WebEx Meeting Center User Guide

WebEx Meeting Center
User Guide
For Hosts, Presenters, and Participants
WBS28.4
Copyright
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Last updated: 082312
www.webex.com
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
i
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
Joining a meeting from your iPhone ................................................................................................ 55
iii
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
Refreshing the meeting calendar ................................................................................................................ 70
iv
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 .................................................................................................................... 92
Page-by-page guide to the Advanced Scheduler ................................................................................ 95
About the Required Information page............................................................................................. 95
About the Date & Time page ................................................................................................................ 99
About the Audio Conference page..................................................................................................103
About the Invite Attendees page .....................................................................................................108
About the Select Attendees page ....................................................................................................111
v
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....................................................................127
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) ............................................................139
About the Meeting Information page (for attendees) .....................................................................140
About the Meeting Updated page ...........................................................................................................141
Scheduling a Personal Conference meeting or MeetingPlace Personal Conference
meeting ............................................................................................................................. 143
About Personal Conference and MeetingPlace Personal Conference meetings..................144
vi
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 .......................................................................................................................................................147
Canceling a Personal Conference Meeting or MeetingPlace Personal Conference
meeting .......................................................................................................................................................149
About the Personal Conference Meeting Information page (host) ............................................150
About the Personal Conference Meeting Information page (for attendees) .........................152
Granting Privileges During a Meeting ............................................................................. 153
Selecting participants.....................................................................................................................................154
About Default privileges ...............................................................................................................................155
Granting or removing privileges................................................................................................................155
Granting or removing Chat privileges............................................................................................155
Granting or removing document privileges................................................................................156
Granting or removing viewing privileges.....................................................................................157
Granting or removing meeting privileges....................................................................................158
Using WebEx Audio........................................................................................................... 159
Connecting to an audio conference.........................................................................................................160
Using your telephone to connect to audio ..................................................................................161
Using your computer to connect to audio ...................................................................................164
vii
Switching audio devices during a meeting...........................................................................................165
Connecting to audio during sharing........................................................................................................166
Muting and unmuting microphones .......................................................................................................166
Muting and unmuting all participant microphones simultaneously................................167
Asking to speak in an audio conference.................................................................................................168
Using caller authentication to start or join an audio conference ................................................169
Specifying call-in authentication for your host account ........................................................170
Using an authentication PIN...............................................................................................................171
Editing or updating your stored phone numbers ..............................................................................171
Using Integrated Voice Conferences................................................................................ 173
Speaking in a voice conference..................................................................................................................174
Muting and unmuting microphones .......................................................................................................175
Muting and unmuting all participant microphones simultaneously................................176
Fine tuning your microphone and speaker settings .........................................................................176
Sending and Receiving Video........................................................................................... 179
Minimum system requirements.................................................................................................................181
Locking focus on one participant..............................................................................................................181
Switching between a list or thumbnail view of participants .........................................................182
Viewing everyone who is sending video................................................................................................184
Understanding the large video view...............................................................................................184
Expanding the active speaker's video display ............................................................................186
Floating Icon Tray in Video Full Screen Mode .............................................................................186
viii
Setting webcam options ...............................................................................................................................187
Managing video display during sharing.................................................................................................188
Controlling your self-view ...................................................................................................................188
Controlling video display.....................................................................................................................189
Obtaining video and audio data during a meeting...........................................................................190
Setting Up a One-Click Meeting ....................................................................................... 193
About setting up a One-Click Meeting....................................................................................................193
Setting up your One-Click Meeting on the Web .................................................................................194
About the One-Click Settings page .................................................................................................194
Installing WebEx Productivity Tools .........................................................................................................197
Starting a One-Click Meeting ......................................................................................................................199
Removing WebEx Productivity Tools.......................................................................................................204
Managing Meeting Recordings ........................................................................................ 205
Opening the My Recorded Meetings Page ...........................................................................................205
About the Recording Information page ........................................................................................206
About the My Recorded Meetings page .......................................................................................207
Uploading a recorded meeting file...........................................................................................................209
Editing information about a recorded meeting..................................................................................210
About the Add/Edit Recorded Meetings page ...........................................................................210
Sending an email to share a recorded meeting ..................................................................................212
Sharing Files and Whiteboards ........................................................................................ 215
Granting sharing privileges..........................................................................................................................216
ix
Content viewer tools.......................................................................................................................................216
Changing views in a file or whiteboard .........................................................................................217
Using annotation tools on shared content ..................................................................................218
Sharing files.........................................................................................................................................................219
Sharing a file ..............................................................................................................................................219
Choosing an import mode for presentation sharing ...............................................................220
Sharing a whiteboard .....................................................................................................................................221
Starting whiteboard sharing...............................................................................................................221
Navigating presentations, documents, or whiteboards ..................................................................222
Navigating slides, pages, or whiteboards using the toolbar ................................................222
Advancing pages or slides automatically .....................................................................................223
Animating and adding effects to shared slides ..........................................................................224
Working with pages or slides .............................................................................................................225
Managing views of presentations, documents, or whiteboards..................................................226
Zooming in or out ...................................................................................................................................226
Controlling full-screen view................................................................................................................227
Viewing thumbnails ...............................................................................................................................228
Synchronizing all participant views.................................................................................................229
Clearing annotations .............................................................................................................................230
Clearing pointers .....................................................................................................................................231
Saving, opening, and printing presentations, documents, or whiteboards ...........................231
Saving a presentation, document, or whiteboard ....................................................................232
x
Opening a saved document, presentation, or whiteboard...................................................233
Printing presentations, documents, or whiteboards ...............................................................233
If you are a meeting participant.................................................................................................................234
Displaying pages, slides, or whiteboards ......................................................................................234
Synchronizing your view of pages, slides, or whiteboards ...................................................235
Sharing Web Content........................................................................................................ 237
About sharing Web content ........................................................................................................................237
Sharing Web content ......................................................................................................................................238
Differences between sharing Web content and sharing a Web browser ................................238
Sharing Software .............................................................................................................. 241
Sharing applications........................................................................................................................................242
Starting application sharing ...............................................................................................................243
Sharing several applications at once ..............................................................................................244
Stopping application sharing for all participants ......................................................................245
Sharing your desktop .....................................................................................................................................245
Starting desktop sharing ......................................................................................................................246
Stopping desktop sharing ...................................................................................................................247
Sharing a Web browser..................................................................................................................................247
Starting Web browser sharing ...........................................................................................................248
Stopping Web browser sharing ........................................................................................................248
Sharing a remote computer.........................................................................................................................249
Starting remote computer sharing ..................................................................................................249
xi
Sharing additional applications on a shared remote computer .........................................251
Stopping remote computer sharing ...............................................................................................252
Managing a shared remote computer ....................................................................................................253
Reducing the screen resolution for a shared remote computer.........................................254
Disabling and enabling the keyboard when sharing a remote computer .....................254
Adjusting the size of the view of a shared remote computer..............................................255
Hiding the contents on a shared remote computer's screen...............................................256
Sending a Ctrl+Alt+Del command to a shared remote computer.....................................257
Selecting an application on a shared remote computer........................................................257
Controlling views of shared software ......................................................................................................258
Pausing and resuming software sharing.......................................................................................259
Controlling full-screen view of shared software ........................................................................260
Synchronizing views of shared software .......................................................................................260
Selecting a monitor to share ..............................................................................................................261
Controlling your view as a participant ...........................................................................................263
Closing your participant sharing window.....................................................................................264
Switching your participant view.......................................................................................................265
Annotating shared software ........................................................................................................................266
Starting and stopping annotation ...................................................................................................266
Using annotation tools..........................................................................................................................268
Letting a participant annotate shared software ........................................................................269
Requesting annotation control of shared software..................................................................270
xii
Giving up annotation control.............................................................................................................271
Stopping an participant from annotating shared software ..................................................271
Taking a screen capture of annotations on shared software ...............................................271
Granting participants control of shared software ..............................................................................272
Requesting remote control of shared software .........................................................................273
Letting a participant remotely control shared software.........................................................273
Automatically letting participants remotely control shared software .............................274
Stopping remote control of shared software ..............................................................................275
Sharing applications with detailed color (Windows) ........................................................................276
Sharing applications with detailed color (Mac) ...................................................................................277
Tips for sharing software ...............................................................................................................................278
Polling Attendees.............................................................................................................. 281
Preparing a poll questionnaire ...................................................................................................................281
Creating a poll questionnaire.............................................................................................................281
Editing a questionnaire.........................................................................................................................283
Displaying a timer during polling.....................................................................................................285
Opening a poll ...................................................................................................................................................285
Viewing and sharing poll results................................................................................................................286
Viewing poll results ................................................................................................................................286
Sharing poll results with participants .............................................................................................287
Saving and opening poll questionnaires and results........................................................................288
Saving a poll questionnaire in a meeting .....................................................................................288
xiii
Saving results of a poll...........................................................................................................................289
Opening a poll questionnaire file .....................................................................................................289
Transferring and Downloading Files During a Meeting.................................................. 291
Publishing files during a Meeting..............................................................................................................292
Downloading Files During a Meeting......................................................................................................293
Managing and Taking Notes............................................................................................. 295
Specifying note-taking options for a meeting.....................................................................................296
Choosing a note taker ....................................................................................................................................297
Enabling closed captions ..............................................................................................................................298
About taking notes ..........................................................................................................................................299
Taking personal notes ....................................................................................................................................299
Taking public notes (meeting minutes)..................................................................................................299
Providing closed captions ............................................................................................................................300
Saving notes to a file .......................................................................................................................................301
Sending a meeting transcript to participants ......................................................................................302
Using My WebEx................................................................................................................ 305
About My WebEx ..............................................................................................................................................306
MC_About My WebEx2.........................................................................................................................307
Obtaining a user account..............................................................................................................................307
Logging in to and out of the WebEx service site ................................................................................308
Using your list of meetings...........................................................................................................................309
About your list of meetings ................................................................................................................309
xiv
Opening your meetings list ................................................................................................................309
Maintaining your scheduled meetings list...................................................................................311
About the My WebEx Meetings page .............................................................................................311
About the My WebEx Meetings page - Daily tab .......................................................................312
About the My WebEx Meetings page - Weekly tab ..................................................................314
About the My WebEx Meetings page - Monthly tab ................................................................317
About the My WebEx Meetings page - All Meetings tab........................................................318
Maintaining Your Personal Meeting Room Page ................................................................................320
About your Personal Meeting Room page ...................................................................................321
Viewing your Personal Meeting Room page ...............................................................................321
Setting options for your Personal Meeting Room page .........................................................322
Sharing files on your Personal Meeting Room page ................................................................323
Using Access Anywhere (My Computers) ..............................................................................................324
About the My Computers page.........................................................................................................324
Maintaining files in your personal folders .............................................................................................325
About maintaining files in your folders .........................................................................................326
Opening your personal folders, documents, and files ............................................................326
Adding new folders to your personal folders..............................................................................327
Uploading files to your personal folders .......................................................................................328
Moving or copying files or folders in your personal folders .................................................329
Editing information about files or folders in your personal folders...................................329
Searching for files or folders in your personal folders .............................................................330
xv
Downloading files in your personal folders .................................................................................331
Deleting files or folders in your personal folders.......................................................................331
About the My WebEx Files > My Documents page ..................................................................331
About the Edit Folder Properties page ..........................................................................................333
Opening the My Recordings Page ...................................................................................................335
Uploading a recording file...................................................................................................................335
Editing information about a recording ..........................................................................................336
Sending an email to share a recording ..........................................................................................336
About the Add/Edit Recording page ..............................................................................................338
Playback control options......................................................................................................................339
About the Recording Information page ........................................................................................340
About the My WebEx Files > My Recordings page ...................................................................342
About the My WebEx Files > My Recordings > Meetings page...........................................342
About the My WebEx Files > My Recordings > Miscellaneous page.................................344
Maintaining contact information ..............................................................................................................346
About maintaining contact information .......................................................................................347
Opening your address book ...............................................................................................................347
Adding a contact to your address book ........................................................................................348
About the New/Edit Contact page...................................................................................................350
Importing contact information in a file to your address book.............................................351
About the Contact Information CSV template............................................................................352
Importing contact information from Outlook to your address book................................354
xvi
Viewing and editing contact information in your address book ........................................354
Finding a contact in your personal address book .....................................................................355
Creating a distribution list in your address book.......................................................................356
Editing a distribution list in your address book..........................................................................357
About the Add/Edit Distribution List page...................................................................................358
Deleting contact information in your address book ................................................................359
Maintaining your user profile......................................................................................................................360
About maintaining your user profile...............................................................................................360
About the My WebEx Profile page ...................................................................................................361
Editing your user profile .......................................................................................................................367
Managing scheduling templates...............................................................................................................368
About managing scheduling templates........................................................................................368
Managing scheduling templates......................................................................................................368
Maintaining your Personal Conference number accounts or Cisco Unified MeetingPlace
audio conferencing account........................................................................................................................370
About maintaining Personal Conference number accounts ................................................371
About maintaining Cisco Unified MeetingPlace audio conferencing account numbers
.........................................................................................................................................................................371
Adding or editing a Personal Conference number account .................................................372
About the Personal Conferencing page ........................................................................................373
About the Add/Edit Personal Conference Number page ......................................................375
Using your Personal Conference numbers...................................................................................376
Controlling the audio portion of a Personal Conference meeting ....................................376
xvii
Deleting a Personal Conference number account ....................................................................377
Resetting the profile PIN for your Cisco Unified MeetingPlace audio conferencing
account number ......................................................................................................................................378
Generating Reports .........................................................................................................................................379
About generating reports....................................................................................................................379
Generating reports .................................................................................................................................380
Index ..................................................................................................................................383
xviii
1
Hosting and Managing a
Meeting
C h ap ter 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 inform ation and interact with each other via
documents, presentations, whiteboards, applications, and more.
Some of the most comm on 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 215) and
Sharing Software (on page 241).
1
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:
2
Role
Task description:
host Window s
1)
View w ho's in the meeting
2)
Use video to see others and
have them see you (on page
179)
3)
Make someone else the
presenter (on page 12)
4)
Chat w ith 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 w ho's in the meeting
2)
Use video to see others and
have them see you (on page
179)
3)
Chat w ith 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.
2
Select the Chat Icon below the video to start the chat session.
3
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 w indow select
Record located at the top r ight of
the meeting w indow .
Recording begins immediately. At the end of you r meeting the recording is saved to a
file. For information on accessing and managing your meeting recordings, see
Managing Meeting Recordings (on page 205).
4
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 & Rem ind on the Quic k
Start page.
The Invite and Remind dialog box appears.
You can invite someone to the
meeting by

Em ail: invite by WebEx or your
ow n email. More (on page 8)

Phone: Enter the invitee name
and phone number and select
Call. More (on page 8)

Text m essage (SMS): Enter
the invitee mobile number and
select Send. More (on page 9)

IM: Invite by WebEx or your
ow n IM. More (on page 6)
5
Chapter 1: Hosting and Managing a Meeting
Inviting people by instant message to a meeting in progress
You can invite m ore 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.
6
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.
2
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.
3
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 Quic kStart
page.
2)
Select Copy at the bottom of
the dialog box, then paste the
URL into your ow n IM and send
it.
7
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
follow ing:

Enter one or more email
addresses and select Send to
have WebEx send the
invitation emails.

Click the link to send
invitations us ing your ow n
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.
8
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-bac k
feature is available and
enabled for your site, you can
check the Use an internal
num ber 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.
9
Chapter 1: Hosting and Managing a Meeting
To invite a person by text message fr om the meeting:
1)
From the Quick Start page, open the
Inv ite 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 repl y 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 y our meeting:
Select Invite & Rem ind on the
Quick Start page.
The Invite and Remind dialog box appears.
Select the Rem ind tab. All invitees
who are not in the meeting are
automatically chosen to receive the
reminder.
1)
Uncheck the box bes ide any
person you don't w ant to
remind.
2)
Select Send Rem inder.
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 m ake a participant the presenter before sharing (on page 12) or
during sharing (on page 13)
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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 particip ant the presenter:
If you are view ing a list of participants, do either
of the follow ing:
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 inform ation.
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 doc ked tray to expose
it.

Select Assign, then Make
Presenter.
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Chapter 1: Hosting and Managing a Meeting

Select a participant.
The participant becomes the presenter with all associated rights and privileges for
sharing inform ation.
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
2
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.
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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 p articipant:
1
Optional. If you plan to reclaim the host role later, write down the host key that
appears on the Info tab in the content viewer in the Meeting window.
2
In the participant list, select the name of the person to whom you want to transfer
the host role.
3
On the Participant menu, choose Change Role T o> Host.
A confirmation message appears, in which you can verify that you want to transfer
control of the meeting to the participant whom you selected.
4
Click OK.
The word (host) appears to the right of the participant's name in the participant list.
Reclaiming the host role
To take over the role of meeting host:
If a participant has control of a meeting, you can assume control of the meeting by
reclaiming the host role.
Important: If you leave a meeting—whether intentionally or inadvertently—and then log back in
to your meeting service Web site, you automatically become the meeting host once you rejoin the
meeting. You can rejoin a meeting using either the public meeting calendar or your private
meeting calendar.
To reclaim the host role:
1
In the participant list, select your own name.
2
On the Participant menu, choose Reclaim Host Role.
The Reclaim Host Role dialog box appears.
3
Type the host key in the Host key box.
15
Chapter 1: Hosting and Managing a Meeting
4
Click OK.
In the participant list, the word (host) appears to the right of your name.
Tip: If you did not write down the host key before transferring the host role to another
participant, you can ask the current host to send you the host key in a private chat message. The
host key appears on the current host's Info tab in the content viewer.
Obtaining information about a meeting after it starts
To obtain information about a meeting in progress:
In the Meeting window, on the Meeting menu, choose Information.
The Meeting Information dialog box appears, listing general information about the
meeting, including the:
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 au tomatically 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.
2
Optional. Select the Display this message when attendees join the meeting check
box.
The message or greeting automatically appears once the participant joins the
meeting.
3
Type a message or greeting in the Message box.
A message or greeting can contain a maximum of 255 characters.
4
Click OK.
Note: Participants can 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 j oining the meeting, including participants who have been
invited to the meeting bu t 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.
2
Optional. To restore access to the meeting, on the Meeting menu, choose Restore
Access.
Removing a participant from a meeting
The meeting host can rem ove a participant from a meeting at any time.
To remove a p articipant from a meeting:
1
In the Meeting window, open the Participants panel.
2
Select the name of the participant whom you want to remove from the meeting.
3
On the Participant menu, choose Expel.
A confirmation message appears, in which you can verify that you want to remove
the participant from the meeting.
4
Click Yes.
The participant is removed from the meeting.
Tip: To prevent an expelled participant from rejoining a meeting, you can restrict access to the
meeting. For details, see Restricting access to a meeting (on page 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.
2
Click Yes.
The Meeting window closes.
Note: If you are the meeting host, first transfer the host role to another participant before leaving
the meeting. For more information, see Transferring the host role to a participant (on page 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 pu blic 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
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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.
2
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.
3
Review the email message and make any changes that you want.
4
Send the email message.
Note: The transcript is sent to all participants who provided their email addresses when joining
the meeting, whether or not they are still attending the meeting when you send the transcript.
Audio-only participants will not be listed on the transcript.
For security purposes, a participant who receives a transcript email message cannot see the email
addresses for the other participants.
The transcript contains notes only if you are the meeting host, the public note taker, or the closed
captionist, and you have saved the notes to a file. If all participants can take private notes, the
transcript email message does not include your private notes, and the option to attach your notes
in a file is not available.
If you saved notes or closed captions to a file, the transcript email message and the attached notes
file contain the latest version of notes that you saved.
If you are the meeting host 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 au dio, or an integrated voice conference, the au dio also ends.
To end a meeting:
1
In the Meeting window, on the File menu, choose End Meeting.
A confirmation message appears, in which you can verify that you want to end the
meeting.
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Chapter 1: Hosting and Managing a Meeting
2
Optional. If there is any meeting information that you have not yet saved, you can
save it now - including shared files, chat messages, poll questionnaires, poll results,
or notes.
3
Select Yes.
The Meeting window closes.
Tip: Alternatively, as the meeting host, you can leave a meeting without ending it. Before you
leave a meeting, you should first transfer the host role to another participant. For more
information, see Transferring the host role to a participant (on page 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 159) for listening and
speaking
Invite (on page 5) or remind
(on page 10) people
Share your application (on
page 242) or desktop (on page
245)
Share a file (on page 215) or
browser (on page 247)
w indow .
Share a whiteboard (on page
221)
Record the meeting (on page
4)
Interact with other participants
(on page 23)
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Chapter 1: Hosting and Managing a Meeting
Note: If you are hosting a meeting that includes TelePresence systems, the following WebEx
features are unavailable:
 Recording
 Polling
 File Transfer
 Chat (with TelePresence room participants)
Working with panels
When your meeting window opens, the area on the right displays some default panels.
Other panels are available from an icon tray at the top of the panels area.
Windows
Select the dow n 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, r ightclick 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
collapsed. Select the arrow on the title
bar to expand or collapse the panel.
Tip: To access panel options, r ight-
22
Chapter 1: Hosting and Managing a Meeting
click 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 w ith a specific participant
or w ith everyone.
5)
Inv ite someone else or remind
an inv itee to join the meeting.
1)
View w ho is in the meeting
2)
Use video to see others and
have them see you
3)
Chat w ith 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 Window s
for the Mac
2
Choose Manage Panels from the menu.

