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WebEx Meeting Center User Guide

1. ccceeeeeeeeeeeeeennneeeeeeeeeeeeeeeneeaaees 322 About the My WebEx Meetings page Daily tab ceeseeeeeeeeeeeeeeeeeeteees 323 About the My WebEx Meetings page Weekly tab ccceeeeeeeeeeeeetteees 325 About the My WebEx Meetings page Monthly tab ceeeeeeetteeeeenees 328 About the My WebEx Meetings page All Meetings tab sees 329 Maintaining Your Personal Meeting ROOM Pag ccccceeeeeeeeeeeeteeeeeeeeeeeeeeees 331 XV xvi About your Personal Meeting ROOM page ccccceeeeeeeeeeeeteeeeeeeeeeeeeeeentanees 332 Viewing your Personal Meeting ROOM page eeeeeeeeeeeeeeeeeeeeenneeeeeeees 332 Setting options for your Personal Meeting Room page eeeseeeeeeeeeeeeeees 333 Sharing files on your Personal Meeting ROOM PaQ ccccccceeeeeseeteeeeeeees 334 Using Access Anywhere My Computers eeeeeeeeneeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeees 335 About the My Computers page cccccceeeesseeeecceeeeeeeeeeeesaeeeeeeeeeeeeeeeeeeneaeees 335 Maintaining files in your personal folders eeeeeeeeecceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 336 About maintaining files in your folders ccceeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeaeees 337 Opening your personal folders documents and files eeeeeeeeeeeeeeeees 338 Adding new folders to your personal fOlders cccccecce
2. cccceeeeeeeeeeeeeceeeeeeeeeeeeeeeeeaaeeeeeeeeeeeeeeeee 182 Muting and unmuting all participant microphones simultaneously 183 Understanding the speaker queue for a voice conference ceeeeeeeeeeeeeeees 184 Fine tuning your microphone and speaker SettinS cccccceceeeeeeeeeeeeeeeeeeeeeeeee 184 viii Sending and Receiving Video ice wicieisieieinscincenunctenenesisctincetuneimionmniniciubiacsnmaciniaimonins 187 Minimum system requirements c cccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeees 188 Locking focus on one PartiCiPAN eeeeeeeeeeeee eee eeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeees 189 Switching between a list or thumbnail view of participants eeeeeeeeeeeeees 190 Viewing everyone who iS sending VIGEO ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenneeeeeeeees 191 Understanding the large video VIQW ccceeeeeeeeeeeeeceeeeeeeeeeeeeneeeeeeeeeeeeeeeees 192 Expanding the active speaker s video diSplay ccccceeeeeeeeeeeeeeeeeeeeeeeeteee 194 Setting webcam options Saicceiscniscnincecenececniiansamutieieeleauiieeneleale ee teeau bine eleel seas 194 Managing video display during sharing ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee 195 Controlling your Self VieW cccceeeeeeeeseeseeceeeeeeeeeeeeeeeaaeeeeeeeeeeeeeseesneaeeeeeeees 196 Controlling video display cccccceeeeeseececcceee
3. 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 host 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 and then click OK Optional To view the meeting s agenda click View Agenda Adding a meeting to your calendar program 60 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 61 add a scheduled meeting to your calendar Adding a meeting to your calendar program program on page 61 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 suppor
4. The list of all applications currently running on your computer is displayed Share Ney Duelir Perheiperit Meeting Help My Desktop File Including Video Coi 4Ar 0 apokat Whiteboard Colt Alken IM Documenti Microsoft Word Untitled Notepad ft Inbox Microsoft Outlook Running Application Web Content Web Browser a fx Microsoft Excel AX Author 5 My Meeting Window Gsco WebEx Connect Vahoo Mozila Firefox Other Application Do one of the following 251 Chapter 14 Sharing Software f the application you want to share is currently running select it in the list to begin sharing it f the application you want to share is not currently running select Other Application The Other Application dialog box appears showing a list of all applications on your computer Select the application and then select Share Your application appears in a sharing window on participant screens For tips that can help you to share applications more effectively see Tips for Sharing Software on page 288 Sharing several applications at once 252 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 participant screens To share an additional application Select the application you want to share If that application is current
5. What you 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 The percentage of available personal storage space on your WebEx Service Web site that is being used by your recordings This field appears only if your site administrator has turned on You are currently using X the option to show personal recording storage allocation usage of YGB If this field does appear and you exceed your personal storage allocation you will not be able to record meetings until some recordings are deleted or the storage allocation is increased by your system administrator The percentage of total available storage space on your WebEx Service Web site that is being used by all recordings on your Site storage X of YGB site If your site exceeds its storage allocation users will not be able to record meetings until recordings are deleted or the storage allocation is increased by your system administrator The name of the recording If you record a meeting on the server the WebEx server automatically uploads the recording to Topic 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 leng
6. f the remote computer is running Windows 2000 and you must log in to the computer send a Ctrl Alt Del command to the computer f you set up the remote computer so you can access multiple applications you can share additional applications simultaneously 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 participants can view all shared applications simultaneously To share an additional application on a shared remote computer 1 On the Meeting Controls Panel select the down arrow button it is the last button on the Meeting Controls Panel Then choose Share Remote Application 209 Chapter 14 Sharing Software Recorder Float All Panels Manage Panels Audio View F Meeting Options d 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 Inthe Select Application box select the application you want to share After you choose another application to share all Select the application that you want to access previously selected applications remain open Select Application Address Book Adobe FrameMaker 7 0 Example You opened the A
7. ccceceeeeeccseeceeeeeeeeeeeeeeaeeeeeeeeeeeeeeeesneeaeeeeeees 2 Recording your meeting aisle tee lato ctelsattcce node nidsiendabades adencdescdulediasadeisidencdauidesadebadeioedaeds 3 Inviting more people to your in progress meeting eeeeeeeeeeeeeeeeeeeeeeeeeeeeenteeeeeeeees 4 Inviting people by instant message to a meeting in progress eeeeeeeees 5 Inviting people by email to a Meeting in Progress c eeeeeeeeeeeeeeeeeeeeeeeeeeeees 7 Inviting people by phone to a meeting in Progress cccceeeeeeeeeeeeeteeeeeeeeees 8 Inviting people by text message SMS to a meeting in progress e 9 Reminding invitees to join your MECtING eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeteeeeeanees 10 Ghanging Presenters seta ea aa ee asenin aisan aei iaka a are ld KEKA Ea AE SAA EA ENEAK SAKEAN EY 10 Making a participant the presenter when you are in the meeting window 11 Making a participant the presenter when you are sharing ccceeeeeeeeeeeees 12 Making someone else the hOSt ceceeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaeeeeeeeeeeteeeeenaaees 13 Transferring the host role cececceeccceeeeeeeeeeeeeeeeeeeeeeeeeeeesesaaaeaaeeeeeeeeeeeeesnaeaeeeeeeees 14 Reclaiming the host VOlG fcciicccscced ccainentscttadetnce ccavaditeredadencded cmeideluddecsniocddieedsicieddlnctts 15 Obtaining information about a meeting after it StartS eee ee eeeeeeeeee
8. l f Phone number for mobile device Country Region Aea orcity code Number Extension a 9 Fax number CountnRegion Area orcity code Number Extension fi Address1 Address2 City State Province ZIP Postal oode Country Region User name D if known Notes i as CY H Add concai 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 362 362 Chapter 18 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 Enter the contact s first and last name Enter the contact s email address Set the language in which any email messages that you send to the contact using your WebEx service site appear Available only if your WebEx service Web site can be displayed in two or more languages Enter the company or organization for which the contact works Enter the contact s position in a company or organization
9. register for a meeting from the host s Registering from the host s personal page on Personal Meeting Room page page 56 About registering for a meeting 54 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 Registering from the meeting calendar Registering from the host s personal page Obtaining information about a scheduled meeting Chapter 2 Joining a 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 me
10. require registration check box Time Topic Host or Presenter Duration Join link gt Click the Refresh icon at any time to display the most current list of meetings Click to open the Preferences page where you can select the language setting for your Meeting Center Web site Click to open the Preferences page where you can select the time zone setting for your Meeting Center Web site Click the Previous 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 Click the Calendar icon to open the Calendar window for the current month Click on any date to open its schedule Select to include concluded meetings in the list of meetings Select to display only those meetings that require registration in the list of meetings The Ascending Sort indicator appears next to a column heading and the meetings are sorted by the column in ascending order The Descending Sort indicator appears next to a column heading and the meetings are sorted by the column in descending order Lists the starting time for each scheduled meeting Lists the scheduled meetings by name Click the topic name to get meeting information Lists the host or presenter for the meeting Lists the scheduled length of the meeting Indicates that the live meeting is in process Click the link to join the Meeting Center from the Meeting Information page 73
11. 2 rer gt Bind gt left on the Controls panel Azion Paitkipants hw Reodor Amine Moke Presenter ii Pass Keyboard and Mouse Control Auto Accept Al Requests F Allows to Annotate Testing Deeps 283 Chapter 14 Sharing Software 2 On the menu that appears choose Pass Keyboard and Mouse Control gt name of participant Automatically letting participants remotely control shared software 284 Host or Presenter only While sharing software you can automatically grant control of the software to a participant who requests control In this case a participant who requests remote control automatically takes control of the software that you are sharing While automatic remote control is turned on any participant can take control away from any other participant by requesting remote control To automatically let participants control shared software 1 On the Meeting Controls Panel select the down arrow button on the Assign button 4l pae mo 44 grec Fa i Chat Participants Recorder Annotate Make Presenter a Pass Keyboard and Mouse Control Auto Accept All Requests Allow to Annotate b Testing Deeps 2 On the menu that appears choose Pass Keyboard and Mouse Control gt Auto Accept All Requests To stop letting participants control shared software automatically 1 On the Meeting Controls Panel select the down arrow button on the Assign button 2 On the menu th
12. 239 saving whiteboards 239 A Access Anywhere using 335 Access Anywhere Usage report description 392 access codes for personal conference number account specifying 385 account user obtaining 317 adding contacts to address book 360 meetings to calendar program 61 new personal folders for file storage 339 pages to shared documents 231 personal conference number account 385 slides to shared presentations 231 address book adding contacts 360 creating contact group 368 importing contacts from file 363 importing contacts from Outlook 366 opening 359 searching for contacts 368 using overview 359 viewing or editing contact information 367 annotating shared software using annotation tools 277 Annotation Color tool overview 224 annotation tools for shared software descriptions 277 annotation tools for shared documents Annotation Color tool 224 Eraser tool overview 224 Highlighter tool overv 224 Line tool overview 224 Pointer tool overview 224 Rectangle tool overvie 224 Text tool overview 224 annotations on shared documents clearing 237 annotations on shared documents selecting font 237 answering polls stopping 280 taking screen capture 281 using tools 277 application shared 397 ensuring good imaging of color 286 attendees allowing to take personal notes 306 creating greeting for 16 creating message for 16 prev
13. Chapter 15 Polling Attendees Displaying a timer during polling You can specify that a timer displays for participants and yourself when a poll is in progress To display a timer 1 Open the Polling Options dialog box f you use Windows click Options at the bottom of your Polling panel If you use the Mac click this button on the lower right portion of the Polling panel i Clear All Open Poll Ce 2 Inthe dialog box that appears select Display and then type the length of time in the Alarm box 3 Click OK 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 300 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 participants Polling panels Participants can now answer the poll 295 Chapter 15 Polling Attendees As participants answer the questions you can watch the polling status on your Polling panel Polling status Windows Z Not started Ei 2 3 67 To view each participants In progress 0 310 polling status click one of Erene d 1 3 33 FF cea these three buttons Remaining time 4 54 Time limit 10 00 Not started 1 1 100 0x ee Mac in progress 0 1 0 0 Finished 0 1 0 0
14. 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 329 Chapter 18 Using My WebEx E The meetings you host The meetings you are invited to Show past meetings Time Topic Type Assist 330 Click the Calendar icon to open the Calendar window Click on any date to select that date as part of your search criteria Shows a list all of the online meetings or Personal Conference meetings that you are hosting Shows a list all of the meetings or Personal Conference meetings to which you have been invited Select to include concluded meetings in the list of meetings The Ascending Sort indicator appears next to a column heading and the meetings are sorted by the column in ascending order The Descending Sort 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 al
15. Customer Care amp to view remaining tabs gt T z Pf B A 4 Aginda Marketing QA 2 On the toolbar click a button to change the page or slide you are viewing Select the drop down arrow to choose any page or Sales Info gt slide left arrow to see the previous page or P j4 02 zige slide i e right arrow to see the next page or 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 on page 235 You can advance pages or slides automatically at a time interval that you specify For details see Advancing pages or slides automatically on page 229 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 230 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 229 Chapter 12 Sharing Files and Whiteboards To automatically advance pages or slides 1 Inthe Meeting window in the content viewer select the tab for the document or presentation for which you want to advance pages or slides automatically 2 On
16. Joining from an email invitation If you received an email invitation to a meeting you can join the meeting by Clicking a link in the invitation Note As you fill in the information requested you may also be asked to type your username and password This page appears only if the meeting host requires that you have a user account to attend the meeting To join a listed meeting from an invitation email message 1 Open your email invitation and then click the link 2 On the Meeting Information page enter any requested information For details see About the Join Meeting page on page 48 3 Click Join Now The Meeting window appears 49 Chapter 2 Joining a Meeting Note If you did not receive an email invitation to a meeting you can also join a meeting directly from your Meeting Center Web site or from the host s Personal Meeting Room page For details see Joining a meeting from the meeting calendar on page 50 or Joining a meeting from the host s personal page on page 51 Joining from the Meeting Center calendar 50 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 2 On the meeting calendar locate the meeting that you want to attend Tips for quickly finding a mee
17. M c traveling 2 4 50 E The Results column d sports 1 4 25 E indicates the No nswer 1 4 25 E percentage of attendees who chose each answer The Bar Graph column provides a graphic representation of each percentage in the Results column 3 Please give us feedback abou Polling status 3 of 4 attendees have responded Remaining time 2 04 Time limit 10 00 Share with attendees V Poll results New Poll Edit Questions 297 Chapter 15 Polling Attendees Sharing poll results with participants After you close a poll you can share the poll results with participants The poll results you can share during a meeting are anonymous However Meeting Center records responses from each participant 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 299 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 participants 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 Edit Share wiew Audic Save the questionnaire More on page 298 Open and Share Ctri O Open the saved questionnaire for use in any meeting Open Poll Questions More on page 300 Open Chat Aft
18. Remove the selected contacts from the list of attendees Remove 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 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 participants call in to the conference they can call a toll free number 86 Chapter 4 Scheduling a Meeting Display global call in numbers This option provides a list of numbers such as toll free or local numbers that participants in other countries can call to join the audio conference 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 O aWebEx host account O saved their phone number
19. The active spsaher A specific participant The display focuses on only the specific participant that you select All participants see that person regardless of who is speaking Ok Cane Switching between a list or thumbnail view of participants You can switch between the Participant List and participants video thumbnails To view video thumbnails 1 Select the list icon List 2 Select Thumbnails Thumbnails To view Participant List 1 Select the thumbnail icon 2 Select List List Thumbnails 190 Chapter 9 Sending and Receiving Video Participants se In the thumbnails view select the down or up arrow to view additional thumbnails Carl Morrison Host me g Viewing everyone who is sending video With one click you can view live high quality video display across your entire screen In the video view you see all participants who are sending video including the active speaker or a specific participant whom the host chose to lock on five thumbnails on the bottom To see more participants use the arrow on either side 191 Chapter 9 Sending and Receiving Video amp Participants To view all participants who are sending video Select the icon in the upper right corner of the display Carl Morrison Host me ax 4 U Jack Shen M Robert Williams a To return to the Meeting window x Exit Full Screen Mode Select Exit Full Screen
20. 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 O Join Lets you join the meeting in progress O End Ends the meeting Join for attendees The meeting that you are invited to has started and you can now join the meeting Registration for attendees The meeting that you are invited to requires registration To display a page on which you can register to attend the meeting click the link Does not apply to sales meetings or support sessions 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 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 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 Time zone link Click to open the Preferences page where you can select the 325
21. mute or unmute one or more microphones More on page 173 use caller authentication to join the conference More More on page 175 Edit or update phone numbers in your user profile More on page 178 Participate in an audio conference join or leave the audio conference More on page 166 switch audio connection modes More on page 171 ask to speak More on page 174 mute or unmute your microphone More on page 173 use caller authentication to join the conference More on page 175 edit or update phone numbers in your user profile More on page 178 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 Connecting to an audio conference Once you start or join a meeting that uses WebEx Audio the Audio Conference dialog box appears automatically on your screen 166 What device do you want to use for speaking and listening in the meeting your phone typically provides good voice transmission but may have a cost attached Chapter 7 Using WebEx Audio your computer with a headset and an Internet connection Sometimes causes noisy transmission or an irregular voice stream but has no cost attached You can select your preferred device from the Audio Conference dialog box that appears automatically after you start or join a meeting Audio Conference fa 1 Use Phone You can
22. 302 during training session 302 expelling attendee from a meeting 18 files atp 298 300 ucf Universal Communications Format for multimedia 239 during a meeting 303 during a training session 303 during an event 303 exchanging during a meeting 303 exchanging during a training session 303 exchanging during an event 303 exchanging during event 302 exchanging during training session 302 for poll questionnaire 298 for poll questionnaires 300 from personal folders 343 in personal folders 340 343 in your personal folders overview 337 moving or copying in personal folders 340 searching in personal folders 342 sharing on Personal Meeting Room page 334 stop publishing during event 302 stop publishing during training session 302 to personal folders 339 Flash files sharing as Web content 246 folders personal adding new for file storage 339 moving files e 340 opening 338 overview 337 searching for files e 342 font selecting for annotations 237 G generating reports 392 393 greeting creating for attendees 16 meeting information 68 399 header custom adding to Personal Meeting Room page 333 hiding contents of screen on shared remote computer 265 Highlighter tool overview 224 high resolution color in shared application ensuring good imagi 286 home page for site setting 380 host key using to reclaim host role 15 host
23. 6509430485 1 850 S10 pE 1408 566 7646 Cal me amp new number 1 yell call Manage phone numbers Chapter 1 Hosting and Managing a Meeting Tab order For dialog boxes with multiple sections use Tab key to navigate through the options The order of navigation is through one section at a time going from top to bottom and then left to right T Partii ipant privileges a E comiats fainai Select the privileges that you want to assign to all participants Document View Meeting Print IV Partionant list Share documents l Annotate M Any document I Control shared applications l Save Thumbnails Web Linear ck I Any page desktop remotely F Record a meeting Assign all privileges Reset to Meeting Defaults Assign Cancel Note If you focus on a button and then want to click it simply select Enter Switching between options in dialog boxes When you open a dialog box or a panel you can switch between options using the Arrow keys Each dialog box or panel will have an initial focus area from which you can begin navigating Here are some examples 37 Chapter 1 Hosting and Managing a Meeting Use the Up and Down Arrows to move between the options Lock Focus on a Participant Who do you want participants to see The active speaker A specific participant Within an option use the Tab key To stare web content type the addres URL below and select the type of _ Arrows
24. A participant starts or stops sending video A Raise Hand indicator appears in the Participants list The note taker publishes notes An participant sends a chat message A poll opens or closes Poll answers are received For example if a participant joins or leaves your meeting and you have collapsed or closed the participant panel the following table shows you different ways you can be alerted 29 Chapter 1 Hosting and Managing a Meeting Windows Meeting window panel is closed Windows Meeting window panel is collapsed Mac Meeting Controls Panel during sharing panel is closed The panel remains in the alert status until you open and view the change 30 Chapter 1 Hosting and Managing a Meeting Accessing the meeting window using the keyboard Windows operating system participants who have special needs or who are power users can navigate around the Meeting window using keyboard shortcuts Some of these shortcuts are standard in the Windows environment F6 Switch between meeting window areas on page 31 Ctrl Tab Switch between open documents on page 32 in the content area Navigate within the panels area on page 33 Switch between tabs in the Invite and Remind dialog box and the Preferences dialog box on page 35 Shift F10 Use right click menus on page 34 Work with the participant list on page 35 Copy text from the Chat panel on page 39 Tab Switch
25. Chapter 18 Using My WebEx 326 Week link 4 E The meetings you host The meetings you are invited to Show past meetings Day link Friday Time Topic time zone setting for your WebEx service Web site The beginning and ending date for the weekly list of meetings Click the Previous Week icon to display a list of meetings for the previous week Click the Next Week icon to display a list of meetings for the next week Click the Calendar icon to open the Calendar window for the current month Click on any date to open its schedule in the Daily view Shows a list all of the online meetings or Personal Conference meetings that you are hosting Shows a list all of the meetings or Personal Conference meetings to which you have been invited Select to include concluded meetings in the list of meetings Opens the Daily view which shows the scheduled meetings for the selected day The Ascending Sort indicator appears next to a column heading and the meetings are sorted by the column in ascending order The Descending Sort indicator appears next to a column heading and the meetings are sorted by the column in descending order The Expand button appears next to a Day link Click this button to expand and display the list of meetings for that day The Collapse button appears next to a Day link Click this button to collapse and hide the list of meetings for that day The starting time for each schedu
26. Conference meetings Set up a Personal Conference or MeetingPlace Personal Conference meeting Add a scheduled Personal Conference Make changes to the Personal Conference meeting you have scheduled Start your Personal Conference meeting Start your MeetingPlace Personal Conference meeting Cancel your Personal meeting See About Personal Conference and MeetingPlace Personal Conference meetings on page 146 Setting up a Personal Conference or MeetingPlace Personal Conference meeting on page 146 Adding a scheduled Personal Conference meeting to your calendar program on page 149 Editing a Personal Conference meeting on page 150 Starting a Personal Conference meeting on page 147 Starting a MeetingPlace Personal Conference meeting on page 148 Canceling a Personal Conference meeting on page 152 145 Chapter 5 Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting About Personal Conference and MeetingPlace Personal Conference meetings A Personal Conference meeting includes an audio portion and an online portion You start the audio portion first and as soon as it starts the online portion is automatically created on your WebEx service site If you are in the audio portion of the meeting and need to share a presentation document or application with meeting participants you can start the online portion of the Personal Conference meeting and the participants can
27. Create Shortcut Delete Rename Properties Start WebEx Meeting 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 Integration 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 select Share As Document or Share As Application 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
28. 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 A WebEx One Click Meet Now Enter email or mobile or meeting number Start Meeting aia Join Meeting Start Scheduled Meeting Meet Later gj 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 To start a One Click Meeting using a One Click shortcut Click one of the following shortcuts 207 Chapter 10 Setting Up a One Click Meeting 208 Open One Click Start Meeting Now Start Personal Conference Meeting Start a Scheduled Meeting Schedule a Meeting Join a Meeting Connect to My Computers WebEx Settings Help F1 About WebEx One Click Exit Calendar Microsoft Outlook Start Personal Conference Meeting Start a Scheduled Meeting Join a Meeting My WebEx Account Settings Meeting Templates Set Scheduling Permission Help About 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 or click Start Personal Conference meeti
29. Specify the access code that attendees must enter to join the audio portion of a Personal Conference meeting This code must be 8 digits in length Allows attendees to join a Personal Conference meeting before the host starts it Allow attendee to join before host 389 Chapter 18 Using My WebEx Using your Personal Conference numbers Once you add a Personal Conference number account the account information provides the call in numbers and access codes that you and attendees use to participate in the audio portion of a Personal Conference meeting To use your Personal Conference number account for a scheduled Personal Conference meeting 1 When scheduling your meeting on the Required Information page of the Advanced Scheduler select the Personal Conference meeting type 2 On the Audio Conference page select a Personal Conference number account when setting audio conference options for the meeting 3 At the scheduled time dial the call in number for your Personal Conference number 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 Controlling the audio portion of a Personal Conference meeting 390 If you use your Personal Conference number account to start the audio portion of a Personal Conference meeting you and the participants can use the
30. To clear specific annotations on a shared page slide or whiteboard 1 On the toolbar click the Eraser Tool icon D Eraser tool Your mouse pointer changes to an eraser 2 Click the annotation you want to clear To turn off the eraser tool On the toolbar click the Eraser Tool icon D Eraser tool Clearing pointers 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 participant pointers annotation tools A e A m EE To clear your own pointer on all shared slides pages or whiteboards 1 On the toolbar click the downward pointing arrow to the right of the Eraser Tool icon D Eraser tool 2 Choose Clear My Pointer 238 Chapter 12 Sharing Files and Whiteboards Saving opening and printing presentations documents or whiteboards Meeting participants hosts presenters and participants with privileges can access and print documents presentations and whiteboards shared in a meeting For example you can save a shared presentation More on page 239 open a saved document More on page 240 print a whiteboard More on page 241 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
31. To view each participant s polling status select the text Remaining time 0415 Time limit 05 90 Close Poll Click to see detailed status 3 Click Close Poll when the time is up If you specify a timer and the poll times out the poll automatically closes Participants can no longer answer questions Once you close a poll you can view the poll results and optionally share them with participants For details see Viewing and sharing poll results on page 296 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 participants More on page 297 The poll results you can share during a meeting are anonymous However Meeting Center records responses from each participant 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 299 296 Chapter 15 Polling Attendees Viewing poll results Meeting Center bases the percentage for each answer on the total number of participants in the meeting not the total number of participants who submitted answers in the poll a i Poll Questions Questions Results Bar Graph 1 What is your favorite color 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 Hi 2 What do you enjoy doing at lei a reading 3 4 75 M b watching movies 3 4 75
32. click Reset to Meeting Defaults 3 Click Assign Content viewer tools The tools on the content viewer toolbar allow you to share and perform actions on whiteboards or on files such as presentations or documents z Select this button at the top right of the E New Whiteboard content viewer to start a new whiteboard D TZ 0 2 E A annotation toolbar Select a drawing tool for directing attention onscreen using 222 Chapter 12 Sharing Files and Whiteboards pointers a highlighter or drawing a shape More on page 224 Viewing toolbar and menu Change to full screen rotate pages zoom in or out using WA Sync Display for An these tools More Fal Asien 11e 4 Vow Changing views in a file or whiteboard You can switch views in the content viewer by clicking the view icons and selecting from the View menu in the bottom left corner of the content viewer a View tools QA Sync Otsplay for an Fa Aadscwon 115e 4 4 Vow Show Thumbnail Full Screen View Rotate page Zoom In Zoom Out i H AO To display thumbnails or miniatures of shared pages slides or whiteboards to the side of the content click Show Thumbnail This tool helps you locate a page or slide quickly Displays shared content in a full screen view Helps to ensure that participants can view all activity on your screen Also helps to prevent participants from viewing or usi
33. desktop version To set up your One Click Meeting 1 2 Log in to your WebEx Service Web site Click My WebEx gt Productivity Tools Setup on the left navigation bar The Productivity Tools Setup page appears 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 204 Click Set Up Now The One Click Setup page appears 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 201 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 Chapter 10 Setting Up a One Click Meeting About the One Click Settings page How to access this page On your WebEx service Web site do one of the following lf you are setting up your One Click Meeting for the first time on your WebEx service Web site click My WebEx gt Productivity Tools Setup on the left navigation bar gt Set Up Now If you already set up your One Click Meeting on your WebEx service Web site click My WebEx gt Productivity Tools Setup on the left navigation bar gt Edit Settings What you can do here Set options for your One Click Meeting Meeting Options Use thi
34. forward this email message to them The default audio conference settings appear To select a different options click Change audio conference Enter a custom URL to create a virtual meeting room in which you can use Cisco Unified Video CUVC in your meeting If you leave this box empty the WebEx Meeting ID is used by default When you start your WebEx meeting the CUVC Video panel displays automatically This is an optional feature that must be enabled by your site administrator About the Change Tracking Code page How to access this page On the navigation bar click Host a Meeting gt Schedule a 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 83 Chapter 4 Scheduling a Meeting 84 Options on this page Use this option To Tracking Code Assign a tracking code to this meeting 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 provided Both options either select codes from a list or type it About the Time Zone page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting If you see the Adva
35. wore 2 en y ors et Ka ef ppn aA ee ame After you are connected to your X ftls Computer for Audio meeting you can a 1 mute or unmute your speaker or microphone 2 change the volume on your speaker or microphone i A headset icon appears next to your name in the participant list to indicate that you are using your phone in the audio conference and a mute icon appears next to the video icon so that you can mute or unmute your microphone as desired More on page 173 You can switch from using your computer as your Speaking audio device to using your telephone at any time during the audio conference More on page 171 ww Q Rebecca Cox Host me IR p n Chapter 7 Using WebEx Audio Fine tuning your microphone and speaker settings If you are using your computer to connect to the meeting audio you can fine tune your microphone and speaker settings to optimize your audio experience The Speaker Microphone Audio Test walks you through testing your devices and setting your speaker volume and microphone level When you first start or join a meeting you can manually test and adjust your sound device before you actually start using your computer for audio To open the Speaker Microphone Audio Test and adjust your sound settings 1 From the meeting window menu select Audio gt Speaker Microphone Audio Test 2 Follow the instructions Tip After you join the audio portion of the meeting you can
36. you can use Cisco Unified MeetingPlace audio in your meetings and in MeetingPlace Personal Conference meetings Your account number includes a toll number to call as well as a Cisco Unified MeetingPlace profile number For additional security you can specify or reset a profile PIN that can be used to authenticate your account You can also synchronize your account settings for your WebEx and Cisco Unified MeetingPlace accounts 385 Chapter 18 Using My WebEx Adding or editing a Personal Conference number account You can add up to three Personal Conference number accounts You can edit a Personal Conference number account at any time to change the following The access code that you want to use to start the audio portion of the Personal Conference meeting The access codes that you want participants to use to join the audio portion of the Personal Conference meeting To add or edit a Personal Conference number account 1 Log into your WebEx service Web website and then select My WebEx 2 Select Personal Conferencing The Personal Conferencing page appears 2 Personal Conference Number Your Personal Conference Numbers are Call in toll4ree number US Canada 1 650 429 4258 Shew all toll free dialing restrictions Callin toll number US Canada 1 650 429 4358 Backup call in toll number US Canada 1 550 429 4258 PIN Account 1 Detault Host access code 2004 7603 Atteniee access code 20021394 Attendee
37. your Personal Meeting Room page Delete Removes the current image from your Personal Meeting Room page This button is available only if you have uploaded an image for the page Upload a banner image to the non scrolling header area for your Personal Meeting Room page For example you can Chapter 18 Using My WebEx header area 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 Meet
38. 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 Customer meeting Department meeting The template in brackets is the default template provided by your Team meeting wt Vendor meeting site administrator 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 f the meeting s starting time is the current time click Start to start the meeting If the meeting s starting time is after the current time click Schedule The Meeting Scheduled page appears confirming that the meeting is scheduled You also receive a confirmation email message that includes information about the scheduled meeting 135 Chapter 4 Scheduling a Meeting 136 Using an existing meeting template and overwriting the template settings You can open an existing meeting template and change the settings You can save your changes to the template 1 Log into your Meeting Center Web site 2 On the navigation bar expand Host a meeting to view a
39. Audio Participant Meeting Help My Desktop Monitor 1 File Including Video Ctrl Alt O Monitor 2 Application Whiteboard Ctrl Alt Nh Web Content Web Browser My Meeting Window 2 Select the monitor to share 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 288 Note If your desktop has any background images or patterns or wallpaper your Meeting Manager software may remove them from participant views to improve the performance of desktop sharing Stopping desktop sharing You can stop desktop sharing at any time To stop sharing your desktop In the Meeting Controls Panel select the Stop button Quo a a a You can also pause sharing Select the Pause Pats Share fs Seeger button located next to the Stop button tu eaten yas estee If you are a participant rather than the presenter select the Return button to leave the sharing session 205 Chapter 14 Sharing Software Qm s ys Z You do not leave the meeting just the sharing chat Areetate portion of it smal ieremeis dosto Sharing a Web browser A presenter uses Web browser sharing to show all meeting participants all Web pages that he or she accesses in a browser Web browser sharing is useful for showing participants Web pages on the Internet or the presenter s private intranet or computer Participants
40. Clear All Delete Copy al Move Sl For details about the My WebEx Files page see About the My WebEx Files gt My Documents page on page 343 and About the My WebEx Files gt My Recordings page on page 354 338 Chapter 18 Using My WebEx Adding new folders to your personal folders To organize your files on your WebEx service Web site you can create folders in your personal storage space for files To create a new folder 1 Open the My Documents page For details see Opening your personal folders documents and files on page 338 Under Action click the Create Folder button for the folder in which you want a new folder c 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 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 The is no limit to the size of the files as long as you have available storage space 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 upload files to your personal folders 1 Open the My Documents page For details see Opening your personal folders documen
41. 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 thes folda Do not share this folder Share this folder Share as Read download only file names are visibla Wate upload only file names are not visible Read amp Write download and upload file names are visible Allow files to be overwritten Password protected Password 5 Specify sharing options for the folder 6 Click Update Chapter 18 Using My WebEx For details about sharing options see About the Edit Folder Properties page on page 345 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 Computers page How to access this page On your WebEx service Web site click My WebEx Files gt My Computers 335 Chapter 18 Using My WebEx What you can do here Set up and access remote computers using Access Anywhere Options on this page Computer The name you have assigned to your remote computer The status of your remote computer Available t
42. Conference Meeting Information page select Start in the upper right hand corner This button is only available if the audio portion of the Personal Conference meeting has already started To access the Personal Conference Meeting Information page 1 Log in to your Meeting Center service site 2 On the navigation bar select My WebEx The My Meetings page appears showing a list of any meetings that you have scheduled Personal Conference meetings are listed as Personal Conference in the Type column 3 Inthe list of meetings select the Topic or Display Info link for your Personal Conference meeting The Personal Conference Meeting Information page displays 4 If necessary select the More Info link to display all the information about the meeting Under Audio conference look for the valid phone number or numbers for the audio portion of the Personal Conference meeting You ll also find the meeting number password and host key Starting a MeetingPlace Personal Conference meeting 148 Personal Conference meetings do not start automatically at scheduled times You must start the audio portion of the Personal Conference first and then you can start the online portion of the Personal Conference To start a MeetingPlace Personal Conference meeting Call the number listed in the confirmation email or on the Personal Conference Meeting Information page To access the MeetingPlace Personal Conference Meeting Information page 1
43. For an overview of this page and the information requested select the Help button in the upper right corner of the page z Required Information N a ae 7an 2 b r T LEJ Reguired field Re quired Inform ation Meeting type Personal Conference v Date amp Time Meeting topic Status Meeting Audio Conference Meeting password 20042311 inite Anendees Cancel SCHEDULE MEETING Next Schedule your meeting now or add more details To schedule your meeting with these details select Schedule Meeting To add more options select Next or select another page in the scheduler After you have added the details you need select Schedule Meeting Starting a Personal Conference meeting Personal Conference meetings do not start automatically at scheduled times You must start the audio portion of the Personal Conference first and then you can start the online portion of the Personal Conference To start the audio portion of a Personal Conference meeting Call the number listed in the confirmation email or on the Personal Conference Meeting Information page 147 Chapter 5 Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting To start the online portion of a Personal Conference meeting 1 Click the link in the confirmation email to view the Personal Conference Meeting Information page or navigate to that page through your Meeting Center service site 2 Inthe Personal
44. Granting privileges on page 159 158 Chapter 6 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 a participant all chat privileges More on page 159 viewing the participant list More on page 161 controlling shared applications web browser or desktop remotely More on page 162 Granting or removing privileges To grant participant privileges during a meeting 1 Inthe Meeting window on the Participant menu choose Assign Privileges The Participants Privileges dialog box appears 2 Grant or remove a privileges as follows To grant a specific privilege check its box To grant all privileges check the Assign all privileges check box To remove a privilege clear its check box To reset to the preset meeting privileges select Reset to Meeting Defaults 3 Select Assign Granting or removing Chat privileges As host you can grant or remove chat privileges for one or more participants 159 Chapter 6 Granting Privileges During a Meeting To grant or remove a chat privilege Communicate Partitiperts 3 You can chat with participants privately or publicly Commmunicakion Select or clear the checkbox for each Participant can chat Allens to privilege you want to grant Privately vith r Most T Dresano i Other pa
45. Invite and Remind dialog box appears Chapter 1 Hosting and Managing a Meeting meeting by es tF Email invite by WebEx or your own email More on page 7 Rene Phone Enter the invitee name Separate addresses with commas or semicolons and phone number and select mIYNNt Call More on page 8 Text message SMS Enter the invitee mobile number and select Send More on page 9 IM Invite by WebEx or your own IM More on page 5 Invite with your local arn Meeting URL Ntlns go webex com po e phiprAT WMISEyent Copy Inviting people by instant message to a meeting in progress You can invite more people to your in progress meeting by WebEx IM or another instant messenger To invite more people using WebEx IM Note Start your WebEx IM if it is not currently running Chapter 1 Hosting and Managing a Meeting 1 From the Quick Start page open the Invite and Remind xA A a ew tT dialog box Emal Ms mM Rem 2 On the IM tab select Invite drwite sing Cisco WebEx IM Th a hurry to gat someones rio the mesting Simply select Copy at the bottom of the screen then pasta the meeting URL directly into your IM window Meeting URL filtpes moblieqs neber com mobdege phprar Copy The Invite More dialog box appears S Invite More j 1 Type a screen or domain name for the W participant Attendees X TMe 2 Click the Plus button to add the name to the list 86 meer M F
46. Making a participant the presenter when you are sharing When you are sharing your desktop an application or files in full screen mode the docked tray at the top of your screen provides an easy way to change presenters 12 Chapter 1 Hosting and Managing a Meeting To make someone else the presenter using the docked tray Mouse over the bottom of the docked tray to expose it Select Assign then Make Presenter Select a participant The participant becomes the presenter with all associated rights and privileges for sharing information Note You can make someone else the presenter from the participant list when you are in the meeting window Making someone else the host As a meeting host you can transfer the host role and thus control of the meeting to a participant at any time This option can be useful if you need to leave a meeting for any reason To make another participant the host 1 Doone of the following Chapter 1 Hosting and Managing a Meeting Participants Chat WB Recorder Right click on a participant name or thumbnail Select the Participant menu Mahe Presenter Audio 5 2 Select Host from the Change Role To menu The selected participant is now the host The word host appears to the right of the attendee s name in the participant list Transferring the host role As a meeting host you can transfer the host role and thus control of the meeting
