WebEx Meeting Center

User Guide
For Hosts, Presenters, and Participants

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Last updated: 0502213
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Table of Contents
Hosting and Managing a Meeting ................................................................................. 1
Interacting with other participants.............................................................................. 2
Chatting with Participants in Video Theater Mode..................................................... 3
Recording your meeting ............................................................................................ 4
Inviting more people to your in-progress meeting ..................................................... 5
Inviting people by instant message to a meeting in progress ............................. 6
Inviting people by email to a meeting in progress ............................................... 8
Inviting people by phone to a meeting in progress.............................................. 8
Inviting people by text message (SMS) to a meeting in progress ....................... 9
Reminding invitees to join your meeting .................................................................. 10
Changing presenters ............................................................................................... 11
Making a participant the presenter when you are in the meeting window ......... 12
Making a participant the presenter when you are sharing ................................ 13
Making someone else the host................................................................................ 14
Transferring the host role ........................................................................................ 15
Reclaiming the host role .......................................................................................... 15
Obtaining information about a meeting after it starts ............................................... 16

Editing a message or greeting during a meeting ..................................................... 17

Restricting access to a meeting .............................................................................. 18
Removing a participant from a meeting ................................................................... 18
Leaving a meeting ................................................................................................... 18
Sending a meeting transcript to participants ........................................................... 19
Ending a meeting .................................................................................................... 20
A Quick Tour of the Meeting Window ...................................................................... 21
Working with panels.......................................................................................... 22
Using panels to interact with other participants................................................. 23
Managing panels .............................................................................................. 25
Restoring the panel layout ................................................................................ 25
Accessing panel options ................................................................................... 26
Resizing the content viewer and panels area ................................................... 27
Accessing panels from the Meeting Controls Panel.......................................... 28
Viewing Panel alerts ......................................................................................... 29
Renaming a call-in user .................................................................................... 30
Accessing the Meeting window using the keyboard ................................................ 33
Navigating between Meeting window areas ...................................................... 34
Navigating between open documents ............................................................... 34
Navigating the panels area ............................................................................... 35
Using right-click menus ..................................................................................... 36
Working with the participant list ........................................................................ 37

ii

Switching between tabs in dialog boxes ........................................................... 37

Switching between elements in dialog boxes or panels .................................... 38
Switching between options in dialog boxes ...................................................... 39
Checking and unchecking option boxes ........................................................... 41
Copying text from the Chat panel ..................................................................... 41
Entering text in an input box ............................................................................. 42
Closing dialog boxes......................................................................................... 43
Activating an option or button ........................................................................... 44
Accessing the Meeting Controls Panel during sharing ...................................... 45
Hiding the Meeting controls, panels, and notifications ...................................... 46
Screen reader support ............................................................................................ 46
Joining a Meeting ........................................................................................................ 49
About joining ........................................................................................................... 49
About the Join Meeting page ............................................................................ 50
Joining a meeting from an instant message ..................................................... 50
Joining from an email invitation......................................................................... 51
Joining from the Meeting Center calendar ........................................................ 52
Joining a meeting from the host's personal page .............................................. 53
Joining a meeting using the meeting number ................................................... 53
Joining a meeting from the host's personal page using the meeting number ... 54
Joining a meeting from your Meeting Center Web site using the meeting number
.......................................................................................................................... 54

iii

Joining a meeting from your iPhone ................................................................. 55

Joining a meeting from your BlackBerry device ................................................ 55
Registering for a meeting ........................................................................................ 56
About registering for a meeting ......................................................................... 56
Registering from an email message ................................................................. 56
Registering from the meeting calendar ............................................................. 57
Registering from the host's personal page........................................................ 58
Obtaining information about a scheduled meeting .................................................. 59
About obtaining meeting information ................................................................ 59
About the Meeting Information page ................................................................. 59
Obtaining information from an email message ................................................. 60
Obtaining information from the meeting calendar ............................................. 61
Obtaining information from the host's personal page ........................................ 61
Adding a meeting to your calendar program ........................................................... 62
About adding a meeting to your calendar program ........................................... 62
Adding a meeting to your calendar program ..................................................... 62
Using the Calendar ...................................................................................................... 65
About the meeting calendar .................................................................................... 65
Viewing the meeting calendar ................................................................................. 66
Selecting a date on the meeting calendar ............................................................... 67
Searching for a meeting on the meeting calendar ................................................... 69
Sorting the meeting calendar .................................................................................. 69
iv

Refreshing the meeting calendar ............................................................................ 70

Selecting a language and time zone on the meeting calendar ................................ 70
Registering for a meeting from the meeting calendar.............................................. 71
About the Register for a Meeting page ............................................................. 71
About the Today view .............................................................................................. 72
About the Daily view ................................................................................................ 74
About the Weekly view ............................................................................................ 76
About the Monthly view ........................................................................................... 77
About the Search Results page............................................................................... 78
Scheduling a Meeting .................................................................................................. 81
Choosing the scheduler that works for you ............................................................. 81
About the Quick Scheduler ..................................................................................... 82
About the Quick Scheduler page ...................................................................... 82
Using the Quick Scheduler ...................................................................................... 91
About the Advanced Scheduler ............................................................................... 91
Choosing a level of security for a scheduled meeting ............................................. 92
Using the Advanced Scheduler ............................................................................... 93
Page-by-page guide to the Advanced Scheduler .................................................... 95
About the Required Information page ............................................................... 96
About the Date & Time page ............................................................................ 99
About the Audio Conference page .................................................................. 103
About the Invite Attendees page ..................................................................... 108
v

About the Select Attendees page ................................................................... 112

About the Registration page ........................................................................... 113
About the Agenda & Welcome page ............................................................... 116
About the Meeting Options page .................................................................... 121
About the Attendee Privileges page ................................................................ 124
About the Review page ................................................................................... 127
Managing and maintaining your scheduled meetings ........................................... 128
Adding a scheduled meeting to your calendar program .................................. 128
Editing a scheduled meeting ........................................................................... 129
Starting a scheduled meeting ......................................................................... 130
Starting a meeting from your iPhone .............................................................. 131
Canceling a scheduled meeting ...................................................................... 132
Saving time when scheduling a meeting ............................................................... 133
Using meeting templates ................................................................................ 133
Setting up a recurring meeting ........................................................................ 137
Allowing another user to schedule meetings for you ....................................... 138
About the Meeting Scheduled page (for meeting hosts) ....................................... 139
About the Meeting Information page (for meeting hosts) ...................................... 140
About the Meeting Information page (for attendees) ............................................. 141
About the Meeting Updated page.......................................................................... 141

vi

Scheduling a Personal Conference meeting or MeetingPlace Personal Conference

meeting ....................................................................................................................... 143
About Personal Conference and MeetingPlace Personal Conference meetings .. 144
Setting up a Personal Conference meeting or MeetingPlace Personal
Conference meeting ....................................................................................... 144
Starting a Personal Conference meeting ........................................................ 145
Starting a MeetingPlace Personal Conference meeting ................................. 146
Adding a scheduled Personal Conference meeting or MeetingPlace Personal
Conference meeting to your calendar program .............................................. 147
Editing a Personal Conference meeting or MeetingPlace Personal Conference
meeting ........................................................................................................... 148
Canceling a Personal Conference Meeting or MeetingPlace Personal
Conference meeting ....................................................................................... 149
About the Personal Conference Meeting Information page (host)......................... 151
About the Personal Conference Meeting Information page (for attendees) .......... 152
Granting Privileges During a Meeting ...................................................................... 155
Selecting participants ............................................................................................ 156
About Default privileges ........................................................................................ 157
Granting or removing privileges ............................................................................ 157
Granting or removing Chat privileges ............................................................. 157
Granting or removing document privileges ..................................................... 158
Granting or removing viewing privileges ......................................................... 159
Granting or removing meeting privileges ........................................................ 160

vii

Using WebEx Audio .................................................................................................. 161

Connecting to an audio conference ....................................................................... 162
Using your telephone to connect to audio ....................................................... 163
Using your computer to connect to audio ....................................................... 166
Switching audio devices during a meeting ............................................................ 167
Connecting to audio during sharing ....................................................................... 168
Muting and unmuting microphones ....................................................................... 168
Muting and unmuting all participant microphones simultaneously .................. 169
Asking to speak in an audio conference ................................................................ 170
Using caller authentication to start or join an audio conference ............................ 171
Specifying call-in authentication for your host account ................................... 172
Using an authentication PIN ........................................................................... 173
Editing or updating your stored phone numbers.................................................... 173
Using Integrated Voice Conferences ....................................................................... 175
Speaking in a voice conference ............................................................................ 176
Muting and unmuting microphones ....................................................................... 177
Muting and unmuting all participant microphones simultaneously .................. 178
Fine tuning your microphone and speaker settings ............................................... 178
Sending and Receiving Video .................................................................................. 181
Minimum system requirements ............................................................................. 183
Locking focus on one participant ........................................................................... 183
Switching between a list or thumbnail view of participants .................................... 184
viii

Viewing everyone who is sending video ................................................................ 186

Understanding the large video view ................................................................ 186
Expanding the active speaker's video display ................................................. 188
Floating Icon Tray in Video Full Screen Mode ................................................ 188
Setting webcam options ........................................................................................ 189
Managing video display during sharing ................................................................. 190
Controlling your self-view ................................................................................ 190
Controlling video display ................................................................................. 191
Obtaining video and audio data during a meeting ................................................. 192
Setting Up a One-Click Meeting ............................................................................... 195
About setting up a One-Click Meeting ................................................................... 195
Setting up your One-Click Meeting on the Web .................................................... 196
About the One-Click Settings page ................................................................. 196
Installing WebEx Productivity Tools ...................................................................... 199
Starting a One-Click Meeting ................................................................................ 202
Removing WebEx Productivity Tools .................................................................... 206
Managing Meeting Recordings ................................................................................. 207
Opening the My Recorded Meetings Page ........................................................... 207
About the Recording Information page ........................................................... 208
About the My Recorded Meetings page .......................................................... 209
Uploading a recorded meeting file......................................................................... 211
Editing information about a recorded meeting ....................................................... 212
ix

About the Add/Edit Recorded Meetings page ................................................. 212

Sending an email to share a recorded meeting ..................................................... 214
Sharing Files and Whiteboards ................................................................................ 217
Granting sharing privileges ................................................................................... 218
Content viewer tools .............................................................................................. 218
Changing views in a file or whiteboard ........................................................... 219
Using annotation tools on shared content ....................................................... 220
Sharing files .......................................................................................................... 221
Sharing a file ................................................................................................... 222
Choosing an import mode for presentation sharing ........................................ 222
Sharing a whiteboard ............................................................................................ 223
Starting whiteboard sharing ............................................................................ 224
Navigating presentations, documents, or whiteboards .......................................... 224
Navigating slides, pages, or whiteboards using the toolbar ............................ 224
Advancing pages or slides automatically ........................................................ 225
Animating and adding effects to shared slides ............................................... 226
Working with pages or slides .......................................................................... 227
Managing views of presentations, documents, or whiteboards ............................. 228
Zooming in or out ............................................................................................ 229
Controlling full-screen view ............................................................................. 230
Viewing thumbnails ......................................................................................... 231
Synchronizing all participant views ................................................................. 232
x

Clearing annotations ....................................................................................... 232

Clearing pointers............................................................................................. 234
Saving, opening, and printing presentations, documents, or whiteboards ............ 234
Saving a presentation, document, or whiteboard ............................................ 234
Opening a saved document, presentation, or whiteboard ............................... 235
Printing presentations, documents, or whiteboards ........................................ 236
If you are a meeting participant... .......................................................................... 236
Displaying pages, slides, or whiteboards ........................................................ 237
Synchronizing your view of pages, slides, or whiteboards .............................. 237
Sharing Web Content ................................................................................................ 239
About sharing Web content ................................................................................... 239
Sharing Web content ............................................................................................. 240
Differences between sharing Web content and sharing a Web browser ............... 240
Sharing Software ....................................................................................................... 243
Sharing applications .............................................................................................. 244
Starting application sharing ............................................................................ 245
Sharing several applications at once .............................................................. 246
Stopping application sharing for all participants .............................................. 247
Sharing your desktop ............................................................................................ 247
Starting desktop sharing ................................................................................. 248
Stopping desktop sharing ............................................................................... 249
Sharing a Web browser ......................................................................................... 249
xi

Starting Web browser sharing......................................................................... 250

Stopping Web browser sharing ....................................................................... 250
Sharing a remote computer ................................................................................... 251
Starting remote computer sharing................................................................... 251
Sharing additional applications on a shared remote computer ....................... 253
Stopping remote computer sharing ................................................................. 254
Managing a shared remote computer ................................................................... 255
Reducing the screen resolution for a shared remote computer ...................... 256
Disabling and enabling the keyboard when sharing a remote computer ......... 256
Adjusting the size of the view of a shared remote computer ........................... 257
Hiding the contents on a shared remote computer's screen ........................... 258
Sending a Ctrl+Alt+Del command to a shared remote computer .................... 259
Selecting an application on a shared remote computer .................................. 259
Controlling views of shared software ..................................................................... 260
Pausing and resuming software sharing ......................................................... 261
Controlling full-screen view of shared software .............................................. 262
Synchronizing views of shared software ......................................................... 263
Selecting a monitor to share ........................................................................... 263
Controlling your view as a participant ............................................................. 265
Closing your participant sharing window ......................................................... 266
Switching your participant view ....................................................................... 267
Annotating shared software .................................................................................. 268

xii

Starting and stopping annotation .................................................................... 269

Using annotation tools .................................................................................... 270
Letting a participant annotate shared software ............................................... 271
Requesting annotation control of shared software .......................................... 272
Giving up annotation control ........................................................................... 273
Stopping an participant from annotating shared software ............................... 273
Taking a screen capture of annotations on shared software .......................... 274
Granting participants control of shared software ................................................... 274
Requesting remote control of shared software ............................................... 275
Letting a participant remotely control shared software .................................... 276
Automatically letting participants remotely control shared software ................ 276
Stopping remote control of shared software ................................................... 277
Sharing applications with detailed color (Windows) .............................................. 278
Sharing applications with detailed color (Mac) ...................................................... 279
Tips for sharing software ....................................................................................... 280
Polling Attendees ...................................................................................................... 283
Preparing a poll questionnaire............................................................................... 283
Creating a poll questionnaire .......................................................................... 283
Editing a questionnaire ................................................................................... 285
Displaying a timer during polling ..................................................................... 287
Opening a poll ....................................................................................................... 287
Viewing and sharing poll results ............................................................................ 288
xiii

Viewing poll results ......................................................................................... 288

Sharing poll results with participants............................................................... 289
Saving and opening poll questionnaires and results ............................................. 290
Saving a poll questionnaire in a meeting ........................................................ 290
Saving results of a poll.................................................................................... 291
Opening a poll questionnaire file..................................................................... 291
Transferring and Downloading Files During a Meeting.......................................... 293
Publishing files during a Meeting........................................................................... 294
Downloading Files During a Meeting..................................................................... 295
Managing and Taking Notes ..................................................................................... 297
Specifying note-taking options for a meeting ........................................................ 298
Choosing a note taker ........................................................................................... 299
Enabling closed captions ...................................................................................... 300
About taking notes ................................................................................................ 301
Taking personal notes ........................................................................................... 301
Taking public notes (meeting minutes) .................................................................. 302
Providing closed captions ..................................................................................... 302
Saving notes to a file ............................................................................................. 303
Sending a meeting transcript to participants ......................................................... 304
Using My WebEx ........................................................................................................ 307
About My WebEx .................................................................................................. 308
MC_About My WebEx2 .................................................................................. 309
xiv

Obtaining a user account ...................................................................................... 309

Logging in to and out of the WebEx service site ................................................... 310
Using your list of meetings .................................................................................... 311
About your list of meetings ............................................................................. 311
Opening your meetings list ............................................................................. 311
Maintaining your scheduled meetings list ....................................................... 313
About the My WebEx Meetings page.............................................................. 313
About the My WebEx Meetings page - Daily tab............................................. 314
About the My WebEx Meetings page - Weekly tab ......................................... 316
About the My WebEx Meetings page - Monthly tab ........................................ 319
About the My WebEx Meetings page - All Meetings tab ................................. 320
Maintaining Your Personal Meeting Room Page ................................................... 322
About your Personal Meeting Room page ...................................................... 323
Viewing your Personal Meeting Room page ................................................... 323
Setting options for your Personal Meeting Room page ................................... 324
Sharing files on your Personal Meeting Room page ....................................... 325
Using Access Anywhere (My Computers) ............................................................. 326
About the My Computers page ....................................................................... 326
Maintaining files in your personal folders .............................................................. 327
About maintaining files in your folders ............................................................ 328
Opening your personal folders, documents, and files ..................................... 329
Adding new folders to your personal folders ................................................... 330

xv

Uploading files to your personal folders .......................................................... 330

Moving or copying files or folders in your personal folders ............................. 331
Editing information about files or folders in your personal folders ................... 332
Searching for files or folders in your personal folders ..................................... 333
Downloading files in your personal folders ..................................................... 334
Deleting files or folders in your personal folders ............................................. 334
About the My WebEx Files > My Documents page ......................................... 334
About the Edit Folder Properties page ............................................................ 336
Opening the My Recordings Page .................................................................. 338
Uploading a recording file ............................................................................... 338
Editing information about a recording ............................................................. 339
Sending an email to share a recording ........................................................... 339
About the Add/Edit Recording page................................................................ 341
Playback control options ................................................................................. 342
About the Recording Information page ........................................................... 343
About the My WebEx Files > My Recordings page ......................................... 345
About the My WebEx Files > My Recordings > Meetings page ...................... 346
About the My WebEx Files > My Recordings > Miscellaneous page .............. 347
Maintaining contact information............................................................................. 349
About maintaining contact information ............................................................ 350
Opening your address book ............................................................................ 350
Adding a contact to your address book........................................................... 351

xvi

About the New/Edit Contact page ................................................................... 353

Importing contact information in a file to your address book ........................... 354
About the Contact Information CSV template ................................................. 355
Importing contact information from Outlook to your address book .................. 357
Viewing and editing contact information in your address book ....................... 358
Finding a contact in your personal address book ........................................... 358
Creating a distribution list in your address book ............................................. 359
Editing a distribution list in your address book ................................................ 361
About the Add/Edit Distribution List page ....................................................... 362
Deleting contact information in your address book ......................................... 363
Maintaining your user profile ................................................................................. 364
About maintaining your user profile ................................................................ 364
About the My WebEx Profile page .................................................................. 365
Editing your user profile .................................................................................. 371
Managing scheduling templates ............................................................................ 372
About managing scheduling templates ........................................................... 372
Managing scheduling templates ..................................................................... 372
Maintaining your Personal Conference number accounts or Cisco Unified
MeetingPlace audio conferencing account ............................................................ 374
About maintaining Personal Conference number accounts ............................ 375
About maintaining Cisco Unified MeetingPlace audio conferencing account
numbers .......................................................................................................... 375
Adding or editing a Personal Conference number account ............................. 376

xvii

About the Personal Conferencing page .......................................................... 377

About the Add/Edit Personal Conference Number page ................................. 379
Using your Personal Conference numbers ..................................................... 380
Controlling the audio portion of a Personal Conference meeting .................... 380
Deleting a Personal Conference number account .......................................... 381
Resetting the profile PIN for your Cisco Unified MeetingPlace audio
conferencing account number......................................................................... 382
Generating Reports ............................................................................................... 383
About generating reports ................................................................................ 383
Generating reports .......................................................................................... 384
Index ........................................................................................................................... 387

xviii

1
Hosting and Managing a
Meeting
Chapter 1

As host, your responsibilities include overall management of the meeting. The

meeting window provides a forum for you to manage all aspects of the meeting and
enable participants to chat, send video, share information and interact with each other
via documents, presentations, whiteboards, applications, and more.
Some of the most common tasks that you can perform as host are described below:

Edit your welcome message

(on page 17)

Record the meeting (on page

4)

Invite more people (on page

5)

Remind invitees to join (on

page 10)

Change presenters (on page

11)

Make someone else the host

(on page 14)

Send a transcript (on page

19)

End the meeting (on page

20).

A host can often be a presenter.

For instructions on presenting
information, see Sharing Files and
Whiteboards (on page 217) and
Sharing Software (on page 243).

Chapter 1: Hosting and Managing a Meeting

Note: For a more in-depth understanding of how to navigate the meeting window, go to A quick
tour of the meeting window (on page 21).

Interacting with other participants

After you start or join a meeting, the meeting window opens and on the right side, you
can see all participants who are in the meeting. As other people join, you will see their
names appear in the list.
You can interact with other participants in the meeting in different ways, depending
on your role:

Role

Task description:

host Windows

1)

View who's in the meeting

2)

Use video to see others and

have them see you (on page
181)

3)

Make someone else the

presenter (on page 12)

4)

Chat with a specific participant

5)

Invite someone else (on page

5) or remind an invitee (on
page 10) to join the meeting.

Chapter 1: Hosting and Managing a Meeting

Role

Task description:

participant
Mac

1)

View who's in the meeting

2)

Use video to see others and

have them see you (on page
181)

3)

Chat with a specific participant

Note: You can set preferences that assign specific sounds to participant actions, for example,
when a participant joins or leaves a meeting. To change preferences:

Windows: On the Edit menu, choose Preferences.

Mac: On the Meeting Center menu, choose Preferences.

Chatting with Participants in Video Theater Mode

You can chat with participants from a video thumbnail when you are in full screen
mode. This feature allows users to chat with participants without navigating to the
Floating Icon Tray or meeting window.
To chat with participants from the video theater mode, follow these steps:
1

Navigate to the attendee's Video you wish to start a chat session.

Select the Chat Icon below the video to start the chat session.

Chapter 1: Hosting and Managing a Meeting

Recording your meeting

Recording a meeting is a great way to share meeting content with invitees who could
not make the meeting or other interested people.
To record your meeting:
In your meeting window select
Record located at the top right of
the meeting window.

Recording begins immediately. At the end of your meeting the recording is saved to a
file. For information on accessing and managing your meeting recordings, see
Managing Meeting Recordings (on page 207).

Chapter 1: Hosting and Managing a Meeting

Note: You can stop and restart recording during your meeting, but if you do so, you create
multiple recording files. To avoid creating multiple files, simply pause and resume the recording
as necessary.

Inviting more people to your in-progress meeting

After you start your meeting, you may find that you forgot to invite a stakeholder or
someone else who should be in the meeting.
To invite someone after you start your meeting:
Select Invite & Remind on the Quick
Start page.

The Invite and Remind dialog box appears.

You can invite someone to the
meeting by

Email: invite by WebEx or your

own email. More (on page 8)

Phone: Enter the invitee name

and phone number and select
Call. More (on page 8)

Text message (SMS): Enter

the invitee mobile number and
select Send. More (on page 9)

IM: Invite by WebEx or your

own IM. More (on page 6)

Chapter 1: Hosting and Managing a Meeting

Inviting people by instant message to a meeting in progress

You can invite more people to your in-progress meeting by WebEx IM or another
instant messenger.
To invite more people using WebEx IM:

Note: Start your WebEx IM if it is not currently running.

1)

From the Quick Start page,

open the Invite and Remind
dialog box.

2)

On the IM tab, select Invite.

The Invite More dialog box appears.

1)

Type a screen or domain name for the

participant

2)

Click the Plus button to add the name to the list

of participants.

Chapter 1: Hosting and Managing a Meeting

To quickly find screen names:

1

Click the Address Book button to open your address book.

In the Method drop-down list, select IM.

If the participant is not currently available, you can send an email invitation
instead. Simple select Email in the drop-down list.

Click Invite.
Each participant receives an IM message, which includes:

A link that the participant can click to join the meeting

Meeting topic

Meeting start time

Tip: If you invite participants by instant messenger, and your meeting requires a password,
remember to provide the password to participants.

To invite more people using another IM:

1)

Open the Invite and Remind

dialog box from the QuickStart
page.

2)

Select Copy at the bottom of

the dialog box, then paste the
URL into your own IM and send
it.

Chapter 1: Hosting and Managing a Meeting

Inviting people by email to a meeting in progress

Each person that you invite receives an invitation email message, which provides
information about the meeting-including the password, if any-and a link that the
participantcan click to join the meeting.
To send an email invitation:
1)

From the Quick Start page, Open

the Invite and Remind dialog box.

2)

On the Email tab do one of the

following:

Enter one or more email

addresses and select Send to
have WebEx send the
invitation emails.

Click the link to send

invitations using your own
email program (MS Outlook
or Lotus Notes only).

Inviting people by phone to a meeting in progress

You can invite people by phone to a meeting in progress.

Chapter 1: Hosting and Managing a Meeting

To invite people by phone:

1)

From the Quick Start page,

open the Invite and Remind
dialog box

2)

On the Phone tab, enter the

invitee name and phone
number.
If the internal call-back
feature is available and
enabled for your site, you can
check the Use an internal
number check box to enter a
number that is internal to your
organization.

3)

Select Call.

You can speak to the invitee privately, then add the invitee to the general meeting.
If you are not yet connected to the audio conference, the invitee receives a phone call
to join the audio conference.

Inviting people by text message (SMS) to a meeting in

progress
You can invite people by text message (SMS) to a meeting in progress. This feature
must be enabled by your site administrator.

Chapter 1: Hosting and Managing a Meeting

To invite a person by text message from the meeting:

1)

From the Quick Start page, open the

Invite and Remind dialog box.

2)

On the SMS tab, enter the invitee

mobile phone number.

3)

Select Send.

Each invitee receives a text message, which includes:

A number the invitee can call to join the meeting

The account code

Meeting topic

Meeting start time

The host name

A reply code to receive a call from the meeting.

Reminding invitees to join your meeting

After the meeting starts, and you see that some invitees have not yet joined, you can
send an email reminder.

10

Chapter 1: Hosting and Managing a Meeting

To remind someone to join your meeting:

Select Invite & Remind on the
Quick Start page.

The Invite and Remind dialog box appears.

Select the Remind tab. All invitees
who are not in the meeting are
automatically chosen to receive the
reminder.
1)

Uncheck the box beside any

person you don't want to
remind.

2)

Select Send Reminder.

An email reminder is sent to each person selected.

Changing presenters
Depending on your site settings, a participant can become the presenter in a number
of ways:

The first person to join automatically becomes the presenter.

As host, you can make a participant the presenter before sharing (on page 12) or
during sharing (on page 13)

11

Chapter 1: Hosting and Managing a Meeting

Making a participant the presenter when you are in the

meeting window
During a meeting, you can make any meeting participant the presenter - also referred
to as passing the ball. Any presenter can also pass the ball to make another meeting
participant the presenter.
There are numerous ways to make someone the presenter depending on how you are
viewing participants.
Here are a couple of quick ways to make another participant the presenter:
If you are viewing a list of participants, do either
of the following:

12

Drag the ball from the last presenter to the

next presenter.

Choose a name and select Make

Presenter.

Chapter 1: Hosting and Managing a Meeting

If you are viewing participant

thumbnails, do either of the
following:

Mouse over a thumbnail and select Make

Presenter.

Choose a thumbnail, then select Make

Presenter.

The participant becomes the presenter with all associated rights and privileges for
sharing information.
Note: Use the docked tray at the top of your screen to change presenters when you are sharing.

Making a participant the presenter when you are sharing

When you are sharing your desktop, an application, or files in full screen mode, the
docked tray at the top of your screen provides an easy way to change presenters.
To make someone else the presenter using the docked tray:

Mouse over the bottom of

the docked tray to expose
it.

Select Assign, then Make

13

Chapter 1: Hosting and Managing a Meeting

Presenter.

Select a participant.

The participant becomes the presenter with all associated rights and privileges for
sharing information.
Note: You can make someone else the presenter from the participant list when you are in the
meeting window.

Making someone else the host

As a meeting host, you can transfer the host role - and thus control of the meeting - to
a participant at any time. This option can be useful if you need to leave a meeting for
any reason.
To make another participant the host:
1

Do one of the following:

Right-click on a participant
name or thumbnail.

Select the Participant menu

Select Host from the Change Role To menu. The selected participant is now the
host.

The word (host) appears to the right of the attendee's name in the participant list.

14

Chapter 1: Hosting and Managing a Meeting

Transferring the host role

As a meeting host, you can transfer the host role - and thus control of the meeting - to
a participant at any time. This option can be useful if you need to leave a meeting for
any reason.
To transfer the host role to a participant:
1

Optional. If you plan to reclaim the host role later, write down the host key that
appears on the Info tab in the content viewer in the Meeting window.

In the participant list, select the name of the person to whom you want to transfer
the host role.

On the Participant menu, choose Change Role To> Host.

A confirmation message appears, in which you can verify that you want to
transfer control of the meeting to the participant whom you selected.

Click OK.

The word (host) appears to the right of the participant's name in the participant list.

Reclaiming the host role

To take over the role of meeting host:
If a participant has control of a meeting, you can assume control of the meeting by
reclaiming the host role.
Important: If you leave a meetingwhether intentionally or inadvertentlyand then log back in
to your meeting service Web site, you automatically become the meeting host once you rejoin the
meeting. You can rejoin a meeting using either the public meeting calendar or your private
meeting calendar.

To reclaim the host role:

1

In the participant list, 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.

15

Chapter 1: Hosting and Managing a Meeting

Click OK.

In the participant list, the word (host) appears to the right of your name.
Tip: If you did not write down the host key before transferring the host role to another participant,
you can ask the current host to send you the host key in a private chat message. The host key
appears on the current host's Info tab in the content viewer.

Obtaining information about a meeting after it

starts
To obtain information about a meeting in progress:
In the Meeting window, on the Meeting menu, choose Information.
The Meeting Information dialog box appears, listing general information about the
meeting, including the:

16

Meeting name or topic

Location, or URL, of the Web site where the meeting is taking place

Meeting number

Teleconferencing information

Current host

Current presenter

Current user-that is, your name

Current number of participants

Chapter 1: Hosting and Managing a Meeting

Editing a message or greeting during a meeting

When scheduling a meeting, you can create a message or greeting for participants, and
optionally specify that the message or greeting automatically appears in participant
windows once they join the meeting. During a meeting, you can edit the message or
greeting that you created, or edit the default greeting.
In your message or greeting, you can welcome the participant to the meeting, provide
important information about the meeting, or provide special instructions.
To edit a message or greeting during a meeting:
1

In the meeting window, on the Meeting menu, choose Welcome Message.

The Create an Attendee Greeting page appears.

Optional. Select the Display this message when attendees join the meeting
check box.
The message or greeting automatically appears once the participant joins the
meeting.

Type a message or greeting in the Message box.

A message or greeting can contain a maximum of 255 characters.

Click OK.

Note: Participants can view the message or greeting at any time by choosing Welcome Message
on the Meeting menu.

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Chapter 1: Hosting and Managing a Meeting

Restricting access to a meeting

Once a host starts a meeting, the host can restrict access to it at any time. This option
prevents anyone from joining the meeting, including participants who have been
invited to the meeting but have not yet joined it.
To restrict access to a meeting:
1

In the Meeting window, on the Meeting menu, choose Restrict Access.

Participants can no longer join the meeting.

Optional. To restore access to the meeting, on the Meeting menu, choose Restore
Access.

Removing a participant from a meeting

The meeting host can remove a participant from a meeting at any time.
To remove a participant from a meeting:
1

In the Meeting window, open the Participants panel.

Select the name of the participant whom you want to remove from the meeting.

On the Participant menu, choose Expel.

A confirmation message appears, in which you can verify that you want to remove
the participant from the meeting.

Click Yes.

The participant is removed from the meeting.

Tip: To prevent an expelled participant from rejoining a meeting, you can restrict access to the
meeting. For details, see Restricting access to a meeting (on page 18).

Leaving a meeting
You can leave a meeting at any time. If you are participating in WebEx audio, or an
integrated voice conference, Meeting Manager disconnects you from the audio after
you leave the meeting.

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Chapter 1: Hosting and Managing a Meeting

To leave a meeting:
1

In the Meeting window, on the File menu, choose Leave Meeting.

A confirmation message appears in which you can verify that you want to leave
the meeting.

Click Yes.
The Meeting window closes.

Note: If you are the meeting host, first transfer the host role to another participant before leaving
the meeting. For more information, see Transferring the host role to a participant (on page 15).

Sending a meeting transcript to participants

You can send a transcript of a meeting to all participants at any time during the
meeting. The transcript is an email message that contains the following general
information:

Meeting topic

Meeting number

Meeting starting and ending times

URL for the Meeting Information page for the meeting on your meeting service
Web site

List of participants who have joined the meeting (audio-only participants are not
listed)

Meeting agenda

Any public notes that you took during the meeting

You can optionally attach any of the following files to the transcript, if you saved
them during the meeting:

Shared documents

Chat

Poll questionnaire

Poll results

Public notes or closed captions that you took or that the note taker or closed
captionist published during the meeting
19

Chapter 1: Hosting and Managing a Meeting

To send a meeting transcript to participants:

1

In the Meeting window, on the File menu, choose Send Transcript.

If you have saved any files during the meeting, the Send Transcript dialog box
appears, allowing you to attach the files to the transcript email message.
If you have not saved any files during the meeting, a transcript email message
opens.

If the Send Transcript dialog box appears, select the check box for each file that
you want to attach to the transcript, and then click OK.
The transcript email message opens.

Review the email message and make any changes that you want.

Send the email message.

Note: The transcript is sent to all participants who provided their email addresses when joining
the meeting, whether or not they are still attending the meeting when you send the transcript.
Audio-only participants will not be listed on the transcript.
For security purposes, a participant who receives a transcript email message cannot see the email
addresses for the other participants.
The transcript contains notes only if you are the meeting host, the public note taker, or the closed
captionist, and you have saved the notes to a file. If all participants can take private notes, the
transcript email message does not include your private notes, and the option to attach your notes
in a file is not available.
If you saved notes or closed captions to a file, the transcript email message and the attached notes
file contain the latest version of notes that you saved.
If you are the meeting host and end the meeting-and you have not sent a transcript-a message
appears, asking you if you want to send a transcript.

Ending a meeting
Once you end a meeting, the meeting window closes for all participants. If the
meeting includes WebEx audio, or an integrated voice conference, the audio also
ends.
To end a meeting:
1

20

In the Meeting window, on the File menu, choose End Meeting.

Chapter 1: Hosting and Managing a Meeting

A confirmation message appears, in which you can verify that you want to end the
meeting.
2

Optional. If there is any meeting information that you have not yet saved, you can
save it now - including shared files, chat messages, poll questionnaires, poll
results, or notes.

Select Yes.

The Meeting window closes.

Tip: Alternatively, as the meeting host, you can leave a meeting without ending it. Before you
leave a meeting, you should first transfer the host role to another participant. For more
information, see Transferring the host role to a participant (on page 15).

A Quick Tour of the Meeting Window

The Meeting window provides a forum for you to share information and interact with
participants via documents, presentations, whiteboards, applications, and more.
You share or view content using the tools in the Meeting window. You can use panels
to chat, take notes, and perform other tasks.
When you start or join a meeting, your meeting window opens with the Quick Start
area on the left and a panel area on the right. Nearly everything you want to
accomplish in a meeting can be done from these areas:
Choose an audio device (on
page 161) for listening and
speaking
Invite (on page 5) or remind
(on page 10) people
Share your application (on
page 244) or desktop (on page
247)
Share a file (on page 217) or
browser (on page 249)
window.
Share a whiteboard (on page
223)
Record the meeting (on page
4)

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Chapter 1: Hosting and Managing a Meeting

Interact with other participants

(on page 23)

Note: If you are hosting a meeting that includes TelePresence systems, the following WebEx
features are unavailable:
Recording
Polling
File Transfer
Chat (with TelePresence room participants)

Working with panels

When your meeting window opens, the area on the right displays some default panels.
Other panels are available from an icon tray at the top of the panels area.
Windows

Select the down arrow on the icon

tray to display the Panels menu.
Select an icon from the icon tray to
open or close a panel.
In this example, the Notes and
Polling panels are collapsed. Select
the arrow on the title bar to expand or
collapse the panel.
Tip: To access panel options, rightclick in the panel title bar.

Select the options icon on the icon

tray to display the Panels menu.
Mac

Select an icon from the icon tray to

open or close a panel.
In this example, the Notes panel is

22

Chapter 1: Hosting and Managing a Meeting

collapsed. Select the arrow on the title

bar to expand or collapse the panel.
Tip: To access panel options, rightclick in the panel title bar.

Using panels to interact with other participants

After you start or join a meeting, the meeting window opens and on the right side, you
can see all participants who are in the meeting. As other people join, you will see their
names appear in the list.
You can interact with other participants in the meeting in different ways, depending
on your role:

23

Chapter 1: Hosting and Managing a Meeting

Role

What you can do

Host

1)

View the list of meeting

participants

2)

Use video to see others and

have them see you.

3)

Make someone else the

presenter

4)

Chat with a specific participant

or with everyone.

5)

Invite someone else or remind

an invitee to join the meeting.

1)

View who is in the meeting

2)

Use video to see others and

have them see you

3)

Chat with other participants.

Windows

Participant
Mac

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Chapter 1: Hosting and Managing a Meeting

Managing panels
You can determine which panels are displayed in the meeting window, and in which
order they will be displayed:
To manage the display of panels:
1

Click this button.

for Windows

for the Mac

2

Choose Manage Panels from the menu.

Use the Add or Remove buttons

to specify which panels should
display in your meeting window.

Use the Move Up or Move Down

buttons to specify the order of the
panel display.

Click the Reset button to restore

the panel view to the default
layout.

Clear the check box beside Allow

participants to change the
sequence of panels if you want
to permit attendees to manage
their own display of panels.

Restoring the panel layout

If you have closed, expanded or collapsed panels, you can restore the display to the
layout

25

Chapter 1: Hosting and Managing a Meeting

you specified in the Manage Panels dialog box.

that existed when you first joined the meeting (if you did not specify a layout via
the Manage Panels dialog box)

To restore the panel layout:

1

Click this button.

for Windows

for the Mac

2

Choose Restore Layout.

Accessing panel options

Each panel provides a menu of commands related to the panel. For example, Expand
Panel and Close Panel are two common commands for all the panels.
Depending on what operating system you are using, access the commands for a panel
by following these steps:

WindowsRight-click the panel title bar to see a menu of commands related to

the panel.

MacSelect ctrl and then click to see a menu of commands related to the panel.

Panels with
options

Options

Participants

Sound Alerts: Lets you choose a sound to play when a participant:

Joins a meeting

Leaves a meeting

Selects the Raise Hand icon on the Participants panel.

Assign Privileges: Displays the Participant Privileges dialog box.

Chat

Sound Alerts: Lets you choose the kinds of chat messages for which you want
a sound to play. Select a sound from the drop-down list or click Browse to find a
sound in a different location on your computer.
Assign Privileges: Displays the Participant Privileges dialog box.

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Chapter 1: Hosting and Managing a Meeting

Panels with
options
Notes

Options
Notes: Displays the Meeting Options dialog box, where you can set note-taking
options as well as other options

Allow all participants to make notes: Lets all participants take their own
notes during the meeting, and save them to their computers.

Single note taker: Lets only one participant take notes during the meeting.
By default, the host is the note-taker, but can designate another participant
as the note-taker during the meeting. A note-taker can publish notes to all
attendees at any time during the meeting. The host can send a transcript of
the notes to participants at any time.

Enable Closed Captioning: Lets only one participant-the closed captionisttake notes during the meeting.

Resizing the content viewer and panels area

When you are sharing a document or presentation, you can control the size of the
content viewer by making the panel area narrower or wider.
Note: This feature is unavailable when you are sharing your desktop, an application, or a Web
browser.

To change the size of the content viewer and panels:

Click the dividing line between the content viewer and the panels.

Drag the line to the left to make the area devoted to the panels wider.

Drag the line to the right to make the content viewer larger.

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Chapter 1: Hosting and Managing a Meeting

For details about hiding, minimizing, and closing the panels, see Accessing panels in
full-screen view.

Accessing panels from the Meeting Controls Panel

While you are sharing a document in full-screen view, or sharing an application,
desktop, or Web browser, you can access panels from the Meeting Controls Panel:

Control
Displays icons for working with attendees
Displays a maximum of 4 panel icons. You can open any remaining panels from the
menu that appears when you select the down arrow.
Stops sharing and returns to the Meeting window

Provides access to meeting controls and panels that are not usually displayed on
the Meeting Controls Panel, such as Polling and Notes.

Displays the Participants panel

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Chapter 1: Hosting and Managing a Meeting

Control
Displays the Chat panel

Displays the Annotation Tools panel

Displays the Recorder panel

Viewing Panel alerts

You will see an orange alert if a panel is collapsed or closed and requires your
attention.
Some reasons for seeing alerts:

A participant arrives or leaves a meeting

A participant starts or stops sending video

A Raise Hand indicator appears in the Participants list

The note taker publishes notes

An participant sends a chat message

A poll opens or closes

Poll answers are received

For example, if a participant joins or leaves your meeting, and you have collapsed or
closed the participant panel, the following table shows you different ways you can be
alerted.

Participants panel alerts

ways to see alerts

Windows

Meeting window-panel is closed

29

Chapter 1: Hosting and Managing a Meeting

Participants panel alerts

Mac

ways to see alerts

Windows

Meeting window-panel is collapsed

Mac

Windows

Meeting Controls Panel (during sharing)panel is closed

Mac

The panel remains in the alert status until you open and view the change.

Renaming a call-in user

When call-in users join a meeting, their names may appear in the Participants panel as
numbered callers (for example, Call-in User_3).
Note: Participants can rename a call-in user in their own Participants panels. However, when the
host renames a call-in user, the change will propagate to all participants automatically.

To rename a call-in user within the Participants panel:

1

30

Right-click the call-in user's assigned name and select Rename.

Chapter 1: Hosting and Managing a Meeting

Enter the participant's name.

Select Enter to change the name in the Participants panel.

31

2
Chapter 2

Accessing the Meeting window using the

keyboard
Windows operating system participants who have special needs, or who are power
users, can navigate around the Meeting window using keyboard shortcuts. Some of
these shortcuts are standard in the Windows environment.
Press

to

F6

Switch between Meeting window areas (on page 34)

Ctrl+Tab

Switch between open documents (on page 34) in the content area

Navigate within the panels area (on page 35)

Switch between tabs in the Invite and Remind dialog box and the
Preferences dialog box (on page 37)

Use right-click menus (on page 36)

Work with the participant list (on page 37)

Copy text from the Chat panel (on page 41)

Shift+F10

Tab

Switch between elements (on page 38), such as buttons, fields, and
check boxes within a dialog or panel

Arrow keys

Switch between options in dialog boxes (on page 39)

Alt+F4

Close any dialog box (on page 43)

Spacebar

Check or uncheck an option box (on page 41)

Enter text in an input box (on page 42)

Enter

Carry out the command for the active button (on page 44) (usually
replaces a mouse click)

Ctrl+A

Copy text from the Chat panel (on page 41)

Ctrl+Alt+Shift

Show the Meeting Controls Panel (on page 45) in full-screen mode

Ctrl+Alt+Shift+H

Hiding the Meeting controls, panels, and notifications (on page 46)

33

Chapter 2: Hosting and Managing a Meeting

Navigating between Meeting window areas

Select F6 to switch between the content area and the panels area.

Navigating between open documents

Select Ctrl+Tab to switch between open documents in the content area of the
Meeting window.

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Chapter 2: Hosting and Managing a Meeting

Navigating the panels area

The panels area contains:

the panel icon tray from which you can select panels to open or close

any panels that are currently open

35

Chapter 2: Hosting and Managing a Meeting

Select Ctrl+Tab to switch between the panels

icon tray and any open panels.

To navigate within the panels icon tray:

Select Tab to navigate from one icon to

the next.

Using the spacebar and Enter keys open

and close a panel.

When focused on the drop-down menu

arrow, use the spacebar or down arrow
keys to open the drop-down menu.

Select Esc to dismiss the drop-down list.

Using right-click menus

Currently you can use the shortcut keys Shift+F10 to open the right-click menu in the
following panels and elements:

36

Participant panel

Chat panel

Notes panel

Closed Captions panel

File Transfer window

Chapter 2: Hosting and Managing a Meeting

Shared whiteboard and file tabs

Working with the participant list

The participant panel provides a right-click menu that allows you to act upon a
participant depending on your role in the meeting.

If you are the host or presenter, you can perform actions such as making someone
else the presenter; or muting another participant's microphone if it is too noisy.

If you are not the host or presenter, you can perform actions such as asking to
become the presenter or muting your own microphone.

Use the up and down

arrow keys to navigate
between participants.

Select Shift+F10 to
open the right-click
menu on a specific
participant.

Switching between tabs in dialog boxes

Currently you can use the shortcut keys Ctrl+Tab to switch between tabs in the
following dialog boxes:

Invite and Remind

Preferences

Meeting Options

Participant Privileges

Note: You can also use Ctrl+Tab to navigate between open documents (on page 34) in file
sharing and navigate between panels (on page 35) in the meeting window.

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Chapter 2: Hosting and Managing a Meeting

Switching between elements in dialog boxes or panels

When you open a dialog box or a panel, you can switch between the elements using
the Tab key. Each dialog box or panel will have an initial focus area from which you
can begin navigating.
For example, if you open the Audio Conference dialog box, here is how the Tab key
guides you through the elements:

The first time the Audio Conference

dialog box opens, the initial focus is
on Use Phone.

Continually selecting Tab moves the

focus through the elements, and
eventually back to Use Phone.

When the focus is on an element that can be expanded, or a drop-down box, select
Enter to expand and view the information.

38

If you have expanded a drop-down

box, use the down arrow key to
move the focus through the dropdown list of options.

Select Esc to dismiss the dropdown list.

Chapter 2: Hosting and Managing a Meeting

Tab order
For dialog boxes with multiple sections, use Tab key to navigate through the options.
The order of navigation is through one section at a time, going from top-to-bottom
and then left-to-right.

Note: If you focus on a button, and then want to click it, simply select Enter.

Switching between options in dialog boxes

When you open a dialog box or a panel, you can switch between options using the
Arrow keys. Each dialog box or panel will have an initial focus area from which you
can begin navigating.
Here are some examples.

39

Chapter 2: Hosting and Managing a Meeting

Use the Up and Down

Arrows to move between
the options.
Within an option, use the
Tab key.

Use the Up and Down

Arrows to navigate file
types when sharing web
content.

Use the Left and Right

Arrows to adjust volume
when using your computer
for audio.

40

Chapter 2: Hosting and Managing a Meeting

Note: If you focus on a button, and then want to click it, simply select Enter.