Use the Add or Rem ove buttons
to specify w hich panels should
display in your meeting w indow .

Use the Move Up or Move Dow n
buttons to specify the order of the
panel display.

Click the Reset button to restore
the panel v iew to the default
layout.

Clear the check box beside Allow
participants to change the
sequence of panels if you w ant
to per mit attendees to manage
their ow n display of panels.
Restoring the panel layout
If you have closed, expanded or collapsed panels, you can restore the display to the
layout

you specified in the Manage Panels dialog box.
25
Chapter 1: Hosting and Managing a Meeting

that existed when you first joined the meeting (if you did not specify a layout via
the M anage Panels dial og box)
To restore the panel layout:
1
Click this button.
for Window s
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 comm on commands for all the panels.
Depending on what operating system you are using, access the commands for a panel
by following these steps:

Windows—Right-click the panel title bar to see a menu of commands related to
the panel.

Mac—Select ctrl and then click to see a menu of commands related to the panel.
Panels w ith
options
Options
Participants
Sound Alerts: Lets you choose a sound to play w hen 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 w hich you w ant
a sound to play. Select a sound from the drop-dow n list or clic k Brow se to find a
sound in a different location on your computer.
Assign Privileges: Displays the Participant Privileges dialog box.
26
Chapter 1: Hosting and Managing a Meeting
Panels w ith
options
Notes
Options
Notes: Displays the Meeting Options dialog box, w here you can set note-taking
options as w ell as other options

Allow all participants to m ake notes: Lets all participants take their ow n
notes during the meeting, and save them to their computers.

Single note taker: Lets only one partic ipant take notes during the meeting.
By default, the host is the note-taker, but can designate another partic ipant
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.

En able 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 m ake the area devoted to the panels wider.

Drag the line to the right to make the content viewer larger.
27
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 w orking w ith attendees
Displays a maximum of 4 panel icons. You can open any remaining panels from the
menu that appears w hen you select the dow n arrow .
Stops sharing and returns to the Meeting w indow
Pr ovides 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
28
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 cl oses

Poll answers are received
For exam ple, 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
w ays to see alerts
Windows
Meeting w indow-panel is closed
Mac
29
Chapter 1: Hosting and Managing a Meeting
Participants panel alerts
w ays to see alerts
Windows
Meeting w indow-panel is collapsed
Mac
Windows
Meeting Controls Panel (dur ing shar ing)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.
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Chapter 1: Hosting and Managing a Meeting
To rename a call-in user within the Participants panel:
1
Right-click the call-in user's assigned name and select Rename.
2
Enter the participant's name.
3
Select Enter to change the name in the Participants panel.
31
2
C h ap ter 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 w ithin 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)
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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 sw itch betw een 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-dow n menu
arrow , use the spacebar or down arrow
keys to open the drop-dow n menu.

Select Esc to dis miss the drop-dow n list.
Using right-click menus
Currently you can use the shortcu t 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 u pon 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 mu ting your own microphone.

Use the up and dow n
arrow keys to navigate
betw een participants.

Select Shift+F10 to
open the right-click
menu on a spec ific
participant.
Switching between tabs in dialog boxes
Currently you can use the shortcu t 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 T ab key. Each dialog box or panel will have an initial focus area from which you
can begin navigating.
For exam ple, 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 bac k to Use Phone.
When the focus is on an element that can be ex panded, or a drop-down box , select
Enter to expand and view the information.
38

If you have expanded a drop-dow n
box, use the dow n arrow key to
move the focus through the dropdow n list of options.

Select Esc to dis miss the dropdow n 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 exam ples.
39
Chapter 2: Hosting and Managing a Meeting
Use the Up and Dow n
Arrows to move betw een
the options.
Within an option, use the
Tab key.
Use the Up and Dow n
Arrows to navigate file
types w hen sharing w eb
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 exam ple, the option Remember phone numbers on this computer is
checked.
if you don't want this
option checked:
1)
Nav igate to the check box
using the Tab and dow n 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.
41
Chapter 2: Hosting and Managing a Meeting

With the focus on the
Chat history area, select
Shift+F10 to open the
right-clic k 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 w ith 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

Nav igate betw een questions
using the Tab key.

Move betw een answ ers using
the Up and Dow n Arrow keys.

Move the cursor to focus on the
text input area and use the
Spacebar or Enter key so you
can type your answ er. Clic k
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.
45
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
Des ktop Share and
Application Share,
and in Full Screen
mode.
Screen reader support
Cisco WebEx su pports JAWS screen reading software for the following elements:
Application menus and drop-dow n 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 w indow content area
toolbars
47
Chapter 2: Hosting and Managing a Meeting
Meeting Controls Panel buttons, button
titles, and tooltips
48
3
Joining a Meeting
C h ap ter 3
If you w ant 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 j oin 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 cou ple of ways to join
the meeting. For details, see J oining a meeting using the meeting numb er (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 j oining 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_com pany.
For exam ple, msmith@com pany.com.

Meeting password: Enter the meeting password. The meeting host may have
included the password in the email invitation or, for security reasons, provided it
to you in another way. If the meeting does not require a password, the text box
does not appear on this page.
Joining a meeting from an instant message
1
50
From the instant message window, click the link to join the meeting.
Chapter 3: Joining a Meeting
2
On the Meeting Information page, enter the requested information.
For instance, you m ay be asked to enter the meeting password.
3
Click Join Now.
The Meeting window appears.
Joining from an email invitation
If you received an em ail invitation to a meeting, you can join the meeting by clicking a
link in the invitation.
Note: As you fill in the information requested, you may also be asked to type your username and
password. This page appears only if the meeting host requires that you have a user account to
attend the meeting.
To join a listed meeting from an invitation email message:
1
Open your email invitation, and then click the link.
2
On the Meeting Information page, enter any requested information.
For details, see About the J oin Meeting page (on page 50).
3
Click Join Now.
The Meeting window appears.
51
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, ex pand Attend a meeting, and then click Browse Meetings.
The Browse Meetings page appears.
2
On the meeting calendar, locate the meeting that you want to attend.
Tips for quickly finding a meeting:

Select a view of the meeting calendar by clicking one of the following tabs:
Today , Daily, Weekly, or Monthly. For more information abou t 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).
3
Under Status, click Join.
4
On the Meeting Information page, enter any requested information.
5
Click Join Now.
The Meeting window appears.
Tip:
 You can obtain detailed information about a selected meeting or its agenda before joining it.
For details, see Obtaining information about a scheduled meeting (on page 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.
52
Chapter 3: Joining a Meeting
Joining a meeting from the host's personal page
You can j oin 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 p age:
1
Go to the URL, or Web address, for the host's Personal Meeting Room page. The
host must provide you with this URL.
2
On the Meetings tab and under Meetings in Progress, locate the meeting that you
want to join.
3
Under Status, click Join.
4
On the Meeting Information page, enter any requested information
5
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 j oin 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 fr om the host's Per sonal 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.
2
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 .
3
Click Join Now.
4
On the Meeting Information page, enter the requested information.
For details, see About the J oin Meeting page (on page 50).
5
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, ex pand Attend a meeting, and then click Unlisted Meeting.
The Join an Unlisted Meeting page appears.
2
In the Meeting number box, type the meeting number that the host gave to you.
3
Click Join Now.
4
On the Meeting Information page enter any requested information.
5
Click Join Now.
The Meeting window appears.
54
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 fr om an email invitation link:
In your email invitation, tap the meeting link.
The WebEx Meeting Center application launches.
To join a meeting fr om 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 em ail invitation or the meeting item on your
calendar.
If you have a WebEx account, follow these steps to join a meeting:
1
Start the WebEx Meeting Center application.
2
Sign in to your WebEx account if you have not signed in or saved your account
settings.
We recommend that you save your account settings to join meetings quickly in the
future.
3
Select the meeting on the My Meetings page.
4
Select Join Meeting on the menu.
55
Chapter 3: Joining a Meeting
Registering for a meeting
If you w ant to...
See...
get an overview of registering for a meeting
About registering for a meeting (on page 56)
register for a meeting from an inv itation 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 host’s 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 fr om an invitation email message:
1
Open your invitation email, and then click the link to register for the meeting.
2
On the Meeting Information: [Topic] page that appears, click Register.
The Register for [Topic] page appears.
3
Provide the required information.
4
Click Register Now.
Once the host approves your registration, you receive a registration confirmation
email 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 au tomatically, 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 fr om the meeting calendar :
1
On the navigation bar, ex pand Attend a meeting, and then click Register.
The Register for a meeting page appears, showing the meeting calendar. This
calendar lists each meeting that requires registration for the current date.
2
On the meeting calendar, locate the meeting for which you want to register.
To l ocate 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).
3
Under Topic, select the option bu tton for the meeting for which you want to
register.
4
Click Register.
5
On the Register for [Topic] page that appears, provide the required inform ation.
6
Click Register Now.
57
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 au tomatically, 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 fr om 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.
2
On the Meetings tab, do one of the following:
3

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.
4
On the Register for [Topic] page that appears, provide the required inform ation.
5
Click Register Now.
Once the host approves your registration, you receive a registration confirmation
email message. You can then join the meeting once it starts.
58
Chapter 3: Joining a Meeting
If the meeting is already in progress, and the host has chosen to approve all
registration requests au tomatically, you join the meeting immediately.
Obtaining information about a scheduled meeting
If you w ant 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 inform ation 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 abou t a selected
meeting. The following is a description of the information you can view from that
page.
59
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 meeting—for example, July 28, 2009.
Starting time
Starting time for the meeting, including the time
zone—for example, 10:00 am, Pacific Standard
Time.
Duration
Length of the meeting in hours or minutes—for
example, 1 hour or 30 minutes.
Meeting number
Number that the meeting server assigns to a
meeting automatically.
Meeting passw ord
Meeting passw ord that the host specified.
Teleconference
Instructions for joining the teleconference, if the
host included one for the meeting.
Host
Meeting host’s full name.
Alternate host
Appears only if the host designated one or more
participants as alternate hosts.
Host’s 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 calendar ing 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.
60
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.
2
Optional. To view the meeting agenda, click View Agenda.
Obtaining information from the meeting calendar
If you did not receive an email invitation, you can obtain meeting inform ation from
the meeting calendar on your Meeting Center Web site.
To obtain information about a meeting from the meeting calendar:
1
From the navigation bar on your Meeting Center Web site, expand Attend a
meeting.
2
Click Browse Meetings.
3
On the meeting calendar, locate the meeting abou t which you want to obtain
information.
4
Under Topic, click the link for the meeting.
If the meeting requires a password, the Get Info page appears.
If the meeting does not require a password, the Meeting Inform ation page
appears. You can skip to step 6.
5
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.
6
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.
2
On the Meetings tab, locate the meeting abou t which you want to obtain
information.
61
Chapter 3: Joining a Meeting
3
Under Topic, click the link for the meeting.
If the meeting requires a password, the Get Info page appears.
If the meeting does not require a password, the Meeting Inform ation page appears
4
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.
5
Optional. To view the meeting's agenda, click View Agenda.
Adding a meeting to your calendar program
If you w ant 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 su pports the
iCalendar standard, a common format for exchanging calendaring and scheduling
information across the Internet.
You can add a meeting to your calendar from either:

The invitation email message that you receive from the host

The Meeting Information page for the meeting, which you can access by clicking
the link for the meeting on the meeting calendar or on the host's Personal Meeting
Room page
Adding a meeting to your calendar program
You can add a scheduled meeting to your calendar program if your calendar program
supports the iCalendar standard.
To add a scheduled meeting to your calendar :
1
62
Do one of the following, as appropriate:
Chapter 3: Joining a Meeting

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 exam ple, 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
C h ap ter 4
If you w ant 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.
65
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 w hich you have navigated.
Weekly
Contains a list of scheduled meetings for each day of the selected
week.
Monthly
Indicates on w hich dates meetings are scheduled for the selected
month.
To open a calendar view of all scheduled meetings:
1
On the navigation bar, ex pand Attend a meeting to view a list of links.
2
Click Browse Meetings.
The meeting calendar appears.
3
Click the tabs to navigate to different views of the meeting calendar.
You can also view a list that includes past meetings.
You can view a list of meetings that require registration.
To include past meetings in your list of meetings:
1
Select the Today or Daily tab.
2
Select the Show past meetings check box.
The list of meetings displays accordingly for the tab.
To display a list of only meetings that require registration:
1
Select the Today, Upcoming, Daily, or Weekly tab.
2
Select the Show only meetings that require registration check box.
The list of meetings that require registration displays accordingly for the tab.
66
Chapter 4: Using the Calendar
Selecting a date on the meeting calendar
You can view a list of scheduled meetings for any date on the meeting calendar.
To display a list of scheduled meetings for the previous or next day:
1
If you have not already done so, open the meeting calendar. For details, see
Viewing the meeting calendar (on page 66).
2
On the Daily view of the calendar page, click the forward or backward arrow to
navigate to the list of meetings for the next or previous day.
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 T oday, 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 m onth, in the drop-down list, select a
month.

To view the calendar for a specific year, in the drop-down list, select a year.
67
Chapter 4: Using the Calendar
3
Click the date for which you want to view a list of meetings.
The Daily view for the date that you selected appears.
For details about the options on the view tabs, see the following:

About the Today view (on page 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).
2
Click the Monthly tab.
3
Click the forward or backward arrow to navigate to the list of meetings for the
next or previous m onth.
4
Click a date for which you want to view a list of scheduled meetings.
The Daily view appears for the date that you selected.
Note: Only dates on which an icon appears have at least one scheduled meeting.
For details about the options on the Monthly view, see About the Monthly view (on
page 77).
68
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).
2
Type the text for which you want to search in the Search for box.
3
Click Search .
The Search Results page appears, listing all meetings that contain the search text.
Sorting the meeting calendar
By default, meeting lists on the meeting calendar are sorted by hours, in ascending
order. However, you can sort the meeting lists by any column:
Time
Sorts the meeting list by hours, in ascending or descending order.
Topic
Sorts the meeting list alphabetically by topic, in ascending or
descending order.
Host or Presenter
Sorts the meeting list alphabetically by host or presenter name, in
ascending or descending order.
Duration
Sorts the meeting list by duration, in ascending or descending
order.
To sort the public meeting calendar:
1
If you have not already done so, open the meeting calendar. For details, see
Viewing the meeting calendar.
2
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.
69
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).
2
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).
2
Click the language link on the right side of the page.
The Preferences page appears.
70
3
In the L anguage drop-down list, select another langu age.
4
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).
2
Click the time zone link on the right side of the page.
The Preferences page appears.
3
In the Time zone drop-down list, select another time zone.
4
Click OK.
Note:
 Your time zone selection affects only your view of your Meeting Center Web site, not
other users' views.
 If you have a user account, all meeting invitations that you send automatically specify
the meeting starting time in the time zone that you selected.
 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 com plete the
registration form and send it to the meeting host.
To register for a meeting:
1
Select a meeting for which the status is Registration.
2
Click Register.
3
Enter your information and click Register Now.
Once the host approves your registration, you receive a registration confirmation
email message. You can then join the meeting once it starts.
If the meeting is already in progress, and the host has chosen to approve all
registration requests au tomatically, 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, w here you can select the
language setting for your Meeting Center Web site.
Time zone link
Click to open the Preferences page, w here you can select the time
zone setting for your Meeting Center Web site.
Show past m eetings
Select to include concluded meetings in the list of meetings.
Show only m eetings 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
Infor mation page.
Register link
Click to open the Register for page, w here you can enter the
required infor mation 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, w here you can select the
language setting for your Meeting Center Web site.
Click to open the Preferences page, w here 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 w indow for the
current month. Click on any date to open its schedule.
Show past m eetings
Select to include concluded meetings in the list of meetings.
Show only m eetings 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
Infor mation page.
Register link
Click to open the Register for page, w here you can enter the
required infor mation 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.
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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, w here you can select the
language setting for your Meeting Center Web site.
Click to open the Preferences page, w here 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 w eek.
Click the Next Week icon to display a list of meetings for the
next w eek.
Click the Calendar icon to open the Calendar w indow for the
current month. Click on any date to open its schedule.
76
Show only m eetings 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 show s 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
Infor mation page.
Register link
Click to open the Register for page, w here you can enter the
required infor mation 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, w here you can select the
language setting for your Meeting Center Web site.
Click to open the Preferences page, w here you can select the time
zone setting for your Meeting Center Web site.
Week link
Opens the Weekly view , w hich show s the scheduled meetings
for each day of the selected w eek.
Day link
Opens the Daily view , which show s 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, w here you can select the
language setting for your Meeting Center Web site.
Time zone link
Click to open the Preferences page, w here you can select the time
zone setting for your Meeting Center Web site.
Show past m eetings
Select to include concluded meetings in the list of meetings.
Show only m eetings 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 & Tim e
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
Infor mation page.
Register link
Click to open the Register for page, w here you can enter the
required infor mation 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
C h ap ter 5
If you w ant 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 u p meetings. Review the details abou t the
different means of scheduling a meeting and then pick the one that meets your needs.
Short on time?
Use the one-page Quick Scheduler. Simply enter a few details and you are ready to
host your meeting. For details, see Using the Quick Scheduler (on page 91).
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Chapter 5: Scheduling a Meeting
Looking for more meeting options, such as adding additional security?
Use the Advanced Scheduler. Enter the level of detail you need. You can schedule or
start the meeting from any page in the wizard. For details, see Using the Advanced
Scheduler .
Want to reuse the information you saved in the scheduler?
You do not have to type in the same information every time you set up a meeting. If
the meeting recurs on a regular basis, with the same attendees, you can set up a whole
series of meetings. If the meeting details (such as attendees, meeting options) are
constant, you can save those details in a template, which you can apply to any meeting
you schedule. For details, see:

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 m ouse clicks.
Your site administrator decides whether your site displays the Quick Scheduler or the
Advanced Scheduler, a wizard that hel ps you step throu gh the process of selecting
meeting options.
If your site displays the Advanced Scheduler au tomatically, 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 p age
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.
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Chapter 5: Scheduling a Meeting
What you can do on this p age
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 w ant to inv ite, a presentation you w ant 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 infor mation
that your organization w ants to associate w ith 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
follow ing in the box on the right:
Passw ord
Confirm passw ord

If a list of codes appears, select a code from the list.

Type a code in the box.
Require partic ipants to enter the passw ord you set to
join your meeting.
Your site may require that all passw ords comply w ith
security criteria, such as a minimum length and a
minimum number of letters, numbers or special
characters. A passw ord:

Can contain a maximum of 16 characters.

