MeetingCenterTM UCF Toolkit User Guide
Contents
1. To specify the location of a file on your computer or another computer on your local network click Choose File b Fora web page object 1 Type a title for the web page in the Title box 2 Specify the URL or local path for the web page in the Location box 4 Click Insert If you chose a local file the Insert object dialog box appears providing estimates for the time it will take for participants to download the object on various connection types The estimated tine to load this object is 102 seconds far 56K Modem 7 seconds for ISDN 51 seconds for Frame Relay 4 seconds for T1 IK The Insert object dialog box appears Click OK to close the dialog box If you inserted a WebEx recording video audio or Flash object the Object Properties dialog box appears For example for a WebEx recording the following dialog box appears Flesh Mowe Tithe uct derno Location C Documents and Setingststvelihiy Docume Change Durstiors Urk nown Size B06 KB Settings l Stsrt playback sutomatcally on slide display when all athendees are ready Mute all attendess automaticaly when playback begins Copyright 2001 InterCall The Object Properties dialog box includes the following information and options TITLE Specifies the object s title so you can easily identify the object on the slide The title you specify also appears in the object properties dialog box that par2. AMT MTEC MTB SERCH UCF Demo OPULTETPOOPERTEST ETP OSTETTEDOPVEDE DEEL A ESS SS Bs SOLO VIAD OAT 8 PEOLPEILEVTTETETTETTELTEDLERL OTL OIT THe act demo Format Flash Movies es double click to edit InterCall Saving your presentation as UCF file You can use the Universal Communications Format Toolkit to save your presentation as a Universal Communications Format UCF file which has a ucf extension This format is used to deliver real time multimedia to all participants in an online meeting Alternatively you can share a PowerPoint presentation file ppt during an online meeting and your Meeting Manager software will convert it to UCF automatically To save a presentation as a UCF file 1 Save your PowerPoint file by choosing Save on the PowerPoint File menu A message appears informing you that you can use the PowerPoint slide show mode to verify that the objects you inserted will appear correctly when you share them 2 Do either of the following a On the WebEx menu choose Save Presentation as UCF b On the WebEx toolbar click the Save Presentation as UCF button Checking your presentation before you share it You can view your presentation to ensure that your media files play correctly by doing either of the following In PowerPoint start a slide show Save the document as a UCF file and then double click the file to view the presentation in the WebEx Document Viewer This viewer
3. Before downloading and installing the Universal Communications Format Toolkit ensure that your computer meets the minimum system requirements NOTE To install the UCF Toolkit on a computer running Windows NT or 2000 you must do one of the following Log in as an administrator to your computer before running the setup program Have a Windows NT or 2000 administrator set up the toolkit for you Once you or an administrator sets up the toolkit you need not log in as an administrator to the computer again to use the toolkit To download and install the Universal Communications Format Toolkit InterCall 1 On the MeetingCenter website www meetingcenter ca click on the Resource Center page and then click the Universal Communications Format Toolkit link 2 Save the file to your computer s hard disk 3 Quit Microsoft PowerPoint if it is running on your computer 4 Double click the ucfauthoring exe file that you downloaded ucFauthoring exe The UCF Toolkit Setup program starts Follow the instructions in the Setup program to install the toolkit Using the UCF Toolkit The Universal Communications Format Toolkit provides a set of tools in Microsoft PowerPoint that lets you quickly create a UCF multimedia presentation When using the toolkit you can preview playback of media files directly in PowerPoint BEFORE YOU BEGIN Before you begin creating a UCF multimedia slide presentation using the Universal Communic
4. includes all the same options as the content viewer in Meeting Manager Sharing a presentation with media objects Before sharing a presentation in which you have inserted media objects ensure that Your media files reside at the same locations they did when you inserted the objects into your presentations For example if you chose an audio file that resides on your computer ensure that the file is in the same folder path as it was when you inserted it The Universal Communications Format import mode is selected in Meeting Manager To select an import mode for presentations on the Meeting menu choose Options Click the Import Mode tab and then select Universal Communications Format Attendees do not have the View Any Page or View Any Document privileges which allow them to navigate a presentation independenily To ensure that attendees do not have these privileges on the Participant menu choose Attendee Privileges To share a UCF multimedia presentation 1 In Meeting Manager on the Share menu choose Presentation or Document The presentation appears on the content viewer 2 To navigate your presentation use any of the following navigational tools on the content viewer toolbar InterCall Controlling playback of media files A media object includes playback controls that appear on a shared slide The following describes the controls for each type of media object WebEx Recording Video Audio and Flash Object