47. Meeting Room page can upload files to or download them from the folder For example you can use your personal folders 337 Chapter 18 Using My WebEx 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 332 Opening your personal folders documents and files To store files on your WebEx service Web site or to access files that you stored you must open your personal folders To open your personal folders 1 Log into 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 My Training Recordings available only in Training Center My WebEx Files Welcome Marie Brooks My Documents My Recordings Cs 2 Search Capacity 50000 MB Used 729 KB Name Description Size Actions Shared Coot Folder 729 KB Fe kr amp Datveticement gi 283 KB 9d 2 kegs 2K8 ia 2 E C pitures 401 ke ORDE OO erict outline 29KB D Coe saoduct shige 14 KB Bi reuites paterord Ri Read only Wi Wite onte R W Rand amp Write Select All l
48. Mode in the upper right corner of the screen Understanding the large video view When you are viewing everyone who is sending video high quality video displays across your entire screen 192 Chapter 9 Sending and Receiving Video JO One of the following is displayed here The active speaker s video which switches as the loudest speaker changes A specific participant s video that the host chose to lock on Your self view appears in this corner You can Minimize or restore the display by selecting the icon in the upper right corner of the self view Mute or unmute your audio by selecting Mute Me or Unmute Me Stop or show your self view by selecting Stop My Video or Start My Video Video thumbnails of five other participants appear here Use these controls to see additional participants If you are the host or presenter you can choose to lock everyone s focus on the active speaker s video or a specific participant s video Select the name to get started More on page 189 You can expand the active speaker s video display to full screen More on page 194 193 Chapter 9 Sending and Receiving Video Expanding the active speaker s video display Setting 194 When you are viewing all participants who are sending video you can expand the active speaker s video display to full screen With the full screen display you can continue sending or receiving HD video applicabl
49. To stop making annotations on shared software and return your mouse to a normal pointer you must stop annotation mode To stop annotation mode Select the Stop Annotating button in the Tools panel v Annotation Tools xj oT 7 0 P7 m 2 8 Allow to Annotate D Stop Annotating 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 J Annotation Tools xj T 7 0 A7 m 2 B E Allow to Annotate D Stop Annatating Lets you point out text and graphics on shared content The pointer E gt displays an arrow with your name and annotation color 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 Pointer 2 1 Chapter 14 Sharing Software Text Line Rectangle Highlighter Annotation Color Eraser Ss O 8 Q Clicking this button again turns off the pointer tool Lets you type text on shared content Participants can view the text once you finish typing it and click your mouse in the content viewer 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 dra
50. a One Click Meeting from your WebEx Starting a One Click Meeting on page 206 service Web site remove WebEx One Click including all One Removing WebEx Productivity Tools on Click shortcuts from your computer page 210 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 199 Chapter 10 Setting Up a One Click Meeting 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 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 200 The settings you specify apply to both the One Click Web version and the
51. a Personal Conference meeting or MeetingPlace Personal Conference meeting 8 Optional If you added the meeting to your calendar program such as Microsoft Outlook in the confirmation email message click the Update My Calendar link Canceling a Personal Conference Meeting or MeetingPlace Personal Conference meeting 152 You can cancel any Personal Conference meeting or MeetingPlace Personal Conference meeting 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 The Personal Conference meeting is removed automatically from your list of meetings in My WebEx If you are logged in you can cancel a Personal Conference meeting or MeetingPlace Personal Conference 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 a Personal Conference meeting or MeetingPlace Personal Conference meeting from a confirmation email message 1 Open your confirmation email message and then click the link to view your Personal Conference meeting information The Personal Conference Meeting Information page appears 2 Select 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 3 Inthe message box click Yes or No as appropriate If you click Cancel in th
52. a meeting a sharing window opens automatically on all participant screens You can show in this special sharing window an application for example you want to edit a document as a group or show your team how a tool works computer desktop for easily sharing several applications at once and for sharing file directories open on your computer web browser useful for sharing particular Web pages with participants or showing a private intranet any application or the desktop on a remote computer with Access Anywhere installed on it for example you are on the road and the computer in your office has the information you need Your site settings and your user role in a meeting determines your level of participation in sharing software Whichever role you take this table describes the basic tasks associated with that role For detailed instructions on a particular task select More by the task description 249 Chapter 14 Sharing Software host and presenter participant view Audio Participant My Desktop File Including video Ctrl Alt o0 Application Whiteboard Ctrl Alt N Web Content Web Browser Sharing applications Share software Share applications More on page 250 Share your desktop More on page 254 Share a Web browser More on page 256 Share a remote computer More on page 257 Control the appearance of shared software More on page 267 Annotate shared so
53. a meeting you can add a request to invitation email messages for attendees to verify that the following components are installed on their computers for playing Universal Communications Format UCF media files Flash Player for playing a Flash movie or interactive Flash files Windows Media Player for playing audio or video files This option is useful if you or another presenter plans to share a UCF multimedia presentation or standalone UCF media files during the meeting Your request automatically appears in any invitation email messages that you send to attendees using the Advanced Scheduler invitation options Your request also includes a link that attendees can click to access the Verify Rich Media Players page on your Meeting Center Web site This page allows attendees to automatically verify that the required players are installed on their computers Note If you intend to allow attendees to share to share UCF multimedia presentations or standalone UCF media files ensure that the Enable UCF rich media for attendees check box is selected on the Meeting Options page in the Advanced Scheduler How can learn about the fields on the Invite Attendees page Click the Help link in the top right corner of the Invite Attendees page or review About the Invite Attendees page Can use my online address book to invite attendees You do not have to type the email address of each person you want to invite to your meeting You can select
54. additional attendees 140 Chapter 4 Scheduling a Meeting 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 meeting Start the meeting Start Now Edit Attendees Agenda Add to My Calendar Go Back i Review the date time duration and other helpful information about the Edit the details about the meeting you have just scheduled Add the meeting to your calendar if you haven t already done so 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 141 Chapter 4 Scheduling a Meeting About the Meeting Information page for attendees This page provides the details about a meeting you have scheduled What you can do on thi
55. allows you to View a list of attendees to determine whether they have registered for the meeting Obtain attendees names email addresses and optionally additional personal information before they can join the meeting Accept or reject individual registration requests Increase the security of your meeting If you invite an attendee to a meeting that requires registration the attendee 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 receives a registration confirmation email message and can provide the meeting password During the meeting you can check for registration requests in your email program and accept them to allow attendees to join the meeting How do accept or reject registratio
56. and tap the Meet icon The WebEx Meeting Center application launches Note If you have a WebEx account we recommend that you sign in and save your account settings so you can join meetings quickly in the future For detailed information about all aspects of using your iPhone to start or attend meetings visit our website http www webex com apple Joining a meeting from your BlackBerry device If you have no WebEx account join a meeting in one of these ways Start the WebEx Meeting Center application and then select Join Now on the welcome screen Select the appropriate link in your email invitation or the meeting item on your calendar If you have a WebEx account follow these steps to join a meeting 1 Start the WebEx Meeting Center application 2 Sign in to your WebEx account if you have not signed in or saved your account settings 53 Chapter 2 Joining a Meeting We recommend that you save your account settings to join meetings quickly in the future 3 Select the meeting on the My Meetings page 4 Select Join Meeting on the menu Registering for a meeting If you want to See get an overview of registering for a meeting About registering for a meeting on page 54 register for a meeting from an invitation email Registering from an email message on page message 55 register for a meeting from the meeting Registering from the meeting calendar on calendar on your Meeting Center Web site page 55
57. any time To remove a participant from a meeting 1 Inthe Meeting window open the Participants panel 2 Select the name of the participant 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 participant from the meeting 4 Click Yes The participant is removed from the meeting Tip To prevent an expelled participant from rejoining a meeting you can restrict access to the meeting For details see Restricting access to a meeting on page 17 Leaving a meeting You can leave a meeting at any time If you are participating in WebEx audio or an integrated voice conference Meeting Manager disconnects you from the audio after you leave the meeting To leave a meeting 1 Inthe 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 participant before leaving the meeting For more information see Transferring the host role to a participant on page 14 Chapter 1 Hosting and Managing a Meeting Sending a meeting transcript to participants You can send a transcript of a meeting to all participants at any time during the meeting The transcript is an email message that contains the following general info
58. appears asking you whether you want to send an updated email invitation to attendees 6 If amessage box appears click the appropriate update option and then click OK 129 Chapter 4 Scheduling a Meeting 130 The Meeting Updated page appears You receive a confirmation email message that includes information about the changes that you made to the meeting 7 Optional If you added the meeting to your calendar program such as Microsoft Outlook on the Meeting Updated page click Update My Calendar To edit a scheduled meeting from your meeting list on your Meeting Center Web site 1 Log into your Meeting Center Web site 2 On the navigation bar click My WebEx The My Meetings page appears displays each meeting that you have scheduled 3 Inthe meeting list under Topic click the topic for the meeting 4 Click Edit 5 Modify the meeting For more information about the options that you can modify see Using the Advanced Scheduler 6 Click Save If you invited attendees a message appears asking you whether you want to send an updated email invitation to attendees 7 If amessage 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 8 Optional If you added the meeting to your cale
59. attendees from your address book You can access your address book from the Invite Attendees page in the Advanced Scheduler How can enhance meeting security When scheduling a meeting you can require all attendees to have a user account on your site If you include this requirement an option on the Invite Attendees page attendees must log in to your Meeting Center Web site to attend the meeting which enhances meeting security Chapter 4 Scheduling a Meeting Each invited attendee automatically receives an invitation email message To help increase the security for your meeting you can prevent the meeting password from appearing in these invitations by selecting the Exclude password from email invitation option on the Invite Attendees page If you exclude the password in email invitations however you must provide the password to attendees using another method for example by phone About the Select Attendees page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting gt Invite Attendees gt Select Attendees What you can do on this page Select contacts in your personal address book and invite them to the meeting Add new contacts to your personal address book and invite them to the meeting Designate one or more invited attendees as alternate hosts Options on this page Use this option To Address book Lets you select the address book from which you want to s
60. 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 If you have not already done so open the meeting calendar For details see Viewing the meeting calendar 67 Chapter 3 Using the 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 Refreshing the meeting calendar Information 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 If you have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 64 2 Click the Refresh button a Selecting a language and time zone on the meeting calendar On the meeting calendar you can access yo
61. 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 256 Manage how participants view the shared Web browser More Annotate and draw on a shared Web browser More and let a participant draw on a shared Web browser More Learn how to share Web browsers effectively More on page 288 Stop sharing a Web browser More on page 257 Starting Web browser sharing 256 Host or Presenter only You can share a Web browser with meeting participants To share a Web browser 1 On the Share menu choose Web Browser Your default Web browser opens 2 Go to a Web page in your browser Note Participants view all new Web browser windows that you open You can show participants several Web pages simultaneously Chapter 14 Sharing Software Stopping Web browser sharing You can stop sharing a Web browser at any time To stop Web browser sharing On the title bar of the application that you no longer want to share select the Stop button i Gia Es Tip You can temporarily pause Web browser sharing rather than stopping Web browser sharing For details see Pausing and resuming software sharing on page 268 Sharing a remote computer A presenter uses remote computer sharing to show all meeting participants a remote computer Depending on how the remote computer is set up the presente
62. 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 Enable UCF rich media for attendees Allows attendees to share Universal Communications Format UCF media files during the meeting either in a UCF multimedia presentation or as standalone UCF media files A meeting host who is also the presenter can always share UCF media files whether or not you select this check box Note A presenter can change the default privileges for all attendees or individual attendees at any time during a meeting 123 Chapter 4 Scheduling a Meeting Questions about setting meeting options What are some rules of thumb for sharing UCF media files When scheduling a meeting you can allow attendees to share Universal Communications Format UCF media files during the meeting either ina UCF multimedia presenta
63. 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 page about a scheduled meeting 57 obtain meeting information from an invitation Obtaining information from an email message email message on page 59 obtain meeting information from the host s Obtaining information from the host s Personal Meeting Center Room page personal page on page 60 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 57 Chapter 2 Joining a Meeting If you did not receive an email invitation from the host you can view the meeting information from either The
64. choose Daily Weekly Monthly or All Meetings 3 Optional Do either of the following 320 Chapter 18 Using My WebEx To view the list of meetings to which you are invited select The meetings you are invited to from the list To include s in the view that have already occurred turn on Show past meetings 4 Optional Select options to control the view To view the list of meetings to which you are invited select The meetings you are invited to from the list To include meetings in the view that have already occurred turn on Show past meetings Tip You can specify that your My WebEx Meetings page is the home page that appears once you log in to your WebEx service Web site For details see Maintaining your user profile on page 373 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 meetings list on page 320 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 t
65. dialog box appears 5 Inthe 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 367 Chapter 18 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 Open your address book For details see Opening your address book on page 359 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 ad
66. document view any document presentation or whiteboard that appears in the content viewer and navigate to any pages or slides in documents or presentations Granting or removing meeting privileges 162 To grant or remove a viewing privilege Communkale Participants Select or clear the checkbox for each privilege you want to grant Select the privieges tial you wart to assy bo al pariona Document wiew Me l Print F Patiopyt list M Shere docunerts I Annotate T Any document i Control shared applicadors Save F Thumbnak gb browser Gr T any page desktop remotely M Record a meeting j 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 Participants can share UCF rich media presentations or files only if the host selected the option to enable UCF rich media for participants when scheduling the meeting Control shared applications Web browser or desktop remotely request remote control of a shared application Web browser or desktop If this privilege is cleared the command to request remote control is unavailable to participants Chapter 6 Granting Privileges During a Meeting Record a meeting record all interactions during a meeting and play them back at any time 163 Using WebEx Audio WebEx Audio lets you use either your telephone or your computer to hear others and t
67. draw on shared elements point to items on shared elements Granting or removing viewing privileges To grant or remove a viewing privilege Select or clear the checkbox for each Communicate p ants ta privilege you want to grant Select the priviages thal you wert t assay bo al parlioparts Occument Wew Meeting I Print F Patiopart lit I Shere docurierts I Annotate T any document E Control shared applicators T Save F Thumnbnak Wicks browbat ck T Any page stesktop remotely 13 I Record a meeting Viewing privileges you can grant to participants Participant list view the names of all other participants on the Participants panel If this option is not selected participants can view the names of only the meeting host and the presenter on the Participants panel 161 Chapter 6 Granting Privileges During a Meeting Thumbnails display miniatures or thumbnails of any pages slides or whiteboards in the center viewer This privilege allows participants to view miniatures at any time regardless of the content that appears in the presenter s content viewer If participants have this privilege they can display any page at full size in the content viewer regardless of whether they also have the Any page privilege Any page view any pages slides or whiteboards that appear in the content viewer This privilege allows participants to navigate independently through pages slides or whiteboards Any
68. for 300 list of your recordings 347 personal folders 338 poll questionnaire file 300 poll questionnaires 295 saved document 240 saved presentation 240 saved whiteboard 240 shared whiteboard 228 user profile e 380 401 your list e 347 options for taking notes 306 Outlook adding meetings 61 P pages of shared documents adding new 231 clearing annotations 237 clearing pointers 238 printing 241 panels closing 25 resizing 27 password requiring for meeting 90 PCNow see Access Anywhere 335 Personal Conference meetings adding to calendar 149 canceling 152 definition 146 editing 150 setting up 146 starting 147 389 using keypad controls during a Personal Conference meeting 389 personal conference number account adding or editing 385 deleting 390 maintaining overview 384 obtaining 385 using 389 using to start a Personal Conference meeting 389 personal folders adding new for file storage 339 moving or copying files 340 opening 338 searching for files or folders 342 Personal Meeting Room page add images and text 333 overview 332 setting options 333 402 sharing files 334 viewing 332 personal notes saving to file 311 taking during meeting 309 personal pages joining meetings from 51 52 obtaining information about meetings 60 registering for meetings 56 pointer using on shared
69. it including its starting time topic agenda attendee list and so on If you update any information about the Personal Conference meeting or MeetingPlace Personal Conference 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 the meeting details by clicking the link in the confirmation email message that you received after you scheduled the Personal Conference meeting or MeetingPlace Personal Conference meeting or from your list of meetings in My WebEx To edit Personal Conference meeting or MeetingPlace Personal Conference meeting from the confirmation email message 1 Open your confirmation email message and then click the link to view your Personal Conference meeting information The Personal Conference Meeting Information page appears 2 Select Edit 3 Make changes to the Personal Conference meeting details For details about the information requested on any page click the Help button in the upper right corner of the page Chapter 5 Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting 4 To save your changes to the meeting select Save If you invited attendees a message appears asking you whether you want to send an upda
70. join it while still participating in the audio portion of the Personal Conference meeting Personal Conference meetings are only available if your site supports Personal Conferencing A MeetingPlace Personal Conference meeting uses your Cisco Unified MeetingPlace audio conferencing account for the audio conference and does not have an online portion for the meeting MeetingPlace Personal Conference meetings are only available if your site supports Cisco Unified MeetingPlace audio conferencing and MeetingPlace Personal Conferencing Setting up a Personal Conference meeting or MeetingPlace Personal Conference meeting 146 To set up a Personal Conference meeting or MeetingPlace Personal Conference meeting 1 Log in to your Meeting Center website 2 On the left navigation bar select Schedule a Meeting 3 Select Advanced Scheduler The Advanced Scheduler displays 4 On the Required Information page for Meeting type select Personal Conference or MeetingPlace Personal Conference 5 Enter the requested information Chapter 5 Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting 6 Note If you are scheduling a Personal Conference meeting you do not need to specify a password By default the password is the attendee access code in your Personal Conference number account that is specified for this meeting If you are scheduling a MeetingPlace Personal Conference you do need to specify a password
71. number accounts With a Personal Conference number ccount you can use the same conference numbers for all your meetings including Personal Conference meetings that you schedule on your WebEx service Web site or that you start instantly from a phone A Personal Conference number account also lets you specify the access codes that you want to use to start the audio portion of the Personal Conference meeting and the access codes that you want attendees to use to join the audio portion For details about the information in a Personal Conference number account see About the Add Edit Personal Conference Number page on page 388 Allows you to add a new Personal Conference number accounts or view and edit information about each of your Personal Conference number accounts Add account Opens the Create Personal Conference Number page on which you can 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 Personal Conference 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 Opens 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 Confer
72. of participants BRE yanda mM Invite Message Meeting Topk Status meting a Start Tene Friday June 20 2006 2 12 pm Pace Daylight Tene San Francisco GMT 07 00 oe To quickly find screen names 1 2 3 Click the Address Book button to open your address book In the Method drop down list select IM If the participant is not currently available you can send an email invitation instead Simple select Email in the drop down list Click Invite Each participant receives an IM message which includes Chapter 1 Hosting and Managing a Meeting A link that the participant can click to join the meeting Meeting topic Meeting start time Tip If you invite participants by instant messenger and your meeting requires a password remember to provide the password to participants To invite more people using another IM invite and Remind 1 Open the Invite and Remind dialog box from the QuickStart zz R ew LO page Emal ots m Remerd 2 Select Copy at the bottom of the dialog box then paste the URL into your own IM and send it Invite using Cisco WebEx IM In a hurry to gat someone rio the meeting Sivgly select Copy at the bottom of the screen then paste the meeting URL directly into your IM PANA Inviting people by email to a meeting in progress Each person that you invite receives an invitation email message which provides information about the meeting including the pass
73. of the recording is actually played back You can select either of the following Full playback Plays back the full length of the recording This option is selected by default Partial playback Plays back only part of the recording based on your settings for the following options O0 Start X min X sec of the recording Specifies the time to start playback for example you can use this option if you would like to omit the dead time at the beginning of the recording or if you would like to show only a portion of the recording O End X min X sec of the recording Specifies the time to end playback for example you can use this option if you would like to omit the dead time at the end of the recording You can not specify an end time 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 Chapter 18 Using My WebEx About the Recording Information page How to access this page On your WebEx service Web site click My WebEx gt My Files gt My Recordings gt recording type gt topic of a recording What you
74. on your site settings a participant can become the presenter in a number of ways The first person to join automatically becomes the presenter Chapter 1 Hosting and Managing a Meeting As host you can make a participant the presenter before sharing on page 11 or during sharing on page 12 Making a participant the presenter when you are in the meeting window During a meeting you can make any meeting participant the presenter also referred to as passing the ball Any presenter can also pass the ball to make another meeting participant the presenter There are numerous ways to make someone the presenter depending on how you are viewing participants Here are a couple of quick ways to make another participant the presenter Participants Chat Recoder Ifyou are viewing a list of participants do either of the following Drag the ball from the last presenter to the next presenter Choose a name and select Make Presenter 11 Chapter 1 Hosting and Managing a Meeting q a Ifyou are viewing participant thumbnails do either of the following Mouse over a thumbnail and select Make Presenter Choose a thumbnail then select Make Presenter De Make Presenter Audo az g The participant becomes the presenter with all associated rights and privileges for sharing information Note Use the docked tray at the top of your screen to change presenters when you are sharing
75. or folders in your personal folders 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 334 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 338 2 Locate the file or folder for which you want to edit information 3 Click the Properties icon for the file or folder for which you want to edit information The Edit File Properties or Edit Folder Properties window appears 341 Chapter 18 Using My WebEx 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 thes folar Do not share this folder Share this folder Share as Read download only file names are visible Write upload only fila 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 100 Inthe Description box type a new name for the file or folder Inthe Name box type a new name for the file or folder 4 Click Update Sear
76. page 393 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 usually 24 hours after the meeting ends the preliminary report is replaced by the final report You can download both preliminary reports and final reports as comma separated values CSV files General Meeting Usage reports These reports 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 393 Chapter 18 Using My WebEx Summary Usage report CSV comma separated
77. page 48 Joining a meeting from an email invitation on page 49 Joining a meeting from the meeting calendar on page 50 Joining a meeting from the host s personal page on page 51 join a meeting if the meeting is not listed on the calendar or on the host s personal meeting page Joining a meeting using the meeting number on page 51 obtain information about a meeting such as Obtaining information about a scheduled its agenda and meeting number meeting on page 57 add a scheduled to your calendar program such as Microsoft Outlook Adding a meeting to your calendar program on page 60 i register for a meeting Registering for a meeting on page 54 About joining You can join a meeting in a number of ways The simplest and quickest is by clicking the meeting URL which the host can send you via an invitation email message or an instant message 47 Chapter 2 Joining a Meeting 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 51 Notes The meeting host may choose to record the meeting If you are the host but you inadvertently land on the page for participants to join the a meeting click If you are the host start your meeting If you are the participant but you inadvertently land on the page for the host to start the a meeting click If you are not the host join as a parti
78. recording is the topic of the meeting You can edit the topic at any time The size of the recording 357 Chapter 18 Using My WebEx Create Time Date Duration Format bo The date and time the recording was created The length of the recording The format of the recording file A recording file can be in WebEx Advanced Recording Format ARF or WebEx Recording Format WRF You can also store recording files that are in Windows Media Audio Video WMV or Shockwave Flash Object SWF format Lets you play the recording available only for recording files with an arf extension that were recorded by the Network Based Recorder If playback of the file requires a password you must provide the password Lets you send an email to share this recording with others Displays a menu with more options for your recording Download Lets you download the recording to your local computer If downloading the file requires a password you must provide the password Modify Lets you edit information of the recording For details see About the Add Edit Recordings page on page 350 r Disable Lets you disable the recording in all locations k Delete Lets you delete the recording from this page Indicates that a recording is password protected Maintaining contact information 358 book book get an overview of your personal address open your personal address book add a new c
79. see Sorting the meeting calendar on page 67 Options on this page Enter a host name meeting topic or any text that may appear Search for in the agenda and click Search text box Note You cannot search for a meeting number a Click the Refresh icon at any time to display the most current list of meetings Click to open the Preferences page where you can select the Language link language setting for your Meeting Center Web site Click to open the Preferences page where you can select the time Time zone link zone setting for your Meeting Center Web site 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 Click the page numbers or next to navigate through the search Navigation links results rr Chapter 3 Using the Calendar 78 Date amp Time Topic Host or Presenter Duration e Join link gt Register link g 9 Start link b End link 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 mee
80. select the application you want to share Note To switch from the Meeting Controls Panel to another open panel such as the participant list enter F6 Screen reader support 44 Cisco WebEx Meetings supports JAWS screen reading software for the following elements Application menus and drop down menus Shared file titles and tab titles Quick Start page buttons button titles and tooltips Panel and Panels tray buttons button titles and tooltips Cisca WebEx eting Center Project kick off Audo Pirfiapant Meeting tiek Meeting Info Jason Anthony s meeting Record Topic Project kick off Audio Conference Invite amp Remind BM share my Desktop v gt B Polling webex Maetng cumben 645 549 62 Chapter 1 Hosting and Managing a Meeting Cisco WebEx Meeting Center Project kick off Ed Annotation panel and toolbars Quek Start Shared Meeting window content area toolbars E rts icone A vow W gt Meeting number 645 549 624 Meeting Controls Panel buttons button titles and tooltips 45 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 About joining a meeting Joining a meeting from an instant message on
81. select the gray eta oo down arrow button it is the last button Stop ppicater Shang Dyrcteorese toe Ad End Meats Synchronizing views of shared software 270 Host or Presenter only While sharing an application desktop if desktop sharing is available or Web browser you can synchronize all participant views of the software with your view Synchronizing views of shared software ensures that the sharing window appears as the active window on participant screens For example if a participant has minimized the sharing window or moved another window on top of it the sharing window becomes the active window when you synchronize views Note Synchronizing views has no effect on the size in which the shared software appears on participant screens Participants can control the size of their views independently To synchronize your view with participants On the Meeting Controls Panel select the down arrow the last button on the panel and then choose View Then choose Synchronize for All a EA a ge ZL 7 Asan Partkipants che Randy Antaa Manage Panels Auo Conference Invite and Remind vew Fullscreen for Participants Stop Application Sharing Synchronize For All End Meeting Chapter 14 Sharing Software Selecting a monitor to share To select a monitor to share 1 Start sharing your desktop On the Quick Start page select Share Desktop If two or more monito
82. 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 Option Ls Search You are currently using X of YGB Site storage X of Y GB Topic Size Description Refreshes the information on the page Allows you type text to search for within recording names Click Search to start the search The percentage of available personal storage space on your WebEx Service Web site that is being used by your recordings This field appears only if your site administrator has turned on the option to show personal recording storage allocation usage If this field does appear and you exceed your personal storage allocation you will not be able to record meetings until some recordings are deleted or the storage allocation is increased by your system administrator The percentage of total available storage space on your WebEx Service Web site that is being used by all recordings on your site If your site exceeds its storage allocation users will not be able to record meetings until recordings are deleted or the storage allocation is increased by your system administrator Indicates a disabled recording The name of the recording If you record a meeting on the server the WebEx server automatically uploads the recording to this page In this case the topic of the
83. software 277 Pointer tool overview 224 pointers clearing from shared document 238 shared presentation 238 shared whiteboard 238 poll questionnaires creating 291 deleting 293 opening 295 saving 298 poll questions or answers changing type of editing rearrangi 293 poll results sharing with participants 297 viewing after closing poll 296 preferences setting for site 380 presentations shared adding blank slides 231 annotating 237 clearing pointers 238 printing slides 241 saving to file 239 printing pages in shared documents 241 shared whiteboards 241 slides in shared presentations 241 private notes saving to file 311 taking during meeting 309 turning on for a meeting 306 profile user editing 380 public notes meeting minutes saving to file 311 taking during meeting 310 publishing files during event 302 files during training session 302 R reclaiming host role 15 recordings uploading 347 Rectangle tool overview 224 refreshing meeting calendar 68 registering overview 54 registering from email messages 55 host s personal page 56 meeting calendar 55 remote computer sharing starting 258 stopping 260 remote computer shared bringing application to the front 266 disabling and enabling keyboard and mo 263 hiding contents of screen 265 locking and unlocking 266 logging in to and out from 266 managing overvi
84. srrately _ Aa a amp wanu w Propart n private chat weh a betag ys E Host A Presenter Ad sttondees a Coe ECIS 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 attendees during a meeting Options on this page 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 134 Set options using template Select privileges that you want attendees to have when meeting begins Privileges 125 Chapter 4 Scheduling a Meeting Save Print Annotate View participant list View thumbnails Conirol 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 whiteboa
85. template for the Info tab in the Meeting window Automatically show a document or presentation to participants once they join the meeting Options on this page Set options using template Select a template and use the settings saved in that template for this meeting You can save time by using a template that includes the list of attendees you want to invite a presentation you want to show before the meeting starts and other options you have used in a previous meetings and saved as a template For more details about creating and editing templates see Using meeting templates on page 134 116 Chapter 4 Scheduling a Meeting Agenda Info tab templates Automatically share presentation or document once a participant joins the meeting Browse Delete Set the agenda for the meeting You can type up to 2500 characters including spaces and punctuation The agenda appears on the Meeting Information page for the meeting on your meeting service Web site Lets you choose a template for the Info tab which appears in the content viewer during the meeting The Info tab contains information about the meeting such as the Meeting host Teleconference phone numbers Host key if you are the host If you are using WebEx Sales Center You can choose another template only if your site administrator has provided one or more customized Info tab templates for your meeting service Select a presen
86. 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 EI amq hi Meeting topic Password Confirm password Date November 12 2008 Time 4 VIDM Cam Gpm San Francisca Time Duration the Omn Meeting wil continus util host ends Attendees lt Separate email addresses with a tise diurnas book conma or semicolon gt Send a copy of the invitation email to me Audio conference WebEx Audio Change audio conference CUVC Meeting 10 ae L sman What you can do on this page Set up a meeting quickly using this one page scheduler Options on this page 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
87. the View menu choose Automatically Advance Pages The Automatically Advance Pages dialog box appears 3 To change the time interval for advancing pages do one of these click the up or down buttons to increase or decrease the interval type a specific time interval Automatically Advance Pages Optional To restart page or slide advancement once all pages or slides Advance to next page every o 00 H are displayed select the Return to beginning and continue advancing M Return to beginning and continue advancing pages pages check 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 If you closed the Automatically Advance Pages dialog box on the View menu choose Automatically Advance Pages The Automatically Advance Pages dialog box appears 2 Click Stop Animating and adding effects to shared slides 230 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 Chapter 12 Sharing File
88. the closed captions option on or off check or uncheck the Enable Closed Captioning check box Note Once you change the notes option any published notes or closed captions are removed from each participant s Notes or Closed Caption panel Be sure to ask participants to save notes or 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 Choosing a note taker If the single note taker or closed captions option is set for a meeting you can designate any participant or closed captionist to be the note taker When scheduling a meeting you can set the notes option or a presenter can set the notes option during a meeting To designate a note taker for Windows 1 On the Participants panel select the participant you want to designate as note taker 2 Right click and then select Change Role To gt Note Taker A pencil indicator appears to the right of the participant s name in the participant list To designate a note taker for the Mac 1 On the Participants panel select the participant you want to designate as note taker 2 Select ctrl and then click then select Change Role To gt Note Taker 307 Chapter 17 Managing and Taking Notes A pencil indicator appears to the right of the participant s name in the participant list Note f you select another note taker or closed captionis
89. to a participant at any time This option can be useful if you need to leave a meeting for any reason To transfer the host role to a participant 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 Inthe participant list select the name of the person to whom you want to transfer the host role 3 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 participant whom you selected 4 Click OK Chapter 1 Hosting and Managing a Meeting The word host appears to the right of the participant s name in the participant list Reclaiming the host role To take over the role of meeting host If a participant has control of a meeting you can assume control of the meeting by reclaiming the host role Important If you leave a meeting whether intentionally or inadvertently and then log back in to your meeting service Web site you automatically become the meeting host once you rejoin the meeting You can rejoin a meeting using either the public meeting calendar or your private meeting calendar To reclaim the host role 1 Inthe participant list select your own name 2 On the Participant menu choose Reclaim Host Role The Reclaim Host Role dialog box appears 3 Type the host key in the Host key box Reclaim
90. 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 Managing Meeting Recordings 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 paan on page 211 ET D on pag iii a ave Upload a recorded ope O tt tte ttn tara meeting file More on Resign rexiver meeting 20000702 _ SO1ME PUOETASpm Mimimti ARE E page 215 Samai sce punts ane de GIE f Edit information about a recording More on aac meeting 200624 2028 HKD 24084 356m Seamer ARF b page 216 D Ads rec rdg Prsa required f P Send an email to share a ee Oe ee oe a eee recording More on page 218 Opening the My Recorded Meetings Page To open the My Recorded Meetings page 1 Log in to your WebEx Meeting Center se
91. 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 participant If you are participating in a meeting and have not taken on another role such as host or presenter you can move around independently in shared documents and presentations if the host has assigned these privileges to you For shared documents presentations and whiteboards you can display any page More on page 241 synchronize your view with the host s view More on page 242 save shared documents More on page 239 open shared documents More on page 240 print shared documents More on page 241 Displaying pages slides or whiteboards For participants 241 Chapter 12 Sharing Files and Whiteboards If you have been granted the necessary privileges you can navigate to different pages slides or whiteboard pages in the content viewer Each document presentation or whiteboard being shared appears on a tab at the top of the content viewer 1 Inthe Meeting window in the content viewer select the tab for the document presentation or whiteboard that you want to display If there are more tabs than can appear at one time select the down arrow button to see a list of remaining tabs or use your keybo
92. 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 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 394 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 Log into 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 Tochange the order in which report da
93. with the display in your viewer Once you synchronize displays the page slide or whiteboard in participant content viewers appears at the same magnification as in your content viewer To synchronize participant views of slides pages or whiteboards On the View menu at the bottom of the window select Sync Display for All Chapter 12 Sharing Files and Whiteboards Sync Display for All Clearing annotations You can clear any annotations made by you or another participant on a shared page slide or whiteboard in the content viewer You can clear All annotations at once Only specific annotations f you are the presenter or host clear all annotations you have made annotation tools To clear all annotations on a shared page slide or whiteboard 1 On the annotation toolbar click the downward pointing arrow to the right of the Eraser Tool icon D Eraser tool 2 Choose Clear All Annotations Note Only annotations on the page or slide that currently appears in your content viewer are cleared Annotations on other pages or slides are not cleared If you are the host or presenter you can clear all the annotations you ve made To clear all annotations you have added to a shared page slide or whiteboard 1 On the annotation toolbar click the downward pointing arrow to the right of the Eraser Tool icon D Eraser tool 237 Chapter 12 Sharing Files and Whiteboards 2 Choose Clear My Annotations
94. 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 If you have selected Personal Conference as the meeting type the default password is the attendee access code in your Personal Conference number account that is specified for the meeting 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 Chapter 4 Scheduling a Meeting Use this option mows default When you start your WebEx meeting the CUVC Video panel displays automatically This is an optional feature that must be enabled by your site administrator Questions about required information for setting up a meeting Why set up an unlisted meeting You can prevent a scheduled meeting from appearing on the meeting calendar and any other publicl
95. you use WebEx audio conferencing you can help participants join the meeting more quickly if participants have O aWebEx host account O saved their phone numbers in their WebEx profiles This option is not available for Cisco Unified MeetingPlace users Personal Conference number Displays the personal audio conference accounts you have set up in the Personal Conferencing area of My WebEx Select the account you want to use for your meeting You can create up to three accounts Click Edit to make changes such as updating the subscriber or attendee access code If you have not yet set up any accounts select Create Personal Conference account to get started This option is not available for Cisco Unified MeetingPlace users Other teleconference 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 103 Chapter 4 Schedulin
