an audio conference seeserserssrssrsssssessessssssssssss 188 Using your computer to join or leave an audio COnferenCe sssessessesseeseersereseesreseresreesses 191 Switching audio connection modes sssssssssssseeeeseeessssssssssssssseeesteresrsesssssssnssssssssteeereeesssesss
228. g a Meeting Meeting date Meeting time Attendees can join x minutes before the starting time Attendees can also connect to the WebEx teleconference Estimated duration Email reminder Recurrence 56 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 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 For more information about starting a meeting see Starting a scheduled meeting on page 84 If you allow attendees to join the meeting before the scheduled starting time you can also allow attendees to join in a teleconference before the meeting starts You set up the teleconference on the next page Enter the length of time you estimate that the meeting will continue The meeting
229. g 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 of meetings after which the meeting stops recurring 57 Chapter 4 Scheduling a Meeting Questions about setting the date and time for a meeting Does the meeting end automatically at the time I 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 I allow participants to join the meeting before the start time Participants can see the agenda 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 fo
230. gging in to and out of the WebEx service site on page 336 On the navigation bar click My WebEx Click My Profile Edit the information on the page When you are finished editing your user profile click Update For descriptions of the information and options on the My Profile page see About the My WebEx Profile page on page 390 Chapter 23 Using My WebEx Managing scheduling templates If you want to See get an overview of managing your About managing scheduling templates on scheduling templates page 397 view edit or delete a scheduling template Managing scheduling templates on page 397 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 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 To manage scheduling templates 1 Login to your WebEx service Web site For details see Logging in to and out of the WebEx service site on page 336 2 On the navigation bar click My WebEx 3 Click My Profile The My Profil
231. hare You do not need to select it or load it before the meeting Document and presentation sharing is ideal for presenting information that you do not need to edit during the meeting such as a slide presentation While sharing a document or presentation you can Draw on the screen More on page 133 Use a pointer to emphasize text or graphics More on page 133 Save it to a file More on page 235 Print it More on page 237 Display it at various magnifications in miniature thumbnails and in a full screen view More on page 132 Synchronize all participants displays with the display in your content viewer More on page 231 At any time during a meeting you can grant attendees privileges that allow them to annotate save print and display different views of shared presentations or documents At any time during a meeting you can grant attendees 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 To share a document or presentation 4 On the Share menu choose Presentation or Document The Share Presentation or Document dialog box appears 217 Chapter 14 Sharing Presentations Documents and Whiteboards 2 Select the doc
232. hare 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 For more information about setting up an integrated teleconference see About the Teleconference Settings page on page 58 How can I learn about the fields on the Meetings Options page Click the Help link in the top right corner of the Meeting Options page or review About the Meeting Options page on page 75 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 78 Chapter 4 Scheduling a Meeting Retu to Quick Schedule E Select pmaleges that you wart attendees to hae when meeting degns Respered ttormatinn Privileges C Save Sian cate tonsa C Print wosedocicwind E Ansotate E View attendee 5st i C View ttumbasis rater Amerens Control applicators wed browser or desktop remotely m E View any docomert Raps ation E View any page SS a Contact operator privately __ Agente amp Weicome Pascopart in private chat welt Pa Host EA Presenter EA Al attendees Serene gt Ame imme DECI axe 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
233. haring 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 Web content sharing Displays Web pages and lets participants experience media effects on Web pages including video and sound Lets participants interact with Web pages independently in their content viewers Does not display media effects or transmit sounds on Web pages Does not let participants interact with Web pages independently Does not let you guide participants to other Web pages 243 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 attendee 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 attendees 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 office has the infomation you need 245 Chapter 16 Sharing Software
234. hat 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 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 Status i or 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 Chapter 9 Managing Recorded Meetings 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 Play Now Clicking the button opens the Share My Recording window which allows you to send an email message to selected
235. have closed the Participants panel the following table shows you different ways you can be alerted Meeting window panel is minimized Recorder ull Polling Poll Questions a T COS g BaBecen gt 2 Participants gt Chat gt gill Polling Sgr ts Hos Ong riebe Meeting window panel is collapsed Full screen view panel is minimized Full screen view panel is collapsed Oraz Full screen view panel is minimized on a docked Meeting Controls Panel Full screen view panel is floating and 2 Participants 3 collapsed The panel remains in the alert status until you open and view the change 147 If you want to invite others to a meeting that is already in progress choose a participant to present documents or other information to meeting attendees appoint another participant as meeting host stop attendees from joining a meeting in progress distribute details about a meeting stop the meeting About managing meetings Managing a Meeting See Inviting attendees to a meeting in progress on page 150 Designating a presenter on page 156 Transferring the host role to another sales team member on page 157 Editing a message or greeting during a meeting on page 159 Sending a meeting transcript to participants on page 161 Ending a meeting on page 163 You can run a seamless and smooth meeting using the feat
236. he Information page you can access the properties of a folder or file C4 Indicates that the item is a folder 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 F Upload file Available only for files Click this icon to open the File Upload page on which you can select up to three files at a time to upload to a specified folder T Download file Available only for files Click this icon to 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 E 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 361 Chapter 23 Using My WebEx 362 Shared Select All Clear All Delete Copy Move Specifies the sharing settings for a folder that is how others who visit your Personal Meetings Room can access your folder and its files R Read only Visitors to your Personal Meeting Room can view the list of files in
237. he Name box type a new name for the file or folder 4 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 Open the My Documents page For details see Opening your personal folders documents and files on page 355 2 In the Search For box type all or part of the file s name or description 3 Click Search A list of any files or folders that contain the search text appears 359 Chapter 23 Using My WebEx 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 1 Open the My Documents page For details see Opening your personal folders documents and files on page 355 Locate the file that you want to download Under Action click the Download button for the file that you want to download T 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 Open the My Documents page For details se
238. he entire series To set up a recurring meeting 1 2 6 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 For details information about the other pages in the Advanced Scheduler see Page by page guide to the Advanced Scheduler on page 50 When you have finished scheduling your meeting click Schedule or Start 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 pass 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 spe
239. he meeting number which the attendee must provide if your meeting is unlisted and he or she joins the meeting from your meeting service Web site instead of clicking the link in the email message Tip If you invite attendees by another means such as by phone and your meeting requires a password remember to provide the password to attendees To invite attendees to a meeting in progress using your local email program 1 In the Meeting window on the Participant menu choose Invite gt Use Your Local Email Program You see a new email message with information about your meeting A link that the attendee can click to join the meeting The meeting password if you specified one Teleconferencing information if your meeting includes an integrated teleconference The meeting number which the attendee must provide if your meeting is unlisted and he or she joins the meeting from your meeting service Web site instead of clicking the link in the email message 133 Chapter 8 Managing a Meeting 2 In the To box type the email address of each person you want to invite 3 Click Send Tip If you invite attendees by another means such as by phone and your meeting requires a password remember to provide the password to attendees Inviting participants by phone to a meeting in progress 154 You can invite participants by phone to a meeting in progress To invite participants by phone 1 Call the attendees 2 Provide the
240. hether you are setting up an Audio Only meeting on someone s behalf and the email address of that person 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 Define a topic for the Audio Only meeting Specify whether this Audio Only meeting is listed on the meeting calendar Set the meeting password if required Select tracking codes if your administrator has set them up Chapter 5 Scheduling an Audio Only Meeting Options on this page Schedule for Meeting topic Listed on calendar Meeting password Confirm password Tracking codes Schedule an Audio Only meeting on someone else s behalf Select that person s name in the drop down list You see this option if you have permission to perform this task for at least one other user and only after that user has granted you permission by using the Scheduling permission option on his or her My Profile page Enter the topic or a name for the meeting List this Audio Only meeting on the meeting calendar To enhance meeting security you can opt not to list it on the meeting calendar Just remove the check mark from this option to Hide information about this Audio Only meeting such as its host topic and starting time Help prevent unauthorized access to the meeting Require participants to enter the password you specify here to view details about this meet
241. hoose Options then select Multipoint Chapter 21 Sending and Viewing Video 2 In the Meeting window display the Video panel If the panel is closed or minimized click the Video button in the Meetingwindow or the Video icon on the icon tray in sharing mode 3 Click the icon at the top of the panel for the number of video displays you want to display You can display video from up to six meeting participants with webcams at one time Y EM Video Click to select the number of video displays you want to see one two four or six 4 Inthe drop down list below the video image select a participant Use the drop down lists to select video streams from participants System requirements for viewing multiple video images Some network and system requirements are more stringent when using multiple video images in a meeting than for single point video Make sure you and those viewing the video have equipment that meet these added requirements CPU with at least 1 7 GHz of computing power 128 MB RAM 321 Chapter 21 Sending and Viewing Video T1 network connection Note Asynchronous DSL and cable modem connections may not provide enough bandwidth to run multipoint video Viewing live video In the Meeting window open the Video panel Meeting Manager begins sending video immediately Note Ifthe multipoint video option is turned on for the meeting you can view up to six video images at once on your Vide
242. ial 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 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 Chapter 4 Scheduling a Meeting Attendees 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 Send a copy of the Receive a copy of the invitation you are sending to atten
243. ice 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 367 Chapter 23 Using My WebEx 3 Click Modify Download ag Modify L Disable se Be assign ka Delete What you can do here Edit general information about a recording including the topic and description 1 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 provide to view the recording Confirm password Confirm the password that users must provide to view the recording 368 Chapter 23 Using My WebEx Playback control options Panel Display Options Recording Playback Range Include NBR player controls 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 th
244. ich 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 Attendees can view the text once you finish typing it and click your mouse in the content viewer 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 click the downward pointing arrow Clicking this button closes the Rectangle tool 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 133 Chapter 7 Understanding the Meeting Window Annotation Color Pr Eraser oP Sharing information 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 You can
245. icipant can request to speak Once a participant requests to speak Meeting Manager places the participant in the speaker queue as indicated by a number to the right of the Integrated VoIP symbol For example 2 Emily Takara The number next to a participant s name indicates that O Wanda Berstein participant s position in the speaker queue Richard Chen n 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 For details see Allowing a participant to speak in an Integrated VoIP conference on page 206 Once you pass the microphone to a participant Meeting Manager removes the participant from the speaker queue and then renumbers the remaining participants For example speaker 2 in the queue becomes speaker 1 Setting Integrated VolP conference options 210 Use the Audio Setup Wizard to specify your audio equipment and set optimal volume levels You can specify whether you are using speakers and a separate microphone or a headset with an integrated microphone ensure that your microphone and speakers are set to their optimal volume levels Use the Volume dialog box to adjust the volume for your speakers or microphone at any time To set Integrated VoIP conference options On the Audio menu choose one of these options and follow the directions Audio Setup Wizard Integrated VoIP gt V
246. ider up or down to These oplles appear ony adjust the following for all other participants video cameras for presenters if the multipoint video option is turned on Maximum resolution The resolution of the video image that participants cameras send A higher resolution produces clearer video images but uses more resources on the computers of participants who are sending video images and uses more bandwidth for all participants Internet connections Frames per second A higher frame rate produces faster video but uses more resources on the computers of participants who are sending video images and uses more bandwidth for all participants Internet connections Personal Options Video frame rate Using the slider adjust the number of video frames per second that your camera sends Or type a number in the box For single point video you can specify a rate of 0 to 10 frames per second For multipoint video you can specify a rate of 0 to 30 frames per second A higher frame rate produces faster video but uses more resources on your computer and bandwidth for your Internet connection Chapter 21 Sending and Viewing Video Video resolution Select the resolution of the video image that your camera sends A higher resolution produces clearer video images but uses more resources on your computer and bandwidth for your Internet connection Capture device If more than one video camera is attached to your computer select whi
247. ils button Thumbnails of all pages or slides in the selected document presentation or whiteboard appear in the thumbnail viewer in the left column Audio Participant Meeting Help A OS z Quick Start Y Info Notes Adding Comments _samplespreadsheet sample D T O2 m a iia Goals for Next Quarter o 4 sie 4 Ne is LL RN Na A ON ett ens tants E E a OO atnan gee 3 Optional To display any page or slide in the content viewer double click its miniature in the thumbnail viewer Note Attendees 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 230 Chapter 14 Sharing Presentations Documents and Whiteboards To close the thumbnail viewer On the content viewer toolbar click the Standard View button Standard View button Synchronizing attendees views of slides pages or whiteboards You can synchronize the display of a shared page slide or whiteboard in all attendees content viewers with the display in your viewer Once you synchronize displays the page slide or whiteboard in attendees content viewers appears at the same magnification as in your content viewer To synchronize attendees views of slides pages or whiteboards On the content viewer toolbar click the Standard View button o f
248. 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 173 10 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 In the meeting window on the Edit menu choose Preferences The Preferences dialog box appears 2 Click the Participants tab 3 Under When a participant select the check box for each action for which you want to play a sound 4 Select a sound using one of these methods In the drop down list for each selected action choose a sound to play By default the drop down list contains the names of all sound files that reside at the default location on your computer Click Browse and then select a sound file that resides in another folder 5 Optional To play the currently selected sound click the button da 6 Click OK 175 Chapter 10 Assigning Sounds to Participant Actions 176 Granting Privileges during a Meeting Once a meeting starts all attendees are automatically granted meeting privileges either by host specification or by default Ifthe host scheduled the meeting and specified attendee privileg
249. individual attendee To choose all attendees select All Attendees an individual attendee expand All Attendees and then select the attendee s name For instructions on granting privileges to attendees see Granting privileges on page 179 178 Chapter 11 Granting Privileges during a Meeting 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 an attendee Chat all chat privileges More on page 180 View participant list More on page 182 Meeting control shared applications web browser or desktop remotely More on page 183 Granting or removing privileges To grant participant privileges during a meeting 1 In the Meeting window on the Participant menu choose Assign Privileges The Attendees Privileges dialog box appears Grant or 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 reset to the preset meeting privileges click Reset to Meeting Defaults Click Assign 179 Chapter 11 Granting Privileges during a Meeting Granting or removing Chat privileges 180 As host you can grant or remove chat privileges for one or more attendees To grant or remove a chat privilege Comenunicate P
250. indows 2000 XP 2003 Vista Microsoft Internet Explorer 6 0 SP1 or 7 0 or Firefox 2 0 or 3 0 Intel x86 Pentium 400MHZ or compatible processor JavaScript and cookies enabled in the browser To install WebEx Productivity Tools 1 Login to your WebEx service Web site 2 Click My WebEx gt Productivity Tools Setup on the left navigation bar The Productivity Tools Setup page appears 3 Click Install Productivity Tools The File Download dialog box appears 4 Save the installation program to your computer The name of the installation file has an msi extension 121 Chapter 6 Setting Up a One Click Meeting 122 5 Run the installation file and follow the instructions 6 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 Note System administrators can also perform a mass installation for computers at their site For more information see the IT Administrator Guide for Mass Deployment of WebEx Productivity Tools at http support webex com US PT wx_pt_ag pdf http support webex com US PT wx_pt_ag pdf After you have logged in the WebEx One Click panel and shortcuts appear For instructions about using the One Click panel and shortcuts see the WebEx One Click User s Guide The Help in the WebEx One Click panel also provides detailed information about how to use the One Click p
251. ing 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 page 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 Designate one or more invited attendees as alternate hosts Chapter 4 Scheduling a Meeting Options on this page Address book New Contact Search Invite as Remove 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 co
252. ing administrator Standard Templates Meeting 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 For details about fields on each page see Page by page guide to the Advanced Scheduler on page 50 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 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 o My Templates Customer meeting Department meetin Then click Save Vendor meeting Note You have not changed the original template Template name Team meeting I Save as a standard template Save Cancel 89 Chapter 4 Scheduling a Meeting 90 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 time 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 template with similar setti
253. ing menu 2 On the menu that appears choose Views gt Restore View for Attendees Chapter 16 Sharing Software 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 attendees views of the software with your view Synchronizing views of shared software ensures that the sharing window appears as the active window on attendees screens For example if an attendee has minimized the sharing window or moved another window on top of it the sharing window becomes the active window when you synchronize views Note Synchronizing views has no effect on the size in which the shared software appears on attendees screens Attendees can control the size of their views independently To synchronize your view with attendees On the Meeting Controls Panel click the down arrow the last button on the panel and then choose View Then choose Synchronize for All GS Recorder Float All Panels Manage Panels Audio Full screen For Participants Synchronize For All Meeting Options Dock Meeting Controls Controlling your view as an attendee Attendee 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
254. ing or join it 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 Audio Only meeting receives an invitation email message that includes the password unless you specify 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 103 Chapter 5 Scheduling an Audio Only Meeting Use this option To 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 Questions about required information for setting up an Audio Only meeting Why set up an unlisted meeting You can prevent a scheduled Audio Only meeting from appearing on the meeting calendar and any other publicly accessible pages on your Meeting Center Web site by specifying that the meeting is unlisted Visitors to these public pages cannot view de
