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WebEx Event Center User's Guide

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1. als end to Vendor ag Delete What you can do here Chapter 25 Publishing a Recorded Event Edit general information about an event recording including the event topic and description Specify whether to list an event recording that is the recording appears on your site s Event Recordings page which is accessible to all site visitors Require a password or registration to play or download the recording Options on this page Use this option Topic Type Program Panelist information Description TOs Specify the topic of the recording Specify the publication status of the event recording which can be one of the following Listed The recording is published that is the recording appears on the Event Recordings page which is accessible to all visitors to your Event Center Web site Unlisted The recording is not published that is the recording appears only on the My Event Recordings page You must log in to your Event Center We site to view and maintain the recordings Assign the recording for a program Select a program in the drop down list Note A program is a group of live events or recorded events for a specific project product or audience Provide information about the panelists in this event Provide a description of this recording 2 3 Chapter 25 Publishing a Recorded Event 274 Use this option Recording file Recording date Recording star
2. cccceeccceeeeceeeeseeeeseeeeseeeeseeeeseeeesees Requesting attendees to register ccccccseccceecceeceeeeeceeeeeeeeseeseeseeeeseeseesaneeas Requiring a registration ID for joining AN EVENL cccceceseceseeceeeceeeeeeeseeeeeeeaees Requiring a registration password ccccccecccececeeeeeeceeeceeeceeaeeceeeseeeaeeeseeseeesaeess Setting approval rules for reQiStrants ccccccsecesececeeeeeeeeseeeseeeeeeeeseeeseeeaeeees 10 Customizing the registration fOr ccccceccceececeececeseeteeeeteeeteeeteneeseneetaneetas 10 ABOUT INE Add Td BOX WING OW siececscussceescedxneeecstenessnctasacuseteueenceienemncedvadzesagelnss 12 About the Add Check Boxes WINKOW ccccccceceeeeeceesceeeeeeeeeeeeseeeesaeeesaeees 14 About the Add Option Buttons Window cccccceeceeeeeeeeeeeeeaeeeeseeeeesaeeeesaeees 15 About the Add Drop Down List WINGOW c cccccsececeeeeeeeeeseeeeseeeeseueesaeeesaaees 16 FADO UW ICA SOON CS eessss5seanacsassunsasos sennessaceancunssnnsedou susan sonsunasson sunnesansuanconsenasadoseunse 17 About the Add From My Registration Questions Survey Questions window 18 Specifying a destination Web page after registration cccceeceseeeeeeeeeeeeeeees 19 Inviting participants tO your CVENK ccceccceeccsececeeeceeeeneeeseeeceueeseeseeessueeneeeseeesaneens 19 Creating an invitation list and inviting attendees to your event ccceeeeee 20 Ad
3. cccccccseeeeeeeeeseeees 302 Downloading files in your personal folders ccceeeeceeeeeeeeeeeeeeeeeeseeeeneeeenees 302 Deleting files or folders in your personal folders ccseceseeeeeeeeneeeseeeeeeeens 302 About the My WebEx Files gt My Documents Dpage cccseceeseeeeeeeeeeeeees 303 About the Edit Folder Properties page ccccsscccsseecsseeceesecseseceusesseeesneeesas 305 DEMING the Ny TRECOIGINGS PaO 6 ss ceccaccoseceaccoceceacaecestanenasatacencasteceecestececanetcees 306 Uploading a recording file cccccccsseccceeecceeecceeecceecceeceeeeeeeeesseeeesseeesseeenees 307 Editing information about A FECOIING cccceeccceeeeceeeeceeeceeeecseeeseeeeeeeeesaes 307 Sending an email to Share a recording cccseeccceeeeeceeeeeeaeeeeeeeeesaeeeeseeeeeeas 307 About the Add Edit Recording DaQe ccccssceceseeceseeceeeeseeeeseeeeeeeeesaeeesaeeeeas 309 PIBY DACK CONMO ODL ONS wrictesccsesetaecxcuencnsveetusnusaderauseeckneneuseeacs EEEREN EEEN 310 About the Recording Information page ccccsccccseeeceeeeeeeeesaeeeeeeeesseeeeaeeeeas 311 About the My WebEx Files gt My Recordings page ccccseceeseeeeeeeeeeeeeees 313 About the My WebEx Files gt My Recordings gt Events page 0c00 314 About the My WebEx Files gt My Recordings gt Miscellaneous page 316 Maintaining Contact INfOrMatiON ccccceeccsee
4. F Delete from My Meetings when completed Registration Requeed Event password a al Examples You select the Delete from My Meetings when completed option schedule the event for 10 a m to 11 a m and then start and end the event The event will be removed from My Meetings in My WebEx at 11 01 a m or at the time you end the event whichever comes later You leave the Delete from My Meetings when completed check box cleared and schedule the event Then you start and end the event The event is always listed in My Meetings in My WebEx Note Whether or not you select the Delete from My Meetings when completed option you can always run reports from My WebEx to view information about your events Using an event template during scheduling Event templates allow event hosts to shorten scheduling time and store their favorite settings The Event template drop down list lists the following templates My templates created by yourself and displayed only if you log in to your Event Center Web site Standard templates created by your site administrator and made available for the event hosts in your organization 41 Chapter 2 Planning an Event System template set up by your WebEx service the name of the system template is displayed in brackets in the drop down list If you choose to use a template the information in the template including the event name description password teleconference options registr
5. cccccceeccceeeeceeeeeeeeeeeeeeeeeeeeeeesaeeesaeeeeas 331 EGIUNG your USEF PrO E osaan E EEEE EEE 336 Managing scheduling templates ccccsccessececseeeeceeeeeeeeeeseeseeseeeesseeeesseeeeneaes 336 About managing Scheduling templates cccccsescecseeeeeeeeeeeseeeeeeeeeeseeeeseaes 336 Managing scheduling templates ccccsecccsscecececeececeececeuseseusecsueessasessaees 337 Generating REPOMMS ccccccsecceceecceceeeeeceeeeseeeeeeeeeseeeeeeseeeesseueessaueessaeeesseeeesaaeees 337 About generating rePOrts ccccccsecccssceceececeuceceuceceuceceueecsueessasessueessueesseeesas 337 GME AMIN TODON onp eran E tateudctastatetadbpaeanawuemeemeauetene 339 Viewing Recorded EVents ccccsccsesseesesseeenseeeenseeeeseeeeeseeeeeneeeneseeeeaseeneaseeseaneseeasesons 341 AD t viewing a recorded eVei ainensaezecezasnceauzpausenessaeteatatnedaneecacnexeesacteuamsncacneneaniens 341 Viewing a recorded CVENL ccccceecceceeeeeceeeeeceeeeeseeeeesaeeeeseueessaueesseeeeseeeesseeeesaeees 341 XX Setting up and Preparing for an Event About setting up Event Center To participate in an event you must set up Event Center on your computer Once you schedule start or join an event for the first time your event service Web site starts the setup process However to save time you can set up the application at any time before scheduling starting or joining an event Setting up Event Center System
6. AICi hello have a question To select a question click it once To copy the question into the text box right click Winodws or press ctrl and then click Mac your mouse choose Copy and then paste it in the text box To clear the selection right click Winodws or press ctrl and then click Mac the question and then choose Deselect 2 Inthe dialog box that appears type your answer in the text box 166 Chapter 14 Managing Question and Answer Sessions 3 If you want to save the answer you typed as the standard private answer for all panelists to use click Save or Save as Default 4 Click Send Dismissing a question In a Q amp A session you can dismiss a question using a standard or customized answer The standard answer reads Thank you for your question The information that you requested cannot be provided by any of the panelists If you dismiss a question these participants can see the Dismiss answer the attendee who sent the question all panelists To dismiss a question during a Q amp A session 1 From any of the tabs where you received the question right click the question and then choose Dismiss Tip for Windows users To dismiss multiple questions at one time hold down the Ctrl key while selecting the questions right click your mouse and then choose Dismiss The Respond Privately dialog box appears containing the standard Dismiss answer 2 Optional To customize
7. SLC Se te eer ry 1 CH acorns Dae eee Fe gar ES F z rhe s Chapter 19 Sharing software weee 2 g T Y O 7ewam v 6 2 Select a tool for making annotations Note You can let one or more attendees annotate the shared software Once you or an attendee makes annotations you can save an image of the software including the annotations To stop making annotations on shared software and return your mouse to a normal pointer you must stop annotation mode To stop annotation mode Click the Stop Annotating button in the Tools panel Fs 7 annotation tos xt eee T O A B o H Using annotation tools If while sharing software you are the presenter or the presenter allows you to annotate you can use the Annotation Tools panel that appears to make annotations The Annotation Tools panel provides a variety of tools for annotating a shared desktop or application gt Ty oO f7 8 o e 225 Chapter 19 Sharing software Annotation Tool Pointer Text Line Rectangle Highlighter Annotation Color Eraser Icon Q Description Lets you point out text and graphics on shared content The pointer displays an arrow with your name and annotation color To display the laser pointer 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
8. The vendors receive an invitation email message that they can forward to potential attendees The email message includes the program URL with the source ID that you associated with a particular vendor If an attendee clicks the link from the vendor s email message Event Center captures the source ID for the attendee Associating source IDs with vendors for an event recording Follow these steps To associate source IDs with vendor email addresses for an event recording 1 On the left navigation bar of your Event Center Web site click Host an Event gt My Event Recordings Host an Event Schedule an Event Site Ewanta Ernail Ternplates Regis trathon Dires boris Sumy Qiies tions Hy Ewvent Recordings Manage Programs Go to the Recording Information page by clicking the name of the recording in the Topic column On the Recording Information page click eee l Enter up to three vendors email addresses in the Email address boxes and enter source IDs in the corresponding Source ID boxes Click Send The vendors receive an invitation email message that they can forward to potential attendees The email message includes the recording URL with the source ID that you associated with a particular vendor If an attendee clicks the link from the vendor s email message Event Center captures the source ID for the attendee 79 Managing Registration Requests About managing registration requests
9. 117 Chapter 10 The Event Window Manipulating panels in full screen view 118 For Windows users only You can open and float panels on the window redock floating panels and resize floating panels to meet your viewing requirements To open a panel when your view is full screen mode Click its icon on the Event Controls Panel For example to open the Chat panel click the Chat icon If the Event Controls Panel is docked on the edge of the window the panel appears and floats on top of the shared document presentation or other shared item If the Event Controls Panel is floating on top of the window the panel appears and is docked to the Event Controls Panel To float a panel Click the float icon iw Event Controls Recorder ka To resize a floating panel Grab any corner and drag the panel to the required size To dock a floating panel onto the Event Controls Panel do either of these click the slanted arrow on the right side of the panel title bar drag and drop the panel onto the Event Controls Panel or another docked panel Note The Event Controls Panel must be in floating mode before you can dock panels on it Chapter 10 The Event Window To open and float all panels during full screen mode On the Select Panel menu choose Float All Panels All panels display even those you had minimized previously Sharing in full screen view Host and Presenter only In ful
10. Events do not start automatically at scheduled times Unless you specify that attendees can join before the host you must first start an event before attendees can join it Once you schedule an event you receive a confirmation email message that includes a link that you can click to start the event You can also start the event from My WebEx on your Event Center Web site Starting an event from My WebEx 60 You can start your event from the My WebEx page on your Event Center Web site To start an event from the My WebEx page 1 Log in to your Event Center Web site 2 Click My WebEx gt My Meetings The My WebEx Meetings page appears 3 Find the event that you want to start and then click Start The Event window appears If the event includes an integrated teleconference the Join Teleconference dialog box appears Follow the instructions in the dialog box to start the teleconference Chapter 3 Scheduling Editing Canceling and Starting an Event Editing a scheduled event About editing a scheduled event Once you schedule an event you can edit it at any time before you start it including its starting time topic password agenda invitation lists and many other options If you update any information about an event 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 event Attendees whom you removed fr
11. Setting Integrated VolP conference options Use the Audio Setup Wizard to specify your audio equipment and set optimal volume levels You can specify whether you are using speakers and a separate microphone or a headset with an integrated microphone ensure that your microphone and speakers are set to their optimal volume levels Use the Volume dialog box to adjust the volume for your speakers or microphone at any time To set Integrated VoIP conference options On the Audio menu choose one of these options and follow the directions Audio Setup Wizard Integrated VoIP gt Volume 181 Sharing Presentations Documents and Whiteboards Your user role in an event determines your level of sharing Whichever role you take the following table describes the basic tasks associated with that role For detailed instructions on a particular task click More by the task description Role Task description Host Start and control sharing a document or presentation learn about tools for sharing start sharing assigning sharing privileges o t ah P to attendees Whiteboard Chis Akay save a document Attendee View and interact with shared documents and presentations File Edit Share View Audio Participant Meeting Help EO O aan m display slides or pages ScreenCapture use tools to annotate a document synchronize your Meeting Topic kathryn macla
12. cccccccseeeeseeeeeeeeeeeeesaeeeeneeeees 272 HOW to ACCESS this PAGE cccseceseccceecceeeeneeeceueeeeeeeeeseueesueesseeseeeeeueeneeeseeesegs 272 What you GAN CO GTC i cacesevatonssexedszcsavedeusisesodexesecedaccosyssossseredexenavesowsosedeceseney 273 JPO Ol WMS DAO eE EEE 273 About the Recording Information page ccccsececseeeceeeeeeeeeseeeeeeeeesseeeeaeeeeas 276 Sending an email to Share a rECOLIN ccccecsecceceeeeeceeceeceeceeeeeeessueeeseeeeesaeees 278 Sending an email to vendors and tracking viewing Of recording ccseceeeeeees 279 Using My VV COX rassecesaces anesseeesenuace neces anccenmesencsenaces a i aaa aiian 281 POO UE MY WOODEX errereen EEE EE EERE E E 281 XVIII opang a US era COUN ara tee tne ea ee eer nn ee nee ee ee eee ee 282 Logging in to and out of the WebEx service site ccc eecccececeeeceeeeeeeeeeeeseeeeeeeees 283 Bona your area galcl oii 010 oe E ee eee 283 About your list Of meetings ccccceccceeecceeeeceeeeceeeeseeeesaeeeseeeeseeeessaeesseeeeneeeeas 284 Opening your MEETINGS S cece cccceeeceeeeeseeeeseeeeeeeeeeeeeeeeeeeaeeeeeeeesseesaeetas 284 Maintaining your scheduled meetings list ccccccceecceeeeeeeeceeeeeeeeseeeseeeeaes 286 About the My WebEx Meetings page cccccsscccsseeceeeceeeesseseseesesseeesseeeees 286 About the My WebEx Meetings page Daily tab cccccceccseceseeeseeeeeeeeneees 287 About the My W
13. microphones during an event On the Participant menu choose Mute All or Unmute All respectively Muting and unmuting your microphone If you are the current speaker in an Integrated VoIP conference you can mute or unmute your microphone at any time However if the host has muted your microphone you cannot unmute it To mute or unmute your microphone 1 On the Participants panel select your name 2 Click Mute or Unmute Wanda Gerstein The indicator to the left of your name changes state sP nanda Berstein m 180 Chapter 17 Using Integrated Voice Conferences Understanding the speaker queue for Integrated VoIP During an Integrated VoIP conference a participant can request to speak Once a participant requests to speak Event Manager places the participant in the speaker queue as indicated by a number to the right of the Integrated VoIP symbol For example 2 Emily Takara The number next to a participant s name indicates that Wanda Berstel participant s position in the soeaker queue i anda Berstein 1 Richard Chen The speaker queue lets you keep track of the order in which participants have requested to speak To let a participant speak you can pass the microphone to the participant Once you pass the microphone to a participant Event Manager removes the participant from the speaker queue and then renumbers the remaining participants For example speaker 2 in the queue becomes speaker 1
14. 284 Chapter 26 Using My WebEx fl Goto My Personal Meeting Room 1S Start a One Click Meeting wil Daily Weekly Monthly All Meetings English Pacific DT 4 March 22 2007 gt E The meetings you host ha a d C 8 00 am C 10 00 am C 11 00 am 12 00 pm C 1 00 pm Delete _ How ipSoft Can Increase ROI solutions with ipsott fipsoft Case Study Ryan Corpo ipso Demo Requests Pending Requests Approved Requests Rejected 2 Click one of the tabs to navigate to different views of the My Meetings page You can choose Daily Weekly Monthly or All Meetings 3 Optional Do either of the following To view the list of meetings to which you are invited select The meetings you are invited to from the list To include s in the view that have already occurred turn on Show past meetings 4 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 285 Chapter 26 Using My WebEx Maintaining your scheduled meetings list Once you schedule an event it appears in your meetings list on your My Meetings page An online event remains on your My Meetings page
15. A host and panelist can end an Integrated VoIP conference at any time To start or end an Integrated VoIP conference On the Audio menu choose Integrated VoIP gt Start Conference or End Conference Note To start an Integrated VoIP conference you must have selected the Integrated VoIP option when setting up your meeting Otherwise Integrated VoIP is unavailable during the meeting Joining or leaving an Integrated VolP Conference 176 During an event you can leave an Integrated VoIP conference without leaving the event You can also rejoin the conference at any time To join or leave an Integrated VoIP conference do one of the following Click Yes to join the conference when the Join Integrated VoIP message appears on your screen Chapter 17 Using Integrated Voice Conferences On the Audio menu choose Integrated VoIP gt Join Conference or Leave Conference respectively To rejoin an Integrated VoIP conference On the Audio menu choose Integrated VoIP gt Join Conference Tip Before starting or joining an Integrated VoIP conference use the Audio Setup Wizard to fine tune your computer s settings for Integrated VoIP Asa participant at any time during an Integrated VoIP conference you can ask the event host to pass the microphone to you Asking to speak in an Integrated VoIP conference Participant only During an Integrated VoIP conference you can indicate that you want to speak You can cancel
16. Confirm password Confirm the password that users must provide to view the recording Playback control options 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 310 Chapter 26 Using My WebEx Use this option TO Recording Playback Determines how 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
17. Search for meetings by date host topic or words in the agenda The meetings you host The meetings you are invited to Show past meetings Time Topic Chapter 26 Using My WebEx Description Click the Refresh icon at any time to display the most current list of events Click to open the Preferences page where you can select the language setting for your WebEx service Web site Click to open the Preferences page where you can select the time zone setting for your WebEx service Web site The date for the daily list of events The default is the current date Click the Previous Day icon to display a list of events for the previous day Click the Next Day icon to display a list of events for the next day Allows you type or select a date range to search for events or allows you to type text to search in host names topics or agendas Click Search to start the search Click the Calendar icon to open the Calendar window Click on any date to select that date as part of your search criteria Shows a list all of the online events or Personal Conference meetings that you are hosting Shows a list all of the events or Personal Conference meetings to which you have been invited Select to include concluded events in the list of meetings The Ascending Sort indicator appears next to a column heading and the events are sorted by the column in ascending order The Descending Sort indicator appears next to a c
18. You can manage attendees registration requests by doing the following Automatically approve registration requests by attendees Your site administrator must set up this option for you Manually approve or reject registration requests if you required approval when scheduling or editing the event Send email messages to registrants about their registration status that is pending approved or rejected Send reminder email messages to the attendees whose registration has been approved Approving or rejecting registration requests If you require approval for registration requests when scheduling or editing an event you must review and manually approve or reject the requests To approve or reject registration requests for an event 1 Log in to your Event Center Web site 81 Chapter 6 Managing Registration Requests 2 Optional To specify that attendees will receive registration status email messages once you process their requests do so on the Schedule an Event or Edit Event page 3 Click My WebEx gt My Meetings The My WebEx r ee The page shows the number of requests that are pending accepted and rejected for each scheduled event 4 Find the event and then click the link for one of the following Requests Pending Fach pending request lists the registrant s name the registrant s email address and the date and time on which the registrant submitted the request Requests Approved cach
19. presentations and whiteboards Attendee list View all attendees names on the Participants panel Thumbnails Display miniatures of any pages slides or whiteboards that appear in the content viewer regardless of the current content the presenter is sharing in the content viewer Any page View and navigate between the pages or slides of the current document or presentation that the presenter is sharing in the content viewer Any document View and navigate between any document presentation or whiteboard that appears in the content viewer Chapter 11 Assigning Privileges During an Event Under this area Use these options to allow panelists to Event Record the event Record all interactions during the event using WebEx Recorder and play back recordings at any time Share documents Share presentations or documents during the event Communications Private chat with To chat with the following persons privately Host Chat privately with only the event host If a panelist sends a chat message to the host it appears on only the host s Chat panel Presenter Chat privately with only the presenter If a panelist sends a chat message to the presenter it appears on only the presenter s Chat panel Panelists Chat privately with any other panelist or all panelists All attendees Chat with one of these groups O All Attendees excluding the event host and panelists O All Participants including the ev
20. 3 If the Registration Password page appears type the password that the event host gave to you in the Registration password box and then click Submit 4 On the Register for Topic page that appears provide the required information 5 Click Submit If the host approves your registration you receive a confirmation email message containing instructions for joining the event Important If the host approves your registration and requires that you provide your registration ID before you can join the event you will receive the ID in the registration confirmation email message Ensure that you keep the ID so that you can successfully join the event Registering for multiple events in a program About registering for multiple events in a program Attendees only 98 Chapter 9 Registering for an Event The event host can group related events in a program Event Center allows you to simultaneously register for multiple events in a program Registering for events from the program URL Attendees only If the events to which you are invited are part of a program and the host gave you the program URL you can simultaneously register for multiple events from that URL To register for events from the program URL 1 Go to the URL the host gave to you The program information page appears Select the events for which you want to register and then click Register If the Registration Password page appears type the password that the hos
21. Allow files t be overwritten A Password protected Password Conin Update Cancel 100 5 Specify sharing options for the folder 6 Click Update Using My WebEx Maintaining files in your personal folders About maintaining files in your folders Your user account includes personal storage space for files on your WebEx service Web site In your personal storage space you can Create folders to organize your files Edit information about any file or folder in your personal folders Move or copy a file or folder to a different folder Share a folder so it appears on your Personal Meeting Room page 297 Chapter 26 Using My WebEx Tip You can use this storage space to access important information when you are away from the office For example if you are on a business trip and want to share a file during an online session you can download the file in your personal folders to a computer and then share the file with attendees Ifyou share a folder visitors to your Personal Meeting Room page can upload files to or download them from the folder For example you can use your personal folders to exchange documents that you share in your sessions archive recorded events and so on Opening your personal folders documents and files To store files on your WebEx service Web site or to access files that you stored you must open your personal folders To open your personal folders
22. Managing an Event Designating a panelist During an event you can designate any attendee as a panelist You can also change panelists at any time To designate a panelist 1 On the Participants panel click View all attendees The Attendee List appears Select the name of the attendee whom you want to designate as a panelist and then click Make Panelist The attendee s name appears in the panelists list About panelist roles and privileges The host can designate any attendee as a panelist during an event A panelist is a participant who is primarily responsible for assisting the presenter and participating in presentation Any number of attendees can be panelists A panelist can do the following during an event participate in discussions to which other attendees listen serve as a subject matter expert in a Q amp A session view and answer questions by attendees in a Q amp A session respond to public and private chat messages participate in a practice session annotate shared documents annotate shared applications Web browsers and desktops if the presenter grants annotation control to the panelist become a polling coordinator to manage polls view feedback record an event save chat messages to a file download files that the presenter publishes 151 Chapter 13 Managing an Event Transferring the host role Transferring the host role As the event host you can transfer the host role and control
23. Send 3 Inthe Select an Attendee dialog box select the attendee s name in the list and then click OK 240 Chapter 22 Using Chat Select An Attendee Harme Ary Green Anand Ramanathan Berry Huang a To search for an attendee s name enter all or Carte Li a a portion of the name and then click Find rs Direm Danid Desci David kraght Eriy Dear Eney Kang Eie Sher Fe gia WU To refresh the attendee list click Refresh 4 Enter your message in the chat text box 5 Depending on the operating system you use follow one of these steps Windows Click Send Mac Select enter on your keyboard The attendee s name you selected are added to the Send to drop down list If you need to send a chat message to the same attendee again you can do so more quickly Assigning sounds to incoming chat messages You can choose to play a sound for one of these occasions If you are not viewing the Chat panel For only the first chat message that you receive in a thread To assign sounds to incoming chat messages 1 Open the Preferences dialog box by following these steps Windows On the Edit menu choose Preferences Mac On the Event Center menu choose Preferences 2 Depending on your operating system follow one of these steps Windows Click the Chat tab 241 Chapter 22 Using Chat Mac Select the Alerts button 3 Select the check box for each action for which you want to play a sound 4 Select a sou
24. To upload a recording file 1 Goto the My Recordings page 2 Click Add Recording 3 On the Add Recording page enter information and specify options 4 Click Save Editing information about a recording You can edit information about a recording at any time To edit information about a recording 1 Go to the My Recordings page 2 Click the following icon for the recording that you want to edit a The Edit Recording page appears 3 Make your changes 4 Click Save Sending an email to share a recording You can send an email one or more people to share your recording with them To send an email to share a recording with others 1 Go to the My Recordings page 2 Click the appropriate link for your recording type 307 Chapter 26 Using My WebEx 308 4 5 6 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 j 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 E Send a copy of the sma io ma The iofieing recondng will be pant io the recepeents Hate meeting TUURA EFS June Ai 2008 27 an San Fimea Tene Driana 3 runs Select recipients for your email Click Select Recipients to select contacts from your Contacts list Type em
25. Viewing a running tally of responses 262 You can view a running tally of responses from attendees during an event To view a running tally of responses On the Participants panel click the Feedback icon acai The Feedback palette appears Your Feedback palette displays a running tally of responses See the following figure for an example Chapter 24 Using Feedback Feedback Ed W Allow feedback hy feedback send Current results Of 5 participants ves 4 M Mo o Clear In your participants list a response indicator appears to the right of the name of each participant who has responded to a presenter s question Providing feedback You can provide feedback from the Participants panel The following table shows the types of feedback you can provide during an event Click the button if the presenter asks for a show of Mk Raise Hand hands in response to a question or if you have a question Windows Click the icon to provide feedback Z Mac 5 To provide feedback 1 Click either the Feedback icon or the downward pointing arrow to the right of the Feedback icon 2 Select one of the following responses from the drop down list 263 Chapter 24 Using Feedback Yes or No in response to a question Too Slow or TooFast 0 indicate that the presenter s pacing is too fast or slow Applause to applaud the presenter Laughter to laugh at the presenter s remarks 3 Click Send Your Feedba
26. Windows Poll Questions pei en e e E a d eae E T ge eee C Your Answer D Your Answer A Your Answer B Your Answer A Mac _ C Your Answer If the poll questionnaire has been created click the icon Open to open the poll questionnaire file w tl Polling Polli piela ha x Windows Poll Questions a a es TD veur Answer ca aren rit 2 Your Question 2 A Your Answer B Your Answer i C Your Answer Mac To close a poll tab Click this icon 249 Chapter 23 Polling Attendees Pat Y Poll2 PaB F E Windows Ow ex rt Ed Poll Questions Renaming and reordering poll tabs 250 You can easily change a tab name or change the tab order on your Polling panel To rename a tab on your Polling panel Windows 1 2 3 Do one of the following Right click the tab name and choose Rename Double click the tab name Enter the new name on the tab Press Enter or click outside the tab This tab displays the new name To rename a tab on your Polling panel the Mac Double click the tab type the new name and then press enter To reorder the tabs on your Polling panel 1 2 Right click any tab and choose Reorder Polling Tabs In the Reorder Viewer Tabs dialog box use the arrows to change the order of the tabs Moving a tab up in the order moves that tab to the left on the Polling panel Click O
27. You can enter the event before the host starts it To join an event from an invitation email message 1 Open the email message and then click the appropriate link The Panelist Entrance page appears 2 Provide the required information and then click Submit The Event Information page appears 3 Click Join The event window appears If you are the first participant in the event the host will join shortly Joining an event from a URL Panelists only 92 Chapter 8 Joining an Event As a Panelist If you did not receive an invitation email message for an event contact the event host to obtain the URL for the Panelist Entrance page To join an event from the URL for the Panelist Entrance page 1 Go to the URL that the host gave to you The Panelist Entrance page appears 2 Provide the required information and then click Submit The Event Information page appears 3 Click Join The event window appears If you are the first participant in the event the host will join shortly Obtaining event information Panelists only From the Event Information page you can obtain the event information such as viewing other panelists information and event descriptions and downloading event materials On this page you can also upload the files you are going to use in the event so the host can view or organize them before the event starts To access the Event Information page 1 Doone of the following as appropriate Open
28. choose Save As gt Chat The Save Chat As dialog box appears Do either or both of the following Type anew name for the file Choose a new location at which you want to save the file Click Save Event Manager saves the file at the location you chose The file name has a txt extension Opening a chat file during an event If you saved chat messages to a txt file you can display those chat messages on your Chat panel by opening the file 244 To open a chat file in an event 1 In the Event window on the File menu choose Open gt Chat The Open Chat dialog box appears Select the chat file that you want to open Click Open The chat messages appear on the Chat panel If there are already chat messages in your chat viewer Event Manager appends the messages from the chat file to the existing messages Polling Attendees During an event you can poll attendees by presenting them with a questionnaire Conducting a poll can be useful for gathering feedback from attendees allowing attendees to vote on a proposal testing attendees knowledge of a topic and so on The host assigns the role of poll coordinator to a panelist in an event During the event the poll coordinator is responsible for Preparing a poll questionnaire Conducting a poll during the event After closing a poll the poll coordinator can View poll results Share poll results with attendees Save poll results for viewing out
29. click the link Does not apply to sales meetings or support sessions Delete Cancels any events that are currently selected in the list If you click this link a message appears allowing you to confirm that you want to cancel the event Another message appears allowing you to inform any invited attendees that you canceled the event Does not apply to support sessions About the My WebEx Meetings page Weekly tab How to access this tab On your WebEx service Web site click My WebEx gt My Meetings gt Weekly tab Options on this tab Click the Refresh icon at any time to display the most current list of events Click to open the Preferences page where you can select the Language link language setting for your WebEx service Web site Click to open the Preferences page where you can select the aime zone ANK time zone setting for your WebEx service Web site 289 Chapter 26 Using My WebEx Week link q The meetings you host The meetings you are invited to Show past meetings Day link Friday Time Topic Type 290 The beginning and ending date for the weekly list of events 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
30. dialog box You can view this list by clicking View all attendees on the Participants 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 an event by clicking Raise Hand on the Participants panel f Raise Hand Speaking in an Integrated VoIP conference 178 If you are a current speaker the method by which you speak depends on the speaker setup option that is currently selected for your event Desktop speakers default If this option is selected the following appears in the bottom right corner of your Event window Press BH 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 Chapter 17 Using Integrated Voice Conferences Headset If this option is selected the following appears in the bottom right corner of your Event window speak Mow Simply speak into your microphone Tip Before you join an Integrated VoIP conference you can use the Audio Setup Wizard to select your speaker setup Muting and unmuting microphones in an Integrated VoIP conference The following table illustrates how to quickly mute and unmute microphones in a conference depending on your user role If you want detailed instructions click More by the task description Role Task
31. participants can experience audio and video effects on a Web page However unlike Web browser sharing this option does not allow you to guide participants to other Web pages Important If you share content that requires a media player participants can view and interact with the content only if the appropriate player is installed on their computers 233 Chapter 20 Sharing Web Content Sharing Web content You can share a Web page that contains multimedia effects The page opens in the content viewer on each participant s screen To share Web content 1 On the Share menu choose Web Content The Share Web Content dialog box appears 2 Inthe Address box enter the address or URL at which the content resides Or if you have previously shared the content select it in the drop down list 3 Inthe Type box select the type of Web content that you want to share 4 Click OK Tip You can copy a URL from any source such as another browser window and then paste it in the Address box Differences between sharing Web content and sharing a Web browser Event Center provides two options for sharing Web based information You can share Web content or share a Web browser with event participants Choose the feature that 234 better suits your needs Sharing option Advantages Web browser sharing Lets you guide participants to various Web pages and sites on the Web Lets you grant attendees control of your Web
32. 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 316 Chapter 26 Using My WebEx Option Description el Lets you send an email to share this recording with others Displays a menu with more options for your recording wt Download Lets you download the recording to your local computer If downloading the file requires a password you must provide the password TT Modify Lets you edit information of the recording as Disable Lets you disable the recording in all locations a a Delete Lets you delete the recording from this page Indicates that a recording is password protected Ep Maintaining contact information About maintaining contact information You can maintain a personal online address book in which you can add information about contacts and create distribution lists When scheduling a meeting or starting an instant meeting you can quickly invite any contacts or distribution lists in your personal address book You can also invite contacts in the Company Address Book for your WebEx service Web site if one is available You can add contacts to your personal address book in any of the following ways Specify information
33. the Event 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 slides pages or whiteboards View thumbnais of slides pages or whiteboards Display a full screen view of a page slide or whiteboard Synchronize all participant views of a page or slide with the view that appears in your content viewer in or out Using the tools on the content viewer toolbar you can Zoom in to or out from on a page slide or whiteboard Adjust the size of a page slide or whiteboard to fit the content viewer Adjust the size of a page slide or whiteboard to fit it width in the content viewer Turn off the Zoom tool at any time To zoom in to or out from on a page slide or whiteboard Do one of the following on the content viewer toolbar 197 Chapter 18 Sharing Presentations Documents and Whiteboards To zoom in or out incrementally click the downward pointing arrow to the left of the Zoom In Zoom Out button and then choose Zoom In or Zoom Out To continuing zooming in or out click the Zoom In Zoom Out button ST Ril oo N g Click the down arrow to choose a viewing option To zoom in to a specific area click the downward pointing arrow to the right of the Zoom In button and then drag your mouse
34. you invite to register The attendees that you invite receive an invitation email message which contains the registration password and a link they can click to register for the event To specify a registration password for an event 1 On the Schedule an Event page at Registration select Required 2 Inthe Attendees amp Registration section select Yes at Registration password and specify a password in the text box Chapter 2 Planning an Event Setting approval rules for registrants If you require approval for registration requests you can set up approval rules to automatically approve or reject registrants using logical strings For example you can require that an attendee s company name must contain the word WebEx To set approval rules for registrants 1 2 On the Schedule an Event page go to the Attendees amp Registration section At Approval required select Yes Click Set up approval rules The Approval Rules window appears See the following figure to learn how to set up rules First Name a Contemns ihe words G Then Approve Add Rule C Match case o Select a parameter from this drop down list Select a logical string in this drop down list eo Type the word or words that you want to include in the approval rule Select an action in this drop down list To match the case of the text provided by a registrant to that of the text in select Match case When you finish se
35. 1 Log in to your WebEx service Web site and then click My WebEx 2 Click My Files The My WebEx Files page appears showing your personal folders and files Depending on the settings for your WebEx Service Web site you may see different categories of folders and files and you can click on the heading links to see each category My Documents My Recordings My Event Recordings available only in Event Center My Training Recordings available only in Training Center My WebEx Files Welcome Marie Brooks My Documents My Recordings T rs Search Capacity 50000 MBE Used 729 KB 729 KE w fc rk amp 283 KB ci 2KB D co a E C pictures 401 KE ff co OO Projest outline 29 KE w i GTa product shiom 14 KE i DB Requires pasrvord RiResdonly Wi Write ony R W Read 8 Write Select All Clear AN Copy Move 298 Chapter 26 Using My WebEx Adding new folders to your personal folders To organize your files on your WebEx service Web site you can create folders in your personal storage space for files To create a new folders 1 Open the My Documents page 2 Under Action click the Create Folder button for the folder in which you want a new folder E The Create Folder window appears 3 Inthe Folder Name box type a name for the folder 4 Optional In the Description box type a description to help you to identify the folder s contents 5 Click OK Uploading files to your personal
36. 1000 July 16 2008 2 45 pen NewSoundland Daykbghi Time Newlourdland GHT 043 4 time zone Is your base time zone GMT Suenmer Time London GHT401 00 47 Chapter 2 Planning an Event Note If an attendee has a designated time zone in the contact information the designated time zone will replace your base time zone in the attendee s invitation email message Example You have specified these time zones San Francisco base time zone Taipei Honolulu and London Attendee Johnson has New York in his setting Johnson will see this list of time zones in his invitation email message m New York Taipei Honolulu London Attendees who have user accounts can designate time zones languages and locales in their profiles on the Event Center Web site If those attendees are already contacts in your address book on the site you can add them to your event invitation list Their language and time zone preferences will then display in their invitation email messages For attendees who are not yet contacts in your address book or do not have any pre defined preferences on the Event Center Web site you can designate a time zone language and locale for each of them when scheduling an event You can change any attendees information including changing the time zone language or locale information by editing the invitation list Allowing attendees to join the event and teleconference
37. Al Edit Panelist Ful r me Learn Pelaithiret Email addres titina Gey agitn Pie be ie pi ele cd a Phone number 1 Time Zone Prague Ewope Suenmer Time OMT 12 00 Language English Locale US aa O Update parebut in my address book 4 Make your changes 5 Click Update Invitation List Sending email messages to participants About sending email messages to participants When scheduling an event you can choose from various types of participant email messages such as registration status reminders and follow ups in the Email Messages section The WebEx automated email system will send selected email messages at times you specify In addition you can customize the templates by editing rearranging or deleting the content and variables code text that Event Center uses to substitute for your specific event information 26 Chapter 2 Planning an Event About the Email Messages section How to access this section On the left navigation bar of your Event Center Web site under Host an Event click Schedule an Event and then go to the Email Messages section What you can do in this section Select or customize email messages that you want to send to event participants To customize an email message template click the link for that email message For example click the Attendees link to customize the invitation email message to attendees To select a type of email message to participants sele
38. Bar Page Down Right Arrow or animation or slide transition Down Arrow Display the previous slide or perform the previous Page Up Left Arrow or Up Arrow animation or slide transition Display the first slide Home Display the last slide End Note To show animations and slide transitions you must share the presentation as a Universal Communications Format UCF file The UCF import mode automatically converts a PowerPoint file to a UCF file when you share it Sharing a Document Use these keystrokes to move quickly through your document Space Bar or Page Down Right Arrow or Down Arrow Display the next page 195 Chapter 18 Sharing Presentations Documents and Whiteboards Working with pages or slides To Display the previous page Display the first page Display the last page Press Page Up Left Arrow or Up Arrow Home End When sharing a document presentation or whiteboard you can Add new blank pages or slides for annotation Paste images that you copy to your computer s clipboard into a new page or slide in a shared document presentation or whiteboard Adding new pages to shared files or whiteboards When sharing a file or whiteboard in the content viewer you can add a new blank page for annotation To add a new page or slide 1 Inthe content viewer select the tab for the document presentation or whiteboard to which you want to add a page or slide 2 Sel
39. Browse button Click to select a UCF presentation or document that resides in your personal folders Upload button Click to upload the specified file to your folder Select Select the check box for the file to be added to the event Option Name Description Size Add button Chapter 2 Planning an Event Description Indicates the names of the files residing in your folder Describes the folder or file Indicates the size of the folder or file in kilobytes Click to publish the specified file on the Event Information page on your Event Center Web site making it available to attendees prior to the event starting time Specifying a destination URL after an event When scheduling an event you can specify a destination Web page or Web site that displays once the event ends To specify a destination URL 1 On the Schedule an Event or Edit Event page go to Event Description amp Options 2 Type a destination Web site address URL in the Destination URL after event box Preventing event attendees from sharing rich media files Event Center by default allows attendees to share Universal Communications Format UCF files in an event When scheduling an event you can specify to turn off this function for the event To prevent attendees from sharing rich media files in the event 1 On the Schedule an Event page go to Event Description amp Options gt Other UCF options 2 Select Do not allow attendees t
40. Chapter 19 Sharing software The Ask to Annotate button has the image of a pencil on it A request message appears on the presenter s screen After the presenter allows you to annotate the Annotation Tools panel appears Annotation Tools E gt r a va C ee BE r P r H gt Stop Annotating 2 Select the tool you want to use 3 Optional Choose another annotation tool Note If you are controlling shared software remotely the presenter must take back control to turn on annotation mode You and the presenter can then annotate the shared software simultaneously Giving up annotation control Participant only If the presenter has granted permission to you to annotate you can stop annotating at any time To stop annotating In the Annotation Tools panel select the Stop Annotating button Stopping an attendee from annotating shared software 228 Host or Presenter only If an event attendee is drawing on shared software you can turn off the drawing feature To turn off the drawing feature 1 On the Event Controls Panel click the Assign Control button Chapter 19 Sharing software Event Controls E E EEE z elele Make Fresenter Allow to Control My Shared Applications Allow to Draw All Panelists kat attendee 2 On the menu that appears choose Allow to Draw On the menu that appears a check mark appears next to the name of those who can annotate the shared s
