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WebEx Meeting Center User Guide

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1. Hiding the contents on a shared remote computer s screen 240 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 Chapter 14 Sharing Software Note Ifyou 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 Login to the computer Log out from the computer Lock the computer Unlock the computer To send a Ctrl Alt Del command to a shared rem
2. Chapter 18 Using My WebEx Language link Time zone link Week link q E The meetings you host The meetings you are invited to Show past meetings Day link Friday Time Click to open the Preferences page where you can select the language setting for your WebEx service Web site Click to open the Preferences page where you can select the time zone setting for your WebEx service Web site The beginning and ending date for the weekly list of meetings Click the Previous Week icon to display a list of meetings for the previous week Click the Next Week icon to display a list of meetings for the next week Click the Calendar icon to open the Calendar window for the current month Click on any date to open its schedule in the Daily view Shows a list all of the online meetings or Personal Conference meetings that you are hosting Shows a list all of the meetings or Personal Conference meetings to which you have been invited Select to include concluded meetings in the list of meetings Opens the Daily view which shows the scheduled meetings for the selected day 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 displa
3. Setting up a recurring meeting on page 125 Using meeting templates on page 121 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 Use this one page scheduler to set up a meeting with just a few mouse clicks Your site administrator decides whether your site displays the Quick Scheduler or the Advanced Scheduler a wizard that helps you step through the process of selecting meeting options If your site displays the Advanced Scheduler automatically you can easily switch to the Quick Scheduler Simply click the Return to Quick Scheduler link at the top of the Required Information page About the Quick Scheduler page 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 70 Chapter 4 Scheduling a Meeting To set advanced meeting options goto Advanced Scheduler EA pagared iehi Meting topit Password Confirm password Date November 12 208 m Time 4 ia lt Oam pm San Francksco Time Duration 1hr MOm Beating will conina amil hort emdi H Attendees Separate email addresses with a S PEE S conma r semicolon gt El Send a copy ofthe invitation email to me Audio conlaramce WebEx
4. 3 Inthe meeting list under Status click one of the following Start Appears if the meeting is not in progress Join Now Appears if you allowed participants to join the meeting before its starting time and participants have already joined the meeting The Meeting window appears Starting a meeting from your iPhone A meeting 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 119 Chapter 4 Scheduling a Meeting Canceling a scheduled meeting 120 You can cancel any meeting that you have scheduled Once you cancel a meeting you can choose to send a cancellation email message to all attendees whom you invited to the meeting Canceling a me
5. For more information about the different types of questions see Creating poll questionnaires on page 265 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 a al x 6 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 2 g Hx t4 Windows JL Mac To rearrange questions or answers Select the question or answer by clicking it and then click the Move Up or Move Down icon as appropriate sath x r 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 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 Ifyou use Windows click Options at the bottom of your Polling panel Ifyou use the Mac click this button on the lower right portion of the Polling panel f Clear All Open Poll 2 Inthe dialog box that appears select Display and then type the length of time in the Alarm box 3 Click OK a Re e i oe Opening a poll After you finish preparing a poll questionnaire you can open the poll If you prepared your questionnaire in adv
6. Go to the My Recordings page For details see Opening the My Recordings page on page 319 Click the appropriate link for your recording type Meetings Events Sales Meetings Training Sessions Miscellaneous Open the Share My Recording window Click the following icon for the recording that you want to share with others E 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 i eam Bapa Haea E Send a copy of the eras io me Tour mea ge pOpalonal The Sofioenng meronda al be pent io the recess Mut meeting SR 4E dune 2 28 tA an San Freecesco Tene Guat 3 runs Select recipients for your email 321 Chapter 18 Using My WebEx 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 322 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 File
7. In the 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 Note Ifyou 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 Ifyou 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 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 it including its starting time topic agenda attendee list and so on 135 Chapter 5 Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting 136 If you update any information about the Personal Conference meeting or MeetingPlace Personal Conference meeting including adding
8. To specify note taking options for Windows 1 Inthe Meeting window on the Meeting menu choose Options The Meeting Options dialog box appears with the General tab selected by default 2 Select the note taking option you want and click OK To turn the notes option on or off check or uncheck the Notes check box To turn the closed captions option on or off select or clear the Enable Closed Captioning check box To specify note taking options for the Mac 1 On the Meeting Center menu select Preferences 2 Select Tools 3 Select the note taking option you want and click OK Chapter 17 Managing and Taking Notes To turn the notes option on or off check or uncheck the Notes check box To turn the closed captions option on or off check or uncheck the Enable Closed Captioning check box Note Once you change the notes option any published notes or closed captions are removed from each participant s Notes or Closed Caption panel Be sure to ask participants to save notes or 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
9. What you can do here View information about the recording Play back the recording Chapter 18 Using My WebEx Send an email to share the recording with others Download the recording Enable or disable the recording Open the Edit Recording page on which you can edit information about a recording Options on this page Option Topic Create time Duration Description File size Create time Status Password Stream recording link Download recording link Send Email Description The name of the recording You can edit the topic at any time The time and date the recording was created The length of the recording A description of the recording The file size of the recording The date and time at which the recording was created The status of the recording The possible options are Enable or Disable Indicates whether a user must provide a password to view the recording Clicking the link lets you play the recording available only for recording files with the arf extension that were recorded by NBR Clicking the link lets you download the recording Clicking the button lets you play the recording available only for recording files with the arf extension that were recorded by NBR If you want to download the recording you can also click the link for downloading under Play Recorded a meeting Now Clicking the button opens the Share My Recording window which a
10. 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 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 223 Sharing Software Sharing a tool like a software application works differently from sharing a document or presentation When you share software during a meeting a sharing window opens automatically on all participant screens You can show in this special sharing window an application for example you want to edit a document as a group or show your team how a tool works computer desktop for easily sharing several applications at once and for sharing file directories open on your computer web browser useful for sharing particular Web pages with participants or showing a private intranet any application or the desktop on a remote computer with Access Anywhere installed on it for example you are on the road and the computer in your 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 d
11. Phone number SountwRegon Amea orcity code Mumber Extension boo oe IO Phone number for mobile device CountwRegion Aea orcity code Number Esencan a a a Fax number SountwRegion Amea orcity code Mumber Extension a 9 Address 1 Addrass2 City State Province IP Postal code Country Region User name FO if known Notes E Add Cancel 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 334 Note You cannot add contacts to your Company Address Book Ifyou want to add multiple contacts you can them all at once instead of adding one contact at a time For details see Importing contact information in a file to your address book on page 335 333 Chapter 18 Using My WebEx About the New Edit Contact page 334 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 Use this option 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 To Enter the contact s first and last name Enter the contact s email ad
12. The meetings you host v ld d road map Meeting status review meeting Meeting design review Meeting planning meeting Meeting Dare pn Requests Pending amp Requests Approved Lx Requests Rejected 2 Click one of the tabs to navigate to different views of the My Meetings page You can choose Daily Weekly Monthly or All Meetings 3 Optional Do either of the following To view the list of meetings to which you are invited select The meetings you are invited to from the list To include s in the view that have already occurred turn on Show past meetings 4 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 344 294 Chapter 18 Using My WebEx 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 293 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 c
13. Using caller authentication to Start OF join AN audio conference scssssssssssesescscecsesesesesesees 157 Specifying call in authentication for your host aCCoUnt ssesseessessesssessesssessesserssesseeseess 158 LSTA AU WIT PN Tl CVO LIN oesi E E 159 Editing or updating your stored phone NUMDELL cssssssssssssssscssscscssessssssscscscscscssssssssssssseeees 159 Chapter 8 Using Integrated Voice Conferences sccccccccsssssssccccccsscssccccccssssscccsssssccess 161 ASKING UO SID CAN ara E E E E EE EE N E E nanan 162 Allowing a participant tO GDCAK ssicicicsscsssssdeoecanvseeseonsarsaeioesestosnsdioesuersusessaneesaedosaessevnsdboseannseniaseiarseedbnones 163 SIS MAG I aO CNG ONE NCO eE E E NS 163 Muting and unmuting microphones in an audio conference ccsssssssssssssssesesesesescsesesescacsees 164 Muting and unmuting all participant microphones simultaneously 165 Understanding the speaker queue for a VOICE conference ccssssssssssssssscssscsescsescscscscscscsceeeees 166 Fine tuning your microphone and speaker settingS ss ssessessessessessesesseeseeseessessessessesseosessesss 166 Chapter 9 Sending and Receiving Video ssseccsssscccccsssccecccsseccecsossccecsssscceccsssseceesssseeeeso 169 EITE Aay a E E E aie 170 Switching to and from full screen VIEW scscsssssssssesscscscsescscsescscscsesesesesesesesesesesesesesesesesesseeesesesesess 171 Switch between a list or thumbnail view of par
14. 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 ee et a To see panel controls select the gray epee ae SS a down arrow button it is the last Prep Pma button dude rimer rate ad errad Oe O OOO Top Applic ae har imchronics bor 4 End Maer Synchronizing views of shared software Host or Presenter only 244 Chapter 14 Sharing Software 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 t
15. 203 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 204 For Windows users only Before you share a presentation you can choose one of the following import modes Universal Communications Format UCF The default mode Lets you display animations and slide transitions in Microsoft PowerPoint presentations In the UCF mode Meeting Manager imports 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 T
16. 3 Inthe Time zone drop down list select another time zone 4 Click OK Note Your time zone selection affects only your view of your Meeting Center Web site not other users views Ifyou have a user account all meeting invitations that you send automatically specify the meeting starting time in the time zone that you selected Ifyou select a time zone for which daylight saving time DST is in effect your Meeting Center Web site automatically adjusts its clock for daylight saving time Registering for a meeting from the meeting calendar If you did not receive an invitation email message for a meeting that requires registration you can register for it from the meeting calendar on your Meeting Center Web site About the Register for a Meeting page The Register for a Meeting page lists each meeting that requires registration Each page of the meeting calendar displays each meeting occurring on a given day that requires registration unless it is unlisted To select a scheduled meeting click the option button to the left of its topic Once you have selected a meeting you can click one of the following buttons on the button bar Click this button To Register Register for the meeting 59 Chapter 3 Using the Calendar Click this button To 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 m
17. 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 na appear oi Select an option for displaying shared content with attendees Better performance C Better image quality Cancel 4 oK 261 Chapter 14 Sharing Software 3 Select Better performance or Better image quality as appropriate Tips for sharing software 262 The following tips can help you to share software more effectively Application sharing only To save time during a meeting ensure that any applications you intend to share are open on your computer At the appropriate time during the meeting you can then quickly begin sharing an application without waiting for the application to start If 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 app
18. Delete Cancels any meetingsthat are currently selected in the list If you Click this link a message appears allowing you to confirm that you want to cancel the meeting Another message appears allowing you to inform any invited attendees that you canceled the meeting Does not apply to support sessions Maintaining Your Personal Meeting Room Page get an overview of your Personal Meeting About your Personal Meeting Room on page Room page 305 access your Personal Meeting Room page Viewing your Personal Meeting Room on page 305 add images and text to your Personal Setting options for your Personal Meeting Meeting Room page Room on page 306 share files on your Personal Meeting Room Sharing files on your Personal Meeting Room page on page 307 304 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 Vi
19. shared 239 sharing Flash files as Web content 224 poll results with participants 273 streaming audio as Web content 224 streaming video as Web content 224 Web browsers 224 Web content overview 223 sharing documents See documents shared 110 sharing window overview 227 shortcuts 371 for One Click Meeting downloading 184 shortcuts for One Click Meeting removing 190 shortcuts WebEx One Click panel downloading 184 slides in shared presentations adding 211 clearing annotations 216 clearing pointers 217 printing 220 software sharing See also software shared 227 software shared ensuring good imaging of color 262 using annotation tools 254 viewing 227 sorting meeting calendar 54 57 58 60 62 64 66 starting meeting before scheduled time 120 meeting from email message 120 Personal Conference meetings 135 remote computer sharing 235 teleconference only meeting 364 Web browser sharing 234 whiteboard sharing 208 starting a One Click Meeting from Meeting Center 186 from service Web site 186 stopping annotations on shared software 257 remote computer sharing 238 streaming audio sharing as Web content 224 streaming video sharing as Web content 224 Summary Usage report description 367 Summary Usage report CSV file description 367 T taking notes as single note taker 286 meeting minutes 286 372 personal 285 specify
20. 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 Back to List Clicking the button returns you to the recording list About the My Recorded Meetings page How to access this page Log in to your WebEx service Web site From the left navigation bar click My Files gt My Recordings 191 Chapter 11 Managing Meeting Recordings 192 What you can do here Manage upload and maintain 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 s
21. From the Information page you can access the properties of 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 oa i Upload file Available only for files Click this icon to open 7 the File Upload page on which you can select up to three files at a time to upload to a specified folder E Download file Available only for files Click this icon to download the file associated with it Link or option Shared Select All Clear All Delete Copy Move Chapter 18 Using My WebEx Description 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 4 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
22. 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 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 Chapter 4 Scheduling a Meeting Using the Quick Scheduler
23. Language link language setting for your Meeting Center Web site Click to open the Preferences page where you can select the time Time zonen zone setting for your Meeting Center Web site Click the Previous Week icon to display a list of meetings for 4 the previous week b 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 E current month Click on any date to open its schedule Show only meetings that Select to display only those meetings that require registration in require registration check the list of meetings box Day link Opens the Daily view which shows the scheduled meetings for the selected day Friday Chapter 3 Using the Calendar Time Topic Host or Presenter Duration P Join link iaj Register link Ed iy Start link 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 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
24. Options on this page Status Password Topic The name of the recording You can edit the topic at any time Create time The time and date the recording was created Duration The length of the recording Description A description of the recording File size The file size of the recording Create time The date and time at which the recording was created The status of the recording The possible options are Enable or Disable Indicates whether a user must provide a password to view the recording Chapter 11 Managing Meeting Recordings Option Description Clicking the link lets you play the recording available only for Stream recording link recording files with the arf extension that were recorded by NBR Download recording link Clicking the link lets you download the recording Clicking the button lets you play the recording available only for recording files with the arf extension that were recorded by NBR If you want to download the recording you can also click the link for downloading under Play Recorded a meeting Now Clicking the button opens the Share My Recording window which allows you to send an email message to selected a recipients inviting them to play your recording Send Email j a y If you want to send the email with your local email client instead click the link for using the email client under Share My Recording Modify Clicking the button opens the Edit Recording page
25. Print E Participant list Shere documents imoa ny document W Conbrol shared oa applicadors Save T Thumbnails Web browser of Any pane desktop remotely 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 145 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 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 146 To grant or remove a viewing privilege Comunale Participants Select the privileges hat you want to assy to al p Select or clea
26. Reset OK cancel 2 Restoring the panel layout If you have closed expanded or collapsed panels you can restore the display to the layout you specified in the Manage Panels dialog box 24 Chapter 1 Hosting and Managing a Meeting 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 E tor Windows t forthe Mac 2 Choose Restore Layout Accessing panel options Each panel provides a menu of commands related to the panel For example Expand Panel and Close Panel are two common commands for all the panels Depending on what operating system you are using access the commands for a panel by following these steps Windows Right click the panel title bar to see a menu of commands related to the panel Mac Select ctrl and then click to see a menu of commands related to the panel Participants Sound Alerts Lets you choose a sound to play when a participant Joins a meeting Leaves a meeting Selects the Raise Hand icon on the Participants panel Assign Privileges Displays the Participant Privileges dialog box Chat Sound Alerts Lets you choose the kinds of chat messages for which you want a sound to play Select a sound from the drop down list or click Browse to find a sound in a different location on your computer Assign Privileges Displays the Participant Privileges dialog b
27. Share Specify who can access this folder Do not share this folder This folder does not appear on your Personal Meeting Room page Thus visitors to your page cannot view the folder or access any files in it Share this folder This folder appears on your Personal Meeting Room The drop down list specifies which users can access the folder as follows Q 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 th
28. To reverse the sort order click the column heading To sort using another column click that column s heading Do one of the following as appropriate Ifyou are viewing a general meeting usage report and want to display the report in a format that is suitable for printing click Printer Friendly Format If you are viewing the usage report for a meeting and want to view the content in the report click the link for the meeting name 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 Index atp files 274 275 Cisco Unified MeetingPlace audio conferencing accounts 359 MeetingPlace Personal Conference 134 136 137 139 361 contact group 345 during meeting 16 during training session 278 event templates in meeting transcript 18 in meeting transcripts 18 to participants 18 updated information to attendees 119 files overview 313 for downloading during training session 278 in address book 345 in personal folders overview 313 information about 323 information about files 316 information about in personal folders 316 ucf files opening 219 saving documents 218 saving presentations 218 saving whiteboards 218 A Access Anywhere using 311 Access Anywhere Usage report description 367 access codes for personal conference number account spe
29. and files on page 310 2 Under 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 315 Chapter 18 Using My WebEx 316 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 Link or option Capacity Used Search for S Name Path Size Actions Description The storage space available for your files in megabytes MB The amount of storage space that your files occupy in megabytes MB Once this value exceeds your capacity you can no longer store files until you remove existing files from your folders Lets you locate a file or folder by searching for it You can search for a file or folder by text that appears in either its name or description To search for a file or folder type all or part of its name or description in the box and then click Search Click this button to refresh the information on the page The name of the folder or file Click a folder or file name to open the Folder Information page or File Information page
30. 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 303 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 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 QO 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
31. corm 1 408 123 4567 English C Usa Grantham lisag zilo corm 1 812 909 0004 English Lisa Wal lisw z7euss com 1 815 999 0888 English O Marcel Tillman mtilman protesh com 1 415 888 6644 English T Sallen Chen schen micolite com 1 812 534 1222 English Select All Clear All Delete Add Contact Add Distribution List 4 Inthe View drop down list select one of the following contact lists Personal Contacts Includes any individual contacts or distribution lists that you added to your personal address book If you have a Microsoft Outlook address book or contacts folder you can import its contacts to this list of contacts Company Address Book Your organization s address book which includes any contacts that your site administrator has added to it If your organization 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 331 2 Inthe View drop down list select Personal Contacts A list of contacts in your Personal Contacts list appears 332 Chapter 18 Using My WebEx 3 Click Add Contact The Add Contact page appears Full name required Email address ireguired Company Job tithe WAL if known
32. microphone PO 2 change the volume on your speaker or microphone 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 154 Participants a You can switch from using your computeras your Sneaking audio device to using your telephone at any time during the audio conference More on page 153 i ci Rebecca Cox Host rei ck a 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 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 Swit
33. 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 percentage select the downward pointing arrow to the left of the Zoom In Zoom Out button and then choose the percentage i Full Screen To adjust the size of a page slide or whiteboard within the content viewer On the toolbar select the downward pointing arrow to the left of the Zoom In Zoom Out buttons Choose a viewing option Fit In Viewer Fit to width Full Screen a 4 View 7 211 Chapter 12 Sharing Files and Whiteboards 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
34. 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 206 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 Ele Edt Shane yew Audo Barbopart Meeting Help Select the down arrow Duick Start Mantra Into Customer Care E to view remaining tabs T SO Ae Me a a Dad retra 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 F slide _ left arrow to see the previous page or 7j 4 ite gt slide i 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 2 You can advance pages or slides automatically at a time interval that you specify For details see Advancing pages or slides automatically on page 207 Ifyou your presentation includes animations or slide transitions you can
35. permission to another user see Allowing another user to schedule meetings for you on page 126 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 79 Chapter 4 Scheduling a Meeting Choosing a level of security for a scheduled meeting When scheduling a meeting you can provide security for the meeting using these means Require a password Attendees must provide 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 your Meeting Center Web site to join the meeting Thus attendee
36. personal teleconference number account 365 shortcuts for One Click Meeting 190 WebEx One Click from computer 190 reports generating 368 generating overview 367 types of 367 resizing content viewer 26 panels 26 restricting access to meeting 17 right click menu of taskbar icon shortcut 186 S saving annotations on shared software 257 documents shared 218 notes to file 287 poll questionnaires 274 presentations shared 218 shared documents 218 shared presentations 218 shared whiteboards 218 whiteboards shared 218 scheduled meetings adding attendees 119 changing agenda 119 changing day and time 119 editing 119 scheduling meetings and Microsoft Outlook 81 Attendee Privileges page overview 114 enhancing security 81 for someone else 128 requiring password 81 selecting document to share 110 scheduling templates about managing 356 screen capture taking of annotations on shared software 257 screen resolution reducing for shared remote computer 240 searching 57 for contacts in address book 343 for files in personal folders 317 for meeting on meeting calendar 57 Session Detail report description 367 setting up for Access Anywhere 311 for remote access 311 One Click Meeting 180 Personal Conference meetings 134 setting up One Click Meeting on service Web site 180 shared remote computer See remote computer
37. se as your audio device to using your 3 Peak ING ast l peaking Becky Cox Host computer at any time during the audio UU Becky Cox Host me m 4 conference More on page 153 Audio a 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 151 Chapter 7 Using WebEx Audio Using your computer to connect to audio 152 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 1 Select the arrow 2 Select Call Using Computer Note If this is your first time connecting to a meeting with your computer a wizard appears to fine tune your sound settings on page 153 Pe Ma sie 4 _ hua a 1 ee F T ai After you are connected to your Using Computer for Audio meeting you can 1 mute or unmute your speaker or
38. 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 158 If you have a host account and your site is enabled for call in authentication you can set authentication for any phone number listed in your user profile Your call will be authenticated by mapping your email address against specified phone numbers in your profile whenever you dial into a CLI caller line identification or ANI automatic number identification enabled audio conference to which you have been invited by email Note Caller authentication will only be available if you have been invited to a CLI ANI automatic number identification enabled audio conference by email during the meeting scheduling process Caller authentication will not be available if you are dialing in to a CLI ANI enabled audio conference from an invitation other than email from an email invitation originated during the meeting To specify call in authentication for your host account 1 Login to your Meeting Center Web site 2 On the navigation bar click My WebEx 3 Click My Profile The My WebEx Profile page appears 4 Under Personal Information select the Call in authentication checkbox beside any phone number for which you want dial in authentication 5 Click Update Chapter 7 Using WebEx Audio Usi
39. Computer The name you have assigned to your remote computer The status of your remote computer Available the 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 Aauilcation allowed to access based on what you specified during set up PP It may be Desktop if you set up your desktop for access or it may be a specific application name If the computer is available for access you can click the Status Connect link to connect to your remote computer Removes the selected computer from the list of remote eae computers Chapter 18 Using My WebEx Sets up the current computer for Access Anywhere and adds gt et Up Computer Download manual installer software get an overview of your personal storage space for files open your personal storage space for files create new folders to organize your files upload files to your personal folders move or copy files or an entire folder to another folder change information about files or folders including their names or descriptions search for files or folders in your personal storage space for files download files in your personal storage space to your computer share or publish files in your personal folders on your Personal Meeting Room so others can access them remove files or folders from your personal folders it to the list o
40. REMOVING a participant from a meeting ccssscscssesesesesesesesesssssssssessssssssssseesesseeseseseseseseseseeseseseseers 17 Leaving a Ne ale aeaa E O E A E N AO 17 Sending a meeting transcript to participants ssesessessesseseesessessesseseeseosessesseseesessesseseeseosessesseseeseos 18 ENGINI ai CE eaa E E E E E 19 A Quick Tour of the Meeting Window ssessessessessesseesesseeseeseeseeeessessessesseoseoseoseoseeseeseeseessesessessessesss 20 Working WITH panels sursei iinn E E E EEE 21 Using panels to interact with other participants ssessesseseesessessesseseesessesseseeseeseosesseseeseeses 22 Manamo panel esea E E 24 Restoring the panel layOUut ss ssessesseeseessessessessessessessessessessessessesseoseoseeseeseeseeseessessessessessesseosessesss 24 PAG CSS SING AIM SLO OOS aia A A E E E A 25 Resizing the content viewer and panels area ssesseseesessessesseseesessesseseeseoseosesseseeseosessesseseeses 26 Accessing panels from the Meeting Controls Panel ssessessessessessessesseeseeseeseeseeseeseessessessess 27 Viewing PV Cl AUC uermentenem n r N 28 Accessing the meeting window using the keyboard s sssessessessessessessessesseosesseeseeseessessessessessesss 29 Navigating between meeting WINKOW ar aS ssesseseesessessesseseesessessesseseeseosesseseesessessesseseeses 30 Navigating between open dOocCUMentS sessessesessessesseseeseesessesseseeseosesseseeseeseosesseseeseoseoses
41. Unified MeetingPlace audio conferencing account assigned to you With your account 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 password that can be used to authenticate your account You can also synchronize your account settings for your WebEx and Cisco Unified MeetingPlace accounts Adding or editing a Personal Conference number account You can add up to three Personal Conference number PCN accounts You can edit a PCN account at any time to change the following The access code that you want to use to start 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 Login to your WebEx service Web website and then select My WebEx 2 Select Personal Conferencing The Personal Conferencing page appears 355 Chapter 18 Using My WebEx Your Personal Conference Numbers are Call in tolres number US Canada 1650420858 Show all toll free dialing restrictions Call in tall number US Canada 1 85020855 Backup call in tall number US Canada 1 450 4201a58 Pil Account 1 Dietault Host access code 004 7603 Attendee acce
42. 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 numbers About the My WebEx Profile page How to access this template On your WebEx service Web site click My WebEx gt My Profile What you can do here Manage the following Account information Personal information Partner integration options Scheduling templates does not apply to Support Center Personal Meeting Room information Meeting options Web page preferences including your home page and language Support Center CSR Dashboard options Support Center only 345 Chapter 18 Using My WebEx 346 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 lette
43. 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 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 137 Chapter 5 Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting 3 In the message box click Yes or No as appropriate If you click Cancel in the message box the meeting is not canceled The Personal Conference Meeting Deleted page appears Optional If you added the Personal Conference meeting to your calendar program such as Microsoft Outlook on the Personal Conf
44. 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 On the content viewer toolbar select the Full Screen icon To return to a normal view On the Meeting Controls Panel select the stop icon to return to the main window Viewing thumbnails 212 You can view thumbnails of the shared pages slides and whiteboards that appear in the content viewer Thumbnails provide 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 On the content viewer toolbar select Show Thumbnails from the View menu Chapter 12 Sharing Files and Whiteboards E Fullscreen 15 GS view Thumbnails of all pages or slides in the selected document presentation or whiteboard appear in the thumbnail viewer in the left column Darn Wiehe Meet Lei boot Siar e es ee i i puch es sg Hiro ijai Quack Start Mcutnginio Giciomat Cae hate oy Pert wed ieee het f nea epi SEE ES E e REC E z ET artir iparts paking 2A Q Robota Cos Host ma ms Initiatives on m a m J Quali
45. a meeting in progress Why should I request that attendees check their systems for UCF compatibility When scheduling a meeting you can add a request to invitation email messages for attendees to verify that the following components are installed on their computers for playing Universal Communications Format UCF media files Flash Player for playing a Flash movie or interactive Flash files Windows Media Player for playing audio or video files Chapter 4 Scheduling a Meeting 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 I learn about the fields on the Invite Attendees page Click the Help link in the top right corner of the Invite Attendees page or review About the Invite Attendees page Can I
46. account 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 PCN 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 358 Account x Allows you to add a new Personal Conference number PCN accounts or view and edit information about each of your PCN accounts Add account Opens the Create Personal Conference Number page on which you can 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 337 Chapter 18 Using My WebEx Edit 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 Conference Number on page 358 Delete
47. 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 2 Ifthe Send Transcript dialog box appears select the check box for each file that you want to attach to the transcript and then click OK The transcript email message opens 3 Review the email message and make any changes that you want 4 Send the email message Note The transcript is sent to all participants who provided their email addresses when joining the meeting whether or not they are still attending the meeting when you send the transcript Audio only participants will not be listed in the transcript For security purposes a participant who receives a transcript email message cannot see the email addresses for the other participants The transcript contains notes only if you are the meeting host the public note taker or the closed captionist and you have saved the notes to a file If all participants can take private notes the transcript em
48. appears including any distribution lists that you have created The Distribution List indicator appears to the left of a distribution list CER Planning Committee 341 Chapter 18 Using My WebEx Under Name select the name of the distribution list The Edit Distribution List page appears Name Distributors Required SuperGizmo distributors a for Western Region Member Search Go Personal contacts Description Use Ctrl to select multiple users Christine Huliste Lisa Grantham Marcel Tillman Add gt 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 342 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 342 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 Use this option Name Description Search Index Add gt lt Remove Add Contact Add Update TO Enter the name of the distribution list For example if you want to add a distribution list that includes members of your company s sales department you might
49. appears next to a column a heading and the meetings are sorted by the column in ascending order The Descending Sort indicator appears next to a column J heading and the meetings are sorted by the column in descending order Date amp Time Lists the date and starting time of the meeting Lists the scheduled meetings by name Click the topic name to Topic et get meeting information Host or Presenter Lists the host or presenter for the meeting Duration Lists the scheduled length of the meeting 67 Chapter 3 Using the Calendar G Indicates that the live meeting is in process Join link Click the link to join the Meeting Center from the Meeting ua Information page 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 Li End link Host only Click to end your meeting 68 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 f
50. audio conference More on page 148 switch audio connection modes More on page 153 ask to speak More on page 156 mute or unmute your microphone More on page 154 use caller authentication to join the conference More on page 157 edit or update phone numbers in your user profile More on page 159 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 Joining or leaving an audio conference Once you start or join a meeting that uses WebEx Audio the Audio Conference dialog box appears automatically on your screen 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 148 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 WE 1 Use Phone You can call in or have the meeting call you More Lise Our a or computar bo join this audio conference f Paai airina i 2 Use Computer for Audio Select the arrow then choose Call using 7 Herron oD i Computer More on page 152 Le Join the beleconine
51. 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 AA z a ka recy ahs Assign Participants Chat Recorder Annotate w Make Presenter Pass Keyboard and Mouse Control Auto Accept All Requests dl Fa Allow to Annotate Testing Deeps 259 Chapter 14 Sharing Software 2 On the menu that appears choose Pass Keyboard and Mouse Control A menu appears containing a list of all participants in the meeting A check mark appears to the left of the participant who has remote control 3 Choose the participant s name to remove the check mark and cancel the selection Sharing applications with detailed color Windows 260 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
52. 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 262 Sharing several applications at once 228 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 currently running Select the Share button Each application you have open on your desktop Tree 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 Ifthe 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 The Share button to the right of Pau
53. drop down list select a month To view the calendar for a specific year in the drop down list select a year 55 Chapter 3 Using the Calendar 56 Su Mo Tu We Th Fr Sa 3 Click the date for which you want to view a list of meetings The Daily view for the date that you selected appears For details about the options on the view tabs see the following About the Today view on page 60 About the Daily view on page 62 About the Weekly view on page 64 Note You can use this procedure on the Register for a Meeting page as well To display a list of meetings for a specific date using the Monthly view 1 Ifyou have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 54 2 Click the Monthly tab 3 Click the forward or backward arrow to navigate to the list of meetings for the next or previous month d December 2010 P 4 Click a date for which you want to view a list of scheduled meetings The Daily view appears for the date that you selected Note Only dates on which an icon appears have at least one scheduled meeting For details about the options on the Monthly view see About the Monthly view on page 65 Chapter 3 Using the Calendar Searching for a meeting on the meeting calendar On the meeting calendar you can locate a meeting by searching for text in the name of the host or presenter meeting topic or meeting agenda You cannot search f