Checking and unchecking option boxes

Use the spacebar to check and uncheck option boxes.
In the following example, the option Remember phone numbers on this computer
is checked.
if you don't want this
option checked:
1)

Navigate to the check box

using the Tab and down arrow
keys as required.

2)

Select the spacebar to

uncheck the box.

Copying text from the Chat panel

The Chat panel provides a right-click menu that allows you to copy text from the Chat
history area.

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Chapter 2: Hosting and Managing a Meeting

With the focus on the

Chat history area, select
Shift+F10 to open the
right-click menu. Use
this function to copy text
or to select all text.
Alternatively, you can
use Ctrl+A to select all
the chat text.

To select only a portion

of the text, move your
cursor with the arrow
keys and then use
Shift-[Arrow] to
highlight text.

Entering text in an input box

Want to enter text in an input box? Here is how you would answer questions in a poll.

42

Chapter 2: Hosting and Managing a Meeting

Navigate between questions

using the Tab key.

Move between answers using

the Up and Down Arrow keys.

Move the cursor to focus on the

text input area and use the
Spacebar or Enter key so you
can type your answer. Click
Enter or Esc to finish editing.

Closing dialog boxes

Select Alt+F4 to close a dialog box.

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Chapter 2: Hosting and Managing a Meeting

Selecting Alt+F4 is just like

selecting the "x" on any dialog
box.

Activating an option or button

When the focus is on an active option or button, select Enter to activate it.

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Chapter 2: Hosting and Managing a Meeting

Selecting Enter is
the same as using
a mouse click.

Accessing the Meeting Controls Panel during sharing

During sharing the Meeting Controls Panel is partially hidden at the top of your
screen:

Enter Ctrl+Alt+Shift to show the panel.

After the panel is displayed, the initial focus is on the Participants icon.

Use Tab to change focus

Use Enter to activate a feature

To return to the sharing area from the Meeting Controls Panel, select the Alt+Tab
keys as you would in any Windows application to switch between items:

If you are sharing a file, select the WebEx ball to return to the sharing area.

If you are sharing an application, select the application to return focus to it.

If you are sharing your desktop, select the application you want to share.
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Chapter 2: Hosting and Managing a Meeting

Note: To switch from the Meeting Controls Panel to another open panel, such as the participant
list, enter F6.

Hiding the Meeting controls, panels, and notifications

Select Ctrl+Alt+Shift+H to open the dialog box from which you can hide the
Meeting Controls Panel, all other panels, and all notifications.
Available to all
participants during
Desktop Share and
Application Share,
and in Full Screen
mode.

Screen reader support

Cisco WebEx supports JAWS screen reading software for the following elements:
Application menus and drop-down menus

Shared file titles and tab titles

Quick Start page buttons, button titles, and tooltips
Panel and Panels tray buttons, button titles, and tooltips

46

Chapter 2: Hosting and Managing a Meeting

Annotation panel and toolbars

Shared Meeting window content

area toolbars

47

Chapter 2: Hosting and Managing a Meeting

Meeting Controls Panel buttons,

button titles, and tooltips

48

3
Joining a Meeting
Chapter 3

If you want to...

See...

get an overview of joining a meeting

About joining a meeting

join a meeting from an instant message

Joining a meeting from an instant message

(on page 50)

join a meeting from an email invitation

Joining a meeting from an email invitation (on

page 51)

join a meeting from the meeting calendar

Joining a meeting from the meeting calendar

(on page 52)

join a meeting from the host's personal

meeting page

Joining a meeting from the host's personal

page (on page 53)

join a meeting if the meeting is not listed on

the calendar or on the host's personal
meeting page

Joining a meeting using the meeting number

(on page 53)

obtain information about a meeting, such as

its agenda and meeting number

Obtaining information about a scheduled

meeting (on page 59)

add a scheduled to your calendar program,

such as Microsoft Outlook

Adding a meeting to your calendar program

(on page 62)

register for a meeting

Registering for a meeting (on page 56)

About joining
You can join a meeting in a number of ways. The simplest and quickest is by clicking
the meeting URL, which the host can send you via an invitation email message or an
instant message.
49

Chapter 3: Joining a Meeting

If the host has given you just the meeting number, you have a couple of ways to join
the meeting. For details, see Joining a meeting using the meeting number (on page
53).
Notes:

The meeting host may choose to record the meeting.

If you are the host but you inadvertently land on the page for participants to join the a meeting,
click If you are the host, start your meeting.

If you are the participant but you inadvertently land on the page for the host to start the a
meeting, click If you are not the host, join as a participant.

About the Join Meeting page

To access this page: Click the meeting link in your invitation email message, and then
click Join Now.
When joining a meeting, you may need to enter some details on the Join Meeting
page:

Your name: Enter the name you want attendees to use to identify you during the
meeting.

Email address: Enter your email address, in this format: name@your_company.

For example, [email protected].

Meeting password: Enter the meeting password. The meeting host may have
included the password in the email invitation or, for security reasons, provided it
to you in another way. If the meeting does not require a password, the text box
does not appear on this page.

Joining a meeting from an instant message

1

50

From the instant message window, click the link to join the meeting.

Chapter 3: Joining a Meeting

On the Meeting Information page, enter the requested information.

For instance, you may be asked to enter the meeting password.

Click Join Now.

The Meeting window appears.

Joining from an email invitation

If you received an email invitation to a meeting, you can join the meeting by clicking
a link in the invitation.
Note: As you fill in the information requested, you may also be asked to type your username and
password. This page appears only if the meeting host requires that you have a user account to
attend the meeting.

To join a listed meeting from an invitation email message:

1

Open your email invitation, and then click the link.

On the Meeting Information page, enter any requested information.

For details, see About the Join Meeting page (on page 50).

Click Join Now.

The Meeting window appears.

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Chapter 3: Joining a Meeting

Note: If you did not receive an email invitation to a meeting, you can also join a meeting directly
from your Meeting Center Web site or from the host's Personal Meeting Room page. For details,
see Joining a meeting from the meeting calendar (on page 52) or Joining a meeting from the
host's personal page (on page 53)

Joining from the Meeting Center calendar

If you do not have an email invitation for a meeting, you can join it from the meeting
calendar, if the meeting host has listed it there.
To join a meeting listed on the meeting calendar:
1

On the navigation bar, expand Attend a meeting, and then click Browse
Meetings.
The Browse Meetings page appears.

On the meeting calendar, locate the meeting that you want to attend.
Tips for quickly finding a meeting:

Select a view of the meeting calendar by clicking one of the following tabs:
Today, Daily, Weekly, or Monthly. For more information about calendar
views, see Viewing the meeting calendar. (on page 66)

Sort a meeting list by clicking the column headings. For details, see Sorting
the meeting calendar. (on page 69)

View a meeting list for another date. For details, see Selecting a date on the
meeting calendar (on page 67)

Search for a meeting. For details, see Searching for a meeting on the meeting
calendar (on page 69).

Under Status, click Join.

On the Meeting Information page, enter any requested information.

Click Join Now.

The Meeting window appears.

Tip:
You can obtain detailed information about a selected meeting or its agenda before joining it.
For details, see Obtaining information about a scheduled meeting (on page 59).
You can display all meeting times in another time zone.

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Chapter 3: Joining a Meeting

You can refresh the meeting calendar to ensure that you are viewing the most recent
information.

Joining a meeting from the host's personal page

You can join a meeting from the host's Personal Meeting Room page if the host has
listed it there.
To join a listed meeting from the host's Personal Meeting Room page:
1

Go to the URL, or Web address, for the host's Personal Meeting Room page. The
host must provide you with this URL.

On the Meetings tab and under Meetings in Progress, locate the meeting that you
want to join.

Under Status, click Join.

On the Meeting Information page, enter any requested information

Click OK.
The Meeting window appears.

Tip: If the meeting is not in progress, you cannot join the meeting. To check whether the host has
started the meeting, you can periodically click the Refresh button on the page.

Joining a meeting using the meeting number

If the meeting host has not included a link to the meeting on the meeting calendar or
on his or her Personal Meeting page, you can still join that meeting. You need to
obtain the meeting number from the meeting host.
You can join a meeting by providing the meeting number on either:

Your Meeting Center Web site, see Joining a meeting from your Meeting Center
Web site using the meeting number (on page 54).

The host's Personal Meeting page on your Meeting Center Web site, if the host
gave you the URL (Web address) for the page, see Joining a meeting from the
host's personal page using the meeting number (on page 54).

53

Chapter 3: Joining a Meeting

Joining a meeting from the host's personal page using the

meeting number
If you want to attend a meeting that is not on the host's Personal Meeting Room page,
you can still join that meeting. Simply ask the host for the meeting number.
To join a meeting from the host's Personal Meeting Room page:
1

Go to the URL, or Web address, for the host's Personal Meeting Room page. The
host must provide you with this URL.

On the Meetings tab and under Join an Unlisted Meeting, type the meeting
number that the host gave to you in the Meeting number box.

Click Join Now.

On the Meeting Information page, enter the requested information.

For details, see About the Join Meeting page (on page 50).

Click Join Now.

The Meeting window appears.

Joining a meeting from your Meeting Center Web site using

the meeting number
If the meeting you want to attend is not listed on the meeting calendar, you can still
join the meeting. You just need to know the meeting number, which the meeting host
can give you.
To join an unlisted meeting from your Meeting Center Web site:
1

On the navigation bar, expand Attend a meeting, and then click Unlisted
Meeting.
The Join an Unlisted Meeting page appears.

In the Meeting number box, type the meeting number that the host gave to you.

Click Join Now.

On the Meeting Information page enter any requested information.

Click Join Now.

The Meeting window appears.

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Chapter 3: Joining a Meeting

Joining a meeting from your iPhone

If you receive an invitation to a meeting on your iPhone, you can join the meeting by
tapping the link in the invitation or from the Meet icon on your iPhone's home page.
To join a meeting from an email invitation link:
In your email invitation, tap the meeting link.
The WebEx Meeting Center application launches.
To join a meeting from your Meet icon:
Open your home page, and tap the Meet icon.
The WebEx Meeting Center application launches.
Note: If you have a WebEx account, we recommend that you sign in and save your account
settings so you can join meetings quickly in the future.

For detailed information about all aspects of using your iPhone to start or attend
meetings, visit our website http://www.webex.com/apple/.

Joining a meeting from your BlackBerry device

If you have no WebEx account, join a meeting in one of these ways:

Start the WebEx Meeting Center application and then select Join Now on the
welcome screen.

Select the appropriate link in your email invitation or the meeting item on your
calendar.

If you have a WebEx account, follow these steps to join a meeting:

1

Start the WebEx Meeting Center application.

Sign in to your WebEx account if you have not signed in or saved your account
settings.
We recommend that you save your account settings to join meetings quickly in
the future.

Select the meeting on the My Meetings page.

55

Chapter 3: Joining a Meeting

Select Join Meeting on the menu.

Registering for a meeting

If you want to...

See...

get an overview of registering for a meeting

About registering for a meeting (on page 56)

register for a meeting from an invitation email

message

Registering from an email message (on page

56)

register for a meeting from the meeting

calendar on your Meeting Center Web site

Registering from the meeting calendar (on

page 57)

register for a meeting from the host's

Personal Meeting Room page

Registering from the host's personal page (on

page 58)

About registering for a meeting

If a meeting host invites you to a meeting that requires registration, you receive an
invitation email message. The email message contains a link that you can click to
register for the meeting.
If you did not receive an email invitation to a meeting that requires registration, you
can register for the meeting on either:

The meeting calendar on your Meeting Center Web site

The host's Personal Meeting Room page on your Meeting Center Web site, if the
host gave you the URL, or Web address, for the page

Registering from an email message

Registering from the meeting calendar

Registering from the hosts personal page

Obtaining information about a scheduled meeting

Registering from an email message

If you received an invitation email message for a meeting that requires registration,
you can register for the meeting from the message.
56

Chapter 3: Joining a Meeting

To register for a meeting from an invitation email message:

1

Open your invitation email, and then click the link to register for the meeting.

On the Meeting Information: [Topic] page that appears, click Register.

The Register for [Topic] page appears.

Provide the required information.

Click Register Now.

Once the host approves your registration, you receive a registration confirmation
email message. You can then join the meeting once it starts.
If the meeting is already in progress, and the host has chosen to approve all
registration requests automatically, you join the meeting immediately.

Registering from the meeting calendar

If you did not receive an invitation email message for a meeting that requires
registration, you can register for it from the meeting calendar on your Meeting Center
Web site.
To register for a meeting from the meeting calendar:
1

On the navigation bar, expand Attend a meeting, and then click Register.
The Register for a meeting page appears, showing the meeting calendar. This
calendar lists each meeting that requires registration for the current date.

On the meeting calendar, locate the meeting for which you want to register.
To locate a meeting quickly, you can:

Sort the meeting list by clicking the column headings. For details, see Sorting
the meeting calendar (on page 69).

Display the meeting list for another date. For details, see Selecting a date on
the meeting calendar (on page 67).

Find a a meeting. For details, see Searching for a meeting on the training
meeting (on page 69).

Under Topic, select the option button for the meeting for which you want to
register.

Click Register.

On the Register for [Topic] page that appears, provide the required information.

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Chapter 3: Joining a Meeting

Click Register Now.

Once the host approves your registration, you receive a registration confirmation
email message. You can then join the meeting once it starts.
If the meeting is already in progress, and the host has chosen to approve all
registration requests automatically, you join the meeting immediately.
Tip:
You can obtain detailed information about a selected meeting or its agenda before registering
for it. For details, see Obtaining information about a scheduled meeting (on page 59).
You can display all meeting times in another time zone.
You can refresh the meeting calendar to ensure that you are viewing the most recent
information.

Registering from the host's personal page

You can register for a meeting from the host's Personal Meeting Room page on your
Meeting Center Web site.
To register for a meeting from the host's Personal Meeting Room page:
1

Go to the URL, or Web address, for the host's Personal Meeting Room page. The
host must provide you with this URL.

On the Meetings tab, do one of the following:

If the meeting is not currently in progress, under Scheduled Meetings, click

Register.

If the meeting is currently in progress, under Meetings in Progress, click

Join Now. On the Join Meeting: [Topic] page that appears, click Register.

If the Log In page appears, provide your user name and password, and then click
Log In.
The Log In page appears only if the meeting host requires that you have a user
account to join the meeting. In this case, you must provide your user name and
password before you can register for the meeting.

58

On the Register for [Topic] page that appears, provide the required information.

Click Register Now.

Chapter 3: Joining a Meeting

Once the host approves your registration, you receive a registration confirmation
email message. You can then join the meeting once it starts.
If the meeting is already in progress, and the host has chosen to approve all
registration requests automatically, you join the meeting immediately.

Obtaining information about a scheduled

meeting
If you want to...

See...

get an overview of obtaining information

about a scheduled meeting

About obtaining meeting information (on page

59)

obtain meeting information from an invitation

email message

Obtaining information from an email message

(on page 60)

obtain meeting information from the host's

Personal Meeting Center Room page

Obtaining information from the host's

personal page (on page 61)

About obtaining meeting information

Before joining a meeting, you can obtain information about it from the Meeting
Information page. The information you can view includes the host's name and email
address, meeting number, and agenda.If you received an email invitation to a meeting,
you can click a link in the message to view the meeting information.
If you did not receive an email invitation from the host, you can view the meeting
information from either:

The meeting calendar on your Meeting Center Web site

The host's Personal Meeting Room page on your Meeting Center Web site, if the
host gave you the URL, or Web address, for the page.

About the Meeting Information page

To access this page: In your invitation email message, click the appropriate link.
The Meeting Information: [Topic] page provides information about a selected
meeting. The following is a description of the information you can view from that
page.
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Chapter 3: Joining a Meeting

Term

Details

Status

Status of the meeting can be: Not Started, Join

Now, or Registration (Meeting Center only).

Date

Date of the meetingfor example, July 28, 2009.

Starting time

Starting time for the meeting, including the time

zonefor example, 10:00 am, Pacific Standard
Time.

Duration

Length of the meeting in hours or minutesfor

example, 1 hour or 30 minutes.

Meeting number

Number that the meeting server assigns to a

meeting automatically.

Meeting password

Meeting password that the host specified.

Teleconference

Instructions for joining the teleconference, if the

host included one for the meeting.

Host

Meeting hosts full name.

Alternate host

Appears only if the host designated one or more

participants as alternate hosts.

Hosts email address

Host's email address.

Agenda

Agenda:
Displays the Agenda page,
where you can view the meeting's detailed
agenda provided by the host.

Add to My Calendar

Adds the meeting to your calendar program, such

as Microsoft Outlook. Your calendar program
must support the iCalendar standard, a common
format for exchanging calendaring and scheduling
information across the Internet.

Obtaining information from an email message

If you receive an email invitation for a meeting, you can view the meeting
information from the email message.
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Chapter 3: Joining a Meeting

To obtain information about a meeting from an invitation email message:

1

Open your invitation email message, and then click the link.
The Meeting Information appears.

Optional. To view the meeting agenda, click View Agenda.

Obtaining information from the meeting calendar

If you did not receive an email invitation, you can obtain meeting information from
the meeting calendar on your Meeting Center Web site.
To obtain information about a meeting from the meeting calendar:
1

From the navigation bar on your Meeting Center Web site, expand Attend a
meeting.

Click Browse Meetings.

On the meeting calendar, locate the meeting about which you want to obtain
information.

Under Topic, click the link for the meeting.

If the meeting requires a password, the Get Info page appears.
If the meeting does not require a password, the Meeting Information page appears.
You can skip to step 6.

If the Get Info page appears, type the password that the meeting host gave to you
in the Meeting password box, and then click OK.

Optional. To view the meeting's agenda, click View Agenda.

The Agenda page appears.

Obtaining information from the host's personal page

You can obtain meeting information from the host's Personal Meeting Room page on
your Meeting Center Web site.
To obtain meeting information from the host's Personal Meeting Room page:
1

Go to the URL, or Web address, for the host's Personal Meeting Room page. The
host must provide you with this URL.

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Chapter 3: Joining a Meeting

On the Meetings tab, locate the meeting about which you want to obtain
information.

Under Topic, click the link for the meeting.

If the meeting requires a password, the Get Info page appears.
If the meeting does not require a password, the Meeting Information page appears

If the Get Info page appears, type the password that the meeting host gave to you
in the Meeting password box, and then click OK.

Optional. To view the meeting's agenda, click View Agenda.

Adding a meeting to your calendar program

If you want to...

See...

get an overview of adding a scheduled

meeting to your calendar program

About adding a meeting to your calendar

program (on page 62)

add a scheduled meeting to your calendar

program

Adding a meeting to your calendar program

(on page 62)

About adding a meeting to your calendar program

You can add a scheduled meeting to your calendar program, such as Microsoft
Outlook. This option is applicable only if your calendar program supports the
iCalendar standard, a common format for exchanging calendaring and scheduling
information across the Internet.
You can add a meeting to your calendar from either:

The invitation email message that you receive from the host

The Meeting Information page for the meeting, which you can access by clicking
the link for the meeting on the meeting calendar or on the host's Personal Meeting
Room page

Adding a meeting to your calendar program

You can add a scheduled meeting to your calendar program if your calendar program
supports the iCalendar standard.
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Chapter 3: Joining a Meeting

To add a scheduled meeting to your calendar:

1

Do one of the following, as appropriate:

In the invitation email message that you receive, click the link to add the
meeting to your calendar.

On the Meeting Information page for the meeting, click Add to My

Calendar.

A meeting item opens in your calendar program.

2

Accept the meeting request. For example, in Outlook, click Accept to add the
meeting item to your calendar.

Note: If the host cancels the meeting, the cancellation email message that you receive contains an
option that lets you remove the meeting from your calendar program.

63

4
Using the Calendar
Chapter 4

If you want to...

See...

get an overview of using the calendar

About the meeting calendar (on page 65)

view the meeting calendar

Viewing the meeting calendar (on page 66)

select a date on the meeting calendar

Selecting a date on the meeting calendar (on

page 67)

search for a Meeting on the meeting

calendar

Searching for a meeting on the meeting

calendar (on page 69)

sort the meeting calendar

Sorting the meeting calendar (on page 69)

refresh the meeting calendar

Refreshing the meeting calendar (on page 70)

select a language and time zone on the

meeting calendar

Selecting a language and time zone on the

meeting calendar (on page 70)

register for a meeting from the meeting

calendar

Registering for a meeting from the meeting

calendar (on page 71)

About the meeting calendar

The public meeting calendar on your Meeting Center Web site provides information
about each listed meeting that is either scheduled or in progress. However, the
meeting calendar does not provide information about any unlisted meeting.
You can navigate the meeting calendar to quickly find a listed meeting - either on the
current date or any date - using one of several calendar views. For example, you can
view a meeting list for today's date only or for an entire month.
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Chapter 4: Using the Calendar

When viewing a meeting list, you can sort the list and refresh it at any time.
You can view a list of meetings that require registration.

Viewing the meeting calendar

You can open one of the following calendar views of all listed meetings:
Today

Contains a list of meetings occurring on the current date, including

all meetings currently in progress and all scheduled meetings that
are not yet in progress.

Daily

Contains a single list of all meetings occurring on the current date,

or on another date to which you have navigated.

Weekly

Contains a list of scheduled meetings for each day of the selected

week.

Monthly

Indicates on which dates meetings are scheduled for the selected

month.

To open a calendar view of all scheduled meetings:

1

On the navigation bar, expand Attend a meeting to view a list of links.

Click Browse Meetings.

The meeting calendar appears.

Click the tabs to navigate to different views of the meeting calendar.

You can also view a list that includes past meetings.

You can view a list of meetings that require registration.

To include past meetings in your list of meetings:
1

Select the Today or Daily tab.

Select the Show past meetings check box.

The list of meetings displays accordingly for the tab.

To display a list of only meetings that require registration:

66

Select the Today, Upcoming, Daily, or Weekly tab.

Select the Show only meetings that require registration check box.

Chapter 4: Using the Calendar

The list of meetings that require registration displays accordingly for the tab.

Selecting a date on the meeting calendar

You can view a list of scheduled meetings for any date on the meeting calendar.
To display a list of scheduled meetings for the previous or next day:
1

If you have not already done so, open the meeting calendar. For details, see
Viewing the meeting calendar (on page 66).

On the Daily view of the calendar page, click the forward or backward arrow to
navigate to the list of meetings for the next or previous day.

For details about the options on the Daily view, see About the Daily view (on page
74).
Note: You can use this procedure on the Register for a Meeting page as well.

To display a list of meetings for a specific date:

1

If you have not already done so, open the meeting calendar. For details, see
Viewing the meeting calendar (on page 66).
On the Today, Upcoming, Daily, or Weekly tab on the calendar page, click the
Calendar icon.

The Calendar window appears, showing the calendar for the current month.
2

Optional. Do any of the following:

To view the calendar for the previous month, click the forward arrow.

To view the calendar for the next month, click the backward arrow.

To view the calendar for a specific month, in the drop-down list, select a
month.

To view the calendar for a specific year, in the drop-down list, select a year.
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Chapter 4: Using the Calendar

Click the date for which you want to view a list of meetings.
The Daily view for the date that you selected appears.
For details about the options on the view tabs, see the following:

About the Today view (on page 72)

About the Daily view (on page 74)

About the Weekly view (on page 76)

Note: You can use this procedure on the Register for a Meeting page as well.

To display a list of meetings for a specific date using the Monthly view:
1

If you have not already done so, open the meeting calendar. For details, see
Viewing the meeting calendar (on page 66).

Click the Monthly tab.

Click the forward or backward arrow to navigate to the list of meetings for the
next or previous month.

Click a date for which you want to view a list of scheduled meetings.

The Daily view appears for the date that you selected.
Note: Only dates on which an icon appears have at least one scheduled meeting.

For details about the options on the Monthly view, see About the Monthly view (on
page 77).

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Chapter 4: Using the Calendar

Searching for a meeting on the meeting calendar

On the meeting calendar, you can locate a meeting by searching for text in the name
of the host or presenter, meeting topic, or meeting agenda. You cannot search for a
meeting number.
To search for a meeting:
1

If you have not already done so, open the meeting calendar. For details, see
Viewing the meeting calendar (on page 66).

Type the text for which you want to search in the Search for box.

Click Search.
The Search Results page appears, listing all meetings that contain the search text.

Sorting the meeting calendar

By default, meeting lists on the meeting calendar are sorted by hours, in ascending
order. However, you can sort the meeting lists by any column:
Time

Sorts the meeting list by hours, in ascending or descending order.

Topic

Sorts the meeting list alphabetically by topic, in ascending or

descending order.

Host or Presenter

Sorts the meeting list alphabetically by host or presenter name, in

ascending or descending order.

Duration

Sorts the meeting list by duration, in ascending or descending

order.

To sort the public meeting calendar:

1

If you have not already done so, open the meeting calendar. For details, see
Viewing the meeting calendar.

In a list of meetings on the Today, Upcoming, Daily, or Weekly tab on the

calendar page, click the column heading by which you want to sort the meetings.

An ascending or descending sort indicator appears and the meetings are sorted
accordingly.

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Chapter 4: Using the Calendar

Note: You can use this procedure on the Register for a Meeting page as well.

Refreshing the meeting calendar

Information about meetings on the public Meeting Center calendar can change at any
time. Thus, to ensure that you are viewing the most current Meeting Center
information, you can refresh the Meeting Center calendar at any time.
To refresh the public Meeting Center calendar:
1

If you have not already done so, open the meeting calendar. For details, see
Viewing the meeting calendar (on page 66).

Click the Refresh button.

Selecting a language and time zone on the

meeting calendar
On the meeting calendar, you can access your Preferences page to select the language
and time zone in which you want to view meeting times. Your site administrator
specifies the default language and time zone that appears on the meeting calendar.
You may need to change the time zone, for example, if you are travelling and
temporarily in another time zone.
To select a language on the public meeting calendar:
1

If you have not already done so, open the meeting calendar. For details, see
Viewing the meeting calendar (on page 66).

Click the language link on the right side of the page.

The Preferences page appears.

70

In the Language drop-down list, select another language.

Click OK.

Chapter 4: Using the Calendar

To select a time zone on the public meeting calendar:

1

If you have not already done so, open the meeting calendar. For details, see
Viewing the meeting calendar (on page 66).

Click the time zone link on the right side of the page.
The Preferences page appears.

In the Time zone drop-down list, select another time zone.

Click OK.

Note:
Your time zone selection affects only your view of your Meeting Center Web site, not
other users' views.
If you have a user account, all meeting invitations that you send automatically specify
the meeting starting time in the time zone that you selected.
If you select a time zone for which daylight saving time (DST) is in effect, your
Meeting Center Web site automatically adjusts its clock for daylight saving time.

Registering for a meeting from the meeting

calendar
If you did not receive an invitation email message for a meeting that requires
registration, you can register for it from the meeting calendar on your Meeting Center
Web site.

About the Register for a Meeting page

The Register for a Meeting page lists each meeting that requires registration. Each
page of the meeting calendar displays each meeting occurring on a given day that
requires registration, unless it is unlisted.
To select a scheduled meeting, click the option button to the left of its topic. Once you
have selected a meeting, you can click one of the following buttons on the button bar:
Click this button...

To...
Register for the meeting.

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Chapter 4: Using the Calendar

Click this button...

To...
Join the meeting, if the meeting is currently in progress.

View detailed information about the meeting.

View the agenda for the meeting.

Registering for a meeting

If you find the meeting you want to register for, you can easily complete the
registration form and send it to the meeting host.
To register for a meeting:
1

Select a meeting for which the status is Registration.

Click Register.

Enter your information and click Register Now.

Once the host approves your registration, you receive a registration confirmation
email message. You can then join the meeting once it starts.
If the meeting is already in progress, and the host has chosen to approve all
registration requests automatically, you join the meeting immediately.

About the Today view

How to access this page
On your Meeting Center Web site, click Attend a Meeting > Browse Meetings >
Today tab.

What you can do here

The Today view lists the live meetings that are scheduled for the present day,
including those in process, those concluded, and those that have not yet begun.

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Chapter 4: Using the Calendar

The meeting information displayed in the list can be sorted by clicking the column
headings. For details, see Sorting the meeting calendar (on page 69).

Options on this page

Option

Description
Click the Refresh icon at any time to display the most current list of
meetings.

Language link

Click to open the Preferences page, where you can select the
language setting for your Meeting Center Web site.

Time zone link

Click to open the Preferences page, where you can select the time
zone setting for your Meeting Center Web site.

Show past meetings

Select to include concluded meetings in the list of meetings.

Show only meetings that

require registration check
box

Select to display only those meetings that require registration

in the list of meetings.

The Ascending Sort indicator appears next to a column

heading, and the meetings are sorted by the column, in
ascending order.
The Descending Sort indicator appears next to a column
heading, and the meetings are sorted by the column, in
descending order.
Time

Lists the starting time for each scheduled meeting.

Topic

Lists the scheduled meetings by name. Click the topic name to

get meeting information.

Host or Presenter

Lists the host or presenter for the meeting.

Duration

Lists the scheduled length of the meeting.

Indicates that the live meeting is in process.

Join link

Click the link to join the Meeting Center from the Meeting
Information page.

Register link

Click to open the Register for page, where you can enter the
required information to register for the meeting.
Indicates that this is a Personal Conference meeting.

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Chapter 4: Using the Calendar

Option

Description

Start link

(Host only) Click to start your meeting.

End link

(Host only) Click to end your meeting.

About the Daily view

How to access this page
On your Meeting Center Web site, click Attend a Meeting > Browse Meetings >
Daily tab.

What you can do here

The Daily view lists the live meetings that are scheduled for the present day. From the
Daily view you can navigate to the previous or next day, or use the calendar to view
the schedule for another day.
The meeting information displayed in the list can be sorted by clicking the column
headings. For details, see Sorting the meeting calendar (on page 69).

Options on this page

Option

Description
Click the Refresh icon at any time to display the most current list of
meetings.

Language link

Time zone link

Click to open the Preferences page, where you can select the
language setting for your Meeting Center Web site.

Click to open the Preferences page, where you can select the time
zone setting for your Meeting Center Web site.
Click the Previous Day icon to display a list of meetings for
the previous day.
Click the Next Day icon to display a list of meetings for the
next day.

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Chapter 4: Using the Calendar

Option

Description
Click the Calendar icon to open the Calendar window for the
current month. Click on any date to open its schedule.

Show past meetings

Select to include concluded meetings in the list of meetings.

Show only meetings that

require registration check
box

Select to display only those meetings that require registration

in the list of meetings.

The Ascending Sort indicator appears next to a column

heading, and the meetings are sorted by the column, in
ascending order.
The Descending Sort indicator appears next to a column
heading, and the meetings are sorted by the column, in
descending order.
Time

Lists the starting time for each scheduled meeting.

Topic

Lists the scheduled meetings by name. Click the topic name to

get meeting information.

Host or Presenter

Lists the host or presenter for the meeting.

Duration

Lists the scheduled length of the meeting.

Indicates that the live meeting is in process.

Join link

Click the link to join the Meeting Center from the Meeting
Information page.

Register link

Click to open the Register for page, where you can enter the
required information to register for the meeting.
Indicates that this is a Personal Conference meeting.

Start link

(Host only) Click to start your meeting.

End link

(Host only) Click to end your meeting.

75

Chapter 4: Using the Calendar

About the Weekly view

How to access this page
On your Meeting Center Web site, click Attend a Meeting > Browse Meetings >
Weekly tab.

What you can do here

The Weekly view lists the live meetings that are scheduled, but not ended for the
selected week.
The meeting information displayed in the list can be sorted by clicking the column
headings. For details, see Sorting the meeting calendar (on page 69).

Options on this page

Option

Description
Click the Refresh icon at any time to display the most current list of
meetings.

Language link

Time zone link

Click to open the Preferences page, where you can select the
language setting for your Meeting Center Web site.

Click to open the Preferences page, where you can select the time
zone setting for your Meeting Center Web site.
Click the Previous 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.

76

Show only meetings that

require registration check
box

Select to display only those meetings that require registration

in the list of meetings.

Day link

Opens the Daily view, which shows the scheduled meetings for
the selected day.

Chapter 4: Using the Calendar

Option

Description
The Ascending Sort indicator appears next to a column
heading, and the meetings are sorted by the column, in
ascending order.
The Descending Sort indicator appears next to a column
heading, and the meetings are sorted by the column, in
descending order.

Time

Lists the starting time for each scheduled meeting.

Topic

Lists the scheduled meetings by name. Click the topic name to

get meeting information.

Host or Presenter

Lists the host or presenter for the meeting.

Duration

Lists the scheduled length of the meeting.

Indicates that the live meeting is in process.

Join link

Click the link to join the Meeting Center from the Meeting
Information page.

Register link

Click to open the Register for page, where you can enter the
required information to register for the meeting.
Indicates that this is a Personal Conference meeting.

Start link

(Host only) Click to start your meeting.

End link

(Host only) Click to end your meeting.

About the Monthly view

How to access this page
On your Meeting Center Web site, click Attend a Meeting > Browse Meetings >
Monthly tab.

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Chapter 4: Using the Calendar

What you can do here

The Monthly view shows when the live meetings are scheduled in a monthly calendar
view. You can navigate to a specific day or week within the current month, or
navigate to the previous or next month.

Options on this page

Option

Description
Click the Previous Month icon to display a list of meetings for
the previous month.
Click the Next Month icon to display a list of meetings for the
next month.
Click the Refresh icon at any time to display the most current list of
meetings.

Language link

Time zone link

Click to open the Preferences page, where you can select the
language setting for your Meeting Center Web site.

Click to open the Preferences page, where you can select the time
zone setting for your Meeting Center Web site.

Week link

Opens the Weekly view, which shows the scheduled meetings

for each day of the selected week.

Day link

Opens the Daily view, which shows the scheduled meetings for
the selected day.
Appears on the calendar to indicate that one or more meetings
are scheduled on that day.

About the Search Results page

What you can do here

78

Find a meeting on your Meeting Center Web site.

Display past meetings.

Sort the search results.

Select a language for your Meeting Center Web site.

Chapter 4: Using the Calendar

Select a time zone for your Meeting Center Web site.

Display meetings that require registration.

The meeting information displayed in the list can be sorted by clicking the column
headings. For details, see Sorting the meeting calendar (on page 69).

Options on this page

Option

Description

Search for...

Enter a host name, meeting topic, or any text that may appear
in the agenda, and click Search.

text box

Note: You cannot search for a meeting number.

Click the Refresh icon at any time to display the most current list of
meetings.

Language link

Click to open the Preferences page, where you can select the
language setting for your Meeting Center Web site.

Time zone link

Click to open the Preferences page, where you can select the time
zone setting for your Meeting Center Web site.

Show past meetings

Select to include concluded meetings in the list of meetings.

Show only meetings that

require registration check
box

Select to display only those meetings that require registration

in the list of meetings.

Navigation links

Click the page numbers or next to navigate through the search

results.
The Ascending Sort indicator appears next to a column
heading, and the meetings are sorted by the column, in
ascending order.
The Descending Sort indicator appears next to a column
heading, and the meetings are sorted by the column, in
descending order.

Date & Time

Lists the date and starting time of the meeting.

Topic

Lists the scheduled meetings by name. Click the topic name to

get meeting information.

Host or Presenter

Lists the host or presenter for the meeting.

Duration

Lists the scheduled length of the meeting.

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Chapter 4: Using the Calendar

Option

Description
Indicates that the live meeting is in process.

Join link

Click the link to join the Meeting Center from the Meeting
Information page.

Register link

Click to open the Register for page, where you can enter the
required information to register for the meeting.
Indicates that this is a Personal Conference meeting.

80

Start link

(Host only) Click to start your meeting.

End link

(Host only) Click to end your meeting.

5
Scheduling a Meeting
Chapter 5

If you want to...

See...

get an overview of scheduling a meeting

Choosing the scheduler that works for you (on

page 81)

allow another user to schedule a meeting for

you

Allowing another user to schedule meetings for

you (on page 138)

use the Quick Scheduler to start a meeting

quickly

Using the Quick Scheduler (on page 91)

use the Advanced Scheduler to include an

agenda and other options in your meeting

About the Advanced Scheduler (on page 91)

set up a meeting that recurs on a regular

basis

Setting up a recurring meeting (on page 137)

start a scheduled meeting

Starting a scheduled meeting (on page 130)

edit details for a scheduled meeting

Editing a scheduled meeting (on page 129)

cancel a scheduled meeting

Canceling a scheduled meeting (on page 132)

Choosing the scheduler that works for you

Meeting Center provides several ways to set up meetings. Review the details about
the different means of scheduling a meeting and then pick the one that meets your
needs.

81

Chapter 5: Scheduling a Meeting

Short on time?
Use the one-page Quick Scheduler. Simply enter a few details and you are ready to
host your meeting. For details, see Using the Quick Scheduler (on page 91).
Looking for more meeting options, such as adding additional security?
Use the Advanced Scheduler. Enter the level of detail you need. You can schedule or
start the meeting from any page in the wizard. For details, see Using the Advanced
Scheduler .
Want to reuse the information you saved in the scheduler?
You do not have to type in the same information every time you set up a meeting. If
the meeting recurs on a regular basis, with the same attendees, you can set up a whole
series of meetings. If the meeting details (such as attendees, meeting options) are
constant, you can save those details in a template, which you can apply to any
meeting you schedule. For details, see:

Setting up a recurring meeting (on page 137)

Using meeting templates (on page 133)

Note: If you decide to switch from the Advanced Scheduler to the Quick Scheduler (or from the
Quick Scheduler to the Advanced Scheduler) any information you have typed is saved and
available in the other scheduler.

About the Quick Scheduler

Use this one-page scheduler to set up a meeting with just a few mouse clicks.
Your site administrator decides whether your site displays the Quick Scheduler or the
Advanced Scheduler, a wizard that helps you step through the process of selecting
meeting options.
If your site displays the Advanced Scheduler automatically, you can easily switch to
the Quick Scheduler. Simply click the Return to Quick Scheduler link at the top of the
Required Information page.

About the Quick Scheduler page

How to access this page
On the navigation bar, click Host a Meeting > Schedule a Meeting
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Chapter 5: Scheduling a Meeting

If you see the Advanced Scheduler, click the link to display the Quick Scheduler.

What you can do on this page

Set up a meeting quickly, using this one-page scheduler.
Options on this page

Use this option...

To...

Set options using template

Select a template and use the settings saved in that

template for this meeting.
You can save time by using a template that includes the list
of attendees you want to invite, a presentation you want to
show before the meeting starts, and other options you have
used in a previous meetings and saved as a template.
For more details about creating and editing templates, see
Using meeting templates (on page 133).

Meeting Topic

Enter the topic or a name for the meeting.

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Chapter 5: Scheduling a Meeting

Tracking codes

Identify your department, project, or other information

that your organization wants to associate with your
meetings. Tracking codes can be optional or required,
depending on how your site administrator set them up.
If your site administrator requires you to select a code
from a predefined list, a list of codes appears. Select a
code from the list on the left. Then do one of the
following in the box on the right:

Password
Confirm password

If a list of codes appears, select a code from the list.

Type a code in the box.

Require participants to enter the password you set to

join your meeting.
Your site may require that all passwords comply with
security criteria, such as a minimum length and a
minimum number of letters, numbers or special
characters. A password:

Can contain a maximum of 16 characters.

Cannot contain spaces or any of the following

characters: \ ` / & < > == [ ]

Each participant that you invite to your meeting receives

an invitation email message that includes the password,
unless you request that passwords do not appear in
email invitations.
Date

Set the date you want the meeting to occur. Select the
month, day, and year in the drop-down lists. Or, you can
click the Calendar icon, and then select a date.

Time

Set the meeting's starting time and the time zone. To

select another time zone, click the time zone link.
Important The time zone you select does not affect
the time zone setting for the meeting calendar on the
Browse Meetings page. You and each attendee can
select the time zone for your view of the calendar
independently, using the Your time zone option on
the Preferences page. To access this page, on the
navigation bar, click Set Up > Preferences.

Duration

Enter the length of time you estimate that the meeting

will continue. The meeting does not end automatically
after the duration that you set.

Attendees

Enter the email addresses of the attendees you want to invite to

your meeting.
You can type the addresses, separating them with a comma or
semicolon or you can click Select Attendees to choose attendees
from your address book.

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Chapter 5: Scheduling a Meeting

Use this option...

To...

Allow external attendees

Allow attendees located on the public internet to join your

meeting. If unchecked, only attendees within the same internal
network can join.
Note: This option is available for Cisco Unified MeetingPlace
users only.

Send a copy of the invitation Receive a copy of the invitation you are sending to attendees.
email to me
Later, if you decide to invite additional attendees, you can simply
forward this email message to them.

Audio conference

The default audio conference settings appear. To select

a different options, click Change audio conference.

CUVC Meeting ID

Enter a custom URL to create a virtual meeting room in which

you can use Cisco Unified Video (CUVC) in your meeting.
If you leave this box empty, the WebEx Meeting ID is used by
default.
When you start your WebEx meeting, the CUVC Video panel
displays automatically.
This is an optional feature that must be enabled by your site
administrator.

About the Change Tracking Code page

How to access this page
On the navigation bar, click Host a Meeting > Schedule a Meeting
If you see the Advanced Scheduler, click the link to display the Quick Scheduler.
Then click Select tracking code.
What you can do on this page
Add or remove tracking codes assigned to this meeting.
Options on this page

Use this option...

To...

Tracking Code

Assign a tracking code to this meeting.

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Chapter 5: Scheduling a Meeting

Use this option...

To...
Your site administrator provides the group name,
such as "Division," or "Department" or other
identifier. Depending on how your site is set up,
you have one of these options:

Select the tracking codes from a list

Enter the tracking codes in the boxes

provided,

Both options (either select codes from a list or

type it)

About the Time Zone page

How to access this page
On the navigation bar, click Host a Meeting > Schedule a Meeting
If you see the Advanced Scheduler, click the link to display the Quick Scheduler.
Then click the current time zone link (for example, Pacific ST).
What you can do on this page
Select a different time zone for the meeting you are scheduling.
Important: The time zone you select does not affect the time zone setting for the meeting
calendar on the Browse Meetings page. You and each attendee can select the time hzone for your
view of the calendar independently, using the Your time zone option on the Preferences page. To
access this page, on the navigation bar, click Set Up > Preferences.

About the Select Attendees page

How to access this page
On the navigation bar, click Host a Meeting> Schedule a Meeting
You can select attendees from the Quick Scheduler or the Advanced Scheduler>Invite
Attendees page.
Then click the Use Address book link.
What you can do on this page

86

Select contacts in your personal address book and invite them to the meeting.

Chapter 5: Scheduling a Meeting

Add new contacts to your personal address book and invite them to the meeting.

Designate one or more invited attendees as alternate hosts

Options on this page

Use this option...

To...

Address book

Select the address book from which you want to

select attendees. The contacts in the address
book that you select appear in the box. These
address books are available:

Personal contacts: Includes any individual

contacts that you have added to your
personal address book. If you use Microsoft
Outlook, you can import the personal
contacts that you keep in an Outlook address
book or folder to this list of contacts.

Company address book: Your

organization's address book, which includes
any contacts that your site administrator has
added to it. If your organization uses a
Microsoft Exchange Global Address List, your
site administrator can import its contacts to
this address book.

List: Includes any distribution lists that you

have created for your personal address book.

New Contact

Add a new contact. Enter the requested

information about the new contact you want to
invite to the meeting. You can also add the new
contact to your personal address book.

Search

Search for text in the selected address book. For

example, you can search for all or part of a
contact name or email address

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Chapter 5: Scheduling a Meeting

Invite as

Add the selected contacts to the list of attendees

Attendee: Adds the selected contacts to the list of
attendees.
Alternate Host: Adds the selected contacts as
alternate hosts to the list of attendees. An
alternate host receives an invitation email
message that provides information about acting
as the alternate host. An alternate host can start
the meeting and act as the host. If you join the
meeting after an alternate host has started or
joined it, you do not automatically assume the
host role.
An alternate host must have a user account on
your meeting service Web site.

Remove

Remove the selected contacts from the list of

attendees.

About the Audio Conference Settings page

How to access this page
On the navigation bar, click Host a Meeting > Schedule a Meeting
If you see the Advanced Scheduler, click the link to display the Quick Scheduler.
Then click Change audio conference.
What you can do on this page
Change the preset audio options, such as the teleconferencing service you plan to use.
Options on this page

Use this option...

To...

Select conference type

Select the type of audio conference you would like to use:

WebEx Audio: Specifies that the meeting includes an integrated
audio conference. If you select this option, choose one of the
following types of teleconferences:

88

Display toll-free number: If participants call in to the

conference, they can call a toll-free number.

Display global call-in numbers: This option provides a list

Chapter 5: Scheduling a Meeting

Use this option...

To...
of numberssuch as toll-free or local numbersthat
participants in other countries can call to join the audio
conference.

Enable teleconference CLI authentication when

participants call in
CLI (caller line identification) is a form of caller ID, a
telephony intelligent service that transmits a callers
telephone number before the call is answered. If you use
WebEx audio conferencing, you can help participants join
the meeting more quickly, if participants have:

a WebEx host account

saved their phone numbers in their WebEx profiles

This option is not available for Cisco Unified MeetingPlace

users.
Personal Conference number: Displays the personal audio
conference accounts you have set up in the Personal
Conferencing area of My WebEx. Select the account you want to
use for your meeting. You can create up to three accounts.
Click Edit to make changes, such as updating the subscriber or
attendee access code.
If you have not yet set up any accounts, select Create Personal
Conference account to get started. This option is not available
for Cisco Unified MeetingPlace users.
Other teleconference service: Specifies that the meeting
includes a teleconference that another service provides.
Instructions: Provides space for you to type instructions for
joining the teleconference.
Instructions for any teleconference option that you select
automatically appear:

On the Meeting Information page on your site, which

participants can view before you start the meeting

In invitation email messages, if you invite participants using

the Schedule a Meeting page options

On the Info tab, which appears in the content viewer in the

Meeting window

In the Join Teleconference dialog box, which appears in

participants' Meeting windows once they join the meeting

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Chapter 5: Scheduling a Meeting

Use this option...

To...
Cisco Unified MeetingPlace Audio Conferencing: Specifies
that the meeting include an integrated audio conference with
your Cisco Unified MeetingPlace audio conferencing account. If
you select this option, choose the type of conference:

Attendees call in: Select if you want customers to dial a

number to join

Attendees receive call back: Select if you want customers

to type in a phone number and receive a call back from the
conferencing service.

A participant must have a direct phone line to receive a call from

the conferencing service. However, a participant without a direct
phone line can join an audio conference by dialing a call-in
number, which is always available in the meeting window.