96. your computer not on a server Thus your published files are always protected from unauthorized access during a meeting B File Transfer gt temp access request f Uadmn stuffitemp_access MC_DocShare doc U Aithor iEpert to Kend Ta download a fle either select It and then cick Download or right file Transfer __Sae 36864 B 3128328 Not Saved Not Saved To download a file ether Select it and then cid Download or nohte r 20 hosts can publish files More on page 302 participants can download published files More on page 303 301 Chapter 16 Transferring and Downloading Files During a Meeting Publishing files during a Meeting During a meeting you can publish files that reside on your computer and meeting attendees can download the files to their computers or local servers 302 To publish files during a meeting 1 In the Meeting window on the File menu choose Transfer The File Transfer window appears File Transfer Fie name Location teno_access_request Liadh stufftemp access MC_DocShare doc L udhor Expert to Rend To download a fle either selact it and then cick Download or right Click Share File The Open dialog box appears Select the file that you want to publish Click Open The file appears in the File Transfer window The file is also now available in each attendee s File Transfer window Optional
97. 888 English M Marcel Tillman mtillman protech com 1 415 888 6644 English M Sallen Chen schen micolite com 1 512 534 1222 English Select All Clear AIl Delete Add Contact Add Distribution List 4 Inthe View drop down list select one of the following contact lists Personal Contacts Includes any individual contacts or distribution lists that you added to your personal address book If you have a Microsoft Outlook address book or contacts folder you can import its contacts to this list of contacts Company Address Book Your organization s address book which includes any contacts that your site administrator has added to it If Chapter 18 Using My WebEx 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 359 In the View drop down list select Personal Contacts A list of contacts in your Personal Contacts list appears Click Add Contact The Add Contact page appears 361 Chapter 18 Using My WebEx Full name required Email address required Company Job title URL if known Phone number Gountry Fegion Areaorcitycode Number Extension fi
98. Allowing another user to schedule meetings for YOU ccceeeeeeeeeeeeeeteees 139 About the Meeting Scheduled page for meeting hosts cceeeeeeeeeeseseeeeeeeeees 140 About the Meeting Information page for meeting hosts eeeeeeeeeeeteeeeeeeees 141 About the Meeting Information page for attendees cccceeeeeeeeeeeseeeeeeeeees 142 About the Meeting Updated page ceceeeessecceeeeeeeeeeeeeeaeeeeeeeeeeeesseeseeaeeeeeees 142 Scheduling a Personal Conference meeting or MeetingPlace Personal Conference MEGUNG ntiusirintiaiitiipieorinel ahaa iia die iaimiaiaaiiadinwuiinAan 145 About Personal Conference and MeetingPlace Personal Conference meetings 146 Setting up a Personal Conference meeting or MeetingPlace Personal Conference Meeting cccccccccccceeeeeeeeeeeaeeeeeeeeeeeeeescaaaaaeeeeeeeeeeeseennaeeeeeeeees 146 Starting a Personal Conference meeting cccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 147 Starting a MeetingPlace Personal Conference meeting eeeeeeeeeeees 148 Adding a scheduled Personal Conference meeting or MeetingPlace Personal Conference meeting to your calendar program ccceeeeeeeeeeeeeeeteeeeeeeees 149 Editing a Personal Conference meeting or MeetingPlace Personal Conference MEGINN e a ene errr reee er a eee eee een ee eee ee eee eee 150 Canceling a Personal Conference Meeting or MeetingPlace Personal Conference MeetiNg cre
99. Avoid covering a shared application or Web browser with another window on your computer s desktop A crosshatched pattern appears in participant sharing windows where the other window is covering the shared application or browser Application and Web browser sharing only lf 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 268 Application and Web browser sharing only lf you have more than one monitor when you share an application or web browser the participants can see it on whichever monitor you are displaying it If you move the application or Web browser to another monitor it is still visible to the Chapter 14 Sharing Software participants If you are sharing more than one application the participants will see the best view if you make sure the applications are displaying on the same monitor Because software sharing requires additional bandwidth during a meeting it is recommended that you use a dedicated high speed Internet connection when sharing software However if participants are using dial up Internet connections they may notice a delay in viewing or controlling shared software
100. Chapter 3 Using the Calendar Register link Click to open the Register for page where you can enter the Ed required information to register for the meeting 9 Indicates that this is a Personal Conference meeting Start link Host only Click to start your meeting La End link Host only Click to end your meeting About the Weekly view 74 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 67 Options on this page CS Click the Refresh icon at any time to display the most current list of meetings Click to open the Preferences page where you can select the Language link language setting for your Meeting Center Web site z Click to open the Preferences page where you can select the time Time zone 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 Chapter 3 Using the Calendar El Show only meetings that require registration check box Day link Friday a Time Topic Host or Presenter Duration e Join link gt Register link g cs Start link L End link Click th
101. Cisco webex WebEx Meeting Center User Guide For Hosts Presenters and Participants afeafe 8 29 cisco Copyright 1997 2011 Cisco and or its affiliates All rights reserved WEBEX CISCO Cisco WebEx the CISCO logo and the Cisco WebEx logo are trademarks or registered trademarks of Cisco and or its affiliated entities in the United States and other countries Third party trademarks are the property of their respective owners U S Government End User Purchasers The Documentation and related Services qualify as commercial items as that term is defined at Federal Acquisition Regulation FAR 48 C F R 2 101 Consistent with FAR 12 212 and DoD FAR Supp 227 7202 1 through 227 7202 4 and notwithstanding any other FAR or other contractual clause to the contrary in any agreement into which the Agreement may be incorporated Customer may provide to Government end user or if the Agreement is direct Government end user will acquire the Services and Documentation with only those rights set forth in the Agreement Use of either the Services or Documentation or both constitutes agreement by the Government that the Services and Documentation are commercial items and constitutes acceptance of the rights and restrictions herein August 2011 www webex com Table of Contents Hosting and Managing a Meetingd ssssseeeeeceeeeeeeeneeeeeeeeeeeeeeeseeneneeeeeeeeeeeeeseneeeeennees 1 Interacting with other participants
102. Clicking the button opens the Share My Recording window which allows you to send an email message to selected recipients inviting them to play your recording 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 Clicking the button deletes the recording Clicking the button disables the recording everywhere it is published on your WebEx Service Web site Available only for enabled recordings Clicking the button enables the recording everywhere it is published on your WebEx Service Web site Available only for disabled recordings Clicking the button returns you to the recording list Maintaining your Personal Conference number accounts or Cisco Unified MeetingPlace audio conferencing account 384 get an overview of maintaining your Personal About maintaining Personal Conference Conference number PCN accounts number accounts on page 384 add or edit a PCN account to obtain audio Adding or editing a Personal Conference conferencing numbers or specify access number account on page 385 codes use your PCN account delete a PCN account Using your Personal Conference numbers on page 389 Deleting a Personal Conference number Chapter 18 Using My WebEx If you want to See account on page 390 get an overview of maintaining Cisco Unified About maintaining Cisco Un
103. 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 363 Chapter 18 Using My WebEx Use this option To Address 1 Enter the contact s street address Address 2 Enter additional address information if necessary State Province Enter the contact s state or province ZIP Postal code Enter the contact s ZIP or postal code Country Enter the country in which the contact resides Username Enter the username with which the user logs in to your WebEx service Web site if the contact has a user account Notes Enter any additional information about the contact Importing contact information in a file to your address book You can add information about multiple contacts simultaneously to your personal address book by importing a comma separated values CSV file A CSV file has the csv file extension you can export information from many spreadsheet and email programs in CSV format To create a CSV file 1 Open your address book For de
104. Hand indicator appears on the participant list for the host and presenter The Raised Hand indicator is removed from the participant list for the host and presenter Select the Lower Hand icon at the bottom of the Participants panel 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 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 175 Chapter 7 Using WebEx Audio 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 To schedule an audio conference with ANI CLI authentication 1 Log into 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 o
105. Host Role Host Key OK Cancel 4 Click OK In the participant list the word host appears to the right of your name Tip If you did not write down the host key before transferring the host role to another participant you can ask the current host to send you the host key in a private chat message The host key appears on the current host s Info tab in the content viewer Chapter 1 Hosting and Managing a Meeting Obtaining information about a meeting after it starts To obtain information about a meeting in progress In the Meeting window on the Meeting menu choose Information The Meeting Information dialog box appears listing general information about the meeting including the Meeting name or topic Location or URL of the Web site where the meeting is taking place Meeting number Teleconferencing information Current host Current presenter Current user that is your name Current number of participants Editing a message or greeting during a meeting When scheduling a meeting you can create a message or greeting for participants and optionally specify that the message or greeting automatically appears in participant windows once they join the meeting During a meeting you can edit the message or greeting that you created or edit the default greeting In your message or greeting you can welcome the participant to the meeting provide important information about the meeting or provide
106. If you want to share a document such as a Microsoft Word or Excel document you can improve the meeting experience for these participants by using document sharing instead of application sharing 289 Polling Attendees During a meeting you can poll participants by presenting them with a questionnaire Conducting a poll can be useful for gathering feedback from participants allowing participants to vote on a proposal testing participant knowledge of a topic and so on During the meeting the presenter is responsible for Preparing a poll questionnaire More on page 291 Conducting a poll during the meeting More on page 295 After closing a poll the presenter can View poll results Vore on page 296 Share poll results with participants More on page 297 Save poll results for viewing outside a meeting More on page 299 Preparing a poll questionnaire When preparing a poll questionnaire you can Create a questionnaire More on page 291 Edit a questionnaire More on page 293 Seta timer for polling More on page 295 Creating a poll questionnaire Presenter only 291 Chapter 15 Polling Attendees 292 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 t
107. Log into your Meeting Center service site 2 On the navigation bar select My WebEx Chapter 5 Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting The My Meetings page appears showing a list of any meetings that you have scheduled Personal Conference meetings are listed as Personal Conference in the Type column 3 Inthe list of meetings select the Topic or Display Info link for your Personal Conference meeting The Personal Conference Meeting Information page displays 4 lf necessary select the More Info link to display all the information about the meeting Under Audio conference look for the valid phone number or numbers to call for your MeetingPlace Personal Conference meeting as well as other information you need to start the meeting You may need to click the Show detailed dial in information link Adding a scheduled Personal Conference meeting or MeetingPlace Personal Conference meeting to your calendar program Once you schedule a Personal Conference meeting or MeetingPlace Personal Conference meeting you can add the Personal Conference meeting or MeetingPlace Personal Conference 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 Personal Conference meeting or MeetingPlace P
108. Name locate the file or folder that you want to delete 3 Select the check box for the file or folder that you want delete You can select multiple files or folders 4 Click Delete About the My WebEx Files gt My Documents page How to access this page On your WebEx service Web site click My WebEx Files gt My Documents 343 Chapter 18 Using My WebEx 344 What you can do here Store files that you use in your online sessions or that you want to access when away from your office Specify in which folders that visitors to your Personal Meeting Room can download or upload files Options on this page Capacity Used Search for S Name Path Size Actions The storage space available for your files in megabytes MB The amount of storage space that your files occupy in megabytes MB Once this value exceeds your capacity you can no longer store files until you remove existing files from your folders Lets you locate a file or folder by searching for it You can search for a file or folder by text that appears in either its name or description To search for a file or folder type all or part of its name or description in the box and then click Search Click this button to refresh the information on the page The name of the folder or file Click a folder or file name to open the Folder Information page or File Information page From the Information page you can access the properties of
109. 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 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 information related to meeting times For details see About the Date amp Time page on page 98 3 Click Audio Conference 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 101 91 Chapter 4 Scheduling a Meeting 92 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
110. 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 files during a meeting In the title bar of the File Transfer window click the Close button Meeting Manager closes the File Transfer window in each attendee s Meeting window Chapter 16 Transferring and Downloading Files During a Meeting Downloading Files During a Meeting If a presenter publishes files during a meeting the File Transfer dialog box automatically appears in your Meeting window You can then download the published files to your computer or a local server To download files during a meeting 1 Inthe File Transfer window select the file that you want to download D File Transfer s Ale pre Locaton gt temp _access_request MC_DocShare doc To download a file ether select it and then cick Download or night 2 Click Download The Save As dialog box appears 3 Choose a location at which to save the file 4 Click Save The file downloads to your selected location 5 If applicable download additional files 6 Once you finish downloading files in the title bar of the File Transfer window click the Close button Note To reopen the File Transfer window at any time from the File menu choose Transfer This option is available only if the presenter is currently p
111. Save Chapter 11 Managing Meeting Recordings About the Add Edit Recorded Meetings page How to access this page If you are adding a recording 1 Log in to your WebEx Meeting Center service Web site 2 On the left navigation bar under Host a Meeting click My Recordings 3 Click Add Recording If you are editing information about a recording 1 On your WebEx service Web site under Host a Meeting click My Recordings 2 Click the More button in the row of the recording that you want to edit 5 3 Click Modify Download Disable At Re assign a 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 2l Chapter 11 Managing Meeting Recordings Options on this page Use this option Topic Description Recording file Duration File size Set password Confirm password Wek 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
112. Scheduler 1 Log in to your Meeting Center Web site 2 On the navigation bar expand Host a meeting to view a list of links 88 Chapter 4 Scheduling a Meeting 3 Click Schedule a meeting The Required Information page appears 4 Check whether you are viewing the Advanced Scheduler Click the Return to Quick Scheduler link to display the Quick Scheduler The Advanced Scheduler consists of several pages with the links to them on the right side of the page The Quick Scheduler is one page 5 Enter the details about your meeting For information about the fields on this page see About the Quick Scheduler page on page 81 6 Start or schedule the meeting f the meeting s starting time is the current time click Start to start the meeting f the meeting s starting time is after the current time click Schedule The Meeting Scheduled page appears confirming that the meeting is scheduled You also receive a confirmation email message that includes information about the scheduled meeting About the Advanced Scheduler 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 user profile you can schedule a meeting
113. Set options using template Seeder rested Seiti options thet you wast participants 10 ave when meeting begets Nempan toe matan Meeting options Chat E Video O Single poet Metipoit E Notes Allow af panapas to take netes Auto Corferoree Sagie note taker What you can do on this page Select which options such as chat notes and video are available during the meeting Allow presenters to transfer files and meeting participants to download these files of the meeting Specify whether attendees can share UCF rich media files 121 Chapter 4 Scheduling a Meeting 122 Options on this page Set options using template Meeting Options 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 134 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 th
114. a folder or file 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 CH 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 D Download file Available only for files Click this icon to download the file associated with it Chapter 18 Using My WebEx Shared Select All Clear All Delete Copy Move 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 i Create Folder Available for folders only Click this icon to open the Create Folder page on which you can create a new folder in your personal storage space Specifies the sharing settings for a folder that is how others who visit your Personal Meetings Room can access your folder and its files R Read only Visitors to your Personal Meeting Room can view the list of files in the folder and download the files WwW Write only Visitors to your Pe
115. a meeting Note Participants 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 To take a screen capture of annotations on shared software 1 On the Tools panel select the Screen Capture button v J Annotation Tools x oT Oem ool eZ Aliow ta Annotate gt g amp Stop Annatating Screen Capture 281 Chapter 14 Sharing Software The Save As dialog box appears 2 Choose a location at which to save the file and then select Save Note The file you save is an image of your entire desktop Granting participants control of shared software While sharing the following types of software the presenter can let a participant control it remotely Application Desktop if available Web browser A participant who has remote control of shared software can interact with it fully While a participant is controlling shared software the presenter s mouse pointer is inactive Rules of thumb for controlling shared software Any participant can send a request to control the software remotely More on page 282 The presenter can then grant control to the paticipant More on page 283 Alternatively the presenter can automatically grant control of shared software to any participant who requests remote control More on page 284 The presenter c
116. a mute icon appears next to the video icon so that you can mute or unmute your microphone as desired More on page 173 ESE You can switch from using your telephone as your audio device to using your Speakina Becky Cox Host f Sr aes computer at any time during the audio Becky Cox Host ma ax conference More on page 171 Q Audio amp To leave an audio conference 1 Click Audio below the Participant list The Audio Conference dialog box appears 2 Click Leave Audio Conference Your participation in the audio conference ends however your participation in the meeting continues until you leave it or the host concludes it 169 Chapter 7 Using WebEx Audio Using your computer to connect to audio 170 After you join a meeting the Audio Conference dialog box appears automatically When you use your computer to speak and listen in a meeting your computer sends and receives sound across the Internet To do this 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 use your computer for audio PL ca P N E 1 Select the arrow nO SSA to Muin A 2 Select Call Using Computer Note If this is your first time T R connecting to a meeting with your computer a wizard appears to fine tune your sound settings on page 171
117. act 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 Chapter 18 Using My WebEx 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 371 Editing a distribution list in your address book You can add or remove contacts from any distribution list that you have created for your personal address book You can also change a group s name or descriptive information To edit a distribution list 1 Open your address book For details see Opening your address book on page 359 2 Inthe View drop down list select Personal Contacts A list of the contacts in your Personal Contacts list appears including any distribution lists that you have created The Distribution List indicator appears to the left of a distribution list SB Planning Committee Under Name select the name of the distribution list The Edit Distribution List page appear
118. am meeting I Save as a standard template Save Cancel Using an existing meeting template and saving the changes in a new template You may host a meeting series with the same agenda but different attendees To save 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 settings You can save the changes in a new template 1 Log in to your Meeting Center Web site 2 On the navigation bar expand Host a meeting to view a list of links 3 Click Schedule a meeting The meeting scheduler appears 4 Select the template you want to use in the Set options using template drop down list Vendor meeting Customer meeting Department meeting Team meeting Vendor meeting Standard Templates 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 93 137 Chapter 4 Scheduling a Meeting 6 Click Save as Template 7 Inthe Template Name box type a name for this new template Save as template 3st0 My Templates Customer meeting Deparment meetin Vendor meeting Template name Team meeting I Save as a sta
119. an stop a participant from remotely controlling shared software at any time More on page 285 Caution A participant 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 Participant only 282 Chapter 14 Sharing 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 fully To request remote control of shared software On the Meeting Controls Panel select Ask to Control Ld amp Pita A che Aweso Seam Sandero BANE SEAS me Manage Pareis Ask to Control Audo Conference ore Meeting rfo Return to Meeting Window 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 279 Letting a participant remotely control shared software Host or Presenter only If you are sharing software you can let a participant control it remotely To let a participant remotely control shared software 1 On the Meeting Controls Panel select the down arrow button on the Assign button This button is the third button from the
120. ant must have a direct phone line to receive a call from the teleconferencing service However a participant without a direct phone line can join an audio conference by calling a call in telephone number which is always available in the Meeting window Available only if your site has the Personal Conferencing feature turned on and only for Meeting Center Select the Personal Conference number account that you want to use for your meeting You can manage your Personal Conference number accounts on the My WebEx gt Personal Conferencing page Available only if your site has Cisco Unified MeetingPlace Audio turned on If you select this option choose the type of conference Call in teleconference Select if you want customers to dial a number to join Call back teleconference 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 203 Chapter 10 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 priva
121. appears Select a location at which to save the file 299 Chapter 15 Polling Attendees 4 Inthe File name drop down list enter a name for the file 5 Inthe Save as type drop down list select the format in which you want to save the results 6 Click Save You can now view poll results by opening the file Opening a poll questionnaire file If you saved a poll questionnaire to a file you can display the questionnaire on your Polling panel by opening the file Note You can open a poll questionnaire file only during a meeting To open a poll questionnaire file 1 Use one of these methods to browse to the file On the File menu choose Open Poll Questions Click the Open icon on your Polling panel E ESI x t Windows Ea led Mac The Open Poll Questions dialog box appears 2 Select the poll questionnaire file that you want to open A poll questionnaire file has a atp extension 3 Click Open The poll questionnaire appears on your Polling panel You can now open the poll to the participants 300 Transferring and Downloading Files During a Meeting During a meeting you can publish files that reside on your computer Meeting participants can then download the published files to their computers or local servers Publishing files is useful if you want to provide participants with a document a copy of your presentation an application and so on Files that you publish reside only on
122. ard arrows forward and back through all the tabs po Bartopark fiteeting H Select the down arrow amp to view remaining tabs QA 2 On the toolbar click a button to change the page or slide you are viewing Select the drop down arrow to choose any page or Sales Info slide a left arrow to see the previous page or pala 02 p pag slide right arrow to see the next page or slide Synchronizing your view of pages slides or whiteboards 242 During a meeting you can synchronize the display of shared content in your content viewer with the display in the presenter s viewer This option is useful for example if you are viewing a previous slide in a presentation and want to quickly return to the actual slide that the presenter is discussing Synchronizing your display also resizes it to that in the presenter s content viewer To synchronize your view of shared content in the presentation viewer On the View menu at the bottom of the window select Syne Display With Presenter GH Sync Display With Presenter t Chapter 12 Sharing Files and Whiteboards 243 Sharing Web Content If you want to See get an overview of sharing Web content About sharing Web content on page 245 share Web content with meeting participants Sharing Web content on page 246 understand the differences between sharing a Differences between sharing Web content browser and sharing Web content and sharing a Web brow
123. are granted by default For detailed information on a particular set of privileges click More by the privilege description 157 Chapter 6 Granting Privileges During a Meeting Communicate Partiegants Comniurtoaory a Pattpat cori chat fp Provanedy wath ko Host Presenter F ote partiopants Domme Partiopants Select the orevieges that you mant to assign to all participants Views Doament r Meeting T tree F Patopat it I Share documents I antat I Any document Control sharoi l See I Thurbnads Wah bronir O aia sano mmitety m I Record a nesting Selecting participants A host can grant the following privileges to one or more participants Chat who a participant can chat with and whether that chat can be private More on page 159 Document whether a participant can draw on a document or save or print it More on page 160 View what a participant can view in the meeting participant list document thumbnails or pages More on page 161 Meeting whether a participant can record the meeting share documents or control sharing More on page 162 During a meeting you can grant privileges to or remove them from all participants at once or to an individual participant To choose all participants select All Participants an individual participant expand All Participants and select a participant name For instructions on granting privileges to participants see
124. are or hardware view any animation and transition effects on shared Microsoft PowerPoint slides After a meeting starts you can open a presentation or document to share You do not need to select it or load it before the meeting While sharing a file you can Draw on the screen More on page 224 Use a pointer to emphasize text or graphics More on page 224 Print it More on page 241 Display it at various magnifications in miniature thumbnails and in a full screen view More on page 223 Synchronize all participants displays with the display in your content viewer More on page 236 Save it to a file More on page 239 At any time during a meeting you can grant participants privileges that allow them to annotate save print and display different views of shared content 229 Chapter 12 Sharing Files and Whiteboards Sharing a file You can share a file such as a document presentation or video that resides on your computer Participants view the shared file in their content viewers To share a file 1 On the Share menu choose File The Share File dialog box appears 2 Select the document or presentation that you want to share 3 Click Open The shared document or presentation appears in the content viewer Choosing an import mode for presentation sharing 226 For Windows users only Before you share a presentation you can choose one of the following import modes Universal Communicat
125. 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 2i Chapter 1 Hosting and Managing a Meeting For details about hiding minimizing and closing the panels see Accessing panels in full screen view Accessing panels from the Meeting Controls Panel While you are sharing a document in full screen view or sharing an application desktop or Web browser you can access panels from the Meeting Controls Panel Displays icons for working with attendees Displays a maximum of 4 panel icons You can open any remaining panels from the menu that appears when you select the down arrow oQ Stops sharing and returns to the Meeting window Provides access to meeting controls and panels that are not usually displayed on the Meeting Controls Panel such as Polling and Notes 28 Chapter 1 Hosting and Managing a Meeting Displays the Participants panel Displays the Chat panel Displays the Annotation Tools panel Displays the Recorder panel fe i fe i Viewing Panel alerts You will see an orange alert if a panel is collapsed or closed and requires your attention Some reasons for seeing alerts A participant arrives or leaves a meeting
126. are while attendees wait for the page 116 meeting to start set options for participants such as allowing About the Meeting Options page on page them to chat transfer files and take notes 121 93 Chapter 4 Scheduling a Meeting About the Attendee Privileges Page on page 124 set privileges for attendees such as allowing them to view a list of meeting participants control another computer or a Web browser remotely About the Review page on page 127 review all meeting details About the Required Information page 94 How to access this page On the navigation bar click Host a meeting gt Schedule a meeting gt Required Information Retum to Quick Scheduler 2 mets aie Meetin 2 Meeting Center Pro CUVE Meeting Dynamic ID 9 ype il d ii Date A Tine Meeting topic Audio Conference Listed on calendar E Dolote from My Moetings when completed Meeting password Syeeyien d Confirm password 3 prey woe Password must be at laast 6 charact ind contain at loatt mus a characters and contain 1 number t 2 3 1 better a b c Atender Pi miepes 1 A mixed cate A a 5B b CUVC Meeting ID E E D 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
127. as a template For more details about creating and editing templates see Using meeting templates on page 134 Set options using template 81 Chapter 4 Scheduling a Meeting Meeting Topic Tracking codes Password Confirm password Date Time Duration 82 Enter the topic or a name for the meeting 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 Require participants to enter the password you set to join your meeting Your site may require that all passwords comply with security criteria such as a minimum length and a minimum number of letters numbers or special characters A password Can contain a maximum of 16 characters Cannot contain spaces or any of the following characters amp lt gt Each participant that you invite to your meeting receives an invitation email message that includes the password unless you request that passwords do not appear in email invitations Set the date you want the meeting to oc
128. at appears choose Pass Keyboard and Mouse Control Then select Auto Accept All Requests to remove the check mark and cancel the selection Chapter 14 Sharing Software Stopping remote control of shared software Host or Presenter only While a participant 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 a participant to take control at any time Prevent a participant from further controlling shared software To take back control a shared software temporarily On your computer s desktop select your mouse You can now control the shared software The participant who was controlling the shared software can take back control at any time by clicking his or her mouse To prevent a participant from further controlling a shared software 1 On your computer s desktop click your mouse You can now control the shared software On the Meeting Controls Panel select the down arrow button on the Assign button ar mo a pE ra Chat Participants Recorder Annotate Make Presenter w Pass Keyboard and Mouse Control Auto Accept All Requests dllow to Annotate Testing Deeps 2 On the menu that appears choose Pass Keyboard and Mouse Control A menu appears containing a list of all participants in the meeting A
129. ater when it is time to schedule another meeting you can select that template from any page on the Quick Scheduler or Advanced Scheduler 134 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 existing meeting template for scheduling a meeting on page 135 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 136 Make changes to the template settings and save them in a new template You can make changes to the template as you schedule your meeting Then save your changes in the template if you want to make a permanent change to the template Chapter 4 Scheduling a Meeting For details see Using an existing meeting template and saving the changes in a new template on page 137 Using an existing template for scheduling You can use the template without making changes to any details or you can make changes on any page in the scheduler 1 Log into 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
130. audio conferencing account 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 Use VoIP only Specifies that you want to set up an Integrated VoIP conference for the meeting If selected 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 session 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 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 records his or her name which is then played in the teleconference No Tone No alert plays Using the Quick
131. aven t already done so Join the online portion of the Personal Conference after the audio portion has started Does not apply to MeetingPlace Personal Conference meetings Options on this page View Agenda View Personal Conference meeting or MeetingPlace Personal Conference meeting agenda if the host has provided it Add to My Calendar Add Personal Conference meeting or MeetingPlace Personal Conference meeting 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 Join Once the audio portion of the Personal Conference meeting has started you can select Join to join the online portion of the Personal Conference meeting Does not apply to MeetingPlace Personal Conference meetings 155 Granting Privileges During a Meeting Once a meeting starts all participants are automatically granted meeting privileges either by host specification or by default f the host scheduled the meeting and specified privileges participants receive those privileges If the host scheduled the meeting but did not specify privileges participants receive default privileges If the host started an instant meeting participants receive default privileges The following table describes the privileges a host can grant and those that
132. between elements on page 36 such as buttons fields and check boxes within a dialog or panel Arrow keys Switch between options in dialog boxes on page 37 Alt F4 Close any dialog box on page 41 Spacebar Check or uncheck an option box on page 39 Enter text in an input box on page 40 Enter Carry out the command for the active button on page 42 usually replaces a mouse click Ctrl A Copy text from the Chat panel on page 39 Ctrl Alt Shift Show the Meeting Controls Panel on page 43 in full screen mode Navigating between meeting window areas Select F6 to switch between the content area and the panels area 31 Chapter 1 Hosting and Managing a Meeting Rebeocs Cois menting Topic Check TT Navigating between open documents Select Ctrl Tab to switch between open documents in the content area of the meeting window 32 Chapter 1 Hosting and Managing a Meeting Quick Stat Meeting Into Crosme BIE Ms om eT x Oe Ps A mumwe SS SS SS a SSS SS EEE Spera Marcom Workflow Process 9 Maninten m Navigating the panels area The panels area contains the panel icon tray from which you can select panels to open or close any panels that are currently open 33 Chapter 1 Hosting and Managing a Meeting ie Select Ctrl Tab to switch between the panels icon tray and any open panels az Porlicipants To navigate within the panels icon tray Se
133. call in or have the meeting call you More EPR MORES RASE BOCES 2 Use Computer for Audio Select the arrow then choose Call using P Fernano RD Computer More on page 170 sx Ince WhO presang v Jom thre te At any time during the meeting you T an gt y es can switch your audio device on page 171 F Computer for Audio 6 E Using your telephone to connect to audio After you join a meeting the Audio Conference dialog box appears automatically When you use your telephone to connect to 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 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 167 Chapter 7 Using WebEx Audio 168 m Antoon LT Click Call Me to receive a call at the number displayed oO Use your phone or computer te jon this audo conference Select another number from the dropdown list AMA N permer of available numbers then click Call Me Peer Ay Select Call me at a new number from the amie ecoricrerce vtak crescrg 3 Ka dropdown list en
134. 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 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 202 Use this option WebEx Audio Personal Conference Number Account Cisco Unified MeetingPlace Audio Conferencing Chapter 10 Setting Up a One Click Meeting Ton Specifies that the meeting includes an integrated audio conference If you select this option select one of the following options Display toll free number Select if your site provides toll free call in audio conferencing 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 audio conference 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 particip
135. 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 Create time Duration Description File size Create time Status Password Stream recording link The name of the recording You can edit the topic at any time The time and date the recording was created The length of the recording A description of the recording The file size of the recording The date and time at which the recording was created The status of the recording The possible options are Enable or Disable Indicates whether a user must provide a password to view the recording Clicking the link lets you play the recording available only for recording files with the arf extension that were recorded by NBR 353 Chapter 18 Using My WebEx Download recording link Clicking the link lets you download the recording Clicking the button lets you play the recording available only for recording files with the arf extension that were recorded by NBR If you want to download the recording you can also click the link for downloading under Play Recorded a meeting Now Play Now Clicking the button opens the Share My Recording window which allows you to send an
136. cation you want to share on the right Remote Computer s Application s Connect Cancel Under Remote Computers select the computer you want to share 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 Select Connect Chapter 14 Sharing Software Depending on the authentication method you chose when you set up the computer for Access Anywhere you perform one of these tasks If you chose access code authentication You enter the access code you typed when you set up the remote computer f you 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 If you chose access code authentication Type your access code in the box and then select OK If you chose phone authentication Follow the voice instructions Note If you are not the original meeting host you must log in to your Meeting Center Web site before joining a meeting in which you want to share a remote computer If you are already in a meeting but did not log in to your site you must leave the meeting log in to your site and then rejoin the meeting f apassword protected screen saver is running on the remote computer your meeting service automatically closes it once you provide your access code or pass code
137. ccess 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 317 Chapter 18 Using My WebEx 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 message confirming that you have signed up fora user account Once your site administrator approves your new user account you receive another email message containing your username and password Note Once you obtain a user account you can edit your user profile to change your password and provide additional personal information You can also specify site preferences such as your default home page and time zone For details see Maintaining your user profile on page 373 Logging in to and out of the WebEx service site 318 To manag
138. check mark appears to the left of the participant who has remote control 3 Choose the participant s name to remove the check mark and cancel the selection 285 Chapter 14 Sharing Software Sharing applications with detailed color Windows 286 For Windows users only 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 Better performance some image compression Performance refers to the speed at which images appear on participant screens and imaging refers to the quality of the color in shared images Note Before turning on True Color mode ensure that your monitor display is set to True Color either 24 or 32 bit color For more information about setting options for your monitor refer
139. ching 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 338 2 Inthe 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 342 Chapter 18 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 338 2 Locate the file that you want to download 3 Under Action click the Download button for the file that you want to download T The File Download dialog box appears 4 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 see Opening your personal folders documents and files on page 338 2 Under
140. cipant About the Join Meeting page To access this page Click the meeting link in your invitation email message and then click Join Now When joining a meeting you may need to enter some details on the Join Meeting page Your name Enter the name you want attendees to use to identify you during the meeting Email address Enter your email address in this format name your_company For example msmith company com 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 48 1 From the instant message window click the link to join the meeting Chapter 2 Joining a Meeting Cisco webex Connect File Edit View Help Kat Mac TB G ian avaa m archive Recent Emails Kat Mac 8 21 28 AM 1 Kat Mae 6 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 qavveb102 qa webex comt2 new tite php AT VWMI amp EventiID 1 55326397 amp RT MiMo i TES o T ae 2 On the Meeting Information page enter the requested information For instance you may be asked to enter the meeting password 3 Click Join Now The Meeting window appears
141. cipant s place in the speaker queue is indicated by a number to the right of the Integrated Voice indicator The speaker queue lets you keep track of the order in which participants have requested to speak To let a participant speak you can pass the microphone to the participant More on page 181 Once you pass the microphone to a participant the speaker queue renumbers the remaining participants For example speaker 2 in the queue becomes speaker 1 Fine tuning your microphone and speaker settings The first time you use an integrated voice conference the audio wizard walks you through selecting your sound device and setting your speaker volume and microphone level 184 Chapter 8 Using Integrated Voice Conferences Any time before you start or join a meeting you can manually open the wizard to test your device again or make further adjustments as necessary To open the wizard and adjust your sound settings 1 From the meeting window menu select Audio gt Computer Setup for Audio 2 Follow the wizard instructions 185 sending and Receiving Video If a video camera is installed on your computer you can send video Other participants can see you or whatever you focus your webcam on To see video participants do not need to have a webcam installed on their computers WebEx Meeting Center supports high definition HD video with up to 720p resolution Other WebEx services such as Training Center and Sup
142. ck Clear All 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 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 112 115 Chapter 4 Scheduling a Meeting About the Agenda amp Welcome page How to access this page On the navigation bar click Host a meeting gt Schedule a meeting gt Agenda amp Welcome Agenda Welcome e Rexqated tier mation etrodections wine Johadale aad wileatoser Report fron parketiag Dae amp Twe Into tab templates ETUE Aiat Contour ete onies Automatically share Browse fueyest ate presentation or dacument T A P pe en see apap Str wey Cas i te tm Adeance page evnry peatng Optioen Allow participants to Contre pretestatias of document Atiende Prnteges Quick Start F Diaptay Quick Start to Host aed Presenter at the start of the meeting hew Ta C e CD ECOL D What you can do on this page Enter an agenda for your meeting Choose a
143. 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 1 On the File menu choose Save gt Document The Save Document As dialog box appears 2 Choose a location at which to save the file 3 Type a name for the file in the File name box To save changes to a saved document presentation or whiteboard that appears in the content viewer On the File menu choose Save gt Document Meeting Manager saves the changes to the existing file 239 Chapter 12 Sharing Files and Whiteboards To save a copy of a document presentation or whiteboard 1 On the File menu choose Save As gt Document The Save Document As dialog box appears 2 Do either or both of the following Type anew name for the file Choose a new location at which to save the file Opening a saved document presentation or whiteboard 240 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 t