255. ing remote computer sharing Host or Presenter only You can stop sharing a remote computer during a meeting at any time Once you stop sharing a remote computer the Access Anywhere Server disconnects your local computer from the remote computer The remote computer remains logged into the Access Anywhere Server so you can access it again at any time Before you stop remote computer sharing To ensure your privacy and the security of your remote computer do one of the following Close any applications that you started during the sharing session Ifthe remote computer is running Windows 2000 and you have administrator rights on the computer log off from or lock the computer To access these options on the computer send a Ctrl Alt Del key combination to the remote computer More on page 262 Specify a screen saver password and set the screen saver to appear after short period of inactivity for example 1 minute Shut down the computer if you do not plan to access it again remotely To stop remote computer sharing On the Meeting Controls Panel click Stop Os Teet al Sharing stops and you return to Meeting Manager Managing a shared remote computer Host or Presenter only While sharing a remote computer during a meeting you can manage the remote computer by setting options and sending commands Options you can set Disable or enable the keyboard and mouse on the remote computer More on page 26
256. ing 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 Chapter 4 Scheduling a Meeting About the Registration page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting gt Registration g SteAdeunCremed Require attendee registration Ottan Getaded amendes information Fist Name Last Name Emai Q CiJeb Tite O Company Name Dasdeess 1 imie Attendees ClAdsress 2 Dicey OState a C DP Posta Cote O Cosrerpiregeen Office Phone O Pogson Ofsi z Aupen A Viele omw Pl Automatically accept aff registration requests hae ino a cole DECO EI What you can do on this page registration form Determine whether attendees must register to attend a meeting If attendees must register select which information attendees must provide on the Accept registration requests automatically Options on this page Set options using template Registration 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
257. ing window Press 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 bottom right corner of your Meeting window Speak Now 207 Chapter 13 Using Integrated VoIP Conferences Simply speak into your microphone Tip Before you join an Integrated VoIP conference you can use the Audio Setup Wizard to select your speaker setup For details see Setting Integrated VoIP conference options on page 210 Muting and unmuting microphones in an Integrated VoIP conference The following table illustrates how to quickly mute and unmute microphones in a conference depending on your user role If you want detailed instructions click More by the task description You can mute or unmute your own microphone at any time More on page 209 Participant mute all attendees microphones More on page 208 mute or unmute a specific participant s microphone More on page 208 Participant mute or unmute your own microphone at any time More on page 209 Muting and unmuting participant microphones Host and presenter only In an Integrated VoIP conference you can mute or unmute one or more participant microphones 208 Chapter 13 Using Integrated VoIP Conferences To mute or unmute a specific participant s microphon
258. ings list on page 337 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 For details about the options on the My WebEx Meetings page see About the My WebEx Meetings page on page 339 About the My WebEx Meetings page 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 339 Chapter 23 Using My WebEx 340 Options on this page Go To My Personal Meeting Room Start a One Click Meeting Daily Weekly Monthly All Meetings Refresh Go to your Personal Meeting Room page Your Personal Meeting Room page li
259. io 337 Opening your meetings listansa iieii iaid Eti ieai 337 Maintaining your scheduled meetings list cssssssssscsccsssesseccsscsssecsseessecsecsseecseecsecsecsseessees 339 About the My WebEx Meetings page sssscssssssesssecssecssscsnsscseccsscesuccssscesscesscensessecsseesseesseeesseess 339 About the My WebEx Meetings page Daily tab sssssssssssssssssessersereseseeeeereseeeseeeneesssnsesssssse 341 About the My WebEx Meetings page Weekly tab sssssssssssessssseeseeesereereereeseesssessessssssssssesseese 343 About the My WebEx Meetings page Monthly tab eessssssssssseccsecsssccssecsssesssessseeseeeseeess 345 About the My WebEx Meetings page All Meetings tab sssssssssccssecssecssesssescsseeseeess 347 Maintaining Your Personal Meeting Room Page seesssssssssssssssssossteeeseeesssssssnsssessseecereresssrsssessssss 349 About your Personal Meeting ROOM Page sssssecssecssesssscssccscsssccssscesscesscessecsscesseesseeeseeeseeess 350 Xvi Viewing your Personal Meeting ROOM Page sssssssssssecseesnecsseccsccssccsnecesscesscessceneeesseessserses 350 Setting options for your Personal Meeting ROOM page ssssssccssecssecseecsseesseccsecesecseeesnees 351 Sharing files on your Personal Meeting ROOM page sscssesssscssescssscnsecnsecssessecseesseecseeseees 352 Using Access Anywhere My Computers ssssscssssssscsssssssssssesssesssessusessscesscessccssccescceaseesseeseeeseeeseeess 353 About the
260. ion about a scheduled meeting on page 16 Adding a meeting to your calendar program on page 19 Registering for a meeting on page 13 Chapter 2 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 in an instant message or paste into an email message If the host has given you just the meeting number you have a couple of ways to join the meeting For details see Joining a meeting using the meeting number on page 11 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 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 Meeting password Enter the meeting password 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 Chapter 2 Joining a Meeting 2 3 Cisco webex Connect File Edit View Help Archive Recent
261. ions 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 meetings and saved as a template For more details about creating and editing templates see Using meeting templates on page 87 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 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 WebEx Communications Chapter 4 Scheduling a Meeting Use this option To 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 s
262. ions on a shared remote COomMputer ssssssssssssessessssssssesrrrsresse 256 Stopping remote computer SHA LING csesssesssesseessecseecsessscssecsscesecssccsncssecsscesecsnecscsnecseeessesseesees 257 Managing a shared remote cCOomMputer cessssssssssesssessscssecsssssecssscssccsscsscesscenccasceaccsscsascsuecsscsucesscsnecses 257 Reducing the screen resolution for a shared remote COmMpuUter ss ssssssssessessessessssssessssss 259 Disabling and enabling the keyboard when sharing a remote computer eesseeees 260 Adjusting the size of the view of a shared remote COomMputef essssssssssessessssssssssssssssessesse 261 Hiding the contents on a shared remote computer s screen s sessesssrsssssrrsrssessessesssssssssssss 262 Sending a Ctrl Alt Del command to a shared remote computer sssssssssessssssssssessreseeree 262 Selecting an application on a shared remote computer essecssssseessecseecsecseecsssseeseeeseesees 263 Controlling views Of shared software ssssssssscssscsscsscccsscsseccssessscessesssccsuecesecessccssccsnccescesseeeseecensesees 264 Pausing and resuming software sharing ecssesssesseessecseessecscssecescssecencssnceascssccscssccsecsnecsesseeses 265 Controlling full screen view of shared software eesssssssssssssssssossceccseeessssssssssssssseessrereseress 266 Synchronizing views Of shared software ssscsssscsssccsesecssecsenscesessenseceenscenssessseesenecesseeessersene 267 Con
263. ister for page where you can enter the required information to register for the meeting Indicates that this is an Audio Only meeting Host only Click to start your meeting Host only Click to end your meeting 33 Chapter 3 Using the Calendar About the Monthly view 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 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 4 Click the Previous Month icon to display a list of meetings for the previous month gt 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 LS 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 Time zoneiink zone setting for your Meeting Center Web site Week link Opens the Weekly view which shows the scheduled Week18 meetings for each day of the selected week Day link Opens the Daily view which shows the scheduled meetings 4 for the selected day Appears on the calendar to indicate that one or more meetings are scheduled on that day
264. ither 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 22 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 month To open a calendar 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 Chapter 3 Using the Calendar 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
265. 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 the 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 user name 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 Chapter 4 Scheduling a Meeting To start a scheduled meeting from your meeting list on your Meeting Center Web site 1 Login to your Meeting Center Web site 2 On the navigation bar click My WebEx The My Meetings page appears displaying a list of each meeting that you have scheduled 3 In the meeting list under Status click one of the following Start 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 Starting a meeting from your iPhone A meeting do
266. k box To remove a privilege clear its check box To reset to the preset meeting privileges click Reset to Meeting Defaults Click Assign Chapter 14 Sharing Presentations Documents and Whiteboards Content viewer tools Bay City Project Overview Welcome Introductions Project Plan Milestones Questions Next Steps ar a poma c r_a 3 The tools on the content viewer toolbar allow you to share and perform actions on presentations documents and whiteboards annotation toolbar Select a drawing tool for directing attention onscreen using pointers a highlighter or drawing a shape More on page 133 Sharing toolbar Use these tools to share applications documents your desktop or a white board More on page 134 Viewing toolbar Change to full screen rotate pages zoom in or out using these tools More on page 132 213 Chapter 14 Sharing Presentations Documents and Whiteboards Changing views of shared content You can switch views in the content viewer by clicking the viewing icons in the bottom left corner of the content viewer Homa c r 4 98 View tools Standard View View Thumbnails Full Screen View Rotate page Zoom In Zoom Out Synchronize Displays for All 214 Clicking Standard View displays the shared content as you would normally view it To display thumbnails or miniatures of shared pages slides or
267. l Contacts list appears Click Add Contact The Add Contact page appears 377 Chapter 23 Using My WebEx Full name required Email address required Company Job title URL if known Phone number Count Region Amaorcitycode Number Extension F Phone number for mobile device Country Region Amaorcitycode Number Extension o Fax number Count Region Amea orcity code Number Extension 1 Address 1 o Address2 cy OCS State Province ZIP Postal code C Country Region LoS User name ae if known Notes Add Cocal f 4 Provide information about the contact 5 Click Add For descriptions of the information and options on the New Contact page see About the New Edit Contact page on page 379 378 Chapter 23 Using My WebEx 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 personal address book Options on this page Full name Email address Language Company Job title URL Phone number Phone number for mobile device Fax number Country Code Area or city code Number Extension Address 1 Address 2 State Province ZIP Postal code Enter the contact s first and last name Enter the contact s em
268. l for advancing pages do one of these click the up or down buttons to increase or decrease the interval type a specific time interval 223 Chapter 14 Sharing Presentations Documents and Whiteboards Automatically Advance Pages Optional To restart page or slide advancement once all pages or slides are Advance to next page every o 00 displayed select the Return to beginning and continue advancing pages check M Return to beginning and continue advancing pages box Start Cancel 4 Click Start 5 Optional Close the Automatically 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 To stop automatic page or slide advancement 1 Ifyou 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 224 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 information about ch
269. l message that you received after you scheduled the meeting or from your list of meetings in My WebEx To edit a meeting from the confirmation email message 1 Open your confirmation email message and then click the link to view your meeting information The Audio Only Meeting Information page appears 2 Click Edit 3 Make changes to the meeting details For details about the information requested on any page click the Help button in the upper right corner of the page 4 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 5 Ifa message box appears click the appropriate update option and then click OK The Audio Only Meeting Information page appears You receive a confirmation email message that includes information about the changes that you made to the meeting 6 Optional If you added the meeting to your calendar program such as Microsoft Outlook on the Meeting Updated page click Add to My Calendar To edit a scheduled meeting from your list of meetings on your Meeting Center Web site 1 Login to your Meeting Center 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 Chapter 5 Scheduling an Audio Only Meeting In the list of meetings under Topic click the topic for the meeting Click Edit Make changes to the mee
270. lay the 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 Attendees can view the text once you finish typing it and click your mouse in the content viewer 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 click the downward pointing arrow Clicking this button closes the Rectangle tool 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 215 Chapter 14 Sharing Presentations Documents and Whiteboards Sharing information 216
271. lder to another folder change information about files or folders including their names or descriptions search for files or folders in your personal storage space for files download files in your personal storage space to your computer share or publish files in your personal folders on your Personal Meeting Room so others can access them remove files or folders from your personal folders About maintaining files in your folders on page 355 Opening your personal folders documents and files on page 355 Adding new folders to your personal folders on page 356 Uploading files to your personal folders on page 357 Moving or copying files or folders in your personal folders on page 358 Editing information about files or folders in your personal folders on page 358 Searching for files or folders in your personal folders on page 359 Downloading files in your personal folders on page 360 Sharing files on your Personal Meeting Room page on page 352 Deleting files or folders in your personal folders on page 360 Chapter 23 Using My WebEx 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
272. le bar of the application that you no longer want to share click the Stop button Geca EE Tip You can temporarily pause Web browser sharing rather than stopping Web browser sharing For details see Pausing and resuming software sharing on page 21 on page 265 252 Chapter 16 Sharing Software Sharing a remote computer A presenter uses remote computer sharing to show all meeting attendees a remote computer Depending on how set up the remote computer is set up the presenter can show the entire desktop or just specific applications Remote computer sharing is useful to show attendees an application or file that is available only on a remote computer Attendees can view the remote computer including all the presenter s mouse movements in a sharing window on their screens As presenter you can share a remote computer during a meeting if You have installed the Access Anywhere Agent on the remote computer You logged in to your Meeting Center Web site before joining the meeting if you are not the original meeting host For information about setting up a computer for remote access refer to the Access Anywhere User s Guide Tasks related to sharing a remote computer Start sharing a remote computer More on page 254 Manage how and what attendees view on the shared remote computer pausing changing to full screen view and so on More on page 264 Change settings on a remote computer while sharing it More
273. ly controlling shared software 287 remote application sharing 276 remote computer sharing 265 remote control 287 remote desktop sharing 276 Web browser sharing 261 276 whiteboard sharing 230 streaming audio sharing as Web content 250 streaming video sharing as Web content 250 Summary Usage report description 416 Summary Usage report CSV file description 416 switching as attendee between sharing window and main window 277 Synchronize Displays for All tool overview 138 synchronizing attendees content viewers 240 view of pages 248 view of slides 248 view of whiteboard 248 419 views of shared software 275 system requirements Meeting Manager 2 T taking notes as single note taker 316 meeting minutes 316 personal 316 specifying options 312 taskbar icon shortcut 128 teleconference only meeting starting 413 templates scheduling about managing 407 testing your participants about Video CUVC 321 333 Text tool overview 139 thumbnails viewing shared documents 238 shared presentations 238 shared whiteboards 238 time zone 28 selecting on meeting calendar 28 time zone for site setting 407 timer displaying during polling 300 tips for sharing software effectively 290 titles of slides viewing while sharing 230 Tools panel for shared software descriptions of tools 280 tools annotation using on shared software 280 trans
274. m of the Participants panel click Audio The Audio Conference dialog box appears 2 Doone of the following Click Switch to Using Phone to be called at the displayed number Select a different number from the dropdown list then click Switch to Using Phone Select Call me at a new number from the dropdown list enter the number then click Switch to Using Phone Chapter 12 Using WebEx Audio Note If prompted click OK to allow your computer connection to be dropped after your telephone connection is established Select I will call in from the text box dropdown menu More on page 188 After you are connected by phone the icon next to your name on the Participants panel changes from a headset to a phone To switch from your phone connection to a computer connection 1 Do one of the following On the Audio menu choose Join Audio Conference At the bottom of the Participants panel click Audio The Audio Conference dialog box appears 2 In the Audio Conference dialog box click the down arrow beside Use Computer Headset 3 Click Switch to Using Computer Note If prompted click OK to allow your telephone connection to be dropped after your computer connection is established You are connected to the audio conference via your computer A headset icon appears next to your name on the Participants panel Inviting a contact to join by phone Host only You can invite a contact to join the audio conference
275. m this page Lets you upload a new recording Add Recording For details see Uploading a recording file on page 365 and About the Add Edit Recordings page on page 367 B Indicates that a recording is password protected Uploading a recorded meeting file 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 For instructions on editing a recording see Editing information about a recording on page 365 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 169 Chapter 9 Managing Recorded Meetings To upload a recording file 1 2 3 Go to the My Recorded Meetings page For details see Click Add Recording On the Add Recorded Meeting page enter information and specify options For details about what you can do with each option on the Add Edit Recorded Meetings page see About the Add Edit Recorded Meetings page on page 171 Click Save Editing information about a recorded meeting 170 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 o
276. mote computer s screen resolution to its original setting at any time during a remote access session To reduce the screen resolution on a remote computer On the Meeting Controls Panel select the down arrow button it is the last button on the Meeting Controls Panel Then choose Reduce Screen Resolution to Match This Computer GB Recorder Float All Panels Manage Panels Audio gt View gt Meeting Options Make Screen Blank Disable Keyboard and Mouse Reduce Screen Resolution to Match This Computer Send Ctrl Alt Del Share Remote Application Dock Meeting Controls 1 Note If you reduce the screen resolution a remote computer during a sharing session the Access Anywhere Agent restores the resolution to its original setting once you end the session You can specify whether or not the remote computer s screen resolution is reduced automatically once you connect to the computer remotely For details refer to the Access Anywhere User s Guide 259 Chapter 16 Sharing Software Disabling and enabling the keyboard when sharing a remote computer 260 Host or Presenter only While sharing a remote computer you can disable the keyboard and mouse on the remote computer thereby preventing anyone from using the computer while you are accessing it remotely You can re enable a remote computer s keyboard and mouse at any time To disable or enable a remote computer s keyboard and mouse
277. n about the fields on the Attendee Privileges page Click the Help link in the top right corner of the Attendee Privileges page or review About the Attendee Privileges Page on page 78 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 Ifyou 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 For more details about creating and editing templates see Using meeting templates on page 87 When you have finished making changes click Schedule or Start 81 Chapter 4 Scheduling a Meeting Managing and maintaining your scheduled meetings You can easily invite more participants to a scheduled meeting change the day or time or even add the meeting to your calendar program If you want to See add a scheduled meeting to your calendar Adding a scheduled meeting to your calendar program on page 82 make changes to a scheduled meeting Editing a scheduled meeting on page 83 start a scheduled meeting Starting a scheduled meeting on page 84 cancel a scheduled meeting Canceling a scheduled meeting on page 86 Adding a schedule
278. n audio conference an indicator appears next to your name in the Participants panel to show how you are currently connected to the audio conference amp Jane Smith Host In a teleconference the Audio device indicator appears as a telephone Q Mariah n In an Internet audio conference the Audio device indicator appears as a headset 187 Chapter 12 Using WebEx Audio Using your telephone to join or leave an audio conference 188 After you join a meeting the Audio Conference dialog box appears automatically When you use your telephone to participate in the audio portion of the meeting you can call in or receive a call back Call back receive a call at a valid number you provide or at number that is already stored in your user profile A valid number must contain the area code and the seven digit local telephone number Call in call in from your phone to a number your host provides Chapter 12 Using WebEx Audio The Audio Conference dialog box appears automatically To receive a call back In the Use Phone pane of the Audio Conference dialog box do one of the following a Click Call Me to receive a call at the number displayed Select an option to join this audio conference a Select another number from the Use Phone 1 4085667455 Office dropdown list of available numbers then click Call Me oee Me Select Call me at a new number from the dropdown list type a valid number