41. Continuous play 5 Inthe Advance page every drop down list select the length of intermittence in seconds between each slide Important If you share a UCF multimedia presentation that includes rich media files such as audio or video files do the following 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 Ensure that each media file is set to play automatically for participants Select Allow attendees to control file on the Schedule an Event page If you do not select this option the pages or slides in the document or presentation will advance automatically which may prevent some participants from viewing the media files About the Add Select Presentation page What you can do on this page Select a file already in your personal folders on the Event Center Web site to play automatically while participants wait for the event to start Upload a new file to your personal folders on the Event Center Web site to play automatically while participants wait for the event to start Options on this page Option Description File name box Type the name of the file to upload to your folder Browse button Click to select a UCF presentation or document that resides in your personal folders 39 Chapter 2 Planning an Event Option Upload button Sel
42. Full Screen View button To return to a normal view On the Event Controls Panel click the stop icon to return to the main window Viewing thumbnails You can view thumbnails of the shared pages slides and whiteboards that appear in the content viewer Viewing thumbnails can help you to locate quickly a shared page or slide that you want to display in the content viewer To view thumbnails of slides pages or whiteboards 1 Inthe content viewer select the tab for the document presentation or whiteboard for which you want to view miniatures 2 On the content viewer toolbar click the View Thumbnails button View Thumbnails button Thumbnails of all pages or slides in the selected document presentation or whiteboard appear in the thumbnail viewer in the left column 199 Chapter 18 Sharing Presentations Documents and Whiteboards File Edit Share view Audio Participant Meeting Help EA g Quick Start Y Info Y Notes Adding Comments samplespreadsheet sample ois CAS RAITA o fora gt Goals for Next Quarter ALAR MN RP A IO etn men nt tat MM agent Sen rate aN a gO alia gen 3 Optional To display any page or slide in the content viewer double click its miniature in the thumbnail viewer Note Participants must have both the View thumbnails and View any page privileges to display a miniature of a page or slide at full size in the content viewer To
43. Invite by Email dialog box type the email addresses of the attendees and then click Invite Inviting attendees by phone to an event in progress 138 During an event you can extend your event invitation with just a phone You can call and verbally instruct attendees on how to join your online event To invite an attendee to your event in progress by phone 1 Inthe Event window click Quick Start gt Invite Participants 2 Verbally give the attendee the instructions in the Invite by phone section After following the instructions on the screen the attendee joins the event Chapter 13 Managing an Event Inviting attendees by WebEx Connect to an event in progress After starting an event you can use the WebEx Connect integration to invite additional attendees and remind panelists of attending the event When you click the IM option on the Quick Start tab a WebEx Connect window appears allowing you to send instant messages IMs to your contacts The IM automatically includes the event topic starting time and a link for joining the event Before using WebEx Connect ensure all of the following You have WebEx Connect installed and running on your computer You are logged in to WebEx Connect The attendees or panelist who receive your IMs have WebEx Connect or other IM applications installed such as AIM AOL Instant Messenger GoogleTalk or Jabber The attendees or panelists who receive your IMs are logged in to
44. List of Events by Program page on your Event Center Web site To create a new program click Add a new Program Specifying tracking codes for a scheduled event Your site administrator can specify that the tracking code options appear on the Schedule an Event page Tracking codes can identify your department project or other information that your organization wants to associate with your events Tracking codes can be optional or required depending on how your site administrator sets them up To specify tracking codes for a scheduled event 1 On the Schedule an Event or Edit Event page go to Tracking codes and then select a code label in the box 2 Doone of the following Ifa list of codes appear in the box select a code from the list Type a code in the appropriate box Tip If your site administrator has also specified that the same tracking code options appear in your user profile you can edit your user profile to specify the tracking codes The codes then appear automatically on the Schedule an Event page Reducing network bandwidth usage By selecting the option Optimize bandwidth usage for attendees within the same network you can help reduce the network bandwidth consumption for joining the WebEx event Example If you are expecting a large number of attendees and many of them come from the same network with limited bandwidth you may want to select the option Note The option works only if attendees join
45. Note After uploading the images you reference to those images from the Custom HTML Area section Custom HTML Area Format this area using the HTML code including referencing to the images you upload in the Images section Use the drop down list to place this customized area above or below the title of the program Adding live events to a program 70 You can add events to a program from either of the following pages the Schedule an Event page or Edit Event page the Manage Programs page To add a live event to a program when scheduling or editing the event 1 On the Schedule an Event page or Edit Event page under Event Time and Duration choose a program in the Program drop down list 2 Click OK in the message box informing you that adding this event changes its registration options to be the same with those of the program To add a live event to a program from the Manage Programs page 1 On the navigation bar expand Manage Programs and then click List of Programs The Manage Programs page appears 2 Inthe Topic column click the title of the program to which you want to add an event 3 Doone of the following If you have already scheduled the event that you want to add to the program click the Add other events to this program link The window that appears lists the events you have scheduled Chapter 4 Managing Programs Select the event that you want to add to the program and then click Add Click OK i
46. PaneliSt cccccceeseeeeseeeeseeeeseeeeseeenseeeeseeenseeensesensesensesensesonees 91 About joining an event aS a PANG liSt ccccecccsecccececeeeeceeeeceeeceeeceuseseueesseeesseeeeas 91 About the Panelist Entrance page c cccccsccccsecceeeeeceececeeeeeeeeesaeeeseeeeseeeeseaees 91 Joining an event from an email INVITATION cece ceeeceeeceeeeeeeeseeeseeesaeeeneeeseeeeeeens 92 DOMINIC an event Om a UR soe sscatecceateastatscrerecctsscateaurateniiteletcieatelscateisdateauigtnacep actos eee beeteoeatadeeaiedes 92 Obtaining SV SiN ION AU OM sisri i iiie iniii 93 yi OO AGING TSS aoa E 93 Registering TOF an VEIN cccuceoureccierecenweecececssecevceasesexcesaecuveeeseousveceeswconeccsnocdeessvecueecesecs 95 About registering for an event cccccccsecccseccceeeceececeuseceueeseueeceueesueesueeseeesseeeenees 95 Registering for an event from your Event Center Web Site ccccccceeeeeeeeeeeeees 95 About the Register for Topic Register for Events Page cccsccssseseeeeeeeeees 96 PROOUWE Ue ISU OT EVCIMNS PAC xc senc cadecsct ce decess cid cacecaduecctcedueies cadeeratcedueeetardvaeetdtes 97 Registering from an event URL cccccccceeccseceseeeseeeeeeeseeeseeeeeeeeeeeseeeeeeeeneeeneeeeees 98 Registering for multiple events in A PrOQrAMM ccsececeeecseeceeeeeeeeneeeseeeseueeaeeeseeeeees 98 About registering for multiple events in a PrOQraM cccceccceceseeeseeeeeeeeeeeeee
47. Personal Contacts list appears including any distribution lists that you have created The Distribution List indicator appears to the left of a distribution list CE Planning Committee Under Name select the name of the distribution list The Edit Distribution List page appears 327 Chapter 26 Using My WebEx Name Distributors Required SUperGismo distributors gt for Western Region Member search Go Personal contacts Description Use Ctrl to select multiple Users Christine Huliste Lisa Grantham Marcel Tillman Acd Sallen Chen Add Contact Cancel 3 Edit information about the distribution list 4 Click Update About the Add Edit Distribution List page How to access this page On your WebEx service Web site click My WebEx gt My Contacts gt Add Distribution List Or select distribution list in Personal Contacts list What you can do here Add contacts to your distribution list or remove contacts from your distribution list 328 Chapter 26 Using My WebEx Options on this page Use this option Name Description Search Index Add gt lt Remove Add Contact Add Update To Enter the name of the distribution list For example if you want to add a distribution list that includes members of your company s sales department you might name the list Sales Department Optionally enter descriptive information about the distribution list to help you id
48. Requests Approved symbol l 4 On the page that appears click Send Email 5 In the message box that appears click OK 6 On the Email confirmed page that appears click OK Tip When scheduling or editing an event you can also specify that approved registrants automatically receive email reminders at the date and time you specify 83 Conducting a Practice Session Practice sessions allow the host presenter and all other panelists to practice an event before starting it for all participants In a sense practice sessions are similar to working behind a curtain for dress rehearsals Practice sessions are not visible to event attendees and the event production team can perform all event functions in a practice session Note InterCall Reservationless Plus audio integration does not integrate with the web conference practice sessions Please check with your event manager and or sales representative for options to conduct audio conference practice sessions InterCall offers several event audio conferencing options tailored to meet your specific event requirements Setting up a practice session Before the host starts a practice session all panelists should join the event The host presenter and panelists should have all presentation material ready to share in the practice session Tip Create a slide presentation for attendees to view while the speakers are in a practice session Open the slide presentation and set it to autoplay
49. Windows or select ctrl and then click Mac the question and then choose Assign to gt the person you want to assign it to Chapter 14 Managing Question and Answer Sessions Janet Goodman 05 13 pm Ils there a record teczlfor tho cuvant Copy Felicity Ww Defer Dismiss Deselect Note To assign multiple questions at the same time hold down the Ctrl key while selecting the questions Ifan assigned question is answered the text assigned still displays The text assigned does not display on attendees Q amp A panels Prioritizing questions You can set priorities high medium or low for any questions you have received on the Q amp A panel Your prioritized questions display on the Prioritized tab To set a priority for a question Right click Windows or select ctrl and then click Mac the question and then choose Priority gt High _ 2 Mary White 10 29 am J What is long term husiness goal 45sign bo d Medium or Low D Mary o a High Answered Verbally Medium Copy Defer 163 Chapter 14 Managing Question and Answer Sessions Fast track After you set a priority for a question for the first time during an event a column appears to the left of the Q amp A panel showing rectangular icons Click the rectangular icon for the question you want to set priorities for and then choose High Medium or Low To remove the priority status from a questio
50. a monitor that is not the same monitor where the Event Controls Panel is it says You are sharing monitor lt number gt In addition a green border appears around the monitor you are sharing To select a different monitor to share 1 On the Meeting Control Panel select the Select Content to Share button hl 2 Inthe submenu that appears select Share Desktop A submenu shows you the available monitors Lt oo 1 SI Share Document Share Application Share Desktop 3 Select the monitor number you want to share The Event Controls Panel indicates which monitor you are sharing In addition a green border appears around the monitor you are sharing Controlling your view as an attendee Attendee only When viewing or remotely controlling shared software you can set these options which determine how shared software appears on your screen Display the shared software in a full screen view or a standard window A full screen view of a shared 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 221 Chapter 19 Sharing software To control your view of shared software On the Event Controls Panel click the down arrow the last button on the panel and then choose View Then choose an option from the menu Fa vhf Fica ba
51. a request to speak at any time To request to speak or to cancel a request to speak On the Participants panel click Ask for Mic Ask for Mic If you ask to speak Event Center places your request in the speaker queue A number appears to right of your Integrated VoIP indicator to indicate your position in the queue ge Emily Takara E The number indicates your position in the speaker queue If you cancel a request to speak the number to the right of your Integrated VoIP indicator is removed Allowing a participant to speak in an Integrated VoIP Conference Host and panelist only Once you start an Integrated VoIP conference participants can join the conference and listen to Integrated VoIP audio Up to seven participants can speak at a time 177 Chapter 17 Using Integrated Voice Conferences You can specify which participants can speak by passing the microphone to a participant To allow a participant to speak in an Integrated VoIP conference 1 On the Participants panel select the name of the participant whom you want to allow to speak 2 On the Participant panel click Pass Mic Pass Mic The Integrated VoIP indicator appears to the left of the participant s name on the Participants panel For example Wanda Berstein If you pass the microphone to an attendee Event Center removes the attendee s name from the Participants panel and places it back on the list in the List of Attendees
52. accepted request lists the registrant s name the registrant s email address and the date and time on which the registrant submitted the request Requests Rejected 9_Fach rejected request lists the registrant s name the registrant s email address and the date and time on which the registrant submitted the request 5 Optional To review details about each registration on the page that appears click the link for the name of the registrant 6 Select Approved or Rejected for each individual registrant or do one of the following as appropriate To accept all requests for this event click Accept All To make all requests pending for this event click Make All Pending To reject all requests for this event click Reject All 7 Click Update The email message for approved registrants contains the registration ID event password if any event number and a link they can click to join the event Sending email reminders to registrants You can send email reminders to attendees whose registration has been approved To send email reminders to registrants 1 Log in to your Event Center Web site 2 Click My WebEx gt My Meetings 82 Chapter 6 Managing Registration Requests The My WebEx i etings page ears The pageg iows the number of requests that are pending approved and rejected for each scheduled event 3 Find the event for which you want to s amp reminder email and then click the link under the
53. attendees and panelists Use the automated email management system to send out invitations reminder and other follow up communications Set up audio options for the event Play a presentation while attendees wait for you to join the event Chapter 2 Planning an Event Adding security for your event When you are scheduling or running an event you can provide security for the event by doing any of the following Require a password lIf you specify a password attendees must provide this password to join the event Make the event unlisted When scheduling an event you can specify the event as unlisted An unlisted event is not displayed on the List of Events page on your Event Center Web site Attendees obtain complete information about the event from your invitation email message Require attendees to provide their registration Ds For either a listed or an unlisted event you can request registration and require attendees to provide their registration IDs before joining the event If you specify this option each attendee receives a unique registration ID after you approve his or her registration request Restrict access to the event Once all attendees have joined an event you can prevent additional attendees from joining it by restricting access to the event Tip Choose a level of security based on the event s purpose For example if you schedule an event to discuss your company picnic you probably need to s
54. boxes Compose a question Note If you are adding only one check box and do not want a group label leave this box blank Check box 1 to 9 Compose the answers or choices and specify which check boxes are selected or cleared by default on the survey or registration form To add check boxes to the form use the Add drop down list Chapter 2 Planning an Event Use this option To Score Specify a score for each response to the question About the Add Option Buttons window How to access this window If you are creating or editing a post event survey do the following 1 On the Schedule an Event or Edit Event page go to the Event Description amp Options section 2 Do one of the following If this is the first time you create a post event survey on your Event Center Web site click Create post event survey If you saved surveys as templates before click Select survey On the window that appears click Create New Survey 3 In the window that appears click Option Buttons If you are creating or editing a registration form do the following 1 On the Schedule an Event or Edit Event page go to the Attendees amp Registration section 2 Click the link next to Registration form 3 In the window that appears click Option Buttons What you can do in this window Specify questions that allow attendees to select one single answer or choice on the survey or registration form Each answer or choice appears ne
55. browse Web pages while they wait for you to start the event Important The presentation or document that you select must Bein the Universal Communications Format UCF Reside in your personal folders in the My WebEx area on your Event Center Web site You can select a UCF file that already resides in your folders or upload a new file to your folders when scheduling an event To automatically share a file once an attendee joins an event 1 On the Schedule an Event go to Event Description amp Options 2 At UCF autoplay options do one of the following In the text box type the Web address or URL that you want to share automatically Locate and upload a UCF file by clicking Add and doing the following on the Add Select Presentation page LI If the file resides in your personal folders on the Event Center Web site select the file If the file does not yet reside in your personal folders on the Event Center Web site click Browse select the file and then click Upload Then select the file O Click Done Chapter 2 Planning an Event 3 If you specify to show a UCF presentation not a Web page do one of the following To specify that the presentation starts automatically when a participant joins select Start automatically To allow attendees to control viewing of the presentation select Allow attendees to control file 4 Optional To specify that the presentation plays continuously during auto play select
56. ccccccseccecseeeeceeeecseecessesesseeeesseeeesseeesaaes 126 Granting privileges tO PANEliStS ccceccccsecceceeeeeceeeeececeeeeeesseeeeseeeeeseaeeeeaees 127 Overview Of panelist privileges cccccccccssececeeeeeceeeeeseeceeseeessaeeesseeeeseeeeseaes 128 viii Assigning Sounds to Participant Actions cccecseeeeseeeeeeeeeeeseeeeeneeeeeneeeeeneeeeenenees 131 Managing AM EVEN arene EEEN eel ene E EEEE EEEE tener semen sre ire tener teres er 133 Obtaining information about AN event cccceecccceecceceeeeeseeeesseeeesseeeeseaeeesaeeeesaaeees 134 Managing the Attendee List ccccseecccseeeeceeeeeseeeeeseeeeseeeesseneeesaueeeseeesseeeesaaes 134 VICWING INE attendee Sinsen EEE EEE 136 Allowing panelists to view attendees company NAMEG ccceeeesseeeeneeeees 136 Inviting attendees to an event IN progreSsS ssesssessesrnreerrssrrrerrrrsrrrerrrsrrrerrrren 137 Inviting attendees by email to an event IN progress cceceeeeeeeeeeeeeeeeeeeee es 138 Inviting attendees by phone to an event IN PrOGleSS ccseeceeeeeseeeeseeeenees 138 Inviting attendees by WebEx Connect to an event in progress 139 Inviting attendees by instant messaging IM to an event in progress 141 Inviting participants by text message SMS to an event in progress 141 Creating a greeting message for attendees cccccceceeeeceeeeceeeeseeeeseeeeseaees 142 Inviting atte
57. close the thumbnail viewer On the content viewer toolbar click the Standard View button E Standard View button Synchronizing all participant views 200 You can synchronize the display of a shared page slide or whiteboard in all attendees content viewers with the display in your viewer Once you synchronize displays the page slide or whiteboard in attendees content viewers appears at the same magnification as in your content viewer To synchronize participant views of slides pages or whiteboards On the View menu at the bottom of the window select Sync Display for All Chapter 18 Sharing Presentations Documents and Whiteboards Qs Sync Display for All Clearing annotations You can clear any annotations that you or another attendee makes on a shared page slide or whiteboard in the content viewer You can clear All annotations at once Only specific annotations Ifyou are the presenter or host clear all annotations you have made 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 LF Eraser tool 2 Choose Clear All Annotations Note Only annotations on the page or slide that currently appears in your content viewer are cleared Annotations on other pages or slides are not cleared If you are the host or presenter you can clear all the annotations you ve m
58. dilssninde de neaenenpiwnenioumeneniaweamsenientinecesieyenen 209 Sharing applications ees cco ca2s lt a cn ceti ca ee cate cocncedacenesebaxtuverdeccenecdeeineaitactureatece lt acodeeesecka 210 TAMING AD DIC ANON SAANG seeren re re renr E REE EEEE A EEEO EREE 211 Sharing several applications at ONCE ccccccccseeccceeeeeceeeeecaeeeeseeeeeseeeeseeeeeas 212 Stopping application sharing for all PartiCiDANts ccecccsecceseeeeeeeeeeeeeeseeees 212 eG OU GSS MO eer a EE E E E EE 213 SAn AE KOP AI a EE EE 213 Stopping desktop sharing cccccceecccseeceeeeeeceeeeeseaeeesseeeesseeeeseeeeeseeeeseeeeeeas 214 SNN ENED DOWN G eaan E E A E ER 215 Starting Web browser Sharing ccccccseccceeeeeeeeeeeceeeeesseeeeeeeeeeseeeeeseeeeeseeeeeas 215 Stopping Web browser SHAa in cccccececseseceeeeeeceeeeeseeeeeeeeeeseeeesaeeeeseeeeeeas 216 Controlling views Of shared SOPWALE cccccecccceececeeeeeceeeeeseeesseeeessaeeesseeeeseaeess 216 Pausing and resuming software SNAring ccccssccceeeeeeeeneeeseeeeeeeeseeeseeesaeeens 217 Controlling full screen view of Shared SOfWANE cccceeeeeeeeeeeeeeeeeeeeeeeaeees 218 Synchronizing views Of Shared SOPtWALE ccccecseeeeceeeeeeeeeeeeeeeeesaeeeesaeeeeas 219 Selecting a monitor tO share 0 0 cece eee e eee eeeeceeeeeceeeeesaeeeesseeeeseeeeeseeeeeseeeeeeas 220 Controlling your view AS AN AtLENEE cece cceeccccceeeeeeeeeeeeeeeesaeeeeseeeeesae
59. display the Country Code window From the drop down list select the country in which the contact resides Use this option Area or city code Number Extension Address 1 Address 2 State Province ZIP Postal code Country Username Notes Chapter 26 Using My WebEx To Enter the area or city code for the contact s phone number Enter the phone number Enter the extension for the phone number if any Enter the contact s street address Enter additional address information if necessary Enter the contact s state or province Enter the contact s ZIP or postal code Enter the country in which the contact resides Enter the username with which the user logs in to your WebEx service Web site if the contact has a user account Enter any additional information about the contact Importing contact information in a file to your address book You can add information about multiple contacts simultaneously to your personal address book by importing a comma separated values CSV file A CSV file has the csv file extension you can export information from many spreadsheet and email programs in CSV format To create a CSV file 1 Open your address book 2 Inthe View drop down list ensure that Personal Address Book is selected 3 Click Export 4 Save the csv file to your computer 5 Open the csv file that you saved in a spreadsheet program such as Microsoft Excel 6 Optional If contact information exist
60. 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 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 Ifthe entire list of contacts does not fit on a single page view another page by clicking the links for the page numbers Sort your personal contacts or company address book by name email address or phone number by clicking the column headings 329 Chapter 26 Using My WebEx 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 an event you can select the group rather than each member individually 326 To create a distribution list 1 2 Open your address book Click Add Distribution List The Add Distribution List page appears Add Distribution List H Mii a ese ep Wembers are Ki Gal Fipa tele Lae Sab heehee caper a
61. edit or cancel your events you must have a host account on your Event Center Web site Scheduling an event The Schedule an Event page on your Event Center Web site lets you plan and schedule an online event according to your needs To schedule an event 1 2 Log in to your Event Center Web site On the navigation bar click Host an Event gt Schedule an Event The Schedule an Event page appears Planning the event on the page such as creating invitation lists customizing the registration form creating a post event survey and so on Once you finish specifying all the details on the Schedule an Event page click Schedule This Event On the Send Event Emails page select the recipients of the invitation email message and then click Send Now Note Clicking Send Later takes you to the Event Information page on which you can send event updates email messages at a later time 59 Chapter 3 Scheduling Editing Canceling and Starting an Event 6 Click OK and Continue on the messages that appear on your screen The Event Information page appears You also receive a confirmation email message that includes information about the scheduled event Note The Event Information page displays the event addresses for attendees and panelists respectively You can copy and paste the URLs in your own invitation email messages if you do not plan to use the WebEx automated email system Starting an event About starting an event
62. eeseeecesseeeessaeeessaeeesseeeesaaeees Setting UM Event Center ce ceccccecccssceceececeneeeee cece eeseeeseueeteeeseeeeseeeeseeeeseeeseeeenees System requirements for Event Center for WINGOWS cccccceceeeeeeeeeseeeeeaeees Setting up Event Center for WINGOWS ccccceececeececeeeeceeeeceeeeseueeseneeseueesaaess LOTS VAIN TOR NOON orice ceadeececeaceeauctadcacenteecacessssonnesagaansseesennessoaeonsaso aeecsencneeees Prepanng TOF AN CVC isicearcecanesaseuncessinaieesasrcseasnineseensiveacastcaniaesacteges naaienasteeeebiasgeens Checking your system for UCF Compatibility cccccccceeeeceeeeeeeeeeeeeeeeeeesaeees About WebEx Connect cccccceccccccccecececececcacacccscececeauaeacsceceneueauanscsceneueauavaces Planning an Event ocr cece epee cies cements entemenie eee ennns eb ese eseaie ease esiineatineaiseectweccanccines OTH StS xc avainacosaseaasaseanaccanesoaaceansanearswadansd aosnnennsadsnauntasnacapneinoainesengesansensunoanaes Adding Security for your event cccsecccseecceececeeeeceeeceueecsaeecsueeceueessaeesseeessaeesas Defining your roles cece ceccceeccecenececeeeceeeeseeeseeeeeeeeseeseeeeeeeeseeeseeeseeseeeteueeseeeseeesaeeess Tips for assigning responsibilities ke ceece sees eeeceeeeceeeseeeeeeeeseeseeeseeeseeeeseeens Specifying whether the event is listed or UNIISTE cccceccceeceseeeceeeeeeeeseeseeesaeees Specifying registration Options for AttLENAEES
63. event email message to specify your Or copy and paste the following link to a browser d language or time zone hips MqgawebI02 qawebex conviZ7 onstagerg php d 15698651 40cisco com amp E T 04617 cSbOsaa0b2as3ad bdbSSe7609 SE ay To view in oihar time zones or languages please click the link nS ng neo Tis 0 Epes COnvLe Ponslageng php a Ig HIRSS p e w m C a 102 Chapter 9 Registering for an Event Changing the locale language or time zone for your site At any time you can change your Event Center site preferences including the locale language and time zone To select a different locale language or time zone on your Event Center Web site 1 Go to the Preferences page by using one of these methods In your invitation email message click the link To pom the online everit Click here to join the online event Or copy and paste the following link to a browser blips qawebl02 qa webex convtz fonstage g php d 1S6986b1 4O0cisco com E T d4617 cSbOsa Abas adbdbSGe7509 LE TR 8 To view in olher time zones or languages please click the link hips oaeeb IO ga weber comtar fonstagefo pho d i5630 amp Acaro cons Tadi cS Wa A E ac PAS ras leh TR b aem in ee ae PET 3 mrap i On the left navigation bar of the site click Set Up gt Preferences w Set Up Event Manager Preferences 2 Select your preferences in the drop down lists and then click OK Note If you have a user account yo
64. event you can obtain the following information about the event If necessary you can instruct attendees about how to obtain this information event topic location or URL of your Event Center Web site event number teleconferencing information current host current presenter current user that is the attendee s name current number of participants To obtain information about an event in progress In the Event window on the Event menu choose Information Managing the Attendee List 134 Host only The Attendee List shows not only the names of the attendees in the event but also their Lead scores The Score column displays each attendee s total lead score based on the attendee s response to the questions on the registration form Company names The Company column displays each attendee s company name based on the attendee s response to the Company question on the registration form Lead scores and company names can help you identify which attendees should be given priority in the event For example these two features can help you and the panelists to set priorities for the questions attendees ask during the event Important If you want to display lead scores and company names on the Attendee List you must do these two things on the registration form Use the lead scoring option in the Add Check Boxes Add Option Buttons or Add Drop Down List windows Specify that the Company and al
65. from the Support page on your Event Center Web site Viewing a recorded event You can stream or download a recording file depending on which option the host specifies When you play a recording for the first time your Event Center Web site automatically downloads WebEx Player to your computer 341 Chapter 27 Viewing Recorded Events 342 To play or download a recorded event 1 If the host requires that you have a user account to view a recording log in to your Event Center Web site On the navigation bar click Attend an Event gt List of Events At the upper right corner of the page click View Event Recordings Do one of the following as appropriate Click gt Stor the recording you want to play Click BI for the recording you want to download If playing or downloading the recording requires a password type the password that the host gave to you in the Password box Click Playback or Download as appropriate If viewing the recording requires registration provide the required information on the form that appears and then click Submit
66. if e on the scheduling Azi har g Aika Daylight Time CRTE J page and later in Lendon GAT Summer Time GMT 00 i invitation email messages To select time zones and a suitable starting time 1 46 On the Schedule an Event or Edit Event page and at the Start time option click Plan event time zones Add or select time zones Chapter 2 Planning an Event Event Time Zone Participants Time Zone 2 New York Eastem Daylight Time GMT 04 00 G v Peel aaa aaa Eesen abe e m This is the time zone your site administrator has designated for your Event Center Web site To change it do so at the Time zones option on the Schedule an Event or Edit Event page To add time zones click Use the drop down list to select a time zone 3 Optional To save the time zones you selected here for future use select Save participants time zones 4 Click Show Time 5 Select the most suitable time across the time zones you have selected 6 Click Select Time About time zones in invitation email messages Your invitation email messages include all the time zones including the base time zone your own time zone you have selected when scheduling an event Topic Big Event II The time zones you have selected in se al the scheduling page display in July 18 3008 1 15 pm Easter Daylight Time New York GMT O4 00 invitation email messages The first July 16 2008 7 15 am Honolulu GhiT
67. in the actual recording that is stored on the WebEx network Use this option Recording Playback Range Include NBR player controls Registration required Customize Registration form Use password Downloadable Playable Chapter 25 Publishing a Recorded Event To Determines how much of the recording is actually played back You can select either of the following Full playback Plays back the full length of the recording This option is selected by default Partial playback Plays back only part of the recording based on your settings for the following options Start X min X sec of the recording Specifies the time to start playback for example you can use this option if you would like to omit the dead time at the beginning of the recording or if you would like to show only a portion of the recording End X min X sec of the recording Specifies the time to end playback for example you can use this option if you would like to omit the dead time at the end of the recording You can not specify an end time greater than the length of the actual recording The partial playback range you specify does not modify the actual recording that is stored on the server Includes full Network Recording Player controls such as stop pause resume fast forward and rewind This option is selected by default If you would like to prevent viewers from skipping portions of the recording you can turn off this opt
68. information of the recording Send to vendor Lets you send an email to share this recording with a vendor Lie Delete Lets you delete the recording from this page Lets you upload a new recording Indicates that a recording is password protected Indicates that registration is required to view the recording 315 Chapter 26 Using My WebEx About the My WebEx Files gt My Recordings gt Miscellaneous page How to access this page Log in to your WebEx service Web 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 events 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 Scarch Search to start the search O Indicates a disabled recording The name of the recording If you record an event on the server Topic the WebEx server automatically uploads the recording to this p page In this case the topic of the recording is the topic of the event 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
69. left navigation bar of your Event Center Web site click Host an Event gt Email Templates On the Schedule an Event or Edit Event page go to the Email Messages section 2 Select an email template that you want to customize and then click Edit Options on this page Use this option TO Email Template Name Enter a different name for this template if it s necessary Available only if you are customizing the template for all future events From name Enter the sender s name This name appears in the email message that participants receive 30 Use this option From email Reply to email Subject Header image Footer image Revert to Default Preview Save Chapter 2 Planning an Event TO Enter the sender s email address This address appears in the email message that participants receive By default Event Center uses this variable SenderEmailAddress which retrieves the corresponding information from the mail server for your Event Center Web site The default email address is messenger webex com Enter the email address to which you want all replies to this message to be sent By default Event Center uses this variable HostEmail which retrieves the corresponding information specified in your user profile Note To specify a different email address delete the entire variable the text and the percentage signs together and then type the new email address in the box E
70. magnifications in miniature thumbnails and in a full screen view Copy and paste images into it Reorder its position in reference to any other whiteboards Print it Synchronize Participants displays with the display in your content viewer More 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 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 You can share multiple whiteboards For each whiteboard that you share you see a new Whiteboard tab in the content viewer Closing a shared whiteboard You can close any whiteboards that you are sharing in your content viewer 191 Chapter 18 Sharing Presentations Documents and Whiteboards To close a shared whiteboard In the content viewer select the tab for the whiteboard you want to close On the File menu choose Close If you have not yet saved any annotations that you made on the whiteboard a message appears allowing you to save it Navigating presentations documents or whiteboards When shari
71. mode Better image quality Lets you display your content with better image quality In this mode your shared content may take longer time to display than in the better performance mode Note Changing the display mode does not affect presentation or document sharing To choose a display mode for your shared desktop or applications 1 In the Event window on the Event Center menu choose Preferences The Preferences dialog box appears Select Display a Preferences The display mode options fiw appear Lo Select an option for displaying shared content with attendees Better performance C Better image quality Cancel om Select Better performance or Better image quality as appropriate Tips for sharing software The following tips can help you to share software more effectively 231 Chapter 19 Sharing software 232 Application sharing only To save time during an event ensure that any applications you intend to share are open on your computer At the appropriate time during the event you can then quickly begin sharing an application without waiting for the application to start If attendees cannot see all of the shared software without scrolling their sharing windows they can adjust their views of the shared software They can reduce the size of the shared software in decrements or scale it to fit inside their sharing windows To improve the performance of software sharing close all applicat
72. not want an email sent select None in the drop down list Specifying event descriptions and options Specifying an event description You can specify a description of the event which attendees can view from the Event Information page before they join the event 49 Chapter 2 Planning an Event To specify a description of the event 1 On the Schedule an Event or Edit Event page go to Event Description amp Options 2 Inthe Description text box type a description of the event Formatting an event description You can format an event description using HTML Hypertext Markup Language code The description can include links to Web pages or images that reside on a publicly accessible Web server on the Internet such as the server on which your organization s Web site resides If you use a Web page authoring program you can create a formatted event description using that program and then copy its HTML code and paste it in the Description box Tip After you format an event description and finish scheduling the event you can verify whether it appears correctly on the Event Information page Adding an image to an event description 50 You can add a picture to an event description The picture appears on the Event Information page which attendees can view before the event starts The picture that you add must be a file that meets the following requirements the GIF or JPEG format approximately 75 x 38pixels less
73. o To restore panel layout minimize all panels or manage panels click this button and choose a command from the menu Q Click these icons to restore or minimize the panels Q In this example the Q amp A panel is collapsed Use these icons to collapse or expand a panel Use this icon to minimize the panels on the icon tray Note To access panel options right click in the panel title bar Note for Windows users In sharing mode you can have one or more panels float on top of the shared document presentation Web browser or other shared item 111 Chapter 10 The Event Window o Click these icons to restore or minimize the panels Click this icon to restore panel layout or manage panels Use these icons to collapse or expand a panel Send to _All Participants Select a participant im the Send ta manu first tyne chat message and send Delect a gueron anc then Drie yaur 2M oeer here There is a 256 character F i irm a Send Privately Send E wl Polling i fre Mesa wiee E BS Hiii Managing panels 112 You can determine which panels are displayed in the event window and in which order they will be displayed To manage the display of panels 1 Click this button ic for Windows tt forthe Mac Chapter 10 The Event Window 2 Choose Manage Panels from the menu ange Panels These panes ane avadable to participants wath appropriate priv
74. obtain data about individual attentiveness A report contains this information for each attendee Attention to attendance ratio Attentiveness based on how long the attendee was in the event Attention to duration ratio Attentiveness based on the duration of the event Note The attention indicator is unavailable when the host and panelists are in a practice session Checking participant attention in an event During an event you can easily check which attendees are not paying attention 148 Chapter 13 Managing an Event To check who is not paying attention in the event Look for the icon that appears next to the name of the attendee who is not paying attention To check overall attentiveness Click the icon on the toolbar of your Participants panel Turning on or off attention tracking in an event Host only You can turn on or off attention tracking in an event To turn on or off attention tracking in an event Windows 1 On the Event menu choose Options 2 On the Communications tab select Attention tracking To turn on or off attention tracking in an event Mac 1 On the Event Center menu select Preferences 2 Select the Tools button 3 Select Attention tracking 4 Select OK Note If the Attention tracking option is unavailable contact your site administrator Granting attention tracking privilege Host only By default all panelists in an event have the privilege to view the attention in
75. of the event to a panelist at any time This option is useful if you need to leave an event for any reason You can reclaim the host role at any time To transfer the host role to a panelist 1 Optional If you plan to reclaim the host role later write down the host key that is displayed on the Info tab in the Event window s content viewer On the Participants panel and in the panelists list select the name of the panelist to whom you want to transfer the host role On the Participant menu click Change Role to gt Host A confirmation message appears in which you can verify that you want to transfer control of the event to the panelist whom you selected Click OK Reclaiming the host role 152 If you have transferred control of an event to a panelist you can gain control of the event by reclaiming the host role To reclaim the host role 1 2 Tip On the Participants panel select your own name On the Participant menu choose Reclaim Host Role The Reclaim Host Role dialog box appears Type the host key in the Host Key box Click OK If you did not write down the host key before transferring the host role to another panelist you can ask the current host to send you the host key in a private chat message The host key Chapter 13 Managing an Event appears on the current host s Info tab in the content viewer If you leave an event whether intentionally or inadvertently and then log back in to
76. on shared content ssesssesseserserrrrerrrsrrrerrrrsrrrernnee 186 Nann MOMA ee E 187 Sharing presentations or COCUMENIS cccccseseeeeeeeeeeceeeeeeeaeeeeeseeeeeeseaeeeeeseeeees 188 sharing a d c ment or DFESCNIAN ON sisirin inicirana 188 Tips for sharing documents and presentations s ssseensseneeenersrnreerresrrreeneee 189 Choosing an import mode for document or presentation sharing 06 189 Closing shared documents and presentations ccccseeeeeeeeeeeeeeeeeeeeeaeeeees 190 ohanng a WHIT CIO AO sospese rere dapenen EEE EEEE ENESENN LER EEEE ERE EE Eei 191 Starting whiteboard sharing ccccecccseececceeeeeeeeeesaeeeeseeeeesseeeesseeesaeeeeseeeeeeas 191 CIlOSing a Shared WNNEDOATO ecncisvcincnssanncranavesnavantienimaeterasecnsvaameasieuuniosienexeauiens 191 Navigating presentations documents or whitebOards cccecccseeeeeeeeeeeeeeeees 192 Navigating slides pages or whiteboards using the toolbar ccccecee 192 xii Advancing pages or slides automatically ccccceecccseeeceeeeeeeeeeeeesaeeeeeeeeeas 193 Animating and adding effects to shared slides ccccceeeeeeneeeeeeeeeeeeeeeeeeens 194 Using keyboard shortcuts to control a presentation ccccceceeeeeeeeeeeeeeeeees 195 Working with pages or SIIGES cccccccsececeeeceeeeseeeceeeeeeeneeeseeseueeseeeseeeseneeseeenaess 196 Adding new pages to shared files or
77. 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 an event 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 Chapter 26 Using My WebEx Option Description Delete Clicking the button deletes the recording Clicking the button disables the recording everywhere it is Disable published on your WebEx Service Web site Available only for enabled recordings Clicking the button enables the recording everywhere it is Enable published on your WebEx Service Web site Available only for disabled recordings Back to List Clicking the button returns you to the recording list About the My WebEx Files gt My Recordings page How to
78. required Password required to register Customize registration form Invite friends To Type the title of the program Type a description for the program Note You can format the description using the HTML code Specify the expected number of registrants Specify the budget for the program Type the host s email address Specify whether the program is Listed or Unlisted A Listed program appears on the List of Events by Program page for anyone who visits your Event Center Web site An Unlisted program does not appear on the List of Events by Program page Attendees can view the upcoming events in the program if you send them the URL for the program Specify whether attendees must register before they can join the events in the program Specify whether to require a password before an attendee can register for the events in the program Customize the registration form by clicking Customize The way you customize a program registration form is the same as you would an event registration form Note All events in a program share the same registration form Allow registrants to invite their friends to the events in the program 69 Chapter 4 Managing Programs Use this option TOs Destination URL after Specify a Web address or URL that displays once an attendee registration finishes registering for an event in the program Images Upload photos that you want to show on the program information page
79. requirements for Event Center for Windows You can find the system requirements and other information about compatible browsers and operating systems on the User Guides page for your service 1 Log in to your WebEx Event Center site 2 On the WebEx Event Center navigation bar click Support gt User Guides 3 On the right side of the page under Release Notes and FAQs click the link for release notes Chapter 1 Setting up and Preparing for an Event Setting up Event Center for Windows Before installing Event Center ensure that your computer meets the minimum system requirements If you are not using the Windows operating system please refer to our FAQ which includes information about setting up Event Center on other operating systems To go to the list of FAQs 1 On your Event Center Web site on the left navigation bar click Support gt Downloads 2 On the Downloads page under Release Notes and FAQs click the link for FAQs Frequently Asked Questions A list of questions displays arranged by topic Look for your information about your operating system under Minimum System Requirements To set up Event Center for Windows 1 On the navigation bar expand Set Up and then click Event Manager The Set Up page appears 2 Click Set Up 3 Ifa security dialog box appears click Yes Setup continues A progress message box appears indicating the progress of setup 4 On the Setup Complete page click OK You can n
80. share multimedia content that resides at a Web address or URL in the dedicated media viewer on the Media Viewer panel You can also stop sharing multimedia content at any time during an event To share multimedia content on the Media Viewer panel 1 On the Share menu choose Multimedia The Share Multimedia dialog box appears 2 Inthe Address box type the URL that contains the multimedia content you want to share The content appears in the media viewer on the Media Viewer panel To replace the currently displayed content with new content 1 On the Media Viewer panel right click Windows or select ctrl and then click Mac the Media Viewer title bar 2 On the menu that appears choose Share Multimedia a I it Media Viewer E Close Maximize Collapse Panel Share Multimedia Stop Multimedia Sharing The Share Multimedia dialog box appears 3 Inthe Address box type the URL that contains the multimedia content you want to share The content replaces the old content in the media viewer To stop sharing multimedia content in the media viewer 1 On the Media Viewer panel right click the Media Viewer title bar 2 On the menu that appears choose Stop Multimedia Sharing Using Chat Chat is useful during an event if you want to send brief information to all participants send a private message to another participant ask a question but do not want to use the Q amp A option which provides a formal p
81. sharing a web browser Manage how attendees view the shared Web browser Annotate and draw on a shared Web browser and let an attendee draw on a shared Web browser Learn how to share Web browsers effectively Stop sharing a Web browser Starting Web browser sharing Host or Presenter only You can share a Web browser with event participants To share a Web browser 1 On the Share menu choose Web Browser Your default Web browser opens 2 Go toa Web page in your browser Note Participants view all new Web browser windows that you open You can show participants several Web pages simultaneously 215 Chapter 19 Sharing software Stopping Web browser sharing You can stop sharing a Web browser at any time To stop Web browser sharing On the title bar of the application that you no longer want to share click the Stop button Gow BS lle Tip You can temporarily pause Web browser sharing rather than stopping Web browser sharing Controlling views of shared software Host or Presenter Presentation or Document ChrH Alk o Application Desktop Whiteboard Web Content Web Browser i i n 216 Pause or resume sharing Control full screen view of shared software Synchronize views Chapter 19 Sharing software Participant Control your view of shared software Close your sharing window The presenter can control attendees views of a shared des