54. folders to a computer and then share the file with attendees If you share a folder visitors to your Personal Meeting Room page can upload files to or download them from the folder For example you can use your personal folders to exchange documents that you share in your sessions archive recorded meetings and so on For more information about your Personal Meeting Room see About your Personal Meeting Room on page 305 Opening your personal folders documents and files 310 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 2 Log in to your WebEx service Web site and then click My WebEx 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 Chapter 18 Using My WebEx My Event Recordings available only in Event Center My Training Recordings available only in Training Center My WebEx Files Welcome Marie Brooks ar pa My Documents My Recordings AEI Search Capacity 50000 MB Used 729 KB Name Description Size Actions Shared Bifo Folder 729 KB wW wc rR amp E gt D advertisement gr a3 KE i ci a BD Ceos 2KB f co a E C pictures 401 KE tf CO DO e
55. 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 339 Chapter 18 Using My WebEx If the entire list of contacts does not fit on a single page view another page by clicking the links for the page numbers Sort your personal contacts or company address book by name email address or phone number by clicking the column headings 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 331 2 Click Add Distribution List The Add Distribution List page appears Disini barii Liat Drebi o Harmii Cason i j Caan Gal Pein ria Tpke riis Indai 4 Giri Sji dFamenve Ade Coie Ade Cenom 3 In the Name box type the name of the group 340 Chapter 18 Using My WebEx Optional In the Description box type descriptive information about the
56. for a meeting that requires registration you can register for the meeting from the message 44 Chapter 2 Joining a Meeting To register for a meeting from an invitation email message 1 2 3 4 Open your invitation email and then click the link to register for the meeting On the Meeting Information Topic page that appears click Register The Register for Topic page appears Provide the required information 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 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 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 meet
57. host role 14 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 Chapter 1 Hosting and Managing a Meeting r Reclaim Host Role Host ke OF 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 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
58. 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 Agenda Displays the Agenda page where you can view the meeting s detailed agenda provided by the host Adds the meeting to your calendar program such as Microsoft Outlook Your calendar program must support the iCalendar standard a common format for exchanging calendaring and scheduling information across the Internet Obtaining information from an email message If you receive an email invitation for a meeting you can view the meeting information from the email message Chapter 2 Joining a Meeting To obtain information about a meeting from an invitation email message 1 2 Open your invitation email message and then click the link The Meeting Information appears 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
59. manage scheduling templates 1 Log in to your WebEx service Web site For details see Logging in to and out of the WebEx service site on page 292 On the navigation bar click My WebEx Click My Profile The My Profile page appears Under Scheduling Templates select a template in the list Scheduling Templates celect multiple templates MC Registration Required Getinfo MC Staff Meeting MC Markting Team Meeting Edit Delete SelectAll Option Topic Create time Duration Description File size Create time Status Password Stream recording link Download recording link Delete Chapter 18 Using My WebEx Description The name of the recording You can edit the topic at any time The time and date the recording was created The length of the recording A description of the recording The file size of the recording The date and time at which the recording was created The status of the recording The possible options are Enable or Disable Indicates whether a user must provide a password to view the recording Clicking the link lets you play the recording available only for recording files with the arf extension that were recorded by NBR 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 recordin
60. meeting to your calendar Adding a scheduled meeting to your calendar program on page 116 make changes to a scheduled meeting Editing a scheduled meeting on page 117 start a scheduled meeting Starting a scheduled meeting on page 118 cancel a scheduled meeting Canceling a scheduled meeting on page 120 Adding a scheduled meeting to your calendar program 116 Once you schedule a meeting you can add the meeting to your calendar program such as Microsoft Outlook This option is applicable only if your calendar program supports the iCalendar standard a common format for exchanging calendaring and scheduling information across the Internet To add a scheduled meeting to your calendar 1 Do one of these tasks as appropriate On the Meeting Scheduled page click Add to My Calendar On the Meeting Updated page click Update My Calendar On the Meeting Information page for the meeting click Add to My Calendar In the confirmation email message that you receive once you schedule or edit a meeting click the link to add the meeting to your calendar A meeting item opens in your calendar program 2 Select the option to accept the meeting request For example in Outlook click Accept to add the meetingitem to your calendar Note Ifyou cancel a meeting the Meeting Deleted confirmation page and the confirmation email message that you receive contains an option that lets you remove the meeting from your calendar program I
61. meeting to your calendar program If you want to See get an overview of adding a scheduled About adding a meeting to your calendar meeting to your calendar program program on page 50 add a scheduled meeting to your calendar Adding a meeting to your calendar program program on page 50 About adding a meeting to your calendar program You can add a scheduled meeting to your calendar program such as Microsoft Outlook This option is applicable only if your calendar program supports the iCalendar standard a common format for exchanging calendaring and scheduling information across the Internet You can add a meeting to your calendar from either The invitation email message that you receive from the host The Meeting Information page for the meeting which you can access by clicking the link for the meeting on the meeting calendar or on the host s Personal Meeting Room page Adding a meeting to your calendar program 50 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 Chapter 2 Joining a Meeting 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
62. meetings quickly in the future 3 Select the meeting on the My Meetings page 4 Select Join Meeting on the menu 43 Chapter 2 Joining a Meeting Registering for a meeting If you want to See get an overview of registering for a meeting About registering for a meeting on page 44 register for a meeting from an invitation email Registering from an email message on page message 44 register for a meeting from the meeting Registering from the meeting calendar on calendar on your Meeting Center Web site page 45 register for a meeting from the host s Registering from the host s personal page on Personal Meeting Room page page 46 About registering for a meeting If a meeting host invites you to a meeting that requires registration you receive an invitation email message The email message contains a link that you can click to register for the meeting If you did not receive an email invitation to a meeting that requires registration you can register for the meeting on either The meeting calendar on your Meeting Center Web site The host s Personal Meeting Room page on your Meeting Center Web site if the host gave you the URL or Web address for the page Registering from an email message Registering from the meeting calendar Registering from the host s personal page Obtaining information about a scheduled meeting Registering from an email message If you received an invitation email message
63. 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 profile The PIN can also be used to provide a secondary level of authentication for calls where the host is using the phone and may need to invite additional attendees Other personal Enter any personal information that you want to maintain in your information options profile Partner integration options Your site administrator can set up custom links to the Web sites of your company s partners and then display the links on the My WebEx navigation bar For example if your company uses another company s Web site to provide a service your site administrator can provide a link to that company s site in your My WebEx navigation bar You can then show or hide that link Shows or hides partner site links in the My WebEx navigation bar Display partner links in My WebEx Calendar Work Hours options Use these options to specify working hours to use with scheduling calendars Start time Select the start time for your daily work calendar End time Select the end time for your daily work calendar Scheduling template options Use these options to manage scheduling templates that you set up using the scheduling options on your site Get Info Shows the settings you set for the selected te
64. on page 145 controlling shared applications web browser or desktop remotely More on page 146 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 143 Chapter 6 Granting Privileges During a Meeting To grant or remove a chat privilege z 3 You can chat with participants privately or Communicate Participants publicly a Select or clear the checkbox for each privilege you want to grant Participant can chat Allows bing Arrate wath m Hos F Presenter E Other particinants Publicly wath F Everyone ee ee ee es ee T Ae ee Wi ee ee oe ae rol 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
65. on page 173 Set webcam options on page 174 Note If you are managing a meeting that includes TelePresence systems the following WebEx features are unavailable Recording Polling File Transfer Chat with TelePresence room participants Setting the main display If you are the host you can decide which participant video to show in the main display 170 Chapter 9 Sending and Receiving Video To set the video for the main display 1 Select the name tag on the main display dere Make fresan Audo Ee i 2 Inthe Lock Focus on a Participant dialog box select one of the following The active speaker This is the default The display focuses on the current speaker and changes as the speaker changes A specific participant The display focuses on only the specific participant that you select Rebecca Cow host OK Cancel Switching to and from full screen view Full screen mode displays your video across the entire desktop space and is great to use when you want to see a larger view Full screen view provides high quality video display and five video thumbnails 171 Chapter 9 Sending and Receiving Video 172 The active speaker or a specific participant is shown in the main display with all other participant videos arranged in a row beneath To switch to and from full screen mode do one of the following Double click the main display Sele
66. 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 285 For details about sending closed captions in a meeting transcript see Sending a meeting transcript to participants Saving notes to a file If you are taking personal or public notes meeting minutes or closed captions during a meeting you can save your notes or closed captions to a text file on your computer You can also save any notes or closed captions that another note taker or closed captionist publishes on your Notes or Closed Caption panel Once you save new notes to a file you can save changes to the notes or save a copy of the notes to another file To save new notes 1 Inthe Meeting window do either On the Notes or Closed Caption panel click Save On the File menu point to Save and then choose Notes The Save Notes As dialog box appears 2 Choose a location at which to save the file 3 Type a name for the file 4 Click Save Meeting Manager saves the file at the location you chose Its file name has a txt extension To save changes to notes In the Meeting window do either 285 Chapter 17 Managing and Taking Notes 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 fi
67. 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 132 To set up a Personal Conference meeting or MeetingPlace Personal Conference meeting 1 Login 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 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 For an overview of this page and the information requested select the Help button in the upper right corner of the page Chapter 5 Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting Required
68. 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 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 updated email invitation to attendees 5 Ifa 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 6 Optiona
69. programs overview 50 calendar See meeting calendar 54 canceling meetings 122 Personal Conference meetings 139 changing type of editing rearranging deleting poll question 269 choosing note taker 283 clearing all annotations on shared documents 216 all pointers on shared documents 217 selected annotations on shared documents 216 your annotations on shared documents 216 your pointers on shared documents 217 closing panels 24 color in shared application ensuring good imaging 262 contact group creating in address book 344 contact information adding to address book 336 creating contact group 344 importing to address book from file 339 366 importing to address book from Outlook 342 maintaining overview 334 searching for in address book 343 viewing or editing in address book 342 content viewer resizing 26 creating poll questionnaires 267 D date 55 selecting on meeting calendar 55 daylight saving time adjusting meeting times 58 deleting annotations on shared software 254 contacts 347 contacts from address book 347 files 318 files or folders 318 from address book 347 from personal folders 318 meetings from My Meetings 297 questionnaires 269 shortcuts for One Click Meeting 190 displaying timer during polling 271 distribution list creating in address book 344 document sharing before meeting starts 110 documents shared addin
70. select the appropriate arrows to move through your presentation Select the Gales Info drop down arrow to select any page or slide i left arrow to see the previous page or slide yr 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 209 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 210 Adding new pages to shared files or whiteboards When sharing a file or whiteboard in the content viewer you can add a new blank page for annotation To add a new page or slide 1 Inthe content viewer select the tab for the document presentation or whiteboard to which you want to add a page or slide 2 Select Add Page from the Edit menu A new page appears in the content viewer at the end of the currently selected document presentation or whiteboard 209 Chapter 12 Sharing Files and Whiteboards Tip If you have added multiple pages to a shared file or whiteboard tab you can view thumbnails on page 212 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 vie
71. 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 331 2 Inthe View drop down list select Personal Contacts 3 Inthe Import from drop down list select Microsoft Outlook 4 Click Import The Choose Profile dialog box appears 5 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 Viewing and editing contact information in your address book 338 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 b
72. sharing a remote computer More on page 233 Manage how and what participants view on the shared remote computer pausing changing to full screen view and so on More on page 242 Change settings on a remote computer while sharing it More on page 237 Stop sharing a remote computer More on page 236 Starting remote computer sharing Host or Presenter only If you have already set up a computer for Access Anywhere you can share the computer during a meeting To share a remote computer 1 On the Share menu choose Remote Computer 2 The Access Anywhere dialog box appears 233 Chapter 14 Sharing Software 234 D WebEx Access Anywhere Select 4 remote computer on the left then select the application you want to share on the right Remote Computerts Application s l je WIND re Deskto i 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 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 Ifyou chose phone authentication You receive a phone call at the number that you entered when
73. sharing window Audo Conference More on page 248 Meeting Info Fit in Viewer Return bo Meshing Wirdow Pit to Width The presenter can control participant views of a shared desktop remote computer if available application or Web browser Participants can manipulate their individual displays of the shared software Pausing and resuming software sharing Host or Presenter only While sharing software you can temporarily pause sharing to freeze attendees views If you want to return attendees to the Meeting window while sharing software pausing shared software conserves resources on your computer and bandwidth for your Internet connection This option is also useful if you do not want attendees to see certain actions that you take with shared software You can resume sharing to restore attendees views of shared software at any time To pause software sharing Select the Pause button located to the right of the Stop button il a Fause Share Assign STOP SHARING 243 Chapter 14 Sharing Software The word Paused now appears in the panel A short message is displayed indicating that the participant view would be frozen until you resume sharing Additonally the Pause button text changes to Resume Hy Q STOP SHARING iw Resume Share Assign To resume software sharing Select the Resume button Controlling full screen view of shared software Host or Presenter only
74. site expand Attend a meeting Click Browse Meetings On the meeting calendar locate the meeting about which you want to obtain information Under Topic click the link for the meeting If the meeting requires a password the Get Info page appears If the meeting does not require a password the Meeting Information page appears You can skip to step 6 If the Get Info page appears type the password that the meeting host gave to you in the Meeting password box and then click OK Optional To view the meeting s agenda click View Agenda The Agenda page appears Obtaining information from the host s personal page You can obtain meeting information from the 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 49 Chapter 2 Joining a Meeting 3 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 4 Ifthe Get Info page appears type the password that the meeting host gave to you in the Meeting password box and then click OK 5 Optional To view the meeting s agenda click View Agenda Adding a
75. 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 169 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 169 Chat with a specific participant 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 ant Mata Record located at the top right of the meeting window Partiti bi Eo Mew Whiteboard As Participants x Recording begins immediately At the end of your meeting the recording is saved to a file F
76. the Set options using template drop down list 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 a Vendor meeting administrator 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 83 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 123 Chapter 4 Scheduling a Meeting 124 Save as template Type a name for this new version of the template here To ati se C i Sak zaia to J_ My Templates an existing template to overwrite choose it from the Customer meeting Then Cl ick Save Department meetin Vendor meeting Note You have not changed the original template list Template name Team meeting I Save as a standard template Save Cancel Using an existing meeting template and saving
77. the file or folder 6 Click OK Editing information about files 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 307 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 310 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 313 Chapter 18 Using My WebEx The Edit File Properties or Edit Folder Properties window appears E Edil Folder Properties Windows Internet Explorer E l led Edit Folder Properties Name pictures Description Size 401 KB Share Hote the changes apply to all the files in thas foldar Do not share this folder Share this folder Share as Reed downldad oniy fle names are visible Wine upload oniy fle names are not weibla Fead amp Wnte idownload and upload We names are wsible Allow files to be ovenwrithen A Password protected Password Contin Inthe Description box type a new name for the file or folder Inthe Name box type a new name for the file
78. time zone You can refresh the meeting calendar to ensure that you are viewing the most recent Chapter 2 Joining a Meeting 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 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 42 The host s Personal Meeting page on your Meeting Center Web site if the host gave you the URL Web address for th
79. to your WebEx service Web site and then click My WebEx From the left navigation bar click My Files gt My Recordings gt Miscellaneous What you can do here Manage upload and maintain recording files of meetings you host Options on this page Option S Search You are currently using X of Y GB Site storage X of Y GB Topic Size Create Time Date Duration Format Chapter 18 Using My WebEx 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 serve
80. 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 n invitation email messages if you invite participants using 7 Chapter 4 Scheduling a Meeting 78 Use this option Entry amp exit tone To the Schedule a Meeting page options On the Info tab which appears in the content viewer in the Meeting window In the Join Teleconference dialog box which appears in participants Meeting windows once they join the meeting Cisco Unified MeetingPlace Audio Conferencing Specifies that the meeting include an integrated audio conference with your Cisco Unified MeetingPlace audio conferencing account
81. you set up the remote computer Complete your authentication Ifyou chose access code authentication Type your access code in the box and then select OK Ifyou 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 If a password protected screen saver is running on the remote computer your meeting service Chapter 14 Sharing Software automatically closes it once you provide your access code or pass code Ifthe remote computer is running Windows 2000 and you must log in to the computer send a Ctrl Alt Del command to the computer Ifyou 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 sel
82. 1 Login to your Meeting Center Web site 2 On the navigation bar expand Host a meeting to view a list of links 3 Click Schedule a meeting The Required Information page appears 4 Check whether you are viewing the Advanced Scheduler Click the Return to Quick Scheduler link to display the Quick Scheduler The Advanced Scheduler consists of several pages with the links to 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 70 6 Start or schedule the meeting Ifthe meeting s starting time is the current time click Start to start the meeting Ifthe meeting s starting time is after the current time click Schedule The Meeting Scheduled page appears confirming that the meeting is scheduled You also receive a confirmation email message that includes information about the scheduled meeting 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 on behalf of that user For details about granting scheduling
83. 15 Polling Attendees Meeting Manager saves the poll questionnaire to a file at the location you specified Poll questionnaire file names have a atp extension Saving results of a poll After closing a poll you can save the responses in one of these ways Text File group result Saves the percentage of attendees who chose each answer in a txt file Text File individual attendees result Saves the responses from each attendee in addition to the group results in a txt file Save at type Test File individual attendees resu bt Cancel When you are saving poll results you can select a format in which you 4 want to save the results To save results of a poll 1 Close the poll if you have not done so 2 On the File menu choose Save gt Poll Results The Save Poll Results As dialog box appears 3 Select a location at which to save the file 4 Inthe File name drop down list enter a name for the file 5 Inthe Save as type drop down list select the format in which you want to save the results 6 Click Save You can now view poll results by opening the file Opening a poll questionnaire file If you saved a poll questionnaire to a file you can display the questionnaire on your Polling panel by opening the file Note You can open a poll questionnaire file only during a meeting 273 Chapter 15 Polling Attendees To open a poll questionnaire file 1 Use one of these methods to browse to
84. 269 opening 271 saving 274 poll questions or answers changing type of editing rearrangi 269 poll results sharing with participants 273 viewing after closing poll 272 preferences setting for site 355 presentations shared adding blank slides 211 annotating 216 clearing pointers 217 printing slides 220 saving to file 218 printing pages in shared documents 220 shared whiteboards 220 slides in shared presentations 220 private notes saving to file 287 taking during meeting 285 turning on for a meeting 282 profile user editing 355 public notes meeting minutes saving to file 287 taking during meeting 286 publishing files during event 278 files during training session 278 R reclaiming host role 14 recordings uploading 322 Rectangle tool overview 204 refreshing meeting calendar 58 registering overview 44 registering from email messages 44 host s personal page 46 meeting calendar 45 remote computer sharing starting 235 stopping 238 remote computer shared bringing application to the front 243 disabling and enabling keyboard and mo 240 hiding contents of screen 242 locking and unlocking 243 logging in to and out from 243 managing overview 239 reducing screen resolution 240 selecting additional applications 237 showing to attendees 235 removing attendee from meeting 17 attendees 119 from meeting 17
85. 289 Chapter 18 Using My WebEx If you want to See manage the scheduling templates you saved Managing scheduling templates on page 351 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 354 meetings generate reports about online sessions Generating Reports on page 362 About My WebEx My WebEx is an area on your WebEx service Web site in which you can access your user account and personal productivity features The following features are available depending on the configuration of your site and user account 290 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 Pers
86. 90 About the My Recorded Meetings page s sssessessessessessessessessessesseoseeseeseeseeseessessessessessessesss 191 Uploading a recorded meeting File eesessssssssssssssescsesesesesesesesesesesesesesesesesesesescscscseacacacseseaeseeees 193 Editing information about a recorded meeting ccssssssssssscsescsssesesesescsescsessssscsesescacsescsesesesenees 194 About the Add Edit Recorded Meetings Ppage cssssssssssssssscssssssssssssessssssssseseseseseseseesees 194 Sending an email to Share a recorded meeting cssssssssssssssssssssesesescsesescsesesesssessessecscsesesesesesess 196 Chapter 12 Sharing Files and Whiteboard cccssssscccccssssssccccccsssssscccccccsssssccsssssscess 199 FUT Cf STA ANU OINVN CS cece tse sed cncceesca steven ca acest stu A 200 Conten VIG WCF 1 OOS ninine E R eae orice mires 200 Changing views in a file or whiteboard 1 1 esesesssssssscsesesccscsesescsescscsesesesesesescscacscaescaeseaeseeees 201 Using annotation tools on shared content ssessesessessessesseseesessessesseseesessesseseesessessesseseesess 202 AAO e aee E E A 203 SUV AMY E EE NS E N A E E E AENEA E A 204 Choosing an import mode for presentation sharing ssessessessessesseseeseeseeseeseeseeseessessessess 204 Sharnnga WNteDOd O ces ptincsreseranseessenaraese aestnnssrne icine neseasesesttucreeeuneaseeeree ease neers 205 Starting whiteboard SNALING cscscscssssssssssssessssscesesesesssssssssss
87. Add Edit Recorded Meetings page on page 194 4 Click Save Editing information about a recorded meeting You can edit information about a recorded meeting at any time To edit information about a recorded meeting 1 Goto the My Recordings page or the My Recorded Meetings page For details see Opening the My Recordings page on page 319 2 Click the following icon for the recording that you want to edit a The Edit Recorded Meetings page appears 3 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 194 4 Click Save About the Add Edit Recorded Meetings page How to access this page If you are adding a recording 1 Login to your WebEx Meeting Center service Web site 2 On the left navigation bar under Host a Meeting click My Recordings 3 Click Add Recording If you are editing information about a recording 1 On your WebEx service Web site under Host a Meeting click My Recordings 2 Click the More button in the row of the recording that you want to edit ex bey 194 3 Click Modify it Re assign Lie Delete What you can do here Chapter 11 Managing Meeting Recordings 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 recordi
88. Audio What you can do on this page Set up a meeting quickly using this one page scheduler 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 121 Meeting Topic Enter the topic or a name for the meeting 71 Chapter 4 Scheduling a Meeting Tracking codes Password Confirm password Date Time Duration Attendees 72 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 Ifa list of codes appears select a code from the list Type a code in the box Require participants to enter the password you set to join your meeting Your site may require that all passwords comply with security criteria such as a minimum length and a minimum number
89. Center 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 1 184 Open your WebEx One Click panel by doing any of the following Double click the WebEx One Click shortcut on your desktop 4i 2 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 OMG e 4 amp 12 06 Pm If you did not specify automatic login enter the required WebEx account information in the dialog box and then click Log In On the WebEx One Click panel click Start Meeting A WebEx One Click Meet Mios Row Enter email or mobile or meeting number E I il bil ti b q Start Meeting HH Join Meeting Start Scheduled Meeting Meet Later Eg Schedule Meeting o gt Edit WebEx Settings Chapter 10 Setting Up a One Click Meeting 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 Shortcut Open One Click Start Meeting Now Start Personal Conference Meeting Start a Scheduled Meeting Schedule a Meeting Join a Meeting Connect to My Co
90. Cisco webex WebEx Meeting Center User Guide For Hosts Presenters and Participants 8 23 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 021711 www webex com Table of Contents Chapter 1 Hosting and Managing a Meeting sccccccccsssssscccccssssssccccccsscsscccccssscsscccsesess 1 Interacting with other participants cc eeseseseess
91. Conference number accounts on page 354 Adding or editing a Personal Conference number account on page 355 Using your Personal Conference numbers on page 359 Deleting a Personal Conference number account on page 360 About maintaining Cisco Unified MeetingPlace audio conferencing account numbers on page 355 Resetting the password for your Cisco Unified MeetingPlace audio conferencing account number on page 361 About maintaining Personal Conference number accounts 354 If your WebEx service website includes the Personal Conferencing feature and the Personal Conference number PCN option you can create up to three PCN accounts When scheduling a Personal Conference meeting you can select a PCN account to use for your the audio portion of the Personal Conference meeting You can also use your PCN account to start an instant audio conference from any phone without scheduling it first Chapter 18 Using My WebEx Your PCN 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
92. 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 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 Reset Profile Allows you to reset your Cisco Unified MeetingPlace audio conferencing Password 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 358 Chapter 18 Using My WebEx Use this option To 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
93. Document Viewer 217 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 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 218 synchronize your view with the host s view More on page 219 save shared documents More on page 216 open shared documents More on page 217 print shared documents More on page 218 Displaying pages slides or whiteboards For participants 218 Chapter 12 Sharing Files
94. E EA 229 Staring desktop SNANNG rererere E ERR 230 Stopping desktop SNALING sessssssssscssssssssssssssescscsesesesesesessssesescacsesesesesesessssesesessseseseseseseseseseees 231 Sharing a VV OWS GM oes so costes cscaesansscastevcessevecesesusaceesansasaseusscnesestancasavsecoesassaueie ss EENE a A EAN eaaa 231 Starting Web browser Sharing scscscscssssssesssesccssssesesesssssssssssssscessesesesessssssesssessecaeseseseseseseesees 232 STOPPING WED DIOWSED sharli sesssesssescesestivseasptososicstduassosaeseasesicbsasalosies i eiii ai 232 SH AMING A FEMOTS COMPULES oietan rE E a e e ros 233 Starting remote computer sharing s sessessessessesessessesseseesessesseseeseosessesseseeseosesseserseoseoseseeseeses 233 Sharing additional applications on a shared remote computer se seessessessesessessesseseeseeses 235 Stopping remote computer SNALING cccsesescsssssescsessssssssesssescscsesesesesssessesesessscseseseseseseseseees 236 Managing a shared remote COMPUTE ssessssessessesseseesessesseseeseesessesseseesessessesseneesessessesseseosessesseseeseos 237 Reducing the screen resolution for a shared remote computer ssessessesseeseessessessessesses 238 xi Disabling and enabling the keyboard when sharing a remote computet 00 238 Adjusting the size of the view of a Shared remote COMPUTE cscsssssssssesesesesesesesesesees 239 Hiding the contents on a Shared remote computer s SCreen esessesessessessesse
95. Ex Service web site Desktop version if this feature and the Productivity Tools feature are enabled by your site administrator allows you to start and join meetings and send meeting invitations without logging in to your WebEx service site or navigating Web pages 177 Chapter 10 Setting Up a One Click Meeting 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 The settings you specify apply to both the One Click Web version and the 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 181 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 178 Click Save Tip Whenever you want to edit options for your One Click Meeting return to the One Click Set
96. GE sscscscscscsssesessseseeecsesesesescsessseseseseseseeees 48 Obtaining information from the meeting CAaleNdal ccscscssssssssssssseseessecsesesescsescsesesesesees 49 Obtaining information from the host s personal PaGe sscsssssssssssssssesesescscsesescsesesesesees 49 Adding a meeting to your calendar program ssessessesseessessessessessessessessesseosesseoseeseeseessessrssessessessesss 50 About adding a meeting to your calendar Program s ssessessessessessessesseeseeseeseessessessessessessess 50 Adding a meeting to your calendar prograM ssessessessessessessessesseosesseeseeseeseeseessessessessessessees 50 Chapter 3 Using the Calendar esssscecsssccccssccocssccocssscccsssceosssecosssecosssscccsssccosssecosssecesssseeoo 53 ADOUE Ge mec NOCERA ane ENTS 53 Viewing the meeting Calendal cecssssessscsssssssssssssscscscsesesesessssesssesseseesesesesesesesseseseseesacseseseseseseeeees 54 Selecting a date on the meeting calendar e ssessessesessessessesseseesessesseseeseosessesseseeseosesseseeseosessesseseesess 55 Searching for a meeting on the meeting calendar se ssessessessessessesseoseesesseeseeseeseeseeseensessessessesss 57 Sorting the meeting calendar ssessesessessesseseesesessesseseesessessesseseeseosesseseeseoseosesseneeseosesseseeseosessesseseeseos 57 Refreshing the meeting calendar ccssssssssssssscsescsescsesesesesesesesesssssesssssssssssesssseseseseseseseseseseseese
97. IM if it is not currently running Chapter 1 Hosting and Managing a Meeting imite and Pemi e W E Ermal horas sm5 rri ristt amp wing Cisco WebEn IM 1 From the Quick Start page open the Invite and Remind dialog box Remind 2 On the IM tab select Invite In a furry bo get someone mio the meeting Simply select Copy at tha bottom of the acraen then paste the meeting UAL directly into your IMi PAREA faeeting URL 9 Attps mobiieqs webexcompmobiege e phpray The Invite More dialog box appears he Invite More x 1 my Abbendecs eben 2 TR E marne br IM DRE ryandav IM Invite Message Meeti TOPE ANE Feeling A Start Time Friday June 20 2006 2 12 pm Paciie Darbai Tia Sar Fraa GMO i000 ae rme Cancel To quickly find screen names Copy Type a screen or domain name for the participant Click the Plus button to add the name to the list of participants 1 Click the Address Book button to open your address book 2 Inthe 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 3 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 participa
98. Information Required Field Meeting type Personal Conference h Date amp Tire Meeting topic status Meeting Audio Conference Meeting password 20042311 imate Aliens l SCHEDULE MEETING Next 6 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 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 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 Login to your Meeting Center service site 2 On
99. Lee your hore or computer be join thie audi conference Use Phone 1 406 5667646 i 14405 566 7645 Cal me 3 4 ne number b Use Computer fOr manage phone numbers Select Manage phone numbers from the dropdown box in the lower pane The Manage phone numbers dialog box appears 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 160 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 instructions on a particular task click More by a task description Task description Host Start and manage a voice conference fine tune your microphone and speaker seetings More on page 166 Crane pai ap Fw
100. 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 Monthly view How to access this page On your Meeting Center Web site click Attend a Meeting gt Browse Meetings gt Monthly tab 65 Chapter 3 Using the Calendar What you can do here The Monthly view shows when the live meetings are scheduled in a monthly calendar view You can navigate to a specific day or week within the current month or navigate to the previous or next month Options on this page Option Description r Click the Previous Month icon to display a list of meetings for the previous month b Click the Next Month icon to display a list of meetings for the next month 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 UNE LOREAN zone setting for your Meeting Center Web site Week link Opens the Weekly view which shows the scheduled meetings Weekig for each day of the selected week Day link Opens the Daily view which shows the scheduled meetings for 4 the selected day Fay Appears on the cal
101. SeA a e E E EE 131 About Personal Conference and MeetingPlace Personal Conference meetings 132 Setting up a Personal Conference meeting or MeetingPlace Personal Conference MEC i E E EE EENE E E E EE E O N 132 Starting a Personal Conference meeting ssssssscsssssssesescsesesesesescsesescsesesescscscsesesescsesesesesees 133 Starting a MeetingPlace Personal Conference meeting ssessessessesseesesseeseeseeseessessessessess 134 Adding a scheduled Personal Conference meeting or MeetingPlace Personal Conference meeting to your calendar prograM es ssesseessesseessesseessessesseessesseossesseoseessesseeseees 135 vi Editing a Personal Conference meeting or MeetingPlace Personal Conference FNS EUG E E E EA A E A NE E E A A AE E T 135 Canceling a Personal Conference Meeting or MeetingPlace Personal Conference BAE caia o P AEE E EA A E 137 About the Personal Conference Meeting Information page host ssessessesseeseessessessessessess 138 About the Personal Conference Meeting Information page for attendees ou eee 140 Chapter 6 Granting Privileges During a Meeting cccccccssssssscccccssscssccccccessssscccssesccess 141 SSI EVO ANU IW S cess co coseet cs epoca E EE E A ATE 142 ADOC TD STNG POU VO CS e E E 143 Granting orremoving TOMY ISO SS saz ceisssconscrescsdeassedecsasiersasceevasasosvenes NEE EESE aaa 143 Granting or removing Chat privilegeS s ssessessesessessessesessessesseseesessesse
102. See About the Required Information page About the Date amp Time page on page 87 About the Audio Conference page on page 91 About the Invite Attendees page on page 96 About the Select Attendees page on page 99 About the Registration page on page 100 About the Agenda amp Welcome page on page 104 About the Meeting Options page on page 109 About the Attendee Privileges Page on page 112 About the Review page on page 115 About the Required Information page On the navigation bar click Host a meeting gt Schedule a meeting gt Required Information 83 Chapter 4 Scheduling a Meeting 84 Required Information Retum to Quick Scheduler Sit as bemplato Beating type Meeting Center Pro CUVE Meeting Dynamic I0 w Meeting topie E Listed on calendae E Delete from My Meetings when completed Meeting password Confirm pasran Passeord mysi Ge at loast amp characters and contain a loati Beling iplis 1 number 1 2 3 x ketier a b c Attendee Priim 1 mized cage A a BL b CUVE Meeting ID What you can do on this page Set up a meeting on behalf of someone else You can select the hosts you want to include in the Schedule for drop down list from the list of hosts available in the Profiles area of My WebEx Select the type of meeting you are setting up Define a topic for the meeting Indicate whether the meeting is listed on the meeting calendar F