5. installed on your computer and all participants computers FILE PLAYBACK Once you start playback of a media file Meeting Manager on participants computers either downloads the file and temporarily stores it in its cache or streams the file depending on the type and location of the file FILE TYPE IF THE FILE IF THE FILE RESIDES ON A WEB RESIDES ON A OR STREAMING SERVER ON THE LOCAL INTERNET IT IS COMPUTER IT IS WebEx Recording Streamed Streamed Format WRF file Audio file Downloaded Streamed Video file Downloaded Streamed Flash file Downloaded Downloaded Web page file Downloaded Downloaded The appropriate player on each participants computer then plays the media file in the content viewer so that playback is synchronized on all participants screens InterCall To provide a secure and reliable connection between your computer the media file and all participants computers UCF uses the WebEx MediaTone Network WMN a global high performance network infrastructure The following figure shows an overview of how media playback of both local and streaming files works during an online meeting Local media files Audio video Flash and Web pages downloaded to participants computers WebEx recordings streamed from local computer to participants computers Internet Presenters Participant s computer computer Remote media files Audio video and WebEx recordings stream
6. is a complete URL such as http www mycompany com flash file1 swf In contrast a relative link shows the path through the folder hierarchy from the main Flash file to the linked file such as _ _ flash file1 swf If you specify relative links to files participants cannot view the content of those files D InterCall Ensure that any links that you embed in Flash content open files directly in the Flash Player window A link to content that appears outside of the Flash Player will not appear on participants screens For example if you specify a link to a web page in your Flash file and the web page opens in a browser window the page will not appear on participants screens Do not set the Flash file to automatically change the size of or close the Flash Player window Do not embed Flash commands in Flash content itself For example do not create a button in Flash content that will pause or stop playback If you use embedded commands playback on participants screens will not be synchronized with the playback on your screen Inserting media objects into a presentation Once you install the Universal Communications Format Toolkit options for inserting media objects into a presentation appear in Microsoft PowerPoint as shown in the following figure E Miciosoft PowerPoint Presentation jer Fle Edt Yew Ine Formal Took SlideShow window Hep WebEx Delage J a GB ShaeAs Document 1B g T Share s Appicetio
7. Controls ew Ns CONTROL NAME DESCRIPTION Ea Properties Displays the Object Properties dialog box on which you can view the object s title and its associated media file s size duration and location Full screen Displays the media object s player window in a full screen playback view in which all playback controls are hidden Not available for audio objects To return to the content viewer press the ESC key on your computer s keyboard Participants can also press ESC at any time to return to the content viewer For video files you can also control playback using your computer s keyboard E Attendee Statistics Indicates how many participants displays of the media object are not synchronized with your display and the reasons why the displays are not synchronized Play Starts playback of the media file ii Pause Pauses playback of the media file Stop Stops playback of the media file Subsequently clicking Play starts the playback from the beginning of the file ESE Attendee Progress Indicates how many participants computers have indicator downloaded the media file or connected to the web or streaming server on which the file resides If you start playback before all participants computers have downloaded the file or connected to the server playback will not be synchronized on all participants screens Click the indicator to toggle between it and the Elapsed Time and Duration indicator or the Playback St
8. MeetingCenter UCF Toolkit User Guide InterCall a division of West Corporation in partnership with WebEx Communications Inc provides MeetingCenter web conferencing services Because MeetingCenter is powered by WebEx this guide makes several references to the company name platform InterCall and features Universal Communications Format UCF Tookit For more information Ov 8 333 2666 2 T oe oe www intercall ca The Universal Communications Format Toolkit for MeetingCenter is a plug in program for Microsoft PowerPoint that can help you to create engaging content rich Universal Communications Format UCF multimedia presentations that you can share in an online meeting Using the toolkit you can create PowerPoint slides in which you can play the following types of media files during an online meeting 1 WebEx Recording Format WRF files 2 Video files including files that play in Windows Media Player and Apple QuickTime Player 3 Audio files including files that play in Windows Media Player 4 Flash movie and interactive Flash files 5 Web pages When you play the media files in your shared slides during an online meeting playback is synchronized on all participants screens How UCF Works Once you install the UCF Toolkit it appears as a new menu and toolbar in Microsoft PowerPoint You can then use the toolkit to insert media objects into PowerPoint slides A med
9. ations Format Toolkit note the following To play audio video and Flash files that you insert into a presentation an appropriate player must be installed on your computer and all participants computers When inserting media objects into a presentation you can specify the location of a local file or a remote file on a web server on the Internet Depending on the type of file and its location the file is either downloaded or streamed to participants computers For audio and video files it is best to stream them if they are larger than 2 to 5 MB To stream multimedia in your presentation you can specify the URL for a file that resides on any publicly accessible web server To stream your own file you must publish it on your organization s publicly accessible server You may need to consult your organization s Webmaster for help with publishing files on your server Media files play only on computers running Windows Thus if participants attend your meeting using Meeting Manager for another platform such as Mac OS or Solaris media objects do not appear in their content viewers GUIDELINES FOR FLASH FILES If you want to include a Flash file in your presentation ensure that the file meets the following guidelines If the Flash file will reside on a web server ensure that you specify any links or jumps to other files such as audio video or Flash files using absolute links not relative ones An absolute link