Cannot contain spaces or any of the follow ing
characters: \ ` “ / & < > == [ ]
Each participant that you invite to your meeting receives
an inv itation email message that includes the passw ord,
unless you request that passw ords do not appear in
email invitations.
Date
Set the date you w ant the meeting to occur. Select the
month, day, and year in the drop-dow n 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, clic k the time zone link.
Im portant 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
w ill continue. The meeting does not end automatically
after the duration that you set.
Attendees
Enter the email addresses of the attendees you w ant to invite to
your meeting.
You can type the addresses, separating them w ith a comma or
semicolon or you can c lick 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 unchec ked, only attendees w ithin the same internal
netw ork 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.
Later, if you dec ide to inv ite additional attendees, you can simply
em ail to me
forw ard this email message to them.
Audio conference
The default audio conference settings appear. To select
a different options, clic k Change audio conference.
CUVC Meeting ID
Enter a custom URL to create a virtual meeting room in w hich
you can use Cisco Unified Video ( CUV C) in your meeting.
If you leave this box empty, the WebEx Meeting ID is used by
default.
When you start your WebEx meeting, the CUV C 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 p age
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 p age
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 trac king 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 p age
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 exam ple, Pacific ST).
What you can do on this p age
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 p age
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 p age
86

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.
Chapter 5: Scheduling a 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 w hich you w ant 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.

Com pany address book: Your
organization's address book, w hich 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 w ant 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 infor mation 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.
Rem ove
Remove the selected contacts from the list of
attendees.
About the Audio Conference Settings page
How to access this p age
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 p age
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 w ould like to use:
WebEx Audio: Spec ifies that the meeting includes an integrated
audio conference. If you select this option, choose one of the
follow ing types of teleconferences:
88

Display toll-free num ber: If participants call in to the
conference, they can call a toll-free number.

Display global call-in num bers: This option provides a list
of numbers—such as toll-free or local numbers—that
Chapter 5: Scheduling a Meeting
Use this option...
To...
participants in other countries can call to join the audio
conference.

En able teleconference CLI authentication when
participants call in
CLI (caller line identification) is a for m of caller ID, a
telephony intelligent service that trans mits a caller’s
telephone number before the call is answ ered. 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 num ber: Displays the personal audio
conference accounts you have set up in the Personal
Conferencing area of My WebEx. Select the account you w ant 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 Infor mation page on your site, w hich
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, w hich appears in the content view er in the
Meeting w indow

In the Join Teleconference dialog box, w hich appears in
participants' Meeting w indow s once they join the meeting
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Chapter 5: Scheduling a Meeting
Use this option...
To...
Cisco Unified MeetingPlace Audio Conferencing: Spec ifies
that the meeting include an integrated audio conference w ith
your Cisco Unified MeetingPlace audio conferencing account. If
you select this option, choose the type of conference:

Attendees call in: Select if you w ant customers to dial a
number to join

Attendees receive call back: Select if you w ant 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. How ever, a participant w ithout a direct
phone line can join an audio conference by dialing a call-in
number, w hich is alw ays available in the meeting w indow .
Use VoIP only: Specifies that you w ant 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 w hose 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 w ill provide information for participants using a method
other than your meeting service.
Entry & exit tone
90
Select the sound you w ould like all participants to hear w hen an
attendee joins or leaves the meeting:

Beep: A simple tone plays

Announce nam e: Upon joining the teleconference, a
participant records his or her name, w hich 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.
2
On the navigation bar, ex pand Host a meeting to view a list of links.
3
Click Schedule a meeting.
The Required Inform ation page appears.
4
Check whether you are viewing the Advanced Scheduler. Click the Return to
Quick Scheduler link to display the Quick Scheduler.
The Advanced Scheduler consists of several pages, with the links to them on the
right side of the page. The Quick Scheduler is one page.
5
Enter the details about your meeting. For information about the fields on this
page, see About the Quick Scheduler page (on page 82).
6
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 Inform ation 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 m ore information, see About the Required Inform ation
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 R egistration 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.
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.
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Chapter 5: Scheduling a Meeting
Using the Advanced Scheduler, you can schedule a meeting quickly. You can click the
Start button at any time to start your meeting. If you have questions about the
information requested on a page, click the Help button, which is located in the u pper
right corner of each wizard page.
To start the Advanced Scheduler:
1
Log in to your Meeting Center Web site.
2
On the navigation bar, ex pand Host a meeting to view a list of links.
3
Click Schedule a meeting.
The Advanced Scheduler appears, showing the Required Information page.
To schedule a meeting:
1
Click Required Information.
Enter the requested information, such as the meeting topic, meeting password,
tracking codes, and whether you want to display this meeting on your meeting list.
For details, see About the Required Information page.
2
Click Date & 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).
3
Click Audio Conference.
Set up a voice conference for the meeting. Select the type of voice conference (call
back or call in). Also, you can include VoIP as well as the traditional
teleconference.
For details, see About the Audio Conference page (on page 103).
4
Click Invite Attendees.
Enter the email addresses of the attendees you want to invite or you can select
them from your contact list. You can also make your meeting more secure by:

Selecting the option not to send the meeting password in the meeting
invitation

Requiring attendees to have an account on your Web site before they can join
a meeting.
For details, see About the Invite Attendees page.
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Chapter 5: Scheduling a Meeting
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 R egistration page (on page 113).
6
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)
7
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)
8
Click Review.
You view all the inform ation 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 R eview page (on page 127).
9
Optional. Save your meeting settings in a tem plate.
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 m ore details about using meeting templates, see Using meeting templates (on
page 133).
10
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.
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Chapter 5: Scheduling a Meeting
Page-by-page guide to the Advanced Scheduler
Scheduling a meeting can be done in one click, or you can take a bit of time and set up
audio conferencing options, invite attendees, assign privileges, and select other
options in advance of the meeting. If you have questions about any options or how to
complete the information requested on any page in the Advanced Scheduler, refer to
these topics:
If you w ant to...
See...
learn about meeting types, listed and
unlisted meetings, meeting passw ords
About the Required Infor mation 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 w ith 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
111)
require attendees to register for a meeting
About the Registration page (on page 113)
create an agenda and select a presentation
to share w hile attendees w ait for the
meeting to start
About the Agenda & Welcome page (on
page 116)
set options for participants, such as allow ing About the Meeting Options page (on page
them to chat, transfer files, and take notes
121)
set privileges for attendees, such as
allow ing them to v iew 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)
About the Required Information page
How to access this p age
On the navigation bar, click Host a meeting > Schedule a meeting > Required
Information
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Chapter 5: Scheduling a Meeting
What you can do on this p age

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 M y 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 inform ation
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 w ant to invite, a presentation you w ant 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 w ant to schedule.
The list includes the meeting types that are available for your
service w ebsite.
In addition to the standard meeting types, the list may include
one or more of the follow ing options, depending on your site
settings:

Personal Conference: Allows you to schedule a Personal
Conference meeting that begins w ith 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: Allow s 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 chec k mar k from this
option to:
Delete from My Meetings
w hen com pleted

Hide infor mation 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 passw ord
Require partic ipants to enter the passw ord you set to join your
meeting.
Confirm passw ord
Your site may require that all passw ords comply w ith security
criteria, such as a minimum length and a minimum number of
letters, numbers or special characters. A passw ord:

Can contain a maximum of 16 characters.

Cannot contain spaces or any of the follow ing characters: \ `
“ / & < > == [ ]
Each participant that you invite to your meeting receives an
invitation email message that includes the passw ord, unless you
request that passw ords do not appear in email invitations.
If you have selected Personal Conference as the meeting type,
the default passw ord 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 infor mation that your
organization w ants to associate w ith 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 follow ing in the box on the r ight:
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 w hich
you can use Cisco Unified Video ( CUV C) in your meeting.
If you leave this box empty, the WebEx Meeting ID is used by
default.
When you start your WebEx meeting, the CUV C Video panel
displays automatically.
This is an optional feature that must be enabled by your site
administrator.
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Chapter 5: Scheduling a Meeting
Questions about required information for setting up a meeting
Why set up an unlisted meeting?
You can prevent a scheduled meeting from appearing on the meeting calendar and
any other publicly accessible pages on your Meeting Center Web site, by setting u p 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 p articipant 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 p age
On the navigation bar, click Host a meeting > Schedule a meeting > Date & Time.
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Chapter 5: Scheduling a Meeting
What you can do on this p age

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 w ant to invite, a presentation you w ant 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 date
100
Set the date you w ant the meeting to occur. Select the month,
day, and year in the drop-dow n lists. Or, you can click the
Calendar icon, and then select a date.
Chapter 5: Scheduling a Meeting
Use this option...
To...
Meeting time
Set the meeting's starting time and the time zone. To select
another time zone, click the time zone link.
Im portant The time zone you select does not affect the time
zone setting for the meeting calendar on the Brow se 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 Pr eferences page. To access this page, on the
navigation bar, click Set Up > Preferences
Attendees can join [x]
m inutes before the starting
time
Allow attendees to join the meeting w ithin 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 w ill If you allow attendees to join the meeting before the scheduled
starting time, and you check this box, the very first attendee to
be the presenter
join the meeting w ill 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.
Estim ated duration
Enter the length of time you estimate that the meeting w ill
continue. The meeting does not end automatically after the
duration that you set.
Em ail rem inder
Set the number of minutes before the meeting's scheduled
starting time at w hich you w ant to receive a reminder email
message. If you do not w ant to receive a reminder, in the dropdow n list, select None.
Recurrence
Set the recurrence pattern for this meeting.
None: Specifies that the meeting does not recur.
Daily: Repeats the meeting every day until the ending date that
you select.

Every [x] Days: Repeats the meeting after the specified
number of days pass.

Every weekday: Repeats the meeting each day, from
Monday to Friday.
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Chapter 5: Scheduling a Meeting
Use this option...
To...
Weekly: Repeats the meeting after a specified number of w eeks
until the ending date that you select.

Every [x] w eek(s) on: Specifies the day of the w eek on
which to repeat the meeting and the number of w eeks that
must pass before the meeting repeats.

Sunday - Saturday: Specifies the day on w hich 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] m onth(s): Specifies the spec ific day of
the month on w hich to repeat the meeting, and the number
of months that pass before the meeting repeats.

[x] [x] of every [x] m onth(s): Specifies the specific w eek
and day of the w eek on w hich 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

Every [month] [date]: Specifies the specific month and date
on w hich to repeat the meeting each year.

[x] [day] of [m onth]: Specifies the specific w eek, day of the
week, and month on w hich 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 w hich the meeting recurs.
You can select the month, day, and year in the drop-dow n
lists. Or, you can click Calendar icon, and then select a date.

After [x] m eetings: Specifies the number of meetings after
which the meeting stops recurring.
Questions about setting the date and time for a meeting
Does the meeting end automatically at the time I set?
You can set the time a scheduled meeting starts and the meeting's estimated duration.
This information allows attendees to reserve the appropriate length of time in their
schedules. The meeting does not end autom atically after the duration you set.
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Chapter 5: Scheduling a Meeting
What happens if I allow particip ants 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 u p 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 fu ture.
How can I learn about the fields on the Date & Time p age?
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 p age:
On the navigation bar, click Host a Meeting > Schedule a Meeting >Audio
Conference.
What you can do on this p age

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.
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Chapter 5: Scheduling a Meeting

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 w ant to invite, a presentation you w ant 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 w ould like to use:
WebEx Audio: Spec ifies that the meeting includes an integrated
audio conference. If you select this option, choose one of the
follow ing types of teleconferences:

Display toll-free num ber: If participants call in to the
conference, they can call a toll-free number.

Display global call-in num bers: This option provides a list
of numbers—such as toll-free or local numbers—that
participants in other countries can call to join the audio
conference.

En able teleconference CLI authentication when
participants call in
CLI (caller line identification) is a for m of caller ID, a
telephony intelligent service that trans mits a caller’s
telephone number before the call is answ ered. 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 num ber: Displays the personal audio
conference accounts you have set up in the Personal
Conferencing area of My WebEx. Select the account you w ant 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
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Chapter 5: Scheduling a Meeting
Use this option...
To...
Conference account to get started. This option is not available
for Cisco Unified MeetingPlace users.
Other teleconference service: Specifies that the meeting
includes a teleconference that another service provides.
Instructions: Provides space for you to type instructions for
joining the teleconference.
Instructions for any teleconference option that you select
automatically appear:

On the Meeting Infor mation page on your site, w hich
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, w hich appears in the content view er in the
Meeting w indow

In the Join Teleconference dialog box, w hich appears in
participants' Meeting w indow s once they join the meeting
Cisco Unified MeetingPlace Audio Conferencing: Spec ifies
that the meeting include an integrated audio conference w ith
your Cisco Unified MeetingPlace audio conferencing account. If
you select this option, choose the type of conference:

Attendees call in: Select if you w ant customers to dial a
number to join

Attendees receive call back: Select if you w ant 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. How ever, a participant w ithout a direct
phone line can join an audio conference by dialing a call-in
number, w hich is alw ays available in the meeting w indow .
Use VoIP only: Specifies that you w ant 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 w hose 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 w ill provide information for participants using a method
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Chapter 5: Scheduling a Meeting
Use this option...
To...
other than your meeting service.
Entry & exit tone
Select the sound you w ould like all participants to hear w hen an
attendee joins or leaves the meeting:

Beep: A simple tone plays

Announce nam e: Upon joining the teleconference, a
participant records his or her name, w hich 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 au dio during a meeting, you can use one of the following voice
conferencing services:
106

Integrated call-in teleconference-A teleconference that a participant can join by
calling a phone number. The number to call automatically appears in a message
box when a participant joins a meeting. If your meeting service provides toll-free
call-in teleconferencing, both a toll-free number and a toll number are available.
The global call-in option provides a list of numbers-such as toll-free or local
numbers-that attendees in other countries can call to join the teleconference.

Integrated call-back teleconference-A teleconference that a participant can join by
providing his or her phone number when joining a meeting. The participant
enters his or her number in a dialog box that appears when he or she joins the
meeting. The teleconferencing service calls the participant at the number he or she
provided.

If your site includes the international call-back option, participants in other
countries can receive a call back. For more information abou t 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 j oining teleconference when setting up a meeting. Your
instructions au tomatically appear in a message box when a participant joins the
meeting.
Chapter 5: Scheduling a Meeting
What are the system requirements for VoIP?
To use VoIP, ensure that your com puter meets the following system requirements:

A supported sound card
For a current list of su pported 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 V oIP?

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 you r com puter 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 u p 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 du al-mode
voice conference, participants can use either type of service.
In a dual-mode voice conference, a participant can listen to au dio 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 compu ter.
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.
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Chapter 5: Scheduling a Meeting
How can I learn about the fields on the Audio Conference Settings page?
Click the Help link in the top right corner of the Audio Conference Settings page or
review About the Audio Conference Settings page (on page 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.
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 w ant to invite, a presentation you w ant 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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Chapter 5: Scheduling a Meeting
Use this option...
To...
Attendees
Enter the email addresses of the attendees you w ant to invite to
your meeting.
You can type the addresses, separating them w ith a comma or
semicolon or you can c lick 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 w ithin the same internal netw ork 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 inv itation 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 mov ie or interactive Flash
files

Window s 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.
Later, if you dec ide to inv ite additional attendees, you can simply
em ail to me
forw ard 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 passw ord from em ail invitations: If you invite
attendees to a meeting, the meeting passw ord does not appear in
the email invitations that attendees receive. You must provide the
passw ord 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.
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Chapter 5: Scheduling a Meeting
Questions about inviting attendees
What is an alternate host?
When inviting attendees to a scheduled meeting, you can designate one or m ore
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 abou t acting as the al ternate host.
Your scheduled meeting appears on the alternate host's My WebEx Meetings page.
Can I invite people using my online address b ook?
You do not have to type the email address of each person you want to invite to your
meeting. You can select attendees and sales team members (for Sales Center meetings)
from your address book.
You can access your address book from the Invite Attendees page (for Meeting Center
meetings) or the Invite Participants page (for WebEx Sales Center meetings) in the
Advanced Scheduler.
Which information is included in the email invitation to my meeting?
Each attendee that you invited receives an invitation email message, which includes:

A link that the attendee can click to join the meeting or obtain more information
about it

The meeting password, if you specified one

Teleconferencing information, if your meeting includes an integrated
teleconference

The meeting number, which the attendee must provide if you r meeting is unlisted
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 em ail messages for
attendees to verify that the following components are installed on their com puters for
playing Universal Communications Format (UCF) media files:
110

Flash Player, for playing a Flash m ovie or interactive Flash files

Windows Media Player for playing au dio or video files
Chapter 5: Scheduling a Meeting
This option is useful if you or another presenter plans to share a UCF multimedia
presentation or standalone UCF media files du ring 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 autom atically verify that the
required players are installed on their com puters.
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 p age?
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 you r Meeting Center Web site to attend the meeting, which
enhances meeting security.
Each invited attendee automatically receives an invitation em ail 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 p age
On the navigation bar, click Host a Meeting> Schedule a Meeting > Invite Attendees
> Select Attendees.
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Chapter 5: Scheduling a Meeting
What you can do on this p age:

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 w hich you w ant to select
attendees. The contacts in the address book that you select appear in
the box. The follow ing 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.
Com pany address book: Your organization's address book, w hich
includes any contacts that your site administrator has added to it. If your
organization uses a Microsoft Exchange Global Address List, your site
administrator can import its contacts to this address book.
New Contact
Opens the New Contact page. Enter the requested information about the
new contact you w ant to invite to the meeting. You can also add the new
contact to your personal address book
Search
Lets you search for text in the selected address book. For example, you
can search for all or part of a contact name or email address
Invite as
Attendee: Adds the selected contacts to the list of attendees.
Alternate Host: Adds the selected contacts as alternate hosts to the list
of attendees. An alternate host receives an invitation email message that
provides infor mation 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.
Rem ove
112
Removes the selected contacts from the list of invitees.
Chapter 5: Scheduling a Meeting
About the Registration page
How to access this p age:
On the navigation bar, click Host a Meeting> Schedule a Meeting > Registration
What you can do on this p age

Determine whether attendees must register to attend a meeting.

If attendees must register, select which information attendees must provide on the
registration form.

Accept registration requests automatically.
Options on this page
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 w ant to invite, a presentation you w ant 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
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Chapter 5: Scheduling a Meeting
Use this option...
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 tw o 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
inform ation
Select w hich 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.
Autom atically 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 indiv idually, us ing 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:

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 individu al registration requests

Increase the security of your meeting
If you invite an attendee to a meeting that requires registration, the attendee receives
an invitation email message that includes information about the meeting and a link
that the attendee can click to register for the meeting.
Important: If you accept registration requests automatically for a meeting that requires a
password—and an attendee registers after the meeting has already started—the attendee can join
the meeting immediately, without providing the password. Therefore, to secure a meeting from
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Chapter 5: Scheduling a Meeting
unauthorized access, you must clear the Automatically accept all registration requests check box,
and manually accept or reject all registration requests.
If you do not accept registration requests automatically for a meeting that requires a password—
and an attendee registers after the meeting has already started—the attendee cannot join the
meeting until he or she receives a registration confirmation email message and can provide the
meeting password. During the meeting, you can check for registration requests in your email
program and accept them to allow attendees to join the meeting.
How do 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 registr ation requests:
1
Log in to your meeting service Web site. For details, see Logging In to Your
Meeting Service Web Site.
2
On the navigation bar, click My WebEx.
The My Meetings page appears, showing a list of any meetings that you have
scheduled.
3
In the list of meetings, click the meeting topic link for the meeting for which you
want accept or reject registration requests.
The Meeting Information page appears.
4
Click Attendees.
The Registered Attendees page appears, showing a list of attendees who have
registered for the meeting.
5
6
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.
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Chapter 5: Scheduling a Meeting

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 p age
On the navigation bar, click Host a meeting > Schedule a meeting > Agenda &
Welcome.
What you can do on this p age
116

Enter an agenda for your meeting.

Choose a tem plate for the Info tab in the Meeting window.

Automatically show a document or presentation to participants once they join the
meeting.
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 w ant to invite, a presentation you w ant 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 tem plates
Lets you choose a template for the Info tab, w hich appears in the
content view er during the meeting. The Info tab contains
information about the meeting, such as the:

Meeting host

Teleconference phone numbers

Host key (if you are the host)
If you are using WebEx Sales Center:You can choose another
template only if your site administrator has provided one or more
customized Info tab templates for your meeting service.
Autom atically 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 m ust:

Be in the Universal Communications For mat ( UCF). For
information about creating UCF files, refer to the guide,
Getting Started with WebEx Universal Communications
Toolkit, w hich is available on your meeting service Web site.