279. n is not available for Cisco Unified MeetingPlace users Select Attendees Edit Attendees Open the Select Attendees page You can select contacts in your personal address book to invite 110 Chapter 5 Scheduling an Audio Only Meeting to the meeting f you clicked the Select Attendees button under Attendees with Full speaking access attendees you add will have permission to speak once they join the meeting If you clicked the Select Attendees button under Attendees with listen only access attendees you add here will be muted when they enter the meeting You can unmute an attendee at any time You can also add a new contact to your address book and then invite that contact to your meeting Questions about inviting attendees What is an alternate host When inviting attendees to an Audio Only 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 CenterWeb site Once you invite an attendee to an Audio Only meeting as an alternate host the attendee receives an invitation email message that provides information about acting as the alternate host Your Audio Only meeting appears on the alternate host s My WebEx Meetings page Important Be sure to assign any alternate hosts full speaking access to this Audio Only meeting 111 Chapter 5 Scheduling
280. n the meeting window on the Participant menu choose Invite gt by SMS 2 The Invite By SMS dialog box appears s Text Message Invitation Select the users that you would like to receive the SMS invitation and press Add If the user is not in your contacts simply type thair mobile number in the field below Your mobile contacts SMS recipients aa Look up contacts 16505555555 16505555555 Add gt gt Or type a mobie phone number Urited ates of America 8015555555 153 Chapter 8 Managing a Meeting 3 Select a participant from your mobile contact list or type a mobile phone number 4 Click Add to add each participant to the SMS recipients list 5 Click Send to send the invitation to all numbers in the SMS recipients list 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 Designating a presenter 156 As the meeting host you are initially the presenter as well However during a meeting you can designate any meeting attendee as the presenter You can also reclaim the presenter role or change the presenter at any time Caution Changing the presenter discontinues any application or Web browser sharing session currently in progress However any documents presentations or whiteboards that the current p
281. nal 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 Chapter 4 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 For more information about creating UCF multimedia presentations refer to the guide Getting Started with WebEx Universal Communications Toolkit which is available on your Meeting Center Web site 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 For more information about setting this option for a UCF media file refer to the guide Getting Started with WebEx Universal Communications Toolkit which is available on your Meeting Center Web site How can I learn about the fields on the Agenda amp Welcome page Click the Help link in the top right corner of the Agenda amp Welc
282. ncing service or internal teleconferencing system and provide instructions for joining teleconference when setting up a meeting Your instructions automatically appear in a message box when a participant joins the meeting 61 Chapter 4 Scheduling a Meeting 62 What are the system requirements for VoIP To use VoIP ensure that your computer meets the following system requirements A supported sound card For a current list of supported sound cards refer to the Frequently Asked Questions page on your Meeting Center Web site You can access this page from your site s Support page Speakers or headphones Microphone if you want to speak during the conference Tip For better audio quality and greater convenience use a computer headset with a high quality microphone When should I include VoIP Your meeting includes remote attendees who do not want to be charged for long distance phone calls Your meeting will not involve much interaction for example attendees will listen to a presentation instead of engage in a discussion You want to minimize the voice conferencing costs for the meeting Check that your computer has the minimum system requirements for VoIP For details see About the Teleconference Settings page on page 58 What is a dual mode voice conference and when should I use it You can set up a dual mode voice conference for a scheduled or instant meeting that is a voice conference that includ
283. ndees join the meeting check box The message or greeting automatically appears once the attendee joins the meeting 3 Type a message or greeting in the Message box A message or greeting can contain a maximum of 255 characters 159 Chapter 8 Managing a Meeting 4 Click OK Note Attendees 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 attendees who have been invited to the meeting but have not yet joined it To restrict access to a meeting 1 In the Meeting window on the Meeting menu choose Restrict Access Attendees can no longer join the meeting 2 Optional To restore access to the meeting on the Meeting menu choose Restore Access Removing an attendee from a meeting The meeting host can remove an attendee from a meeting at any time To remove an attendee from a meeting 1 In the Meeting window open the Participants panel 2 Select the name of the attendee whom you want to remove from the meeting 3 On the Participant menu choose Expel A confirmation message appears in which you can verify that you want to remove the attendee from the meeting 4 Click Yes The attendee is removed from the meeting Tip To prevent an expelled attendee from rejoining a meeting you can restrict
284. ne or more customized Info tab templates for your meeting service 71 Chapter 4 Scheduling a Meeting Use this option Automatically share presentation or document once a participant joins the meeting Browse Delete Start automatically 72 To 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 Bein the 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 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 A
285. nformation 393 alerts new chat message 153 on panels 153 participants arriving 153 participants leaving 153 poll 153 published notes 153 Raised Hand indicator 153 animations in shared presentations 232 annotating shared software requesting control 282 using annotation tools 280 Annotation Color tool overview 139 annotation control of shared software requesting from present 282 annotation mode for shared software starting 278 stopping 278 annotation tools for shared software descriptions 280 annotation tools for shared documents Annotation Color tool 139 Eraser tool overview 139 Highlighter tool overv 139 Line tool overview 139 Pointer tool overview 139 Rectangle tool overvie 139 Text tool overview 139 annotations on shared documents 409 clearing 240 annotations on shared documents selecting font 240 answering polls letting attendees make 281 making 278 overview 278 stopping 278 283 taking screen capture 284 using tools 280 application sharing See also application shared 255 overview 255 pausing and resuming 273 starting 255 stopping 258 application shared See also software shared 255 closing and reopening attendee window 276 controlling full screen view 275 ensuring good imaging of color 289 requesting annotation control 282 requesting remote control 285 resizing view 275 showing multiple to
286. nformation related to meeting times For details see About the Date amp Time page on page 55 Chapter 4 Scheduling a Meeting Click Teleconference Set up a voice conference for the meeting Select the type of voice conference call back or call in Also you can include VoIP as well as the traditional teleconference For details see About the Audio Conference page on page 58 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 For details see About the Registration page on page 67 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 For details see About the Agenda amp Welcome page on page 70 Click Meeting Options Select the meeting options you want to be available to all participants during the meeting You can als
287. ng About the Teleconference Settings page How to access this page On the left navigation bar click Host a meeting gt Audio Only gt Teleconference What you can do on this page Select the teleconference settings for your Audio Only meeting Options on this page Teleconference Select the type of conference account you would like to use Personal Conference Number Displays the Personal Conference Number PCN accounts and numbers you have set up in the My Audio area of My WebEx Select the account you want to use for your meeting A maximum of three accounts displays Click Edit to make changes such as updating the subscriber or attendee access code If you have not yet set up any accounts click Create Personal Conference Number to get started This option is not available for Cisco Unified MeetingPlace users Request Conference Number Sends a request to have the teleconference server generate a unique account number that expires after you end the meeting Note This option is not available for Cisco Unified MeetingPlace users Other teleconference service If you are using your private teleconferencing service provides space for you to type instructions for joining this Audio Only meeting Instructions for any teleconference option that you select automatically appear On the Meeting Information page on your site which participants can view before you start the meeting In invitation email messages
288. ng 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 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 SB Planning Committee For descriptions of the information and options on the Add Distribution List page see About the Add Edit Distribution List page on page 388 Editing a distribution list in your address book 386 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 2 Open your address book For details see Opening your address book on page 376 In the 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
289. ng 321 333 clearing all annotations on shared documents 240 all pointers on shared documents 242 selected annotations on shared documents 240 your annotations on shared documents 240 your pointers on shared documents 242 closing panels 142 sharing window as attendee 276 closing shared documents 236 presentations 236 whiteboards 236 collapsing panels 143 color in shared application ensuring good imaging 289 computer setting up Meeting Manager 2 overview 1 contact group creating in address book 395 contact information adding to address book 387 creating contact group 395 importing to address book from file 390 importing to address book from Outlook 393 maintaining overview 385 searching for in address book 394 viewing or editing in address book 393 content viewer description 136 on Meeting window 136 pasting snapshots of live video 337 resizing 146 synchronizing display for attendees 240 controlling attendees views of shared software 272 full screen view of shared software for attendees 274 controlling full screen view shared documents 237 shared presentations 237 creating poll questionnaires 298 D date 25 selecting on meeting calendar 25 Video CUVC 321 333 daylight saving time adjusting meeting times 28 deleting annotations on shared software 280 contacts 399 contacts from address book 399 files 368 files or fol
290. ng 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 any time during a meeting 77 Chapter 4 Scheduling a Meeting Questions about setting meeting options Why would I want to include a feedback form Once you end a meeting a feedback form appears in each participant s Web browser On the form participants can provide their comments about your meeting or meeting service You can have the completed feedback forms sent to your email address Note Your site administrator determines whether the feedback form appears after each meeting If the form does not appear after a meeting your site administrator has turned off this option for your meeting service 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 s
291. ng on page 123 Removing WebEx Productivity Tools on Click shortcuts from your computer page 128 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 For more information about the web version refer to the WebEx One Click User s Guide which is available on the Support page of your WebEx Service web site 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 For more information about the desktop version refer to the WebEx One Click User s Guide 117 Chapter 6 Setting Up a One Click Meeting 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 Login to your WebEx Service Web site 2 Click My WebEx gt Productivity
292. ng they can begin viewing your presentation Choosing an import mode for document or presentation sharing 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 not support animations or slide transitions In this mode the first page or slide may appear quickly but the 219 Chapter 14 Sharing Presentations Documents and Whiteboards 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
293. ng in to and out from site 342 M magnification changing for shared pages 236 slides 236 whiteboards 236 maintaining contact information overview 385 personal conference number accounts overview 409 personal list of meetings 345 Personal Meeting Room page overview 357 making another participant the host 164 another participant the presenter 163 managing meetings overview 155 manual installer Meeting Manager 2 media players for UCF media files checking if installed on com 4 meeting calendar Daily view 24 Monthly view 24 obtaining information 19 414 overview 24 refreshing 28 registering for meetings 15 removal of meetings 24 searching for meeting 27 selecting date 25 selecting time zone 28 sorting 27 Today view 24 Weekly view 24 Meeting Manager overview 1 setting up 2 system requirements 2 uninstalling 3 meeting minutes saving to file 318 taking during meeting 316 meeting number using to join meetings 12 meeting service system requirements 2 Meeting window content viewer 136 meetings canceling 90 editing 87 ending 170 leaving 168 managing 155 obtaining information 17 registering 16 restricting access 167 scheduling for host 96 searching for on meeting calendar 27 meetings joining from email invitations 9 from host s personal page 11 from meeting calendar 10 using meeting number 11 menu bar overview
294. ngs You can save the changes in a new template 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 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 Meeting 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 For details about fields on each page see Page by page guide to the Advanced Scheduler on page 50 6 Click Save as Template 7 Inthe Template Name box type a name for this new template Save as template o My Templates Customer meeting Department meetin Vendor meeting Template name Team meeting I Save as a standard template Save Cancel 8 Click Save Chapter 4 Scheduling a Meeting 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 t
295. nnaire Poll results 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 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 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 Ifyou 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 s
296. ns from the Meeting Controls Panel Click the Share icon to see available options for sharing ou are sharing you Desktop content Ojon 7ra Share Document Share Application iv Share Desktop Share Whiteboard Share Web Content Share Web Browser Share Remote Computer Share My Meeting Manager Share Document select a document that you already have open or open a new document More on page 145 Share Application select an application that you already have open or open a new application More on page 145 Share Desktop your attendees can see your desktop and you can proceed to show or demonstrate content Share Whiteboard select a whiteboard that you already have open or start a new whiteboard More on page 145 Share Web Content select a Web site that you already have open or specify a URL to share the content of another Web site More on page 146 Share Web Browser your default browser opens your attendees can see it and you can proceed to browse the Web Share Remote Computer select a remote computer and an application on that computer that you want to share To share a computer in a meeting you must have already set it up for remote access Chapter 7 Understanding the Meeting Window If you are sharing a document If you have already opened several documents you can switch sharing from one document to another or you can open a document that is currently closed Di
297. nssssssseessree 192 Inviting a contact to join by phone sesssssesssesseeeeesseeessseseessssssssssssssssesseesseeorrrereeeseeeeeseeeeeesereseesneeneessss 193 Muting and unmuting microphones in an audio conferenCe sssssssssssssssssreeesrersssssssssssssss 195 Muting microphones automatically when participants join a meeting sesssssssssesess 196 Muting and unmuting specific microphones secssssecseecssccssecssecsseesseesssecssecsseccsecesscesscesneesaes 196 Muting and unmuting all attendees microphones simultaneousSly ss ssersesssrssrse 197 viii Muting and unmuting your microphone in an audio CONFETENCE csesesseecseecsecsseeesee 198 Asking to speak in an audio CONFEFENCE essesssssssscsssssssssccssssnccsecsncssscsscssscsnscsscssscesccascencesscesecsneeseees 198 Determining who is speaking in an audio conference ssessssssssssssesssssssesrseseeeseereeeserseresresneessse 199 Using caller authentication to start or join an audio ConferenCe sssssssssseeseeesersseeserseeeseeesees 199 Specifying call in authentication for your host aCcount sssessssssssssssessesssssesesrrssseererserree 200 Using an authentication PIN sssseesssessssssssssssossseeeeseesesssssnsssssssseeeseeterersssnsssussssessseeeesrrsseessssnssssss 201 Editing or updating your stored phone NUMDETS cscssscsssecseecssecssecsseccseecsecesseessccssceeseeeseeeseeeseeess 201 Chapter 13 Using Integrated VoIP Conferences
298. nstructions 255 Chapter 16 Sharing Software Sharing additional applications on a shared remote computer Host or Presenter only While sharing a remote computer on which you have specified that you can access only specific applications rather than its entire desktop you can share additional applications on the remote computer Meeting attendees can view all shared applications simultaneously To share an additional application on a shared remote computer 1 On the Meeting Controls Panel click the down arrow button it is the last button on the Meeting Controls Panel Then choose Share Remote Application GS Recorder Float All Panels Manage Panels Audio view Meeting Options Make Screen Blank Disable Keyboard and Mouse Reduce Screen Resolution to Match This Computer Send Ctrl Alt Del Share Remote Application Dock Meeting Controls 2 In the Select Application box select the application you want to share After you choose another Select Application application to share all Select the application that you want to access previously selected applications remain open Address Book Adobe FrameMaker 7 0 Example You opened the Adobe Photoshop 7 0 1 Cisco WebEx Connect Paint application first Then you chose Notepad from the Select Application box Both applications remain open on the shared desktop Cancel OK tical 256 Chapter 16 Sharing Software 3 Click OK Stopp
299. nt Hear all keypad commands that you can use a Attendee commands Mute your microphone 6 Unmute your microphone 6 Play the participant count Hear all keypad commands that you can use xe Deleting a personal conference number account You can delete a personal conference number PCN account at any time To delete a PCN account 1 Login to your WebEx service Web site and then click My WebEx 2 Click My Audio The My Audio page appears showing your PCN accounts 3 Under the account that you want to delete click Delete A confirmation message appears 4 Click OK 404 Chapter 23 Using My WebEx Generating Reports If you want to See get an overview of what reports you can About generating reports on page 405 generate from your WebEx service Web site generate usage reports that provide Generating reports on page 406 information about each session that you have hosted on your site 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 ends you will see a preliminary version of that report The preliminary report provides quick access to data before the final more accurate data is available The preliminary report contains only a subset of the information that is available in the final report When the final more accurate data is available which is usu
300. ntact 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 Chapter 23 Using My WebEx Option Description State Province The contact s state or province 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 import 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 Outl
301. ntacts 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 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 Search for text in the selected address book For example you can search for all or part of a contact name or email address 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 Remov
302. ntegrated VoIP conference for the meeting If you select Yes you can still set up a traditional teleconference for the meeting You must start VoIP after you start the meeting Only participants whose computers meet the system requirements for integrated VoIP can participate in the conference None Specifies that the meeting does not include a teleconference or the meeting includes a teleconference for which you will provide information for participants using a method other than your meeting service Select the sound you would like all participants to hear when an attendee joins or leaves the meeting Beep A simple tone plays Announce name Upon joining the teleconference a participant records his or her name which is then played in the teleconference No Tone No alert plays Using the Quick Scheduler 46 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 Required Information page appears 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 them on the right side of the page The Quick Scheduler is one page Enter the details about your meeting For information about the fields on this page see About the Quick Scheduler page on page 39 Start or schedule the me
303. o choose an alert to play once a participant either joins or leaves the teleconference For details see About the Meeting Options page on page 75 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 For details see About the Review page on page 81 Optional Save your meeting 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 For more details about using meeting templates see Using meeting templates on page 87 49 Chapter 4 Scheduling a Meeting 10 Start or schedule the meeting Ifthe meeting s starting time is the current time click Start to start the meeting Ifthe 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 50 Scheduling a meeting can be done in one click or you can take a bit of time and set up teleconferencing 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
304. o panel For details see Viewing multiple video images on page 323 You can view video in a floating video window For details see Viewing live video in a floating window on page 322 Viewing live video in a floating window 322 You can view live video in a floating window which you can place anywhere on your computer screen If you are sending live video Meeting Manager sends your video continuously in a meeting even if you are not viewing your own Video stream To view live video in a floating window if you are using single point video click the Undock icon Stop Wides ele if you are using multipoint video select a participant video and click the Undock icon The floating window remains on top of the Meeting window and any other windows that are open on your screen This option lets you view video continuously in a meeting Chapter 21 Sending and Viewing Video Viewing multipoint images in a floating window You can view multipoint video in a floating panel which you can place anywhere on your computer screen This option allows you to float the entire video panel with video from up to six participants To view multipoint video in a floating panel click the Float icon to float the video panel stop vides 1 o B OF The floating panel remains on top of the Meeting window and any other windows that are open on your screen This option lets you view multipoint video con