10. atus indicator SRM Playback Status Indicates the status of playback that is whether the Flash indicator file is playing paused or stopped Available for Flash files only Click the indicator to toggle between it and the Attendee Progress indicator Dae Elapsed Time and Indicates the elapsed time during playback and the total Duration indicator duration of the object in hours minutes and seconds Not available for interactive Flash objects Click the indicator to toggle between it and the Attendee Progress indicator Mute Mutes audio during playback If the object does not include audio this button is not available NOTE Muting audio turns InterCall off all audio from your computer s sound card Audio in any other objects or applications is also muted until you unmute audio for the object pi Unmute Unmutes audio during playback _ Volume slider Indicates the current volume level during playback Drag the Slider to adjust the playback volume Location slider Indicates the current location during playback Drag the slider to move playback forward or backward Not available for Flash objects Flash Player menu Right click a Flash object to display this menu which provides all Flash Player controls Available for Flash objects only Stra Zoom In x a To Press oo Pause or resume playback Ctrl P or Enter Selenite Stop playback Ctrl S Quit full screen view Esc y Propert
11. ed from server to presenters and participants computers Flash and Web pages downloaded to presenter s and participants computers Supported media objects and file formats For each object that you can insert into a presentation the following table lists the media formats that the toolkit supports and whether playback requires a separate player MEDIA OBJECT SUPPORTED MEDIA FILE NAME PLAYER FORMATS EXTENSIONS WebEx recording WebEx Recording Format wrt Built in WRF This recording can be wmv Customer exported into a wmv file to supported convert to the file type of your choice InterCall Windows Media Audio wma Requires Audio Advanced Streaming Format asf Windows Media Audio for Windows WAV wav Player Musical Instrument Digital mid midi Interface MIDI Macintosh AIFF Resource calf aiff MP3 MPEG Audio Layer mp2 mpv2 mp3 Unix Audio au Sound SND snd Audio Interchange File alfc Windows Media Audio wma Requires Video Advanced Streaming Format asf Windows Media Audio Video Interleave AVI avi Player Moving Picture Experts mpg mpeg miv Group MPEG mpa mpe mov qt Requires Apple QuickTime movies Apple QuickTime QuickTime Player for Windows swt Flash movie and Interactive Flash Web Page Macromedia Flash format Any URL on the Internet on your private Intranet Benefits of the UCF toolkit The Universal Communications Format Toolkit offers you a variety of benefits B
12. ia object specifies the location of a media file and includes controls for playback A media file can be local or remote that is tt can reside on your computer or another local computer on your network or on a remote web or streaming server on the Internet SHARED UCF MULTIMEDIA PRESENTATIONS During an online meeting you can share your UCF multimedia presentation in the content viewer the area in Meeting Manager in which shared presentations appear and play back media files using the built in controls for the media objects that you inserted The following figure shows an example of a shared slide that includes a video object west InterCall is a subsidiary of West Corporation AAP EOE Last modified on 6 5 2007 InterCall A pai w niii Vidro The bhy La Ge E m w A A oi laie inrd nia Daere x Video The Mystenes of DNA This video describes the building blocks of OHA and explains the genetic coda Wie wll rei ewa the key points ln the widia cone ji emda s na A shared multimedia presentation that includes objects must be in the Universal Communications Format UCF Using the toolkit you can save the presentation as a UCF file or you can let Meeting Manager convert the presentation to UCF automatically when you share it Media playback also requires a player Your meeting service includes a built in player for some media types Other meeting types require separate players
13. ies Displays the Object Properties dialog box on which you can view the object s title and page s location To display a different web page on the slide type the page s URL in the Location box Full screen display Displays the window in which the web page appears in a full screen view To return to the Content Viewer press the Esc key on your computer s keyboard E Attendee Statistics Indicates how many participants displays of the media object are not synchronized with your display and the reasons why the displays are not synchronized Tips for sharing presentations with media objects The following tips can help you to share UCF multimedia presentations more effectively To ensure that participants have the appropriate players installed on their computers you can do any of the following Request that participants install the players before the meeting List the player requirements on the first slide in your presentation Ask participants to verify that compatible players are installed on their computers as follows On the Schedule a Meeting page under step number four Invite Attendees select the Request that attendees verify rich media players before joining meeting check box All email invitation messages that you send to participants will contain a link that attendees can click to check their computers for the required players before they join the meeting If another participant in the meeting becomes the prese