103. 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 Customer meeting Department meeting The template in brackets is the default template provided by your Team meeting Vendor meeting site administrator Standard Templates 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 Start or schedule the meeting Ifthe meeting s starting time is the current time click Start to start the meeting Ifthe meeting s starting time is after the current time click Schedule The Meeting Scheduled page appears confirming that the meeting is scheduled You also receive a confirmation email message that includes information about the scheduled meeting Chapter 4 Scheduling a Meeting Using an existing meeting template and overwriting the template settings You can open an existing meeting template and change the settings You can save your changes to the template 1 Login to your Meeting Center Web site 2 On the navigation bar expand Host a meeting to view a list of links 3 Click Schedule a meeting The meeting scheduler page appears 4 Select the template you want to use in
104. So Al ienee Winning ia sanmeal m lt 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 Set options using template 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 112 Privileges Chapter 4 Scheduling a Meeting meeting templates on page 121 Select privileges that you want attendees to have when meeting begins 113 Chapter 4 Scheduling a Meeting Use this option 114 Save Print Annotate View participant list View thumbnails Control applications Web browser or desktop remotely View any document View any page Contact operator privately Participate in private chat with TO Save any shared documents presentations or whiteboards that appear in their content viewers Print any shared documents presentations or whiteboards that appear in their content viewers Annotate any shared documents or presentations or write and draw on shared whiteb
105. 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 144 Chapter 6 Granting Privileges During a Meeting To grant or remove a document privilege Palin Tekin Select or clear the checkbox for each so et ae privilege you want to grant aes that pou want fo assign fo all participants view r Msanga F Parbiopat list Shere documents ny document Contro shared i applications l Thumbrisils Aiae a I any page desktop remotely T Record a meeting A participant uses the Annotation toolbar that appears whenever a document is being shared to draw on shared elements point to items on shared elements Granting or removing viewing privileges To grant or remove a viewing privilege Se a EAE Select or clear the checkbox for each Cammu Partirciparts privilege you want to grant Select the privieges that you want to asin to al parbicpants Document View Masira
106. a 8 To add questions repeat steps 2 to 7 This figure shows an example of a poll questionnaire Poll Questions 1 What is your favorite color a blue bred c green g cd black 2 Jhat do you enjoy doing at leisure D areading D bavatching movies D ctraveling D d sports 3 Please give us feedback about this event Chapter 15 Polling Attendees To create a questionnaire for the Mac 1 2 Open the Polling panel in the meeting Add a question by clicking this button and then typing the question To add more answers repeat step 3 To add more questions repeat step 2 To change the question type for a question click the text Click here to change question type that appears under the specific question and then do one of the following To create a multiple answer question select Multiple Answers To create a single answer question select Single Answer To create a question that requires a text answer select Short Answer hy I Se Oe w G lt 1 Question 1 Your Answer F wv Single Answer Pile nain no oe titer Multiple Answers Short Answer Editing a questionnaire You can change the type of a question and edit rearrange or delete the questions and answers 267 Chapter 15 Polling Attendees 268 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
107. ading 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 63 Chapter 3 Using the Calendar About the Weekly view 64 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 57 Options on this page Option Description A Click the Refresh icon at any time to display the most current list of meetings Click to open the Preferences page where you can select the
108. age and send a 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 STOR SHARC fa 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 Provides access to meeting controls and panels that are not usually displayed on the Meeting Controls Panel such as Polling and Notes Q Stops sharing and returns to the Meeting window H Displays the Participants panel 27 Chapter 1 Hosting and Managing a Meeting Displays the Chat panel Displays the Annotation Tools panel Displays the Recorder panel Viewing Panel alerts You will see an orange alert if a panel is collapsed or closed and requires your attention Some reasons for seeing alerts A participant arrives or leaves a meeting A participant starts or stops sending video A Raise Hand indicator appears in the Participants list The note taker publishes notes An participant sends a chat message A poll opens or closes Poll answers are received For example if a participant joins or leaves your meeting and you have collapsed or closed the participant panel the fol
109. ail message does not include your private notes and the option to 287 Chapter 17 Managing and Taking Notes 288 Using My WebEx If you want to get an overview of My WebEx set up a user account on your WebEx service Web site log in to or out from My WebEx use your list of meetings install WebEx Productivity Tools which let you start One Click meetings start instant meetings from applications on your desktop or schedule meetings from Microsoft Outlook or IBM Lotus Notes set up a One Click Meeting view or set options for your Personal Meeting Room page set up or access remote computers using Access Anywhere add edit or delete files in your personal storage space for files add edit or delete information about your contacts in your online address book change information or settings in your user profile including personal information and preferences See About My WebEx on page 290 Obtaining a user account on page 291 Logging in to and out of the WebEx service site on page 292 Using your list of meetings on page 293 Installing WebEx Productivity Tools on page 181 Setting Up a One Click Meeting on page 177 Maintaining Your Personal Meeting Room Page on page 304 Using Access Anywhere My Computers on page 308 Maintaining files in your personal folders on page 309 Maintaining contact information on page 330 Maintaining your user profile on page 344
110. an check for registration requests in your email program and accept them to allow attendees to join the meeting How do I accept or reject registration requests If you scheduled a meeting for which attendees must register you can accept or reject attendees registration requests If you accept a registration request a registration confirmation email message which provides the meeting password if any is sent the attendee If you reject a registration request a registration rejection email message is sent to the attendee Note If you select the Automatically accept all registration requests check box on the Registration page all registration requests are accepted automatically and a registration confirmation email message is sent to each attendee who registers To accept or reject registration requests 1 Login to your meeting service Web site For details see Logging In to Your Meeting Service Web Site 2 On the navigation bar click My WebEx The My Meetings page appears showing a list of any meetings that you have scheduled 3 In the list of meetings click the meeting topic link for the meeting for which you want accept or reject registration requests The Meeting Information page appears 4 Click Attendees The Registered Attendees page appears showing a list of attendees who have registered for the meeting 5 Select the check box for each attendee for whom you want to accept or reject a registration request T
111. an edit your user profile at any time to change account login information contact information and other options available for your account To edit your user profile 1 4 5 Log in to your WebEx service Web site For details see Logging in to and out of the WebEx service site on page 292 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 345 Managing scheduling templates get an overview of managing your scheduling About managing scheduling templates on templates page 352 view edit or delete a scheduling template Managing scheduling templates on page 352 351 Chapter 18 Using My WebEx 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 352 You can view edit or delete any scheduling templates that you saved To
112. an invitation email message or an instant message 37 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 41 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 participant About the Join Meeting page To access this page Click the meeting link in your invitation email message and then click Join Now When joining a meeting you may need to enter some details on the Join Meeting page Your name Enter the name you want attendees to use to identify you during the meeting Email address Enter your email address in this format name your_company For example msmith company com 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 38 r From the instant message window click the link to join the meeting Cisco webex Connec
113. ance and saved it you must first display it on the Polling panel For details see Opening a poll questionnaire file on page 273 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 As participants answer the questions you can watch the polling status on your Polling panel 269 Chapter 15 Polling Attendees Folling status Windows pA i l AR To view each participants In progress Rl 0 3 02 polling status click one of Finished d 17333 REF these three buttons Remaining time 4 54 Time limit 10 00 e nee ne oe nae 5 s T gr Mor sared IN Mac In progress 0 1 0 08 Finished 0 1 0 0 To view each participants Click to see detailed statu polling status select the text Remaining tme 04 15 Time limit ts 00 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 270 Viewing and sharing poll results After closing a poll you can View the complete results of the poll More on page 270 Share group results with participant
114. 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 keyboard arrows forward and back through all the tabs Ele Edt Shara Heip Select the down arrow amp to view remaining tabs yem AJIO 8 Parboparrt Meting Duick Start Maatng nio Customer Care DT Ot P Ne a Apn Meting DA 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 F slide left arrow to see the previous page or yr 4 Oe o slide i right arrow to see the next page or slide Synchronizing your view of pages slides or whiteboards During a meeting you can synchronize the display of shared content in your content viewer with the display in the presenter s viewer This option is useful for example if you are viewing a previous slide in a presentation and want to quickly return to the actual slide that the presenter is discussing Synchronizing your dis
115. anel Want to copy and paste text from the Chat panel to another application chat x Use the combination keys rom Marty Jones to Everyone Ctrl A to select all the chat et s get the metrics First then concentrate on how we wank to text resent them e a a a 36 Joining a Meeting If you want to get an overview of joining a meeting join a meeting from an instant message join a meeting from an email invitation join a meeting from the meeting calendar join a meeting from the host s personal meeting page join a meeting if the meeting is not listed on the calendar or on the host s personal meeting page obtain information about a meeting such as its agenda and meeting number add a scheduled to your calendar program such as Microsoft Outlook register for a meeting About joining See About joining a meeting Joining a meeting from an instant message on page 38 Joining a meeting from an email invitation on page 39 Joining a meeting from the meeting calendar on page 40 Joining a meeting from the host s personal page on page 41 Joining a meeting using the meeting number on page 41 Obtaining information about a scheduled meeting on page 47 Adding a meeting to your calendar program on page 50 Registering for a meeting on page 44 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
116. ant 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 a LL PM SPADEE chat Annotate The Meeting window then appears dl To return to a sharing window In the Application Share dialog box which appears in the Meeting window select Return to Sharing 249 Chapter 14 Sharing Software ii Application Share You are no longer viewing the presenter s shared content a Return to Sharing Annotating shared software Start or stop annotation mode More on page 250 Host or Presenter Use annotation tools More on page 252 ar k ile we a latih Paani ia Peewee Qum i Ta Let a participant use annotation More on page 253 Save annotations More on page 255 Ask for permission to use annotation More on page 254 Participant Use annotation tools More on ET page 252 Save annotations More on page 255 Give up annotations More on page 255 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 shari
117. ate hosts 74 Chapter 4 Scheduling a Meeting 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 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 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 me
118. ations 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 Chapter 12 Sharing Files and Whiteboards To clear all annotations you have added to a shared page slide or whiteboard 1 On the annotation toolbar click the downward pointing arrow to the right of the Eraser Tool icon D Eraser tool 2 Choose Clear My Annotations To clear specific annotations on a shared page slide or whiteboard 1 On the toolbar click the Eraser Tool icon 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 LZ 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 T r O rg H a 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 215 Chapter 12 Sharing Files and Whiteboards Fr f Eraser tool 2 Choose Clear My Pointer Saving opening and printing presentations documents or whiteboards Meeting participants hosts presenters and pa
119. ave O aWebEx host account Q 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 Use this option Entry amp exit tone Chapter 4 Scheduling a Meeting To 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 n 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 Inthe Join Teleconference dialog box which appears in participants Meeting windows once they join the meeting Cisco Unified MeetingPlace Audio Conferencing S
120. ay 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 you grant permission to schedule meetings must have an account on your Meetin
121. blic 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 2 If you have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 54 Click the Refresh button S Selecting a language and time zone on the meeting calendar 58 On the meeting calendar you can access your Preferences page to select the language and time zone in which you want to view meeting times Your site administrator specifies the default language and time zone that appears on the meeting calendar You may need to change the time zone for example if you are travelling and temporarily in another time zone To select a language on the public meeting calendar 1 If you have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 54 Click the language link on the right side of the page The Preferences page appears In the Language drop down list select another language Click OK Chapter 3 Using the Calendar To select a time zone on the public meeting calendar 1 Ifyou have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 54 2 Click the time zone link on the right side of the page The Preferences page appears
122. 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 2 8 Open your address book For details see Opening your address book on page 331 In the View drop down list ensure that Personal Address Book is selected Click Export Save the csv file to your computer Open the csv file that you saved in a spreadsheet program such as Microsoft Excel Optional If contact information exists in the file you can delete it 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 336 Save the csv file Ensure that you save it as a csv file To import a CSV file containing new contact information 1 Open your address book For details see Opening your address book on page 331 335 Chapter 18 Using My WebEx 2 Inthe 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
123. 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 222 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 dialog box appears 2 Inthe Address box enter the address or URL at which the content resides Or if you have previously shared the content select it in the drop down list 3 In the Type box select the type of Web content that you want to share 4 Click OK Tip You can copy a URL from any source such as another browser window and then paste it in the Address box Differences between sharing Web content and sharing a Web browser 222 Meeting Center provides two options for sharing Web based information You can share Web content or share a Web browser with meeting participants Choose the feature that better suits your needs Web browser sharing Web content sharing Chapter 13 Sharing Web Content Lets you guide Does not display media participants to various effects or transmit Web pages and sites on sounds on Web pages
124. ce Web site The date for the daily list of meetings The default is the current date Click the Previous Day icon to display a list of meetings for the previous day Click the Next Day icon to display a list of meetings for the next day Shows a list all of the online meetings or 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 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 297 Chapter 18 Using My WebEx Live Event Suppo
125. ching audio devices during a meeting You can easily switch from one audio device to another during a meeting with little disruption To switch from your computer connection to a phone connection 1 Open the Audio Conference dialog box from O the Quick Start page Abo Lode Tie at prp ni tht audin conterence wary cour CE T lke Choe 1 aT Ph m n p T ihing Comge tor Ai Fy your participant list O O the Audio menu oO the Meeting Controls Panel If you are sharing 2 Select the down arrow beside Use Phone em nd ened ec i eed i G r 3 Call the number in the Use Phone area _ and enter the access code and attendee TA ID as directed by the automated operator After you are connected by phone your computer connection is dropped automatically 153 Chapter 7 Using WebEx Audio To switch from your phone connection to a computer connection 1 Open the Audio Conference dialog box from E Ahi Conhsrence o Vol ane participating in this aabo conference using jour phone 7 E Y Using Phone You caled in to this meeting 0 i the Quick Start page your participants list the Audio menu the Meeting Controls Panel If you are sharing 2 Select the down arrow beside Use Computer for Audio 3 Select Switch to Using Computer Your phone connection is dropped after your computer connection is established Remember to switch to your computer headset Connecting
126. cifying 359 account user obtaining 293 adding contacts to address book 336 meetings to calendar program 50 new personal folders for file storage 314 pages to shared documents 211 personal conference number account 359 slides to shared presentations 211 address book adding contacts 336 creating contact group 344 importing contacts from file 339 importing contacts from Outlook 342 opening 335 searching for contacts 343 using overview 334 viewing or editing contact information 342 annotating shared software using annotation tools 254 Annotation Color tool overview 204 annotation tools for shared software descriptions 254 annotation tools for shared documents Annotation Color tool 204 Eraser tool overview 204 Highlighter tool overv 204 Line tool overview 204 Pointer tool overview 204 Rectangle tool overvie 204 Text tool overview 204 annotations on shared documents clearing 216 annotations on shared documents selecting font 216 answering polls stopping 257 taking screen capture 257 using tools 254 application shared ensuring good imaging of color 262 365 attendees allowing to take personal notes 282 creating greeting for 16 creating message for 16 preventing from joining meeting 17 audio files sharing a Web content 224 B bringing application to front on shared remote computer 243 browsers Web sharing 224 C calendar
127. code 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 Allow attendee to join Allows attendees to join a Personal Conference meeting before before host the host starts it Using your Personal Conference numbers Once you add a Personal Conference number PCN account the account information provides the call in numbers and access codes that you and attendees use to participate in the audio portion of a Personal Conference meeting To use your PCN 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 PCN account 4 Follow the voice instructions to provide your access code Each invited attendee receives an email message containing the call in number and the attendee access code that you assigned to him or her Controlling the audio portion of a Personal Conference meeting If you use your Personal Conference number PCN account to start the audio portion of a Personal Conference meeting you and the participants can use the following keypad commands 359 Chapter 18 Using My WebEx Host commands Dial the ph
128. con and then select a date 88 Use this option 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 Email reminder Recurrence Chapter 4 Scheduling a Meeting To 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 independenily 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 118 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 meeting starts You set
129. cording on page 320 319 Chapter 18 Using My WebEx Note If you recorded a meeting using the WebEx Network Based Recorder NBR the WebEx server automatically uploads the recording file with an arf extension to the appropriate tab on the My Recordings page once you stop the Recorder You do not need to upload it yourself To upload a recording file 1 Go to the My Recordings page For details see Opening the My Recordings page on page 319 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 326 Click Save Editing information about a recording You can edit information about a recording at any time To edit information about a recording 1 Go to the My Recordings page For details see Opening the My Recordings page on page 319 Click the following icon for the recording that you want to edit a 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 326 Click Save Sending an email to share a recording You can send an email one or more people to share your recording with them 320 Chapter 18 Using My WebEx To send an email to share a recording with others 1 4
130. ct the full screen mode icon in the upper right corner of the display Qi Mariah mel ie Bi Ca Jill Jay Host Bo Chapter 9 Sending and Receiving Video Switch between a list or thumbnail view of participants Select the participant icon to switch between the participant list or thumbnail views Participant list view 173 Chapter 9 Sending and Receiving Video Participant thumbnail view Select the down or J up arrow to view additional thumbnails Setting webcam options If you have a working webcam you can set options that are available for that webcam directly from your meeting 174 Chapter 9 Sending and Receiving Video To set webcam options Windows At the top right of the main display select the options icon ee Mae Presenter duchy mi Mac At the bottom right of window select the options icon i B Ga JE jay one Usually you can set options for general settings such as contrast sharpness and brightness but options can vary depending on your web camera Managing video during sharing When you are sharing information or someone else is sharing information with you the main video display appears in the upper right corner of your desktop on or near the information you are sharing You can minimize or enlarge this display at will or move it to any other part of the desktop 175 Chapter 9 Sending and Receiving Video To minimize or adjust t
131. d 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 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 Chapter 1 Hosting and Managing a 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 Alternatively as the meeting host you can leave a meeting without ending it Before you leave a meeting you should first transfer the host role to another participant For more information see Transferring the host role to a participant on page 14 A Quick Tour of the Meeting Window 20 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 a
132. d 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 Granting Privileges During a Meeting Once a meeting starts all participants are automatically granted meeting privileges either by host specification or by default Ifthe host scheduled the meeting and specified privileges participants receive those privileges Ifthe host scheduled the meeting but did not specify privileges participants receive default privileges Ifthe host started an instant meeting participants receive default privileges The following table describes the privileges a host can grant and those that are granted by default For detailed information on a particular set of privileges click More by the privilege description Privileges 141 Chapter 6 Granting Privileges During a Meeting Partpats A host can grant the following privileges to one or more participants Emin aber a ei Chat who a participant ca
133. dard a format used widely across the Internet for exchanging calendar information Go Back Return to the meeting calendar Start 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 139 Chapter 5 Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting About the Personal Conference Meeting Information page for attendees 140 This page provides the details about 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 haven 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 Click this button To View Agenda View Personal Conference meeting or MeetingPlace Personal Conference meeting agenda if the host has provide
134. de you with this URL On the Meetings tab do one of the following Ifthe meeting is not currently in progress under Scheduled Meetings click Register Ifthe meeting is currently in progress under Meetings in Progress click Join Now On the Join Meeting Topic page that appears click Register 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 case you must provide your user name and password before you can register for the meeting On the Register for Topic page that appears provide the required information 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 Chapter 2 Joining a Meeting 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 47 obtain meeting information from an invitation Obtaining information from an email message email message on page 48 obtain meeting information from the host s Obtaining information from the host s Personal Meeting Center Room page pe
135. dress Set the language in which any email messages that you send to the contact using your WebEx service site appear Available only if your WebEx service Web site can be displayed in two or more languages Enter the company or organization for which the contact works Enter the contact s position in a company or organization Enter the URL or Web address for the contact s company or organization Enter the contact s phone numbers For each number you can specify the following Specify the number that you must dial if the contact resides in another country To select a different country code click the link to display the display the Country Code window From the drop down list select the country in which the contact resides Enter the area or city code for the contact s phone number Enter the phone number Enter the extension for the phone number if any 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
136. e on page 270 Share poll results with participants More on page 271 Save poll results for viewing outside a meeting More on page 273 Preparing a poll questionnaire When preparing a poll questionnaire you can Create a questionnaire More on page 265 Edit a questionnaire More on page 267 Seta timer for polling More on page 269 Creating a poll questionnaire Presenter only 265 Chapter 15 Polling Attendees 266 To conduct a poll you must first create a poll questionnaire You create a questionnaire in a meeting To save time during a meeting you can start the meeting earlier than the scheduled time create a questionnaire on the Polling panel save it and then open it during the actual meeting To create a questionnaire for Windows 1 Open the Polling panel in a meeting 2 Inthe 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 are
137. e Advanced Scheduler sssessessessessessessessessesseoseeseeseeseeseessessessessessesses 83 About the Required Information page ssessesseeseessessessessessessesseoseoseoseeseeseeseeseeseeneessensessessesseos 83 About the Date amp Time PaGe ssscscssssssssssesescssssesesessssssssssssssssssssesesesesesssssseseseessssesesesesesessesees 87 About the Audio Conference PAGE 1 essessssssssssssssssssesesesesesesescsesesesesesesesesesesesesescscscseseacacaesesees 91 About the Invite Attendees page s sessessessessesessessessessesessessesseseeseosessesseneeseosesseseeseesessesseseeseose 96 About the Select Attendees Page siirius ua aae ar edio a ais 99 ADOUT the Registration Pag E sansin esea i a aE e e a aa 100 About the Agenda amp Welcome Page e ssesseseesessessesseseesessessessesesseosesseseeseosessesseseeseosesseseeseeses 104 About the Meeting Options page sessessesseseesessessesseseesessessesseseeseosessesseseoseosesseseeseosessesseseeses 109 About the Attendee Privileges page e ssessesseseesessessesseseesessessessesessessesseneeseoseosesseseeseosessesseseeses 112 ADONNE R VION PAIE eane ai E E usneeseesoniwst 115 Managing and maintaining your scheduled meetingS ssessessessessessessesseeseeseessessessessessessesss 115 Adding a scheduled meeting to your calendar program esessessessessesseeseeseessessessessessessesss 116 Editing a scheduled meeting sssssssssessscessc
138. e folder Chapter 18 Using My WebEx Use this option To Password protected Let only visitors to your Personal Meeting Room who know the password view the list of files in the folder download files from the folder or upload files to the folder depending on the read write settings for the folder Password The password that visitors to your Personal Meeting Room must provide to access the folder Confirm If you specified a password type it again to verify that you typed it correctly 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 Login to your WebEx service Web site and then click My WebEx 2 Click My Files gt My Recordings The My Recordings page appears showing your recording files For details about the My Recordings page see About the My WebEx Files gt My Recordings page on page 326 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 re
139. e in your browser Note Participants view all new Web browser windows that you open You can show participants several Web pages simultaneously Stopping Web browser sharing You can stop sharing a Web browser at any time To stop Web browser sharing On the title bar of the application that you no longer want to share select the Stop button Tip You can temporarily pause Web browser sharing rather than stopping Web browser sharing For details see Pausing and resuming software sharing on page 243 232 Chapter 14 Sharing Software 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 presenter 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
140. e notes they cannot publish their notes to others during the meeting However participants can save their notes at any time during the meeting The meeting host can select the single note taker during the meeting A single note taker can publish notes at any time during the meeting or send a meeting transcript containing the notes to all participants If needed the host can also select a closed captionist A closed captionist can publish captions in real time during the meeting and can also send a transcript containing the captions to all participants Taking personal notes If the meeting host or presenter has selected the option to allow participants to take personal notes you can type your notes on the Notes panel in the Meeting window To take personal notes 1 Inthe Meeting window open the Notes panel 2 Type your notes in the box Note You can save your notes to a text file on your computer For details see Saving notes to a file on page 285 283 Chapter 17 Managing and Taking Notes Taking public notes meeting minutes If the meeting host has designated you as the single note taker for a meeting you can type notes on the Notes panel in your Meeting window Your notes are not visible to other meeting participants until you publish them You can publish your notes at any time during the meeting or you can send your notes in a meeting transcript to all participants To take public notes 1 Inthe Meeting window o
141. e or more attendees as alternate hosts for the meeting An alternate host can start the meeting and act as the host Thus an alternate host must have a user account on your Meeting Center Web site Once you invite an attendee to a meeting as an alternate host the attendee receives an invitation email message that provides information about acting as the alternate host Your scheduled meeting appears on the alternate host s My WebEx Meetings page Can I invite people using my online address book You do not have to type the email address of each person you want to invite to your meeting You can 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
142. e page see Joining a meeting from the host s personal page using the meeting number on page 42 41 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 this URL On the Meetings tab and under Join an Unlisted Meeting type the meeting number that the host gave to you in the Meeting number box Click Join Now On the Meeting Information page enter the requested information For details see About the Join Meeting page on page 38 Click Join Now The Meeting window appears Joining a meeting from your Meeting Center Web site using the meeting number 42 If the meeting you want to attend is not listed on the meeting calendar you can still join the meeting You just need to know the meeting number which the meeting host can give you To join an unlisted meeting from your Meeting Center Web site 1 On the navigation bar expand Attend a meeting and then click Unlisted Meeting The Join an Unlisted Meeting page appears In the Meeting number box type the meeting number that the host gave to you Click Join Now On the Meeting Informa
143. e scheduled 138 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 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 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 To Edit Edit the details about the Personal Conference meeting or MeetingPlace Personal Conference meeting For example you can add attendees change the Personal Conference number account for this meeting or change the date time and duration Delete Cancel the meeting Add to My Calendar 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 stan
144. e that is the number that you must dial if the contact resides in another country The area or city code for the contact s office phone number The contact s office phone number The extension for the contact s office phone number if any The country code for the contact s cellular or mobile phone that is the number that you must dial if the contact resides in another country The area or city code for the contact s cellular or mobile phone number The contact s cellular or mobile phone number 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 The contact s ZIP or postal code The country in which the contact resides The user name with which the user logs in to your WebEx service Web site if the contact has a user account Any additional information about the contact 33 7 Chapter 18 Using My WebEx 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
145. e 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 Chapter 10 Setting Up a One Click Meeting Open One Click Start Meeting Mow Start Audio Only Meeting Start a Scheduled Meeting Schedule a Meeting Join a Meeting Connect to My Computers WebEx Settings Help About WebEx One Click Exit 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 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 178 For details To start a One Click Meeting from your WebEx service Web site 1 Login to your WebEx Service Web site 2 Click My WebEx gt Start One Click Meeting My WebEx Meetings g Go to My Personal Meeting Room 3 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 183 Chapter 10 Setting Up a One Click Meeting To start a One Click Meeting from the Meeting Center service 1 2 Log in to your WebEx service Web site and click Meeting
146. ect the down arrow button it is the last button on the Meeting Controls Panel Then choose Share Remote Application E Recorder Float All Panels Manage Panels Audio View Meeting Options Make Screen Blank Disable Keyboard and Mouse Reduce Screen Resolution to Match This Computer Send Ctrl Alt Del Share Remote Application Dock Meeting Controls 2 Inthe Select Application box select the application you want to share 235 Chapter 14 Sharing Software Stopping remote computer sharing 236 3 select Application Select the application that you want to access Address Book Odobe FrameMaker 7 0 Adobe Photoshop 7 0 1 Cisco WebEx Connect Select OK Host or Presenter only After you choose another application to share all previously selected applications remain open Example You opened the Paint application first Then you chose Notepad from the Select Application box Both applications remain open on the shared desktop OK Cancel 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 ap
147. ed on calendar Specify that the meeting appears on the calendar on your site Available for meetings and sales meetings only CUVC Meeting ID CUVC Integration to Meeting Center only Enter a custom URL to create a virtual meeting room in which you can use Cisco Unified Video CUVC in your meeting If you leave this box empty the WebEx Meeting ID is used by default When you start your WebEx meeting the CUVC Video panel displays automatically 179 Chapter 10 Setting Up a One Click Meeting Tracking Codes Identify your department project or other information that your organization wants to associate with your meetings Tracking codes can be optional or required depending on how your site administrator set them up Tracking code If your site administrator requires you to select a code from a predefined list click the link Select Code and then select a code from the list or enter one in the box above Audio Conference meetings training sessions and sales meetings only Use Select the type of teleconference you would like to use WebEx Audio Specifies that the meeting includes an integrated 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 organi
148. ed to 160 pixels However the image s aspect ratio is maintained Browse Lets you locate an image Upload Uploads the image that you selected Current Image Displays the image that currently appears on your Personal Meeting Room page Delete Removes the current image from your Personal Meeting Room page This button is available only if you have uploaded an image for the page Upload a banner image to the non scrolling header area for your Personal Meeting Room page For example you can upload your company s logo or an advertisement Visitors to your page can see the image that you upload Available only if your site administrator has turned on this option for your account The image can be an maximum of 75 pixels high If you upload Chapter 18 Using My WebEx 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 service site Session Options Automatically delete meetings from My Meetings when completed Default session type Automatically download Productivity Tools w
149. eer fe Dhepiay Gauk Stadt to Mosi aed Prose at the dar of Ihe meen Les Cante Siw ai emp rs Back a E E m E a Sg t Se CE a What you can do on this page Enter an agenda for your meeting Choose a template for the Info tab in the Meeting window 104 Chapter 4 Scheduling a Meeting Automatically show a document or presentation to participants once they join the meeting Options on this page Use this option Set options using template Agenda Info tab templates Automatically share presentation or document once a participant joins the meeting To Select a template and use the settings saved in that template for this meeting You can save time by using a template that includes the list of attendees you want to invite a presentation you want to show before the meeting starts and other options you have used in a previous meetings and saved as a template For more details about creating and editing templates see Using meeting templates on page 121 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
150. eeting Desktop speakers default If this option is selected the following appears in the bottom right corner of your Meeting window F A PBe to speak Press the Ctrl key on your keyboard while speaking Pressing this key mutes your speakers thereby preventing your voice from echoing in the conference 163 Chapter 8 Using Integrated Voice Conferences Headset If this option is selected the following appears in the bottom right corner of your Meeting window Speak Mow Simply speak into your microphone Tip Before you join a voice conference you can use the audio setup wizard to select you audio device and adjust its settings More on page 166 Muting and unmuting microphones in an audio conference The following table illustrates how to quickly mute and unmute microphones in your meeting depending on your user role Mute on Entry to mute all microphones automatically when participants join a meeting Windows Right click in the participants list Partic an ant amp To as Participants Mute or Unmute to mute or unmute your own or a specific aei participant s microphone Mute All to mute or unmute all participant microphones simultaneously at any time during a meeting More on page 155 164 Chapter 8 Using Integrated Voice Conferences Host Windows Right click in the participants list Mute on Entry to mute all microphones automatically when pa
151. eeting 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 approve all registration requests automatically you join the meeting immediately About the Today view How to access this page On your Meeting Center Web site click Attend a Meeting gt Browse Meetings gt Today tab What you can do here The Today view lists the live meetings that are scheduled for the present day including those in process those concluded and those that have not yet begun 60 Chapter 3 Using the Calendar The meeting information displayed in the list can be sorted by clicking the column headings For details see Sorting the meeting calendar on page 57 Options on this page S Language link Time zone link Show past meetings Show only meetings that require registration check box Ea Time Topic Host or Presenter Duration Join link ia Register link Ed 9 Click the Refresh icon at any time to display the most current list of meetings Click