305. o show before the meeting starts and other options you have used in a previous meetings and saved as a template For more details about creating and editing templates see Using meeting templates on page 87 Schedule a meeting on someone else s behalf Select that person s name in the drop down list You see this option if you have permission to perform this task for at least one other user and only after that user has granted you permission by using the Scheduling permission option on his or her My Profile page Select the type of meeting you want to host Some Meeting Center sites have set up custom meeting types which your site administrator creates For information about which features are available for a meeting type ask your site administrator Optional for some organizations 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 meeting Remove this meeting 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 Chapter 4 Scheduling a Meeting Meeting password Confirm
306. oad files to your personal folders 1 Open the My Documents page For details see Opening your personal folders documents and files on page 355 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 KY 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 397 Chapter 23 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 For details see Opening your personal folders documents and files on page 355 2 Locate the file or folder that you want to move 3 Select the check 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
307. obtain a personal conference number PCN account Appears only if you have not yet added the maximum of three accounts Default account Indicates that the PCN account is the default account that is selected when you schedule a audio only meeting Set as default If you set up more than one PCN account you can click this link to specify which account is your default account Open the Edit Personal Conference Number page on which you can change the access codes for your PCN account For details about the information in a PCN account see About the Create Edit Personal Conference Number on page 402 Delete the personal conference number PCN account from your user profile Important If you delete a PCN account that you have already selected for a scheduled a meeting you must edit the meeting to select another PCN account or voice conferencing option 401 Chapter 23 Using My WebEx About the Add Edit Personal Conference Number page How to access this page On your WebEx service Web site click My WebEx gt My Audio gt Add Account or Edit What you can do here Specify the teleconference access codes for that you must provide to start a teleconference or that attendees must provide to join the teleconference Use this option To Access code Specify the the access code You can use the Generate or Re generate buttons to generate the access codes Host access code Specify the access code that you must
308. of the following Type anew name for the file Choose a new location at which to save the file Opening a saved document presentation or whiteboard 236 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 attendees 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 document 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 gt Document The Open 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 Chapter 14 Sharing Presentations Documents and Whiteboards Printing presentations documents or whiteboards You can print any shared presentations documents or whiteboards that a
309. ol helps you locate a page or slide quickly Displays shared content in a full screen view Helps you to ensure that participants can view all activity on your screen Also Full Screen helps to prevent participants from viewing or using other View applications on their screens during a presentation Click ESC to return to the content viewer For documents in landscape orientation you can rotate the Rotate page pages to the left or right so they appear correctly in the content viewer 132 Chapter 7 Understanding the Meeting Window Zoom In Zoom Out Synchronize Displays for All N Oe Lets you display shared content at various magnifications Click this button and then click the page slide or whiteboard to change its magnification For more magnification options click the downward pointing arrow For presenters synchronizes all participants displays with your display Helps to ensure that all participants are viewing the same page or slide at the same magnification as in your display 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 e T O72 W Basic annotation tools Pointer Text Line Rectangle Highlighter Lets you point out text and graphics on shared content The pointer displays an arrow with your name and annotation color To display the laser pointer wh
310. olume 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 f Start and control sharing a Host document or presentation learn about tools for sharing More on page 213 start sharing More on page 217 assigning sharing privileges to attendees More on page 212 save a document More on page 235 Attendee View and interact with shared documents and presentations File Edit Sh ew Audio Participant Meeting Help a G aN e V ean a display slides or pages fouas Y N nae More on page 238 S use tools to annotate a document More on page 133 a synchronize your view with the host More on page 239 End to End Encrypted Meeting Meeting Topic kathryn maclaury s meeting f a a a a ae 211 Chapter 14 Sharing Presentations Documents and Whiteboards Granting sharing privileges To grant participant privileges during a meeting 212 1 In the Meeting window on the Participant menu choose Assign Privileges The Attendees Privileges dialog box appears Grant or remove a privileges as follows To grant a specific privilege select its check box To grant all privileges select the Assign all privileges chec
311. ome page or review About the Agenda amp Welcome page on page 70 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 Meeting Options Set options using template S eAcmnC rates si Retuss to Quick Scheduler Select options that you wast participants to have when meeting begins fucpat od befor mat Meeting options 7 Chat Date A Tene E Video Single poist Matipoiet E Notes Allow all pamcparts to take netos Aust Conference Single rote taker O Enable closed captioning bree Mtonices E Fide transtor alien C Sead feedback form to Rost omai fe Enable UCF ach media tor stiendees Ayorsta k Wirion Aflonciee Pinteqges Ruveow a CO EZB What you can do on this page Select which options such as chat notes and video are available during the meeting 75 Chapter 4 Scheduling a Meeting 76 Allow presenters to transfer files and meeting participants to download these files of the meeting Your site administrator determines whether the Feedback form appears after each meeting If the form does not appear after a meeting your site administrator has turned off this option for your meeting service Specify whether attendees can share UCF rich media files Decide whether you want to receive feedback forms that participants fill out at the end Options on this page Set options using template Meeting Opt
312. on about a meeting from the meeting calendar 1 From the navigation bar on your Meeting Center Web site expand Attend a meeting 2 Click Browse Meetings 3 On the meeting calendar locate the meeting about which you want to obtain information 4 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 Chapter 2 Joining a Meeting 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 appears If the Get Info page appears type the password that the meeting host gave to you in the Meeting password box
313. 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 Arrow Display the previous slide or perform the Page Up Left Arrow or Up Arrow previous animation or slide transition Display the first slide Home Display the last slide End 225 Chapter 14 Sharing Presentations Documents and Whiteboards 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 For information about choosing an import mode see Choosing an import mode for document or presentation sharing on page 219 Sharing a Document Use these keystrokes to move quickly through your document ial Display the next page Space Bar or Page Down Right Arrow or Down Arrow Display the previous page Page U
314. ons This button is the third button Or go a Vey O from the left on the Controls panel Make Presenter Cynthia King On the menu that appears choose Allow to Control My Shared Applications gt name of attendee 279 Chapter 16 Sharing Software Automatically letting attendees remotely control shared software Host or Presenter only While sharing software you can automatically grant control of the software to an attendee who requests control In this case an attendee who requests remote control automatically takes control of the software that you are sharing While automatic remote control is turned on any attendee can take control away from any other attendee by requesting remote control To automatically let attendees control shared software 1 On the Meeting Controls Panel click the down arrow button on the Assign Control button This button is the third button You are sharing 2 applications from the left on the Controls Qi Ga TIFO panel Make Presenter Auto Accept Al Requests Allow to Control My Shared Applications AI to Annotate gt Cynthia King 2 On the menu that appears choose Allow to Control My Shared Applications gt Auto Accept All Requests To stop letting attendees control shared software automatically 1 On the Meeting Controls Panel click the down arrow button on the Assign Control button 2 On the menu that appears choose Allow to Control My Shared Applic
315. ook to your personal address book 1 Open your address book For details see Opening your address book on page 376 2 In the 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 383 Chapter 23 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 or edit contact information 1 2 Open your address book For details see Opening your address book on page 376
316. oosing an import mode see Sharing a document or presentation on page 217 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 For details see Using keyboard shortcuts to control a presentation on page 225 Ifat 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 the Java Meeting Manager when scheduling the meeting Chapter 14 Sharing Presentations Documents and Whiteboards 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 click the appropriate arrows to move through your presentation Click the drop down arrow to select any page or slide 4 3 of 7 gt p y pag left arrow to see the previous page or slide right arrow to see the next page or slide Using keyboard shortcuts to control a presentation When sharing a document or presentation in the content viewer you can use the keys
317. open a document whiteboard desktop or application to share by clicking the sharing icons in the upper left corner By g Sharing tools Share Document Share Application m E Share Desktop E Share Whiteboard iN J 134 Share a document or presentation that resides on your computer Participants view the shared document or presentation in their content viewers Share any application on your computer with meeting attendees Attendees can view the shared application in a sharing window on attendees screens Share your computer desktop with meeting attendees including any applications windows and file directories that are currently open Attendees can view the shared desktop in a sharing window on attendees screens Share a whiteboard on which you can draw and write Attendees can view a shared whiteboard in their content viewers Chapter 7 Understanding the Meeting Window Note Click Share on the Menu bar to see more options for sharing information in a meeting Working with panels Your service selects which panels display initially Restore Layout Minimize All Jane Mariah Manage Panels Make Presenter ai Audio Mute a x from Jane to All Participants Welcome everyone from Jane to All Participants We ll start with introductions and then get started with agenda items All Participants gt GM Video gt Recorder
318. or details about hiding minimizing and closing the panels see Accessing panels in full screen view on page 141 140 Chapter 7 Understanding the Meeting Window Accessing panels in full screen view While you are viewing a document or viewing or remotely controlling a shared application desktop or Web browser the Meeting window you can switch between a standard window and full screen view In a sharing window you access panels from the Meeting Controls Panel rsca Oma o Select panel and meeting controls Desktop Tip To clear space on your desktop you can minimize or drag the Meeting Controls Panel to the top left or right to dock it on the edge of the window To undock the icon tray and float it again simply drag it away from the edge of the window 141 Chapter 7 Understanding the Meeting Window Displays icons for working with attendees Displays a maximum of 4 panel icons You can open any remaining panels from the Select menu Stops sharing and returns to the Meeting window Provides access to meeting controls and panels that are not displayed on the Meeting Controls Panel Displays the Participants panel Displays the Chat panel Displays the Annotation Tools panel Displays the Polling panel Displays the Notes panel Displays the Video panel m eaGxeSaeag oo Displays the Recorder panel Manipulating panels in full screen view 142 You can open and float panels on the window
319. ost or Presenter Duration e Join link na Register link g a Start link b End link cx 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 date and starting time of the 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 Indicates that this is an Audio Only meeting Host only Click to start your meeting Host only Click to end your meeting get an overview of scheduling a meeting allow another user to schedule a meeting for you use the Quick Scheduler to start a meeting quickly use the Advanced Scheduler to include an agenda and other options in your meeting set up a meeting that recurs on a regular basis start a scheduled meeting edit details for a scheduled meeting cancel a scheduled meeting Scheduling a Meeting Choosing the scheduler that works for you on page 38 Allowing another user to schedule meetings for
320. ou can do here Manage upload and maintain recording files of meetings you host Options on this page S Refreshes the information on the page Search Allows you type text to search for within recording names Click Search to start the search You are currently using The percentage of available personal storage space on your X of Y GB WebEx Service Web site that is being used by your recordings The percentage of total available storage space on your Site storage X of YGB WebEx Service Web site that is being used by all recordings on your site Indicates a disabled recording The name of the recording If you record a meeting on the Topic server the WebEx server automatically uploads the recording P 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 Size The size of the recording Create Time Date The date and time the recording was created Duration The length of the recording Chapter 23 Using My WebEx Format Add Recording a 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 r
321. ou start an Integrated VoIP conference participants can join the conference and listen to Integrated VoIP audio Up to seven participants can speak at a time You can specify which participants can speak by passing the microphone to a participant To allow a participant to speak in an Integrated VoIP conference 1 On the Participants panel select the name of the participant whom you want to allow to speak 2 On the Participant panel click Pass Mic Pass Mic Chapter 13 Using Integrated VoIP Conferences The Integrated VoIP indicator appears to the left of the participant s name on the Participants panel For example Wanda Berstein The participant can now speak until you either pass the microphone to another participant or mute the participant s microphone Note A panelist or attendee can request to speak at any time during a meeting by clicking Raise Hand on the Participants panel b Raise Hand Meeting Center then places the panelist or attendee in the speaker queue For more information see Understanding the speaker queue for Integrated VoIP on page 210 Speaking in an Integrated VolP conference If you are a current speaker in an Integrated VoIP conference the method by which you speak depends on the speaker setup option that is currently selected for your Integrated VoIP session Desktop speakers default If this option is selected the following appears in the bottom right corner of your Meet
322. our calendar 1 Choose either method On the Audio Only 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 a Meeting item opens in your calendar program Select the option to accept the meeting request For example in Outlook click Accept to add the meeting item to your calendar Note If you 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 If you invite attendees to a meeting the invitation email message that they receive contains an option to add the meeting to their calendar programs 99 Chapter 5 Scheduling an Audio Only Meeting Editing an Audio Only meeting 100 Once you schedule a meeting you can make changes to it at any time before you start it including its 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 containing the new details about the meeting Attendees removed from the attendee list receive an email message letting them know that they are no longer asked to attend If you are logged in you can edit meeting details from the confirmation emai
323. overview of system requirements System requirements for Meeting Center for Windows on page 2 set up Meeting Center for Windows Setting up Meeting Center for Windows on page 2 check your system for UCF compatibility Checking your system for UCF Compatibility on page 4 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 Login to your WebEx Meeting Center site 2 On the WebEx Meeting Center navigation bar click Support gt User Guides 3 On the right side of the page under Release Notes and FAQs click the link for release notes Setting up Meeting Center for Windows Before installing Meeting Center ensure that your computer meets the minimum system requirements For details see System requirements for Meeting Manager for Windows on page 2 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 User Guides 2 On the User Guides 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 Chap
324. own arrow then click Call Using Computer 3 g Note If this is your first time connecting to audio across the Internet the Audio Setup Wizard appears to help you fine tune your audio settings Follow the directions to specify your settings 191 Chapter 12 Using WebEx Audio A headset icon appears next to your name in the Participants panel to indicate that you have connected to the audio conference using your computer Barticinanis You can switch from using your computer as your O Namee 1 of 2 ready Tools f p h 5 audio device to using your telephone at any time t Jane Smith Host a O Mariah during the audio conference More on page 192 _ Audio r Laa Invite by Email x Chat bed Invite by Phone The Volume dialog box appears in the meeting window Use the slides to raise or lower the volume of the incoming or outgoing audio To leave the audio conference 1 Click Audio on the Participants panel The Audio Conference dialog box appears 2 Click Leave Audio Conference Your participation in the audio conference ends however the meeting continues until the host ends it Switching audio connection modes 192 You can switch your audio connection at any time during a meeting with little disruption To switch from your computer connection to a phone connection 1 Do one of the following On the Audio menu choose Join Audio Conference At the botto
325. p Left Arrow or Up Arrow Display the first page Home Display the last page End Working with pages or slides When sharing a document presentation or whiteboard you can Add new blank pages or slides for annotation More on page 226 Paste images that you copy to your computer s clipboard into a new page or slide in a shared document presentation or whiteboard More on page 227 Adding new pages or slides 226 When sharing a document presentation or whiteboard in the content viewer you can add a new blank page or slide for annotation To add a new page or slide 1 In the content viewer select the tab for the document presentation or whiteboard to which you want to add a page or slide 2 On the Edit menu choose Add Page A new page appears in the content viewer at the end of the currently selected document presentation or whiteboard Chapter 14 Sharing Presentations Documents and Whiteboards 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 To paste an image in a page slide or whiteboard in the content viewer 1 In the content viewer select the tab for the document presentation or whiteboard in which you want to
326. p button Or D A 7AB The word Paused now appears in the panel TE G2 TSF To resume software sharing Click the Pause button again 265 Chapter 16 Sharing Software Controlling full screen view of shared software 266 Host or Presenter only You can switch attendees views of a shared application remote computer if available or Web browser between a standard window and a full screen view A full screen view of shared software fits attendees entire screens and does not include a title bar or scroll bars Attendees 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 click the down arrow the last button on the panel and then choose View Then choose Full screen for Participants To see panel controls click the gray down arrow button it is the last button GES Recorder Float All Panels Manage Panels Audio Full screen For Participants Synchronize For All Meeting Options Dock Meeting Controls To display shared software in a standard window 1 Do either of the following On the title bar of the window you are sharing click the Sharing menu If you are sharing a remote computer the Access Anywhere menu appears instead of the Sharing menu In the lower right corner of your desktop click the WebEx icon to display the Shar
327. p 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 Click New Type a question in the box that appears In the Answer section click Add Type an answer in the box that appears 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 Poll Questions Ahat is your favorite color ablue O bred c green d black 2 vhat do you enjoy doing at leisure l a reading I b watching movies ctraveling I d sports 3 Please give us feedback about this event Editing a questionnaire Chapter 18 Polling Attendees 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 Select the question by clicking it and then select the new type of question in the Question section For more information about the different types of questions see Creating poll questionnaires on page 292 2 Click Change Type To edit any question or answer that you entered 1 Select the question or answer by clicking it and then click the Edit icon alex o 6 293 Chapter 18 Polling Attendees 2 Make your changes To delete a question or an answer