Use VoIP only: Specifies that you want to set up an Integrated

VoIP conference for the meeting. If selected, you can still set up
a traditional teleconference for the meeting.

You must start VoIP after you start the meeting.

Only participants whose computers meet the system

requirements for integrated VoIP session can participate in
the conference.

None: Specifies that the meeting does not include a

teleconference, or the meeting includes a teleconference for
which you will provide information for participants using a method
other than your meeting service.
Entry & exit tone

90

Select the sound you would like all participants to hear when an
attendee joins or leaves the meeting:

Beep: A simple tone plays

Announce name: Upon joining the teleconference, a

participant records his or her name, which is then played in
the teleconference.

No Tone: No alert plays

Chapter 5: Scheduling a Meeting

Using the Quick Scheduler

1

Log in to your Meeting Center Web site.

On the navigation bar, expand Host a meeting to view a list of links.

Click Schedule a meeting.

The Required Information page appears.

Check whether you are viewing the Advanced Scheduler. Click the Return to
Quick Scheduler link to display the Quick Scheduler.
The Advanced Scheduler consists of several pages, with the links to them on the
right side of the page. The Quick Scheduler is one page.

Enter the details about your meeting. For information about the fields on this
page, see About the Quick Scheduler page (on page 82).

Start or schedule the meeting:

If the meeting's starting time is the current time, click Start to start the
meeting.

If the meeting's starting time is after the current time, click Schedule.

The Meeting Scheduled page appears, confirming that the meeting is scheduled. You
also receive a confirmation email message that includes information about the
scheduled meeting.

About the Advanced Scheduler

When scheduling a meeting, use the Schedule a meeting wizard to set several options
for your meeting. These options allow you to customize your meeting for your
specific needs, such as additional security. Once you schedule a meeting, you can
change its options at any time, or cancel the meeting.
If another user has granted scheduling permission to you in his or her user profile, you
can schedule a meeting on behalf of that user. For details about granting scheduling
permission to another user, see Allowing another user to schedule meetings for you
(on page 138).
Note: If you use Microsoft Outlook 2000 or a later version, you can schedule, start, and join an
online meeting using Outlook. For instructions on using Integration to Outlook, refer the
Integration to Outlook User's Guide, which is available on your Meeting Center Web site.

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Chapter 5: Scheduling a Meeting

Choosing a level of security for a scheduled

meeting
When scheduling a meeting, you can provide security for the meeting using these
means:

Require a password: Attendees must provide the password you set before
joining the meeting. For more information, see About the Required Information
page.

Decline to list this meeting on the meeting calendar: An unlisted meeting does
not appear in the meeting calendar on the Browse Meetings page or on your
Personal Meetings page. To join an unlisted meeting, attendees must provide a
unique meeting number. For more information, see About the Required
Information page.

Exclude the meeting password from email invitations: If you invite attendees
to a meeting, you can prevent the password from appearing in the email
invitations that your Meeting Center Web site sends automatically to attendees.
For details, see About the Required Information page.

Require attendees to log in: You can require attendees to have a user account on
your Meeting Center Web site to join the meeting. Thus, attendees must log in to
your site before they can attend the meeting. For more information, see About the
Invite Attendees page.

Require attendees to register for the meeting: If you require each attendee to
send a registration request to you before joining a meeting, you can accept or
reject each registration request. For more information, see About the Registration
page (on page 113).

Tip: Choose a level of security based on the meeting's purpose. For example, if you schedule a
meeting to discuss your company picnic, you probably need to set only a password for the
meeting. On the other hand, if you schedule a meeting in which you will discuss sensitive
financial data, you may not want to list the meeting on the meeting calendar. You may also
choose to restrict access to the meeting once all attendees have joined it.

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Chapter 5: Scheduling a Meeting

Using the Advanced Scheduler

When scheduling a meeting, you must provide a meeting topic and a starting time.
You can also set options to customize your meeting and enhance its security.
Using the Advanced Scheduler, you can schedule a meeting quickly. You can click
the Start button at any time to start your meeting. If you have questions about the
information requested on a page, click the Help button, which is located in the upper
right corner of each wizard page.
To start the Advanced Scheduler:
1

Log in to your Meeting Center Web site.

On the navigation bar, expand Host a meeting to view a list of links.

Click Schedule a meeting.

The Advanced Scheduler appears, showing the Required Information page.

To schedule a meeting:
1

Click Required Information.

Enter the requested information, such as the meeting topic, meeting password,
tracking codes, and whether you want to display this meeting on your meeting list.
For details, see About the Required Information page.

Click Date & Time.

Set the date and time for the meeting. You also set the meeting duration, how
many minutes in advance you will allow participants to join the meeting, whether
the meeting recurs and how often and other information related to meeting times.
For details, see About the Date & Time page (on page 99).

Click Audio Conference.

Set up a voice conference for the meeting. Select the type of voice conference
(call back or call in). Also, you can include VoIP as well as the traditional
teleconference.
For details, see About the Audio Conference page (on page 103).

Click Invite Attendees.

Enter the email addresses of the attendees you want to invite or you can select
them from your contact list. You can also make your meeting more secure by:

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Chapter 5: Scheduling a Meeting

Selecting the option not to send the meeting password in the meeting
invitation

Requiring attendees to have an account on your Web site before they can join
a meeting.

For details, see About the Invite Attendees page.

5

Click Registration.
If you want to have participants register for the meeting, select information to be
requested on registration page.
For details, see About the Registration page (on page 113).

Click Agenda & Welcome.

Type an agenda for the meeting or a welcome message for attendees, which they
can view before the meeting starts. Select a file that you want to open
automatically in each attendee's Meeting window once he or she joins the
meeting.
For details, see About the Agenda & Welcome page (on page 116)

Click Meeting Options.

Select the meeting options you want to be available to all participants during the
meeting. You can also choose an alert to play once a participant either joins or
leaves the teleconference.
For details, see About the Meeting Options page (on page 121)

Click Review.
You view all the information you've entered on each page of the Advanced
Scheduler. If you need to make a change, return to that page in the wizard and edit
the information.
For details, see About the Review page (on page 127).

Optional. Save your meeting settings in a template.

If you may need to use these same meeting settings (for example, with the same
attendees, telephony options, and other meeting details), you can save the settings
in a meeting template.
For more details about using meeting templates, see Using meeting templates (on
page 133).

10

Start or schedule the meeting:

94

If the meeting's starting time is the current time, click Start to start the
meeting.

Chapter 5: Scheduling a Meeting

If the meeting's starting time is after the current time, click Schedule.

The Meeting Scheduled page appears, confirming that the meeting is scheduled.
You also receive a confirmation email message that includes information about
the scheduled meeting.

Page-by-page guide to the Advanced Scheduler

Scheduling a meeting can be done in one click, or you can take a bit of time and set
up audio conferencing options, invite attendees, assign privileges, and select other
options in advance of the meeting. If you have questions about any options or how to
complete the information requested on any page in the Advanced Scheduler, refer to
these topics:
If you want to...

See...

learn about meeting types, listed and

unlisted meetings, meeting passwords

About the Required Information page

set the day and time for a meeting or set up

a recurring meeting

About the Date & Time page (on page 99)

set up audio conference with VoIP or voice

audio conferencing or both

About the Audio Conference page (on page

103)

invite attendees to a meeting

About the Invite Attendees page (on page

108)

select contacts to invite to a meeting

About the Select Attendees page (on page

112)

require attendees to register for a meeting

About the Registration page (on page 113)

create an agenda and select a presentation

to share while attendees wait for the
meeting to start

About the Agenda & Welcome page (on

page 116)

set options for participants, such as allowing About the Meeting Options page (on page
them to chat, transfer files, and take notes
121)
set privileges for attendees, such as
allowing them to view a list of meeting
participants, control another computer or a
Web browser remotely

About the Attendee Privileges Page (on

page 124)

review all meeting details

About the Review page (on page 127)

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Chapter 5: Scheduling a Meeting

About the Required Information page

How to access this page
On the navigation bar, click Host a meeting > Schedule a meeting > Required
Information

What you can do on this page

Set up a meeting on behalf of someone else

You can select the hosts you want to include in the Schedule for drop-down list
from the list of hosts available in the Profiles area of My WebEx.

96

Select the type of meeting you are setting up.

Define a topic for the meeting.

Indicate whether the meeting is listed on the meeting calendar. For information
about a listed or unlisted meeting, see About joining a meeting.

Decide whether the meeting is deleted from My Meetings on My WebEx after it is

over.

Set the meeting password, if required.

Select tracking codes, if your administrator has set them up.

Chapter 5: Scheduling a Meeting

Options on this page

Use this option...

To...

Set options using template

Select a template and use the settings saved in that template for
this meeting.
You can save time by using a template that includes the list of
attendees you want to invite, a presentation you want to show
before the meeting starts, and other options you have used in a
previous meetings and saved as a template.
For more details about creating and editing templates, see Using
meeting templates (on page 133).

Meeting type

Select the type of meeting you want to schedule.

The list includes the meeting types that are available for your
service website.
In addition to the standard meeting types, the list may include
one or more of the following options, depending on your site
settings:

Personal Conference: Allows you to schedule a Personal

Conference meeting that begins with an audio portion and
automatically includes an online portion you can join later.
You must have at least one Personal Conference number
account specified in the My WebEx > Personal Conferencing
page in order to use this meeting type.

MeetingPlace Personal Conference: Allows you to specify

a Cisco Unified MeetingPlace Personal Conference that
uses your Cisco Unified MeetingPlace Audio Conferencing
account for the audio conference.

Meeting topic

Enter the topic or a name for the meeting.

Listed on calendar

List this meeting on the meeting calendar.

To enhance meeting security, you can opt not to list the meeting
on the meeting calendar. Just remove the check mark from this
option to:

Delete from My Meetings

when completed

Hide information about the meeting, such as its host, topic,

and starting time.

Help prevent unauthorized access to the meeting.

Remove this meeting from your list of meetings in the My

Meetings area of My WebEx after the meeting ends.
If you do not select this option, you must delete this meeting from
My Meetings to remove it from the list.

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Chapter 5: Scheduling a Meeting

Use this option...

To...

Meeting password

Require participants to enter the password you set to join your

meeting.

Confirm password

Your site may require that all passwords comply with security
criteria, such as a minimum length and a minimum number of
letters, numbers or special characters. A password:

Can contain a maximum of 16 characters.

Cannot contain spaces or any of the following characters: \ `

/ & < > == [ ]

Each participant that you invite to your meeting receives an

invitation email message that includes the password, unless you
request that passwords do not appear in email invitations.
If you have selected Personal Conference as the meeting type,
the default password is the attendee access code in your
Personal Conference number account that is specified for the
meeting.

Tracking codes

Identify your department, project, or other information that your

organization wants to associate with your meetings. Tracking
codes can be optional or required, depending on how your site
administrator set them up.
If your site administrator requires you to select a code from a
predefined list, a list of codes appears. Select a code from the list
on the left. Then do one of the following in the box on the right:

CUVC Meeting ID

If a list of codes appears, select a code from the list.

Type a code in the box.

Enter a custom URL to create a virtual meeting room in which

you can use Cisco Unified Video (CUVC) in your meeting.
If you leave this box empty, the WebEx Meeting ID is used by
default.
When you start your WebEx meeting, the CUVC Video panel
displays automatically.
This is an optional feature that must be enabled by your site
administrator.

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Questions about required information for setting up a meeting

Why set up an unlisted meeting?
You can prevent a scheduled meeting from appearing on the meeting calendar and any
other publicly accessible pages on your Meeting Center Web site, by setting up an
unlisted meeting. If a meeting is unlisted, the meeting details, such as its host, topic,
and starting time are not available on the calendar and other places. This additional
security may help prevent unauthorized access to the meeting.
To join an unlisted meeting, a participant must provide a unique meeting number.
If you invite a participant to an unlisted meeting, the participant receives an invitation
email message that includes complete instructions for joining the meeting-including
the meeting number-and a URL that links directly to a Web page on which the
participant can join the meeting.
What are tracking codes?
Your site administrator can include tracking codes in the Advanced Scheduler.
Tracking codes may identify your department, project, or other information that your
organization wants to associate with your meeting. Tracking codes can be optional or
required, depending on how your site administrator sets them up.
How can I learn more about the fields on the Required Information page?
Click the Help link in the top right corner of the Required Information page, or review
About the Required Information page.

About the Date & Time page

How to access this page
On the navigation bar, click Host a meeting > Schedule a meeting > Date & Time.

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What you can do on this page

Set the date and time for the meeting

Set the duration for the meeting

Select the number of minutes before the meeting's starting time during which
attendees can join the meeting

Select the number of minutes before the meeting you want to receive a reminder
email message

Set a recurrence pattern for the meeting

Options on this page

Use this option...

To...

Set options using template

Select a template and use the settings saved in that template for
this meeting.
You can save time by using a template that includes the list of
attendees you want to invite, a presentation you want to show
before the meeting starts, and other options you have used in a
previous meetings and saved as a template.
For more details about creating and editing templates, see Using
meeting templates (on page 133).

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Use this option...

To...

Meeting date

Set the date you want the meeting to occur. Select the month,
day, and year in the drop-down lists. Or, you can click the
Calendar icon, and then select a date.

Meeting time

Set the meeting's starting time and the time zone. To select
another time zone, click the time zone link.
Important The time zone you select does not affect the time
zone setting for the meeting calendar on the Browse Meetings
page. You and each attendee can select the time zone for your
view of the calendar independently, using the Your time zone
option on the Preferences page. To access this page, on the
navigation bar, click Set Up > Preferences

Attendees can join [x]

minutes before the starting
time

Allow attendees to join the meeting within a set number of

minutes before the meeting's starting time.
Note: If you clear this check box or set this option to 0 minutes,
you must start the meeting before attendees can join it
For more information about starting a meeting, see Starting a
scheduled meeting (on page 130).

The first attendee to join will If you allow attendees to join the meeting before the scheduled
be the presenter
starting time, and you check this box, the very first attendee to
join the meeting will become the presenter.

Attendees can also connect

to audio conference

If you allow attendees to join the meeting before the scheduled

starting time, you can also allow attendees to join the WebEx
Audio conference before the meeting starts.
You set up the WebEx Audio conference on the next page.

Estimated duration

Enter the length of time you estimate that the meeting will
continue. The meeting does not end automatically after the
duration that you set.

Email reminder

Set the number of minutes before the meeting's scheduled

starting time at which you want to receive a reminder email
message. If you do not want to receive a reminder, in the dropdown list, select None.

Recurrence

Set the recurrence pattern for this meeting.

None: Specifies that the meeting does not recur.

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Use this option...

To...
Daily: Repeats the meeting every day until the ending date that
you select.

Every [x] Days: Repeats the meeting after the specified

number of days pass.

Every weekday: Repeats the meeting each day, from

Monday to Friday.

Weekly: Repeats the meeting after a specified number of weeks

until the ending date that you select.

Every [x] week(s) on: Specifies the day of the week on

which to repeat the meeting and the number of weeks that
must pass before the meeting repeats.

Sunday - Saturday: Specifies the day on which the meeting

repeats. You can select one or more days.

Monthly: Repeats the meeting every month until the ending date
that you select.

Day [x] of every [x] month(s): Specifies the specific day of

the month on which to repeat the meeting, and the number
of months that pass before the meeting repeats.

[x] [x] of every [x] month(s): Specifies the specific week

and day of the week on which to repeat the meeting, and the
number of months that pass before the meeting repeats.

Yearly: Repeats the meeting every year until the ending date
that you select.

Ending

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Every [month] [date]: Specifies the specific month and date

on which to repeat the meeting each year.

[x] [day] of [month]: Specifies the specific week, day of the

week, and month on which to repeat the meeting each year

No end date: Repeats the meeting indefinitely. That is, the

meeting recurs until you cancel it.

Ending: Specifies the last day on which the meeting recurs.

You can select the month, day, and year in the drop-down
lists. Or, you can click Calendar icon, and then select a date.

After [x] meetings: Specifies the number of meetings after

which the meeting stops recurring.

Chapter 5: Scheduling a Meeting

Questions about setting the date and time for a meeting

Does the meeting end automatically at the time I set?
You can set the time a scheduled meeting starts and the meeting's estimated duration.
This information allows attendees to reserve the appropriate length of time in their
schedules. The meeting does not end automatically after the duration you set.
What happens if I allow participants to join the meeting before the start time?
Participants can see the agenda and other details about the meeting. You can also set
up a presentation to inform or entertain the participants while they wait for the
meeting to start. You set up this option on the Agenda & Welcome page.
The option to let participants join the meeting before the host is available only if the
administrator for your meeting service has turned the option on for your site and you
schedule the meeting for a time in the future.
How can I learn about the fields on the Date & Time page?
Click the Help link in the top right corner of the Date & Time page, or review About
the Date & Time page (on page 99).

About the Audio Conference page

How to access this page:
On the navigation bar, click Host a Meeting > Schedule a Meeting >Audio
Conference.

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What you can do on this page

Include a VoIP (voice over Internet Protocol) session

Choose the telephony service you want to use in the meeting you are scheduling
If you choose WebEx teleconferencing, you can set other options, such as whether
meeting participants call in to the meeting or receive a call back and if the
participants use a toll or toll-free number.

Choose the sound that plays when participants enter or leave the meeting.
For instance, you can hear a beep or have the name of the participant
announced.

Options on this page

Use this option...

To...

Set options using template

Select a template and use the settings saved in that template for
this meeting.
You can save time by using a template that includes the list of
attendees you want to invite, a presentation you want to show
before the meeting starts, and other options you have used in a
previous meetings and saved as a template.
For more details about creating and editing templates, see Using
meeting templates (on page 133).

Select conference type

Select the type of audio conference you would like to use:

WebEx Audio: Specifies that the meeting includes an integrated
audio conference. If you select this option, choose one of the
following types of teleconferences:

Display toll-free number: If participants call in to the

conference, they can call a toll-free number.

Display global call-in numbers: This option provides a list

of numberssuch as toll-free or local numbersthat
participants in other countries can call to join the audio
conference.

Enable teleconference CLI authentication when

participants call in
CLI (caller line identification) is a form of caller ID, a
telephony intelligent service that transmits a callers
telephone number before the call is answered. If you use
WebEx audio conferencing, you can help participants join
the meeting more quickly, if participants have:

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a WebEx host account

saved their phone numbers in their WebEx profiles

Chapter 5: Scheduling a Meeting

Use this option...

To...
This option is not available for Cisco Unified MeetingPlace
users.
Personal Conference number: Displays the personal audio
conference accounts you have set up in the Personal
Conferencing area of My WebEx. Select the account you want to
use for your meeting. You can create up to three accounts.
Click Edit to make changes, such as updating the subscriber or
attendee access code.
If you have not yet set up any accounts, select Create Personal
Conference account to get started. This option is not available
for Cisco Unified MeetingPlace users.
Other teleconference service: Specifies that the meeting
includes a teleconference that another service provides.
Instructions: Provides space for you to type instructions for
joining the teleconference.
Instructions for any teleconference option that you select
automatically appear:

On the Meeting Information page on your site, which

participants can view before you start the meeting

In invitation email messages, if you invite participants using

the Schedule a Meeting page options

On the Info tab, which appears in the content viewer in the

Meeting window

In the Join Teleconference dialog box, which appears in

participants' Meeting windows once they join the meeting

Cisco Unified MeetingPlace Audio Conferencing: Specifies

that the meeting include an integrated audio conference with
your Cisco Unified MeetingPlace audio conferencing account. If
you select this option, choose the type of conference:

Attendees call in: Select if you want customers to dial a

number to join

Attendees receive call back: Select if you want customers

to type in a phone number and receive a call back from the
conferencing service.

A participant must have a direct phone line to receive a call from

the conferencing service. However, a participant without a direct
phone line can join an audio conference by dialing a call-in
number, which is always available in the meeting window.

Use VoIP only: Specifies that you want to set up an Integrated

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Use this option...

To...
VoIP conference for the meeting. If selected, you can still set up
a traditional teleconference for the meeting.

You must start VoIP after you start the meeting.

Only participants whose computers meet the system

requirements for integrated VoIP session can participate in
the conference.

None: Specifies that the meeting does not include a

teleconference, or the meeting includes a teleconference for
which you will provide information for participants using a method
other than your meeting service.
Entry & exit tone

Select the sound you would like all participants to hear when an
attendee joins or leaves the meeting:

Beep: A simple tone plays

Announce name: Upon joining the teleconference, a

participant records his or her name, which is then played in
the teleconference.

No Tone: No alert plays

Questions about setting up an audio conference

What kinds of audio conferences are available?
To provide audio during a meeting, you can use one of the following voice
conferencing services:

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Integrated call-in teleconference-A teleconference that a participant can join by

calling a phone number. The number to call automatically appears in a message
box when a participant joins a meeting. If your meeting service provides toll-free
call-in teleconferencing, both a toll-free number and a toll number are available.
The global call-in option provides a list of numbers-such as toll-free or local
numbers-that attendees in other countries can call to join the teleconference.

Integrated call-back teleconference-A teleconference that a participant can join

by providing his or her phone number when joining a meeting. The participant
enters his or her number in a dialog box that appears when he or she joins the
meeting. The teleconferencing service calls the participant at the number he or she
provided.

Chapter 5: Scheduling a Meeting

If your site includes the international call-back option, participants in other

countries can receive a call back. For more information about this option, ask your
meeting service site administrator.

Third-party or internal teleconference-Any teleconferencing service other than

the integrated teleconferencing service. You can use any third-party
teleconferencing service or internal teleconferencing system, and provide
instructions for joining teleconference when setting up a meeting. Your
instructions automatically appear in a message box when a participant joins the
meeting.

What are the system requirements for VoIP?

To use VoIP, ensure that your computer meets the following system requirements:

A supported sound card

For a current list of supported sound cards, refer to the Frequently Asked
Questions page on your Meeting Center Web site. You can access this page from
your site's Support page.

Speakers or headphones

Microphone, if you want to speak during the conference

Tip: For better audio quality and greater convenience, use a computer headset with a high-quality
microphone.

When should I include VoIP?

Your meeting includes remote attendees who do not want to be charged for longdistance phone calls.

Your meeting will not involve much interaction-for example, attendees will listen
to a presentation instead of engage in a discussion.

You want to minimize the voice conferencing costs for the meeting.

Check that your computer has the minimum system requirements for VoIP. For
details, see About the Audio Conference Settings page (on page 103).
What is a dual-mode voice conference and when should I use it?
You can set up a dual-mode voice conference for a scheduled or instant meeting-that
is, a voice conference that includes both a teleconference and VoIP. In a dual-mode
voice conference, participants can use either type of service.

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In a dual-mode voice conference, a participant can listen to audio using either a phone
or speakers attached to his or her computer. To speak, a participant can use either a
phone or microphone attached to his or her computer.
Note:
Participants in a teleconference can speak to and hear only other participants in the
teleconference. Similarly, participants using VoIP can speak to and hear only other
participants using VoIP. Thus, the dual-mode conference option is usually appropriate for a
meeting in which participants will listen to a presentation only and not interact in the voice
conference.
All participants can listen to a presentation if the presenter speaks into both a phone and a
microphone.

How can I learn about the fields on the Audio Conference Settings page?
Click the Help link in the top right corner of the Audio Conference Settings page or
review About the Audio Conference Settings page (on page 103).

About the Invite Attendees page

How to access this page
On the navigation bar, click Host a meeting > Schedule a meeting > Invite
Attendees.

What you can do on this page

Invite attendees to your meeting, by entering their email addresses or selecting them
from your address book.

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Options on this page

Use this option...

To...

Set options using template

Select a template and use the settings saved in that template for
this meeting.
You can save time by using a template that includes the list of
attendees you want to invite, a presentation you want to show
before the meeting starts, and other options you have used in a
previous meetings and saved as a template.
For more details about creating and editing templates, see Using
meeting templates (on page 133).

Attendees

Enter the email addresses of the attendees you want to invite to

your meeting.
You can type the addresses, separating them with a comma or
semicolon or you can click Select Attendees to choose attendees
from your address book.

Allow external attendees

Allow attendees located on the public internet to join your meeting.

If unchecked, only attendees within the same internal network can
join.
Note: This option is available for Cisco Unified MeetingPlace
users only.

Request that attendees

verify rich media players
before joining meeting

Add a request to invitation email messages for attendees to verify

that these components are installed on their computers for playing
a UCF media file:

Flash Player, for playing a Flash movie or interactive Flash

files

Windows Media Player for playing audio or video files

This option is useful if you or another presenter plans to share a

UCF multimedia presentation or standalone UCF media files
during the meeting.
Send a copy of the invitation Receive a copy of the invitation you are sending to attendees.
email to me
Later, if you decide to invite additional attendees, you can simply
forward this email message to them.
Select Attendees/Edit
Attendees button

Opens the Select Attendees page. You can select contacts in your
personal address book to invite to the meeting.
You can also add a new contact to your address book and then
invite that contact to your meeting.

Security

Exclude password from email invitations: If you invite

attendees to a meeting, the meeting password does not appear in
the email invitations that attendees receive. You must provide the

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Use this option...

To...
password to attendees by another means, such as by phone.
Require attendees to have an account on this Web site to join
this meeting: All attendees must have a user account on your
site to attend the meeting.
For information about how attendees can obtain a user account,
ask your site administrator.

Questions about inviting attendees

What is an alternate host?
When inviting attendees to a scheduled meeting, you can designate one or more
attendees as alternate hosts for the meeting. An alternate host can start the meeting
and act as the host. Thus, an alternate host must have a user account on your Meeting
Center Web site.
Once you invite an attendee to a meeting as an alternate host, the attendee receives an
invitation email message that provides information about acting as the alternate host.
Your scheduled meeting appears on the alternate host's My WebEx Meetings page.
Can I invite people using my online address book?
You do not have to type the email address of each person you want to invite to your
meeting. You can select attendees and sales team members (for Sales Center
meetings) from your address book.
You can access your address book from the Invite Attendees page (for Meeting
Center meetings) or the Invite Participants page (for WebEx Sales Center meetings) in
the Advanced Scheduler.
Which information is included in the email invitation to my meeting?
Each attendee that you invited receives an invitation email message, which includes:

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A link that the attendee can click to join the meeting or obtain more information
about it

The meeting password, if you specified one

Teleconferencing information, if your meeting includes an integrated

teleconference

The meeting number, which the attendee must provide if your meeting is unlisted

Chapter 5: Scheduling a Meeting

After you start a scheduled meeting, you can invite additional attendees. For details,
see Inviting more people to your in-progress meeting (on page 5).
Why should I request that attendees check their systems for UCF compatibility?
When scheduling a meeting, you can add a request to invitation email messages for
attendees to verify that the following components are installed on their computers for
playing Universal Communications Format (UCF) media files:

Flash Player, for playing a Flash movie or interactive Flash files

Windows Media Player for playing audio or video files

This option is useful if you or another presenter plans to share a UCF multimedia
presentation or standalone UCF media files during the meeting.
Your request automatically appears in any invitation email messages that you send to
attendees using the Advanced Scheduler invitation options. Your request also includes
a link that attendees can click to access the Verify Rich Media Players page on your
Meeting Center Web site. This page allows attendees to automatically verify that the
required players are installed on their computers.
Note: If you intend to allow attendees to share to share UCF multimedia presentations or
standalone UCF media files, ensure that the Enable UCF rich media for attendees check box is
selected on the Meeting Options page in the Advanced Scheduler.

How can I learn about the fields on the Invite Attendees page?
Click the Help link in the top right corner of the Invite Attendees page, or review
About the Invite Attendees page.
Can I use my online address book to invite attendees?
You do not have to type the email address of each person you want to invite to your
meeting. You can select attendees from your address book.
You can access your address book from the Invite Attendees page in the Advanced
Scheduler.
How can I enhance meeting security?
When scheduling a meeting, you can require all attendees to have a user account on
your site. If you include this requirement (an option on the Invite Attendees page),
attendees must log in to your Meeting Center Web site to attend the meeting, which
enhances meeting security.

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Each invited attendee automatically receives an invitation email message. To help

increase the security for your meeting, you can prevent the meeting password from
appearing in these invitations by selecting the Exclude password from email
invitation option on the Invite Attendees page. If you exclude the password in email
invitations, however, you must provide the password to attendees using another
method-for example, by phone.

About the Select Attendees page

How to access this page
On the navigation bar, click Host a Meeting> Schedule a Meeting > Invite
Attendees > Select Attendees.
What you can do on this page:

Select contacts in your personal address book and invite them to the meeting.

Add new contacts to your personal address book and invite them to the meeting.

Designate one or more invited attendees as alternate hosts.

Options on this page

Use this option...

To...

Address book

Lets you select the address book from which you want to select
attendees. The contacts in the address book that you select appear in
the box. The following address books are available:
Personal contacts: Includes any individual contacts that you have
added to your personal address book. If you use Microsoft Outlook, you
can import the personal contacts that you keep in an Outlook address
book or folder to this list of contacts.
Company address book: Your organization's address book, which
includes any contacts that your site administrator has added to it. If your
organization uses a Microsoft Exchange Global Address List, your site
administrator can import its contacts to this address book.

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New Contact

Opens the New Contact page. Enter the requested information about the
new contact you want to invite to the meeting. You can also add the new
contact to your personal address book

Search

Lets you search for text in the selected address book. For example, you
can search for all or part of a contact name or email address

Chapter 5: Scheduling a Meeting

Use this option...

To...

Invite as

Attendee: Adds the selected contacts to the list of attendees.

Alternate Host: Adds the selected contacts as alternate hosts to the list
of attendees. An alternate host receives an invitation email message that
provides information about acting as the alternate host. An alternate host
can start the meeting and act as the host. If you join the meeting after an
alternate host has started or joined it, you do not automatically assume
the host role.
An alternate host must have a user account on your meeting service
Web site.

Remove

Removes the selected contacts from the list of invitees.

About the Registration page

How to access this page:
On the navigation bar, click Host a Meeting> Schedule a Meeting > Registration

What you can do on this page

Determine whether attendees must register to attend a meeting.

If attendees must register, select which information attendees must provide on the
registration form.

Accept registration requests automatically.

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Options on this page

Use this option...

To...

Set options using template

Select a template and use the settings saved in that template for
this meeting.
You can save time by using a template that includes the list of
attendees you want to invite, a presentation you want to show
before the meeting starts, and other options you have used in a
previous meetings and saved as a template.
For more details about creating and editing templates, see Using
meeting templates (on page 133).

Registration

None: Specifies that attendees need not register to attend the

meeting.

Require attendee registration: All attendees must register to

attend the meeting. An attendee cannot attend the meeting
until his or her registration you accept his or her registration
request.

You can accept registration requests in either of two ways:

Automatically, by selecting the Automatically accept all

registration requests option on this page.

Manually, by using the options on the Registered Attendees

page. For details, see Accepting or Rejecting Registration
Requests.

Obtain detailed attendee

information

Select which information attendees must provide to register for the

meeting. Information that you do not select still appears on the
form, but attendees need not provide it to register for the meeting.

Automatically accept all

registration requests

Accept all registration requests automatically, and lets all

registrants attend the meeting. You do not receive registration
requests. If this option is not selected, you must accept or reject
each registration request individually, using the options on your
meeting service Web site.

Questions about registration

What are the benefits of requiring attendees to register for a meeting?
You can require meeting attendees to register for a meeting before they can join it.
Requiring registration allows you to:

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View a list of attendees to determine whether they have registered for the meeting

Obtain attendees' names, email addresses, and optionally additional personal

information before they can join the meeting

Accept or reject individual registration requests

Increase the security of your meeting

If you invite an attendee to a meeting that requires registration, the attendee receives
an invitation email message that includes information about the meeting and a link
that the attendee can click to register for the meeting.
Important: If you accept registration requests automatically for a meeting that requires a
passwordand an attendee registers after the meeting has already startedthe attendee can join
the meeting immediately, without providing the password. Therefore, to secure a meeting from
unauthorized access, you must clear the Automatically accept all registration requests check box,
and manually accept or reject all registration requests.
If you do not accept registration requests automatically for a meeting that requires a password
and an attendee registers after the meeting has already startedthe attendee cannot join the
meeting until he or she receives a registration confirmation email message and can provide the
meeting password. During the meeting, you can check for registration requests in your email
program and accept them to allow attendees to join the meeting.

How do I accept or reject registration requests?

If you scheduled a meeting for which attendees must register, you can accept or reject
attendees' registration requests. If you accept a registration request, a registration
confirmation email message which provides the meeting password, if any is sent the
attendee. If you reject a registration request, a registration rejection email message is
sent to the attendee.
Note: If you select the Automatically accept all registration requests check box on the
Registration page, all registration requests are accepted automatically and a registration
confirmation email message is sent to each attendee who registers.

To accept or reject registration requests:

1

Log in to your meeting service Web site. For details, see Logging In to Your
Meeting Service Web Site.

On the navigation bar, click My WebEx.

The My Meetings page appears, showing a list of any meetings that you have
scheduled.

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In the list of meetings, click the meeting topic link for the meeting for which you
want accept or reject registration requests.
The Meeting Information page appears.

Click Attendees.
The Registered Attendees page appears, showing a list of attendees who have
registered for the meeting.

Select the check box for each attendee for whom you want to accept or reject a
registration request.

To select all attendees currently appearing in the list, click Select All.

To clear all selections in the current list, click Clear All.

Opt to approve or reject selected registration requests.

Click Accept to approve the registration requests for all attendees that you
selected

Click Reject to reject the registration requests for all attendees that you
selected.

Tip: You can sort the registered attendees list by clicking the column headings.
You can also open the Registered Attendees page by selecting the meeting on the public Browse
Meetings page. Then click Get Info> Attendees.

How can I learn about the fields on the Registration page?

Click the Help link in the top right corner of the Registration page, or review About
the Registration page (on page 113).

About the Agenda & Welcome page

How to access this page
On the navigation bar, click Host a meeting > Schedule a meeting > Agenda &
Welcome.

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What you can do on this page

Enter an agenda for your meeting.

Choose a template for the Info tab in the Meeting window.

Automatically show a document or presentation to participants once they join the

meeting.

Options on this page

Use this option...

To...

Set options using template

Select a template and use the settings saved in that template for
this meeting.
You can save time by using a template that includes the list of
attendees you want to invite, a presentation you want to show
before the meeting starts, and other options you have used in a
previous meetings and saved as a template.
For more details about creating and editing templates, see Using
meeting templates (on page 133).

Agenda

Set the agenda for the meeting. You can type up to 2500
characters, including spaces and punctuation. The agenda
appears on the Meeting Information page for the meeting on your
meeting service Web site.

Info tab templates

Lets you choose a template for the Info tab, which appears in the
content viewer during the meeting. The Info tab contains
information about the meeting, such as the:

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Use this option...

To...

Meeting host

Teleconference phone numbers

Host key (if you are the host)

If you are using WebEx Sales Center:You can choose another

template only if your site administrator has provided one or more
customized Info tab templates for your meeting service.
Automatically share
presentation or document
once a participant joins the
meeting

Select a presentation or document to share automatically. after a

participant joins the meeting. This option is useful if you allow
attendees to join the meeting before the host.
The file that you select must:

Be in the Universal Communications Format (UCF). For

information about creating UCF files, refer to the guide,
Getting Started with WebEx Universal Communications
Toolkit, which is available on your meeting service Web site.

Reside in your personal folders on your meeting service Web

site. You can select a UCF file that already resides in your
folders, or upload a new file to your folders while scheduling a
meeting.

Browse

Opens the Add/Select Presentation page. You can select a UCF

presentation or document that resides in your personal folders, or
upload a new file to your folders.

Delete

Delete the selected presentation or document from the box.

Start automatically

Have presentation slides or document pages advance

automatically in the content viewer at the time interval you choose.

Select this option only if the presentation or document

contains multiple slides or pages.

Do not select this option if the presentation or document

contains UCF media files.

Continuous play: Available only if you select Start automatically.

Specifies that shared presentation or document restarts once it is
finished, and continues advancing page automatically.
Advance page every [x] seconds: Available only if you select
Start automatically. Lets you select the frequency at which slides
or pages advance automatically.

Allow participants to control file: Let participants navigate the

presentation or document independently in their content viewers.
The slides or pages do not advance automatically.

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Use this option...

To...
Select this option if the presentation or document contains only
one slide or page, or if it contains any UCF rich media objects,
such as audio or video objects.

Quick Start

Select this option to display the Quick Start page to host and
presenter at the start of the meeting. If not selected, the Info page
displays at the start of the meeting.
The Quick Start page provides easy access for sharing a
document, application, Web browser or other item with
participants.

About the Add/Select Presentation page

How to access this page
On the navigation bar, click Host a Meeting >Schedule a Meeting >Agenda &
Welcome > Browse.
What you can do on this page

Upload a new Universal Communications Format (UCF) file to your personal

folders, and then select it

Select an UCF presentation or document that already resides in your personal

folders

The file that you select plays automatically for a participant once the participant joins
the meeting.
Tip: The file that you select must be in the WebEx Universal Communications Format (UCF).

Options on this page

Use this option...

To...

Upload a file to My Folders

Select a UCF presentation or document that resides on

your computer, and upload it to your personal folders.
To upload a file, under Select, select the folder in which
you want to upload the file.Click Browse, select the file
on your computer, and then click Open.Click Upload.

Select a presentation to share

automatically

Select a UCF presentation or document that already

resides in your personal folders.

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Use this option...

To...

Upload a file to My Folders

Select a UCF presentation or document that resides on

your computer, and upload it to your personal folders.
To upload a file, under Select, select the folder in which
you want to upload the file.Click Browse, select the file
on your computer, and then click Open.Click Upload.

Done

Save your file selection, and then return to the Agenda &
Customizable Welcome page

Questions about setting the agenda and welcome message

Can I change how the information on the Info tab displays?
You can choose a template for the Info tab, which appears in the content viewer
during the meeting. The Info tab contains information about the meeting, including
the meeting host, teleconference phone numbers, and host key (for the host only).
Note: You can choose another template only if one or more customized Info tab templates are
available for your meeting service. Your site administrator can add templates for your service.

What is the Quick Start page?

The Quick Start page allows a presenter to quickly display a document, application or
other item they want to share during a meeting. If the Quick Start option is selected by
the host on the Meeting Agenda & Welcome page, Quick Start is available to
participants throughout the meeting by clicking the Quick Start tab in the content
viewer.
For more details about any of the actions available from Quick Start, click the Learn
More link.
Can I change the meeting agenda or add one after I have set up my meeting
You can easily edit a scheduled meeting. You can edit it from the link in the
confirmation email message you received or from your Meeting Center Web site. For
detailed instructions, see Editing a scheduled meeting (on page 129).
Why share a document before the meeting starts?
When scheduling a meeting, you can select a presentation or document to share
automatically in the content viewer once a participant joins the meeting. If the
presentation or document contains multiple pages, you can also automatically advance
its pages at a specified interval.
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You can use this opportunity to share a presentation that informs or entertains
participants while they wait for you to start the meeting.
The presentation or document that you select must:

Be in the Universal Communications Format (UCF). For information about

creating UCF files, review the Getting Started with WebEx Universal
Communication Toolkit, available on your Meeting Center Web site; click
Support > User Guides from the Welcome page.

Reside in your personal folders in the My WebEx area on your Meeting Center
Web site. You can select a UCF file that already resides in your folders, or upload
a new file to your folders while scheduling a meeting.

Important: If you sharIe a UCF multimedia presentation that includes rich media files-such as
audio or video files-follow these guidelines:
Ensure that each media file is embedded in the presentation file or resides on a publicly
accessible Web server. If the presentation contains a link to a media file that resides on your
computer, participants cannot view that media file. For more information about creating
UCF multimedia presentations, refer to the guide Getting Started with WebEx Universal
Communications Toolkit, which is available on your Meeting Center Web site.
Select Allow participants to control file on the Agenda and Welcome page. If you do not
select this option, the pages or slides in the document or presentation will advance
automatically, which may prevent participants from viewing the media files.
Ensure that each media file is set to play automatically for participants. For more
information about setting this option for a UCF media file, refer to the guide Getting Started
with WebEx Universal Communications Toolkit, which is available on your Meeting Center
Web site.

How can I learn about the fields on the Agenda & Welcome page?
Click the Help link in the top right corner of the Agenda & Welcome page, or review
About the Agenda & Welcome page (on page 116).

About the Meeting Options page

How to access this page
On the navigation bar, click Host a Meeting > Schedule a Meeting > Meeting
Options.

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What you can do on this page

Select which options, such as chat, notes, and video are available during the
meeting.

Allow presenters to transfer files and meeting participants to download these files
of the meeting.

Specify whether attendees can share UCF rich media files.

Options on this page

Use this option...

To...

Set options using template

Select a template and use the settings saved in that template for
this meeting.
You can save time by using a template that includes the list of
attendees you want to invite, a presentation you want to show
before the meeting starts, and other options you have used in a
previous meetings and saved as a template.
For more details about creating and editing templates, see Using
meeting templates (on page 133).

Meeting Options

Select which meeting options are available during the meeting. If

an option is not selected, it is unavailable during the meeting.
A presenter can turn any option on or off during the meeting
Chat: Specifies that chat options are available in the Meeting
window during the meeting.

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Use this option...

To...
Video: Specifies that video options are available in the Meeting
window during the meeting.

Turn on high-quality video: Video can be as high as 360p

resolution (640x360). However, the quality of the video that
participants can send and receive depends on each
participant's webcam, computer capability, and network speed.

Turn on high-definition video: Allows participants to send or

receive HD video with up to 720p resolution. However, the
quality of the video that participants can send and receive
depends on each participant's webcam, computer capability,
and network speed.
Check Turn on high-quality video before you can turn on the
HD video option.

View video thumbnails: Allows participants to switch from

viewing Participant List to video thumbnails of participants. If
the option is turned off, participants will see only the active
speaker's video and their self-views.

Notes Specifies that note-taking options are available in the

Meeting window during the meeting.

Allow participants to take notes: Lets all participants take

their own notes during the meeting, and save them to their
computers.

Single note taker: Lets only one participant take notes during
the meeting. By default, the host is the note-taker, but can
designate another participant as the note-taker during the
meeting. A note-taker can publish notes in all participants'
Meeting windows at any time during the meeting. The host can
send a transcript of the notes to participants at any time.

Enable closed captioning: Lets one participant-the closed

captionist-transcribe notes during the meeting. Closed captioning
is useful if hearing-impaired participants are attending the
meeting. By default, the host is the closed captionist, but can
designate another participant as the closed captionist during the
meeting. Meeting Manager publishes closed captions in all
participants' Meeting windows once the closed captionist presses
the Enter key on his or her keyboard. Thus, notes are usually
published one line at a time. The host can send a transcript of the
closed captions to participants at any time.
File transfer: Specifies that the presenter can publish files and
attendees can download them during a meeting.

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Enable UCF rich media for attendees: Allows attendees to

share Universal Communications Format (UCF) media files during
the meeting, either in a UCF multimedia presentation or as
standalone UCF media files. A meeting host who is also the
presenter can always share UCF media files, whether or not you
select this check box.

Note: A presenter can change the default privileges for all attendees or individual attendees at
any time during a meeting.

Questions about setting meeting options

What are some rules of thumb for sharing UCF media files?
When scheduling a meeting, you can allow attendees to share Universal
Communications Format (UCF) media files during the meeting, either in a UCF
multimedia presentation or as standalone UCF media files.
You can also prevent attendees from sharing UCF media files during a meeting. If
you do so, only the meeting host can share UCF media files when also acting as the
presenter.
You may want to prevent attendees from sharing UCF media files, for example, if you
intend to allow attendees to share presentations or documents but want to prevent an
attendee from inadvertently sharing a very large media file.
Note: The alerts options are applicable only if you select an integrated teleconference on the
Teleconference page in the Advanced Scheduler. For more information about setting up an
integrated teleconference, see About the Teleconference Settings page (on page 103).

How can I learn about the fields on the Meetings Options page?
Click the Help link in the top right corner of the Meeting Options page, or review
About the Meeting Options page (on page 121).

About the Attendee Privileges page

How to access this page
On the navigation bar, click Host a meeting > Schedule a meeting > Attendee
Privileges.

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What you can do on this page

Select the meeting privileges that attendees have once the meeting starts.

Note: A presenter can grant any privileges to or remove them from attendees during a meeting

Options on this page

Use this option...

To...

Set options using template

Select a template and use the settings saved in that template for
this meeting.
You can save time by using a template that includes the list of
attendees you want to invite, a presentation you want to show
before the meeting starts, and other options you have used in a
previous meetings and saved as a template.
For more details about creating and editing templates, see Using
meeting templates (on page 133).

Privileges

Select privileges that you want attendees to have when meeting

begins.

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Use this option...

To...

Save

Save any shared documents, presentations, or whiteboards that

appear in their content viewers.

Print

Print any shared documents, presentations, or whiteboards that

appear in their content viewers.

Annotate

Annotate any shared documents or presentations, or write and

draw on shared whiteboards that appear in their content viewers,
using the toolbar that appears above the viewer. An attendee's
annotations are visible to all participants.

View participant list

View the participant list on the Participants panel.

View thumbnails

Display miniatures of any pages, slides, or whiteboards in any

document, presentation, or whiteboard that appear in their
content viewers.
However, attendees with this privilege cannot display a miniature
at full size unless they also have the View any page privilege.

Control applications,
Web browser, or
desktop remotely

Request that the presenter grant them remote control of a shared

application, Web browser, or desktop.

View any document

View any document, presentation, or whiteboard that appears in

the content viewer, and navigate to any pages or slides in
documents or presentations.

View any page

View any pages, slides, or whiteboards that appear in their

content viewers. This privilege allows attendees to navigate
independently through pages, slides, or whiteboards

Contact operator
privately

Dial 00 at any time during a teleconference to contact the

operator for your teleconferencing service.
Available only if your site includes the private operator option.

Participate in private
chat with:

Send private chat messages to another participant. Private chat

messages appear only in the recipient's Chat viewer.
Host: Chat privately with the meeting host.
Presenter: Chat privately with only the presenter.
All attendees: Chat privately with any other attendee.

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Questions about attendee privileges

Besides the host, who can grant and remove attendee privileges?
A presenter can grant any privileges to or remove them from attendees during a
meeting.
Can I change attendee privileges during a meeting?
Yes, you can. On the Meeting menu, choose Attendees Privileges. Make any changes
to the privileges you set when you scheduled the meeting.
How can I learn about the fields on the Attendee Privileges page?
Click the Help link in the top right corner of the Attendee Privileges page, or review
About the Attendee Privileges Page (on page 124).