14. n A Insert WebEx Recoidhg Insert Video EF Inset Dash Movies E Insert Web Pages lad Seve Presentation As UCF lick to AU AEFT 2 WebEx Plugin Heb OSOee s Coesnes s ccocooo ss CESSES ss CESSES ss CEESES ss CEEESS ss CESSES s SEEEES s teeeEess 2 TINN a Click to add notes Dans ig Agh i a OOGA a e A ERR Side t of 1 Defauk Design The following are the options available on the WebEx toolbar for inserting media objects OPTION DESCRIPTION ee Inserts a WebEx recording object into a slide E Inserts a video object into a slide i Inserts an audio object into a slide E Inserts a Flash movie or interactive Flash object into a slide E Inserts a web page object into a slide InterCall To insert a media object into a slide o_o In PowerPoint select the slide in which you want to insert the object 2 On the WebEx menu or toolbar choose a command or click a button respectively to insert an object A dialog box appears in which you can specify the location of a media file for the object that you want to insert For example if you want to insert a Flash object the following dialog box appears Flash Movies 3 Do the following as appropriate for the type of media object you want to insert a Fora WebEx recording video audio or Flash object 1 To specify the location of a file on a server on the Internet type the URL for the file in the box 2
15. nter the new presenter cannot reliably continue sharing your UCF multimedia presentation That is playback of the media files in your presentation may not work properly if the new presenter attempts to control playback InterCall Use the content viewer annotation tools to provide additional interactivity to your presentation However note that you cannot annotate directly on media objects ina Slide When displaying a slide on which an entire media file is not visible in the object window for example a WebEx recording file or web page display the object in full screen view
16. t includes Flash you have full control of playback including start stop and pause controls WEB PAGES Using the toolkit you can include any type of web page into a slide a page on the Internet your organization s intranet or an HTML file that resides on your computer Participants can interact independently with the shared web page in their content viewers and hear any audio that plays on the page Unlike both web browser and web content sharing other options you can use for sharing web pages during a MeetingCenter meeting sharing a web page in a slide lets you fully control the flow of your presentation You need not stop your presentation to share your web browser or specify a URL for web content sharing At any time during an online meeting you can share a new web page by changing the URL for the web page object System Requirements for the UCF Toolkit The following are the minimum system requirements for the UCF Toolkit Microsoft Windows 95 98 ME XP 2000 or NT Microsoft Internet Explorer 4 x or a later version Microsoft PowerPoint 2000 or later An appropriate player for audio video or Flash files For audio files Windows Media Player 6 4 or a later version For video files Windows Media Player 6 4 or a later version Apple QuickTime Player 4 2 or a later version for QuickTime movies For Flash files Macromedia Flash Player 5 0 or a later version Downloading and installing the UCF Toolkit
17. ticipants can view when you share you presentation LOCATION Specifies the location of the objects media file To choose another media file click Change DURATION Indicates the duration of the media file s playback The duration is available only after you play the media file in a PowerPoint slide show This information is not available for web page objects or any objects for which you chose a media file that resides on a remote server that is a streamed file START PLAYBACK AUTOMATICALLY ON A SLIDE DISPLAY WHEN ALL ATTENDEES ARE READY Automatically starts playback of the media file once you display the slide on which it appears and all participants have downloaded the file if necessary This option is not available for web page objects FULL SCREEN DISPLAY Automatically displays the slide in a full screen view on your screen and all participants screens once you display the slide This option is not available for audio Flash and web page objects MUTE ALL ATTENDEES WHEN PLAYBACK BEGINS 5 Click OK to close the Object Properties dialog box The media object appears on the slide as follows a Optional Position the object by dragging it on the slide b Optional Resize the object on the slide as follows 1 Click the object to display the resizing handles 2 Drag the handles to resize the object To retain the current proportions of the object hold down the Shift key while you drag the handles QOD OHO
18. y inserting media objects directly into your presentation you can dramatically increase its impact on your audience The following sections describe some of the benefits of including UCF multimedia in shared presentations WEBEX RECORDING FILES A WebEx Recording Format WRF file is a file type that you can create using WebEx Recorder which can capture all activity on your computer s screen including mouse movements WRF files can add impact to your presentation in a variety of ways For For example htm asp php Internet Explorer example you can include a recording of any of the following directly in your presentation software product demonstrations training videos for customers or employees sales presentations meetings that you host on the MeetingCenter website You can download WebEx Recorder from the Recorder and Player page on the MeetingCenter website at http Awww meetingcenter ca record_play htm VIDEO FILES Video can be a powerful tool for delivering content and capturing the attention of your audience InterCall AUDIO FILES By including audio clips into your presentation you can greatly enhance the text and graphics on your slides FLASH FILES Flash movies and interactive Flash can add exciting web based multimedia content to your presentation To engage your audience you can insert Flash movie files that include high impact video audio and animation When sharing a presentation tha
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