Res ide 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 w hile scheduling a
meeting.
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Chapter 5: Scheduling a Meeting
Use this option...
To...

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 autom atically
Have presentation s lides or document pages advance
automatically in the content v iew er 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 autom atically.
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 autom atically. Lets you select the frequency at w hich slides
or pages advance automatically.
Allow participants to control file: Let participants navigate the
presentation or document independently in their content view ers.
The slides or pages do not advance automatically.
Select this option if the presentation or document contains only
one slide or page, or if it contains any UCF rich media objects,
such as audio or video objects.
Quick Start
Select this option to display the Quick Start page to host and
presenter at the start of the meeting. If not selected, the Info page
displays at the start of the meeting.
The Quick Start page provides easy access for sharing a
document, application, Web brow ser or other item w ith
participants.
About the Add/Select Presentation page
How to access this p age
On the navigation bar, click Host a Meeting >Schedule a Meeting >Agenda &
Welcome > Browse.
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Chapter 5: Scheduling a Meeting
What you can do on this p age

Upload a new Universal Communications Form at (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 w hich
you w ant to upload the file.Click Brow se, select the file
on your computer, and then clic k Open.Click Upload.
Select a presentation to share
autom atically
Select a UCF presentation or document that already
resides in your personal folders.
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 display s?
You can choose a tem plate 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.
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Chapter 5: Scheduling a Meeting
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 m ore 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 au tomatically
advance its pages at a specified interval.
You can use this opportunity to share a presentation that informs or entertains
participants while they wait for you to start the meeting.
The presentation or document that you select must:

Be in the Universal Communications Format (UCF). For information about
creating UCF files, review the Getting Started with WebEx Universal
Communication Toolkit, available on your Meeting Center Web site; click Support
> 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 u pload 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:
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Chapter 5: Scheduling a Meeting



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 p age
On the navigation bar, click Host a Meeting > Schedule a Meeting > Meeting
Options.
What you can do on this p age

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.
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Chapter 5: Scheduling a 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 w ant to invite, a presentation you w ant 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 w hich meeting options are available dur ing 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
w indow during the meeting.
Video: Specifies that video options are available in the Meeting
w indow during the meeting.

Turn on high-quality video: Video can be as high as 360p
resolution (640x360). How ever, the quality of the video that
participants can send and receive depends on each
participant's w ebcam, computer capability, and netw ork speed.

Turn on high-definition video: Allow s participants to send or
receive HD video w ith up to 720p resolution. How ever, the
quality of the video that participants can send and receive
depends on each participant's w ebcam, computer capability,
and netw ork speed.
Check Turn on high-quality video before you can turn on the
HD video option.

122
View video thum bnails: Allow s participants to sw itch from
view ing Participant List to video thumbnails of participants. If
the option is turned off, participants w ill see only the active
speaker's video and their self-views.
Chapter 5: Scheduling a Meeting
Use this option...
To...
Notes Specifies that note-taking options are available in the
Meeting w indow during the meeting.

Allow participants to take notes: Lets all participants take
their ow n notes during the meeting, and save them to their
computers.

Single note taker: Lets only one partic ipant take notes during
the meeting. By default, the host is the note-taker, but can
designate another participant as the note-taker dur ing the
meeting. A note-taker can publish notes in all participants'
Meeting w indows at any time during the meeting. The host can
send a transcript of the notes to participants at any time.
En able 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 w indow s 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 dow nload them during a meeting.
En able UCF rich m edia for attendees: Allow s attendees to
share Universal Communications For mat ( UCF) media files during
the meeting, either in a UCF multimedia presentation or as
standalone UCF media files. A meeting host w ho is also the
presenter can alw ays share UCF media files, w hether or not you
select this chec k box.
Note: A presenter can change the default privileges for all attendees or individual attendees at any
time during a meeting.
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Chapter 5: Scheduling a Meeting
Questions about setting meeting options
What are some rules of thumb for sharing UCF media files?
When scheduling a meeting, you can allow attendees to share Universal
Communications Format (UCF) media files during the meeting, either 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 exam ple, if you
intend to allow attendees to share presentations or documents bu t 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 p age
On the navigation bar, click Host a meeting > Schedule a meeting > Attendee
Privileges.
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Chapter 5: Scheduling a Meeting
What you can do on this p age

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 w ant to invite, a presentation you w ant 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 w ant attendees to have w hen meeting
begins.
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Chapter 5: Scheduling a Meeting
Use this option...
To...

Save
Save any shared documents, presentations, or w hiteboards that
appear in their content view ers.

Print
Pr int any shared documents, presentations, or w hiteboards that
appear in their content view ers.

Annotate
Annotate any shared documents or presentations, or w rite and
draw on shared w hiteboards that appear in their content v iew ers,
using the toolbar that appears above the view er. An attendee's
annotations are visible to all participants.

View participant list
View the participant list on the Participants panel.

View thum bnails
Display miniatures of any pages, slides, or w hiteboards in any
document, presentation, or w hiteboard that appear in their
content view ers.
How ever, attendees w ith this priv ilege cannot display a miniature
at full size unless they also have the View any page pr ivilege.

Control applications,
Web browser, or
desktop rem otely
Request that the presenter grant them remote control of a shared
application, Web browser, or desktop.

View any document
View any document, presentation, or w hiteboard that appears in
the content view er, and navigate to any pages or slides in
documents or presentations.

View any page
View any pages, slides, or w hiteboards that appear in their
content view ers. This privilege allow s attendees to navigate
independently through pages, slides, or w hiteboards

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 pr ivate operator option.

Participate in private
chat w ith:
Send private chat messages to another participant. Pr ivate chat
messages appear only in the recipient's Chat view er.
Host: Chat privately w ith the meeting host.
Presenter: Chat pr ivately w ith only the presenter.
All attendees: Chat privately w ith any other attendee.
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Chapter 5: Scheduling a Meeting
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 p age
On the navigation bar, click Host a Meeting > Schedule a Meeting > Review.
What you can do on this p age

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 m ore details about creating and editing templates, see Using meeting templates
(on page 133).
When you have finished making changes, click Schedule or Start.
Managing and maintaining your scheduled meetings
You can easily invite more participants to a scheduled meeting, change the day or
time, or even add the meeting to your calendar program.
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Chapter 5: Scheduling a Meeting
If you w ant 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 you r calendar.
Note:
 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.

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Chapter 5: Scheduling a Meeting
Editing a scheduled meeting
Once you schedule a meeting, you can make changes to it at any time before you start
it-including its starting time, topic, password, agenda, attendee list, and so on.
If you u pdate 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 abou t the meeting. Attendees
whom you rem oved from the attendee list receive an em ail message informing them
that you have retracted their invitations.
You can m odify 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 fr om the confirmation email message:
1
Open your confirmation email message, and then click the link.
If you are not already logged in to your Meeting Center Web site, the Log In page
appears.
2
If the Log In page appears, provide your account user name and password, and
then click Log In.
The Meeting Information page appears.
3
Click Edit.
4
Modify the meeting. For more information abou t the options that you can
modify, see Using the Advanced Scheduler.
5
To save your changes to the meeting, click Save.
If you invited attendees, a message appears, asking you whether you want to send
an updated email invitation to attendees.
6
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 abou t the
changes that you made to the meeting.
7
Optional. If you added the meeting to your calendar program , such as Microsoft
Outlook, on the Meeting Updated page, click Update My Calendar.
To edit a scheduled meeting from y our meeting list on y our Meeting Center Web
site:
1
Log in to your Meeting Center Web site.
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Chapter 5: Scheduling a Meeting
2
On the navigation bar, click My WebEx.
The My Meetings page appears, displays each meeting that you have scheduled.
3
In the meeting list, under Topic, click the topic for the meeting.
4
Click Edit.
5
Modify the meeting. For more information abou t the options that you can
modify, see Using the Advanced Scheduler.
6
Click Save.
If you invited attendees, a message appears, asking you whether you want to send
an updated email invitation to attendees.
7
If 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.
8
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 you r
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.
2
If the Log In page appears, provide your account username and password, and
then click Log In.
The Meeting Information page appears.
3
Click one of the following:

130
Start Now. Appears if the meeting is not in progress.
Chapter 5: Scheduling a Meeting

Join Now. Appears if you allowed participants to join the meeting before its
starting time and participants have already joined the meeting.
The Meeting window appears.
To start a scheduled meeting from your meeting list on your Meeting Center Web
site:
1
Log in to your Meeting Center Web site.
2
On the navigation bar, click My WebEx.
The My Meetings page appears, displaying a list of each meeting that you have
scheduled.
3
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
2
On the next page, tap on the Join/Start bu tton.
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/.
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Chapter 5: Scheduling a Meeting
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 M y 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.
2
If the Log In page appears, provide your account user name and password, and
then click Log In.
The Meeting Information page appears.
3
Click 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.
4
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.
5
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 fr om your meeting list on your Meeting Center Web
site:
1
Log in to your Meeting Center Web site.
2
On the navigation bar, click My WebEx.
The My Meetings page appears, showing your scheduled meeting list.
3
In the meeting list, under Topic, click the topic for the meeting.
4
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.
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Chapter 5: Scheduling a Meeting
5
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.
6
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 w ant to...
See...
use a template w ith preset options w hen
scheduling your meeting
Using an existing meeting template for scheduling
a meeting (on page 134)
use a template w ith preset options and save
your changes to the template
Using an existing meeting template and
over writing the template settings (on page 135)
use a template w ith 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 grou p 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 tem plate:

Use the template, without saving any changes to it
You can use the template as is or make changes to the settings withou t 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 tem plate 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).
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Chapter 5: Scheduling a Meeting

Make changes to the tem plate settings and save them in a new template
You can m ake changes to the template as you schedule your meeting. Then save
your changes in the template, if you want to make a perm anent 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.
2
On the navigation bar, ex pand Host a meeting to view a list of links.
3
Click Schedule a meeting.
The meeting scheduler appears.
4
Select the tem plate 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 quic kly schedule your meeting
The template in brackets is the default template provided by your
site administrator.
5
Optional. M ake changes to the settings on any page.
For instance, you can add or remove attendees or show a new presentation as
attendees join the meeting. Just go to the page in the scheduler that you want to
change.
6
Start or schedule the meeting:

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.
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Chapter 5: Scheduling a Meeting
Using an existing meeting template and overwriting the template settings
You can open an existing meeting tem plate and change the settings. You can save your
changes to the template.
1
Log in to your Meeting Center Web site.
2
On the navigation bar, ex pand Host a meeting to view a list of links.
3
Click Schedule a meeting.
The meeting scheduler page appears.
4
Select the tem plate 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.
5
Make changes to the details on any page.
For exam ple, you can add or remove attendees, change the meeting time, add a
multimedia document to display before the meeting starts. For details about fiel ds
on each page, see Page-by-page guide to the Advanced Scheduler (on page 95).
6
Click Save as Template.
You see a list of templates you can assign these new settings to.
7
To u pdate an existing meeting template with your changes, select the template you
want to change and click Save.
A message box appears, asking if you want to replace the template you have
selected with the edited template.
8
To save your changes in the template, click OK.
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Chapter 5: Scheduling a Meeting
Type a name for this new version of the
template here.
Then clic k 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, m ake changes (such as adding or
removing attendees) and then save the u pdates in a new tem plate.
Find the existing meeting tem plate with similar settings. You can save the changes in a
new tem plate.
1
Log in to your Meeting Center Web site.
2
On the navigation bar, ex pand Host a meeting to view a list of links.
3
Click Schedule a meeting.
The meeting scheduler appears.
4
Select the tem plate you want to use in the Set options using template drop-down
list.
5
Make changes to the details on any page.
For exam ple, you can add or remove attendees, change the meeting time, add a
multimedia document to display before the meeting starts. For details about fiel ds
on each page, see Page-by-page guide to the Advanced Scheduler (on page 95).
136
6
Click Save as Template.
7
In the Template Name box, type a name for this new tem plate.
Chapter 5: Scheduling a Meeting
8
Click Save.
Setting up a recurring meeting
For a meeting that occurs on a regular basis, such as a monthly company meeting or
weekly status meeting, you can set u p a recurring meeting. You set up the meeting one
time and include the email addresses of attendees, the teleconferencing details, the
time and interval (for instance, daily, weekly, or monthly). You send out one
invitation for the entire series.
To set up a recurring meeting:
1
Log in to your Meeting Center Web site.
2
On the navigation bar, ex pand Host a meeting to view a list of links.
3
Click Schedule a meeting.
The Schedule a meeting Wizard appears, showing the Required Information page.
4
Click Date & Time.
Set the date and time for the meeting. Review the information below abou t the
options for a recurring meeting.
5
Add other details about your recurring meeting. For details information about the
other pages in the Advanced Scheduler, see Page-by-page guide to the Advanced
Scheduler (on page 95).
6
When you have finished scheduling your meeting, click Schedule or Start.
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Chapter 5: Scheduling a Meeting
Options for setting up a recurring meeting
Option
Description
Daily
Repeats the meeting every day until the ending date that you select.
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 w eek until the ending date that you
select.

Sunday - Saturday: Specifies the day on w hich the meeting repeats
every w eek. You can select one or more days.
Repeats the meeting every month until the ending date that you select.

Day [x] of every [x] m onths: 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] m onths: Specifies the spec ific w eek and day of the
week on w hich 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 w hich to
repeat the meeting each year.

[x] [day] of [m onth]: Specifies the spec ific w eek, day of the w eek, and
month on w hich 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 w hich the meeting recurs. You can
select the month, day, and year in the drop-dow n lists. Or, you can click
Calendar icon, and then select a date.
After [x] m eetings: Specifies the number in the meeting series after w hich
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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Chapter 5: Scheduling a Meeting
To allow another user to schedule meetings for you:
1
Log in to your Meeting Center Web site.
2
On the navigation bar, click My WebEx.
3
Click My Profile.
The My Profile page appears.
4
5
Under Session Options, do either or b oth 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 Ou tlook 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
About the Meeting Information page (for meeting
hosts)
This page provides the details about a meeting you have scheduled.
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Chapter 5: Scheduling a Meeting
What you can do on this page

Review the date, time, du ration, and other helpful information about the meeting

Edit the details about the meeting you have just scheduled

Start the meeting

Add the meeting to your calendar, if you haven’t already done so
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.
Rev iew 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 confor m w ith
the iCalendar standard, a for mat used w idely across the
Internet for exchanging calendar infor mation.
Return to the meeting calendar
About the Meeting Information page (for attendees)
This page provides the details about a meeting you have scheduled.
What you can do on this page
140

Review the date, time, du ration, and other helpful information about the meeting

Add the meeting to your calendar, if you haven’t already done so
Chapter 5: Scheduling a Meeting
Click this button...
To...
Join this meeting.
If this meeting requires you to register, the registration for m
for this meeting appears.
Appears only if the host has started this meeting.
Rev iew the meeting agenda
Add this meeting to the calendar program, such as
Microsoft Outlook.
To use this feature, your calendar program must confor m
w ith the iCalendar standard, a format used w idely across
the Internet for exchanging calendar infor mation.
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 Ou tlook or Lotus Notes)

Make additional changes to the meeting you have just updated
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
141
6
Scheduling a Personal
Conference meeting or
MeetingPlace Personal
Conference meeting
C h ap ter 6
If you w ant 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 147)
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 au dio 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 au dio conferencing and
MeetingPlace Personal Conferencing.
Setting up a Personal Conference meeting or MeetingPlace
Personal Conference meeting
To set up a Per sonal Conference meeting or MeetingPlace Personal Conference
meeting:
1
Log in to your Meeting Center website.
2
On the left navigation bar, select Schedule a Meeting.
3
Select Adv anced Scheduler.
The Advanced Scheduler displays.
4
On the Required Information page, for Meeting ty pe, select Personal Conference
or MeetingPlace Personal Conference.
5
Enter the requested information.
Note: If you are scheduling a Personal Conference meeting, you do not need to specify a
password. By default, the password is the attendee access code in your Personal Conference
number account that is specified for this meeting. If you are scheduling a MeetingPlace
Personal Conference, you do need to specify a password
For an overview of this page and the information requested, select the Help button
in the u pper-right corner of the page.
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Chapter 6: Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting
6
Schedule your meeting now, or add m ore 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 confirm ation em ail to view the Personal Conference Meeting
Information page, or navigate to that page through your Meeting Center service
site.
2
In the Personal Conference Meeting Information page, select Start in the upper
right-hand corner. This bu tton is only available if the audio portion of the
Personal Conference meeting has already started.
To access the Personal Conference Meeting Information page:
1
Log in to your Meeting Center service site.
2
On the navigation bar, select My WebEx.
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Chapter 6: Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting
The My Meetings page appears, showing a list of any meetings that you have
scheduled. Personal Conference meetings are listed as "Personal Conference" in
the Ty pe column.
3
In the list of meetings, select the Topic or Display Info link for your Personal
Conference meeting.
The Personal Conference Meeting Information page displays.
4
If necessary, select the More Info link to display all the information about the
meeting.
Under Audio conference, look for the valid phone number or numbers for the audio
portion of the Personal Conference meeting.You'll also find the meeting number,
password, and host key.
Starting a MeetingPlace Personal Conference meeting
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.
2
On the navigation bar, select My WebEx.
The My Meetings page appears, showing a list of any meetings that you have
scheduled. Personal Conference meetings are listed as "Personal Conference" in
the Ty pe column.
3
In the list of meetings, select the Topic or Display Info link for your Personal
Conference meeting.
The Personal Conference Meeting Information page displays.
4
If necessary, select the More Info link to display all the information about the
meeting.
Under Audio conference, look for the valid phone number or numbers to call for your
MeetingPlace Personal Conference meeting, as well as other information you need to
start the meeting.You may need to click the Sh ow detailed dial-in information link.
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Chapter 6: Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting
Adding a scheduled Personal Conference meeting or
MeetingPlace Personal Conference meeting to your calendar
program
Once you schedule a Personal Conference meeting or MeetingPlace Personal
Conference meeting, you can add the Personal Conference meeting or MeetingPlace
Personal Conference meeting to your calendar program , such as Microsoft Outlook.
This option is applicable only if your calendar program su pports the iCalendar
standard, a common format for exchanging calendaring and scheduling inform ation
across the Internet.
To add a scheduled Per sonal Conference meeting or MeetingPlace Per sonal
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.
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.
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Chapter 6: Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting
If you u pdate 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 l onger asked to attend.
If you are logged in, you can edit the meeting details by clicking the link in the
confirmation email message that you received after you scheduled the Personal
Conference meeting or MeetingPlace Personal Conference meeting, or from your list
of meetings in My WebEx.
To edit Personal Conference meeting or MeetingPlace Personal Conference meeting
from the confirmation email message:
1
Open your confirmation email message, and then click the link to view your
Personal Conference meeting information.
The Personal Conference Meeting Information page appears.
2
Select Edit.
3
Make changes to the Personal Conference meeting details.
For details about the information requested on any page, click the Help button in
the u pper-right corner of the page.
4
To save your changes to the meeting, select Save.
If you invited attendees, a message appears, asking you whether you want to send
an updated email invitation to attendees.
5
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 abou t the
changes that you made to the meeting.
6
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 Per sonal Conference meeting or MeetingPlace Per sonal Conference
meeting from your list of meetings on your Meeting Center Web site:
1
Log in to your Meeting Center website.
2
On the navigation bar, select My WebEx.
The My Meetings page appears, showing a list of any meetings that you have
scheduled. Personal Conference meetings have "Personal Conference" in the Ty pe
column.
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Chapter 6: Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting
3
In the list of meetings, under Topic, click the topic for the meeting. or click the
Display Info link.
4
Select Edit.
5
Make changes to the Personal Conference meeting details.
For details about the options on each page, click the Help button in the upperright corner of the page.
6
Select Save.
If you invited attendees, a message appears, asking you whether you want to send
an updated email invitation to attendees.
7
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.
8
Optional. If you added the meeting to your calendar program , such as Microsoft
Outlook, in the confirmation email message, click the Update My Calendar link.
Canceling a Personal Conference Meeting or MeetingPlace
Personal Conference meeting
You can cancel any Personal Conference meeting or MeetingPlace Personal
Conference meeting you have scheduled. Once you cancel a meeting, you can choose
to send a cancellation email message to all attendees whom you invited to the meeting.
The Personal Conference meeting is removed automatically from your list of meetings
in My WebEx.
If you are logged in, you can cancel a Personal Conference meeting or MeetingPlace
Personal Conference meeting from the confirm ation em ail message that you received
after you scheduled the meeting or from your list of meetings in My WebEx.
To cancel a Per sonal Conference meeting or MeetingPlace Per sonal Conference
meeting from a confirmation email message:
1
Open your confirmation email message, and then click the link to view your
Personal Conference meeting information.
The Personal Conference Meeting Information page appears.
2
Select Delete.
If you invited attendees, a message appears, asking you whether you want to send a
cancellation email message to all attendees whom you invited to the meeting.
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Chapter 6: Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting
3
In the message box, click Yes or No, as appropriate.
If you click Cancel in the message box, the meeting is not canceled.
The Personal Conference Meeting Deleted page appears.
4
Optional. If you added the Personal Conference meeting to your calendar
program , such as Microsoft Outlook, on the Personal Conference Meeting Deleted
page, click Remove From My Calendar to remove the meeting from your
calendar.
To cancel a Per sonal Conference meeting or MeetingPlace Per sonal Conference
meeting on your Meeting Center web site:
1
Log in to your Meeting Center website.
2
On the navigation bar, select My WebEx.
The My Meetings page appears, showing a list of any meetings that you have
scheduled. Personal Conference meetings are indicated by the words "Personal
Conference" in the Type column.
3
In the list of meetings, under Topic, click the topic for your Personal Conference
meeting.
4
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.
5
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.
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.
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Chapter 6: Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting
What you can do on this p age

Review the date, time, du ration, and other helpful information about the Personal
Conference meeting.