82. site 51 Chapter 2 Planning an Event To add event material to the Event Information page 1 On the Schedule an Event or Edit Event page go to Event Description amp Options and then next to Event material click the link for uploading event material The page that appears displays the files or folders stored in your personal folders in the My WebEx section of your Event Center Web site If you have not uploaded the files to your personal folders click Browse to select the file and then click Upload You can upload one file at a time Select the radio button next to the folder that contains the files you want to add to the Event Information page The files in the selected folder appear Select the check boxes for the files you want to add to the Event Information page and then click Add The files you have added appear in the Event material section Optional Type descriptions of the files in the Description text boxes About the Add Event Material page 52 What you can do on this page Select files already in your personal folders on the Event Center Web site to publish to the Event Information page Upload new files to your personal folders on the Event Center Web site and then publish them to the Event Information page Attendees can download event material for review before the event starts Options on this page Option Description File name box Type the name of the file to upload to your folder
83. than 100 KB in size To add a picture to an event description 1 On the Schedule an Event or Edit Event page go to Event Description amp Options 2 Next to Host image click the link The Upload Your Picture window appears Chapter 2 Planning an Event Upload Your Picture Please click the Browse button to select a picture from your computer Submission requirements GIF or JPG format approx 75 8 38 piels lass than 100k Enter file name here Browse oloac Lancel 3 Click Browse 4 Select the file that you want to add to your event description 5 Click Upload Event Center imports your picture and adds it to the Event Information page for the event To replace a picture that you added to an event description Upload a different picture Event Center overwrites the original picture with the new one Providing event material before an event When scheduling an event you can add Universal Communications Format UCF files to the Event Information page from which attendees can download and cache the files on their own computers before the event starts Providing event material ahead of time especially benefits attendees with a slower Internet connection because caching files can significantly reduce the loading time during an event Note Before you can add event material to the Event Information page you must first upload them to your personal folders in the My WebEx section of your Event Center Web
84. the Menu bar to see more options for sharing information in a meeting 187 Chapter 18 Sharing Presentations Documents and Whiteboards Sharing presentations or documents File sharing is ideal for presenting information that you do not need to edit during the event such as a slide presentation You can share almost any type of file that you can print from your computer Participants view shared files in their content viewers without the need for the application with which it was created Participants can also view any animation and transition effects on shared Microsoft PowerPoint slides After an event starts you can open a presentation or document to share You do not need to select it or load it before the event While sharing a file you can Draw on the screen Use a pointer to emphasize text or graphics Print it Display it at various magnifications in miniature thumbnails and in a full screen view Synchronize all participants displays with the display in your content viewer Save it to a file At any time during a meeting you can grant participants privileges that allow them to annotate save print and display different views of shared presentations or documents Sharing a document or presentation 188 You can share a document or presentation that resides on your computer Participants view the shared document or presentation in their content viewers To share a document or present
85. the Stop button Genie CBX To stop all application sharing In the Event Controls box click the STOP button You can also pause sharing Click the Pause button located next to the Stop button i mj OOICaciOns eS ee Da eee ere es ar p sharing your desktop The presenter uses desktop sharing to show all event attendees his or her entire computer desktop including any applications windows and file directories that are currently open The presenter can use desktop sharing to share several applications simultaneously or to share other areas of the computer such as file directories Attendees can view the presenter s shared desktop including all mouse movements in a sharing window on their screens Tasks related to sharing your desktop Start sharing your desktop Manage how attendees view your shared software pausing changing to full screen view and so on Annotate and draw on your desktop and allow attendees to draw Read a few tips for sharing your desktop effectively Stop sharing your desktop Starting desktop sharing Host or Presenter only 213 Chapter 19 Sharing software You can share your computer s desktop with event 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 View Audio Participant Mee Presentation or Document Cbrl Alk o 4oplication Ctrl
86. the content viewer larger Send ta All Participants x ma h enced A ae ees mbes lt sh r itt hm ft een ee Select a participant in the Send to menu First type aS z I f Ty ae ee Su a Decor Maes Mal message ano Send OF ee er oe ee eee atte at a Accessing panels in full screen view If you are viewing a document in full screen mode or remotely controlling a shared application or desktop the Event window appears as a full screen sharing window In a sharing window you access panels from the Event Controls Panel 116 Chapter 10 The Event Window e i age sre Tip Displays icons for working with attendees Displays a maximum of 4 icons You can open any remaining panels from this 5 l Stops sharing and returns to the Event window Provides access to event controls and panels that are not displayed on the Event Controls Panel Opens the Participants panel Opens the Chat panel Opens the Q amp A panel Opens the Annotation Tools panel Opens the Polling panel Opens the Video panel Opens the Recorder panel Windows To clear space on your desktop you can drag the Event Controls Panel to the top left or right to dock it on the edge of the window To undock the icon tray and float it again simply drag it away from the edge of the window Mace To clear space on your desktop you can drag the Event Controls Panel and dock it anywhere on your desktop
87. the poll to the attendees 260 Using Feedback About using Feedback Feedback is a feature that allows the presenter to pose a question at any time either verbally during a teleconference or Internet phone conference or in a chat message and receive instant feedback from other participants As the host you can allow attendees to provide feedback respond to the presenter s verbal request for feedback provide unsolicited feedback view the results on the Feedback palette As the presenter you can pose a question and request feedback share the feedback results with all participants clear the feedback results view the results on the Feedback palette As a participant you can click the Raise Hand button if the presenter asks for a show of hands in response to a question or if you have a question select yes or no in response to a question 261 Chapter 24 Using Feedback select too slow or too fast to indicate that the presenter s pacing is too slow or too fast select Applause or Laughter to express your emotions Allowing participants to provide feedback Host only You can allow participants to use the Feedback options during an event To allow participants to use the Feedback options 1 On the Participants panel click the Feedback icon SH a Windows i Mac The Feedback palette appears 2 Check Allow feedback 3 To close the palette click the close button
88. the standard answer click Custom and then edit the text in the text box 3 Optional To save your customized answer as the standard Dismiss answer for all panelists to use click Save Windows or Save as Default Mac 4 Click Send 5 Click Yes in the confirmation message box Deferring a question In a Q amp A session you can defer a question using a standard or customized answer The standard answer reads Thank you for your question Your question was deferred but will remain in the queue A panelist will answer your question at a later time If you defer a question the following participants can see the Defer answer the attendee who sent the question 167 Chapter 14 Managing Question and Answer Sessions all panelists To defer a question during a Q amp A session 1 From any of the tabs where you received the question right click the question and then choose Defer Tip for Windows users To defer multiple questions at one time hold down the Ctrl key while selecting the questions right click your mouse and then choose Defer The Respond Privately dialog box appears containing the standard Defer answer 2 Optional To customize the standard answer click Custom and then edit the text in the text box 3 Optional To save your customized answer as the standard Defer answer for all panelists to use click Save Windows or Save as Default Mac 4 Click Send Responding to questions answered verba
89. times and text display on your Event Center Web site Anyone who visits the site can change the locale language or time zone by setting preferences on the Preferences page Example You want to change the time zone for viewing events on the Event Center Web site because you are traveling and temporarily in another time zone Your preferences are saved as a cookie in the browser on your computer If you have a user account and have logged in when changing the preferences your preferences will be saved not only in the browser but also in your profile your preferences will display on any browser or computer as long as you are logged in 101 Chapter 9 Registering for an Event The current locale language and time zone display in these places the List of Events by Date page the List of Events by Program page the Event Recordings page the Event Information page The page on which you can Tou have regstered toe this event join an event Ese itt a a Dera Nee stared Dat amd Binnie Friday July 18 2008 7 15 am Honcluls GMT 10200 Friday July 16 2008 245 pm Newfoundand Daylight Time Newoundand GTD Fi Friday July 16 2008 6 05 pm GMT Summer Time pia GMT 401 00 Le ae You canna yin the dvent now becaube it has not started First name Lia near Ermali adress Even paitearedd Fast track Click this link in your invitation Click hare to join the online
90. to add it to the current form Links for the questions Edit a question and then save it Specifying a destination Web page after registration You can specify a destination Web page that displays once an attendee submits the registration form To specify a destination URL 1 On the Schedule an Event page go to the Attendees amp Registration section 2 At Destination URL after registration type a URL in the text box Inviting participants to your event To invite attendees and panelists to your event using the WebEx automated email system do the following 1 From the Schedule an Event page create invitation lists 2 After you schedule the event the Send Event Emails page displays immediately 3 Select the recipients on the page and click Send Now 19 Chapter 2 Planning an Event Note Clicking Send Later takes you to the Event Information page on which you can send invitation email messages at a later time Creating an invitation list and inviting attendees to your event 20 You can select contacts from an existing address book or add new contacts on your Event Center Web site If you have a large number of contacts in a distribution list you can import the distribution list in the CSV comma separated comma delimited values format To create an invitation list and invite attendees to your event 1 On the Schedule an Event page go to the Attendees amp Registration section 2 Click Create invitation list
91. type a new name for the file or folder 301 Chapter 26 Using My WebEx 4 In the Name box type a new name for the file or folder Click Update Searching for files or folders in your personal folders In your personal folders on your WebEx service Web site you can quickly locate a file or folder by searching for it You can search for a file or folder by text that appears in either its name or description To search for a file or folder 1 2 3 Open the My Documents page In the Search For box type all or part of the file s name or description Click Search A list of any files or folders that contain the search text appears Downloading files in your personal folders In your personal folders on your WebEx service Web site you can download any files to your computer or a local server 1 2 3 Open the My Documents page Locate the file that you want to download Under Action click the Download button for the file that you want to download E The File Download dialog box appears Follow any instructions that your Web browser or operating system provides to download the file Deleting files or folders in your personal folders You can delete files or folders in your personal folders on your WebEx service Web site To delete a file or folder 1 302 Open the My Documents page Chapter 26 Using My WebEx 2 Under Name locate the file or folder that you want to delete 3 Selec
92. until you delete it When scheduling an event you can choose to automatically delete the event from your list of meetings once both of these conditions occur You start and end the event The scheduled time for the event has passed However if you required registration for a scheduled event the event remains in your list until you remove it That way you can still view information about attendees who registered for the event at any time after you host the event To remove an event from your list of meetings on your My Meetings page you must cancel the event by deleting it on this page About the My WebEx Meetings page 286 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 Chapter 26 Using My WebEx Options on this page Go To My Personal Meeting Room Go to your Personal Meeting Room page Your Personal Meeting Room page lists any events that you scheduled and any in progress events that you are currently hosting Users to whom you provide your personal URL can use this page to join any event that you are hosting They can also download files in any folders that you share Daily View a list all of the meetings for the specified day Week
93. whiteDOardsS cccccseceeeeeeeeeeeeeeeees 196 Pasting images in slides pages or whiteboardS cccccseeeceeeeeeeeeeeeeeenees 196 Managing views of presentations documents or whiteboards c ccccseeeeees 197 ZOOMING WT Ol OUT ee 197 CONTON Ta ere Ci VIEW eeo i E E ERR 198 Viewing thumbnails ccccccceeeceeeceeeeceeeceeeeeeeeseeeseueeseeeseeeseueeseeeseeeseeesaeeensess 199 Synchronizing all participant views ccccccsececeeeceeeeseeeseeeeaeeeseeeseueeseeeseeeeaes 200 Clearing anNnNotaUONS oes cssscotastarsaacetseenaccaeceassedeacanseassesecedeseneseseseanssnesesecesaceeace 201 CNS ANIMIG DONO aea 202 Ronaming TANS eeraa ea eare 202 116 012161018 aD eea 203 Saving opening and printing presentations documents or whiteboards 204 Saving a presentation document or WhitebOard ccccceeccceeeceeeeeeeeeeeeeees 204 Opening a saved document presentation or whiteboard ccceceeeeeee es 205 Printing presentations documents or whiteboards ccseccecseeeeeeeeeeeaeeees 205 If YOU are AN EVENT participant ccc ecceeccceeeceeeceeeeceeeeeeeeeeeeseeeceueeseeeseeeseueeseeeneees 206 Displaying pages slides or whiteboardS cccccceececeeseeceeeeeseeseesseeeensaeees 206 synchronizing your view of pages slides or whiteboards cccceeeeeeees 207 Sharing software vs cvec ccna cee scisca cee cece de saat teee cease deer
94. 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 How to access this page On your WebEx service Web site click My WebEx gt My Files gt My Recordings gt recording type gt topic of a recording What you can do here View information about the recording Play back the recording Send an email to share the recording with others 311 Chapter 26 Using My WebEx 312 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 Play Now Gend Email i Modiy 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
95. your Event Center Web site includes the UCF option About WebEx Connect Use WebEx Connect the instant messenger for business users to send secure instant messages invite or remind participants and manage an event Connect integrates with Microsoft Outlook corporate directories and calendars encrypts messages and scans them for viruses and offers quick access to business conferencing services from WebEx To download WebEx Connect 1 Log in to your Event Center Web site 2 On the Event Center navigation bar click Support gt Downloads 3 Scroll down to the section of the page describing WebEx Connect Click the link to learn more about this product and download it Planning an Event Planning is essential to delivering a successful online event By taking the time to specify the details of an event you can make your event as effective and engaging as possible for your attendees The Schedule an Event page on your Event Center Web site offers a variety of features that let you specify details for an online event according to your needs To access the Schedule an Event page 1 Log in to your Event Center Web site 2 On the left navigation bar click Host an Event gt Schedule an Event Getting started These tasks can help you get started in planning your event Define your roles Determine whether to host a listed or an unlisted event Determine registration options for attendees Create invitation lists for
96. 3 In the window that appears add any of the following new attendees who are not already contacts in one of your address books contacts and contact groups already in your address books on the Event Center Web site distribution list in the CSV format 4 When you finish specifying options on the Schedule an Event page click Schedule This Event 5 On the Send Event Emails page select the recipients and then click Send Now Send Event Emails You have successfully scheduled your event send invitation emails to Host Panelists Attendees LC Wendors Chapter 2 Planning an Event Note Clicking Send Later takes you to the Event Information page on which you can send invitation email messages at a later time 6 Click OK and Continue on the messages that appear on your screen Each attendee that you invite receives an invitation email message which includes a link that the attendee can click to obtain more information about the event and to join the event Note Once you start the event you can still invite more attendees For details see Inviting attendees to an event in progress Adding a new contact to your invitation list When scheduling an event you can add a new contact to your invitation list that is an attendee who is not already a contact in one of your address books in My WebEx on the Event Center Web site Once you specify information about a new contact you can also add the contact to one of y
97. Alk 4 Desktop Ctrl Alk D Monitor 1 Whiteboard Chrl alt h Monitor 2 Web Content Web Browser Remote Computer My Meeting Window 2 Select the monitor to share Your desktop appears in a sharing window on participants screens For ideas that can help you to share your desktop more effectively see Tips for Sharing Software Note If your desktop has any background images or patterns or wallpaper your Event Manager software may remove them from attendees views to improve the performance of desktop sharing Stopping desktop sharing 214 You can stop desktop sharing at any time To stop sharing your desktop In the Event Controls box click the Stop button You can also pause sharing Click the Pause button located next to the Stop button 1 i iia te L If you are an attendee rather than the presenter click the Return button to leave the sharing session Chapter 19 Sharing software You do not leave the event just the sharing portion of it Sharing a Web browser A presenter uses Web browser sharing to show all event attendees all Web pages that he or she accesses in a browser Web browser sharing is useful for showing attendees Web pages on the Internet or the presenter s private intranet or computer Attendees can view the presenters Web browser including mouse movements in a sharing window on their screens Tasks related to sharing a Web browser Start
98. As you are canceling an event you have the option of sending automatic cancellation email messages to the event participants Canceling a scheduled event 62 Cancel a scheduled event from My WebEx on your Event Center Web site To cancel an event you scheduled 1 2 Log in to your Event Center Web site Click My WebEx gt My Meetings The My WebEx Meetings page appears In the Topic column find the event you want to cancel select the check box next to it and then click Delete Click OK in the message box to confirm that you want to delete the event A message box appears allowing you to send email messages about this cancellation Do one of the following as appropriate Chapter 3 Scheduling Editing Canceling and Starting an Event If you want to notify all invited participants including attendees and panelists click Yes You also will receive a confirmation email message about this cancellation If you do not want to send a cancellation email message click No If you do not want to cancel this event click Cancel 63 Managing Programs About managing programs For hosts only Event Center allows you to group live or recorded events in a program for a specific project product or audience A program allows attendees to conveniently register for all its events at one time All the events in a program share the same registration form You can modify the programs you created on your Event Center
99. Attendee List you must do these two things on the registration form Use the lead scoring option in the Add Check Boxes Add Option Buttons or Add Drop Down List windows Specify that the Company and all questions with assigned scores are required information that is select the symbol ball About the Add From My Registration Questions Survey Questions window 18 How to access this window If you are creating or editing a post event survey do the following 1 On the Schedule an Event or Edit Event page go to the Event Description amp Options section 2 Do one of the following If this is the first time you create a post event survey on your Event Center Web site click Create post event survey If you saved surveys as templates before click Select survey On the window that appears click Create New Survey 3 Inthe window that appears click My Survey Questions Chapter 2 Planning an Event If you are creating or editing a registration form do the following 1 On the Schedule an Event or Edit Event page go to the Attendees amp Registration section 2 Click the link next to Registration form 3 In the window that appears click My Registration Questions What you can do in this window Select questions that you have previously saved and then add them to this survey or registration form Options in this window Use this option TO Check boxes Select a question and then click Add
100. CVENL ccccecccseeeeeeeeeeeeeeseeeeeeeeeneeeeseeesaeeeeneeeas 153 ENNO ANNOVERA E E E E 154 Leaving an event as the NOST ccceccesecseseeseseeseseeseueeseueeseeeseueeseusensuseneaees 154 ENGNG AMC VG Ml ssises sasencavetsceme nse na cexosiexnessetiension EN ERER EEKE NENA ANEKERE NENE RE k NEREK RESSE 154 Managing Question and Answer Se SSIONS ssssssssnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn mnnn 157 Allowing participants to use Q amp A ecccecccceccccssceceeeeceeeeseeeeseeeseeeeceeeeseueesaueesaeeessees 157 Setting privacy VIEWS in Q amp A SESSIONS sisescescvecccscerexecssarocessxeresasnceceseeencescesecassca 158 Managing questions on your Q amp A Pannell ccccecsseeseceeeeeeeeeseeeeeeeesaeeeeeeeeeseaeaeeees 159 Working with the tabs on your Q amp A Panel ccccccceceeeeceeeseaeeeeeeeeeesaeeeeeeeeeesaees 160 HS FING aTa eE E E E EEE 161 OSMO ATID isser aE EEEE EEEREN A AEE E E A 162 ASSIGNING A GUGSUOM srttrcrsrqteectractrscatrauetiss atic eathcratinuglhuratra atin 162 OFM ZING QUCGTIONG eea 163 VIEWING prioritized QUESTIONS ceccceecccseeeeeeeeeneeeeeeeeeaeeeeaaeesaeeesseeesseeeeneeeens 164 Answering questions in a Q amp A S SSION cccceeeccccecceeeeeeeeeeeeeaeeeeeeeeeseaeeeeeeeeeeeaees 165 PrOVIGING a PUDIIC ANS WOM s srcczciessieparetatateberacahesopssehaaetorehebeketesciehaiatebeeeeaienes 165 Answering a QUESTION privately ccc ceeccceecceeecseeeceeeeeeeeseeseueeeeeeseee
101. Cisco webex WebEx Event Center User s Guide Apafi cisco Copyright 1997 2010 Cisco and or its affiliates All rights reserved WEBEX CISCO Cisco WebEx the CISCO logo and the Cisco WebEx logo are trademarks or registered trademarks of Cisco and or its affiliated entities in the United States and other countries Third party trademarks are the property of their respective owners U S Government End User Purchasers The Documentation and related Services qualify as commercial items as that term is defined at Federal Acquisition Regulation FAR 48 C F R 2 101 Consistent with FAR 12 212 and DoD FAR Supp 227 7202 1 through 227 7202 4 and notwithstanding any other FAR or other contractual clause to the contrary in any agreement into which the Agreement may be incorporated Customer may provide to Government end user or if the Agreement is direct Government end user will acquire the Services and Documentation with only those rights set forth in the Agreement Use of either the Services or Documentation or both constitutes agreement by the Government that the Services and Documentation are commercial items and constitutes acceptance of the rights and restrictions herein Last updated 072310 Wwww webex com IC Last updated 111810 Table of Contents Chapter 1 Setting up and Preparing for an EVeN1 cccccsseessseeeeseeeeseeeeneeeeneeeenees About setting up Event Center cccccccccccecceceeeeese cesses
102. Inthe Event window on the Event menu choose Options An options dialog box appears 2 On the Communications tab check or uncheck Q amp A as appropriate and then select OK To turn on or off Q amp A during an event Mac 1 Inthe Event window on the Event Center menu select Preferences 2 Select Tools 3 Check or uncheck Q amp A and then select OK Setting privacy views in Q amp A sessions 158 Host only To protect the privacy of panelists and attendees during an event you can hide or show the following information when questions and answers are published on attendees Q amp A panels Names of attendees who send questions Names of panelists who send answers Time stamps for questions and answers respectively Note The names of attendees and panelists and time stamps are always visible on panelists Q amp A panels To set privacy views 1 Open the Attendee Options dialog by following one of these steps Windows Right click the title bar of your Q amp A panel and then choose Attendee Options Mac Select ctrl click and then choose Attendee Options 2 Chapter 14 Managing Question and Answer Sessions i oaa coos Collapse Panel Alo 4 Minimize Panel Attendee Options Manage Panels In the dialog box that appears select any of the options that you want attendees to see and then click OK Attendee Options When questions and answers are published Attendee
103. K Chapter 23 Polling Attendees Tip To quickly move a tab to the left or right select the tab and use a drag and drop operation to move it Editing a questionnaire You can change the type of a question and edit rearrange or delete the questions and answers To change the type of a question 1 Select the question by clicking it and then select the new type of question in the Question section 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 EDAR 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 Windows Mac To rearrange questions or answers Select the question or answer by clicking it and then click the Move Up or Move Down icon as appropriate cath x s 251 Chapter 23 Polling Attendees To delete an entire questionnaire Click Clear All If you have not saved the questionnaire a message box appears asking whether you want to save it or not Displaying a timer during polling You can specify that a timer displays for attendees and yourself when a poll is in progress To display a timer 1 Open the Polling Options dialog box If you use Windows click Options at the bottom of your Polling panel If you use the Mac click this button on the lower right portion of the Polling panel 4 C
104. Lets you type text on shared content Participants can view the text once you finish typing it and click your mouse in the content viewer outside the text box To change the font on the Edit menu choose Font Clicking this button again turns off the text tool Lets you draw lines and arrows on shared content For more options click the downward pointing arrow Clicking this button closes the Rectangle tool Lets you draw shapes such as rectangles and ellipses on shared content For more options click the downward pointing arrow Clicking this button again closes the Rectangle tool Lets you highlight text and other elements in shared content For more options click the downward pointing arrow Clicking this button again closes the Highlighter tool Displays the Annotation Color palette on which you can select a color to annotate shared content Clicking this button again closes the Annotation Color palette Erases text and annotations or clears pointers on shared content To erase a single annotation click it in the viewer For more options click the downward pointing arrow Clicking this button again turns off the eraser tool Letting an attendee annotate shared software 226 Host or Presenter only You can let one or more event attendees annotate a shared desktop if available application or Web browser You can let several attendees annotate shared software at the same time To let an attendee annotate shared soft
105. Note Clicking Send Later takes you to the Event Information page on which you can send invitation email messages at a later time 6 Chapter 2 Planning an Event Click OK and Continue on the messages that appear on your screen Each panelist that you invite receives an invitation email message which includes a link that the panelist can click to obtain more information about the event and to join the event Editing an invitation list When scheduling or editing an event you can edit your invitation list for both attendees and panelists To edit an invitation list 1 On the Schedule an Event or Edit Event page go to the Attendees amp Registration section or Presenters amp Panelists section as appropriate Click Edit invitation list Click the contact s name in the Name column Attendees to Invite Email addites Phone number o nthankcitco cim 1 O Mary White marya Gaeebex com 1 Edit Attendee Full naene Richard Leigh Once you click the name of the Emad address nchankajcseo com frequired contact you can edit the contact Sern e yr information in the Edit Attendee or Phone number 1 Edit Panelist section Tirne Zone Taipei Taipei Time CHT 0 Language English al Locale US her C Update attendee in my address book 25 Chapter 2 Planning an Event Panelists to Invite S ia CATT Sey k O Lewknn Matthews iouanngweber com 1 Engish T imate Select
106. Open the Polling panel in the event 2 Add a question by clicking this button and then typing the question 4 k Qe RIG 3 Add an answer by clicking this button and then typing the answer 4 To add more answers repeat step 3 5 To add more questions repeat step 2 247 Chapter 23 Polling Attendees 6 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 6 RG oS l eo 1 Single Answer Multiple Answers Short Answer When an event is in progress you can Display or create multiple poll questionnaires on your Polling Pol Questions i panel L How did you like the presentation 5 Each poll questionnaire E a very much displays on a tab E b it was OF i E c Not very much Click any of the poll tabs to edit or open the poll 2 iould you recommend this to your friends a Yes b No 3 Please provide additional comments here i mb eta a iL 1 5 S To display additional poll questionnaires on your Polling panel Ifthe poll questionnaire has not been created click the icon New 248 Chapter 23 Polling Attendees w tl Polling Polli Djen he x t4
107. Participants 3 gt chat T Recorder 122 Chapter 10 The Event Window aema The panel remains in the alert status until you open the panel panel is minimized in a full screen view panel is collapsed in a full screen view panel is floating and collapsed in a full screen view 123 11 Assigning Privileges During an Event About granting privileges to participants Once the event starts participants automatically receive default privileges that allow them to perform activities during the event You as the event host can grant additional privileges to participants For example you can allow participants to do the following event activities saving printing or annotating shared content in the content viewer viewing thumbnails of pages slides or whiteboards in the content viewer viewing any page slide or whiteboard of the current content the presenter 1s sharing in the content viewer viewing any document presentation or whiteboard in the content viewer regardless of the current content that the presenter is sharing chatting with specific participants recording the event Granting privileges to attendees and panelists 125 Chapter 11 Assigning Privileges During an Event Granting privileges to attendees You can grant privileges to or remove privileges from attendees during an event To assign attendee privileges during an event 1 Inthe Event window on the Participan
108. Personal Meeting Room who know the password view the list of files in the folder download files from the folder or upload files to the folder depending on the read write settings for the folder Password The password that visitors to your Personal Meeting Room must provide to access the folder Confirm If you specified a password type it again to verify that you typed it correctly Save any changes that you made to folder s properties and then closes the Edit Folder Properties window Close the Edit Folder Properties window without saving any of the changes that you made Opening the My Recordings Page 306 To upload or maintain recordings you must do so from the My Recordings page on your WebEx service Web site To open the My Recordings page 1 Log in to your WebEx service Web site and then click My WebEx 2 Click My Files gt My Recordings The My Recordings page appears showing your recording files Chapter 26 Using My WebEx Uploading a recording file If you recorded an event using the integrated or standalone WebEx Recorder you can upload the recording file with a wrf extension from your local computer to the My Recordings page Note If you recorded an event 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
109. Presentations Documents and Whiteboards 3 Press Enter or click outside the tab The tab displays the new name Tip You can also click the tab name to select it This feature is handy if participants have used the annotation tools to make comments and notes or highlight elements in your document You can save your document with the annotations as a new document separate from your original Of course you can still use the Save As command on the File menu to save the document at the end of your event Changing the name on the tab itself allows others to see the name you are giving the file Also you are making the change at the moment that action is meaningful rather than at the end of the event Reordering tabs The tabs in the content viewer are arranged in the order you open them That order may not be the most logical way to display them You can easily move the tabs so the most current and important items are visible To reorder the tabs in the content viewer 1 Right click any tab 2 Inthe Reorder View Tabs dialog box use the arrows change the order of the tabs Moving a tab up in the order moves that tab to the left in the content viewer Reorder Yiewer Tabs el ES Use the Up and down arrows to reorder the tabs Use khe arrow to reorder the babs Tip To quickly move a tab to the left or right select the tab and use a drag and drop operation to move it 203 Chapter 18 Sharing Presentations Documents and W
110. Save To save the survey as a template for future use and also save it for this event click Save As Template Provide a template name for this survey or save it to an existing template and then click Save Click OK Use This Survey On the Schedule an Event or Edit Scheduled Event page and in the Post event survey section select one of these Display survey in pop up window Specifies that this survey will display in a separate window Display survey in main browser window instead of destination URL Specifies that this survey will display in the main window Note If you select Display survey in main browser window instead of destination URL and also specify a destination URL that displays after the event the destination page will not display after the event 59 Chapter 2 Planning an Event About the Upload or Select Image window How to access this window If you are creating or editing a post event survey do the following In the Create Survey or Edit Survey survey topic window click Add next to Header image or Footer image If you are editing an email template do the following In the Edit Event Email template name window click Add next to Header image or Footer image What you can do in this window You can upload or select an image for the selected survey or email template Options in this window Use this option TO Upload a new image to your image library From the Upload N
111. To return to the Event window while the presenter is sharing software On the Event Controls Panel click the Return to Event Manager icon The Event window then appears To return to a sharing window Do either of the following Inthe Application Share dialog box which appears in the Event window click Return is Application Share Return to Application sharing In the Event window on the Sharing menu click the appropriate sharing option remote computer if available application desktop or Web Browser 223 Chapter 19 Sharing software Annotating shared software Host or Start or stop annotation mode Fresenigr Use annotation tools Let an attendee use annotation Save annotations Participant Ask for permission to use annotation Use annotation tools Save annotations Give up annotations You can annotate a shared desktop application or Web browser during an event using the highlighter or other annotation tool Event participants can see annotations in their sharing windows Starting and stopping annotation 224 Host or Presenter only When you are sharing a desktop application or Web browser you can make annotations on the software Attendees can see all your annotations To start annotating shared software 1 On the Event Controls panel click the Start Annotating button The Annotation button has the image of a pencil on it Pr i The Tools panel appears
112. Web site h _You are sharing hitpc weew cisco com Choose Share Web Gl ee He 7 Ree a Content gt a Web site URL listed on the menu Choose Share Web Content gt Share New Web Content to open another Web site Share Document Share Application hitto Aww Wee corn http w cisco com Share a Mew Web Content Se a es es es ee oe ee ee Synchronizing attendee displays To resize the display of participants to match your display 1 Click this button 4 2 On the menu choose View gt Synchronize for All All attendee displays now match your display 121 Chapter 10 The Event Window Viewing panel alerts If a panel you collapsed or minimized requires your attention the icon representing the panel blinks for a few seconds and changes color to get your attention to a change Here are some reasons for seeing alerts A participant arrives or leaves an event A Raise Hand or Request Phone indicator appears on the Participants panel An attendee sends a question using the Q amp A panel An attendee sends a chat message A poll closes Poll answers are received Example A participant clicks the Request Phone icon in your event and you do not have the Participants panel open This table shows you different ways you can be alerted panel is minimized on an icon tray T Recorder panel is collapsed at
113. Web site at any time Creating a program About creating a program You can create a program to group related events for a specific project product or audience After you add events to a program you can obtain the URL of the program from the program information page and invite participants to register for the associated events by sending them the URL Creating a program You can create a program to group your live or recorded events 65 Chapter 4 Managing Programs To create a program 1 Do any of the following On the left navigation bar click Manage Programs gt Create New Program On the Schedule an Event page or Edit Event page under Event Time and Duration click New program The event that you are scheduling or editing is automatically added to this new program On the navigation bar click Manage Programs gt List of Programs gt New program The Create a program page appears 2 Specify the options on the page and then click Create program 3 If you created the new program from the Schedule an Event or Edit Event page click OK in the message box informing you that adding this event changes its registration options to be the same as those of the program This program displays on the Manage Programs page Obtaining event program and recording URLs 66 After you schedule an event create a program or upload a recording to your Event Center Web site URLs or event addresses for the event prog
114. 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 317 Chapter 26 Using My WebEx Opening your address book You can open your personal address book on your WebEx service Web site to view or maintain information about your contacts To open your address book 1 Log in to your WebEx service Web site 2 On the navigation bar at the top of the page click My WebEx 3 Click My Contacts The My WebEx Contacts page appears My WebEx Contacts Welcome Alice Helgado View Fersonal Contacts Export Import From Microsoft Outlook Search for Search Note Search quenes contact name and emal address Helds onip Index ABCBRBEESHIZELMHGESBEREEIL UM WAXTZE Al Name Email Address Phone Number Language DC e Planning Committee English M E Sales Department English i Christine Huliste christine asr com 1 84 3 654 04 34 English John Mullen roullen zwire corm 1408 1234 567 English C Lisa Grantham lisag zilo com 1 812 909 0004 English T Lisa ai lisw z7euss com 1 815 999 0888 English T Marcel Tillman mtilman amp protech com 1 415 688 5644 English E Sallen Chen schen micolite corm 1 812 834 1222 English Select All Clear All Delete Add Contact Add Distribution Lis
115. 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 313 Chapter 26 Using My WebEx About the My WebEx Files gt My Recordings gt Events 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 Events What you can do here Manage upload and maintain recording files of events 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 a The percentage of available personal storage space on your Gapacity T Mi WebEx Service Web site that is being used by your recordings The percentage of total available storage space on your WebEx Used n MB Service Web site that is being used by all recordings on your site The name of the recording If you record an event on the server the WebEx server automatically uploads the recording to this page In this case the topic of the recording is the topic of the event You can edit the topic at any time Topic Information about the
116. acts 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 324 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 Chapter 26 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 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 If the contact is in your Company Address Book click View Info Information about the contact appears Optional If the contact is in your Personal Contacts list edit the information that you want to change on the Edit Contact s Information page 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 In the View drop
117. ade 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 201 Chapter 18 Sharing Presentations Documents and Whiteboards LF Eraser tool Your mouse pointer changes to an eraser 2 Click the annotation you want to clear To turn off the eraser tool On the toolbar click the Eraser Tool icon D r 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 0 7 2 E 2 To clear your own pointer on all shared slides pages or whiteboards 1 On the toolbar click the downward pointing arrow to the right of the Eraser Tool icon D f Eraser tool 2 Choose Clear My Pointer Renaming tabs 202 As you are sharing an item such as a presentation in the content viewer you can easily change its name on the tab Later when you end the event you can save the document presentation or whiteboard with this new name To rename a tab in the content viewer 1 Right click the tab name you want to change 2 Enter the new name on the tab Chapter 18 Sharing
118. aie normally view it To display thumbnails or miniatures of shared pages slides or View Thumbnails whiteboards to the side of the content click View Thumbnails This tool helps you locate a page or slide quickly Displays shared content in a full screen view Helps you to ensure that participants can view all activity on your screen Also helps to 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 tothe left or right so they appear correctly in the content viewer Lets you display shared content at various magnifications Click Zoom In this button and then click the page slide or whiteboard to Zoom Out nN change its magnification For more magnification options click the downward pointing arrow For presenters synchronizes all participants displays with your display Helps to ensure that all participants are viewing the same page or slide at the same magnification as in your display Synchronize Displays for All aL goe Working with panels Your service determines which panels display initially 110 Chapter 10 The Event Window A ari Participants 3 i J Meme 8 o Tos Pariste 1 5 Janice Gondmnan Host will Attendees 2 0 depiryad View af attendees me Chal al Polley
119. ail addresses in the Send to list separated by commas Optional Type a message in the Your message box Click Send Chapter 26 Using My WebEx Your email message will be sent to the selected recipients and will include information about the recording and a link to play it About the Add Edit Recording page How to access this page If you are adding a recording 1 On your WebEx service Web site click My WebEx gt My Files gt My Recordings 2 Click Add Recording If you are editing information about a recording 1 On your WebEx service Web site click My WebEx gt My Files gt My Recordings 2 Click the More button in the row of the recording that you want to edit 3 Click Modify La Download ah Re assign Lae Delete What you can do here Edit general information about a recording including the topic and description Require a password to play or download the recording Options on this page Use this option Mor Topic Specify the topic of the recording 309 Chapter 26 Using My WebEx Description Provide a description of this recording Recording file Click Browse to select the recording file that resides on your local computer Duration Specify the duration of the recording File size Displays the size of the recording file Available only when editing recording information Set password Set an optional password that users must provide to view the recording
120. all participants ccceeee 54 Adding a post event SUIVEY ccccccccsececeeeeceececseeceeeceueeceueecsueessueessueessueeseases 54 About the Upload or Select Image WINKOW ccccceececeeeeceeeeceeeeseeeeseeeeseaees 56 Specifying other Options for attendees ccccceeccceececeeeeceeeeseeeeseueeseueeseueessneeseness 56 Allowing registrants to invite friQNS ccccccecsececseeeceeeeeeeeeseeeseeeeeeeeesaueesaaess 57 Specifying a maximum number of registrants cececeeeeceeeeceeeeeeeeesaeeeeaeeeees 57 Specifying options for presenters amp PANGIISTS cccccceeccececeeeceeeeeeeeseeeseeeeseeeseess 5 Displaying the QUICK Start tab ccececccccceseeceeeceeeceesceeeeceeeeeeeeeeeseeeeeeeeeaes 57 Allowing panelists to upload documents cccccsseceeseeeesseeeseeeeseeeesenereneneres 58 Scheduling Editing Canceling and Starting an Event ccccesseeseseeeseeeeeeeeeees 59 Scheduling AN CVENA ccccecccceecccceececceececseeeeceeeeeseaeeeseueeeseueeeseeesseeeessaeeesseeeeseneeeeas 59 NG N OVE ee ee nee eee ee ee 60 About starting AN CVENK ccccceecccseccceeeecseeeceeeeeeeeeseeeeseueeseueeseeesaueeseusesaueesanees 60 Starting an event from My WeDEX ccccceeccceeececeeeeesseeeesaeeeeseeeeeseeeeeseeeesaees 60 EJIDO a SCNCOUICO CV CMe eee EE EE EN EEE EEE 61 About eding a Scheduled CV GAN cccaceceadcccastadencaceadenencbadeecassaceacesbadcoceead
121. ame Required The contact s first and last name Chapter 26 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 phone that is the number that you must dial if the contact resides in another country The area or city code for the contact s office phone number The contact s office phone number The extension for the contact s office phone number if any The country code for the contact s cellular or mobile phone that is the number that you must dial if the contact resides in another country The area or city code for the contact s cellular or mobile phone number The contact s cellular or mobile phone number Thee extension for the contact s cellular or mobile phone number if any The country code for the contact s fax number that is the number that you must dial if the contact resides in another country The area or city code for the contact s fax number The contact s fax number The extension for the co
122. an event Leaving an event as the host If you want to leave an event but do not want to end the event for all participants you can transfer the host role to a panelist before leaving If you are participating in a call back teleconference or an Internet phone conference Event Center disconnects you from the conference once you leave the event To leave an event 1 Inthe Event window on the File menu choose End Event The End Event dialog box appears 2 Select Leave this event without ending it 3 Inthe New Host drop down list choose the panelist to whom you want to transfer the host role 4 Click OK If you have not yet saved annotated documents or presentations poll questionnaire poll results or chat messages Event Center asks you whether you want to save them before ending the event Once you respond to the message the Event window closes Ending an event Once you end an event the Event window closes for all participants If the event includes an integrated teleconference or an Internet phone conference the conference also ends 154 Chapter 13 Managing an Event To end an event 1 In the Event window on the File menu choose End Event The End Event dialog box appears Select End this event for all participants and then click OK If you have not yet saved annotated documents or presentations poll questionnaire poll results or chat messages Event Center asks you whether you want to save them befor