152. emote 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 2 gt A a4 ar ha Z s Assign Participants Chat Recorder Annotate Make Presenter Pass Keyboard and Mouse Control Anto Accept All Requests Pa Allow bo Annotate d Testing Deeps 2 On the menu that appears choose Pass Keyboard and Mouse Control gt Auto Accept All Requests 258 Chapter 14 Sharing Software 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 that appears choose Pass Keyboard and Mouse Control Then select Auto Accept All Requests to remove the check mark and cancel the selection Stopping remote control of shared software 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
153. emplate from any page on the Quick Scheduler or Advanced Scheduler You have three ways to use an existing meeting template Use the template without saving any changes to it You can use the template as is or make changes to the settings without saving these changes to the template itself For details see Using an existing meeting template for scheduling a meeting on page 122 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 123 121 Chapter 4 Scheduling a Meeting 122 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 For details see Using an existing meeting template and saving the changes in a new template on page 124 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 2 Vendor meeting Log in to your Meeting Center Web site On the navigation bar expand Host a meeting to view a list of links Click Schedule a meeting The meeting scheduler appears Select the template you want to use in the
154. endar to indicate that one or more meetings are scheduled on that day About the Search Results page 66 What you can do here Finda meeting on your Meeting Center Web site Display past meetings Sort the search results Select a language for your Meeting Center Web site Chapter 3 Using the Calendar 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 see Sorting the meeting calendar on page 57 Options on this page Search for Enter a host name meeting topic or any text that may appear in the agenda and click Search text box l Note You cannot search for a meeting number Click the Refresh icon at any time to display the most current list of meetings Click to open the Preferences page where you can select the Language link language setting for your Meeting Center Web site l Click to open the Preferences page where you can select the time Time zone link i 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 in require registration check the list of meetings box Navigation links Click the page numbers or next to navigate through the search results The Ascending Sort indicator
155. eo which can be set at the site or meeting level Video can be as high as 360p resolution 640x360 However the quality of the video that participants can send and receive depends on the following Video mode What you need A webcam capable of producing high quality video WebEx supports most webcams of this type Sending A network connection fast enough to send and receive high quality video A computer powerful enough to support high quality video ES A network connection fast enough to receive high quality video Receiving A computer powerful enough to support high quality video If your site or meeting does not support high quality video then standard video is used To start or stop sending video simply select the video icon beside your name After you select the icon it changes to green to indicate that you are sending video t Hii Jay Host me Mar lah After you start sending video you can perform the following tasks depending on your role 169 Chapter 9 Sending and Receiving Video Host What you can do Windows Stop and start sending video at will Set the main display on page 170 View video in full screen mode on page 171 List participants or show thumbnails on page 173 Set webcam options on page 174 Participant What you can do Mac Start or stop sending video at will View video in full screen view on page 171 List participants or show thumbnails
156. er 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 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 Login to your Meeting Center Web site 2 On the navigation bar under Host a Meeting click Schedule a Meeting The Schedule a Meeting page appears 157 Chapter 7 Using WebEx Audio 3 Click Change audio options The Audio Options dialog box appears 4 Select the Enable audio conference CLI authentication when participants call in checkbox if it is not already selected Note Caller authentication will only be available to participants if they are invited to a
157. erence Meeting Deleted page click Remove From My Calendar to remove the meeting from your calendar 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 such 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 hav
158. erence 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 Access Anywhere option you can also obtain information about computers that you access remotely Obtaining a user account Once you obtain a user account you can use My WebEx features and host s on the Web You can obtain a user account in one of two ways The site administrator for your WebEx service Web site can create a user account for you In this case you need not sign up for an account on your site and you can begin hosting s immediately If your site administrator has made the self registration feature available you can sign up for an account on your WebEx service Web site at any time To obtain a user account using the self registration feature 1 2 Go to your WebEx service Web site On the navigation bar click Set Up gt New Account The Sign Up page appears Provide the required information 291 Chapter 18 Using My WebEx 4 Click Sign Up Now You receive an email message confirming that you have signed up for a user account Once your site administrator approves your new user account you receive anot
159. ess 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 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 Chapter 4 Scheduling a Meeting Questions about required information for setting up a meeting Why set up an unlisted meeting You can prevent a scheduled meeting from appearing on the meeting calendar and any other publicly accessible pages on your Meeting Center Web site by setting up an unlisted meeting If a meeting is unlisted the meetin
160. esssssssesssssssssssseseseseeseseseseeeseseseseees 276 Downloading Files During a Meeting cesesesescsssssessssssssssssssesesssesesesesesesessssssesescscseseseseseseseeseees 277 Chapter 17 Managing and Taking Notes cccsccccsssssccccsssssccccsssscccccssscccccssssccssssccoes 279 Specifying note taking options for a meeting uu ccesesesesecsssssssssssssecscscsssssssesesscsesesesssssessesescseaees 280 Choosing anote tak acer ctecsasecs caster sachonsczsavstratentvasd A E EER Riven 281 EVANS OCC NOUNS cs cocadeacnmsueceuses acs snasosendessecsucorasecstactastsonsuseusantaavaentanesseesase E 282 PROUT CAI OLE on eS E E E E EE 283 FAG PE ONNO ES a E E E E EE 283 Taking public notes meeting minutes s ssessesseseesessessesseseesessesseseeseosessesseseeseosesseseesesseosesseseeseos 284 Providing closed CATIONS sersan aN E NNE 284 SAVING NOLES to a file eeii iae ni i 285 Sending a meeting transcript to participants s ssessessesseseesessessessesessessesseseesessessesseseeseosesseseeseoss 286 Chapter TS Using My WebEX sssssssssscecocscossssccccoososssecccceosssssssecccossssssssecccossssssssseceosssssso 289 ADOUCMY WODE K ennn a E E E E ES 290 MC DOU IVIY WeDEX2 erreia a EAO ONO E EON 291 Obtaining a US CT ACC OUI eesnime e EE E EN N a ia 291 Logging in to and out of the WebEx service Sit ee ssessessessessessesseosesseeseeseeseeseeseeseessessessessessesss 292 Using yo r list of MEEtINgGS ser scoceorercsa
161. etailed instructions on a particular task select More by the task description 225 Chapter 14 Sharing Software host and presenter wiew Audio Participant Mee My Desktop File Including Video Chrl 4lk 0 Ao plic ation Whiteboard Crrl 4lb h Web Content Web Browser Remote Computer Share software Share applications More on page 226 Share your desktop More on page 229 Share a Web browser More on page 231 Share a remote computer More on page 233 Control the appearance of shared software More on page 242 Annotate shared software More on page 250 Let a participant control your shared software More on page 253 participant Manage Panels m Ask bo Control Audio Conference Full Screen Meeting Info Fit in viewer Return to Meeting Window Pit to Width foie SUF ii Sharing applications View and work with shared software Control the appearance of shared software More on page 247 Ask to control shared software More on page 257 Annotate shared software More on page 250 Stop participating in software sharing More on page 259 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 226 Chapter 14 Sharing Software Participants can view the shared application including all mouse mo
162. ether you want to send a cancellation email message to all attendees whom you invited to the meeting 5 Chapter 4 Scheduling a Meeting In the message box click Yes or No as appropriate If you click Cancel in the message box the meeting is not canceled You receive a cancellation confirmation email message Optional If you added the meeting to your calendar program such as Microsoft Outlook in the confirmation email message click the link to remove the meeting from your calendar Saving time when scheduling a meeting 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 122 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 123 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 124 set up a recurring meeting Setting up a recurring meeting on page 125 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 Later when it is time to schedule another meeting you can select that t
163. eting You can require meeting attendees to register for a meeting before they can join it Requiring registration allows you to View a list of attendees to determine whether they have registered for the meeting Obtain attendees names email addresses and optionally additional personal information before they can join the meeting Accept or reject individual registration requests Increase the security of your meeting If you invite an attendee to a meeting that requires registration the attendee receives an invitation email message that includes information about the meeting and a link that the attendee can click to register for the meeting Chapter 4 Scheduling a 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 c
164. eting hosts This page provides the details about a meeting you have scheduled 127 Chapter 4 Scheduling a Meeting What you can do on this page Review the date time duration and other helpful information about the meeting Edit the details about the meeting you have just scheduled Start the meeting Add the meeting to your calendar if you haven t already done so start Mow Edit Delete Attendees Agenda Add to My Calendar Go Back i PEE Start this meeting immediately Appears only if the meeting is not yet in progress Edit the details about this meeting For example you can add attendees change the agenda change the date time and duration Cancel this meeting View the list of registered attendees Appears only if the meeting requires attendees to register Review the meeting agenda To edit or add an agenda click Edit and then go to the Edit and Customizable Welcome page Add this meeting to the calendar program such as Microsoft Outlook To use this feature your calendar program must conform with the iCalendar standard a format used widely across the Internet for exchanging calendar information Return to the meeting calendar About the Meeting Information page for attendees This page provides the details about a meeting you have scheduled What you can do on this page Review the date time duration and other helpful information about the meeting Add
165. eting deletes it from your personal meeting list You can cancel a meeting from the confirmation email message that you received after you scheduled the meeting or from your meeting list in My WebEx To cancel a meeting from a confirmation email message 1 Open your email confirmation message and then click the link If you are not already logged in to your Meeting Center Web site the Log In page appears If the Log In page appears provide your account user name and password and then click Log In The Meeting Information page appears Click Delete If you invited attendees a message appears asking you whether you want to send a cancellation email message to all attendees whom you invited to the meeting In the message box click Yes or No as appropriate If you click Cancel in the message box the meeting is not canceled The Meeting Deleted page appears Optional If you added the meeting to your calendar program such as Microsoft Outlook on the Meeting Deleted page click Remove From My Calendar to remove the meeting from your calendar To cancel a scheduled meeting from your meeting list on your Meeting Center Web site 1 2 Log in to your Meeting Center Web site On the navigation bar click My WebEx The My Meetings page appears showing your scheduled meeting list In the meeting list under Topic click the topic for the meeting Click Delete If you invited attendees a message appears asking you wh
166. eting 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 I learn about the fields on the Date amp Time page Click the Help link in the top right corner of the Date amp Time page or review About the Date amp Time page on page 87 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 Audio Conference Settings Set options using npin lHa ere Lean Anam n Que ohare LEJ See Tp reben ija T ral cae PF Dispis ities rune i ot 2 Ma PLE h Bait oie T E apiy petal ceia nernbes hoba calis qarebern are Diae at iing stat aaaea n F hil Eny and mali tama E EL i LHE iian B pannenmeY lo What you can do on this page Include a VoIP voice over Internet Protocol session Choose the telephony service you want to use in the meeting you are scheduling If you choose WebEx teleconferencing you can set other options such as whether meeting participants call in to the meeting or receive a call back and if the participants use a toll or toll free number 91 Chapter 4 Scheduling a Meeting 92 Choose the sound that plays when participants enter or leave the meeting For insta
167. eting window 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 Do one of the following Right click on a participant name or thumbnail be Parlama Select the Participant menu 2 Select Host from the Change Role To menu The selected participant is now the host The word host appears to the right of the attendee s name in the participant list Chapter 1 Hosting and Managing a Meeting Transferring the host role 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 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 In the 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 The word host appears to the right of the participant s name in the participant list Reclaiming the
168. ette 202 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 software 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 202 Use a pointer to emphasize text or graphics More on page 202 Print it More on page 218 Display it at various magnifications in miniature thumbnails and in a full screen view More on page 201 Synchronize all participants displays with the display in your content viewer More on page 214 Save it to a file More on page 216 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
169. ewing your Personal Meeting Room page on page 305 Tip Add your Personal Meeting Room URL to your business cards your email signature and so on Viewing your Personal Meeting Room page You can view your Personal Meeting Room page at any time by going to the link for the page The link for your Personal Meeting Room page is available on your My WebEx Meetings page My WebEx Profile page To view your Personal Meeting Room page 1 Login to your WebEx service Web site and then click My WebEx The My WebEx Meetings page appears 2 Click the Go to My Personal Meeting Room link Alternatively in My WebEx click My Profile and then click the Personal Meeting Room URL link in the Personal Meeting Room section Your Personal Meeting Room page appears The following is an example of a Personal Meeting Room page 305 Chapter 18 Using My WebEx Cindy Rao s Meeting Room Ue rien Fira Dmh at frem ma fare 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 306 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
170. f remote computers Downloads the manual installer for the Access Anywhere Maintaining files in your personal folders About maintaining files in your folders on page 310 Opening your personal folders documents and files on page 310 Adding new folders to your personal folders on page 311 Uploading files to your personal folders on page 312 Moving or copying files or folders in your personal folders on page 313 Editing information about files or folders in your personal folders on page 313 Searching for files or folders in your personal folders on page 314 Downloading files in your personal folders on page 315 Sharing files on your Personal Meeting Room page on page 307 Deleting files or folders in your personal folders on page 315 309 Chapter 18 Using My WebEx About maintaining files in your folders Your user account includes personal storage space for files on your WebEx service Web site In your personal storage space you can Create folders to organize your files Edit information about any file or folder in your personal folders Move or copy a file or folder to a different folder Share a folder so it appears on your Personal Meeting Room page You can use this storage space to access important information when you are away from the office For example if you are on a business trip and want to share a file during an online session you can download the file in your personal
171. f your entire desktop Granting participants control of shared software 256 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 257 The presenter can then grant control to the paticipant More on page 257 Chapter 14 Sharing Software Alternatively the presenter can automatically grant control of shared software to any participant who requests remote control More on page 258 The presenter can stop a participant from remotely controlling shared software at any time More on page 259 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 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 Co
172. ferencing account To add or edit a Personal Conference number account 1 Login to your WebEx service Web website and then select My WebEx 2 Select Personal Conferencing The Personal Conferencing page appears 361 Chapter 18 Using My WebEx EJ Cisco Unified MeetingPlace Audio Conferencing Account Toll Number 1 6504254 866 Cisco Uniied MeetingPlace profile number 87288162 Reset Profile Password Your Profile Password provides an additional level of security to your audio account Passwords must be numeric only and between 5 and 24 digits in length New profile password trett i Confirm profile password weess SE Submit Synchronize Account Settings Synchronize audio settings for your WebEx and Cisco Undied WeetingPlace accounts 3 Under Reset Profile Password in the New profile password and Confirm profile password 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 click Sync Generating Reports get an overview of what reports you can About generating reports on page 362 generate from your WebEx service Web site generate usage reports that provide Generating reports on page 363 information about each session that you have hosted on your site About generating reports If your user account includes the reports option you ca
173. file or folder is in a closed folder click the folder to open it 4 Click the Properties icon for the folder in which you want to share files The Edit Folder Properties window appears E Edil Folder Properties Windows Internet Explorer E lE led Edit Folder Properties Name pictures Description Size 401 KB Share Hote the changes apply to all the files in thas folder Do not share this folder Share this folder Share as Regd download oniy fle names are visibla Wate jupload nbr fla names ar not sible Read amp Write download and upload fle names are waibba Allow files to be overwritten A Password protected Password Confirn Update Cancel A ore 5 Specify sharing options for the folder 307 Chapter 18 Using My WebEx 6 Click Update For details about sharing options see About the Edit Folder Properties page on page 317 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 308 How to access this page On your WebEx service Web site click My WebEx Files gt My Computers What you can do here Set up and access remote computers using Access Anywhere Options on this page Link or option Description
174. from host s personal page 41 from meeting calendar 40 using meeting number 41 message adding to Personal Meeting Room page 309 mouse disabling on shared remote computer 240 multimedia sharing as Web content 224 My Computers using 311 My Contacts adding contacts 336 creating contact group 344 importing contacts from file 339 importing contacts from Outlook 342 opening 335 searching for contacts 343 using Overview 334 viewing or editing contact information 342 My Files adding folders 314 maintaining overview 313 moving or copying files or folders 316 opening 313 searching for files 317 My Meetings maintaining 297 overview 295 My Profile editing 355 N note taker choosing 283 notes meeting minutes 286 options for meetings 282 saving to file 287 taking personal 285 turning on or off during a meeting 282 O One Click Meeting overview 179 removing shortcuts 190 setting up 180 setting up on service Web site 180 starting from service Web site 186 One Click panel removing from computer 190 One Click Settings page descriptions 180 One Click shortcuts removing from computer 190 opening 54 address book 335 file for 275 list of your recordings 322 personal folders 313 poll questionnaire file 275 poll questionnaires 271 saved document 219 saved presentation 219 saved whiteboard 219 shared
175. 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 Settings page on page 91 111 Chapter 4 Scheduling a Meeting How can I learn about the fields on the Meetings Options page Click the Help link in the top right corner of the Meeting Options page or review About the Meeting Options page on page 109 About the Attendee Privileges page How to access this page On the navigation bar click Host a meeting gt Schedule a meeting gt Attendee Privileges peaks SS J P T FE ALLEN Priivieges Retues to Quick Schedules Soler pragia Thal ou wa SA To hee me eet bagri fasuaed bvformation Pivileges Seve LJ Prisj ote A finw FI Ansoai E Views seada Gal a GI Virs fisha Fa Heihi fe Cosin appi ihing wile iiei ce iiaa aly E virs ang decoment Forget esi View any page es Costes operno prraials Apaia POE Pasep in arate chat wae F fost Go Premin
176. fyou invite attendees to a meeting the invitation email message that they receive contains an option to add the meeting to their calendar programs Chapter 4 Scheduling a Meeting Editing a scheduled meeting Once you schedule a meeting you can make changes to it at any time before you start it including its starting time topic password agenda attendee list and so on If you update any information about a meeting including adding or removing attendees you can choose to send attendees a new invitation email message that informs them that you have modified information about the meeting Attendees whom you removed from the attendee list receive an email message informing them that you have retracted their invitations You can modify a meeting from the confirmation email message that you received after you scheduled the meeting or from your meeting list in My WebEx To edit a meeting from the confirmation email message 1 Open your confirmation email message and then click the link If you are not already logged in to your Meeting Center Web site the Log In page appears 2 Ifthe Log In page appears provide your account user name and password and then click Log In The Meeting Information page appears 3 Click Edit 4 Modify the meeting For more information about the options that you can modify see Using the Advanced Scheduler 5 To save your changes to the meeting click Save If you invited attendees a message appear
177. g WebEx One Click 184 J joining meetings from email invitations 39 from host s personal page 41 from meeting calendar 40 using meeting number 42 K keyboard disabling on shared remote computer 240 keypad controls for audio only meeting 364 368 L language and locale for site setting 355 leaving meetings 17 Line tool overview 204 list of meetings personal maintaining 297 overview 295 locking access to meeting 17 shared remote computer 243 logging in to and out from site 294 M maintaining contact information overview 334 personal conference number accounts overview 359 personal list of meetings 297 Personal Meeting Room page overview 308 making another participant the host 14 meeting calendar Daily view 54 Monthly view 54 obtaining information 49 overview 53 refreshing 58 registering for meetings 45 removal of meetings 53 searching for meeting 57 selecting date 55 selecting time zone 58 sorting 57 Today view 54 Weekly view 54 meeting minutes saving to file 287 taking during meeting 286 meeting number using to join meetings 42 meetings canceling 122 editing 119 ending 19 leaving 17 obtaining information 47 registering 46 restricting access 17 scheduling for host 128 searching for on meeting calendar 57 meetings joining from email invitations 39
178. g 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 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 353 Chapter 18 Using My WebEx Option Description disabled recordings Back to List Clicking the button returns you to the recording list Maintaining your Personal Conference number accounts or Cisco Unified MeetingPlace audio conferencing account If you want to get an overview of maintaining your Personal Conference number PCN accounts add or edit a PCN account to obtain audio conferencing numbers or specify access codes use your PCN account delete a PCN account get an overview of maintaining Cisco Unified MeetingPlace audio conferencing account numbers reset the password for your Cisco Unified MeetingPlace audio conferencing account See About maintaining Personal
179. g 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 126 Chapter 4 Scheduling a Meeting To allow another user to schedule meetings for you 1 2 3 Log in to your Meeting Center Web site On the navigation bar click My WebEx Click My Profile The My Profile page appears Under Session Options do either or both of the following In the Scheduling permission box type the email addresses of the users to whom you want to grant scheduling permission Separate multiple addresses with either a comma or semicolon Click Select From Host List to select users from a list of all users who have accounts on your Meeting Center Web site Click Update About the Meeting Scheduled page for meeting hosts This confirmation page appears after you have scheduled a meeting successfully What you can do on this page Add this meeting to your meeting calendar MS Outlook or Lotus Notes Edit the details about the meeting you have just scheduled Click this button TO Add to My Calendar Add this meeting to your calendar program MS Outlook or Lotus Notes only l Make changes to the meeting you have just scheduled For Edit example you can change the day and time or invite additional attendees About the Meeting Information page for me
180. g a recording THO ismsscicosinannsensiieanninnmnananuncnnnannaniemmnnnas Editing information about a recording ssessessesseeseessessessessessessesseoseoseeseeseeseeseeseesseneessessessesses Sending an email to share a recording se ssessessssessessessesessessesseseesessessesseseeseosesseseeseosessesseseeses About the Add Edit Recording Page e ssesseseesessessesseseesessessessesessessesseseeseesessesseseeseosessesseseeses Paypak CONTO OD UONE sooper ea E E scacdisvassta tvecancsacais ia ieesensoils About the Recording Information Page u ssssssssssssssssssssssscsesesesesesesesssesesesesesescsescsesesesesees About the My WebEx Files gt My Recordings page es ssessessessessessessessessesseeseeseessessessessessesss About the My WebEx Files gt My Recordings gt Meetings page ssessessesssessessessessessess About the My WebEx Files gt My Recordings gt Miscellaneous page sesssssessesssessessees Maintaining CONTACT INFOFMATION uuu eesesesesesesssesssesssscssssscsesesesesesesesescsesesesesesesesesescsescacacacseseacseaees About maintaining CONTACT information eesesesesssssssscssscsesescsesesescsesesesesescscscscscscsesesesenees Ope nmagyouradadaress OOK san cectartectarasavecsssciaioerriorensenneteere OEE Adding a Contact to your address DOOK ccesesssssssssssssssssscssssssscscscscscsesesesescscscscacsessassssseees About the New Edit Contact page uu ccesesssessssssessssssssssssssssessscsssesese
181. g blank pages 211 advancing pages automatically 209 annotating 216 clearing pointers 217 printing pages 220 saving to file 218 downloading files 318 from personal folders 318 published files during a meeting 279 published files during a training session 279 published files during an event 279 shortcuts for One Click Meeting 184 shortcuts WebEx One Click panel 184 drawing annotations on shared documents 216 on shared presentations 216 E editing contact group in address book 345 contact information in address book 342 information about files in personal folders 316 information about recordings 323 Personal Conference meetings 137 personal conference number account 359 scheduled meetings 119 email messages registering for meetings 44 ending meeting 19 eraser using to delete annotations on shared software 254 Eraser tool overview 204 erasing all annotations on shared documents 216 all pointers on shared documents 217 selected annotations on shared documents 216 your annotations on shared documents 216 your pointers on shared documents 217 exchanging files during a meeting 279 during a training session 279 during an event 279 during event 278 during training session 278 expelling attendee from a meeting 17 F files atp 274 275 ucf Universal Communications Format for multimedia 218 during a meeting 279 during a training sessi
182. g details such as its host topic and starting time are not available on the calendar and other places This additional security may help prevent unauthorized access to the meeting To join an unlisted meeting a participant must provide a unique meeting number If you invite a participant to an unlisted meeting the participant receives an invitation email message that includes complete instructions for joining the meeting including the meeting number and a URL that links directly to a Web page on which the participant can join the meeting What are tracking codes Your site administrator can include tracking codes in the Advanced Scheduler Tracking codes may identify your department project or other information that your organization wants to associate with your meeting Tracking codes can be optional or required depending on how your site administrator sets them up How can I learn more about the fields on the Required Information page Click the Help link in the top right corner of the Required Information page or review About the Required Information page About the Date amp Time page How to access this page On the navigation bar click Host a meeting gt Schedule a meeting gt Date amp Time 87 Chapter 4 Scheduling a Meeting Reiun to Quick Scheuer Meeting daw February S n p pi aA Meeting Gime a JE am pm San Francisco Time Date Time Flan meg
183. g from the meeting calendar on page 40 or Joining a meeting from the host s personal page on page 41 Joining from the Meeting Center calendar 40 If you do not have an email invitation for a meeting you can join it from the meeting calendar if the meeting host has listed it there To join a meeting listed on the meeting calendar 1 On the navigation bar expand Attend a meeting and then click Browse Meetings The Browse Meetings page appears On the meeting calendar locate the meeting that you want to attend Tips for quickly finding a meeting Select a view of the meeting calendar by clicking one of the following tabs Today Daily Weekly or Monthly For more information about calendar views see Viewing the meeting calendar on page 54 Sort a meeting list by clicking the column headings For details see Sorting the meeting calendar on page 57 View a meeting list for another date For details see Selecting a date on the meeting calendar on page 55 Search for a meeting For details see Searching for a meeting on the meeting calendar on page 57 Under Status click Join On the Meeting Information page enter any requested information Click Join Now The Meeting window appears You can obtain detailed information about a selected meeting or its agenda before joining it For details see Obtaining information about a scheduled meeting on page 47 You can display all meeting times in another
184. g 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 2 Log in to your Meeting Center Web site On the navigation bar expand Host a meeting to view a list of links Click Schedule a meeting The Schedule a meeting Wizard appears showing the Required Information page Click Date amp Time Set the date and time for the meeting Review the information below about the options for a recurring meeting Add other details about your recurring meeting For details information about the other pages in the Advanced Scheduler see Page by page guide to the Advanced Scheduler on page 83 When you have finished scheduling your meeting click Schedule or Start 125 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 the meeting every week until the ending date that you select Sunday Saturd
185. ge or slide advancement 1 Ifyou closed the Automatically Advance Pages dialog box on the View menu choose Automatically Advance Pages The Automatically Advance Pages dialog box appears 2 Click Stop Animating and adding effects to shared slides 208 When sharing a Microsoft PowerPoint slide presentation in the content viewer you can animate text and slide transitions just as you can when using the Slide Show option in PowerPoint Note To show slide animations and transitions you must share the presentation as a Universal Communications Format UCF file ucf The UCF import mode automatically converts a PowerPoint file ppt to a UCF file when you share it More on page 204 Chapter 12 Sharing Files and Whiteboards 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 Ifat least one meeting participant is using the Java Meeting Manager animations and slide transitions will not display during the meeting The meeting host can prevent participants from joining a meeting using the Java Meeting Manager when scheduling the meeting 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
186. group Under Members locate the contacts that you want to add to the distribution list by doing any of the following Search for a contact by typing all or part of the contact s first or last name in the Search box Click the letter that corresponds to the first letter of the contact s first name Click All to list all contacts in your Personal Contacts list Optional To add a new contact to your Personal Contacts list under Members click Add Contact In the box on the left select the contacts that you want to add to the distribution list Click Add to move contacts you selected to the box on the right After you finish adding contacts to the distribution list click Add to create the list In your Personal Contacts list the Distribution List indicator appears to the left of the new distribution list CER 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 342 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 2 Open your address book For details see Opening your address book on page 331 In the View drop down list select Personal Contacts A list of the contacts in your Personal Contacts list
187. gs 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 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 Chapter 5 Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting 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 Personal 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
188. h you can select a color to annotate shared content Clicking this button again closes the Annotation Color palette Annotation Color a 252 Chapter 14 Sharing Software Erases text and annotations or clears pointers on shared content To Eraser 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 Letting a participant annotate shared software Host or Presenter only You can let one or more meeting participants annotate a shared desktop if available application or Web browser You can let several participants annotate shared software at the same time To let a participant annotate shared software 1 On the Meeting Controls Panel select the Annotate icon The tools panel appears Annotation Tools x m T 0 2 m a d Allow to Annotate g Stop Annotating 2 Select the down arrow on the Allow to Annotate button 3 On the menu that appears choose which participants can annotate the shared software You can choose All or select someone from 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 255 253 Chapter 14 Sharing Software Requesting annotation control of shared software 254 Paprticipant only If a presenter is sharing a desktop Web browser
189. he content area of the meeting window 30 Chapter 1 Hosting and Managing a Meeting T Darco Webte hin tag Carnie heckit be Oseo EE Pepto Wik T O Be ae conor o a Cy Rebecca Cm Host mes iii tere omen at Cor i Srdin Every E E na soraan pts ew fan Pee f pF J Tr ra miu Iata 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 31 Chapter 1 Hosting and Managing a Meeting Select the combination keys Ctrl Tab to switch between the panels icon tray and any open panels a Participants Rebecca Cos Host me To navigate within the panels icon tray Select Tab to navigate from one icon to the next Using the spacebar and Enter keys open and close a panel When focused on the dropdown menu arrow use the spacebar or down arrow keys to open the dropdown menu Select Esc to dismiss the dropdown list 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 Ifyou are the host or presenter you can perform actions such as making someone else the presenter or muting another participant s microphone if i
190. he recording was created 327 Chapter 18 Using My WebEx Option Duration Format Add Recording EF Description 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 ha Modify Lets you edit information of the recording For details see About the Add Edit Recordings page on page 322 a a Disable Lets you disable the recording in all locations hE Delete Lets you delete the recording from this page Lets you upload a new recording For details see Uploading a recording file on page 319 and About the Add Edit Recordings page on page 322 Indicates that a recording is password protected About the My WebEx Files gt My Recordings gt Miscellaneous page 328 How to access this page Log in
191. he size and position of the main display Minimize Select the arrow icon in the upper left corner Resize Select the bottom right corner and drag the edge Reposition Select and drag the display to another location on the desktop 176 10 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 177 specify settings for your One Click Meeting Setting up your One Click Meeting on the Web on page 178 install WebEx One Click which includes the nstalling WebEx Productivity Tools on page One Click panel and One Click shortcuts 181 start a One Click Meeting from your WebEx Starting a One Click Meeting on page 183 service Web site remove WebEx One Click including all One Removing WebEx Productivity Tools on Click shortcuts from your computer page 188 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 Web
192. he 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 E a ra F B hotes Manage Panets Audo Conference Fte and kemiri Full ecreen For Participants Stop Application Sharing Synichrorine for All Erd Meeting Selecting a monitor to share To select a monitor to share 1 Start sharing your desktop On the Quick Start page select Share Desktop If two or more monitors are detected on your system a window appears and allows you to select one of the monitors 245 Chapter 14 Sharing Software 246 Select a monitor to share On the Share menu select Desktop A submenu shows the available monitors Fie Edit hara view Audio Partcipant Meeting Help Monitor 1 File Including Video CorHeAlbeo Monitor 2 Application Whiteboand Web Browser 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 il iy If you are sharing a monitor that is not the same monitor where the Meeting Controls Panel is it says You are sha
193. hen logging in to the WebEx 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 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 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 349 Chapter 18 Using My WebEx Quick Start Specify whether the Quick Start page appears in the content viewer once you start a meeting The Quick Start lets you start sharing activities quickly as an alternative to starting them from a menu or toolbar Show Quick Start to host and presenter The Quick Start appears in the content viewer for the host and presenter Show Quick Start to attendees The Quick Start appears in the content viewer for attendees Select this option on
194. her 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 344 Logging in to and out of the WebEx service site 292 To manage 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 291 To log in to your WebEx service site 1 Goto your WebEx service Web site 2 Inthe upper right corner of the page click Log In The Log In page appears 3 Enter your username and password Passwords are case sensitive so you must type your password exactly as you specified it in your user profile 4 Click Log In Tip If you have forgotten your username or password click Forgot your password Provide your email address type verification characters and then click Submit You will receive an email message containing your username and password To log out from your WebEx service site In the upper right corner of the page click Log Out Chapter 18 Using My WebEx 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 293 open your list of meetings Opening your meet
195. hirii irg atest Yoka Crimea ert Conference Allow a participant to speak More on page 163 ca meet mute or unmute participant microphones More on E IPVolee page 154 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 aie Ceplerearne To end a voice conference 161 Chapter 8 Using Integrated Voice Conferences Participant ite Connect no he ei oie Toe Leeereice Tar beet hes raj an Inner aned to Conference Ge pau ani petite Select Integrated Voice Conference gt End Conference from the Audio menu 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 Conference from the Audio menu To leave a voice conference 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 Asking to speak Participant 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
196. ic 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 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 I set You can set the time a scheduled meeting starts and the meeting s estimated duration This information allows attendees to reserve the appropriate length of time in their schedules The meeting does not end automatically after the duration you set Chapter 4 Scheduling a Meeting What happens if I allow participants to join the meeting before the start time Participants can see the agenda and other details about the meeting You can also set up a presentation to inform or entertain the participants while they wait for the me