About the Review page

How to access this page
On the navigation bar, click Host a Meeting > Schedule a Meeting > Review.
What you can do on this page

Review all the information you've entered on each page of the Advanced
Scheduler.

If you want to make any changes, return to the page where you entered the
information and enter new information.

Rather than using the settings and options you have just selected in the scheduler,
replace these setting with those in one of the meeting templates.
For more details about creating and editing templates, see Using meeting
templates (on page 133).
When you have finished making changes, click Schedule or Start.

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Managing and maintaining your scheduled

meetings
You can easily invite more participants to a scheduled meeting, change the day or
time, or even add the meeting to your calendar program.
If you want to...

See...

add a scheduled meeting to your calendar

Adding a scheduled meeting to your calendar

program (on page 128)

make changes to a scheduled meeting

Editing a scheduled meeting (on page 129)

start a scheduled meeting

Starting a scheduled meeting (on page 130)

cancel a scheduled meeting

Canceling a scheduled meeting (on page 132)

Adding a scheduled meeting to your calendar program

Once you schedule a meeting, you can add the meeting to your calendar program,
such as Microsoft Outlook. This option is applicable only if your calendar program
supports the iCalendar standard, a common format for exchanging calendaring and
scheduling information across the Internet.
To add a scheduled meeting to your calendar:
1

Do one of these tasks, as appropriate:

On the Meeting Scheduled page, click Add to My Calendar.

On the Meeting Updated page, click Update My Calendar.

On the Meeting Information page for the meeting, click Add to My

Calendar.

In the confirmation email message that you receive once you schedule or edit
a meeting, click the link to add the meeting to your calendar.

A meeting item opens in your calendar program.

2

Select the option to accept the meeting request. For example, in Outlook, click
Accept to add the meetingitem to your calendar.

Note:

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If you cancel a meeting, the Meeting Deleted confirmation page and the confirmation email
message that you receive contains an option that lets you remove the meeting from your
calendar program.
If you invite attendees to a meeting, the invitation email message that they receive contains
an option to add the meeting to their calendar programs.

Editing a scheduled meeting

Once you schedule a meeting, you can make changes to it at any time before you start
it-including its starting time, topic, password, agenda, attendee list, and so on.
If you update any information about a meeting, including adding or removing
attendees, you can choose to send attendees a new invitation email message that
informs them that you have modified information about the meeting. Attendees whom
you removed from the attendee list receive an email message informing them that you
have retracted their invitations.
You can modify a meeting from the confirmation email message that you received
after you scheduled the meeting or from your meeting list in My WebEx.
To edit a meeting from the confirmation email message:
1

Open your confirmation email message, and then click the link.
If you are not already logged in to your Meeting Center Web site, the Log In page
appears.

If the Log In page appears, provide your account user name and password, and
then click Log In.
The Meeting Information page appears.

Click Edit.

Modify the meeting. For more information about the options that you can modify,
see Using the Advanced Scheduler.

To save your changes to the meeting, click Save.

If you invited attendees, a message appears, asking you whether you want to send
an updated email invitation to attendees.

If a message box appears, click the appropriate update option, and then click OK.
The Meeting Updated page appears.
You receive a confirmation email message that includes information about the
changes that you made to the meeting.

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Optional. If you added the meeting to your calendar program, such as Microsoft
Outlook, on the Meeting Updated page, click Update My Calendar.

To edit a scheduled meeting from your meeting list on your Meeting Center Web site:
1

Log in to your Meeting Center Web site.

On the navigation bar, click My WebEx.

The My Meetings page appears, displays each meeting that you have scheduled.

In the meeting list, under Topic, click the topic for the meeting.

Click Edit.

Modify the meeting. For more information about the options that you can modify,
see Using the Advanced Scheduler.

Click Save.
If you invited attendees, a message appears, asking you whether you want to send
an updated email invitation to attendees.

If a message box appears, click the appropriate update option, and then click OK.
If you click Cancel in the message box, the meeting is not updated.
The Meeting Updated page appears. You receive a confirmation email message
that includes information about the changes that you made to the meeting.

Optional. If you added the meeting to your calendar program, such as Microsoft
Outlook, in the confirmation email message, click Update My Calendar.

Starting a scheduled meeting

A meeting does not start automatically at the scheduled time. If, when scheduling the
meeting, you did not select the option that allows participants to join the meeting
before the host, you must start the meeting before participants can join it.
After you schedule a meeting, you receive a confirmation email message that includes
a link that you can click to start the meeting. Or, you can start the meeting from your
meeting list in My WebEx.
To start a meeting from the confirmation email message:
1

Open your confirmation email message, and then click the link.
If you are not already logged in to your Meeting Center Web site, the Log In page
appears.

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If the Log In page appears, provide your account username and password, and
then click Log In.
The Meeting Information page appears.

Click one of the following:

Start Now. Appears if the meeting is not in progress.

Join Now. Appears if you allowed participants to join the meeting before its
starting time and participants have already joined the meeting.

The Meeting window appears.

To start a scheduled meeting from your meeting list on your Meeting Center Web site:
1

Log in to your Meeting Center Web site.

On the navigation bar, click My WebEx.

The My Meetings page appears, displaying a list of each meeting that you have
scheduled.

In the meeting list, under Status, click one of the following:

Start. Appears if the meeting is not in progress.

Join Now. Appears if you allowed participants to join the meeting before its
starting time and participants have already joined the meeting.

The Meeting window appears.

Starting a meeting from your iPhone

A meeting does not start automatically at the scheduled time. If, when scheduling the
meeting, you did not select the option that allows participants to join the meeting
before the host, you must start the meeting before participants can join it.
Note: To start a WebEx meeting from your iPhone, you must have set up your WebEx account
from the Profile page in your iPhone application.

To start a meeting from an email invitation link:

In your email invitation, tap the meeting link.
The WebEx Meeting Center application launches.
To start a meeting from your My Meetings page:
1

Tap the meeting you want to start

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On the next page, tap on the Join/Start button.

The WebEx Meeting Center application launches.

For detailed information about all aspects of using your iPhone to start or attend
meetings, visit our website http://www.webex.com/apple/.

Canceling a scheduled meeting

You can cancel any meeting that you have scheduled. Once you cancel a meeting, you
can choose to send a cancellation email message to all attendees whom you invited to
the meeting. Canceling a meeting deletes it from your personal meeting list.
You can cancel a meeting from the confirmation email message that you received
after you scheduled the meeting or from your meeting list in My WebEx.
To cancel a meeting from a confirmation email message:
1

Open your email confirmation message, and then click the link.
If you are not already logged in to your Meeting Center Web site, the Log In page
appears.

If the Log In page appears, provide your account user name and password, and
then click Log In.
The Meeting Information page appears.

Click Delete.
If you invited attendees, a message appears, asking you whether you want to send
a cancellation email message to all attendees whom you invited to the meeting.

In the message box, click Yes or No, as appropriate.

If you click Cancel in the message box, the meeting is not canceled.
The Meeting Deleted page appears.

Optional. If you added the meeting to your calendar program, such as Microsoft
Outlook, on the Meeting Deleted page, click Remove From My Calendar to
remove the meeting from your calendar.

To cancel a scheduled meeting from your meeting list on your Meeting Center Web
site:

132

Log in to your Meeting Center Web site.

On the navigation bar, click My WebEx.

Chapter 5: Scheduling a Meeting

The My Meetings page appears, showing your scheduled meeting list.

3

In the meeting list, under Topic, click the topic for the meeting.

Click Delete.
If you invited attendees, a message appears, asking you whether you want to send
a cancellation email message to all attendees whom you invited to the meeting.

In the message box, click Yes or No, as appropriate.

If you click Cancel in the message box, the meeting is not canceled.
You receive a cancellation confirmation email message.

Optional. If you added the meeting to your calendar program, such as Microsoft
Outlook, in the confirmation email message, click the link to remove the meeting
from your calendar.

Saving time when scheduling a meeting

If you want to...

See...

use a template with preset options when

scheduling your meeting

Using an existing meeting template for scheduling

a meeting (on page 134)

use a template with preset options and save

your changes to the template

Using an existing meeting template and

overwriting the template settings (on page 135)

use a template with preset options and save

the changes in a new template

Using an existing meeting template and saving

the changes in a new template (on page 136)

set up a recurring meeting

Setting up a recurring meeting (on page 137)

Using meeting templates

If you meet with the same group of people and often schedule a meeting with the
same tracking codes, audio settings and other meeting options, you can save these
settings in a template. When you set up the first meeting, you can save your settings in
a template. Later, when it is time to schedule another meeting, you can select that
template from any page on the Quick Scheduler or Advanced Scheduler.
You have three ways to use an existing meeting template:

Use the template, without saving any changes to it

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You can use the template as is or make changes to the settings without saving
these changes to the template itself. For details, see Using an existing meeting
template for scheduling a meeting (on page 134).

Make changes to the template settings and save the changes in the template
You can save these changes in the template, if you want to make permanent
changes to the template. For details, see Using an existing meeting template and
overwriting the template settings (on page 135).

Make changes to the template settings and save them in a new template
You can make changes to the template as you schedule your meeting. Then save
your changes in the template, if you want to make a permanent change to the
template.
For details, see Using an existing meeting template and saving the changes in a
new template (on page 136).

Using an existing template for scheduling

You can use the template without making changes to any details, or you can make
changes on any page in the scheduler.
1

Log in to your Meeting Center Web site.

On the navigation bar, expand Host a meeting to view a list of links.

Click Schedule a meeting.

The meeting scheduler appears.

Select the template you want to use in the Set options using template drop-down
list.
Look for the list on any title bar in the Quick Scheduler or Advanced Scheduler.
These templates are available. You can select one from this list
and use it to quickly schedule your meeting
The template in brackets is the default template provided by your
site administrator.

Optional. Make changes to the settings on any page.

For instance, you can add or remove attendees or show a new presentation as
attendees join the meeting. Just go to the page in the scheduler that you want to
change.

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Start or schedule the meeting:

If the meeting's starting time is the current time, click Start to start the
meeting.

If the meeting's starting time is after the current time, click Schedule.

The Meeting Scheduled page appears, confirming that the meeting is scheduled.
You also receive a confirmation email message that includes information about
the scheduled meeting.

Using an existing meeting template and overwriting the template

settings
You can open an existing meeting template and change the settings. You can save
your changes to the template.
1

Log in to your Meeting Center Web site.

On the navigation bar, expand Host a meeting to view a list of links.

Click Schedule a meeting.

The meeting scheduler page appears.

Select the template you want to use in the Set options using template drop-down
list.
These templates are available. You can select one from this list and use it
to quickly schedule your meeting.
The template in brackets is the default template provided by your site
administrator.

Make changes to the details on any page.

For example, you can add or remove attendees, change the meeting time, add a
multimedia document to display before the meeting starts. For details about fields
on each page, see Page-by-page guide to the Advanced Scheduler (on page 95).

Click Save as Template.

You see a list of templates you can assign these new settings to.

To update an existing meeting template with your changes, select the template
you want to change and click Save.
A message box appears, asking if you want to replace the template you have
selected with the edited template.
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To save your changes in the template, click OK.

Type a name for this new version of the
template here.
Then click Save.
Note: You have not changed the original
template.

Using an existing meeting template and saving the changes in a new

template
You may host a meeting series with the same agenda, but different attendees. To save
time, you can reuse the settings in a template, make changes (such as adding or
removing attendees) and then save the updates in a new template.
Find the existing meeting template with similar settings. You can save the changes in
a new template.
1

Log in to your Meeting Center Web site.

On the navigation bar, expand Host a meeting to view a list of links.

Click Schedule a meeting.

The meeting scheduler appears.

Select the template you want to use in the Set options using template drop-down
list.

Make changes to the details on any page.

For example, you can add or remove attendees, change the meeting time, add a
multimedia document to display before the meeting starts. For details about fields
on each page, see Page-by-page guide to the Advanced Scheduler (on page 95).

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Click Save as Template.

Chapter 5: Scheduling a Meeting

In the Template Name box, type a name for this new template.

Click Save.

Setting up a recurring meeting

For a meeting that occurs on a regular basis, such as a monthly company meeting or
weekly status meeting, you can set up a recurring meeting. You set up the meeting
one time and include the email addresses of attendees, the teleconferencing details,
the time and interval (for instance, daily, weekly, or monthly). You send out one
invitation for the entire series.
To set up a recurring meeting:
1

Log in to your Meeting Center Web site.

On the navigation bar, expand Host a meeting to view a list of links.

Click Schedule a meeting.

The Schedule a meeting Wizard appears, showing the Required Information page.

Click Date & Time.

Set the date and time for the meeting. Review the information below about the
options for a recurring meeting.

Add other details about your recurring meeting. For details information about the
other pages in the Advanced Scheduler, see Page-by-page guide to the Advanced
Scheduler (on page 95).

When you have finished scheduling your meeting, click Schedule or Start.

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Options for setting up a recurring meeting

Option

Description

Daily

Repeats the meeting every day until the ending date that you select.

Monthly

Yearly

Ending

Every [x] days: Repeats the meeting after the specified number of days
pass.

Every weekday: Repeats the meeting each day, from Monday to Friday.

Weekly: Repeats the meeting every week until the ending date that you
select.

Sunday - Saturday: Specifies the day on which the meeting repeats

every week. You can select one or more days.

Repeats the meeting every month until the ending date that you select.

Day [x] of every [x] months: Specifies the specific day of the month on
which to repeat the meeting, and the number of months that pass before
the meeting repeats.

[x] [x] of every [x] months: Specifies the specific week and day of the
week on which to repeat the meeting, and the number of months that
pass before the meeting repeats.

Repeats the meeting every year until the ending date that you select.

Every [month] [date]: Specifies the specific month and date on which to
repeat the meeting each year.

[x] [day] of [month]: Specifies the specific week, day of the week, and
month on which to repeat the meeting each year

No end date: Repeats the meeting indefinitely. That is, the meeting
recurs until you cancel it.

Ending: Specifies the last day on which the meeting recurs. You can
select the month, day, and year in the drop-down lists. Or, you can click
Calendar icon, and then select a date.

After [x] meetings: Specifies the number in the meeting series after which
the meeting stops recurring.

Allowing another user to schedule meetings for you

You can grant permission to one or more Meeting Center users to schedule meetings
on your behalf. A user to whom you grant permission to schedule meetings must have
an account on your Meeting Center Web site.
Once a user schedules a meeting for you, the meeting appears in your list of meetings
on your My Meetings page. You can then start the meeting and host it as you
normally do when you schedule meetings yourself.
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To allow another user to schedule meetings for you:

1

Log in to your Meeting Center Web site.

On the navigation bar, click My WebEx.

Click My Profile.
The My Profile page appears.

Under Session Options, do either or both of the following:

In the Scheduling permission box, type the email addresses of the users to
whom you want to grant scheduling permission. Separate multiple addresses
with either a comma or semicolon.

Click Select From Host List to select users from a list of all users who have
accounts on your Meeting Center Web site.

Click Update.

About the Meeting Scheduled page (for meeting

hosts)
This confirmation page appears after you have scheduled a meeting successfully.

What you can do on this page

Add this meeting to your meeting calendar (MS Outlook or Lotus Notes)

Edit the details about the meeting you have just scheduled

Click this button...

To...
Add this meeting to your calendar program (MS Outlook or
Lotus Notes only).
Make changes to the meeting you have just scheduled. For
example, you can change the day and time or invite
additional attendees

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Chapter 5: Scheduling a Meeting

About the Meeting Information page (for meeting

hosts)
This page provides the details about a meeting you have scheduled.

What you can do on this page

Review the date, time, duration, and other helpful information about the meeting

Edit the details about the meeting you have just scheduled

Start the meeting

Add the meeting to your calendar, if you havent already done so

Click this button...

To...
Start this meeting immediately.
Appears only if the meeting is not yet in progress.
Edit the details about this meeting. For example, you can add
attendees, change the agenda, change the date, time, and
duration.
Cancel this meeting
View the list of registered attendees.
Appears only if the meeting requires attendees to register.
Review the meeting agenda.
To edit or add an agenda, click Edit and then go to the Edit
and Customizable Welcome page.
Add this meeting to the calendar program, such as Microsoft
Outlook.
To use this feature, your calendar program must conform with
the iCalendar standard, a format used widely across the
Internet for exchanging calendar information.
Return to the meeting calendar

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Chapter 5: Scheduling a Meeting

About the Meeting Information page (for

attendees)
This page provides the details about a meeting you have scheduled.

What you can do on this page

Review the date, time, duration, and other helpful information about the meeting

Add the meeting to your calendar, if you havent already done so

Click this button...

To...
Join this meeting.
If this meeting requires you to register, the registration form
for this meeting appears.
Appears only if the host has started this meeting.
Review the meeting agenda
Add this meeting to the calendar program, such as
Microsoft Outlook.
To use this feature, your calendar program must conform
with the iCalendar standard, a format used widely across
the Internet for exchanging calendar information.
Return to the meeting calendar

About the Meeting Updated page

This confirmation page displays after you have updated a meeting successfully.

What you can do on this page

Add this meeting to your meeting calendar (MS Outlook or Lotus Notes)

Make additional changes to the meeting you have just updated

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Chapter 5: Scheduling a Meeting

Click this button...

To...
Add this updated meeting to your calendar program (MS
Outlook or Lotus Notes only).
Make changes to the meeting you have just updated. For
example, you can change the day and time or invite
additional attendees

142

6
Scheduling a Personal
Conference meeting or
MeetingPlace Personal
Conference meeting
Chapter 6

If you want to...

See...

Get an overview of Personal

Conference meetings and
MeetingPlace Personal
Conference meetings

About Personal Conference and MeetingPlace Personal

Conference meetings (on page 144)

Set up a Personal Conference or

MeetingPlace Personal
Conference meeting

Setting up a Personal Conference or MeetingPlace Personal

Conference meeting (on page 144)

Add a scheduled Personal

Conference

Adding a scheduled Personal Conference meeting to your

calendar program (on page 147)

Make changes to the Personal

Conference meeting you have
scheduled

Editing a Personal Conference meeting (on page 148)

Start your Personal Conference

meeting

Starting a Personal Conference meeting (on page 145)

Start your MeetingPlace Personal

Conference meeting

Starting a MeetingPlace Personal Conference meeting (on

page 146)

Cancel your Personal meeting

Canceling a Personal Conference meeting (on page 149)

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Chapter 6: Scheduling a Personal Conference meeting or MeetingPlace Personal Conference

meeting

About Personal Conference and MeetingPlace

Personal Conference meetings
A Personal Conference meeting includes an audio portion and an online portion. You
start the audio portion first, and as soon as it starts, the online portion is automatically
created on your WebEx service site. If you are in the audio portion of the meeting and
need to share a presentation, document, or application with meeting participants, you
can start the online portion of the Personal Conference meeting and the participants
can join it while still participating in the audio portion of the Personal Conference
meeting. Personal Conference meetings are only available if your site supports
Personal Conferencing.
A MeetingPlace Personal Conference meeting uses your Cisco Unified MeetingPlace
audio conferencing account for the audio conference, and does not have an online
portion for the meeting. MeetingPlace Personal Conference meetings are only
available if your site supports Cisco Unified MeetingPlace audio conferencing and
MeetingPlace Personal Conferencing.

Setting up a Personal Conference meeting or MeetingPlace

Personal Conference meeting
To set up a Personal Conference meeting or MeetingPlace Personal Conference
meeting:
1

Log in to your Meeting Center website.

On the left navigation bar, select Schedule a Meeting.

Select Advanced Scheduler.

The Advanced Scheduler displays.

On the Required Information page, for Meeting type, select Personal

Conference or MeetingPlace Personal Conference.

Enter the requested information.

Note: If you are scheduling a Personal Conference meeting, you do not need to specify a
password. By default, the password is the attendee access code in your Personal Conference
number account that is specified for this meeting. If you are scheduling a MeetingPlace
Personal Conference, you do need to specify a password

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Chapter 6: Scheduling a Personal Conference meeting or MeetingPlace Personal Conference

meeting

For an overview of this page and the information requested, select the Help button
in the upper-right corner of the page.

Schedule your meeting now, or add more details.

To schedule your meeting with these details, select Schedule Meeting

To add more options, select Next or select another page in the scheduler.
After you have added the details you need, select Schedule Meeting.

Starting a Personal Conference meeting

Personal Conference meetings do not start automatically at scheduled times. You
must start the audio portion of the Personal Conference first, and then you can start
the online portion of the Personal Conference.
To start the audio portion of a Personal Conference meeting:
Call the number listed in the confirmation email or on the Personal Conference
Meeting Information page.
To start the online portion of a Personal Conference meeting:
1

Click the link in the confirmation email to view the Personal Conference Meeting
Information page, or navigate to that page through your Meeting Center service
site.

In the Personal Conference Meeting Information page, select Start in the upper
right-hand corner. This button is only available if the audio portion of the Personal
Conference meeting has already started.

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Chapter 6: Scheduling a Personal Conference meeting or MeetingPlace Personal Conference

meeting

To access the Personal Conference Meeting Information page:

1

Log in to your Meeting Center service site.

On the navigation bar, select My WebEx.

The My Meetings page appears, showing a list of any meetings that you have
scheduled. Personal Conference meetings are listed as "Personal Conference" in
the Type column.

In the list of meetings, select the Topic or Display Info link for your Personal
Conference meeting.
The Personal Conference Meeting Information page displays.

If necessary, select the More Info link to display all the information about the
meeting.

Under Audio conference, look for the valid phone number or numbers for the audio
portion of the Personal Conference meeting.You'll also find the meeting number,
password, and host key.

Starting a MeetingPlace Personal Conference meeting

Personal Conference meetings do not start automatically at scheduled times. You
must start the audio portion of the Personal Conference first, and then you can start
the online portion of the Personal Conference.
To start a MeetingPlace Personal Conference meeting:
Call the number listed in the confirmation email or on the Personal Conference
Meeting Information page.
To access the MeetingPlace Personal Conference Meeting Information page:
1

Log in to your Meeting Center service site.

On the navigation bar, select My WebEx.

The My Meetings page appears, showing a list of any meetings that you have
scheduled. Personal Conference meetings are listed as "Personal Conference" in
the Type column.

In the list of meetings, select the Topic or Display Info link for your Personal
Conference meeting.
The Personal Conference Meeting Information page displays.

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Chapter 6: Scheduling a Personal Conference meeting or MeetingPlace Personal Conference

meeting

If necessary, select the More Info link to display all the information about the
meeting.

Under Audio conference, look for the valid phone number or numbers to call for
your MeetingPlace Personal Conference meeting, as well as other information you
need to start the meeting.You may need to click the Show detailed dial-in
information link.

Adding a scheduled Personal Conference meeting or

MeetingPlace Personal Conference meeting to your calendar
program
Once you schedule a Personal Conference meeting or MeetingPlace Personal
Conference meeting, you can add the Personal Conference meeting or MeetingPlace
Personal Conference meeting to your calendar program, such as Microsoft Outlook.
This option is applicable only if your calendar program supports the iCalendar
standard, a common format for exchanging calendaring and scheduling information
across the Internet.
To add a scheduled Personal Conference meeting or MeetingPlace Personal
Conference meeting to your calendar
1

Choose either method:

On the Personal Conference Meeting Scheduled page or the Personal

Conference Meeting Information page, select Add to My Calendar.

In the confirmation email message that you receive once you schedule or edit
a Personal Conference meeting or MeetingPlace Personal Conference
meeting, click the link to add the meeting to your calendar.

A meeting opens in your calendar program.

2

Select the option to accept the meeting request. For example, in Outlook, select
Accept to add the Personal Conference meeting item to your calendar.

Note:
If you cancel a Personal Conference meeting or MeetingPlace Personal Conference meeting,
the Personal Conference Meeting Deleted confirmation page and the confirmation email
message that you receive contains an option that lets you remove the meeting from your
calendar program.
If you invite participants to a Personal Conference meeting or MeetingPlace Personal
Conference meeting, the invitation email message that they receive also contains an option to
add the meeting to their calendar programs.

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Chapter 6: Scheduling a Personal Conference meeting or MeetingPlace Personal Conference

meeting

Editing a Personal Conference meeting or MeetingPlace

Personal Conference meeting
Once you a schedule a Personal Conference meeting or MeetingPlace Personal
Conference meeting, you can make changes to it at any time before you start it
including its starting time, topic, agenda, attendee list, and so on.
If you update any information about the Personal Conference meeting or
MeetingPlace Personal Conference meeting, including adding or removing attendees,
you can choose to send attendees a new invitation email message containing the new
details about the meeting. Attendees removed from the attendee list receive an email
message letting them know that they are no longer asked to attend.
If you are logged in, you can edit the meeting details by clicking the link in the
confirmation email message that you received after you scheduled the Personal
Conference meeting or MeetingPlace Personal Conference meeting, or from your list
of meetings in My WebEx.
To edit Personal Conference meeting or MeetingPlace Personal Conference meeting
from the confirmation email message:
1

Open your confirmation email message, and then click the link to view your
Personal Conference meeting information.
The Personal Conference Meeting Information page appears.

Select Edit.

Make changes to the Personal Conference meeting details.

For details about the information requested on any page, click the Help button in
the upper-right corner of the page.

To save your changes to the meeting, select Save.

If you invited attendees, a message appears, asking you whether you want to send
an updated email invitation to attendees.

If a message box appears, click the appropriate update option, and then select OK.
The Personal Conference Meeting Information page appears.
You receive a confirmation email message that includes information about the
changes that you made to the meeting.

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Chapter 6: Scheduling a Personal Conference meeting or MeetingPlace Personal Conference

meeting

Optional. If you added the meeting to your calendar program, such as Microsoft
Outlook, on the Meeting Updated page, select Add to My Calendar.

To edit a Personal Conference meeting or MeetingPlace Personal Conference meeting

from your list of meetings on your Meeting Center Web site:
1

Log in to your Meeting Center website.

On the navigation bar, select My WebEx.

The My Meetings page appears, showing a list of any meetings that you have
scheduled. Personal Conference meetings have "Personal Conference" in the
Type column.

In the list of meetings, under Topic, click the topic for the meeting. or click the
Display Info link.

Select Edit.

Make changes to the Personal Conference meeting details.

For details about the options on each page, click the Help button in the upper-right
corner of the page.

Select Save.
If you invited attendees, a message appears, asking you whether you want to send
an updated email invitation to attendees.

If a message box appears, click the appropriate update option, and then click OK.
If you select Cancel in the message box, the Personal Conference meeting is not
updated.

Optional. If you added the meeting to your calendar program, such as Microsoft
Outlook, in the confirmation email message, click the Update My Calendar link.

Canceling a Personal Conference Meeting or MeetingPlace

Personal Conference meeting
You can cancel any Personal Conference meeting or MeetingPlace Personal
Conference meeting you have scheduled. Once you cancel a meeting, you can choose
to send a cancellation email message to all attendees whom you invited to the
meeting. The Personal Conference meeting is removed automatically from your list of
meetings in My WebEx.

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Chapter 6: Scheduling a Personal Conference meeting or MeetingPlace Personal Conference

meeting

If you are logged in, you can cancel a Personal Conference meeting or MeetingPlace
Personal Conference meeting from the confirmation email message that you received
after you scheduled the meeting or from your list of meetings in My WebEx.
To cancel a Personal Conference meeting or MeetingPlace Personal Conference
meeting from a confirmation email message:
1

Open your confirmation email message, and then click the link to view your
Personal Conference meeting information.
The Personal Conference Meeting Information page appears.

Select Delete.
If you invited attendees, a message appears, asking you whether you want to send
a cancellation email message to all attendees whom you invited to the meeting.

In the message box, click Yes or No, as appropriate.

If you click Cancel in the message box, the meeting is not canceled.
The Personal Conference Meeting Deleted page appears.

Optional. If you added the Personal Conference meeting to your calendar

program, such as Microsoft Outlook, on the Personal Conference Meeting Deleted
page, click Remove From My Calendar to remove the meeting from your
calendar.

To cancel a Personal Conference meeting or MeetingPlace Personal Conference

meeting on your Meeting Center website:
1

Log in to your Meeting Center website.

On the navigation bar, select My WebEx.

The My Meetings page appears, showing a list of any meetings that you have
scheduled. Personal Conference meetings are indicated by the words "Personal
Conference" in the Type column.

In the list of meetings, under Topic, click the topic for your Personal Conference
meeting.

Select Delete.
If you invited attendees, a message appears, asking you whether you want to send
a cancellation email message to all attendees whom you invited to the Personal
Conference meeting or MeetingPlace Personal Conference meeting.

150

In the message box, click Yes or No, as appropriate.

Chapter 6: Scheduling a Personal Conference meeting or MeetingPlace Personal Conference

meeting

If you click Cancel in the message box, the meeting is not canceled.
You receive a cancellation confirmation email message.
6

Optional. If you added the Personal Conference meeting or MeetingPlace

Personal Conference meeting to your calendar program, such as Microsoft
Outlook, on the Personal Conference Meeting Deleted page, select Remove From
My Calendar to remove the meeting from your calendar.

About the Personal Conference Meeting

Information page (host)
This page provides the details about the Personal Conference meeting or
MeetingPlace Personal Conference meeting you have scheduled.
What you can do on this page

Review the date, time, duration, and other helpful information about the Personal
Conference meeting.

Click the More Info link to view the meeting number, audio conference
information, and meeting password. This information can help you start the audio
portion of the Personal Conference meeting.

Edit the details about the Personal Conference meeting or MeetingPlace Personal
Conference meeting.

Cancel the he Personal Conference meeting or MeetingPlace Personal Conference

meeting.

Add the he Personal Conference meeting or MeetingPlace Personal Conference

meeting to your calendar, if you havent already done so.

Start the online portion of the Personal Conference after the audio portion has
started. (Does not apply to MeetingPlace Personal Conference meetings.)

Select this button

To

Edit

Edit the details about the Personal Conference meeting or

MeetingPlace Personal Conference meeting. For example, you can
add attendees, change the Personal Conference number account for
this meeting, or change the date, time, and duration.

Delete

Cancel the meeting.

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Chapter 6: Scheduling a Personal Conference meeting or MeetingPlace Personal Conference

meeting

Select this button

To

Add to My Calendar

Add this Personal Conference meeting or MeetingPlace Personal

Conference meeting to a calendar program, such as Microsoft
Outlook.
To use this feature, your calendar program must conform with the
iCalendar standard, a format used widely across the Internet for
exchanging calendar information.

Go Back

Return to the meeting calendar.

Start

Start the online portion of the Personal Conference meeting. This

button is only available after you have started the audio portion of the
Personal Conference meeting. (Does not apply to MeetingPlace
Personal Conference meetings.)

About the Personal Conference Meeting

Information page (for attendees)
This page provides the details about Personal Conference meeting or MeetingPlace
Personal Conference meeting.
What you can do on this page

Review the date, time, duration, and other helpful information about thePersonal
Conference meeting or MeetingPlace Personal Conference meeting.

Click the More Info link to see the meeting number, audio conference
information, and meeting password. This information can help you join the audio
portion of the Personal Conference meeting or the MeetingPlace audio
conference.

Add the meeting to your calendar, if you havent already done so

Join the online portion of the Personal Conference after the audio portion has
started. (Does not apply to MeetingPlace Personal Conference meetings.)

Options on this page

152

Click this button...

To...

View Agenda

View Personal Conference meeting or MeetingPlace Personal

Conference meeting agenda, if the host has provided it.

Chapter 6: Scheduling a Personal Conference meeting or MeetingPlace Personal Conference

meeting

Click this button...

To...

Add to My Calendar

Add Personal Conference meeting or MeetingPlace Personal

Conference meeting to a calendar program, such as Microsoft
Outlook.
To use this feature, your calendar program must conform with the
iCalendar standard, a format used widely across the Internet for
exchanging calendar information.

Go Back

Return to the meeting calendar.

Join

Once the audio portion of the Personal Conference meeting has

started, you can select Join to join the online portion of the
Personal Conference meeting. (Does not apply to MeetingPlace
Personal Conference meetings.)

153

7
Granting Privileges During a
Meeting
Chapter 7

Once a meeting starts, all participants are automatically granted meeting privileges
either by host specification or by default:

If the host scheduled the meeting and specified privileges, participants receive
those privileges.

If the host scheduled the meeting but did not specify privileges, participants
receive default privileges.

If the host started an instant meeting, participants receive default privileges.

The following table describes the privileges a host can grant and those that are granted
by default. For detailed information on a particular set of privileges, click More by the
privilege description.

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Chapter 7: Granting Privileges During a Meeting

Privileges
A host can grant the following privileges to one
or more participants:

Chat-who a participant can chat with and

whether that chat can be private. More (on
page 157)

Document-whether a participant can draw

on a document or save or print it. More (on
page 158)

View-what a participant can view in the

meeting: participant list, document,
thumbnails, or pages. More (on page 159)

Meeting-whether a participant can record

the meeting, share documents, or control
sharing. More (on page 160)

Selecting participants
During a meeting, you can grant privileges to or remove them from all participants at
once or to an individual participant.
To choose

all participants-select All Participants.

an individual participant-expand All

Participants, and select a participant name.

For instructions on granting privileges to participants, see Granting privileges (on

page 157).

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Chapter 7: Granting Privileges During a Meeting

About Default privileges

If the host does not specify privileges when scheduling a meeting, or starts an instant
meeting, a set of default privileges are automatically assigned to a participant:

all chat privileges More (on page 157)

viewing the participant list More (on page 159)

controlling shared applications, web browser, or desktop remotely More (on page
160)

Granting or removing privileges

To grant participant privileges during a meeting:
1

In the Meeting window, on the Participant menu, choose Assign Privileges.

The Participants Privileges dialog box appears.

Grant or remove a privileges, as follows:

To grant a specific privilege, check its box.

To grant all privileges, check the Assign all privileges check box.

To remove a privilege, clear its check box.

To reset to the preset meeting privileges, select Reset to Meeting Defaults.

Select Assign.

Granting or removing Chat privileges

As host, you can grant or remove chat privileges for one or more participants.

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Chapter 7: Granting Privileges During a Meeting

To grant or remove a chat privilege:

You can chat with participants privately or
publicly.
Select or clear the checkbox for each
privilege you want to grant

Chat privileges:

Host-chat privately with the meeting host. Your chat message appears in only the
host's Chat viewer.

Presenter-chat privately with the presenter. Your chat message appears in only
the presenter's Chat viewer.

Other participants-chat privately with another participant. Your chat message

appears in only that participant's Chat viewer.

Everyone-Chat publicly with all participants. Your chat message appears in

everyone's Chat viewer.

Contact operator privately-Available only if your site includes the private

operator option. Participants dial 00 at any time during a teleconference to contact
the operator of the teleconferencing service.

Granting or removing document privileges

As host, you can assign privileges for saving, printing, and annotating documents,
whiteboards, and presentations that are shared in the content viewer

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Chapter 7: Granting Privileges During a Meeting

To grant or remove a document privilege:

Select or clear the checkbox for each
privilege you want to grant

A participant uses the Annotation toolbar that appears whenever a document is being
shared to

draw on shared elements

point to items on shared elements.

Granting or removing viewing privileges

To grant or remove a viewing privilege:
Select or clear the checkbox for each
privilege you want to grant

Viewing privileges you can grant to participants:

Participant list-view the names of all other participants on the Participants panel.
If this option is not selected, participants can view the names of only the meeting
host and the presenter on the Participants panel

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Chapter 7: Granting Privileges During a Meeting

Thumbnails-display miniatures, or thumbnails, of any pages, slides, or

whiteboards in the center viewer. This privilege allows participants to view
miniatures at any time, regardless of the content that appears in the presenter's
content viewer.If participants have this privilege, they can display any page at full
size in the content viewer, regardless of whether they also have the Any page
privilege.

Any page-view any pages, slides, or whiteboards that appear in the content
viewer. This privilege allows participants to navigate independently through
pages, slides, or whiteboards.

Any document-view any document, presentation, or whiteboard that appears in

the content viewer, and navigate to any pages or slides in documents or
presentations.

Granting or removing meeting privileges

To grant or remove a viewing privilege:
Select or clear the checkbox for each
privilege you want to grant

Document privileges you can grant:

160

Share documents-share documents, presentations, and whiteboards, and copy

and paste any pages, slides, and whiteboards in the content viewer. Participants
can share UCF rich media presentations or files only if the host selected the option
to enable UCF rich media for participants when scheduling the meeting

Control shared applications, Web browser, or desktop remotely-request

remote control of a shared application, Web browser, or desktop. If this privilege
is cleared, the command to request remote control is unavailable to participants.

Record a meeting-record all interactions during a meeting and play them back at
any time.

8
Using WebEx Audio
Chapter 8

WebEx Audio lets you use either your telephone or your computer to hear others and
to speak in your meeting:

Telephoneyou can use your telephone to receive a call to the audio portion of
the meeting or to dial in.

Computeryou can use a headset connected to your computer to join the audio
portion of the meeting if the computer has a supported sound card and a
connection to the Internet.

Note: If you are a host, you can invite up to 500 people to participate in the audio conference.

After joining the conference, participants can switch between audio modes with little
or no listening interruption. In a mixed-mode conference, where some participants are
using the telephone and others are using the computer, up to 125 people can speak.
Your role in an audio conference determines your level of participation. Whichever
role you take, the following table describes the basic tasks you can accomplish in that
role. For detailed instructions on a particular task, click "More" by the task
description.

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Chapter 8: Using WebEx Audio

Task description
Call using phone

Host an audio conference:

join or leave the audio conference More

(on page 162)

switch audio connection modes More

(on page 167)

mute or unmute one or more

microphones More (on page 168)

use caller authentication to join the

conference More? More (on page 171)

Edit or update phone numbers in your

user profile More

Call using computer

Participate in an audio conference:

join or leave the audio conference More

(on page 162)

switch audio connection modes More

(on page 167)

ask to speak More (on page 170)

mute or unmute your microphone More

(on page 168)

use caller authentication to join the

conference More (on page 171)

edit or update phone numbers in your

user profile More

Note: If you set up another type of audio conferencesuch as that of a third-party serviceyou
must manage the conference using the options that service provides.

Connecting to an audio conference

Once you start or join a meeting that uses WebEx Audio, the Audio Conference
dialog box appears automatically on your screen.
What device do you want to use for speaking and listening in the meeting?

162

your phone: typically provides good voice transmission, but may have a cost
attached.

Chapter 8: Using WebEx Audio

your computer (with a headset, and an Internet connection): Sometimes

causes noisy transmission, or an irregular voice stream, but has no cost attached.

You can select your preferred device from the Audio Conference dialog box that
appears automatically after you start or join a meeting:
1)

Use Phone: You can call in or

have the meeting call you. More
(on page 163)

2)

Use Computer for Audio: Select

the arrow, then choose Call using
Computer. More (on page 166)

At any time during the meeting, you

can switch your audio device (on page
167).

Using your telephone to connect to audio

After you join a meeting, the Audio Conference dialog box appears automatically.
When you use your telephone to connect to the audio portion of the meeting, you can
call in or receive a call back.

Call backreceive a call at a valid number you provide, or at number that is

already stored in your user profile. A valid number must contain the area code and
the seven-digit local telephone number.

Call incall in from your phone to a number your host provides.

The Audio Conference dialog box appears automatically.

To receive a call back:
In the Use Phone pane of the Audio Conference dialog box, do one of the following:

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Chapter 8: Using WebEx Audio

Click Call Me to receive a call at the number

displayed.

Select another number from the dropdown list

of available numbers, then click Call Me.

Select Call me at a new number from the

dropdown list, enter a number, then click Call
Me.

If available, select Call me at an internal

number from the dropdown list, then click
Call Me.
This dropdown option (or another customized
label defined by your site administrator) will
only be displayed if the internal call-back
feature is available on your site.

A telephone icon appears next to your name in the participant list to indicate that you
are using your phone in the audio conference, and a mute icon appears next to the
video icon so that you can mute or unmute your microphone as desired. More (on
page 168)
You can switch from using your telephone
as your audio device to using your computer
at any time during the audio conference.
More (on page 167)

To call in:
1

164

In the Use Phone pane of the Audio Conference dialog box, select I will call in
from the dropdown menu.

Chapter 8: Using WebEx Audio

The Audio Conference dialog box displays

default call-in numbers.

Follow the instructions to join the audio conference.

Optional. To view all international numbers, click the link All global call-in
numbers.
An information dialog box appears, which lists international numbers.

A telephone icon appears next to your name in the participant list to indicate that you
are using your phone in the audio conference, and a mute icon appears next to the
video icon so that you can mute or unmute your microphone as desired. More (on
page 168)
You can switch from using your telephone
as your audio device to using your
computer at any time during the audio
conference. More (on page 167)

To leave an audio conference:

1

Click Audio below the Participant list.

The Audio Conference dialog box appears.

Click Leave Audio Conference.

Your participation in the audio conference ends; however, your participation in the
meeting continues until you leave it or the host concludes it.
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Using your computer to connect to audio

After you join a meeting, the Audio Conference dialog box appears automatically.
When you use your computer to speak and listen in a meeting, your computer sends
and receives sound across the Internet. To do this, your computer must have a
supported sound card and be connected to the Internet.
Note: For purposes of audio quality and convenience, use a computer headset with a high-quality
microphone rather than speakers and a microphone.

To use your computer for audio:

1)

Select the arrow.

2)

Select Call Using Computer.

Note: If this is your first time

connecting to a meeting with your
computer, a wizard appears to fine
tune your sound settings (on page
167).
After you are connected to your
meeting, you can
1)

mute or unmute your speaker or

microphone

2)

change the volume on your

speaker or microphone

A headset icon appears next to your name in the participant list to indicate that you
are using your phone in the audio conference, and a mute icon appears next to the
video icon so that you can mute or unmute your microphone as desired. More (on
page 168)
You can switch from using your computer as your
audio device to using your telephone at any time
during the audio conference. More (on page 167)

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Chapter 8: Using WebEx Audio

Fine tuning your microphone and speaker settings

If you are using your computer to connect to the meeting audio, you can fine-tune
your microphone and speaker settings to optimize your audio experience.
The Speaker/Microphone Audio Test walks you through testing your devices, and
setting your speaker volume and microphone level.
When you first start or join a meeting, you can manually test and adjust your sound
device before you actually start using your computer for audio.
To open the Speaker/Microphone Audio Test and adjust your sound settings:
1

From the meeting window menu, select Audio > Speaker/Microphone Audio
Test.

Follow the instructions.

Tip: After you join the audio portion of the meeting you can retest your settings at any time
simply by reopening the Audio Conference dialog box and clicking Test speaker/microphone at
the bottom of the box.

Switching audio devices during a meeting

You can easily switch from one audio device to another during a meeting with little
disruption.
To switch from your computer connection to a phone connection:
1)

Open the Audio Conference dialog box

from

the Quick Start page

your participant list

the Audio menu.

the Meeting Controls Panel (If you are

sharing)

2)

Select the down arrow beside Use Phone.

3)

Call the number in the Use Phone area

and enter the access code and attendee
ID, as directed by the automated operator.

After you are connected by phone, your

computer connection is dropped automatically.

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To switch from your phone connection to a computer connection:

1)

Open the Audio Conference dialog box

from

the Quick Start page

your participants list

the Audio menu.

the Meeting Controls Panel (If you are

sharing)

2)

Select the down arrow beside Use

Computer for Audio.

3)

Select Switch to Using Computer.

Your phone connection is dropped after your

computer connection is established.
(Remember to switch to your computer
headset.)

Connecting to audio during sharing

If you join a meeting that is already in progress and shared content is all you see, you
can connect to the audio portion of the meeting from the Meeting Controls Panel.
To connect to the audio portion of the meeting:
1)

On the Meeting Controls

Panel at the top of your
screen, select Audio.
The Audio Conference
dialog box opens

2)

Connect to the audio (on

page 162) portion of the
meeting as usual.

Muting and unmuting microphones

The following table illustrates how to quickly mute and unmute microphones in your
meeting depending on your user role.

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Role
Host

Task description:
Windows: Right click in the participants list

Participant
Mac:Ctrl + click in the participants list

Mute on Entry to mute all

microphones automatically when
participants join a meeting

Mute or Unmute to mute or

unmute your own or a specific
participant's microphone

Mute All to mute or unmute all

participant microphones
simultaneously at any time
during a meeting More (on page
169)

Select the Mute or Unmute icon to

mute or unmute your own
microphone.

The microphone icon to the right changes state.

Tip: During sharing, participants can mute and unmute their microphones from the Meeting
Controls Panel at the top of their screens.

Muting and unmuting all participant microphones

simultaneously
Host and presenter only
You can mute or unmute all participant microphones simultaneously.
This option does not affect the host's and presenter's microphones.
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Chapter 8: Using WebEx Audio

To mute or unmute all participants:

Windows: Right click on the participant list

Mac: Ctrl + click on the participant list

Select Mute All or Unmute All.

The microphone icon to the right of each participant's name changes state.

Asking to speak in an audio conference

Participant
If you want to speak and the host has muted your microphone, you can ask the host to
unmute your microphone so that you can speak. You can cancel a request to speak at
any time.
To ask to speak

170

Windows

result

Select Raise Hand on the

Participants panel

The Raised Hand indicator appears on the

participant list for the host and presenter.

To cancel a request to speak Windows

result

Select Lower Hand On the

Participants panel

The Raised Hand indicator is removed from

the participant list for the host and presenter.

Chapter 8: Using WebEx Audio

To ask to speak

Mac

result

Select the Raise Hand icon at

the bottom of the Participants
panel

The Raised Hand indicator appears on the

participant list for the host and presenter.

To cancel a request to speak Mac

result

Select the Lower Hand icon at

the bottom of the Participants
panel

The Raised Hand indicator is removed from

the participant list for the host and presenter.

Using caller authentication to start or join an

audio conference
Host accounts only
CLI (caller line identification), or ANI (automatic number identification), is a form of
caller ID, a telephony intelligent service that transmits a caller's telephone number
before the call is answered. Any dial-in caller with a host site account can be
authenticated and placed into the correct audio conference without needing to enter a
meeting number.
If you have a host account, and your site is enabled for ANI/CLI, you can

schedule a meeting with dial-in ANI/CLI teleconferencing authentication.

be authenticated whenever you dial into any ANI/CLI enabled audio conference
to which you have been invited by email. Call-in authentication is established by
mapping your email address to a phone number in your user profile.

specify a call-in authentication PIN to prevent "spoofers" from using your number
to dial into an audio conference

To schedule an audio conference with ANI/CLI authentication:

1

Log in to your Meeting Center Web site.

On the navigation bar, under Host a Meeting, click Schedule a Meeting.