123. an select a color to annotate shared content Clicking this button again closes the Annotation Color palette Annotation Color a 186 Chapter 18 Sharing Presentations Documents and Whiteboards Erases text and annotations or clears pointers on shared content To Eraser LD 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 information You can open a document whiteboard desktop or application to share by clicking the sharing icons in the upper left corner Sharing tools for Windows A Sharing tools for the Mac a Jesktop Whiteboard mi a a ee na agn g en iae Share a document or presentation that resides on your computer Participants view the shared document or presentation in their content viewers Share Document Share any application on your computer with event participants Share Application m Participants can view the shared application in a sharing window on participant screens Share your computer desktop with meeting participants including any applications windows and file directories that are currently open Participants can view the shared desktop in a sharing window on participant screens Share Desktop Share Whiteboard Participants can view a shared whiteboard in their content Share a whiteboard on which you can draw and write viewers Note Click Share on
124. and check Note Questions with an asterisk are required boxes for the questions Remember me on this Save your contact information such as the name email computer address and title for future use You can remove your information stored on this computer by clicking Clear my information Submit Submit your answers and complete your registration About the List of Events page The List of Events page provides these three views List of Events by Date page events sorted by their dates List of Events by Program page a list of programs groups of related events Event Recordings page a list of recorded events that the event hosts have published on your Event Center Web site Accessing the List of Events page On the left navigation bar expand Attend an Event and then click List of Events Accessing different views of the List of Events page In the upper right corner of the List of Events page you see two links 97 Chapter 9 Registering for an Event Example In this figure the List of Events page is displaying a list of View Events by Date View Event Recordings events by program To access another view click one of these two links Registering from an event URL Attendees only You can register for an event from its URL if you received the URL from the host To register for an event from its URL 1 Goto the URL that the host gave to you The Event Information page appears 2 Click Register
125. and other options available for your account To edit your user profile 1 Log into your WebEx service Web site 2 On the navigation bar click My WebEx 3 Click My Profile 4 Edit the information on the page 5 When you are finished editing your user profile click Update Managing scheduling templates About managing scheduling templates 336 Scheduling templates let you save the options you set for an event for later use Once you save a scheduling template you can use it to quickly schedule another event instead of setting the same options again If you saved a scheduling template using the Save As Template option when scheduling an event 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 Chapter 26 Using My WebEx Managing scheduling templates You can view edit or delete any scheduling templates that you saved To manage scheduling templates 1 2 3 Log in to your WebEx service Web site 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 Use Ctrl to select multiple templates EC Company Events Getto EC ZipSoft Demos E Edit Delete Sele ct ll Click one of the following buttons to perform an action on the template Get Info Shows the options you set in the t
126. and use source IDs to track attendees who view the recording Send to Vendor Back to List Clicking the button returns you to the My Event Recordings page Sending an email to share a recording You can send an email one or more people to share your recording with them 2 8 To send an email to share a recording with others 1 2 Go to the My Event Recordings page Open the Share My Recording window Click the following icon for the recording that you want to share with others j Click the linked name of the recording you want to share On the Recording Information page click Send Email Gend Email i The Share My Recording window appears Chapter 25 Publishing a Recorded Event i gt Shave hiy Heco ding Mergol moniti Lepine provided by A jm F Dami Aice v Send a copy of the ara io ma Your mesa ge Optional The Sia heer ill Ge pani io jha festepenet Vatus neoting Sb AS dune 24 2008 27 an San Fiesceco Tene Deka 3 mans 3 Select recipients for your email Click Select Recipients to select contacts from your Contacts list Type email addresses in the Send to list separated by commas 4 Optional Type a message in the Your message box 5 Click Send Your email message will be sent to the selected recipients and will include information about the recording and a link to play it Sending an email to vendors and tracking viewing of recording You can send an email to up to th
127. any time If you already published a recording the changes you make to the recording information will appear on the Event Recordings page which is accessible to all visitors to your Event Center Web site To edit information about a recorded event 1 Goto the My Event Recordings page 2 Click the More icon for the recording that you want to edit i 3 Click Modify from the menu Send to Vendor a Delete 4 The Edit Event Recording page appears 5 Make your changes 6 Click Save About the My Event Recordings page How to access this page Do either of the following 269 Chapter 25 Publishing a Recorded Event 2 0 Log in to your Event Center Web site and then click My WebEx From the left navigation bar click My Files gt My Recordings gt Events Log in to your Event Center Web site On the left navigation bar click My Event Recordings What you can do here Manage upload and maintain recording files of events 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 name of the recording If you record an event on the server Topic the WebEx server automatically uploads the recording to this page In this case the topic of the recording is the topic of the event You can edit the topic at any time OR The percentage of available p
128. aracters that an attendee can type in the text box A text box can contain a maximum of 256 characters Specify the number of lines that the text box contains To specify the number of lines you must first select Multi line next to Type If you do not specify a number Event Center uses the default height which is one line 13 Chapter 2 Planning an Event About the Add Check Boxes window 14 How to access this window If you are creating or editing a post event survey do the following 1 On the Schedule an Event or Edit Event page go to the Event Description amp Options section 2 Doone of the following If this is the first time you create a post event survey on your Event Center Web site click Create post event survey If you saved surveys as templates before click Select survey On the window that appears click Create New Survey 3 In the window that appears click Check Boxes If you are creating or editing a registration form do the following 1 On the Schedule an Event or Edit Event page go to the Attendees amp Registration section 2 Click the link next to Registration form 3 In the window that appears click Check Boxes What you can do in this window Specify questions that allow attendees to select multiple answers or choices on the survey or registration form Each answer or choice appears next to a check box Options in this window Use this option TO Group label for check
129. art your computer now or later Preparing for an event To take advantage of the many features available in an event check your system and then install some tools to extend event capabilities Check your system for UCF compatibility Gf you have presentations with animations save them as ucf so event attendees can view these effects Set up and install Cisco WebEx Connect Share a remote computer if this feature is available Chapter 1 Setting up and Preparing for an Event Checking your system for UCF Compatibility If you intend to play or view Universal Communications Format UCF media files during the event either as a presenter or an attendee you can verify that the following components are installed on your computer Flash Player for playing a Flash movie or interactive Flash files Windows Media Player for playing audio or video files Checking your system is useful if you or another presenter plans to share a UCF multimedia presentation or standalone UCF media files To check your system for UCF compatibility 1 On the navigation bar do one of the following If you are a new event service user click New User If you are already an event service user expand Set Up then click Event Manager 2 Click Verify your rich media players 3 Click the links to verify that the required players are installed on your computer Note The option to check your system for required rich media players is available only if
130. articipants join the event they can begin viewing your presentation Choosing an import mode for document or presentation sharing For Windows users only Before you share a document or presentation you can choose one of the following import modes Universal Communications Format UCF The default mode Lets you display animations and slide transitions in Microsoft PowerPoint presentations In the UCF mode Event Manager imports documents and presentations more quickly than it does in the printer driver mode However pages or slides may not appear consistently in Event Manager across platforms 189 Chapter 18 Sharing Presentations Documents and Whiteboards Printer driver Displays shared documents and presentations as they appear when you print them providing a consistent appearance of pages and slides in Event 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 or documents that you are currently sharing To apply a new import mode to a shared document or presentation you most close it first and then share it again To choose an import mode for shared documents and presentations 1 In the Event window on the Event menu choose Options The Event Options dialog b
131. arting them from a menu or toolbar Show Quick Start to host and presenter The Quick Start appears in the content viewer for the host and presenter Show Quick Start to attendees The Quick Start appears in the content viewer for attendees Select this option only if you intend to let attendees share information during your meetings You can change this default setting when scheduling a meeting Web page preferences options Home page Time zone Set the first page that appears when you access your WebEx service Web site 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 335 Chapter 26 Using My WebEx Use this option To Language Set the language in which your WebEx service Web site displays text Note The languages that appear in this list are limited to the languages that have been set up for your Web site Locale Set the format in which your Web site displays dates times currency values and numbers Editing your user profile Once you obtain a user account you can edit your user profile at any time to change account login information contact information
132. as no effect on the size in which the shared software appears on attendees screens Attendees can control the size of their views independently To synchronize your view with attendees On the Event Controls Panel click the down arrow the last button on the panel and then choose View Then choose Synchronize for All Ges Recorder Float All Panels Manage Panels Audio Full screen For Participants Synchronize For All Meeting Options Bock Meeting Controls 219 Chapter 19 Sharing software Selecting a monitor to share To select a monitor to share 1 Start sharing your desktop On the Quick Start page select Share Desktop If two or more monitors are detected on your system a window appears and allows you to select one of the monitors Select a monitor to share En On the Share menu select Desktop A submenu shows the available monitors view U dio Participant Meetini Presentation or Document Cbrl Alk o 4oplication Ctrl Alk 4 Desktop Ctrl Alk D Monitor 1 Whiteboard Ctrl alt h Monitor 2 Web Content Web Browser Remote Computer My Meeting Window 2 Select the monitor you want to share The Event Controls Panel indicates which monitor you are sharing If you are sharing the same monitor where the Event Controls Panel is it says You are sharing this monitor 220 Chapter 19 Sharing software If you are sharing
133. ation 1 On the Share menu choose Presentation or Document The Share Presentation or Document dialog box appears 2 Select the document or presentation that you want to share 3 Click Open The shared document or presentation appears in the content viewer Chapter 18 Sharing Presentations Documents and Whiteboards Tips for sharing documents and presentations These tips can help you share documents or presentations more effectively To import slide presentations quickly Limit the number of animations and slide transitions Minimize the number of screen shots that you add to slides especially bitmap graphics Bitmaps do not compress well To improve the speed at which shared pages or slides appear in participant content viewers save the document or presentation as a ucf Universal Communications Format file before the event starts Then share the ucf file instead of the document or presentation itself You can annotate shared presentations or documents in the content viewer however you cannot edit them If you want to edit shared information you can use application sharing instead If you are sharing a PowerPoint presentation you can open PowerPoint Motes the PowerPoint Notes panel and view any notes you have added to the slide in the presentation Reset to d fault Minimize all To save time during an event begin sharing the document or presentation before the event s starting time That way after p
134. ation on your computer with event attendees To share an application 1 On the Share menu choose Application The Application Share dialog box appears showing a list of all applications currently running on your computer p Select Application Select the application that you want to share Microsoft Project Projecti H Inbox Microsoft Outlook Le Adobe Photoshop Document Microsoft Word Microsoft Excel E Microsoft Interet Explorer a0 Windows Explorer New Application BM Share Stop Sharing 2 Do one of the following Ifthe application you want to share is currently running select it in the list and then click Share Ifthe application you want to share is not currently running click New Application The New Application dialog box appears showing a list of all applications on your computer Select the application and then click Share Your application appears in a sharing window on attendees screens For tips that can help you to share applications more effectively see Tips for Sharing Software 211 Chapter 19 Sharing software Sharing several applications at once Host or Presenter only If you are already sharing an application you can share additional applications simultaneously Each application that you share appears in the same sharing window on attendees screens To share an additional application Select the application you want to share If that ap
135. ation options customized registration questions and email templates is automatically copied to the Schedule an Event page You can edit the information or options before scheduling the event Note The participant list panelist information and registrant data are not copied to the Schedule an Event page To choose an event template On the Schedule an Event page or Edit Event page in the Event template drop down list choose a template Creating or editing an event template 42 You can create or edit a template from the Schedule an Event page The templates you create or edit on this page will be included under My templates in the Event template drop down list Note Only the site administrator can edit or create the Standard templates However you can save a Standard template as a new template under My templates To create an event template 1 Doone of the following as appropriate Specify the options on the Schedule an Event Choose a template in the Event template drop down list 2 Click Save as template on the bottom of the Schedule an Event page 3 In the window that appears type the name of the new template in the Template name text box 4 Click Save To edit an existing event template 1 Inthe Event template drop down list choose the template that you want to edit Chapter 2 Planning an Event Note You can modify only the templates under My templates Only the site administrator can edit the Standard t
136. before you start the practice session If you do not have a presentation for attendees to view while a practice session is in progress they see a message in their Event windows stating that the production team is in a practice session Start the practice session early enough before the event so you can finish it before your event is scheduled to start The following table outlines what the speakers and attendees can view once the host starts a practice session 85 Chapter 7 Conducting a Practice Session Participants panel Q amp A sessions Chat Document sharing Application sharing or desktop sharing 86 Can view the entire participants list Can receive and answer questions sent by attendees Can send chat messages among team members Cannot receive chat messages sent by attendees Can send chat messages to attendees by selecting All Attendees in the Send to drop down list Cannot view documents presentations or applications that were opened before the host starts the practice session The host must stop any desktop or application sharing before starting the practice session Any desktop or application shared within the practice session can be viewed only by the production team The Panelists list appears grayed out and is unavailable Can send questions to the production team Cannot view chat messages within the practice session unless a production team member sends chat me
137. ber in the Field below Your motte contacts SHG necks i Look up contacts LESoSSS5555 Agd gt Or bye 4 meia phone runner Uriied Skates of America 1 7 SOLSS55555 3 Select a participant from your mobile contact list or type a mobile phone number 4 Click Add to add each participant to the SMS recipients list 5 Click Send to send the invitation to all numbers in the SMS recipients list Each participant receives a text message which includes A number the participant can call to join the event The account code Event topic Event start time The host name A reply code to receive a call from the meeting Creating a greeting message for attendees 142 During an event you can create a message and display it to attendees once they join the event You can write your own message or edit the default text Example In your message you can welcome the attendee to the event and provide important information or special instructions about the event Chapter 13 Managing an Event To create a greeting message during an event 1 Inthe Event window on the Event menu choose Welcome Message The Create an Attendee Greeting window appears O Display this message when attendees join the event Message Veloome to my evant You can Chat and share presentations documents OF SPplicaetions Fight in your browse Regards Janet Parkeer ka 255 characters max Cancel 2 S
138. ble When you expand the panel it reappears in its full form To collapse or expand a panel Click the icon in the upper left corner of a panel to b DEA collapse or expand it Hp Media Viewer H Participants 3 Restoring the panel layout 114 If you have closed minimized or expanded or collapsed panels you can restore the display to the layout you specified in the Manage Panels dialog box that existed when you first joined the event if you did not specify a layout via the Manage Panels dialog box To restore the panel layout 1 Click this button for Windows Chapter 10 The Event Window a for the Mac 2 Choose Restore Layout Accessing panel options Each panel provides a menu of commands related to the panel Expanding and minimizing 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 Panel Participants Chat Media Viewer Options Sound Alerts Lets you choose a sound to play when a participant joins the event leaves the event clicks the Ask for Mic button on the Participants panel Attendee Privileges Available for only the event host Displays the Attendee Privileges dialog box My In
139. board You can switch views in the content viewer by clicking the viewing icons in the bottom left corner of the content viewer Apals c Ja R view tos Clicking Standard View displays the shared content as you would Standard View es normally view it To display thumbnails or miniatures of shared pages slides or View Thumbnails whiteboards to the side of the content click View Thumbnails This tool helps you locate a page or slide quickly Displays shared content in a full screen view Helps you to ensure that participants can view all activity on your screen Also helps to 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 H O Rotate page ae to the left or right so they appear correctly in the content viewer Zoom In A Lets you display shared content at various magnifications Click this button and then click the page slide or whiteboard to 185 Chapter 18 Sharing Presentations Documents and Whiteboards Zoom Out change its magnification For more magnification options click the downward pointing arrow For presenters synchronizes all participants displays with your display Helps to ensure that all participants are viewing the same Synchronize g t page or slide at the same magnification as in your displa
140. browser Lets you and other participants annotate Web pages Disadvantages Does not display media effects or transmit sounds on Web pages Does not let participants interact with Web pages independently Chapter 20 Sharing Web Content Web content sharing Displays Web pages Does not let you guide and lets participants participants to other Web experience media effects pages on Web pages including video and sound Lets participants interact with Web pages independently in their content viewers 239 Sharing Multimedia on the Media Viewer Panel About sharing multimedia Web content on the Media Viewer panel You can share multimedia content that resides at a Web address or URL on the Media Viewer panel This option ensures that the multimedia content you are sharing remains visible or playing to event participants regardless of the types of content you are presenting in the content viewer Note The content viewer displays one or more documents presentations applications and whiteboards that you share during an event Document tabs at the top of the viewer allow you to switch among multiple shared documents presentations and whiteboards The multimedia content you can share includes audio video Flash movies graphics and WebEx Recording Format files 23 Chapter 21 Sharing Multimedia on the Media Viewer Panel Sharing multimedia content in the media viewer 238 You can
141. cator appears next to a column heading and the events are sorted by the column in ascending order The Descending Sort indicator appears next to a column heading and the events are sorted by the column in descending order The starting time for each scheduled event Click the box next to a meeting start time to select that event Click the box next to the Time column heading to select or clear all events in the list The topic for an event that you are hosting Click the topic name to get information about that event Indicates the type of online event that you are hosting Available event types depend on the configuration of your WebEx service Web site Indicates that the live event is in process Chapter 26 Using My WebEx The status of the event Status Start You can start this event that you are hosting at any time by clicking the link Join End for hosts For a event in progress that you are hosting you can join or end the event Appears if you left a event or you allowed participants to join the event before its starting time and participants have already joined the event QO Join Lets you join the event in progress O End Ends the event Join for attendees The event that you are invited to has started and you can now join the event Registration for attendees The event that you are invited to requires registration To display a page on which you can register to attend the event
142. ck palette displays a running tally of responses On the Participants panel a response indicator appears to the right of the name of each participant who has responded to a presenter s question Removing feedback You can remove all the feedback at any time during an event To remove feedback erase all responses 1 On the Participants panel click the Feedback button on the toolbar 2 Click Clear 264 LO Publishing a Recorded Event If you record an event using WebEx Recorder you can publish and make available the recording on your event service Web site s Event Recordings page in one of the following ways If the recording is made from the integrated or standalone WebEx Recorder upload the recording file with a wrf extension from your local computer to the My Event Recordings page and publish it from that page If the event was recorded on the server the WebEx server automatically uploads the recording file to the My Event Recordings page You can maintain and publish the recording from that page Specify the Web address or URL at which the recording resides on a publicly accessible Web server such as your organization s Web site To use this option you can ask your organization s Webmaster to store the recording on the server and provide you with the URL for the recording Send an email to share the event recording Send an email to vendors to share an event recording Before publishing a recorded event you ca
143. ck the Go to My Personal Meeting Room link Alternatively in My WebEx click My Profile and then click the Personal Meeting Room URL link in the Personal Meeting Room section Your Personal Meeting Room page appears The following is an example of a Personal Meeting Room page Cindy Rao s Meeting Room a 7 Veicome to my meetings page Ths page shows al my sche d T n rg Meetings Files Emabeh San francisco Time d a meeting that 1s not bsted below Fai goin P 4 Monday May 19 2008 gt O ai mMaetinge Time Topic Type In Progress 1258 pm NMeokly Sales Meeting ater Today Not Started 300 pm 1 Sales Re Meeting 400 om eling in Asian Mackets Meeting J ot a awe ow ae TT TO sitet Tip Add your Personal Meeting Room URL to your business cards your email signature and so on 295 Chapter 26 Using My WebEx Setting options for your Personal Meeting Room page You can add the following to your Personal Meeting Room page An image for example you can add a picture of yourself or your company s product A custom banner image to the header area of your Personal Meeting Room page if your user account has the branding option For example you can add your company s logo A welcome message For example you can provide a greeting instructions on joining an online session information about yourself your product or your company At any time you can replace or delete images and text that you a
144. click the saved file The document presentation or whiteboard opens in the WebEx Document Viewer Printing presentations documents or whiteboards You can print any shared presentations documents or whiteboards that appear in your content viewer A printed copy of shared content includes all annotations and pointers that you or other participants added to it To print shared content 1 Inthe content viewer select the tab for the document presentation or whiteboard that you want to print 205 Chapter 18 Sharing Presentations Documents and Whiteboards 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 Event Manager resizes it to fit on the printed page However for whiteboards the Event Manager prints only the content that lies within the dashed lines on the whiteboard If you are an event participant If you are participating in an event and have not taken on another role such as host or presenter you can move around independently in shared documents and presentations if the host has assigned these privileges to you For shared documents presentations and whiteboards you can display any page synchronize your view with the host s view save shared documents open shared documents print shared documents Displaying pages slides or whiteboards For attende
145. cording Information page 2 6 How to access this page Open your event recordings list Log in to your Event Center Web site and then click My WebEx From the left navigation bar click My Files gt My Recordings gt Events Log in to your Event Center Web site On the left navigation bar click My Event Recordings What you can do here View information about an event recording Obtain URLs for playback or downloading of an event recording Open the Edit Recording Information page on which you can edit information about an event recording Options on this page Option Topic Type Recording date Panelist information Duration Description Number of viewers Use password Post recording survey Playback Download link Play Now end Emal Chapter 25 Publishing a Recorded Event Description The name of the recording If you record an event using the Network Based Recorder the WebEx server automatically uploads the recording to this page In this case the topic of the recording is the topic of the event You can edit the topic at any time The publication status of the event recording which can be one of the following Listed The recording is published that is the recording appears on the Event Recordings page which is accessible to all visitors to your Event Center Web site Unlisted The recording is not published that is the recording appears only on the My E
146. ct the appropriate check box For example select the Thank You for Attending check box to send a follow up email message after the event ends Options in this section Using this option You can do the following Email Format Select Plain Text to send all email messages in plain text format Select HTML to send all email messages with the formatting you want such as numbering bullets bold face and italics Invitation emails Click the Attendees link to customize the invitation email message to attendees Click the Panelists link to customize the invitation email message to panelists 2 Chapter 2 Planning an Event 28 Using this option Registration emails Event updated emails You can do the following Select the check boxes to send notifications to registrants about their registration status Pending Notifies that you have received the attendee s registration and that it is pending approval Approved Notifies that you have accepted the attendee s registration This email message contains a link the attendee can click to join the event Rejected Notifies that you have declined the attendee s registration request The default email message does not contain a reason for rejection So you may want to customize the message Event In Progress Sends an email message to the attendees you invite after you start the event Click this link to customize the email message Note To cu
147. cument Event Manager saves the changes to the existing file To save a copy of a document presentation or whiteboard 1 On the File menu choose Save As gt Document Chapter 18 Sharing Presentations Documents and Whiteboards The Save Document As dialog box appears 2 Do either or both of the following Type a new name for the file Choose a new location at which to save the file Opening a saved document presentation or whiteboard If you saved a document presentation or whiteboard that appeared in the content viewer during an event you can do either of the following Open file in the content viewer during another event for sharing Only a presenter or participants who have the Share documents privilege can open a saved file during an event 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
148. d in the list If you click this link a message appears allowing you to confirm that you want to cancel the event Another message appears allowing you to inform any invited attendees that you canceled the event Does not apply to support sessions Maintaining Your Personal Meeting Room Page About your Personal Meeting Room page Your user account includes a Personal Event Room page on your WebEx service Web site Users who visit your page can View a list of online events that you are hosting either scheduled or in progress Join an event in progress 294 Chapter 26 Using My WebEx View your personal folders and upload or download files to or from your folders depending on the settings you specify for your folders You can customize your Personal Meeting Room page by adding images and text to it To provide users with access to your Personal Meeting Room page you must provide them with your Personal Meeting Room URL Tip Add your Personal Meeting Room URL to your business cards your email signature and so on Viewing your Personal Meeting Room page You can view your Personal Meeting Room page at any time by going to the link for the page The link for your Personal Meeting Room page is available on your My WebEx Meetings page My WebEx Profile page To view your Personal Meeting Room page 1 Log in to your WebEx service Web site and then click My WebEx The My WebEx Meetings page appears 2 Cli
149. d not sign up for an account on your site and you can begin hosting s immediately If your site administrator has made the self registration feature available you can sign up for an account on your WebEx service Web site at any time To obtain a user account using the self registration feature 1 Goto your WebEx service Web site 2 On the navigation bar click Set Up gt New Account The Sign Up page appears 3 Provide the required information 4 Click Sign Up Now Chapter 26 Using My WebEx 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 another email message containing your username and password Note Once you obtain a user account you can edit your user profile to change your password and provide additional personal information You can also specify site preferences such as your default home page and time zone Logging in to and out of the WebEx service site To manage your online s maintain your user account you must log in to your WebEx service Web site To log in to your WebEx service site 1 Goto your WebEx service Web site 2 In the 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 you
150. dages Robe On the Foaling icon bray ony the first four panais val ba deaplayed The remaining panels wal be avalabia From the manu M Allow participants bo change the sequence of pints Minimizing panels Use the Add or Remove buttons to specify which panels should display in your event window Use the Move Up or Move Down buttons to specify the order of the panel display Click the Reset button to restore the panel view to the default layout Clear the check box beside Allow participants to change the sequence of panels if you want to permit attendees to manage their own display of panels Minimizing a panel causes the panel to disappear from the display and reappear as an icon on the icon tray To minimize or close a panel for Windows Participants 3 I J Name zs Tools Panelists 1 Janice Goodman Hosta an a a i To restore a minimized panel for Windows Lal Click the Minimize icon on the title bar of the panel you want to minimize Click its icon on the icon tray 113 Chapter 10 The Event Window To minimize or restore a panel for the Mac On the bottom of the panels you see a tray holding icons of the displayed panels Click its icon to minimize or restore the panel The icon of a minimized panel appears grayed on the tray Expanding and collapsing panels When you collapse a panel the body of the panel disappears leaving just the title bar visi
151. dd To add an image to your Personal Meeting Room page 1 2 3 If you have not already done so log in to your WebEx service Web site On the navigation bar at the top of the page click My WebEx Click My Profile The My WebEx Profile page appears Under Personal Meeting Room specify options for your page At the bottom of the My WebEx Profile page click Update Sharing files on your Personal Meeting Room page 296 You can share folders on your My WebEx Files Folders page so that they appear on the Files tab on your Personal Meeting Room page For any folder that you share you can specify whether users can download files from or upload files to the folder To share files on your Personal Meeting Room page 1 2 3 Open the My WebEx Files page Under Name locate the folder in which you want to share files If the file or folder is in a closed folder click the folder to open it Click the Properties icon for the folder in which you want to share files The Edit Folder Properties window appears Chapter 26 gt Edit Folder Properties Windows Internet Explorer Edit Folder Properties Name pictures Description Size 401 KB Share Note the changes apply to all the files in this foldar Do not share this folder O Share this folder ohare a Remi download oniy fle names are visibla Winte upload iy fla names are mot wsiblaj Feed amp Write download and upload fle names are warble
152. de information about the contact 5 Click Add 319 Chapter 26 Using My WebEx Note You cannot add contacts to your Company Address Book Ifyou want to add multiple contacts you can them all at once instead of adding one contact at a time About the New Edit Contact page 320 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 To Enter the contact s first and last name Enter the contact s email address Set the language in which any email messages that you send to the contact using your WebEx service site appear Available only if your WebEx service Web site can be displayed in two or more languages Enter the company or organization for which the contact works Enter the contact s position in a company or organization Enter the URL or Web address for the contact s company or organization Enter the contact s phone numbers For each number you can specify the following 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
153. description t You can mute or unmute your own microphone at any time mute all attendees microphones Participant Rules a mute or unmute a specific participant s microphone Participant mute or unmute your own microphone at any time Muting and unmuting participant microphones Host and panelist only In an Integrated VoIP conference you can mute or unmute one or more participant microphones 179 Chapter 17 Using Integrated Voice Conferences To mute or unmute a specific participant s microphone 1 On the Participants panel select the participant for whom you want to mute or unmute the microphone 2 Click Mute or Unmute to control the participant s microphone The Muted or Unmuted indicator appears to the left of the participant s name For example Wanda Berstein The indicator beside the attendee s name changes state when you mute or unmute the attendee s microphone 5P Warda Berstein a Note If a participant is a current speaker in an Integrated VoIP conference and you have not muted his or her microphone that participant can mute or unmute his or her own microphone independently To mute or unmute an attendee s microphone click View all attendees on the Participants panel Select the attendee s name and then click Mute or Unmute To mute or unmute all participant microphones at time of joining On the Participant menu choose Mute on Entry To mute or unmute all participants
154. dicator You can remove the privilege from them or grant the privilege to them at any time during the event 149 Chapter 13 Managing an Event To remove or grant the attention tracking privilege 1 On the Participant menu choose Assign Privileges To gt Panelists 2 Ifyou use the Mac select the Communications tab 3 Check or uncheck Attention Tracking as appropriate Designating a presenter 150 As the host you are initially the presenter as well During an event you can designate any panelist as the presenter You can also reassume the presenter role or change the presenter at any time Important Changing the presenter discontinues any application Web browser or desktop sharing session currently in progress However any documents presentations or whiteboards that the current presenter is sharing remain in the content viewer of the Event window To designate a presenter 1 On the Participants panel select the name of the panelist whom you want to designate as the presenter 2 Do either of the following On the Participants panel click the Make presenter button e On the Participant menu choose Change Role to gt Presenter The green presenter indicator appears to the left of the panelist s name To reclaim the presenter role On the Participants panel select your own name and then click the Make presenter button Note If the presenter leaves the event the host becomes the presenter Chapter 13
155. ding a new contact to your invitation NIST cece ceececeeeceeeeee ees eeseeeeseeeeaes 21 Adding existing contacts to your invitation lISt ccccccceecseeeseeeseeeeeeeeneeeneeeeees 22 Importing a distribution list to your invitation IISt cece seeeceeeeeeeeneeeseeeeaeeeeees 23 Creating an invitation list and inviting panelists to your eEVENT ccceeeeeee 24 Editing AN INVITATION LIST 00 ee ceccceeeeseeeceeeeeeseeeseeeeeaeeseeesaueeseesaeeteueeaeeeseeesaes 25 Sending email messages tO participants cecccseeccseeeeseeeeeeeeeseeeeeeeesaeeeeseeesaeeeeas 26 About sending email messages tO PartiClOANtS ccceecceecceeeseeeeeeeeeeeeeesaeees 26 About the Email Messages SECTION cccsecccseeeceeeeceececeueeceuseseueeseusessueesaaees 27 Including iCalendar attachments in email MESSAGES seecceseeeeeeeeeeeeeeeeees 29 CUSTOMIZING Ciel WiCSS AG 6S a E E 30 About customizing email MESSAGES ccccsecccseeeeeeeeeeeeesaeeeseeeeeeeeeseueeseeeeseaees 30 About the Edit Event Email Template Name template name page 30 Customizing an email message for a specific event ceecceeeeeeeeeeeeeeeeeeeeees 32 Customizing an email message for future EVENTS ccccceeeeceeeeeeeeeeeeeeeaeeeees 32 About variables in an email template ccccccccccssecceeeeeeeeeseeeeseeeeseeeeseeeesaees 33 Selecting audio conference Options cccccse
156. ding with others Displays a menu with more options for your recording ga Download Lets you download the recording to your local computer If downloading the file requires a password you must provide the password _ Modify Lets you edit information of the recording Send to vendor Lets you send an email to share this recording with a vendor L Delete Lets you delete the recording from this page 2 1 Chapter 25 Publishing a Recorded Event Lets you upload a new recording Add Recording Indicates that a recording is password protected Ep 7 Indicates that registration is required to view the recording About the Add Edit Event Recording page How to access this page If you are adding a recording 1 Do either of the following Log in to your Event Center Web site and then click My WebEx From the left navigation bar click My Files gt My Recordings gt Events Log in to your Event Center Web site On the left navigation bar click My Event Recordings 2 Click Add Recording If you are editing information of a recording 1 Do either of the following Log in to your Event Center Web site and then click My WebEx From the left navigation bar click My Files gt My Recordings gt Events Log in to your Event Center Web site On the left navigation bar click My Event Recordings 2 Click the More icon for the recording that you want to edit z r 2 2 3 Click Modify
157. display in the presenter s viewer This option is useful for example if you are viewing a previous slide in a presentation and want to quickly return to the actual slide that the presenter is discussing Synchronizing your display also resizes it to that in the presenter s content viewer To synchronize your view of shared content in the presentation viewer In the Event window on the viewing toolbar click the Synchronize My Display button 2 Synchronize your view tL 207 Sharing software Sharing a tool like a software application works differently from sharing a document or presentation When you share software during an event 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 Your user role in a meeting determines your level of participation in sharing software Whichever role you take this table describes the basic tasks associated with that role For detailed instructions on a particular task click More by the task description host and Share software panelist Presentation or Document Ctri Alk 4 Share ap
158. dit Share View Communicate Participant Event Help Communicate Participant Event Help Windows View Communicate Participant Event Window Help Mac Description Provides commands for setting up sounds for participant actions and incoming chat messages selecting communication tools and display preference within the event Provides commands for saving opening or printing files during an event and ending or leaving an event Provides commands for editing shared content in the content viewer Provides commands for sharing documents presentations applications Web browsers desktops multimedia Web content and whiteboards Provides commands for displaying information in the content viewer on a host s presenter s or attendee s screen Provides commands for setting up an audio conference Provides commands pertaining to participants such as inviting a participant to an event assigning roles and privileges controlling participants audio and so on Provides commands pertaining to the event such as viewing event information and restricting access to the event Provides information about the Event Center service 107 Chapter 10 The Event Window Using annotation tools on shared content In an online event you can use annotation tools on shared content to annotate highlight explain or point to information T 072 E 3 Basic annotation tools Annotation Tool Icon Descr
159. e transitions will not display during the event The event host can prevent participants from joining an event using the Java Event Manager when scheduling the event To show slide animations and transitions in a shared presentation 1 Ensure that the content viewer has input focus by clicking in the viewer The content viewer has input focus if a blue border appears around the outside of the slide in the viewer 2 On the toolbar click the appropriate arrows to move through your presentation Click the d 3 of 17 drop down arrow to select any page or slide D T left arrow to see the previous page or slide right arrow to see the next page or slide Chapter 18 Sharing Presentations Documents and Whiteboards Using keyboard shortcuts to control a presentation When sharing a document or presentation in the content viewer you can use the keys on your keyboard to display pages or slides If you are sharing a Microsoft PowerPoint slide presentation you can also use keyboard keys to show animations on the slides and in slide transitions just as you can when using the Slide Show option in PowerPoint Note Before using keyboard shortcuts click in the viewer to set the input focus in the content viewer A blue border around the shared page or slide indicates that the viewer has input focus Sharing a Presentation Use these keystrokes to move quickly through your presentation Display the next slide or perform the next Space
160. e Schedule an Event or Edit Event page go to Date amp Time 2 Do the following Next to Start date in the drop down lists specify the month day and year at which you want to start the event 45 Chapter 2 Planning an Event Next to Start time in the drop down lists specify the time at which you want to start the event Next to Estimated duration in the drop down lists specify the event duration in hours and minutes Next to Time zones in the drop down list choose a time zone in which you want to view the event To specify more time zones click Display more time zones Planning and selecting event time zones If your event participants are located in different geographical regions Event Center makes it easy for you to select a suitable time across up to four time zones Date amp Time a saath cee tind ng cna ager stale RA el fafa rte ha Lae get ill i asi TL gp Click Plan event time zones to select a suitable Start date June war 08 a man time 2 15 Oam pm Pin deini lene Tones Eeimaed duration 1 haw DO minutes time for your Time renee San Frances Fagit Dayigh bere GTO Oo i participants in Ci Alteadess Cka pi DO meneg beyre the achedded sian tore different time zone Tite miek Nes Tork castem Oryba Tene oT OD hf kyse bene Pore _ eee ee gh Te oll ee Ls Bar ene a e a The time zones you select will display Tel Aar ere Dhori tome G ei
161. e ending the event Once you respond to the message the Event window closes 199 Managing Question and Answer Sessions Host only During a question and answer Q amp A session you can respond to questions that attendees ask during the event A Q amp A session not only provides instant text messaging similar to that in Chat but also does the following Provides a more formal procedure for asking and answering questions in text format Automatically groups questions to help you manage the queue such as quickly identifying questions that you have or have not answered Displays visual cues for the status of questions Lets you assign questions to the appropriate domain expert on your team Allows you to quickly send a standard response to questions for which you cannot or do not want to answer immediately You can save the questions and answers in a Q amp A session to either a text txt file or a comma separated comma delimited values csv file for future reference Tip If you use Q amp A during an event WebEx recommends that a panelist the host or presenter monitors the Q amp A panel at all times during the event Allowing participants to useQ amp A Host only 157 Chapter 14 Managing Question and Answer Sessions To use Q amp A during an event ensure that the Q amp A option is turned on You can also turn it off at any time if necessary To turn on or off Q amp A during an event Windows 1
162. e meetings that you are hosting and attending You can view the meetings by day week or month or you can view all meetings Productivity Tools Setup Optional feature Lets you set up options for instant or scheduled meetings that you can start from applications on your desktop If you install WebEx Productivity Tools you can start or join meetings sales meetings training sessions and support sessions instantly from One Click or from other applications on your desktop such as Microsoft Office Web browsers Microsoft Outlook IBM Lotus Notes and instant messengers You can also schedule meetings sales meetings events and training sessions using Microsoft Outlook or IBM Lotus Notes without going to your WebEx service site Personal Meeting Room Optional feature A page on your WebEx service Web site on which visitors can view a list of meetings that you are hosting and join a meeting in progress Visitors can also access and download files that you share 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 281 Chapter 26 Using My WebEx Also lets you make s
163. e name of the event in the Topic column then click 22nd Emails Ifyou just finish scheduling an event the Send Event Emails portion displays immediately 2 Select Vendors 3 Enter up to three vendors email addresses in the Email address boxes and enter source IDs in the corresponding Source ID boxes 4 Click Send Now The vendors receive an invitation email message that they can forward to potential attendees The email message includes an event URL with the source ID that you associated with a particular vendor If an attendee clicks the link from the vendor s email message Event Center captures the source ID for the attendee Associating source IDs with vendors for a program Follow these steps To associate source IDs with vendor email addresses for a program 1 On the left navigation bar of your Event Center Web site click Manage Programs gt List of Programs w Hoot an Event fchedule an Exaert che Eanes Ernadl Tengplates Reqetrahon Tepes Hons Gumay Dats bone My Ewent Recopdangs w Manage Programs Create Mev Peon List of Programs w Set Up ree Y oe 2 Goto the program page by clicking the name of the program in the Topic column 78 3 4 Chapter 5 Tracking Your Attendees On the program page click tice lf Enter up to three vendors email addresses in the Email address boxes and enter source IDs in the corresponding Source ID boxes Click Send