197. ied 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 188 You can uninstall WebEx Productivity Tools at any time Uninstalling Productivity Tools removes all Productivity Tools including the WebEx One Click panel and One Click shortcuts from your computer To uninstall WebEx Productivity Tools 1 Click Start gt Programs gt WebEx gt Productivity Tools gt Uninstall 2 Click Yes to confirm that you want to uninstall WebEx Productivity Tools To uninstall WebEx Productivity Tools from the Control Panel 1 Click Start gt Settings gt Control Panel 2 Double click Add Remove Programs 3 Click WebEx Productivity Tools 4 Click Remove 5 Click Yes to confirm that you want to uninstall WebEx Productivity Tools Note Uninstalling Productivity Tools removes all Productivity Tools and shortcuts from your computer If you want to keep using some Productivity Tools but disable others edit the options in the WebEx Settings dialog box 11 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 aut
198. iews For example you can view a meeting list for today s date only or for an entire month 53 Chapter 3 Using the Calendar 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 54 You can open one of the following calendar views of all listed meetings Today Contains a list of meetings occurring on the current date including all meetings currently in progress and all scheduled meetings that are not yet in progress Daily Contains a single list of all meetings occurring on the current date or on another date to which you have navigated Weekly Contains a list of scheduled meetings for each day of the selected week Monthly Indicates on which dates meetings are scheduled for the selected month To open a calendar view of all scheduled meetings 1 On the navigation bar expand Attend a meeting to view a list of links 2 Click Browse Meetings The meeting calendar appears 3 Click the tabs to navigate to different views of the meeting calendar You can also view a list that includes past meetings You can view a list of meetings that require registration To include past meetings in your list of meetings 1 Select the Today or Daily tab 2 Select the Show past meetings check box The list of meetings displays accordingly for the tab To display a list of only meetings that require registration 1 Selec
199. if you are the host If you are using WebEx Sales Center You can choose another template only if your site administrator has provided one or more customized Info tab templates for your meeting service Select a presentation or document to share automatically after a participant joins the meeting This option is useful if you allow attendees to join the meeting before the host The file that you select must Be 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 105 Chapter 4 Scheduling a Meeting 106 Use this option Browse Delete Start automatically Quick Start To Opens the Add Select Presentation page You can select a UCF presentation or document that resides in your personal folders or upload a new file to your folders Delete the selected presentation or document from the box Have presentation slides or document pages advance automatically in the content viewer at the time interval you choose Select this option only if the presentation or document contains multiple slides or pages Do not select this option if the presentati
200. 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 Specifies that the meeting includes a teleconference that another service provides such as a third party teleconferencing service or internal teleconferencing system such as a PBX private branch exchange In the text box type instructions for joining the teleconference Specify that the meeting includes only Integrated VoIP which allows meeting participants to use computers with audio capability to communicate over the Internet rather than the telephone system Specify that the meeting does not include either an audio conference or Integrated VoIP Installing WebEx Productivity Tools If your site administrator has enabled you to download WebEx Productivity Tools you can start you can start or join meetings instantly using One Click start meetings instantly from other applications on your desktop such as Microsoft Office Web browsers Microsoft Outlook IBM Lotus Notes and instant messengers and schedule meetings using Microsoft Outlook or IBM Lotus Notes without going to your WebEx service
201. ight corner of the Agenda amp Welcome page or review About the Agenda amp Welcome page on page 104 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 Sat oprane using template 5 SsmrCrwales Pluss ta Quick Schedule EJ Deiri Gatien thin jou wasi parikipanti i Bare when Sheeting berai Iueyuied kier inten Meeting opiinne Chas re tcc Trane A Time El vies Sre potet E kiaipain E he E a all pna fo taka maiot fuk iiai ir D Sagi sete tain O Enable choad captisreng 7 2 Fe tracts a Heap al net Ci Sead kenek teers to Bevel dmi E Enable WCF eck reeds for attendees Apercta E end cere Ai onre na a Cancel Seve as template e ie 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 109 Chapter 4 Scheduling a Meeting Options on this page Use this option Set options using template Meeting Options 110 To Select a template and use the settings saved in that template for this meeting You can save time by using a template that includes the list of attendees you want to invite a presentation you want to show before the meeting starts and other opt
202. 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 51 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 on the meeting calendar register for a meeting from the meeting calendar About the meeting calendar See About the meeting calendar on page 53 Viewing the meeting calendar on page 54 Selecting a date on the meeting calendar on page 55 Searching for a meeting on the meeting calendar on page 57 Sorting the meeting calendar on page 57 Refreshing the meeting calendar on page 58 Selecting a language and time zone on the meeting calendar on page 58 Registering for a meeting from the meeting calendar on page 59 The public meeting calendar on your Meeting Center Web site provides information about each listed meeting that is either scheduled or in progress However the meeting calendar does not provide information about any unlisted meeting You can navigate the meeting calendar to quickly find a listed meeting either on the current date or any date using one of several calendar v
203. 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 b Raise Hand Ifyou ask to speak the raised hand indicator appears on the Participant panel for the host and presenter Ifyou cancel a request to speak the raised hand indicator is removed from the Participant panel for the host and presenter 162 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 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 conference If you are a current speaker the method by which you speak depends on the speaker setup option that is currently selected for your m
204. in your personal address book You can also invite contacts in the Company Address Book for your WebEx service Web site if one is available You can add contacts to your personal address book in any of the following ways Specify information about contacts one at a time Import contact information from your Microsoft Outlook contacts Import contact information from a comma separated comma delimited values CSV file You can also edit or delete the information about any contact or distribution list in your personal address book Opening your address book You can open your personal address book on your WebEx service Web site to view or maintain information about your contacts To open your address book 1 Login to your WebEx service Web site For details see Logging in to and out of the WebEx service site on page 292 2 On the navigation bar at the top of the page click My WebEx 3 Click My Contacts The My WebEx Contacts page appears 331 Chapter 18 Using My WebEx My WebEx Contacts Welcome Alice Helgado View Fersonal Contacts Export Import From Microsoft Outlook Search for search Note Search quenes contact name and emal address Helds only Index A BECRBEFS amp HIJKEEMN OP OR STUY WAY 2 AM Name Email Address Phone Number Language D e Planning Committee English M SB Sales Department English Ghristine Huliste christine asr com 1 543 554 0431 English C John Mullen mullen zwire
205. ing a Meeting Use this option To you have one of these options Select the tracking codes from a list Enter the tracking codes in the boxes provided Both options either select codes from a list or type it About the Time Zone page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting If you see the Advanced Scheduler click the link to display the Quick Scheduler Then click the current time zone link for example Pacific ST What you can do on this page Select a different time zone for the meeting you are scheduling Important The time zone you select does not affect the time zone setting for the meeting calendar on the Browse Meetings page You and each attendee can select the time hzone for your view of the calendar independently using the Your time zone option on the Preferences page To access this page on the navigation bar click Set Up gt Preferences About the Select Attendees page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting You can select attendees from the Quick Scheduler or the Advanced Scheduler gt Invite Attendees page Then click the Use Address book link What you can do on this page Select contacts in your personal address book and invite them to the meeting Add new contacts to your personal address book and invite them to the meeting Designate one or more invited attendees as altern
206. ing calendar on page 57 Display the meeting list for another date For details see Selecting a date on the meeting calendar on page 55 Find aa meeting For details see Searching for a meeting on the training meeting on page 57 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 45 Chapter 2 Joining a Meeting Once the host approves your registration you receive a registration confirmation email message You can then join the meeting once it starts If the meeting is already in progress and the host has chosen to approve all registration requests automatically you join the meeting immediately Tip You can obtain detailed information about a selected meeting or its agenda before registering for it For details see Obtaining information about a scheduled meeting on page 47 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 46 You can register for a meeting from the host s Personal Meeting Room page on your Meeting Center Web site To register for a meeting from the host s Personal Meeting Room page 1 4 5 Go to the URL or Web address for the host s Personal Meeting Room page The host must provi
207. ing options 282 taskbar icon shortcut 186 teleconference only meeting starting 364 W WebEx One Clickinstalling 184
208. ing the teleconference a participant records his or her name which is then played in the teleconference No Tone No alert plays Questions about setting up an audio conference What kinds of audio conferences are available To provide audio during a meeting you can use one of the following voice conferencing services Integrated call in teleconference A teleconference that a participant can join by calling a phone number The number to call automatically appears in a message box when a participant joins a meeting If your meeting service provides toll free call in teleconferencing both a toll free number and a toll number are available The global call in option provides a list of numbers such as toll free or local numbers that attendees in other countries can call to join the teleconference Integrated call back teleconference A teleconference that a participant can join by providing his or her phone number when joining a meeting The participant enters his or her number in a dialog box that appears when he or she joins the meeting The teleconferencing service calls the participant at the number he or she provided fyour site includes the international call back option participants in other countries can receive a call back For more information about this option ask your meeting service site administrator Third party or internal teleconference Any teleconferencing service other than the integrated teleconferencing ser
209. ings list on page 293 maintain your list of meetings Maintaining your scheduled meetings list on page 295 About your list of meetings On your WebEx service Web site your My Meetings page in My WebEx includes A list of all the online meetings that you have scheduled including both listed and unlisted meetings A list of meetings on your site to which you are invited An option to start a One Click meeting not available for Event Center Any 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 344 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 293 Chapter 18 Using My WebEx To open your meetings list 1 Login to your WebEx service Web site and then click My WebEx The My Meetings page appears showing your list of scheduled meetings of Goto My Personal Meeting Room 1S Start a One Click Meeting 2 Daily Weekly Monthly All Meetings English Pacific DT 4March 21 2007 gt El
210. ion 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 You can generate usage reports that provide information about each online meeting that you have hosted on your site 363 Chapter 18 Using My WebEx 364 You can export or download the data to a comma separated values CSV file which you can then open in a spreadsheet program such as Microsoft Excel You can also print reports in a printer friendly format To generate a report 1 2 Log in to your WebEx service Web site and then click My WebEx Click My Reports The My Reports page appears Choose the type of report you want to generate Specify your search criteria such as a date range for which you want to view report data Click Display Report To change the order in which report data is sorted click the column headings The report data is sorted by the column that has an arrow next to the column heading
211. ions 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 121 Select which meeting options are available during the meeting If an option is not selected it is unavailable during the meeting A presenter can turn any option on or off during the meeting Chat Specifies that chat options are available in the Meeting window during the meeting Video Specifies that video options are available in the Meeting window during the meeting Enable 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 and computer capability and network speed 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 Chapter 4 Scheduling a Meeting Enable closed captioning Lets one participant
212. ited attendees as alternate hosts Options on this page Use this option To Address book Lets you select the address book from which you want to select attendees The contacts in the address book that you select appear in the box The following address books are available Personal contacts Includes any individual contacts that you have added to your personal address book If you use Microsoft Outlook you can import the personal contacts that you keep in an Outlook address book or folder to 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 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 h
213. k Add set up options for taking notes in a meeting More on page 280 Please select panels you want to enable Available panels Current panels Polling lt lt Remove wove Up Move Down These panels are available to participants with appropriate privileges choose one person to take notes More on page 281 Note On the Floating icon tray only the First Four panels will be displayed The remaining panels will be available from the menu Select a participant as closed captionist More on page 281 Reset OK Cancel 279 Chapter 17 Managing and Taking Notes Role Task description Note taker The host can select one person to take notes or allow all participants to take notes E Notes Notes From Team Meeting get an overview of taking Agenda notes More Welcome Introduction to keammembers _ take personal notes during a Review of open tasks meeting More on page Participants Bob Simon Michael Gabriel 283 saving notes to a file More on page 285 ee eee Tee j Provide closed captions for a meeting More on page 284 Specifying note taking options for a meeting 280 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 284
214. l Share Remote Application Dock Meeting Controls Note Disabling and enabling the keyboard when sharing a remote computer If you reduce the screen resolution a remote computer during a sharing session the Access Anywhere Agent restores the resolution to its original setting once you end the session You can specify whether or not the remote computer s screen resolution is reduced automatically once you connect to the computer remotely For details refer to the Access Anywhere User s Guide Host or Presenter only 238 Chapter 14 Sharing Software While sharing a remote computer you can disable the keyboard and mouse on the remote computer thereby preventing anyone from using the computer while you are accessing it remotely You can re enable a remote computer s keyboard and mouse at any time To disable or enable a remote computer s keyboard and mouse On the Meeting Controls Panel select the down arrow Then choose Disable Keyboard and Mouse GES Recorder The down arrow is located at the end of the Meeting Controls Panel Float All Panels Manage Panels Audio View Meeting Options Make Screen Blank Disable Keyboard and Mouse Reduce Screen Resolution to Match This Computer Send Ctrl Alt Del Share Remote Application Dock Meeting Controls 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 e
215. l 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 Login to your Meeting Center website 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 have Personal Conference in the Type column Chapter 5 Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting 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 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
216. lders The file that you select plays automatically for a participant once the participant joins the meeting Tip The file that you select must be in the WebEx Universal Communications Format UCF Options on this page Use this option To Upload a file to My Folders Select a UCF presentation or document that resides on your computer and upload it to your personal folders To upload a file under Select select the folder in which you want to upload the file Click Browse select the file on your computer and then click Open Click Upload Select a presentation to share Select a UCF presentation or document that 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 the
217. le name has a txt extension To save a copy of notes to another file 1 3 In the Meeting window on the File menu point to Save As and then choose Notes The Save Notes As dialog box appears Do either or both Type anew name for the file Choose a new location at which to save the file 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 files are saved under their default file names Thus if you have already saved a file using another name it is not overwritten 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 286 Meeting topic Meeting number Chapter 17 Managing and Taking Notes 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
218. lect the Hime zone nk time zone setting for your WebEx service Web site The date for the daily list of meetings The default is the Date current date 4 Click the Previous Day icon to display a list of meetings for the previous day b Click the Next Day icon to display a list of meetings for the next day Search for meetings by Allows you type or select a date range to search for meetings date host topic or words or allows you to type text to search in host names topics or in the agenda agendas Click Search to start the search Click the Calendar icon to open the Calendar window Click on E any date to select that date as part of your search criteria Chapter 18 Using My WebEx The meetings you host The meetings you are invited to Show past meetings Time Topic Type Assist 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
219. led 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 132 Setting up a Personal Conference or MeetingPlace Personal Conference meeting on page 132 Adding a scheduled Personal Conference meeting to your calendar program on page 135 Editing a Personal Conference meeting on page 135 Starting a Personal Conference meeting on page 133 Starting a MeetingPlace Personal Conference meeting on page 134 Canceling a Personal Conference meeting on page 137 131 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 join it while still participating in the audio portion of the Personal Conference meeting Personal Conference meetings are
220. lic 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 Send a copy of the invitation Receive a copy of the invitation you are sending to email to me attendees Later if you decide to invite additional attendees you can simply forward this email message to them Audio options The default settings appear To select a different options click Change audio option CUVC Meeting ID Enter a custom URL to create a virtual meeting room in which you can use Cisco Unified Video CUVC in your meeting If you leave this box empty the WebEx Meeting ID is used by default When you start your WebEx meeting the CUVC Video panel displays automatically 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 Options on this page 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 73 Chapter 4 Schedul
221. lications 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 260 Application and Web browser sharing only Avoid covering a shared application or Web browser with another window on your computer s desktop A crosshatched pattern appears in participant sharing windows where the other window is covering the shared application or browser Application and Web browser sharing only If you want to switch your display between shared software and the Meeting window you can pause software sharing before you return to the Meeting window 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 243 Application and Web browser sharing on
222. llows 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 325 Chapter 18 Using My WebEx Modify Clicking the button opens the Edit Recording page Delete Clicking the button deletes the recording Clicking the button disables the recording everywhere it is Disable published on your WebEx Service Web site Available only for enabled recordings Clicking the button enables the recording everywhere it is Enable published on your WebEx Service Web site Available only for disabled recordings Back to List Clicking the button returns you to the recording list About the My WebEx Files gt My Recordings page 326 How to access this page Log in to your WebEx service Web site and then click My WebEx From the left navigation bar click My Files gt My Recordings What you can do here Manage upload and maintain your recording files Options on this page View different categories of recordings Meetings Events Sales Meetings Training Sessions Miscellaneous Chapter 18 Using My WebEx About the My WebEx Files gt My Recordings gt Meetings page How to access this page Log in to your WebEx service Web site and then click My WebEx From the left navigation bar click My Files gt My Recordings gt Meetings What y
223. lowing table shows you different ways you can be alerted Windows Meeting window panel is closed E er E Notes 28 Chapter 1 Hosting and Managing a Meeting Meeting window panel is collapsed Participants E Motes Windows Meeting Controls Panel during sharing panel is closed i A a The panel remains in the alert status until you open and view the change Accessing the meeting window using the keyboard Participants who have special needs can navigate around the meeting window using keyboard shortcuts F6 navigate between meeting window areas on page 30 Ctrl Tab navigate between open documents on page 34 in the content area and navigate within the panels area on page 31 Shift F10 Open the participant right click menu on page 32 29 Chapter 1 Hosting and Managing a Meeting Tab switch between elements on page 33 such as buttons fields and checkboxes within a dialog or panel Alt F4 Close any dialog box on page 34 Spacebar Check or uncheck an option box on page 35 Enter make a selection on page 35 usually replaces a mouse click Ctrl A Select the Chat panel text on page 36 Navigating between meeting window areas Select F6 to switch between the content area and the panels area Raemescca Coos mez Topic CheckTT S Navigating between open documents Select the combination keys Ctrl Tab to switch between open documents in t
224. ly If you have more than one monitor when you share an application or web browser the participants can see it on whichever monitor you are displaying it If you move the application or Web browser to another monitor it is still visible to the participants If you are sharing more than one application the participants will see the best view if you make sure the applications are displaying on the same monitor Chapter 14 Sharing Software 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 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 263 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 265 Conducting a poll during the meeting More on page 269 After closing a poll the presenter can View poll results Mor
225. ly if you intend to let attendees share information during your meetings You can change this default setting when scheduling a meeting Scheduling permission Type the email addresses for any users whom you want to let schedule meetings for you Separate email addresses with either a comma or a semicolon Select From Host List Open the Select Host page which contains a list of all users who have accounts on your WebEx service Web site On this page you can select users whom you want to let schedule meetings for you Web page preferences options Home page Set the first page that appears when you access your WebEx service Web site Time zone Set the time zone in which you reside If you select a time zone for which daylight saving time DST is in effect your WebEx service Web site automatically 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 350 Chapter 18 Using My WebEx 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 c
226. may appear and color bands If the accuracy and resolution of color in a shared application is important you can turn on True Color mode in Meeting Manager Using this mode however may affect the performance of application sharing When using True Color mode you can select one of the following options Better imaging no image compression Better performance some image compression Performance refers to the speed at which images appear on participant screens and imaging refers to the quality of the color in shared images Note Before turning on True Color mode ensure that your monitor display is set to True Color either 24 or 32 bit color For more information about setting options for your monitor refer to Windows Help To turn on True Color mode 1 Ifyou 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 Chapter 14 Sharing Software Better imaging Better performance 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
227. me 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 presentation that includes rich media files such as audio or video files follow these guidelines Ensure that each media file is embedded in the presentation file or resides on a publicly accessible Web server If the presentation contains a link to a media file that resides on your computer participants cannot view that media file For more information about creating UCF multimedia presentations refer to the guide Getting Started with WebEx Universal Communications Toolkit which is available on your Meeting Center Web site Select Allow participants to control file on the Agenda and Welcome page If you do not select this option the pages or slides in the document or presentation will advance automatically which may prevent participants from viewing the media files Ensure that each media file is set to play automatically for participants For more information about setting this option for a UCF media file refer to the guide Getting Started with WebEx Universal Communications Toolkit which is available on your Meeting Center Web site Chapter 4 Scheduling a Meeting How can I learn about the fields on the Agenda amp Welcome page Click the Help link in the top r
228. meeting Join for attendees The meeting that you are invited to has started and you can now join the meeting Registration for attendees The meeting that you are invited to requires registration To display a page on which you can register to attend the meeting click the link Does not apply to sales meetings or support sessions Cancels any meetingsthat are currently selected in the list If you click this link a message appears allowing you to confirm that you want to cancel the meeting Another message appears allowing you to inform any invited attendees that you canceled the meeting Does not apply to support sessions Chapter 18 Using My WebEx About the My WebEx Meetings page Monthly tab How to access this tab On your WebEx service Web site click My WebEx gt My Meetings gt Monthly tab Options on this tab Option S Language link Time zone link Month E Week Number link week i Day link t The meetings you host The meetings you are invited to Description 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 ic
229. micct cutline 29 KB a OOo product shim id KB k requires pasmmord Ri Readenly Wi Write enhy R W Read B Write lin Delete Copy Mena Chea All Select All For details about the My WebEx Files page see About the My WebEx Files gt My Documents page on page 315 and About the My WebEx Files gt My Recordings page on page 326 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 310 2 Under Action click the Create Folder button for the folder in which you want a new folder cH The Create Folder window appears 3 In the Folder Name box type a name for the folder 4 Optional In the Description box type a description to help you to identify the folder s contents 5 Click OK 311 Chapter 18 Using My WebEx Uploading files to your personal folders 312 To store files in your personal folders on your WebEx service Web site you must upload them from your computer or a local server You can upload Up to three files at once Any file that is less than 5076K The amount of space available for storing files is determined by your site administrator If you require more disk space contact your site administrator To upload files t
230. mplate Edit Opens the scheduling options on your site for the selected template Delete Removes the selected template from your profile 347 Chapter 18 Using My WebEx 348 Select All 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 header area 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 reduc
231. mputers WebEx Settings Help About WebEx One Click Exit Description 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 meeting 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 ntegration to Outlook User s Guide and the Integration to Lotus Notes User s Guide which are available on the Support page of your WebEx Service 185 Chapter 10 Setting Up a One Click Meeting web site Email and Scheduling shortcut Click One Click Meeting in Microsoft Outlook or Lotus Notes to start a One Click meeting E Calendar Microsoft Outlook 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 oe a Lotus Notes User s Guide which are available start Personal Conference Meeting on the Support page of your WebEx Service Start a Scheduled Meeting web site Joi
232. n a Meeting My WebEx m Acoount Settings Meeting Templates Set Scheduling Permission Help ADOLE 186 Shortcut Windows Messenger File Actions Tools Help ieee Start WebEx Meeting Cbrl 5 aad Onlin WebEx Settings Click here to joint Hide Start Button 2 All Contacts 0 About ie Share Browser WebEx WebEx Start Meebing Now Start Personal Conference Meeting Start a Scheduled Meeting Schedule a Meeting Join a Meeting WebEx Settings Help About WebEx Productivity Took Share As Document Share s Application Open With gt Share in WebEx Meeting gt gt cD winzip Send To gt 4s Application Cut Copy Create Shortcut Delete Rename Properties a spreadsheet Star Chapter 10 Setting Up a One Click Meeting Description Instant messenger shortcut Click WebEx gt Start WebEx Meeting to start a One Click meeting in your instant messenger such as Skype AOL Instant Messenger Lotus SameTime Windows Messenger Google Talk or Yahoo Messenger For more details see the ntegration to Instant Messengers Guide which is available on the Support page of your WebEx Service web site Available for meetings sales meetings training sessions and support sessions only Web browser shortcut Click this icon to start your meeting Note If you previously customized your Internet Explorer toolbar the sho
233. n appears next to the video icon so that you can mute or unmute your microphone as desired More on page 154 an Participants 55 You can switch from using your telephone as your audio device to using your computer at any time during the audio conference Becky Cox Host me More on page 153 fy il Speaking Becky Cox Host E mse meaner Fade Esra To call in 1 Inthe Use Phone pane of the Audio Conference dialog box select I will call in from the dropdown menu Chapter 7 Using WebEx Audio The Audio Conference dialog box displays Usa your phone o computer to join thes audio contorancu default call in numbers L Cal bo Be raring 1 866 865 0786 Login fol fee ranie LS itary 1 650 420 0080 can tol rame sirada he te Oe ee ee 2 Irar he aoe ce B41 324 173 F 3 Erie your Attendes DO a lie Conguibar fir Ait 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 a mute icon appears next to the video icon so that you can mute or unmute your microphone as desired More on page 154 an Participants You can switch from using your telephone
234. n chat with and Participant can chat RA whether that chat can be private More on page 143 Document whether a participant can draw on a document or save or print it ore on page 144 Select the prieg that you mant bo amig io oll particiants i P p Document View p Menting f View what a participant can view in the T Print FF Parbepant bt T Share documents meeting participant list document Bea esis ee E thumbnails or pages More on page 145 Save Thumbnails F Ampid yatta reread Meeting whether a participant can record the meeting share documents or control sharing More on page 146 Selecting participants During a meeting you can grant privileges to or remove them from all participants at once or to an individual participant Participant privileges i To choose z Perticpan all participants select All Participants an individual participant expand All Participants and select a participant name Particpant cancha g Privatety with ii For instructions on granting privileges to participants see Granting privileges on page 143 142 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 143 viewing the participant list More
235. n view the following reports 362 Chapter 18 Using My WebEx 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 Summary Usage report CSV comma separated values file Contains additional details about each meeting including the minutes that all participants were connected to the meeting and tracking codes Sess
236. nabled Note Ifyou disable a remote computer s keyboard and mouse during a sharing session the Access Anywhere Agent re enables them once you end the session You can specify whether or not the remote computer s keyboard and mouse are disabled automatically once you connect to the computer remotely For details refer to the Access Anywhere User s Guide 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 239 Chapter 14 Sharing Software Zoom in to and out from the remote computer in increments Scale the remote computer view to fit the sharing window in which it appears To adjust the size of the view of a shared remote computer On the Meeting Controls Panel select the down arrow the last button on the panel and then choose View Choose a display option from the menu Qe ae et ee ee rs Tia id ay poa EE Reconches Flea AQ Parle ipin F Ful screen for Partiipants Whew HEE ti Tj Piecharnd Yen Por Participants Hetin ptions ik Haka Senden Blak Zon In Disable tevtoard and Mouse Boum ut Reduce Screen Bepaution to Match Ths Computer ame Send Ciri G2 DH bia Dod Meeting Controls a jo i i Ba ii sis Pid Serem aoe bo Pa Full Screen Wro ae bo FE ma o F
237. name the list Sales Department Optionally enter descriptive information about the distribution list to help you identify it later Find a contact by typing all or part of the contact s first or last name Find a contact by clicking the letter that corresponds to the first letter of the contact s first name To list contacts for which you identified with a number click To list all contacts in your Personal Contacts list click All Add a one or more selected contacts to your distribution list Remove one or more selected contacts from your distribution list Add a new contact to your Personal Contacts list and 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 331 2 Inthe View drop down list select Personal Contacts 343 Chapter 18 Using My WebEx 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 use
238. nce you can hear a beep or have the name of the participant announced Options on this page Use this option Set options using template Select conference type To Select a template and use the settings saved in that template for this meeting You can save time by using a template that includes the list of attendees you want to invite a presentation you want to show before the meeting starts and other options you have used ina previous meetings and saved as a template For more details about creating and editing templates see Using meeting templates on page 121 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 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 h
239. ndow on the File menu choose Send Transcript If you have saved any files during the meeting the Send Transcript dialog box appears allowing you to attach the files to the transcript email message If you have not saved any files during the meeting a transcript email message opens 2 Ifthe Send Transcript dialog box appears select the check box for each file that you want to attach to the transcript and then click OK The transcript email message opens 3 Review the email message and make any changes that you want 4 Send the email message Note The transcript is sent to all participants who provided their email addresses when joining the meeting whether or not they are still attending the meeting when you send the transcript 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 an
240. nference 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 Task description 147 Chapter 7 Using WebEx Audio Call using phone Audio Condercnce You are participating in thi gudo conference using your phare 1 40 24 T F Using Phorm E Use Computer for Audio E Call using computer T aiin Conference YoU ane participating in this audio conference using your cargata 7 Use Phone 1 408 555 5655 s e Join the beleconference eithout pressing 1 S F Using Computer for Audio E hs a i EI Aldo Conference i siima iiis i eee Task description Host an audio conference join or leave the audio conference More on page 148 switch audio connection modes More on page 153 mute or unmute one or more microphones More on page 154 use caller authentication to join the conference More More on page 157 Edit or update phone numbers in your user profile More on page 159 Participate in an audio conference join or leave the
241. ng Publishing files during a Meeting 276 During a meeting you can publish files that reside on your computer and meeting attendees can download the files to their computers or local servers To publish files during a meeting 1 Inthe Meeting window on the File menu choose Transfer The File Transfer window appears T File Transfer e name Location berg access request Admn si ep ae a WE Darshae dot Ua har AiE pot bo kerd To downioed a Ge either select it and then cick Download or nght 2 Click Share File The Open dialog box appears 3 Select the file that you want to publish 4 Click Open The file appears in the File Transfer window The file is also now available in each attendee s File Transfer window 5 Optional Publish additional files that you want attendees to download Note The number of attendees that have the File Transfer window open including you appears in the lower right corner of the File Transfer window To stop publishing 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
242. ng from the View menu in the bottom left corner of the content viewer E Show Thumbnail H Rotate Page Left A Rotate Page Right View tools Gl Sync Display Far Al E Fulscreen 215 A S we gt 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 Show Thumbnail S Displays shared content in a full screen view Helps to ensure that participants can view all activity on your screen Also helps to Full Screen View prevent participants from viewing or using other applications on their screens during a presentation Click ESC to return to the content viewer For documents in landscape orientation you can rotate the pages Rotate page f O to the left or right so they appear correctly in the content viewer Lets you display shared content at various magnifications Click Zoom In on this button and then click the page slide or whiteboard to Zoom Out change its magnification For more magnification options click the downward pointing arrow 201 Chapter 12 Sharing Files and Whiteboards r For presenters synchronizes all participants displays with your rtd OSp ay ior at 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 an
243. ng playback range and whether to include Network Recording Play controls 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 195 Chapter 11 Managing Meeting Recordings Sending an email to share a recorded meeting You can send an email one or more people to share your recorded meeting with them To send an email to share a recorded meeting with others 1 Goto the My Recorded Meetings page For details see Opening the My Recorded Meetings Page on page 189 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 The Share My Recording window appears Share My Recording Semi ba r a E Send scopy of the amai io me Tour mea ge POipal una Thr Sotiris Reorder wel Ge pai io Rg nenei Hatin meeti
244. ng Se AS June 24 2008 27 am San Feeecesco Tene Curation 3 runs 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 196 Chapter 11 Managing Meeting Recordings 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 197 12 Sharing Files and Whiteboards Your 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 Host Edit Quick Tigin udio Par iopant Mee File Including Video Chrl Alk 0 pplic ation d Whiteboard Ctrl alt N Open and share a file or whiteboard learn about tools for sharing More on page 200 start sharing More on page 203 assigning sharing privileges to participants More on page 200 save a file More on page 216 View and interact with shared files and whiteboards display slides or pages More on page 218 use tools to annotate a file More on page 202 synchronize your view with the ho