144. cur 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 Attendees Allow external attendees Send a copy of the invitation email to me Audio conference CUVC Meeting ID Chapter 4 Scheduling a Meeting 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 Allow attendees located on the public internet to join your meeting If unchecked only attendees within the same internal network can join Note This option is available for Cisco Unified MeetingPlace users only Receive a copy of the invitation you are sending to attendees Later if you decide to invite additional attendees you can simply
145. d 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 information 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 59 Chapter 2 Joining a Meeting If the meeting does not require a password the Meeting Information page appears You can skip to step 6 If the Get Info page appears type the password that the meeting host gave to you in the Meeting password box and then click OK
146. d 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 Chapter 4 Scheduling a Meeting 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 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 D
147. 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 set up a user account on your WebEx service About My WebEx on page 316 Obtaining a user account on page 317 Logging in to and out of the WebEx service site on page 318 Using your list of meetings on page 319 Installing WebEx Productivity Tools on page 204 Setting Up a One Click Meeting on page 199 Maintaining Your Personal Meeting Room Page on page 331 Using Access Anywhere My Computers on page 335 Maintaining files in your personal folders on page 336 315 Chapter 18 Using My WebEx add edit or delete information about your Maintaining contact information on page contacts in your online address book 358 change information or settings in your user Maintaining your user profile on page 373 profile including personal information and preferences manage the scheduling templates you saved Managing scheduling templates on page 381 set up your Personal Conference number PCN accounts which you can use for the Maintaining Personal Conference numbers audio portion of Personal Conference on page 383 meetings generate reports about online sessions Generating Reports on page 392 Ab
148. dobe Photoshop 7 0 1 Pai lication fi Th Cisco WebEx Connect aint application first Then you chose Notepad from the Select Application box Both applications remain open on the shared desktop OK Cancel 3 Select OK Stopping remote computer sharing Host or Presenter only 260 Chapter 14 Sharing Software 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 If the 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 266 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 select Stop Sharing Sharing stops and you return to Meeting Manager Managing a shared re
149. dress book on page 368 Under Name select the contact whose information you want to view or edit Do one of the following fthe contact is in your Personal Contacts list click Edit f the 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 362 Click OK Finding a contact in your personal address book You can quickly locate a contact in your personal address book using one of several methods 368 Chapter 18 Using My WebEx To search for a contact in your address book 1 Open your address book For details see Opening your address book on page 359 2 Inthe View drop down list select a contacts list 3 Do any of the following Inthe Index click a letter of the alphabet to display a list of contacts whose names begin with that letter For example the name Susan Jones appears under S To search for a contact in the list you are currently viewing type text that appears in either the contact s name or email address in the Search for box and then click Search If the entire list of contacts does not fit on a single page view another page by clicking the links for the page number
150. e 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 69 Chapter 3 Using the Calendar About the Register for a Meeting page 70 The Register for a Meeting page lists each meeting that requires registration Each page of the meeting calendar displays each meeting occurring on a given day that requires registration unless it is unlisted To select a scheduled meeting click the option button to the left of its topic Once you have selected a meeting you can click one of the following buttons on the button bar Click this button To Register Register for the meeting Join Now Join the meeting if the meeting is currently in progress Get Info View detailed information about the meeting Agenda View the agenda for the meeting Registering for a meeting If you find the meeting you want to register for you can easily complete the registration form and send it to the meeting host To register for a meeting 1 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 appro
151. e Fetruary naama _J mas sec tne Meeting time a 45 am pm San Francisco Time Date gk Time Plan meeting time zones Audie Conference Attendees can join j minutes before start time inwte Albendees F The frst attendee to join wil be the presente m PF Attendees can atso connect to audio conference 5 Registration Estimated duration f hr 0 min Agenda amp Welcome Email reminder E minutes before meeting starts Meeting Options Recurrence None Dally C Weekly C Monthly Yearly Attendee Privileges Reveeey evo swe ED What you can do on this page Set the date and time for the meeting Set the duration for the meeting Select the number of minutes before the meeting s starting time during which attendees can join the meeting Select the number of minutes before the meeting you want to receive a reminder email message Set a recurrence pattern for the meeting Chapter 4 Scheduling a Meeting Options on this page Set options using template Meeting date Meeting time Attendees can join x minutes before the starting time The first attendee to join will be the presenter Attendees can also connect to audio conference Estimated duration 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 meeti
152. e other than the integrated teleconferencing service You can use any third party teleconferencing 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 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 105 Chapter 4 Scheduling a Meeting 106 Tip For better audio quality and greater convenience use a computer headset with a high quality microphone When should 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 Audio Conference Settings page on page 101 What is a dual mode voice conference and when should use it You can set up a dual m
153. e 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 Select to display only those meetings that require registration in the list of meetings Opens the Daily view which shows the scheduled meetings for the selected day The Ascending Sort indicator appears next to a column heading and the meetings are sorted by the column in ascending order The Descending Sort indicator appears next to a column heading and the meetings are sorted by the column in descending order Lists the starting time for each scheduled meeting Lists the scheduled meetings by name Click the topic name to get meeting information Lists the host or presenter for the meeting Lists the scheduled length of the meeting Indicates that the live meeting is in process Click the link to join the Meeting Center from the Meeting Information page Click to open the Register for page where you can enter the required information to register for the meeting Indicates that this is a Personal Conference meeting Host only Click to start your meeting Host only Click to end your meeting 75 Chapter 3 Using the Calendar About the Monthly view 76 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 w
154. e aa eaaa eaea aa aE aan 63 About the meeting calendar ccceeceeeeeeeeeeceeeeeeeeeeeeenaaaaeeeeeeeeeeeeseecseaeeeeeeees 63 Viewing the meeting calendar ccccceeeceesecceeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeenaeaeeeeeeeeeeeeee 64 Selecting a date on the meeting Calendar ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 65 Searching for a meeting on the meeting Calendar sseeesesessesessesseeseeeeeeees 67 Sorting the Meeting calendar eeeceeeeesceeeececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeaeeeeeeeeeeeeees 67 Refreshing the meeting Calendar ccccceeeeeeseeececeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeeeeeaeees 68 Selecting a language and time zone on the meeting calenda sseeeeeee 68 Registering for a meeting from the meeting Calendar ccccceeeeeeeeeeeeeeeeeeeeeeeees 69 About the Register for a Meeting page cccceceeeeeseeeeeeneeeeeeeeeeteeeeeneeeeeeees 70 About the Today View ccccceeceeeseccceeeeeeeeeeeeneaeeaeeeeeeeeeeaaaaaaaeeeeeeeeeeesesnsaaeaeeeeeees 71 About the Daily View ccccceeeecceececeee eee eeeeeeeeaaeeeeeeeeeeeeeaaaaaaaaeeeeeeeeeeseecsaaaeeeeeeees 72 About the Weekly vieW sosssssseseeesssessernrrrrseorrtrttnnntrseertrtttnntnnseertttennnnnneeeereennn nnn 74 About the Monthly VIEW scsentnedeenntetviveyiuedeuey ica leeeySueduceuteivaveySuelevnulvsdneayieevuvauSeidivaydeayl 76 About the Search Results page ss
155. e 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 359 Chapter 18 Using My WebEx Opening your address book 360 You can open your personal address book on your WebEx service Web site to view or maintain information about your contacts To open your address book 1 Log into your WebEx service Web site For details see Logging in to and out of the WebEx service site on page 318 2 On the navigation bar at the top of the page click My WebEx 3 Click My Contacts The My WebEx Contacts page appears View Personal Contacts x Export Import From Microsoft Outlook Search for Search Note Search quenes contact name and email address fields only Index ABCDEFSHISKEMNGOPAGRSTUVWXYZ Al M s Planning Committee English C s Sales Department English I Christine Huliste christine asr com 1 543 654 0431 English TF John Mullen jmullen zwire com 1 408 123 4567 English Lisa Grantham lisag zilo com 1 512 909 0001 English D Lisa Wai lisw zeuss com 1 515 999 0
156. e for Meeting Center only To see the active speaker or the specific participant the host chose to lock on in full screen view select this icon in the upper right corner of the active speaker s display Expand this active P pay To return to the view where you see everyone who is sending video select this icon in the upper right corner of your screen E T view everyone a onan ee mvs 4 webcam options If you have a working webcam you can set options that are available for that webcam directly from your meeting To set webcam options Windows Participants panel select the options icon r Mac 3 Audio i hi At the bottom right of the Participants panel select the options icon Chapter 9 Sending and Receiving Video Typically you can set options for general settings such as contrast sharpness and brightness But options can vary depending on your webcam Managing video display during sharing When you are sharing information or someone else is sharing information with you a floating panel containing participant video and your self view appears on the right hand side of your screen Feng gt talog dae i ahs een OS ell an sa tm cagA PAIN tO rent sadn toms aipagai anata snatha a What you can do on the floating panel Stop or start your video More on page 196 Minimize or restore your video More on page 196 Move the panel by dragging
157. e 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 349 Chapter 18 Using My WebEx f Share My Recording Microsoft internet Lxplorer provided by 7 Send a copy of the emad to m Your message Optional The tobeveng recording wil be sent to the recgerts Status tneeting 20080624 2336 June 24 2008 22 am San Franceaco Tene Owsteon 3 nuns 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 350 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 service Web site click My WebEx gt My Files gt My Recordings Chapter 18 Using My WebE
158. e meeting Turn on high quality video Video can be as high as 360p resolution 640x360 However the quality of the video that participants can send and receive depends on each participant s webcam computer capability and network speed Turn on high definition video Allows participants to send or receive HD video with up to 720p resolution However the quality of the video that participants can send and receive depends on each participant s webcam computer capability and network speed Check Turn on high quality video before you can turn on the HD video option View video thumbnails Allows participants to switch from viewing Participant List to video thumbnails of participants If the option is turned off participants will see only the active speaker s video and their self views Chapter 4 Scheduling a Meeting Notes Specifies that note taking options are available in the Meeting window during the meeting Allow participants to take notes Lets all participants take their own notes during the meeting and save them to their computers Single note taker Lets only one participant take notes during the meeting By default the host is the note taker but can designate another participant as the note taker during the meeting A note taker can publish notes in all participants Meeting windows at any time during the meeting The host can send a transcript of the notes to participants at any time Enable closed
159. e meeting every week until the ending date that you select Sunday Saturday Specifies the day on which the meeting repeats every week You can select one or more days Monthly Repeats the meeting every month until the ending date that you select Day x of every x months Specifies the specific day of the month on which to repeat the meeting and the number of months that pass before the meeting repeats x x of every x months Specifies the specific week and day of the week on which to repeat the meeting and the number of months that pass before the meeting repeats Yearly Repeats the meeting every year until the ending date that you select Every month date Specifies the specific month and date on which to repeat the meeting each year x day of month Specifies the specific week day of the week and month on which to repeat the meeting each year Ending No end date Repeats the meeting indefinitely That is the meeting recurs until you cancel it Ending Specifies the last day on which the meeting recurs You can select the month day and year in the drop down lists Or you can click Calendar icon and then select a date After x meetings Specifies the number in the meeting series after which the meeting stops recurring Allowing another user to schedule meetings for you You can grant permission to one or more Meeting Center users to schedule meetings on your behalf A user to whom y
160. e meetings you are Shows a list all of the meetings or Personal Conference invited to meetings to which you have been invited Show past meetings Select to include concluded meetings in the list of meetings 323 Chapter 18 Using My WebEx 324 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 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 Indicates that the live meeting is in process Chapter 18 Using My WebEx 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
161. e message box the meeting is not canceled The Personal Conference Meeting Deleted page appears 4 Optional If you added the Personal Conference meeting to your calendar program such as Microsoft Outlook on the Personal Conference Meeting Deleted page click Remove From My Calendar to remove the meeting from your calendar Chapter 5 Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting To cancel a Personal Conference meeting or MeetingPlace Personal Conference meeting on your Meeting Center website 1 2 Log in to your Meeting Center website On the navigation bar select My WebEx The My Meetings page appears showing a list of any meetings that you have scheduled Personal Conference meetings are indicated by the words Personal Conference in the Type column In the list of meetings under Topic click the topic for your Personal Conference meeting Select 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 Personal Conference meeting or MeetingPlace Personal Conference 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 Personal Conference meeting or MeetingPlace Personal Conference meeting to your calendar program suc
162. e 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 Set options using template this meeting Select conference type Select a template and use the settings saved in that template for 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 134 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 Chapter 4 Scheduling a Meeting following types of teleconferences Display toll free number If participants call in to the conference they can call a toll free number Display global call in numbers This option provides a list of numbers such as toll free or local numbers that participants in other countries can call to join the audio conference 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
163. e the meeting f the meeting s starting time is the current time click Start to start the meeting If the meeting s starting time is after the current time click Schedule The Meeting Scheduled page appears confirming that the meeting is scheduled You also receive a confirmation email message that includes information about the scheduled meeting Page by page guide to the Advanced Scheduler Scheduling a meeting can be done in one click or you can take a bit of time and set up audio conferencing options invite attendees assign privileges and select other options in advance of the meeting If you have questions about any options or how to complete the information requested on any page in the Advanced Scheduler refer to these topics If you want to See learn about meeting types listed and About the Required Information page unlisted meetings meeting passwords set the day and time for a meeting or setup About the Date amp Time page on page 98 a recurring meeting set up audio conference with VoIP or voice About the Audio Conference page on page audio conferencing or both 101 invite attendees to a meeting About the Invite Attendees page on page 107 select contacts to invite to a meeting About the Select Attendees page on page 111 require attendees to register for a meeting About the Registration page on page 112 create an agenda and select a presentation About the Agenda amp Welcome page on to sh
164. e your online meetings and 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 317 To log in to your WebEx service site 1 Goto your WebEx service Web site 2 Inthe upper right corner of the page click Log In The Log In page appears 3 Enter your username and password Chapter 18 Using My WebEx Passwords are case sensitive so you must type your password exactly as you specified it in your user profile 4 Click Log In Tip If you have forgotten your username or password click Forgot your password Provide your email address type verification characters and then click Submit You will receive an email message containing your username and password To log out from your WebEx service site In the upper right corner of the page click Log Out Using your list of meetings If you want to See get an overview of your list of meetings About your list of meetings on page 319 open your list of meetings Opening your meetings list on page 320 maintain your list of meetings Maintaining your scheduled meetings list on page 321 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 sta
165. eck f the volume is burned up e j J Microphone A Select a microphone to test C a Speak into your microphone and adjust the yolume until the green bar moves irto the good range t F Automatically adjust volume Activate an option or button 42 When the focus is on an active option or button select Enter to activate it Chapter 1 Hosting and Managing a Meeting Participant privileges Selecting Enter is the same as using Al Particpants Communicate Porticoants a mouse Click Communication Partiopant can chat Aow tar Prevabeby veth r is T Hest et F Presenter I Other partiopants Publio wth F Everyone Accessing the Meeting Controls Panel during sharing During sharing the Meeting Controls Panel is partially hidden at the top of your screen e ESTON Enter Ctrl Alt Shift to show the panel Qmo ll m a A Powe Share Antign Audie After the panel is displayed the initial focus is on the Participants icon Use Tab to change focus Use Enter to activate a feature To return to the sharing area from the Meeting Controls Panel select the Alt Tab keys as you would in any Windows application to switch between items If you are sharing a file select the WebEx ball to return to the sharing area f you are sharing an application select the application to return focus to it 43 Chapter 1 Hosting and Managing a Meeting If you are sharing your desktop
166. ecording link recording files with the arf extension that were recorded by NBR Download recording link Clicking the link lets you download the recording Clicking the button lets you play the recording available only for recording files with the arf extension that were recorded by Play Now NBR If you want to download the recording you can also click the link for downloading under Play Recorded a meeting Now Clicking the button opens the Share My Recording window which allows you to send an email message to selected Pe ae E recipients inviting them to play your recording Send Email a Aue 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 2 Back to List Clicking the button returns you to the recording list 213 Chapter 11 Managing Meeting Recordings About the My Recorded Meetings page 214 How to access this page Log in to your WebEx service Web site From the left navigation bar click My Files gt My Recordings
167. eeeeeeeeeeeaeeeeeeeeeeeeeseenneaeeeeeeees 196 Obtaining video and audio data during a MeetING cceeeeeeeeeeeeeeeeeeeetteeeeeeees 197 Setting Up a One Click Meeting niciniiiicucieiciecetuiinnenctvnciecsieddunnedsueuscedeisinntnieaansiedsimesaun 199 About setting up a One Click Meeting cccceeeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeenneeeeeeeees 199 Setting up your One Click Meeting on the Web eseseeseesseessssssssesesseseeeeees 200 About the One Click Settings Page cceeeeeeeceeeeeeeeeeeeeeeeneteeeeeeeeeeeeeeeeeeaeees 201 Installing WebEx Productivity Tools cccceeecessscceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenaaeees 204 Starting a One Click Meeting cccicsccececsscteceiseusnsncccedicuieeuieeubaudieedeenseevneeieedee ieee 206 Removing WebEx Productivity Tools cceeeeeceeccceeeeeeeeeeeeeeaeeeeeeeeeeeeeseesnaaeees 210 Managing Meeting RECOMINGS ivsiiiiiisecicnindiesiacicsdensinaiaendaussscaianiiannaieadsewaicnmniann 211 Opening the My Recorded Meetings Page cccccccccceeeeeeeeeeeeeeeeeeeeeeeenneeeeeeees 211 About the Recording Information page cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenaeees 212 About the My Recorded Meetings page ccccccceses sseeceeeeeeeeeeeeeeesaeees 214 Uploading a recorded meeting file eccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 215 Editing information about a recorded Meeting cceceeeeeeeeeee
168. eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenaaees 352 About the My WebEx Files gt My Recordings page cccceceeeeeeeeeeeeneees 354 About the My WebEx Files gt My Recordings gt Meetings page 000 355 About the My WebEx Files gt My Recordings gt Miscellaneous page 356 Maintaining contact ITORMAMOMN ss siccescasinctaccs snescenaneesteucsoshepsmandeandaea ian iienteauanmuuiice 358 About maintaining contact information cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaees 359 Opening your address DOOK cccccceeeceeeeeeneeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeesenneeeeeeess 359 Adding a contact to your address DOOK eeeeeeeeeeeeeeeeeeeeeneeeeeeeeneeeeeeeenaeeees 360 About the New Edit Contact page cceeececeeeeeneeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeeneaaees 362 Importing contact information in a file to your address DOOK 00 363 About the Contact Information CSV template ceeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 364 Importing contact information from Outlook to your address book 0 366 Viewing and editing contact information in your address book eee 367 Finding a contact in your personal address book eeeeeeeeeeeeeeeeeeeeeeeeeees 368 Creating a distribution list in your address book ccceeeeeeeeeeeeeeteeeeeeeees 368 Editing a distribution list in your address DOOK cccceeeeeeeeeeeeteeeeeeeeeeeeeees 370 Abou
169. eeeeeeeeeeeeeeeeeeeeeeneees 339 Uploading files to your personal fOlders ee eeeeeeeeeeeeeeeeeeneeeeeeeeneeeeeeeaaes 339 Moving or copying files or folders in your personal folders ceeeeeeee 340 Editing information about files or folders in your personal folders 341 Searching for files or folders in your personal folders ccecceeeeeeeeeeeeees 342 Downloading files in your personal folders ecceeeeeeeeeeeeeeeteeeeeeeeeeeeeeees 343 Deleting files or folders in your personal folders ccceeceeeeeeeeeeeeeeeeeeeees 343 About the My WebEx Files gt My Documents page ccceeeeeeeeeeeeeeteees 343 About the Edit Folder Properties page cccccceeeeeeeeeeeeeneeeeeeeeeeeeeeeenaees 345 Opening the My Recordings Page wececciccececetcceceeseceiveces eeeeeszctadeeeeseevencticaveeewene 347 Uploading a recording file iscscesccoheeses iets apibepieay Mate iyiser ih pinss i epiiey aie 347 Editing information about a recording csseeceeeessseeeesesseeeeeseesscesensesseees 348 Sending an email to Share a recording 0 00 0 eeeeeeeeeeeeeeeeeeeeeeneeeeeeteneeeeeeeeeaeeees 348 About the Add Edit Recording page ccccceeeeeeeeeeeeeneeeeeeeeeeeeeeeeeenaaeees 350 Playback control Options acces cncinctdnancndhdncecnutcnendnaituendnctcnaninchdnnntadadeendeaiiowentnaianes 351 About the Recording Information page cccee
170. eeeeeeeeeeeeeeeeeeesseaaaeaaeeeeeeeeeessesneaaeeeeeees 296 Sharing poll results with PparticiPAants ccccceceeeeeeeeeeeeeneeeeeeeeeeeeeeeetnneeeeeeeees 297 Saving and opening poll questionnaires and results eeeeeeesseseeeseeeeeeeees 298 Saving a poll questionnaire in a meeting sssssssseesseesseesrrrrrrrnreeerrrrrnnrneneee 298 Saving r s lts of a OM asec htc ch pice epee piney arts arinetan kaiia ira kaaa 299 Opening a poll questionnaire file ceeecceeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeneeeeeeeeeees 300 Transferring and Downloading Files During a Meeting cccccsssssssseeeeeteeees 301 Publishing files during a Meeting cccceeeeeeeeeeeeeeceeeeeeeeeeeeeseenaeeeeeeeeeeeeeeeee 302 Downloading Files During a Meeting cccccceeesseeeeccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 303 Managing and Taking Notes cccccceesseeseeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 305 Specifying note taking options for a meeting 2 0 0 cceeeeeeeeeeeeeteeeeeeeeeeeeeeeeeneeeeeeeees 306 Choosing a note taker 2 2 2 2 eceecccsecceeeeeeeeeeeeeeeaceeeeeeeeeeeeseaaaaaeeeeeeeeeeeeseeneaaeaeeeeeees 307 Enabling closed captions sisitssstascsencoeptasentasadennmepcdeabiedadesadanbdobabibidesssadedauoebhbeentadewe 308 xiv ADOUN taking NOTES esirin naaa araa aaa bise bisa essl peste se aaa aaa kanaa 309 Taking personal NOTES sesers niaire naana ayee aaa TE Eana a
171. eeeeeeeeeees 16 Editing a message or greeting during a meeting cccceeeeeeeeeeeeeeneeeeeeeeeeeeeeeetanees 16 Restricting access to a meeting ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaaeaeeeeeeeeeeeeeeenaaeees 17 Removing a participant from a MeetING eeeeeeeeeeecee eee eeeeeeeeeaeeeeeeeeeeeeeeeesnaaees 18 Leaving a IVS AG di cisccaccscctserenectiticicectsduseadaeicincidmcituea taelacecaltdwessaaituuatucuteeniethdxentacseucied 18 Sending a meeting transcript to participants 2 0 0 2 eee eee eeeeeeeee eee eee eeeeeeeeeeeeeeeeeeeeeeees 19 Ending a meeting 2 ecceeeeeecee eee eeeeeeeeeeeeeeeeeeeeeeaaaaaaeaeeeeeeeeeeaaaaaaaaeeeeeeeeeseeeeeaaeaes 20 A Quick Tour of the Meeting Window cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeenaeeeeeeeeees 21 Working with IVS Sse etree eterertrserrtnertvaw bea vbeminedtcantetvaveySeelunvlosdneaySeevivauduidivey leas 22 Using panels to interact with other participants cccceceeeeeseeeeeeeeeeeeeeeeteees 23 Managing panels i 2scccnadecrore decor octet coicatndetweseedataten ocotadsante catwoman tome 25 Restoring the panel layOut cccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaeeeeeeeeeeeeeeeeseaaeees 25 Accessing panel Options ccccceceeeeeeseeeeeeeeeeeeeeeeeeeeaaaaeeeeeeeeeeeeesnnaeaeeeeeeees 26 Resizing the content viewer and panels area ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeennaees 27 Accessing panels from the Meeting Control
172. eeeeeeeensnaaaees 111 About the Registration page eeseeeeesoeeseennrereeseerrtrnnntrrseerrrernnnnrnseerrrrtnn nnn 112 About the Agenda amp Welcome Ppage eeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeteeeeeeeaaees 116 About the Meeting Options page ceeeeeeeeeeneeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeennanees 121 About the Attendee Privileges page ccceeeeeeeeeeeeeeeeeeenneeeeeeeeeeeeeeeennaaees 124 About the Review PAQG ui iccciccesenetiencccctwestinetsnsssgetunebbeeteantideienbtcatneesiatinestoacdbens 127 Managing and maintaining your scheduled meetings ccccccccccecceceeeeeeeeeeeeees 128 Adding a scheduled meeting to your calendar program cccccceeeeeeeeeees 128 Editing a scheduled Meeting c ccc c 0024 scene ciwesevesccecerceeeecaneresedenccneecenenenetene 129 Starting a scheduled meeting 2 cece ee eeeeeenee cette eee eeeeeeeeaeeeeeeeeeeeeeeneeneeeeeeeees 131 Starting a meeting from your iPhone ccceeeeeeeeeeeeeeeteeeeeeeeeeeeeeeeneneeeeeeeees 132 Canceling a scheduled Meeting ccccceeeeeeeeeeeeneeeeeeeeeeeeeesseeneeeeeeeeees 132 Saving time when scheduling a meeting cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 134 Using meeting templates soc ectcertearivecvenutuestvey leavevaydveduues lesvtvaydvevureyluedeueyieaveceriad 134 Setting UP a recurring MECTING eeeeeeeeeecceeeeeeeeeeeeeeeeeeeeeeeeeeeeetensneeeeeeeeeees 138
173. eeeeeeeteeeeeeeees 53 Registering for a meeting wicescicsicceiiceiisnsecetecereoeieesiiss iaelicurpepiasebisachoeteestacy Meubieuieenids 54 About registering for a MeCtiING cceeeeeeeeeeeee eee eeeeeeeeeeeeeeeeeeeeeeeessnaeeeeeeeeees 54 Registering from an email message eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaees 55 Registering from the meeting Calendar cccceeeeeeeeeeeeeeceeeeeeeeeeeteeeeenaees 55 Registering from the host s personal PaQe ccccceeeeeeeeeeeeneeeeeeeeeeeeeeeeenaaees 56 Obtaining information about a scheduled Meeting cccceeeeeeeeeeeeteeeeeeeeeeeeeees 57 About obtaining meeting information cccceeeeeeeseeeeceeeeeeeeeeeeeeeneeeeeeeeeees 57 About the Meeting Information Ppage cccceeeeeeeeeeeeenneeeeeeeeeeeeeeeennneeeeeees 58 Obtaining information from an email message eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 59 Obtaining information from the meeting calendar cccceeeeeeeeeeeteteeeeeeeees 59 Obtaining information from the host s personal PaQe ccccceeeeeeeesetteeeeeeees 60 Adding a meeting to your Calendar program ssesesessseeeseeeseesssesessseseeeeeees 60 About adding a meeting to your calendar program ssssseseseesssseeeeeeeees 61 Adding a meeting to your Calendar program sssssssssseeeessessesssessseseeeeees 61 Using the Calendar sesiininein attir
174. eeeeeneeeeeeeeeeeeeeeee 216 About the Add Edit Recorded Meetings page esseeeeeeeeeeeeeeeeeeeeeeennees 217 Sending an email to share a recorded MEetING eeeeeeeeeeneeeeeeeeeeeteeeettteeeeeeeees 218 Sharing Files and WhiteboardS isis seis asecadanneitncenacednticatnnniananesninnedannintaaiintauauisadannoisen 221 Granting sharing privileges ic vsiietscneccnctdecsenendyencuctidenndvendeanduesdueridenndseadneadertumndemnteds 222 Content viewer tOOIS eeeeeeceeecceeeeeeeeeeeeeeaaaaeeeeeeeeeeesaaaaaaaeeeeeeeeeeesseseeaeeeeeeees 222 Changing views in a file or whiteboard ssseesesssseneneeneseesernrnnnnseerrrnrnnrnneeee 223 Using annotation tools on shared Content cccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 224 Sharing TS ceca ices eg oh wie ens eS va ne veer en Sa alaaa 225 Ho 12 1180 l gt rene ener aa eer en ee eee ere 226 Choosing an import mode for presentation sharing cccceeeeeeeeeeeeteeeeeeees 226 Sharing a whiteboard 00 ee eee cece eeeeeeeeeee eee eect eeeeeaaaeeeee sees eeeeeeeaaaeeeeeeeeeeeeeeeecneeeeeeeees 227 Starting whiteboard sharing cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaeeeeeeeeeeeeeeeenneeeeeeeees 228 Navigating presentations documents or whiteboards cccccccccccceeeeeeeeeeeeees 228 Navigating slides pages or whiteboards using the toolbar ccccee 228 Advancing pages or slides automatically sssseses
175. eeeeseeeceeeeeeeeeeeesesnaeees 386 About the Add Edit Personal Conference Number page cccccceeeees 388 Using your Personal Conference NUMbEIS es ecceesesseereeeeesseeeeetesseees 389 Controlling the audio portion of a Personal Conference meeting 389 Deleting a Personal Conference number account ceeeeeeeeeeeeeeeeeeeeeeees 390 Resetting the profile PIN for your Cisco Unified MeetingPlace audio conferencing ACCOUNT NUMDEN cece eeeeeeeeeeeeeeeeeeeeeeeeeeaaeeeeeeeeeeeeeeeennneeeeeeees 391 Generating Reports si aaoce cca teseeesegadiovsebsdaveosdedinsdebndtvecudesieeseddecosdedieesnexdigecetediteoatene 392 About generating reports ccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaaeaeeeeeeeeeeeeeeenaaeees 392 Generating TE DONG sacacahecticetvcsts ost hcutbostynukinstlaatbontuechbsutdeusbastweckGnetbevsbansuantoanebnns 393 xviii xix Hosting and Managing a Meeting As host your responsibilities include overall management of the meeting The meeting window provides a forum for you to manage all aspects of the meeting and enable participants to chat send video share information and interact with each other via documents presentations whiteboards applications and more Some of the most common tasks that you can perform as host are described below ek Stet Top 2 Jay s retint Meeting Mso Comtererne remani d E seve oy oet Edit your
176. eeting Center Web site Once you invite an attendee to a meeting as an alternate host the attendee receives an invitation email message that provides information about acting as the alternate host Your scheduled meeting appears on the alternate host s My WebEx Meetings page Can invite people using my online address book You do not have to type the email address of each person you want to invite to your meeting You can select attendees and sales team members for Sales Center meetings from your address book You can access your address book from the Invite Attendees page for Meeting Center meetings or the Invite Participants page for WebEx Sales Center meetings in the Advanced Scheduler Which information is included in the email invitation to my meeting Each attendee that you invited receives an invitation email message which includes 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 109 Chapter 4 Scheduling a Meeting 110 Why should request that attendees check their systems for UCF compatibility When scheduling
177. eeting calendar on page 64 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 72 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 2 If you have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 64 On the Today Upcoming Daily or Weekly tab on the calendar page click the Calendar icon E The Calendar window appears showing the calendar for the current month Optional Do any of the following 65 Chapter 3 Using the Calendar 66 To view the calendar for the previous month click the forward arrow To view the calendar for the next month click the backward arrow To view the calendar for a specific month in the drop down list select a month To view the calendar for a specific year in the drop down list select a year Su Mo Tu We Th Fr Sa 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 71 About the Daily view on page 72 About the Weekly view on page 74 Note You can use this
178. eeting starts You set up the WebEx Audio conference on the next page Enter the length of time you estimate that the meeting will continue The meeting does not end automatically after the duration that you set gg Chapter 4 Scheduling a Meeting 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 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 after a specified number of weeks until the ending date that you select Every x week s on Specifies the day of the week on which to repeat the meeting and the number of weeks that must pass before the meeting repeats Sunday Saturday Specifies the day on which the meeting repeats You can select one or more days Monthly Repeats the meeting every month until the ending date that you select Day x of every x month s Specifies the specific day of the month on which to repeat the meeting and the number of months that pass before the meeting repeats x x of every x month s S
179. eeting that you have scheduled 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 131 Chapter 4 Scheduling a Meeting The Meeting window appears Starting a meeting from your iPhone A meeting does not start automatically at the scheduled time If when scheduling the meeting you did not select the option that allows participants to join the meeting before the host you must start the meeting before participants can join it Note To start a WebEx meeting from your iPhone you must have set up your WebEx 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 www webex com apple Canceling a scheduled meeting 132 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 invite
180. elect attendees The contacts in the address book that you select appear in the box The following address books are available Personal contacts Includes any individual contacts that you have added to your personal address book If you use Microsoft Outlook you can import the personal contacts that you keep in an Outlook address book or folder to 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 New Contact Opens the New Contact page Enter the requested information about the new contact you want to invite to the meeting You can also add the new contact to your personal address book 111 Chapter 4 Scheduling a Meeting Search Lets you search for text in the selected address book For example you can search for all or part of a contact name or email address Invite as Attendee Adds the selected contacts to the list of attendees Alternate Host Adds the selected contacts as alternate hosts to the list of attendees An alternate host receives an invitation email message that provides information about acting as the alternate host An alternate host can start the meeting and act as the host If you join the meeting after an alternate host has started or joined it you do not au
181. elect a UCF presentation or document that resides on your computer and upload it to your personal folders To upload a file under Select select the folder in which you want to upload the file Click Browse select the file on your computer and then click Open Click Upload Select a presentation to share Select a UCF presentation or document that already automatically resides in your personal folders Done Save your file selection and then return to the Agenda amp Customizable Welcome page Questions about setting the agenda and welcome message Can 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 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 119 Chapter 4 Scheduling a Mee
182. elete If you invited attendees a message appears asking you whether you want to send a cancellation email message to all attendees whom you invited to the meeting In the message box click Yes or No as appropriate If you click Cancel in the message box the meeting is not canceled You receive a cancellation confirmation email message Optional If you added the meeting to your calendar program such as Microsoft Outlook in the confirmation email message click the link to remove the meeting from your calendar 133 Chapter 4 Scheduling a Meeting Saving time when scheduling a meeting If you want to See use a template with preset options when Using an existing meeting template for scheduling scheduling your meeting a meeting on page 135 use a template with preset options and save Using an existing meeting template and your changes to the template overwriting the template settings on page 136 use a template with preset options and save Using an existing meeting template and saving the changes in a new template the changes in a new template on page 137 set up a recurring meeting Setting up a recurring meeting on page 138 Using meeting templates 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 L
183. email message to selected recipients inviting them to play your recording Send Email mes a 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 z Back to List Clicking the button returns you to the recording list About the My WebEx Files gt My Recordings page 354 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 Chapter 18 Using My WebEx Options on this page View different categories of recordings Meetings Events Sales Meetings Training Sessions a Miscellaneous About the My WebEx Files gt My Recordings gt Meetings page How to access this page Log in to your WebEx service Web site and then click My WebEx From the left navigation bar click My Files gt My Recordings gt Meetings What you can do here Manage upload and mai
184. en view of Shared software ccccccceeececeeeeeeeeeeeeeeeees 269 Synchronizing views of Shared SOftWArEC cecceeeeeeeeeeeeteeeeeeeeeeeeeeeeeteeeeeeeees 270 Selecting a monitor tO SNAPE cece eee eeeee cece eee eeeeeeeeaeeeeeeeeeeeeeseseneeeeeeeeees 271 Controlling your View as a participant cceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenteeeeeeeees 272 Closing your participant Sharing WiINGOW ccccceeeeeeeeeeeeeeeeeeeeeeeeeetneeeeeeeeees 273 Switching your participant VIEW seeccccccstcestestnnntccetweetientsnnsecetwenttcutnnassdateandievebnwe 274 Annotating shared software gi ce ca siniiinudcedeeeyieiveeenduedivaydeideveyivedueavduidavayGeedaunedcavavemane 275 Starting and stopping annotation scasicdiscacaccssearnedieensaecssaasnedieasanndsdaasbedioansandannan 276 Using annotation tools soi coord ccna dccrarecacarerocmotadseanden Sctuamaseuate canatmotwameas 277 Letting a participant annotate shared software cccceeeeeeeeeeeeeeeeeeeeeeeeeeeees 278 Requesting annotation control of shared SoftWa re sssssseseseseseseeeees 279 GIVING UP annotation control os sccececccednesdesedenscnendenndavseeuedneedecndnendevedseacsmndnoeds 280 Stopping an participant from annotating shared software cccccceeeeees 280 Taking a screen capture of annotations on shared software ss 281 Granting participants control of Shared SOftWAME sseeeeeeeeseeeeeeeeseeeeeeeeee
185. ence Number on page 388 Deletes 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 Chapter 18 Using My WebEx Options on this page for MeetingPlace users only Toll Number Shows the toll telephone number for your Cisco Unified MeetingPlace audio conferencing account Cisco Unified Shows your Cisco Unified MeetingPlace audio conferencing account MeetingPlace profile profile number number New profile PIN Allows you to reset your Cisco Unified MeetingPlace audio conferencing account profile personal identification number PIN in order to provide an additional level of security to your audio account About the Add Edit Personal Conference Number page How to access this page On your WebEx service website click My WebEx gt Personal Conferencing gt Add Account or Edit What you can do here Specify the audio conference access codes that you must provide to start the audio portion of a Personal Conference meeting or that attendees must provide to join the audio portion of a Personal Conference meeting Access code Specify the the access code Host access code Specify the access code that you must enter when you start a Personal Conference meeting This code must be 8 digits in length Attendee access code
186. endee privileges A presenter can grant any privileges to or remove them from attendees during a meeting Can change attendee privileges during a meeting Yes you can On the Meeting menu choose Attendees Privileges Make any changes to the privileges you set when you scheduled the meeting How can learn 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 124 About the Review page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting gt Review What you can do on this page Review all the information you ve entered on each page of the Advanced Scheduler If you want to make any changes return to the page where you entered the information and enter new information Rather than using the settings and options you have just selected in the scheduler replace these setting with those in one of the meeting templates For more details about creating and editing templates see Using meeting templates on page 134 When you have finished making changes click Schedule or Start 127 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 mee
187. enter Web site 2 On the navigation bar click My WebEx 3 Click My Profile The My WebEx Profile page appears 4 Under Personal Information select the Call in authentication checkbox beside any phone number for which you want dial in authentication 5 Click Update authentication PIN If you have a host account and your site is enabled for CLI caller line identification or ANI automatic number identification 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 Log into 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 177 Chapter 7 Using WebEx Audio Editing or updating your stored phone numbers 178 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 nex
188. entertain the participants while they wait for the meeting to start You set up this option on the Agenda amp Welcome page The option to let participants join the meeting before the host is available only if the administrator for your meeting service has turned the option on for your site and you schedule the meeting for a time in the future How can 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 98 About the Audio Conference page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting gt Audio Conference 101 Chapter 4 Scheduling a Meeting 102 Retan to Quick Scbmditer Select conference type WebEx Audio 3 F Dispi tolltree nrbs Gror iri te Arg iestecua Toll pureta aways Gapiryos Cesplsy gota cabin members Gobel calves amters are Chapreyed amp reacting sat Entry and esit tome w z Canoe Same os tovrglate What you can do on this page Include a VoIP voice over Internet Protocol session Rapai od Woriterdoe Date amp lire imete Attendee 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 fre
189. enting from joining meeting 17 audio files sharing a Web content 246 B bringing application to front on shared remote computer 266 browsers Web sharing 246 C calendar programs overview 61 calendar See meeting calendar 64 canceling meetings 132 Personal Conference meetings 152 changing type of editing rearranging deleting poll question 293 choosing note taker 307 clearing all annotations on shared documents 237 all pointers on shared documents 238 selected annotations on shared documents 237 your annotations on shared documents 237 your pointers on shared documents 238 closing panels 25 color in shared application ensuring good imaging 286 contact group creating in address book 368 contact information adding to address book 360 398 creating contact group 368 importing to address book from file 363 importing to address book from Outlook 366 maintaining overview 359 searching for in address book 368 viewing or editing in address book 367 content viewer resizing 27 creating poll questionnaires 291 D date 65 selecting on meeting calendar 65 daylight saving time adjusting meeting times 68 deleting annotations on shared software 277 contacts 372 contacts from address book 372 files 343 files or folders 343 from address book 372 from personal folders 343 meetings from My Meetings 321 questionnaires 293 sho
190. eper es even tear shesveantesienbebeewexteedven eackeeicbladiepchetacaedeieiendie 152 About the Personal Conference Meeting Information page hoSt ceee 153 About the Personal Conference Meeting Information page for attendees 154 Granting Privileges During a Meeting cccccceesseeeeeeeeeeeeeeeeseeeeeseeeeeeeeeeeeeeeeees 157 Selecting participants 2 0 2 eee cece ee ceeeeee cece eee eeeeeeeeaaeeeeeeeeeeeeeeeeaaaeeeeeeeeeeeeeeeeeeneeeeeeeees 158 About DEMON privilege S sissies ehamcesenSecunenyfepvvotebcertaeed cpumeneharusorebanuseprbamemauniapntcented 159 Granting or removing privileges sssccccdnccencatecsenctsienndenntnendectduendnnndneneneudnendueateinntnds 159 Granting or removing Chat privileges ccccceeeeesseeeeeceeeeeeeeeeseeeneeeeeeeeeees 159 Granting or removing document privileges ceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 160 Granting or removing viewing privileges ssssssseeseeseseerrerrrrtnnseerrrrrnnrneesee 161 Granting or removing meeting privileges ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeteeeeeeeeees 162 vii Using WEDEX AUGIO icieiciisiscautisinnmiuciscuntundsnectuniadentiiieusddudiasnidieisumasadisinudiniedentuminesd ind 165 Connecting to an audio COMPEFONCG sc csecesevsdevaveeeveisvensdetavevesslavel eetiveievstavel eds aveeewen 166 Using your telephone to Connect to AUGIO ccccceeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 167 Using your comput