164. early When scheduling an event you can choose to allow attendees to join the event and WebEx teleconference before the scheduled starting time If attendees join an event before the starting time you receive an email message notifying you that an attendee or panelist has joined your event 48 Chapter 2 Planning an Event Tip You can set up a presentation to inform or entertain the participants while they wait for the event to start To allow attendees to join the event and WebEx teleconference early 1 2 On the Schedule an Event or Edit Event page go to Date amp Time Select the check box for Attendees can join X minutes before the scheduled start time and then specify how early they can join the event Optional To allow attendees to join the WebEx teleconference once they join the event select the check box for Attendees can also connect to WebEx teleconference Note You can set up a presentation to inform or entertain the participants while they wait for the event to start Click Schedule This Event or Update Sending an email reminder to the host before the event You can send an email reminder to yourself as the host before the start of the event To send an email reminder to the host 1 2 On the Schedule an Event or Edit Scheduled Event page go to Date amp Time In the drop down list next to Email reminder choose how early you want the email to be sent before the event starts If you do
165. ebEx Meetings page Weekly tab ccccseccsseeeeeeeeeeeneees 289 About the My WebEx Meetings page Monthly tab cccccceeeeeeeeeeeeneees 291 About the My WebEx Meetings page All Meetings tab cceeeeeeeeeeees 292 Maintaining Your Personal Meeting ROOM PaQe ccccseeeseeeseeeeeeeenseeseeeeeeeens 294 About your Personal Meeting ROOM Page ccccccseceeeeeseeeeeeeeseeeeeeeeaeeeneess 294 Viewing your Personal Meeting ROOM Page cccceccceceeeceeeeseeeeeeeseeeseeeaes 295 Setting options for your Personal Meeting ROOM Page ccccsseeeeeeeeeeeees 296 Sharing files on your Personal Meeting ROOM Page c ccecsseeeesseeeeeeeeeees 296 Maintaining files in your personal folders c cccceseeeeseeeeeeeeeeeeeeseeeesseeeseeeeseeeeeas 297 About maintaining files in your folders cccceececeeeeceeeeeeeeeeeeeseeesaeeeeaeeeeas 297 Opening your personal folders documents and TIl S cccecceeeeeeeeeeeees 298 Adding new folders to your personal folders ccccccseeeseeeeeeeeneeeeeeeeeeeeneees 299 Uploading files to your personal fOIDEMS cccceccceeeceeeeeeeeseeeeeeeeeeeseeeeaeeeas 299 Moving or copying files or folders in your personal folders c ccceeeeee 300 Editing information about files or folders in your personal folders 301 searching for files or folders in your personal folders
166. eccceeeeeceeeeeceeeeseeeeeseeeesseeeessaeeesseeeeeas 36 Setting up a teleconference for an event ccccecccececeeeeeeeeseeeseeeeeeeeseeeseeeaeees 36 Setting up an Integrated VolP conference for an event ccceeceseeeeeeeeeeeees 36 Setting up a dual mode voice CONFEFENCE cceeccceececeeeeceeeeteeeteeesaeeesaneeeas 37 Sharing a presentation or document automatically cccccceeeseeeeceeeeeeeeseeeesaeees 38 About the Add Select Presentation page ccccssccccssseecseeeeeseeeeseeeeeseeeeesaaeees 39 Specifying DASIC informati sexasisinerasiowancresenunsnaienannnesanayanagenineatnnieeneiewananedewanenesanenans 40 Specifying an event type and tOPIC ccceeccceececeececeeeeeeeeeteeeeteeceteeeseneeteeetas 40 Automatically deleting an event after It ENS ce cceecccecceececeeeeeeeeeeeeeeeeeaes 41 Using an event template during scheduling cccceececeeeceeeeeeeeceeeeeeeeseeeseees 41 Creating or editing an event template cccccccccsseccceeeeeseeeeeseeeeeseeeeeseaeeeseees 42 SPECIFYING AN event password c ccccceeccceececeececeeeeceneeteeeteueeteeeteneessneetsneetas 43 Assigning your event to a program ccseccseccceeeceeecneeeseeeceueeaeeeseeeeeneeneeeneeesaes 43 Specifying tracking codes for a scheduled EVENL ccceccceeeeceeeeeeeeeeeeeeseeeeees 44 Reducing network bandwidth usage ccccseccceeeceeeeceeeceeeceeeseeseueeseeeseeeaes 44 Spec
167. eceeeeeeeeseeeceeeeeeeeneeeseeeeeeeeseeeseeesaeeens 317 About maintaining Contact information cccccccecseeeceeeeeeeeeseeeeseeeesaeeeeaeeeeas 317 Opening VOUT AdCrCSS DOOK s oerisrusrereroriin runnner RE E E 318 Adding a contact to your address DOOK ccceecccseeeceeeeeeeeeseeeeeeeeseeeeeeeeeeas 319 ADOUT The INGW E Cll Contact AO C xcaceeccecocerecesenercassexesasecaneseceeneecsaseeccsasscoseracse 320 Importing contact information in a file to your address DOOK 0 ceceeeeee 321 XIX About the Contact Information CSV template ccccceeeeseeeeeeeeeseeeeseeeeees 322 Importing contact information from Outlook to your address book 324 Viewing and editing contact information in your address book 00008 324 Finding a contact in your personal address DOOK ccceeeeeeeeneeeeeeeeeeeaeeees 325 Creating a distribution list in your address DOOK cceccseececeeeeceeeeceneeeeaees 326 Editing a distribution list in your address DOOK ccceccceeeeeeeeseeeeeeeeaeeeseeeens 327 About the Add Edit Distribution List page ccccceececseeeeeeeeeeeeeeeeeeaeeeeneeeens 328 Deleting contact information in your address DOOK cccceeeeeeeeseeeeeeeeeeeens 329 Wiebe YOU USOr ROI CG ceara EE EE E 330 About maintaining your user profile n nnnennnnnnnnennesnensrrenrrresrrrsrrererrrsrreeerne gt 330 About the My WebEx Profile page
168. ect Add Page from the Edit menu A new page appears in the content viewer at the end of the currently selected document presentation or whiteboard Tip If you have added multiple pages to a shared file or whiteboard tab you can view thumbnails to make it easy to view and navigate around your added pages Pasting images in slides pages or whiteboards 196 If you copy any bitmap image to your computer s clipboard you can paste the image into a new page slide or whiteboard in the content viewer For example you can copy an image on a Web page or in an application then quickly share that image by pasting it in the content viewer Chapter 18 Sharing Presentations Documents and Whiteboards To paste an image in a page slide or whiteboard in the content viewer 1 Inthe content viewer select the tab for the document presentation or whiteboard in which you want to paste an image 2 On the Edit menu choose Paste Page Image The image appears on a new page in the content viewer at the end of the currently selected document presentation or whiteboard Note You can paste any type of bitmap image such as a GIF JPEG BMP or TIF image in the content viewer However you cannot paste other types of images such as EPS or Photoshop PSD images in the content viewer Managing views of presentations documents or whiteboards Zooming All shared presentations documents or whiteboards appear in the content viewer in
169. ect radio button Name Description Size Done button Description Click to upload the specified file to your folder Select the button for the file to be added to the event Indicates the names of the files residing in your folder Describes the folder or file Indicates the size of the folder or file in kilobytes Click to add the specified file to your event and to have it play automatically while participants wait for the event to start Specifying basic information Specifying an event type and topic 40 When scheduling an event you must specify the event type and topic To specify an event type and topic 1 On the Schedule an Event or Edit Event page choose an event type in the Event type drop down list 2 Type atopic for the event in the Event name text box Note Your site administrator sets up the event type which specifies what features are available during an event If your site administrator specifies more than one event type you must choose one in the drop down list An event topic cannot contain any of these characters amp lt gt Chapter 2 Planning an Event Automatically deleting an event after it ends When scheduling an event you can specify to automatically delete the event from My Meetings in My WebEx after the event ends Basic Information L mamper ee e o E ee A E ee T A r el o eS Event type Online Event Event name Big Event siad C Unlisted
170. eecarecndee 61 Editing a scheduled event from My WebEX cccceeeeceeeeeeeeeeeeeeseeeeeeneesaaees 61 Canceling a scheduled event ccccccccceeececeeeeeceeeeeceeeeececesseeesseueessaeeessaeeesseeeeas 62 About canceling a scheduled event ccccecccseeeceeeecaeeeseeeeseeeesaeeeseeeesaeeesaaees 62 Canceling a scheduled CVENL cccccceccccseececeeeeeceeeeeseeeeeseeeeesaeessaeeesseeesaaeess 62 Managing OC ANS cat ews ese eee eee ates 65 About MANAGING programS cccecccseeccceeeeseeeeseeeeseeeseeeeeeecseeeesueeeseeesseeesaeeeseneesaes 65 eand a PrO aE E A E E E E E E 65 About creating a program cccecccseccceeeeceeeeceeeeeeeeeeeeeaueeseueeseueeseeeeseeeesaueesaees 65 SEAMING 2 FOC eee eee E EN 65 Obtaining event program and recording URLS cccccceccceeeceeeeeeeeeeeaeeees 66 About the Create a program page cccccccccseeeeceeeeeceeeecseseeseaseessaeeesaeeeesaeees 68 Adding live events to a program cccccseccceecceeeeeeeeeseeeesaeeeeeeeesaueesaeeesaueesaees 70 Adding recorded events to a Prograim cccsecccsscccsceceececeuceceusecsusessueessusessaees 71 Viewing modifying and deleting a program cccecccseeeeeeeeeeeeeeneeeeseeeeneneesees 71 Tracking Your Atende s oct cc ect c actrees nec teen pectin Eaa ih 73 About tracking your attOnde es ccccceecccssecceeeeeeeeeseeeeseeeeseeeseeeeseeeseeeeeaeeesaeeeeas 73 Manually appending a source ID t
171. eeeeas 221 Closing your attendee sharing WINKOW ccccceseeeeeeeeeeeeeeeeeeeeeeseeeeesaeeeeeas 222 Switching your attendee VIEW ccccccceececceeeeceeececeeeeeseeeeesseeeessaeeessaeeesaaeeeeas 223 Annotating shared SOPWALEC cccccceececeeeeceececeeeeceueeceeeeseeeeseueeseueeseueeseueeseneeseees 224 otarting and Stopping annotati ss2etccceetacc catcaserecesaxeceassecesececocerscssacecoassecasateu 224 Using annotation tools cece ceccccseeeceeeeeseeeeseeeeaeeeeaeeeesaeeesaeeesaeeeseeeseeeeseeeesaes 225 XIV Letting an attendee annotate Shared SOTtWALME ccccccceeceseeeeeeeeneeeseeesaeeens 226 Requesting annotation control of Shared SOTWALE cccccceeeeeeeeseeeseeeeeeeens 22 GWN UG MO VATION COE easa E 228 Stopping an attendee from annotating shared Software ccccceseeeeeeeeees 228 Taking a screen capture of annotations on shared software cccceceeee 229 Sharing applications with detailed color Windows c ssccseeeceeeeeeeeeeeeseeeeees 230 Sharing applications with detailed Color Mac ccsccccseeeeseeeeseeeeseeeeseeeseeeeeees 231 Tips for sharing software ccceccceccceeceeceeeceeeceeecuecaueceeeceeceeeeuecaueseeesaeesaeeseesaues 231 Sharing Web Content asssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnnm 233 About sharing Web COntent cccccccccsseccesceceeeeceuseceusecsuseceusec
172. eleconference If your phone prem cannot send 1 select i Join the teleconference watho pressing i Status Note Please verify that your cahak number is correct ee a e In the Invite by Phone dialog box enter the attendee s name and phone number including the area code Ensure that the country or region code is correct To select a different country code click Country Region Click Call The teleconferencing service calls the attendee The Conference button becomes available for you to call another attendee Optional To discontinue the call at any time click Hang Up Optional Once the attendee connects to the teleconference click Conference in the Invite by Phone dialog box to invite another attendee by following the same steps After you finish inviting attendees click Close in the Invite by Phone dialog box Chapter 13 Managing an Event Reminding panelists to join an event in progress After you start an event the Quick Start tab in your Event window allows you to use email a phone or instant messaging IM to remind the invited panelists who have not yet joined the event Reminding panelists by email To remind the invited panelists to join an event in progress you can send reminder email messages using one of the following delivery options WebEx email system your default local email program if you use Microsoft Outlook or IBM Lotus Notes A reminder email message you send from
173. elect Display this message when attendees join the event to have the message displayed on attendees screens when they join the event 3 Edit the message in the Message box 4 Click OK Inviting attendees to a teleconference in progress You can invite attendees to only the audio portion of the event by having them join a teleconference Example You are hosting a large all hands company event online One of the executives prefer listening in to the event because he is on the road You provide his phone number in the Invite by Phone dialog box When he receives a call back at the phone number you provided he can join the teleconference in the event by following the instructions in the voice message Important To use this option you must set up a call back teleconference when scheduling the event 143 Chapter 13 Managing an Event 144 To invite attendees to only a teleconference in an event Open the Invite by Phone dialog box by using one of these methods Inthe content viewer of the Event window under Quick Start gt Invite fe Participants click the icon fi T On the Participants panel click the downward pointing arrow on the t icon and then choose Invite by Phone i imite by Phone Please pnovade the name and phone number inchuding area code of the person that you want bo call hama Prone Mumbar Country kepin ao os Country Rego args Once you recere 4 call back press 1 to jon the t
174. emind 3 Click Send Reminding panelists by instant messaging IM If you use an IM program other than WebEx Connect you can copy and paste the link for joining the event and send the IM to the invited panelists who are not yet in the event To send a reminder IM using a program other than WebEx Connect 1 Click Copy Link Remind by IM nk and paste il into your 1M mek https nim ojo webex C Copy Link 2 Paste the link in an IM window and then send it to the panelist Tracking participant attention During your event you can easily tell if attendees are no longer focused on your presentation The attention indicator shows if an attendee has Minimized the event window Brought another window such as any kind of instant messaging IM window in focus on top of the event window 147 Chapter 13 Managing an Event During an event you can check OE Overall attentiveness The left side of the bar graph indicates the percentage of attendees who are paying attention Attentive Inattentive Adkas the right side indicates the C erw aae CF percentage of attendees who are not 2 Attendees 1 Attendeets paying attention Individual attentiveness Attendee List If an attendee is not paying attention an exclamation mark appears next to the name of the attendee Py Name Marie Brooks F Mary White Mark Twain ie e r e oo a After an event ends you can generate reports to
175. emplate Edit Opens the scheduling options on your site Delete Removes the template from your profile Generating Reports About generating reports If your user account includes the reports option you can view the following reports 337 Chapter 26 Using My WebEx 338 Note For some reports if you click on the report link within 15 minutes after the event 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 event 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 Event Usage reports These reports contain information about each online session that you host You can view the following reports Summary Usage report Contains summary information about each event 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 Rep
176. emplates Make your changes to the options in the template Click Save as template on the bottom of the Schedule an Event page The Template name text box displays the name of the template you chose Click Save Click OK in the confirmation message box Specifying an event password While scheduling an event you can set a password that participants must provide to access or view information about the event To set an event password 1 2 3 On the Schedule an Event or Edit Event page go to Basic Information Type a password in the Event password box Note An event password should contain a minimum of 6 characters and can contain a maximum of 16 characters A password cannot contain any of the following characters Rete ah Type the password again in the Confirm password box Assigning your event to a program If you want to add your event to a program on your Event Center Web site you can do so when scheduling the event Attendees can register for all the events in a program at one time To add an event to a program 1 2 On the Schedule an Event or Edit Event page go to Basic Information Choose a program in the Program drop down list A dialog box appears asking you to confirm adding this event to the program you just chose 43 Chapter 2 Planning an Event 3 Click OK to add the event to the program list This event is grouped with the program you selected and can be viewed on the
177. ent Manager saves the file at the location and format that you chose To review the content of an archived Q amp A session open the txt file in a text editor or the csv file in a spreadsheet program such as Microsoft Excel Saving changes to a saved Q amp A session If you have previously saved a Q amp A session and there are additional changes in the Q amp A session you can save the updates to the existing file To save changes in an existing Q amp A file In the event window on the File menu choose Save gt Questions and Answers Event Center saves the changes to the existing Q amp A file 169 Chapter 14 Managing Question and Answer Sessions Note If there are no changes on the All tab on your Q amp A panel the Save option is unavailable Saving a copy of a previously saved Q amp A session If you have previously saved a Q amp A session and you want to save another copy of the session you can do so by following these steps 1 In the Event window on the File menu choose Save As gt Question and Answers The Save Questions and Answers As dialog box appears Do any or all of the following Type anew name for the file Choose a new location at which to save the file Choose a different format for the file Click Save Event Manager saves the file with any additional changes in the Q amp A session Opening a Q amp A file 170 The Q amp A files that you saved during an even
178. ent host and panelists if you also selected all the other check boxes under Private chat with Attention Tracking View attention indicator and learn which attendee is not paying attention during the event All Panelist Privileges Have all the panelist privileges 129 12 Assigning Sounds to Participant Actions Host only During an event you can assign sounds to play when a participant Joins the event Leaves the event Clicks Raise Hand on the Participants panel Clicks Ask for Mic on the Participants panel Clicks Request on the Participants panel to ask to join the teleconference during audio broadcast To assign sounds to participant actions 1 Open the Preferences dialog box by performing these steps Windows On the Edit menu choose Preferences Mac On the Event Center menu choose Preferences 2 Depending on your operating system follow one of these steps Windows Click the Participants tab Mac Select the Alerts button 3 Select the check box for each action for which you want to play a sound 4 Select a sound from the appropriate drop down list By default the drop down list contains the names of all sound files that reside at the default location on your computer 131 Chapter 12 Assigning Sounds to Participant Actions 132 5 To select a sound that does not appear in the drop down list follow one of these steps Windows Click Browse and then select a sound file that resides in an
179. entify 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 2 Inthe View drop down list select Personal Contacts 3 In the list that appears select the check box for the contact or distribution list that you want to delete 4 Click Delete A message appears asking you to confirm the deletion 329 Chapter 26 Using My WebEx 5 Click OK Maintaining your user profile About maintaining your user profile 330 Once you obtain a user account you can edit your user profile at any time to do the following Maintain personal information including your Full name Username if your site ad
180. ersonal storage space on your Capacity T M5 WebEx Service Web site that is being used by your recordings The percentage of total available storage space on your WebEx Used n MB Service Web site that is being used by all recordings on your site Information about the panelists in the event where the recording Panelist was made The publication status of the event recording Listed The recording is published that is the recording appears on the Event Recordings page which is accessible Type to all visitors to your Event Center Web site Unlisted The recording is not published that is the recording appears only on the My Event Recordings page You must log in to your Event Center Web site to view and Size Create Time Date Duration Format Chapter 25 Publishing a Recorded Event maintain the recordings The size of the recording The date and time the recording was created The length of the recording The format of the recording file A recording file can be in WebEx Advanced Recording Format ARF or WebEx Recording Format WRF You can also store recording files that are in Windows Media Audio Video WMV or Shockwave Flash Object SWF format Lets you play the recording available only for recording files with an arf extension that were recorded by the Network Based Recorder If playback of the file requires a password you must provide the password Lets you send an email to share this recor
181. es 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 at the top of the content viewer To display pages or slides in the content viewer 1 Inthe Event window in the content viewer select the tab for the document presentation or whiteboard that you want to display If you have more tabs than can be displayed on the content viewer click the down arrow button at the end of the tabs to view the list of other tabs 206 Chapter 18 Sharing Presentations Documents and Whiteboards File Edit View Audio Help Share B El EJ Participant Meeting To return to the document or page the host is viewing you can synchronize your view Ino ScreenCapture E bs Guick Start Meeting Topic kathryn maclaury s meeting F End to End Encrypted Meeting i a pimi akk B an aa r a amt ww 2 On the toolbar click a button to change the page or slide you are viewing 3 To display the next page or slide click the Next button o move forward or back between pages click the d4 Sofl gt left or right arrows To select any page or slide select it in the Go To drop down list Synchronizing your view of pages slides or whiteboards During an event you can synchronize the display of shared content in your content viewer with the
182. es Inde 4 Cirl Seles aFiarricr Aid Cael Add Cancel In the Name box type the name of the group Optional In the Description box type descriptive information about the group Under Members locate the contacts that you want to add to the distribution list by doing any of the following Search for a contact by typing all or part of the contact s first or last name in the Search box Click the letter that corresponds to the first letter of the contact s first name Chapter 26 Using My WebEx 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 EP Planning Committee Editing a distribution list in your address book You can add or remove contacts from any distribution list that you have created for your personal address book You can also change a group s name or descriptive information To edit a distribution list 1 2 Open your address book In the View drop down list select Personal Contacts A list of the contacts in your
183. es 98 Registering for events from the program URL ccccceccseeecseeeseeeeeeeeneeeseeeeees 99 Registering for events from your Event Center Web Site ccccceeeeeeeeeeee 99 Obtaining information about an CVC usasse aei 100 Searching for an OVENL cccccceececceececceececseeeecseeeecseeeesseeeesseeeseeeeesseeeeseeeeeeas 100 Obtaining event information before an event ccccceccecseeeeeeeeeeeaeeeseeeesaees 100 Viewing events in a different locale language Or time ZONE ccceeeeeeeeeee ees 101 Changing the locale language or time zone for your site csesceeseeeeeees 103 The Event VV NOW rie cece rece emcees csteece sent even cee dauan send ceseeveseuacs vee svcesxetusresueesudesestessvees euers 105 A quick tour of the Event WINKOW ccccceccceeecseeeseeeseeeeseeeseeeseueeseeeseeeeaueeaeeenaees 105 Performing tasks ON Shared COMTG Mis sdecsaceidcesevaddcaseneldvosenasduorcuesdcesenendvesemssdcescsenies 106 The menu b r scasisninenawancewsencoieaiienentinsientiesieneiickasiees sunaheatsencokeatauenseemsueseeseenansecnensases 106 Using annotation tools on shared content ssesseessesrsserrrrerrrsrrrerrrrerrrernnee 108 SE EEO LEL a A A E AE EN E cena dmee 109 vii Changing views of Shared COntent ccccsecccecsseeeecseeeeeeseeeeeseeeeeeseeeeeesaaeeees 109 MV OEKING WIT IO GIGS tcednouencrdsncsvensesneusrieeseuevsveususmussevevsnonsxondeersverdenucvenvesse
184. esnucas a aaia 245 Preparing a poll QUESTIONNAILC ccccecccsccceeeceeecceeeceeeceueecseecaueeeueesseeseeeseaeenaees 245 Designating the role of Polling COOrINALOS cccceeccseceseeeceeeeeeeeneeeseesaeeens 245 Creating a poll questionnaire ccccccceececseeeceeeeeeceeeeeseeeeessaeeesaaeeeseaeeesaeeeeeas 246 Displaying multiple poll questionnaires on Polling panel cccseeeeeeeeees 248 Renaming and reordering poll tabsS cccccccceeceseeeeeeeeeseeeseeeeseeeeseeeeseeeesees 250 Editing a questionnaire ccccceccceecceeecceeeceeeceueecseesueceueesseeceeeseaeesseeseeeseeeess 251 Displayng a mer during Dolg cvscenceseccesercucrcwasereesrenaserousrebaxeneeseoesseccuarebesenee 252 DSOECIIVING ODUOno Or DOTES UIS o raa E 252 Opening APO eeren Ea ENEE EEA es use anes ness seenseseeteuneseeeee 253 WIS VIG and SNN TOO 6 SUNS easar 254 VIEWING poll results 2 0 eee ceccseeeceeeeeeeeceeeceeeeeeeesaeeceueeseeesaeeseueeseeeseeeseueeseeesaess 255 Sharing poll results with attendees ccccccccseececeeeeeeseeeeeseeeeseeeeesaeeesaeeeeeas 255 saving and opening poll questionnaires and results cccseeeeeseeeeeseeeeeseeeesaeeees 256 Saving a poll questionnaire IN AN OVEN cccceeececeeececeeeeeeeeeeeseeeeesaeeeeeeeeeeeas 256 AVIA TESS Ol ct OOM e EE EE ENEE 257 Saving results of all polls in one Tile 0c0cccceccecceeeeceseeescesecceesescseseseserese 258 Opening a pol
185. ew Image image library you can add images to the selected survey or email template Add Add an image to the selected survey or email template Ensure to select an image before you click Add li Remove an image from the image library Specifying other options for attendees 56 Chapter 2 Planning an Event Allowing registrants to invite friends When scheduling an event you can specify that registrants can invite their friends to your event To allow registrants to invite friends 1 On the Schedule an Event or Edit Event page go to Attendees amp Registration 2 Select the check box next to Invite friends Specifying a maximum number of registrants When scheduling an event you can specify a maximum number of people who can register for your event When the maximum number of registrants 1s reached the last registrant receives a message that the maximum number of registrants has been met To specify a maximum number of registrants 1 On the Schedule an Event page or Edit Event page go to Attendees amp Registration 2 Type a number in the Maximum number of registrants box Specifying options for presenters amp panelists Displaying the Quick Start tab When scheduling an event you can specify that the Quick Start tab appears 1n each panelist s content viewer If you select this option the Quick Start page opens under the Quick Start tab once the event starts The page contains brief descriptions about t
186. folders To store files in your personal folders on your WebEx service Web site you must upload them from your computer or a local server You can upload Up to three files at once Any file that is less than 5076K The amount of space available for storing files 1s determined by your site administrator If you require more disk space contact your site administrator To upload files to your personal folders 1 Open the My Documents page 2 Locate the folder in which you want to store the file 3 Under Action for the folder click the Upload button for the folder in which you want to store the file CH 299 Chapter 26 Using My WebEx The Upload File window appears Click Browse The Choose File dialog box appears Select the file that you want to upload to your folder Click Open The file appears in the File name box Optional In the Description box type a description to help you to identify the file Optional Select up to two additional files to upload Click Upload The files are uploaded to the folder that you selected 10 Once you are finished uploading files click Finish Moving or copying files or folders in your personal folders 300 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 2 3 Open the My Documents page Locate the file or folder that you want to move Select the check box for the file or fo
187. formation Lets you specify a URL or Web address that you want to make available during the event To access the Web site that you specify event participants can click the icon next to the host s or presenter s name on their Participants panels Sound Alerts Lets you choose the kinds of chat messages for which you want a sound to play Select a sound from the drop down list or click Browse to find a sound in a different location on your computer Attendee Privileges Available for only the event host Displays the Attendee Privileges dialog box Share Multimedia Available for only the presenter Lets you share multimedia Web content in the media viewer on this panel Stop Multimedia Sharing Available for the presenter who has started sharing multimedia content 115 Chapter 10 The Event Window Panel Options Q amp A Attendee Options For privacy lets you show or hide names of attendees who send questions names of panelists who send answers or time stamps for each question and answer when questions and answers are published on attendees Q amp A panels Resizing the content viewer and panels area You can control the size of the content viewer by making the panel area narrower or wider 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
188. from computers running on Windows 2000 Windows Server 2003 Windows XP and Windows Vista 44 Chapter 2 Planning an Event Your site administrator determines which hosts have the privilege of reducing bandwidth usage for their attendees To reduce the network bandwidth consumption for joining your event 1 On the Schedule an Event or Edit Event page go to Basic Information 2 At Optimize bandwidth usage for attendees within the same network select Yes Specifying date and time options About specifying the event time duration and time zones You can specify the time at which you want to start the event the estimated event duration and the time zones in which you want to view the event The estimated duration gives participants an idea as to how much time they need to reserve from their own schedules Note The estimated duration is for your planning purposes only An event does not end automatically after the estimated duration that you specify Ifyou invite attendees to an event their invitation email messages specify the event s starting time in the time zones that you specified However if attendees reside in a different time zone they can choose to view the starting time in their time zones from the List of Events page on your Event Center Web site Specifying the event time duration and time zones When setting up and scheduling an event you must specify the event time duration and time zone 1 On th
189. ftware in a full screen view On the Event Controls Panel click the down arrow the last button on the panel and then choose View Then choose Full screen for Participants To see panel controls click _ the gray down arrow button it is the last button Gees Recorder Float All Panels Manage Panels Audio Full screen For Participants Synchronize For All Meeting Options Bock Meeting Controls To display shared software in a standard window 1 Do either of the following Chapter 19 Sharing software On the title bar of the window you are sharing click the Sharing menu If you are sharing a remote computer the Access Anywhere menu appears instead of the Sharing menu In the lower right corner of your desktop click the WebEx icon to display the Sharing menu 2 On the menu that appears choose Views gt Restore View for Attendees Synchronizing views of shared software Host or Presenter only While sharing an application desktop if desktop sharing is available or Web browser you can synchronize all attendees views of the software with your view Synchronizing views of shared software ensures that the sharing window appears as the active window on attendees screens For example if an attendee has minimized the sharing window or moved another window on top of it the sharing window becomes the active window when you synchronize views Note Synchronizing views h
190. ge appears Choose the type of report you want to generate 339 Chapter 26 Using My WebEx 340 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 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 If you are viewing a general event usage report and want to display the report in a format that is suitable for printing click Printer Friendly Format If you are viewing the usage report for an event and want to view the content in the report click the link for the event name If you are viewing an WebEx Service Registration Report you can click the number in the Registered column to send an email reminder to the registered attendees for that event An email editor opens and allows you to edit the default email template If you are viewing an WebEx Service Registration Report or an Event Center Attendance Report you can click the event name in the Event Name column to view a detailed report of the registered users for that event which provides additional options for sending email reminders to registered attendees If you are viewing an WebEx Service Attendance Report you can click the number
191. ge or via another method If the host requires that you provide your registration ID you receive a unique registration ID in a registration confirmation email message Then you must provide the registration ID to join the event Registering for an event from your Event Center Web site Attendees only You can register for an event from the List of Events page on your Event Center Web site if the host specifies that it is displayed on the service Web site 99 Chapter 9 Registering for an Event To register for an event from your Event Center Web site 1 On the navigation bar expand Attend an Event and then click List of Events The List of Events page appears If the List of Events by Date page is not currently displayed in the upper right corner of the page click View Events by Date In the list of events locate the event for which you want to register Click Register If the Registration Password page appears type the password that the event host gave to you in the Registration password box and then click Submit On the Register for Topic page that appears provide the required information Click Submit If the host approves your registration you receive a confirmation email message containing instructions for joining the event Important If the host approves your registration and requires that you provide your registration ID before you can join the event you will receive the ID in the registration confirma
192. hat messages to a file you can save changes to the messages or save a copy of them to another file Save chat messages for the first time in an event Save change to a chat file Create a copy of a chat file Note Event Center also automatically saves chat messages every two minutes to the WebEx folder in the My Documents folder on the host and panelist computers Saving chat messages to a new file You can save chat messages you have sent or received to a new chat file To save chat messages to a new file 1 Inthe Event window on the File menu choose Save gt Chat The Save Chat As dialog box appears 2 Choose a location at which you want to save the file 3 Type a name for the file 4 Click Save Event Manager saves the chat messages in a txt file at the location you selected Saving changes to a chat file If you make changes to the messages on your Chat panel you can save them to an existing chat file To save changes to a chat file 1 Inthe Event window on the File menu choose Save gt Chat 2 Event Manager saves the changes to the existing chat file Creating a copy of previously saved chat messages If you have saved chat messages and want to create another copy of the messages you can do so by saving the chat messages to a chat file with a different name 243 Chapter 22 Using Chat To create a copy of chat messages that have been previously saved 1 3 In the Event window on the File menu
193. he Email Messages section click the link for the email message that you want to customize 2 Select a template in the Select email message drop down list and then click Edit 3 Make your changes on the Edit Event Email template name page 4 To save the changes you make click Save gt OK Customizing an email message for future events 32 You can customize email message templates for all future events you will schedule on your Event Center Web site The changes you make on this level automatically apply to any future event that you schedule You customize an email message template by editing rearranging or deleting the content and variables code text that Event Center uses to substitute for your specific user or event information Important You can delete or rearrange variables but never change the text in a variable For example in this variable ParticipantName do not change the text ParticipantName within the percentage signs If you change it Event Center cannot substitute the correct text from your user or event information To customize an email message template for future events 1 On the left navigation bar of your Event Center Web site click Host an Event gt Email Templates Chapter 2 Planning an Event 2 Choose the type of email message you want to edit in the For drop down list and then click one of the templates in the HTML or plain text section depending on your need 3 Click Edit 4 Make
194. he document and software sharing features and three buttons you can click to quickly start sharing documents applications or your desktop To turn on the Quick Start tab during the event 1 On the Schedule an Event or Edit Event page go to Presenters amp Panelists 2 Select the check box next to Quick Start Tab 57 Chapter 2 Planning an Event Allowing panelists to upload documents 58 When scheduling an event you can specify that panelists can provide you with documents or presentations by uploading them from the Panelist Entrance page The files uploaded by panelists appear on your Event Information page and your personal folders on your Event Center Web site You can then download or organize the files before you start the event To allow panelists to upload documents 1 On the Schedule an Event or Edit Event page go to Presenters amp Panelists 2 Select the check box for Allow panelists to upload documents associated with the event Viewing or accessing the files uploaded by panelists Before starting the event you can view download or organize the files uploaded by panelists To view or access the files uploaded by panelists 1 Log in to your Event Center Web site 2 Goto either of the following pages the My WebEx Files page by going to My WebEx gt My Files gt Folders the Event files section on the Event Information page Scheduling Editing Canceling and Starting an Event To schedule start
195. hiteboards Saving opening and printing presentations documents or whiteboards Event participants hosts presenters and participants with privileges can access and print documents presentations and whiteboards shared in an event For example you can save a shared presentation open a saved document print a whiteboard Saving a presentation document or whiteboard 204 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 event or at any time outside of an event Once you save a new document presentation or whiteboard to a file you can save it again to overwrite the file or save a copy to another file To save a new document presentation or whiteboard that appears in the content viewer 1 On the File menu choose Save gt Document The Save Document As dialog box appears 2 Choose a location at which to save the file 3 Type a name for the file in the File name box To save changes to a saved document presentation or whiteboard that appears in the content viewer On the File menu choose Save gt Do
196. ialog box If you do not select Include no answer the percentage for each answer in your poll results will be based on only those who respond to the poll 3 Click OK Opening a poll After you finish preparing a poll questionnaire you can open the poll If you prepared your questionnaire in advance and saved it you must first display it on the Polling panel 253 Chapter 23 Polling Attendees To open a poll 1 Display your poll questionnaire on the Polling panel if you have not done so 2 Click Open Poll The questionnaire appears on attendees Polling panels Attendees can now answer the poll As attendees answer the questions you can watch the polling status on your Polling panel Polling status Windows l Ca ae i a To view each attendee s In progress Le O 3 0 polling status click one of Bini ed M 1 333 a these three buttons Remaining time 4 4 Time limit 10 00 Not Started 171 100 0 Mac In progress 0 1 i00 l Finished 0 1 0 0 To view each attendee s Click to see detailed status polling status select the text Remaining time 04 15 Time limit 05 00 Close Poll F Click to see detailed status 3 Click Close Poll when the time is up If you specify a timer and the poll times out the poll automatically closes Attendees can no longer answer questions Once you close a poll you can view the poll results and optionally share them with attendees Viewing and sharing poll results After clo
197. ifying date and time Options cc ccceeccceececesceceeeeseeeecenceceueeceueeseueesueessueesaees 45 About specifying the event time duration and time ZONES cceeeeeeee sees 45 Specifying the event time duration and time ZONES ccceeceeeeeeeeeeeeeeeeeees 45 Planning and selecting event time ZONES cccceeeccneeeeeeeeeeeeeeeeeeeseeeesneeseaees 46 Allowing attendees to join the event and teleconference early 0ccee 48 Sending an email reminder to the host before the event cccccceeeeeeeeeees 49 Specifying event descriptions ANC OPTIONS cccceeeeseeeeceeeeceeeeceeeeceeeeseeeeseeeeseees 49 Specifying AN EVENT GESCLIPTION ccceeccceececeececeeeeceeeteu estan eeseuceteeessneeeseeeas 49 Formatting an event description sesser a a 50 Adding an image to an event description ccccceececseeeceeeeeeeeeeeeeesaeeeseneesaaees 50 Providing event material before an event ccccceeccceeeeceeeceeeeseeeeseeeesaneesaaees 51 About the Add Event Material page cccccccsscccsseeceeeeceeeeceeseceueessuseseusessaees 52 Specifying a destination URL after an CVENT cc cccccceeeceeeeceeeeeeeeesaeeeseeeeas 53 Preventing event attendees from sharing rich media files cccccceeeeeeeees 53 Requesting participants to check their rich media players cccccceeeeeeeeeees 54 Specifying whether to display attendee list to
198. in End for hosts For a event in progress that you are hosting you can join or end the event Appears if you left a event or you allowed participants to join the event before its starting time and participants have already joined the event O Join Lets you join the event in progress O End Ends the event Join for attendees The event that you are invited to has started and you can now join the event Registration for attendees The event that you are invited to requires registration To display a page on which you can register to attend the event click the link Does not apply to sales meetings or support sessions Cancels any events that are currently selected in the list If you click this link a message appears allowing you to confirm that you want to cancel the event Another message appears allowing you to inform any invited attendees that you canceled the event Does not apply to support sessions About the My WebEx Meetings page Monthly tab How to access this tab On your WebEx service Web site click My WebEx gt My Meetings gt Monthly tab Options on this tab Option LS Language link Time zone link Description Click the Refresh icon at any time to display the most current list of events 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 fo
199. in the Attended column to send an email message to the attendees for that event or you can also click the number in the Absent column to send an email message to the absentees for that event An email editor opens and allows you to edit the default email template for example you could add a link to the edited event recording If you are viewing an Event Center Attendance Report you can click the event name in the Event Name column to view a detailed report of the attendees for that event which provides additional options for sending email messages to attendees for the event To export the report data in comma separated values CSV format click Export Report or Export If available click links on the report to display more details Viewing Recorded Events About viewing a recorded event If an event host publishes a recorded event on your Event Center Web site you can view the recording A host may require that you do one or both of the following to view a recorded event Register to view a recorded event In this case you must provide your name email address and any other information that the host requires Provide a password In this case you must obtain the password from the host To view a recorded event you must use WebEx Player Your Event Center Web site automatically downloads WebEx Player to your computer the first time you view a recorded event If you have a user account you can also download WebEx Player
200. information Event Center sends this message to each registrant who did not attend the event Note To customize the follow up email messages click the links Including iCalendar attachments in email messages To let invited participants add the scheduled event to their calendar programs such as Microsoft Outlook you can include an iCalendar item in your email messages such as those for invitation event updates and registration confirmation To include iCalendar attachments in your email messages 1 On the Schedule an Event page go to Email Messages 2 Select Include iCalendar Attachments Event Center includes an iCalendar attachment in the ics format in your email messages If a participant opens the ics file a meeting item opens The participant can then save the meeting item in his or her calendar 29 Chapter 2 Planning an Event Customizing email messages About customizing email messages Event Center provides up to three templates for each type of email message You can customize them on these two levels event level tfor a specific event that you are currently scheduling or editing host level for all future events you will schedule The changes you make on this level automatically apply to any future event that you schedule on your Event Center Web site About the Edit Event Email Template Name template name page How to access this page 1 Doone of the following as appropriate On the
201. ing Topic BIG EVENTS Start Time August 21 2006 2 26 pm Pacific Daylight Time SMT 07 00 San Francisco Join URL i Invite Cancel 3 Ensure that you select the check boxes next to the names of the attendees you want to invite 4 Click Invite The attendee receives the IM The attendee receives an email message if he or she is not logged in The following shows an example of the invitation IM 140 Chapter 13 Managing an Event Inviting attendees by instant messaging IM to an event in progress If you use an IM program other than WebEx Connect copy and paste the link for joining the event and send the IM to the attendee you want to invite To send an invitation IM using a program other than WebEx Connect 1 Click Copy Link Invite by IM IM Copy Link 2 Paste the link in an IM window and then send it to the attendee Inviting participants by text message SMS to an event in progress You can invite participants by text message SMS to an event in progress This feature must be enabled by your site administrator To invite a participant by text message from the meeting 1 Inthe event window on the Participant menu choose Invite gt by SMS 2 The Invite By SMS dialog box appears 141 Chapter 13 Managing an Event q Text Message Invitation Set the users that you would bos to reovee the SPT immitation and press Add TF tha ser is prot in jour comiacts simoty bape their mobla murn
202. ion confirmation email message for each event you registered for The message contains instructions for joining an event Obtaining information about an event Searching for an event You can quickly find an event on your Event Center Web site by doing a search if the event host specifies that it is displayed on the Web site To search for an event 1 On the left navigation bar of your Event Center Web site expand Attend an Event and then click Search On the page that appears specify the date range Optional In the Event text box type complete or partial text of the event name Click Search Obtaining event information before an event Attendees only Before you join an event you can view the following information about the event 100 event topic event date time and duration presenters names and information Chapter 9 Registering for an Event event description Note You can quickly find an event that you want to view or join by doing a search To obtain information about an event Do one of the following as appropriate Click the link in your invitation email message On the List of Events by Date page on your Event Center Web site click the link for the event Go to the URL that the host gave to you The Event Information page appears Viewing events in a different locale language or time zone Your site administrator designates a locale language and time zone in which dates
203. ion to omit Network Recording Player controls from the playback Require that users fill out a registration form before they can view the recording To require registration select Yes Customize the questions on the registration form To customize the form click Customize Set a password that users must provide to view the recording Specify that users can download the recording file to their local computers Specify that users can play the recording on their local computers 2 5 Chapter 25 Publishing a Recorded Event Use this option Post recording survey Allow direct access Display this URL at end of playback To Allows you to create a survey for users to complete after playing the recording You can select one of the following options Do not display survey to attendees Display survey in pop up window Display survey in main browser window instead of destination URL You can click Create Post Recording Survey to open the Create Survey page which allows you to specify survey information and questions If your site administrator has enabled hosts to expose a direct recording access URL this option generates a direct recording access link If the recording is not password protected clicking the direct recording access link plays the recording immediately without requiring registration Specify a Web page to display once a user stops the playback and closes WebEx Player About the Re
204. ionnaire 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 CSV group result Saves the percentage of attendees who chose each answer in a cSv file CSV individual attendees result Saves the responses from each attendee in addition to the group results in a csv file When re savin I Fia para Pome ecue en you are Saving po Save at bape csv cS OU PSU ico 2 CSV ndradual attendees jenii ony j save the results Teed File Group resu tet Teed File midua attercers ren i T ih Bk pee tlt A le eS a te tet a ee eee oi ld l results you can select a AAE A i format in which you want to F P To save results of a poll 1 2 6 Close the poll if you have not done so On the File menu choose Save gt Poll Results The Save Poll Results As dialog box appears Select a location at which to save the file In the File name drop down list enter a name for the file In the Save as type drop down list select the format in which you want to save the results Click Save You can now view poll results by opening the file Zor Chapter 23 Polling Attendees Tip Event Center automaticall