328. page 272 Note If you are controlling shared software remotely the presenter must take back control to turn on annotation mode You and the presenter can then annotate the shared software simultaneously Giving up annotation control Attendee only If the presenter has granted permission to you to annotate you can stop annotating at any time To stop annotating In the Meeting Controls Panel click the Stop Annotating button It is in the lower right corner of the panel 275 Chapter 16 Sharing Software Stopping an attendee from annotating shared software Host or Presenter only If a meeting attendee is annotating shared software you can turn off the annotation feature To turn off the drawing feature 1 On the Meeting Controls Panel click the Assign Control button S gt TyY Oly S o e L Stop Annotating Allow to Annotate All Jeremy Gibson Cindy Smith Cynthia King 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 276 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 a ucf file on your computer desktop or in the con
329. pant ist F Record a meeting F Any document F Share documents M Thumbnats Control shared ir applications I Any page Web browser of desktop remotely Se en ee eee You can grant document privileges that allow attendees to save print or draw on any shared documents presentations or whiteboards that appear in the content viewer An attendee uses the toolbar that appears above the viewer to draw on shared elements point to items on shared elements 181 Chapter 11 Granting Privileges during a Meeting Granting or removing viewing privileges To grant or remove a viewing privilege Select or clear the checkbox for each EIRE S privilege you want to grant Meeting l Record 4 meeting F Share documents Control shared applications Web browser or desktop remotely Teh Set BAAN tm a Ah A At OR ARAM ROO 0 AD SS 9 mee a howe Ae ee Viewing privileges you can grant to attendees 182 Participant list view the names of all other attendees on the Participants panel If this option is not selected attendees 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 attendees to view miniatures at any time regardless of the content that appears in the presenter s content viewer If attendees have this privilege they can display any page at full size in
330. participant microphones More on page 208 Mute or unmute your microphone More on page 209 participant Participate in a VoIP conference Join or leave a conference More on page 205 Mute or unmute your microphone More on page 209 Ask to speak More on page 206 Note For better audio quality and greater convenience use a computer headset with a high quality microphone rather than speakers and a microphone Chapter 13 Using Integrated VoIP Conferences Starting or ending an Integrated VoIP conference Once a host and presenter starts an Integrated VoIP conference any participant whose computer has a supported sound card can join the conference Up to seven participants can speak at a time in an Integrated VoIP conference The host and presenter determines who can speak by passing the microphone to a participant A host and presenter can end an Integrated VoIP conference at any time To start or end an Integrated VoIP conference On the Audio menu choose Integrated VoIP gt Start Conference or End Conference Joining or leaving an Integrated VoIP Conference During a meeting you can leave an Integrated VoIP conference without leaving the meeting You can also rejoin the conference at any time To join or leave an Integrated VoIP conference do one of the following Click Yes to join the conference when the Join Integrated VoIP message appears on your screen On the Audio men
331. paste an image 2 On the Edit menu choose Paste Page Image 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 All shared presentations documents or whiteboards appear in the content viewer in the Meeting window A tab at the top of the content viewer appears 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 View slides pages or whiteboards at various magnifications View slides pages or whiteboards in miniature Display a full screen view of a page slide or whiteboard Synchronize all participants views of a page or slide with the view that appears in your content viewer 227 Chapter 14 Sharing Presentations Documents and Whiteboards Zooming in and out on slides pages or whiteboards 228 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
332. plication stop your sharing session 2 On the Meeting menu choose Meeting Options The Meeting Options dialog box appears 3 Click the True Color Mode tab 4 Select Enable True Color mode 5 Select one of the following options Better imaging Better performance 6 Click OK or Apply Tips for Sharing Software 282 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 without waiting for the application to start If attendees 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
333. plication sharing 283 Using Chat Chat is useful during a meeting if you want to send brief information to all participants or a specific group of 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 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 More on page 286 Assign sounds to incoming messages More on page 286 Print chat messages More on page 287 Save chat messages More on page 288 Open a chat file during a meeting More on page 289 285 Chapter 17 Using Chat 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 In the Send to drop down list select the recipient of the message 3 Enter your message in the chat text box 4 Click Send 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 286 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 rec
334. pointers clearing from shared document 242 shared presentation 242 shared whiteboard 242 poll questionnaires creating 298 deleting 299 opening 301 saving 304 poll questions or answers changing type of editing rearrangi 299 poll results sharing with participants 303 viewing after closing poll 302 preferences setting for site 407 presentation sharing closing presentations 228 navigating slides 230 See also presentations shared 230 starting 225 presentations shared adding blank slides 235 annotating 240 clearing pointers 242 closing in content viewer 236 controlling full screen view 237 displaying slides 230 navigating slides 230 pasting images 235 printing slides 246 saving to file 244 synchronizing display for all attendees 240 using animations 232 using slide transitions 232 viewing thumbnails of slides 238 zooming in 236 zooming out 236 presenter selecting during meeting 163 printing chat messages 293 pages in shared documents 246 shared whiteboards 246 slides in shared presentations 246 private notes saving to file 318 taking during meeting 316 turning on for a meeting 312 profile user editing 407 public notes meeting minutes saving to file 318 taking during meeting 316 publishing files during event 308 files during training session 308 R reclaiming host role 164 recordings uploading 373 Rectangl
335. ppear in your content viewer A printed copy of shared content includes all annotations and pointers that you or other attendees added to it To print shared content 1 In the 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 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 attendee If you are attending 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 More on page 238 synchronize your view with the host s view More on page 239 save shared documents More on page 235 open shared documents More on page 236 print shared documents More on page 237 237 Chapter 14 Sharing Presentations Documents and Whiteboards Displaying pages slides or whiteboards 238 For attendees If you have been granted the necessary privileges you can navigate to different pages slides or whiteboard
336. pplications by sharing your computer s desktop For details see Sharing your desktop on page 250 The button to the right of Pause is the Select 7 ta Ca Content to Share button Stopping application sharing for all participants Host or Presenter only You can stop sharing an application at any time Once you stop sharing an application attendees can no longer view it If you are sharing multiple applications simultaneously you can stop sharing either a specific application or all applications at once To stop sharing a specific application when sharing multiple applications On the title bar of the application that you no longer want to share click the Stop button C R To stop all application sharing In the Meeting Controls box click the STOP button You can also pause sharing Click the i Serena x Pause button located next to the Or QJ Se 7 amp aT w Stop button 249 Chapter 16 Sharing Software Sharing your desktop The presenter uses desktop sharing to show all meeting attendees his or her entire computer desktop including any applications windows and file directories that are currently open The presenter can use desktop sharing to share several applications simultaneously or to share other areas of the computer such as file directories Attendees can view the presenter s shared desktop including all mouse movements in a sharing window on their screens Tasks related to sha
337. puter shared 265 sharing Flash files as Web content 250 in full screen view 150 poll results with participants 303 streaming audio as Web content 250 streaming video as Web content 250 tools in content viewer 136 Web browsers 251 Web content overview 249 sharing a desktop See desktop sharing 258 sharing a remote computer See remote computer sharin 261 sharing a Web browser See Web browser sharing 260 sharing applications See application sharing 255 sharing documents See documents shared 77 sharing window as attendee returning to 277 closing your attendee window 276 overview 253 sharing Web browsers and changing presenters 163 shortcuts for One Click Meeting downloading 126 shortcuts for One Click Meeting removing 133 shortcuts WebEx One Click panel downloading 126 size of video image changing 330 slide titles viewing while sharing 230 slides in shared presentations adding 235 checking participant readiness 226 clearing annotations 240 clearing pointers 242 controlling full screen view 237 displaying 230 moving to next 247 moving to previous 247 navigating 230 pasting images 235 printing 246 synchronizing display for atte 240 synchronizing view 248 viewing miniatures thumbnails 238 viewing title 230 zooming in 236 zooming out 236 snapshots of live video taking 337 software sharing and changing presenters 163 Se
338. r 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 If an Assist has been requested for this meeting indicates the type of Assist None Dry Run Consult Live Event Support Audio Streaming Video Chapter 23 Using My WebEx Indicates that the live meeting is in process Status 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 me
339. r 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 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 get an overview of using the calendar About the meeting calendar on page 22 view the meeting calendar Viewing the meeting calendar on page 22 select a date on the meeting calendar Selecting a date on the meeting calendar on page 23 search for a Meeting on the meeting Searching for a meeting on the meeting calendar calendar on page 25 sort the meeting calendar Sorting the meeting calendar on page 25 refresh the meeting calendar Refreshing the meeting calendar on page 26 select a language and time zone on the Selecting a language and time zone on the meeting calendar meeting calendar on page 26 register for a meeting from the meeting Registering for a meeting from the meeting calendar calendar on page 27 21 Chapter 3 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 e
340. r 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 asking you if you want to send a transcript Chapter 8 Managing a Meeting Ending a meeting Once you end a meeting the Meeting window closes for all attendees If the meeting includes an integrated voice teleconference the conference also ends To end a meeting 1 In the 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 a save 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 Tip Alternatively as the meeting host you can leave a meeting without ending it Before you leave a meeting you should first transfer the host role to another attendee For more information see the following topics Transferring the host role to another sales team member on page 157 and Leaving a meeting on page 161
341. r the My Recorded Meetings page For details see Opening the My Recordings page on page 364 Click the following icon for the recording that you want to edit 2 The Edit Recorded Meetings page appears Make your changes For details about what you can do with each option on the Edit Recorded Meetings page see About the Add Edit Recorded Meetings Page on page 171 Click Save Chapter 9 Managing Recorded Meetings About the Add Edit Recorded Meetings page How to access this page If you are adding a recording 1 Login 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 v 3 Click Modify 4 Download Lib Modify Lo Disable S Re assign 3 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 171 Chapter 9 Managing Recorded Meetings Options on this page Topic Description Recording file Duration File size Set password Confirm p
342. r your meeting service has turned the option on for your site and you schedule the meeting for a time in the future How can I learn about the fields on the Date amp Time page Click the Help link in the top right corner of the Date amp Time page or review About the Date amp Time page on page 55 About the Audio Conference page 58 How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting gt Audio Conference Audio Conference Settings Scieptons using tampiate SteA rnnCrexed _ Retum to Quick Scheduler L2J Select conference type WebEx Aut Rexpaned hirmon Z Dopisy tob bee number Show toltet dang ryspectioe Oates Hen Tol membe s always Gisplayed eT fr Entry and exit tone Aeneusce Name kno Altorstews Registi ston Agenda amp Yeetcome toewting Opts Rastew coer Cr xe xs What you can do on this page Include a VoIP voice over Internet Protocol session Chapter 4 Scheduling a Meeting Choose the telephony service you want to use in the meeting you are scheduling If you choose WebEx teleconferencing you can set other options such as whether meeting participants call in to the meeting or receive a call back and if the participants use a toll or toll free number Choose the sound that plays when participants enter or leave the meeting For instance you can hear a beep or have the name of the participant announced Options on this page U
343. rd 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 an attendee annotate shared software Host or Presenter only You can let one or more meeting attendees annotate a shared desktop if available application or Web browser You can let several attendees annotate shared software at the same time To let an attendee annotate shared software 1 On the Meeting Controls Panel click the Start Annotatingicon The Start Annotating button is the fou Oi Gl 2 7 r at ris gray button from the left v v The tools panel appears rth 273 Chapter 16 Sharing Software T Oa o e amp Allow to Annotate Stop Annotating 2 Click the down arrow on the Allow to Annotate button 3 On the menu that appears choose which participants can annotate the shared software You can choose All or select someone from th
344. rectory and Calendar t POBIS_VS Share Document Share Application gt Share Desktop x If you are sharing an application Select Share Document and choose an open document from the list Select Share Document gt Share Document to open a closed document If you have already opened several applications you can switch sharing from one application to another or you can open an application that is currently closed Ong a eee 5 Share Document gt p 5 Inbox Microsoft Outlook Share Desktop Panels Mic E Book Help Author t 5 Share a New Application If you are sharing a whiteboard J Snagit Editor Jan 16 2009 1 43 46 PM My Author it Home Microsoft Internet Explorer WebEx Client Entry Microsoft Internet Explorer Select Share Application and choose another open application from the list Select Share Application gt Share a new Application to open a closed application If you have already opened started several whiteboards you can switch sharing from one whiteboard to another or you can start another whiteboard Qia yeca x Share Document d Share Application v Share Desktop woneboad Share Web Contert Share Web Browser Share Remote Computer Share My Meeting Manager Select Share Whiteboard and choose another whiteboard from the list Select Share Document gt Share a new Whiteboard to sta
345. report This report shows information about the computers that you access remotely including the date and start and end times for each session Generating reports 406 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 Login to your WebEx service Web site and then click My WebEx 2 Click My Reports 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 10 Chapter 23 Using My WebEx Do one of the following as appropriate Ifyou 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 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 To expor
346. resenter is sharing remain in the content viewer Also any poll that the current presenter opened remains on the Polling tab To designate a presenter 1 In the Meeting window in the participant list on the Participants tab select the name of the attendee whom you want to designate as the presenter 2 Do either of the following On the Participants panel click Make Presenter Make Presenter On the Participant menu choose Change Role To gt Presenter Chapter 8 Managing a Meeting The WebEx ball presenter indicator appears to the left of the attendee s name To reclaim the presenter role On the Participants panel select your name and then click Make Presenter Transferring the host role to an attendee 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 attendeeto whom you want to transfer the host role 4 On the Participant menu choose Change Role To gt Host A confirmation message appears in which you can verify that you want to transfer control of the meeting to the attendee whom you selected
347. ring 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 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 Chapter 2 Joining a Meeting 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 c
348. ring your desktop Start sharing your desktop More on page 250 Manage how attendees view your shared software pausing changing to full screen view and so on More on page 264 Annotate and draw on your desktop More on page 270 and allow attendees to annotate More on page 273 Read a few tips for sharing your desktop effectively More on page 282 Stop sharing your desktop More on page 251 Allow an attendee to control the shared desktop More on page 279 Starting desktop sharing 250 Host or Presenter only You can share your computer s desktop with meeting participants To share your desktop On the Share menu choose Desktop Your desktop appears in a sharing window on participants screens For ideas that can help you to share your desktop more effectively see Tips for Sharing Software on page 282 Note If your desktop has any background images or patterns or wallpaper your Meeting Manager software may remove them from attendees views to improve the performance of desktop sharing Chapter 16 Sharing Software Stopping desktop sharing You can stop desktop sharing at any time To stop sharing your desktop In the Meeting Controls box click the Stop button ers If you are an attendee rather than the presenter click the Return button to leave the sharing session You can also pause sharing Click the Pause button located next to the Stop J EATIS iJ but
349. rs 2 In the Meeting number box type the meeting number that the host gave to you 3 Click Join Now 4 On the Meeting Information page enter any requested information 5 Click Join Now The Meeting window appears 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 To join a meeting from the host s Personal Meeting Room page 1 Goto 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 Join an Unlisted Meeting type the meeting number that the host gave to you in the Meeting number box 3 Click Join Now 4 On the Meeting Information page enter the requested information For details see About the Join Meeting page on page 8 5 Click Join Now The Meeting window appears Chapter 2 Joining a Meeting 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 Note Once you have set up your WebEx account on the Profile page you can join any meeting that appears on the My Meetings page with a green circle In Progress next to it To join a meeting from an email invitation link In your email invitation t
350. rt a new whiteboard 145 Chapter 7 Understanding the Meeting Window If you are sharing Web content If you have already set up one or more Web sites for content viewing you can switch sharing from one to another or you can specify a URL to share the contents of another Web site z fou are sharing hti iiyahoo com j Select Share Web Content SFAH and choose a Web site Share Document P Select Share Web Content gt Share New Web Content to open another Web site pay Share Application gt Share Desktop Share Web Content y http yahoo com Share a New Web Content Synchronizing attendee displays To resize the display of attendees to match your display 1 On the Meeting Controls Panel click the Select menu button It is the last button on the Meeting Controls Panel 2 On the menu choose View gt Synchronize for All All attendee displays now match your display Viewing Panel alerts 146 You will see an orange alert if a panel you collapsed or minimized requires your attention Some reasons for seeing alerts A participant arrives or leaves a meeting A Raise Hand indicator appears in the Participants list The note taker publishes notes An attendee sends a chat message A poll opens or closes a Poll answers are received Chapter 7 Understanding the Meeting Window For example if a participant joins or leaves your meeting and you
351. rticipants panel to indicate that you have joined the audio conference using your phone Participants You can switch from using your telephone as your amp O Names 1 of 2 ready Tools 3 f z z audio device to using your computer at any time sae during the audio conference More on page 191 Invite by Email gt Invite by Phone The Volume dialog box appears in the meeting window Use the sliders to raise or lower the volume of the incoming or outgoing audio To leave an audio conference 1 Click Audio on the Participants panel The Audio Conference dialog box appears 2 Click Leave Audio Conference Your participation in the audio conference ends however the meeting continues until the host concludes it 190 Chapter 12 Using WebEx Audio Using your computer to join or leave an audio conference After you join a meeting the Audio Conference dialog box appears automatically When you use your computer to participate in the audio portion of the meeting using VoIP Voice over Internet Protocol your computer must have a supported sound card and be connected to the Internet Note For purposes of audio quality and convenience use a computer headset with a high quality microphone rather than speakers and a microphone To connect to an audio conference gt Audio Conference In the Use Computer Headset pane click the Select an option to join this audio conference d
352. rview 138 viewing 24 contact information in address book 393 live video 329 results after closing poll 302 video from multiple participants 330 video in floating window 329 viewing miniatures of shared documents 238 presentations 238 whiteboards 238 Volume setting in Integrated VoIP conference 216 W Web browser plug in for meeting services 2 Web browser sharing differences to Web content sharing 251 overview of 260 pausing and resuming 273 starting 260 stopping 261 See also Web browser shared 260 Web browser shared as attendee switching between views 277 closing and reopening attendee window 276 controlling full screen view 275 requesting annotation control 282 requesting remote control 285 resizing view 275 showing to attendees 260 See also software shared 260 zooming in or out 275 Web content sharing overview 249 Web site preferences setting 407 WebEx AIM Pro overview 5 WebEx Document Manager 245 WebEx One Click installing 126 removing from computer 133 WebEx One Clickinstalling 126 welcome message adding to Personal Meeting room page 358 creating for attendees 166 whiteboards shared clearing pointers 242 closing 236 controlling full screen view 237 displaying 230 navigating 230 pasting images 235 printing 246 saving to file 244 synchronizing display for attendees 240 synchronizing view 248 viewing miniatures th