The Schedule a Meeting page appears.
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Click Change audio options.

The Audio Options dialog box appears.

Select the Enable audio conference CLI authentication when participants call
in checkbox if it is not already selected.

Note: Caller authentication will only be available to participants if they are invited to a CLI/ANI
enabled audio conference by email during the meeting scheduling process. Any participant invited
to the audio conference once it has begun cannot use caller authentication.

Specifying call-in authentication for your host account

If you have a host account, and your site is enabled for call-in authentication, you can
set authentication for any phone number listed in your user profile. Your call will be
authenticated by mapping your email address against specified phone numbers in your
profile whenever you dial into a CLI (caller line identification), or ANI (automatic
number identification) enabled audio conference to which you have been invited by
email.
Note: Caller authentication will only be available if you have been invited to a CLI/ANI
(automatic number identification) enabled audio conference by email during the meeting
scheduling process. Caller authentication will not be available if you are dialing in to a CLI/ANI
enabled audio conference:
from an invitation other than email.
from an email invitation originated during the meeting.

To specify call-in authentication for your host account:

1

Log in to your Meeting Center Web site.

On the navigation bar, click My WebEx.

Click My Profile.
The My WebEx Profile page appears.

172

Under Personal Information, select the Call-in authentication checkbox beside

any phone number for which you want dial-in authentication.

Click Update.

Chapter 8: Using WebEx Audio

Using an authentication PIN

If you have a host account, and your site is enabled for CLI (caller line identification),
or ANI (automatic number identification) audio conferences, you can use an
authentication PIN to prevent "spoofers" from using your number to dial into an audio
conference.
If your site administrator sets the authentication PIN as mandatory for all accounts
using call-in authentication on your site, then you must specify a PIN number or caller
authentication will be disabled for your account.
To specify an authentication PIN:
1

Log in to your Meeting Center Web site.

On the navigation bar, click My WebEx.

Click My Profile.
The My WebEx Profile page appears.

Under Personal Information, in the PIN: text box, enter a 4-digit PIN number of
your choosing.

Click Update.

Editing or updating your stored phone numbers

You can edit or update the phone numbers listed in your profile if you have not yet
joined the audio conference or if you joined the audio conference from your
computer. In addition, you can view any phone number cookies stored on your
computer.
Any updates you make do not take effect until the next time you join a meeting.
To edit or update your profile:
1

Do either of the following:

On the Audio menu, choose Join Audio Conference.

At the bottom of the Participants panel, click Audio.

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The Audio Conference dialog box

appears.

Select Manage phone numbers from the dropdown box in the lower pane. The
Manage phone numbers dialog box appears.

Click Edit to update the phone numbers in your My WebEx profile, or Clear to
delete phone numbers that are stored in cookies on your computer.

Note: You cannot be participating in an audio conference by phone if you want to edit or update
your phone numbers.

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9
Using Integrated Voice
Conferences
Chapter 9

An Integrated Voice Conference allows participants to speak to each other using voice
over Internet Protocol (VoIP)-an Internet-based way of connecting through the
computer. Integrated voice conferences are useful if:

Participants are located a great distance away and do not want to incur long
distance phone charges

The meeting is a presentation rather than a discussion and does not involve
interaction among participants

Your user role in an Integrated Voice conference determines your level of

participation. Whichever role you take, the following table describes the basic tasks
associated with that role. For detailed instructions on a particular task, click More
by a task description.

Task description:
Host

Start and manage a voice conference:

fine tune your microphone and speaker seetings

More (on page 178)

mute or unmute participant microphones More (on

page 168)

To start a voice conference:

Select Voice Conference on the Quick Start page

or, select Integrated Voice Conference > Start

Conference from the Audio menu.

To end a voice conference:

Select Integrated Voice Conference > End

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Chapter 9: Using Integrated Voice Conferences

Task description:
Conference from the Audio menu.
Participant

Participate in a voice conference:

Join or leave a conference More

Mute or unmute your microphone More

To join a voice conference:

Select Yes in the dialog box that automatically

appears when the host starts the conference.

or, select Integrated Voice Conference > Join

Conference from the Audio menu.

To leave a voice conference:

Select Integrated Voice Conference > Leave
Conference from the Audio menu.

Note: For better audio quality and greater convenience, use a computer headset with a highquality microphone, rather than speakers and a microphone.

Speaking in a voice conference

If you are a current speaker, the method by which you speak depends on the speaker
setup option that is currently selected for your meeting:

Desktop speakers (default): If this option is selected, the following appears in

the bottom-right corner of your Meeting window:

Press the Ctrl key on your keyboard while speaking. Pressing this key mutes your
speakers, thereby preventing your voice from echoing in the conference.

176

Headset: If this option is selected, the following appears in the bottom-right

corner of your Meeting window:

Chapter 9: Using Integrated Voice Conferences

Simply speak into your microphone.

Tip: Before you join a voice conference, you can use the audio setup wizard to select your audio
device and adjust its settings. More (on page 178)

Muting and unmuting microphones

The following table illustrates how to quickly mute and unmute microphones in your
meeting depending on your user role.

Role
Host

Task description:
Windows: Right click in the participants list

Participant
Mac:Ctrl + click in the participants list

Mute on Entry to mute all

microphones automatically when
participants join a meeting

Mute or Unmute to mute or

unmute your own or a specific
participant's microphone

Mute All to mute or unmute all

participant microphones
simultaneously at any time
during a meeting More (on page
169)

Select the Mute or Unmute icon to

mute or unmute your own
microphone.

The microphone icon to the right changes state.

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Chapter 9: Using Integrated Voice Conferences

Tip: During sharing, participants can mute and unmute their microphones from the Meeting
Controls Panel at the top of their screens.

Muting and unmuting all participant microphones

simultaneously
Host and presenter only
You can mute or unmute all participant microphones simultaneously.
This option does not affect the host's and presenter's microphones.
To mute or unmute all participants:

Windows: Right click on the participant list

Mac: Ctrl + click on the participant list

Select Mute All or Unmute All.

The microphone icon to the right of each participant's name changes state.

Fine tuning your microphone and speaker

settings
The first time you use an integrated voice conference, the audio wizard walks you
through selecting your sound device, and setting your speaker volume and
microphone level.
Any time before you start or join a meeting, you can manually open the wizard to test
your device again, or make further adjustments, as necessary.
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Chapter 9: Using Integrated Voice Conferences

To open the wizard and adjust your sound settings:

1

From the meeting window menu, select Audio > Computer Setup for Audio.

Follow the wizard instructions.

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10
Sending and Receiving Video
Chapter 10

If a video camera is installed on your computer, you can send video. Other
participants can see you, or whatever you focus your webcam on. To see video,
participants do not need to have a webcam installed on their computers.
WebEx Meeting Center supports high-definition (HD) video with up to 720p
resolution. Other WebEx services, such as Training Center, Event Center, and
Support Center, support high-quality video with up to 360p resolution. The Cisco
technology automatically adjusts video to the highest quality for each participant
according to the computer capabilities and network bandwidth.
Your administrator can set video options at the site level. A meeting host can set
video options on the scheduler as well as in the meeting. If your site or meeting is not
set up to use HD or high-quality video, standard video is used.
To start or stop sending video, select the video icon beside your name.
The icon turns green when you are
sending video.

If you have a High Definition camera and you select the video icon, a one-time
notification indicating You are ready to send HD video to other participants
displays.

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After you start sending video, you can perform the following tasks depending on your
role.
Role

Tasks
What you can do:

Host

Start or stop sending video at will.

Lock focus on one participant (on page 183).

View everyone who is sending video (on page 186) on one big screen.

List participants or show thumbnails. (on page 184)

Set webcam options (on page 189).

What you can do:

Participant

Start or stop sending video at will.

View everyone who is sending video (on page 186) on one big screen.

List participants or show thumbnails. (on page 184)

Set webcam options (on page 189).

Note: If you are managing a meeting that includes TelePresence systems (Meeting Center only),
the following WebEx features are unavailable:

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Recording
Polling
File Transfer
Chat with TelePresence room participants

Minimum system requirements

To send or receive video with a resolution of 360p, ensure that your system meets the
following minimum requirements:
Action

Send

Receive

What you need

A webcam capable of producing high-quality video. WebEx supports

most webcams of this type

A computer with at least 1 GB of RAM and a dual-core processor

A fast network connection

A computer with at least 1 GB of RAM and a dual-core processor

A fast network connection

To send or receive video with a resolution of 720p, ensure that your system meets the
following minimum requirements:
Action

Send

Receive

What you need

A webcam capable of producing HD video. WebEx supports most

webcams of this type

A computer with at least 2 GB of RAM and a quad-core processor

A fast network connection

A computer with at least 2 GB of RAM and a dual-core processor

A fast network connection

Locking focus on one participant

If you are the host, you can select whose video you want everyone to see. Follow
these steps:
1

Select the name on the video display.

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Chapter 10: Sending and Receiving Video

In the dialog box, select one of the following:

The active speaker. This is the

default. The display focuses on the
person currently speaking and
switches as the loudest speaker
changes.

A specific participant. The display

focuses on only the specific
participant that you select. All
participants see that person,
regardless of who is speaking.

Switching between a list or thumbnail view of

participants
You can switch between the Participant List and participants' video thumbnails.

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To view video thumbnails:

1)

Select the list icon.

2)

Select Thumbnails.

To view Participant List:

1)

Select the thumbnail icon.

2)

Select List.

In the thumbnails view, select the down or

up arrow to view additional thumbnails.

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Viewing everyone who is sending video

With one click, you can view live, high-quality video display across your entire
screen. In the video view, you see all participants who are sending video, including:

the active speaker or a specific participant whom the host chose to lock on

five thumbnails on the bottom. To see more participants, use the arrow on either
side.
To view all participants who are sending
video:
Select the icon in the upper-right corner of
the display.

To return to the Meeting window:

Select Exit Full-Screen Mode in the
upper-right corner of the screen.

Understanding the large video view

When you are viewing everyone who is sending video, high-quality video displays
across your entire screen.

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One of the following is displayed here:

The active speaker's video, which switches as the loudest speaker changes

A specific participant's video that the host chose to lock on

Your self-view appears in this corner. You can

Minimize or restore the display by selecting the icon in the upper-right corner of the
self-view.

Mute or unmute your audio by selecting Mute Me or Unmute Me.

Stop or show your self-view by selecting Stop My Video or Start My Video.

Video thumbnails of five other participants appear here.

Use these controls to see additional participants.
If you are the host or presenter, you can choose to lock everyone's focus on the active
speaker's video or a specific participant's video. Select the name to get started. More (on
page 183)
You can expand the active speaker's video display to full screen. More (on page 188)

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Chapter 10: Sending and Receiving Video

Expanding the active speaker's video display

When you are viewing all participants who are sending video, you can expand the
active speaker's video display to full screen. With the full-screen display, you can
continue sending or receiving HD video (applicable for Meeting Center only).
To see the active speaker (or the specific participant
the host chose to lock on) in full-screen view, select
this icon in the upper-right corner of the active
speaker's display.

To return to the view where you see everyone who

is sending video, select this icon in the upper-right
corner of your screen.

Floating Icon Tray in Video Full Screen Mode

Meeting participants have access the the Floating Icon Tray in full video mode
making it easy to use the all the common WebEx functions. The Floating Icon Tray
automatically displays at the top of the video screen.

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Note: Screen save option is disabled in video and other full screen modes.

Setting webcam options

If you have a working webcam, you can set options that are available for that webcam
directly from your meeting.
To set webcam options:
Windows:
At the top right of the
Participants panel, select the
options icon.
Mac:
At the bottom right of the
Participants panel, select the
options icon.

Typically, you can set options for general settings, such as contrast, sharpness, and
brightness. But options can vary depending on your webcam.

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Managing video display during sharing

When you are sharing information or someone else is sharing information with you, a
floating panel containing participant video and your self-view appears on the righthand side of your screen.

What you can do on the floating panel:

Stop or start your video. More (on page 190)

Minimize or restore your video. More (on page 190)

Move the panel by dragging it. More (on page 191)

Switch to view everyone who is sending video. More (on page 191)

Lock focus on another participant (for host and presenter only). More (on page
183)

Note: If your are viewing everyone sending video and the presenter starts sharing, you will
automatically exit the video view so that you can view what is being shared.

Controlling your self-view

During sharing, your self-view appears in the lower-right portion of the floating panel.
You can manage your self-view in several ways.

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To minimize self-view:
Select the icon in the upper-right portion of the selfview display.
To restore self-view:
Select the icon in the lower-right portion of the
floating panel.
To stop or show self-view:
Select the video icon at the center of the self-view
display.

Controlling video display

During sharing, you see the active speaker's video or a specific participant's video, if
the host chose to lock on the participant, in a floating panel. You can manage this
video display in several ways.
To minimize:
Select the downward arrow in the upper-left
corner.
To resize:
Select the bottom right-corner and drag the
edge.
To move:
Select and drag the display to another
location on your screen.
To lock another participant's video:
Select the name and then select the
participant in the dialog box. For details, see
Locking focus on one participant (on page
183).
To switch to view everyone:
Select the icon in the upper-right corner of
the display.

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Obtaining video and audio data during a meeting

Having video or audio problems in a meeting? If you contact technical support, the
video and audio data you can obtain within the meeting comes in handy.
To obtain audio and video data while in the Meeting window:

Windows
Select Meeting > Audio & Video
Statistics...

MAC
Select Meeting > Audio & Video
Statistics...

To obtain audio and video data while viewing everyone sending video:
Right-click the active speaker's display and then select Audio & Video Statistics...

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193

11
Setting Up a One-Click Meeting
Chapter 11

If you want to...

See...

get an overview of starting a One-Click

Meeting from your WebEx service Web site

About setting up a One-Click Meeting (on

page 195)

specify settings for your One-Click Meeting

Setting up your One-Click Meeting on the

Web (on page 196)

install WebEx One-Click, which includes the

One-Click panel and One-Click shortcuts

Installing WebEx Productivity Tools (on page

199)

start a One-Click Meeting from your WebEx

service Web site

Starting a One-Click Meeting (on page 202)

remove WebEx One-Click, including all OneClick shortcuts, from your computer

Removing WebEx Productivity Tools (on

page 206)

About setting up a One-Click Meeting

WebEx One-Click allows you to start a meeting instantly from your desktop (desktop
version) and from your WebEx service Web site (Web version). You can set up one or
both versions, depending on your needs:

Web version: allows you to start a One-Click Meeting from your WebEx service
Web site. Doing so does not require you to download any application. For more
information about the web version, refer to the WebEx One-Click User's Guide,
which is available on the Support page of your WebEx Service web site.

Desktop version: if this feature and the Productivity Tools feature are enabled by
your site administrator, allows you to start and join meetings and send meeting
invitations without logging in to your WebEx service site or navigating Web

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pages. For more information about the desktop version, refer to the WebEx OneClick User's Guide.

Setting up your One-Click Meeting on the Web

The One-Click Meeting Setup page allows you to specify options a One-Click
Meeting. You can return to the One-Click Meeting Setup page at any time to modify
your meeting.
The settings you specify apply to both the One-Click Web version and the desktop
version.
To set up your One-Click Meeting:
1

Log in to your WebEx Service Web site.

Click My WebEx > Productivity Tools Setup (on the left navigation bar).
The Productivity Tools Setup page appears.
On this screen, you can also download WebEx Productivity Tools, which include
the desktop version of One-Click and its shortcuts. For details, see Installing
WebEx Productivity Tools (on page 199).

Click Set Up Now.

The One-Click Setup page appears.

Specify the meeting information and settings on the page.

For details about the options on the One-Click Settings page, see About the OneClick Settings page (on page 196).

Click Save.

Tip: Whenever you want to edit options for your One-Click Meeting, return to the One-Click
Settings page by clicking My WebEx > Productivity Tools Setup > Edit Settings.

About the One-Click Settings page

How to access this page:
On your WebEx service Web site, do one of the following:

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If you are setting up your One-Click Meeting for the first time, on your WebEx
service Web site, click My WebEx > Productivity Tools Setup (on the left
navigation bar) > Set Up Now.

If you already set up your One-Click Meeting, on your WebEx service Web site,
click My WebEx > Productivity Tools Setup (on the left navigation bar) > Edit
Settings.

What you can do here:

Set options for your One-Click Meeting

Meeting Options

Use this option

To

Service type

Select the type of WebEx session for which you want to start a
One-Click Meeting.
This option lists only the session types available for your site and
user account.

Meeting template

Select the meeting template you want to use to set options for
your One-Click Meeting. The drop-down list of templates includes:
Standard templates: Templates that your site administrator set
up for your account.
My Templates: Any personal templates that you created by
saving the settings for a meeting you previously scheduled, using
the scheduling options on your site.

Topic

Specify the topic for the meeting

Meeting password

Specify the password for the meeting.

Confirm password

Type the password again to prevent typing errors.

Listed on calendar

Specify that the meeting appears on the calendar on your site.

Available for meetings and sales meetings only.

CUVC Meeting ID

(CUVC Integration to Meeting Center only) Enter a custom URL to

create a virtual meeting room in which you can use Cisco Unified
Video (CUVC) in your meeting.
If you leave this box empty, the WebEx Meeting ID is used by
default.
When you start your WebEx meeting, the CUVC Video panel
displays automatically.

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Tracking Codes

Use this option

To

Tracking code

Identify your department, project, or other information that

your organization wants to associate with your meetings.
Tracking codes can be optional or required, depending on
how your site administrator set them up.
If your site administrator requires you to select a code from a
predefined list, click the link Select Code, and then select a
code from the list or enter one in the box above.

Audio Conference
meetings, training sessions, and sales meetings only
Use this option

To

Use

Select the type of teleconference you would like to use:

WebEx Audio:

Specifies that the meeting includes an integrated audio

conference. If you select this option, select one of the
following options:

Display toll-free number: Select if your site provides

toll-free call-in audio conferencing, in which both a tollfree number and a toll number are available. If your
participants dial a toll-free call-in number, your
organization assumes the charges for the calls.
Otherwise, participants assume the charges for their
calls.

Display global call-in numbers to attendees: Select if

you want to provide a list of numberssuch as toll-free
or local numbersthat attendees in other countries can
call to join the audio conference.

Note: After you start the meeting, participants have a choice

of joining by can choose to use their computer as their audio
device, using VoIP, or to use their phone as their audio
device.
Tip: A participant must have a direct phone line to receive a
call from the teleconferencing service. However, a
participant without a direct phone line can join an audio
conference by calling a call-in telephone number, which is
always available in the Meeting window.
Personal Conference

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Available only if your site has the Personal Conferencing

Chapter 11: Setting Up a One-Click Meeting

Use this option

Number Account

To
feature turned on, and only for Meeting Center.
Select the Personal Conference number account that you
want to use for your meeting. You can manage your
Personal Conference number accounts on the My WebEx
>Personal Conferencing page.

Cisco Unified MeetingPlace

Audio Conferencing

Available only if your site has Cisco Unified MeetingPlace

Audio turned on.
If you select this option, choose the type of conference:

Call-in teleconference: Select if you want customers to

dial a number to join

Call-back teleconference: Select if you want

customers to type in a phone number and receive a call
back from the conferencing service.

A participant must have a direct phone line to receive a call

from the conferencing service. However, a participant
without a direct phone line can join an audio conference by
dialing a call-in number, which is always available in the
meeting window.
Other teleconference
service:

Specifies that the meeting includes a teleconference that

another service provides, such as a third-party
teleconferencing service or internal teleconferencing
system, such as a PBX (private branch exchange).
In the text box, type instructions for joining the
teleconference.

Use VoIP Only

Specify that the meeting includes only Integrated VoIP,

which allows meeting participants to use computers with
audio capability to communicate over the Internet rather
than the telephone system.

None

Specify that the meeting does not include either an audio

conference or Integrated VoIP.

Installing WebEx Productivity Tools

If your site administrator has enabled you to download WebEx Productivity Tools,
you can start you can start or join meetings instantly using One-Click; start meetings
instantly from other applications on your desktop, such as Microsoft Office, Web
browsers, Microsoft Outlook, IBM Lotus Notes, and instant messengers; and schedule
meetings using Microsoft Outlook or IBM Lotus Notes without going to your WebEx
service site.
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Before installing WebEx Productivity Tools, ensure that your computer meets the
following minimum system requirements:

Microsoft Windows 2000, XP, 2003, Vista

Microsoft Internet Explorer 6.0 SP1 or 7.0, or Firefox 3.0 or later

Intel x86 (Pentium 400MHZ +) or compatible processor

JavaScript and cookies enabled in the browser

To install WebEx Productivity Tools:

1

Log in to your WebEx service Web site.

Click My WebEx > Productivity Tools Setup (on the left navigation bar).
The Productivity Tools Setup page appears.

Click Install Productivity Tools.

The File Download dialog box appears.

Save the installation program to your computer.

The name of the installation file has an .msi extension.

Run the installation file and follow the instructions.

Once you complete installation, log in using your WebEx account information and
then verify your WebEx settings for Productivity Tools, including One-Click, in
the WebEx Settings dialog box.

Note: System administrators can also perform a mass installation for computers at their site. For
more information, see the IT Administrator Guide for Mass Deployment of WebEx Productivity
Tools at http://support.webex.com/US/PT/wx_pt_ag.pdf
(http://support.webex.com/US/PT/wx_pt_ag.pdf).

After you have logged in, the WebEx One-Click panel and shortcuts appear. For
instructions about using the One-Click panel and shortcuts, see the WebEx One-Click
User's Guide.
The Help in the WebEx One-Click panel also provides detailed information about
how to use the One-Click panel and shortcuts.

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Tip: For instructions on using the WebEx One-Click panel and the One-Click taskbar menu, refer
to the WebEx One-Click User's Guide, which is available on the Support page of your WebEx
Service web site.

Starting a One-Click Meeting

Before you start a One-Click Meeting from your WebEx Service Web site, ensure that
you set up One-Click settings. For details about setting up One-Click settings, see
Setting up your One-Click Meeting on the Web (on page 196). For details
To start a One-Click Meeting from your WebEx service Web site:
1

Log in to your WebEx Service Web site.

Click My WebEx > Start One-Click Meeting.

Your meeting starts.

If your site includes Meeting Center, you can also start a One-Click Meeting from this
specific service.
To start a One-Click Meeting from the Meeting Center service:
1

Log in to your WebEx service Web site, and click Meeting Center.

On the left navigation bar, click Host a Meeting > One-Click Meeting.

Your meeting starts.

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To start a One-Click Meeting using the WebEx One-Click panel:

1

Open your WebEx One-Click panel by doing any of the following:

Double-click the WebEx One-Click shortcut on your desktop.

Go to Start > Programs > WebEx > Productivity Tools > WebEx OneClick.

Right-click the WebEx One-Click icon on the taskbar of your desktop.

If you did not specify automatic login, enter the required WebEx account
information in the dialog box, and then click Log In.
2

On the WebEx One-Click panel, click Start Meeting.

Note: For instructions on using the WebEx One-Click panel, refer to the WebEx One-Click
User's Guide.

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To start a One-Click Meeting using a One-Click shortcut:

Click one of the following shortcuts:
Shortcut

Description
Right-click menu of taskbar icon shortcut:

Right-click the WebEx One-Click taskbar

icon and then click Start meeting now to
start an instant meeting.

Right-click the WebEx One-Click taskbar

icon and then click Start a Scheduled
Meeting to start a previously scheduled
meeting, or click Start Personal
Conference meeting to start a previously
scheduled Personal Conference meeting.

Note: You can also right-click the WebEx OneClick taskbar icon and then click Schedule a
meeting to schedule a WebEx meeting using
Microsoft Outlook or Lotus Notes.
For more details, see the Integration to
Outlook User's Guide and the Integration to
Lotus Notes User's Guide, which are available
on the Support page of your WebEx Service
web site.
Email and Scheduling shortcut: Click OneClick Meeting in Microsoft Outlook or Lotus
Notes to start a One-Click meeting.
Note: You can also click Schedule Meeting in
Microsoft Outlook or Lotus Notes to schedule a
WebEx meeting using Outlook or Lotus Notes.
For more details, see the Integration to
Outlook User's Guide and the Integration to
Lotus Notes User's Guide, which are available
on the Support page of your WebEx Service
web site.

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Shortcut

Description
Instant messenger shortcut: Click WebEx >
Start WebEx Meeting to start a One-Click
meeting in your instant messenger, such as
Skype, AOL Instant Messenger, Lotus
SameTime, Windows Messenger, Google
Talk, or Yahoo Messenger. For more details,
see the Integration to Instant Messengers
Guide, which is available on the Support page
of your WebEx Service web site.
Available for meetings, sales meetings,
training sessions, and support sessions only.
Web browser shortcut: Click this icon to start
your meeting.
Note If you previously customized your
Internet Explorer toolbar, the shortcut button
may not automatically appear on the toolbar.
Instead, it is added to the list of available
toolbar buttons in Internet Explorer. In this
case, you must add the button to the toolbar,
using the Internet Explorer Customize option.
To access this option, on the View menu, point
to Toolbars, and then choose Customize.
Available for meetings, sales meetings,
training sessions, and support sessions only.

Microsoft Office shortcut: In Microsoft Word,

Microsoft Excel, and Microsoft PowerPoint,
select Share As Document or Share As
Application. This command starts the meeting
and automatically shares the application you
are using, including all files that are already
open in that application. You can still work in
the application during the meeting.
Available for meetings, sales meetings,
training sessions, and support sessions only.
Right-Click menu shortcut: Right-click the
icon for an application or document file on your
computer, and then point to Share in WebEx
Meeting > As Application. This command
starts the meeting and automatically shares
the application, including all files that are
already open in that application. You can still
work in the application during the meeting.
Available for meetings, sales meetings,
training sessions, and support sessions only.

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Tip:
Once you start a One-Click Meeting, it appears on your Personal Meeting Room page, unless
you specified it to be an unlisted meeting. If you provide others with the URL for this page,
they can quickly join your meeting by clicking the link for the meeting on this page.
You can control which shortcuts are available in the WebEx Settings dialog box.
For instructions on using the WebEx One-Click shortcuts, refer to the WebEx One-Click
User's Guide.

Removing WebEx Productivity Tools

You can uninstall WebEx Productivity Tools at any time. Uninstalling Productivity
Tools removes all Productivity Tools, including the WebEx One-Click panel and
One-Click shortcuts, from your computer.
To uninstall WebEx Productivity Tools:
1

Click Start > Programs> WebEx > Productivity Tools > Uninstall

Click Yes to confirm that you want to uninstall WebEx Productivity Tools.

To uninstall WebEx Productivity Tools from the Control Panel:

1

Click Start > Settings > Control Panel.

Double-click Add/Remove Programs.

Click WebEx Productivity Tools.

Click Remove.

Click Yes to confirm that you want to uninstall WebEx Productivity Tools.

Note: Uninstalling Productivity Tools removes all Productivity Tools and shortcuts from your
computer. If you want to keep using some Productivity Tools but disable others, edit the options
in the WebEx Settings dialog box.

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12
Managing Meeting Recordings
Chapter 12

The My Recorded Meetings page allows you to view and manage your meeting
recordings. Meetings that you recorded on the server are automatically listed on your
My Recorded Meetings page. You can also upload recordings of meetings that were
recorded on your local computer.
My Recorded Meetings page

Task description:

Open the My Recorded

Meetings page. More
(on page 207)

Upload a recorded
meeting file. More (on
page 211)

Edit information about a

recording. More (on
page 212)

Send an email to share a

recording. More (on
page 214)

Opening the My Recorded Meetings Page

To open the My Recorded Meetings page:
1

Log in to your WebEx Meeting Center service Web site.

On the left navigation bar, under Host a Meeting, click My Files > My
Recordings.
The My Recorded Meetings page appears, showing your recording files.
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For details about the My Recorded Meetings page, see About the My Recorded
Meetings page (on page 209).

About the Recording Information page

How to access this page
On your Meeting Center Web site, from the left navigation bar, click My Recorded
Meetings > [topic of a recording].

What you can do here

View information about the recording.

Play back the recording.

Send an email to share the recording with others.

Download the recording.

Enable or disable the recording

Open the Edit Recorded Meeting page, on which you can edit information about a
recording.

Options on this page

208

Option

Description

Topic

The name of the recording. You can edit the topic at any time.

Create time

The time and date the recording was created.

Duration

The length of the recording.

Description

A description of the recording.

File size

The file size of the recording.

Create time

The date and time at which the recording was created.

Status

The status of the recording. The possible options are Enable or

Disable.

Password

Indicates whether a user must provide a password to view the

recording.

Chapter 12: Managing Meeting Recordings

Option

Description

Stream recording link

Clicking the link lets you play the recording (available only for
recording files with the .arf extension that were recorded by
NBR).

Download recording link

Clicking the link lets you download the recording.

Clicking the button lets you play the recording (available only for
recording files with the .arf extension that were recorded by
NBR).
If you want to download the recording, you can also click the
link for downloading under Play Recorded a meeting Now.
Clicking the button opens the Share My Recording window,
which allows you to send an email message to selected
recipients, inviting them to play your recording.
If you want to send the email with your local email client
instead, click the link for using the email client under Share My
Recording.
Clicking the button opens the Edit Recording page.

Clicking the button deletes the recording.

Clicking the button disables the recording everywhere it is
published on your WebEx Service Web site. (Available only for
enabled recordings.)
Clicking the button enables the recording everywhere it is
published on your WebEx Service Web site. (Available only for
disabled recordings.)
Clicking the button returns you to the recording list.

About the My Recorded Meetings page

How to access this page
Log in to your WebEx service Web site. From the left navigation bar, click My Files
> My Recordings.

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What you can do here

Manage, upload, and maintain recording files of meetings you host.

Options on this page

Option

Description
Refreshes the information on the page.

Search

Allows you type text to search for within recording names. Click
Search to start the search.

The percentage of available personal storage space on your

WebEx Service Web site that is being used by your recordings.
This field appears only if your site administrator has turned on
You are currently using X the option to show personal recording storage allocation usage.
% of Y GB
If this field does appear, and you exceed your personal storage
allocation, you will not be able to record meetings until some
recordings are deleted or the storage allocation is increased by
your system administrator.

Site storage X % of Y GB

The percentage of total available storage space on your WebEx

Service Web site that is being used by all recordings on your
site. If your site exceeds its storage allocation, users will not be
able to record meetings until recordings are deleted or the
storage allocation is increased by your system administrator.

Topic

The name of the recording. If you record a meeting on the

server, the WebEx server automatically uploads the recording to
this page. In this case, the topic of the recording is the topic of
the meeting. You can edit the topic at 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.

Format

210

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)
format. For Event Center and Training Center, you can also
store Shockwave Flash Object (SWF) format files.

Chapter 12: Managing Meeting Recordings

Option

Description
Lets you play the recording (available only for recording files
with an .arf extension that were recorded by the Network-Based
Recorder).
If playback of the file requires a password, you must provide the
password.
Lets you send an email to share this recording with others.
Displays a menu with more options for your recording:

Download: Lets you download the recording to your

local computer.
If downloading the file requires a password, you must
provide the password.

Modify: Lets you edit information of the recording. For

details, see About the Add/Edit Recordings page (on page
341).

Disable: Lets you disable the recording in all locations.

Delete: Lets you delete the recording from this page.

Lets you upload a new recording.

For details, see Uploading a recording file (on page 338) and
About the Add/Edit Recordings page (on page 341).
Indicates that a recording is password-protected.

Uploading a recorded meeting file

If you recorded meeting using the integrated or standalone WebEx Recorder, you can
upload the recording meeting file, with a .wrf extension, from your local computer to
the My Recorded Meetings page.
For instructions on editing a recording, see Editing information about a recording (on
page 339).
Note: If you recorded a meeting using the WebEx Network-Based Recorder (NBR), the WebEx
server automatically uploads the recording file, with an .arf extension, to the appropriate tab on
the My Recorded Meetings page once you stop the Recorder. You do not need to upload it
yourself.

To upload a recording file:

1

Go to the My Recorded Meetings page. For details, see .

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Click Add Recording.

On the Add Recorded Meeting page, enter information and specify options.
For details about what you can do with each option on the Add/Edit Recorded
Meetings page, see About the Add/Edit Recorded Meetings page (on page 212).

Click Save.

Editing information about a recorded meeting

You can edit information about a recorded meeting at any time.
To edit information about a recorded meeting:
1

Go to the My Recordings page or the My Recorded Meetings page. For details,

see Opening the My Recordings page (on page 338).

Click the following icon for the recording that you want to edit.

The Edit Recorded Meetings page appears.

3

Make your changes.

For details about what you can do with each option on the Edit Recorded
Meetings page, see About the Add/Edit Recorded Meetings Page (on page 212).

Click Save.

About the Add/Edit Recorded Meetings page

How to access this page
If you are adding a recording...
1

Log in to your WebEx Meeting Center service Web site.

On the left navigation bar, under Host a Meeting, click My Recordings.

Click Add Recording.

If you are editing information about a recording...

212

On your WebEx service Web site, under Host a Meeting, click My Recordings.

Click the More button in the row of the recording that you want to edit.

Chapter 12: Managing Meeting Recordings

Click Modify.

What you can do here

Edit general information about a recording, including the topic and description.

Require a password to play or download the recording.

Specify playback control options, such as panel display options and recording
playback range and whether to include Network Recording Play controls.

Options on this page

Use this option....

To....

Topic

Specify the topic of the recording.

Description

Provide a description of this recording.

Recording file

Click Browse to select the recording file that resides on your

local computer.

Duration

Specify the duration of the recording.

File size

Displays the size of the recording file. (Available only when

editing recording information.)

Set password

Set an optional password that users must provide to view the

recording.

Confirm password

Confirm the password that users must provide to view the

recording.

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Sending an email to share a recorded meeting

You can send an email one or more people to share your recorded meeting with them.
To send an email to share a recorded meeting with others:
1

Go to the My Recorded Meetings page. For details, see Opening the My Recorded
Meetings Page (on page 207).

Open the Share My Recording window:

Click the following icon for the recording that you want to share with others.

Click the linked name of the recording you want to share. On the Recording
Information page, click Send Email.

The Share My Recording window appears.

214

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.

Chapter 12: Managing Meeting Recordings

(Optional) Type a message in the Your message box.

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.

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13
Sharing Files and Whiteboards
Chapter 13

Your user role in a meeting determines your level of file sharing. Whichever role you
take, the following table describes the basic tasks associated with that role. The type
of files you can share include documents, presentations, and videos.
For detailed instructions on a particular task, click More by the task description.
Task description:
Host

Open and share a file or whiteboard

learn about tools for sharing More

(on page 218)

start sharing More (on page 221)

assigning sharing privileges to

participants More (on page 218)

save a file More (on page 234)

View and interact with shared files

and whiteboards
Participant with granted permissions

display slides or pages More (on

page 237)

use tools to annotate a file More

synchronize your view with the

host More (on page 237)

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Granting sharing privileges

To grant or remove participant privileges during a meeting:
1

In the Meeting window, on the Participant menu, choose Assign Privileges.

The Participant Privileges dialog box appears.

Grant or remove a privilege, as follows:

To grant a specific privilege, select its check box.

To grant all privileges, select the Assign all privileges check box.

To remove a privilege, clear its check box.

To revert to the preset privileges, click Reset to Meeting Defaults.

Click Assign.

Content viewer tools

Content Viewer

Tools
The tools on the content viewer toolbar
allow you to share and perform actions on
whiteboards, or on files, such as
presentations or documents.

Select this button at the top right of the

content viewer to start a new whiteboard.
annotation toolbar-Select a drawing tool
for directing attention onscreen, using
pointers, a highlighter, or drawing a shape
More (on page 220)

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Content Viewer

Tools

Viewing toolbar and menu-Change to fullscreen, rotate pages, zoom in or out using
these tools. More

Changing views in a file or whiteboard

You can switch views in the content viewer by clicking the view icons and selecting
from the View menu in the bottom left corner of the content viewer:

View tools

Tool

Show Thumbnail

Full-Screen View

Icon

Description
To display thumbnails, or miniatures, of shared pages, slides, or
whiteboards to the side of the content, click Show Thumbnail.
This tool helps you locate a page or slide quickly.
Displays shared content in a full-screen view. Helps to ensure that
participants can view all activity on your screen. Also helps to
prevent participants from viewing or using other applications on
their screens during a presentation.
Click ESC to return to the content viewer.

Rotate page

Zoom In/
Zoom Out

For documents in landscape orientation, you can rotate the pages

to the left or right so they appear correctly in the content viewer.
Lets you display shared content at various magnifications. Click
this button, and then click the page, slide, or whiteboard to
change its magnification. For more magnification options, click the
downward-pointing arrow.

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Tool

Icon

Sync Display for

All

Description
For presenters, synchronizes all participants' displays with your
display. Helps to ensure that all participants are viewing the same
page or slide, at the same magnification, as in your display.

Using annotation tools on shared content

In an online meeting, you can use annotation tools on shared content to annotate,
highlight, explain, or point to information:
Basic annotation tools

Annotation
Tool

Pointer

Text

Icon

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.
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.

220

Line

Lets you draw lines and arrows on shared content. For more options,
click the downward-pointing arrow. Clicking this button closes the
Rectangle tool.

Rectangle

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.

Highlighter

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

Annotation
Color

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.

Chapter 13: Sharing Files and Whiteboards

Annotation
Tool

Icon

Eraser

Description
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.

Sharing files
File sharing is ideal for presenting information that you do not need to edit during the
meeting, such as a video or slide presentation. Participants can

view shared files in their content viewers without the need for the application with
which it was created.

view a media file, such as a video, without the need for special software or
hardware.

view any animation and transition effects on shared Microsoft PowerPoint slides.

After a meeting starts, you can open a presentation or document to share. You do not
need to select it or load it before the meeting.
While sharing a file, you can:

Draw on the screen

Use a pointer to emphasize text or graphics

Print it More

Display it at various magnifications, in miniature (thumbnails), and in a fullscreen view More (on page 231)

Synchronize all participants' displays with the display in your content viewer
More (on page 232)

Save it to a file More (on page 234)

At any time during a meeting, you can grant participants privileges that allow them to
annotate, save, print, and display different views of shared content.

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Sharing a file
You can share a file, such as a document, presentation, or video, that resides on your
computer. Participants view the shared file in their content viewers.
To share a file:
1

On the Share menu, choose File.

The Share File dialog box appears.

Select the document or presentation that you want to share.

Click Open.

The shared document or presentation appears in the content viewer.

Choosing an import mode for presentation sharing

For Windows users only
Before you share a presentation, you can choose one of the following import modes:

Universal Communications Format (UCF)-The default mode. Lets you display

animations and slide transitions in Microsoft PowerPoint presentations. In the
UCF mode, Meeting Manager imports presentations more quickly than it does in
the printer driver mode. However, pages or slides may not appear consistently in
Meeting Manager across platforms.

Printer driver-Displays shared presentations as they appear when you print them,
providing a consistent appearance of pages and slides in Meeting Manager across
platforms. However, this mode does not support animations or slide transitions. In
this mode, the first page or slide may appear quickly, but the total import time for
all pages or slides is usually longer than it is in the UCF mode.

Note: Changing the import mode does not affect any presentations that you are currently sharing.
To apply a new import mode to a shared presentation, you most close it first, and then share it
again.

To choose an import mode for shared presentations:

1

In the Meeting window, on the Meeting menu, choose Options.

The Meeting Options dialog box appears, with the Options tab selected by
default.

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Click the Import Mode tab.

The Import Mode tab
options appear.

Select either Universal Communications Format or Printer driver.

Sharing a whiteboard
Sharing a whiteboard allows you to draw objects and type text that all Participants can
see in their content viewers. You can also use a pointer to emphasize text or graphics
on a whiteboard.
Other things you can do while sharing a whiteboard:

Display it at various magnifications, in miniature (thumbnails), and in a fullscreen view.

Copy and paste images into it

Reorder its position in reference to any other whiteboards

Print it

Synchronize Participants' displays with the display in your content viewer More
(on page 232)

Save it

If you allow participants to annotate slides and pages, you and participants can draw
and type on a whiteboard simultaneously. You can also allow participants to save,
print, and display different views of shared whiteboards. For details, see Granting
sharing privileges (on page 218).

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Starting whiteboard sharing

You can share a whiteboard on which you can draw and write. Participants can view a
shared whiteboard in their content viewers.
To share a whiteboard:
On the Share menu, choose Whiteboard.
Note:
You can add multiple pages to a shared whiteboard. For details, see Adding new pages or
slides (on page 227).
You can share multiple whiteboards. For each whiteboard that you share, you see a new
Whiteboard tab in the content viewer.

Navigating presentations, documents, or

whiteboards
When sharing a file, such as a document, presentation, or whiteboard, you can

Navigate slides, pages, or whiteboards using the toolbar More (on page 224)

Advance pages or slides automatically, at an interval of time that you specify

More (on page 225)

Perform animations and slide transitions in a presentation More (on page 226)

Use keys on your computer's keyboard to navigate a presentation and display

animations on the slides More

Navigating slides, pages, or whiteboards using the toolbar

You can navigate to different pages, slides, or whiteboard pages in the content
viewer. Each document, presentation, or whiteboard being shared appears on a tab at
the top of the content viewer.

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To display pages or slides in the content viewer:

1

In the Meeting window, in the content viewer, select the tab for the document,
presentation, or whiteboard that you want to display.
If there are more tabs than can appear at one time, select the down arrow button to
see a list of remaining tabs, or use your keyboard arrows forward and back
through all the tabs.
Select the down arrow
to view remaining tabs

On the toolbar, click a button to change the page or slide you are viewing.
Select the

drop-down arrow to choose any page or

slide

left arrow to see the previous page or

slide

right arrow to see the next page or slide

Note:
Alternatively, you can navigate to different pages or slides in a shared document,
presentation, or whiteboard by opening the thumbnail viewer. For details, see Viewing
thumbnails (on page 231).
You can advance pages or slides automatically at a time interval that you specify. For details,
see Advancing pages or slides automatically (on page 225).
If you your presentation includes animations or slide transitions, you can use the toolbar or
keyboard shortcuts to perform them. For details, see Animating and adding effects to shared
slides (on page 226).

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.

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To automatically advance pages or slides:

1

In the Meeting window, in the content viewer, select the tab for the document or
presentation for which you want to advance pages or slides automatically.

On the View menu, choose Automatically Advance Pages.

The Automatically Advance Pages dialog box appears.

To change the time 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

Optional:To restart page or slide
advancement once all pages or slides
are displayed, select the Return to
beginning and continue advancing
pages check box.

Click Start.

Optional. Close the Automatically Advance Pages dialog box by clicking the
Close button in the upper-right corner of the dialog box.
The pages or slides continue to advance at the specified interval.

To stop automatic page or slide advancement:

1

If you closed the Automatically Advance Pages dialog box, on the View menu,
choose Automatically Advance Pages.
The Automatically Advance Pages dialog box appears.

Click Stop.

Animating and adding effects to shared slides

When sharing a Microsoft PowerPoint slide presentation in the content viewer, you
can animate text and slide transitions, just as you can when using the Slide Show
option in PowerPoint.
Note: To show slide animations and transitions, you must share the presentation as a Universal
Communications Format (UCF) file (.ucf). The UCF import mode automatically converts a
PowerPoint file (.ppt) to a UCF file when you share it. More (on page 222)

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For best results when sharing a presentation created using Microsoft PowerPoint 2002 for
Windows XP, use a computer with an Intel Celeron or Pentium 500 MHz or faster processor.
If at least one meeting participant is using the Java Meeting Manager, animations and slide
transitions will not display during the meeting. The meeting host can prevent participants
from joining a meeting using the Java Meeting Manager when scheduling the meeting.

To show slide animations and transitions in a shared presentation:

1

Ensure that the content viewer has input focus by clicking in the viewer.
The content viewer has input focus if a blue border appears around the outside of
the slide in the viewer.

On the toolbar, select the appropriate arrows to move through your presentation.
Select the

drop-down arrow to select any page or slide

left arrow to see the previous page or slide

right arrow to see the next page or slide

Working with pages or slides

When sharing a file, such as a document, presentation, or whiteboard, you can

Add new, blank pages or slides for annotation More (on page 227)

Paste images that you copy to your computer's clipboard into a new page or slide
in a shared document, presentation, or whiteboard More (on page 228)

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

In the content viewer, select the tab for the document, presentation, or whiteboard
to which you want to add a page or slide.

Select Add Page from the Edit menu.

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A new page appears in the content viewer at the end of the currently selected
document, presentation, or whiteboard.
Tip: If you have added multiple pages to a shared file or whiteboard tab, you can view thumbnails
(on page 231) to make it easy to view and navigate around your added pages.

Pasting images in slides, pages, or whiteboards

If you copy any bitmap image to your computer's clipboard, you can paste the image
into a new page, slide, or whiteboard in the content viewer.
For example, you can copy an image on a Web page or in an application, then quickly
share that image by pasting it in the content viewer.
To paste an image in a page, slide, or whiteboard in the content viewer:
1

In the content viewer, select the tab for the document, presentation, or whiteboard
in which you want to paste an image.

On the Edit menu, choose Paste As New Page.

The image appears on a new page in the content viewer, at the end of the currently
selected document, presentation, or whiteboard.

Note: You can paste any type of bitmap image, such as a GIF, JPEG, BMP, or TIF image in the
content viewer. However, you cannot paste other types of images-such as EPS or Photoshop
(PSD) images-in the content viewer.

Managing views of presentations, documents, or

whiteboards
All shared files, such as presentations, documents, or whiteboards, appear in the
content viewer in the Meeting window. A tab at the top of the content viewer appears
for each document, presentation, or whiteboard that is being shared.
Depending on your role and the privileges that you have, you can do the following
when viewing shared content in the content viewer:

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Magnify (on page 229) slides, pages, or whiteboards

Chapter 13: Sharing Files and Whiteboards

View thumbnails (on page 231) of slides, pages, or whiteboards.

Display a full-screen view (on page 230) of a page, slide, or whiteboard.

Synchronize all participant views (on page 232) of a page or slide with the view
that appears in your content viewer

Zooming in or out
Using the tools on the content viewer toolbar, you can:

Zoom in to or out from a page, slide, or whiteboard

Adjust the size of a page, slide, or whiteboard to fit the content viewer

Turn off the Zoom tool at any time

To zoom in to or out from a page, slide, or whiteboard:

On the content viewer toolbar:

Select the Zoom In or Zoom In button, and then drag your mouse to the area.
Release your mouse button.

To zoom in or out to a preset percentage, select the downward-pointing arrow to

the left of the Zoom In/Zoom Out button, and then choose the percentage.