205. ions 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 Event Manager can send images of shared software quickly during an event Also to ensure that a maximum amount of bandwidth is available for software sharing close any applications that use bandwidth such as instant messaging or chat programs and programs that receive streaming audio or video from the Web If you are sharing an application for which the rendering of color on participants screen is important you can improve color quality by turning on True Color mode Application and Web browser sharing only Avoid covering a shared application or Web browser with another window on your computer s desktop A crosshatched pattern appears in attendees sharing windows where the other window is covering the shared application or browser Application and Web browser sharing only If you want to switch your display between shared software and the Event window you can pause software sharing before you return to the Event 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 Event window Application and Web browser sharing only If you have more than one monitor when you share an application or web browser the attendees can see it on whichever monitor you are displaying it If
206. iption Lets you point out text and graphics on shared content The pointer displays an arrow with your name and annotation color gt To display the laser pointer which lets you point out text and graphics on shared content using a red laser beam click the downward pointing arrow Clicking this button again turns off the pointer tool Pointer Lets you type text on shared content Attendees can view the text once you finish typing it and click your mouse in the content Text JF viewer outside the text box To change the font on the Edit menu choose Font Clicking this button again turns off the text tool Lets you draw lines and arrows on shared content For more Line FA options click the downward pointing arrow Clicking this button closes the Rectangle tool Lets you draw shapes such as rectangles and ellipses on Rectangle shared content For more options click the downward pointing arrow Clicking this button again closes the Rectangle tool Lets you highlight text and other elements in shared content For Highlighter Q more options click the downward pointing arrow Clicking this button again closes the Highlighter tool Displays the Annotation Color palette on which you can select a Drawing Color P color to annotate shared content Clicking this button again closes the Annotation Color palette Erases text and annotations or clears pointers on shared content To erase a single annotation click it in the
207. ktop application or Web browser Attendees 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 Event window while sharing software pausing shared software conserves resources on your computer and bandwidth for your Internet connection This option is also useful if you do not want attendees to see certain actions that you take with shared software You can resume sharing to restore attendees views of shared software at any time To pause software sharing Click the Pause button located to the right of the Stop button The word Paused now appears in the panel 217 Chapter 19 Sharing software Orna yas To resume software sharing Click the Pause button again Controlling full screen view of shared software 218 Host or Presenter only You can switch attendees views of a shared application remote computer if available or Web browser between a standard window and a full screen view A full screen view of shared software fits attendees entire screens and does not include a title bar or scroll bars Attendees can override your setting to control full screen view or to zoom in or out on the shared software on their computers To display shared so
208. l Parek Egi Maniga Fiels 7 rae a tig en bo Cariri hal Ly 0 vee Mestre Optics E po Coi pise COo Tip To switch quickly from the standard window to a full screen view of shared software double click the shared software Closing your attendee sharing window Attendee only While viewing or remotely controlling shared software you can close the sharing window in which the software appears at any time Closing a sharing window returns you to the Event window If you close a sharing window you can reopen it at any time To close a sharing window 1 On the Event Controls Panel click the down arrow the last button on the panel and then choose Options Then choose an option from the menu 2 On the menu that appears choose the appropriate option Exit Application Sharing Exit Web Browser Sharing Exit Desktop Sharing 222 Chapter 19 Sharing software Exit Remote Application Sharing Exit Remote Desktop Sharing The sharing window closes The Event window then automatically opens To return to the sharing window at any time In the Event window on the Sharing menu click a sharing option desktop remote computer application or Web browser Switching your attendee view Attendee only While a presenter is sharing software you can return to the Event window at any time The sharing window remains open on your computer so you can return to viewing the shared software at any time
209. l questionnaire fil ccccceecccceecceceeeeeseeeeeeeeeesseeeesaeeesaaeeeseaes 259 XVI Olas FeedDat k Ceeeett nn a eee eee ene ee eee 261 About using Feedback acts gate cance ca create anc oe taacuecedecaee antes enctdec Goeede acer cetianeeeetseeee anes 261 Allowing participants to provide feedback ccccccccsecccseeeeseseeseeeeseeeeseuseseueessaees 262 Viewing a running tally Of reSDONSES cccccceeccseeeceeeeeeeeseeeseueeseeeseeeseueeneeeseeesaes 262 Providing TE CCID AGM save vecczesevcncnezesexexexanscesnseucceereiecaneseicneueeeyeceseesyeweueeeyexeeeesieseneeeuews 263 PROM MOVING 16 COD AGG nores NEE EENE EEN EREE 264 Publishing a Recorded Event cccccccsssccseseceeseensecenseeensesenseeensesenseeenseeoesesensesones 265 Opening the My Event Recordings Page ccccscccccsscccceseeceeecesseeeeseseeseeeeesaaeess 266 Uploading a recording file ccccceecccssccceececenceceececeuceceucecseecsucessusessueessesesseeenas 266 Publishing a recorded CVENA cccceccccseccceeecceeecceeeceeecceeecsueecseeesseeessueessusesseeeeas 267 Deleting a published FECOPCING cccceeccceeecceeecceeecceeecceeecsueecseeecsueessueesseeesseeeeas 268 Editing information about a recorded CVEN cccccseeeeseeeeeeeeeeeeeeseeeeseeeeneeeeaeeeees 269 About the My Event Recordings page ccccceececeececeeeeeeeeeeeeeeeeeeesaeeeeaeeeeas 269 About the Add Edit Event Recording page
210. l questions with assigned scores are required information that is select the symbol Chapter 13 Managing an Event This figure gives an overview of how you can manage the Attendee List Attendee List 300 WebEx 180 Cisco Syst 250 Cisco Syst Mike Lin Mary White Se R Select all attendees then click Find 00000 Teleconference Allor Unmute Make Panelist 8 Expel Refresh Attendees 3 1 in teleconference 2 in Audio Broadcast To search for an attendee s name or company name enter all or a portion of the text and Use this button to hide or display the Score column Use this button to hide or display the Company column To sort the Attendee List by score click the column name To alphabetically sort the Attendee List by company name click the column heading To alphabetically sort the Attendee List by attendee name click the column heading 135 Chapter 13 Managing an Event For events using Audio Broadcast only If an attendee requests to speak ina teleconference select the attendee s name and then click Allow After the attendee joins the teleconference you can mute or unmute his or her microphone To promote an attendee as a panelist select the attendee s name and then click Make Panelist To remove an attendee from the event select the attendee s name and then click Expel Viewing the attendee list Typically only the ho
211. l screen view you have access to sharing options from the Event Controls Panel Click the Share icon to see available options for sharing content Share Document Share Application v Share Desktop Share Whiteboard Share Web Content Share Document select a document that you already have open or open a new document Share Application select an application that you already have open or open a new application Share Desktop your attendees can see your desktop and you can proceed to show or demonstrate content Share Whiteboard select a whiteboard that you already have open or start a new whiteboard Share Web Content select a Web site that you already have open or specify a URL to share the content of another Web site Share Web Browser your default browser opens your attendees can see it and you can proceed to browse the Web 119 Chapter 10 The Event Window If you are sharing a document If you have already opened several documents you can switch sharing from one document to another or you can open a document that is currently closed Select Share Document and Of Bae choose an open document from the list Share Document SalesPortalllbrary Shere Application FSA Select Share Document gt Share Deskton Shere Dockinene Share Document to open a Te Pe LITE new document If you are sharing an application If you have already opened several ap
212. lder Indicates that the item is a file 303 Chapter 26 Using My WebEx 304 Link or option Path Size Actions Shared Select All Clear All Delete Copy Description The folder hierarchy for the folder or file The Root folder is the top most folder in which all other folders and files reside The size of the folder or file in kilobytes KB Click the icons to perform an action on the folder or file that is associated with it CH Upload file Available only for files Click this icon to open 7 the File Upload page on which you can select up to three files at a time to upload to a specified folder Ch Download file Available only for files Click this icon to download the file associated with it Edit File Properties or Edit Folder Properties Click this icon to open the Edit File Properties page or Edit Folder Properties page on which you can edit information about the file or folder respectively E Create Folder Available for folders only Click this icon to open the Create Folder page on which you can create a new folder in your personal storage space Specifies the sharing settings for a folder that is how others who visit your Personal Meetings Room can access your folder and its files R Read only Visitors to your Personal Meeting Room can view the list of files in the folder and download the files W Write only Visitors to your Personal Meeting Room can upload files to the f
213. lder that you want move You can select multiple files or folders Click Move or Copy The Move Copy File or Folder window appears showing a list of your folders Select the option button for the folder in which you want to move or copy the file or folder Click OK Chapter 26 Using My WebEx 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 Event Room page To edit information about a file or folder 1 Open the My Documents page 2 Locate the file or folder for which you want to edit information 3 Click the Properties icon for the file or folder for which you want to edit information The Edit File Properties or Edit Folder Properties window appears Edit Folder Properties Windows Internet Explorer Edit Folder Properties Name pictures Description Size 401 KB Share Note the changes apply to all the files in this foldar Do not share this folder Share this folder Share a5 Resi download oniy fle names are visibla Winte upload onhy fla names are mot sible Feed amp Write download and upload fle names are visible Allow files to be overwritten A Password protected Passwerd Confina Update Cancel 100 In the Description box
214. lear 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 Specifying options for poll results Poll results may contain the number of responses for each answer and the percentage of participants who choose each answer When preparing a poll questionnaire you can choose to base the percentage for each answer on either of the following the total number of attendees in the event including those who do not respond to the poll the number of attendees who submit at least one answer to the poll 252 Chapter 23 Polling Attendees To specify options for poll results 1 Open the Polling Options dialog box If you use Windows click Options at the bottom of your Polling panel If you use the Mac click this button on the lower right portion of the Polling panel i f Clear All Open Poll 2 Select one or both of these options Include no answer Specifies that the poll results will include non respondents that is attendees who do not respond to any of the answers in the poll Show number of responses Specifies that the poll results for each answer will show the number of respondents out of the total number of attendees in the poll Note The total number of attendees in the poll can be all attendees in the event or only those who respond to the poll depending on whether you select Include no answer in the Polling Options d
215. lly If a question has been answered verbally you can send a standard response This question has been answered verbally Follow these steps Q Mary White 9 45 am Right click Windows or select gi ascionodi will unu cond ont the recording ctrl and then click Mac the Assign to question and then choose Answered Verbally Priority Copy Defer Dismiss Deselect 168 Chapter 14 Managing Question and Answer Sessions Archiving Q amp A sessions At any time during an event you can save the questions and answers on the All tab on your Q amp A panel to a txt or csv comma separated comma delimited values file If there are updates in the Q amp A session you can save them to the existing file Once you save a new Q amp A session to a file you can also save a copy to another file Saving a Q amp A session At any time during an event you can save the questions and answers on the All tab on your Q amp A panel to a txt or csv file Note Event Manager automatically saves Q amp A sessions every two minutes to the WebEx folder in the My Documents folder on the host and presenter computers To save aQ amp A session 1 Inthe Event window on the File menu choose Save gt Questions and Answers 2 Choose a location at which to save the file 3 Type a name for the file 4 Inthe Save as type box select Text Files txt or CSV comma separated comma delimited values 5 Click Save Ev
216. ly View a list all of the meetings for the specified week Monthly View a list all of the meetings for the specified month All Meetings View a list all meetings or search for meetings by date host topic or words in the agenda Refresh Refresh the information in the meeting list About the My WebEx Meetings page Daily tab How to access this tab On your WebEx service Web site click My WebEx gt My Meetings gt Daily tab Options on this tab Click the Refresh icon at any time to display the most current list of events Click to open the Preferences page where you can select the Language link language setting for your WebEx service Web site Click to open the Preferences page where you can select the Pinecone wan time zone setting for your WebEx service Web site 28 Chapter 26 Using My WebEx Date The meetings you host The meetings you are invited to Show past meetings Time Topic Type The date for the daily list of events The default is the current date Click the Previous Day icon to display a list of events for the previous day Click the Next Day icon to display a list of events for the next day Shows a list all of the online events or Personal Conference meetings that you are hosting Shows a list all of the events or Personal Conference meetings to which you have been invited Select to include concluded events in the list of meetings The Ascending Sort indi
217. ministrator 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 events 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 Event Room options including the images and welcome message that appear on the page Set default options for your online sessions including The default session type that you want to use if your account includes multiple session types Whether your scheduled events are automatically removed from your list of events once the event ends Whether the Quick Start page appears in the content viewer once you start an event The users who can schedule events on your behalf Set Web site preferences including The home page that appears when you access your WebEx service Web site Chapter 26 Using My WebEx The time zone in which event 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 M
218. n Click the rectangular icon for the question and then choose Clear gg Gath Leigh Viewing prioritized questions You view your prioritized questions on the Prioritized tab To view your prioritized questions 1 Click the Prioritized tab 2 Optional To view only questions with a certain priority status select the status at the View priority option If you do not want to view All 9 J Phy QBA 5 T Prioritized 3 questions with a certain status uncheck the View priority High Medium Low appropriate check box 164 Chapter 14 Managing Question and Answer Sessions Answering questions in a Q amp A session During a Q amp A session you can Provide an answer to a question publicly Provide an answer to a question privately Defer a question Dismiss a question Tip You can respond to a question from any of the four tabs on which you receive the specific question If a question shows as assigned on the All tab you can check whether this question has been assigned to you on your My Q amp A tab When a panelist is typing an answer to a question that no one else has responded to yet an in progress indicator displays under that question for all participants This figure shows an example Alex Simpson 03 40 pm 2 assigned hello have a question This question ig being answered Providing a public answer Your answer to a question appears on all participants Q am
219. n Specify that users provide registration information before viewing the recording and customize the registration form Provide information about the recording such as a description of the recording and the presenter the duration and so on Set an access password for viewing the recording Once you publish a recording you can edit information about it at any time 265 Chapter 25 Publishing a Recorded Event Opening the My Event Recordings page To upload or maintain event recordings you must do so from the My Event Recordings page on your Event Center Web site To open the My Event Recordings page Do either of the following Log in to your Event Center Web site and then click My WebEx From the left navigation bar click My Files gt My Event Recordings Log in to your Event Center Web site On the left navigation bar click My Event Recordings The following figure shows an example of the page My Event Recordings Capacity 1000 MB Used 0 MB Sea Tota 3 receardings Type Date size Duration Format Actions Topic Guarneri Results United Juh 2 2008 50M 10 mmus ARF F F Product Announcone nl Unieted July 2 2008 23MB 4 minutes ARF b ia Preromation Unisted July 2 2008 1824 KE 3 minutes ARF b r F Regstrabon requred 4 Password requared Uploading a recording file 266 If you recorded an event using the integrated or standalone WebEx Recorder you can upload the recording file with a wrf exte
220. n navigate to different pages or slides in a shared document presentation or whiteboard by opening the thumbnail viewer You can advance pages or slides automatically at a time interval that you specify You can also use the keys on your computer s keyboard to display different pages or slides and perform animations and slide transitions If you your presentation includes animations or slide transitions you can use the toolbar or keyboard shortcuts to perform them Advancing pages or slides automatically When sharing a document or presentation in the content viewer you can automatically advance pages or slides at a specified interval Once you start automatic page or slide advancement you can stop it at any time To automatically advance pages or slides 1 2 3 4 5 In the Event window in the content viewer select the tab for the document or presentation for which you want to advance pages or slides automatically On the View menu choose Automatically Advance Pages The Automatically Advance Pages dialog box appears To change the time interval for advancing pages do one of these click the up or down buttons to increase or decrease the interval type a specific time interval Automatically Advance Pages Optional To restart page or slide advancement once all pages or slides Advance to next page every Jor O0 are displayed select the Return to beginning and continue advancing pages check box i Ret
221. n the message box informing you that adding this event changes its registration options to be the same with those of the program Then click Continue If you have not scheduled the event that you want to add to the program click New event to schedule the event and add it to the program at the same time Note All events in a program share the same registration form Attendees can choose to register for all the events in a program at one time Adding recorded events to a program If you have recorded events that you hosted you can add them to a program To add a recorded event to a program 1 On the navigation bar expand Manage Programs and then click List of Programs The Manage Programs page appears In the Topic column click the title of the program to which you want to add a recorded event Click the Add other recordings to this program link In the window that appears select the recordings that you want to add to the program and then click Add Click Continue in the window that appears Viewing modifying and deleting a program Your Event Center Web site displays all the programs that you and the other hosts created on the Manage Programs page You can view a program and add events or recordings to it at any time Note You cannot modify or delete the programs the other hosts created 71 Chapter 4 Managing Programs 72 To obtain information about a program 1 On the navigation bar expand Ma
222. n your computer you can do so before joining an event to avoid a delay Otherwise once you join an event your Event Center Web site automatically sets up the application on your computer About the Panelist Entrance page Panelists only To access this page in your invitation email message click the link for joining the event Panelists join an event via the Panelist Entrance page Before joining an event you must provide required information on the page 91 Chapter 8 Joining an Event As a Panelist Provide the following information as required on the Panelist Entrance page and then click Submit First name last name and email address The information you provide here must match what the host specifies when scheduling the event Otherwise you cannot join the event Panelist Password tThe invitation email message you receive from the host contains the panelist password if any Important Do not share the panelist password with event attendees Attendees must join an event from a different entrance By not disclosing the panelist password you can prevent attendees from entering the event as panelists Ifa message appears informing you that you did not provide the matching information verify it in your invitation email message or contact the host Joining an event from an email invitation Panelists only If you receive an invitation email message for an event you can join it from the email message
223. nage Programs and then click List of Programs The Manage Programs page appears In the Topic column click the title of the program that you want to view The program information page appears To modify a program 1 On the navigation bar expand Manage Programs and then click List of Programs The Manage Programs page appears Note The programs you created have check boxes next to them In the Topic column click the title of the program that you want to modify Click Edit program The Edit a program page appears Make your changes and then click Update program You receive an automatic email message about this update To delete a program you created 1 On the navigation bar expand Manage Programs and then click List of Programs The Manage Programs page appears Note The programs you created have check boxes next to them Select the check box for the program you want to delete Click Delete Click OK to confirm the deletion The Program Deleted page appears Tracking Your Attendees About tracking your attendees Event Center allows you to gauge the effectiveness of the different methods you use to market your events by tracking from which sources attendees join or register for an event and view a recording To track your attendees you add a source ID to the end of the URL in your email messages for live events programs Event Center captures source IDs for a program and each live e
224. nd from the appropriate drop down list By default the drop down list contains the names of all sound files that reside at the default location on your computer 5 To select a sound that does not appear in the drop down list follow these steps Windows Click Browse and then select a sound file that resides in another folder Mac Select Others in the drop down list 6 Windows only To play the currently selected sound click the button 7 Click OK Note Event Center saves your sound preferences on your computer However if you start or join an event on another computer you need to set your preferences again on that computer If you are using Windows sound files must have a wav extension In most cases the default location for sound files is C WINDOWS Media You can copy other sound files to the default folder or any other directory to make them available in the Preferences dialog box Printing chat messages You can print all the chat messages that appear on the Chat panel To print chat messages 1 In the Event window on the File menu choose Print gt Chat A print dialog box appears Optional Specify printer options Print Saving chat messages You can save chat messages that appear on the Chat panel to a txt file You can then reopen the file for use in any event or view the file s content outside an event by opening the file in a text editor 242 Chapter 22 Using Chat Once you save c
225. ndees 259 Chapter 23 Polling Attendees The poll results you can share during an event are anonymous However Event Center records responses from each attendee in addition to group results and allows you to save those individual and group results To share the results of a poll In the Share with attendees section on your Polling panel select Poll results and then click Apply The results of the poll appear in the attendees Polling panels just as they do on your Polling panel Saving and opening poll questionnaires and results Task description If you have prepared a poll questionnaire you can Edit Share View Save the questionnaire Open the saved questionnaire for use in any event After you close a poll you can Save group results to a txt or csv file Save 5 Save responses from individual attendees to a txt or csv file Save Os Transfer Cbrl T Print ee en Saving a poll questionnaire in an event 256 After you create a poll questionnaire in an event you can save it as a atp file You can open the file for use in any event 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 Chapter 23 Polling Attendees Type a name for the file Click Save Event Manager saves the poll questionnaire to a file at the location you specified Poll quest
226. ndees to a teleconference IN PrOOKeSS c ccccceecceeeeeeeeceeeseeeseeeseees 143 Reminding panelists to join an event IN progress cccsececseeeeeeeeeeeeeeeeeeeaeeeesaeees 145 Reminding panelists Dy email ccccccseececeeeeeseeeeeseeeeeeeueessaeeesseeesaeeeesaeees 145 Reminding panelists by WebEx COnnect ccccceceeeeeeeeeeeeeeeeeeeaeeeeesaeeeeeeaes 145 Reminding panelists by instant messaging IM ccccceccseeeeeeeeeeeeeeeeeeees 147 Tracking participant attention cccccccecccsecceeeeseeeceeeseueeseeeseeeseueeaeeeseeesueeseeenaees 147 Checking participant attention in AN event ccccccseeeceeseeeeeeeeeeeeeseeeeesseeeeees 148 Turning on or off attention tracking in AN CVENT ce eeeeeeeeeeteeeeeeeeeeeeeeeeeaees 149 Granting attention tracking privilege ccccccccsesceecsseeeeeeeeeeeseeeeeeeaeeeeeesaeeees 149 Dosignatng a Dl CSCIC esissio ahansteretaecharatabahacetenetencteaare 150 DOSIONAUNG A elicit tee en ert eee ee ee eee eee eee 151 About panelist roles and privileges ccccsececseeeceeeeeeeeeseeeeeeeeesaeeesaeeesaeeeeas 151 Transferring the host role x scouscosnpencenseracenacsieronrecsanceatnearstananantatgessgererenanaemenseneen 152 ransferring the host rOle ccccccceeccsececeeeeeeeeeeeeceeeseueeaeeeseeesueeeeeeseeesseeseeeens 152 Reciaiming Ne NOSTTOIG neen E REA RES 152 ROSCA ACCESS O a VON ea E E 153 Removing a participant from an
227. nformation page by clicking the name of the recording in the Topic column The URL is on the page Recording I Tipit Pareeniation Trp Liedegted Hecondinay dane Wiecinaencar toby d chee 1 pee Pacts Dayi Tone San Fee AT Oty Pamalier Information Duration J res hraci Humber ol when J Use pee ycend i PE Paatrecording inep Hz Playback Tawntoad lnk Deca ures Das ca arin Coe ET ge phe Eiun ed a Oe ed eee mele Bh Hip efit Lae oy anon pape whens Char 7 Ae oe ae pout Gee rleee So ll Can vie eed dosed thes second You can chock the Ga icon bo quecichy capy the USL ed pee Gon ey era Preah Sahai isa En L Ba a About the Create a program page How to access this page Do any of the following On the left navigation bar click Manage Programs gt Create New Program On the Schedule an Event page or Edit Event page under Event Time and Duration click New program 68 Chapter 4 Managing Programs The event that you are scheduling or editing is automatically added to this new program On the navigation bar click Manage Programs gt List of Programs gt New program What you can do on this page Specify the program details Specify the registration options Customize the program information page using the HTML code Options on this page Use this option Program name Description Expected registration Budget Email Program status Registration ID
228. ng distance phone charges The event is a presentation rather than a discussion and does not involve interaction among attendees Your user role in an Integrated VoIP conference determines your level of participation Whichever role you take the following table describes the basic tasks associated with that role For detailed instructions on a particular task click More by a task description Role Task description host Start and manage a VoIP conference set conference options start or end a conference Allow a participant to speak mute or unmute participant microphones Mute or unmute your microphone 175 Chapter 17 Using Integrated Voice Conferences Role Task description participant Participate in a VoIP conference Participar Meara Hep Join or leave a conference Mute or unmute your microphone udo Setup Wizard mesa C nte Ask to speak Note For better audio quality and greater convenience use a computer headset with a high quality microphone rather than speakers and a microphone Starting or ending an Integrated VolP conference Once a host and panelist starts an Integrated VoIP conference any participant whose computer has a supported sound card can join the conference Up to seven participants can speak at a time in an Integrated VoIP conference The host and panelist determines who can speak by passing the microphone to a participant
229. ng a document presentation or whiteboard you can Navigate slides pages or whiteboards using the toolbar Advance pages or slides automatically at an interval of time that you specify Perform animations and slide transitions in a presentation Use keys on your computer s keyboard to navigate a presentation and display animations on the slides Navigating slides pages or whiteboards using the toolbar 192 You can navigate to different pages slides or whiteboard pages in the content viewer Each document presentation or whiteboard being shared appears on a tab at the top of the content viewer To display pages or slides in the content viewer 1 In the Event window in the content viewer select the tab for the document presentation or whiteboard that you want to display If there are more tabs than can appear at one time click the Next Tab button to cause the next tab to scroll into view l Motes A Adding Comments E samplespreadsh Click sample to view 2 pa On the toolbar click a button to change the page or slide you are viewing Click the q jsofl P drop down arrow to select any page or slide left arrow to see the previous page or slide Chapter 18 Sharing Presentations Documents and Whiteboards right arrow to see the next page or slide If Microsoft PowerPoint slides are being shared the drop down list also displays the title of each slide Note Alternatively you ca
230. ng or editing a post event survey do the following 1 On the Schedule an Event or Edit Event page go to the Event Description amp Options section 12 Chapter 2 Planning an Event 2 Doone of the following If this is the first time you create a post event survey on your Event Center Web site click Create post event survey If you saved surveys as templates before click Select survey On the window that appears click Create New Survey 3 In the window that appears click Text Box If you are creating or editing a registration form do the following 1 On the Schedule an Event or Edit Event page go to the Attendees amp Registration section 2 Click the link next to Registration form 3 In the window that appears click Text Box What you can do in this window Specify a text question that requires attendees to type information or answers in the text box provided on the survey or registration form Options in this window Use this option Text box label Type Width Height TO Compose a text question A text box label can contain a maximum of 256 characters Specify whether the text box contains a single line or multiple lines If you select Multi line specify a number of lines in the Height box Specify the width of the text box in characters The number that you specify determines how wide the text box appears on the survey or registration form but does not affect the number of ch
231. nks on the My WebEx navigation bar For example if your company uses another company s Web site to provide a service your site administrator can provide a link to that company s site in your My WebEx navigation bar You can then show or hide that link Display partner links in My WebEx Shows or hides partner site links in the My WebEx navigation bar Calendar Work Hours options Use these options to specify working hours to use with scheduling calendars Start time Select the start time for your daily work calendar End time Select the end time for your daily work calendar Chapter 26 Using My WebEx Scheduling template options Use these options to manage scheduling templates that you set up using the scheduling options on your site Get Info Edit Delete Select All Shows the settings you set for the selected template Opens the scheduling options on your site for the selected template Removes the selected template from your profile Selects all the scheduling templates allowing you to delete them all at once Personal Meeting Room options Personal Meeting Room URL Welcome Message 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 pr
232. nseeeeeseesenseesenseeseneessones 175 Starting or ending an Integrated VoIP conference cceccceeeeceeeeeeeeeeseeeeseeeenees 176 Joining or leaving an Integrated VoIP Conference ccccseccceeeeseeeeseeeeseeeeseaees 176 Asking to speak in an Integrated VoIP conference cccceeeeeeeeeeeeeeeeeeeeeeeaeeeeees 177 Allowing a participant to speak in an Integrated VoIP Conference 0000 177 Speaking in an Integrated VOIP CONFEFENCE cccccccceececeeeeceeeeeeeeeeeeeeseeeeseeeenes 178 Muting and unmuting microphones in an Integrated VoIP conference 179 Muting and unmuting participant microphones cccccceecceeeeeeeeeeeeeeeeeeeeeees 179 Muting and unmuting your MICFOPNONE eceeee eee e eee eeeeee tees ee eeeeeaeeeeaeeeeeas 180 Understanding the speaker queue for Integrated VOIP ccceeeeeeeeeeeeeeeeeeeeeeeees 181 Setting Integrated VoIP conference Options ccecceceeeeeeeeeeeeeeeeeeeeeeeeeeeeesaeeeees 181 Sharing Presentations Documents and Whiteboards sccsseeeeseeeeeeeeeees 183 Granting privileges to QICNISSS ia cessnctsassancdasraancdeusavadaavannoiaueasavdnanneucdaaranacinnwaaaerncs 184 Content viewer TOOIS ccecccseececeeeeeceeececeeeeeceeeeeceeeeeseuceeseueesseueesseeeessaeeesseeeesaaees 184 Changing views in a file or whiteboard ssesssnesnsesensssrnrsesrrrrsrnrrnrrrrnrrrerne 185 Using annotation tools
233. nsion from your local computer to the My Event Recordings page and then publish it from that page Note If you recorded an event on the server the WebEx server automatically uploads the recording file with an arf extension to the My Event Recordings page once you stop the Recorder You do not need to upload it yourself Chapter 25 Publishing a Recorded Event To upload a recording file 1 Goto the My Event Recordings page 2 Click Add Recording 3 On the Add Event Recording page enter information and specify options 4 Click Save Publishing a recorded event All event recordings are unlisted by default that is they appear only on the My Event Recordings page You must log in to your Event Center We site to view and maintain the recordings To publish a recording and make it available for all visitors to your site you must specify to list the recording that 1s the recording appears on the Event Recordings page which is accessible to each site visitor After a recording is added to the My Event Recordings page your event service generates URLs for streaming and downloading the recording on the Recording Information page You can copy and paste the URLs in an email message that you send to event participants To publish a recorded event 1 Open the My Event Recordings page 2 Upload your recording if you have not yet done so 3 Click the More icon for the recording that you want to edit 3 eT 4 Click M
234. ntact 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 323 Chapter 26 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 service Web site To import contacts from Outlook to your personal address book 1 Open your address book 2 Inthe View drop down list select Personal Contacts 3 In the Import from drop down list select Microsoft Outlook 4 Click Import The Choose Profile dialog box appears 5 In the Profile Name drop down list select the Outlook user profile that includes the contact information that you want to import 6 Click OK Note When you import contacts in Outlook your WebEx service Web site retrieves contact information from the Outlook address book or folder in which you have chosen to keep personal addresses For information about keeping personal addresses in Outlook refer to Microsoft Outlook Help If your personal address book already includes a contact who is also in your Outlook cont
235. nter a subject that will appear in the subject line of the email message Click Add to add a header image in this email message Available only in HTML templates Click Add to add a footer image in this email message Available only in HTML templates Revert the template to the original state which is set up by your site administrator Preview the email message in the text or HTML format that you selected Save the changes you make Tip WebEx recommends that you set up an email account that you can use exclusively for producing events You can specify that address in the Reply to email box For example you can set up an account with the address events your_company com 31 Chapter 2 Planning an Event Customizing an email message for a specific event When you are scheduling or editing an event you can customize an email message template for the specific event by editing rearranging or deleting the content and variables code text that Event Center uses to substitute for your specific user or event information Important You can delete or rearrange variables but never change the text in a variable For example in this variable ParticipantName do not change the text ParticipantName within the percentage signs If you change it Event Center cannot substitute the correct text from your user or event information To customize an email message for an event 1 On the Schedule an Event page or Edit Event page in t
236. o share rich media files for this event and then click Schedule This Event 53 Chapter 2 Planning an Event Requesting participants to check their rich media players If you plan to show Universal Communications Format UCF multimedia presentations in the event you can request participants to verify that rich media players are installed on their computers before they join the event The invitation email messages to invited participants contain this request To request participants to verify their media players 1 On the Schedule an Event page go to Event Description amp Options gt Other UCF options 2 Select Request attendees to verify rich media players and then click Schedule This Event Specifying whether to display attendee list to all participants When scheduling an event you can specify which event participants can view the entire list of attendees during the event To specify who can view the attendee list 1 On the Schedule an Event or Edit Scheduled Event page go to Event Description amp Options 2 Next to Attendee list viewing select one of the following All Allows each event attendee to view a list of all attendees during the event Host presenter and panelists only Allows only the event host presenter and panelists to view the entire list of attendees Besides their own names attendees can view only the names of the host presenter and panelists in the participant list Tip Each
237. o your URL ec ceccceececeeeeeeeeeeeeeeseeeeseeeesaaees 74 Obtaining event program and recording URLS ccccecccseeceseeeeseeeeeeeeeeeeesaeeeeas 74 Associating a source ID WIth a vendor ccccceeccceececeeeeeee cece eeeaeeesaeeesaeesaeeesaeeeas 76 Associating source IDs with vendors for an event ccceeceseeeseeeeeeeeneeeneeeeees 77 Associating source IDs with vendors for a PrOQraM scccceeeeeeeeeeeeeeeeeeeaaees 78 Associating source IDs with vendors for an event recording scceeseeeeeees 79 Managing Registration Requests cccccccsscssseceeeeceseeeseeeaseonseeeneeeaseonseeeseeeaseoneeseneees 81 About managing registration reQuests ccccccceecceeeeseeeceeeeeeeeseeeseeeseeeeseeeseeeeeeeens 81 Approving or rejecting registration requests cceeeceeeeeeeeeeeeeeeaeeeeeeaaeeeeeaaeeeeaaees 81 Sending email reminders tO registrants cccccscccseeccsececeeeeceueecueecseeesueesueeseaees 82 Conducting a Practice SESSION c ccccesseeceeseecenseecensescenseseenseeeenseseeseesenseesonsessoaes 85 Setting UP A practice SESSION cccccceeeccseeeeceeeeeceeeeecaeeeeseeeeeseeeeseeeessaeeesseeesaeeeeas 85 Staring a practice SESSION we nexes cexcsccevcresesevewaneeewecepesevereyexeteicapetebeceteuausrenesetecenenee lt ces 87 Enang your praclice SCSS IOI se ctsccvresseinsencptucntuontssegegtmcsnenteancoetinnseeatenntusyinmiecntncnts 88 Joining an Event AS a
238. odify from the menu Send to Vendor ag Delete 267 Chapter 25 Publishing a Recorded Event The Edit Event Recording page appears 5 In the Type drop down list select Listed 6 Click Save The recording appears on the Event Recordings page You can verify it by clicking Attend an Event left navigation bar gt List of Events gt View Event Recordings epee ee Events by Program E P reih r P FT peen mr er Li Steer pest eventa Ll ie ority events thet equa maypenation list ml Deer Dole amp Time i aih sin Ter 7 Optional Send an email share an event recording 8 Optional Send an email to vendors to share an event recording and track viewing Important If you require a password for playing or downloading a recording ensure that you communicate it to the intended viewers such as in an email message Deleting a published recording You can remove a published recording at any time To delete a published recording 1 Goto the My Event Recordings page 2 Click the More button next to the event recording to display additional options Ea 3 Click Delete from the menu ub Modify Send to Vendor 268 Chapter 25 Publishing a Recorded Event 4 Click OK to confirm Once you remove a recording from the My Event Recordings page you also remove it from the Event Recordings page Editing information about a recorded event Whether you publish a recording or not you can edit information about it at
239. oftware 3 Choose the name of the attendee 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 an event 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 me T O As o R The Save As dialog box appears 2 Choose a location at which to save the file and then select Save Note The file you save is an image of your entire desktop 229 Chapter 19 Sharing software Sharing applications with detailed color Windows 230 For Windows users only By default Event 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 exam
240. older 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 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 Chapter 26 Using My WebEx Opens a page on which you can move the selected folder or file to another folder Move About the Edit Folder Properties page How to access this page On your WebEx service Web site click My WebEx gt My Files gt Properties icon for folder What you can do here Specify a name a description and sharing options for a folder that you created in your personal folders Options on this page Name Enter the name of the folder Description Enter the description of the folder Share Specify who can access this folder Do not share this folder This folder does not appear on your Personal Meeting Room page Thus visitors to your
241. olumn heading and the events are sorted by the column in descending order The starting time for each scheduled event Click the box next to a meeting start time to select that event Click the box next to the Time column heading to select or clear all events in the list The topic for an event that you are hosting Click the topic name to get information about that event 293 Chapter 26 Using My WebEx Option Description Indicates the type of online event that you are hosting Type Available event types depend on the configuration of your WebEx service Web site 6 Indicates that the live event is in process Status The status of the event Start You can start this event that you are hosting at any time by clicking the link Join End for hosts For a event in progress that you are hosting you can join or end the event Appears if you left a event or you allowed participants to join the event before its starting time and participants have already joined the event O Join Lets you join the event in progress O End Ends the event Join for attendees The event that you are invited to has started and you can now join the event Registration for attendees The event that you are invited to requires registration To display a page on which you can register to attend the event click the link Does not apply to sales meetings or support sessions Delete Cancels any events that are currently selecte
242. om the attendee list receive an email message informing them that the event was cancelled You can edit an event from the confirmation email message that you received after you scheduled the event or from My WebEx on your Event Center Web site Editing a scheduled event from My WebEx You can edit a scheduled event from My WebEx on your Event Center Web site and send event updates email messages to participants To edit a scheduled event from My WebEx 1 Log in to your Event Center Web site 2 Click My WebEx gt My Meetings The My WebEx Meetings page appears 3 Inthe Topic column click the topic for the event The Event Information page appears 4 Click Edit Event The Edit Event page appears 5 Make your changes 6 To apply your changes to the event click Update This Event 61 Chapter 3 Scheduling Editing Canceling and Starting an Event On the Send Event Emails page select the recipients of the event updates email message If you added participants to your invitation list you can also send them invitation email messages with the latest event information from this page Click Send Now and then click OK and Continue on the messages that appear on your screen Note Clicking Send Later takes you to the Event Information page on which you can send event updates email messages at a later time Canceling a scheduled event About canceling a scheduled event You can cancel an event that you scheduled at any time
243. on Can view a poll opened before the host starts the practice session Cannot view any polls opened within the practice session f within the practice session the poll coordinator closes the poll that the attendees are viewing the poll closes for the attendees Cannot view video after the host starts a practice session Can join and stay in the Integrated VoIP conference Cannot hear the conversations in the practice session Once the host starts a practice session attendees who have joined the event cannot view any activities in the practice session 87 Chapter 7 Conducting a Practice Session Ending 88 Note Only the host can start and end a practice session If a host designates a panelist or presenter as an attendee during a practice session the person is removed from the practice session To start a practice session 1 Optional Open the presentation that attendees can view while the speakers are in a practice session Set the presentation to automatically advance pages Note Once the host starts a practice session the production team cannot access the presentations or documents that the presenter opened in the Event window before starting the practice session To use the same presentations or documents in the practice session the presenter must open them again during the practice session 2 Inthe Event window on the Event menu choose Start Practice Session The prac
244. online events or Personal Conference meetings that you are hosting Shows a list all of the events or Personal Conference meetings to which you have been invited Select to include concluded events in the list of meetings Opens the Daily view which shows the scheduled events for the selected day The Ascending Sort indicator appears next to a column heading and the events are sorted by the column in ascending order The Descending Sort indicator appears next to a column heading and the events are sorted by the column in descending order The Expand button appears next to a Day link Click this button to expand and display the list of events for that day The Collapse button appears next to a Day link Click this button to collapse and hide the list of events for that day The starting time for each scheduled event Click the box next to a meeting start time to select that event Click the box next to the Time column heading to select or clear all events in the list The topic for an event that you are hosting Click the topic name to get information about that event Indicates the type of online event that you are hosting Available event types depend on the configuration of your WebEx service Web site Indicates that the live event is in process Status Delete Chapter 26 Using My WebEx The status of the event Start You can start this event that you are hosting at any time by clicking the link Jo