Click the More Info link to view the meeting number, audio conference
information, and meeting password. This information can help you start the audio
portion of the Personal Conference meeting.

Edit the details about the Personal Conference meeting or MeetingPlace Personal
Conference meeting.

Cancel the he Personal Conference meeting or MeetingPlace Personal Conference
meeting.

Add the he Personal Conference meeting or MeetingPlace Personal Conference
meeting to your calendar, if you haven’t already done so.

Start the online portion of the Personal Conference after the au dio portion has
started. (Does not apply to MeetingPlace Personal Conference meetings.)
Select this button…
To…
Ed it
Edit the details about the Personal Conference meeting or
MeetingPlace Personal Conference meeting. For example, you can
add attendees, change the Personal Conference number account for
this meeting, or change the date, time, and duration.
Delete
Cancel the meeting.
Add to My Calendar
Add this Personal Conference meeting or MeetingPlace Personal
Conference meeting to a calendar program, such as Microsoft
Outlook.
To use this feature, your calendar program must confor m w ith the
iCalendar standard, a format used w idely 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.)
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Chapter 6: Scheduling a Personal Conference meeting or MeetingPlace Personal Conference meeting
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 p age

Review the date, time, du ration, 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 au dio
portion of the Personal Conference meeting or the MeetingPlace au dio
conference.

Add the meeting to your calendar, if you haven’t already done so

Join the online portion of the Personal Conference after the audio portion has
started. (Does not apply to MeetingPlace Personal Conference meetings.)
Options on this page
Click this button...
To...
View Agenda
View Personal Conference meeting or MeetingPlace Personal
Conference meeting agenda, if the host has provided it.
Add to My Calendar
Add Personal Conference meeting or MeetingPlace Personal
Conference meeting to a calendar program, such as Microsoft
Outlook.
To use this feature, your calendar program must confor m w ith the
iCalendar standard, a format used w idely across the Internet for
exchanging calendar information.
152
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.)
7
Granting Privileges During a
Meeting
C h ap ter 7
Once a meeting starts, all participants are au tomatically 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 follow ing privileges to one
or more participants:

Chat-w ho a participant can chat w ith and
whether that chat can be private. More (on
page 155)

Docum ent-whether a participant can draw
on a document or save or print it. More (on
page 156)

View-w hat a participant can view in the
meeting: participant list, document,
thumbnails, or pages. More (on page 157)

Meeting-w hether a participant can record
the meeting, share documents, or control
sharing. More (on page 158)
Selecting participants
During a meeting, you can grant privileges to or rem ove 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
155).
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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 155)

viewing the participant list More (on page 157)

controlling shared applications, web browser, or desktop rem otely More (on page
158)
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.
2
3
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 rem ove 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 w ith participants privately or
publicly.
Select or clear the checkbox for each
privilege you w ant 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. You r 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 w ant 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 w ant 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

Thumbnails-display miniatures, or thumbnails, of any pages, slides, or
whiteboards in the center viewer. This privilege allows participants to view
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Chapter 7: Granting Privileges During a Meeting
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 throu gh 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 w ant to grant
Document privileges you can grant:
158

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
C h ap ter 8
WebEx Au dio lets you use either your telephone or your com puter to hear others and
to speak in your meeting:

Telephone—you can use your telephone to receive a call to the au dio portion of
the meeting or to dial in.

Computer—you can use a headset connected to your computer to join the audio
portion of the meeting if the computer has a supported sound card and a
connection to the Internet.
Note: If you are a host, you can invite up to 500 people to participate in the audio conference.
After joining the conference, participants can switch between au dio modes with little
or no listening interruption. In a mixed-mode conference, where some participants
are using the telephone and others are using the com puter, 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 160)

sw itch audio connection modes More
(on page 165)

mute or unmute one or more
microphones More (on page 166)

use caller authentication to join the
conference More? More (on page 169)

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 160)

sw itch audio connection modes More
(on page 165)

ask to speak More (on page 168)

mute or unmute your microphone More
(on page 166)

use caller authentication to join the
conference More (on page 169)

edit or update phone numbers in your
user profile More
Note: If you set up another type of audio conference—such as that of a third-party service—you
must manage the conference using the options that service provides.
Connecting to an audio conference
Once you start or join a meeting that uses WebEx Audio, the Audio Conference dialog
box appears automatically on your screen.
What device do you want to use for speaking and listening in the meeting?

160
your ph one: 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 161)
2)
Use Com puter for Audio: Select
the arrow , then choose Call using
Com puter. More (on page 164)
At any time during the meeting, you
can switch your audio device (on page
165).
Using your telephone to connect to audio
After you j oin a meeting, the Au dio Conference dialog box appears autom atically.
When you use your telephone to connect to the audio portion of the meeting, you can
call in or receive a call back.

Call back—receive a call at a valid number you provide, or at number that is
already stored in your user profile. A valid number must contain the area code and
the seven-digit local telephone number.

Call in—call in from your phone to a number your host provides.
The Audio Conference dialog box appears automatically.
To receive a call back:
In the Use Phone pane of the Au dio 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 dropdow n list
of available numbers, then click Call Me.

Select Call m e at a new num ber from the
dropdow n list, enter a number, then click Call
Me.

If available, select Call m e at an internal
num ber from the dropdow n 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 nex t 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 mu te or unmute your microphone as desired. More (on
page 166)
You can sw itch from using your telephone
as your audio device to using your computer
at any time during the audio conference.
More (on page 165)
To call in:
1
162
In the Use Phone pane of the Au dio 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.
2
Follow the instructions to join the au dio conference.
3
Optional. To view all international numbers, click the link All global call-in
numbers.
An information dialog box appears, which lists international numbers.
A telephone icon appears nex t 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 mu te or unmute your microphone as desired. More (on
page 166)
You can sw itch from using your telephone
as your audio device to using your
computer at any time during the audio
conference. More (on page 165)
To leave an audio conference:
1
Click Audio below the Participant list.
The Audio Conference dialog box appears.
2
Click Leave Audio Conference.
Your participation in the audio conference ends; however, your participation in the
meeting continues until you leave it or the host concludes it.
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Chapter 8: Using WebEx Audio
Using your computer to connect to audio
After you j oin a meeting, the Au dio Conference dialog box appears autom atically.
When you use your com puter to speak and listen in a meeting, your computer sends
and receives sound across the Internet. To do this, your compu ter 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 Com puter.
Note: If this is your first time
connecting to a meeting w ith your
computer, a w izard appears to fine
tune your sound settings (on page
165).
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 mu te or unmute your microphone as desired. More (on
page 166)
You can sw itch from using your computer as your
audio device to using your telephone at any time
during the audio conference. More (on page 165)
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Chapter 8: Using WebEx Audio
Fine tuning your microphone and speaker settings
If you are using your com puter to connect to the meeting au dio, you can fine-tune
your microphone and speaker settings to optimize your audio experience.
The Speaker/Microphone Audio Test walks you throu gh 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 b efore you actually start using your com puter for au dio.
To open the Speaker/Micr ophone Audio Test and adjust your sound settings:
1
From the meeting window menu, select Audio > Speaker/Microph one Audio
Test.
2
Follow the instructions.
Tip: After you join the audio portion of the meeting you can retest your settings at any time
simply by reopening the Audio Conference dialog box and clicking Test speaker/microphone at
the bottom of the box.
Switching audio devices during a meeting
You can easily switch from one audio device to another during a meeting with little
disruption.
To switch fr om your computer connection to a phone connection:
1)
Open the Audio Conference dialog box
from

the Quic k Start page

your participant list

the Audio menu.

the Meeting Controls Panel ( If you are
sharing)
2)
Select the dow n 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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Chapter 8: Using WebEx Audio
To switch fr om your phone connection to a computer connection:
1)
Open the Audio Conference dialog box
from

the Quic k Start page

your participants list

the Audio menu.

the Meeting Controls Panel ( If you are
sharing)
2)
Select the dow n arrow beside Use
Com puter for Audio.
3)
Select Sw itch to Using Com puter.
Your phone connection is dropped after your
computer connection is established.
(Remember to sw itch 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 au dio portion of the meeting from the Meeting Controls Panel.
To connect to the au dio 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 160) portion of the
meeting as usual.
Muting and unmuting microphones
The following table illustrates how to quickly mute and unmute microphones in you r
meeting depending on your user role.
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Chapter 8: Using WebEx Audio
Role
Host
Participant
Task description:
Windows: Right click in the participants list 
Mac:Ctrl + clic k in the participants list
Mute on Entry to mute all
microphones automatically w hen
participants join a meeting

Mute or Unm ute to mute or
unmute your ow n 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
167)
Select the Mute or Unm ute icon to
mute or unmute your ow n
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 mu te 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 m ute or unm ute all participants:

Windows: Right click on the participant list

Mac: Ctrl + clic k on the participant list
Select Mute All or Unm ute 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
168
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 Low er 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 (au tomatic 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 au thentication.

be authenticated whenever you dial into any ANI/CLI enabled au dio 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 au dio conference
To schedule an audio conference with ANI/CLI authentication:
1
Log in to your Meeting Center Web site.
2
On the navigation bar, under Host a Meeting, click Schedule a Meeting.
The Schedule a Meeting page appears.
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Chapter 8: Using WebEx Audio
3
Click Change audio options.
The Audio Options dialog box appears.
4
Select the Enable audio conference CLI authentication when participants call in
checkbox if it is not already selected.
Note: Caller authentication will only be available to participants if they are invited to a 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 you r 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.
2
On the navigation bar, click My WebEx.
3
Click My Profile.
The My WebEx Profile page appears.
170
4
Under Personal Information, select the Call-in authentication checkbox beside
any phone number for which you want dial-in authentication.
5
Click Update.
Chapter 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.
2
On the navigation bar, click My WebEx.
3
Click My Profile.
The My WebEx Profile page appears.
4
Under Personal Information, in the PIN: text box, enter a 4-digit PIN number of
your choosing.
5
Click Update.
Editing or updating your stored phone numbers
You can edit or update the phone numbers listed in your profile if you have not yet
joined the au dio 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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Chapter 8: Using WebEx Audio
The Audio Conference dialog box
appears.
2
Select Manage ph one numbers from the dropdown box in the lower pane. The
Manage phone numbers dialog box appears.
3
Click Edit to update the phone numbers in your My WebEx profile, or Clear to
delete phone numbers that are stored in cookies on your com puter.
Note: You cannot be participating in an audio conference by phone if you want to edit or update
your phone numbers.
172
9
Using Integrated Voice
Conferences
C h ap ter 9
An Integrated Voice Conference allows participants to speak to each other using voice
over Internet Protocol (VoIP)-an Internet-based way of connecting throu gh 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 “M ore”
by a task description.
Task description:
Host
Start and manage a voice conference:

fine tune your microphone and speaker seetings
More (on page 176)

mute or unmute participant microphones More (on
page 166)
To start a voice conference:

Select Voice Conference on the Quic k 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 w hen 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.

174
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 176)
Muting and unmuting microphones
The following table illustrates how to quickly mute and unmute microphones in you r
meeting depending on your user role.
Role
Host
Participant
Task description:
Windows: Right click in the participants list 
Mac:Ctrl + clic k in the participants list
Mute on Entry to mute all
microphones automatically w hen
participants join a meeting

Mute or Unm ute to mute or
unmute your ow n 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
167)
Select the Mute or Unm ute icon to
mute or unmute your ow n
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 mu te or unmute all participant microphones simultaneously.
This option does not affect the host's and presenter's microphones.
To m ute or unm ute all participants:

Windows: Right click on the participant list

Mac: Ctrl + clic k on the participant list
Select Mute All or Unm ute 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.
To open the wizard and adjust your sound settings:
1
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From the meeting window menu, select Audio > Computer Setup for Audio.
Chapter 9: Using Integrated Voice Conferences
2
Follow the wizard instructions.
177
10
Sending and Receiving Video
C h ap ter 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 com puters.
WebEx Meeting Center su pports high-definition (HD) video with u p 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 u p
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 w hen 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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Chapter 10: Sending and Receiving Video
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 w ill.

Lock focus on one participant (on page 181).

View everyone who is sending video (on page 184) on one big screen.

List participants or show thumbnails. (on page 182)

Set webcam options (on page 187).
What you can do:
Participant
180

Start or stop sending video at w ill.

View everyone who is sending video (on page 184) on one big screen.

List participants or show thumbnails. (on page 182)

Set webcam options (on page 187).
Chapter 10: Sending and Receiving Video
Note: If you are managing a meeting that includes TelePresence systems (Meeting Center only),
the following WebEx features are unavailable:
 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 w ebcam capable of produc ing high-quality video. WebEx supports
most w ebcams of this type

A computer w ith at least 1 GB of RAM and a dual-core processor

A fast netw ork connection

A computer w ith at least 1 GB of RAM and a dual-core processor

A fast netw ork 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 w ebcam capable of produc ing HD video. WebEx supports most
webcams of this type

A computer w ith at least 2 GB of RAM and a quad-core processor

A fast netw ork connection

A computer w ith at least 2 GB of RAM and a dual-core processor

A fast netw ork connection
Locking focus on one participant
If you are the host, you can select whose video you want everyone to see. Follow these
steps:
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Chapter 10: Sending and Receiving Video
1
Select the name on the video display.
2
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
sw itches 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 w ho 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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Chapter 10: Sending and Receiving Video
To view video thum bnails:
1)
Select the list icon.
2)
Select Thum bnails.
To view Participant List:
1)
Select the thumbnail icon.
2)
Select List.
In the thumbnails view , select the dow n or
up arrow to view additional thumbnails.
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Chapter 10: Sending and Receiving Video
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 w ho are sending
video:
Select the icon in the upper-right corner of
the display.
To return to the Meeting w indow :
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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Chapter 10: Sending and Receiving Video
One of the follow ing is displayed here:

The active speaker's video, w hich sw itches 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 Unm ute 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 loc k everyone's focus on the active
speaker's video or a specific participant's video. Select the name to get started. More… (on
page 181)
You can expand the active speaker's video display to full screen. More… (on page 186)
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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 ex pand 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 w here you see everyone w ho
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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Chapter 10: Sending and Receiving Video
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 you r meeting.
To set webcam options:
Window s:
At the top r ight 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. Bu t options can vary depending on your webcam.
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Chapter 10: Sending and Receiving Video
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 188)

Minimize or restore your video. More… (on page 188)

Move the panel by dragging it. More… (on page 189)

Switch to view everyone who is sending video. More… (on page 189)

Lock focus on another participant (for host and presenter only). More… (on page
181)
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 m anage your self-view in several ways.
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Chapter 10: Sending and Receiving Video
To m inim ize self-view :
Select the icon in the upper-right portion of the selfview display.
To restore self-view :
Select the icon in the low er-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 m inim ize:
Select the dow nward arrow in the upper-left
corner.
To resize:
Select the bottom right-corner and drag the
edge.
To m ove:
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
181).
To sw itch to view everyone:
Select the icon in the upper-right corner of
the display.
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Chapter 10: Sending and Receiving Video
Obtaining video and audio data during a meeting
Having video or au dio problems in a meeting? If you contact technical su pport, 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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Chapter 10: Sending and Receiving Video
191
11
Setting Up a One-Click Meeting
C h ap ter 1
If you w ant 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 193)
specify settings for your One-Clic k Meeting
Setting up your One-Click Meeting on the
Web (on page 194)
install WebEx One-Clic k, w hich includes the
One- Click panel and One- Click shortcuts
Installing WebEx Productivity Tools (on page
197)
start a One- Click Meeting from your WebEx
service Web site
Starting a One-Click Meeting (on page 199)
remove WebEx One- Click, inc luding all OneClick shortcuts, from your computer
Removing WebEx Productivity T ools (on
page 204)
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 u p 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 WebE x One-Click User's Guide,
which is available on the Support page of you r 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 pages.
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Chapter 11: Setting Up a One-Click Meeting
For m ore information about the desktop version, refer to the WebEx One-Click
User's Guide.
Setting up your One-Click Meeting on the Web
The One-Click Meeting Setup page allows you to specify options a One-Click
Meeting. You can return to the One-Click Meeting Setup page at any time to modify
your meeting.
The settings you specify apply to both the One-Click Web version and the desktop
version.
To set up your One-Click Meeting:
1
Log in to your WebEx Service Web site.
2
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 197).
3
Click Set Up Now.
The One-Click Setup page appears.
4
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 194).
5
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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Chapter 11: Setting Up a One-Click Meeting

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 you r 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 w hich you w ant to start a
One- Click Meeting.
This option lists only the session types available for your site and
user account.
Meeting tem plate
Select the meeting template you w ant to use to set options for
your One- Click Meeting. The drop-dow n list of templates includes:
Standard tem plates: Templates that your site administrator set
up for your account.
My Tem plates: 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 passw ord
Specify the passw ord for the meeting.
Confirm passw ord
Type the passw ord 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
(CUV C Integration to Meeting Center only) Enter a custom URL to
create a virtual meeting room in w hich you can use Cisco Unified
Video ( CUV C) in your meeting.
If you leave this box empty, the WebEx Meeting ID is used by
default.
When you start your WebEx meeting, the CUV C Video panel
displays automatically.
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Chapter 11: Setting Up a One-Click Meeting
Tracking Codes
Use this option…
To…
Tracking code
Identify your department, project, or other infor mation that
your organization w ants to associate w ith 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 w ould like to use:
WebEx Audio:
Specifies that the meeting includes an integrated audio
conference. If you select this option, select one of the
follow ing options:

Display toll-free num ber: Select if your site provides
toll-free call-in audio conferencing, in w hich 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.
Otherw ise, participants assume the charges for their
calls.