191. er annotation tool For details see Using annotation tools on page 277 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 Participant only If the presenter has granted permission to you to annotate you can stop annotating at any time To stop annotating In the Annotation Tools panel select the Stop Annotating button Stopping an participant from annotating shared software Host or Presenter only 280 Chapter 14 Sharing Software If a participant is annotating shared software you can turn off the annotation feature To turn off the drawing feature 1 On the Meeting Controls Panel select the Assign Control button Mate Presentar Pass Keyboard and Mouse Control gt A Blow to Annotate Al Testing Deeps 2 Onthe menu that appears choose Allow to Annotate A check mark appears next to the names of those who can annotate the shared software 3 Choose the name of the participant to cancel the selection Taking a screen capture of annotations on shared software If you make annotations on shared software you can save an image of the shared software including all annotations and pointers to a WebEx Universal Communications Format ucf file You can open a ucf file on your computer desktop or in the content viewer in
192. er for Audio v Use Computer for Audio 3 Select Switch to Using Computer T Your phone connection is dropped after your computer connection is established Remember to switch to your computer headset Connecting to audio during sharing If you join a meeting that is already in progress and shared content is all you see you can connect to the audio portion of the meeting from the Meeting Controls Panel r2 Chapter 7 Using WebEx Audio To connect to the audio portion of the meeting 1 On the Meeting Controls Panel at the top of your screen select Audio The Audio Conference dialog box opens Connect to the audio on page 166 portion of the meeting as usual Muting and unmuting microphones The following table illustrates how to quickly mute and unmute microphones in your meeting depending on your user role Host Windows Right click in the participants list Mute on Entry to mute all microphones automatically when participants join a meeting Mute or Unmute to mute or unmute your own or a specific participant s microphone Mute All to mute or unmute all participant microphones simultaneously at any time during a meeting More on page 174 Participant Select the Mute or Unmute icon to Mac Ctrl click in the participants list mute or unmute your own S vertices microphone CF Sit pene GO Rebecca Con pios C Mariah The microphone icon to the right changes
193. er profile 1 4 5 Log in to your WebEx service Web site For details see Logging in to and out of the WebEx service site on page 318 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 374 381 Chapter 18 Using My WebEx Managing scheduling templates If you want to See get an overview of managing your scheduling About managing scheduling templates on templates page 381 view edit or delete a scheduling template Managing scheduling templates on page 381 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 382 You can view edit or delete any scheduling templates that you saved To manage scheduling templates 1 Log into your WebEx service Web site For details see Logging in to and out of the WebEx s
194. er to connect tO audio cee ececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 170 Switching audio devices during a meeting ccceeeeeeeeeeeeeeteeeeeeeeeeeeeeeettteeeeeeeees 171 Connecting to audio during SHAPING c cccceieceseccsenncccetweetinnteensccbtwerttcctannssdntenseternbees 172 Muting and unmuting microphones gids soutnireveuteaderandueduenduadneatublianudanlevey ics veverine 173 Muting and unmuting all participant microphones simultaneously 174 Asking to speak in an audio CONFEFENCE cceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenteeeeeeees 174 Using caller authentication to start or join an audio Conference ccceeeeee 175 Specifying call in authentication for your host ACCOUNT ccccceeeeeeeeeeeeees 176 Using an authentication PIN cccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeaeeeeeeeeeeeeeees 177 Editing or updating your stored phone NUMbE S cccceeeeeeeeeeeetteeeeeeeeeeeeeeees 178 Using Integrated Voice Conferences ccccccceeseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenees 179 Asking tO SDCAK cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaaaeeeeeeeeeeeeeceaaeeeeeeeeeeeseeeenneeeeeeess 180 Allowing a participant to SPCQK ccccceceeeeeeeeeeeeneeeeeeeeeeeeeceaaaeeeeeeeeeeeeeeennneeeeeeees 181 Speaking in a VOICE conference eee eeeeeeeeeeeceeeeeeeeeeeeeeeaaeeeeeeeeeeeeetsennaaeeeeeeeees 181 Muting and unmuting Microphones
195. er you close a poll you can Save group results to a txt file ore on page 299 Save responses from individual participants to a txt file Save d More on page 299 Save s gt Save All 298 Chapter 15 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 Choose a location at which to save the file Type a name for the file 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 ixt file Roa Peak Save a5 ype Text File indvidual attendens ren A tt ANO L When you are saving poll results you can select a format in which you want to save the results To save results of a poll 1 2 Close the poll if you have not done so On the File menu choose Save gt Poll Results The Save Poll Results As dialog box
196. erence If you are a current speaker the method by which you speak depends on the speaker setup option that is currently selected for your meeting Desktop speakers default If this option is selected the following appears in the bottom right corner of your Meeting window Press to speak 181 Chapter 8 Using Integrated Voice Conferences 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 Simply speak into your microphone Tip Before you join a voice conference you can use the audio setup wizard to select you audio device and adjust its settings More on page 184 Muting and unmuting microphones The following table illustrates how to quickly mute and unmute microphones in your meeting depending on your user role Mute on Entry to mute all microphones automatically when participants join a meeting Windows Right click in the participants list Mute or Unmute to mute or unmute your own or a specific participant s microphone Mute All to mute or unmute all participant microphones simultaneously at any time during a meeting More on page 174 182 Chapter 8 Using Integrated Voice Conferences Host Participant The microphone icon to the right chan
197. ersonal Conference meeting to your calendar 1 Choose either method On the Personal Conference Meeting Scheduled page or the Personal Conference Meeting Information page select Add to My Calendar Inthe confirmation email message that you receive once you schedule or edit a Personal Conference meeting or MeetingPlace Personal Conference meeting click the link to add the meeting to your calendar A meeting opens in your calendar program 2 Select the option to accept the meeting request For example in Outlook select Accept to add the Personal Conference meeting item to your calendar 149 Chapter 5 Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting Note If you cancel a Personal Conference meeting or MeetingPlace Personal Conference meeting the Personal Conference 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 f you invite participants to a Personal Conference meeting or MeetingPlace Personal Conference meeting the invitation email message that they receive also contains an option to add the meeting to their calendar programs Editing a Personal Conference meeting or MeetingPlace Personal Conference meeting 150 Once you a schedule a Personal Conference meeting or MeetingPlace Personal Conference meeting you can make changes to it at any time before you start
198. ervice site on page 318 2 On the navigation bar click My WebEx 3 Click My Profile The My Profile page appears 4 Under Scheduling Templates select a template in the list Chapter 18 Using My WebEx Use Ciri te select mulliple lemplates McC Markting Team Meeting Edit y chew Geno 2 EIERN Delete SelectAll Topic Create time Duration Description File size Create time Status Password Stream recording link Download recording link Play Now The name of the recording You can edit the topic at any time The time and date the recording was created The length of the recording A description of the recording The file size of the recording The date and time at which the recording was created The status of the recording The possible options are Enable or Disable Indicates whether a user must provide a password to view the recording Clicking the link lets you play the recording available only for recording files with the arf extension that were recorded by NBR Clicking the link lets you download the recording Clicking the button lets you play the recording available only for recording files with the arf extension that were recorded by NBR If you want to download the recording you can also click the link for downloading under Play Recorded a meeting Now 383 Chapter 18 Using My WebEx Send Email Delete Disable Enable Back to List
199. es 282 Requesting remote control of shared software ssssssssessessseeeeseeeeees 282 Letting a participant remotely control shared Software cccceeeeeeeeeeeeeeees 283 Automatically letting participants remotely control shared software 284 Stopping remote control of Shared software ccccccccececcceeeeeeeeeeeeeeeeeeeeeees 285 Sharing applications with detailed color Windows sssssseeseeseeeeeeeeeeees 286 Sharing applications with detailed Color Mac sssssssessssseseessseesesseeeeeeees 287 xiii Tips TOF sharing SONWANG eision nrnna aaa aaa aan aaia katia 288 Polling Attendees wicccieieccisiecececisecececicecevesinasecccsueraversiaranenduewensisvedecatneseweutvereretanerbeawen 291 Preparing a poll QUeSTIONNAIC eeeeeeeceeceee eee eeeeeeeeeaeeeeeeeeeeeeeeeeaaaaeeeeeeeeeeeeeeees 291 Creating a poll questionnaire 2 ee cece ceteecee eee eeeeeeeeeeaeeeeeeeeeeeeeeeenneeeeeeeeees 291 Editing a questionnaire scssicctaiscaietnivicocnesdssedetnuietncdsnsidalendabadeioodaivndatedebedesadenddatcdundcends 293 Displaying a timer during polling sseseeesseseennnnrneeesesnnnnnrnnnnsereennnnnnnnnseeennne 295 CPPS UG et Polisie ngonten rayine auaina ayaa kkinen eaii naia aR 295 Viewing and sharing poll reSults ceeeeeeeeeecceeeeeeeeeeeneneeeeeeeeeeeeeeeeeseneeeeeeeeees 296 Viewing poll results eeccccccceceeeeeeee
200. es to a shared whiteboard For details see Adding new pages or slides on page 231 You can share multiple whiteboards For each whiteboard that you share you see a new Whiteboard tab in the content viewer Navigating presentations documents or whiteboards When sharing a file such as a document presentation or whiteboard you can Navigate slides pages or whiteboards using the toolbar More on page 228 Advance pages or slides automatically at an interval of time that you specify More on page 229 Perform animations and slide transitions in a presentation More on page 230 Use keys on your computer s keyboard to navigate a presentation and display animations on the slides More Navigating slides pages or whiteboards using the toolbar You can navigate to different pages slides or whiteboard pages in the content viewer Each document presentation or whiteboard being shared appears on a tab at the top of the content viewer 228 Chapter 12 Sharing Files and Whiteboards To display pages or slides in the content viewer 1 Inthe Meeting window in the content viewer select the tab for the document presentation or whiteboard that you want to display If there are more tabs than can appear at one time select the down arrow button to see a list of remaining tabs or use your keyboard arrows forward and back through all the tabs Wo Addo Pattopak Meeting H Select the down arrow
201. eset button to restore the panel view to the default layout Clear the check box beside Allow participants to change the These panais are available to parbopants with appropriate privileges sequence of panels if you want Note Se Rolling ea a Rey aia ak pare ee ee to permit attendees to manage ee aiea en ee their own display of panels 7 Allow participants to change the sequence of panels ow Reset OK Cancel en tection ANN tt tease tl tn Restoring the panel layout If you have closed expanded or collapsed panels you can restore the display to the layout 25 Chapter 1 Hosting and Managing a Meeting 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 Panels dialog box To restore the panel layout 1 Click this button gt for Windows forthe Mac 2 Choose Restore Layout Accessing panel options 26 Each panel provides a menu of commands related to the panel For example Expand Panel and Close Panel are two common commands for all the panels Depending on what operating system you are using access the commands for a panel by following these steps Windows Righi click the panel title bar to see a menu of commands related to the panel Mac Select ctrl and then click to see a menu of commands related to the panel Participants Sound Alerts Lets you choose a sound to p
202. ess 335 One Click Meeting 200 403 Personal Conference meetings 146 setting up One Click Meeting on service Web site 200 shared remote computer See remote computer shared 261 sharing Flash files as Web content 246 poll results with participants 297 streaming audio as Web content 246 streaming video as Web content 246 Web browsers 246 Web content overview 245 sharing documents See documents shared 120 sharing window overview 249 shortcuts for One Click Meeting downloading 204 shortcuts for One Click Meeting removing 210 shortcuts WebEx One Click panel downloading 204 slides in shared presentations adding 231 clearing annotations 237 clearing pointers 238 printing 241 software sharing See also software shared 249 software shared ensuring good imaging of color 286 using annotation tools 277 viewing 249 sorting meeting calendar 64 67 68 71 72 74 76 starting meeting before scheduled time 131 meeting from email message 131 Personal Conference meetings 147 remote computer sharing 258 teleconference only meeting 389 Web browser sharing 256 whiteboard sharing 228 starting a One Click Meeting from Meeting Center 206 from service Web site 206 stopping annotations on shared software 280 remote computer sharing 260 404 streaming audio sharing as Web content 246 streaming video sharing as Web content 246 Summary Usa
203. esseseneeessssrerrrrrreserrrttrnnnrnrserrrtetnnntnseeerrrennnn e 77 Scheduling a MGSUAG wei ccsisisisccicnnincscnansusadwentansinauatssdwawexenivakilanduswewadivanalvadwanavuadwantientinsan 79 Choosing the scheduler that works fOr YOU cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeeeees 79 About the Quick Scheduler csccccoiesasssrcsancoseegnaigadoosnepegenieadedensdangondanidenniadedaunoabhbats 80 About the Quick Scheduler Page xcs caved asecttiiyeia ee evens 81 Using the Quick SCme Ul N sects tcpepectharsep i arteapeh arise ie pte etee Rpet ait tenet eage 88 About the Advanced SCHECUIe wiscscssccccctdeccesesdcesesttieseetadermessdectoeredetmeseadecneebadecnenks 89 Choosing a level of security for a scheduled meeting ssssseseessesseeseeeeees 90 Using the Advanced Scheduler ccccceeeeeeeeeeeeeneeeeeeeeeeeeeeeeneeeeeeeeeeeteeeennaaees 91 Page by page guide to the Advanced Scheduler ccccccccccccceceeeeeeeceeeeeeeeeeees 93 About the Required Information page cccccceeeeeeeeeeeeneeeeeeeeeeeeeeesnneeeeeeees 94 About the Date amp Time page incase ooo veces beet bien e da yen ei cavee ad vaya tiawe 98 About the Audio Conference page ececcssseccceeeeeeeeeeeeeeeaeeeeeeeeeeeeeneeenaaeees 101 About the Invite Attendees page cccceceeecseccceeeeeeeeeeeeeeenaeeeeeeeeeeeeeeeesnaaeees 107 vi About the Select Attendees page ceeeceeeeecccceeeeeeeeeeeeeeeeeeeee
204. ew 261 reducing screen resolution 262 selecting additional applications 259 showing to attendees 258 removing attendee from meeting 18 attendees 129 from meeting 18 personal teleconference number account 390 shortcuts for One Click Meeting 210 WebEx One Click from computer 210 reports generating 393 generating overview 392 types of 392 resizing content viewer 27 panels 27 restricting access to meeting 17 right click menu of taskbar icon shortcut 206 S saving annotations on shared software 281 documents shared 239 notes to file 311 poll questionnaires 298 presentations shared 239 shared documents 239 shared presentations 239 shared whiteboards 239 whiteboards shared 239 scheduled meetings adding attendees 129 changing agenda 129 changing day and time 129 editing 129 scheduling meetings and Microsoft Outlook 89 Attendee Privileges page overview 125 enhancing security 90 for someone else 139 requiring password 90 selecting document to share 120 scheduling templates about managing 381 screen capture taking of annotations on shared software 281 screen resolution reducing for shared remote computer 262 searching 67 for contacts in address book 368 for files in personal folders 342 for meeting on meeting calendar 67 Session Detail report description 392 setting up for Access Anywhere 335 for remote acc
205. following keypad commands Host commands To Enter Dial the phone number of a participant whom you 1 want to add to the audio conference Lock the audio conference preventing anyone else 5 from joining it Unlock the audio conference 5 Chapter 18 Using My WebEx Mute your microphone Unmute your microphone Let participants continue the audio conference without the host Mute all attendees Unmute all attendees Play the participant count Hear all keypad commands that you can use Attendee commands 6 6 8 Then hang up your phone 99 ak Mute your microphone Unmute your microphone Play the participant count Hear all keypad commands that you can use 6 6 ak Deleting a Personal Conference number account You can delete a Personal Conference number account at any time To delete a Personal Conference number account 1 Log into your WebEx service Web site and then select My WebEx 2 Select Personal Conferencing The Personal Conferencing page appears showing your Personal Conference number accounts 3 Under the account that you want to delete select Delete A confirmation message appears 391 Chapter 18 Using My WebEx 4 Click OK Resetting the profile PIN for your Cisco Unified MeetingPlace audio conferencing account number 392 If your site includes support for Cisco Unified MeetingPlace audio conferencing you should already have a Cisco Un
206. ftware More on page 275 Let a participant control your shared software More on page 278 View and work with shared software Control the appearance of shared software More on page 272 Ask to control shared software More on page 282 Annotate shared software More on page 275 Stop participating in software sharing More on page 285 You can use application sharing to show all meeting participants one or more applications on your computer Application sharing is useful for demonstrating software or editing documents during a meeting 250 Chapter 14 Sharing Software Participants can view the shared application including all mouse movements without having to run the application that you are sharing on their computers Here are just a few tasks you can perform Start sharing an application More on page 251 and open more applications to share More on page 252 Control the appearance and viewing of shared software pausing changing to full screen view and so on More on page 267 Annotate and draw on a shared application More on page 275 and allow participants to draw More on page 278 Learn about sharing application effectively More on page 288 Stop sharing an application More on page 253 Starting application sharing Host or Presenter only You can share any application on your computer with meeting participants To share an application 1 2 On the Share menu choose Application
207. g Room page Thus visitors to your page cannot view the folder or access any files in it Ghare this folder This folder appears on your Personal Meeting Room The drop down list specifies which users can access the folder as follows O With all All visitors to your Personal Meeting Room can access this folder O With users with host or attendee accounts Only visitors to your Personal Meeting Room who have either a host account or an attendee account on your WebEx service Web site can access this folder O With users with host accounts only Only visitors to your Personal Meeting Room who have a host account on your WebEx service Web site can access this folder 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 Allow files to be Let users upload a file with the same name as an existing file in the overwritten folder and replace the existing file If this option is not selected users cannot overwrite any files in the folder 346 Chapter 18 Using My WebEx Use this option To Password protected Let only visitors to your Pe
208. g Software f you make a remote computer s screen blank during a sharing 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 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 select the down arrow the last button on the panel and then choose Make Screen Blank Send Ctrl Alt Del Selecting an application on a shared remote computer 266 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 select the down arrow Then choose Share Remote Application Select the application you want to share from the list of available application Chapter 14 Sharing Software Recorder Float All Panels Manage Panels Audio Vie
209. g a Meeting Cisco Unified MeetingPlace Audio Conferencing Specifies that the meeting include an integrated audio conference with your Cisco Unified MeetingPlace audio conferencing account 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 Use VoIP only Specifies that you want to set up an Integrated VoIP conference for the meeting If selected 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 session 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 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 na
210. g box For details see Locking focus on one participant on page 189 To switch to view everyone Select the icon in the upper right corner of 196 Chapter 9 Sending and Receiving Video the display Obtaining video and audio data during a meeting Having video or audio problems in a meeting If you contact technical support the video and audio data you can obtain within the meeting comes in handy To obtain audio and video data while in the Meeting window Select Meeting gt Audio amp Video Statistics Meeting 4 Information Audio amp Video Statistics Start Recording Recorder Settings Welcome Message Options Restrict Access To obtain audio and video data while viewing everyone sending video Right click the active speaker s display and then select Audio amp Video Statistics 197 Chapter 9 Sending and Receiving Video Audo Video Satictics Mewmize My Video Expand Active Spesher View Cet Ful Soreen Mode 198 setting Up a One Click Meeting If you want to See get an overview of starting a One Click About setting up a One Click Meeting on Meeting from your WebEx service Web site page 199 specify settings for your One Click Meeting Setting up your One Click Meeting on the Web on page 200 install WebEx One Click which includes the nstalling WebEx Productivity Tools on page One Click panel and One Click shortcuts 204 start
211. g box appears 2 Inthe Address box enter the address or URL at which the content resides Or if you have previously shared the content select it in the drop down list 3 Inthe Type box select the type of Web content that you want to share 4 Click OK Tip You can copy a URL from any source such as another browser window and then paste it in the Address box Differences between sharing Web content and sharing a Web browser Meeting Center provides two options for sharing Web based information You can share Web content or share a Web browser with meeting participants Choose the feature that better suits your needs 246 Chapter 13 Sharing Web Content Web browser sharing Lets you guide Does not display media participants to various effects or transmit Web pages and sites on sounds on Web pages the Web Does not let participants Lets you grant attendees interact with Web pages control of your Web independently browser Lets you and other participants annotate Web pages Web content sharing Displays Web pages Does not let you guide and lets participants participants to other Web experience media effects pages on Web pages including video and sound Lets participants interact with Web pages independently in their content viewers 247 sharing Software Sharing a tool like a software application works differently from sharing a document or presentation When you share software during
212. ge report description 392 Summary Usage report CSV file description 392 7 taking notes as single note taker 310 meeting minutes 310 personal 309 specifying options 306 taskbar icon shortcut 206 teleconference only meeting starting 389 W WebEx One Clickinstalling 204
213. ges state Mac Ctrl click in the participants list e BS aame CH Si ene GNO Rebecca Cow Pios C Mariah Windows Right click in the participants list Mute on Entry to mute all microphones automatically when participants join a meeting Mute or Unmute to mute or unmute your own or a specific participant s microphone Mute All to mute or unmute all participant microphones simultaneously at any time during a meeting More on page 174 Select the Mute or Unmute icon to mute or unmute your own microphone Tip During sharing participants can mute and unmute their microphones from the Meeting Controls Panel at the top of their screens Qmo ji w i gt Prise Shue Au Host and presenter only Muting and unmuting all participant microphones simultaneously You can mute or unmute all participant microphones simultaneously This option does not affect the host s and presenter s microphones 183 Chapter 8 Using Integrated Voice Conferences Partiopants Chat D notes To mute or unmute all participants Windows Right click on the participant list Mac Ctrl click on the participant list Select Mute All or Unmute All oos The microphone icon to the right of each participant s name changes state Understanding the speaker queue for a voice conference During an Integrated Voice conference a participant can request to speak After a participant requests to speak the parti
214. h as Microsoft Outlook on the Personal Conference Meeting Deleted page select Remove From My Calendar to remove the meeting from your calendar About the Personal Conference Meeting Information page host This page provides the details about the Personal Conference meeting or MeetingPlace Personal Conference meeting you have scheduled What you can do on this page Review the date time duration and other helpful information about the Personal Conference meeting Click the More Info link to view the meeting number audio conference information and meeting password This information can help you start the audio portion of the Personal Conference meeting 153 Chapter 5 Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting Edit the details about the Personal Conference meeting or MeetingPlace Personal Conference meeting Cancel the he Personal Conference meeting or MeetingPlace Personal Conference meeting Add the he Personal Conference meeting or MeetingPlace Personal Conference meeting to your calendar if you haven t already done so Start the online portion of the Personal Conference after the audio portion has started Does not apply to MeetingPlace Personal Conference meetings Select this button Edit Delete Add to My Calendar Go Back Start To Edit the details about the Personal Conference meeting or MeetingPlace Personal Conference meeting For e
215. he Stop button or in the Meeting Controls Panel select the STOP button ome ee ttl deseme trate To stop sharing all applications In the Meeting Controls Panel select the STOP button Qmo Il iiz DF CANN TET e a Dase Share Acckgn Packipants Chat Recorder Annaa You can also pause sharing Select the Pause button located next to the Stop button 253 Chapter 14 Sharing Software Sharing your desktop You can share the entire content of your computer including any applications windows and file directories that reside on it Participantscan view your shared desktop including all mouse movements Tasks related to sharing your desktop Start sharing your desktop More on page 254 Manage how participants view your shared software pausing changing to full screen view and so on More on page 267 Annotate and draw on your desktop More on page 275 and allow participants to annotate More on page 278 Read a few tips for sharing your desktop effectively More on page 288 Stop sharing your desktop More on page 255 Allow a participant to control the shared desktop More on page 278 Starting desktop sharing 254 Host or Presenter only You can share your computer s desktop with meeting participants To share your desktop 1 On the Share menu choose Desktop If you have more than one monitor a submenu shows the available monitors Chapter 14 Sharing Software File Edit View
216. he actual meeting To create a questionnaire for Windows 1 Open the Polling panel in a meeting 2 In the Question section select one of these question types To create a multiple answer question select Multiple choice and then select Multiple Answers in the drop down list To create a single answer question select Multiple choice and then select Single Answer in the drop down list To create a text question select Short answer 3 Click New 4 Type a question in the box that appears 5 Inthe Answer section click Add 6 Type an answer in the box that appears 7 To type another answer click Add once you finish typing an answer The question and answers appear in the Poll Questions area 8 To add questions repeat steps 2 to 7 This figure shows an example of a poll questionnaire Poll Questions 1 Vyhat is your favorite color ablue Obred c green d black 2 vhat do you enjoy doing at leisure P areading F b watching movies P ctraveling P d sports 3 Please give us feedback about this event Chapter 15 Polling Attendees To create a questionnaire for the Mac 1 Open the Polling panel in the meeting 2 Adda question by clicking this button and then typing the question 4 To add more answers repeat step 3 5 To add more questions repeat step 2 6 To change the question type for a question click the text Click here to change question type that appears under the spec
217. he computer is available for remote access Status 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 up It may be Desktop if you set up your desktop for access or it may be a specific application name Application If the computer is available for access you can click the Connect link to connect to your remote computer Removes the selected computer from the list of remote computers Sets up the current computer for Access Anywhere and adds Set Up Computer it to the list of remote computers Downloads the manual installer for the Access Anywhere software Status Download manual installer Maintaining files in your personal folders 336 get an overview of your personal storage space for files About maintaining files in your folders on page 337 open your personal storage space for files Opening your personal folders documents and files on page 338 Chapter 18 Using My WebEx If you want to See create new folders to organize your files Adding new folders to your personal folders on page 339 upload files to your personal folders Uploading files to your personal folders on page 339 move or copy files or an entire folder to Moving or copying files or folders in your another folder personal folders on page 340 change information ab
218. he content viewer during another meeting for sharing Only a presenter or participants who have the Share documents privilege can open a saved file during a meeting Open the file at any time on your computer s desktop If you open a saved file on your desktop it appears in the WebEx Document Manager a standalone or offline version of the content viewer A saved 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 Onthe File menu choose Open and Share The Share Document dialog box appears 2 Select the document presentation or whiteboard file that you want to open 3 Click Open To open a saved document presentation or whiteboard on your computer s desktop Double click the saved file The document presentation or whiteboard opens in the WebEx Document Viewer Chapter 12 Sharing Files and Whiteboards Printing presentations documents or whiteboards You can print any shared presentations documents or whiteboards that appear in your content viewer A printed copy of shared content includes all added annotations and pointers To print shared content 1 Inthe content viewer select the tab for the document presentation or whiteboard that you want to print 2 On the File menu choose Print gt Document 3 Select the printing options that you want to
219. he 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 322 321 Chapter 18 Using My WebEx About the My WebEx Meetings page 322 How to access this tab On your WebEx service Web site click the My WebEx tab What you can do here Access these features A link to your personal meeting room A list of meetings you are hosting or are invited to for the specified day week or month A list of all meetings you are hosting or are invited to A link to start a One Click meeting Options on this page Go To My Personal Meeting Room Start a One Click Meeting Daily Weekly Monthly Go to your Personal Meeting Room page Your Personal Meeting Room page lists any meetings that you scheduled and any in progress meetings that you are currently hosting Users to whom you provide your personal URL can use this page to join any meeting that you are hosting They can also download files in any folders that you share 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 199 View a list all of the meetings for the specified day For details see About the My WebEx Meetings Daily tab on
220. heduling a meeting and then pick the one that meets your needs 79 Chapter 4 Scheduling a Meeting 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 88 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 138 Using meeting templates on page 134 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 80 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
221. hen 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 CS Click the Refresh icon at any time to display the most current list of meetings Click to open the Preferences page where you can select the Language link language setting for your Meeting Center Web site Click to open the Preferences page where you can select the time Mime zong lnk zone setting for your Meeting Center Web site Week link Opens the Weekly view which shows the scheduled meetings Week18 for each day of the selected week Day link Opens the Daily view which shows the scheduled meetings for 4 the selected day z Appears on the calendar to indicate that one or more meetings are scheduled on that day 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 Select a time zone for your Meeting Center Web site Display meetings that require registration The meeting information displayed in the list can be sorted by clicking the column headings For details
222. i To change the font on the Edit menu choose Font Clicking this button again turns off the text tool Lets you draw lines and arrows on shared content For more options Line FA click the downward pointing arrow Clicking this button closes the Rectangle tool Lets you draw shapes such as rectangles and ellipses on shared Rectangle Ea 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 Highlighter Q options click the downward pointing arrow Clicking this button again closes the Highlighter tool Annotation Displays the Annotation Color palette on which you can select a color Color P to annotate shared content Clicking this button again closes the Annotation Color palette 224 Chapter 12 Sharing Files and Whiteboards Eraser Erases text and annotations or clears pointers on shared content To D 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 Sharing files File sharing is ideal for presenting information that you do not need to edit during the meeting such as a video or slide presentation Participants can view shared files in their content viewers without the need for the application with which it was created view a media file such as a video without the need for special softw
223. ied in the My WebEx gt Personal Conferencing page in order to use this meeting type MeetingPlace Personal Conference Allows you to specify a Cisco Unified MeetingPlace Personal Conference that uses your Cisco Unified MeetingPlace Audio Conferencing account for the audio conference Enter the topic or a name for the meeting 95 Chapter 4 Scheduling a Meeting 96 Listed on calendar Delete from My Meetings when completed Meeting password Confirm password Tracking codes CUVC Meeting ID 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 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 1 amp lt gt Each participant that
224. ific question and then do one of the following To create a multiple answer question select Multiple Answers To create a single answer question select Single Answer To create a question that requires a text answer select Short Answer a A G td 1 Question 1 tte es 41 our ar Single Answer aalen oe aatia Multiple Answers Short Answer Editing a questionnaire You can change the type of a question and edit rearrange or delete the questions and answers 293 Chapter 15 Polling Attendees 294 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 291 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 oe waa x 2 Make your changes To delete a question or an answer Select the question or answer by clicking it and then click the Delete icon ao H a x tt Windows 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 S a h x 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
225. ified MeetingPlace audio conferencing account MeetingPlace audio conferencing account numbers numbers on page 384 reset the profile PIN for your Cisco Unified Resetting the password for your Cisco Unified MeetingPlace audio conferencing account MeetingPlace audio conferencing account number on page 391 About maintaining Personal Conference number accounts If your WebEx service website includes the Personal Conferencing feature and the Personal Conference number option you can create up to three Personal Conference number accounts When scheduling a Personal Conference meeting you can select a Personal Conference number account to use for your the audio portion of the Personal Conference meeting You can also use your Personal Conference number account to start an instant audio conference from any phone without scheduling it first Your Personal Conference number account also specifies the access code that you want to use to start the audio portion of the Personal Conference meeting and the access codes that you want attendees to use to join the audio portion of the Personal Conference meeting You can delete a personal audio conferencing account at any time About maintaining Cisco Unified MeetingPlace audio conferencing account numbers If your site includes support for Cisco Unified MeetingPlace audio conferencing you should already have a Cisco Unified MeetingPlace audio conferencing account assigned to you With your account
226. ified MeetingPlace audio conferencing account assigned to you You can change the personal identification number PIN for your Cisco Unified MeetingPlace audio conferencing account To add or edit a Personal Conference number account 1 Log into your WebEx service Web website and then select My WebEx 2 Select Personal Conferencing The Personal Conferencing page appears FENIRA cine rerencin mp amp Smps05 call in number 1 6504294869 calten number 1 8505 Cisco Unified MeetingPlace profile number 95145954 Change Profile PIN Your Profile PIN providas an additional leval of secunty to your audio account PIN musi be numeric only and must be between 5 and 24 digits in length New profile PIN Contim profile PIN Submit Synchronize Account Settings Without Changing the Prolite PIN Synciwonize auto settines for your WebEx and Cisco Unified MeetingPlace accounts y Sync 3 Under Change Profile PIN in the New profile PIN and Confirm profile PIN boxes type new a new personal password that contains only numbers and is between 5 and 24 digits in length 4 To synchronize your account settings for your WebEx and Cisco Unified MeetingPlace accounts select Sync Chapter 18 Using My WebEx Generating Reports If you want to See get an overview of what reports you can About generating reports on page 392 generate from your WebEx service Web site generate usage reports that provide Generating reports on
227. ime Lists the starting time for each scheduled meeting 71 Chapter 3 Using the Calendar Topic Host or Presenter Duration z Join link gt Register link g 9 Start link L End link Cx 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 a Personal Conference meeting Host only Click to start your meeting Host only Click to end your meeting About the Daily view ta How to access this page On your Meeting Center Web site click Attend a Meeting gt Browse Meetings gt Daily tab What you can do here The Daily view lists the live meetings that are scheduled for the present day From the Daily view you can navigate to the previous or next day or use the calendar to view the schedule for another day The meeting information displayed in the list can be sorted by clicking the column headings For details see Sorting the meeting calendar on page 67 Chapter 3 Using the Calendar Options on this page s Language link Time zone link El Show past meetings Show only meetings that
228. in the Meeting window To take personal notes 1 Inthe Meeting window open the Notes panel 309 Chapter 17 Managing and Taking Notes 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 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 alert For information about selecting a note taking option during a meeting see Specifying 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 313 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 Meet
229. in to and out from the remote computer in increments Scale the remote computer view to fit the sharing window in which it appears 264 Chapter 14 Sharing Software To adjust the size of the view of a shared remote computer On the Meeting Controls Panel select the down arrow the last button on the panel and then choose View Choose a display option from the menu Ful screen for Participants wew Restore view for Parbcpants T Make Screen Bark boom n Dosde tev and Mouse Zoom CAR b Somen Resctution to Match Ths Computer 5y Send Chl at Del Dod Meshing Cortrois P ScreerrScale to Mt RA Screen Windoer Scale to FR v Wide 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 select 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 265 Chapter 14 Sharin
230. ina previous meetings and saved as a template For more details about creating and editing templates see Using meeting templates on page 134 None Specifies that attendees need not register to attend the meeting Require attendee registration All attendees must register to attend the meeting An attendee cannot attend the meeting until his or her registration you accept his or her registration request You can accept registration requests in either of two ways Automatically by selecting the 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 Web site 113 Chapter 4 Scheduling a Meeting 114 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
231. 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 page Room page 332 access your Personal Meeting Room page Viewing your Personal Meeting Room on page 332 add images and text to your Personal Setting options for your Personal Meeting Meeting Room page Room on page 333 share files on your Personal Meeting Room Sharing files on your Personal Meeting Room page on page 334 331 Chapter 18 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 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 332 Tip Add your Personal Meeting Room URL to your business cards your email signature and so on Viewing your Personal Meeting Room page 332 Yo
232. ing Select the down arrow on the Allow to Annotate button On the menu that appears choose which participants can annotate the shared software You can choose All or select someone from the list Note You can stop a participant from annotating shared software at any time For details see Stopping a participant from annotating shared software on page 280 Requesting annotation control of shared software Paprticipant only If a presenter is sharing a desktop Web browser or application you can ask the presenter to allow you to annotate the shared software After you have permission you can Make annotations by highlighting areas on the software drawing lines and shapes typing text and using pointers Clear annotations at any time Change the color that you are using to make annotations Save an image of your annotations on the shared software 279 Chapter 14 Sharing Software To request annotation control of shared software 1 Inthe Meeting Controls Panel select the Annotate button The Annotate button has the image Qmo hromy ST Bl ill N ee of a pencil on it A Participants Chat AAMA A request message appears on the presenter s screen After the presenter allows you to annotate the Annotation Tools panel appears 7 Z annotationToos eT y O f 8 o e A Allow to Annotate Y A Stop Annotating 2 Select the tool you want to use 3 Optional Choose anoth
233. ing ani B Zi s Pafbagantz Cha Arriate Manage Paneis Audo Conference Invite and Remind End Meeting 2 Choose the appropriate option The sharing window closes The Meeting window then automatically opens To return to the sharing window at any time In the Meeting window on the Sharing menu select a sharing option desktop remote computer application or Web browser Switching your participant view Participant only While a presenter is sharing software you can return to the Meeting window at any time The sharing window remains open on your computer so you can return to viewing the shared software at any time To return to the Meeting window while the presenter is sharing software On the Meeting Controls Panel select the Return to Meeting Window icon 274 Chapter 14 Sharing Software The Meeting window then appears To return to a sharing window In the Application Share dialog box which appears in the Meeting window select Return to Sharing Application Share You are no longer viewing the presenter s shared content Return to Sharing Annotating shared software Start or stop annotation mode More on page 276 Use annotation tools More on page 277 Host or Presenter Let a participant use annotation More on page 278 Save annotations More on page 281 275 Chapter 14 Sharing Software Ask for permission to u
234. ing Center menu select Preferences Select Tools 2 To turn the closed captioning option on or off check or uncheck the Enable Closed Captioning check box To learn how to display the Closed Captions panel see Managing panels on page 25 To select another participant to transcribe select the participant s name on the Participants panel then right click Windows or select ctrl and then click Mac and then select Change Role To gt Closed Captionist About taking notes 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 If all participants are allowed to take notes they cannot publish their notes to others during the meeting However participants can save their notes at any time during the meeting The meeting host can select the single note taker during the meeting A single note taker can publish notes at any time during the meeting or send a meeting transcript containing the notes to all participants If needed the host can also select a closed captionist A closed captionist can publish captions in real time during the meeting and can also send a transcript containing the captions to all participants Taking personal notes If the meeting host or presenter has selected the option to allow participants to take personal notes you can type your notes on the Notes panel
235. ing 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 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 M
236. ing window To type captions you can use either a standard keyboard or a steno keyboard and machine translation software Saving Chapter 17 Managing and Taking Notes Your captions are visible to other meeting participants in real time one line at a time You can also send your captions in a meeting transcript to all participants To transcribe closed captions 1 Open the Closed Caption panel 2 Type your captions in the box 3 Once you type a line of captions do either to publish your captions on each participant s Closed Caption panel Press the Enter key on your computer s keyboard Click Publish on the Closed Caption panel Note ifthe Closed Captions panel is not selected on a participant s Meeting window once you publish a line of captions the participant is alerted that captions are available You can save your captions to a text file on your computer For details see Saving notes to a file on page 311 For details about sending closed captions in a meeting transcript see Sending a meeting transcript to participants 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 toa 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 t
237. ings when completed Specify that once a scheduled meeting ends 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 379 Chapter 18 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 f
238. instructions on a particular task click More by a task description Task description Start and manage a voice conference fine tune your microphone and speaker seetings More on page 184 Allow a participant to speak More on page 181 mute or unmute participant microphones More on page 173 To start a voice conference Select Voice Conference on the Quick Start page or select Integrated Voice Conference gt Start Conference from the Audio menu Voie Conference To end a voice conference 179 Chapter 8 Using Integrated Voice Conferences Asking 180 Select Integrated Voice Conference gt End Conference from the Audio menu Participant Participate in a voice conference Join or leave a conference More Mute or unmute your microphone More Ask to speak More To join a voice conference Select Yes in the dialog box that automatically appears when the host starts the conference or select Integrated Voice Conference gt Join Voice Contenen Conference from the Audio menu Am te iehendiod Fume Loner To leave a voice conference Vay foo hes sted on Pep atol Yous Cotare o pau mart to particnate Select Integrated Voice Conference gt Leave Conference from the Audio menu Note For better audio quality and greater convenience use a computer headset with a high quality microphone rather than speakers and a microphone to speak Participan