245. ng a saved document presentation or whiteboard ssessssessessessesessessesseseeseeses 217 Printing presentations documents OF whiteboards ssessessssessessesseseesessesseseesessessesseseesess 218 If YOU are A meeting PAITICIPANL ccsesessssssssssssssesscscsssssssssssssscsescsssssssesscsesesssesssesessseseasasssseseeeeees 218 Displaying pages slides or whiteboards s ssssssessessessessessessessessesseoseoseeseeseeseessessessesseosesses 218 Synchronizing your view of pages Slides or whiteboards sesesssesssesseesseesseessesssesssessees 219 Chapter 13 Sharing Web Content ccccccccssssssscccscsssssscccccsssscsscccccsssssscccccsssscscccsssesccess 221 ADOUT SNAMING WED CONTEN assire Ea E e AN E EESE 221 IN OCO IME a E E A E E 222 Differences between sharing Web content and sharing a Web DrowSet cssseseseeeeeen 222 Chapter 14 Sharing SoftWare sicesisiscscsecessstiacivsveievessvescctucstasceicriiacivesiioriunseirsiviviencerrrnrncieaens 225 Sann gaPDICAIONS ssnerspero tria rna ee ene EEEE O 226 Starting APPLICATION snaring cssssssssssscssssssssescsescsescscsessssssessscscsesesesesesesessesesesescaeseseseseseseseees 227 Sharing several applications At ONCE e ssessessessesessessesseseeseosesseseesessessesseseeseosesseseeseoseosesseseeses 228 Stopping application sharing for all participants sesssssessessessesseoseoseeseeseeseeseeseessessessessess 229 SIAL p oTe e e P E E
246. ng an 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 Login to your Meeting Center Web site 2 On the navigation bar click My WebEx 3 Click My Profile The My WebEx Profile page appears 4 Under Personal Information in the PIN text box enter a 4 digit PIN number of your choosing 5 Click Update Editing or updating your stored phone numbers You can edit or update the phone numbers listed in your profile if you have not yet joined the audio conference or if you joined the audio conference from your computer In addition you can view any phone number cookies stored on your computer Any updates you make do not take effect until the next time you join a meeting To edit or update your profile 1 Do either of the following On the Audio menu choose Join Audio Conference At the bottom of the Participants panel click Audio 139 Chapter 7 Using WebEx Audio Audio Conmlerence The Audio Conference dialog box appears
247. ng based on settings you have specified Meeting in One Click Setup For details see Setting Up a One Click Meeting on page 177 Daily View a list all of the meetings for the specified day For details see About the My WebEx Meetings Daily tab on page 296 Weekly View a list all of the meetings for the specified week For details see About the My WebEx Meetings Weekly tab on page 298 Monthly View a list all of the meetings for the specified month For details see About the My WebEx Meetings Monthly tab on page 301 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 302 Refresh Refresh the information in the meeting list S About the My WebEx Meetings page Daily tab 296 How to access this tab On your WebEx service Web site click My WebEx gt My Meetings gt Daily tab Options on this tab Click the Refresh icon at any time to display the most current list of meetings Chapter 18 Using My WebEx Language link Time zone link Date The meetings you host The meetings you are invited to Show past meetings Time Topic Type Assist 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 servi
248. ng windows Starting and stopping annotation Host or Presenter only 250 Chapter 14 Sharing Software 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 40 oT The Annotation button has the image of oe Sa a a e Annots 9 I i pencil on it Arign k Particigants Shat Beie Annotets The Tools panel appears a ESAT gt Ty o Pem o e 2 Select a tool for making annotations For details about annotation tools see Using annotation tools on page 252 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 253 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 255 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 AnnotationTools x m T 0 A m a E 251 Chapter 14 Sharing Software Using annotation tools If while sharing software you are the presenter or the presenter allows
249. ng your desktop In the Meeting Controls Panel select the Stop button Miere ll m 2 a You can also pause sharing Select the Pause a PA shaw p r button located next to the Stop button If you are a participant rather than the presenter select the Return button to leave the sharing session Qum aez You do not leave the meeting just the sharing Peticgantt Chal Annotate portion of it Ey Sharing a Web browser A presenter uses Web browser sharing to show all meeting participants all Web pages that he or she accesses in a browser Web browser sharing is useful for showing participants Web pages on the Internet or the presenter s private intranet or computer Participants can view the presenters Web browser including mouse movements in a sharing window on their screens Tasks related to sharing a Web browser Start sharing a web browser More on page 232 231 Chapter 14 Sharing Software Manage how participants view the shared Web browser More Annotate and draw on a shared Web browser More and let a participant draw ona shared Web browser More Learn how to share Web browsers effectively More on page 262 Stop sharing a Web browser More on page 232 Starting Web browser sharing Host or Presenter only You can share a Web browser with meeting participants To share a Web browser 1 On the Share menu choose Web Browser Your default Web browser opens 2 Go to a Web pag
250. nnreianscratescrerencastanceepenesoturenenatuiniecenepayinateneneeotaoormehstacesempesannnenees 293 ADOUN your UST OF Meeting S ceio E E ORR 293 Opening your meetings list ssscscsazcsnssnsredsuscenssessnosesenpvesssenensnsasnoncnsdsnsevsecensmbesesevnnnsesuspsnsdeeannesiorieess 293 XIV Maintaining your Scheduled meetings list esessessessessessessessesseoseeseeseeseessessessessessessessessess About the My WebEx Meetings page ssessesssessessessessessessessessesseoseoseeseeseeseeseessessessessessessesss About the My WebEx Meetings page Daily tab sn ssessessessessessessessesseeseeseeseessessessessessesss About the My WebEx Meetings page Weekly tab nn nsessessessessessessessesseeseeseessessessessessesss About the My WebEx Meetings page Monthly tab ssessessessessessessessesseeseeseessessessessessesss About the My WebEx Meetings page All Meetings tab s ssessessessessessesseeseessessessessessess Maintaining Your Personal Meeting ROOM Page sssssssssssssssssssssessssssscsesesessssssssssssssssssesesesees About your Personal Meeting Room Bl A E AEE A E Viewing your Personal Meeting ROOM page esessessessessessessesseosessesseeseeseeseessessessessessesseoses Setting options for your Personal Meeting ROOM page s ssesseessesseessessesssessesseessesseeseess Sharing files on your Personal Meeting ROOM page ss ssesssessesssessessesssesseessesseoseessesseeseee
251. notation tools on shared content to annotate highlight explain or point to information e T 072 H 3 Basic annotation tools Lets you point out text and graphics on shared content The pointer displays an arrow with your name and annotation color To display the Pointer laser pointer which lets you point out text and graphics on shared content using a red laser beam click the downward pointing arrow Clicking this button again turns off the pointer tool Lets you type text on shared content Participants can view the text once you finish typing it and click your mouse in the content viewer outside the text box Text alii 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 ee click the downward pointing arrow Clicking this button closes the Rectangle tool Lets you draw shapes such as rectangles and ellipses on shared Rectangle Al 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 oD 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 an EB to annotate shared content Clicking this button again closes the Annotation Color pal
252. nter depending on how you are viewing participants Here are a couple of quick ways to make another participant the presenter J Recorder Ifyou are viewing a list of participants do either of the following E Parl ita Drag the ball from the last presenter to the next presenter Choose a name and select Make Presenter Chapter 1 Hosting and Managing a Meeting If you are viewing participant thumbnails do either of the following Mouse over a thumbnail and select Make Presenter Choose a thumbnail then select Make Presenter 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 Making a participant the presenter when you are sharing 12 When you are sharing your desktop an application or files in full screen mode the docked tray at the top of your screen provides an easy way to change presenters To make someone else the presenter using the docked tray Mouse over the bottom of the docked tray to expose it Select Assign then Make Presenter Making Chapter 1 Hosting and Managing a Meeting 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 me
253. ntrols Panel select Ask to Control Sey H 4 bs Manage Parasia 4 Poricipenty Ask tn Control Aki Conference et b Nesting ifo Babin be Paii g Aii 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 254 Letting a participant remotely control shared software Host or Presenter only If you are sharing software you can let a participant control it remotely 257 Chapter 14 Sharing Software To let a participant remotely control shared software 1 On the Meeting Controls Panel select the down arrow button on the Assign button re E i This button is the third button from the om TE ET r Acii N punpa ig e A J left on the Controls panel Make Presenter j m Pass karbad and Mouse Cantral dito dooept All Requests ray my i Ale to Annotate Tasting Desens 2 On the menu that appears choose Pass Keyboard and Mouse Control gt name of participant Automatically letting participants remotely control shared software Host or Presenter only While sharing software you can automatically grant control of the software to a participant who requests control In this case a participant who requests remote control automatically takes control of the software that you are sharing While automatic r
254. nts 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 x Open the Invite and Remind db from the QuickStart page Wa ts 2 Select Copy at the bottom of Email CMs ri Remind the db then paste the URL into your own IM and send it Irate wig Ciro WebEs IM In a hurry bo get someone rio tha mast my Simpy saet Copy at tha botbon of the screen than paste te meeting UAL Girecthy inte pour I PANCA Inviting people by email to a meeting in progress Fach person that you invite receives an invitation email message which provides information about the meeting including the password if any and a link that the participantcan click to join the meeting Chapter 1 Hosting and Managing a Meeting To send an email invitation E lnvite and Remind me 1 From the Quick Start page Open the Invite and Remind dialog box HS t O 2 On the Email tab do one of the Fmail Phort SME M Remind 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 Sa ate kii th Comins OF icol Invibees Meebog URL Hisi eber comi gos phot Te Whi vent Comey Inviting people by phone to a meeting in progress You can invite people by phone to a meeting in p
255. o 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 The Meeting Options dialog box appears with the Options tab selected by default 2 Click the Import Mode tab 3 Chapter 12 Sharing Files and Whiteboards 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 animations and slide transitions in shared Microsoft R PowerPoint R presentations C Printer driver Provides better cross platform imaging but displays presentations without animations and slide transitions OK Cancel 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 y
256. o invitation email messages for attendees to verify that these componenis are installed on their computers for playing a UCF media file Flash Player for playing a Flash movie or interactive Flash files Windows Media Player for playing audio or video files This option is useful if you or another presenter plans to share a UCF multimedia presentation or standalone UCF media files during the meeting Receive a copy of the invitation you are sending to attendees Later if you decide to invite additional attendees you can simply forward this email message to them Opens the Select 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 97 Chapter 4 Scheduling a Meeting 98 Questions about inviting attendees What is an alternate host When inviting attendees to a scheduled meeting you can designate on
257. o select all attendees currently appearing in the list click Select All 103 Chapter 4 Scheduling a Meeting To clear all selections in the current list click Clear All 6 Optto approve or reject selected registration requests Click Accept to approve the registration requests for all attendees that you selected Click Reject to reject the registration requests for all attendees that you selected Tip You can sort the registered attendees list by clicking the column headings You can also open the Registered Attendees page by selecting the meeting on the public Browse Meetings page Then click Get Info gt Attendees How can I learn about the fields on the Registration page Click the Help link in the top right corner of the Registration page or review About the Registration page on page 100 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 amp Customizable Welcome Sat options using tamplate Steerer mae H etucs th Quick Schedules E Agenda Falcom jetem itn BO re E 3oneadale sm pi laotonas F E apiet ccm wees pe Daia A Time inio iabiemplain PSPS Pes rk fate Emercists futomaticalhy share Browse J HEPTEN preieniaion or document lt a steht Slat autor ily Gaita pli A Ageda i eicon ete H AMIGO Page Pary Waring piia Ala pirical t3 perisi priate of oga kii Pri Dulk S
258. o your personal folders 1 Open the My Documents page For details see Opening your personal folders documents and files on page 310 2 Locate the folder in which you want to store the file 3 Under Action for the folder click the Upload button for the folder in which you want to store the file 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 Chapter 18 Using My WebEx Moving or copying files or folders in your personal folders You can move one or more files or folders to another folder on your WebEx service Web site To move or copy a file or folder 1 Open the My Documents page For details see Opening your personal folders documents and files on page 310 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
259. oards 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 a
260. of letters numbers or special characters A password Can contain a maximum of 16 characters Cannot contain spaces or any of the following characters amp lt gt Each participant that you invite to your meeting receives an invitation email message that includes the password unless you request that passwords do not appear in email invitations Set the date you want the meeting to occur Select the month day and year in the drop down lists Or you can click the Calendar icon and then select a date Set the meeting s starting time and the time zone To select another time zone click the time zone link Important The time zone you select does not affect the time zone setting for the meeting calendar on the Browse Meetings page You and each 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 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 Chapter 4 Scheduling a Meeting Allow external attendees Allow attendees located on the pub
261. omatically 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 on page 189 Seanch A EA roma een Upload a recorded o OOO meeting file More on page 193 Smua Oe pe Omia E le gy eme E 9 Edit information about a ie vie niee recording More on WED CHin miis ARF page 194 Send an email to share a recording More on page 196 Se Pipers OF ne el ur Opening the My Recorded Meetings Page To open the My Recorded Meetings page 1 Login to your WebEx Meeting Center service Web site 2 On the left navigation bar under Host a Meeting click My Files gt My Recordings The My Recorded Meetings page appears showing your recording files 189 Chapter 11 Managing Meeting Recordings For details about the My Recorded Meetings page see About the My Recorded Meetings page on page 191 About the Recording Information page 190 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
262. on 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 100 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 104 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 109 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 115 Optional Save your meeting settings in a template If you may need to use these same meeting settings for example with the same attendees telephony options and other meeting details you can save the settings in a meeting template For more details about using meeting templates see Using meeting templates on page 121 Start or schedule the meeting Ifthe meeting s starting time is the current time click Start
263. on 279 during an event 279 exchanging during a meeting 279 exchanging during a training session 279 exchanging during an event 279 exchanging during event 278 exchanging during training session 278 for poll questionnaire 274 for poll questionnaires 275 from personal folders 318 in personal folders 316 318 in your personal folders overview 313 moving or copying in personal folders 316 searching in personal folders 317 sharing on Personal Meeting Room page 310 stop publishing during event 278 stop publishing during training session 278 to personal folders 315 Flash files sharing as Web content 224 folders personal adding new for file storage 314 moving files 316 opening 313 overview 313 searching for files 317 font selecting for annotations 216 G generating reports 367 368 greeting creating for attendees 16 meeting information 58 H header custom adding to Personal Meeting Room page 309 367 hiding contents of screen on shared remote computer 242 Highlighter tool overview 204 high resolution color in shared application ensuring good imagi 262 home page for site setting 355 host key using to reclaim host role 14 host role reclaiming 14 I images adding to Personal Meeting Room page 309 importing contacts to address book from file 339 contacts to address book from Outlook 342 information on meeting obtaining 15 installin
264. on or document contains UCF media files Continuous play Available only if you select Start automatically Specifies that shared presentation or document restarts once it is finished and continues advancing page automatically Advance page every x seconds Available only if you select Start automatically Lets you select the frequency at which slides or pages advance automatically Allow participants to control file Let participants navigate the presentation or document independently in their content viewers The slides or pages do not advance automatically Select this option if the presentation or document contains only one slide or page or if it contains any UCF rich media objects such as audio or video objects Select this option to display the Quick Start page to host and presenter at the start of the meeting If not selected the Info page displays at the start of the meeting The Quick Start page provides 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 Chapter 4 Scheduling a Meeting Select an UCF presentation or document that already resides in your personal fo
265. on to display a list of meetings for the previous month Click the Next Month icon to display a list of meetings for the next month Click the Calendar icon to open the Calendar window for the current month Click on any date to open its schedule in the Daily view Opens the Weekly view which shows the scheduled meetings for each day of the selected week Opens the Daily view which shows the scheduled meetings for the selected day Shows a list all of the online meetings or Personal Conference meetings that you are hosting Shows a list all of the meetings or Personal Conference meetings to which you have been invited 301 Chapter 18 Using My WebEx Show past meetings Select to include concluded meetings in the list of meetings The topic for a meeting that you are hosting Click the topic 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 302 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 B 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 se
266. onal Meeting Room Optional feature A page on your WebEx service Web site on which visitors can view a list of meetings that you are hosting and join a meeting in progress Visitors can also access and download files that you share Access Anywhere Optional feature Lets you access and control a remote computer from anywhere in the world For more information about Access Anywhere refer to the guide Getting Started with Access Anywhere which is available on your WebEx service Web site File storage Lets you store files in personal folders on your WebEx service Web site where you can access them on any computer that has access to the Internet Also lets you make specific files available on your Personal Meeting Room page so visitors to your page can access them Chapter 18 Using My WebEx MC_About My WebEx2 Address book Lets you keep information about your personal contacts on your WebEx service Web site Using your address book you can 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 Conf
267. onditions occur You start and end the meeting The scheduled time for the meeting has passed However if you required registration for a scheduled meeting the meeting remains in your list until you remove it That way you can still view information about attendees who registered for the meeting at any time after you host the meeting To remove a meeting from your list of meetings on your My Meetings page you must cancel the meeting by deleting it on this page For details about the options on the My WebEx Meetings page see About the My WebEx Meetings page on page 295 About the My WebEx Meetings page How to access this tab On your WebEx service Web site click the My WebEx tab What you can do here Access these features A link to your personal meeting room A list of meetings you are hosting or are invited to for the specified day week or month A list of all meetings you are hosting or are invited to A link to start a One Click meeting 295 Chapter 18 Using My WebEx Options on this page Go To My Personal Go to your Personal Meeting Room page Meeting Room Your Personal Meeting Room page lists any meetings that you scheduled and any in progress meetings that you are currently hosting Users to whom you provide your personal URL can use this page to join any meeting that you are hosting They can also download files in any folders that you share Start a One Click Start a One Click Meeti
268. one number of a participant whom you 1 want to add to the audio conference Lock the audio conference preventing anyone else 9 from joining it Unlock the audio conference 5 Mute your microphone 6 Unmute your microphone 6 Let participants continue the audio conference 8 without the host Then hang up your phone Mute all attendees HH Unmute all attendees 99 Play the participant count Hear all keypad commands that you can use i Attendee commands Mute your microphone 6 Unmute your microphone 6 Play the participant count Hear all keypad commands that you can use i Deleting a Personal Conference number account You can delete a Personal Conference number PCN account at any time 360 Chapter 18 Using My WebEx To delete a Personal Conference number account 1 Login to your WebEx service Web site and then select My WebEx 2 Select Personal Conferencing The Personal Conferencing page appears showing your PCN accounts 3 Under the account that you want to delete select Delete A confirmation message appears 4 Click OK Resetting the password for your Cisco Unified MeetingPlace audio conferencing account number 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 You can change the password or personal identification number PIN for your Cisco Unified MeetingPlace audio con
269. ook on page 331 Chapter 18 Using My WebEx In the View drop down list select one of the following Personal Contacts Company Address Book A list of contacts appears Locate the contact whose information you want to view or edit For details about locating a contact see Finding a contact in your personal address book on page 339 Under Name select the contact whose information you want to view or edit Do one of the following Ifthe contact is in your Personal Contacts list click Edit Ifthe contact is in your Company Address Book click View Info Information about the contact appears Optional If the contact is in your Personal Contacts list edit the information that you want to change on the Edit Contact s Information page For descriptions of the information and options of the Edit Contact s Information page see About the New Edit Contact page on page 334 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 To search for a contact in your address book 1 2 3 Open your address book For details see Opening your address book on page 331 In the View drop down list select a contacts list Do any of the following In the Index click a letter of the alphabet to display a list of contacts whose names begin with that letter For example the name Susan Jones appears under S To search
270. option during a meeting To designate a note taker for Windows 1 On the Participants panel select the participant you want to designate as note taker 2 Right click and then select Change Role To gt Note Taker A pencil indicator appears to the right of the participant s name in the participant list To designate a note taker for the Mac 1 On the Participants panel select the participant you want to designate as note taker 2 Select ctrl and then click then select Change Role To gt Note Taker A pencil indicator appears to the right of the participant s name in the participant list Note Ifyou select another note taker or closed captionist any notes or closed captions that the previous note taker or closed captionist published remain on each participant s Notes or Closed Caption panel However the new note taker or closed captionist cannot edit the existing notes or closed captions 281 Chapter 17 Managing and Taking Notes For information about selecting a note taking option during a meeting see Specifying note taking options for a meeting on page 280 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 Clo
271. or a meeting number To search for a meeting 1 Ifyou have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 54 2 Type the text for which you want to search in the Search for box 3 Click Search The Search Results page appears listing all meetings that contain the search text Sorting the meeting calendar By default meeting lists on the meeting calendar are sorted by hours in ascending order However you can sort the meeting lists by any column Time Sorts the meeting list by hours in ascending or descending order Topic Sorts the meeting list alphabetically by topic in ascending or descending order Host or Presenter Sorts the meeting list alphabetically by host or presenter name in ascending or descending order Duration Sorts the meeting list by duration in ascending or descending order To sort the public meeting calendar 1 Ifyou have not already done so open the meeting calendar For details see Viewing the meeting calendar 2 Ina list of meetings on the Today Upcoming Daily or Weekly tab on the calendar page click the column heading by which you want to sort the meetings An ascending or descending sort indicator appears and the meetings are sorted accordingly 57 Chapter 3 Using the Calendar Note You can use this procedure on the Register for a Meeting page as well Refreshing the meeting calendar Information about meetings on the pu
272. or application you can ask the presenter to allow you to annotate the shared software After you have permission you can Make annotations by highlighting areas on the software drawing lines and shapes typing text and using pointers Clear annotations at any time Change the color that you are using to make annotations Save an image of your annotations on the shared software To request annotation control of shared software 1 Inthe Meeting Controls Panel select the Annotate button 5d Fa The Annotate button has the image N Fare O a pencil on it A request message appears on the presenter s screen After the presenter allows you to annotate the Annotation Tools panel appears E gt T nA Ga C r ee r P r r H K Stop Annotating 2 Select the tool you want to use 3 Optional Choose another annotation tool For details see Using annotation tools on page 252 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 Chapter 14 Sharing Software 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 P
273. or folder Click Update Searching for files or folders in your personal folders 314 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 310 In the Search For box type all or part of the file s name or description Click Search A list of any files or folders that contain the search text appears 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 310 2 Locate the file that you want to download 3 Under Action click the Download button for the file that you want to download y 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
274. or 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 Use this option Set options using template Meeting type Meeting topic Listed on calendar Delete from My Meetings when completed Chapter 4 Scheduling a Meeting To Select a template and use the settings saved in that template for this meeting You can save time by using a template that includes the list of attendees you want to invite a presentation you want to show before the meeting starts and other options you have used ina previous meetings and saved as a template For more details about creating and editing templates see Using meeting templates on page 121 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 specified in the My WebEx gt Personal Conferencing page in
275. or information on accessing and managing your meeting recordings see Managing Meeting Recordings on page 189 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 Invite and Remind dialog box appears Chapter 1 Hosting and Managing a Meeting lnvite anal Renan an You can invite someone to the meeting by at Email invite by WebEx or your ai TM Remind own email More on page 7 Email 7 Phone Enter the invitee name Sei ate S0cresses BATT COMMITS Cet STC TS and phone number and select o o o 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 Fite with your Meeting URL Aipsa aber camna aA Tew En Ca 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
276. or you on page 69 Allowing another user to schedule meetings for you on page 126 Using the Quick Scheduler on page 79 About the Advanced Scheduler on page 79 Setting up a recurring meeting on page 125 Starting a scheduled meeting on page 118 Editing a scheduled meeting on page 117 Canceling a scheduled meeting on page 120 Choosing the scheduler that works for you Meeting Center provides several ways to set up meetings Review the details about the different means of scheduling a meeting and then pick the one that meets your needs Short on time Use the one page Quick Scheduler Simply enter a few details and you are ready to host your meeting For details see Using the Quick Scheduler on page 79 69 Chapter 4 Scheduling a Meeting Looking for more meeting options such as adding additional security Use the Advanced Scheduler Enter the level of detail you need You can schedule or start the meeting from any page in the wizard For details see Using the Advanced Scheduler Want to reuse the information you saved in the scheduler You do not have to type in the same information every time you set up a meeting If the meeting recurs on a regular basis with the same attendees you can set up a whole series of meetings If the meeting details such as attendees meeting options are constant you can save those details in a template which you can apply to any meeting you schedule For details see
277. ord you must provide the password T Modify Lets you edit information of the recording For details see About the Add Edit Recordings page on page 322 f Disable Lets you disable the recording in all locations ae 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 319 and About the Add Edit Recordings page on page 322 si Indicates that a recording is password protected Uploading a recorded meeting file If you recorded meeting using the integrated or standalone WebEx Recorder you can upload the recording meeting file with a wrf extension from your local computer to the My Recorded Meetings page For instructions on editing a recording see Editing information about a recording on page 320 Note If you recorded a meeting using the WebEx Network Based Recorder NBR the WebEx server automatically uploads the recording file with an arf extension to the appropriate tab on the My Recorded Meetings page once you stop the Recorder You do not need to upload it yourself To upload a recording file 1 Goto the My Recorded Meetings page For details see 2 Click Add Recording 3 On the Add Recorded Meeting page enter information and specify options 193 Chapter 11 Managing Meeting Recordings For details about what you can do with each option on the Add Edit Recorded Meetings page see About the
278. 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 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 85 Chapter 4 Scheduling a Meeting Use this option Meeting password Confirm password Tracking codes CUVC Meeting ID 86 To 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 you invite to your meeting receives an invitation email message that includes the password unl
279. ost If you join the meeting after an alternate host has started or joined it you do not automatically assume the host role An alternate host must have a user account on your meeting service Web site Remove Removes the selected contacts from the list of invitees About the Registration page 100 How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting gt Registration Chapter 4 Scheduling a Meeting He He Stra hari emplate Ehidna Hegistration None EES fequire sttendoe reqitration iia then CO de Set ae Tee Psi a Firat Hazia Las Marne Esau Mate Conference CL Jeb Tie C Company Marre ikid perpen Address 2 Licey L State Es Clare Coe C Cooreriregien Tofia Phane Pegatan LIF rE ee El mme aly accept afl negintratics negua A rena raana Raisa 0 L Cancel Save as ampa What you can do on this page Determine whether attendees must register to attend a meeting If attendees must register select which information attendees must provide on the registration form Accept registration requests automatically Options on this page Set options using template Select a template and use the settings saved in that template for this meeting You can save time by using a template that includes the list of attendees you want to invite a presentation you want to show before the meeting starts and other options you have used ina previ
280. otate Shared software seessessessessesseosesseeseeseeseeseeseesseneessessessesses 253 Requesting annotation control Of Shared softWare ssessessessessesseeseeseeseeseeseeneessessessesses 254 GIVING UP ANNOTATION CONTIOL sssesssssssssesssessscscscscsescsessssssssesssssssesesesesesessesesesescseseseseseseseseees 255 Stopping an participant from annotating shared softWare sessessessesseeseeseeseessessessessess 255 Taking a screen capture of annotations ON Shared software ssessesssessesssessesseessessersses 255 xii Granting participants control of Shared SOFTWALE ccsssesseseesesesesesesesesesesesssesesssssesssessessseesess 256 Requesting remote Control Of Shared software cssssssssesesesesesesesesesesesesesesesssessssseeseesees 257 Letting a participant remotely control Shared software sesessesssessesseessesseessessesssessesseesss 257 Automatically letting participants remotely control shared softwar 258 Stopping remote control Of shared software ccssssssssssssssseseeessssesssssescscscsescaeseseseseeesees 259 Sharing applications with detailed Color WINGOWS cssssssssessssssessesessssssssssssesesessscsesesesesess 260 Sharing applications with detailed color MaC ssssssssssssssssssssssescscsssesesesesssssssssssssscsssesescsesess 261 PUD SFOS FVIII SONWANE eessen naira EE E A i 262 Chapter 15 Polling Attendees ssceccsssscccccssscccccossccecccossccecc
281. ote 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 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 241 Chapter 14 Sharing Software fs Recorder Float All Panels Manage Panels Audio View Meeting Options Make Screen Blank Disable Keyboard and Mouse Reduce Screen Resolution to Match This Computer Send Ctrl Alt Del Share Remote pplication Dock Meeting Controls i Host or View Audia Participant Mee Pause or resume sharing Presenter More My Desktop Control full screen view of File Including Video Chrl 4lk 0 shared software More on page 242 Application Synchronize views More whiteboard Chrlealt y on page 244 Web Content Web Browser Remote Computer My Meeting Window 242 Chapter 14 Sharing Software Participant g Motes Control your view of shared Menage Panels ll More on page ct lai Close your
282. ou can do here Manage upload and maintain recording files of meetings you host Options on this page Option Description S Refreshes the information on the page Allows you type text to search for within recording names Click Search 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 O 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 Topig 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 t
283. our content viewer More on page 214 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 200 205 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 pages to a shared whiteboard For details see Adding new pages or slides on page 209 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 206 Advance pages or slides automatically at an interval of time that you specify More on page 207 Perform animations and slide transitions in a presentation More on page 208 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
284. ous meetings and saved as a template For more details about creating and editing templates see Using meeting templates on page 121 101 Chapter 4 Scheduling a Meeting 102 Use this option TO Registration None Specifies that attendees need not register to attend the meeting Require attendee registration All attendees must register to attend the meeting An attendee cannot attend the meeting until his or her registration you accept his or her registration request You can accept registration requests in either of two ways Automatically by selecting the 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 Obtain detailed attendee Select which information attendees must provide to register for the information meeting Information that you do not select still appears on the form but attendees need not provide it to register for the meeting Automatically accept all Accept all registration requests automatically and lets all registration requests registrants attend the meeting You do not receive registration requests If this option is not selected you must accept or reject each registration request individually using the options on your meeting service Web site Questions about registration What are the benefits of requiring attendees to register for a me
285. ow much of the recording is actually played back Range 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 Include NBR player Includes full Network Recording Player controls such as stop controls 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 About the Recording Information page 324 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
286. ox 25 Chapter 1 Hosting and Managing a Meeting Notes Notes Displays the Meeting Options dialog box where you can set note taking options as well as other options Allow all participants to make notes Lets all participants take their own notes during the meeting and save them to their computers Single note taker Lets only one participant take notes during the meeting By default the host is the note taker but can designate another participant as the note taker during the meeting A note taker can publish notes to all attendees at any time during the meeting The host can send a transcript of the notes to participants at any time Enable Closed Captioning Lets only one participant the closed captionist take notes during the meeting Resizing the content viewer and panels area 26 When you are sharing a document or presentation you can control the size of the content viewer by making the panel area narrower or wider Note This feature is unavailable when you are sharing your desktop an application or a Web browser To change the size of the content viewer and panels Click the dividing line between the content viewer and the panels Drag the line to the left to make the area devoted to the panels wider Drag the line to the right to make the content viewer larger Chapter 1 Hosting and Managing a Meeting All Participants Ea Select a participant in the Send to menu First type SS all chat mess
287. pace 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 Tapie this page In this case the topic of the recording is the topic of the meeting You can edit the topic at any time Size The size of the recording Create Time Date The date and time the recording was created Duration The length of the recording The format of the recording file A recording file can be in WebEx Advanced Recording Format Format ARF or WebEx Recording Format WRF You can also store recording files that are in Windows Media Audio Video WMV or Shockwave Flash Object SWF format Lets you play the recording available only for recording files gt with an arf extension that were recorded by the Network Based Recorder If playback of the file requires a password you must provide the Chapter 11 Managing Meeting Recordings Option Description password I Lets you send an email to share this recording with others bed 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 passw
288. 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 template 336 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 Fields in this template Option Description UUID 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 Name Required The contact s first and last name Chapter 18 Using My WebEx Email Company JobTitle URL OffCntry OffArea OffLoc OffExt CellCntry CellArea CellLoc CellExt FaxCntry FaxArea FaxLoc FaxExt Address 1 Address 2 State Province ZIP Postal Country Username Notes 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 phon
289. pecifies 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 Select the sound you would like all participants to hear when an 93 Chapter 4 Scheduling a Meeting 94 Use this option To attendee joins or leaves the meeting Beep A simple tone plays Announce name Upon join