Display global call-in num bers to attendees: Select if
you w ant to provide a list of numbers—such as toll-free
or local numbers—that attendees in other countries can
call to join the audio conference.
Note: After you start the meeting, participants have a choice
of joining by can choose to use their computer as their audio
device, using VoIP, or to use their phone as their audio
device.
Tip: A participant must have a direct phone line to receive a
call from the teleconferencing service. How ever, a
participant w ithout a direct phone line can join an audio
conference by calling a call-in telephone number, w hich is
alw ays available in the Meeting w indow .
Personal Conference
Num ber Account
Available only if your site has the Personal Conferencing
feature turned on, and only for Meeting Center.
Select the Personal Conference number account that you
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Chapter 11: Setting Up a One-Click Meeting
Use this option…
To…
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 w ant customers to
dial a number to join

Call-back teleconference: Select if you w ant
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. How ever, a participant
w ithout a direct phone line can join an audio conference by
dialing a call-in number, w hich is alw ays available in the
meeting w indow .
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 allow s meeting participants to use computers w ith
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.
Before installing WebEx Productivity Tools, ensure that your com puter meets the
following minimum system requirements:
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Chapter 11: Setting Up a One-Click Meeting

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.
2
Click My WebEx > Productivity Tools Setup (on the left navigation bar).
The Productivity Tools Setup page appears.
3
Click Install Productivity Tools.
The File Download dialog box appears.
4
Save the installation program to your computer.
The name of the installation file has an .msi extension.
5
Run the installation file and follow the instructions.
6
Once you com plete 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 abou t using the One-Click panel and shortcu ts, see the WebEx One-Click
User's Guide.
The Help in the WebEx One-Click panel also provides detailed information abou t
how to use the One-Click panel and shortcuts.
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Chapter 11: Setting Up a One-Click Meeting
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 abou t setting u p One-Click settings, see
Setting up your One-Click Meeting on the Web (on page 194). For details
To start a One-Click Meeting from your WebEx service Web site:
1
Log in to your WebEx Service Web site.
2
Click My WebEx > 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.
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Chapter 11: Setting Up a One-Click Meeting
To start a One-Click Meeting from the Meeting Center service:
1
Log in to your WebEx service Web site, and click Meeting Center.
2
On the left navigation bar, click Host a Meeting > One-Click Meeting.
Your meeting starts.
To start a One-Click Meeting using the WebEx One-Click p anel:
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 One-Click.

Right-click the WebEx One-Click icon on the taskbar of your desktop.
If you did not specify au tomatic login, enter the required WebEx account
information in the dialog box , and then click Log In.
2
200
On the WebEx One-Click panel, click Start Meeting.
Chapter 11: Setting Up a One-Click Meeting
Note: For instructions on using the WebEx One-Click panel, refer to the WebEx One-Click User's
Guide.
To start a One-Click Meeting using a One-Click shortcut:
Click one of the following shortcuts:
Shortcut
Description
Right-click m enu of taskbar icon shortcut:

Right-click the WebEx One- Clic k taskbar
icon and then clic k Start m eeting now to
start an instant meeting.

Right-click the WebEx One- Clic k taskbar
icon and then clic k 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-clic k 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, w hich are available
on the Support page of your WebEx Service
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Chapter 11: Setting Up a One-Click Meeting
Shortcut
Description
web site.
Em ail 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, w hich are available
on the Support page of your WebEx Service
web site.
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, w hich is available on the Support page
of your WebEx Service w eb 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 Ex plorer 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 Custom ize option.
To access this option, on the View menu, point
to Toolbars, and then choose Custom ize.
Available for meetings, sales meetings,
training sessions, and support sessions only.
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Chapter 11: Setting Up a One-Click Meeting
Shortcut
Description
Microsoft Office shortcut: In Microsoft Word,
Microsoft Excel, and Microsoft Pow erPoint,
select Share As Docum ent 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 w ork in
the application during the meeting.
Available for meetings, sales meetings,
training sessions, and support sessions only.
Right-Click m enu 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.
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.
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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 OneClick shortcuts, from your compu ter.
To uninstall WebEx Productivity Tools:
1
Click Start > Programs> WebEx > Productivity Tools > Uninstall
2
Click Yes to confirm that you want to uninstall WebEx Productivity Tools.
To uninstall WebEx Productivity Tools from the Control Panel:
1
Click Start > Settings > Control Panel.
2
Double-click Add/Remove Programs.
3
Click WebEx Productivity Tools.
4
Click Remove.
5
Click Yes to confirm that you want to uninstall WebEx Productivity Tools.
Note: Uninstalling Productivity Tools removes all Productivity Tools and shortcuts from your
computer. If you want to keep using some Productivity Tools but disable others, edit the options
in the WebEx Settings dialog box.
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12
Managing Meeting Recordings
C h ap ter 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 u pload recordings of meetings that were
recorded on your local compu ter.
My Recorded Meetings page
Task description:

Open the My Recorded
Meetings page. More…
(on page 205)

Upload a recorded
meeting file. More… (on
page 209)

Edit infor mation about a
recording. More… (on
page 210)

Send an email to share a
recording. More… (on
page 212)
Opening the My Recorded Meetings Page
To open the My Recorded Meetings page:
1
Log in to your WebEx Meeting Center service Web site.
2
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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Chapter 12: Managing Meeting Recordings
For details about the My Recorded Meetings page, see About the My Recorded Meetings
page (on page 207).
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 abou t a
recording.
Options on this page
206
Option
Description
Topic
The name of the recording. You can edit the topic at any time.
Create time
The time and date the recording w as 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 w hich the recording w as created.
Status
The status of the recording. The possible options are Enable or
Disable.
Passw ord
Indicates w hether a user must prov ide a passw ord 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 w ith the .arf extension that w ere recorded by
NBR).
Dow nload recording link
Clicking the link lets you dow nload the recording.
Clicking the button lets you play the recording (available only for
recording files w ith the .arf extension that w ere recorded by
NBR).
If you w ant to dow nload the recording, you can also click the
link for dow nloading under Play Recorded a meeting Now .
Clicking the button opens the Share My Recording w indow ,
which allow s you to send an email message to selected
recipients, inviting them to play your recording.
If you w ant to send the email w ith 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 everyw here it is
published on your WebEx Service Web site. (Available only for
enabled recordings.)
Clicking the button enables the recording everyw here 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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Chapter 12: Managing Meeting Recordings
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
Allow s you type text to search for w ithin recording names. Clic k
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.
If this field does appear, and you exceed your personal storage
% of Y GB
allocation, you w ill 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 w ill 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 w as created.
Duration
The length of the recording.
The format of the recording file.
Form at
208
A recording file can be in WebEx Advanced Recording For mat
(ARF) or WebEx Recording For mat (WRF). You can also store
recording files that are in Window s Media Audio/Video (WMV)
format. For Ev ent Center and Training Center, you can also
store Shockw ave Flash Object (SWF) format files.
Chapter 12: Managing Meeting Recordings
Option
Description
Lets you play the recording (available only for recording files
w ith an .arf extension that w ere recorded by the Netw ork-Based
Recorder).
If playback of the file requires a passw ord, you must provide the
passw ord.
Lets you send an email to share this recording w ith others.
Displays a menu w ith more options for your recording:

Dow nload: Lets you dow nload the recording to your
local computer.
If dow nloading the file requires a passw ord, you must
provide the passw ord.

Modify: Lets you edit information of the recording. For
details, see About the Add/Edit Recordings page (on page
338).

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 335) and
About the Add/Edit Recordings page (on page 338).
Indicates that a recording is passw ord-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 ex tension, from your local com puter to
the M y Recorded Meetings page.
For instructions on editing a recording, see Editing information about a recording (on
page 336).
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 M y Recorded Meetings page. For details, see .
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Chapter 12: Managing Meeting Recordings
2
Click Add Recording.
3
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 210).
4
Click Save.
Editing information about a recorded meeting
You can edit information abou t a recorded meeting at any time.
To edit information about a recorded meeting:
1
Go to the M y Recordings page or the My Recorded Meetings page. For details, see
Opening the My Recordings page (on page 335).
2
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 210).
4
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.
2
On the left navigation bar, under Host a Meeting, click My Recordings.
3
Click Add Recording.
If you are editing information about a recording...
210
1
On your WebEx service Web site, under Host a Meeting, click My Recordings.
2
Click the More button in the row of the recording that you want to edit.
Chapter 12: Managing Meeting Recordings
3
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
Pr ovide a description of this recording.
Recording file
Click Brow se to select the recording file that res ides on your
local computer.
Duration
Specify the duration of the recording.
File size
Displays the s ize of the recording file. (Available only w hen
editing recording infor mation.)
Set passw ord
Set an optional passw ord that users must provide to view the
recording.
Confirm passw ord
Confirm the passw ord that users must provide to view the
recording.
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Chapter 12: Managing Meeting Recordings
Sending an email to share a recorded meeting
You can send an email one or m ore people to share your recorded meeting with them .
To send an email to share a recorded meeting with others:
1
Go to the M y Recorded Meetings page. For details, see Opening the My Recorded
Meetings Page (on page 205).
2
Open the Share M y 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.
3
212
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
4
(Optional) Type a message in the Your message box.
5
Click Send.
Your email message will be sent to the selected recipients, and will include
information about the recording and a link to play it.
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13
Sharing Files and Whiteboards
C h ap ter 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 w hiteboard

learn about tools for sharing More
(on page 216)

start sharing More (on page 219)

assigning sharing privileges to
participants More (on page 216)

save a file More (on page 231)
View and interact w ith shared files
and w hiteboards
Participant with granted permissions

display slides or pages More (on
page 234)

use tools to annotate a file More

synchronize your view with the
host More (on page 235)
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Chapter 13: Sharing Files and Whiteboards
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.
2
3
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 view er toolbar
allow you to share and perform actions on
whiteboards, or on files, such as
presentations or documents.
Select this button at the top r ight of the
content view er to start a new w hiteboard.
annotation toolbar-Select a draw ing tool
for directing attention onscreen, using
pointers, a highlighter, or draw ing a shape
More (on page 218)
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Chapter 13: Sharing Files and Whiteboards
Content Viewer
Tools
View ing toolbar and menu-Change to fullscreen, rotate pages, zoom in or out us ing
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 Thum bnail
Full-Screen View
Icon
Description
To display thumbnails, or miniatures, of shared pages, slides, or
whiteboards to the side of the content, click Show Thum bnail.
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 activ ity on your screen. Also helps to
prevent participants from view ing or using other applications on
their screens during a presentation.
Click ESC to return to the content view er.
Rotate page
Zoom In/
Zoom Out
Sync Display for
All
For documents in landscape orientation, you can rotate the pages
to the left or right so they appear correctly in the content v iew er.
Lets you display shared content at various magnifications. Click
this button, and then click the page, slide, or w hiteboard to
change its magnification. For more magnification options, clic k the
dow nward-pointing arrow .
For presenters, synchronizes all partic ipants' displays w ith your
display. Helps to ensure that all participants are view ing the same
page or slide, at the same magnification, as in your display.
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Chapter 13: Sharing Files and Whiteboards
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, w hich lets you point out text and graphics on shared
content using a red “laser beam,” click the dow nw ard-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 view er,
outside the text box.
To change the font, on the Edit menu, choose Font. Clic king this button
again turns off the text tool.
218
Line
Lets you draw lines and arrow s on shared content. For more options,
click the dow nw ard-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 dow nward-pointing arrow . Clic king
this button again closes the Rectangle tool.
Highlighter
Lets you highlight text and other elements in shared content. For more
options, click the dow nw ard-pointing arrow . Clic king this button again
closes the Highlighter tool
Annotation
Color
Displays the Annotation Color palette, on w hich you can select a color
to annotate shared content. Clicking this button again closes the
Annotation Color palette.
Eraser
Er ases text and annotations or clears pointers on shared content. To
erase a single annotation, click it in the view er. For more options, click
the dow nw ard-pointing arrow . Clicking this button again turns off the
eraser tool.
Chapter 13: Sharing Files and Whiteboards
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 em phasize tex t or graphics

Print it More

Display it at various magnifications, in miniature (thumbnails), and in a fullscreen view More (on page 228)

Synchronize all participants' displays with the display in your content viewer More
(on page 229)

Save it to a file More (on page 232)
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.
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 Sh are menu, choose File.
The Share File dialog box appears.
2
Select the document or presentation that you want to share.
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Chapter 13: Sharing Files and Whiteboards
3
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 m odes:

Universal Communications F ormat (UCF)-The default m ode. 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 m ode, 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.
2
Click the Import Mode tab.
The Import Mode tab
options appear.
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Chapter 13: Sharing Files and Whiteboards
3
Select either Universal Communications Format or Printer driver.
Sharing a whiteboard
Sharing a whiteboard allows you to draw objects and type text that all Participants can
see in their content viewers. You can also use a pointer to emphasize text or graphics
on a whiteboard.
Other things you can do while sharing a whiteboard:

Display it at various magnifications, in miniature (thumbnails), and in a 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 229)

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 216).
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 Sh are menu, choose Whiteboard.
Note:
 You can add multiple pages to a shared whiteboard. For details, see Adding new pages or slides
(on page 225).
 You can share multiple whiteboards. For each whiteboard that you share, you see a new
Whiteboard tab in the content viewer.
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Chapter 13: Sharing Files and Whiteboards
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 222)

Advance pages or slides automatically, at an interval of time that you specify More
(on page 223)

Perform animations and slide transitions in a presentation More (on page 224)

Use keys on your compu ter'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.
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 dow n arrow
to view remaining tabs
2
On the toolbar, click a button to change the page or slide you are viewing.
Select the
222

drop-dow n arrow to choose any page or
slide

left arrow to see the previous page or
slide
Chapter 13: Sharing Files and Whiteboards

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
228).
 You can advance pages or slides automatically at a time interval that you specify. For details,
see Advancing pages or slides automatically (on page 223).
 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 224).
Advancing pages or slides automatically
When sharing a document or presentation in the content viewer, you can
automatically advance pages or slides at a specified interval. Once you start automatic
page or slide advancement, you can stop it at any time.
To automatically advance p ages 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.
2
On the View menu, choose Automatically Adv ance Pages.
The Automatically Advance Pages dialog box appears.
3
To change the time interval for advancing pages, do one of these:

click the u p 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.
4
Click Start.
5
Optional. Close the Automatically Advance Pages dialog box by clicking the Close
button in the upper-right corner of the dialog box.
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Chapter 13: Sharing Files and Whiteboards
The pages or slides continue to advance at the specified interval.
To stop automatic p age or slide advancement:
1
If you closed the Automatically Advance Pages dialog box, on the View menu,
choose Automatically Advance Pages.
The Automatically Advance Pages dialog box appears.
2
Click Stop.
Animating and adding effects to shared slides
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 220)
 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 inpu t focus if a blue border appears around the outside of
the slide in the viewer.
2
On the toolbar, select the appropriate arrows to m ove throu gh your presentation.
Select the
224

drop-dow n 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
Chapter 13: Sharing Files and Whiteboards
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 225)

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 225)
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 p age 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.
2
Select Add Page from the Edit menu.
A new page appears in the content viewer at the end of the currently selected
document, presentation, or whiteboard.
Tip: If you have added multiple pages to a shared file or whiteboard tab, you can view thumbnails
(on page 228) 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 com puter's clipboard, you can paste the image
into a new page, slide, or whiteboard in the content viewer.
For exam ple, 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.
2
On the Edit menu, choose Paste As New Page.
The image appears on a new page in the content viewer, at the end of the currently
selected document, presentation, or whiteboard.
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Chapter 13: Sharing Files and Whiteboards
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:

Magnify (on page 226) slides, pages, or whiteboards

View thumbnails (on page 228) of slides, pages, or whiteboards.

Display a full-screen view (on page 227) of a page, slide, or whiteboard.

Synchronize all participant views (on page 229) 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:
226

Select the Zoom In or Zoom In button, and then drag your mouse to the area.
Release your mouse bu tton.

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.
Chapter 13: Sharing Files and Whiteboards
To adjust the size of a page, slide, or whiteboard within the content viewer:
On the toolbar, select the downward-pointing arrow to the left of the Zoom In/Zoom
Out buttons.
Choose a view ing option
To turn off a zoom tool:
On the toolbar, click the Zoom In/Zoom Out button.
Controlling full-screen view
You can m aximize 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 fullscreen view independently in their meeting windows.
To display a full-screen view:
On the content view er toolbar, select the Full Screen icon.
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Chapter 13: Sharing Files and Whiteboards
To return to a normal view:
On the Meeting Controls Panel, select the stop
icon to return to the main w indow .
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.
2
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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Chapter 13: Sharing Files and Whiteboards
3
Optional. To display any page or slide in the content viewer, double-click its
miniature in the thumbnail viewer.
Note: Participants must have both the View thumbnails and View any page privileges to display a
miniature of a page or slide at full size in the content viewer.
To close the thumbnail viewer:
On the content viewer toolbar, select Hide Thumbnail from the View menu..
Synchronizing all participant views
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
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Chapter 13: Sharing Files and Whiteboards
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
On the annotation toolbar, click the downward-pointing arrow to the right of the
Eraser Tool icon.
Er aser tool
2
Choose Clear All Annotations.
Note: Only annotations on the page or slide that currently appears in your content viewer are
cleared. Annotations on other pages or slides are not cleared.
If you are the host or presenter, you can clear all the annotations you've made.
To clear all annotations you have added to a shared page, slide, or whiteboard:
1
On the annotation toolbar, click the downward-pointing arrow to the right of the
Eraser Tool icon.
Er aser tool
2
Choose Clear My Annotations.
To clear specific annotations on a shared p age, slide, or whiteboard:
1
230
On the toolbar, click the Eraser Tool icon.
Chapter 13: Sharing Files and Whiteboards
Er aser tool
Your m ouse pointer changes to an eraser.
2
Click the annotation you want to clear.
To turn off the er aser tool:
On the toolbar, click the Eraser Tool icon.
Er aser tool
Clearing pointers
You can clear your own pointers on all shared slides, pages, or whiteboards in the
content viewer. If you are a presenter, you can also clear all participant pointers.
annotation tools
To clear your own p ointer on all shared slides, p ages, or whiteboards:
1
On the toolbar, click the downward-pointing arrow to the right of the Eraser Tool
icon.
Er aser tool
2
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:
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Chapter 13: Sharing Files and Whiteboards

save a shared presentation More (on page 232)

open a saved document More (on page 233)

print a whiteboard More (on page 233)
Saving a presentation, document, or whiteboard
You can save any shared document, presentation, or whiteboard that appears in the
content viewer. A saved file contains all the pages or slides in the document,
presentation, or whiteboard that is currently displayed in the content viewer,
including any annotations and pointers that you or other attendees added to them.
Files that you save are in the Universal Communications Format (UCF), which have a
.ucf extension. You can open a .ucf file either in another meeting or at any time
outside of a meeting.
Once you save a new document, presentation, or whiteboard to a file, you can save it
again to overwrite the file or save a copy to another file.
To save a new document, presentation, or whiteboard that appears in the content
viewer:
1
On the File menu, choose Save > Document.
The Save Document As dialog box appears.
2
Choose a location at which to save the file.
3
Type a name for the file in the File name box.
To save changes to a saved document, presentation, or whiteboard that appear s 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.
2
232
Do either or both of the following:

Type a new name for the file.

Choose a new location at which to save the file.
Chapter 13: Sharing Files and Whiteboards
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 du ring a meeting.

Open the file at any time on your com puter'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 ex tension.
To open a saved document, presentation, or whiteboard file in the content viewer:
1
On the File menu, choose Open and Share.
The Share Document dialog box appears.
2
Select the document, presentation, or whiteboard file that you want to open.
3
Click Open.
To open a saved document, presentation, or whiteboard on your computer's
desktop :
Double-click the saved file.
The document, presentation, or whiteboard opens in the WebEx 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.
2
On the File menu, choose Print > Document.
3
Select the printing options that you want to use, and then print the document.
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Chapter 13: Sharing Files and Whiteboards
Note: When printing shared content in the content viewer, Meeting Manager resizes it to fit on
the printed page. However, for whiteboards, the Meeting Manager prints only the content that lies
within the dashed lines on the whiteboard.
If you are a meeting participant...
If you are participating in a meeting (and have not taken on another role, such as host
or presenter), you can move around independently in shared documents and
presentations if the host has assigned these privileges to you. For shared documents,
presentations, and whiteboards, you can:

display any page More (on page 234)

synchronize your view with the host's view More (on page 235)

save shared documents More (on page 232)

open shared documents More (on page 233)

print shared documents More (on page 233)
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 dow n arrow
to view remaining tabs
2
234
On the toolbar, click a button to change the page or slide you are viewing.
Chapter 13: Sharing Files and Whiteboards
Select the

drop-dow n 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.
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
235
14
Sharing Web Content
C h ap ter 14
If you w ant to...
See...
get an overview of sharing Web content
About sharing Web content (on page 237)
share Web content w ith meeting participants
Sharing Web content (on page 238)
understand the differences betw een sharing a Differences between sharing Web content
brow ser and sharing Web content
and sharing a Web browser (on page 238)
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 independentl y 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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Chapter 14: Sharing Web Content
If you use Web content sharing, then, participants can ex perience au dio 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 m ore information, see
Differences between sharing Web content and sharing a Web browser (on page 238).
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 Sh are menu, choose Web Content.
The Share Web Content dialog box appears.
2
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.
3
In the Ty pe box, select the type of Web content that you want to share.
4
Click OK.
Tip: You can copy a URL from any source, such as another browser window, and then paste it in
the Address box.
Differences between sharing Web content and
sharing a Web browser
Meeting Center provides two options for sharing Web-based information. You can
share Web content or share a Web browser with meeting participants. Choose the
feature that better suits your needs.
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Chapter 14: Sharing Web Content
Sharing option
Advantages
Web browser sharing

Lets you guide
participants to various
Web pages and sites on
the Web.