239. ions Format UCF The default mode Lets you display animations and slide transitions in Microsoft PowerPoint presentations In the UCF mode Meeting Manager imports 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 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 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 that you are currently sharing To apply a new import mode to a shared presentation you most close it first and then share it again To choose an import mode for shared presentations 1 Inthe Meeting window on the Meeting menu choose Options Chapter 12 Sharing Files and Whiteboards The Meeting Options dialog box appears with the Options tab selected by default Click the Import Mode tab Meeting Options The Import Mode tab options appear General True Color Mode Import Mode To ensure good quality imaging for document and presentation sharing select the appropriate import mode Import mode Universal Communications Format Supports animati
240. is URL On the Meetings tab and under Join an Unlisted Meeting type the meeting number that the host gave to you in the Meeting number box Click Join Now On the Meeting Information page enter the requested information For details see About the Join Meeting page on page 48 Click Join Now The Meeting window appears Joining a meeting from your Meeting Center Web site using the meeting number If the meeting you want to attend is not listed on the meeting calendar you can still join the meeting You just need to know the meeting number which the meeting host can give you 52 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 appears In the Meeting number box type the meeting number that the host gave to you Click Join Now On the Meeting Information page enter any requested information Chapter 2 Joining a Meeting 5 Click Join Now The Meeting window appears Joining a meeting from your iPhone If you receive an invitation to a meeting on your iPhone you can join the meeting by tapping the link in the invitation or from the Meet icon on your iPhone s home page To join a meeting from an email invitation link In your email invitation tap the meeting link The WebEx Meeting Center application launches To join a meeting from your Meet icon Open your home page
241. it More on page 196 Switch to view everyone who is sending video More on page 196 Lock focus on another participant for host and presenter only More on page 189 Note If your are viewing everyone sending video and the presenter starts sharing you will automatically exit the video view so that you can view what is being shared 195 Chapter 9 Sending and Receiving Video Controlling your self view During sharing your self view appears in the lower right portion of the floating panel You can manage your self view in several ways To minimize self view Speaking Lee Fang Select the icon in the upper right portion of the self view display To restore self view Select the icon in the lower right portion of the floating panel To stop or show self view Tatsuto Kishi Select the video icon at the center of the self view display Controlling video display During sharing you see the active speaker s video or a specific participant s video if the host chose to lock on the participant in a floating panel You can manage this video display in several ways To minimize Select the downward arrow in the upper left corner To resize Select the bottom right corner and drag the edge To move Select and drag the display to another location on your screen To lock another participant s video Tatsute Kishi Select the name and then select the participant in the dialo
242. ite attendees to your meeting by entering their email addresses or selecting them from your address book 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 ina previous meetings and saved as a template For more details about creating and editing templates see Using meeting templates on page 134 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 107 Chapter 4 Scheduling a Meeting 108 Allow external attendees 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 Allow attendees located on the public internet to join your meeting If unchecked only attendees within the same internal network can join Note This option is available for Cisco Unified MeetingPlace users only 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 play
243. join before host Not allowed 3 Select Add Account or if you have already added an account Select Edit by that account The Add Edit Personal Conference Number page appears 386 Chapter 18 Using My WebEx n asterisk indicates required information Host access code Attendee access code O Allow attendee join before host OK Cancel 4 Edit the information on the page 5 When you are finished add or editing the account select Close For descriptions of the information and options on the Personal Conferencing page see the topic About the Personal Conferencing page on page 386 For descriptions of the information and options on the Add Edit Personal Conference Number page see the topic About the Add Edit Personal Conference Number page on page 388 About the Personal Conferencing page How to access this page On your WebEx service Web site click My WebEx gt Personal Conferencing What you can do here Add edit or delete a Personal Conference number account View information about your existing Personal Conference number accounts If you are a MeetingPlace user view information about your Cisco Unified MeetingPlace Audio Conferencing account and change your profile PIN 387 Chapter 18 Using My WebEx 388 Options on this page for Personal Conference number accounts only Personal Conference number Account x Edit Delete Shows the numbers for your Personal Conference
244. k 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 347 Click Add Recording 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 354 Click Save Editing information about a recording You can edit information about a recording at any time 348 To edit information about a recording 1 Go to the My Recordings page For details see Opening the My Recordings page on page 347 Click the following icon for the recording that you want to edit 2 The Edit Recording page appears 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 354 Click Save Chapter 18 Using My WebEx Sending an email to share a recording You can send an email one or more people to share your recording with them To send an email to share a recording with others 1 Go to the My Recordings page For details see Opening the My Recordings page on page 347 Click the appropriat
245. laced 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 the Call in authentication option for at least one of the phone Chapter 18 Using My WebEx numbers in your profi
246. lay when a participant Joins a meeting Leaves a meeting Selects the Raise Hand icon on the Participants panel Assign Privileges Displays the Participant Privileges dialog box Sound Alerts Lets you choose the kinds of chat messages for which you want a sound to play Select a sound from the drop down list or click Browse to find a sound in a different location on your computer Assign Privileges Displays the Participant Privileges dialog box Chapter 1 Hosting and Managing a Meeting Notes Displays the Meeting Options dialog box where you can set note taking options as well as other options Allow all participants to make notes Lets all participants take their own notes during the meeting and save them to their computers Single note taker Lets only one participant take notes during the meeting By default the host is the note taker but can designate another participant as the note taker during the meeting A note taker can publish notes to all attendees at any time during the meeting The host can send a transcript of the notes to participants at any time Enable Closed Captioning Lets only one participant the closed captionist take notes during the meeting Resizing the content viewer and panels area When you are sharing a document or presentation you can control the size of the content viewer by making the panel area narrower or wider Note This feature is unavailable when you
247. le The PIN can also be used to provide a secondary level of authentication for calls where the host is using the phone and may need to invite additional attendees Enter any personal information that you want to maintain in your profile Other personal information options 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 377 Chapter 18 Using My WebEx 378 Delete Select All Opens the scheduling options on your site for the selected template Removes the selected template from your p
248. leaving 18 obtaining information 57 registering 56 restricting access 17 scheduling for host 139 searching for on meeting calendar 67 meetings joining from email invitations 49 from host s personal page 51 from meeting calendar 50 using meeting number 51 message adding to Personal Meeting Room page 333 mouse disabling on shared remote computer 263 multimedia sharing as Web content 246 My Computers using 335 My Contacts adding contacts 360 creating contact group 368 importing contacts from file 363 importing contacts from Outlook 366 opening 359 searching for contacts 368 using overview 359 viewing or editing contact information 367 My Files adding folders 339 maintaining overview 337 moving or copying files or folders 340 opening 338 searching for files 342 My Meetings maintaining 321 overview 319 My Profile editing 380 N note taker choosing 307 notes meeting minutes 310 options for meetings 306 saving to file 311 taking personal 309 turning on or off during a meeting 306 O One Click Meeting overview 199 removing shortcuts 210 setting up 200 setting up on service Web site 200 starting from service Web site 206 One Click panel removing from computer 210 One Click Settings page descriptions 201 One Click shortcuts removing from computer 210 opening 64 address book 359 file
249. lect Tab to navigate from one icon to the next Using the spacebar and Enter keys open and close a panel D When focused on the drop down menu arrow use the spacebar or down arrow keys to open the drop down menu Select Esc to dismiss the drop down list Using right click menus 34 Currently you can use the shortcut keys Shift F10 to open the right click menu in the following panels and elements Participant panel Chat panel Notes panel Closed Captions panel a File Transfer window Chapter 1 Hosting and Managing a Meeting Shared whiteboard and file tabs Working with the participant list The participant panel provides a right click menu that allows you to act upon a participant depending on your role in the meeting If you are the host or presenter you can perform actions such as making someone else the presenter or muting another participant s microphone if it is too noisy If you are not the host or presenter you can perform actions such as asking to become the presenter or muting your own microphone Use the up and down pe ann arrow keys to navigate between participants t Cox Host me om Select Shift F10 to Change Role To open the right click Pelr Robers menu on a specific participant Assign Privileges Audio Switching between tabs in dialog boxes Currently you can use the shortcut keys Ctrl Tab to switch between tabs in the following dialog bo
250. led 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 Chapter 18 Using My WebEx Type Assist Status Delete 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 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 O Join Lets you join the meeting in progress O End Ends the meeting Join for attendees The meeting that you are invited to has started and you can now join the meeting Registration for attendees The meeting that you are invited to requires registration To display a page on which
251. les are saved under their default file names Thus if you have already saved a file using another name it is not overwritten Chapter 17 Managing and Taking Notes 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 general information such as Meeting topic Meeting number Meeting starting and ending times URL for the Meeting Information page for the meeting on your meeting service Web site List of participants who joined the meeting audio only participants are not listed Meeting agenda Any public notes that you took during the meeting Optionally you can attach any of these files to the transcript if you saved them during the meeting Shared documents Chat Public notes that you took or that the note taker published during the meeting Poll questionnaire Poll results To send a meeting transcript to participants 1 Inthe 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 313 Chapter 17 Managing and Taking Notes 314 2 Ifthe Send Transcript dialog box appears select the check box for each file that
252. 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 it to quickly schedule your meeting Customer meeting Department meeting The template in brackets is the default template provided by your site Team meeting eee Vendor meeting 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 93 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 Chapter 4 Scheduling a Meeting Save as template Type a name for this new version of the template here My Templates nthe Customer meeting Deparment meetin Then click Save Note You have not changed the original template Vendor meeting Template name Te
253. ly 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 participant For more information see Transferring the host role to a participant on page 14 A Quick Tour of the Meeting Window The Meeting window provides a forum for you to share information and interact with participants via documents presentations whiteboards applications and more You share or view content using the tools in the Meeting window You can use panels to chat take notes and perform other tasks When you start or join a meeting your meeting window opens with the Quick Start area on the left and a panel area on the right Nearly everything you want to accomplish in a meeting can be done from these areas Choose an audio device on page 165 for listening and speaking Invite on page 4 or remind on page 10 people Share your application on page 250 or desktop on page 254 Share a file on page 221 or browser on page 256 window Share a whiteboard on page 227 Record the meeting on page 3 Interact with other participants on page 23 Note If you are hosting a meeting that includes TelePresence systems the following WebEx features are unavailable Recording 21 Chapter 1 Hosting and Managing a Meeting Polling File Transfer Chat with TelePresence room participants Working with panels 22 When your meeti
254. ly running Select the Share button ee Each application you have open on your desktop ei has these buttons in the upper right corner Tip When you open any application that you have minimized it opens with the sharing buttons in the upper right corner If the application is not currently running Select the Share Application button in the Meeting Controls Panel You can also find it using File Explorer or any other tool you use to locate applications on your computer When you open it it appears with the Share button Your application appears in a sharing window on participant screens Meeting Center tracks the number of applications you are currently sharing Chapter 14 Sharing Software The Share button to the right of Pause lets you select the different types of content ou want to share Tip Alternatively you can share multiple applications by sharing your computer s desktop For details see Sharing your desktop on page 254 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 participants 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 select t
255. me Upon joining the teleconference a participant records his or her name which is then played in the teleconference No Tone No alert plays 104 Chapter 4 Scheduling a Meeting 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 servic
256. 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 58 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 Date Starting time Duration Meeting number Meeting password Teleconference Host Alternate host Host s email address Status of the meeting can be Not Started Join Now or Registration Meeting Center only Date of the meeting for example July 28 2009 Starting time for the meeting including the time zone for example 10 00 am Pacific Standard Time Length of the meeting in hours or minutes for example 1 hour or 30 minutes Number that the meeting server assigns to a meeting automatically Meeting password that the host specified Instructions for joining the teleconference if the host included one for the meeting Meeting host s full name Appears only if the host designated one or more participants as alternate hosts Host s email address Chapter 2 Joining a Meeting Term Details Agenda Agenda Displays the Agenda page where you can view the meeting s detailed agenda provided by the host Ad
257. meeting that you want to join Under Status 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 Meeting Center Web site using the meeting number on page 52 The host s Personal Meeting page on your Meeting Center Web site if the host gave you the URL Web address for the page see Joining a meeting from the host s personal page using the meeting number on page 52 51 Chapter 2 Joining a Meeting 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 Go to the URL or Web address for the host s Personal Meeting Room page The host must provide you with th
258. meeting you are setting up Define a topic for the meeting Chapter 4 Scheduling a Meeting Indicate whether the meeting is listed on the meeting calendar For information about a listed or unlisted meeting see About joining a meeting Decide whether the meeting is deleted from My Meetings on My WebEx after it is over Set the meeting password if required Select tracking codes if your administrator has set them up Options on this page Set options using template Meeting type 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 in a previous meetings and saved as a template For more details about creating and editing templates see Using meeting templates on page 134 Select the type of meeting you want to schedule The list includes the meeting types that are available for your service website In addition to the standard meeting types the list may include one or more of the following options depending on your site settings Personal Conference Allows you to schedule a Personal Conference meeting that begins with an audio portion and automatically includes an online portion you can join later You must have at least one Personal Conference number account specif
259. meetings training sessions and support sessions only Right Click menu shortcut Right click the icon for an application or document file on your computer and then point to Share in WebEx Meeting gt As Application This command starts the meeting and automatically shares the application including all files that are already open in that application You can still work in the application during the meeting Available for meetings sales meetings training sessions and support sessions only 209 Chapter 10 Setting Up a One Click Meeting Tip 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 Removing WebEx Productivity Tools 210 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
260. mote 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 263 261 Chapter 14 Sharing Software 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 262 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 264 Hide or display the contents on the remote computer s screen at the remote location More on page 265 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 266 A command to bring remote applications to the front of your screen if they are either behind other applications or minimized More on page 266 Reducing the screen resolution for a shared remote computer 262 While sharing a remote computer you can reduce the screen resolu
261. ms s 8 Restore Layout Hide Panels Manage Panels Using panels to interact with other participants After you start or join a meeting the meeting window opens and on the right side you can see all participants who are in the meeting As other people join you will see their names appear in the list You can interact with other participants in the meeting in different ways depending on your role 23 Chapter 1 Hosting and Managing a Meeting 24 Host Windows Participant Mac Marab O Win View the list of meeting participants Use video to see others and have them see you Make someone else the presenter Chat with a specific participant or with everyone Invite someone else or remind an invitee to join the meeting View who is in the meeting Use video to see others and have them see you Chat with other participants Chapter 1 Hosting and Managing a Meeting Managing panels You can determine which panels are displayed in the meeting window and in which order they will be displayed To manage the display of panels 1 Click this button gt for Windows 3r _ for the Mac 2 Choose Manage Panels from the menu Use the Add or Remove buttons to specify which panels should Please select panels you wank to enable display in your meeting window poh ol ce Use the Move Up or Move Down buttons to specify the order of the panel display Click the R
262. n 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 Chapter 4 Scheduling a Meeting To accept or reject registration requests 1 Log in to your meeting service Web site For details see Logging In to Your Meeting Service Web Site 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 meeting topic link for the meeting for which you want accept or reject registration requests The Meeting Information page appears Click Attendees The Registered Attendees page appears showing a list of attendees who have registered for the meeting 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 cli
263. nced 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 Chapter 4 Scheduling a Meeting 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 Options on this page Address book Select the address book from which you want to select attendees The contacts in the address book that you select appear in the box These address books are available Personal contacts Includes any individual contacts that you have added to your personal address book If you
264. ndar program such as Microsoft Outlook in the confirmation email message click Update My Calendar Chapter 4 Scheduling a Meeting Starting a scheduled meeting A meeting does not start automatically at the scheduled time If when scheduling the meeting you did not select the option that allows participants to join the meeting before the host you must start the meeting before participants can join it After you schedule a meeting you receive a confirmation email message that includes a link that you can click to start the meeting Or you can start the meeting from your meeting list in My WebEx To start a meeting from the confirmation email message 1 Open your confirmation email message and then click 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 username and password and then click Log In The Meeting Information page appears Click one of the following Start Now Appears if the meeting is not in progress Join Now Appears if you allowed participants to join the meeting before its starting time and participants have already joined the meeting The Meeting window appears To start a scheduled meeting from your meeting list on your Meeting Center Web site 1 2 Log in to your Meeting Center Web site On the navigation bar click My WebEx The My Meetings page appears displaying a list of each m
265. ndard template Save Cancel 8 Click Save Setting up a recurring meeting For a meeting that occurs on a regular basis such as a monthly company meeting or weekly status meeting you can set up a recurring meeting You set up the meeting one time and include the email addresses of attendees the teleconferencing details the time and interval for instance daily weekly or monthly You send out one invitation for the entire series To set up a recurring meeting 1 Log in to your Meeting Center Web site 2 On the navigation bar expand Host a meeting to view a list of links 3 Click Schedule a meeting The Schedule a meeting Wizard appears showing the Required Information page 4 Click Date amp Time Set the date and time for the meeting Review the information below about the options for a recurring meeting 5 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 93 6 When you have finished scheduling your meeting click Schedule or Start 138 Chapter 4 Scheduling a Meeting Options for setting up a recurring meeting Option Description Daily Repeats the meeting every day until the ending date that you select Every x days Repeats the meeting after the specified number of days pass Every weekday Repeats the meeting each day from Monday to Friday Weekly Repeats th
266. ng from your calendar program f you invite attendees to a meeting the invitation email message that they receive contains an option to add the meeting to their calendar programs Editing a scheduled meeting Once you schedule a meeting you can make changes to it at any time before you start it including 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 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 If the 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
267. ng Software Tips for sharing software The following tips can help you to share software more effectively 288 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 participants cannot see all of the shared software without scrolling their sharing windows they can adjust their views of the shared software They can reduce the size of the shared software in decrements or scale it to fit inside their sharing windows To improve the performance of software sharing close all applications that you do not need to use or share on your computer Doing so conserves processor usage and memory on your computer thus helping to ensure that Meeting Manager can send images of shared software quickly during a meeting Also to ensure that a maximum amount of bandwidth is available for software sharing close any applications that use bandwidth such as instant messaging or chat programs and programs that receive streaming audio or video from the Web If you are sharing an application for which the rendering of color on participants screen is important you can improve color quality by turning on True Color mode For details see Sharing applications with detailed color on page 286 Application and Web browser sharing only
268. ng 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 223 Chapter 12 Sharing Files and Whiteboards For presenters synchronizes all participants displays with your rh Display for as 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 pT Hae Us L E Basic annotation tools Lets you point out text and graphics on shared content The pointer displays an arrow with your name and annotation color To display the Pointer E gt laser pointer which lets you point out text and graphics on shared content using a red laser beam click the downward pointing arrow Clicking this button again turns off the pointer tool Lets you type text on shared content Participants can view the text once you finish typing it and click your mouse in the content viewer outside the text box Text
269. ng 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 134 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 131 If you allow attendees to join the meeting before the scheduled starting time and you check this box the very first attendee to join the meeting will become the presenter If you allow attendees to join the meeting before the scheduled starting time you can also allow attendees to join the WebEx Audio conference before the m
270. ng to start a previously scheduled Personal Conference 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 Integration 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 Integration 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 Chapter 10 Setting Up a One Click Meeting Windows Messenger File Actions Tools Help ums xd Onlin WebEx Settings Click here to join tl Hide Start Button I About Share Browser WebEx WebEx Start Meehng Now Start Personal Conference Meeting Start a Scheduled Mesting Schedule a Meeting Jor 4 Meeting WebEx Settings Help About WebEx Productivity Tools ass Share As Document Share As Application Open With Share in WebEx Meeting QD winzip Send To As Application gt gt Cut Copy
271. ng window opens the area on the right displays some default panels Other panels are available from an icon tray at the top of the panels area Windows Speaking Hide Panels Manage Panels Q Becky Cox Host M iil Q Mariah Wesen a audo Erla from Becky Cox to Everyone Welcome everyone from Becky Cox to Everyone We ll start with introductions and then get started with agenda terms Sendto Everyone gt Send i Notes iF Polling Mac Select the down arrow on the icon tray to display the Panels menu Select an icon from the icon tray to open or close a panel In this example the Notes and Polling panels are collapsed Select the arrow on the title bar to expand or collapse the panel Tip To access panel options right click in the panel title bar Select the options icon on the icon tray to display the Panels menu Select an icon from the icon tray to open or close a panel In this example the Notes panel is collapsed Select the arrow on the title bar to expand or collapse the panel Tip To access panel options right click in the panel title bar Chapter 1 Hosting and Managing a Meeting rte Q Bit ime CV Becky Cox Host Mo Mariah Audio __ e F from Becky Cor w Everyone Welcome everyone from Becky Cox Everyone Well start wiih mroductons and then pet started wiih agenda me
272. ntain recording files of meetings you host Options on this page Option Description S Refreshes the information on the page Search Allows you type text to search for within recording names Click Search to start the search The percentage of available personal storage space on your WebEx Service Web site that is being used by your recordings This field appears only if your site administrator has turned on You are currently using X the option to show personal recording storage allocation usage of YGB If this field does appear and you exceed your personal storage allocation you will not be able to record meetings until some recordings are deleted or the storage allocation is increased by your system administrator The percentage of total available storage space on your WebEx Site storage X of YGB Service Web site that is being used by all recordings on your site If your site exceeds its storage allocation users will not be able to record meetings until recordings are deleted or the 355 Chapter 18 Using My WebEx 356 Topic Size Create Time Date Duration Format Add Recording a storage allocation is increased by your system administrator Indicates a disabled recording The name of the recording If you record a meeting on the server the WebEx server automatically uploads the recording to this page In this case the topic of the recording is the topic of the meeting You can edit the topic at an
273. ntent viewer However you cannot paste other types of images such as EPS or Photoshop PSD images in the content viewer Chapter 12 Sharing Files and Whiteboards Managing views of presentations documents or whiteboards All shared files such as 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 Magnify on page 233 slides pages or whiteboards View thumbnails on page 235 of slides pages or whiteboards Display a full screen view on page 234 of a page slide or whiteboard Synchronize all participant views on page 236 of a page or slide with the view that appears in your content viewer Zooming in or out Using the tools on the content viewer toolbar you can Zoom in to or out from a page slide or whiteboard Adjust the size of a page slide or whiteboard to fit the content viewer Adjust the size of a page slide or whiteboard to fit it width in the content viewer Turn off the Zoom tool at any time To zoom in to or out from a page slide or whiteboard On the content viewer toolbar Select the Zoom In or Zoom In button and then drag your mouse to the area Release your mouse button To zoom in or out to a preset pe
274. nts to take notes Notes from Team Meeting ae E Agenda get an overview of taking notes More Welcome Introduction to teammembers take personal notes during a Ravie lat meeting More on page Participants Bob Simon Michael Gabriel 309 saving notes to a file More on page 311 ee ee ee ee j 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 for Windows 1 Inthe Meeting window on the Meeting menu choose Options The Meeting Options dialog box appears with the General tab selected by default 2 Select the note taking option you want and click OK To turn the notes option on or off check or uncheck the Notes check box To turn the closed captions option on or off select or clear the Enable Closed Captioning check box Chapter 17 Managing and Taking Notes To specify note taking options for the Mac 1 On the Meeting Center menu select Preferences 2 Select Tools 3 Select the note taking option you want and click OK To turn the notes option on or off check or uncheck the Notes check box To turn
275. o everyone from Jason Anthony to Everyone Thanks for joining today from Jason Anthony to Everyone Ve wil skart in a few minutes Send to Everyone bd Entering text in an input box 40 With the focus on the Chat history area select Shift F10 to open the right click menu Use this function to copy text or to select all text Alternatively you can use Ctrl A to select all the chat text To select only a portion of the text move your cursor with the arrow keys and then use Shift Arrow to highlight text Want to enter text in an input box Here is how you would answer questions in a poll Tima elapsed 4 17 Poll Questions L Favorite color aRed Ob Blue Oc Green Ua Green J b Black Yc Yellow 3 What color is the sky Chapter 1 Hosting and Managing a Meeting Time lime 5 00 2 Whicn color light means Go Siatirnit Closing dialog boxes Your answers may be recorded Select Alt F4 to close a dialog box Navigate between questions using the Tab key Move between answers using the Up and Down Arrow keys Move the cursor to focus on the text input area and use the Spacebar or Enter key so you can type your answer Click Enter or Esc to finish editing 41 Chapter 1 Hosting and Managing a Meeting Selecting Alt F4 is just like selecting the x on any dialog box Speaker Select a speaker to test isi IDT Audio Test Ch
276. o speak in your meeting Telephone you can use your telephone to receive a call to the audio portion of the meeting or to dial in Computer you can use a headset connected to your computer to join the audio portion of the meeting if the computer has a supported sound card and a connection to the Internet Note If you are a host you can invite up to 500 people to participate in the audio conference 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 165 Chapter 7 Using WebEx Audio Call using phone You are participating in this gudo conference Using your phone gt Use Computer for Audio Call using computer YOU ane Oar fiipating N Tee audio conference using your computer Use Phone 1408 555 5555 R FI Jen the teleconference without pressing i Using Computer for Audio T e r Tis Host an audio conference join or leave the audio conference More on page 166 switch audio connection modes More on page 171
277. o 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 311 Chapter 17 Managing and Taking Notes 312 2 Choose a location at which to save the file 3 Type a name for the file 4 Click Save Meeting Manager saves the file at the location you chose Its file name has a txt extension To save changes to notes In the Meeting window do either On the Notes or Closed Caption panel click Save On the File menu point to Save and then choose Notes Meeting Manager saves the file at the location you chose Its file name has a txt extension To save a copy of notes to another file 1 Inthe Meeting window on the File menu point to Save As and then choose Notes The Save Notes As dialog box appears 2 Do either or both Type 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 the fi
278. oards When sharing a file or whiteboard in the content viewer you can add a new blank page for annotation 231 Chapter 12 Sharing Files and Whiteboards 232 To add a new page or slide 1 Inthe content viewer select the tab for the document presentation or whiteboard to which you want to add a page or slide 2 Select Add Page from the Edit menu A new page appears in the content viewer at the end of the currently selected document presentation or whiteboard Tip If you have added multiple pages to a shared file or whiteboard tab you can view thumbnails on page 235 to make it easy to view and navigate around your added pages Pasting images in slides pages or whiteboards If you copy any bitmap image to your computer s clipboard you can paste the image into a new page slide or whiteboard in the content viewer For example you can copy an image on a Web page or in an application then quickly share that image by pasting it in the content viewer To paste an image in a page slide or whiteboard in the content viewer 1 Inthe content viewer select the tab for the document presentation or whiteboard in which you want to paste an image 2 On the Edit menu choose Paste As New Page The image appears on a new page in the content viewer at the end of the currently selected document presentation or whiteboard Note You can paste any type of bitmap image such as a GIF JPEG BMP or TIF image in the co
279. ode voice conference for a scheduled or instant meeting that is a voice conference that includes 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 How can learn about the fields on the Audio Conference Settings page Click the Help link in the top right corner of the Audio Conference Settings page or review About the Audio Conference Settings page on page 101 Chapter 4 Scheduling a Meeting 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 C Em endo maamin E Requew mat attendees verty ach meda players soter Jorg meting What you can do on this page Inv
280. og box appears Chapter 10 Setting Up a One Click Meeting 4 Save the installation program to your computer The name of the installation file has an msi extension 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 P T 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 panel 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 Fi 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 205 Cha
281. ollowing 374 Maintain personal information including your Full name Username if your site administrator provides this option Password Contact information including your street address email address and phone numbers Tracking codes that your organization uses to keep records of your meetings such as project department and division numbers Specify whether to display links to your company s partner sites in the My WebEx navigation bar if your site administrator set up partner links Manage any scheduling templates that you saved Set options for your Personal Meeting Room options including the images and welcome message that appear on the page Chapter 18 Using My WebEx Set default options for your online sessions including The default session type that you want to use if your account includes multiple session types Whether your scheduled meetings are automatically removed from your list of meetings once the meeting ends Whether the Quick Start page appears in the content viewer once you start a meeting The users who can schedule meetings on your behalf Set Web site preferences including The home page that appears when you access your WebEx service Web site The time zone in which meeting times appear The language in which your Web site displays text if your site includes multiple languages The locale the format in which your Web site displays dates times currency values and number
282. 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 139 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 89 Chapter 4 Scheduling a Meeting Choosing a level of security for a scheduled meeting When scheduling a meeting you can provide security for the meeting using these means 90 Require a password Attendees must provide the password you set before joining the meeting For more information see About the Required Information page Decline to list this meeting on the meeting calendar An unlisted meeting does not appear in the meeting calendar on the Browse Meetings page or on your Personal Meetings page To join an unlisted meeting attendees must provide a unique meeting number For more information see About the Required Information page Exclude the meeting password from email invitations If you invite attendees to a meeting you can prevent the password from appearing in the email invitations that your Meeting Center Web site sends automatically to attendees For details see About the Required Information page Require attendees to log in You can require attendees to have a user account on you
283. on the meeting calendar register for a meeting from the meeting calendar See About the meeting calendar on page 63 Viewing the meeting calendar on page 64 Selecting a date on the meeting calendar on page 65 Searching for a meeting on the meeting calendar on page 67 Sorting the meeting calendar on page 67 Refreshing the meeting calendar on page 68 Selecting a language and time zone on the meeting calendar on page 68 Registering for a meeting from the meeting calendar on page 69 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 63 Chapter 3 Using the Calendar You can navigate the meeting calendar to quickly find a listed meeting either on the current date or any date using one of several calendar views For example you can view a meeting list for today s date only or for an entire month When viewing a meeting list you can sort the list and refresh it at any time You can view a list of meetings that require registration Viewing the meeting calendar You can open one of the following calendar views of all listed meetings Today Contains a list of meetings occurring on the current date including all meetings currently in progress and all scheduled meetings that are not
284. ons and slide transitions in shared Microsoft R PowerPoint 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 Sharing a whiteboard Sharing a whiteboard allows you to draw objects and type text that all Participants can see in their content viewers You can also use a pointer to emphasize text or graphics on a whiteboard Other things you can do while sharing a whiteboard Display it at various magnifications in miniature thumbnails and in a full screen view Copy and paste images into it Reorder its position in reference to any other whiteboards Print it Synchronize Participants displays with the display in your content viewer More on page 236 Save it If you allow participants to annotate slides and pages you and participants can draw and type on a whiteboard simultaneously You can also allow participants to save print and display different views of shared whiteboards For details see Granting sharing privileges on page 222 mee Chapter 12 Sharing Files and Whiteboards Starting whiteboard sharing You can share a whiteboard on which you can draw and write Participants can view a shared whiteboard in their content viewers To share a whiteboard On the Share menu choose Whiteboard Note You can add multiple pag
285. ontact to your personal address About maintaining contact information on page 359 Opening your address book on page 359 Adding a contact to your address book on page 360 If you want to 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 find a contact in your personal address book combine multiple contacts into a single distribution list edit information about a distribution list delete a contact or distribution list Chapter 18 Using My WebEx See Importing contact information in a file to your address book on page 363 Importing contact information from Outlook to your address book on page 366 Viewing and editing contact information in your address book on page 367 Finding a contact in your personal address book on page 368 Creating a distribution list in your address book on page 368 Editing a distribution list in your address book on page 370 Deleting contact information in your address book on page 372 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 invit
286. or any users whom you want to let schedule meetings for you Separate email addresses with either a comma or a semicolon Select From Host List Open the Select Host page which contains a list of all users who have accounts on your WebEx service Web site On this page you can select users whom you want to let schedule meetings for you Web page preferences options Home page Set the first page that appears when you access your WebEx service Web site 380 Chapter 18 Using My WebEx Use this option To 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 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 us
287. ou 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 139 Chapter 4 Scheduling a Meeting To allow another user to schedule meetings for you 1 Log into your Meeting Center Web site 2 On the navigation bar click My WebEx 3 Click My Profile The My Profile page appears 4 Under Session Options do either or both of the following Inthe 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 5 Click Update About the Meeting Scheduled page for meeting hosts This confirmation page appears after you have scheduled a meeting successfully What you can do on this page Add this meeting to your meeting calendar MS Outlook or Lotus Notes Edit the details about the meeting you have just scheduled Click this button To Add to My Calendar Add this meeting to your calendar program MS Outlook or Lotus Notes only i Make changes to the meeting you have just scheduled For Edit example you can change the day and time or invite
288. out 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 316 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 using Microsoft Outlook or IBM Lotus Notes without going to your WebEx service site Personal Meeting Room Optional feature A page on your WebEx service Web site on which visitors can view a list of meetings that you are Chapter 18 Using My WebEx 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 An
289. out files or folders Editing information about files or folders in including their names or descriptions your personal folders on page 341 search for files or folders in your personal Searching for files or folders in your personal storage space for files folders on page 342 download files in your personal storage space Downloading files in your personal folders on to your computer page 343 share or publish files in your personal Sharing files on your Personal Meeting Room folders on your Personal Meeting Room so page on page 334 others can access them remove files or folders from your personal Deleting files or folders in your personal folders folders on page 343 About maintaining files in your folders Your user account includes personal storage space for files on your WebEx service Web site In your personal storage space you can Create folders to organize your files Edit information about any file or folder in your personal folders Move or copy a file or folder to a different folder Share a folder so it appears on your Personal Meeting Room page 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 f you share a folder visitors to your Personal
290. page 323 View a list all of the meetings for the specified week For details see About the My WebEx Meetings Weekly tab on page 325 View a list all of the meetings for the specified month For details see About the My WebEx Meetings Monthly tab on page 328 Chapter 18 Using My WebEx All Meetings 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 329 Refresh S Refresh the information in the meeting list About the My WebEx Meetings page Daily tab How to access this tab On your WebEx service Web site click My WebEx gt My Meetings gt Daily tab Options on this tab CS Click the Refresh icon at any time to display the most current list of meetings Click to open the Preferences page where you can select the Language link language setting for your WebEx service Web site Click to open the Preferences page where you can select the Time zone link time zone setting for your WebEx service Web site The date for the daily list of meetings The default is the Date current date Click the Previous Day icon to display a list of meetings for lt 4 the previous day gt Click the Next Day icon to display a list of meetings for the next day Shows a list all of the online meetings or Personal Conference The meetings you host meetings that you are hosting Th
291. pecifies the specific week and day of the week on which to repeat the meeting and the number of months that pass before the meeting repeats Yearly Repeats the meeting every year until the ending date that you select Every month date Specifies the specific month and date on which to repeat the meeting each year x day of month Specifies the specific week day of the week and month on which to repeat the meeting each year 100 Chapter 4 Scheduling a Meeting Use this option mows 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 Questions about setting the date and time for a meeting Does the meeting end automatically at the time set You can set the time a scheduled meeting starts and the meeting s estimated duration This information allows attendees to reserve the appropriate length of time in their schedules The meeting does not end automatically after the duration you set What happens if allow participants to join the meeting before the start time Participants can see the agenda and other details about the meeting You can also set up a presentation to inform or