353. s see Opening the My Recordings page on page 364 Click the appropriate link for your recording type Meetings Events Sales Meetings Training Sessions Miscellaneous 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 Send Email The Share My Recording window appears Chapter 23 Using My WebEx A Shore My Recording Microsoft Internet Explorer provided by f 10 Select Recents j v Send a copy of the emei to me Your message Optional The following recording wil be sent 10 the recapeerts Status meeting 20080624 2336 June 24 2008 22 am San Francisco Time Owation 3 mins 4 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 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 If you are editing information about a recording 1 On your WebEx serv
354. s 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 218 Chapter 14 Sharing Presentations Documents and Whiteboards Minimize the number of screen shots that you add to slides especially bitmap graphics Bitmaps do not compress well Limit the number of a slides in a presentation to fewer than 30 If you want to share more slides create a separate presentation file for each set of 20 to 30 slides Keep the size of the presentation file smaller than 5MB To improve the speed at which shared pages or slides appear in attendees 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 the document or presentation itself More on page 235 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 TEE If you are sharing a PowerPoint presentation you can open PowerPoint Notes the PowerPoint Notes panel and view any notes you have A 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 attendees join the meeti
355. s being received by at least one participant you see an orange indicator on the video panel BD vecama x amana ppt mens in R E E enti Q A If you are sharing in full screen view the video icon i on the icon trays displays the orange indicator lt Gl eo ab i 7 See gj briefly then returns to its normal state Specifying video camera options While sending live video during a meeting you can specify Quality of the video image that is how fast images appear to participants Resolution of the video image Which video camera you want to use if multiple cameras are attached to your computer 317 Chapter 21 Sending and Viewing Video If more than one camera is attached to your computer you can also select the video camera that you want to use To specify video camera options Y UH Video click the Options icon ul o si For details about the options on the Video Options dialog box see About video options on page 318 About video options 318 You can change the quality of the video image by adjusting the number of frames per second and changing the video resolution Use the Video Options dialog box to easily make changes To access the Video Options dialog box In the Meeting window open the Video panel and then click the Options icon Congestion control Control the amount of video data that other participants video cameras can send during a meeting Move the sl
356. s cannot overwrite any files in the folder Let only visitors to your 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 Save any changes that you made to folder s properties and then closes the Edit Folder Properties window Close the Edit Folder Properties window without saving any of the changes that you made Opening the My Recordings Page 364 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 Login 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 For details about the My Recordings page see About the My WebEx Files gt My Recordings page on page 371 Chapter 23 Using My WebEx Uploading a recording file 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 For instructions on editing a recording see Editing information about a recording on page
357. s fields only Index A BCDEFGHIJKLMNOPOQORSTUYV WKY Z A 7 s Planning Committee English TT s Sales Department English M Christine Huliste christine asr com 1 543 654 0431 English m John Mullen jmullen zwire com 1 408 123 4567 English Lisa Grantham lisag zilo com 1 512 909 0001 English O Lisa Wai isw zeuss com 1 515 999 0888 English M Marcel Tillman mtillman protech com 1 415 888 6644 English M Sallen Chen schen micolite com 1 512 534 1222 English Select AIl Clear AIl Delete Add Contact Add Distribution List In the 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 uses a Microsoft Exchange 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 For details see Opening your address book on page 376 In the View drop down list select Personal Contacts A list of contacts in your Persona
358. s the day on 105 Chapter 5 Scheduling an Audio Only Meeting 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 specify 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 the meeting repeats 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 To specify a date 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 Questions about setting the date and time for an Audio Only meeting Does the meeting end automatically at the time I set You can specify the time at which a scheduled Audio Only meeting starts and the estimated duration This estimate provides participants with the information they need to reserve the appropriate length of time in their schedules The meeting does not end automatically after the duration that you specify 106 Chapter 5 Scheduling an Audio Only Meeti
359. sccsscssessscesecssecssesneess 278 Letting an attendee remotely control shared software ssessssssssssssesessesseessersereeeeeeresreesses 279 Automatically letting attendees remotely control shared software sssssssssssssssssessesse 280 Stopping remote control of shared SoftWare ssseersssssssssssssssseessceeesereossessossssessseeesrereseeess 280 Sharing applications with detailed COIL cessesssesseessssssessssssecsssssssscescssncencssscssecsncssecsneeseceseesseesees 281 Tips for Sharing SOMWAL essin nni a iai i 282 Chapter 17 Using Chat sisckssssssecssaisssvavencstsecentssissersnaisveentisaonsnainarsatinarsseianaeindursessanevesniains 285 S nding chat MESSAOES aiicinrnicennanuninnniiinwiemnnnminnmedieuinniamaeinene 286 Assigning sounds to INCOMING Chat MESSAGES sescssssessssssescsscsscssecssecsscssecsussseesseessecsessecesseseceseceses 286 Printingichat Messages sss asuauncadainamisuieinne au aae aaa earan aeia eee EESE KIEPAS EEE ITSEEN 287 Saving Chat messagE Sienose isinne ai n ETEN ENR 287 xiii Saving Chat messages tO a NEW file u esesssesssessesssecsescsecsscssssssccsecesccsncescsuecsscsnecsscesecescessceseesees 288 Saving changes toa chat fileen 288 Creating a copy of previously saved Chat Me SSAGES scssecssscsssscssccssecssecssecssseessesseecneessees 288 Opening a chat file during a Meeting os ssasissscsssncsossissioesicssseonsisvntetossecasseieieehonecsnntisienishittoansionnieniaioennis 289 Chapter 18
360. se this option Set options using template Use VoIP only Select conference type 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 meetings and saved as a template For more details about creating and editing templates see Using meeting templates on page 87 Indicate whether you want to set up an Integrated VoIP conference for the meeting If you select Yes you can still set up a traditional teleconference for the meeting You must start VoIP after you start the meeting Only participants whose computers meet the system requirements for integrated VoIP can participate in the conference Select the type of audio conference you would like to use WebEx Audio Specifies that the meeting includes an integrated audio conference If you select this option choose one of the following types of teleconferences Display toll free number If attendees call in to the conference they can call a toll free number Toll number is always displayed Attendees have the option of using the toll number that appears Allow access to the audio conference via global call in numbers This option provides a list of numbers such as toll free or local numbers that attendees in other countries
361. search for all or part of a contact name or email address 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 Removes the selected contacts from the list of invitees 113 Chapter 5 Scheduling an Audio Only Meeting About the Audio Only Meeting Information page host This page provides the details about this teleconference you have scheduled What you can do on this page Review the date time duration and other helpful information about the teleconference Edit the details about this teleconference Cancel this teleconference Add the meeting to your calendar if you haven t already done so Edit Edit the details about this teleconference For example you can add attendees change the personal teleconference account for this meeting or change the date time and duration Delete Cancel this meeting Add to My Calendar Add this teleconference to a calendar program such as Microsoft Outlook To use this feature your calendar program
362. seescesseees 25 Sorting The MeEetiiG Cal Omak sssrinin ie anii aii 25 Refreshing the meeting CAleNAAL c sesssssssscsscssssscsssesscesessncssessnscsscsneesscssssssccsscesccsnceasssnsesecsnsesseeneeseees 26 Selecting a language and time Zone on the Meeting calendar ssssssssssssssseessseresssessssssssssseesse 26 Registering for a Meeting from the meeting CAlENAAM ccsecssecssecssecsssseecssssecsssssscssesseesseeseesneesees 27 About the Register for a Meeting Page ssssssescsssssssssssssssncssecssssseesseeseessscseesssssecssscencesnseseesneeses 27 Aboutthe Today VIEW scenes ccasendasececasoecusxrasccuccaseccetensisbansdieycaciccaencssctaeet actsieasivnss oscnsddceandielusdeadeconetta 28 About the Daily AWN se decsjoesciesdceaccapea dees de geeonnseeivcedleicsbovtadasaraa cussed eaediacaucaraniceaisiccistsliateueaanianatees 30 About the Weekly view cae ccene nieces cciualccerieateasieatiesencieland cares wedeptaleea vielen cauienadnnaaudts 32 About the Monthly view sssssssssssssssssssesssesseeseeeeersereereeneeeneensennsnsssssosssesseeseteoeeeeseeeeersereeeesereerenreensensssss sest 34 About the Search Results page ssssssssssessssseesserseeesreseeesresseensesssesseesssssesssessesseesserorrrereeerereeresereeeennseneessssss 35 Chapter 4 Scheduling a Meeting seesssssosesssoocesssoocesssocessosocesssoosocesssoossssoocessosocessssosessosoess 37 Choosing the scheduler that works for YOU sessssccssescseeecseessseccsnceesseccss
363. session type or click Audio Only in the left navigation bar 2 Selecta PCN account when setting teleconferencing options for the meeting 3 At the scheduled time dial the call in number for your PCN account 4 Follow the voice instructions to provide your access code Each invited attendee receives an email message containing the call in number and the attendee access code that you assigned to him or her To use your PCN account to start an instant teleconference from any phone 1 Dial the call in number for your PCN account 2 Follow the voice instructions to provide your access code Once you start your teleconference attendees can join it by dialing the call in number and entering the access code that you provide to them Controlling an audio only meeting If you use your personal conference number PCN account to start an audio only meeting standalone teleconference you and attendees can use the following keypad commands Host commands Dial the phone number of a participant whom you 4 want to add to the teleconference Lock the teleconference preventing anyone else 5 from joining it Unlock the teleconference 5 Mute your microphone 6 Unmute your microphone 6 403 Chapter 23 Using My WebEx Let participants continue the teleconference without 8 the host Then hang up your phone Mute all attendees with full speaking access HH Unmute all attendees with full speaking access 99 Play the participant cou
364. share 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 With all All visitors to your Personal Meeting Room can access this folder 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 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 Share as Enter the name for the folder that will appear on your Personal Meeting Room page Read Let visitors to your Personal Meeting Room view the list of files in the folder and download the files Write Let visitors to your Personal Meeting Room upload files to the folder but does not allow them to view the files in it Read amp write Let users view files in the folder download files from the folder and upload files to the folder 363 Chapter 23 Using My WebEx Allow files to be overwritten Password protected Update Cancel T 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 user
365. sharing on their computers Here are just a few tasks you can perform Start sharing an application More on page 247 and open more applications to share More on page 248 Control the appearance and viewing of shared software pausing changing to full screen view and so on More on page 264 Annotate and draw on a shared application More on page 270 and allow attendees to draw More on page 273 Learn about sharing application effectively More on page 282 Stop sharing an application More on page 249 Starting application sharing Host or Presenter only You can share any application on your computer with meeting attendees To share an application 1 On the Share menu choose Application The Application Share dialog box appears showing a list of all applications currently running on your computer 247 Chapter 16 Sharing Software Select Application _ e x Select the application that you want to share E Microsoft Project Project XQ Inbox Microsoft Outlook Adobe Photoshop w Documenti Microsoft Word Microsoft Excel Al Microsoft Internet Explorer HA Windows Explorer New Application GQ Shae 2 Do one of the following Ifthe application you want to share is currently running select it in the list and then click Share Ifthe application you want to share is not currently running click New Application The New Application
366. sly saved chat messages 288 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 In the Meeting window on the File menu choose Save As 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 Chapter 17 Using Chat Opening a chat file during a meeting 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 In the Meeting window on the File menu choose Open gt 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 289 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 m
367. ssage confirming that you have signed up for a user account Once your site administrator approves your new user account you receive another email message containing your user name and password 335 Chapter 23 Using My WebEx Note Once you obtain a user account you can edit your user profile to change your password and provide additional personal information You can also specify site preferences such as your default home page and time zone For details see Maintaining your user profile on page 389 Logging in to and out of the WebEx service site 336 To manage your online s maintain your user account you must log in to your WebEx service Web site If you do not yet have a user account see Obtaining a user account on page 335 To log in to your WebEx service site 1 Go to your WebEx service Web site 2 In the upper right corner of the page click Log In The Log In page appears 3 Enter your user name 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 user name or password click Login Assistance Provide your email address and then click OK You receive an email message containing your user name and password To log out from your WebEx service site In the upper right corner of the page click Log Out Chapter 23 Using My WebEx Using your list of meetings maintain
368. sssccsessecssesssessecssecsecssscsecsecsteeseeees 404 Generating SIONS vic csssscesScasonxenacesperuanrasisuanaa toner tsaeeuntaatesenenneiainnnicracn satan sieniamiinnsannnantniennniene 405 About generating TEPOMNS ciecadscansmunwuswuninndanmiankennimananhaminmenmuuned 405 G n rating repOrtS sn mere ralne eure nei ORteE unr Ent VEN rt i Eeteen itaenea aaee Benen RUT Ea oada iaka daen iaaiiai 406 ao LE REEERE A E E EEA EO EE E OE EERE 409 xix get an overview of setting up Meeting Center set up Meeting Center for Windows remove Meeting Center from your computer make sure your system can handle Universal Communications Format UCF media files get an overview of setting up WebEx Connect Setting up and Preparing for a Meeting About setting up Meeting Center on page 1 Setting up Meeting Center for Windows on page 2 Uninstalling Meeting Center for Windows on page 3 Checking your system for UCF Compatibility on page 4 About WebEx Connect on page 5 About setting up Meeting Center To participate in a meeting you must set up Meeting Center on your computer Once 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 Chapter 1 Setting up and Preparing for a Meeting Setting up Meeting Center If you want to See get an
369. ssscsnecsscessesscesses 132 Using annotation tools ON Shared CONTENL cssssscscssesssessecssessecssecssecssssecesecescesscescsssseseesneess 133 Sharing IMIGHMATION cissemnatecaitiGudeniiaimendasidadwndialaiaicane ms Vens EEEa Er SE iSi 134 Working With Panel Sg stssstoncaannamncinmmuenmunaimananinanmanmanimninumamaen 135 Ma aging Panels susinarisiiiiniirusisksisniseiiiiaiaai iania eisiaa seii 136 Minimizing panels cis cca saavvssussseteavesesesdwvtrcessiaecadanindiale den odin la aie een 137 Expanding and collapsing panels sesssssssssssssseeeesseessssssssssssssseeeseeetsrerossnsssnssssesssteesreeessrrssnsssssss 137 Restoring the pan llayo t sssisesieiieanaaaniaaniisih aaa aaia 137 ACCESSING panel OPTIONS sicissasdsrunaisradioniniuiadeomaanann ciaieaanaanminnninceantve 138 Resizing the content Viewer ANd Panels area sesssssseessscssessssssessscsccseccsecsscssecsnecsecssecsesseeses 140 Accessing panels in full screen view csesssesssessesssecsssssecssesssssssssscesssenccsscssscsussascsuscsseesecaseesessecesseesses 141 Manipulating panels in full screen view sesesssssssscscssesssssseesuecsscessssscesecesccsnceeccsscencsnccasesnecses 142 Sharing in full screen VIEW icinsenriciseniiaiaiwndkiinciadianadriakmussnnauninnne 144 Synchronizing attendee displayS s ssssssssssssssssssesseseessssssssessrseesssssssseosereessusseseeesrenesnnsseseeeneenesssss 146 Viewing Panel alerts anauaasannneucaciataitnauaneuen ane ne TEE VEEE EYS
370. sssssoe 315 Setting p VIDEO naiiininminininamamnnnineminaneanmeunuumamNaanunaaaNA 316 Sending live VASO isos sed cacc secs cacntes cate cae phases dade azeacetiam cued ceca nce ast ahsani 316 Specifying video camera OPTIONS cssscssccssecssecssecsssesseecsscessccssecesccesscesscessceeseesssecseecseesseesseessees 317 ADOUT VICES ODLIONS ainsiinmminininnuciiecunncnunaunmmuinnbmmuminoulinannanemunt 318 Securing your privacy in a meeting With live VIDEO esesssccssescneccssecssecesesseecsueesseecseecssees 319 Limiting bandwidth Usage and Network CONGESTION ssessssssscssessecssecssecsessecsecssecseeeseeees 320 Using Mutt VideO sereisas anerer srera rasire ranees Sea eaa ESENES ESEE ASEA S Eea ENS EEES iS 320 System requirements for viewing multiple video IMAGES ssssssssssssssssssessesssrssssrrrsseeese 321 VIEWING live videO cunanieunieniiandnduninntaanmuniannianudatanawunmaiabunnoene 322 Viewing live video in a floating WINdOW ssseeesssssssssssnssssessceccseersseesnsnsssnssseesseereserrsssssssnsssssss 322 Viewing multipoint images in a floating WINDOW sescssscssecssecsecssccsnccenscenscessecsseesseesseesse 323 Zooming in or out on live vid o eessssessssssssssssossceeeseeessssssssssssesstoceeeresssessssssssssseessreersseroseesssss 323 Controlling full screen view of live video sssssssssssessseesssssssssssssssseosseeeesersssnsssnssssoesseeesreesesessse 324 XV Chapter 22 Managing Vide sssrssarsss
371. ssssssessssssesssscssecssssseesssscessesseesss 17 About the Meeting Information page ssssssssssssssecssssscsssssncssessnecssssecsssssecsecsscsscssscessessceseesses 17 Obtaining information from an email MessSage sseeesssssessssssssscossteeeseersssssssnssssessseesseereseees 18 Obtaining information from the meeting calendar esssssssssssssssssosseeeeseeesssssssnsssssssssesseeeesere 18 Obtaining information from the host s personal page sessssssssssssssseeceseeesssessssssssssseosseeeesees 19 Adding a meeting to your Calendar Program ssssssscsecssescseccsscssseessecsscceseesssesseeeseecseesseecseecseesseeses 19 About adding a meeting to your Calendar Progra sssssecssscssccssecsncceseecsscensesseeeseeeseeessees 20 Adding a Meeting to your Calendar Program cccsecssecssscsseccseccsecssscesseessseessesseeeseesseecsueesneessees 20 Chapter 3 Using the Calendar sisssssissosssssssveesssseescnnssvossenisonsesosvesssesenssssessuavesseevesesessssovesesases 21 About the Meeting Calendar ccccscccssssssssssesssessssssesssscssssssssscssscenscsncsscsuscsscsuscsscesscescsssceaccsnceaccssceascsnceses 22 Viewing the meeting Calendar swiiasinicidiinnacieacsnnniiatsaneeaiaimunnnatadenaeens 22 Selecting a date on the Meeting calendar ssecsessssssescssessessscsssssscssscsnesscssecsessecsscesscsscessceacesnsenseess 23 Searching for a Meeting ON the meeting CAleN AL cecseccsecsscssessscsnecsecssessnecsessecsecesscseees
372. ssssssssssssssnsssessssssessnsssesssscsessseseesscsscsssceasesnceneees 363 Opening the My Recordings Page sscssscssscsssssssesssssssesssessseesessusccsecesscesscesnccessessseeseeeseeesseessees 364 Uploading a recording ley waninceeracciatiaasiauaiintiadeibutanimmrnaneunoddanian 365 Editing information about a recording ccsesssesssessessecseessecsccsessscsssceacssscesscsscescsnecseessecseesseeses 365 Sending an email to share a reCOrdiNg sesssescsssecssecssecsssccnsccssccssccssccssccessecseeeseeesseesueesseeeseeessees 366 About the Add Edit Recording page sssssssssssssseeeeseresssrsssssssssssessseeeeseersssesssnssssssseeestereserrsssessss 367 xvii xviii About the Recording Information ssessssssssssssssssseccseeesssesssnssssssseossrereseeesssnsssnssssossseessreresssrossessssss About the My WebEx Files gt My Recordings page sssscssscssscssecssescsecesseessecsssessceeseesneecseeess About the My WebEx Files gt My Recordings gt Meetings page sssssscssecssesseeseesseense About the My WebEx Files gt My Recordings gt Miscellaneous Page Maintaining contact information e eeessesssssssssssssoosseeceseesssssssnsssssssseessteresreesssssssnssssessseeesreresssrsseessssss About maintaining Contact iNformation csescssssscssscsscssscsncssesssesssesseessecssesssssseesecessesnsesees Opening your address bOOK ss sssssssseseesssssssssessessesssseeseesserseereresersereseeeneeessensensssnsnnssesseesstr
373. st The meetings you are invited to Show past meetings Topic 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 Shows a list all of the online meetings or audio only meetings that you are hosting Shows a list all of the 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 Chapter 23 Using My WebEx About the My WebEx Meetings page All Meetings tab 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 S Language link Time zone link Date 4 gt Search for meetings by date host topic or words in the agenda EJ The meetings you host The mee
374. 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 123 Chapter 6 Setting Up a One Click Meeting 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 ODO ey E If you did not specify automatic login enter the required WebEx account information in the dialog box and then click Log In 2 On the WebEx One Click panel click Start Meeting WebEx One Click Meet Now Enter email or mobile or meeting number amp Start Meeting aaa Join Meeting Start Scheduled Meeting Meet Later Eg Schedule Meeting amp Edit WebEx Settings Note For instructions on using the WebEx One Click panel refer to the WebEx One Click User s Guide 124 Chapter 6 Setting Up a One Click Meeting To start a One Click Meeting using a One Click shortcut Click one of the following shortcuts Open One Click Start Meeting Now 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 Calendar Microsoft Outlook Start Audio Only Meeting Start a Scheduled Meeting Join a Meeting My WebEx Account Settings Meeting Templates