Lets you grant attendees
control of your Web
brow ser.

Lets you and other
participants annotate
Web pages.

Displays Web pages,
Does not let you guide
and lets partic ipants
participants to other Web
experience media effects pages.
on Web pages, including
video and sound.

Lets participants interact
w ith Web pages
independently in their
content view ers.
Web content shar ing
Disadvantages

Does not display media
effects or transmit
sounds on Web pages.

Does not let participants
interact w ith Web pages
independently.
239
15
Sharing Software
C h ap ter 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 exam ple, you want to edit a document as a grou p 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 exam ple, you are on the road, and the com puter in your office
has the inform ation 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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Chapter 15: Sharing Software
Role
Task description:
host and
presenter
Share softw are:
participant

Share applications More… (on
page 242)

Share your desktop More (on
page 245)

Share a Web brow ser More (on
page 247)

Share a remote computer More
(on page 249)

Control the appearance of shared
softw are More (on page 258)

Annotate shared softw are More
(on page 266)

Let a participant control your
shared softw are More
View and w ork w ith shared software:

Control the appearance of shared
softw are More (on page 263)

Ask to control shared softw are
More (on page 273)

Annotate shared softw are More
(on page 266)

Stop participating in softw are
sharing More (on page 275)
Sharing applications
You can use application sharing to show all meeting participants one or more
applications on your com puter. Application sharing is useful for demonstrating
software or editing documents during a meeting.
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Chapter 15: Sharing Software
Participants can view the shared application, including all mouse movements without
having to run the application that you are sharing on their com puters.
Here are just a few tasks you can perform:

Start sharing an application More (on page 243) and open more applications to
share More (on page 244)

Control the appearance and viewing of shared software (pausing, changing to fullscreen view, and so on) More (on page 258)

Annotate and draw on a shared application More (on page 266) and allow
participants to draw More

Learn abou t sharing application effectively More (on page 278)

Stop sharing an application More (on page 245)
Starting application sharing
Host or Presenter only
You can share any application on your com puter with meeting participants.
To share an application:
1
On the Sh are menu, choose Application.
The list of all applications currently running on your com puter is displayed.
2
Do one of the following:
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Chapter 15: Sharing Software

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 com puter. 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 m ore effectively, see Tips for Sharing
Software (on page 278).
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 bu tton.
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 compu ter. When you
open it, it appears with the Share bu tton.
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 w ant to share.
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Chapter 15: Sharing Software
Tip: Alternatively, you can share multiple applications by sharing your computer's desktop. For
details, see Sharing your desktop. (on page 245)
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 com puter, including any applications,
windows, and file directories that reside on it. Participantscan view your shared
desktop, including all mouse m ovements.
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Chapter 15: Sharing Software
Tasks related to sharing your desktop:

Start sharing your desktop More (on page 246)

Manage how participants view your shared software (pausing, changing to fullscreen view, and so on) More (on page 258)

Annotate and draw on your desktop More (on page 266) and allow participants to
annotate More

Read a few tips for sharing your desktop effectively More (on page 278)

Stop sharing your desktop More (on page 247)

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 y our desktop:
1
On the Sh are menu, choose Desktop.
If you have more than one monitor, a submenu shows the available monitors.
2
Select the monitor to share.
Your desktop appears in a sharing window on participants' screens.
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Chapter 15: Sharing Software
For ideas that can help you to share your desktop more effectively, see Tips for Sharing
Software. (on page 278)
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 bu tton 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 248)

Manage how participants view the shared Web browser More
247
Chapter 15: Sharing Software

Annotate and draw on a shared Web browser M ore and let a participant draw on a
shared Web browser More

Learn how to share Web browsers effectively More (on page 278)

Stop sharing a Web browser More (on page 248)
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 Sh are menu, choose Web Browser.
Your default Web browser opens.
2
Go to a Web page in you r 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 259)
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Chapter 15: Sharing Software
Sharing a remote computer
A presenter uses remote computer sharing to show all meeting participants a remote
computer. Depending on how the remote com puter is set up, the presenter can show
the entire desktop or just specific applications. Remote compu ter sharing is useful to
show participants an application or file that is available only on a remote computer.
Participants can view the remote com puter, including all the presenter's mouse
movements, in a sharing window on their screens.
As presenter, you can share a remote com puter during a meeting if:

You have installed the Access Anywhere Agent on the rem ote 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 u p a computer for remote access, refer to the Access
Anywhere User's Guide.
Tasks related to sharing a remote computer:

Start sharing a rem ote computer More (on page 249)

Manage how and what participants view on the shared remote compu ter(pausing,
changing to full-screen view, and so on) More (on page 258)

Change settings on a rem ote computer while sharing it More (on page 253)

Stop sharing a rem ote computer More (on page 252)
Starting remote computer sharing
Host or Presenter only
If you have already set up a com puter for Access Anywhere, you can share the
computer during a meeting.
To share a remote computer:
1
On the Sh are menu, choose Remote Computer.
2
The Access Anywhere dialog box appears.
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Chapter 15: Sharing Software
3
Under Remote Computers, select the compu ter you want to share.
4
Under Applications, select an application that want to share.
If you set u p the remote com puter so you can access its entire desktop, the option
Desktop appears under Applications.
5
Select Connect.
Depending on the au thentication method you chose when you set up the
computer for Access Anywhere, you perform one of these tasks:
6

If you chose access code authentication: You enter the access code you typed
when you set u p the remote com puter.

If you chose phone authentication: You receive a phone call at the number
that you entered when you set up the rem ote compu ter.
Complete your authentication.

If you chose access code authentication: Type your access code in the box, and
then select OK.

If you chose ph one 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
250
Chapter 15: Sharing Software


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 com puter on which you have specified that you can access
only specific applications rather than its entire desktop, you can share additional
applications on the rem ote compu ter. 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 bu tton (it is the last button
on the Meeting Controls Panel). Then choose Share Remote Application.
2
In the Select Application box, select the application you want to share.
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Chapter 15: Sharing Software
After you choose another
application to share, all
previously selected
applications remain open.
Exam ple: You opened the
Paint application first. Then
you chose Notepad from the
Select Application box.
Both applications remain
open on the shared desktop.
3
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 com puter, the Access Anywhere Server disconnects your local
computer from the remote compu ter. The remote com puter 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 rem ote compu ter, do one of the
following:
252

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 com puter, send a Ctrl+Alt+Del key combination to the remote compu ter
More… (on page 257)

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 remotel y.
Chapter 15: Sharing Software
To stop remote computer sharing:
On the Meeting Controls Panel, select Stop Sharing.
Sharing stops and you return to Meeting Manager.
Managing a shared remote computer
Host or Presenter only
While sharing a remote com puter 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 com puter More (on page
254)

Reduce the screen resolution on the remote computer to match that of your
computer, or restore the resolution on the remote com puter More (on page 254)

Adjust the size of the view of the rem ote compu ter 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 255)

Hide or display the contents on the remote com puter's screen at the remote
location More (on page 256)
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 ou t from, lock, or unlock a Windows PC More (on page 257)

A command to bring rem ote applications to the front of your screen, if they are
either behind other applications or minimized More (on page 257)
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Chapter 15: Sharing Software
Reducing the screen resolution for a shared remote computer
While sharing a remote com puter, you can reduce the screen resolution on the remote
computer. This option hel ps to prevent the need to scroll while viewing the desktop or
applications on the rem ote compu ter. The reduced screen resolution also appears in
all participant sharing windows. You can return a remote com puter'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 bu tton (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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Chapter 15: Sharing Software
While sharing a remote com puter, you can disable the keyboard and mouse on the
remote computer, thereby preventing anyone from using the compu ter while you are
accessing it remotely. You can re-enable a remote com puter'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 dow n 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 com puter, you can adjust the size of the shared view using one
of these methods:

Select a preset percentage at which to view the remote com puter.

Zoom in to and out from the remote com puter in increments.
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Chapter 15: Sharing Software

Scale the remote com puter 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 com puter, you can make a remote com puter's screen blank,
thereby preventing anyone at the remote com puter's location from viewing the
contents of the screen. If the contents on a remote com puter'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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Chapter 15: Sharing Software
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 com puter that is running Windows, you can send an
Ctrl+Alt+Del command to the compu ter to access options that let you :

Log in to the com puter

Log out from the com puter

Lock the com puter

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 compu ter 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 Sh are Remote
Application.
Select the application you want to share from the list of available application.
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Chapter 15: Sharing Software
Controlling views of shared software
258
Role
Task description:
Host or
Presenter

Pause or resume sharing
More

Control full-screen view of
shared softw are More (on
page 258)

Synchronize view s More
(on page 260)
Chapter 15: Sharing Software
Role
Task description:
Participant

Control your view of shared
softw are More (on page
263)

Close your sharing w indow
More (on page 264)
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 bu tton, located to the right of the Stop bu tton.
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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 ou t
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
dow n-arrow button (it is the last
button).
Synchronizing views of shared software
Host or Presenter only
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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 exam ple, if a participant has minimized
the sharing window, or m oved 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 Sh are Desktop.
If two or m ore monitors are detected on your system, a window appears and
allows you to select one of the monitors.
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
On the Sh are menu, select Desktop.
A submenu shows the available monitors.
2
Select the monitor you want to share.
The Meeting Controls Panel indicates which monitor you are sharing. If you are
sharing the same monitor where the Meeting Controls Panel is, it says, "You are
sharing this monitor."
If you are sharing a monitor that is not the same m onitor where the Meeting Controls
Panel is, it says, "You are sharing monitor <numb er>."
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.
2
In the submenu that appears, select Share Desktop.
A submenu shows you the available monitors.
3
Select the monitor number you want to share.
The Meeting Controls Panel indicates which monitor you are sharing. In addition, a
green border appears around the monitor you are sharing.
Controlling your view as a participant
Participant only
When viewing or rem otely 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, doubleclick 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
264
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.
Chapter 15: Sharing Software
2
Choose the appropriate option.
The sharing window closes. The Meeting window then automatically opens.
To return to the sharing window at any time:
In the Meeting window, on the Sh aring 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 compu ter, 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 266)

Use annotation tools More (on
page 268)

Let a participant use annotation
More

Save annotations More (on
page 271)

Ask for permission to use
annotation More (on page 270)

Use annotation tools More (on
page 268)

Save annotations More (on
page 271)

Give up annotations More (on
page 271)
You can annotate a shared desktop, application or Web browser during a meeting,
using the highlighter or other annotation tool.
Meeting participants can see annotations in their sharing windows.
Starting and stopping annotation
Host or Presenter only
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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.
2
Select a tool for making annotations.
For details about annotation tools, see Using annotation tools (on page 268).
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 271).
To stop making annotations on shared software and return your mouse to a normal
pointer, you must stop annotation m ode.
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, w hich lets you point out text and graphics on shared
content using a red “laser beam,” click the dow nw ard-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 view er,
outside the text box.
To change the font, on the Edit menu, choose Font. Clic king this button
again turns off the text tool.
268
Line
Lets you draw lines and arrow s on shared content. For more options,
click the dow nw ard-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 dow nward-pointing arrow . Clic king
this button again closes the Rectangle tool.
Highlighter
Lets you highlight text and other elements in shared content. For more
options, click the dow nw ard-pointing arrow . Clic king this button again
closes the Highlighter tool
Annotation
Color
Displays the Annotation Color palette, on w hich you can select a color
to annotate shared content. Clicking this button again closes the
Annotation Color palette.
Chapter 15: Sharing Software
Annotation
Tool
Icon
Eraser
Description
Er ases text and annotations or clears pointers on shared content. To
erase a single annotation, click it in the view er. For more options, click
the dow nw ard-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.
2
Select the down arrow on the Allow to Annotate bu tton.
3
On the menu that appears, choose which participants can annotate the shared
software:
You can choose "All" or select someone from the list.
Note:
 You can stop a participant from annotating shared software at any time. For details, see
Stopping a participant from annotating shared software. (on page 271)
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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 tex t, 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:
2
Select the tool you want to use.
3
Optional. Choose another annotation tool . For details, see Using annotation tools
(on page 268).
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.
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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 bu tton.
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.
2
On the menu that appears, choose Allow to Annotate.
A check mark appears next to the names of those who can annotate the shared
software.
3
Choose the name of the participant to cancel the selection.
Taking a screen capture of annotations on shared software
If you make annotations on shared software, you can save an image of the shared
software, including all annotations and pointers, to a WebEx Universal
Communications Format (.ucf) file. You can open a .ucf file on your computer
desktop or in the content viewer in a meeting.
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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 rem otely:

Application

Desktop (if available)

Web browser
A participant who has remote control of shared software can interact with it fully.
While a participant is controlling shared software, the presenter's mouse pointer is
inactive.
Rules of thumb for controlling shared software:
272

Any participant can send a request to control the software remotely. More (on
page 273)

The presenter can then grant control to the participant. More (on page 273)
Chapter 15: Sharing Software

Alternatively, the presenter can automatically grant control of shared software to
any participant who requests rem ote control. More (on page 274)

The presenter can stop a participant from remotely controlling shared software at
any time. More (on page 275)
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 contr ol of shared software:
On the Meeting Controls Panel select Ask to Control.
A request message appears on the presenter's screen.
Tip: While remotely controlling shared software, you can request the presenter to allow you to
annotate it. For details, see Requesting annotation control of shared software. (on page 270)
Letting a participant remotely control shared software
Host or Presenter only
If you are sharing software, you can let a participant control it remotely.
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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.
2
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 autom atically 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 particip ants control shared software:
274
1
On the Meeting Controls Panel select the down-arrow button on the Assign
button.
2
On the menu that appears, choose Pass Key board and Mouse Control > Auto
Accept All Requests.
Chapter 15: Sharing Software
To stop letting participants control shared software automatically :
1
On the Meeting Controls Panel select the down-arrow button on the Assign
button.
2
On the menu that appears, choose Pass Key board 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 b ack control a shared software tempor arily:
On your com puter's desktop, select your mouse.
You can now control the shared software.
The participant who was controlling the shared software can take back control at any
time by clicking his or her mouse.
To prevent a participant fr om further controlling a shared software:
1
On your com puter'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.
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2
On the menu that appears, choose Pass Key board and Mouse Control.
A menu appears, containing a list of all participants in the meeting. A check mark
appears to the left of the participant who has remote control.
3
Choose the participant's name to remove the check mark and cancel the selection.
Sharing applications with detailed color (Windows)
For Windows users only
By default, Meeting Manager sends images of shared software using 16-bit color
mode, which is the equivalent of your com puter's “High Color” (16-bit) setting. This
mode provides an accurate representation of color for most shared applications.
However, if your shared application contains detailed color images-such as color
gradients-the color may not appear accurately on participants' screens. For exam ple,
color gradients may appear and color “bands.”
If the accuracy and resolution of color in a shared application is im portant, you can
turn on True Color mode in Meeting Manager. Using this mode, however, m ay affect
the performance of application sharing.
When using True Color m ode, you can select one of the following options:

Better imaging (no image com pression)

Better performance (some image com pression)
“Performance” refers to the “speed” at which images appear on participant screens,
and “imaging” refers to the quality of the color in shared images.
Note: Before turning on True Color mode, ensure that your monitor display is set to True Color
(either 24- or 32-bit color). For more information about setting options for your monitor, refer to
Windows Help.
To turn on True Color mode:
1
If you are currently sharing an application, stop your sharing session.
2
On the Meeting menu, choose Meeting Options.
The Meeting Options dialog box appears.
276
3
Select the True Color Mode tab.
4
Select Enable True Color mode.
5
Select one of the following options:
Chapter 15: Sharing Software
6

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 m ode. 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 m ode, 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.
The Preferences dialog box appears.
2
Select Display.
The display mode options
appear.
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3
Select Better performance or Better image quality, as appropriate.
Tips for sharing software
The following tips can help you to share software more effectively:
278

Application sharing only: To save time during a meeting, ensure that any
applications you intend to share are open on your com puter. 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 im prove the performance of software sharing, close all applications that you do
not need to use or share on your com puter. Doing so conserves processor usage
and memory on your com puter, thus helping to ensure that Meeting Manager can
send images of shared software quickly during a meeting. Also, to ensure that a
maximum amount of bandwidth is available for software sharing, close any
applications that use bandwidth, such as instant messaging or chat programs, and
programs that receive streaming audio or video from the Web.

If you are sharing an application for which the rendering of color on participants'
screen is important, you can improve color quality by turning on True Color
mode. For details, see Sharing applications with detailed color (on page 276).

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 com puter while you view the Meeting window. For
details, see Pausing and resuming software sharing. (on page 259)

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.
Chapter 15: Sharing Software

Because software sharing requires additional bandwidth during a meeting, it is
recommended that you use a dedicated, high-speed Internet connection when
sharing software. However, if participants are using dial-up Internet connections,
they may notice a delay in viewing or controlling shared software. If you want to
share a document, such as a Microsoft Word or Excel document, you can improve
the meeting ex perience for these participants by using document sharing instead
of application sharing.
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16
Polling Attendees
C h ap ter 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 281)

Conducting a poll during the meeting More… (on page 285)
After closing a poll, the presenter can:

View poll results More…. (on page 286)

Share poll results with participants More… (on page 287)

Save poll results for viewing outside a meeting More… (on page 289)
Preparing a poll questionnaire
When preparing a poll questionnaire, you can:

Create a questionnaire More… (on page 281)

Edit a questionnaire More… (on page 283)

Set a timer for polling More… (on page 285)
Creating a poll questionnaire
Presenter only
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Chapter 16: Polling Attendees
To conduct a poll, you must first create a poll questionnaire. You create a
questionnaire in a meeting. To save time during a meeting, you can start the meeting
earlier than the scheduled time, create a questionnaire on the Polling panel, save it,
and then open it during the actual meeting.
To create a questionnaire (for Windows):
1
Open the Polling panel in a meeting.
2
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 Sh ort answer.
3
Click New.
4
Type a question in the box that appears.
5
In the Answer section, click Add.
6
Type an answer in the box that appears.
7
To type another answer, click Add once you finish typing an answer.
The question and answers appear in the Poll Questions area.
8
To add questions, repeat steps 2 to 7.
This figure shows an exam ple of a poll questionnaire.
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Chapter 16: Polling Attendees
To create a questionnaire (for the Mac):
1
Open the Polling panel in the meeting.
2
Add a question by clicking this bu tton and then typing the question.
3
Add an answer by clicking this button and then typing the answer.
4
To add more answers, repeat step 3.
5
To add more questions, repeat step 2.
6
To change the question type for a question, click the text "Click here to change
question type" that appears under the specific question and then do one of the
following:

To create a multiple-answer question, select Multiple Answers.

To create a single-answer question, select Single Answer.

To create a question that requires a text answer, select Short Answer.
Editing a questionnaire
You can change the type of a question and edit, rearrange, or delete the questions and
answers.
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Chapter 16: Polling Attendees
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 m ore information about the different types of questions, see Creating poll
questionnaires (on page 281).
2
Click Change Type.
To edit any question or answer that you entered:
1
Select the question or answer by clicking it, and then click the Edit icon.
2
Make your changes.
To delete a question or an answer:
Select the question or answer by clicking it, and then click the Delete icon.
Window s
Mac
To rearrange questions or answer s:
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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Chapter 16: Polling Attendees
Displaying a timer during polling
You can specify that a timer displays for participants and yourself when a poll is in
progress.
To display a timer :
1
Open the Polling Options dialog box.

If you use Windows, click Options at the bottom of your Polling panel.