292. plate 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 365 Chapter 18 Using My WebEx 366 Fields in this template UUID Name Email Company JobTitle URL OffCntry OffArea OffLoc OffExt CellCntry CellArea CellLoc CellExt FaxCntry FaxArea FaxLoc FaxExt Address 1 Address 2 State Province A number that your WebEx service site creates to identify the contact If you add a new contact to the CSV file you must leave this field blank Required The contact s first and last name Required The contact s email address The email address must be in the following format name company com The company or organization for which the contact works The 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 contact s office phone number The contact s office phone number The extension for the contact s office phone number if any The country code for the contact s cellular or mobile phone that is the number that you must dial if the contact resides in another co
293. port Center support high quality video with up to 360p resolution The Cisco technology automatically adjusts video to the highest quality for each participant according to the computer capabilities and network bandwidth Your administrator can set video options at the site level A meeting host can set video options on the scheduler as well as in the meeting If your site or meeting is not set up to use HD or high quality video standard video is used To start or stop sending video select the video icon beside your name The icon turns green when you are v Q Jii Jay Host me sending video Mariah After you start sending video you can perform the following tasks depending on your role 187 Chapter 9 Sending and Receiving Video What you can do Host Start or stop sending video at will Lock focus on one participant on page 189 View everyone who is sending video on page 191 on one big screen List participants or show thumbnails on page 190 Set webcam options on page 194 What you can do Start or stop sending video at will Participant View everyone who is sending video on page 191 on one big screen List participants or show thumbnails on page 190 Set webcam options on page 194 Note If you are managing a meeting that includes TelePresence systems Meeting Center only the following WebEx features are unavailable Recording Polling File Tran
294. 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 4 If you have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 64 Click the Monthly tab Click the forward or backward arrow to navigate to the list of meetings for the next or previous month 4 December 2010 gt Click a 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 Chapter 3 Using the Calendar For details about the options on the Monthly view see About the Monthly view on page 76 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 agenda You cannot search for a meeting number To search for a meeting 1 If you have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 64 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
295. pter 10 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 200 For details To start a One Click Meeting from your WebEx service Web site 1 Log in to your WebEx Service Web site 2 Click My WebEx gt Start One Click Meeting My WebEx Meetings gA Go to My Personal Meeting Room 5 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 Log into 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 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 206 Chapter 10 Setting Up a One Click Meeting F Z WebEx One Click Go to Start gt Programs gt WebEx gt Productivity Tools gt WebEx One Click Right click the WebEx One Click icon on the taskbar of your desktop ODS amp 4 8 1206
296. ptions 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 caller authentication Specifying call in authentication for your host account 176 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 Using an Chapter 7 Using WebEx Audio from an email invitation originated during the meeting To specify call in authentication for your host account 1 Log into your Meeting C
297. qubientiiar 256 Starting Web browser SINAC ss seeetccdveavieivaveteedseeydeaveeuyiuedueaxduidaveyieedeunudcavanevine 256 Stopping Web browser Sharingd cccccccccccccccccccceecccceeececeeeeeeeeeeeeeeeeeeeeeeess 257 Sharing A remote COMPUTEN dseciscccadscrcaeadocrcoendetsaraSotamcenoet uate datubsendecrotmatmateacaieelines 257 Starting remote computer Sharing ccceceeeeeeeeeeeeeecneeeeeeeeeeeeeeeeeeneeeeeeeess 258 Sharing additional applications on a shared remote computer 259 Stopping remote computer Sharing cccccccccccccccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeees 260 Managing a shared remote COMPUTE ccceeeeeeeeeceeeeeeeeeeeeeeeeeenaeeeeeeeeeeeeeeeees 261 Reducing the screen resolution for a shared remote computer 006 262 Disabling and enabling the keyboard when sharing a remote computer 263 Adjusting the size of the view of a shared remote computet 000 264 Hiding the contents on a shared remote computer s SCr eN ccceeeeeeee 265 Sending a Ctrl Alt Del command to a shared remote compute 266 Selecting an application on a shared remote Compute ccccccceeeeeeeees 266 Controlling views of shared SOftWALNE cccceeeeeeeeeeeeeeeeeeeeeeeeeeeessennaeeeeeeeeees 267 Pausing and resuming software Sharing ceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 268 xii Controlling full scre
298. r Meeting Center Web site to join the meeting Thus attendees must log in to your site before they can attend the meeting For more information see About the Invite Attendees page Require attendees to register for the meeting If you require each attendee to send a registration request to you before joining a meeting you can accept or reject each registration request For more information see About the Registration page on page 112 Tip Choose a level of security based on the meeting s purpose For example if you schedule a meeting to discuss your company picnic you probably need to set only a password for the meeting On the other hand if you schedule a meeting in which you will discuss sensitive financial data you may not want to list the meeting on the meeting calendar You may also choose to restrict access to the meeting once all attendees have joined it Chapter 4 Scheduling a Meeting Using the Advanced Scheduler When scheduling a meeting you must provide a meeting topic and a starting time You can also set options to customize your meeting and enhance its security Using the Advanced Scheduler you can schedule a meeting quickly You can click the Start button at any time to start your meeting If you have questions about the information requested on a page click the Help button which is located in the upper right corner of each wizard page To start the Advanced Scheduler 1 Log into your Meeting Center Web site 2
299. r can show the entire desktop or just specific applications Remote computer sharing is useful to show participants an application or file that is available only on a remote computer Participants 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 258 257 Chapter 14 Sharing Software Manage how and what participants view on the shared remote computer pausing changing to full screen view and so on More on page 267 Change settings on a remote computer while sharing it More on page 261 Stop sharing a remote computer More on page 260 Starting remote computer sharing Host or Presenter only 258 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 2 On the Share menu choose Remote Computer The Access Anywhere dialog box appears P WebEx Access Anywhere Select a remote computer on the left then select the appli
300. raea K eaaa 309 Taking public notes meeting MiNnUteS cceeeeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeenaeeeeeeees 310 Providing closed captions ccccceceeeeeseeeeeeceeeeeeeeeeeeeenaaeeeeeeeeeeeeeesencaaeeeeeeeeeeeeenea 310 Saving notes to a fil cece e cece ee eeeeeeeaee cece eee eeeeeeaaaaeeeeeeeeeeeeesescaeeeeeeeeees 311 Sending a meeting transcript to participants seeeseeeeeeseeesseseseesseseeeeeeeees 313 Using My WSO EK ia ceteti ve taetnseasun tian cuanlpnnniniahenewiualensainnbiaanaenladasinelineiunbonsiianlauaiiealainndine 315 About My WebEX erasoscactacsecctcecaidinea tice sceatien itis tina ycetOca dead tieut eit ecmatenetuesitmabdaentanncemanees 316 MC_About My WebDEX2 ecccccccccececceeeeeeeceeeeeeeneeeeeeeeaeeeeeesseaeeeeeessnaeeseetenaes 317 Obtaining a USEF ACCOUNT siseisncsicsssseisisscrissseessatsciesssssnsssstecuesastsswessstecwesssssssnesanens 317 Logging in to and out of the WebEx Service Site ceeesessceneeseeseeeeeetenseenees 318 Using your list of meetings ses fol ecacesveadves ve yaueeivivevdeayeelileedeueddbeyweavieevanetdle vebeddeslinenune 319 About your list of meetings ssccsectets ett pes choise te eipeieriees ih pts apie atcs 319 Opening your meetings list vxccsiciectwcetd ccseseadecsenticecccerseceaesctceatestraernnueeectusredeenes 320 Maintaining your scheduled meetings list ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 321 About the My WebEx Meetings Ppage
301. rah Q Wile Note You can set preferences that assign specific sounds to participant actions for example when a participant joins or leaves a meeting To change preferences Windows On the Edit menu choose Preferences Mac On the Meeting Center menu choose Preferences Recording your meeting Recording a meeting is a great way to share meeting content with invitees who could not make the meeting or other interested people Chapter 1 Hosting and Managing a Meeting To record your meeting s Meeting In your meeting window select Record located at the top right of the meeting window port Meot Hep May Pranon Paii A B5 Participants Faa ca S revocat ee T ae ee ay Recording begins immediately At the end of your meeting the recording is saved to a file For information on accessing and managing your meeting recordings see Managing Meeting Recordings on page 211 Note You can stop and restart recording during your meeting but if you do so you create multiple recording files To avoid creating multiple files simply pause and resume the recording as necessary Inviting more people to your in progress meeting After you start your meeting you may find that you forgot to invite a stakeholder or someone else who should be in the meeting To invite someone after you start your meeting Select Invite amp Remind on the Quick Start page Invite amp Remind The
302. rcentage select the downward pointing arrow to the left of the Zoom In Zoom Out button and then choose the percentage Full Screen 233 Chapter 12 Sharing Files and Whiteboards To adjust the size of a page slide or whiteboard within the content viewer On the toolbar select the downward pointing arrow to the left of the Zoom In Zoom Out buttons Fit in Viewer Fit to Width Choose a viewing option Full Screen Ay A View v To turn off a zoom tool On the toolbar click the Zoom In Zoom Out button Controlling full screen view You can maximize the size of a page slide or whiteboard in the content viewer to fit your monitor s entire screen A full screen view replaces the normal meeting window view You can return to a normal view at any time Note If a meeting presenter displays a full screen view of a page slide or whiteboard participant screens automatically display a full screen view as well However participants can control full screen view independently in their meeting windows To display a full screen view E On the content viewer toolbar select the Full Screen icon 234 Chapter 12 Sharing Files and Whiteboards To return to a normal view On the Meeting Controls Panel select the stop icon to return to the main window Viewing thumbnails You can view thumbnails of the shared pages slides and whiteboards that appear in the content viewer Thumbnails pro
303. rds 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 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 att
304. retest your settings at any time simply by reopening the Audio Conference dialog box and clicking Test speaker microphone at the bottom of the box Switching audio devices during a meeting You can easily switch from one audio device to another during a meeting with little disruption 171 Chapter 7 Using WebEx Audio To switch from your computer connection to a phone connection 1 Open the Audio Conference dialog box from O the Quick Start page Vou are participating in this audio conference ung your commuter Y Use Phone 1 408 44 7646 Se iei n fam a t Switch Co Using tare v Using Computer tor Audio your participant list Oo O the Audio menu o the Meeting Controls Panel If you are sharing 2 Select the down arrow beside Use Phone qi T h 3 Call the number in the Use Phone area mi and enter the access code and attendee e Rus tantaren e ID as directed by the automated operator After you are connected by phone your computer connection is dropped automatically To switch from your phone connection to a computer connection 1 Open the Audio Conference dialog box from a anae Vou are participating in thes sudo corfwence using your phone your participants list O Y Using Phone You called in to this meeting O the Audio menu E the Meeting Controls Panel If you are E Pe rave Audis Conterencr Oe Alia Canoren N sharing 2 Select the down arrow beside Use Comput
305. rmation Meeting topic Meeting number Meeting starting and ending times URL for the Meeting Information page for the meeting on your meeting service Web site List of participants who have joined the meeting audio only participants are not listed Meeting agenda Any public notes that you took during the meeting You can optionally attach any of the following files to the transcript if you saved them during the meeting Shared documents Chat Poll questionnaire Poll results Public notes or closed captions that you took or that the note taker or closed captionist published during the meeting To send a meeting transcript to participants 1 2 In the Meeting window on the File menu choose Send Transcript If you have saved any files during the meeting the Send Transcript dialog box appears allowing you to attach the files to the transcript email message If you have not saved any files during the meeting a transcript email message opens If the Send Transcript dialog box appears select the check box for each file that you want to attach to the transcript and then click OK Chapter 1 Hosting and Managing a Meeting 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 yo
306. rofile Selects all the scheduling templates allowing you to delete them all at once Personal Meeting Room options Personal Meeting Room URL Welcome Message Upload Image Customize branding of 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
307. role reclaiming 15 images adding to Personal Meeting Room page 333 importing contacts to address book from file 363 contacts to address book from Outlook 366 information on meeting obtaining 16 installing WebEx One Click 204 J joining meetings from email invitations 49 from host s personal page 51 from meeting calendar 50 using meeting number 52 400 K keyboard disabling on shared remote computer 263 keypad controls for audio only meeting 389 L language and locale for site setting 380 leaving meetings 18 Line tool overview 224 list of meetings personal maintaining 321 overview 319 locking access to meeting 17 shared remote computer 266 logging in to and out from site 318 M maintaining contact information overview 359 personal conference number accounts overview 384 personal list of meetings 321 Personal Meeting Room page overview 332 making another participant the host 14 meeting calendar Daily view 64 Monthly view 64 obtaining information 59 overview 63 refreshing 68 registering for meetings 55 removal of meetings 63 searching for meeting 67 selecting date 65 selecting time zone 68 sorting 67 Today view 64 Weekly view 64 meeting minutes saving to file 311 taking during meeting 310 meeting number using to join meetings 52 meetings canceling 132 editing 129 ending 20
308. rs are detected on your system a window appears and allows you to select one of the monitors On the Share menu select Desktop A submenu shows the available monitors Moritor 1 Monitor 2 My Meeting Window 2 Select the monitor you want to share The Meeting Controls Panel indicates which monitor you are sharing If you are sharing the same monitor where the Meeting Controls Panel is it says You are sharing this monitor 271 Chapter 14 Sharing Software If you are sharing a monitor that is not the same monitor where the Meeting Controls Panel is it says You are sharing monitor lt number gt In addition a green border appears around the monitor you are sharing To select a different monitor to share 1 On the Meeting Control Panel select the Select Content to Share button 2 In the submenu that appears select Share Desktop A submenu shows you the available monitors Qummi a i tt Mor or 1 Arestae MZ amj 4 thier 3 Select the monitor number you want to share The Meeting Controls Panel indicates which monitor you are sharing In addition a green border appears around the monitor you are sharing Controlling your view as a participant Participant only When viewing or remotely controlling shared software you can set these options which determine how shared software appears on your screen 272 Chapter 14 Sharing Software Display the shared sof
309. rself 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 318 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 333 Chapter 18 Using My WebEx 5 At the bottom of the My WebEx Profile page click Update 6 For details about the options for your Personal Meeting Room page see About your Personal Meeting Room page on page 332 Sharing files on your Personal Meeting Room page 334 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 page on page 332 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 338 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
310. rsonal 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 A 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 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 345 Chapter 18 Using My WebEx 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 share this folder This folder does not appear on your Personal Meetin
311. rsonal Meeting Room who know the password view the list of files in the folder download files from the folder or upload files to the folder depending on the read write settings for the folder Password The password that visitors to your Personal Meeting Room must provide to access the folder Confirm If you specified a password type it again to verify that you typed it correctly Update Save any changes that you made to folder s properties and then closes the Edit Folder Properties window Cancel Close the Edit Folder Properties window without saving any of the changes that you made Opening the My Recordings Page To upload or maintain recordings you must do so from the My Recordings page on your WebEx service Web site To open the My Recordings page 1 Log into 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 354 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 348 347 Chapter 18 Using My WebEx Note If you recorded a meeting using the WebEx Networ
312. rt a One Click meeting not available for Event Center Any Personal Conference meetings that you scheduled if your site and account have the Personal Conferencing feature turned on 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 373 319 Chapter 18 Using My WebEx Opening your meetings list You can open your personal list of scheduled meetings on your WebEx service Web site to Start a meeting Modify a meeting Cancel a meeting You can open your personal list of meetings to which you are invited Obtain information about a meeting Join a meeting in progress To open your meetings list 1 Log into 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 Meeting Room 33 Start a One Click Meeting a EN Daily Weekly Monthly All Meetings English Pacific DT 4March 21 2007 gt The meetings you host Si E L O 3 00pm roadmap Meeting NA NA NA Start O 3 30pm status review meeting Meeting NA NA NA Stat O 4 00 pm design review Meeting NWA NA NA Start O 5 00pm planning meeting Meeting WA NA N A Start rRequests Pending GRequests Approved Requests Rejected 2 Click one of the tabs to navigate to different views of the My Meetings page You can
313. rt 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 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 118 Chapter 4 Scheduling a Meeting The file that you select plays automatically for a participant once the participant joins the meeting Tip The file that you select must be in the WebEx Universal Communications Format UCF Options on this page Use this option To Upload a file to My Folders S
314. rtcuts for One Click Meeting 210 displaying timer during polling 295 distribution list creating in address book 368 document sharing before meeting starts 120 documents shared adding blank pages 231 advancing pages automatically 229 annotating 237 clearing pointers 238 printing pages 241 saving to file 239 downloading files 343 from personal folders 343 published files during a meeting 303 published files during a training session 303 published files during an event 303 shortcuts for One Click Meeting 204 shortcuts WebEx One Click panel 204 drawing annotations on shared documents 237 on shared presentations 237 E editing contact group in address book 370 contact information in address book 367 information about files in personal folders 341 information about recordings 348 Personal Conference meetings 150 personal conference number account 385 scheduled meetings 129 email messages registering for meetings 55 ending meeting 20 eraser using to delete annotations on shared software 277 Eraser tool overview 224 erasing all annotations on shared documents 237 all pointers on shared documents 238 selected annotations on shared documents 237 your annotations on shared documents 237 your pointers on shared documents 238 exchanging files during a meeting 303 during a training session 303 during an event 303 during event
315. rticipants Pubbcly wath W Everyone j ee ee ee ee eee eee Chat privileges Host chat privately with the meeting host Your chat message appears in only the host s Chat viewer Presenter chat privately with the presenter Your chat message appears in only the presenter s Chat viewer Other participants chat privately with another participant Your chat message appears in only that participant s Chat viewer Everyone Chat publicly with all participants Your chat message appears in everyone s Chat viewer Contact operator privately Available only if your site includes the private operator option Participants dial 00 at any time during a teleconference to contact the operator of the teleconferencing service Granting or removing document privileges As host you can assign privileges for saving printing and annotating documents whiteboards and presentations that are shared in the content viewer 160 Chapter 6 Granting Privileges During a Meeting To grant or remove a document privilege Select or clear the checkbox for each Comunkate Participants abe Partcprts privilege you want to grant 6 tial you wam Go assy bo al parbioparts vev M eting F ratopstit M Shere docuverts T any document Y Control shared F Thumbnail Aat reiia cH stesktop remotely I Any page I Record a meeting A participant uses the Annotation toolbar that appears whenever a document is being shared to
316. rvice Web site 211 Chapter 11 Managing Meeting Recordings 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 214 About the Recording Information page ele How to access this page On your Meeting Center Web site from the left navigation bar click My Recorded Meetings gt topic of a recording What you can do here View information about the recording Play back the recording Send an email to share the recording with others Download the recording Enable or disable the recording Open the Edit Recorded Meeting page on which you can edit information about a recording Options on this page Option Description 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 Chapter 11 Managing Meeting Recordings The status of the recording The possible options are Enable or Status Disable Password Indicates whether a user must provide a password to view the recording Clicking the link lets you play the recording available only for Stream r
317. s Sort your personal contacts or company address book by name email address or phone number by clicking the column headings Creating a distribution list in your address book You can create distribution lists for your personal address book A distribution list includes two or more contacts for which you provide a common name and appears in your Personal Contacts list For example you can create a distribution list named Sales Department which includes contacts who are members of your Sales Department If you want to invite members of the department to a meeting you can select the group rather than each member individually To create a distribution list 1 Open your address book For details see Opening your address book on page 359 2 Click Add Distribution List The Add Distribution List page appears 369 Chapter 18 Using My WebEx 370 Distribution List Information ine Descagton z zi Members arch Go Persona contacts Selected contacts Adds Ramo Hdd Comton feat Kini In the Name box type the name of the group Optional In the Description box type descriptive information about the group Under Members locate the contacts that you want to add to the distribution list by doing any of the following Search for a contact by typing all or part of the contact s first or last name in the Search box Click the letter that corresponds to the first letter of the cont
318. s 371 Chapter 18 Using My WebEx Name Distributors Required SuperGizmo distributors a for Western Region zi Members O Search Go Personal contacts Selected contacts Index BC DEE Description John Mullen Lisa Wai users Christine Huliste Lisa Grantham Marcel Tillman ao Sallen Chen Add Contact Cancel 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 371 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 372 Chapter 18 Using My WebEx What you can do here Add contacts to your distribution list or remove contacts from your distribution list Options on this page Name Description Search Index Add gt lt Remove Add Contact Add Update Enter the name of the distribution list For example if you want to add a distribution list that includes members of your company s sales department you might name the list Sales Department Optionally enter descriptive information about the distribution list to help you identify it later Find a contact by typing all or part of the contact s first or last name Find a contact by clicking the le
319. s About the My WebEx Profile page How to access this template On your WebEx service Web site click My WebEx gt My Profile What you can do here Manage the following Account information Personal information Partner integration options Scheduling templates does not apply to Support Center Personal Meeting Room information Meeting options Web page preferences including your home page and language Support Center CSR Dashboard options Support Center only 375 Chapter 18 Using My WebEx 376 Personal Information options Use this option Username Change Password Call in authentication Call back PIN To Specify the username 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 username but cannot edit it on this page ask your site administrator to change your username 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 O Must contain at least four characters O Can consist of a maximum of 32 characters O Can include any letters numbers or special characters but not spaces O Is case sensitive Retype New password Verify that you typed your password correctly in the New password box If enabled by your site administrator allows you to be authenticated and p
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321. s and Whiteboards converts a PowerPoint file ppt to a UCF file when you share it More on page 226 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 If at least one meeting participant is using the Java Meeting Manager animations and slide transitions will not display during the meeting The meeting host can prevent participants from joining a meeting using the Java Meeting Manager when scheduling the meeting To show slide animations and transitions in a shared presentation 1 Ensure that the content viewer has input focus by clicking in the viewer The content viewer has input focus if a blue border appears around the outside of the slide in the viewer 2 On the toolbar select the appropriate arrows to move through your presentation Select the l li Sales Info drop down arrow to select any page or slide r left arrow to see the previous page or slide Pr 4 02 right arrow to see the next page or slide Working with pages or slides When sharing a file such as a document presentation or whiteboard you can Add new blank pages or slides for annotation More on page 231 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 232 Adding new pages to shared files or whiteb
322. s in their WebEx profiles This option is not available for Cisco Unified MeetingPlace users Personal Conference number Displays the personal audio conference accounts you have set up in the Personal Conferencing area of My WebEx Select the account you want to use for your meeting You can create up to three accounts Click Edit to make changes such as updating the subscriber or attendee access code If you have not yet set up any accounts select Create Personal Conference account to get started This option is not available for Cisco Unified MeetingPlace users Other teleconference 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 87 Chapter 4 Scheduling a Meeting Cisco Unified MeetingPlace Audio Conferencing Specifies that the meeting include an integrated audio conference with your Cisco Unified MeetingPlace
323. s option To Service type Select the type of WebEx session for which you want to start a One Click Meeting This option lists only the session types available for your site and user account 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 201 Chapter 10 Setting Up a One Click Meeting CUVC Meeting ID CUVC Integration to Meeting Center only Enter a custom URL to create a virtual meeting room in which you can use Cisco Unified Video CUVC in your meeting If you leave this box empty the WebEx Meeting ID is used by default When you start your WebEx meeting the CUVC Video panel displays automatically Tracking Codes Tracking code Identify your department project or other information that your organization wants to associate with your meetings Tracking codes
324. s 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 Join Now Agenda Add to My Calendar Go Back Join this meeting If this meeting requires you to register the registration form for this meeting appears Appears only if the host has started this meeting Review the meeting agenda 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 Updated page This confirmation page displays after you have updated a meeting 142 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 Chapter 4 Scheduling a Meeting Add this updated meeting to your calendar program MS Outlook or Lotus Notes only Update My Calendar Edit Make changes to the meeting you have just updated For example you can change the day and time or invite additional attendees 143 scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting If you want to Get an overview of Personal Conference meetings and MeetingPlace Personal
325. se annotation More on page 279 Use annotation tools More on page 277 Participant Save annotations More on page 281 Give up annotations More on page 280 You can annotate a shared desktop application or Web browser during a meeting using the highlighter or other annotation tool Meeting participants can see annotations in their sharing windows Starting and stopping annotation Host or Presenter only When you are sharing a desktop application or Web browser you can make annotations on the software Participants can see all your annotations To start annotating shared software 1 On the Meeting Controls panel select the Annotate button 20 The Annotation button has the image of a alaani Dia B i a pencil on it Amig Partkipanis Chat Recoder Annta The Tools panel appears ER Annotation Tools xj T 7702 m 2 0 E Allow to Annotate Y KA Stop Annotating 2 Select a tool for making annotations For details about annotation tools see Using annotation tools on page 277 276 Chapter 14 Sharing Software Note You can let one or more participants annotate the shared software For details see Copy of Letting a participant annotate shared software on page 278 Once you or a participant 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 281
326. seedeyaubbeutcauads 41 Activate an option OF BUON pesesiccntsereutedcadeemninedteenteivaneyienlernvlisdneayieevivareidivey beast 42 Accessing the Meeting Controls Panel during sharing ssssssseeeeeesssssrrreeen 43 Screen reader support 5 csrces cere scant ate cad secon dotenisindec posencotamnenmetunme datuaen gataatebess 44 al OINING a Meeting iisi ieun ania aeaaea aara aeaa Aaa E aeaa AARETE 47 ADOUTJ ININO c22 s0isesiasassasipenaben aaa a ia aa a a a aia 47 About the Join Meeting page enseeeeeeoesssennenerreserrrttrrnrrrneorrrttnnnnnnneeerrrnennne ne 48 Joining a meeting from an instant message eee eee eeeeeeeeeeeeeeeeeeeeseeeeeeeeeeees 48 Joining from an email INVITATION c ccdccccececccesesctoentecesceenessiectoereceeseenseecdcbenceneens 49 Joining from the Meeting Center calendar ccccccceeeeeeeeeeeeeeeteseeeteeeeeeees 50 Joining a meeting from the host s personal PaQe ccceeeeeeeeeeeeeeeeeeeeeeees 51 Joining a meeting using the meeting NUMDEF ccceeeeeeeeeeeeeeeeeeeeeteeeeeeeees 51 Joining a meeting from the host s personal page using the meeting number 52 Joining a meeting from your Meeting Center Web site using the meeting number a eb ant udes hae ash aan po ehebetadaba a a tage os 52 Joining a meeting from your iPHONE ccceeeeeeeeeeeeeeeeceeeeeeeeeeeseesnneeeeeeeeees 53 Joining a meeting from your BlackBerry GeVICC ceeeeeeeeee
327. seeseesesesssseeeeseeeeees 229 Animating and adding effects to shared slides sseeesesseseeseseeeeeeeeees 230 Working with pages Or slides cccccceeeeeeeeeeeeeeceeeeeeeeeeeeeeaaeeeeeeeeeeeeeeeeeaaeaes 231 Managing views of presentations documents or whiteboards ccccceeee 233 F016 91118 MIAK oIa o1 reer E E re er ere re retro rer eer rer ener 233 Controlling full screen ViOW cccccceeeeeessesecceeeeeeeeeeeeeeaaeeeeeeeeeeeeeseneneeeeeeeeees 234 Viewing thumbnails occseccieessanslannededeecexeetiesecucteeciaecivesedscdoceiaeskecctgegiaveseadiveonheds 235 Synchronizing all participant views c cccceeeeeeeeeeeeeeceeeeeeeeeeeeeeeeeeneeeeeeeees 236 Clearing annotations acopertitetncesdantucutidutinaebtastyanticetmqubbautuensedstwaptGcutvansidntuqubbentines 237 Clearing poiMterS ssisisieinssioei geiis ei eaa eaaa 238 Saving opening and printing presentations documents or whiteboards 239 Saving a presentation document or whiteboard ccccccccceceeeeeeeeeeeeeeees 239 Opening a saved document presentation or whiteboard cccccceeeeeees 240 Printing presentations documents or whiteboards ccccceeeeeeeeeeeeeeeeeees 241 If you are a Meeting participant eeeeeeeeeeeeeeeeeeeeeeteeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeaaees 241 Displaying pages slides or whitebOards c ceeeeeeeeeeeeeeeeeeteeeeeeeeeeeeeeee 241 S
328. ser on page 246 About sharing Web content You can share Web content that resides on The public Internet or Web Your company s intranet Your computer or another computer on your private network Web content includes Web pages including pages that contain embedded media files such as Flash audio or video files Standalone media files such as Flash audio or video files The Web content that you share opens in the content viewer on each participant s screen If you share a Web page participants view and interact independently with the content on the page If the page contains links to other pages they can also navigate independently to those pages 245 Chapter 13 Sharing Web Content 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 246 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 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 dialo
329. sfer Chat with TelePresence room participants Minimum system requirements 188 To send or receive video with a resolution of 360p ensure that your system meets the following minimum requirements A webcam capable of producing high quality video WebEx supports most webcams of this type send A computer with at least 1 GB of RAM and a dual core processor A fast network connection A computer with at least 1 GB of RAM and a dual core processor Receive A fast network connection Chapter 9 Sending and Receiving Video To send or receive video with a resolution of 720p ensure that your system meets the following minimum requirements A webcam capable of producing HD video WebEx supports most webcams of this type Send A computer with at least 2 GB of RAM and a quad core processor A fast network connection A computer with at least 2 GB of RAM and a dual core processor Receive A fast network connection Locking focus on one participant If you are the host you can select whose video you want everyone to see Follow these steps 1 Select the name on the video display v Participants Carl Morrison Host me ax Jack Shen M Robert Williams wr 2 In the dialog box select one of the following 189 Chapter 9 Sending and Receiving Video default The display focuses on the person currently speaking and switches as the loudest speaker s A specPic participant changes
330. special instructions To edit a message or greeting during a meeting 1 Inthe meeting window on the Meeting menu choose Welcome Message The Create an Attendee Greeting page appears 2 4 Chapter 1 Hosting and Managing a Meeting Display this message when attendees join the meeting Message Velcome to my meeting You can chat shate presentations documents of applications cight in your browser Regards Optional Select the Display this message when attendees join the meeting check box The message or greeting automatically appears once the participant joins Type a message or greeting in the Message box A message or greeting can contain a maximum of 255 characters Note Participants can view the message or greeting at any time by choosing Welcome Message on the Meeting menu Restricting access to a meeting Once a host starts a meeting the host can restrict access to it at any time This option prevents anyone from joining the meeting including participants who have been invited to the meeting but have not yet joined it To restrict access to a meeting 1 In the Meeting window on the Meeting menu choose Restrict Access Participants can no longer join the meeting Optional To restore access to the meeting on the Meeting menu choose Restore Access Chapter 1 Hosting and Managing a Meeting Removing a participant from a meeting The meeting host can remove a participant from a meeting at
331. ssage You can then join the meeting once it starts If the meeting is already in progress and the host has chosen to approve all registration requests automatically you join the meeting immediately Registering from the meeting calendar If you did not receive an invitation email message for a meeting that requires registration you can register for it from the meeting calendar on your Meeting Center Web site To register for a meeting from the meeting calendar 1 On the navigation bar expand Attend a meeting and then click Register The Register for a meeting page appears showing the meeting calendar This calendar lists each meeting that requires registration for the current date 2 On the meeting calendar locate the meeting for which you want to register 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 67 Display the meeting list for another date For details see Selecting a date on the meeting calendar on page 65 55 Chapter 2 Joining a Meeting 6 Find a a meeting For details see Searching for a meeting on the training meeting on page 67 Under Topic select the option button for the meeting for which you want to register Click Register On the Register for Topic page that appears provide the required information Click Register Now Once the host approves your registration you recei
332. st be enabled by your site administrator To invite a person by text message from the meeting Invite and Remind dialog box 2 Onthe SMS tab enter the invitee a ves pod m eind mobile phone number 3 Select Send a T G Country Reger Invites Mobile Number I Meeting URL hitpss fgo weben comig soh TAT E rr Each invitee receives a text message which includes A number the invitee 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 Chapter 1 Hosting and Managing a Meeting _ Reminding invitees to join your meeting After the meeting starts and you see that some invitees have not yet joined you can send an email reminder To remind someone to join your meeting Select Invite amp Remind on the Quick Start page Invite amp Remind The Invite and Remind dialog box appears Select the Remind tab All invitees who are not in the meeting are automatically chosen to receive the reminder Remind 1 Uncheck the box beside any person you don t want to remind 2 Select Send Reminder P invite and Remind Emal Tha folowing people here nol yet joined the maat Which invitees should receive meeting reminders iv sack treben yahoo com i Am md eee Ano ee eee le ws An email reminder is sent to each person selected Changing presenters Depending
333. state 173 Chapter 7 Using WebEx Audio Tip During sharing participants can mute and unmute their microphones from the Meeting Controls Panel at the top of their screens 40 Ja s Qumm i w 2 2 jz hie Liej Pause Shwe Ans Aude Mite tte Panoparrs Che Recorder Armoe E Sa ST gt Muting and unmuting all participant microphones simultaneously Host and presenter only You can mute or unmute all participant microphones simultaneously This option does not affect the host s and presenter s microphones To mute or unmute all participants Windows Right click on the participant list Mac Ctrl click on the participant list Select Mute All or Unmute All Assign Provfages Mie Unmute Al The microphone icon to the right of each participant s name changes state Asking to speak in an audio conference Participant If you want to speak and the host has muted your microphone you can ask the host to unmute your microphone so that you can speak You can cancel a request to speak at any time 174 Chapter 7 Using WebEx Audio Select Raise Hand on the Participants panel The Raised Hand indicator appears on the participant list for the host and presenter The Raised Hand indicator is removed from the participant list for the host and presenter Select Lower Hand On the Participants panel Select the Raise Hand icon at the bottom of the Participants panel The Raised
334. t 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 Participants panel do one of the following Windows Right click and select Change Role To gt Closed Captionist Mac Select ctrl and then click Then select Change Role To gt Closed Captionist A closed caption indicator appears next to the participant s name in the participant list Participants SS Participants Speaking fi Rebecca Cox Host me a Q Jill cc E T aT a A T Enabling closed captions 308 You can easily select the option for closed captions and appoint a participant to transcribe the closed captions To specify the closed caption option 1 Depending on the operating system you are using do one of the following Chapter 17 Managing and Taking Notes Windows In the Meeting window on the Meeting menu choose Options The Meeting Options dialog box appears with the General tab selected by default Mac On the Meet
335. t only During a voiceconference you can indicate that you want to speak If you do request to speak you can cancel the request at any time Speaking in an Integrated VoIP conference To request to speak or to cancel a request to speak On the Participants panel click Raise Hand or Lower Hand respectively ih Raise Hand f you ask to speak the raised hand indicator appears on the Participant panel for the host and presenter f you cancel a request to speak the raised hand indicator is removed from the Participant panel for the host and presenter Chapter 8 Using Integrated Voice Conferences Allowing a participant to speak Host only Once you start a voice conference participants can join the conference and listen to the meeting audio Up to seven participants can speak at a time You can specify which participants can speak by passing the microphone To allow a participant to speak in a voice conference 1 On the Participants panel select the name of the participant whom you want to allow to speak 2 At the bottom of the panel select Pass Mic amp Pass Mic An indicator appears near the participant s name on the panel The participant can now speak until you either pass the microphone to another participant or mute the participant s microphone Note A request to speak can be made at any time during a meeting by clicking Raise Hand on the Participants panel b Raise Hand_ Speaking in a voice conf
336. t the Add Edit Distribution List page ccceeeeeeeeeeeeeeeeeeeeeeeeeeeenaeees 371 Deleting contact information in your address DOOK eeeeeeeeeeeeeeeeeeeeeeeeees 372 xvii Maintaining your user profile eee eeeeceeeeeee cece eeeeeeeeeeeeeeeeeeeeeeeeeeeaaeeeeeeeeeeeeeeees 373 About maintaining your User profile ccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeaees 373 About the My WebEx Profile page cccceeeeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaees 374 Editing your user profile cceeeeeeceeeceeee eee eeeeeneeeaeeeeeeeeeeeeeeeeaaeeeeeeeeeeeeeenees 380 Managing scheduling templates c cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneceeeeeeeeeeeeeeee 381 About managing scheduling templates cccceceeeeeeeeeeeeneeeeeeeeeeeeeeeeeaaees 381 Managing scheduling templates wiccuiccsicsevscestensiensssedsenteadaeanteacvscndeonteneneanenevade 381 Maintaining your Personal Conference number accounts or Cisco Unified MeetingPlace audio conferencing ACCOUNTM ccesseeeeeesssseeseesesseeeseesesseenenes 383 About maintaining Personal Conference number accounts 00e 384 About maintaining Cisco Unified MeetingPlace audio conferencing account HV ONS a asora rs ect cern tbeic te a aa E a Ea a aa 384 Adding or editing a Personal Conference number accourt eeeeee 385 About the Personal Conferencing page ccccceeee
337. t time you joina 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 appears Use your phone or competer to jan this audio conference Y Use Phone 1 4085667546 gt 1 1403 566 7645 Cal me amp 4 new number i wi calin __ _ A ae cena S E 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 Using Integrated Voice Conferences An Integrated Voice Conference allows participants to speak to each other using voice over Internet Protocol VoIP an Internet based way of connecting through the computer Integrated voice conferences are useful if Participants 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 participants Your user role in an Integrated Voice conference determines your level of participation Whichever role you take the following table describes the basic tasks associated with that role For detailed
338. ta is sorted click the column headings Chapter 18 Using My WebEx The report data is sorted by the column that has an arrow next to the column heading To reverse the sort order click the column heading To sort using another column click that column s heading 7 Do one of the following as appropriate If you are viewing a general meeting usage report and want to display the report in a format that is suitable for printing click Printer Friendly Format 8 If you are viewing the usage report for a meeting and want to view the content in the report click the link for the meeting name 9 To export the report data in comma separated values CSV format click Export Report or Export 10 If available click links on the report to display more details 395 Index atp files e 298 300 Cisco Unified MeetingPlace audio conferencing accounts 384 MeetingPlace Personal Conference 146 148 149 150 152 386 contact group 370 during meeting 16 during training session 302 event templates in meeting transcript 19 in meeting transcripts 19 to participants 19 updated information to attendees 129 files overview 337 for downloading during training session 302 in address book 370 in personal folders overview 337 information about 348 information about files 341 information about in personal folders 341 ucf files opening 240 saving documents 239 saving presentations
339. tails see Opening your address book on page 359 2 Inthe View drop down list ensure that Personal Address Book is selected 3 Click Export 4 Save the csv file to your computer 5 Open the csv file that you saved in a spreadsheet program such as Microsoft Excel 6 Optional If contact information exists in the file you can delete it 7 Specify information about the new contacts in the csv file 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 364 8 Save the csv file Ensure that you save it as a csv file 364 Chapter 18 Using My WebEx To import a CSV file containing new contact information 1 Open your address book For details see Opening your address book on page 359 2 In the View drop down list ensure that Personal Contacts is selected 3 Inthe Import From drop down list select Comma Delimited Files 4 Click Import 5 Select the csv file in which you added new contact information 6 Click Open 7 Click Upload File The View Personal Contacts page appears allowing you to review the contact information you are importing 8 Click Submit A confirmation message appears 9 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 tem