245. ons installed such as AIM AOL Instant Messenger GoogleTalk or Jabber The attendees or panelists who receive your IMs are logged in to their IM programs If your contact is not online when you try to send him or her an IM WebEx Connect automatically switches the method of sending the message to email The email message will still contain the event topic starting time and a link for joining the event To send your panelists a reminder IM using WebEx Connect 1 Do either of the following In the content viewer of the Event window under Quick Start gt Remind IM Panelists and then click T On the Participants panel click the downward pointing arrow on the ta button and then choose Remind by IM Panelists Only In the window that appears the names of the panelists you invited display automatically E2 Send Attendee Reminders x D Contacts Method State DREJ kathryn macksurydveebex com IM Tentetive T sodef cocanadiwwebex com IM x Tentative Remanher Message Meeting Topic Testing Big Evert Start Tene August 24 2006 1 34 pm Podi Doybght Time GMT 07 00 San Francisco Ingtruchon for teleconference Call in toldines number LS Cankda 406 9041 7000 Calin tol number US Canada 1 406 904 1700 Toles diaing restrichiorn hitpe eae webs com pi tores rescos pif Chapter 13 Managing an Event 2 Ensure that you select the check boxes for the names of the panelists you want to r
246. ort Summary Usage report CSV comma separated values file Contains additional details about each event including the minutes that all participants were connected to the event and tracking codes Session Detail report Contains detailed information about each participant in an event including the time the participant joined and left the event the attentiveness during the event 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 Event Center reports These reports contain detailed information about the events that you host You can view the following types of Event Center reports Registration Report Contains registration information for an event that you hosted including the name date and time of the event and the numbers of participants who were invited who registered who attended or who were absent It also allows you to send reminder emails before the event Chapter 26 Using My WebEx Attendance Report Contains detailed information about attendees and absentees for an event that you hosted The report includes the event ID key name start and end time duration number of attendees the host name and the minutes that all attendees spent in the event The report also includes each attendee s username email address IP address
247. other folder Mac Select Others in the drop down list 6 Windows only To play the currently selected sound click the button 7 Click OK Note Event Center saves your sound preferences on your computer However if you start or join an event on another computer you need to set your preferences again on that computer If you are using Windows sound files must have a wav extension In most cases the default location for sound files is C WINDOWS Media You can copy other sound files to the default folder or any other directory to make them available in the Preferences dialog box Managing an Event Host only As the event host you run the event using the features provided by Event Center For example you can Manage the Attendee List Invite additional attendees to the event Remind the panelists who were invited but have not yet joined the event Tell which participants are not paying attention in the event Designate a presenter Designate panelists Transfer the host role to a panelist reclaim the host role later Control access to an event Remove a participant from the event End the event Note A host must be an authorized user that is the host must have a user account After an event starts the host is initially the presenter The host can then designate a panelist as the presenter 133 Chapter 13 Managing an Event Obtaining information about an event During an
248. our address books To add a new contact to your event invitation list 1 If you have not already done so open the Create Invitation List window from the Schedule an Event page 2 Under New Attendee or New Panelist provide information about the contact 3 Optional To add the new contact to your Personal Contacts address book select the Add new attendee in my address book or Add new panelist in my address book check box 4 Click Add to Invitation List The contact displays under Attendees to Invite or Panelists to Invite 5 Click Invite Tip To view a list of the attendees or panelists you selected for an event click View invitation list in the Attendees amp Registration or Presenters amp Panelists section To delete a contact from an attendee or panelist invitation list click Edit invitation list in the Attendees amp Registration or Presenters amp Panelists section Select the contact click Delete and then click OK 21 Chapter 2 Planning an Event About the time zone language and locale options Host only For each attendee you plan to invite to your event you can select a language time zone and locale in which your invitation displays text dates and times You can specify time zones languages and locales for an attendee when you are adding anew contact A new contact is an attendee who is not already in one of your address books in My WebEx editing an existing contact The settings you
249. ovide 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 333 Chapter 26 Using My WebEx Upload Image Upload an image file from your computer or another computer on your network to your Personal Meeting Room page For example you can upload a picture of yourself your company s logo or a picture of your company s product Visitors to your page can see the image that you upload The image can be an maximum of 160 pixels wide If you upload a larger image its width is automatically reduced to 160 pixels However the image s aspect ratio is maintained Browse Lets you locate an image Upload Uploads the image that you selected Current Image Displays the image that currently appears on your Personal Meeting Room page Delete Removes the current image from your Personal Meeting Room page This button is available only if you have uploaded an image for the page Customize branding of Upload a banner image to the non scrolling header area for header area 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 yo
250. ow start schedule or join an event Note Alternatively you can download the Event Manager for Windows Installer from the Support page on your Event Center Web site and then install Event Manager on your Web browser This option is useful if your system does not allow you to install Event Manager directly from the Set Up page Ifyou or another attendee plans to share Universal Communications Format UCF media files during an event you can verify that the required components are installed on your system to play the media files Chapter 1 Setting up and Preparing for an Event Uninstalling for Windows You can easily uninstall or remove Event Manager for Windows on your computer 1 Do one of the following For Windows 2000 On your computer s desktop double click My Computer and then open the Control Panel folder Kor Windows XP Click Start and then click Control Panel Double click Add Remove Programs or Add or Remove Programs depending on your computer s operating system A dialog box appears showing a list of programs installed on your computer In the list select WebEx Click Add Remove or Change Remove depending on your computer s operating system A message appears asking you to confirm that you want to remove the software Click Yes The Uninstall WebEx Software dialog box appears Select Event Manager Click Uninstall Once the software is removed click Finish Select an option to rest
251. ox appears with the Options tab selected by default Click the Import Mode tab Meeting Options The Import Mode tab options appear General True Color Mode Import Mode To ensure good quality imaging for document and presentation sharing select the appropriate import mode Import mode Universal Communications Format Supports animations and slide transitions in shared Microsoft R PowerPoint R presentations Printer driver Provides better cross platform imaging but displays presentations without animations and slide transitions OK Cancel Select either Universal Communications Format or Printer driver Closing shared documents and presentations 190 You can close any presentations or documents that you are sharing in your content viewer To close a shared document or presentation 1 In the content viewer select the tab for the document or presentation that you want to close On the File menu choose Close If you have not yet saved any annotations that you made on the document or presentation a message appears allowing you to save it Chapter 18 Sharing Presentations Documents and Whiteboards 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
252. p A panels unless you choose to send your answer privately To provide a public answer during a Q amp A session 1 On your Q amp A panel select the question from any of the tabs on which you received the question 165 Chapter 14 Managing Question and Answer Sessions Yo Myo una John Smith 05 22 pm Ati hello have a question 2 Type your answer in the text box To select a question click it once To copy the question into the text box right click Winodws or press ctrl and then click Mac your mouse choose Copy and then paste it in the text box To clear the selection right click Winodws or press ctrl and then click Mac the question and then choose Deselect To edit your answer before sending 1t highlight the text you want to edit and then right click Windows or press ctrl and then click Mac the highlighted text The menu that appears provides editing commands 3 When you finish typing your answer click Send The answer appears on all panelists and attendees Q amp A panels Answering a question privately If you send your answer privately these participants can see the private answer the attendee who sent you the question all panelists To answer a question privately 1 On your Q amp A panel select the question from any of the tabs on which you received the question and then click Send Privately Yo My qaai Una John Smith 05 22 pm
253. 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 305 Chapter 26 Using My WebEx Use this option Share as Read Write Read amp write Allow files to be overwritten Password protected Update Cancel To Enter the name for the folder that will appear on your Personal Meeting Room page Let visitors to your Personal Meeting Room view the list of files in the folder and download the files Let visitors to your Personal Meeting Room upload files to the folder but does not allow them to view the files in it Let users view files in the folder download files from the folder and upload files to the folder Let users upload a file with the same name as an existing file in the folder and replace the existing file If this option is not selected users cannot overwrite any files in the folder Let only visitors to your
254. panelists in the event where the recording Panelist was made The publication status of the event recording Listed The recording is published that is the recording appears on the Event Recordings page which is accessible to all visitors to your Event Center Web site Type Unlisted The recording is not published that is the recording appears only on the My Event Recordings page You must log in to your Event Center Web site to view and maintain the recordings Size The size of the recording Create Time Date The date and time the recording was created 314 Chapter 26 Using My WebEx Duration Format Add Recording Eb 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 4 Download Lets you download the recording to your local computer If downloading the file requires a password you must provide the password 4 Modify Lets you edit
255. pecific files available on your Personal Meeting Room page so visitors to your page can access them Recorded events management Lets you maintain recorded events files and publish them on your WebEx service Web site 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 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 282 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 nee
256. pecify only a password for the event However if you schedule an event in which you will discuss sensitive financial data you may want to make the event unlisted Defining your roles Your event production team can be broken down into the following roles Role Description host the participant who schedules starts manages and ends the event and designates the presenter panelists and polling coordinator The event host initially is the presenter After the invited panelists join the event the host can pass the presenter control to any of the panelists at any time during the event presenter the participant with the presenter control symbol who is responsible for sharing and presenting information during the event Chapter 2 Planning an Event Role Description panelist a participant who is primarily responsible for assisting the presenter and participating in presentation polling coordinator the participant with the ail symbol who is responsible for preparing a poll questionnaire and conducting a poll during the event attendee a participant who mainly listens or watches and does not present information during the event The following figure shows an example of the different roles in an event Participants 5 3 Mame amp Tools Panelists 3 Felicia Wu Host John Smith Mary Lou ail amp Attendees 2 0 displayed View all attendees Tips for assigning responsibilities Create a documen
257. pic the date that you specified when scheduling the event in the following format Day Month DD YYYY for example Friday April 12 2009 the URL for the Event Information page for the event Event Center automatically creates the URL once you schedule an event the time that you specified when scheduling the event in the following format HH MM am pm for example 12 30 pm the panelist s first and last names that you specified when scheduling the event the first and last names that the participant specified when either registering for or joining the event the password you specified for attendees to register for the event the email address specified on the email server for your Event Center Web site The default address is messenger webex com This variable is replaced by the following text To join the teleconference call 6CallInNumber and enter the meeting number The variable CalllnNumber is replaced by the numbers that you specified when scheduling the event the event name that you specified when scheduling the event 35 Chapter 2 Planning an Event This variable Is replaced by If UCF is turned on for this event and you select Request Attendees to verify rich media players when scheduling the event the following displays The playback of UCF Universal Communications Format rich media files requires appropriate players To view UCFAttendeeVerifyPlayers yr ay this type of
258. ple color gradients may appear and color bands If the accuracy and resolution of color in a shared application is important you can turn on True Color mode in Event Manager Using this mode however may affect the performance of application sharing When using True Color mode you can select one of the following options Better imaging no image compression Better performance some image compression Performance refers to the speed at which images appear on participant screens and imaging refers to the quality of the color in shared images Note Before turning on True Color mode ensure that your monitor display is set to True Color either 24 or 32 bit color For more information about setting options for your monitor refer to Windows Help To turn on True Color mode 1 If you are currently sharing an application stop your sharing session 2 On the Event menu choose Event Options The Event Options dialog box appears 3 Select the True Color Mode tab 4 Select Enable True Color mode 5 Select one of the following options Better imaging Better performance 6 Select OK or Apply Chapter 19 Sharing software Sharing applications with detailed color Mac For Mac users only Before sharing an application or your desktop you can choose one of the following display modes Better performance The default mode Lets you display your content faster than you do using the better image quality
259. plication is currently running Click the Share button Each application you have open on your SHARE Not Shared Aaa desktop has these buttons in the upper right corner Tip When you open any application that you have minimized it opens with the sharing buttons in the upper right corner If that application is not currently running Click the Select Content to Share button in the Event Controls Panel You can also fnd it using File Explorer or other tool you use to locate applications on your computer When you open it it appears with the Share button Your application appears in a sharing window on attendees screens Event Center tracks the number of applications you are currently sharing The button to the right of Pause is the Select Content to Share button bal ed Tip Alternatively you can share multiple applications by sharing your computer s desktop For details see Sharing your desktop Stopping application sharing for all participants Host or Presenter only You can stop sharing an application at any time Once you stop sharing an application attendees can no longer view it 212 Chapter 19 Sharing software If you are sharing multiple applications simultaneously you can stop sharing either a specific application or all applications at once To stop sharing a specific application when sharing multiple applications On the title bar of the application that you no longer want to share click
260. plications Appication CirheAk a Share your desktop if this feature Desktop Ctrl f is available Whiteboard Cir eAt N Share a Web browser Web Content Annotate shared software ig TH 4 5 TE 209 Chapter 19 Sharing software host and Share software panelist Share applications Share your desktop if this feature is available Share a Web browser Annotate shared software participant View and work with shared software Control the appearance of shared software Annotate shared software Stop participating in software sharing Sharing applications 210 You can use application sharing to show all event participants one or more applications on your computer Application sharing is useful for demonstrating software or editing documents during an event Participants can view the shared application including all mouse movements without having to run the application that you are sharing on their computers Here are just a few tasks you can perform Start sharing an application and open more applications to share Control the appearance and viewing of shared software pausing changing to full screen view and so on Annotate and draw on a shared application and allow attendees to draw Chapter 19 Sharing software Learn about sharing application effectively Stop sharing an application Starting application sharing Host or Presenter only You can share any applic
261. plications you can switch sharing from one application to another or you can open an application that is currently closed Select Share Application and choose another open application from the gt Sea amp Sra ist Ber fe engi Moca Fir Fr a Select Share EE A ahes Application gt Share a 6 Beer in Progress Microgalt rienret Ere probed by Wei new Application to 6 Wabe Evert Center Microsoft remet Emira provided by Webes E Event in Progress Microsoft irfanmet Emor provided by WebEx opena closed E Ibo Merosot Dudok application a Toe O pra a Aj Enr l oS Seve a hien Applikation SEN a E a n a ee ee eee ee If you are sharing a whiteboard If you have already opened started several whiteboards you can switch sharing from one whiteboard to another or you can start another whiteboard 120 Chapter 10 The Event Window Select Share Whiteboard and choose another whiteboard from the list Mootation Took Select Share Document gt Share a New Whiteboard to start a new i ne i he whiteboard Share Gooument Share Apolicsbor Share Desktop r Share Whi bbord Whiteboard 1 a Whiteboard 2 Share a Mew Whiteboard If you are sharing Web content If you have already set up one or more Web sites for content viewing you can switch sharing from one to another or you can specify a URL to share the content of another
262. pter 15 Participating in a Question and Answer Session My O amp A 2 ala Jay Chow 10 46 am Q have a question Janet Goodman 10 48 am A yes please send it to me Jay Chow 10 59 am MO How dol record the session Felicity Wu 10 59 am A private We will post the recording after the session ends o The My Q amp A tab displays the questions that you sent and the answers to those questions If a panelist answers your question privately the text private appears next to the answer No attendee can see this private answer except yourself Answering indicator When a panelist is typing an answer to a question an in progress indicator displays under that question This figure shows an example Jay Chow 01 54pm 2 have a question This question is being answered 173 Chapter 16 Using Teleconferencing Using Teleconferencing Please reference the Cisco WebEx Web Conferencing Audio Controls Guide for more detailed instructions at http www intercall com services web conferencing meeting center resources php 174 Using Integrated Voice Conferences You can use an Integrated VoIP conference in a meeting This option allows participants to speak to each other using voice over Internet Protocol VoIP an Internet based telephony service through the computer Integrated VoIP conferences are useful if Participants are located a great distance away and do not want to incur lo
263. r or choice appears in the drop down list Options in this window Use this option Label for drop down list box Default choice Choice 1 to 9 Score About lead scores Chapter 2 Planning an Event TO Compose a question Specify which is the default answer or choice Compose the answers or choices To add option buttons use the Add drop down list Specify a score for each response to the question When customizing a survey or registration form you can specify a score for each response to a question Your site administrator can later generate a report that shows each attendee s total score so you can identify the most qualified leads from the scores as well as the other information you have gathered from the survey or registration form During the event you can have the Attendee List display these two types of information next to the name of each attendee the attendee s response to the Company question on the registration form the attendee s total lead score based on his or her responses to the questions on the registration form 17 Chapter 2 Planning an Event Attendee List x You can sort the Attendee List based on the scores or search for a company name and gain a better understanding of which attendees should be given arr priority during the event Yoko Nakao 750 Gco M Parker 720 WebEx Ming Lin 260 Go Important If you want to display lead scores and company names on the
264. r username or password click Forgot your password Provide your email address type verification characters and then click Submit You will receive an email message containing your username and password To log out from your WebEx service site In the upper right corner of the page click Log Out Using your list of meetings 283 Chapter 26 Using My WebEx 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 Opening your meetings list You can open your personal list of scheduled meetings on your WebEx service Web site to Start an event Modify an event Cancel an event You can open your personal list of meetings to which you are invited Obtain information about an event Join an event in progress To open your meetings list 1 Log in to your WebEx service Web site and then click My WebEx The My Meetings page appears showing your list of scheduled meetings
265. r your WebEx service Web site 291 Chapter 26 Using My WebEx Option Month Week Number link wW ees be i Day link E The meetings you host The meetings you are invited to Show past meetings Topic Description The month for the monthly calendar of events The default is the current month Click the Previous Month icon to display a list of events for the previous month Click the Next Month icon to display a list of events 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 events for each day of the selected week Opens the Daily view which shows the scheduled events for the selected day Shows a list all of the online events or Personal Conference meetings that you are hosting Shows a list all of the events or Personal Conference meetings to which you have been invited Select to include concluded events in the list of meetings The topic for an event that you are hosting Click the topic name to get information about that event Indicates that the live event is in process About the My WebEx Meetings page All Meetings tab How to access this tab On your WebEx service Web site click My WebEx gt My Meetings gt All Meetings tab 292 Options on this tab Option LS Language link Time zone link Date 4 gt
266. ram or recording display on the information page You can invite attendees and panelists to an event or events in a program by sending them the appropriate URLs If you want to manually add a source ID for an event a program or an event recording obtain the attendee URL and then publish the URL with the ID in your email messages To obtain an event URL Go to the Event Information page by using one of these methods Go to My WebEx gt My Meetings then click the name of the event in the Topic column Obtain it after you schedule an event To associate source IDs use the event address for attendees Chapter 4 Managing Programs Date and time Wednesdey im 0 4 85 p Eattom Dayhght Tirmo Mew Yorke OMT04 00 Duration 1 hur Degeriptipm as To obtain a program URL 1 On the left navigation bar of your Event Center Web site click Manage Programs gt List of Programs 2 Goto the program page by clicking the name of the program in the Topic column The URL is on the page Cine ator Felicia Wy Expected regkstrailon Budget Email Program URL Program status Registration ID required 67 Chapter 4 Managing Programs To obtain a recording URL 1 On the left navigation bar of your Event Center Web site click Host an Event gt My Event Recordings Eriti Ternpla bes Regis tra tom ures tiama Suey Dips tons Hy Event Recordings 2 Goto the Recording I
267. ree vendors and use source IDs to track from which sources attendees view the recording To send an email to share a recording with others 1 Goto the My Event Recordings page 2 Open the Send Recording to Vendor window On the My Event Recordings page click the More button next to the recording you want to share to display additional options 2 9 Chapter 25 Publishing a Recorded Event From the More menu click the Send to Vendor link E TE Mod y On the My Event Recordings page click the name of the recording you want to share On the Recording Information page click Send to Vendor Send to Vendor The Send Recording to Vendor window appears Emad address 1 Source IO Emai address 2 Source I0 Emad address 3 Source ID fa Ins AN righta nawerred mi ea oe i 3 Specify up to three vendors for your email Type the vendor s email address in the Email address boxes Type the vendor s source ID in the Source ID box 4 Click Send Your email message will be sent to the specified vendors and will include information about the recording and a link to play it 280 Using My WebEx About My WebEx My WebEx is an area on your WebEx service Web site in which you can access your user account and personal productivity features The following features are available depending on the configuration of your site and user account Personal list of meetings Provides a list of all the onlin
268. rich media files in the event please check whether you have the players installed on your computer by going to URL Selecting audio conference options Setting up a teleconference for an event To set up a teleconference Please reference the Cisco WebEx Web Conferencing Audio Controls Guide for more detailed instructions at http www intercall com services web conferencing meeting center resources php Setting up an Integrated VoIP conference for an event You can set up Integrated VoIP in addition to or as an alternative to a teleconference To set up an Integrated VoIP conference 1 On the Schedule an Event or Edit Event page go to Teleconferencing 2 Select the Integrated VoIP check box 36 Chapter 2 Planning an Event 3 Click ScheduleThis Event or Update This Event Note Ifyou set up an Integrated VoIP conference you must start the conference before the other participants can start using it in the event Only participants whose computers meet the system requirements for Integrated VoIP can participate in the conference If you use WebEx Recorder to record the event and want to capture audio in the recording ensure that the correct audio compression scheme is selected System requirements for Integrated VoIP To participate in an Integrated VoIP conference you must ensure that your computer meets the following system requirements a supported sound card For a list of supported sound card
269. rocedure for asking and answering questions All chat messages that you send or receive appear on the Chat panel in the event window The Chat function allows you to perform these tasks Send chat messages Assign sounds to incoming messages Print chat messages Save chat messages Open a chat file during an event Sending chat messages During an event the presenter can specify chat privileges for participants These privileges determine to whom participants can send chat messages To send a chat message 1 2 Open the Chat panel In the Send to drop down list select the recipient of the message 3 Enter your message in the chat text box 239 Chapter 22 Using Chat 4 Depending on the operating system you use follow this step Windows Click Send Mac Select enter on your keyboard Note If you join an event in progress you can see only the chat messages that participants send after you join the event Sending chat messages to an attendee Host and panelists only During an event you can send chat messages to any particular attendee If there is a large number of attendees in the event you can search for an attendee s name To send a chat message to an attendee 1 Open the Chat panel 2 Inthe Send to drop down list select Select an Attendee Host Presenter Host amp Presenter All Attendees All Panelists All Participants Select an Attendee All Participants Send to
270. s refer to the Frequently Asked Questions page on your Event 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 Setting up a dual mode voice conference You can set up a dual mode voice conference for an event that is an audio conference that includes both a teleconference and an Integrated VoIP conference In a dual mode voice conference participants can use either type of conference 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 37 Chapter 2 Planning an Event sharing a presentation or document automatically 38 When scheduling an event you can set up a Universal Communications Format UCF presentation that plays automatically for the participants while they wait for the event to start You can specify one of the following A UCF presentation plays automatically in the content viewer once a participant joins the event If the presentation contains multiple pages you can also specify that it automatically advances its pages at a specified interval A Web page appears once a participant joins the event Participants can then
271. s Book The contact list that you selected displays Select the check box for each individual contact or contact group that you want to add to your list of attendees or panelists When selecting contacts you can do the following In the Index click a letter of the alphabet to display a list of contacts whose first names begin with that letter For example the name Susan Jones appears under S To search for a contact in the list that 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 Click Add Attendees or Add Panelists The contacts that you selected display under Attendees to Invite or Panelists to Invite 6 To add the selected contacts to your invitation list click Invite Tip To view a list of the attendees or panelists you selected for an event click View invitation list in the Attendees amp Registration or Presenters amp Panelists section To delete a contact from an attendee or panelist invitation list click Edit invitation list in the Attendees amp Registration or Presenters amp Panelists section Select the contact click Delete and then click OK Importing a distribution list to your invitation list Adding a large number of contacts to your invitation list is easy if you have them in a distribution list in the CSV comma separated comma delimited values format To import a distribution list to your event invi
272. s in the file you can delete it 7 Specify information about the new contacts in the csv file Important If you add a new contact ensure that the UID field is blank 8 Save the csv file Ensure that you save it as a csv file 321 Chapter 26 Using My WebEx To import a CSV file containing new contact information 1 2 3 Open your address book In the View drop down list ensure that Personal Contacts is selected In the Import From drop down list select Comma Delimited Files Click Import Select the csv file in which you added new contact information Click Open Click Upload File The View Personal Contacts page appears allowing you to review the contact information you are importing Click Submit A confirmation message appears Click Yes Note If an error exists in any new or updated contact information a message appears informing you that no contact information was imported About the Contact Information CSV template 322 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 N
273. s see v Name of attendee W Mame of panelist I Time stamp Sample preview what attendee see Name of Attendee lt Time gt lt Question gt Name of Panelist lt Time gt ginawe Managing questions on your Q amp A panel The tabs and visual cues on your Q amp A panel allow you to manage the questions you receive in the queue in the following ways Set a priority for any question you have received Identify the status of questions and answers answered unanswered assigned private dismissed or deferred and address questions that need your attention Assign questions to the appropriate expert on your team in the event Get an idea of the interactions between the panelists and attendees who ask questions 159 Chapter 14 Managing Question and Answer Sessions Prioritized 4 View poty W Hgh piim W Low O Richard Leigh no wn D Ihara a question Felicia VeL 46 am 2 pideferred Thank you for your question Your question was Sre r ed but eal resin i Ghee queue A paent wll ances your question st a Later tne D Melonie Kuo 404 am D assigned When i Cisco 105 software release 12 37 Mary White 935 sa D assigned Wil you send out the recording link O Mary White 1030 sn D What is long term business goal The auto grouping of questions by tab make it easy for you to filter and answer questions Examples Follow up on the questions tha
274. seueeaeeenaess 166 ISIS SNO US O eoe 167 Deferring a question cccccceeccseecceeeeeeeeseeeseeeeeeeeseeeseeeeeeeeseeeseeeeeeeeseeeseeeeaeeens 167 Responding to questions answered verbally ccccccceceeeeeeeeeeeeeeseeeeseeeenees 168 Archiving Q amp A SESSIONS ee EE EE EEEE 169 VIN OS Fe SOS O E E E E 169 Saving changes to a saved Q amp A SESSION ccccccseeeeeeeeeeeeeseeeeeeeesaaeeeeeeeees 169 Saving a copy of a previously saved Q amp A session sseessssserreessrrrressrreree 170 Opening a Q amp A FIC ccceccccccceesecceeceeseeeeeseeeeceeeseeeceessaeeeeeeeseeeeeeessaeaees 170 Participating in a Question and Answer Session ccsseessesesesenseenseeeneseneeeeees 171 Working with the tabs on your Q amp A Panel ccccccceccccceceeeeeeeeeeeeeeeeeeeeeeeeeeseaeeees 171 Asking a question in a Q amp A session cccccceesecceeeeeeeeeeeceeeeceeseeeeeeeesseeeeeeeseaeeees 172 Checking the Stalus Of your QUESUONS qcc cscsescecassvecacvsenccesereesncraseuexereaeesesecceacecadee lt 172 My Q amp A tab veccececccceccsecessecescevecesveceecevaceeveceusevaceevaceusesucrvacersavucevaversaceneetenen 172 Answering MGICAIOF ssvoxavancsavedaxsnadaxtneraversworsvenaneratersnexttanesadarsbuntaxenertexsmontins 173 Using Teleconferencing uct ees sesee ce serene exer ce aeewee ecu seen evan dence veuseeeeseuceatswoussce dee sestewens 174 Using Integrated Voice Conferences cccceeseeseeseesenseese
275. side an event Preparing a poll questionnaire When preparing a poll questionnaire you can Create a questionnaire Edit a questionnaire Seta timer for polling Specify options for poll results Designating the role of polling coordinator Host only 245 Chapter 23 Polling Attendees In the beginning of an event the host is the polling coordinator by default You can assign the role of polling coordinator to a panelist The poll coordinator is responsible for preparing and conducting polls during the event To designate the role of the polling coordinator 1 On the Participants panel and in the list of panelists select the name of the panelist whom you want to designate as the polling coordinator 2 On the Participant menu choose Change Role To gt Polling Coordinator The polling functions become available on the designated panelist s Polling panel Creating a poll questionnaire 246 Polling coordinator only To conduct a poll you must first create a poll questionnaire You can create poll questionnaires by using one of these methods WebEx Poll Questionnaire Editor tThis standalone version of the WebEx Poll Questionnaire Editor allows you to create poll questionnaires outside an event save them and open them during an event To download the Editor go to the Downloads page by clicking Support gt Downloads on the left navigation bar of your Event Center Web site Polling panel inside an even
276. sing a poll you can View the complete results of the poll Share group results with attendees The poll results you can share during an event are anonymous However Event Center records responses from each attendee in addition to group results and allows you to save those individual and group results 254 Chapter 23 Polling Attendees Viewing poll results Poll results may contain the number of responses for each answer and the percentage of participants who choose each answer If you did not specify to show the number of responses when preparing the questionnaire you see only the percentage for each answer a Pall Questions Ciuvestions Results Bar Graph TW hat is your favorite color a blue 4 50 Ti b red 1 4258 Hi c green Oy 4 0 2 d black 0H Mo Answer 1 4255 B 2 Hat do you enjoy doing at lei a4 reading 4754 D b watching movies 47 54 D c traveling 4 a0 The Results column d sports 1 4255 E nacas the No Answer 1 425 percentage of attendees who chose each answer The Bar Graph column provides a graphic representation of each percentage in the Results column 3 Please give us feedback abou Folling status 3 of 4 attendees have responded Remaining time 204 Time lirit 10 00 Share with attendees W Poll results Her Pall Edit Questions Sharing poll results with attendees After you close a poll you can share the poll results with atte
277. specify here will replace the contact s original settings Important If you customize an email template attendees will receive customized email messages in your language rather than in the languages specified in attendee settings Ifyou do not customize an email template attendees will receive email messages in the languages specified in attendee settings Adding existing contacts to your invitation list When creating event invitation lists you can select contacts in the following lists 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 Y our 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 To add an existing contact to your event invitation list 1 If you have not already done so open the Create Invitation List window from the Schedule an Event page 2 Inthe Invite Attendees window or Invite Panelists window click Select Contacts The Select Contacts page appears 3 Inthe View drop down list select one of the following contact lists 22 Chapter 2 Planning an Event Personal Contacts Company Addres
278. ssages to All Attendees Cannot chat with the production team If the host grants chat privileges an attendee can chat with other attendees by sending chat messages to All Attendees Can view documents presentations and Web content shared before the host starts the practice session Cannot view any documents or presentations shared during the practice session Cannot view any desktop or applications shared during the practice session Chapter 7 Conducting a Practice Session The host must stop any browser sharing before starting the B hari practice session rowser sharing Any browser shared within the practice session can be viewed only by the production team Recording and playback is available to the production team Recording and playback The poll coordinator can open a poll that was created or loaded but not opened outside the practice session Can prepare poll questionnaires and test opening and closing the Polling pee Can view video within the practice Video session The host can start an Integrated VoIP conference within the practice session Integrated VoIP E Can join an Integrated VolP conference and speak within the practice session Starting a practice session Cannot view any shared browsers during the practice session Recording and playback is available to attendees although attendees can record only the presentations outside the practice sessi
279. st presenter and other panelists instead of all participants can see the attendee list in an event When scheduling an event you determine who can view the attendee list To view the Attendee List iit Participants 4 On the Participants panel EI Tools click View all attendees Panelists 1 a Felicia Wu Host aol CF Attendees 3 1 displayed I je Richard Leigh 250 Cisco Systems View all attendees The Attendee List dialog box appears Allowing panelists to view attendees company names 136 Host only Panelists cannot view attendees company names unless you grant them the privilege to do so To grant a panelist the privilege to view attendees company names 1 On the Participants panel right click the panelist s name and then choose Privileges Chapter 13 Managing an Event Eal Participants 2 Tools Panelists 2 Cindy Smuath Change Role To Xinyi CAI Host ge Alendees 0 Chat fm ath At tA le CP e pee 2 In the Panelist Privileges dialog box select Company name and then click Assign Panelist Prevideges Select the prvleges Gat you want to pssi to al pareis Escort ey F Swe fe Attends leet i Any page iw Prnt ff Thuenirusds P snc Iw Any document Record the event W Private chat with Share documents I Host Presenter wo Pantis oe A S agp sae E A k harha am tt mina a es Inviting attendees to an event in progress Af
280. stions Poll Results Transfer Ctrl T Print ee Ao The Save All Poll Results dialog box appears Select a location at which to save the file In the File name drop down list enter a name for the file In the Save as type drop down list select the format in which you want to save the results Click Save You can now view poll results by opening the file Tip Event Center automatically saves poll questionnaires and group and individual results every two minutes to the default folder C Documents and Settings lt SUSER ROOTS gt My Documents WebEx on your computer If the folder does not exist and cannot be created when the event starts the alternative folder is C My WebEx Documents 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 an event To open a poll questionnaire file 1 Use one of these methods to browse to the file On the File menu choose Open gt Poll Questions Click the Open icon on your Polling panel 259 Chapter 23 Polling Attendees a Wx t Windows mi E 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
281. stomize the email messages for Pending Approved Rejected and Event In Progress click the links Customize the email messages that are sent to event participants about event updates When you update your event you can choose to send an event updates email to any of the following recipients These options appear after you click Update This Event on the Edit Event page All Approved Registrants Sends an email message to only those whose registration has been approved All Attendees Sends an email message to all the attendees you invite using the WebEx email system All Panelists Sends an email message to all the panelists you invite using the WebEx email system Using this option Reminder emails Follow up emails Chapter 2 Planning an Event You can do the following Select the check boxes to send reminders to registrants at specific times 1st Reminder Sends an email message reminding registrants to join the event 2nd Reminder Sends a second email message reminding registrants to join the event Note To customize the reminder email messages click the links Select the check boxes to send follow up email messages to attendees Thank You for Attending Thanks an attendee for attending the event and contains information about how the attendee can provide feedback on the event Absentee Follow Up Email Informs an absentee that the event has occurred and provides the host s contact
282. sueeseusessueesaueeseaees 233 eI WED COME lass sass anise dursaseaecasecnetvoe E EERS 234 Differences between sharing Web content and sharing a Web browser 234 Sharing Multimedia on the Media Viewer Pannel scsssssesssseessseeseeseesenneeees 237 About sharing multimedia Web content on the Media Viewer panel 0 237 Sharing multimedia content in the media viewer ccceecccseeceeeeeeeeaeeesaeeeeeaeeees 238 RIS aes vacances este E E E A E E 239 Sending Chat messages cccceccccseccccsececceeeecseeeecseeeeceeeeseuseeseueesseueesseeeesseeeeseaeees 239 Sending chat messages tO an AtteNdee cccceeccseccseeecseeceeeeseeeseeeeseeeseesaes 240 Assigning sounds to incoming chat MESSAQES cccccceeceeeeeeeeeeeeeeeeeneeseneesaaees 241 Printing Chat MESSAGES ccccecccscecseeceecceeeceeeceucecseeceeeseeesseesueeeaeesseesenessueenaees 242 SAVNA CNAE MES SAC eS arae EE E EEEE EE EE E E E 242 Saving chat messages to a NEW file nannnnannnannnnannnennnnnnnnnrnnnnnrnnrrrrnrennnnnne 243 SAVNO Chan es 10 4 Chal WIG tac ctctatereteratcatereteretetaiatetetateseeretee ete teeteseare 243 Creating a copy of previously saved chat messages ccceceeeeceeeeeeeeeeeees 243 Opening 4 Chat Tle duning an CV CNM sxcccccscedcccesnu sccecactexacaseconceecedesercasienevszeteuexecesace 244 Polling PATS NOC CS er ocesaces amas ro cscnnace neces ancceneesepnccewaces snes soo
283. t 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 318 Chapter 26 Using My WebEx Adding a contact to your address book You can add contacts to your personal address book one at a time To add a contact to your personal address book 1 Open your personal address book 2 Inthe View drop down list select Personal Contacts A list of contacts in your Personal Contacts list appears 3 Click Add Contact The Add Contact page appears Full name required Email address required Company Job title WAL it known Phone number Count Regin Amea orcity code Mumber Extension PE De Phone number for mobile device CountmRegion Amaorcitycode Number Benen boo JECO T IL Fax number Count Regin Amea orcity code Number Extension 1 Address 1 Addreass2 City State Province Poo ZIP Postal code CountryAegion User name PO if known Notes Add Cancel 4 Provi
284. t To save time in an event you can start the event earlier than the scheduled time create questionnaires on the Polling panel save them and then open them during the actual event To create a questionnaire for Windows 1 Open the WebEx Poll Questionnaire Editor or the Polling panel in an event You can start the WebEx Poll Questionnaire Editor by going to Start gt Programs gt WebEx on your desktop 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 Chapter 23 Polling Attendees 4 Type a question in the box that appears 5 Inthe Answer section click Add 6 Type an answer in the box that appears 7 To type another answer click Add once you finish typing an answer The question and answers appear in the Poll Questions area 8 To add questions repeat steps 2 to 7 This figure shows an example of a poll questionnaire Poll Questions 1 What is Your favorite color a blue bred 9 c green 9 d black zabat do you enjoy doing at leisure D areading D bavatching movies D ciraveling D d sports Please give us feedback about this event To create a questionnaire for the Mac 1
285. t are sent or assigned to you on the My Q amp A panel View questions that have been given a priority status on the Prioritized tab view only questions with a certain priority status on the Prioritized tab Visual cues such as deferred and private tell you the status of a question A question appears bold if no panelist has answered it Right click Windows or select ctrl and click Mac a question to Assign it to a subject matter expert defer it or dismiss it Assign a priority status Send a standard response if this question has been answered verbally Working with the tabs on your Q amp A panel Your Q amp A panel consists of five tabs The All tab displays by default The following table describes what each tab displays 160 Tab All Chapter 14 Managing Question and Answer Sessions Displays All questions and answers unanswered answered private deferred and dismissed in the queue Unanswered Questions that have not been answered by a panelist Answered Questions that have been answered by a panelist and answers My Q amp A Questions that attendees specifically send to you by your name other panelists assign to you attendees send to All Panelists and that you have answered attendees send to Host amp Presenter Host or Presenter if you are the host or presenter Prioritized Questions that have been assigned a priority status Opening a tab When yo
286. t gave to you in the Registration password box and then click Submit The Register for Events page appears Provide the required information Click Submit If the host approves your registration you receive a registration confirmation email message for each event you registered for The message contains instructions for joining an event Registering for events from your Event Center Web site Attendees only If the events to which you are invited are part of a program and the host has specified to display both the program and its events on your Event Center Web site you can simultaneously register for multiple events from the service Web site To register for events from your Event Center Web site 1 On the navigation bar expand Attend an Event and then click List of Events The List of Events page appears If the List of Events by Program page is not currently displayed in the upper right corner of the page click View Events by Program Click the title of the program The program information page appears 99 Chapter 9 Registering for an Event Select the events for which you want to register and then click Register If the Registration Password page appears type the password that the host gave to you in the Registration password box and then click Submit The Register for Events page appears Provide the required information Click Submit If the host approves your registration you receive a registrat
287. t have either a txt or csv extension To view a txt file open it in a text editor such as Notepad To view a csv file open it in a spreadsheet program such as Microsoft Excel 19 Participating n a Question and Answer Session Question and Answer Q amp A sessions during an event allow you to ask questions and receive answers using your Q amp A panel in a more formal way than Chat Your Q amp A panel automatically groups questions and answers into these two tabs which make it easy for you to check whether your questions have been answered All all questions and answers in a Q amp A session during the event My Q amp A the questions you sent and the answers to your questions Note The host has to turn on the Q amp A function in the event before you can use the Q amp A panel Working with the tabs on your Q amp A panel Your Q amp A panel provides two views of the question and answer queue the All and My Q amp A tabs The All tab stays open all the time on your Q amp A panel The My Q amp A tab displays as soon as you send your first question using Q amp A You can close the My Q amp A tab at any time To open the My Q amp A tab Right click Windows or select ctrl and then click Mac the All tab and then choose Open Tab gt My Q amp A 171 Chapter 15 Participating in a Question and Answer Session To close the My Q amp A tab Right click Windows or select ctrl and