To adjust the size of a page, slide, or whiteboard within the content viewer:
On the toolbar, select the downward-pointing arrow to the left of the Zoom In/Zoom
Out buttons.

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Choose a viewing option

To turn off a zoom tool:

On the toolbar, click the Zoom In/Zoom Out button.

Controlling full-screen view

You can maximize the size of a page, slide, or whiteboard in the content viewer to fit
your monitor's entire screen. A full-screen view replaces the normal meeting window
view. You can return to a normal view at any time.
Note: If a meeting presenter displays a full-screen view of a page, slide, or whiteboard,
participant screens automatically display a full-screen view as well. However, participants can
control full-screen view independently in their meeting windows.

To display a full-screen view:

On the content viewer toolbar, select the Full Screen icon.

To return to a normal view:

On the Meeting Controls Panel, select the stop
icon to return to the main window.

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Viewing thumbnails
You can view thumbnails of the shared pages, slides, and whiteboards that appear in
the content viewer. Thumbnails provide a fast way to locate a shared page or slide that
you want to display in the content viewer.
To view thumbnails of slides, pages, or whiteboards:
1

In the content viewer, select the tab for the document, presentation, or whiteboard
for which you want to view thumbnails.

On the content viewer toolbar, select Show Thumbnails from the View menu.

Thumbnails of all pages or slides in the selected document, presentation, or

whiteboard appear in the thumbnail viewer, in the left column.

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Optional. To display any page or slide in the content viewer, double-click its
miniature in the thumbnail viewer.

Note: Participants must have both the View thumbnails and View any page privileges to display
a miniature of a page or slide at full size in the content viewer.

To close the thumbnail viewer:

On the content viewer toolbar, select Hide Thumbnail from the View menu..

Synchronizing all participant views

You can synchronize the display of a shared page, slide, or whiteboard in all
participant content viewers with the display in your viewer. Once you synchronize
displays, the page, slide, or whiteboard in participant content viewers appears at the
same magnification as in your content viewer.
To synchronize participant views of slides, pages, or whiteboards:
On the View menu at the bottom of the window, select Sync Display for All.
Sync Display for All

Clearing annotations
You can clear any annotations made by you or another participant on a shared page,
slide, or whiteboard in the content viewer. You can clear:

All annotations at once

Only specific annotations

If you are the presenter or host, clear all annotations you have made
annotation tools

To clear all annotations on a shared page, slide, or whiteboard:

1

232

On the annotation toolbar, click the downward-pointing arrow to the right of the
Eraser Tool icon.

Chapter 13: Sharing Files and Whiteboards

Eraser tool

Choose Clear All Annotations.

Note: Only annotations on the page or slide that currently appears in your content viewer are
cleared. Annotations on other pages or slides are not cleared.

If you are the host or presenter, you can clear all the annotations you've made.
To clear all annotations you have added to a shared page, slide, or whiteboard:
1

On the annotation toolbar, click the downward-pointing arrow to the right of the
Eraser Tool icon.
Eraser tool

Choose Clear My Annotations.

To clear specific annotations on a shared page, slide, or whiteboard:

1

On the toolbar, click the Eraser Tool icon.

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.
Eraser tool

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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

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.

Eraser tool

Choose Clear My Pointer.

Saving, opening, and printing presentations,

documents, or whiteboards
Meeting participants (hosts, presenters, and participants with privileges) can access
and print documents, presentations, and whiteboards shared in a meeting. For
example, you can:

save a shared presentation More (on page 234)

open a saved document More (on page 235)

print a whiteboard More (on page 236)

Saving a presentation, document, or whiteboard

You can save any shared document, presentation, or whiteboard that appears in the
content viewer. A saved file contains all the pages or slides in the document,
presentation, or whiteboard that is currently displayed in the content viewer, including
any annotations and pointers that you or other attendees added to them.
Files that you save are in the Universal Communications Format (UCF), which have a
.ucf extension. You can open a .ucf file either in another meeting or at any time
outside of a meeting.
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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 > Document.

The Save Document As dialog box appears.

Choose a location at which to save the file.

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 > Document.
Meeting 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 > Document.

The Save Document As dialog box appears.

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 a meeting, you can do either of the following:

Open file in the content viewer during another meeting for sharing. Only a
presenter or participants who have the Share documents privilege can open a
saved file during a meeting.

Open the file at any time on your computer's desktop. If you open a saved file on
your desktop, it appears in the WebEx Document Manager, a standalone, or
offline, version of the content viewer.

A saved document, presentation, or whiteboard is in the saved Universal

Communications Format (UCF) and has a .ucf extension.

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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.

Select the document, presentation, or whiteboard file that you want to open.

Click Open.

To open a saved document, presentation, or whiteboard on your computer's desktop:

Double-click the saved file.
The document, presentation, or whiteboard opens in the WebEx Document Viewer.

Printing presentations, documents, or whiteboards

You can print any shared presentations, documents, or whiteboards that appear in
your content viewer. A printed copy of shared content includes all added annotations
and pointers.
To print shared content:
1

In the content viewer, select the tab for the document, presentation, or whiteboard
that you want to print.

On the File menu, choose Print > Document.

Select the printing options that you want to use, and then print the document.

Note: When printing shared content in the content viewer, Meeting Manager resizes it to fit on
the printed page. However, for whiteboards, the Meeting Manager prints only the content that lies
within the dashed lines on the whiteboard.

If you are a meeting participant...

If you are participating in a meeting (and have not taken on another role, such as host
or presenter), you can move around independently in shared documents and
presentations if the host has assigned these privileges to you. For shared documents,
presentations, and whiteboards, you can:

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display any page More (on page 237)

synchronize your view with the host's view More (on page 237)

Chapter 13: Sharing Files and Whiteboards

save shared documents More (on page 234)

open shared documents More (on page 235)

print shared documents More (on page 236)

Displaying pages, slides, or whiteboards

For participants
If you have been granted the necessary privileges, you can navigate to different pages,
slides, or whiteboard pages in the content viewer. Each document, presentation, or
whiteboard being shared appears on a tab at the top of the content viewer.
1

In the Meeting window, in the content viewer, select the tab for the document,
presentation, or whiteboard that you want to display.
If there are more tabs than can appear at one time, select the down arrow button to
see a list of remaining tabs, or use your keyboard arrows forward and back
through all the tabs.
Select the down arrow
to view remaining tabs

On the toolbar, click a button to change the page or slide you are viewing.
Select the

drop-down arrow to choose any page or

slide

left arrow to see the previous page or

slide

right arrow to see the next page or slide

Synchronizing your view of pages, slides, or whiteboards

During a meeting, you can synchronize the display of shared content in your content
viewer with the display in the presenter's viewer. This option is useful, for example, if
you are viewing a previous slide in a presentation and want to quickly return to the
actual slide that the presenter is discussing. Synchronizing your display also resizes it
to that in the presenter's content viewer.
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To synchronize your view of shared content in the presentation viewer:

On the View menu at the bottom of the window, select Sync Display With
Presenter.
Sync Display With Presenter

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14
Sharing Web Content
Chapter 14

If you want to...

See...

get an overview of sharing Web content

About sharing Web content (on page 239)

share Web content with meeting participants

Sharing Web content (on page 240)

understand the differences between sharing a Differences between sharing Web content
browser and sharing Web content
and sharing a Web browser (on page 240)

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.

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If you use Web content sharing, then, participants can experience audio and video
effects on a Web page. However, unlike Web browser sharing, this option does not
allow you to guide participants to other Web pages. For more information, see
Differences between sharing Web content and sharing a Web browser (on page 240).
Important: If you share content that requires a media player, participants can view and interact
with the content only if the appropriate player is installed on their computers.

Sharing Web content

You can share a Web page that contains multimedia effects. The page opens in the
content viewer on each participant's screen.
To share Web content:
1

On the Share menu, choose Web Content.

The Share Web Content dialog box appears.

In the Address box, enter the address, or URL, at which the content resides.
Or, if you have previously shared the content, select it in the drop-down list.

In the Type box, select the type of Web content that you want to share.

Click OK.

Tip: You can copy a URL from any source, such as another browser window, and then paste it in
the Address box.

Differences between sharing Web content and

sharing a Web browser
Meeting Center provides two options for sharing Web-based information. You can
share Web content or share a Web browser with meeting participants. Choose the
feature that better suits your needs.

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Sharing option

Advantages

Disadvantages

Web browser sharing

Lets you guide

participants to various
Web pages and sites on
the Web.

Does not display media

effects or transmit
sounds on Web pages.

Lets you grant attendees

control of your Web
browser.

Does not let participants

interact with Web pages
independently.

Lets you and other

participants annotate
Web pages.

Displays Web pages,

Does not let you guide
and lets participants
participants to other Web
experience media effects pages.
on Web pages, including
video and sound.

Lets participants interact

with Web pages
independently in their
content viewers.

Web content sharing

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15
Sharing Software
Chapter 15

Sharing a tool, like a software application, works differently from sharing a document
or presentation. When you share software during a meeting, a sharing window opens
automatically on all participant screens. You can show, in this special sharing
window:

an application (for example, you want to edit a document as a group or show

your team how a tool works)

computer desktop (for easily sharing several applications at once and for sharing
file directories open on your computer)

web browser (useful for sharing particular Web pages with participants or
showing a private intranet)

any application or the desktop on a remote computer with Access Anywhere

installed on it (for example, you are on the road, and the computer in your office
has the information you need)

Your site settings and your user role in a meeting determines your level of
participation in sharing software. Whichever role you take, this table describes the
basic tasks associated with that role. For detailed instructions on a particular task,
select "More" by the task description.

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Role

Task description:

host and
presenter

Share software:

participant

Share applications More (on

page 244)

Share your desktop More (on

page 247)

Share a Web browser More (on

page 249)

Share a remote computer More

(on page 251)

Control the appearance of shared

software More (on page 260)

Annotate shared software More

(on page 268)

Let a participant control your

shared software More

View and work with shared software:

Control the appearance of shared

software More (on page 265)

Ask to control shared software

More (on page 275)

Annotate shared software More

(on page 268)

Stop participating in software

sharing More (on page 277)

Sharing applications
You can use application sharing to show all meeting participants one or more
applications on your computer. Application sharing is useful for demonstrating
software or editing documents during a meeting.

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Participants can view the shared application, including all mouse movements without
having to run the application that you are sharing on their computers.
Here are just a few tasks you can perform:

Start sharing an application More (on page 245) and open more applications to
share More (on page 246)

Control the appearance and viewing of shared software (pausing, changing to fullscreen view, and so on) More (on page 260)

Annotate and draw on a shared application More (on page 268) and allow
participants to draw More

Learn about sharing application effectively More (on page 280)

Stop sharing an application More (on page 247)

Starting application sharing

Host or Presenter only
You can share any application on your computer with meeting participants.
To share an application:
1

On the Share menu, choose Application.

The list of all applications currently running on your computer is displayed.

Do one of the following:

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If the application you want to share is currently running, select it in the list to
begin sharing it.

If the application you want to share is not currently running, select Other
Application. The Other Application dialog box appears, showing a list of all
applications on your computer. Select the application, and then select Share.

Your application appears in a sharing window on participant screens.

For tips that can help you to share applications more effectively, see Tips for Sharing
Software (on page 280).

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 participant screens.
To share an additional application:
Select the application you want to share:

If that application is currently running: Select the Share button.

Each application you have open on your desktop
has these buttons in the upper right corner

Tip: When you open any application that you have minimized, it opens with the sharing
buttons in the upper-right corner.

If the application is not currently running: Select the Share Application

button in the Meeting Controls Panel. You can also find it using File Explorer
or any other tool you use to locate applications on your computer. When you
open it, it appears with the Share button.

Your application appears in a sharing window on participant screens.

Meeting Center tracks the number of applications you are currently sharing:
The Share button to the
right of Pause lets you
select the different types of
content you want to share.

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Tip: Alternatively, you can share multiple applications by sharing your computer's desktop. For
details, see Sharing your desktop. (on page 247)

Stopping application sharing for all participants

Host or Presenter only
You can stop sharing an application at any time. Once you stop sharing an
application, participants can no longer view it.
If you are sharing multiple applications simultaneously, you can stop sharing either a
specific application or all applications at once.
To stop sharing a specific application when sharing multiple applications:
On the title bar of the application that you no longer want to share, select the Stop
button, or in the Meeting Controls Panel, select the STOP button.

To stop sharing all applications:

In the Meeting Controls Panel, select the STOP button.

You can also pause sharing: Select the Pause button (located next to the Stop button).

Sharing your desktop

You can share the entire content of your computer, including any applications,
windows, and file directories that reside on it. Participantscan view your shared
desktop, including all mouse movements.
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Tasks related to sharing your desktop:

Start sharing your desktop More (on page 248)

Manage how participants view your shared software (pausing, changing to fullscreen view, and so on) More (on page 260)

Annotate and draw on your desktop More (on page 268) and allow participants to
annotate More

Read a few tips for sharing your desktop effectively More (on page 280)

Stop sharing your desktop More (on page 249)

Allow a participant to control the shared desktop More

Starting desktop sharing

Host or Presenter only
You can share your computer's desktop with meeting participants.
To share your desktop:
1

On the Share menu, choose Desktop.

If you have more than one monitor, a submenu shows the available monitors.

Select the monitor to share.

Your desktop appears in a sharing window on participants' screens.

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For ideas that can help you to share your desktop more effectively, see Tips for
Sharing Software. (on page 280)
Note: If your desktop has any background images or patterns, or wallpaper, your Meeting
Manager software may remove them from participant views to improve the performance of
desktop sharing.

Stopping desktop sharing

You can stop desktop sharing at any time.
To stop sharing your desktop:
In the Meeting Controls Panel, select the Stop button.
You can also pause sharing: Select the Pause
button (located next to the Stop button).

If you are a participant, rather than the presenter, select the Return button to leave the
sharing session.
You do not leave the meeting, just the sharing
portion of it.

Sharing a Web browser

A presenter uses Web browser sharing to show all meeting participants all Web pages
that he or she accesses in a browser. Web browser sharing is useful for showing
participants Web pages on the Internet, or the presenter's private intranet or computer.
Participants can view the presenters Web browser, including mouse movements, in a
sharing window on their screens.
Tasks related to sharing a Web browser:

Start sharing a web browser More (on page 250)

Manage how participants view the shared Web browser More

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Annotate and draw on a shared Web browser More and let a participant draw on a
shared Web browser More

Learn how to share Web browsers effectively More (on page 280)

Stop sharing a Web browser More (on page 250)

Starting Web browser sharing

Host or Presenter only
You can share a Web browser with meeting participants.
To share a Web browser:
1

On the Share menu, choose Web Browser.

Your default Web browser opens.

Go to a Web page in your browser.

Note: Participants view all new Web browser windows that you open. You can show
participants several Web pages simultaneously

Stopping Web browser sharing

You can stop sharing a Web browser at any time.
To stop Web browser sharing:
On the title bar of the application that you no longer want to share, select the Stop
button.

Tip: You can temporarily pause Web browser sharing, rather than stopping Web browser sharing.
For details, see Pausing and resuming software sharing (on page 261)

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Sharing a remote computer

A presenter uses remote computer sharing to show all meeting participants a remote
computer. Depending on how the remote computer is set up, the presenter can show
the entire desktop or just specific applications. Remote computer sharing is useful to
show participants an application or file that is available only on a remote computer.
Participants can view the remote computer, including all the presenter's mouse
movements, in a sharing window on their screens.
As presenter, you can share a remote computer during a meeting if:

You have installed the Access Anywhere Agent on the remote computer

You logged in to your Meeting Center Web site before joining the meeting, if you
are not the original meeting host

For information about setting up a computer for remote access, refer to the Access
Anywhere User's Guide.
Tasks related to sharing a remote computer:

Start sharing a remote computer More (on page 251)

Manage how and what participants view on the shared remote computer(pausing,
changing to full-screen view, and so on) More (on page 260)

Change settings on a remote computer while sharing it More (on page 255)

Stop sharing a remote computer More (on page 254)

Starting remote computer sharing

Host or Presenter only
If you have already set up a computer for Access Anywhere, you can share the
computer during a meeting.
To share a remote computer:
1

On the Share menu, choose Remote Computer.

The Access Anywhere dialog box appears.

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Under Remote Computers, select the computer you want to share.

Under Applications, select an application that want to share.

If you set up the remote computer so you can access its entire desktop, the option
Desktop appears under Applications.

Select Connect.
Depending on the authentication method you chose when you set up the computer
for Access Anywhere, you perform one of these tasks:

If you chose access code authentication: You enter the access code you
typed when you set up the remote computer.

If you chose phone authentication: You receive a phone call at the number
that you entered when you set up the remote computer.

Complete your authentication.

If you chose access code authentication: Type your access code in the box,
and then select OK.

If you chose phone authentication: Follow the voice instructions.

Note:
If you are not the original meeting host, you must log in to your Meeting Center Web site
before joining a meeting in which you want to share a remote computer. If you are already in
a meeting, but did not log in to your site, you must leave the meeting, log in to your site, and
then rejoin the meeting.
If a password-protected screen saver is running on the remote computer, your meeting service

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automatically closes it once you provide your access code or pass code.
If the remote computer is running Windows 2000, and you must log in to the computer, send
a Ctrl+Alt+Del command to the computer.
If you set up the remote computer so you can access multiple applications, you can share
additional applications simultaneously.

Sharing additional applications on a shared remote computer

Host or Presenter only
While sharing a remote computer on which you have specified that you can access
only specific applications rather than its entire desktop, you can share additional
applications on the remote computer. Meeting participants can view all shared
applications simultaneously.
To share an additional application on a shared remote computer:
1

On the Meeting Controls Panel, select the down arrow button (it is the last button
on the Meeting Controls Panel). Then choose Share Remote Application.

In the Select Application box, select the application you want to share.

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After you choose another

application to share, all
previously selected
applications remain open.
Example: You opened the
Paint application first. Then
you chose Notepad from the
Select Application box.
Both applications remain
open on the shared desktop.

Select OK.

Stopping remote computer sharing

Host or Presenter only
You can stop sharing a remote computer during a meeting at any time. Once you stop
sharing a remote computer, the Access Anywhere Server disconnects your local
computer from the remote computer. The remote computer remains logged into the
Access Anywhere Server, so you can access it again at any time.
Before you stop remote computer sharing:
To ensure your privacy and the security of your remote computer, do one of the
following:

254

Close any applications that you started during the sharing session.

If the remote computer is running Windows 2000, and you have administrator
rights on the computer, log off from or lock the computer. To access these options
on the computer, send a Ctrl+Alt+Del key combination to the remote computer
More (on page 259)

Specify a screen saver password, and set the screen saver to appear after short
period of inactivity-for example, 1 minute.

Shut down the computer, if you do not plan to access it again remotely.

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To stop remote computer sharing:

On the Meeting Controls Panel, select Stop Sharing.

Sharing stops and you return to Meeting Manager.

Managing a shared remote computer

Host or Presenter only
While sharing a remote computer during a meeting, you can manage the remote
computer by setting options and sending commands.
Options you can set:

Disable or enable the keyboard and mouse on the remote computer More (on page
256)

Reduce the screen resolution on the remote computer to match that of your
computer, or restore the resolution on the remote computer More (on page 256)

Adjust the size of the view of the remote computer that appears in the sharing
window, including zooming in to and out from the view and scaling the view to fit
the sharing window More (on page 257)

Hide or display the contents on the remote computer's screen at the remote
location More (on page 258)

Note: Any changes that you make to options affect the remote computer only during the current
sharing session. The changes do not affect the default options that you set for the remote computer
in the Access Anywhere Agent preferences.

Commands you can send:

Ctrl+Alt+Del key combination, which allows you to access options to log in to,
log out from, lock, or unlock a Windows PC More (on page 259)

A command to bring remote applications to the front of your screen, if they are
either behind other applications or minimized More (on page 259)

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Reducing the screen resolution for a shared remote

computer
While sharing a remote computer, you can reduce the screen resolution on the remote
computer. This option helps to prevent the need to scroll while viewing the desktop or
applications on the remote computer. The reduced screen resolution also appears in all
participant sharing windows. You can return a remote computer's screen resolution to
its original setting at any time during a remote access session.
To reduce the screen resolution on a remote computer:
On the Meeting Controls Panel, select the down arrow button (it is the last button on
the Meeting Controls Panel). Then choose Reduce Screen Resolution to Match This
Computer.

Note:
If you reduce the screen resolution a remote computer during a sharing session, the Access
Anywhere Agent restores the resolution to its original setting once you end the session.
You can specify whether or not the remote computer's screen resolution is reduced
automatically once you connect to the computer remotely. For details, refer to the Access
Anywhere User's Guide.

Disabling and enabling the keyboard when sharing a remote

computer
Host or Presenter only
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While sharing a remote computer, you can disable the keyboard and mouse on the
remote computer, thereby preventing anyone from using the computer while you are
accessing it remotely. You can re-enable a remote computer's keyboard and mouse at
any time.
To disable or enable a remote computer's keyboard and mouse:
On the Meeting Controls Panel, select the down arrow. Then choose Disable
Keyboard and Mouse.
The down arrow is located at the end of the
Meeting Controls Panel.

A check mark next to the command indicates that the keyboard and mouse are
disabled. If no check mark appears, the keyboard and mouse are enabled.
Note:
If you disable a remote computer's keyboard and mouse during a sharing session, the Access
Anywhere Agent re-enables them once you end the session.
You can specify whether or not the remote computer's keyboard and mouse are disabled
automatically once you connect to the computer remotely. For details, refer to the Access
Anywhere User's Guide.

Adjusting the size of the view of a shared remote computer

Host or Presenter only
While sharing a remote computer, you can adjust the size of the shared view using
one of these methods:

Select a preset percentage at which to view the remote computer.

Zoom in to and out from the remote computer in increments.

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Scale the remote computer view to fit the sharing window in which it appears.

To adjust the size of the view of a shared remote computer:

On the Meeting Controls Panel, select the down arrow (the last button on the
panel)and then choose View. Choose a display option from the menu.

Hiding the contents on a shared remote computer's screen

Host or Presenter only
While sharing a remote computer, you can make a remote computer's screen blank,
thereby preventing anyone at the remote computer's location from viewing the
contents of the screen. If the contents on a remote computer's screen are hidden, you
can display them at any time.
To hide or display the contents on a remote computer's screen:
On the Meeting Controls Panel, select the down arrow (the last button on the panel)
and then choose Make Screen Blank.
A check mark next to the command indicates that the contents on the remote
computer's screen are not visible. If no check mark appears, the contents on the
remote computer's screen are visible.

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Note:
If you make a remote computer's screen blank during a sharing session, the Access Anywhere
Agent displays the contents on the screen once you end the session.
You can preset the remote computer screen to be blank after you connect to it. For details,
refer to the Access Anywhere User's Guide.

Sending a Ctrl+Alt+Del command to a shared remote

computer
Host or Presenter only
While sharing a remote computer that is running Windows, you can send an
Ctrl+Alt+Del command to the computer to access options that let you:

Log in to the computer

Log out from the computer

Lock the computer

Unlock the computer

To send a Ctrl+Alt+Del command to a shared remote computer:

On the Meeting Controls Panel, select the down arrow (the last button on the
panel)and then choose Make Screen Blank. Send Ctrl+Alt+Del.

Selecting an application on a shared remote computer

Host or Presenter only
If you have set up a remote computer to share only selected applications, rather than
the entire desktop, you can only work with one application at a time. You can easily
switch and share a different application.
To choose a different application to share:
On the Meeting Controls panel, select the down arrow. Then choose Share Remote
Application.
Select the application you want to share from the list of available application.

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Controlling views of shared software

260

Role

Task description:

Host or
Presenter

Pause or resume sharing

More

Control full-screen view of

shared software More (on
page 260)

Synchronize views More

(on page 263)

Chapter 15: Sharing Software

Role

Task description:

Participant

Control your view of shared

software More (on page
265)

Close your sharing window

More (on page 266)

The presenter can control participant views of a shared desktop, remote computer
(if available), application or Web browser.
Participants can manipulate their individual displays of the shared software

Pausing and resuming software sharing

Host or Presenter only
While sharing software, you can temporarily pause sharing to freeze attendees' views.
If you want to return attendees to the Meeting window while sharing software,
pausing shared software conserves resources on your computer and bandwidth for
your Internet connection. This option is also useful if you do not want attendees to see
certain actions that you take with shared software.
You can resume sharing to restore attendees' views of shared software at any time.
To pause software sharing:
Select the Pause button, located to the right of the Stop button.

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The word "Paused" now appears in the panel. A short message is displayed indicating
that the participant view would be frozen until you resume sharing. Additionally, the
Pause button text changes to Resume.

To resume software sharing:

Select the Resume button.

Controlling full-screen view of shared software

Host or Presenter only
You can switch participant views of a shared application, remote computer (if
available), or Web browser between a standard window and a full-screen view.
A full-screen view of shared software fits participant entire screens and does not
include a title bar or scroll bars.
Participants can override your setting to control full-screen view or to zoom in or out
on the shared software on their computers.
To display shared software in a full-screen view:
On the Meeting Controls Panel, select the down arrow (the last button on the
panel)and then choose View. Then choose Full screen for Participants.
To see panel controls, select the gray
down-arrow button (it is the last
button).

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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 participant views of the software with your view.
Synchronizing views of shared software ensures that the sharing window appears as
the active window on participant screens. For example, if a participant has minimized
the sharing window, or moved another window on top of it, the sharing window
becomes the active window when you synchronize views.
Note: Synchronizing views has no effect on the size in which the shared software appears on
participant screens. Participants can control the size of their views independently.

To synchronize your view with participants:

On the Meeting Controls Panel, select the down arrow (the last button on the panel)
and then choose View. Then choose Synchronize for All.

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.

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On the Share menu, select Desktop.

A submenu shows the available monitors.

Select the monitor you want to share.

The Meeting Controls Panel indicates which monitor you are sharing. If you are
sharing the same monitor where the Meeting Controls Panel is, it says, "You are
sharing this monitor."

If you are sharing a monitor that is not the same monitor where the Meeting Controls
Panel is, it says, "You are sharing monitor <number>."

In addition, a green border appears around the monitor you are sharing.

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To select a different monitor to share:

1

On the Meeting Control Panel, select the Select Content to Share button.

In the submenu that appears, select Share Desktop.

A submenu shows you the available monitors.

Select the monitor number you want to share.

The Meeting Controls Panel indicates which monitor you are sharing. In addition, a
green border appears around the monitor you are sharing.

Controlling your view as a participant

Participant only
When viewing or remotely controlling shared software, you can set these options,
which determine how shared software appears on your screen:

Display the shared software in a full-screen view or a standard window. A fullscreen view of a shared application or desktop fits your entire screen and does not
include a title bar or scroll bars.

Scale, or resize, a shared desktop or application to fit the full-screen view or

standard window in which it appears.

To control your view of shared software:

On the Meeting Controls Panel, select the down arrow (the last button on the
panel)and then choose View. Then choose an option from the menu.

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Tip: To switch quickly from the standard window to a full-screen view of shared software,
double-click the shared software.

Closing your participant sharing window

Participant only
While viewing or remotely controlling shared software, you can close the sharing
window in which the software appears at any time. Closing a sharing window returns
you to the Meeting window. If you close a sharing window, you can reopen it at any
time.
To close a sharing window:
1

266

On the Meeting Controls Panel, select the down arrow (the last button on the
panel)and then choose Stop <option> from the menu. The following graphic
shows the Stop Application Sharing option because an application has been
shared. If you have shared your desktop or Web Browser, the menu would show
Stop Desktop Sharing.

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Choose the appropriate option.

The sharing window closes. The Meeting window then automatically opens.

To return to the sharing window at any time:

In the Meeting window, on the Sharing menu, select a sharing option (desktop,
remote computer, application or Web browser).

Switching your participant view

Participant only
While a presenter is sharing software, you can return to the Meeting window at any
time. The sharing window remains open on your computer, so you can return to
viewing the shared software at any time.
To return to the Meeting window while the presenter is sharing software:
On the Meeting Controls Panel, select the Return to Meeting Window icon.

The Meeting window then appears.

To return to a sharing window:
In the Application Share dialog box, which appears in the Meeting window, select
Return to Sharing.
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Annotating shared software

Task description:

Host or Presenter

Participant

Start or stop annotation mode

More (on page 269)

Use annotation tools More (on

page 270)

Let a participant use annotation

More

Save annotations More (on

page 274)

Ask for permission to use

annotation More (on page 272)

Use annotation tools More (on

page 270)

Save annotations More (on

page 274)

Give up annotations More (on

page 273)

You can annotate a shared desktop, application or Web browser during a meeting,
using the highlighter or other annotation tool.
Meeting participants can see annotations in their sharing windows.

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Starting and stopping annotation

Host or Presenter only
When you are sharing a desktop, application or Web browser, you can make
annotations on the software.
Participants can see all your annotations.
To start annotating shared software:
1

On the Meeting Controls panel, select the Annotate button.

The Annotation button has the image of
a pencil on it.

The Tools panel appears.

Select a tool for making annotations.

For details about annotation tools, see Using annotation tools (on page 270).
Note:
You can let one or more participants annotate the shared software. For details, see Letting a
participant annotate shared software.
Once you or a participant makes annotations, you can save an image of the software,
including the annotations. For details, see Taking a screen capture of annotations on shared
software (on page 274).

To stop making annotations on shared software and return your mouse to a normal
pointer, you must stop annotation mode.
To stop annotation mode:
Select the Stop Annotating button in the Tools panel.

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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.

Annotation
Tool

Pointer

Text

Icon

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.
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.

270

Line

Lets you draw lines and arrows on shared content. For more options,
click the downward-pointing arrow. Clicking this button closes the
Rectangle tool.

Rectangle

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.

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Annotation
Tool

Icon

Description

Highlighter

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

Annotation
Color

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.

Eraser

Erases text and annotations or clears pointers on shared content. To

erase a single annotation, click it in the viewer. For more options, click
the downward-pointing arrow. Clicking this button again turns off the
eraser tool.

Letting a participant annotate shared software

Host or Presenter only
You can let one or more meeting participants annotate a shared desktop (if available),
application or Web browser.
You can let several participants annotate shared software at the same time.
To let a participant annotate shared software:
1

On the Meeting Controls Panel, select the Annotate icon.

The tools panel appears.

Select the down arrow on the Allow to Annotate button.

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On the menu that appears, choose which participants can annotate the shared
software:

You can choose "All" or select someone from the list.

Note:
You can stop a participant from annotating shared software at any time. For details, see
Stopping a participant from annotating shared software. (on page 273)

Requesting annotation control of shared software

Participant only
If a presenter is sharing a desktop, Web browser or application, you can ask the
presenter to allow you to annotate the shared software.
After you have permission, you can:

Make annotations by highlighting areas on the software, drawing lines and shapes,
typing text, and using pointers.

Clear annotations at any time.

Change the color that you are using to make annotations.

Save an image of your annotations on the shared software.

To request annotation control of shared software:

1

In the Meeting Controls Panel, select the Annotate button.

The 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:

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Select the tool you want to use.

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Optional. Choose another annotation tool. For details, see Using annotation tools
(on page 270).

Note: If you are controlling shared software remotely, the presenter must take back control to
turn on annotation mode. You and the presenter can then annotate the shared software
simultaneously.

Giving up annotation control

Participant only
If the presenter has granted permission to you to annotate, you can stop annotating at
any time.
To stop annotating:
In the Annotation Tools panel, select the Stop Annotating button.

Stopping an participant from annotating shared software

Host or Presenter only
If a participant is annotating shared software, you can turn off the annotation feature.
To turn off the drawing feature:
1

On the Meeting Controls Panel, select the Assign Control button.

On the menu that appears, choose Allow to Annotate.

A check mark appears next to the names of those who can annotate the shared
software.

Choose the name of the participant to cancel the selection.

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Taking a screen capture of annotations on shared software

If you make annotations on shared software, you can save an image of the shared
software, including all annotations and pointers, to a WebEx Universal
Communications Format (.ucf) file. You can open a .ucf file on your computer
desktop or in the content viewer in a meeting.
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.

The Save As dialog box appears.

2

Choose a location at which to save the file, and then select Save.

Note: The file you save is an image of your entire desktop.

Granting participants control of shared software

While sharing the following types of software, the presenter can let a participant
control it remotely:

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Application

Desktop (if available)

Web browser

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A participant who has remote control of shared software can interact with it fully.
While a participant is controlling shared software, the presenter's mouse pointer is
inactive.
Rules of thumb for controlling shared software:

Any participant can send a request to control the software remotely. More (on
page 275)

The presenter can then grant control to the participant. More (on page 276)

Alternatively, the presenter can automatically grant control of shared software to

any participant who requests remote control. More (on page 276)

The presenter can stop a participant from remotely controlling shared software at
any time. More (on page 277)

Caution: A participant who has remote control of the presenter's desktop can run any programs
and access any files on the computer that the presenter has not protected with a password.

Requesting remote control of shared software

Participant only
If the presenter is sharing an application, desktop, or Web browser, you can ask the
presenter to grant remote control to you.
Once you assume remote control of shared software, you can interact with it fully.
To request remote control of shared software:
On the Meeting Controls Panel select Ask to Control.

A request message appears on the presenter's screen.

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Tip: While remotely controlling shared software, you can request the presenter to allow you to
annotate it. For details, see Requesting annotation control of shared software. (on page 272)

Letting a participant remotely control shared software

Host or Presenter only
If you are sharing software, you can let a participant control it remotely.
To let a participant remotely control shared software:
1

On the Meeting Controls Panel select the down-arrow button on the Assign
button.
This button is the third button from the
left on the Controls panel.

On the menu that appears, choose Pass Keyboard and Mouse Control > [name of
participant].

Automatically letting participants remotely control shared

software
Host or Presenter only
While sharing software, you can automatically grant control of the software to a
participant who requests control. In this case, a participant who requests remote
control automatically takes control of the software that you are sharing. While
automatic remote control is turned on, any participant can take control away from any
other participant by requesting remote control.
To automatically let participants control shared software:
1

276

On the Meeting Controls Panel select the down-arrow button on the Assign
button.

Chapter 15: Sharing Software

On the menu that appears, choose Pass Keyboard and Mouse Control > Auto
Accept All Requests.

To stop letting participants control shared software automatically:

1

On the Meeting Controls Panel select the down-arrow button on the Assign
button.

On the menu that appears, choose Pass Keyboard and Mouse Control. Then
select Auto Accept All Requests to remove the check mark and cancel the
selection.

Stopping remote control of shared software

Host or Presenter only
While a participant is remotely controlling a shared application, desktop, or Web
browser, you can take back control of the shared software at any time. You can do
either of the following:

Take back remote control of shared software temporarily, allowing a participant to

take control at any time.

Prevent a participant from further controlling shared software.

To take back control a shared software temporarily:

On your computer's desktop, select your mouse.
You can now control the shared software.
The participant who was controlling the shared software can take back control at any
time by clicking his or her mouse.

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To prevent a participant from further controlling a shared software:

1

On your computer's desktop, click your mouse.

You can now control the shared software.
On the Meeting Controls Panel select the down-arrow button on the Assign
button.

On the menu that appears, choose Pass Keyboard and Mouse Control.
A menu appears, containing a list of all participants in the meeting. A check mark
appears to the left of the participant who has remote control.

Choose the participant's name to remove the check mark and cancel the selection.

Sharing applications with detailed color

(Windows)
For Windows users only
By default, Meeting Manager sends images of shared software using 16-bit color
mode, which is the equivalent of your computer's High Color (16-bit) setting. This
mode provides an accurate representation of color for most shared applications.
However, if your shared application contains detailed color images-such as color
gradients-the color may not appear accurately on participants' screens. For example,
color gradients may appear and color bands.
If the accuracy and resolution of color in a shared application is important, you can
turn on True Color mode in Meeting Manager. Using this mode, however, may affect
the performance of application sharing.
When using True Color mode, you can select one of the following options:

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Better imaging (no image compression)

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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.

On the Meeting menu, choose Meeting Options.

The Meeting Options dialog box appears.

Select the True Color Mode tab.

Select Enable True Color mode.

Select one of the following options:

Better imaging

Better performance

Select OK or Apply.

Sharing applications with detailed color (Mac)

For Mac users only
Before sharing an application or your desktop, you can choose one of the following
display modes:

Better performance: The default mode. Lets you display your content faster than
you do using the better image quality mode.

Better image quality: Lets you display your content with better image quality. In
this mode, your shared content may take longer time to display than in the better
performance mode.

Note: Changing the display mode does not affect presentation or document sharing.

To choose a display mode for your shared desktop or applications:

1

In the Meeting window, on the Meeting Center menu, choose Preferences.

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The Preferences dialog box appears.

2

Select Display.
The display mode options
appear.

Select Better performance or Better image quality, as appropriate.

Tips for sharing software

The following tips can help you to share software more effectively:

280

Application sharing only: To save time during a meeting, ensure that any
applications you intend to share are open on your computer. At the appropriate
time during the meeting, you can then quickly begin sharing an application,
without waiting for the application to start.

If participants cannot see all of the shared software without scrolling their sharing
windows, they can adjust their views of the shared software. They can reduce the
size of the shared software in decrements, or scale it to fit inside their sharing
windows.

To improve the performance of software sharing, close all applications that you
do not need to use or share on your computer. Doing so conserves processor usage
and memory on your computer, thus helping to ensure that Meeting Manager can
send images of shared software quickly during a meeting. Also, to ensure that a
maximum amount of bandwidth is available for software sharing, close any
applications that use bandwidth, such as instant messaging or chat programs, and
programs that receive streaming audio or video from the Web.

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If you are sharing an application for which the rendering of color on participants'
screen is important, you can improve color quality by turning on True Color
mode. For details, see Sharing applications with detailed color (on page 278).

Application and Web browser sharing only: Avoid covering a shared application
or Web browser with another window on your computer's desktop. A
crosshatched pattern appears in participant sharing windows where the other
window is covering the shared application or browser.

Application and Web browser sharing only: If you want to switch your display
between shared software and the Meeting window, you can pause software
sharing before you return to the Meeting window, and then resume sharing once
you return to the shared application. Pausing software sharing conserves processor
usage and memory on your computer while you view the Meeting window. For
details, see Pausing and resuming software sharing. (on page 261)

Application and Web browser sharing only: If you have more than one monitor,
when you share an application or web browser, the participants can see it on
whichever monitor you are displaying it. If you move the application or Web
browser to another monitor, it is still visible to the participants. If you are sharing
more than one application, the participants will see the best view if you make sure
the applications are displaying on the same monitor.

Because software sharing requires additional bandwidth during a meeting, it is

recommended that you use a dedicated, high-speed Internet connection when
sharing software. However, if participants are using dial-up Internet connections,
they may notice a delay in viewing or controlling shared software. If you want to
share a document, such as a Microsoft Word or Excel document, you can improve
the meeting experience for these participants by using document sharing instead
of application sharing.

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16
Polling Attendees
Chapter 16

During a meeting, you can poll participants by presenting them with a questionnaire.
Conducting a poll can be useful for gathering feedback from participants, allowing
participants to vote on a proposal, testing participant knowledge of a topic, and so on.
During the meeting, the presenter is responsible for:

Preparing a poll questionnaire More (on page 283)

Conducting a poll during the meeting More (on page 287)

After closing a poll, the presenter can:

View poll results More. (on page 288)

Share poll results with participants More (on page 289)

Save poll results for viewing outside a meeting More (on page 291)

Preparing a poll questionnaire

When preparing a poll questionnaire, you can:

Create a questionnaire More (on page 283)

Edit a questionnaire More (on page 285)

Set a timer for polling More (on page 287)

Creating a poll questionnaire

Presenter only

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To conduct a poll, you must first create a poll questionnaire. You create a
questionnaire in a meeting. To save time during a meeting, you can start the meeting
earlier than the scheduled time, create a questionnaire on the Polling panel, save it,
and then open it during the actual meeting.
To create a questionnaire (for Windows):
1

Open the Polling panel in a meeting.

In the Question section, select one of these question types:

To create a multiple-answer question, select Multiple choice, and then select

Multiple Answers in the drop-down list.

To create a single-answer question, select Multiple choice, and then select

Single Answer in the drop-down list.

To create a text question, select Short answer.

Click New.

Type a question in the box that appears.

In the Answer section, click Add.

Type an answer in the box that appears.

To type another answer, click Add once you finish typing an answer.
The question and answers appear in the Poll Questions area.

To add questions, repeat steps 2 to 7.

This figure shows an example of a poll questionnaire.

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To create a questionnaire (for the Mac):

1

Open the Polling panel in the meeting.

Add a question by clicking this button and then typing the question.

Add an answer by clicking this button and then typing the answer.

To add more answers, repeat step 3.

To add more questions, repeat step 2.

To change the question type for a question, click the text "Click here to change
question type" that appears under the specific question and then do one of the
following:

To create a multiple-answer question, select Multiple Answers.

To create a single-answer question, select Single Answer.

To create a question that requires a text answer, select Short Answer.

Editing a questionnaire
You can change the type of a question and edit, rearrange, or delete the questions and
answers.
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To change the type of a question:

1

Select the question by clicking it, and then select the new type of question in the
Question section.
For more information about the different types of questions, see Creating poll
questionnaires (on page 283).

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.

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.

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.

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Displaying a timer during polling

You can specify that a timer displays for participants and yourself when a poll is in
progress.
To display a timer:
1

Open the Polling Options dialog box.

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.

In the dialog box that appears, select Display, and then type the length of time in
the Alarm: box.

Click OK.

Opening a poll
After you finish preparing a poll questionnaire, you can open the poll.
If you prepared your questionnaire in advance and saved it, you must first display it
on the Polling panel. For details, see Opening a poll questionnaire file (on page 291).
To open a poll:
1

Display your poll questionnaire on the Polling panel, if you have not done so.

Click Open Poll.

The questionnaire appears on participants' Polling panels. Participants can now
answer the poll.

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As participants answer the questions, you can watch the polling status on your
Polling panel.

Windows:
To view each participants
polling status, click one of
these three buttons.

Mac:
To view each participants
polling status, select the text
"Click to see detailed status."

Click Close Poll when the time is up.

If you specify a timer and the poll times out, the poll automatically closes.
Participants can no longer answer questions.

Once you close a poll, you can view the poll results and optionally share them with
participants. For details, see Viewing and sharing poll results (on page 288).

Viewing and sharing poll results

After closing a poll, you can:

View the complete results of the poll. More (on page 288)

Share group results with participants. More (on page 289)

The poll results you can share during a meeting are anonymous. However,
Meeting Center records responses from each participant, in addition to group
results, and allows you to save those individual and group results. For more
information, see Saving results of a poll (on page 291).

Viewing poll results

Meeting Center bases the percentage for each answer on the total number of
participants in the meeting, not the total number of participants who submitted
answers in the poll.
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Chapter 16: Polling Attendees

The Results column

indicates the
percentage of
attendees who chose
each answer. The Bar
Graph column
provides a graphic
representation of each
percentage in the
Results column.

Sharing poll results with participants

After you close a poll, you can share the poll results with participants.
The poll results you can share during a meeting are anonymous. However, Meeting
Center records responses from each participant, in addition to group results, and
allows you to save those individual and group results. For more information, see
Saving results of a poll (on page 291).
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To share the results of a poll:

In the Share with attendees section on your Polling panel, select Poll results, and
then click Apply.
The results of the poll appear in the participants' Polling panels, just as they do on
your Polling panel.

Saving and opening poll questionnaires and

results
Task description
If you have prepared a poll questionnaire, you can:

Save the questionnaire More (on page 290)

Open the saved questionnaire for use in any meeting

More (on page 291)

After you close a poll, you can:

Save group results to a .txt file More (on page 291)

Save responses from individual participants to a .txt file

More (on page 291)

Saving a poll questionnaire in a meeting

After you create a poll questionnaire in a meeting, you can save it as a .atp file. You
can open the file for use in any meeting.
To save a poll questionnaire:
1

On the File menu, choose Save > Poll Questions.

The Save Poll Questions As dialog box appears.

290

Choose a location at which to save the file.

Type a name for the file.

Chapter 16: Polling Attendees

Click Save.
Meeting Manager saves the poll questionnaire to a file at the location you
specified. Poll questionnaire file names have a .atp extension.

Saving results of a poll

After closing a poll, you can save the responses in one of these ways:

Text File group resultSaves the percentage of attendees who chose each
answer in a .txt file

Text File individual attendees resultSaves the responses from each attendee,
in addition to the group results, in a .txt file

When you are saving poll results,

you can select a format in which you
want to save the results.

To save results of a poll:

1

Close the poll if you have not done so.

On the File menu, choose Save > 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.

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.

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Note: You can open a poll questionnaire file only during a meeting.

To open a poll questionnaire file:

1

Use one of these methods to browse to the file:

On the File menu, choose Open Poll Questions.

Click the Open icon on your Polling panel.

Windows

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.

Click Open.
The poll questionnaire appears on your Polling panel. You can now open the poll
to the participants.

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17
Transferring and Downloading
Files During a Meeting
Chapter 17

During a meeting, you can publish files that reside on your computer. Meeting
participants can then download the published files to their computers or local servers.
Publishing files is useful if you want to provide participants with a document, a copy
of your presentation, an application, and so on.
Files that you publish reside only on your computer - not on a server. Thus, your
published files are always protected from unauthorized access during a meeting.
hosts can publish files
More (on page 294)

participants can download

published files More (on
page 295)

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Publishing files during a Meeting

During a meeting, you can publish files that reside on your computer, and meeting
attendees can download the files to their computers or local servers.
To publish files during a meeting:
1

In the Meeting window, on the File menu, choose Transfer.

The File Transfer window appears.

Click Share File.

The Open dialog box appears.

Select the file that you want to publish.

Click Open.
The file appears in the File Transfer window.
The file is also now available in each attendee's File Transfer window.

Optional. Publish additional files that you want attendees to download.

Note: The number of attendees that have the File Transfer window open, including you,
appears in the lower-right corner of the File Transfer window.

To stop publishing files during a meeting:

In the title bar of the File Transfer window, click the Close button.
Meeting Manager closes the File Transfer window in each attendee's Meeting
window.

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Downloading Files During a Meeting

If a presenter publishes files during a meeting, the File Transfer dialog box
automatically appears in your Meeting window. You can then download the published
files to your computer or a local server.
To download files during a meeting:
1

In the File Transfer window, select the file that you want to download.

Click Download.
The Save As dialog box appears.

Choose a location at which to save the file.

Click Save.
The file downloads to your selected location.

If applicable, download additional files.

Once you finish downloading files, in the title bar of the File Transfer window,
click the Close button.
Note: To reopen the File Transfer window at any time, from the File menu, choose
Transfer. This option is available only if the presenter is currently publishing files.