340. tation or document to share automatically after a participant joins the meeting This option is useful if you allow attendees to join the meeting before the host The file that you select must Be in 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 117 Chapter 4 Scheduling a Meeting Start automatically Have presentation slides or document pages advance automatically in the content viewer at the time interval you choose Select this option only if the presentation or document contains multiple slides or pages Do not select this option if the presentation or document contains UCF media files Continuous play Available only if you select Start automatically Specifies that shared presentation or document restarts once it is finished and continues advancing page automatically Advance page every x seconds Available only if you select Sta
341. te branch exchange In the text box type instructions for joining the teleconference Use VolP Only Specify that the meeting includes only Integrated VolP 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 an audio conference or Integrated VolP Installing WebEx Productivity Tools 204 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 Windows 2000 XP 2003 Vista Microsoft Internet Explorer 6 0 SP1 or 7 0 or Firefox 3 0 or later Intel x86 Pentium 400MHZ or compatible processor JavaScript and cookies enabled in the browser To install WebEx Productivity Tools 1 Log into 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 dial
342. ted email invitation to attendees If a message box appears click the appropriate update option and then select OK The Personal Conference Meeting Information 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 on the Meeting Updated page select Add to My Calendar To edit a Personal Conference meeting or MeetingPlace Personal Conference meeting from your list of meetings on your Meeting Center Web site 1 2 Log in to your Meeting Center website On the navigation bar select My WebEx The My Meetings page appears showing a list of any meetings that you have scheduled Personal Conference meetings have Personal Conference in the Type column In the list of meetings under Topic click the topic for the meeting or click the Display Info link Select Edit Make changes to the Personal Conference meeting details For details about the options on each page click the Help button in the upper right corner of the page Select 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 select Cancel in the message box the Personal Conference meeting is not updated 151 Chapter 5 Scheduling
343. ter a number then click Call gt Use Computer for Audo O A telephone icon appears next to your name in the participant list to indicate that you are using your phone in the audio conference and a mute icon appears next to the video icon so that you can mute or unmute your microphone as desired More on page 173 SEE You can switch from using your telephone as your audio device to using your computer Speaking Be Cox Host Fi i ae ee is at any time during the audio conference U Becky Cox Host ma m amp More on page 171 Q Jii f Audia 5 r a t To call in 1 In the Use Phone pane of the Audio Conference dialog box select I will call in from the dropdown menu Chapter 7 Using WebEx Audio i The Audio Conference dialog box displays o Use your phone computer to jon this audo conference default call in numbers h ieat 1 Gal n to the meeting amp 1 866 865 0289 i ote io few ruts iaraa 1 650 429 0090 carn tot ruber U6 Careda DEAT AT Iv pr the o gt 641 324 173 Erbe your tten se K 3 b Ube Launguter fot Miao 2 Follow the instructions to join the audio conference 3 Optional To view all international numbers click the link All global call in numbers An information dialog box appears which lists international numbers A telephone icon appears next to your name in the participant list to indicate that you are using your phone in the audio conference and
344. ternate 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 Indicates that the live meeting is in process Chapter 18 Using My WebEx Status Delete 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 O Join Lets you join the meeting in progress O End Ends the meeting Join for attendees The meeting that you are invited to has started and you can now join the meeting Registration for attendees The meeting that you are invited to requires registration To display a page on which you can register to attend the meeting click the link Does not apply to sales meetings or support sessions Cancels any meetingsthat are currently selected in the list If you Click this link a message appears allowing you to confirm that you want to cancel the meeting Another message appears allowing you to
345. th of the recording Chapter 11 Managing Meeting Recordings 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 Lets you play the recording available only for recording files with an arf extension that were recorded by the Network Based J Recorder If playback of the file requires a password you must provide the password aj Lets you send an email to share this recording with others Displays a menu with more options for your recording hG Download Lets you download the recording to your local computer If downloading the file requires a password you must provide the password df Modify Lets you edit information of the recording For details see About the Add Edit Recordings page on page 350 f i Disable Lets you disable the recording in all locations E 2 Delete Lets you delete the recording from this page Lets you upload a new recording Add Recording For details see Uploading a recording file on page 347 and About the Add Edit Recordings page on page 350 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
346. 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 Personal Conference meetings that you are hosting Shows a list all of the meetings or Personal Conference Chapter 18 Using My WebEx invited to Show past meetings Topic meetings to which you have been invited Select to include concluded meetings in the list of meetings The topic for a meeting that you are hosting Click the topic name to get information about that meeting If you are the alternate host for a Meeting the topic appears in italics Indicates that the live meeting is in process About the My WebEx Meetings page All Meetings tab 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 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
347. 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 112 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 116 Click Meeting Options Select the meeting options you want to be available to all participants during the meeting You can also choose an alert to play once a participant either joins or leaves the teleconference For details see About the Meeting Options page on page 121 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 127 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 Chapter 4 Scheduling a Meeting For more details about using meeting templates see Using meeting templates on page 134 10 Start or schedul
348. ting Select a view 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 64 Sort a meeting list by clicking the column headings For details see Sorting the meeting calendar on page 67 View a meeting list for another date For details see Selecting a date on the meeting calendar on page 65 Search for a meeting For details see Searching for a meeting on the meeting calendar on page 67 3 Under Status click Join 4 On the Meeting Information page enter any requested information 5 Click Join Now The Meeting window appears Tip 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 Chapter 2 Joining a Meeting 57 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 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
349. ting 120 For more details about any of the actions available from Quick Start click the Learn More link Can change the meeting agenda or add one after have set up my meeting You can easily edit a scheduled meeting You can edit it from the link in the confirmation email message you received or from your Meeting Center Web site For detailed instructions see Editing a scheduled meeting on page 129 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 Be in 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 personal folders in the My WebEx area on your Meeting Center Web site You can select a UCF file that already resides in your folders or upload a new file to your folders while scheduling a meeting Important If you sharle a UCF multimedia presenta
350. ting 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 On the Meeting Controls Panel select the down arrow Then choose Disable Keyboard and Mouse 263 Chapter 14 Sharing Software Recorder Float All Panels Manage Panels Audio view Meeting Options Make Screen Blank Send Ctrl Alt Del Dock Meeting Controls Disable Keyboard and Mouse Reduce Screen Resolution to Match This Computer Share Remote Application The down arrow is located at the end of the Meeting Controls Panel jel 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 f you 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 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
351. ting 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 a Personal Conference meeting Host only Click to start your meeting Host only Click to end your meeting If you want to 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 See Choosing the scheduler that works for you on page 79 Allowing another user to schedule meetings for you on page 139 Using the Quick Scheduler on page 88 About the Advanced Scheduler on page 89 Setting up a recurring meeting on page 138 Starting a scheduled meeting on page 131 Editing a scheduled meeting on page 129 Canceling a scheduled meeting on page 132 Choosing the scheduler that works for you Meeting Center provides several ways to set up meetings Review the details about the different means of sc
352. ting to your calendar Adding a scheduled meeting to your calendar program on page 128 make changes to a scheduled meeting Editing a scheduled meeting on page 129 start a scheduled meeting Starting a scheduled meeting on page 131 cancel a scheduled meeting Canceling a scheduled meeting on page 132 Adding a scheduled meeting to your calendar program 128 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 Inthe 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 Chapter 4 Scheduling a Meeting 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 meeti
353. tion 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 participant sharing windows You can return a remote 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 Chapter 14 Sharing Software Recorder Float All Panels Manage Panels Audio view Meeting Options ld Make Screen Blank Disable Keyboard and Mouse Reduce Screen Resolution to Match This Computer Send Ctrl Alt Del Share Remote Application Dock Meeting Controls Note f 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 Disabling and enabling the keyboard when sharing a remote computer Host or Presenter only While sharing a remote computer you can disable the keyboard and mouse on the remote computer thereby preven
354. tion or as standalone UCF media files You can also prevent attendees from sharing UCF media files during a meeting If you do so only the meeting host can share UCF media files when also acting as the presenter You may want to prevent attendees from sharing UCF media files for example if you intend to allow attendees to share presentations or documents but want to prevent an attendee from inadvertently sharing a very large media file Note The alerts options are applicable only if you select an integrated teleconference on the Teleconference page in the Advanced Scheduler For more information about setting up an integrated teleconference see About the Teleconference Seitings page on page 101 How can 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 121 About the Attendee Privileges page 124 How to access this page On the navigation bar click Host a meeting gt Schedule a meeting gt Attendee Privileges Chapter 4 Scheduling a Meeting Raturs to Quick Scheduler E Setect preleges that you ware atiendees to hre when meedng degns __ Prbdeges C Seve O Pre Ueto A fone E Aneosate E View ationcdew Wat Aisha Conference E View thusnbaaits IZ Control sppic amore wee brewer or detatop remotely a 2 View any deceme A Fl View any page B u __ Coetatt operator
355. tion 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 Chapter 4 Scheduling a Meeting How can learn about the fields on the Agenda amp Welcome page Click the Help link in the top right corner of the Agenda amp Welcome page or review About the Agenda amp Welcome page on page 116 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
356. to Windows Help To turn on True Color mode 1 If you are currently sharing an application stop your sharing session 2 On the Meeting menu choose Meeting Options The Meeting Options dialog box appears 3 Select the True Color Mode tab 4 Select Enable True Color mode 5 Select one of the following options Better imaging Better performance Chapter 14 Sharing Software 6 Select OK or Apply Sharing applications with detailed color Mac For Mac users only Before sharing an application or your desktop you can choose one of the following display modes Better performance The default mode Lets you display your content faster than you do using the better image quality mode Better image quality Lets you display your content with better image quality In this mode your shared content may take longer time to display than in the better performance mode Note Changing the display mode does not affect presentation or document sharing To choose a display mode for your shared desktop or applications 1 Inthe Meeting window on the Meeting Center menu choose Preferences The Preferences dialog box appears 2 Select Display a Preferences The display mode options iy A AA appear Sa 2 D Select an option for displaying shared content with attendees Better performance Better image quality Cane Oe 3 Select Better performance or Better image quality as appropriate 287 Chapter 14 Shari
357. to navigate file you are sharing types when sharing web content Address l Example wv webes con Web Page htm html asp php Arrows to adjust volume when using your computer Speaker for audio Select a speaker to best SoundMAX HD Audo A tat Check F the volume amp turned up Microphone Select a microphone to test SoundMaxHDAudo Speak rito your microphone and adjust the volume und he green bar moves into the good range _ F Automatically adjust volume 38 Chapter 1 Hosting and Managing a Meeting Note If you focus on a button and then want to click it simply select Enter Checking and unchecking option boxes Use the spacebar to check and uncheck option boxes In the following example the option Remember phone numbers on this computer is checked f you don t want this option checked 1 Navigate to the check box using the Tab and down arrow keys as required Ls your phone or computer to join this audio conference Y Use Phone cal me at a new number 2 Select the spacebar to LaL uncheck the box Enter a phor M oe Call Me gt Use Computer for Audio Copying text from the Chat panel The Chat panel provides a right click menu that allows you to copy text from the Chat history area 39 Chapter 1 Hosting and Managing a Meeting from Jason Anthony to Everyone Hell
358. 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 218 with them To send an email to share a recorded meeting with others 1 Goto the My Recorded Meetings page For details see Opening the My Recorded Meetings Page on page 211 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 11 Managing Meeting Recordings The Share My Recording window appears f Share My Recording Microsoft internet Lxplorer provided by v Send a copy of the emad to me Your message Optional The blong recording wif be sent to the recigeerts Status meeting 20080624 2336 June 24 2008 22 am San Francesco Tene Owmrnn 3 nuns Send Cancel 107 3 Select recipients for your email Click Select Recipients to select contacts from your Contacts list Type email addresses in the Send to list separated by commas 4 Optional Type a message in the Your message box 5 Click Send Your email message will be sent to the selected recipients and will include information about the recording and a link to play it 219 Sharing Files and Whiteboards Your
359. tomatically 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 About the Registration page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting gt Registration eran te Quick Stfudules Registration O Nose v i e Require attendee registration Sto btuns Otian detaied stander information Vs Fast Namo Lasi Name Ensi C Jeb Taio CiCospany Name CD Addeoes 1 fete Mtendons Dl Address 2 Oce BETA Bane amar E OIP Postal Cote O Coereryiropien D Ofico Phone Rogie Dfa Aipematically accept af regrstrabos requests Suu 6 Watcoen Meeting Opino Gece Ciera ECO CI What you can do on this page Determine whether attendees must register to attend a meeting f attendees must register select which information attendees must provide on the registration form 112 Chapter 4 Scheduling a Meeting Accept registration requests automatically Options on this page Set options using template Registration Obtain detailed attendee information Automatically accept all registration requests 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
360. ts and files on page 338 Locate the folder in which you want to store the file Under Action for the folder click the Upload button for the folder in which you want to store the file KY 339 Chapter 18 Using My WebEx 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 Moving or copying files or folders in your personal folders 340 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 338 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 want to move or copy the file or folder 6 Click OK Chapter 18 Using My WebEx Editing information about files
361. ts the iCalendar standard a common format for exchanging calendaring and scheduling information across the Internet You can add a meeting to your calendar from either The invitation email message that you receive from the host The Meeting Information page for the meeting which you can access by clicking the link for the meeting on the meeting calendar or on the host s Personal Meeting Room page Adding a meeting to your calendar program You can add a scheduled meeting to your calendar program if your calendar program supports the iCalendar standard To add a scheduled meeting to your calendar 1 Do one of the following as appropriate Inthe invitation email message that you receive click the link to add the meeting to your calendar On the Meeting Information page for the meeting click Add to My Calendar A meeting item opens in your calendar program 2 Accept the meeting request For example in Outlook click Accept to add the meeting item to 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 61 Using the Calendar If you want to get an overview of using the calendar view the meeting calendar select a date on the meeting calendar search for a Meeting on the meeting calendar sort the meeting calendar refresh the meeting calendar select a language and time zone
362. tter 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 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 359 373 Chapter 18 Using My WebEx In the View drop down list select Personal Contacts In the list that appears select the check box for the contact or distribution list that you want to delete Click Delete A message appears asking you to confirm the deletion 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 373 edit your user profile Editing your user profile on page 380 About maintaining your user profile Once you obtain a user account you can edit your user profile at any time to do the f
363. tware in a full screen view or a standard window A full screen view of a shared application or desktop fits your entire screen and does not include a title bar or scroll bars Scale or resize a shared desktop or application to fit the full screen view or standard window in which it appears To control your view of shared software On the Meeting Controls Panel select the down arrow the last button on the panel and then choose View Then choose an option from the menu Notes Manage Panels Ask to Contral Audo Con erence View Full Screan Meshing MFO 8 Fit in Viewer Return ta Meeting Window Fit to Width Tip To switch quickly from the standard window to a full screen view of shared software double click the shared software Closing your participant sharing window Participant only While viewing or remotely controlling shared software you can close the sharing window in which the software appears at any time Closing a sharing window returns you to the Meeting window If you close a sharing window you can reopen it at any time 273 Chapter 14 Sharing Software To close a sharing window 1 On the Meeting Controls Panel select the down arrow the last button on the panel and then choose Stop lt option gt from the menu The following graphic shows the Stop Application Sharing option because an application has been shared If you have shared your desktop or Web Browser the menu would show Stop Desktop Shar
364. u 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 Chapter 18 Using My WebEx Your Personal Meeting Room page appears The following is an example of a Personal Meeting Room page Cindy Rao s Meeting Room _ iy Mesos ten 1an trea or f A f d Monday May 19 2003 gt 3 te sete a SO aaa f Serer OO O r ie wail ta T T aT aai a T a P Tip Add your Personal Meeting Room URL to your business cards your email signature and so on Setting options for your Personal Meeting Room page You can add the following to your Personal Meeting Room page An image for example you can add a picture of yourself or your company s product A custom banner image to the header area of your Personal Meeting Room page if your user account has the branding option For example you can add your company s logo A welcome message For example you can provide a greeting instructions on joining an online session information about you
365. u do not want attendees to see certain actions that you take with shared software You can resume sharing to restore attendees views of shared software at any time To pause software sharing Select the Pause button located to the right of the Stop button Chapter 14 Sharing Software m gt 0 B STOP SHARING Ui eR a aa i e Pause Share Assign t Pa The word Paused now appears in the panel A short message is displayed indicating that the participant view would be frozen until you resume sharing Additonally the Pause button text changes to Resume J Wi is 0 E stop sHarine ad ey K Resume Share Assign To resume software sharing Select the Resume button Controlling full screen view of shared software Host or Presenter only You can switch participant 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 participant entire screens and does not include a title bar or scroll bars Participants can override your setting to control full screen view or to zoom in or out on the shared software on their computers To display shared software in a full screen view On the Meeting Controls Panel select the down arrow the last button on the panel and then choose View Then choose Full screen for Participants 269 Chapter 14 Sharing Software a a g 7 To see panel controls
366. u send the transcript Audio only participants will not be listed on the transcript For security purposes a participant who receives a transcript email message cannot see the email addresses for the other participants The transcript contains notes only if you are the meeting host the public note taker or the closed captionist and you have saved the notes to a file If all participants can take private notes the transcript email message does not include your private notes and the option to attach your notes in a file is not available If you saved notes or closed 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 Ending a meeting 20 Once you end a meeting the meeting window closes for all participants If the meeting includes WebEx audio or an integrated voice conference the audio also ends To end a meeting 1 Inthe Meeting window on the File menu choose End Meeting A confirmation message appears in which you can verify that you want to end the meeting 2 Optional If there is any meeting information that you have not yet saved you can save it now including shared files chat messages poll questionnaires poll results or notes 3 Select Yes The Meeting window closes Tip Alternative
367. ublishing files 303 1 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 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 309 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 click Please select panels you want to enable Manage Panels and then select Available panels Current panels Notes from the list and click Polling Add set up options for taking notes in a meeting More on page 306 lt lt Remove Move Down choose one person to take notes More on page 307 These panels are available to participants with appropriate privileges Note On the floating icon tray only the first four panels will be displayed The remaining panels will be available from the menu Select a participant as DEE ree closed captionist More on page 307 305 Chapter 17 Managing and Taking Notes Role Task description Note taker The host can select one person to take notes or allow all 3 participa
368. untry The area or city code for the contact s cellular or mobile phone number The contact s cellular or mobile phone number The extension for the contact s cellular or mobile phone number if any The country code for the contact s fax number that is the number that you must dial if the contact resides in another country The area or city code for the contact s fax number The contact s fax number The extension for the contact s fax machine if any The contact s street address The additional address information if necessary The contact s state or province Chapter 18 Using My WebEx Option Description ZIP Postal The contact s ZIP or postal code Country The country in which the contact resides Username The user name with which the user logs in to your WebEx service Web site if the contact has a user account Notes Any additional information about the contact Importing contact information from Outlook to your address book If you use Microsoft Outlook you can 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 Outlook to your personal address book 1 Open your address book For details see Opening your address book on page 359 2 Inthe View drop down list select Personal Contacts 3 Inthe Import from drop down list select Microsoft Outlook 4 Click Import The Choose Profile
369. ur 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 68 Chapter 3 Using the Calendar To select a language on the public meeting calendar 1 If you have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 64 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 Click OK To select a time zone on the public meeting calendar 1 If you have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 64 2 Click the time zone link on the right side of the page The Preferences page appears 3 Inthe Time zone drop down list select another time zone 4 Click OK Note Your time zone selection affects only your view of your Meeting Center Web site not other users views If you have a user account all meeting invitations that you send automatically specify the meeting starting time in the time zone that you selected f you 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 tim
370. use Microsoft Outlook you can import the personal contacts that you keep in an Outlook address book or folder to this list of contacts Company address book Your organization s address book which includes any contacts that your site administrator has added to it If your organization uses a Microsoft Exchange Global Address List your site administrator can import its contacts to this address book List Includes any distribution lists that you have created for your personal address book New Contact Add a new contact Enter the requested information about the new contact you want to invite to the meeting You can also add the new contact to your personal address book Search Search for text in the selected address book For example you can search for all or part of a contact name or email address 85 Chapter 4 Scheduling a Meeting Invite as Add the selected contacts to the list of attendees Attendee Adds the selected contacts to the list of attendees Alternate Host Adds the selected contacts as alternate hosts to the list of attendees An alternate host receives an invitation email message that provides information about acting as the alternate host An alternate host can start the meeting and act as the host If you join the meeting after an alternate host has started or joined it you do not automatically assume the host role An alternate host must have a user account on your meeting service Web site
371. user role in a meeting determines your level of file sharing Whichever role you take the following table describes the basic tasks associated with that role The type of files you can share include documents presentations and videos For detailed instructions on a particular task click More by the task description Open and share a file or whiteboard learn about tools for sharing More on page 222 My Desktop start sharing More on page 225 Bile Inchiding Video Corl Alt o assigning sharing privileges to Application b participants More on page 222 save a file More on page 239 Whiteboard Cor alt n View and interact with shared files and whiteboards display slides or pages More on page 241 Participant with granted permissions use tools to annotate a file More on page 224 synchronize your view with the host More on page 242 221 Chapter 12 Sharing Files and Whiteboards Granting sharing privileges To grant or remove participant privileges during a meeting 1 Inthe Meeting window on the Participant menu choose Assign Privileges The Participant Privileges dialog box appears 2 Grant or remove a privilege as follows To grant a specific privilege select its check box To grant all privileges select the Assign all privileges check box To remove a privilege clear its check box To revert to the preset privileges
372. ve all registration requests automatically you join the meeting immediately Chapter 3 Using the Calendar About the Today view How to access this page On your Meeting Center Web site click Attend a Meeting gt Browse Meetings gt Today tab What you can do here The Today view lists the live meetings that are scheduled for the present day including those in process those concluded and those that have not yet begun The meeting information displayed in the list can be sorted by clicking the column headings For details see Sorting the meeting calendar on page 67 Options on this page CS Click the Refresh icon at any time to display the most current list of meetings Click to open the Preferences page where you can select the Language link language setting for your Meeting Center Web site Click to open the Preferences page where you can select the time Time zone link A zone setting for your Meeting Center Web site 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 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 T
373. ve 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 57 You can display all meeting times in another time zone You can refresh the meeting calendar to ensure that you are viewing the most recent information Registering from the host s personal page You can register for a meeting from the host s Personal Meeting Room page on your Meeting Center Web site 56 To register for a meeting from the host s Personal Meeting Room page 1 Go to the URL or Web address for the host s Personal Meeting Room page The host must provide you with this URL On the Meetings tab do one of the following f the meeting is not currently in progress under Scheduled Meetings click Register Chapter 2 Joining a Meeting If the meeting is currently in progress under Meetings in Progress click Join Now On the Join Meeting Topic page that appears click Register 3 If the Log In page appears provide your user name and password and then click Log In The Log In page appears only if the meeting host requires that you have a user account to join the meeting In this
374. vide a fast way to locate a shared page or slide that you want to display in the content viewer To view thumbnails of slides pages or whiteboards 1 Inthe content viewer select the tab for the document presentation or whiteboard for which you want to view thumbnails 2 Onthe content viewer toolbar select Show Thumbnails from the View menu FY Rotate Page Left Rotate Page Foght 4 YP Sync Oteptay For All Ei FullScreen 115 7 M 34 View Thumbnails of all pages or slides in the selected document presentation or whiteboard appear in the thumbnail viewer in the left column 235 Chapter 12 Sharing Files and Whiteboards Heating Lat Custonmer Care WnG Partii that mees grn r Q Rebecca fox Host ma 2 a J Q Mah Quality Quality Quality Engineering Release Cycle SP Process a Reducing CSG tickets mc More Quality Quality Quality 3 Optional To display any page or slide in the content viewer double click its miniature in the thumbnail viewer Note Participants must have both the View thumbnails and View any page privileges to display a miniature of a page or slide at full size in the content viewer To close the thumbnail viewer On the content viewer toolbar select Hide Thumbnail from the View menu Synchronizing all participant views 236 You can synchronize the display of a shared page slide or whiteboard in all participant content viewers
375. w 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 Host or Presenter view Audio Participant Mee My Desktop File Including video Ctrl Alt O Application Whiteboard Ctrl Alt N Web Content Web Browser Remote Computer My Meeting Window Pause or resume sharing More Control full screen view of shared software More on page 267 Synchronize views More on page 270 267 Chapter 14 Sharing Software Participant B Notes Control your view of shared software More on page 272 Close your sharing window Audo Conference More on page 273 Manage Panels Ask to Control Full Screen Mashing Info Fit in Viewer Fit to Wih Return ta Meeting Window 2 0 The presenter can control participant views of a shared desktop remote computer if available application or Web browser Participants can manipulate their individual displays of the shared software Pausing and resuming software sharing 268 Host or Presenter only While sharing software you can temporarily pause sharing to freeze attendees views If you want to return attendees to the Meeting window while sharing software pausing shared software conserves resources on your computer and bandwidth for your Internet connection This option is also useful if yo
376. w 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 Letting a participant annotate shared software Host or Presenter only You can let one or more meeting participants annotate a shared desktop if available application or Web browser You can let several participants annotate shared software at the same time 278 Chapter 14 Sharing Software To let a participant annotate shared software 1 On the Meeting Controls Panel select the Annotate icon lee le z Artign Partkipants che Recoder Anrotere The tools panel appears Annotation Tools x eT 7 0 A7 m 2 B Allow to Annotate r KA Stop Annotat
377. welcome message on page 16 Record the meeting on page 3 Invite more people on page 4 Remind invitees to join on page 10 Change presenters on page 10 Make someone else the host on page 13 Send a transcript on page 19 End the meeting on page 20 A host can often be a presenter For instructions on presenting information see Sharing Files and Chapter 1 Hosting and Managing a Meeting Whiteboards on page 221 and Sharing Software on page 249 Note For a more in depth understanding of how to navigate the meeting window go to _A quick tour of the meeting window on page 21 Interacting with other participants After you start or join a meeting the meeting window opens and on the right side you can see all participants who are in the meeting As other people join you will see their names appear in the list You can interact with other participants in the meeting in different ways depending on your role host Windows View who s in the meeting Use video to see others and have them see you on page 187 Make someone else the presenter on page 11 Chat with a specific participant Invite someone else on page 4 or remind an invitee on page 10 to join the meeting Chapter 1 Hosting and Managing a Meeting participant View who s in the meeting Mac Use video to see others and have them see you on page 187 Chat with a specific participant Ma
378. word if any and a link that the participantcan click to join the meeting Chapter 1 Hosting and Managing a Meeting To send an email invitation ENTS i From the Quick Start page Open the Invite and Remind dialog box t g es 1G 2 On the Email tab do one of the M Email Phoe sms Rerin following O Enter one or more email addresses and select Send to have WebEx send the invitation emails O Click the link to send invitations using your own email program MS Outlook or Lotus Notes only Oe ate addresses HEN Commas oF sericoinns Meebeg UPL Httosi igo wrebey com gofe pho t WMibEvent Lopy Inviting people by phone to a meeting in progress You can invite people by phone to a meeting in progress To invite people by phone open the Invite and Remind Es te dialog box Ena Phane SMS m iid 2 On the Phone tab enter the invitee name and phone number 3 Select Call Inmtee Name Phone user 1 Souniry Reger Phone Number i Meeting LaL https go weben com ga e chp AT WwhMiBEvert Capy Chapter 1 Hosting and Managing a Meeting You can speak to the invitee privately then add the invitee to the general meeting If you are not yet connected to the audio conference the invitee receives a phone call to join the audio conference Inviting people by text message SMS to a meeting in progress You can invite people by text message SMS to a meeting in progress This feature mu
379. 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 348 215 Chapter 11 Managing Meeting Recordings Editing 216 Note If you recorded a meeting using the WebEx Network Based Recorder NBR the WebEx server automatically uploads the recording file with an arf extension to the appropriate tab on the My Recorded Meetings page once you stop the Recorder You do not need to upload it yourself To upload a recording file 1 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 217 Click Save information about a recorded meeting You can edit information about a recorded meeting at any time To edit information about a recorded meeting 1 Go to the My Recordings page or the My Recorded Meetings page For details see Opening the My Recordings page on page 347 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 217 Click
380. x 2 Click the More button in the row of the recording that you want to edit 3 Click Modify a Download ah Modify k Disable R Re assign La Delete What you can do here Edit general information about a recording including the topic and description Require a password to play or download the recording Options on this page Topic Description Recording file Duration File size Set password Confirm password 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 351 Chapter 18 Using My WebEx Playback control options 352 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 that is stored on the WebEx network Determines how much
381. xample you can add attendees change the Personal Conference number account for this meeting or change the date time and duration Cancel the meeting Add this Personal Conference meeting or MeetingPlace Personal Conference meeting 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 Return to the meeting calendar Start the online portion of the Personal Conference meeting This button is only available after you have started the audio portion of the Personal Conference meeting Does not apply to MeetingPlace Personal Conference meetings About the Personal Conference Meeting Information page for attendees This page provides the details about Personal Conference meeting or MeetingPlace Personal Conference meeting 154 Chapter 5 Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting What you can do on this page Review the date time duration and other helpful information about thePersonal Conference meeting or MeetingPlace Personal Conference meeting Click the More Info link to see the meeting number audio conference information and meeting password This information can help you join the audio portion of the Personal Conference meeting or the MeetingPlace audio conference Add the meeting to your calendar if you h
382. xes Invite and Remind Preferences Meeting Options Participant Privileges 35 Chapter 1 Hosting and Managing a Meeting Note You can also use Ctrl Tab to navigate between open documents on page 32 in file sharing and navigate between panels on page 33 in the meeting window Switching between elements in dialog boxes or panels 36 When you open a dialog box or a panel you can switch between the elements using the Tab key Each dialog box or panel will have an initial focus area from which you can begin navigating For example if you open the Audio Conference dialog box here is how the Tab key guides you through the elements Audio Conference The first time the Audio Conference dialog box opens the initial focus is Use your phone o computer to join this audo conference on Use Phone Continually selecting Tab moves the gt Use Phone initial focus focus through the elements and eventually back to Use Phone 2 v Use Computer for Audio o est pecker ore 5 When the focus is on an element that can be expanded or a drop down box select Enter to expand and view the information Audia Conference lt f you have expanded a drop down box use the down arrow key to Use you phone or computer tojon ths audo conference move the focus through the drop down list of options Select Esc to dismiss the drop down list 1 10085667646 Office 14156099785 Cof 300560764
383. y accessible pages on your Meeting Center Web site by setting up an unlisted meeting If a meeting is unlisted the meeting details such as its host topic and starting time are not available on the calendar and other places This additional security may help prevent unauthorized access to the meeting To join an unlisted meeting a participant must provide a unique meeting number If you invite a participant to an unlisted meeting the participant receives an invitation email message that includes complete instructions for joining the meeting including the meeting number and a URL that links directly to a Web page on which the participant can join the meeting What are tracking codes Your site administrator can include tracking codes in the Advanced Scheduler Tracking codes may identify your department project or other information that your organization wants to associate with your meeting Tracking codes can be optional or required depending on how your site administrator sets them up How can learn more 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 97 Chapter 4 Scheduling a Meeting About the Date amp Time page 98 How to access this page On the navigation bar click Host a meeting gt Schedule a meeting gt Date amp Time Retum to Quick Scheduter Meeting dat
384. y time The size of the recording The date and time the recording was created The length of the recording The format of the recording file A recording file can be in WebEx Advanced Recording Format ARF or WebEx Recording Format WRF You can also store recording files that are in Windows Media Audio Video WMV or Shockwave Flash Object SWF format Lets you play the recording available only for recording files with an arf extension that were recorded by the Network Based Recorder If playback of the file requires a password you must provide the password Lets you send an email to share this recording with others Displays a menu with more options for your recording B Download Lets you download the recording to your local computer If downloading the file requires a password you must provide the password ET Modify Lets you edit information of the recording For details see About the Add Edit Recordings page on page 350 Disable Lets you disable the recording in all locations 4s Delete Lets you delete the recording from this page Lets you upload a new recording For details see Uploading a recording file on page 347 and About the Add Edit Recordings page on page 350 Indicates that a recording is password protected Chapter 18 Using My WebEx About the My WebEx Files gt My Recordings gt Miscellaneous page How to access this page Log in to your WebEx service Web
385. 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 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 64 Chapter 3 Using the Calendar To display a list of only meetings that require registration 1 2 Select the Today Upcoming Daily or Weekly tab Select the Show only meetings that require registration check box The list of meetings that require registration displays accordingly for the tab Selecting a date on the meeting calendar You can view a list of scheduled meetings for any date on the meeting calendar To display a list of scheduled meetings for the previous or next day 1 If you have not already done so open the meeting calendar For details see Viewing the m
386. ynchronizing your view of pages slides or whiteboards cccccceceeees 242 Sharing Web Contenti seeen aie a aaaea a aaa aai 245 About sharing Web COMIN secs vies aces pieces ese edz ececedus ecupeseus jee sceeegeeesas vaassdeeasepeciness 245 Sharing Web Conte nt eeecececeecceeeeeeeeeeeseeaeeeeeeeeeeeeessaaaeeaaeeeeeeeeeessneeeaaeeeeeees 246 Differences between sharing Web content and sharing a Web browser 246 Sharing Software sveisieseseseecececevesaressvecawecsverevassuessweusencanetaweranedduevaceteievaneusnareretsvereneden 249 Sharing applications jaca siscicietcesreeiieecsenaetien eenepedicas aebace veveeesxneueducuncorieceeree aieveddeeceneucteds 250 Starting application sharing 2 2 0 cceceeee cece eeeeeee eee eeeeeeeeeeeeeaeeeeeeeeeeeeeeeeeeneeeeeeees 251 xi Sharing several applications at ONCE cccceeeeeeeeeeeeeeeeeeeeeeeeeeeseseneeeeeeeeees 252 Stopping application sharing for all participants cccccccceeceeeeeeeeeeeeeeeeees 253 Sharing your desktop sapeceicscensteschiensed ce cecrenscin ttdnearen decerteidcardaidinerdac idaictnsiadueatneueneacutcinas 254 Starting desktop sharing cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaaaaeeeeeeeeeeeeessnaeeeeeeeeees 254 Stopping desktop sharing cccccceceeeeeeeeeeeeeeeeeeeeeeeeseeeaeeeeeeeeeeeeseeeeeneeeeeeees 255 Sharing a Web DI OWS EN decicersircetcastt antucueidetwnastinstuantidetmaubbantsanaedntwaetOcetnanebdabu
387. 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 327 Chapter 18 Using My WebEx About the My WebEx Meetings page Monthly tab 328 How to access this tab On your WebEx service Web site click My WebEx gt My Meetings gt Monthly tab Options on this tab S Language link Time zone link Month E Week Number link Week 10 Day link 3 The meetings you host The meetings you are 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 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
388. you want to attach to the transcript and then click OK The transcript email message opens 3 Review the email message and make any changes that you want 4 Send the email message Note The transcript is sent to all participants who provided their email addresses when joining the meeting whether or not they are still attending the meeting when you send the transcript Audio only participants will not be listed in the transcript For security purposes a participant who receives a transcript email message cannot see the email addresses for the other participants The transcript contains notes only if you are the meeting host the public note taker or the closed captionist and you have saved the notes to a file If all participants can take private notes the transcript email message does not include your private notes and the option to attach your notes in a file is not available If you saved notes or closed captions to a file the transcript email message and the attached notes file contain the latest version of notes that you saved If you are the meeting host and end the meeting and you have not sent a transcript a message appears asking you if you want to send a transcript Using My WebEx get an overview of My WebEx 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
389. ywhere 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 MC_About My WebEx2 Address book Lets you keep information about your personal contacts on your WebEx service Web site Using your address book you can quickly access contacts when inviting them to a meeting User profile Lets you maintain your account information such as your username password and contact information Also lets you specify another user who can schedule meetings on your behalf set options for your Personal Meeting Room page and manage scheduling templates Personal Conference numbers Optional feature Lets you create Personal Conference number PCN accounts which you can use to set up the audio portion of your Personal Conference meetings 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 A

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