290. pen 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 280 For details about sending public notes in a meeting transcript see Sending a meeting transcript to participants on page 286 Providing closed captions 284 If the meeting host has designated you as the closed captionist for a meeting you can type captions on the Closed Captions panel in your Meeting window To type captions you can use either a standard keyboard or a steno keyboard and machine translation software Your captions are visible to other meeting participants in real time one line at a time You can also send your captions in a meeting transcript to all participants To transcribe closed captions 1 Open the Closed Caption panel 2 Type your captions in the box Chapter 17 Managing and Taking Notes 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
291. play also resizes it to that in the presenter s content viewer To synchronize your view of shared content in the presentation viewer On the View menu at the bottom of the window select Sync Display With Presenter 0 Sync Display With Presenter L 219 Sharing Web Content If you want to See get an overview of sharing Web content About sharing Web content on page 221 share Web content with meeting participants Sharing Web content on page 222 understand the differences between sharing a Differences between sharing Web content browser and sharing Web content and sharing a Web browser on page 222 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 221 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
292. plications 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 241 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 Chapter 14 Sharing Software To stop remote computer sharing On the Meeting Controls Panel select Stop Sharing Sharing stops and you return to Meeting Manager Managing a shared remote computer Host or Presenter only While sharing a remote computer during a meeting you can manage the remote computer by setting options and sending commands Options you can set Disable or enable the keyboard and mouse on the remote computer More on page 238 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 238 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 239 Hide or display the contents on the remote computer s screen at the remote location More on page 240 Note Any changes that yo
293. r the WebEx server automatically uploads the recording to this page In this case the topic of the recording is the topic of the meeting You can edit the topic at any time The size of the recording The date and time the recording was created The length of the recording The format of the recording file A recording file can be in WebEx Advanced Recording Format ARF or WebEx Recording Format WRF You can also store recording files that are in Windows Media Audio Video WMV or Shockwave Flash Object SWF format Lets you play the recording available only for recording files with an arf extension that were recorded by the Network Based Recorder If playback of the file requires a password you must provide the password 329 Chapter 18 Using My WebEx r Lets you send an email to share this recording with others Displays a menu with more options for your recording a ri Download Lets you download the recording to your local computer If downloading the file requires a password you must provide the password a FF Modify Lets you edit information of the recording For details see About the Add Edit Recordings page on page 322 a uO Disable Lets you disable the recording in all locations s ka Delete Lets you delete the recording from this page Ep Indicates that a recording is password protected Maintaining contact information 330 get an overview of your personal addres
294. r About maintaining your user profile on page profile 344 edit your user profile Editing your user profile on page 351 About maintaining your user profile 344 Once you obtain a user account you can edit your user profile at any time to do the following Maintain personal information including your Fullname 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 Set default options for your online sessions including Chapter 18 Using My WebEx 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
295. r screens 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 155 Chapter 7 Using WebEx Audio 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 The microphone icon to the right of each participant s name changes state Asking to speak in an audio conference 156 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 Select Raise Hand on the Participants panel The Raised Hand indicator appears on the participant list for the host and presenter Select Lower Hand On the Lower Hand The Raised Hand indicator is removed from Participants panel f the participant list for the host and presenter Chapter 7 Using WebEx Audio Select the Raise Hand icon at the bottom of 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 the Lower Hand icon at the bottom of the Participants panel Using call
296. r the checkbox for each privilege you want to grant Hsia Dozumant View Print E Participant list Shere documents Annotate ny document E Conbrol shared T Save T Thumbrils oa oa A M hwy page desktop remotely Record meeting 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 Record a meeting record all interactions during a meeting and play them back at any time Using WebEx Audio WebEx Audio lets you use either your telephone or your computer to hear others and to 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 co
297. r your Cisco Unified MeetingPlace audio conferencing ac OUI TPES OI ate voce e avavecsessecensnsuscatscetvestcsusevt E A E OE soemortvaratatvesveacucscest 361 FSI IMG TOTS os cse scans eeqarascscqesevszusenassossesos E E sere enna 362 POUT GING ACC FOO a N R E 362 ISPS FAUNA GS S a E N E AE E E A 363 e e EEEE EENE EE EE AAAA AE AENEA E EET 365 xviii 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 Edit your 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 18 End the meeting on page 19 A host can often be a presenter For instructions on presenting information see Sharing Files and Whiteboards on page 199 and Sharing Software on page 225 Chapter 1 Hosting and Managing a Meeting 3 Note For a more in depth understanding of how to navigate the meeting window go to A quick Interacting with other participants After you
298. ray select the down arrow 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 To display the Panels menu on the icon tray select the options icon Select an icon from the icon tray to open or close a panel In this example the Notes panel is collapsed Select the arrow on the title bar to expand or collapse the panel Tip To access panel options right 21 Chapter 1 Hosting and Managing a Meeting Pp arteries click in the panel title bar Bil me LHE op 0 becky Com Monj f i Mariah ir Aeul hen E F FE from Becky Cox i Everyone from Backy Cos m Everyone WoT man wiih rousa ind han pr maned wiih apanda Meni Send to Backy Com Host amp Presenter E 2 EE Restore Layout Hide Panels Manage Panels Using panels to interact with other participants 22 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 C W lay Host me oO Arie Bopper Participant Mac Chapter 1 Hos
299. re E Motes Manage Panels Ask bo Control Audo Conference Full Soes Meeting Info Fin Viewer Return bo Meeting Window Fit to Width Wo Pots Dgs Fall Oey 00 Sc 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 248 Participant only While viewing or remotely controlling shared software you can close the sharing window in which the software appears at any time Closing a sharing window returns you to the Meeting window If you close a sharing window you can reopen it at any time To close a sharing window 1 On the Meeting Controls Panel select the down arrow the last button on the panel and then choose Stop lt option gt from the menu The following graphic shows the Stop Application Sharing option because an application has been shared If you have shared your desktop or Web Browser the menu would show Stop Desktop Sharing Chapter 14 Sharing Software H Notes Marge Paneis Audo Conterence Breve and Remir yee Stop Appecatien Sharing 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 particip
300. rea on the right Nearly everything you want to accomplish in a meeting can be done from these areas Choose an audio device on page 147 for listening and speaking Invite on page 4 or remind on page 10 people fope db day s bauri Heiny Share your application on page 226 or desktop on page 229 dando aera wie amp ferenl Share a file on page 199 or browser on page 231 B raet window Share a whiteboard on page 205 Record the meeting on page 3 Interact with other participants on page 22 O Chapter 1 Hosting and Managing a Meeting Note If you are hosting a meeting that includes TelePresence systems the following WebEx features are unavailable Recording Polling File Transfer Chat with TelePresence room participants Working with panels When your meeting 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 Restore Layou Hide Panels Becky Cox Host Manage Panels Jill Mariah lake Presenter Audio _ 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 hd Send gt Notes gt i Polling 8 x Mac To display the Panels menu on the icon t
301. rence without pressing I At any time during the meeting you 3 can switch your audio device on page 153 H Computer for Audio 6 all Using Computer Using your telephone to join or leave an audio conference 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 149 Chapter 7 Using WebEx Audio 150 Mi Audio Conference x Click Call Me to receive a call at the number displayed Ci Use wour phone o compute bo jom th audo coniferen Select another number from the dropdown list Skink Biers ol ppan F of available numbers then click Call Me i Terres Select Call me at a new number from the poe AT Oe Ce A rN i 4 z dropdown list enter a number then click Call i Me 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 ico
302. resenter only If a participant is annotating shared software you can turn off the annotation feature To turn off the drawing feature 1 On the Meeting Controls Panel select the Assign Control button Aisir Daticnants chat Reise Arne reem am eT tou W Make Presenter b t Pass kerbaand and Mose Control F 7 Allow to Agnekate M e Testing Deepa 2 On the menu that appears choose Allow to Annotate A check mark appears next to the names of those who can annotate the shared software 3 Choose the name of the participant to cancel the selection Taking a screen capture of annotations on shared software If you make annotations on shared software you can save an image of the shared software including all annotations and pointers to a WebEx Universal Communications Format ucf file You can open a ucf file on your computer desktop or in the content viewer in a meeting 255 Chapter 14 Sharing Software 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 ee T dm 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 o
303. ring monitor lt number gt SLE BE In addition a green border appears around the monitor you are sharing Chapter 14 Sharing Software To select a different monitor to share 1 On the Meeting Control Panel select the Select Content to Share button Qmm 2 In the submenu that appears select Share Desktop A submenu shows you the available monitors Qmm TEE ESE TA i a A T Pane She Arey Bathe ch Arnstein eet Merton Shae Desynet F Share Goolcsbon E f Montor 2 3 Select the monitor number you want to share The Meeting Controls Panel indicates which monitor you are sharing In addition a green border appears around the monitor you are sharing Controlling your view as a participant Participant only When viewing or remotely controlling shared software you can set these options which determine how shared software appears on your screen Display the shared software in a full screen view or a standard window A full screen view of a shared application or desktop fits your entire screen and does not include a title bar or scroll bars Scale or resize a shared desktop or application to fit the full screen view or standard window in which it appears To control your view of shared software On the Meeting Controls Panel select the down arrow the last button on the panel and then choose View Then choose an option from the menu 247 Chapter 14 Sharing Softwa
304. rogress To invite people by phone ee ee open the Invite and Remind dialog box Us y Emai Phone mM Remind 2 On the Phone tab enter the invitee name and phone number 3 Select Call Irviter Mame Phoe user 1 miry Fegi Phone Mumie 24 Meeting LAL betes iip eber com go s phptAT TMIkE vert Copy 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 must be enabled by your site administrator To invite a person by text message from the meeting invite and Remind 1 From the Quick Start page open the Invite and Remind dialog box SA J E L 2 On the SMS tab enter the invitee Emal Pica ne in EN mobile phone number 3 Select Send anti Region Irvtee Mobile Number i Meeting URL Mitai ino webex compdo eohbpr alae er Copy 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
305. rs numbers or special characters but not spaces O Is case sensitive Retype New password Verify that you typed your password correctly in the New password box If enabled by your site administrator allows you to be authenticated and placed into the correct teleconference without needing to enter a meeting number whenever you dial into any CLI caller line identification or ANI automatic number identification enabled teleconference Selecting this option for a phone number in your user profile maps your email address to that phone number Caller authentication is available only if you have been invited to a CLI ANI enabled teleconference by email during the meeting scheduling process Caller authentication is not available if you are dialing in to a CLI ANI enabled teleconference 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
306. rsonal page on page 49 About obtaining meeting information Before joining a meeting you can obtain information about it from the Meeting Information page The information you can view includes the host s name and email address meeting number and agenda If you received an email invitation to a meeting you can click a link in the message to view the meeting information If you did not receive an email invitation from the host you can view the meeting information from either The meeting calendar on your Meeting Center Web site The host s Personal Meeting Room page on your Meeting Center Web site if the host gave you the URL or Web address for the page About the Meeting Information page To access this page In your invitation email message click the appropriate link The Meeting Information Topic page provides information about a selected meeting The following is a description of the information you can view from that page 47 Chapter 2 Joining a Meeting Status Date Starting time Duration Meeting number Meeting password Teleconference Host Alternate host Host s email address Agenda Add to My Calendar Status of the meeting can be Not Started Join Now or Registration Meeting Center only Date of the meeting for example July 28 2009 Starting time for the meeting including the time zone for example 10 00 am Pacific Standard Time Length of the meeting
307. rt Audio Streaming Video G Indicates that the live meeting is in process Status The status of the meeting Start You can start this meeting that you are hosting at any time by clicking the link Join End for hosts For a meeting in progress that you are hosting you can join or end the meeting Appears if you left a meeting or you allowed participants to join the meeting before its starting time and participants have already joined the meeting Q Join Lets you join the meeting in progress O End Ends the meeting Join for attendees The meeting that you are invited to has started and you can now join the meeting Registration for attendees The meeting that you are invited to requires registration To display a page on which you can register to attend the meeting click the link Does not apply to sales meetings or support sessions 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 298 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
308. rtcut 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 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 187 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 specif
309. rticipant requests to speak the participant s place in the speaker queue is indicated by a number to the right of the Integrated Voice indicator The speaker queue lets you keep track of the order in which participants have requested to speak To let a participant speak you can pass the microphone to the participant More on page 163 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 166 The first time you use an integrated voice conference the audio wizard walks you through selecting your sound device and setting your speaker volume and microphone level Any time before you start or join a meeting you can manually open the wizard to test your device again or make further adjustments as necessary Chapter 8 Using Integrated Voice Conferences 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 167 Sending and Receiving Video When you send video your video is seen by all participants If a video camera is attached to your computer you can broadcast live video 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 meetings support high quality vid
310. rticipants 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 155 Select the Mute or Unmute icon to Mac Ctrl click in the participants list mute or unmute your own microphone Participant F ki Partagas CO I iea CO Rebecca Con iosi ET Mariah The microphone icon to the right changes state Tip During sharing participants can mute and unmute their microphones from the Meeting Controls Panel at the top of their screens STOP SHARESG 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 165 Chapter 8 Using Integrated Voice Conferences To mute or unmute all participants Windows Right click on the participant list Mac Ctrl click on the participant list i l e A mi SUMA Select Mute All or Unmute All Change Roe Ta Sesion Priv eges _ Pia Linesuts Al 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 pa
311. rticipants 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 216 open a saved document More on page 217 printa whiteboard More on page 218 Saving a presentation document or whiteboard You can save any shared document presentation or whiteboard that appears in the content viewer A saved file contains all the pages or slides in the document presentation or whiteboard that is currently displayed in the content viewer including any annotations and pointers that you or other attendees added to them Files that you save are in the Universal Communications Format UCF which have a ucf extension You can open a ucf file either in another meeting or at any time outside of a meeting Once you save a new document presentation or whiteboard to a file you can save it again to overwrite the file or save a copy to another file To save a new document presentation or whiteboard that appears in the content viewer 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 216 Chapter 12 Sharing Files and Whiteboards 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
312. s Using Access Anywhere My Computers About the My Computers page Maintaining files in your personal folders About maintaining files in your folders uu csssssssesecesecssssssssesesssscssscsssssesesscsesessseseseseseseseses Opening your personal folders documents and files ssessesseessessesssesseossessesseessesseessess Adding new folders to your personal folders essssssssssssssesssscssssssssssessesesssssssssessesesesesees Uploading files to your personal fold Moving or copying files or folders in Editing information about files or fol FSS ceca NI ANENE A NEI A NE your personal folders ss ssesssessessesssesseessessesserss ders in your personal folders ccscsseseseseeeeee Searching for files or folders in your personal folders sssessesseessessesssessesssesseoserssesseeseess XV Xvi Downloading files in your personal foldefS ssesssessesssessesseessesseessesseossesseoseesseoseessessesseesss Deleting files or folders in your personal foldefS sssssessesssessesssessesseessessesssesseessessesseesss About the My WebEx Files gt My Documents page ssessessessessessessessesseeseeseessessessessessesss About the Edit Folder Properties page u sssscscssssssssssssssescsssssesesessssssssssssessssseseseseseseseeeees Opening the My Recordings Page sssssssscssssscscscscscscsssssssssssssscesesscssssssssasassssssssssssssessnesees Uploadin
313. s More on page 271 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 273 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 270 Chapter 15 Polling Attendees S tl Poll Questions GUestions Results Bar Graph TW hat is your Favorite color a blue zeA Ti b red 1 4254 Ei c green O14 072 d black Deyi No Answer 1425 E A what do you enjoy doing at lel a reading 4754 D b watching movies 4754 EE c traveling 4 50 Ti The Mesuhe column d sports 174254 Hi ndeas ihe No Answer T4254 B 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 04 Tire lirit 10 00 Share with attendees W Poll results Hew Poll Edit Questions 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 Ho
314. s asking you whether you want to send an updated email invitation to attendees 6 Ifa message box appears click the appropriate update option and then click OK The Meeting Updated page appears You receive a confirmation email message that includes information about the changes that you made to the meeting 7 Optional If you 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 Login to your Meeting Center Web site 117 Chapter 4 Scheduling a Meeting On the navigation bar click My WebEx The My Meetings page appears displays each meeting that you have scheduled In the meeting list under Topic click the topic for the meeting Click Edit Modify the meeting For more information about the options that you can modify see Using the Advanced Scheduler Click Save If you invited attendees a message appears asking you whether you want to send an updated email invitation to attendees If a message box appears click the appropriate update option and then click OK If you click Cancel in the message box the meeting is not updated The Meeting Updated page appears You receive a confirmation email message that includes information about the changes that you made to the meeting Optional If you added the meeting to your calendar program such as Microsoft Ou
315. s book About maintaining contact information on page 331 open your personal address book add a new contact to your personal address book add multiple contacts to your address book at once add contacts in Microsoft Outlook to your personal address book view or change information about contacts in your personal address book find a contact in your personal address book combine multiple contacts into a single distribution list Opening your address book on page 331 Adding a contact to your address book on page 332 Importing contact information in a file to your address book on page 335 Importing contact information from Outlook to your address book on page 338 Viewing and editing contact information in your address book on page 338 Finding a contact in your personal address book on page 339 Creating a distribution list in your address book on page 340 Chapter 18 Using My WebEx If you want to See edit information about a distribution list Editing a distribution list in your address book on page 341 delete a contact or distribution list Deleting contact information in your address book on page 343 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
316. s gt My Recordings 2 Click the More button in the row of the recording that you want to edit sj 3 Click Modify La Download fkt Re assign Lx 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 Chapter 18 Using My WebEx Topic Description Recording file Duration File size Set password Confirm password Playback control options 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 Panel Display Options 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 323 Chapter 18 Using My WebEx Use this option To Recording Playback Determines h
317. s 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 100 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 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 80 Chapter 4 Scheduling a Meeting Using the Advanced Scheduler you can schedule a meeting quickly You can click the Start button at any time to start your meeting If you have questions about the information requested on a page click the Help button which is located in the upper right corner of each wizard page To start the Advanced Scheduler 1 Login to your Meeting Center Web site 2 On the navigation bar expand Host a meeting to vie
318. s you from the audio after you leave the meeting Chapter 1 Hosting and Managing a Meeting To leave a meeting 1 In the Meeting window on the File menu choose Leave Meeting A confirmation message appears in which you can verify that you want to leave the meeting 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 Sending a meeting transcript to participants 18 You can send a transcript of a meeting to all participants at any time during the meeting The transcript is an email message that contains the following general information Meeting topic Meeting number Meeting starting and ending times URL for the Meeting Information page for the meeting on your meeting service Web site List of participants who have joined the meeting audio only participants are not listed Meeting agenda Any public notes that you took during the meeting You can optionally attach any of the following files to the transcript if you saved them during the meeting Shared documents Chat Poll questionnaire Poll results Public notes or closed captions that you took or that the note taker or closed captionist published during the meeting Chapter 1 Hosting and Managing a Meeting To send a meeting transcript to participants 1 Inthe Meeting wi
319. saves the changes to the existing file To save a copy of a document presentation or whiteboard 1 On the File menu choose Save As gt Document The Save Document As dialog box appears 2 Do either or both of the following Type anew name for the file Choose a new location at which to save the file Opening a saved document presentation or whiteboard If you saved a document presentation or whiteboard that appeared in the content viewer during a meeting you can do either of the following Open file in the content viewer during another meeting for sharing Only a presenter or participants who have the Share documents privilege can open a saved file during a meeting Open the file at any time on your computer s desktop If you open a saved file on your desktop it appears in the WebEx Document Manager a standalone or offline version of the content viewer A saved document presentation or whiteboard is in the saved Universal Communications Format UCF and has a ucf extension To open a saved document presentation or whiteboard file in the content viewer 1 On the File menu choose Open 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
320. scsesesssssssssssseessesesesesesesssssssseesassesesesesesesseseseseasens 117 Starting a SCHEAUIEd MEeTING cscscssssssssesssessssssscsesesessssssessssssecsesesesesssessesssesessaeseseseseseseesees 118 Starting a meeting FLOM your IPHONE u ccsssssssssssssscecscssscsssssesssscscsssesssssesscscseseassssssesscseseseases 119 Canceling a SCG du a NICS GING ena cinerea enaiieearin aaa 120 Saving time when scheduling a meeting cssesesesesescsssesessssssssssesssesssesesesesesesssssseseseasacaesesesesess 121 Using meeting templates 1 0 0 eesesssssssssssesessecscsescsesesssssseseseecscsesesesesesesssseseasacsesesesesesessesenessesens 121 Setting up a recurring meeting sesessssesessesesessesesessesesessosesessosesessosesessoseseseoseseseosesessosesessosesesee 125 Allowing another user to schedule meetings for yOU ssesssessessesssessesssessesseessesseessesseeseees 126 About the Meeting Scheduled page for meeting hosts ssessessessesseeseeseeseeseeseeseeseessessessessess 127 About the Meeting Information page for meeting hosts ssessessessessesseesesseeseeseeseessessessessess 127 About the Meeting Information page for attendees s ssessessessessesseesesseeseeseeseeseessessessessessess 128 About the Meeting Updated page ssessesessessesseseeseesessessesseseesessesseseeseosessesseseeseosessesseseoseosesseseeseoss 129 Chapter 5 Scheduling a Personal Conference meeting or MeetingPlace Personal
321. se lets you select the different types of content ou want to share Chapter 14 Sharing Software Tip Alternatively you can share multiple applications by sharing your computer s desktop For details see Sharing your desktop on page 229 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 the Stop button or in the Meeting Controls Panel select the STOP button i p TOR SHARING Wid nk o M j Pincha oh bra ALTEN To stop sharing all applications In the Meeting Controls Panel select the STOP button STOR SHARING Puts Share Arn Pupticip ant chat Racoder Aunt aba You can also pause sharing Select the Pause button located next to the Stop button Sharing your desktop You can share the entire content of your computer including any applications windows and file directories that reside on it Participantscan view your shared desktop including all mouse movements 229 Chapter 14 Sharing Software Tasks related to sharing your desktop Start sharing
322. sed Captionist A closed caption indicator appears next to the participant s name in the participant list Participants Participants T X Speaking w Rebecca Cox Host me ay A ete Pa ae amnk sagittal amin Enabling closed captions You can easily select the option for closed captions and appoint a participant to transcribe the closed captions To specify the closed caption option 1 Depending on the operating system you are using do one of the following Windows In the Meeting window on the Meeting menu choose Options The Meeting Options dialog box appears with the General tab selected by default Mac On the Meeting Center menu select Preferences Select Tools 2 To turn the closed captioning option on or off check or uncheck the Enable Closed Captioning check box To learn how to display the Closed Captions panel see Managing panels on page 24 282 Chapter 17 Managing and Taking Notes 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 tak
323. seesessessesseseesess 240 Sending a Ctrl Alt Del command to a shared remote COMPUTED s ssesseseesessessesseseeseeses 241 Selecting an application on a Shared remote computer scesssssesssesesesescseseeseseseseseees 241 Controlling Views Of Shared software cssssssssssssesssesesssescsescscsesesescsesesesesesesesesesssesssessesseseeseeesesess 242 Pausing and resuming software SNALING sscssssssssssssseesescscscscsesesesesesesesesesesesesssesseeeeesesesess 243 Controlling full screen view of shared software seseessessessessessesseoseoseeseeseeseeseeseensessessessess 244 Synchronizing views of shared software ssessesssessesssessesseessesseeseessesseessesseossesseoserssesseessess 244 SEIS ING aA MONIO CO SIVA Ceni e 245 Controlling your view as a participant s ssessessesseeseessessessessessessessesseoseoseoseeseeseessessesseosesseosees 247 Closing your participant sharing wWiNdOW sessessesseessessessessessessesseoseoseoseoseoseeseeseeseessessessessess 248 Switching your participant view ssessessessessessesseeseessessessessesesseosesseoseoseoseeseeseeseeseessesseosesseosees 249 Annotating Shared SOFtWALE csesssssssssssscsssesssesesesesesesesssesesesesesescscsescseseseseseseseseseseseseseseesseseesesesess 250 Starting and STOPPING ANNOTATION ceesesesescscscsesesessssssssesessscsesesescsesesessssesescscseseseseseseseseees 250 SIN AION EO CIS rea EE 252 Letting a participant ann
324. seseees 58 Selecting a language and time zone on the meeting calendar ssessessessesessessessesessessessesseseesess 58 Registering for a meeting from the meeting calendar esessessessessessesseeseeseeseeseeseeseeseessessessesses 59 About the Register for a Meeting page essessessesseeseessessessessessessesseoseoseeseeseeseeneeneeneeseesessessessees 59 ApOUtTAE TOGAY VIN Seen eee ee RA E E E EOE EES 60 POG URS DANY VON ea EN E AE ES 62 ADUT tHE VV SCI VIEW rac acevsvczctavesaessetoncecentntacncucnctesespeevoesnucesouasetavosnna EESAN NAO EEEREN 64 ADOUNC MONTRI VI W eeoa E E E E EE RAAE 65 ADOUt the search Results DAC CG ssesesssusesssnosteosisssvessnoustsusvevevecsaveioospwvusecerwnssuaarnnseeanetenernansamiantrevieede 66 Chapter 4 Scheduling a Meeting ccccccssssccccsscsccccsscssccccsscsccccssssccccscsscccsssssccsssssscosess 69 Choosing the scheduler that Works fOr YOU csssssssssssssesssscssssssssssssssssesesesssssssesscsesessseseseseeseseseaees 69 FADOUE TAGE OUICK SCM CQUICD aossen aaen EEan E RAEAN E nen 70 About the Quick Scheduler pagesen N RER 70 Using tne QUICK SCG EK sessiossa a a N ETNE ENEA 79 About the Advanced Schedulet ssssssscssssssscssssssssssssesssscsssssssssececscscscsesssesssesesesesssessseseeeeseseaseeeeees 79 Choosing a level of security for a scheduled meeting s ssesssessesssessesssessesseessesseessesseossessesseesses 80 OS IETS AVANCA SCRC AE ope E E 80 Page by page guide to th
325. seseeses 30 Navigating the panels alea uu cessssssscscscssssssssssesssssssssesesesesessssssssesescsssesesesesesesesssseseseesessesesesess 31 Working with the participant list ecsssesescssssssssssesesssssssssesesesessssssssesesssssesesesesesesesessees 32 Switching between elements in dialog boxes or panels scssesesssesssesesessssseseseseseseseseees 33 TOS UI COG DO na E E EIES 34 Checking and unchecking DOXES ssssssssssesssesssssssesesessssssssssssessecsesesesessssssssesesessseseseseseesessees 35 Making a selecto senors a O E aaa ais 35 Selecting text in the Chat panel sessessesessessessesseseesessesseseeseosesseseeseeseosesseseeseosessesseseesessesseseeseose 36 Chapter 2 Joining a Meeting ssssssccccsseccocccccccccccsscceccosssececsosccccccssseccccsssscceosssseececssseceeessse 37 POUT ONIN eee E EEE 37 ADOUt the Join Meeting page ssscssesesersiecdssccosvsnsesedavennsstnenieanstnmmeinnnanesinonannnmnnni 38 JOINING a meeting from an instant Message e seessessessessessessessessesseeseeseeseeseeseeseensessessesessesss 38 Joining from an email invitation s ssessessessesseeseeseessessessessessesseoseoseoseoseeseeseeseeseeseeeessessesseosessesss 39 Joining from the Meeting Center calendar ccscscssssesesescsesesesesesesesesssssssesessssssssssseeseseeesess 40 Joining a meeting from the host s personal page e ssessessessessessessessesseeseeseeseeseeseessessessessesss 41 Joining a meeting
326. sesesesssssssssssssscssscsescsesessssssesesssescsssesesesesesesessesessasaeens 2 RECON CUNO OMI EE a E A E E ENE EE 3 Inviting more people to your in progress MEETING scscssssssssssssscsssssssssssssssssssssssssssssessssssssseseeeseees 4 Inviting people by instant message to a meeting IN progreSS ssessessessesseeseessessessessessessess 5 Inviting people by email to a meeting IN progreSS cesssssssssssssssssssscssscscssssscssscscssscsssssssseees 7 Inviting people by phone to a meeting IN progreSS ssessessessessessessessesseeseeseeseessessessessessessesss 8 Inviting people by text message SMS to a meeting IN progresSS eeseseseseseseees 9 Reminding invitees to join your meeting s ssessessesseessessessessessessessessesseoseoseoseoseeseeseeseessessesseeseoseoses 10 PIC PESENE er E E E E ES 10 Making a participant the presenter when you are in the meeting window 000 11 Making a participant the presenter when YOU are sharing ssessessessessessessesseessessessessessesss 12 Making someone else the NOSt esensina a enie a enii 13 E ESEO A VOI E E E O T E A E ene 14 kocama NO TON oeiee rana E E A EE 14 Obtaining information about a meeting after it startS ssessessessessessesesseeseeseeseeseeseessessessessesss 15 Editing a message or greeting during a meeting uu sssssssssesesescscsesesessssssssssesesescsessseseseseseseseseees 16 R stricting access t a INSTI IG uirinn ceann E N EEE 17
327. site 181 Chapter 10 Setting Up a One Click Meeting 182 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 Login to your WebEx service Web site 2 Click My WebEx gt Productivity Tools Setup on the left navigation bar The Productivity Tools Setup page appears 3 Click Install Productivity Tools The File Download dialog box appears 4 Save the installation program to your computer The name of the installation file has an msi extension 5 Run the installation file and follow the instructions 6 Once you complete installation log in using your WebEx account information and then verify your WebEx settings for Productivity Tools including One Click in the WebEx Settings dialog box Note System administrators can also perform a mass installation for computers at their site For more information see the IT Administrator Guide for Mass Deployment of WebEx Productivity Tools at http support webex com US PT wx_pt_ag pdf http support webex com US PT wx_pt_ag pdf After you have logged in the WebEx One Click panel and shortcuts appear For instructions about using the One Click panel and shortcuts se
328. ss code DOOD 1354 Attendee join before hast 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 An asteiski indicates required infomation Host access code Attended access code E O Allow attendee join before hast 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 357 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 358 356 Chapter 18 Using My WebEx 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 PCN account View information about your existing PCN accounts Ifyou are a MeetingPlace user view information about your Cisco Unified MeetingPlace Audio Conferencing account and change your profile password Options on this page for Personal Conference number accounts only Option Description Personal Conference Shows the numbers for your Personal Conference number PCN number accounts With a PCN
329. ssage 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 75 76 Address book New Contact Remove Chapter 4 Scheduling a Meeting Select the address book from which you want to select attendees The contacts in the address book that you select appear in the box These address books are available Personal contacts Includes any individual contacts that you have added to your personal address book If you use Microsoft Outlook you can import the personal contacts that you keep in an Outlook address book or folder to this list of contacts Company address book Your organization s address book which includes any contacts that your site administrator has added to it If your organization uses a Microsoft Exchange Global Address List your site administrator can import its contacts to this address book List Includes any distribution lists that you have created for your personal address book Add a new contact Enter the requested information about the new contact you want to invite to the meeting You can also add the new contact to your personal address book Remove the selected contacts from the list of attendees About the Audio Conference Se
330. sseseeseosesseseeseosessesseseeses 143 Granting or removing document privileges s sessessessesessessesseseesessessesseseeseosesseseeseosessesseseeses 144 Granting or removing viewing privileges sessessessessesessessesseseesessessesseseesessesseseeseosessesseseeses 145 Granting or removing meeting privileges sesessessessesessessesseseesessessesseseesessesseseeseosessesseseeses 146 Chapter 7 Using WebEx Audio ssecccssssccccccsscccccossecececosscceccssseccecsossccecsssssccecsssseceesssseeeeso 147 Joining or leaving an audio conference sessessessessesseeseeseesseseessessessesseoseoseoseoseeseeseeseeseensensessessessess 148 Using your telephone to join or leave an audio conference sseessesseessessesssesseseessesseess 149 Using your computer to connect to audio sessessessessessessessessesseoseoseeseeseeseessessessessessesseoses 152 Switching audio devices during a Meeting ssessesessessesseseesessessesseseesessesseseeseoseosesseseeseosesseseeseoss 153 Connecting to audio during sharing ssessesessessessessesessessesseseeseosesseseeseesessesseseeseoseosesseseeseosesseseesesss 154 Muting and unmuting microphones in an audio conference ssesssessesseessessesssessesserssesseessess 154 Muting and unmuting all participant microphones simultaneously 155 Vil Asking tO speak IN AN audio conference c sssssssssssssssecscsesesescscscscseseseseseseseseseseseseseseseseeeseeeeeesesess 156
331. ssessesesesesessssesesessesseseseseseseseeeees 206 Navigating presentations documents or whiteboardS sessessesessessessessesessessesseseesessesseseeseeses 206 Navigating slides pages or whiteboards using the toolbar ss sessessessesseseesessessesseseesess 206 Advancing pages Or slides automatically eesseessessessessessessessessessesseeseeseeseeseessessessessessessesss 207 Animating and adding effects to shared slid S ssessessessessessessessessesseeseeseeseeseeseessessessesss 208 Working with pages or slides s ssessesessessessessesessessessesseseesessesseseeseosessesseneeseoseosesseseeseosesseseeseeses 209 Managing views of presentations documents or whiteboardS ssessessessesseeseessessessessessess 210 LOOMI MOr OUT orean r EE E E E O EEE 211 Controlling Tall Sre eN Vie W ssisvasssnscssstivscssstdeatssaivnccasdldedeasalevsssdlbcotessavecssndtdvesaiallonssosdd a eais 212 VWA TUONA o ere cau nemsnaurdanvarssewenrearemioneanen 212 Synchronizing all participant views s ssessessessesseeseeseessessessessessessessesseoseoseoseeneessessessessessesseesees 214 ci anng annotatio sss resect teivcre secon Raver cusestentety trae Macon iestne iecoreen ween ace 214 VS ITI ONES ES aeann A E E ET E E E ETOO 215 Saving opening and printing presentations documents or whiteboards 216 Saving a presentation document OF whiteboard ssessessesessessesseseeseesessessesesseosesseseeseeses 216 Openi
332. ssssccecsossececsssssccecsssseceesssseceeso 265 Preparing a POll QUESTIONNAILE csssssscsssssssssssssssscsssssesesessssssssssssesssssesesesesessssssesesessasseseseseseseseseees 265 Creating apol GUESTIONN ANN C srisssivesesdscicissssinrwssvivraaselodncnsmueimunucanuaninsamieemndans 265 Editing A QUESTIONNAIIE ssssssssscssssssssssssessesscsesesesessssssssesesssesesesesesesessssssessassesesesesesesseseseseasens 267 Displaying a timer during polling ssessessessesseeseeseessessessessessessessesseoseoseoseoseeseeseeseessessessesseosesses 269 JPNN T PO eera aE E E E E AE E E AE T 269 Viewing and snaring ON MES UINS is35ic82ccsscacscacstivasasplevosicsliuessoaasseaseslivesapnlesisd ie ina eiiie lanie 270 VENIN PONTO U oa aE S E R S 270 Sharing poll results with participants ss ssessessesessessesseseesessessesessessessesseseeseosesseseeseosesseseeseeses 271 Saving and opening poll questionnaires and results ssessesseseesessessesseseesessesseseeseoseosesseseesesss 272 Saving a poll questionnaire in a Meeting s ssessessessesessessesseseesessessesseseeseosesseseeseosessesseseeses 272 SNOT N Oa PO eae 273 Opening a Poll QUESTIONNAILE Mle 0 ee esesssscsssssesescsesesesescscsescseseseseseseseseseacscsesescaesescseacaesees 273 xiii Chapter 16 Transferring and Downloading Files During a Meeting sccsccccssssssees 275 Publishing files during a M CtING cscsssssssscscscscsssesesesesesesesss