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18
Managing and Taking Notes
Chapter 18

When scheduling a meeting, the host can specify the default note-taking options that
take effect once the meeting starts. During a meeting, the presenter can change the
default note-taking options at any time.
You can choose how to handle meeting notes:

All participants with access can take private notes. More (on page 301)

Only one participant takes notes or meeting minutes. More (on page 299)

Only one participant takes notes for closed captions. More (on page 302)

Note: The notes feature is not available on the Mac.

Role

Task description:

Host

If the Notes panel is closed, click

Manage Panels and then select
Notes from the list and click
Add.

set up options for taking

notes in a meeting More
(on page 298)

choose one person to take

notes More (on page 299)

Select a participant as
closed captionist More (on
page 299)

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Role

Task description:

Note taker

The host can select one person

to take notes or allow all
participants to take notes

get an overview of taking

notes More

take personal notes during a

meeting More (on page
301)

saving notes to a file More

(on page 303)

Provide closed captions for

a meeting More (on page
302)

Specifying note-taking options for a meeting

During a meeting, you can turn the notes option on or off and specify one of these
options:

All participants with access to notes can take private notes.

Only one participant can take notes.

Only one participant takes notes for closed captions. More (on page 302)

To specify note-taking options for Windows:

1

In the Meeting window, on the Meeting menu, choose Options.

The Meeting Options dialog box appears, with the General tab selected by
default.

Select the note-taking option you want and click OK.

To turn the notes option on or off, check or uncheck the Notes check box.

To turn the closed captions option on or off, select or clear the Enable Closed
Captioning check box.

To specify note-taking options for the Mac:

298

On the Meeting Center menu, select Preferences.

Select Tools.

Chapter 18: Managing and Taking Notes

Select the note-taking option you want and click OK.

To turn the notes option on or off, check or uncheck the Notes check box.

To turn the closed captions option on or off, check or uncheck the Enable
Closed Captioning check box.

Note:
Once you change the notes option, any published notes or closed captions are removed from
each participant's Notes or Closed Caption panel. Be sure to ask participants to save notes or
closed captions before you change the notes option.
When scheduling a meeting, the meeting host can specify the default note-taking options,
which take effect once the meeting starts.

Choosing a note taker

If the single note taker or closed captions option is set for a meeting, you can
designate any participant or closed captionist to be the note taker. When scheduling a
meeting, you can set the notes option, or a presenter can set the notes option during a
meeting.
To designate a note taker for Windows:
1

On the Participants panel, select the participant you want to designate as note
taker.

Right-click and then select Change Role To > Note Taker.

A pencil indicator appears to the right of the participant's name in the participant
list.

To designate a note taker for the Mac:

1

On the Participants panel, select the participant you want to designate as note
taker.

Select ctrl and then click; then select Change Role To > Note Taker.
A pencil indicator appears to the right of the participant's name in the participant
list.

Note:
If you select another note taker or closed captionist, any notes or closed captions that the
previous note taker or closed captionist published remain on each participant's Notes or
Closed Caption panel. However, the new note taker or closed captionist cannot edit the

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existing notes or closed captions .

For information about selecting a note-taking option during a meeting, see Specifying notetaking options for a meeting (on page 298).

To designate a closed captionist:

1

In the meeting window, in the participant list, select the participant you want to
designate as a closed captionist.

On the Participants panel, do one of the following:

Windows: Right-click and select Change Role To > Closed Captionist.

Mac: Select ctrl and then click. Then select Change Role To > Closed
Captionist.
A closed caption indicator appears
next to the participant's name in the
participant list.

Enabling closed captions

You can easily select the option for closed captions and appoint a participant to
transcribe the closed captions.
To specify the closed caption option:
1

Depending on the operating system you are using, do one of the following:

Windows: In the Meeting window, on the Meeting menu, choose Options.

The Meeting Options dialog box appears, with the General tab selected by
default.

300

Mac: On the Meeting Center menu, select Preferences. Select Tools.

To turn the closed captioning option on or off, check or uncheck the Enable
Closed Captioning check box.

Chapter 18: Managing and Taking Notes

To learn how to display the Closed Captions panel, see Managing panels (on page
25).
To select another participant to transcribe, select the participant's name on the
Participants panel; then right-click (Windows) or select ctrl and then click (Mac) and
then select Change Role To >Closed Captionist.

About taking notes

During a meeting, one or more meeting participants with access to the notes feature
can take notes on the Notes or Closed Caption panel in the Meeting window. Only
one participant performs closed captioning.
If all participants are allowed to take notes, they cannot publish their notes to others
during the meeting. However, participants can save their notes at any time during the
meeting.
The meeting host can select the single note taker during the meeting. A single note
taker can publish notes at any time during the meeting or send a meeting transcript
containing the notes to all participants.
If needed, the host can also select a closed captionist. A closed captionist can publish
captions in real-time during the meeting and can also send a transcript containing the
captions to all participants.

Taking personal notes

If the meeting host or presenter has selected the option to allow participants to take
personal notes, you can type your notes on the Notes panel in the Meeting window.
To take personal notes:
1

In the Meeting window, open the Notes panel.

Type your notes in the box.

Note: You can save your notes to a text file on your computer. For details, see Saving notes to a
file (on page 303).

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Taking public notes (meeting minutes)

If the meeting host has designated you as the single note taker for a meeting, you can
type notes on the Notes panel in your Meeting window. Your notes are not visible to
other meeting participants until you publish them. You can publish your notes at any
time during the meeting, or you can send your notes in a meeting transcript to all
participants.
To take public notes:
1

In the Meeting window,open the Notes panel.

Type your notes in the box.

Optional. To publish your notes, so they appear in each participant's Notes panel,
click Publish.

Note: If the Notes panel is not selected on a participant's Meeting window once you publish
notes, the participant is sees an alert.
For information about selecting a note-taking option during a meeting, see Specifying note-taking
options for a meeting (on page 298).

For details about sending public notes in a meeting transcript, see Sending a meeting transcript to
participants (on page 304).

Providing closed captions

If the meeting host has designated you as the closed captionist for a meeting, you can
type captions on the Closed Captions panel in your Meeting window. To type
captions, you can use either a standard keyboard, or a steno keyboard and machine
translation software.
Your captions are visible to other meeting participants in real-time, one line at a time.
You can also send your captions in a meeting transcript to all participants.
To transcribe closed captions:

302

Open the Closed Caption panel.

Type your captions in the box.

Chapter 18: Managing and Taking Notes

Once you type a line of captions, do either to publish your captions on each
participant's Closed Caption panel:

Press the Enter key on your computer's keyboard.

Click Publish on the Closed Caption panel.

Note:
If the Closed Captions panel is not selected on a participant's Meeting window once you
publish a line of captions, the participant is alerted that captions are available.
You can save your captions to a text file on your computer. For details, see Saving notes to a
file (on page 303).
For details about sending closed captions in a meeting transcript, see Sending a meeting
transcript to participants.

Saving notes to a file

If you are taking personal or public notes (meeting minutes) or closed captions during
a meeting you can save your notes or closed captions to a text file on your computer.
You can also save any notes or closed captions that another note taker or closed
captionist publishes on your Notes or Closed Caption panel.
Once you save new notes to a file, you can save changes to the notes or save a copy of
the notes to another file.
To save new notes:
1

In the Meeting window, do either:

On the Notes or Closed Caption panel, click Save.

On the File menu, point to Save, and then choose Notes.

The Save Notes As dialog box appears.

2

Choose a location at which to save the file.

Type a name for the file.

Click Save.

Meeting Manager saves the file at the location you chose. Its file name has a .txt
extension.
To save changes to notes:
In the Meeting window, do either:
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Chapter 18: Managing and Taking Notes

On the Notes or Closed Caption panel, click Save.

On the File menu, point to Save, and then choose Notes.

Meeting Manager saves the file at the location you chose. Its file name has a .txt
extension.
To save a copy of notes to another file:
1

In the Meeting window, on the File menu, point to Save As, and then choose
Notes.
The Save Notes As dialog box appears.

Do either or both:

Type a new name for the file.

Choose a new location at which to save the file.

Click Save.

Meeting Manager saves the file at the location you chose. The file name is saved with
a .txt extension.
Tip:
Alternatively, you can save all of the following meeting information to files at once:

Shared presentations or documents

Chat messages
Notes
Poll questionnaire
Poll results

To save all information at once, on the File menu, choose Save All. In this case, the files are
saved under their default file names. Thus, if you have already saved a file using another name, it
is not overwritten.

Sending a meeting transcript to participants

You can send a transcript of a meeting to all participants at any time during the
meeting. The transcript is an email message that contains general information, such
as:

304

Meeting topic

Chapter 18: Managing and Taking Notes

Meeting number

Meeting starting and ending times

URL for the Meeting Information page for the meeting on your meeting service
Web site

List of participants who joined the meeting (audio-only participants are not listed)

Meeting agenda

Any public notes that you took during the meeting

Optionally, you can attach any of these files to the transcript, if you saved them
during the meeting:

Shared documents

Chat

Public notes that you took or that the note taker published during the meeting

Poll questionnaire

Poll results

To send a meeting transcript to participants:

1

In the Meeting window, on the File menu, choose Send Transcript.

If you have saved any files during the meeting, the Send Transcript dialog box
appears, allowing you to attach the files to the transcript email message.
If you have not saved any files during the meeting, a transcript email message
opens.

If the Send Transcript dialog box appears, select the check box for each file that
you want to attach to the transcript, and then click OK.
The transcript email message opens.

Review the email message and make any changes that you want.

Send the email message.

Note:
The transcript is sent to all participants who provided their email addresses when joining the
meeting, whether or not they are still attending the meeting when you send the transcript.
Audio-only participants will not be listed in the transcript.
For security purposes, a participant who receives a transcript email message cannot see the
email addresses for the other participants.
The transcript contains notes only if you are the meeting host, the public note taker, or the

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306

closed captionist, and you have saved the notes to a file. If all participants can take private
notes, the transcript email message does not include your private notes, and the option to
attach your notes in a file is not available.
If you saved notes or closed captions to a file, the transcript email message and the attached
notes file contain the latest version of notes that you saved.
If you are the meeting host and end the meeting-and you have not sent a transcript-a message
appears, asking you if you want to send a transcript.

19
Using My WebEx
Chapter 19

If you want to

See

get an overview of My WebEx

About My WebEx (on page 308)

set up a user account on your WebEx service Obtaining a user account (on page 309)
Web site
log in to or out from My WebEx

Logging in to and out of the WebEx service

site (on page 310)

use your list of meetings

Using your list of meetings (on page 311)

install WebEx Productivity Tools, which let

you start One-Click meetings, start instant
meetings from applications on your desktop,
or schedule meetings from Microsoft Outlook
or IBM Lotus Notes

Installing WebEx Productivity Tools (on page

199)

set up a One-Click Meeting

Setting Up a One-Click Meeting (on page

195)

view or set options for your Personal Meeting

Room page

Maintaining Your Personal Meeting Room

Page (on page 322)

set up or access remote computers, using

Access Anywhere

Using Access Anywhere (My Computers) (on

page 326)

add, edit, or delete files in your personal

storage space for files

Maintaining files in your personal folders (on

page 327)

add, edit, or delete information about your

contacts in your online address book

Maintaining contact information (on page

349)

change information or settings in your user

profile, including personal information and
preferences

Maintaining your user profile (on page 364)

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Chapter 19: Using My WebEx

If you want to

See

manage the scheduling templates you saved

Managing scheduling templates (on page

372)

set up your Personal Conference number

(PCN) accounts, which you can use for the
audio portion of Personal Conference
meetings

Maintaining Personal Conference numbers

(on page 374)

generate reports about online sessions

Generating Reports (on page 383)

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:

308

Personal list of meetings: Provides a list of all the online meetings that you are
hosting and attending. You can view the meetings by day, week, or month, or you
can view all meetings.

Productivity Tools Setup: Optional feature. Lets you set up options for instant or
scheduled meetings that you can start from applications on your desktop. If you
install WebEx Productivity Tools, you can start or join meetings, sales meetings,
training sessions, and support sessions instantly from One-Click or from other
applications on your desktop, such as Microsoft Office, Web browsers, Microsoft
Outlook, IBM Lotus Notes, and instant messengers. You can also schedule
meetings, sales meetings, events, and training sessions using Microsoft Outlook or
IBM Lotus Notes without going to your WebEx service site.

Personal Meeting Room: Optional feature. A page on your WebEx service Web
site on which visitors can view a list of meetings that you are 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.

Chapter 19: Using My WebEx

Also lets you make specific files available on your Personal Meeting Room page,
so visitors to your page can access them.

MC_About My WebEx2

Address book: Lets you keep information about your personal contacts on your
WebEx service Web site. Using your address book, you can quickly access
contacts when inviting them to a meeting.

User profile: Lets you maintain your account information, such as your
username, password, and contact information. Also lets you specify another user
who can schedule meetings on your behalf, set options for your Personal Meeting
Room page, and manage scheduling templates.

Personal Conference numbers: Optional feature. Lets you create Personal

Conference number (PCN) accounts, which you can use to set up the audio
portion of your Personal Conference meetings.

Web site preferences: Lets you specify the home page for your WebEx service
Web sitethat is, the page that appears first whenever you access your site. If
your site provides multiple languages, you can also choose a language and locale
in which to display text on your site.

Usage reports: Optional feature. Lets you obtain information about meetings that
you hosted. If you use the Access Anywhere option, you can also obtain
information about computers that you access remotely.

Obtaining a user account

Once you obtain a user account, you can use My WebEx features and host s on the
Web.
You can obtain a user account in one of two ways:

The site administrator for your WebEx service Web site can create a user account
for you. In this case, you need not sign up for an account on your site, and you can
begin hosting s immediately.

If your site administrator has made the self-registration feature available, you can
sign up for an account on your WebEx service Web site at any time.

To obtain a user account using the self-registration feature:

1

Go to your WebEx service Web site.

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Chapter 19: Using My WebEx

On the navigation bar, click Set Up > New Account.

The Sign Up page appears.

Provide the required information.

Click Sign Up Now.

You receive an email message, confirming that you have signed up for a user
account.
Once your site administrator approves your new user account, you receive another
email message containing your username and password.

Note: Once you obtain a user account, you can edit your user profile to change your password
and provide additional personal information. You can also specify site preferences, such as your
default home page and time zone. For details, see Maintaining your user profile (on page 364).

Logging in to and out of the WebEx service site

To manage your online meetings and maintain your user account, you must log in to
your WebEx service Web site. If you do not yet have a user account, see Obtaining a
user account (on page 309).
To log in to your WebEx service site:
1

Go to your WebEx service Web site.

In the upper-right corner of the page, click Log In.

The Log In page appears.

Enter your username and password.

Passwords are case-sensitive, so you must type your password exactly as you
specified it in your user profile.

Click Log In.

Tip: If you have forgotten your username or password, click Forgot your password. Provide
your email address, type verification characters, and then click Submit. You will receive an email
message containing your username and password.

To log out from your WebEx service site:

In the upper-right corner of the page, click Log Out.

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Using your list of meetings

If you want to

See

get an overview of your list of meetings

About your list of meetings (on page 311)

open your list of meetings

Opening your meetings list (on page 311)

maintain your list of meetings

Maintaining your scheduled meetings list (on

page 313)

About your list of meetings

On your WebEx service Web site, your My Meetings page in My WebEx includes:

A list of all the online meetings that you have scheduled, including both listed and
unlisted meetings.

A list of meetings on your site to which you are invited.

An option to start a One-Click meeting (not available for Event Center).

Any Personal Conference meetings that you scheduled (if your site and account
have the Personal Conferencing feature turned on).

Tip: You can specify that your My WebEx meetings page is the home page that appears once you
log in to your WebEx service Web site. For details, see Maintaining your user profile (on page
364).

Opening your meetings list

You can open your personal list of scheduled meetings on your WebEx service Web
site to:

Start a meeting

Modify a meeting

Cancel a meeting

You can open your personal list of meetings to which you are invited:

Obtain information about a meeting

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Chapter 19: Using My WebEx

Join a meeting 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.

Click one of the tabs to navigate to different views of the My Meetings page:
You can choose Daily, Weekly, Monthly, or All Meetings.

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.

(Optional) Select options to control the view:

To view the list of meetings to which you are invited, select The meetings
you are invited to from the list.

To include meetings in the view that have already occurred, turn on Show
past meetings.

Tip: You can specify that your My WebEx Meetings page is the home page that appears once you
log in to your WebEx service Web site. For details, see Maintaining your user profile (on page
364).

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Maintaining your scheduled meetings list

Once you schedule a meeting, it appears in your meetings list on your My Meetings
page. For more information, see Opening your meetings list (on page 311).
An online meeting remains on your My Meetings page until you delete it. When
scheduling a meeting, you can choose to automatically delete the meeting from your
list of meetings once both of these conditions occur:

You start and end the meeting.

The scheduled time for the meeting has passed.

However, if you required registration for a scheduled meeting, the meeting remains in
your list until you remove it. That way, you can still view information about attendees
who registered for the meeting at any time after you host the meeting.
To remove a meeting from your list of meetings on your My Meetings page, you must
cancel the meeting by deleting it on this page.
For details about the options on the My WebEx Meetings page, see About the My
WebEx Meetings page (on page 313).

About the My WebEx Meetings page

How to access this tab
On your WebEx service Web site, click the My WebEx tab.

What you can do here

Access these features:

A link to your personal meeting room

A list of meetings you are hosting or are invited to for the specified day, week, or
month

A list of all meetings you are hosting or are invited to

A link to start a One-Click meeting

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Options on this page

Use this option

To

Go To My Personal
Meeting Room

Go to your Personal Meeting Room page.

Your Personal Meeting Room page lists any meetings that you
scheduled and any in-progress meetings that you are currently
hosting.
Users to whom you provide your personal URL can use this
page to join any meeting that you are hosting. They can also
download files in any folders that you share.

Start a One-Click
Meeting

Start a One-Click Meeting based on settings you have specified

in One-Click Setup. For details, see Setting Up a One-Click
Meeting (on page 195).

Daily

View a list all of the meetings for the specified day. For details,
see About the My WebEx Meetings - Daily tab (on page 314).

Weekly

View a list all of the meetings for the specified week. For details,
see About the My WebEx Meetings - Weekly tab (on page 316).

Monthly

View a list all of the meetings for the specified month. For
details, see About the My WebEx Meetings - Monthly tab (on
page 319)

All Meetings

View a list all meetings, or search for meetings by date, host,

topic, or words in the agenda. For details, see About the My
WebEx Meetings - All Meetings tab (on page 320)

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 > My Meetings > Daily tab.

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Options on this tab

Option

Description
Click the Refresh icon at any time to display the most current
list of meetings.

Language link

Click to open the Preferences page, where you can select the
language setting for your WebEx service Web site.

Time zone link

Click to open the Preferences page, where you can select the
time zone setting for your WebEx service Web site.

Date

The date for the daily list of meetings. The default is the
current date.
Click the Previous Day icon to display a list of meetings for
the previous day.
Click the Next Day icon to display a list of meetings for the
next day.

The meetings you host

Shows a list all of the online meetings or Personal Conference

meetings that you are hosting.

The meetings you are

invited to

Shows a list all of the meetings or Personal Conference

meetings to which you have been invited.

Show past meetings

Select to include concluded meetings in the list of meetings.

The Ascending Sort indicator appears next to a column
heading, and the meetings are sorted by the column, in
ascending order.
The Descending Sort indicator appears next to a column
heading, and the meetings are sorted by the column, in
descending order.

Time

The starting time for each scheduled meeting. Click the box
next to a meeting start time to select that meeting. Click the
box next to the Time column heading to select or clear all
meetings in the list.

Topic

The topic for a meeting that you are hosting. Click the topic
name to get information about that meeting. If you are the
alternate host for a Meeting, the topic appears in italics.

Type

Indicates the type of online meeting that you are hosting.

Available meeting types depend on the configuration of your
WebEx service Web site.

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Option

Description
If an Assist has been requested for this meeting, indicates the
type of Assist:

Assist

None

Dry Run

Consult

Live Event Support

Audio Streaming

Video

Indicates that the live meeting is in process.

Status

Delete

The status of the meeting.

Start: You can start this meeting that you are hosting at
any time by clicking the link.

Join | End: (for hosts) For a meeting in progress that you

are hosting, you can join or end the meeting. Appears if
you left a meeting, or you allowed participants to join the
meeting before its starting time and participants have
already joined the meeting.

Join: Lets you join the meeting in progress.

End: Ends the meeting.

Join: (for attendees) The meeting that you are invited to

has started, and you can now join the meeting.

Registration: (for attendees) The meeting that you are

invited to requires registration. To display a page on which
you can register to attend the meeting, click the link.
(Does not apply to sales meetings or support sessions.)

Cancels any meetingsthat are currently selected in the list. If

you click this link, a message appears, allowing you to confirm
that you want to cancel the meeting. Another message
appears, allowing you to inform any invited attendees that you
canceled the meeting. (Does not apply to support sessions.)

About the My WebEx Meetings page - Weekly tab

How to access this tab
On your WebEx service Web site, click My WebEx > My Meetings > Weekly tab.

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Options on this tab

Option

Description
Click the Refresh icon at any time to display the most current
list of meetings.

Language link

Click to open the Preferences page, where you can select the
language setting for your WebEx service Web site.

Time zone link

Click to open the Preferences page, where you can select the
time zone setting for your WebEx service Web site.

Week link

The beginning and ending date for the weekly list of meetings.
Click the Previous Week icon to display a list of meetings for
the previous week.
Click the Next Week icon to display a list of meetings for the
next week.
Click the Calendar icon to open the Calendar window for the
current month. Click on any date to open its schedule in the
Daily view.

The meetings you host

Shows a list all of the online meetings or Personal Conference

meetings that you are hosting.

The meetings you are

invited to

Shows a list all of the meetings or Personal Conference

meetings to which you have been invited.

Show past meetings

Select to include concluded meetings in the list of meetings.

Day link

Opens the Daily view, which shows the scheduled meetings for
the selected day.
The Ascending Sort indicator appears next to a column
heading, and the meetings are sorted by the column, in
ascending order.
The Descending Sort indicator appears next to a column
heading, and the meetings are sorted by the column, in
descending order.
The Expand button appears next to a Day link. Click this
button to expand and display the list of meetings for that day.
The Collapse button appears next to a Day link. Click this
button to collapse and hide the list of meetings for that day.

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Option

Description

Time

The starting time for each scheduled meeting. Click the box
next to a meeting start time to select that meeting. Click the
box next to the Time column heading to select or clear all
meetings in the list.

Topic

The topic for a meeting that you are hosting. Click the topic
name to get information about that meeting. If you are the
alternate host for a Meeting, the topic appears in italics.

Type

Indicates the type of online meeting that you are hosting.

Available meeting types depend on the configuration of your
WebEx service Web site.
If an Assist has been requested for this meeting, indicates the
type of Assist:

Assist

None

Dry Run

Consult

Live Event Support

Audio Streaming

Video

Indicates that the live meeting is in process.

Status

Delete

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The status of the meeting.

Start: You can start this meeting that you are hosting at
any time by clicking the link.

Join | End: (for hosts) For a meeting in progress that you

are hosting, you can join or end the meeting. Appears if
you left a meeting, or you allowed participants to join the
meeting before its starting time and participants have
already joined the meeting.

Join: Lets you join the meeting in progress.

End: Ends the meeting.

Join: (for attendees) The meeting that you are invited to

has started, and you can now join the meeting.

Registration: (for attendees) The meeting that you are

invited to requires registration. To display a page on which
you can register to attend the meeting, click the link.
(Does not apply to sales meetings or support sessions.)

Cancels any meetingsthat are currently selected in the list. If

you click this link, a message appears, allowing you to confirm
that you want to cancel the meeting. Another message
appears, allowing you to inform any invited attendees that you

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Option

Description
canceled the meeting. (Does not apply to support sessions.)

About the My WebEx Meetings page - Monthly tab

How to access this tab
On your WebEx service Web site, click My WebEx > My Meetings > Monthly tab.

Options on this tab

Option

Description
Click the Refresh icon at any time to display the most current
list of meetings.

Language link

Click to open the Preferences page, where you can select the
language setting for your WebEx service Web site.

Time zone link

Click to open the Preferences page, where you can select the
time zone setting for your WebEx service Web site.

Month

The month for the monthly calendar of meetings. The default is

the current month.

Click the Previous Month icon to display a list of meetings for

the previous month.
Click the Next Month icon to display a list of meetings for the
next month.
Click the Calendar icon to open the Calendar window for the
current month. Click on any date to open its schedule in the
Daily view.

Week Number link Opens the Weekly view, which shows the scheduled meetings
for each day of the selected week.

Day link

Opens the Daily view, which shows the scheduled meetings

for the selected day.

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Option

Description

The meetings you host

Shows a list all of the online meetings or Personal Conference

meetings that you are hosting.

The meetings you are

invited to

Shows a list all of the meetings or Personal Conference

meetings to which you have been invited.

Show past meetings

Select to include concluded meetings in the list of meetings.

Topic

The topic for a meeting that you are hosting. Click the topic
name to get information about that meeting. If you are the
alternate host for a Meeting, the topic appears in italics.
Indicates that the live meeting is in process.

About the My WebEx Meetings page - All Meetings tab

How to access this tab
On your WebEx service Web site, click My WebEx > My Meetings > All Meetings
tab.

Options on this tab

Option

Description
Click the Refresh icon at any time to display the most current
list of meetings.

Language link

Click to open the Preferences page, where you can select the
language setting for your WebEx service Web site.

Time zone link

Click to open the Preferences page, where you can select the
time zone setting for your WebEx service Web site.

Date

The date for the daily list of meetings. The default is the
current date.
Click the Previous Day icon to display a list of meetings for
the previous day.
Click the Next Day icon to display a list of meetings for the
next day.

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Option

Description

Search for meetings by

date, host, topic, or words
in the agenda

Allows you type or select a date range to search for meetings,

or allows you to type text to search in host names, topics, or
agendas. Click Search to start the search.
Click the Calendar icon to open the Calendar window. Click on
any date to select that date as part of your search criteria.

The meetings you host

Shows a list all of the online meetings or Personal Conference

meetings that you are hosting.

The meetings you are

invited to

Shows a list all of the meetings or Personal Conference

meetings to which you have been invited.

Show past meetings

Select to include concluded meetings in the list of meetings.

The Ascending Sort indicator appears next to a column
heading, and the meetings are sorted by the column, in
ascending order.
The Descending Sort indicator appears next to a column
heading, and the meetings are sorted by the column, in
descending order.

Time

The starting time for each scheduled meeting. Click the box
next to a meeting start time to select that meeting. Click the
box next to the Time column heading to select or clear all
meetings in the list.

Topic

The topic for a meeting that you are hosting. Click the topic
name to get information about that meeting. If you are the
alternate host for a Meeting, the topic appears in italics.

Type

Indicates the type of online meeting that you are hosting.

Available meeting types depend on the configuration of your
WebEx service Web site.
If an Assist has been requested for this meeting, indicates the
type of Assist:

Assist

None

Dry Run

Consult

Live Event Support

Audio Streaming

Video

Indicates that the live meeting is in process.

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Option

Description

Status

The status of the meeting.

Delete

Start: You can start this meeting that you are hosting at
any time by clicking the link.

Join | End: (for hosts) For a meeting in progress that you

are hosting, you can join or end the meeting. Appears if
you left a meeting, or you allowed participants to join the
meeting before its starting time and participants have
already joined the meeting.

Join: Lets you join the meeting in progress.

End: Ends the meeting.

Join: (for attendees) The meeting that you are invited to

has started, and you can now join the meeting.

Registration: (for attendees) The meeting that you are

invited to requires registration. To display a page on which
you can register to attend the meeting, click the link.
(Does not apply to sales meetings or support sessions.)

Cancels any meetingsthat are currently selected in the list. If

you click this link, a message appears, allowing you to confirm
that you want to cancel the meeting. Another message
appears, allowing you to inform any invited attendees that you
canceled the meeting. (Does not apply to support sessions.)

Maintaining Your Personal Meeting Room Page

322

If you want to

See

get an overview of your Personal Meeting

Room page

About your Personal Meeting Room (on page

323)

access your Personal Meeting Room page

Viewing your Personal Meeting Room (on

page 323)

add images and text to your Personal

Meeting Room page

Setting options for your Personal Meeting

Room (on page 324)

share files on your Personal Meeting Room

page

Sharing files on your Personal Meeting Room

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About your Personal Meeting Room page

Your user account includes a Personal Meeting Room page on your WebEx service
Web site. Users who visit your page can:

View a list of online meetings that you are hosting, either scheduled or in
progress.

Join a meeting in progress.

View your personal folders and upload or download files to or from your folders,
depending on the settings you specify for your folders.

You can customize your Personal Meeting Room page by adding images and text to
it.
To provide users with access to your Personal Meeting Room page, you must provide
them with your Personal Meeting Room URL. For more information, see Viewing
your Personal Meeting Room page (on page 323).
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.

Click the Go to My Personal Meeting Room link.

Alternatively, in My WebEx, click My Profile, and then click the Personal
Meeting Room URL link in the Personal Meeting Room section.
Your Personal Meeting Room page appears. The following is an example of a
Personal Meeting Room page.
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Tip: Add your Personal Meeting Room URL to your business cards, your email signature, and so
on.

Setting options for your Personal Meeting Room page

You can add the following to your Personal Meeting Room page:

An image (for example, you can add a picture of yourself or your company's
product).

A custom banner image to the header area of your Personal Meeting Room page,
if your user account has the branding option. For example, you can add your
company's logo.

A welcome message. For example, you can provide a greeting; instructions on

joining an online session; information about yourself, your product, or your
company.

At any time, you can replace or delete images and text that you add.
To add an image to your Personal Meeting Room page:
1

If you have not already done so, log in to your WebEx service Web site. For
details, see Logging in to and out of the WebEx service site (on page 310).

On the navigation bar at the top of the page, click My WebEx.

Click My Profile.
The My WebEx Profile page appears.

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Under Personal Meeting Room, specify options for your page.

At the bottom of the My WebEx Profile page, click Update.

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For details about the options for your Personal Meeting Room page, see About
your Personal Meeting Room page (on page 323) .

Sharing files on your Personal Meeting Room page

You can share folders on your My WebEx Files: Folders page so that they appear on
the Files tab on your Personal Meeting Room page. For any folder that you share, you
can specify whether users can download files from or upload files to the folder.
For more information about your Personal Meeting Room page, see About your
Personal Meeting Room page (on page 323).
To share files on your Personal Meeting Room page:
1

Open the My WebEx Files page. For details, see Opening your personal folders,
documents, and files (on page 329).

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.

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Specify sharing options for the folder.

Click Update.

For details about sharing options, see About the Edit Folder Properties page (on page
336).

Using Access Anywhere (My Computers)

For information about and instructions for using Access Anywhere to set up and
access a remote computer, please refer to the guide Getting Started with WebEx
Access Anywhere. This guide is available on the Support page on your WebEx service
Web site.

About the My Computers page

How to access this page
On your WebEx service Web site, click My WebEx Files > My Computers.

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What you can do here

Set up and access remote computers using Access Anywhere.

Options on this page

Link or option

Description

Computer

The name you have assigned to your remote computer.

The status of your remote computer:

Status

Availablethe computer is available for remote access.

Offlinethe computer is offline and is not available for

remote access.

Application

The application on your remote computer that you have

allowed to access, based on what you specified during set up.
It may be Desktop, if you set up your desktop for access, or it
may be a specific application name.

Status

If the computer is available for access, you can click the

Connect link to connect to your remote computer.
Removes the selected computer from the list of remote
computers.
Sets up the current computer for Access Anywhere and adds
it to the list of remote computers.

Download manual installer

Downloads the manual installer for the Access Anywhere

software.

Maintaining files in your personal folders

If you want to

See

get an overview of your personal storage

space for files

About maintaining files in your folders (on

page 328)

open your personal storage space for files

Opening your personal folders, documents,

and files (on page 329)

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If you want to

See

create new folders to organize your files

Adding new folders to your personal folders

(on page 330)

upload files to your personal folders

Uploading files to your personal folders (on

page 330)

move or copy files or an entire folder to

another folder

Moving or copying files or folders in your

personal folders (on page 331)

change information about files or folders,

including their names or descriptions

Editing information about files or folders in

your personal folders (on page 332)

search for files or folders in your personal

storage space for files

Searching for files or folders in your personal

folders (on page 333)

download files in your personal storage space Downloading files in your personal folders (on
to your computer
page 334)
share, or publish, files in your personal
folders on your Personal Meeting Room, so
others can access them

Sharing files on your Personal Meeting Room

page (on page 325)

remove files or folders from your personal

folders

Deleting files or folders in your personal

folders (on page 334)

About maintaining files in your folders

Your user account includes personal storage space for files on your WebEx service
Web site.
In your personal storage space, you can:

Create folders to organize your files.

Edit information about any file or folder in your personal folders.

Move or copy a file or folder to a different folder.

Share a folder so it appears on your Personal Meeting Room page.

Tip:
You can use this storage space to access important information when you are away from the
office. For example, if you are on a business trip and want to share a file during an online
session, you can download the file in your personal folders to a computer, and then share the
file with attendees.
If you share a folder, visitors to your Personal Meeting Room page can upload files to or
download them from the folder. For example, you can use your personal folders to exchange

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documents that you share in your sessions, archive recorded meetings, and so on. For more
information about your Personal Meeting Room, see About your Personal Meeting Room (on
page 323).

Opening your personal folders, documents, and files

To store files on your WebEx service Web site, or to access files that you stored, you
must open your personal folders.
To open your personal folders:
1

Log in to your WebEx service Web site, and then click My WebEx.

Click My Files.
The My WebEx Files page appears, showing your personal folders and files.
Depending on the settings for your WebEx Service Web site, you may see
different categories of folders and files, and you can click on the heading links to
see each category:

My Documents

My Recordings

My Event Recordings (available only in Event Center)

My Training Recordings (available only in Training Center)

For details about the My WebEx Files page, see About the My WebEx Files > My
Documents page (on page 334) and About the My WebEx Files > My Recordings page
(on page 345).

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Adding new folders to your personal folders

To organize your files on your WebEx service Web site, you can create folders in
your personal storage space for files.
To create a new folder:
1

Open the My Documents page. For details, see Opening your personal folders,
documents, and files (on page 329).

Under Action, click the Create Folder button for the folder in which you want a
new folder.

The Create Folder window appears.

3

In the Folder Name box, type a name for the folder.

Optional. In the Description box, type a description to help you to identify the
folder's contents.

Click OK.

Uploading files to your personal folders

To store files in your personal folders on your WebEx service Web site, you must
upload them from your computer or a local server.
You can upload up to three files at once. The is no limit to the size of the files, as long
as you have available storage space. The amount of space available for storing files is
determined by your site administrator. If you require more disk space, contact your
site administrator.
To upload files to your personal folders:

330

Open the My Documents page. For details, see Opening your personal folders,
documents, and files (on page 329).

Locate the folder in which you want to store the file.

Under Action for the folder, click the Upload button for the folder in which you
want to store the file.

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The Upload File window appears.

4

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

You can move one or more files or folders to another folder on your WebEx service
Web site.
To move or copy a file or folder:
1

Open the My Documents page. For details, see Opening your personal folders,
documents, and files (on page 329).

Locate the file or folder that you want to move.

Select the check box for the file or folder 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.

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Editing information about files or folders in your personal

folders
You can edit the following information about a file or folder in your personal folders
on your WebEx service Web site:

Name

Description

You can also specify sharing options for folders that appear on your Personal Meeting
Room page. For more information, see Sharing files on your Personal Meeting Room
page (on page 325).
To edit information about a file or folder:
1

Open the My Documents page. For details, see Opening your personal folders,
documents, and files (on page 329).

Locate the file or folder for which you want to edit information.

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.

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In the Description box, type a new name for the file or folder.

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

Open the My Documents page. For details, see Opening your personal folders,
documents, and files (on page 329).

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.

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Downloading files in your personal folders

In your personal folders on your WebEx service Web site, you can download any files
to your computer or a local server.
1

Open the My Documents page. For details, see Opening your personal folders,
documents, and files (on page 329).

Locate the file that you want to download.

Under Action, click the Download button for the file that you want to download.

The File Download dialog box appears.

4

Follow any instructions that your Web browser or operating system provides to
download the file.

Deleting files or folders in your personal folders

You can delete files or folders in your personal folders on your WebEx service Web
site.
To delete a file or folder:
1

Open the My Documents page. For details, see Opening your personal folders,
documents, and files (on page 329).

Under Name, locate the file or folder that you want to delete.

Select the check box for the file or folder that you want delete.
You can select multiple files or folders.

Click Delete.

About the My WebEx Files > My Documents page

How to access this page
On your WebEx service Web site, click My WebEx Files > My Documents.

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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

Description

Capacity

The storage space available for your files, in megabytes (MB).

Used

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.

Search for

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.
Name

Indicates that the item is a folder. Click the image to display

the contents of the folder.
Indicates that the item is a file.

Path

The folder hierarchy for the folder or file. The Root folder is the topmost folder in which all other folders and files reside.

Size

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.

Actions

Upload file: Available only for files. Click this icon to open
the File Upload page, on which you can select up to three
files at a time to upload to a specified folder.
Download file: Available only for files. Click this icon to
download the file associated with it.

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Link or option

Description
Edit File Properties or Edit Folder Properties: Click this
icon to open the Edit File Properties page or Edit Folder
Properties page, on which you can edit information about
the file or folder, respectively.
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.

Shared

Read only: Visitors to your Personal Meeting Room can

view the list of files in the folder and download the files.

Write only: Visitors to your Personal Meeting Room can

upload files to the folder, but they cannot view the files in it.

R/W

Read and write: Users can view files in the folder,

download files from the folder, and upload files to the folder.
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.

Select All

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.

Clear All

Clears the check boxes for all the folders and files that are selected in
the list.

Delete

Deletes the selected folders and files from the list.

Copy

Opens a page on which you can copy the selected folder or file to
another folder.

Move

Opens a page on which you can move the selected folder or file to
another folder.

About the Edit Folder Properties page

How to access this page
On your WebEx service Web site, click My WebEx > My Files > Properties icon
for folder.
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What you can do here

Specify a name, a description, and sharing options for a folder that you created in
your personal folders.

Options on this page

Use this option

To

Name

Enter the name of the folder.

Description

Enter the description of the folder.

Share

Specify who can access this folder.

Do not share this folder: This folder does not appear on your
Personal Meeting Room page. Thus, visitors to your page
cannot view the folder or access any files in it.

Share this folder: This folder appears on your Personal

Meeting Room.
The drop-down list specifies which users can access the folder,
as follows:

With all: All visitors to your Personal Meeting Room can

access this folder.

With users with host or attendee accounts: Only visitors

to your Personal Meeting Room who have either a host
account or an attendee account on your WebEx service
Web site can access this folder.

With users with host accounts only: Only visitors to your

Personal Meeting Room who have a host account on your
WebEx service Web site can access this folder.

Share as

Enter the name for the folder that will appear on your Personal
Meeting Room page.

Read

Let visitors to your Personal Meeting Room view the list of files in the
folder and download the files.

Write

Let visitors to your Personal Meeting Room upload files to the folder
but does not allow them to view the files in it.

Read & write

Let users view files in the folder, download files from the folder, and
upload files to the folder.

Allow files to be
overwritten

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.

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Use this option

To

Password protected

Let only visitors to your Personal Meeting Room who know the
password view the list of files in the folder, download files from the
folder, or upload files to the folder, depending on the read/write
settings for the folder.
Password: The password that visitors to your Personal Meeting
Room must provide to access the folder.
Confirm: If you specified a password, type it again to verify that you
typed it correctly.

Update

Save any changes that you made to folder's properties, and then
closes the Edit Folder Properties window.

Cancel

Close the Edit Folder Properties window, without saving any of the
changes that you made.

Opening the My Recordings Page

To upload or maintain recordings, you must do so from the My Recordings page on
your WebEx service Web site.
To open the My Recordings page:
1

Log in to your WebEx service Web site, and then click My WebEx.

Click My Files > My Recordings.

The My Recordings page appears, showing your recording files.

For details about the My Recordings page, see About the My WebEx Files > My
Recordings page (on page 345).

Uploading a recording file

If you recorded a meeting using the integrated or standalone WebEx Recorder, you
can upload the recording file, with a .wrf extension, from your local computer to the
My Recordings page.
For instructions on editing a recording, see Editing information about a recording (on
page 339).

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Note: If you recorded a meeting using the WebEx Network-Based Recorder (NBR), the WebEx
server automatically uploads the recording file, with an .arf extension, to the appropriate tab on
the My Recordings page once you stop the Recorder. You do not need to upload it yourself.

To upload a recording file:

1

Go to the My Recordings page. For details, see Opening the My Recordings page
(on page 338).

Click Add Recording.

On the Add Recording page, enter information and specify options.

For details about what you can do with each option on the Add/Edit Recordings
page, see About the My WebEx Files > My Recordings page (on page 345).

Click Save.

Editing information about a recording

You can edit information about a recording at any time.
To edit information about a recording:
1

Go to the My Recordings page. For details, see Opening the My Recordings page
(on page 338).

Click the following icon for the recording that you want to edit.

The Edit Recording page appears.

3

Make your changes.

For details about what you can do with each option on the Edit Recording page,
see About the My WebEx Files > My Recordings page (on page 345).

Click Save.

Sending an email to share a recording

You can send an email one or more people to share your recording with them.

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To send an email to share a recording with others:

1

Go to the My Recordings page. For details, see Opening the My Recordings page
(on page 338).

Click the appropriate link for your recording type:

Meetings

Events

Sales Meetings

Training Sessions

Miscellaneous

Open the Share My Recording window:

Click the following icon for the recording that you want to share with others.

Click the linked name of the recording you want to share. On the Recording
Information page, click Send Email.

The Share My Recording window appears.

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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.

(Optional) Type a message in the Your message box.

Click Send.

Your email message will be sent to the selected recipients, and will include
information about the recording and a link to play it.

About the Add/Edit Recording page

How to access this page
If you are adding a recording...
1

On your WebEx service Web site, click My WebEx > My Files > My
Recordings.

Click Add Recording.

If you are editing information about a recording...

1

On your WebEx service Web site, click My WebEx > My Files > My
Recordings.

Click the More button in the row of the recording that you want to edit.

Click Modify.

What you can do here

Edit general information about a recording, including the topic and description.
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Require a password to play or download the recording.

Options on this page

Use this option....

To....

Topic

Specify the topic of the recording.

Description

Provide a description of this recording.

Recording file

Click Browse to select the recording file that resides on your

local computer.

Duration

Specify the duration of the recording.

File size

Displays the size of the recording file. (Available only when

editing recording information.)

Set password

Set an optional password that users must provide to view the

recording.

Confirm password

Confirm the password that users must provide to view the

recording.

Playback control options

Use this option....

To....

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&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.

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Use this option....

To....

Recording Playback
Range

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.

Include NBR player

controls

Includes full Network Recording Player controls, such as stop,

pause, resume, fast forward, and rewind. This option is selected
by default. If you would like to prevent viewers from skipping
portions of the recording, you can turn off this option to omit
Network Recording Player controls from the playback.

About the Recording Information page

How to access this page
On your WebEx service Web site, click My WebEx > My Files > My Recordings >
[recording type] > [topic of a recording].

What you can do here

View information about the recording.

Play back the recording.

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Send an email to share the recording with others.

Download the recording.

Enable or disable the recording

Open the Edit Recording page on which you can edit information about a
recording.

Options on this page

Option

Description

Topic

The name of the recording. You can edit the topic at any time.

Create time

The time and date the recording was created.

Duration

The length of the recording.

Description

A description of the recording.

File size

The file size of the recording.

Create time

The date and time at which the recording was created.

Status

The status of the recording. The possible options are Enable or

Disable.

Password

Indicates whether a user must provide a password to view the

recording.

Stream recording link

Clicking the link lets you play the recording (available only for
recording files with the .arf extension that were recorded by
NBR).

Download recording link

Clicking the link lets you download the recording.

Clicking the button lets you play the recording (available only for
recording files with the .arf extension that were recorded by
NBR).
If you want to download the recording, you can also click the
link for downloading under Play Recorded a meeting Now.
Clicking the button opens the Share My Recording window,
which allows you to send an email message to selected
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.

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Option

Description
Clicking the button opens the Edit Recording page.

Clicking the button deletes the recording.

Clicking the button disables the recording everywhere it is
published on your WebEx Service Web site. (Available only for
enabled recordings.)
Clicking the button enables the recording everywhere it is
published on your WebEx Service Web site. (Available only for
disabled recordings.)
Clicking the button returns you to the recording list.

About the My WebEx Files > My Recordings page

How to access this page
Log in to your WebEx service Web site, and then click My WebEx. From the left
navigation bar, click My Files > 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

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About the My WebEx Files > My Recordings > Meetings page

How to access this page
Log in to your WebEx service Web site, and then click My WebEx. From the left
navigation bar, click My Files > My Recordings > Meetings.

What you can do here

Manage, upload, and maintain recording files of meetings you host.

Options on this page

Option

Description
Refreshes the information on the page.

Search

Allows you type text to search for within recording names. Click
Search to start the search.

The percentage of available personal storage space on your

WebEx Service Web site that is being used by your recordings.
This field appears only if your site administrator has turned on
You are currently using X the option to show personal recording storage allocation usage.
% of Y GB
If this field does appear, and you exceed your personal storage
allocation, you will not be able to record meetings until some
recordings are deleted or the storage allocation is increased by
your system administrator.

Site storage X % of Y GB

The percentage of total available storage space on your WebEx

Service Web site that is being used by all recordings on your
site. If your site exceeds its storage allocation, users will not be
able to record meetings until recordings are deleted or the
storage allocation is increased by your system administrator.
Indicates a disabled recording.

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Topic

The name of the recording. If you record a meeting on the

server, the WebEx server automatically uploads the recording to
this page. In this case, the topic of the recording is the topic of
the meeting. You can edit the topic at any time.

Size

The size of the recording.

Create Time/Date

The date and time the recording was created.

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Option

Description

Duration

The length of the recording.

The format of the recording file.

Format

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)
format. For Event Center and Training Center, you can also
store Shockwave Flash Object (SWF) format files.
Lets you play the recording (available only for recording files
with an .arf extension that were recorded by the Network-Based
Recorder).
If playback of the file requires a password, you must provide the
password.
Lets you send an email to share this recording with others.
Displays a menu with more options for your recording:

Download: Lets you download the recording to your

local computer.
If downloading the file requires a password, you must
provide the password.