288. t menu click Assign privileges to gt Attendees The Attendee Privileges dialog box appears 2 Do any of the following To grant a privilege to all attendees select its check box To grant all privileges to attendees select the All attendee privileges check box To remove a privilege from all attendees clear its check box 3 Click Assign Overview of attendee privileges 126 To access the Attendee Privileges dialog box in the Event window on the Participant menu click Assign privileges to gt Attendees The following table describes each option in the Attendee Privileges dialog box Under this area Use these options to allow attendees to Document Save Save any shared documents presentations or whiteboards that appear in the content viewer Print Print any shared documents presentations or whiteboards that appear in the content viewer Annotate Annotate any shared documents presentations or whiteboards that appear in the content viewer using the annotation tools Chapter 11 Assigning Privileges During an Event Under this area Use these options to allow attendees to View Attendee list View the names of all other attendees on the Participants panel If this option is unavailable it means you have specified during scheduling that attendees can view only the names of the event host and the panelists on the Participants panel Thumbnails Display miniatures of an
289. t or storyboard that defines how you plan to produce the event Example The document or storyboard can include the information for host presenter and panelist assignments such as who will start and end the presentation present slides demonstrate software handle the Q amp A session act as the poll coordinator reply to chat messages and so on Specifying whether the event is listed or unlisted When scheduling an event you can specify how the event is displayed on your Event Center Web site Listed The event appears on the List of Events page for anyone who visits your Event Center Web site A listed event may or may not require registration Unlisted tThe event does not appear on the List of Events page on your Event Center Web site Attendees receive an invitation email message that includes Chapter 2 Planning an Event complete instructions about joining the event An unlisted event may or may not require registration To make an event listed or unlisted On the Schedule an Event page under Basic Information select one of the following Listed Unlisted Specifying registration options for attendees When scheduling an event you can Request attendees to register Require a registration ID for joining the event Requiring a registration password Setting approval rules for event registrants Customize the registration form Specify a destination Web page after registration Requesting a
290. t 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 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 Description The storage space available for your files in megabytes MB The amount of storage space that your files occupy in megabytes MB Once this value exceeds your capacity you can no longer store files until you remove existing files from your folders Lets you locate a file or folder by searching for it You can search for a file or folder by text that appears in either its name or description To search for a file or folder type all or part of its name or description in the box and then click Search Click this button to refresh the information on the page The name of the folder or file Click a folder or file name to open the Folder Information page or File Information page From the Information page you can access the properties of a folder or file Indicates that the item is a folder Click the image to display the contents of the fo
291. t time Time zone Duration Panel Display Options To I will provide URL Specify the Web address or URL at which the recording resides on a publicly accessible Web server such as your organization s Web site Enter a URL in the box Use the file on my local machine Select a recording file that resides on your local computer Click Browse to select the file Use a file that is already on the WebEx network Specify a recording file that resides on the My Recordings page in My WebEx which lists the following types of recordings all the network based recordings ARF format that you made during an event other recordings WRF format that you upload to the page Click Look Up to browse and select a recording from the My Recordings page If you cannot find a certain recording it may have been removed or used on the My Training Recordings page if your site includes the training service Specify the date on which the recording was created Specify the time at which you started recording this event Specify the time zone in which you recorded this event Specify the duration of this recording 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
292. tain a recording URL 1 On the left navigation bar of your Event Center Web site click Host an Event gt My Event Recordings 2 Goto the Recording Information page by clicking the name of the recording in the Topic column The URL is on the page Topic Paremman Typa Lela Medati Joby 2 2008 1 05 pa Pate Dayi Tome San Feancracs OMT 07 09 Yow can choke the Gt icon bo guid copy the URL and paste A in an emia hea E a Associating a source ID with a vendor You can specify a source ID and then associate it with a vendor s email address 76 Chapter 5 Tracking Your Attendees You have successfully scheduled your event Send invitation emails to events O Host O Panelists O Attendess E Vendors Email address Sowcem Ena address 2 Eril address 3 Source ID Source ID Created Eapected reqhtration Ermalk Regetration ID required programs Fekiia Wy Emad adiran Souce D Em PHs 2 Smurte Emad abiru F Source D Cama cance JE Likid ee PGA t ti p Pec Diyip Toe ae a GT OT ty recordings 3 Associating source IDs with vendors for an event Follow these steps fi Chapter 5 Tracking Your Attendees To associate source IDs with vendor email addresses for an event 1 Go to the Send Event Emails portion of the Event Information page by using one of these methods Goto My WebEx gt My Meetings click th
293. tation list 1 If you have not already done so open the Create Invitation List window from the Schedule an Event page Click Import CSV Files Follow the instructions on your screen to upload a distribution list When the system finishes importing all the contacts in the list click Close 23 Chapter 2 Planning an Event Creating an invitation list and inviting panelists to your event You can select contacts from an existing address book or add new contacts on your Event Center Web site If you have a large number of contacts in a distribution list you can import the distribution list in the CSV comma separated comma delimited values format To create an invitation list and invite panelists to your event 1 2 3 24 On the Schedule an Event page go to the Presenters amp Panelists section Click Create invitation list In the window that appears add any of the following new attendees who are not already contacts in one of your address books contacts and contact groups already in your address books on the Event Center Web site distribution list in the CSV format When you finish specifying options on the Schedule an Event page click Schedule This Event On the Send Event Emails page select the recipients and then click Send Now Send Event Emails You have successfully scheduled your event Send invitation emails to Host Panelists Attendees C Wendors Send Now Seralar
294. ter you start an event the Quick Start tab in your Event window allows you to use email a phone or instant messaging IM to invite additional attendees to the event During an event you can also create a greeting message for attendees when they first join the event 137 Chapter 13 Managing an Event Inviting attendees by email to an event in progress During an event you can send your invitation email message using one of the following delivery methods WebEx email system your default local email program An invitation email message you send from the event contains information pertaining to the event You do not need to type the information yourself Each person that you invite receives an invitation email message that includes information about the event including the password if any and a link that the attendee can click to join the event To invite additional attendees by email after you start your event 1 In your content viewer click Quick Start gt Invite Participants 2 Ifyou want to use your local default email program such as Microsoft Outlook or IBM Lotus Notes select Use your local email program If you do not select the check box your invitation email message will be sent by the WebEx email system 3 Click 5 lt 4 Do one of the following as appropriate In your default local email program type the email addresses of the attendees in the To box and then send the email message Inthe WebEx
295. ters in either letters or numbers for a source ID Obtaining event program and recording URLs 74 After you schedule an event create a program or upload a recording to your Event Center Web site URLs or event addresses for the event program or recording display on the information page You can invite attendees and panelists to an event or events in a program by sending them the appropriate URLs If you want to manually add a source ID for an event a program or an event recording obtain the attendee URL and then publish the URL with the ID in your email messages To obtain an event URL Go to the Event Information page by using one of these methods Go to My WebEx gt My Meetings then click the name of the event in the Topic column Obtain it after you schedule an event To associate source IDs use the event address for attendees Chapter 5 Tracking Your Attendees Date and time Wednesdey im 0 4 85 p Eattom Dayhght Tirmo Mew Yorke OMT04 00 Duration 1 hur Degeriptipm as To obtain a program URL 1 On the left navigation bar of your Event Center Web site click Manage Programs gt List of Programs 2 Goto the program page by clicking the name of the program in the Topic column The URL is on the page Cine ator Felicia Wy Expected regkstrailon Budget Email Program URL Program status Registration ID required T9 Chapter 5 Tracking Your Attendees To ob
296. the event contains information pertaining to that event including the password if any and a link that the panelist can click to join the event You do not need to type the information yourself To remind panelists by email after you start your event 1 Inthe Event window click Quick Start gt Remind Panelists 2 Ifyou want to use your local default email program such as Microsoft Outlook or IBM Lotus Notes select Use your local email program If you do not select the check box your reminder email message will be sent by the WebEx email system 3 Click lt 4 Do one of the following as appropriate In your default local email program send the email message In the WebEx Invite by Email dialog box click Remind Reminding panelists by WebEx Connect After starting an event you can use the WebEx Connect integration to invite additional attendees and remind panelists of attending the event When you click the IM option on the Quick Start tab a WebEx Connect window appears allowing you to send instant messages IMs to your contacts The IM automatically includes the event topic starting time and a link for joining the event Before using WebEx Connect ensure all of the following 145 Chapter 13 Managing an Event 146 You have WebEx Connect installed and running on your computer You are logged in to WebEx Connect The attendees or panelist who receive your IMs have WebEx Connect or other IM applicati
297. the invitation email message you received and then click the appropriate link Go to the URL that the host gave to you 2 Provide the required information and then click Submit Uploading files Panelists only Before the event starts you can upload files that you are going to use in the event so the host can view or organize them Note This option is available only if the host specifies it 93 Chapter 8 Joining an Event As a Panelist To upload files to the host 1 On the Event Information page and in the Event files section click Upload 2 In the Upload Event File window that appears select the files you want to upload and then click OK The files you upload become available on your and the host s Event Information pages respectively and in the host s personal folder on the Event Center Web site 94 Registering for an Event About registering for an event Attendees only If the event to which you are invited requires registration the invitation email message that you receive from the host contains a link you can click to register for the event If you did not receive an email invitation you can register for the event from one of the following depending on the type of event the host specified your Event Center Web site from the URL that the host gave to you If the host requires a password for registration you must provide the password that the host gave to you in an invitation email messa
298. the time the attendee joined and the time the attendee left the event and the attendee attentiveness during the event You can also use the attendance report to send follow up emails after the event Note Initially this report appears as a Preliminary Attendance Report but after the final more accurate attendance data is available it is replaced by the Final Attendance Report In Event Activity Report Contains the event name date and time information about the number of attendees the number of questions asked and the response rate for the questions and the number of polls and the response rate for the polls Note This report is available only for events recorded on the server Attendee History Report Contains a list of all events that an attendee has joined on your Event Center Web site Event Recording Report Contains access and registration information about people who have downloaded a recording for a specific event from your Event Center Web site Generating reports You can generate usage reports that provide information about each online event that you have hosted on your site You can export or download the data to a comma separated values CSV file which you can then open in a spreadsheet program such as Microsoft Excel You can also print reports in a printer friendly format To generate a report 1 2 Log in to your WebEx service Web site and then click My WebEx Click My Reports The My Reports pa
299. their IM programs If your contact is not online when you try to send him or her an IM WebEx Connect automatically switches the method of sending the message to email The email message will still contain the event topic starting time and a link for joining the event Note WebEx Connect is a productivity tool you can use to send instant messages make video and voice calls share files on your desktop manage meetings and communicate more efficiently within and outside your company If you do not have WebEx Connect and want to learn more about it go to the InterCall website at www intercall com To send an invitation IM using WebEx Connect 1 Open the Invite More window in Connect by using one of these methods In the content viewer of the Event window under Quick Start gt Invite IM Participants click 139 Chapter 13 Managing an Event T On the Participants panel click the downward pointing arrow on the ta button and then choose Invite by IM 2 Inthe Invite More window that appears enter the contact s screen name or email address Type the attendee s Connect screen name or email address in the box WebEx Connect integrates with your Microsoft Outlook Global Address List Click E to obtain and enter the attendee s email address from Microsoft Outlook Invite More X T Mtendees Rathod Susan Hart webex ca IM F kathryn MacLaur IM Email Invite Message Meet
300. then click Mac the My Q amp A tab and then choose Close Tab Note Closing the My Q amp A tab does not cause you to lose the questions and answers on the tab You can re open it at any time Asking a question in a Q amp A session During an event you can send your questions to all or specific panelists in a Q amp A session To ask a question in a Q amp A session 1 Open the Q amp A panel 2 Onthe Q amp A panel type your question in the text box 3 Optional To edit your question highlight the text you want to edit and then right click Windows or select ctrl and then click Mac to use the editing commands in the menu 4 Inthe Ask drop down list select the recipient and then click Send Checking the status of your questions The auto grouping of questions and answers and visual cues on attendees Q amp A panels make it easy for you to check whether a panelist has responded to your question Always check the My Q amp A tab to quickly find out whether your question has been answered When a panelist is answering your question an indicator appears under the question My Q amp A tab 172 Your Q amp A panel provides two views of the question and answer queue the All and My Q amp A tabs Always check the My Q amp A tab to quickly find out whether your question has been answered This tab displays a list of the questions you sent and the answers whether public or private to those questions Cha
301. tice session starts The host presenter and panelists automatically join the practice session Event attendees can view any presentation that the host or presenter opened before starting the practice session they also see a message in the Event window that the production team is currently in a practice session 3 Rehearse the event Important Before you end a practice session ensure to close any shared documents presentations whiteboards Web content and opened poll that you do not want to share with attendees yet If you do not close them attendees can view them once you end the practice session your practice session When you finish your practice session on the Event menu choose End Practice Session The practice session ends Event attendees can now view the activities in the Event window Chapter 7 Conducting a Practice Session 89 Joining an Event As a Panelist About joining an event as a panelist Panelists only If the host invites you to an event you receive an invitation email message that contains a link you can click to join the event Once you click the link the Panelist Entrance page appears On that page provide the required information before you can join the event If you did not receive an invitation email message for an event contact your host to obtain the URL for the Panelist Entrance page Then join the event from the URL Note If you have not yet set up the Event Center application o
302. time an attendee joins or leaves an event the attendee list gets updated Thus for events with a large number of attendees selecting Host presenter and panelists only can greatly improve the performance of the Event Center application for attendees during an event Adding a post event survey When creating a survey you can do the following add text multiple answer and single answer questions 54 Chapter 2 Planning an Event add images save the survey as a template for future use The survey that you add will display on attendees screens once the event ends To view survey results you can generate an Event Center attendance report attendee history report or event recording report from the My WebEx Reports page in My WebEx To create a post event survey and add it to an event 1 On the Schedule an Event or Edit Scheduled Event page go to Event Description amp Options Do one of the following If this is the first time you create a post event survey on your Event Center Web site click Create post event survey If you saved surveys as templates before click Select survey On the window that appears click Create New Survey Type a survey topic and introductory text Optional Click Add to add a header or footer image To add survey questions click Text Box Check Boxes Option Buttons Drop Down List or My Survey Questions Do one of the following To save the survey for this event click
303. tion email message Ensure that you keep the ID so that you can successfully join the event About the Register for Topic Register for Events page 96 How to access the Register for Topic page If you want to register for one event fill out the registration form on this page Do one of the following as appropriate Click the appropriate link in your invitation email message and then click Register On the List of Events by Date page on your Event Center Web site locate the event you want to join and then click Register On the Event Information page for the event you want to join click Register How to access the Register for Events page If you want to simultaneously register for multiple events in a program fill out the registration form on this page Do one of the following as appropriate Chapter 9 Registering for an Event Go to the URL for the program that contains those events select the events you want to register for and then click Register On the List of Events by Program page on your Event Center Web site locate the program that contains those events select the events you want to register for and then click Register What you can do on the Register for Topic Register for Events page Provide information about yourself and submit your answers to complete registration Options on this page Use this option TO Text boxes option buttons Provide your answers drop down lists
304. to the area Release your mouse button To zoom in or out to a preset percentage click the downward pointing arrow to the left of the Zoom In Zoom Out button and then choose the percentage To adjust the size of a page slide or whiteboard to fit the content viewer 1 On the toolbar click the downward pointing arrow to the right of the Zoom In Zoom Out button Click the down arrow to choose a viewing option FASS e 4 9 2 On the menu that appears choose Fit to Viewer To adjust the size of a page slide or whiteboard to fit its width in the content viewer 1 On the toolbar click the downward pointing arrow to the right of the Zoom In Zoom Out button 2 On the menu that appears choose Fit to Width To turn off the zoom tool On the toolbar click the Zoom In Zoom Out button Controlling full screen view 198 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 Event window view You can return to a normal view at any time Note If an event presenter displays a full screen view of a page slide or whiteboard attendees screens automatically display a full screen view as well However attendees can control full screen view independently in their Event windows Chapter 18 Sharing Presentations Documents and Whiteboards To display a full screen view On the content viewer toolbar click the
305. tons Drop Down List 4 To select questions you have previously saved click My Registration Questions 5 Optional To reorganize your questions click the up and down arrows in the Change Order column Change Order r _ F ah 6 When you finish adding customized questions click Save 7 Click Close in the window that appears 11 Chapter 2 Planning an Event Displaying lead scores and company names on the Attendee List During the event you can have the Attendee List display these two types of information next to the name of each attendee the attendee s response to the Company question on the registration form the attendee s total lead score based on his or her responses to the questions on the registration form Attendee List Ey Youcan sort the Attendee List based on the scores or search for a company name and gain a better understanding of which attendees should be given priority during the event Yoko Nakao Parker TO Webes Eike Lin ou Gco Important If you want to display lead scores and company names on the Attendee List you must do these two things on the registration form Use the lead scoring option in the Add Check Boxes Add Option Buttons or Add Drop Down List windows Specify that the Company and all questions with assigned scores are required information that is select the symbol aa About the Add Text Box window How to access this window If you are creati
306. ttendees to register Whether your event is listed or unlisted you can request attendees to register for your event Attendees receive an invitation email message that includes information about the event including the registration password if you specify one and a link that they can click to register for the event To request registration for an event On the Schedule an Event page select Required at Registration Chapter 2 Planning an Event Basic Information Event type Online Event Event name BIG EVENT OListed Unlisted Registration Required Event password seeoes The password musi be at least Confirm password eeoen Program Selecta program Add a mew program Requiring a registration ID for joining an event You can add security to your event by requiring that attendees provide their registration IDs to join the event Attendees receive an invitation email message that includes a link that they can click to register for the event Once you approve an attendee s registration request the attendee receives a unique registration ID in a confirmation email message To require a registration ID for joining an event 1 On the Schedule an Event page at Registration select Required 2 Inthe Attendees amp Registration section select Yes at Registration ID required Requiring a registration password Specify a registration password only if you want to limit attendance to those whom
307. tting up a rule click Add Rule The approval rule appears in the Rules list When you finish adding rules click Save Customizing the registration form You can customize the registration form by adding or changing the questions A registration form contains these two types of questions 10 Chapter 2 Planning an Event Standard Questions Selecting the check box under the option indicates that it is 2 optional question on the registration form Selecting the check box under the option indicates that it is a required question on the registration form My Custom Questions You can add text boxes check boxes option buttons and drop down lists to the registration form and customize the questions After you add a customized option to the registration form you can edit it at any time You can also reorganize the questions by using the up and down arrows To customize a registration form 1 On the Schedule an Event page go to the Attendees amp Registration section and then click the link at Registration form The Customize Registration Questions page appears 2 Under Standard Options do the following For each option that you want to appear on the registration form select the check box under For each option for which you want to require attendees to provide information select the check box under i 3 Under My Custom Questions add any of these types of questions Text Box Check Boxes Option But
308. u can also set these preferences in your profile 103 The Event Window The Event window displays the content viewer on the left side where you share documents applications desktops and other items with attendees The right side of the Event window contains panels which you can display or hide as you need them This chapter gives you a quick overview of the Event window and the elements that compose it A quick tour of the Event window The Event window provides the online environment where event participants interact In the Event window you can share documents presentations desktops and Web content send chat messages coordinate polls and perform other event management tasks 105 Chapter 10 The Event Window The tools on the content viewer toolbar allow you to share and perform actions on presentations documents and whiteboards annotation toolbar Select a drawing tool for directing attention onscreen using pointers a highlighter or drawing a shape Sharing toolbar Use these tools to share applications documents your desktop or a white board Viewing toolbar Change to full screen rotate pages zoom in or out using these tools Performing tasks on shared content The menu bar The following table describes what you can do with each menu 106 File Edit Share view Chapter 10 The Event Window Event Center File Edit Share Menu Event Center Mac only File E
309. u open the Q amp A panel the All tab appears by default To open other tabs on the Q amp A panel 1 Depending on the operating system you are using follow one of these steps Windows Right click the All tab Mac Select ctrl and then click the All tab Choose Open Tab gt the tab you want to open All 1 Answered Unanswered Ay QBA If you want to open one more tab right click Windows or select ctrl and click Mac any of the open tab and then choose Open Tab gt the tab you want to open 161 Chapter 14 Managing Question and Answer Sessions Displaying hidden tabs The Q amp A panel cannot display all open tabs at one time unless you expand the panels to the left To display a hidden tab on the Q amp A panel Click the downward arrow and then choose the tab you want to display Unanswered 0 Closing a tab You can close all the tabs except the All tab on your Q amp A panel To close a tab on the Q amp A panel Click the X button on the tab you want to close Note Closing a tab does not remove the information on the tab You can view the information on that tab by opening it again Assigning a question 162 You can assign questions to yourself or another panelist The questions appear on the designated panelists My Q amp A tab with the text assigned next to them To assign a question From any of the tabs on which you received the question right click
310. ur site administrator has turned on this option for your account The image can be an maximum of 75 pixels high If you upload a larger image its height is automatically reduced to 75 pixels However the image s aspect ratio is maintained Browse Lets you locate a banner image Upload Uploads the banner image that you selected Current Image Displays the banner image that currently appears on your Personal Meeting Room page Delete Removes the current banner image from your Personal Meeting Room page This button is available only if you have uploaded an image for the page Productivity Tools Options Automatically download Productivity Tools when logging in to the WebEx service site Specify that WebEx Productivity Tools should be downloaded automatically when you log in to the WebEx service site If this option is turned off you can still download Productivity Tools manually 334 Chapter 26 Using My WebEx Session Options Default session type Specify the default session type that you host if your user account lets you host different types of online sessions Quick Start For more information about session types ask the site administrator for your WebEx service You can change this default setting when scheduling a meeting 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 st
311. urn to beginning and continue advancing pages Start Cancel Click Start Optional Close the Automatically Advance Pages dialog box by clicking the Close button in the upper right corner of the dialog box 193 Chapter 18 Sharing Presentations Documents and Whiteboards The pages or slides continue to advance at the specified interval To stop automatic page or slide advancement 1 If you closed the Automatically Advance Pages dialog box on the View menu choose Automatically Advance Pages The Automatically Advance Pages dialog box appears 2 Click Stop Animating and adding effects to shared slides 194 When sharing a Microsoft PowerPoint slide presentation in the content viewer you can animate text and slide transitions just as you can when using the Slide Show option in PowerPoint Note To show slide animations and transitions you must share the presentation as a Universal Communications Format UCF file ucf The UCF import mode automatically converts a PowerPoint file ppt to a UCF file when you share it For best results when sharing a presentation created using Microsoft PowerPoint 2002 for Windows XP use a computer with an Intel Celeron or Pentium 500 MHz or faster processor Alternatively use the keys on your computer keyboard to show animations and slide transitions in a PowerPoint slide presentation Ifat least one event participant is using the Java Event Manager animations and slid
312. ury s meeting f view with the host End to End Encrypted Meeting Maaga Aa a a ane ae 183 Chapter 18 Sharing Presentations Documents and Whiteboards Granting privileges to attendees You can grant privileges to or remove privileges from attendees during an event To assign attendee privileges during an event 1 Inthe Event window on the Participant menu click Assign privileges to gt Attendees The Attendee Privileges dialog box appears 2 Do any of the following To grant a privilege to all attendees select its check box To grant all privileges to attendees select the All attendee privileges check box To remove a privilege from all attendees clear its check box 3 Click Assign Content viewer tools Bay City Project Overview Welcome Pramea La The tools on the content viewer toolbar allow you to share and perform actions on presentations documents and whiteboards Annotation toolbar Select a drawing tool for directing attention onscreen using pointers a highlighter or drawing a shape 184 Chapter 18 Sharing Presentations Documents and Whiteboards Sharing toolbar Use these tools to share applications documents your desktop or a white board SS ee eee Jecktaor inita nnar T SARL i i WA Z Le bi i 7 Viewing toolbar Change to full screen m m o 9 IPs V A ke rotate pages zoom in or out using these tools Changing views in a file or white
313. utomatically approve teleconferencing requests All Attendee Have all the attendee privileges Privileges Granting privileges to panelists You can grant privileges to or remove privileges from panelists during an event 127 Chapter 11 Assigning Privileges During an Event To assign panelist privileges during an event 1 Inthe Event window on the Participant menu click Assign privileges to gt Panelists The Panelist Privileges dialog box appears 2 Do any of the following To grant a privilege to all panelists select its check box To grant all privileges to panelists select the All panelist privileges check box To remove a privilege from all panelists clear its check box 3 Click Assign Overview of panelist privileges 128 To access the Panelist Privileges dialog box in the Event window on the Participant menu click Assign privileges to gt Panelists The following table describes each option in the Panelist Privileges dialog box Under this area Use these options to allow panelists to Document m View n Save Save any shared documents presentations or whiteboards that appear in the content viewer Print Print any shared documents presentations or whiteboards that appear in the content viewer Annotate Annotate any shared documents presentations or whiteboards that appear in the content viewer using the annotation tools and use pointers on shared documents
314. vent Recordings page You must log in to your Event Center Web site to view and maintain the recordings The date and time at which the recording was made Information about the panelists for the event where the recording was made The length of the recording A description of the recording The number of people who viewed the recording Indicates whether a user must provide a password to view the recording Indicates whether a survey displays after the recording has finished playing Clicking the link lets you playback the recording directly bypassing registration This option replaces the Download link option if the Add Edit Event Recording page has Allow Direct Recording Access set to Yes 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 an event 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 2 1 Chapter 25 Publishing a Recorded Event Option Description Recording Clicking the button opens the Edit Event Recording page Modify Allows you to send the recording to up to three vendors
315. vent in the program event recordings Example You use vendors to promote your events You can assign a source ID for each vendor that will send invitation or recording email messages for you Event Center captures the source ID when an attendee clicks the URL link in the event program or recording email messages from a particular vendor You or your site administrator can then generate an attendance a registration or a recording report that shows each attendee s source ID You can compare and analyze which marketing method is more effective than another There are two ways of appending a source ID to an event a program or a recording URL Manually append a source ID by adding amp Sourceld to the event URL and publish this new URL in your email messages 73 Chapter 5 Tracking Your Attendees Associate a source ID with a vendor s email address if you use vendors to forward your email messages to potential attendees Manually appending a source ID to your URL You can manually append a source ID to your event program or recording URL To manually append a source ID to an event a program or a recording URL 1 Obtain the attendee URL 2 Add amp SourceId xxx at the end of the URL and then publish it in your email message Example An event URL with a source ID can be https eventURL amp SourceId CompanyWebsite or https eventURL amp SourceId anynumber Note You can specify up to 512 charac
316. ventPassword EventTimeZone HostEmail HostName HostPhone JoiInURL JoinURLStr This variable is replaced by the following format http www webex com the registration ID for the attendee Event Center automatically creates this ID for an attendee after you approve his or her registration request If this event does not require registration this variable is replaced by the following text This event does not require a registration ID a hyperlink You can use this in event descriptions the event password that you specified when scheduling the event If you do not require a password this variable is replaced by following text This event does not require a password the time zone that you specified when scheduling the event the email address that you specified in your user profile the first and last names that you specified in your user profile the phone number that you specified in your user profile a hyperlink You can use this in instructions for joining the event a URL that doesn t contain a hyperlink You can use this in instructions for joining the event Example You can use the variable in this way To join the event lt a href JoinURLStr gt click here lt a gt Chapter 2 Planning an Event MeetingDate MeetingInfoURL Meeting Time PanelistName ParticipantName RegistrationPassword SenderEmailAddress Teleconferencelnfo To
317. vertensexee 110 WIV ACIING ANON A EE ETT TE TATT 112 MINIMIZINg PANEIS cesenn cree cweanaeeneencenace eave necanensuecasiwenemneemnneeaeeuansencrenenavieenceonets 113 Expanding and Collapsing panels ccccecccseeeseeeceeeeeeeeneeeseeeeeeeeneeeseeeeaeeens 114 Restoring ine panel AV OU sensein aa E EE EN 114 PECCSSING Palle ODIOINS roria E E 115 Resizing the content viewer and panels area cccceecceeeeseeeseeeeeeeeseeeeneeens 116 Accessing panels in full screen VIQW cccsscccseecseeceeeccseeceeeseueeeaeecseesaueeneeenaees 116 Manipulating panels in full screen View cccceeccececeeeeeeeeneeeseeeeeueeneeeneeeeees 118 Sharing in full screen VieW ccccccsesccccsececceseeceececeeeeeseeeeseeeesseeeesseeeesseeeesas 119 Synchronizing attendee displays cccccsescccseececeeeeeceeseesseeeeseeeeseeeeseeeeeeas 121 Viewing panel alerts ccc cceccsecccseeceececeeeceeeceueeceeeceeeceueeceecseeseuseeaeecseesentseeeenaees 122 Assigning Privileges During an EVeN1 ccccsscsesseeeseeeseeeseeeneeeeseeeseeeneeeneenaeeoeeeeens 125 About granting privileges to participants ccceccceecceeeeeeeeceeeeeeeeaeeeseeeseneeneeenaees 125 Granting privileges to attendees and Panellists cccecccecccseceseeeceeeeeeeeeeeeseeeeees 125 Granting privileges to attendees ceeccccecceceeceeceeeeeceeceeseesesseeeesseeeesaaeeesaaes 126 Overview Of attendee privileGe S c
318. viewer For more options click the downward pointing arrow Clicking this button again turns off the eraser tool Q Eraser 108 Chapter 10 The Event Window Sharing information You can open a document whiteboard desktop or application to share by clicking the sharing icons in the upper left corner Sharing tools for Windows Sharing tools for the Mac Share a document or presentation that resides on your computer Participants view the shared document or presentation in their content viewers Share any application on your computer with meeting attendees Attendees can view the shared application in a sharing window on attendees screens Share your computer desktop with meeting attendees C including any applications windows and file directories that are currently open Attendees can view the shared desktop in a sharing window on attendees screens Share a whiteboard on which you can draw and write Share Whiteboard Attendees can view a shared whiteboard in their content viewers Share Desktop Note Click Share on the Menu bar to see more options for sharing information in an event Changing views of shared content You can switch views in the content viewer by clicking the viewing icons in the bottom left corner of the content viewer 109 Chapter 10 The Event Window View tools BSS b aA Clicking Standard View displays the shared content as you would Standard View
319. ware 1 On the Event Controls Panel click the Start Annotating icon Chapter 19 Sharing software The Start Annotating button is the fourth gray button from the left We amp Yaerw The tools panel appears v Annotation Tools A E gt alg e ka C T Zd F P r r H K Allow to Annotate gt v2 Stop Annotating Click the down arrow on the Allow to Annotate button On the menu that appears choose which participants can annotate the shared software You can choose All or select someone from the list Note To quickly allow a participant to start drawing just click the Access Controls button on the Event Controls Panel Choose Allow to Draw and then choose that person s name from the drop down list You can stop an attendee from annotating shared software at any time Requesting annotation control of shared software Attendee only If a presenter is sharing a desktop Web browser or application you can ask the presenter to allow you to annotate the shared software After you have permission you can Make annotations by highlighting areas on the software drawing lines and shapes typing text and using pointers Clear annotations at any time Change the color that you are using to make annotations Save an image of your annotations on the shared software To request annotation control of shared software 1 In the Event Controls Panel click the Ask to Annotate button eer
320. xt to an option button Options in this window Use this option TO Group label for option buttons Compose a question Default choice Specify which is the default answer or choice 15 Chapter 2 Planning an Event Use this option TO Choice 1 to 9 Compose the answers or choices To add option buttons use the Add drop down list Score Specify a score for each response to the question For more information see About lead scores on page 17 About the Add Drop Down List window 16 How to access this window If you are creating or editing a post event survey do the following 1 On the Schedule an Event or Edit Event page go to the Event Description amp Options section 2 Doone of the following If this is the first time you create a post event survey on your Event Center Web site click Create post event survey If you saved surveys as templates before click Select survey On the window that appears click Create New Survey 3 In the window that appears click Drop Down List If you are creating or editing a registration form do the following 1 On the Schedule an Event or Edit Event page go to the Attendees amp Registration section 2 Click the link next to Registration form 3 In the window that appears click Drop Down List What you can do in this window Specify questions that allow attendees to choose one single answer or choice on the survey or registration form Each answe
321. y Displays for All Using annotation tools on shared content In an online event you can use annotation tools on shared content to annotate highlight explain or point to information D T O72 E Basic annotation tools Lets you point out text and graphics on shared content The pointer displays an arrow with your name and annotation color To display the Pointer laser pointer which lets you point out text and graphics on shared content using a red laser beam click the downward pointing arrow Clicking this button again turns off the pointer tool Lets you type text on shared content Participants can view the text once you finish typing it and click your mouse in the content viewer Text outside the text box 3 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 Highlighter OIN Displays the Annotation Color palette on which you c
322. y 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 Event options Web page preferences including your home page and language Support Center CSR Dashboard options Support Center only Personal Information options Use this option To Username 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 331 Chapter 26 Using My WebEx 332 Change Password Old password Type the old password for your account New password Specify the new password for your account A password O Must contain at least four characters O Can consist of a maximum of 32 characters O Can include any letters numbers or special characters but not spaces Q Is case sensitive Retype New password Verify that you typed your password correctly in the New password box 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 li
323. y pages slides or whiteboards that appear in the content viewer regardless of the current content the presenter is sharing in the content viewer Any page View and navigate between the pages or slides of the current document or presentation that the presenter is sharing in the content viewer Any document View and navigate between any document presentation or whiteboard that appears in the content viewer Number of attendees View the total number of attendees on the Participants panel Event Record the event Record all interactions during an event using WebEx Recorder and play back recordings at any time Communications To let attendees chat with the following persons privately select Private chat with _Host Chat privately with only the event host If an attendee sends a chat message to the host it appears on only the host s Chat panel Presenter Chat privately with only the presenter If an attendee sends a chat message to the presenter it appears on only the presenter s Chat panel Panelists Chat privately with any panelist or all panelists All attendees Chat with either of the following O All Attendees excluding the event host and panelists O All Participants including the event host and panelists if you also selected all the other check boxes under Communications If you want to grant the teleconferencing privilege to attendees without having to approve their requests select A
324. y saves poll questionnaires and group and individual results every two minutes to the default folder C Documents and Settings lt SUSER ROOTS gt My Documents WebEx on your computer If the folder does not exist and cannot be created when the event starts the alternative folder is C My WebEx Documents Saving results of all polls in one file 208 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 CSV group result Saves the percentage of attendees who chose each answer in a cSv file CSV individual attendees result Saves the responses from each attendee in addition to the group results in a csv file When you are saving poll results you can select a Save attype CSV individual attendees format in which you want to J oau result caw CSV mieia hendes jebi iw save the results T ni File Qeoup resuAf tet Tesi File indivacuial attenkers result 1 b eS I ay meee wt gy eet is Pt A ora tt a File resmi PER etulls To save results of all polls in one file 1 Close all the polls if you have not done so 2 On the File menu choose Save gt All Poll Results 6 Chapter 23 Polling Attendees Edit Share View Communicate Participant Save As Poll Que
325. you move the application or Web browser to another monitor it is still visible to the attendees If you are sharing more than one application the attendees will see the best view if you make sure the applications are displaying on the same monitor Because software sharing requires additional bandwidth during an event it is recommended that you use a dedicated high speed Internet connection when sharing software However if attendees are using dial up Internet connections they may notice a delay in viewing or controlling shared software If you want to share a document such as a Microsoft Word or Excel document you can improve the event experience for these attendees by using document sharing instead of application sharing Sharing Web Content About sharing Web content You can share Web content that resides on The public Internet or Web Your company s intranet Your computer or another computer on your private network Web content includes Web pages including pages that contain embedded media files such as Flash audio or video files Standalone media files such as Flash audio or video files The Web content that you share opens in the content viewer on each participant s screen If you share a Web page participants view and interact independently with the content on the page If the page contains links to other pages they can also navigate independently to those pages If you use Web content sharing then
326. your Event Center Web site you automatically become the event host once you rejoin the event You can rejoin an event using your list of scheduled events under My WebEx Restricting access to an event Once you start an event you can restrict access to it at any time This option prevents anyone from joining the event including attendees whom you invited to the event but have not yet joined it To restrict access to an event In the Event window on the Event menu choose Restrict Access Attendees can no longer join the event To restore access to an event On the Event menu choose Restore Access Removing a participant from an event You can remove a panelist or an attendee from an event at any time To remove an attendee from an event 1 On the Participants panel click View all attendees The Attendee List dialog box appears 2 Select the name of the attendee whom you want to remove and then click Expel A confirmation message appears 3 Click Yes The attendee is removed from the event To remove a panelist from an event 1 On the Participants panel and in the panelists list select the name of the panelist whom you want to remove 2 On the Participant menu choose Expel A confirmation message appears 153 Chapter 13 Managing an Event 3 Click Yes The panelist is removed from the event Tip To prevent an expelled attendee from rejoining an event you can restrict access to the event Ending
327. your changes on the Template name template name page 5 To save the changes you make click Save Note To revert the email message to its original default state click Revert to Default About variables in an email template A variable is composed of text surrounded by two percentage signs Each variable used in Event Center email templates is replaced in actual messages by corresponding information specified in an attendee s registration data in your user profile on the Event Information page and so on This table describes each of the variables and how you can use them AttendeeName Disclaimer Downloadinstruction the first and last names that the attendee specified when registering for or joining the event This variable is replaced by the following text IMPORTANT NOTICE This WebEx service includes a feature that allows audio and any documents and other materials exchanged or viewed during the session to be recorded By joining this session you automatically consent to such recordings If you do not consent to the recording do not join the session This variable is replaced by the following instructions for downloading the Event Center application To join the event more guickly you can set up the software that you need to join the event before it starts Go to the URL above then click Set Up 33 Chapter 2 Planning an Event 34 EmailFooter EnrollmentiID EventAddressURL E

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