333. ssssssssesesesssesesesesesesesessees Importing contact information in a file to your address bOOK ssessesssessesssessesssessesseess About the Contact Information CSV template cc ceececsssssssssssssssssesesesessssseseseseseseesees Importing contact information from Outlook to your address DOOK eee 338 Viewing and editing contact information in your address DOOK s ssesssessesssessesssessesseess 338 Finding a contact in your personal address DOOK ssessessessessessessessessesseeseeseessessessessessesses 339 Creating a distribution list in your address bOOK ssessessessessessessessesseoseeseeseeseeseessessessessess 340 Editing a distribution list in your address DOOK ssssessessessessessessesseosesseeseeseeseessessessessessesses 341 About the Add Edit Distribution List Page ssssssssssesescecssesesessssssssesesessssseseseseseseseeeees 342 Deleting contact information in your address DOOK s ssessesssessesssessesseessesseessesseessessesseesss 343 Maintaining your user profile cesesssssssssesesecscsssssssssssesssscscsssesssesessescsesesssesssecacseseseasscsesesseseseaeaes 344 About maintaining your user profile sse ssessesssessesssessesseessesseessesseoseessesseessesseoseesseosersesseeseees 344 About the My WebEx Profile page ss sssessesseessessesssessesseessesseessesseoseessesseessesseoseesseoseessesseessees 345 Editngyour us T rO rea E E ER 351 Managing scheduling templa
334. st More on page 219 199 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 click Reset to Meeting Defaults 3 Click Assign Content viewer tools ta Gee fark E New Whiteboard S TrYrro g H a 200 The tools on the content viewer toolbar allow you to share and perform actions on whiteboards or on files such as presentations or documents Select this button at the top right of the content viewer to start a new whiteboard annotation toolbar Select a drawing tool for directing attention onscreen using pointers a highlighter or drawing a shape More on page 202 Chapter 12 Sharing Files and Whiteboards Show Thumbnail F Rotate Page Left Viewing toolbar and menu Change to full Rotate Page Right screen rotate pages zoom in or out using D Sync Display For Al these tools More FullScreen 115 A S view 7 Changing views in a file or whiteboard You can switch views in the content viewer by clicking the view icons and selecti
335. t File Edit wiew Help Gr Kat Mac Tam Available IM Archive Recent Emails Kat Mac 8 21 28 Amy 1 Kat Mac 8 28 02 AMi Meeting Topic Bay City Software start Time Thursday February 12 2009 0 26 am Pacific standard Time san Francisco CMT 08 00 Join URL https Jgaweb 02 ga webex comta tnevw title php ATS Ms EventiIb 1 55326397 8R7 MiMo 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 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 38 3 Click Join Now The Meeting window appears 39 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 meetin
336. t 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 95 Chapter 4 Scheduling a Meeting How can I 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 91 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 E Request mat atlendees verty ach meda players sotme pemg merting Z Sead a copy of the imetaton omai to me r m2 Security C Exclede password irose emaii invitation C Require at
337. t is too noisy Ifyou are not the host or presenter you can perform actions such as asking to become the presenter or muting your own microphone 32 Participants ni X speaking us Refecca Cox Host me cc iM e Change Role To Per Robers Assign Privileges yr chat Chapter 1 Hosting and Managing a Meeting Use the up and down arrow keys to navigate between participants Select Shift F10 to open the right click menu on a specific participant Switching between elements in dialog boxes or panels When you open a dialog box or a panel you can switch between the elements using the Tab key If you open the Audio Conference dialog box here is an example of how the Tab key guides you through the elements Mm Audio Lomercnce i E I Use you phone computer to join this audo conference p lke Phone 7 initial focus 2 Y Use Computer for Audio a Test aaa a 2 The first time the Audio Conference dialog box opens the initial focus in on Use Phone Continually selecting Tab moves the focus through the elements and eventually back to Use Phone When the focus is on an element that can be expanded or a drop down box select Enter to expand and view the information 33 Chapter 1 Hosting and Managing a Meeting ii Ain er ere a If you have expanded a dropdown d box use the down arrow key to Use you phone or computer to join this audio conference move the focus thro
338. t the Today Upcoming Daily or Weekly tab 2 Select the Show only meetings that require registration check box The list of meetings that require registration displays accordingly for the tab Chapter 3 Using the Calendar Selecting a date on the meeting calendar You can view a list of scheduled meetings for any date on the meeting calendar To display a list of scheduled meetings for the previous or next day 1 Ifyou have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 54 2 On the Daily view of the calendar page click the forward or backward arrow to navigate to the list of meetings for the next or previous day d Friday December 3 2010 gt For details about the options on the Daily view see About the Daily view on page 62 Note You can use this procedure on the Register for a Meeting page as well To display a list of meetings for a specific date 1 Ifyou have not already done so open the meeting calendar For details see Viewing the meeting calendar on page 54 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 2 Optional Do any of the following To view the calendar for the previous month click the forward arrow To view the calendar for the next month click the backward arrow To view the calendar for a specific month in the
339. te cssssssscscssssssssssssesssssssesesesessssssssesssssssesesesesesessssssesessecsesesesess 351 About managing scheduling teMplAateS ssssssssssssssssesescssscesesessssssesesesessscseseseseseseseeeees 352 Managing scheduling templates eesessssscscssssssssssssescscsesescsesesesessssssesescsesesesesesesesseseseseaeans 352 Maintaining your Personal Conference number accounts or Cisco Unified MeetingPlace audio CONTEFENCING ACCOUNT esns mre cenvensininnsinendanmncinientenn desir 354 About maintaining Personal Conference number accounts ssessesssessesseessesserssesseeseess 354 About maintaining Cisco Unified MeetingPlace audio conferencing account numbers Sota cas cesta E cee sae neste sce T A eects eco ete tt ee eseee eee eee 355 Adding or editing a Personal Conference number ACCOUNL scsssssssssessescscsesssescsesesees 355 About the Personal Conferencing Page sssssssssssssssssessscsssssesesescsesessescsesesescsesescsesesesesees 357 About the Add Edit Personal Conference Number Page ssssssssssssssesssesescssscsesesesesees 358 xvii Using your Personal Conference NUMDETLS sssssssesesssssssssssssssssssesesssssssessssesesesessssssseeeeees 359 Controlling the audio portion of a Personal Conference meeting ssessessesseessessessessess 359 Deleting a Personal Conference number accouUnt es ssessessessessesseeseeseeseeseeseeseeseeseessessesses 360 Resetting the password fo
340. tesdees to have an accoent on thie Website in order to jon Sus meeting Attordion Progos What you can do on this page Invite attendees to your meeting by entering their email addresses or selecting them from your address book Options on this page Set options using template 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 121 96 Use this option Attendees 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 Chapter 4 Scheduling a Meeting To 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 Add a request t
341. 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 Chapter 1 Hosting and Managing a Meeting 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 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 C Display ihiz m siag when otendecs youn the met erg Message Pe leone Co EF BEL LAG You 2 amp 5 Ghat ahar PESSSNLACL ONS OSC UEC S OF APPLLCHE LONE Fige 15 FALE Erovssr Regards 2 Optional Select the Display this message when attendees join the meeting check box The message or greeting automatically appears once the participant joins the meeting 3 Type a message or greeting in the Message box A message or greeting can contain a maximum of 255 characters 4 Click OK Note Participants can
342. 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 Login to your Meeting Center Web site 2 On the navigation bar expand Host a meeting to view a list of links 3 Click Schedule a meeting The meeting scheduler appears 4 Select the template you want to use in the Set options using template drop down list Customer meeting Department meeting Team meeting Vendor meeting Standard Templates 5 Make changes to the details on any page For example you can add or remove attendees change the meeting time add a multimedia document to display before the meeting starts For details about fields on each page see Page by page guide to the Advanced Scheduler on page 83 6 Click Save as Template 7 Inthe Template Name box type a name for this new template 8 Chapter 4 Scheduling a Meeting Save as template To list xisting template to overwrite choose it from the os ane save your current settings to f My Templates Customer meeting Deparment meetin Vendor meeting Template name Team meeting I Save as a standard template Save Cancel Click Save Setting up a recurrin
343. 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 Questions about setting meeting options What are some rules of thumb for sharing UCF media files When scheduling a meeting you can allow attendees to share Universal Communications Format UCF media files during the meeting either in a UCF multimedia presentation or as standalone UCF media files You can also prevent attendees
344. the file On the File menu choose Open Poll Questions Click the Open icon on your Polling panel e Ro w i Windows B 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 274 16 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 your computer not on a server Thus your published files are always protected from unauthorized access during a meeting T File Transfer T JG 1 hosts can publish files More on page 276 Hense Location gt benp Axes request U crn sui enp aons MC_DeeShare doc U uther 2Eaport bo end To download a fle either select it and then cick Download or rights File Transfer mir participants can download iB published files More on page 277 Sie stae 368648 Not Saved 3128328 Not Saved 275 Chapter 16 Transferring and Downloading Files During a Meeti
345. the meeting to your calendar if you haven t already done so 128 Chapter 4 Scheduling a Meeting Join Mow Agenda Add to My Calendar Go Back ah 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 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 Update My Calendar Edit Add this updated meeting to your calendar program MS Outlook or Lotus Notes only Make changes to the meeting you have just updated For example you can change the day and time or invite additional attendees 129 Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting If you want to Get an overview of Personal Conference meetings and MeetingPlace Personal Conference meetings Set up a Personal Conference or MeetingPlace Personal Conference meeting Add a schedu
346. the navigation bar select My WebEx 133 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 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 134 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 Login 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 meetin
347. ticipants seessesessessesseseesessessesseseeseesesseseeseesesss 173 Seting Wepcam ODLIOMINS sccosacdessscsesseiscsudundousnsezacdansaccossutassedaedsnsdsasonass aedesasiasdestedsuseeocaeseseandinsscocnestsstodnss 174 Managing video during sharing s ssesessessessessesesessesseseesessessesseseeseosessensesessessesseneeseosessesseseosessesseseeseos 175 Chapter 10 Setting Up a One Click Meeting ssecccsssceccssceocssccocssececsseceosssccosssecesssscessssee 177 About setting up a One Click Meeting sessessesseseesessessesseseeseosessessesessessessesseseeseosesseseeseoseosesseseeseese 177 viii Setting up your One Click Meeting ON the Web sssssessessessessessessesseoseoseoseoneeseeseensessessessessessesses 178 About the One Click Settings Page csssessssssescssssssssssessssssessssesesessssssssssssessessesesesesesessseees 178 Installing WebEx Productivity Tools s ssessessssssessessessessessessessessessesseoseoseoseoseeneeseessessessessessessessessesss 181 Staring a ONE Click MEEUN Gison a N 183 REMOVING WEDEX Productivity TOONS essere ro rerea eeo ES Eeoa erai 188 Chapter 11 Managing Meeting Recordings essssseccccssscceccsssecccccssseceocssseccecsssscecossssseeooo 189 Opening the My Recorded Meetings Page u ssssssssssssssssssssssssssssssssssssssssssssssssssssssseseseseseseseeeees 189 About the Recording Information Page e ssessessesseessessessessessessessessesseoseeseeseeseeseeseesseneessessessesss 1
348. ting and Managing a Meeting 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 23 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 for Windows for the Mac 2 Choose Manage Panels from the menu F T Manage Panels E Use the Add or Remove buttons to specify which panels should Pierce select panels you want to enable display in your meeting window Avalie panats Use the Move Up or Move Down buttons to specify the order of the panel display Click the Reset button to restore the panel view to the default layout Clear the check box beside Allow participants to change the These panels are available to participants with appropriste privieges i sequence of panels if you want Note On the fosting ioon tray onty the first four panels wil be displayed to permit attendees to manage The remaining panels wd be available from the mari their own display of panels la Allow participants to change the paquence of panek
349. ting time sargi Audio Conference M Attondees can iain minutes be o start time lvls Albeniees F The fret attendee to join Wil be the presente ca ll Attendees can also connect to audio conference 2 Registration Estimated duration he 0 min agenda amp Welcome Email reminder minutes before meeting starts Meeting Options Recurrence None C Dalby C Weekly C Monthly Yearky Aten Priviages cmt smeur EEE EO What you can do on this page Set the date and time for the meeting Set the duration for the meeting Select the number of minutes before the meeting s starting time during which attendees can join the meeting Select the number of minutes before the meeting you want to receive a reminder email message Seta recurrence pattern for the meeting Options on this page Set options using template Select a template and use the settings saved in that template for this meeting You can save time by using a template that includes the list of attendees you want to invite a presentation you want to show before the meeting starts and other options you have used ina previous meetings and saved as a template For more details about creating and editing templates see Using meeting templates on page 121 Meeting date Set the date you want the meeting to occur Select the month day and year in the drop down lists Or you can click the Calendar i
350. tings page by clicking My WebEx gt Productivity Tools Setup gt Edit Settings About the One Click Settings page How to access this page On your WebEx service Web site do one of the following 178 Chapter 10 Setting Up a One Click Meeting Ifyou are setting up your One Click Meeting for the first time on your WebEx service Web site click My WebEx gt Productivity Tools Setup on the left navigation bar gt Set Up Now Ifyou already set up your One Click Meeting on your WebEx service Web site click My WebEx gt Productivity Tools Setup on the left navigation bar gt Edit Settings What you can do here Set options for your One Click Meeting Meeting Options Use this option To Service type Select the type of WebEx session for which you want to start a One Click Meeting This option lists only the session types available for your site and user account 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 List
351. tion page enter any requested information Click Join Now The Meeting window appears Chapter 2 Joining a Meeting Joining a meeting from your iPhone If you receive an invitation to a meeting on your iPhone you can join the meeting by tapping the link in the invitation or from the Meet icon on your iPhone s home page 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 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 We recommend that you save your account settings to join
352. tlook in the confirmation email message click Update My Calendar Starting a scheduled meeting 118 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 3 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 Chapter 4 Scheduling a Meeting Join Now Appears if you allowed participants to join the meeting before its starting time and participants have already joined the meeting The Meeting window appears To start a scheduled meeting from your meeting list on your Meeting Center Web site 1 Login to your Meeting Center Web site 2 On the navigation bar click My WebEx The My Meetings page appears displaying a list of each meeting that you have scheduled
353. 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 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 148 portion of the meeting as usual Muting and unmuting microphones in an audio conference The following table illustrates how to quickly mute and unmute microphones in your meeting depending on your user role 154 Chapter 7 Using WebEx Audio Mute on Entry to mute all microphones automatically when participants join a meeting Windows Right click in the participants list Participants Chat Notes Sf Participants 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 155 Select the Mute or Unmute icon to Mac Ctrl click in the participants list mute or unmute your own microphone Participant F 2 Panapa CE JU iem 0 Rebecca Com Hiasi CT Mariah The microphone icon to the right changes state Tip During sharing participants can mute and unmute their microphones from the Meeting Controls Panel at the top of thei
354. 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 PPE Select the Remind tab All invitees Enns eee who are not in the meeting are automatically chosen to receive the Email a Remind reminder 1 Uncheck the box beside any person you don t want to remind 2 Select Send Reminder The folowing people hara nol ek joined the meeting Which invitees shad recens mesing renders i jack frebendbyarescom 1G er ee z E S lie em ly emit gettin aga a An email reminder is sent to each person selected Changing presenters Depending on your site settings a participant can become the presenter in a number of ways The first person to join automatically becomes the presenter As host you can make a participant the presenter before sharing on page 11 or during sharing on page 12 10 Chapter 1 Hosting and Managing a Meeting 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 prese
355. to open the Preferences page where you can select the language setting for your Meeting Center Web site Click to open the Preferences page where you can select the time zone setting for your Meeting Center Web site Select to include concluded meetings in the list of meetings Select to display only those meetings that require registration in the list of meetings 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 61 Chapter 3 Using the Calendar Start link Host only Click to start your meeting End link Host only Click to end your meeting About the Daily view 62 How to access this page On your Meeting Center Web site click Attend a Meeting gt Browse Meetings gt Daily tab What yo
356. to start the meeting Ifthe meeting s starting time is after the current time click Schedule The Meeting Scheduled page appears confirming that the meeting is scheduled You also receive a confirmation email message that includes information about the scheduled meeting Chapter 4 Scheduling a Meeting 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 learn about meeting types listed and unlisted meetings meeting passwords set the day and time for a meeting or set up a recurring meeting set up audio conference with VoIP or voice audio conferencing or both invite attendees to a meeting select contacts to invite to a meeting require attendees to register for a meeting create an agenda and select a presentation to share while attendees wait for the meeting to start set options for participants such as allowing them to chat transfer files and take notes set privileges for attendees such as allowing them to view a list of meeting participants control another computer or a Web browser remotely review all meeting details How to access this page
357. ttendee privileges A presenter can grant any privileges to or remove them from attendees during a meeting Can I change attendee privileges during a meeting Yes you can On the Meeting menu choose Attendees Privileges Make any changes to the privileges you set when you scheduled the meeting How can I 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 112 About the Review page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting gt Review What you can do on this page Review all the information you ve entered on each page of the Advanced Scheduler Ifyou want to make any changes return to the page where you entered the information and enter new information Rather than using the settings and options you have just selected in the scheduler replace these setting with those in one of the meeting templates For more details about creating and editing templates see Using meeting templates on page 121 When you have finished making changes click Schedule or Start 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 115 Chapter 4 Scheduling a Meeting If you want to See add a scheduled
358. ttings page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting If you see the Advanced Scheduler click the link to display the Quick Scheduler Then click Change audio conference What you can do on this page Change the preset audio options such as the teleconferencing service you plan to use Options on this page Use this option Select conference type Chapter 4 Scheduling a Meeting To 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 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 a WebEx host account Q saved their phone numbers in their WebEx profiles This option is not available for Cisco Unified MeetingPlace
359. ty Quality Quality aia Engineering Release Cycle a Reducing CSG tickets OLET jel a T More Quality Quality Quality 3 Optional To display any page or slide in the content viewer double click its miniature in the thumbnail viewer To close the thumbnail viewer On the content viewer toolbar select Hide Thumbnail from the View menu 213 Chapter 12 Sharing Files and Whiteboards Synchronizing all participant views You can synchronize the display of a shared page slide or whiteboard in all participant content viewers with the display in your viewer Once you synchronize displays the page slide or whiteboard in participant content viewers appears at the same magnification as in your content viewer To synchronize participant views of slides pages or whiteboards On the View menu at the bottom of the window select Sync Display for All G Sync Display for All Clearing annotations 214 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 Ifyou are the presenter or host clear all annotations you have made S T 7 O H A 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 P Eraser tool 2 Choose Clear All Annot
360. u 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 57 Options on this page S 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 MME ZONGANK zone setting for your Meeting Center Web site r Click the Previous Day icon to display a list of meetings for the previous day gt Click the Next Day icon to display a list of meetings for the next day Chapter 3 Using the Calendar E Show past meetings Show only meetings that require registration check box Time Topic Host or Presenter Duration i Join link i Register link E iy Start link End link 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 he
361. u 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 241 A command to bring remote applications to the front of your screen if they are either behind other applications or minimized More on page 241 237 Chapter 14 Sharing Software Reducing the screen resolution for a shared remote computer While sharing a remote computer you can reduce the screen resolution on the remote computer This option helps to prevent the need to scroll while viewing the desktop or applications on the remote computer The reduced screen resolution also appears in all 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 E Recorder Float All Panels Manage Panels Audio View Meeting Options Make Screen Blank Disable Keyboard and Mouse Reduce Screen Resolution to Match This Computer Send Ctrl Alt De
362. ugh the dropdown list of options Select Esc to dismiss the dropdown list Closing dialog boxes When you want to close a dialog box simply select Alt F4 Selecting Alt F4 is just like selecting the x on any dialog box Speaker Microphone Audio Test X Select a speaker to test pam IDT Audio TA ret Check if the volume is tumed upi Select a microphone bo best wid o Speck inte your microphone and adist the volume until the green bar moves into the good range 34 Chapter 1 Hosting and Managing a Meeting Checking and unchecking boxes Use the spacebar to check and uncheck option boxes For example in the Audio Conference dialog box you can have a phone number remembered for the next time if you check the box beside this option 7 Audio Conference ait 1 vse your phone or computer to join this audio conference 2 Use Phone Call me at a new number we nter a phone number a Use Computer for Audio Making a selection Navigate to the checkbox option using the Tab and down arrow shortcut keys as required Select the spacebar to check or uncheck the desired option box If the focus is on a button select Enter to activate the feature Participant ja ivileges Al Particmsnts Selecting Enter is the same as using a mouse click 35 Chapter 1 Hosting and Managing a Meeting Selecting text in the Chat p
363. 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 Set the number of minutes before the meeting s scheduled Starting time at which you want to receive a reminder email message If you do not want to receive a reminder in the drop down list select None Set the recurrence pattern for this meeting None Specifies that the meeting does not recur Daily Repeats the meeting every day until the ending date that you select Every x Days Repeats the meeting after the specified number of days pass Every weekday Repeats the meeting each day from Monday to Friday 89 Chapter 4 Scheduling a Meeting 90 Use this option TO 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 Specifies the specif
364. use my online address book to invite attendees You do not have to type the email address of each person you want to invite to your meeting You can select attendees from your address book You can access your address book from the Invite Attendees page in the Advanced Scheduler How can I enhance meeting security When scheduling a meeting you can require all attendees to have a user account on your site If you include this requirement an option on the Invite Attendees page attendees must log in to your Meeting Center Web site to attend the meeting which enhances meeting security Each invited attendee automatically receives an invitation email message To help increase the security for your meeting you can prevent the meeting password from appearing in these invitations by selecting the Exclude password from email invitation option on the Invite Attendees page If you exclude the password in email invitations however you must provide the password to attendees using another method for example by phone About the Select Attendees page How to access this page On the navigation bar click Host a Meeting gt Schedule a Meeting gt Invite Attendees gt Select Attendees 99 Chapter 4 Scheduling a Meeting 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 inv
365. use the toolbar or keyboard shortcuts to perform them For details see Animating and adding effects to shared slides on page 208 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 207 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 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 Jor 00 are displayed select the Return to beginning and continue advancing pages check box i Return to beginning and continue advancing pages 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 pa
366. using the meeting number ssessesessessessesseseesessesseseesessessesseneeseosesseseeseeses 41 Joining a meeting from the host s personal page using the meeting NUMbeEr 42 Joining a meeting from your Meeting Center Web site using the meeting number 42 JOINING a meeting from your IPHONE s ssesssessesssessesseessessesssesseoserssesseoseesseosersseoseesseoseoserssesseeseees 43 Joining a meeting from your BlackBerry device s ssesseessessesssessesssessesserssesseessessesserssesseeseess 43 FRO CIS EEO EREE e E A A A E T EE N E A E E A 44 About registering FOr A MECTING ccesesesesesssssscscsssssesessseseseseseseseseseseseseseseseseseseseacscacseseaeaesenees 44 Registering from AN email MESSAGE sscscscscssscsesesssssesescsescsescscsesesesesesesesesesesssesesssesseseeesesesess 44 Registering from the meeting CAlENAAM cscsssssssssssssesescsescscscsescsesesesesesesesesesssesseeseesesesesesees 45 Registering from the host s personal PaGe sssssssssessssscsescscsescscscssscsesesesesesesesesesssssseeesesesess 46 Obtaining information about a scheduled MEETING ccseesesesesesesesesssesesesesesesssssssssseeseeseeeeees 47 About Obtaining meeting INFOFMATION cesessssssssssssssesssesesesesescscsesesesescscscseseacacsescacscseseaees 47 About the Meeting Information Page u sssessssssesssssssssssssssessseseseeseesessssseseseacscscsesescsesesees 47 Obtaining information from an email MESSA
367. vements 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 227 and open more applications to share More on page 228 Control the appearance and viewing of shared software pausing changing to full screen view and so on More on page 242 Annotate and draw on a shared application More on page 250 and allow participants to draw More on page 253 Learn about sharing application effectively More on page 262 Stop sharing an application More on page 229 Starting application sharing Host or Presenter only You can share any application on your computer with meeting participants To share an application 1 2 On the Share menu choose Application The list of all applications currently running on your computer is displayed view Audio Participant Meeting Help My Desktop File Including Video Cbrl Alk c Running Appicatior whiteboard CrltAk N is Documenti Microsoft Word T Untitled Notepad Web Content Wed Browser Inbox Microsoft Outlook Microsoft Excel i Author it 5 My Meeting Window ch Cisco WebEx Connect E Yahoo Mozila Firefox Other Application Do one of the following 227 Chapter 14 Sharing Software Ifthe application you want to share is currently running select it in the list to begin sharing it Ifthe application you want to share is not
368. vice 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 Chapter 4 Scheduling a Meeting A supported sound card For a current list of supported sound cards refer to the Frequently Asked Questions page on your Meeting Center Web site You can access this page from your site s Support page Speakers or headphones Microphone if you want to speak during the conference Tip For better audio quality and greater convenience use a computer headset with a high quality microphone When should I include VoIP Your meeting includes remote attendees who do not want to be charged for long distance phone calls Your meeting will not involve much interaction for example attendees will listen to a presentation instead of engage in a discussion You want to minimize the voice conferencing costs for the meeting Check that your computer has the minimum system requirements for VoIP For details see About the Audio Conference Settings page on page 91 What is a dual mode voice conference and when should I use it You can set up a dual mode voice conference for a scheduled or instant meeting tha
369. view the list of files in the folder and download the files W Write only Visitors to your Personal Meeting Room can upload files to the folder but they cannot view the 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 317 Chapter 18 Using My WebEx 318 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 Use this option To Name Enter the name of the folder Description Enter the description of the folder
370. view the message or greeting at any time by choosing Welcome Message on the Meeting menu 16 Chapter 1 Hosting and Managing a Meeting 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 Inthe Meeting window on the Meeting menu choose Restrict Access Participants can no longer join the meeting 2 Optional To restore access to the meeting on the Meeting menu choose Restore Access Removing a participant from a meeting The meeting host can remove a participant from a meeting at any time To remove a participant from a meeting 1 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 disconnect
371. w 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 87 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 91 4 Click Invite Attendees Enter the email addresses of the attendees you want to invite or you can select them from your contact list You can also make your meeting more secure by Selecting the option not to send the meeting password in the meeting invitation Requiring attendees to have an account on your Web site before they can join a meeting For details see About the Invite Attendees page 81 Chapter 4 Scheduling a Meeting 82 10 Click Registrati
372. wer 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 content viewer However you cannot paste other types of images such as EPS or Photoshop PSD images in the content viewer Managing views of presentations documents or whiteboards 210 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 211 slides pages or whiteboards View thumbnails on page 212 of slides pages or whiteboards Display a full screen view on page 212 of a page slide or whiteboard Chapter 12 Sharing Files and Whiteboards Synchronize all participant views on page 214
373. wever 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 273 271 Chapter 15 Polling Attendees 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 i dit hare TIE Agii File ee eei o sue Save the questionnaire More on page 272 Open and Share Ctrl O Open the saved questionnaire for use in any meeting Open Chat After you close a poll you can Save group results to a txt file ore on page 273 ra aa Pi S Lu Clo Se _Er i Save responses from individual participants to a txt file gave d More on page 273 Save As Save All Saving a poll questionnaire in a meeting After you create a poll questionnaire in a meeting you can save it as a atp file You can open the file for use in any meeting To save a poll questionnaire 1 On the File menu choose Save gt Poll Questions The Save Poll Questions As dialog box appears 2 Choose a location at which to save the file 3 Type a name for the file 4 Click Save 272 Chapter
374. whiteboard 208 user profile 355 your list 322 options for taking notes 282 Outlook adding meetings 50 P pages of shared documents 369 adding new 211 clearing annotations 216 clearing pointers 217 printing 220 panels closing 24 resizing 26 password requiring for meeting 81 PCNow see Access Anywhere 311 Personal Conference meetings adding to calendar 137 canceling 139 definition 134 editing 137 setting up 134 starting 135 364 using keypad controls during a Personal Conference meeting 364 personal conference number account adding or editing 359 deleting 365 maintaining overview 359 obtaining 359 using 364 using to start a Personal Conference meeting 364 personal folders adding new for file storage 314 moving or copying files 316 opening 313 searching for files or folders 317 Personal Meeting Room page add images and text 309 overview 308 setting options 309 sharing files 310 viewing 308 personal notes saving to file 287 taking during meeting 285 personal pages joining meetings from 41 42 obtaining information about meetings 49 registering for meetings 46 pointer using on shared software 254 Pointer tool overview 204 370 pointers clearing from shared document 217 shared presentation 217 shared whiteboard 217 poll questionnaires creating 267 deleting
375. y the list of meetings for that day The Collapse button appears next to a Day link Click this button to collapse and hide the list of meetings for that day The starting time for each scheduled meeting Click the box next to a meeting start time to select that meeting Click the box next to the Time column heading to select or clear all meetings in the list 299 Chapter 18 Using My WebEx 300 Option Topic Type Assist Status Delete Description 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 The status of the meeting Start You can start this meeting that you are hosting at any time by clicking the link Join End for hosts For a meeting in progress that you are hosting you can join or end the meeting Appears if you left a meeting or you allowed participants to join the meeting before its starting time and participants have already joined the meeting Q Join Lets you join the meeting in progress O End Ends the
376. y 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 107 Chapter 4 Scheduling a Meeting 108 For more details about any of the actions available from Quick Start click the Learn More link Can I change the meeting agenda or add one after I have set up my meeting You can easily edit a scheduled meeting You can edit it from the link in the confirmation email message you received or from your Meeting Center Web site For detailed instructions see Editing a scheduled meeting on page 117 Why share a document before the meeting starts When scheduling a meeting you can select a presentation or document to share automatically in the content viewer once a participant joins the meeting If the presentation or document contains multiple pages you can also automatically advance its pages at a specified interval You can use this opportunity to share a presentation that informs or entertains participants while they wait for you to start the meeting The presentation or document that you select must Bein the Universal Communications Format UCF For information about creating UCF files review the Getting Started with WebEx Universal Communication Toolkit available on your Meeting Center Web site click Support gt User Guides from the Welco
377. you can provide a greeting instructions on joining an online session information about yourself your product or your company At any time you can replace or delete images and text that you add To add an image to your Personal Meeting Room page 1 If you have not already done so log in to your WebEx service Web site For details see Logging in to and out of the WebEx service site on page 292 On the navigation bar at the top of the page click My WebEx Click My Profile The My WebEx Profile page appears Under Personal Meeting Room specify options for your page At the bottom of the My WebEx Profile page click Update For details about the options for your Personal Meeting Room page see About your Personal Meeting Room page on page 305 Chapter 18 Using My WebEx Sharing files on your Personal Meeting Room page You can share folders on your My WebEx Files Folders page so that they appear on the Files tab on your Personal Meeting Room page For any folder that you share you can specify whether users can download files from or upload files to the folder For more information about your Personal Meeting Room page see About your Personal Meeting Room page on page 305 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 310 2 Under Name locate the folder in which you want to share files 3 If the
378. 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 Fx 7 amotatontools Xi Ee T O f B o Le Lets you point out text and graphics on shared content The pointer displays an arrow with your name and annotation color To display the Pointer gt laser pointer which lets you point out text and graphics on shared content using a red laser beam click the downward pointing arrow Clicking this button again turns off the pointer tool Lets you type text on shared content Participants can view the text once you finish typing it and click your mouse in the content viewer outside the text box 3 Text To change the font on the Edit menu choose Font Clicking this button again turns off the text tool Lets you draw lines and arrows on shared content For more options click the downward pointing arrow Clicking this button closes the Rectangle tool Line 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 Rectangle 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 SOIN Highlighter Displays the Annotation Color palette on whic
379. 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 Fle Transfer Sp 3223r B To download a file ether select it and then cick Download or right 2 Click Download The Save As dialog box appears 3 Choose a location at which to save the file 4 Click Save The file downloads to your selected location 5 Ifapplicable download additional files 6 Once you finish downloading files in the title bar of the File Transfer window click the Close button Note To reopen the File Transfer window at any time from the File menu choose Transfer This option is available only if the presenter is currently publishing files 277 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 283 Only one participant takes notes or meeting minutes More on page 281 Only one participant takes notes for closed captions More on page 284 Note The notes feature is not available on the Mac Role Task description Host Manage Panels If the Notes panel is closed click Manage Panels and then select Notes from the list and clic
380. your desktop More on page 230 Manage how participants view your shared software pausing changing to full screen view and so on More on page 242 Annotate and draw on your desktop More on page 250 and allow participants to annotate More on page 253 Read a few tips for sharing your desktop effectively More on page 262 Stop sharing your desktop More on page 231 Allow a participant to control the shared desktop More on page 253 Starting desktop sharing 230 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 File Edit view Audio Participant Meeting Help My Desktop Monitor 1 File Including Video Ctr Akt 0 Monitor 2 pplication Whiteboard Cerl Alk hy Web Content Web Browser My Meeting Window 2 Select the monitor to share Your desktop appears in a sharing window on participants screens Chapter 14 Sharing Software For ideas that can help you to share your desktop more effectively see Tips for Sharing Software on page 262 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 shari
381. zation 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 participant must have a direct phone line to receive a call from the teleconferencing service However a participant without a direct phone line can join an audio conference by calling a call in telephone number which is always available in the Meeting window Personal Conference Available only if your site has the Personal Conferencing 180 Use this option Number Account Cisco Unified MeetingPlace Audio Conferencing Other teleconference service Use VoIP Only None Chapter 10 Setting Up a One Click Meeting To 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

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