Modify: Lets you edit information of the recording. For

details, see About the Add/Edit Recordings page (on page
341).

Disable: Lets you disable the recording in all locations.

Delete: Lets you delete the recording from this page.

Lets you upload a new recording.

For details, see Uploading a recording file (on page 338) and
About the Add/Edit Recordings page (on page 341).
Indicates that a recording is password-protected.

About the My WebEx Files > My Recordings > 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 > My Recordings > Miscellaneous.

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What you can do here

Manage, upload, and maintain recording files of meetings you host.

Options on this page

Option

Description
Refreshes the information on the page.

Search

Allows you type text to search for within recording names. Click
Search to start the search.

The percentage of available personal storage space on your

WebEx Service Web site that is being used by your recordings.
This field appears only if your site administrator has turned on
You are currently using X the option to show personal recording storage allocation usage.
% of Y GB
If this field does appear, and you exceed your personal storage
allocation, you will not be able to record meetings until some
recordings are deleted or the storage allocation is increased by
your system administrator.

Site storage X % of Y GB

The percentage of total available storage space on your WebEx

Service Web site that is being used by all recordings on your
site. If your site exceeds its storage allocation, users will not be
able to record meetings until recordings are deleted or the
storage allocation is increased by your system administrator.
Indicates a disabled recording.

Topic

The name of the recording. If you record a meeting on the

server, the WebEx server automatically uploads the recording to
this page. In this case, the topic of the recording is the topic of
the meeting. You can edit the topic at 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.

Format

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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)
format. For Event Center and Training Center, you can also
store Shockwave Flash Object (SWF) format files.

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Option

Description
Lets you play the recording (available only for recording files
with an .arf extension that were recorded by the Network-Based
Recorder).
If playback of the file requires a password, you must provide the
password.
Lets you send an email to share this recording with others.
Displays a menu with more options for your recording:

Download: Lets you download the recording to your

local computer.
If downloading the file requires a password, you must
provide the password.

Modify: Lets you edit information of the recording. For

details, see About the Add/Edit Recordings page (on page
341).

Disable: Lets you disable the recording in all locations.

Delete: Lets you delete the recording from this page.

Indicates that a recording is password-protected.

Maintaining contact information

If you want to

See

get an overview of your personal address

book

About maintaining contact information (on

page 350)

open your personal address book

Opening your address book (on page 350)

add a new contact to your personal address

book

Adding a contact to your address book (on

page 351)

add multiple contacts to your address book at Importing contact information in a file to your
once
address book (on page 354)
add contacts in Microsoft Outlook to your
personal address book

Importing contact information from Outlook to

your address book (on page 357)

view or change information about contacts in

your personal address book

Viewing and editing contact information in

your address book (on page 358)

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If you want to

See

find a contact in your personal address book

Finding a contact in your personal address

book (on page 358)

combine multiple contacts into a single

distribution list

Creating a distribution list in your address

book (on page 359)

edit information about a distribution list

Editing a distribution list in your address book

(on page 361)

delete a contact or distribution list

Deleting contact information in your address

book (on page 363)

About maintaining contact information

You can maintain a personal online address book, in which you can add information
about contacts and create distribution lists. When scheduling a meeting or starting an
instant meeting, you can quickly invite any contacts or distribution lists in your
personal address book. You can also invite contacts in the Company Address Book
for your WebEx service Web site, if one is available.
You can add contacts to your personal address book in any of the following ways:

Specify information about contacts one at a time.

Import contact information from your Microsoft Outlook contacts.

Import contact information from a comma-separated/comma-delimited values

(CSV) file.

You can also edit or delete the information about any contact or distribution list in
your personal address book.

Opening your address book

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:

350

Log in to your WebEx service Web site. For details, see Logging in to and out of
the WebEx service site (on page 310).

On the navigation bar at the top of the page, click My WebEx.

Click My Contacts.

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The My WebEx Contacts page appears.

In the View drop-down list, select one of the following contact lists:

Personal Contacts: Includes any individual contacts or distribution lists that

you added to your personal address book. If you have a Microsoft Outlook
address book or contacts folder, you can import its contacts to this list of
contacts.

Company Address Book: Your organization's address book, which includes

any contacts that your site administrator has added to it. If your organization
uses a Microsoft Exchange Global Address List, your site administrator can
import its contacts to this address book.

Adding a contact to your address book

You can add contacts to your personal address book, one at a time.
To add a contact to your personal address book:
1

Open your personal address book. For details, see Opening your address book (on
page 350).

In the View drop-down list, select Personal Contacts.

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A list of contacts in your Personal Contacts list appears.

3

Click Add Contact.

The Add Contact page appears.

Provide information about the contact.

Click Add.

For descriptions of the information and options on the New Contact page, see About
the New/Edit Contact page (on page 353).
Note:
You cannot add contacts to your Company Address Book.
If you want to add multiple contacts, you can them all at once, instead of adding one contact

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at a time. For details, see Importing contact information in a file to your address book (on
page 354).

About the New/Edit Contact page

How to access this page
On your WebEx service Web site, click My WebEx > My Contacts > Add Contact
or [check box for contact] > 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

To

Full name

Enter the contact's first and last name.

Email address

Enter the contact's email address.

Language

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.

Company

Enter the company or organization for which the contact works.

Job title

Enter the contact's position in a company or organization.

URL

Enter the URL, or Web address, for the contact's company or

organization.

Phone number/Phone
number for mobile
device/Fax number

Enter the contact's phone numbers. For each number, you can
specify the following:

Country Code

Specify the number that you must dial if the contact resides in
another country. To select a different country code, click the link to
display the display the Country Code window. From the dropdown list, select the country in which the contact resides.

Area or city code

Enter the area or city code for the contact's phone number.

Number

Enter the phone number.

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Use this option

To

Extension

Enter the extension for the phone number, if any.

Address 1

Enter the contact's street address.

Address 2

Enter additional address information, if necessary.

State/Province

Enter the contact's state or province.

ZIP/Postal code

Enter the contact's ZIP or postal code.

Country

Enter the country in which the contact resides.

Username

Enter the username with which the user logs in to your WebEx
service Web site, if the contact has a user account.

Notes

Enter any additional information about the contact.

Importing contact information in a file to your address book

You can add information about multiple contacts simultaneously to your personal
address book, by importing a comma-separated values (CSV) file. A CSV file has the
.csv file extension; you can export information from many spreadsheet and email
programs in CSV format.
To create a CSV file:
1

Open your address book. For details, see Opening your address book (on page
350).

In the View drop-down list, ensure that Personal Address Book is selected.

Click Export.

Save the .csv file to your computer.

Open the .csv file that you saved in a spreadsheet program, such as Microsoft
Excel.

Optional. If contact information exists in the file, you can delete it.

Specify information about the new contacts in the .csv file.

Important: If you add a new contact, ensure that the UID field is blank. For information
about the fields in the .csv file, see About the Contact Information CSV template (on page
355).

354

Save the .csv file. Ensure that you save it as a .csv file.

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To import a CSV file containing new contact information:

1

Open your address book. For details, see Opening your address book (on page
350).

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

How to access this template
On your WebEx service Web site, click My WebEx > My Contacts > View >
Personal Address Book > Export.

What you can do here

Specify information about multiple contacts, which you can then import to your
personal address book.

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Fields in this template

Option

Description

UUID

A number that your WebEx service site creates to identify the contact. If
you add a new contact to the CSV file, you must leave this field blank.

Name

Required. The contact's first and last name.

Email

Required. The contact's email address. The email address must be in

the following format:
[email protected]

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Company

The company or organization for which the contact works.

JobTitle

The contact's position in a company or organization.

URL

The URL, or Web address, for the contact's company or organization.

OffCntry

The country code for the contact's office phone-that is, the number that
you must dial if the contact resides in another country.

OffArea

The area or city code for the contact's office phone number.

OffLoc

The contact's office phone number.

OffExt

The extension for the contact's office phone number, if any.

CellCntry

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.

CellArea

The area or city code for the contact's cellular or mobile phone number.

CellLoc

The contact's cellular or mobile phone number.

CellExt

The extension for the contact's cellular or mobile phone number, if any.

FaxCntry

The country code for the contact's fax number-that is, the number that
you must dial if the contact resides in another country.

FaxArea

The area or city code for the contact's fax number.

FaxLoc

The contact's fax number.

FaxExt

The extension for the contact's fax machine, if any.

Address 1

The contact's street address.

Address 2

The additional address information, if necessary.

State/Province

The contact's state or province.

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Option

Description

ZIP/Postal

The contact's ZIP or postal code.

Country

The country in which the contact resides.

Username

The user name with which the user logs in to your WebEx service Web
site, if the contact has a user account.

Notes

Any additional information about the contact.

Importing contact information from Outlook to your address

book
If you use Microsoft Outlook, you can import the contacts that you maintain in your
Microsoft Outlook address book or folder to your personal address book on your
WebEx service Web site.
To import contacts from Outlook to your personal address book:
1

Open your address book. For details, see Opening your address book (on page
350).

In the View drop-down list, select Personal Contacts.

In the Import from drop-down list, select Microsoft Outlook.

Click Import.
The Choose Profile dialog box appears.

In the Profile Name drop-down list, select the Outlook user profile that includes
the contact information that you want to import.

Click OK.

Note:
When you import contacts in Outlook, your WebEx service Web site retrieves contact
information from the Outlook address book or folder in which you have chosen to keep
personal addresses. For information about keeping personal addresses in Outlook, refer to
Microsoft Outlook Help.
If your personal address book already includes a contact who is also in your Outlook contacts
list, the contact is not imported. However, if you change the contact's email address in your
personal address book, importing the contact from Outlook creates a new contact in your
personal address book.

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Viewing and editing contact information in your address

book
In your personal address book, you can view and edit information about individual
contacts in your Personal Contacts list. You can view, but not edit, information about
contacts in your Company Address Book.
To view or edit contact information:
1

Open your address book. For details, see Opening your address book (on page
350).

In the View drop-down list, select one of the following:

Personal Contacts

Company Address Book

A list of contacts appears.

3

Locate the contact whose information you want to view or edit. For details about
locating a contact, see Finding a contact in your personal address book (on page
358).

Under Name, select the contact whose information you want to view or edit.

Do one of the following:

If the 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.

6

Optional. If the contact is in your Personal Contacts list, edit the information that
you want to change on the Edit Contact's Information page.
For descriptions of the information and options of the Edit Contact's Information
page, see About the New/Edit Contact page (on page 353).

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.

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To search for a contact in your address book:

1

Open your address book. For details, see Opening your address book (on page
350).

In the View drop-down list, select a contacts list.

Do any of the following:

In the Index, click a letter of the alphabet to display a list of contacts whose
names begin with that letter. For example, the name Susan Jones appears
under S.

To search for a contact in the list you are currently viewing, type text that
appears in either the contact's name or email address in the Search for box,
and then click Search.

If the entire list of contacts does not fit on a single page, view another page by
clicking the links for the page numbers.

Sort your personal contacts or company address book by name, email address,
or phone number by clicking the column headings.

Creating a distribution list in your address book

You can create distribution lists for your personal address book. A distribution list
includes two or more contacts for which you provide a common name and appears in
your Personal Contacts list. For example, you can create a distribution list named
Sales Department, which includes contacts who are members of your Sales
Department. If you want to invite members of the department to a meeting, you can
select the group rather than each member individually.
To create a distribution list:
1

Open your address book. For details, see Opening your address book (on page
350).

Click Add Distribution List.

The Add Distribution List page appears.

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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.

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:

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For descriptions of the information and options on the Add Distribution List page, see
About the Add/Edit Distribution List page (on page 362).

Editing a distribution list in your address book

You can add or remove contacts from any distribution list that you have created for
your personal address book. You can also change a group's name or descriptive
information.
To edit a distribution list:
1

Open your address book. For details, see Opening your address book (on page
350).

In the View drop-down list, select Personal Contacts.

A list of the contacts in your Personal Contacts list appears, including any
distribution lists that you have created. The Distribution List indicator appears to
the left of a distribution list:

Under Name, select the name of the distribution list. The Edit Distribution List
page appears.

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Edit information about the distribution list.

Click Update.

For descriptions of the information and options on the Edit Distribution List page, see
About the Add/Edit Distribution List (on page 362).

About the Add/Edit Distribution List page

How to access this page
On your WebEx service Web site, click My WebEx > My Contacts > Add
Distribution List. Or, select distribution list in Personal Contacts list.

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What you can do here

Add contacts to your distribution list or remove contacts from your distribution list.

Options on this page

Use this option

To

Name

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.

Description

Optionally enter descriptive information about the distribution list,

to help you identify it later.

Search

Find a contact, by typing all or part of the contact's first or last

name.

Index

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>

Add a one or more selected contacts to your distribution list.

<Remove

Remove one or more selected contacts from your distribution list.

Add Contact

Add a new contact to your Personal Contacts list and add the
contact to your distribution list.

Add

Add a new distribution list to your Personal Contacts list.

Update

Update an existing distribution list that you have edited.

Deleting contact information in your address book

You can delete any contact or distribution lists that you have added to your personal
address book.
To delete a contact or contact group:
1

Open your address book. For details, see Opening your address book (on page
350).

In the View drop-down list, select Personal Contacts.

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In the list that appears, select the check box for the contact or distribution list that
you want to delete.

Click Delete.
A message appears, asking you to confirm the deletion.

Click OK.

Maintaining your user profile

If you want to

See

get an overview of maintaining your user

profile

About maintaining your user profile (on page

364)

edit your user profile

Editing your user profile (on page 371)

About maintaining your user profile

Once you obtain a user account, you can edit your user profile at any time to do the
following:

364

Maintain personal information, including your

Full name

Username (if your site administrator provides this option)

Password

Contact information (including your street address, email address, and phone
numbers)

Tracking codes that your organization uses to keep records of your meetings
(such as project, department, and division numbers)

Specify whether to display links to your company's partner sites in the My WebEx
navigation bar, if your site administrator set up partner links

Manage any scheduling templates that you saved

Set options for your Personal Meeting Room options, including the images and
welcome message that appear on the page

Set default options for your online sessions, including

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The default session type that you want to use, if your account includes
multiple session types

Whether your scheduled meetings are automatically removed from your list of
meetings once the meeting ends

Whether the Quick Start page appears in the content viewer once you start a
meeting

The users who can schedule meetings on your behalf

Set Web site preferences, including:

The home page that appears when you access your WebEx service Web site

The time zone in which meeting times appear

The language in which your Web site displays text, if your site includes
multiple languages

The locale (the format in which your Web site displays dates, times, currency
values, and numbers)

About the My WebEx Profile page

How to access this template
On your WebEx service Web site, click My WebEx > My Profile.

What you can do here

Manage the following:

Account information

Personal information

Partner integration options

Scheduling templates (does not apply to Support Center)

Personal Meeting Room information

Meeting options

Web page preferences, including your home page and language

Support Center CSR Dashboard options (Support Center only)

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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.

Change Password

Old password: Type the old password for your account.

New password: Specify the new password for your

account. A password:

366

Must contain at least four characters

Can consist of a maximum of 32 characters

Can include any letters, numbers, or special

characters, but not spaces

Is case sensitive

Retype New password: Verify that you typed your

password correctly in the New password box.

Call-in authentication

If enabled by your site administrator, allows you to be

authenticated and placed into the correct teleconference without
needing to enter a meeting number whenever you dial into any
CLI (caller line identification) or ANI (automatic number
identification) enabled teleconference. Selecting this option for a
phone number in your user profile maps your email address to
that phone number. Caller authentication is available only if you
have been invited to a CLI/ANI enabled teleconference by email
during the meeting scheduling process. Caller authentication is
not available if you are dialing in to a CLI/ANI enabled
teleconference.

Call-back

When selected for a phone number in your user profile, allows

you to receive a call from the teleconferencing service if it is
using an integrated call-back feature. If your site includes the
international call-back option, participants in other countries
receive a call back. For more information about this option, ask
your site administrator.

PIN

If enabled by your site administrator, allows you specify a call-in

authentication PIN to prevent spoofers from using your
number to dial into a teleconference. If your site administrator
sets the authentication PIN as mandatory for all accounts using
call-in authentication on your site, you must specify a PIN
number or caller authentication will be disabled for your
account. This option is available only if you have selected the
Call-in authentication option for at least one of the phone

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Use this option

To
numbers in your profile. The PIN can also be used to provide a
secondary level of authentication for calls where the host is
using the phone and may need to invite additional attendees.

Other personal
information options

Enter any personal information that you want to maintain in your

profile.

Partner integration options

Your site administrator can set up custom links to the Web sites of your company's
partners, and then display the links on the My WebEx navigation bar. For example, if
your company uses another company's Web site to provide a service, your site
administrator can provide a link to that company's site in your My WebEx navigation
bar. You can then show or hide that link.
Use this option....

To....

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.
Use this option

To

Start time

Select the start time for your daily work calendar.

End time

Select the end time for your daily work calendar.

Scheduling template options

Use these options to manage scheduling templates that you set up using the
scheduling options on your site.
Use this option

To

Get Info

Shows the settings you set for the selected template.

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Use this option

To

Edit

Opens the scheduling options on your site for the selected

template.

Delete

Removes the selected template from your profile.

Select All

Selects all the scheduling templates, allowing you to delete

them all at once.

Personal Meeting Room options

Use this option

To

Personal Meeting Room

URL

Go to your Personal Meeting Room page. You can click the

URL from the My Profile page to preview your current Personal
Meeting Room page.
Your Personal Meeting Room page shows online sessions that
you scheduled and any in-progress sessions that you are
currently hosting.
Users to whom you provide your personal URL can use this
page to join any meeting that you are hosting. They can also
download files in any folders that you share.

Welcome Message

Enter the message that appears on your Personal Meeting

Room page. A message can be a maximum of 128 characters,
including spaces and punctuation.
To specify a message, type it in the box, and then click Update.

Upload 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

368

Upload a banner image to the non-scrolling header area for

your Personal Meeting Room page. For example, you can

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Use this option

header area

To
upload your company's logo or an advertisement. Visitors to
your page can see the image that you upload. Available only if
your site administrator has turned on this option for your
account.
The image can be an maximum of 75 pixels high. If you upload
a larger image, its height is automatically reduced to 75 pixels.
However, the image's aspect ratio is maintained.
Browse: Lets you locate a banner image.
Upload: Uploads the banner image that you selected.
Current Image: Displays the banner image that currently
appears on your Personal Meeting Room page.
Delete: Removes the current banner image from your Personal
Meeting Room page. This button is available only if you have
uploaded an image for the page.

Productivity Tools Options

Use this option....

To....

Automatically download
Productivity Tools when
logging in to the WebEx
service site

Specify that WebEx Productivity Tools should be downloaded

automatically when you log in to the WebEx service site. If this
option is turned off, you can still download Productivity Tools
manually.

Session Options

Use this option

To

Automatically delete
meetings from My
Meetings when
completed

Specify that once a scheduled meeting ends, the meeting is

automatically removed from your list of scheduled meetings on
the My Meetings page, if the scheduled starting time has
passed. If you do not select this option, the meeting remains on
your list of meetings until you delete it.
You can change this default setting when scheduling a meeting.
Applies only to meetings and sales meeting. Does not apply to
events, support sessions, or training sessions.

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Use this option

To

Default session type

Specify the default session type that you host, if your user
account lets you host different types of online sessions.
For more information about session types, ask the site
administrator for your WebEx service.
You can change this default setting when scheduling a meeting.

Quick Start

Specify whether the Quick Start page appears in the content

viewer once you start a meeting. The Quick Start lets you start
sharing activities quickly, as an alternative to starting them from
a menu or toolbar.

Show Quick Start to host and presenter: The Quick Start

appears in the content viewer for the host and presenter.

Show Quick Start to attendees: The Quick Start appears

in the content viewer for attendees. Select this option only if
you intend to let attendees share information during your
meetings.

You can change this default setting when scheduling a meeting.

Scheduling permission

Type the email addresses for any users whom you want to let
schedule meetings for you. Separate email addresses with
either a comma or a semicolon.
Select From Host List: Open the Select Host page, which
contains a list of all users who have accounts on your WebEx
service Web site. On this page, you can select users whom you
want to let schedule meetings for you.

Web page preferences options

370

Use this option

To

Home page

Set the first page that appears when you access your WebEx service
Web site.

Chapter 19: Using My WebEx

Use this option

To

Time zone

Set the time zone in which you reside.

If you select a time zone for which daylight saving time (DST) is in
effect, your WebEx service Web site automatically adjusts its clock for
daylight saving time
Note: The selected time zone appears:

Language

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

Set the language in which your WebEx service Web site displays text.
Note: The languages that appear in this list are limited to the languages
that have been set up for your Web site.

Locale

Set the format in which your Web site displays dates, times, currency
values, and numbers.

Editing your user profile

Once you obtain a user account, you can edit your user profile at any time to change
account login information, contact information, and other options available for your
account.
To edit your user profile:
1

Log in to your WebEx service Web site. For details, see Logging in to and out of
the WebEx service site (on page 310).

On the navigation bar, click My WebEx.

Click My Profile.

Edit the information on the page.

When you are finished editing your user profile, click Update.

For descriptions of the information and options on the My Profile page, see About the
My WebEx Profile page (on page 365).

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Managing scheduling templates

If you want to

See

get an overview of managing your scheduling About managing scheduling templates (on
templates
page 372)
view, edit, or delete a scheduling template

Managing scheduling templates (on page

372)

About managing scheduling templates

Scheduling templates let you save the options you set for a meeting for later use. Once
you save a scheduling template, you can use it to quickly schedule another meeting,
instead of setting the same options again. If you saved a scheduling template using the
Save As Template option when scheduling a meeting, you can manage the template,
as follows:

View the options you set in the template.

Edit the options you set in the template.

Delete the template.

Managing scheduling templates

You can view, edit, or delete any scheduling templates that you saved.
To manage scheduling templates:
1

Log in to your WebEx service Web site. For details, see Logging in to and out of
the WebEx service site (on page 310).

On the navigation bar, click My WebEx.

Click My Profile.
The My Profile page appears.

372

Under Scheduling Templates, select a template in the list.

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Option

Description

Topic

The name of the recording. You can edit the topic at any time.

Create time

The time and date the recording was created.

Duration

The length of the recording.

Description

A description of the recording.

File size

The file size of the recording.

Create time

The date and time at which the recording was created.

Status

The status of the recording. The possible options are Enable or

Disable.

Password

Indicates whether a user must provide a password to view the

recording.

Stream recording link

Clicking the link lets you play the recording (available only for
recording files with the .arf extension that were recorded by
NBR).

Download recording link

Clicking the link lets you download the recording.

Clicking the button lets you play the recording (available only for
recording files with the .arf extension that were recorded by
NBR).
If you want to download the recording, you can also click the
link for downloading under Play Recorded a meeting Now.

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Option

Description
Clicking the button opens the Share My Recording window,
which allows you to send an email message to selected
recipients, inviting them to play your recording.
If you want to send the email with your local email client
instead, click the link for using the email client under Share My
Recording.
Clicking the button opens the Edit Recording page.

Clicking the button deletes the recording.

Clicking the button disables the recording everywhere it is

published on your WebEx Service Web site. (Available only for
enabled recordings.)
Clicking the button enables the recording everywhere it is
published on your WebEx Service Web site. (Available only for
disabled recordings.)
Clicking the button returns you to the recording list.

Maintaining your Personal Conference number

accounts or Cisco Unified MeetingPlace audio
conferencing account

374

If you want to

See

get an overview of maintaining your Personal

Conference number (PCN) accounts

About maintaining Personal Conference

number accounts (on page 375)

add or edit a PCN account to obtain audio

conferencing numbers or specify access
codes

Adding or editing a Personal Conference

number account (on page 376)

use your PCN account

Using your Personal Conference numbers

(on page 380)

delete a PCN account

Deleting a Personal Conference number

Chapter 19: Using My WebEx

If you want to

See
account (on page 381)

get an overview of maintaining Cisco Unified

MeetingPlace audio conferencing account
numbers

About maintaining Cisco Unified

MeetingPlace audio conferencing account
numbers (on page 375)

reset the profile PIN for your Cisco Unified

MeetingPlace audio conferencing account

Resetting the password for your Cisco Unified

MeetingPlace audio conferencing account
number (on page 382)

About maintaining Personal Conference number accounts

If your WebEx service website includes the Personal Conferencing feature and the
Personal Conference number option, you can create up to three Personal Conference
number accounts. When scheduling a Personal Conference meeting, you can select a
Personal Conference number account to use for your the audio portion of the Personal
Conference meeting. You can also use your Personal Conference number account to
start an instant audio conference from any phone, without scheduling it first.
Your Personal Conference number account also specifies the access code that you
want to use to start the audio portion of the Personal Conference meeting, and the
access codes that you want attendees to use to join the audio portion of the Personal
Conference meeting.
You can delete a personal audio conferencing account at any time.

About maintaining Cisco Unified MeetingPlace audio

conferencing account numbers
If your site includes support for Cisco Unified MeetingPlace audio conferencing, you
should already have a Cisco Unified MeetingPlace audio conferencing account
assigned to you. With your account, you can use Cisco Unified MeetingPlace audio in
your meetings and in MeetingPlace Personal Conference meetings.
Your account number includes a toll number to call as well as a Cisco Unified
MeetingPlace profile number. For additional security, you can specify or reset a
profile PIN that can be used to authenticate your account. You can also synchronize
your account settings for your WebEx and Cisco Unified MeetingPlace accounts.

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Adding or editing a Personal Conference number account

You can add up to three Personal Conference number accounts. You can edit a
Personal Conference number account at any time to change the following:

The access code that you want to use to start the audio portion of the Personal
Conference meeting

The access codes that you want participants to use to join the audio portion of the
Personal Conference meeting

To add or edit a Personal Conference number account:

1

Log in to your WebEx service Web website, and then select My WebEx.

Select Personal Conferencing.

The Personal Conferencing page appears.

Select Add Account or, if you have already added an account, Select Edit by that
account.
The Add/Edit Personal Conference Number page appears.

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Edit the information on the page.

When you are finished add or editing the account, select Close.

For descriptions of the information and options on the Personal Conferencing page,
see the topic About the Personal Conferencing page (on page 377).
For descriptions of the information and options on the Add/Edit Personal Conference
Number page, see the topic About the Add/Edit Personal Conference Number page
(on page 379).

About the Personal Conferencing page

How to access this page
On your WebEx service Web site, click My WebEx > Personal Conferencing.

What you can do here

Add, edit, or delete a Personal Conference number account.

View information about your existing Personal Conference number accounts.

If you are a MeetingPlace user, view information about your Cisco Unified
MeetingPlace Audio Conferencing account and change your profile PIN.

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Options on this page for Personal Conference number accounts only

Option

Description

Personal Conference
number

Shows the numbers for your Personal Conference number accounts.

With a Personal Conference number ccount, you can use the same
conference numbers for all your meetings, including Personal
Conference meetings that you schedule on your WebEx service Web
site or that you start instantly from a phone.
A Personal Conference number account also lets you specify the
access codes that you want to use to start the audio portion of the
Personal Conference meeting, and the access codes that you want
attendees to use to join the audio portion.
For details about the information in a Personal Conference number
account, see About the Add/Edit Personal Conference Number page
(on page 379).

Account [x]

Allows you to add a new Personal Conference number accounts or

view and edit information about each of your Personal Conference
number accounts.
Add account: Opens the Create Personal Conference Number page,
on which you can obtain a Personal Conference number (PCN)
account. Appears only if you have not yet added the maximum of
three accounts.
Default account: Indicates that the PCN account is the default
account that is selected when you schedule a Personal Conference
meeting.
Set as default: If you set up more than one PCN account, you can
click this link to specify which account is your default account.

Edit

Opens the Edit Personal Conference Number page, on which you can
change the access codes for your PCN account.
For details about the information in a PCN account, see About the
Create/Edit Personal Conference Number (on page 379).

Delete

Deletes the Personal Conference number (PCN) account from your

user profile.

Important: If you delete a PCN account that you have already

selected for a scheduled a meeting, you must edit the meeting to
select another PCN account or voice-conferencing option.

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Options on this page for MeetingPlace users only

Option

Description

Toll Number

Shows the toll telephone number for your Cisco Unified MeetingPlace
audio conferencing account.

Cisco Unified
MeetingPlace profile
number

Shows your Cisco Unified MeetingPlace audio conferencing account

profile number.

New profile PIN

Allows you to reset your Cisco Unified MeetingPlace audio conferencing

account profile personal identification number (PIN) in order to provide an
additional level of security to your audio account.

About the Add/Edit Personal Conference Number page

How to access this page
On your WebEx service website, click My WebEx > Personal Conferencing > Add
Account or Edit.

What you can do here

Specify the audio conference access codes that you must provide to start the audio
portion of a Personal Conference meeting or that attendees must provide to join the
audio portion of a Personal Conference meeting.
Use this option

To

Access code

Specify the the access code.:

Allow attendee to join

before host

Host access code: Specify the access code that you must
enter when you start a Personal Conference meeting. This
code must be 8 digits in length.

Attendee access code: Specify the access code that

attendees must enter to join the audio portion of a Personal
Conference meeting. This code must be 8 digits in length.

Allows attendees to join a Personal Conference meeting before

the host starts it.

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Using your Personal Conference numbers

Once you add a Personal Conference number account, the account information
provides the call-in numbers and access codes that you and attendees use to
participate in the audio portion of a Personal Conference meeting.
To use your Personal Conference number account for a scheduled Personal
Conference meeting:
1

When scheduling your meeting, on the Required Information page of the

Advanced Scheduler, select the Personal Conference meeting type.

On the Audio Conference page, select a Personal Conference number account

when setting audio conference options for the meeting.

At the scheduled time, dial the call-in number for your Personal Conference
number account.

Follow the voice instructions to provide your access code.

Each invited attendee receives an email message containing the call-in number and
the attendee access code that you assigned to him or her.

Controlling the audio portion of a Personal Conference

meeting
If you use your Personal Conference number account to start the audio portion of a
Personal Conference meeting, you and the participants can use the following keypad
commands:

Host commands

380

To

Enter

Dial the phone number of a participant whom you

want to add to the audio conference

*1

Lock the audio conference, preventing anyone else

from joining it

*5

Unlock the audio conference

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To

Enter

Mute your microphone

*6

Unmute your microphone

*6

Let participants continue the audio conference

without the host

*8

Mute all attendees

##

Unmute all attendees

99

Play the participant count

*#

Hear all keypad commands that you can use

**

Then hang up your phone.

Attendee commands

To

Enter

Mute your microphone

*6

Unmute your microphone

*6

Play the participant count

*#

Hear all keypad commands that you can use

**

Deleting a Personal Conference number account

You can delete a Personal Conference number account at any time.
To delete a Personal Conference number account:
1

Log in to your WebEx service Web site, and then select My WebEx.

Select Personal Conferencing.

The Personal Conferencing page appears, showing your Personal Conference
number accounts.

Under the account that you want to delete, select Delete.

A confirmation message appears.

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Click OK.

Resetting the profile PIN for your Cisco Unified MeetingPlace

audio conferencing account number
If your site includes support for Cisco Unified MeetingPlace audio conferencing, you
should already have a Cisco Unified MeetingPlace audio conferencing account
assigned to you. You can change the personal identification number (PIN) for your
Cisco Unified MeetingPlace audio conferencing account.
To add or edit a Personal Conference number account:
1

Log in to your WebEx service Web website, and then select My WebEx.

Select Personal Conferencing.

The Personal Conferencing page appears.

382

Under Change Profile PIN, in the New profile PIN and Confirm profile PIN
boxes, type new a new personal password that contains only numbers and is
between 5 and 24 digits in length.

To synchronize your account settings for your WebEx and Cisco Unified
MeetingPlace accounts, select Sync.

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Generating Reports
If you want to

See

get an overview of what reports you can

generate from your WebEx service Web site

About generating reports (on page 383)

generate usage reports that provide

Generating reports (on page 384)
information about each session that you have
hosted on your site

About generating reports

If your user account includes the reports option, you can view the following reports:
Note:
For some reports, if you click on the report link within 15 minutes after the meeting
ends, you will see a preliminary version of that report. The preliminary report provides
quick access to data before the final, more accurate data is available. The preliminary
report contains only a subset of the information that is available in the final report.
When the final, more accurate data is available, which is usually 24 hours after the
meeting ends, the preliminary report is replaced by the final report.
You can download both preliminary reports and final reports as comma-separated
values (CSV) files.

General Meeting Usage reports

These reports contains information about each online session that you host. You can
view the following reports:

Summary Usage report: Contains summary information about each meeting

including topic, date, start and end time, duration, number of attendees you
invited, number of invited attendees who attended, and type of voice conference
you used.
Note: Initially, this report appears as a Preliminary Usage Summary Report, but after the
final, more accurate usage data is available, it is replaced by the Final Usage Summary
Report.

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Summary Usage report CSV (comma-separated values) file: Contains

additional details about each meeting, including the minutes that all participants
were connected to the meeting and tracking codes.

Session Detail report: Contains detailed information about each participant in a

meeting, including the time the participant joined and left the meeting, the
attentiveness during the meeting, and any information that the attendee provided.
Note: Initially, this report appears as a Preliminary Session Detail Report, but after the
final, more accurate session detail data is available, it is replaced by the Final Session Detail
Report.

Access Anywhere usage report

This report shows information about the computers that you access remotely,
including the date and start and end times for each session.

Generating reports
You can generate usage reports that provide information about each online meeting
that you have hosted on your site.
You can export or download the data to a comma-separated values (CSV) file which
you can then open in a spreadsheet program such as Microsoft Excel. You can also
print reports in a printer-friendly format.
To generate a report:
1

Log in to your WebEx service Web site, and then click My WebEx.

Click My Reports.
The My Reports page appears.

Choose the type of report you want to generate.

Specify your search criteria, such as a date range for which you want to view
report data.

Click Display Report.

To change the order in which report data is sorted, click the column headings.
The report data is sorted by the column that has an arrow next to the column
heading. To reverse the sort order, click the column heading. To sort using
another column, click that column's heading.

384

Do one of the following, as appropriate:

Chapter 19: Using My WebEx

If you are viewing a general meeting usage report and want to display the
report in a format that is suitable for printing, click Printer-Friendly Format.

If you are viewing the usage report for a meeting and want to view the content in
the report, click the link for the meeting name.

To export the report data in comma-separated values (CSV) format, click Export
Report or Export.

10

If available, click links on the report to display more details.

385

Index
.
.atp files 288, 289
Cisco Unified MeetingPlace
audio conferencing accounts 371
MeetingPlace Personal Conference 144, 146, 147,
149, 373

contact group 357

during meeting 17
during training session 292
event templates
in meeting transcript 19
in meeting transcripts 19
to participants 19
updated information to attendees 129

files, overview 326

for downloading during training session 292
in address book 357
in personal folders, overview 326
information about 336
information about files 329
information about in personal folders 329
.ucf files
opening 233
saving documents 232
saving presentations 232
saving whiteboards 232

A
Access Anywhere
using 324
Access Anywhere Usage report

description 379
access codes for personal conference number account
specifying 372
account, user
obtaining 307
adding
contacts to address book 348
meetings to calendar program 62
new personal folders for file storage 327
pages to shared documents 225
personal conference number account 372
slides to shared presentations 225
address book
adding contacts 348
creating contact group 356
importing contacts from file 351
importing contacts from Outlook 354
opening 347
searching for contacts 355
using, overview 347
viewing or editing contact information 354
annotating, shared software
using annotation tools 268
Annotation Color tool
overview 218
annotation tools
for shared software, descriptions 268
annotation tools, for shared documents
Annotation Color tool, 218
Eraser tool, overview 218
Highlighter tool, overv 218
Line tool, overview 218
Pointer tool, overview 218
Rectangle tool, overvie 218
Text tool, overview 218
annotations, on shared documents
clearing 230
annotations, on shared documents
selecting font 230
answering polls
stopping 271
taking screen capture 271
using tools 268
application, shared
ensuring good imaging of color 276

387

attendees
allowing to take personal notes 296
creating greeting for 17
creating message for 17
preventing from joining meeting 18
audio files
sharing a Web content 238

B
bringing application to front
on shared remote computer 257
browsers, Web
sharing 238

C
calendar programs
overview 62
calendar. See meeting calendar. 66
canceling
meetings 132
Personal Conference meetings 149
changing type of, editing, rearranging, deleting
poll question 283
choosing
note taker 297
clearing
all annotations on shared documents 230
all pointers on shared documents 231
selected annotations on shared documents 230
your annotations on shared documents 230
your pointers on shared documents 231
closing
panels 25
color in shared application, ensuring good imaging
276
contact group
creating in address book 356
contact information
adding to address book 348
creating contact group 356
importing to address book from file 351

388

importing to address book from Outlook 354

maintaining, overview 347
searching for in address book 355
viewing or editing in address book 354
content viewer
resizing 27
creating
poll questionnaires 281

D
date 67
selecting on meeting calendar 67
daylight saving time, adjusting meeting times 70
deleting
annotations on shared software 268
contacts 359
contacts from address book 359
files 331
files or folders 331
from address book 359
from personal folders 331
meetings from My Meetings 311
questionnaires 283
shortcuts for One-Click Meeting 204
displaying timer
during polling 285
distribution list
creating in address book 356
document sharing
before meeting starts 120
documents, shared
adding blank pages 225
advancing pages automatically 223
annotating 230
clearing pointers 231
printing pages 233
saving to file 232
downloading
files 331
from personal folders 331
published files during a meeting 293
published files during a training session 293
published files during an event 293
shortcuts, for One-Click Meeting 197
shortcuts, WebEx One-Click panel 197

drawing annotations
on shared documents 230
on shared presentations 230

E
editing
contact group in address book 357
contact information in address book 354
information about files in personal folders 329
information about recordings 336
Personal Conference meetings 147
personal conference number account 372
scheduled meetings 129
email messages
registering for meetings 56
ending
meeting 20
eraser
using to delete annotations on shared software
268
Eraser tool
overview 218
erasing
all annotations on shared documents 230
all pointers on shared documents 231
selected annotations on shared documents 230
your annotations on shared documents 230
your pointers on shared documents 231
exchanging files
during a meeting 293
during a training session 293
during an event 293
during event 292
during training session 292
expelling
attendee from a meeting 18

F
files
.atp 288, 289

.ucf (Universal Communications Format) for

multimedia 232
during a meeting 293
during a training session 293
during an event 293
exchanging during a meeting 293
exchanging during a training session 293
exchanging during an event 293
exchanging during event 292
exchanging during training session 292
for poll questionnaire 288
for poll questionnaires 289
from personal folders 331
in personal folders 329, 331
in your personal folders, overview 326
moving or copying in personal folders 329
searching in personal folders 330
sharing on Personal Meeting Room page 323
stop publishing during event 292
stop publishing during training session 292
to personal folders 328
Flash files
sharing as Web content 238
folders, personal
adding new for file storage 327
moving files 329
opening 326
overview 326
searching for files 330
font
selecting for annotations 230

G
generating reports 379, 380
greeting
creating for attendees 17
meeting information 70

H
header, custom
adding to Personal Meeting Room page 322

389

hiding
contents of screen on shared remote computer
256
Highlighter tool
overview 218
high-resolution color in shared application ensuring
good imagi 276
home page for site
setting 367
host key
using to reclaim host role 15
host role
reclaiming 15

I
images
adding to Personal Meeting Room page 322
importing
contacts to address book from file 351
contacts to address book from Outlook 354
information on meeting
obtaining 16
installing
WebEx One-Click 197

J
joining meetings
from email invitations 51
from host's personal page 53
from meeting calendar 52
using meeting number 54

K
keyboard
disabling on shared remote computer 254
keypad controls

390

for audio-only meeting 376

L
language and locale for site
setting 367
leaving
meetings 18
Line tool
overview 218
list of meetings, personal
maintaining 311
overview 309
locking
access to meeting 18
shared remote computer 257
logging in to and out from site 308

M
maintaining
contact information, overview 347
personal conference number accounts, overview
371
personal list of meetings 311
Personal Meeting Room page, overview 321
making
another participant the host 15
meeting calendar
Daily view 66
Monthly view 66
obtaining information 61
overview 65
refreshing 70
registering for meetings 57
removal of meetings 65
searching for meeting 69
selecting date 67
selecting time zone 70
sorting 69
Today view 66
Weekly view 66
meeting minutes

saving to file 301

taking during meeting 299
meeting number
using to join meetings 54
meetings
canceling 132
editing 129
ending 20
leaving 18
obtaining information 59
registering 58
restricting access 18
scheduling for host 138
searching for on meeting calendar 69
meetings, joining
from email invitations 51
from host's personal page 53
from meeting calendar 52
using meeting number 53
message
adding to Personal Meeting Room page 322
mouse
disabling on shared remote computer 254
multimedia
sharing as Web content 238
My Computers
using 324
My Contacts
adding contacts 348
creating contact group 356
importing contacts from file 351
importing contacts from Outlook 354
opening 347
searching for contacts 355
using, overview 347
viewing or editing contact information 354
My Files
adding folders 327
maintaining, overview 326
moving or copying files or folders 329
opening 326
searching for files 330
My Meetings
maintaining 311
overview 309
My Profile
editing 367

N
note taker
choosing 297
notes
meeting minutes 299
options for meetings 296
saving to file 301
taking personal 299
turning on or off during a meeting 296

O
One-Click Meeting
overview 193
removing shortcuts 204
setting up 194
setting up on service Web site 194
starting from service Web site 200
One-Click panel
removing from computer 204
One-Click Settings page
descriptions 194
One-Click shortcuts
removing from computer 204
opening 66
address book 347
file for 289
list of your recordings 335
personal folders 326
poll questionnaire file 289
poll questionnaires 285
saved document 233
saved presentation 233
saved whiteboard 233
shared whiteboard 221
user profile 367
your list 335
options
for taking notes 296
Outlook
adding meetings 62

391

P
pages, of shared documents
adding new 225
clearing annotations 230
clearing pointers 231
printing 233
panels
closing 25
resizing 27
password
requiring for meeting 92
PCNow
see Access Anywhere 324
Personal Conference meetings
adding to calendar 147
canceling 149
definition 144
editing 147
setting up 144
starting 145, 376
using keypad controls during a Personal
Conference meeting 376
personal conference number account
adding or editing 372
deleting 377
maintaining, overview 371
obtaining 372
using 376
using to start a Personal Conference meeting 376
personal folders
adding new for file storage 327
moving or copying files 329
opening 326
searching for files or folders 330
Personal Meeting Room page
add images and text 322
overview 321
setting options 322
sharing files 323
viewing 321
personal notes
saving to file 301
taking during meeting 299
personal pages
joining meetings from 53, 54
obtaining information about meetings 61
registering for meetings 58
pointer

392

using on shared software 268

Pointer tool
overview 218
pointers, clearing from
shared document 231
shared presentation 231
shared whiteboard 231
poll questionnaires
creating 281
deleting 283
opening 285
saving 288
poll questions or answers
changing type of, editing, rearrangi 283
poll results
sharing with participants 287
viewing after closing poll 286
preferences
setting for site 367
presentations, shared
adding blank slides 225
annotating 230
clearing pointers 231
printing slides 233
saving to file 232
printing
pages in shared documents 233
shared whiteboards 233
slides in shared presentations 233
private notes
saving to file 301
taking during meeting 299
turning on for a meeting 296
profile, user
editing 367
public notes (meeting minutes)
saving to file 301
taking during meeting 299
publishing
files during event 292
files during training session 292

R
reclaiming
host role 15

recordings
uploading 335
Rectangle tool
overview 218
refreshing meeting calendar 70
registering
overview 56
registering from
email messages 56
host's personal page 58
meeting calendar 57
remote computer sharing
starting 249
stopping 252
remote computer, shared
bringing application to the front 257
disabling and enabling keyboard and mo 254
hiding contents of screen 256
locking and unlocking 257
logging in to and out from 257
managing, overview 253
reducing screen resolution 254
selecting additional applications 251
showing to attendees 249
removing
attendee from meeting 18
attendees 129
from meeting 18
personal teleconference number account 377
shortcuts for One-Click Meeting 204
WebEx One-Click from computer 204
reports
generating 380
generating, overview 379
types of 379
resizing
content viewer 27
panels 27
restricting
access to meeting 18
right-click menu of taskbar icon shortcut 200

S
saving
annotations on shared software 271

documents, shared 232

notes to file 301
poll questionnaires 288
presentations, shared 232
shared documents 232
shared presentations 232
shared whiteboards 232
whiteboards, shared 232
scheduled meetings
adding attendees 129
changing agenda 129
changing day and time 129
editing 129
scheduling meetings
and Microsoft Outlook 91
Attendee Privileges page, overview 125
enhancing security 92
for someone else 138
requiring password 92
selecting document to share 120
scheduling templates
about managing 368
screen capture
taking of annotations on shared software 271
screen resolution
reducing for shared remote computer 254
searching 69
for contacts in address book 355
for files in personal folders 330
for meeting on meeting calendar 69
Session Detail report
description 379
setting up
for Access Anywhere 324
for remote access 324
One-Click Meeting 194
Personal Conference meetings 144
setting up One-Click Meeting
on service Web site 194
shared remote computer. See remote computer,
shared. 253
sharing
Flash files, as Web content 238
poll results with participants 287
streaming audio, as Web content 238
streaming video, as Web content 238
Web browsers 238
Web content, overview 237
sharing documents. See documents, shared. 120

393

sharing window
overview 241
shortcuts
for One-Click Meeting, downloading 197
shortcuts, for One-Click Meeting
removing 204
shortcuts, WebEx One-Click panel
downloading 197
slides, in shared presentations
adding 225
clearing annotations 230
clearing pointers 231
printing 233
software sharing
See also software, shared 241
software, shared
ensuring good imaging of color 276
using annotation tools 268
viewing 241
sorting
meeting calendar 66, 69, 70, 72, 74, 76, 77
starting
meeting before scheduled time 130
meeting from email message 130
Personal Conference meetings 145
remote computer sharing 249
teleconference-only meeting 376
Web browser sharing 248
whiteboard sharing 221
starting a One-Click Meeting
from Meeting Center 200
from service Web site 200
stopping
annotations on shared software 271
remote computer sharing 252
streaming audio
sharing as Web content 238
streaming video
sharing as Web content 238
Summary Usage report
description 379
Summary Usage report CSV file
description 379

394

T
taking notes
as single note taker 299
meeting minutes 299
personal 299
specifying options 296
taskbar icon shortcut 200
teleconference-only meeting
starting 376

W
WebEx One-Clickinstalling 197