375. sts 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 Start a One Click Meeting based on settings you have specified in One Click Setup For details see Setting Up a One Click Meeting on page 117 View a list all of the meetings for the specified day For details see About the My WebEx Meetings Daily tab on page 341 View a list all of the meetings for the specified week For details see About the My WebEx Meetings Weekly tab on page 343 View a list all of the meetings for the specified month For details see About the My WebEx Meetings Monthly tab on page 345 View a list all meetings or search for meetings by date host topic or words in the agenda For details see About the My WebEx Meetings All Meetings tab on page 347 Refresh the information in the meeting list Chapter 23 Using My WebEx 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 Options on this tab S Language link Time zone link Date 4 gt The meetings you host The meetings you are invited to Show past meetings Time Topic Click the Refresh icon at any time to display the most current list of meetings
376. t accompanied your video camera See Limiting bandwidth usage and network congestion on page 320 for instructions on changing video options Limiting bandwidth usage and network congestion 330 You can control the network congestion and bandwidth consumption that sending and viewing multipoint video might cause The video options for a presenter include a Congestion Control setting which you can change at any time during your meeting This option is preset to Medium for an adjustable maximum frame rate of 15 fps frames per second for all attendees A setting of Maximum increases the maximum adjustable frame rate to 30 fps To control network congestion presenters only 1 In the Meeting window on the Video panel click the Options icon The Video Options dialog box appears 2 Select the Session Options tab 3 Move the slider switch down to limit bandwidth consumed and reduce the frame rate 4 Click OK To raise or limit the video frame rate and video resolution any meeting attendee 1 Inthe Meeting window on the Video panel click the Options icon The Video Options dialog box appears If you are a presenter click the Personal Options tab 2 Optional Change the video frame rate Limiting the frame rate reduces the number of video frames transported Increasing the frame rate speeds up this transmission rate A faster bandwidth requires more bandwidth 3 Optional Change the video resolution Video resolution is
377. t Number PCN option Select the PCN account that you want to use for your meeting For more information about PCN see the My WebEx section in the documentation for your service Chapter 6 Setting Up a One Click Meeting Use this option To Other teleconference Specifies that the meeting includes a teleconference that service another service provides such as a third party teleconferencing service or internal teleconferencing system such as a PBX private branch exchange In the text box type instructions for joining the teleconference Use VoIP Only Specify that the meeting includes only Integrated VoIP which allows meeting participants to use computers with audio capability to communicate over the Internet rather than the telephone system None Specify that the meeting does not include either a teleconference or Integrated VoIP 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 meetings 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 Before installing WebEx Productivity Tools ensure that your computer meets the following minimum system requirements Microsoft W
378. t a new number 2 Select Manage phone numbers from the dropdown box in the lower pane The Manage phone numbers dialog box appears 3 Click Edit to update the phone numbers in your My WebEx profile or Clear to delete phone numbers that are stored in cookies on your computer Note You cannot be participating in an audio conference by phone if you want to edit or update your phone numbers 202 Using Integrated VoIP Conferences You can use an Integrated VoIP conference in a meeting This option allows participants to speak to each other using voice over Internet Protocol VoIP an Internet based telephony service through the computer Integrated VoIP conferences are useful if Attendees are located a great distance away and do not want to incur long distance phone charges The meeting is a presentation rather than a discussion and does not involve interaction among attendees 203 Chapter 13 Using Integrated VoIP Conferences 204 Your user role in an Integrated VoIP conference determines your level of participation 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 a task description host Start and manage a VoIP conference set conference options More on page 210 start or end a conference More on page 205 Allow a participant to speak More on page 206 mute or unmute
379. t the report data in comma separated values CSV format click Export Report or Export If available click links on the report to display more details 407 Index atp files 304 305 contact group 396 during meeting 166 during training session 308 event templatesscheduling events in meeting transcript 168 in meeting transcripts 168 to participants 168 updated information to attendees 87 files overview 362 for downloading during training session 308 in address book 396 in personal folders overview 362 information about 373 information about files 366 information about in personal folders 366 overview 272 txt files for chat messages 294 ucf files opening 245 saving documents 244 saving presentations 244 saving whiteboards 244 A Access Anywhere using 360 Access Anywhere Usage report description 416 access codes for personal conference number account specifying 409 account user obtaining 341 adding contacts to address book 387 meetings to calendar program 20 new personal folders for file storage 364 pages to shared documents 235 personal conference number account 409 slides to shared presentations 235 address book adding contacts 387 creating contact group 395 importing contacts from file 390 importing contacts from Outlook 393 opening 386 searching for contacts 394 using overview 385 viewing or editing contact i
380. tails about an unlisted meeting such as its host topic starting time and helps prevent unauthorized access to your meeting To join an unlisted meeting a participant must provide a unique meeting number If you invite a participant to an unlisted Audio Only meeting the participant receives an invitation email message that includes complete instructions for joining the meeting including the meeting number What are tracking codes Your site administrator can specify that tracking code options appear in the Schedule a Meeting Wizard Tracking codes may 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 About the Date amp Time page 104 How to access this page On the navigation bar click Host a Meeting gt Audio Only gt Date amp Time What you can do on this page Set the date and time for this Audio Only meeting Set the duration for this Audio Only meeting Chapter 5 Scheduling an Audio Only Meeting Select the number of minutes before the meeting you want to receive a reminder email message Seta recurrence pattern for this meeting Options on this page Meeting date 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 Meeting
381. tatus click Join On the Meeting Information page enter any requested information 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 meeting 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 see Joining a meeting from your on page 12 Meeting Center Web site using the meeting number on page 12 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 meeting from the host s personal page using the meeting number on page 12 11 Chapter 2 Joining a Meeting 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 meeting and then click Unlisted Meeting The Join an Unlisted Meeting page appea
382. teboard Ifyou want to open a whiteboard on the Edit menu choose Add Page Eont Cirleak e Preferences 5 On the Edit menu choose Paste As New Page The screen capture of the video image appears on the whiteboard 332 Using My WebEx get an overview of My WebEx set up a user account on your WebEx service Web site log in to or out from My WebEx use your list of meetings install WebEx Productivity Tools which let you start One Click meetings start instant meetings from applications on your desktop or schedule meetings from Microsoft Outlook or IBM Lotus Notes set up a One Click Meeting view or set options for your Personal Meeting Room page set up or access remote computers using Access Anywhere add edit or delete files in your personal storage space for files add edit or delete information about your contacts in your online address book change information or settings in your user profile including personal information and preferences About My WebEx on page 334 Obtaining a user account on page 335 Logging in to and out of the WebEx service site on page 336 Using your list of meetings on page 336 Installing WebEx Productivity Tools on page 121 Setting Up a One Click Meeting on page 117 Maintaining Your Personal Meeting Room Page on page 349 Using Access Anywhere My Computers on page 353 Maintaining files in your personal folders on page 354
383. teessrrosoesssnsssssssseeeseree 9 Joining from the Meeting Center Calendal c ccsssesssssssssessecssecsssssscssccsecsncssessnscsessessseesseseeesees 10 Joining a meeting from the host s personal PaGe c sesssesssssseessesssessecsesesecsnessnsssessnsesessneeseesses 11 Joining a meeting using the meeting NUMDET sssssssssssssssseeeeseeesssesssnssssssseesseeeeseersssssssnssssesss 11 Joining a meeting from your Meeting Center Web site using the meeting number 12 Joining a meeting from the host s personal page using the meeting number 12 Joining a meeting from Your 1PMOME cscciccscssciesscdescsscctcessscccussesdcxssctcsteasscsuccbavecdelenscdteschatcancscbectecers 13 Registering for a Meeting aesacennsnninanm nen o a a R NE ERRERA 13 About registering for a meeting e ssssssssssssssseosseeeeseeesssssssnsssssssssosseeresereossesssnsssessseessrerrssresssesssss 14 Registering from an email message c cessssssscssessscssessnecsscssecssccsecsscsssssscssscesccenceaccsscesecsscssecsneeseees 14 Registering from the meeting calendar sssesssecssccsscccssssncccsssensecssecssecsseesseecssecssccsncceseeesceessees 15 Registering from the host s personal page se ssessesssesseessecssessssssessscsecssecescssncssssncesessscessesneeseees 16 Obtaining information about a scheduled meeting sesssssssssssssseeessrsssssssssssssssseeseseesssesssnsssssssseesse 16 About obtaining meeting information cccsssscsssssccsecssccsssse
384. tent viewer in a meeting Note Attendees cannot use this option unless the Host or Presenter grants 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 Chapter 16 Sharing Software To take a screen capture of annotations on shared software 1 On the Tools panel click the Screen Capture button v Jf Annotation Tools x gt TO ae o Z Allow to Annotate K Stop Annatating The Save As dialog box appears 2 Choose a location at which to save the file and then click Save Note The file you save is an image of your entire desktop Granting attendees control of shared software While sharing the following types of software the presenter can let an attendee control it remotely Application Desktop if available Web browser An attendee who has remote control of shared software can interact with it completely While an attendee is remotely controlling shared software the presenter s mouse pointer is inactive Rules of thumb for controlling shared software Any attendee can send a request to control the software remotely More on page 278 The presenter can then grant control to the attendee More on page 279 Alternatively the presenter can automatically grant control of shared software to any attendee who requests remote control More on page 280 The presenter can stop an attende
385. ter 1 Setting up and Preparing for a Meeting To set up Meeting Center for Windows 1 On the navigation 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 If you 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 For details see Checking your system for UCF Compatibility on page 4 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 For 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
386. tes for example 1 hour or 30 minutes Meeting number Number that the meeting server assigns to a meeting automatically Meeting password Meeting password that the host specified Teleconference Instructions for joining the teleconference if the host included one for the meeting Host Meeting host s full name 17 Chapter 2 Joining a Meeting Alternate host Appears only if the host designated one or more participants as alternate hosts Host s email address Host s email address Agenda Agenda Displays the Agenda page where you can view the meeting s detailed agenda provided by the host Add to My Calendar 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 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 Optional To view the meeting agenda click View Agenda Obtaining information from the meeting calendar If you did not receive an email invitation you can obtain meeting information from the meeting calendar on your Meeting Center Web site To obtain informati
387. the Call in authentication option for at least one of the phone numbers in your profile 391 Chapter 23 Using My WebEx Other personal information options Enter any personal information that you want to maintain in your profile 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 your My WebEx navigation bar You can then show or hide that link Display partner links in My WebEx Shows or hides partner site links in the My WebEx navigation bar 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 392 Chapter 23
388. the information requested on any page in the Advanced Scheduler refer to these topics If you want to learn about meeting types listed and unlisted meetings meeting passwords set the day and time for a meeting or set up a recurring meeting set up a teleconference with VoIP or voice teleconferencing or both require attendees to register for a meeting create an agenda and select a presentation to share while attendees wait for the meeting to start set options for participants such as allowing them to chat transfer files and take notes set privileges for attendees such as allowing them to view a list of meeting participants control another computer or a Web browser remotely review all meeting details See About the Required Information page on page 51 About the Date amp Time page on page 55 About the Audio Conference page on page 58 About the Registration page on page 67 About the Agenda amp Welcome page on page 70 About the Meeting Options page on page 75 About the Attendee Privileges Page on page 78 About the Review page on page 81 Chapter 4 Scheduling a Meeting 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 Required Informatior Return to Quick Scheduler L2 Meeting type Meeting Certer Pro CUVE Meeting Dynamic ID Date amp
389. the toolbar click the Zoom In Zoom Out button Controlling full screen view of slides pages or whiteboards 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 attendees screens automatically display a full screen view as well However attendees can control full screen view independently in their Meeting windows To display a full screen view On the content viewer toolbar click the Full Screen View button To return to a normal view sharing Manager Writer On the Meeting Controls Panel click the m 4 amp lt 2 amp stop icon to return to the main window og 229 Chapter 14 Sharing Presentations Documents and Whiteboards Viewing thumbnails of slides pages or whiteboards 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 In the content viewer select the tab for the document presentation or whiteboard for which you want to view miniatures 2 On the content viewer toolbar click the View Thumbnails button FT View Thumbna
390. 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 Chapter 4 Scheduling a Meeting Questions about attendee privileges Besides the host who can grant and remove attendee privileges A presenter can grant any privileges to or remove them from attendees during a meeting Can I 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 How can I lear
391. ticipants with appropriate privileges Allow participants to change Note Scares detis Regulars ee far penan Ea Eaua the sequence of panels if you remaining panels akable from MA P want to permit attendees to F7 Aiow partiopants to chenge the sequence of panels manage their own display of Reset ok Cancel panels hen EA amn Alten na a Nas AB mn 136 Chapter 7 Understanding the Meeting Window Minimizing panels Minimizing a panel causes the panel to disappear from the display and reappear as an icon on the Meeting Controls Panel To minimize or close a panel Click the Minimize icon on v Participants i the title bar of the panel amp Name 1 of 1 ready Tools you want to minimize WebEx admin Host a To restore a minimized panel Click its icon on the icon tray H eBazar Expanding and collapsing panels When you collapse a panel the body of the panel disappears leaving just the title bar visible When you expand the panel it reappears in its full form To collapse or expand a panel ia Pey 7 Click the icon in the upper H MLE Arup ans left corner of a panel to v Chat collapse or expand it Restoring the panel layout If you have closed minimized or expanded or collapsed panels you can restore the display to the layout you specified in the Manage Panels dialog box that existed when you first joined the meeting if you did not specify a layout via the Manage Pan
392. ting Room page This button is available only if you have uploaded an image for the page 393 Chapter 23 Using My WebEx 394 Customize branding of header area 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 an maximum of 75 pixels high If you upload a larger image its height is automatically reduced to 75 pixels 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 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 meetings from My Meetings when completed Specify that once a scheduled meeting en
393. ting details For details about the options on each page click the Help button in the upper right corner of the page Click Save If you invited attendees a message appears asking you whether you want to send an updated email invitation to attendees If a message box appears click the appropriate update option and then click OK If you click Cancel in the message box the meeting is not updated Optional If you added the meeting to your calendar program such as Microsoft Outlook in the confirmation email message click Update My Calendar Canceling an Audio Only meeting You can cancel any Audio Only meeting you have scheduled Once you cancel an Audio Only meeting you can choose to send a cancellation email message to all attendees whom you invited to the meeting The meeting is removed automatically from your list of meetings in My WebEx If you are logged in you can cancel an Audio Only meeting from the confirmation email message that you received after you scheduled the meeting or from your list of meetings in My WebEx To cancel an Audio Only meeting from a confirmation email message 1 Open your confirmation email message and then click the link to view your meeting information The Audio Only Meeting Information page appears 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 messag
394. ting 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 For details see Saving notes to a file on page 311 309 Chapter 20 Managing and Taking Notes 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 participants 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
395. tings you are invited to Show past meetings 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 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 audio only meetings that you are hosting Shows a list all of the meetings to which you have been invited Select to include concluded meetings in the list of meetings 347 Chapter 23 Using My WebEx 348 Time Topic Type Assist 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 ea
396. tinuously in a meeting Zooming in or out on live video When viewing live video you can zoom in or out on the video image To zoom in or out on live video 1 Inthe Meeting window open the Video panel if you are using single point video click the Undock icon gt aj 4 if you are using multipoint video select a participant video and click the Undock icon 323 Chapter 21 Sending and Viewing Video 2 In the floating video window click the Zoom button and then select a zoom option Mariah Jensen Click the Zoom button to enlarge or reduce the size of the video image E wetem 7 Controlling full screen view of live video When viewing live video you can switch your display of video between the Video panel the floating video window and a full screen view A full screen view of video fits your entire screen and does not include a title bar or scroll bars To display a video image in a full screen view Do one of the following Ifyou are viewing video on the Video panel click the Full Screen button Full Screen button A 14 ole Ifyou are viewing video in a floating video window click the Zoom button and then select Full Screen 324 Chapter 21 Sending and Viewing Video Mariah Jensen E f J Full Screen button To return to standard view from full view Click View Meeting Window View Meeting Window 325 Managing Video Presenter only You can man
397. tion 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 I 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 I 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 How can I 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 Invite Attendees page attendees must log in to your Meeting Center Web site to attend the meeting which enhances meet
398. tion 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 381 Chapter 23 Using My WebEx 382 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 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 contact s position in a company or organization The URL or Web address for the contact s 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 co
399. tlaunie 1 Setting up Meeting Center sseneneianmnsan naair i N aea E i EE ai 2 System requirements for Meeting Center for WINdOWS ssssscsssssseccsscessecsseeseecseesseesseessseess 2 Setting up Meeting Center for WINGOWS c sssssssssssssssssssssssscsscsnsssscsnscsecssscsssesecsecsssceasessceasesneess 2 Uninstalling for WiNdOWS s ssssssessessssssssssseseseseeeseeteeeeersneeeneenneessnssssssssesssessetsetterrrereeerereerenessneeesnensssssnssnsss 3 Preparing for MEETING asain cast ceases ex cuss ca adc actvcdand aera esee bent i a S ataki 4 Checking your system for UCF Compatibility 0 ssssscsssecsssccsecssscessessecsssesssecsecssecsneecseeeseees 4 Abo t WebEX CONNEC issih aeiiae oon nie renner a Treo aren ont Te Anema er eYe 5 About sharing a remote COMPUTER i cssersisasonsssssonsssasscverasisvonnssssernsnses constsessoessaieoesseseoesnssssooenishasonsssacors 5 Chapter 2 Joining a Meeting siiiscissssssasicesscssctsnssesereesscssensassceventoassteasncsessocesvacsorsensssbenseutsveedbes 7 About joiNIN g Ramee neem rene mene mee man nem ney mma aei a a naan ROS een en eee Tor nnn a aiia 8 About the Join Meeting page aresscesssssssccisacesecsavcesncisaconste savennssaiteossiseteasnnesessbeainanseeelanmunaveoinees 8 Joining a meeting from an instant Message ssesssssssssssseeeesesessssssssssssssscecsserrssrrsssossssssseeesrrererees 8 Joining from an email invitation sessssssssssseseeessesssssssssssssesssteeceeeesssenssnsssssssseoss
400. ton You do not leave the meeting just the g Kathryn Desktop pia sharing portion of it 7 RASS amp di Sharing a Web browser A presenter uses Web browser sharing to show all meeting attendees all Web pages that he or she accesses in a browser Web browser sharing is useful for showing attendees Web pages on the Internet or the presenter s private intranet or computer Attendees can view the presenters Web browser including mouse movements in a sharing window on their screens Tasks related to sharing a Web browser Start sharing a web browser More on page 252 Manage how attendees view the shared Web browser More on page 264 Annotate and draw on a shared Web browser More on page 270 and let an attendee draw on a shared Web browser More on page 273 Learn how to share Web browsers effectively More on page 282 Stop sharing a Web browser More on page 252 251 Chapter 16 Sharing Software Starting Web browser sharing Host or Presenter only You can share a Web browser with meeting attendees 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 Attendees view all new Web browser windows that you open You can show attendees several Web pages simultaneously Stopping Web browser sharing You can stop sharing a Web browser at any time To stop Web browser sharing On the tit
401. trolling your view as an AttENAEE sescssescssecsescsssccsccesscessccssceeseceseesseecssecssecssecesscessceaseessess 267 xii Closing your attendee Sharing WINKOW cssssssecsssesseecseecsscessccssscesccesscesscsseecsueesseecsecsueesseessees 268 Switching your attendee VieW sesccackcseieees dh ceca ee atectecttrerdaet ines teanateaietnnd dain 269 Annotating Shared SOR aie cs sccssescteicce cia cess oe ate cated steele oer acca 270 Starting and stopping ANNOTATION cecsessseessecseecsecseecsecscsseccsccsncesecssccsecsuecsecsnecseesscseesseeseesees 271 Using annotation tOOlS jcdinasercaconndsoniennaaiianinniminnmiainaanmtannoinnnianancdena 272 Letting an attendee annotate shared software ssssssssssssssssesseeresssrssssssssssssessseeeseresesesssnssssss 273 Requesting annotation control of Shared SOftWare ssss sssseeesssessssssssssssessteeereesssssssnssssssss 274 Giving up annotation COntrol ssssssssssssessseesssssssssssssssseosstereseesssnssssssssesssteeereesrossssnsssssssseessrereserres 275 Stopping an attendee from annotating shared software ssssssssseeeesssesssssssssssesssceesseesseesss 276 Taking a screen capture of annotations on Shared softWare sssssssssssssseeeoseeessssssssssssss 276 Granting attendees control of shared SOftWar sssssssssssssssssesseeeesseesssssssnssssssesteeseersssesssnsssssssseessee 277 Requesting remote control of shared software sesssessessesssesssecsesssccsece
402. ts which you can use to set up a teleconference for your online meetings or scheduled audio only meetings You can also use your PCN account to start an instant audio only meeting from any phone 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 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 click Set Up gt New Account The Sign Up page appears 3 Provide the required information 4 Click Sign Up Now You receive an email me
403. ttendee who has remote control 3 Choose the attendee s name to remove the check mark and cancel the selection Sharing applications with detailed color By default Meeting Manager sends images of shared 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 gradients 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 281 Chapter 16 Sharing Software Better performance some image compression Performance refers to the speed at which images appear on attendees 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 Ifyou are currently sharing an ap
404. ttendees join a meeting More on page 196 Mute or Unmute to mute or unmute your own or a specific participant s microphone More on page 196 Mute All to mute or unmute all attendees microphones simultaneously at any time during a meeting More on page 197 Click Mute or Unmute to mute or unmute your own microphone at any time More on page 198 195 Chapter 12 Using WebEx Audio Muting microphones automatically when participants join a meeting Host and presenter only In an audio conference you can automatically mute microphones as participants join the audio conference You can then allow specific participants to speak by unmuting their microphones To mute all microphones when participants join the audio conference On the Participant menu choose Mute on Entry Once a participant joins the meeting the Muted indicator appears to the left of the participant s name For example t Peter Mariposa n Note Participants for whom you have muted microphones can request to speak at any time during a meeting by clicking Raise Hand on their Participant panels Muting and unmuting specific microphones 196 Host and presenter only In an audio conference you can mute or unmute one or more microphones including a microphone for An attendee The presenter To mute or unmute a specific microphone 1 On the Participants panel select one or more participants for whom you want to mute or unm
405. ty Tools 128 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 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 Understanding the Meeting Window The Meeting window provides a forum for you to share information and interact with attendees via documents presentations whiteboards applications and more You share or view documents presentations applications desktops and Web content using the tools in the Meeting window You can also chat take notes and perform other meeting management tasks The following table gives you easy access to information on the Meeting window and the elements that compose it What you can do getan overview of
406. type drop down list select the format in which you want to save the results 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 On the File menu choose Open gt Poll Questions Click the Open icon on your Polling panel ela wx ss 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 299 19 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 and 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 File Transfer El hosts can publish files More on page 302 Fie name gt temp_ac
407. u choose Integrated VoIP gt Join Conference or Leave Conference respectively To rejoin an Integrated VoIP conference On the Audio menu choose Integrated VoIP gt Join Conference Tip Before starting or joining an Integrated VoIP conference use the Audio Setup Wizard to fine tune your computer s settings for Integrated VoIP For details see Setting Integrated VoIP conference options on page 210 Asa participant at any time during an Integrated VoIP conference you can ask the meeting host lt or_presenter gt to pass the microphone to you For details see Asking to speak in an Integrated VoIP conference on page 206 205 Chapter 13 Using Integrated VoIP Conferences Asking to speak in an Integrated VoIP conference Participant only During an Integrated VoIP conference you can indicate to the meeting host or presenter that you want to speak You can cancel a request to speak at any time Speaking in an Integrated VoIP conference on page 207 To request to speak or to cancel a request to speak On the Participants panel click Raise Hand or Lower Hand respectively Raise Hand Ifyou ask to speak the Raised Hand indicator appears on the Participant panel for the host and presenter Ifyou cancel a request to speak the Raised Hand indicator is removed from the Participant panel for the host and presenter Allowing a participant to speak in an Integrated VoIP conference 206 Host only Once y
408. uired 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 I learn more about 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 on page 51 Chapter 4 Scheduling a Meeting About the Date amp Time page
409. umber listed in the confirmation email or on the Audio Only Meeting Information page To access the Audio Only Meeting Information page 1 2 Log in to your Meeting Center Web site On the navigation bar click My WebEx The My Meetings page appears showing a list of any meetings that you have scheduled In the list of meetings click the Topic or Display Info link for your Audio Only meeting The Audio Only Meeting Information page displays Under Teleconference look for the valid phone number or numbers for your teleconference You ll also find the meeting number password and host key Chapter 5 Scheduling an Audio Only Meeting Managing and maintaining your scheduled meetings If you want to See add a scheduled meeting to your calendar Adding a scheduled meeting to your calendar program on page 99 make changes to a scheduled meeting Editing an Audio Only meeting on page 100 start a scheduled meeting Managing and maintaining your scheduled meetings on page 99 cancel a scheduled meeting Canceling an Audio Only meeting on page 101 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 y
410. umbnails 238 zooming in 236 zooming out 236 Z Zoom In Zoom Out tool overview 138 zooming in on video image 330 zooming in on shared pages 236 slides 236 whiteboards 236 zooming out on video image 330 zooming out on shared pages 236 slides 236 whiteboards 236 421
411. ument or presentation that you want to share 3 Click Open The shared document or presentation appears in the content viewer Tip See Tips for sharing documents and presentations on page 218 for information that can help you to share documents and presentations more effectively Determining whether participants can view a page or slide When sharing a document or presentation you can check the Participant Ready indicator to determine whether the page or slide currently displayed in your content viewer is visible to other participants This indicator is especially useful if you are sharing a UCF media file on a slide and want to wait until the file loads in all participants content viewers before you play it 25 of the page or slide has loaded in the participant s content viewer 50 of the page or slide has loaded in the participant s content viewer 75 of the page or slide has loaded in the participant s content viewer ooo ef 100 of the page or slide has loaded in the participant s content viewer Note If the Participant Ready indicator does not appear to the left of a participant s name in the participant list the page slide or whiteboard in your content viewer is not displayed in the participant s content viewer For example the participant may be viewing another slide in your presentation In this case you can synchronize all participant s displays with your display More on page 231 Tips for sharing document
412. ures available in Meeting Center For instance you can Invite others including coworkers prospective clients subject matter experts or managers to join a meeting that has already started Ask another participant to host the meeting if you need to leave unexpectedly you can rejoin later and reclaim the host role Ask another participant to present materials such as a presentation file spreadsheet or other document Control access to the meeting 149 Chapter 8 Managing a Meeting Distribute meeting notes Send a meeting transcript Inviting attendees to a meeting in progress After you start a meeting you can invite additional attendees to the meeting You can use any of these methods Email message using your email client More on page 152 Instant message using WebEx Connect or another instant messenger More on page 150 Phone More on page 154 Text message SMS More on page 155 Inviting attendees by instant message to a meeting in progress If you have WebEx Connect or another instant messenger installed you can invite attendees by instant messenger to a meeting in progress Note Start WebEx Connect if it is not currently running 150 Chapter 8 Managing a Meeting To invite attendees to a meeting in progress using WebEx Connect In the Meeting window on the Participant menu choose Invite By IM The Invite More dialog box appears amp Invite More
413. uring the meeting Multipoint video Lets the presenter and up to five other participants send live video during the meeting This option uses more resources on your computer and bandwidth for your Internet connection which may affect the performance of the meeting application Video Options Displays the Meeting Options dialog box where you can set video options as well as other options you want to make available during the meeting Video frame rate Using the slider adjust the number of video frames per second that your camera sends Or type a number in the box You can specify a rate of 0 to 30 frames per second A higher frame rate produces faster video but uses more resources on your computer and bandwidth for your Internet connection Video resolution Select the resolution of the video image that your camera sends A higher resolution produces clearer video images but uses more resources on your computer and bandwidth for your Internet connection Capture device If more than one video camera is attached to your computer select which camera you want to use in the drop down list Allow others to remotely control my cam Available only if your video camera has remote control capability Specifies that the presenter can remotely control your video camera that is move the camera left right up or down Advanced Properties Displays additional options specific to your webcam For details consult the documentation that
414. ute microphones To select multiple attendees hold down the Ctrl key on your keyboard 2 On the Participants panel click Mute or Unmute Peter Mariposa The indicator beside the attendee s name changes state when you mute or unmute the microphone Chapter 12 Using WebEx Audio Note Attendees for whom you have muted microphones can request to speak at any time during a meeting by clicking Raise Hand on their Participant panels Muting and unmuting all attendees microphones simultaneously Host and presenter only During an audio conference you can mute or unmute all attendees microphones simultaneously This option does not affect the host s and presenter s microphones using your phone keys press using your phone keys press 99 on the Participant menu choose Mute on the Participant menu choose All Unmute All The indicator to the left of each participant s name changes state t Peter Mariposa n Note Participants for whom you have muted microphones can request to speak at any time during a meeting by clicking Raise Hand on their Participant panels 197 Chapter 12 Using WebEx Audio Muting and unmuting your microphone in an audio conference In an audio conference you can mute or unmute your microphone at any time However if the host or presenter has muted your microphone you cannot unmute it To mute or unmute your microphone 1 On the Participants panel select
415. vailable 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 Chapter 4 Scheduling a Meeting Quick Start 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 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 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 pla
416. vailable to attendees 183 Using WebEx Audio In a WebEx audio conference you can use either your telephone or your computer as your audio connection in a meeting If you are a host you can invite up to 500 attendees to participate in the audio conference Participants can choose how they want to connect to the audio conference Telephone you can use your telephone to receive a call back or to dial in Computer VoIP you can use VoIP Voice over Internet Protocol if you have a computer with a supported sound card and a connection to the Internet After joining the conference participants can switch between audio modes with little or no listening interruption In a mixed mode conference where some participants are using the telephone and others are using the computer up to 125 people can speak Your role in an audio conference determines your level of participation Whichever role you take the following table describes the basic tasks you can accomplish in that role For detailed instructions on a particular task click More by the task description 185 Chapter 12 Using WebEx Audio 186 Select an option te join this audo conference a 1 4085667455 ottice w 0D Use Computer Headset Q E Host an audio conference join or leave the audio conference More on page 187 invite additional people to join More on page 193 switch audio connection modes More on page 192
417. ves 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 How do I 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 the 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 Login 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 69
418. w 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 For details see Sorting the meeting calendar on page 25 Options on this page Click the Refresh icon at any time to display the most current list of LS 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 Time zonetink zone setting for your Meeting Center Web site 4 Click the Previous Day icon to display a list of meetings for the previous day gt 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 H 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 require registration check _ in the list of meetings box Chapter 3 Using the Calendar Time Topic Host or Presenter Duration e Join link gt Register link g a Start link b End link cx The Ascending Sort indicator appears next to a column heading and the meetings are sort
419. w of the meeting calendar by clicking one of the following tabs Today Daily Weekly or Monthly For more information about calendar views see Viewing the meeting calendar on page 22 Sort a meeting list by clicking the column headings For details see Sorting the meeting calendar on page 25 View a meeting list for another date For details see Selecting a date on the meeting calendar on page 23 Search for a meeting For details see Searching for a meeting on the meeting calendar on page 25 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 For details see Obtaining information about a scheduled meeting on page 16 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 On the Meetings tab and under Meetings in Progress locate the meeting that you want to join Under S
420. whiteboard More on page 237 Saving a presentation document or whiteboard 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 a 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 overwrite the file or save a copy to another file To save a new document presentation or whiteboard that appears in the content viewer 4 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 Typeaname 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 4 On the File menu choose Save As gt Document The Save Document As dialog box appears 235 Chapter 14 Sharing Presentations Documents and Whiteboards 2 Do either or both
421. xt messaging SMS Invite by phone IM Invite by IM 2 Click Copy Link to copy the meeting URL 3 Paste the URL in an IM message and send the message Inviting attendees by email to a meeting in progress 152 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 attendee can click to join the meeting You have two options for sending an email invitation Have WebEx send the message to the participants Your name does not appear as the sender of the message in message From box You send the message to participants using your own email program MS Outlook or Lotus Notes only Your name appears in the From text box Chapter 8 Managing a Meeting To invite attendees to a meeting in progress using WebEx 1 Inthe Meeting window on the Participant menu choose Invite gt By Email gt Use WebEx The Invite by Email dialog box appears Invite by Email Separate emails addresses with commas and no spaces Enter emal addresses here Separate each address with a comma 2 Type each attendee s email address in the text box 3 Click Invite Each attendee receives an invitation email message which includes A link that the attendee can click to join the meeting The meeting password if you specified one Teleconferencing information if your meeting includes an integrated teleconference T
422. you on page 92 Using the Quick Scheduler on page 46 About the Advanced Scheduler on page 47 Setting up a recurring meeting on page 91 Starting a scheduled meeting on page 84 Editing a scheduled meeting on page 83 Canceling a scheduled meeting on page 86 37 Chapter 4 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 For details see Using the Quick Scheduler on page 46 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 For details see Setting up a recurring meeting on page 91 Using meeting templates
423. you set before joining the meeting For more information see About the Required Information page on page 51 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 on page 51 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 For details see 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 47 Chapter 4 Scheduling a Meeting 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 For more information see About the Registration page on page 67 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
424. you start the meeting In invitation email messages if you invite participants using the Schedule a Meeting page options On the Info tab which appears in the content viewer in the Meeting window In the Join Teleconference dialog box which appears in participants Meeting windows once they join the meeting Cisco Unified Meeting Place audio conferencing Specifies that the meeting include an integrated audio conference If you select this option choose the type of conference Attendees call in Select if you want customers to dial a number to join Attendees receive call back Select if you want customers to type in a phone number and receive a call back from the conferencing service A participant must have a direct phone line to receive a call from the conferencing service However a participant without a direct phone line can join an audio conference by dialing a call in number which is always available in the meeting window Chapter 4 Scheduling a Meeting Use this option ion None Specifies that the meeting does not include a teleconference or the meeting includes a teleconference for which you will provide information for participants using a method other than your meeting service Entry amp exit tone Select the sound you would like all participants to hear when an attendee joins or leaves the meeting Beep A simple tone plays Announce name Upon joining the teleconference a participant
425. your name 2 Click Mute or UnMute Peter Mariposa The indicator to the left of your name changes state Asking to speak in an audio conference 198 Participant If the host has muted your microphone during an audio conference you can ask the host to unmute your microphone so that you can speak You can cancel a request to speak at any time Cick Raise Hand on the Participants panel b RaiseHand_ The Raised Hand indicator appears on the Participant panel for the host and presenter Ww Lower Hand click Lower Hand On the Participants panel The Raised Hand indicator is removed from the Participant panel for the host and presenter Chapter 12 Using WebEx Audio Determining who is speaking in an audio conference Participant During an audio conference you can quickly determine which participants are speaking When a participant speaks the audio indicator on the Participants panel animates For example If you are using Peter Mariposa Host e a a telephone conference the telephone animates Mariah z a computer conference the headset animates Note There is a two second delay before the indicator flashes At any one time up to three phone icons and three headset icons can animate Using caller authentication to start or join an audio conference Host accounts only CLI caller line identification or ANI automatic number identification is a form
426. your user profile 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 User name 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 389 Chapter 23 Using My WebEx Manage any scheduling templates that you saved Set options for your Personal Meeting Room options including 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 typesWhether 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 The time zone in which meeting times appear The language in which your Web site displays text if your site includes multiple languag
427. ys 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 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 automatically Select a UCF presentation or document that already resides in your personal folders Save your file selection and then return to the Agenda amp Customizable Welcome page 73 Chapter 4 Scheduling a Meeting 74 Questions about setting the agenda and welcome message Can I change how the information on the Info tab displays You can choose a template for the 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 What is the Quick Start page The Quick Start page allows a presenter to quickly display a document application or
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