If you use the Mac, click this bu tton on the lower-right portion of the Polling
panel.
2
In the dialog box that appears, select Display, and then type the length of time in
the Alarm: box.
3
Click OK.
Opening a poll
After you finish preparing a poll questionnaire, you can open the poll.
If you prepared your questionnaire in advance and saved it, you must first display it
on the Polling panel. For details, see Opening a poll questionnaire file (on page 289).
To open a p oll:
1
Display you r poll questionnaire on the Polling panel, if you have not done so.
2
Click Open Poll.
The questionnaire appears on participants' Polling panels. Participants can now
answer the poll.
As participants answer the questions, you can watch the polling status on your
Polling panel.
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Chapter 16: Polling Attendees
Window s:
To view each participant’s
polling status, click one of
these three buttons.
Mac:
To view each participant’s
polling status, select the text
"Click to see detailed status."
3
Click Close Poll when the time is up.
If you specify a timer and the poll times out, the poll automatically closes.
Participants can no longer answer questions.
Once you close a poll, you can view the poll results and optionally share them with
participants. For details, see Viewing and sharing poll results (on page 286).
Viewing and sharing poll results
After closing a poll, you can:

View the com plete results of the poll. More… (on page 286)

Share group results with participants. More… (on page 287)
The poll results you can share during a meeting are anonym ous. However,
Meeting Center records responses from each participant, in addition to grou p
results, and allows you to save those individual and group results. For more
information, see Saving results of a poll (on page 289).
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 w ho chose
each answ er. The Bar
Graph column
provides a graphic
representation of each
percentage in the
Results column.
Sharing poll results with participants
After you cl ose a poll, you can share the poll results with participants.
The poll results you can share during a meeting are anonym ous. However, Meeting
Center records responses from each participant, in addition to grou p results, and
allows you to save those individual and group results. For more inform ation, see
Saving results of a poll (on page 289).
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Chapter 16: Polling Attendees
To share the results of a poll:
In the Sh are 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 288)

Open the saved questionnaire for use in any meeting
More… (on page 289)
After you close a poll, you can:

Save group results to a .txt file More… (on page 289)

Save responses from individual participants to a .txt file
More… (on page 289)
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.
288
2
Choose a location at which to save the file.
3
Type a name for the file.
4
Click Save.
Chapter 16: Polling Attendees
Meeting Manager saves the poll questionnaire to a file at the location you
specified. Poll questionnaire file names have a .atp extension.
Saving results of a poll
After closing a poll, you can save the responses in one of these ways:

Text File group result—Saves the percentage of attendees who chose each answer
in a .tx t file

Text File individual attendees result—Saves 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 for mat in w hich you
want to save the results.
To save results of a poll:
1
Close the poll if you have not done so.
2
On the File menu, choose Save > Poll Results.
The Save Poll Results As dialog box appears.
3
Select a location at which to save the file.
4
In the "File name" drop-down list, enter a name for the file.
5
In the "Save as type" drop-down list, select the format in which you want to save
the results.
6
Click Save.
You can now view poll results by opening the file.
Opening a poll questionnaire file
If you saved a poll questionnaire to a file, you can display the questionnaire on your
Polling panel by opening the file.
Note: You can open a poll questionnaire file only during a meeting.
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Chapter 16: Polling Attendees
To open a p oll 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.
Window s
Mac
The Open Poll Questions dial og box appears.
2
Select the poll questionnaire file that you want to open.
A poll questionnaire file has a .atp extension.
3
Click Open.
The poll questionnaire appears on your Polling panel. You can now open the poll
to the participants.
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17
Transferring and Downloading
Files During a Meeting
C h ap ter 17
During a meeting, you can publish files that reside on your com puter. Meeting
participants can then download the pu blished files to their compu ters 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 al ways protected from unauthorized access during a meeting.
hosts can publish files
More… (on page 292)
participants can dow nload
published files More… (on
page 293)
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Chapter 17: Transferring and Downloading Files During a Meeting
Publishing files during a Meeting
During a meeting, you can publish files that reside on your com puter, and meeting
attendees can download the files to their com puters or l ocal servers.
To publish files during a meeting:
1
In the Meeting window, on the File menu, choose Transfer.
The File Transfer window appears.
2
Click Share File.
The Open dialog box appears.
3
Select the file that you want to publish.
4
Click Open.
The file appears in the File Transfer window.
The file is also now available in each attendee's File Transfer window.
5
Optional. Publish additional files that you want attendees to download.
Note: The number of attendees that have the File Transfer window open, including you,
appears in the lower-right corner of the File Transfer window.
To stop publishing files during a meeting:
In the title bar of the File Transfer window, click the Close button.
Meeting Manager closes the File Transfer window in each attendee's Meeting window.
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Chapter 17: Transferring and Downloading Files During a Meeting
Downloading Files During a Meeting
If a presenter pu blishes files during a meeting, the File Transfer dialog box
automatically appears in your Meeting window. You can then download the published
files to your compu ter or a local server.
To download files during a meeting:
1
In the File Transfer window, select the file that you want to download.
2
Click Download.
The Save As dialog box appears.
3
Choose a location at which to save the file.
4
Click Save.
The file downloads to your selected location.
5
If applicable, download additional files.
6
Once you finish downloading files, in the title bar of the File Transfer window,
click the Close button.
Note: To reopen the File Transfer window at any time, from the File menu, choose
Transfer. This option is available only if the presenter is currently publishing files.
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18
Managing and Taking Notes
C h ap ter 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 299)

Only one participant takes notes or meeting minutes. More… (on page 297)

Only one participant takes notes for closed captions. More… (on page 300)
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 296)

choose one person to take
notes More… (on page 297)

Select a participant as
closed captionist More… (on
page 297)
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Chapter 18: Managing and Taking Notes
Role
Task description:
Note taker
The host can select one person
to take notes or allow all
participants to take notes

get an overview of taking
notes More…

take personal notes during a
meeting More… (on page
299)

saving notes to a file More…
(on page 301)

Pr ovide closed captions for
a meeting More… (on page
300)
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 300)
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.
2
Select the note-taking option you want and click OK.

To turn the notes option on or off, check or uncheck the Notes check box.

To turn the closed captions option on or off, select or clear the Enable Closed
Captioning check box.
To specify note-taking options for the Mac:
1
On the Meeting Center menu, select Preferences.
2
Select Tools.
3
Select the note-taking option you want and click OK.

296
To turn the notes option on or off, check or uncheck the Notes check box.
Chapter 18: Managing and Taking Notes

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.
2
Right-click and then select Change Role To > Note T aker.
A pencil indicator appears to the right of the participant's name in the participant
list.
To designate a note taker for the Mac:
1
On the Participants panel, select the participant you want to designate as note
taker.
2
Select ctrl and then click; then select Ch ange 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
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 296).
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Chapter 18: Managing and Taking Notes
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.
2
On the Participants panel, do one of the following:

Windows: Right-click and select Ch ange Role To > Closed Captionist.

Mac: Select ctrl and then click. Then select Ch ange 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.

2
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.
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 Ch ange Role To >Closed Captionist.
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Chapter 18: Managing and Taking Notes
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 pu blish 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.
2
Type your notes in the box.
Note: You can save your notes to a text file on your computer. For details, see Saving notes to a file
(on page 301).
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.
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Chapter 18: Managing and Taking Notes
To take public notes:
1
In the Meeting window,open the Notes panel.
2
Type your notes in the box.
3
Optional. To publish your notes, so they appear in each participant's Notes panel,
click Publish.
Note: If the Notes panel is not selected on a participant's Meeting window once you publish
notes, the participant is sees an alert.
For information about selecting a note-taking option during a meeting, see Specifying note-taking
options for a meeting (on page 296).
For details about sending public notes in a meeting transcript, see Sending a meeting transcript to
participants (on page 302).
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 m achine
translation software.
Your captions are visible to other meeting participants in real-time, one line at a time.
You can also send your captions in a meeting transcript to all participants.
To transcribe closed captions:
1
Open the Closed Caption panel.
2
Type your captions in the box .
3
Once you type a line of captions, do either to publish your captions on each
participant's Closed Caption panel:

Press the Enter key on your computer's keyboard.

Click Publish on the Closed Caption panel.
Note:
 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.
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Chapter 18: Managing and Taking Notes


You can save your captions to a text file on your computer. For details, see Saving notes to a
file (on page 301).
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.
3
Type a name for the file.
4
Click Save.
Meeting Manager saves the file at the location you chose. Its file name has a .txt
extension.
To save changes to notes:
In the Meeting window, do either:

On the Notes or Closed Caption panel, click Save.

On the File menu, point to Save, and then choose Notes.
Meeting Manager saves the file at the location you chose. Its file name has a .txt
extension.
To save a copy of notes to another file:
1
In the Meeting window, on the File menu, point to Save As, and then choose
Notes.
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Chapter 18: Managing and Taking Notes
The Save Notes As dialog box appears.
2
3
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 follow ing meeting infor mation to files at once:





Shared presentations or documents
Chat messages
Notes
Poll questionnaire
Poll results
To save all infor mation 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 overw ritten.
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:
302

Meeting topic

Meeting number

Meeting starting and ending times

URL for the Meeting Information page for the meeting on your meeting service
Web site

List of participants who joined the meeting (audio-only participants are not listed)

Meeting agenda

Any pu blic notes that you took during the meeting
Chapter 18: Managing and Taking Notes
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 pu blished 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.
2
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.
3
Review the email message and make any changes that you want.
4
Send the email message.
Note:
 The transcript is sent to all participants who provided their email addresses when joining the
meeting, whether or not they are still attending the meeting when you send the transcript.
Audio-only participants will not be listed in the transcript.
 For security purposes, a participant who receives a transcript email message cannot see the
email addresses for the other participants.
 The transcript contains notes only if you are the meeting host, the public note taker, or the
closed captionist, and you have saved the notes to a file. If all participants can take private
notes, the transcript email message does not include your private notes, and the option to
attach your notes in a file is not available.
 If you saved notes or closed captions to a file, the transcript email message and the attached
notes file contain the latest version of notes that you saved.
 If you are the meeting host and end the meeting-and you have not sent a transcript-a message
appears, asking you if you want to send a transcript.
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19
Using My WebEx
C h ap ter 19
If you w ant to…
See…
get an overview of My WebEx
About My WebEx (on page 306)
set up a user account on your WebEx service Obtaining a user account (on page 307)
Web site
log in to or out from My WebEx
Logging in to and out of the WebEx service
site (on page 308)
use your list of meetings
Using your list of meetings (on page 309)
install WebEx Productivity Tools, w hich let
you start One-Clic k 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
197)
set up a One- Clic k Meeting
Setting Up a One-Click Meeting (on page
193)
view or set options for your Personal Meeting
Room page
Maintaining Your Personal Meeting Room
Page (on page 320)
set up or access remote computers, using
Access Anywhere
Using Access Anywhere ( My Computers) (on
page 324)
add, edit, or delete files in your personal
storage space for files
Maintaining files in your personal folders (on
page 325)
add, edit, or delete infor mation about your
contacts in your online address book
Maintaining contact information (on page
346)
change information or settings in your user
profile, including personal infor mation and
preferences
Maintaining your user profile (on page 360)
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Chapter 19: Using My WebEx
If you w ant to…
See…
manage the scheduling templates you saved
Managing scheduling templates (on page
368)
set up your Personal Conference number
(PCN) accounts, w hich you can use for the
audio portion of Personal Conference
meetings
Maintaining Personal Conference numbers
(on page 370)
generate reports about online sessions
Generating Reports (on page 379)
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 featu res. The following features are available,
depending on the configuration of your site and user account:
306

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 you r WebEx service Web
site on which visitors can view a list of meetings that you are hosting and join a
meeting in progress. Visitors can also access and download files that you share.

Access Anywhere: Optional feature. Lets you access and control a remote
computer from anywhere in the world. For more information about Access
Anywhere, refer to the guide Getting Started with Access Anywhere, which is
available on your WebEx service Web site.

File storage: Lets you store files in personal folders on your WebEx service Web
site, where you can access them on any computer that has access to the Internet.
Also lets you make specific files available on your Personal Meeting Room page, so
visitors to your page can access them .
Chapter 19: Using My WebEx
MC_About My WebEx2

Address book: Lets you keep information about your personal contacts on your
WebEx service Web site. Using your address book, you can quickly access contacts
when inviting them to a meeting.

User profile: Lets you maintain your account information, such as your username,
password, and contact information. Also lets you specify another user who can
schedule meetings on your behalf, set options for your Personal Meeting Room
page, and manage scheduling tem plates.

Personal Conference numbers: Optional feature. Lets you create Personal
Conference number (PCN) accounts, which you can use to set up the audio
portion of your Personal Conference meetings.

Web site preferences: Lets you specify the home page for your WebEx service Web
site—that is, the page that appears first whenever you access your site. If your site
provides multiple languages, you can also choose a language and locale in which to
display text on your site.

Usage reports: Optional feature. Lets you obtain inform ation 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 M y 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-registr ation feature:
1
Go to your WebEx service Web site.
2
On the navigation bar, click Set Up > New Account.
The Sign Up page appears.
3
Provide the required information.
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Chapter 19: Using My WebEx
4
Click Sign Up Now.
You receive an email message, confirming that you have signed u p 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 360).
Logging in to and out of the WebEx service site
To m anage 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 307).
To log in to your WebEx service site:
1
Go to your WebEx service Web site.
2
In the u pper-right corner of the page, click Log In.
The Log In page appears.
3
Enter your username and password.
Passwords are case-sensitive, so you must type your password exactly as you
specified it in your user profile.
4
Click Log In.
Tip: If you have forgotten your username or password, click Forgot your password. Provide your
email address, type verification characters, and then click Submit. You will receive an email
message containing your username and password.
To log out fr om your WebEx service site:
In the u pper-right corner of the page, click Log Out.
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Chapter 19: Using My WebEx
Using your list of meetings
If you w ant to…
See…
get an overview of your list of meetings
About your list of meetings (on page 309)
open your list of meetings
Opening your meetings list (on page 309)
maintain your list of meetings
Maintaining your scheduled meetings list (on
page 311)
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 360).
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 inform ation abou t a meeting

Join a meeting in progress
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Chapter 19: Using My WebEx
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.
2
Click one of the tabs to navigate to different views of the M y Meetings page:
You can choose Daily, Weekly, Monthly, or All Meetings.
3
4
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 Sh ow 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 360).
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Chapter 19: Using My WebEx
Maintaining your scheduled meetings list
Once you schedule a meeting, it appears in your meetings list on your My Meetings
page. For more information, see Opening your meetings list (on page 309).
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 311).
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 w hom you provide your personal URL can use this
page to join any meeting that you are hosting. They can also
dow nload files in any folders that you share.
Start a One-Click
Meeting
Start a One-Clic k Meeting based on settings you have specified
in One-Click Setup. For details, see Setting Up a One-Click
Meeting (on page 193).
Daily
View a list all of the meetings for the specified day. For details,
see About the My WebEx Meetings - Daily tab (on page 312).
Weekly
View a list all of the meetings for the specified w eek. For details,
see About the My WebEx Meetings - Weekly tab (on page 314).
Monthly
View a list all of the meetings for the specified month. For
details, see About the My WebEx Meetings - Monthly tab (on
page 317)
All Meetings
View a list all meetings, or search for meetings by date, host,
topic, or w ords in the agenda. For details, see About the My
WebEx Meetings - All Meetings tab (on page 318)
Refresh
Refresh the infor mation 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.
Options on this tab
Option
Description
Click the Refresh icon at any time to display the most current
list of meetings.
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Option
Description
Language link
Click to open the Preferences page, w here you can select the
language setting for your WebEx service Web site.
Time zone link
Click to open the Preferences page, w here 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
Show s a list all of the online meetings or Personal Conference
meetings that you are hosting.
The meetings you are
invited to
Show s a list all of the meetings or Personal Conference
meetings to w hich you have been invited.
Show past m eetings
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. Clic k the box
next to a meeting start time to select that meeting. Click the
box next to the Tim e column heading to select or clear all
meetings in the list.
Topic
The topic for a meeting that you are hosting. Clic k the topic
name to get infor mation 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 s ite.
If an Assist has been requested for this meeting, indicates the
type of Assist:
Assist

None

Dry Run

Consult
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Option
Description

Live Event Support

Audio Stream ing

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 clic king 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 allow ed 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 w hich
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, allow ing you to confir m
that you w ant to cancel the meeting. Another message
appears, allow ing you to infor m 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.
Options on this tab
Option
Description
Click the Refresh icon at any time to display the most current
list of meetings.
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Option
Description
Language link
Click to open the Preferences page, w here you can select the
language setting for your WebEx service Web site.
Time zone link
Click to open the Preferences page, w here you can select the
time zone setting for your WebEx service Web site.
Week link
The beginning and ending date for the w eekly list of meetings.
Click the Previous Week icon to display a list of meetings for
the previous w eek.
Click the Next Week icon to display a list of meetings for the
next w eek.
Click the Calendar icon to open the Calendar w indow for the
current month. Click on any date to open its schedule in the
Daily view .
The meetings you host
Show s a list all of the online meetings or Personal Conference
meetings that you are hosting.
The meetings you are
invited to
Show s a list all of the meetings or Personal Conference
meetings to w hich you have been invited.
Show past m eetings
Select to include concluded meetings in the list of meetings.
Day link
Opens the Daily view , which show s 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. Clic k this
button to collapse and hide the list of meetings for that day.
Time
The starting time for each scheduled meeting. Clic k the box
next to a meeting start time to select that meeting. Click the
box next to the Tim e column heading to select or clear all
meetings in the list.
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Option
Description
Topic
The topic for a meeting that you are hosting. Clic k the topic
name to get infor mation 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 s ite.
If an Assist has been requested for this meeting, indicates the
type of Assist:
Assist

None

Dry Run

Consult

Live Event Support

Audio Stream ing

Video
Indicates that the live meeting is in process.
Status
Delete
316
The status of the meeting.

Start: You can start this meeting that you are hosting at
any time by clic king 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 allow ed 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 w hich
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, allow ing you to confir m
that you w ant to cancel the meeting. Another message
appears, allow ing you to infor m any invited attendees that you
canceled the meeting. ( Does not apply to support sessions.)
Chapter 19: Using My WebEx
About the My WebEx Meetings page - Monthly tab
How to access this tab
On your WebEx service Web site, click My WebEx > 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, w here you can select the
language setting for your WebEx service Web site.
Time zone link
Click to open the Preferences page, w here 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 w indow for the
current month. Click on any date to open its schedule in the
Daily view .
Week Number link
Opens the Weekly view , w hich show s the scheduled meetings
for each day of the selected w eek.
Day link
Opens the Daily view , which show s the scheduled meetings
for the selected day.
The meetings you host
Show s a list all of the online meetings or Personal Conference
meetings that you are hosting.
The meetings you are
invited to
Show s a list all of the meetings or Personal Conference
meetings to w hich you have been invited.
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Option
Description
Show past m eetings
Select to include concluded meetings in the list of meetings.
Topic
The topic for a meeting that you are hosting. Clic k the topic
name to get infor mation 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, w here you can select the
language setting for your WebEx service Web site.
Time zone link
Click to open the Preferences page, w here 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.
Search for meetings by
date, host, topic, or w ords
in the agenda
Allow s 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 w indow . Clic k on
any date to select that date as part of your search criteria.
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Option
Description
The meetings you host
Show s a list all of the online meetings or Personal Conference
meetings that you are hosting.
The meetings you are
invited to
Show s a list all of the meetings or Personal Conference
meetings to w hich you have been invited.
Show past m eetings
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. Clic k the box
next to a meeting start time to select that meeting. Click the
box next to the Tim e column heading to select or clear all
meetings in the list.
Topic
The topic for a meeting that you are hosting. Clic k the topic
name to get infor mation 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 s ite.
If an Assist has been requested for this meeting, indicates the
type of Assist:
Assist

None

Dry Run

Consult

Live Event Support

Audio Stream ing

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 clic king 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 allow ed 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 w hich
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, allow ing you to confir m
that you w ant to cancel the meeting. Another message
appears, allow ing you to infor m any invited attendees that you
canceled the meeting. ( Does not apply to support sessions.)
Maintaining Your Personal Meeting Room Page
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If you w ant to…
See…
get an overview of your Personal Meeting
Room page
About your Personal Meeting Room (on page
321)
access your Personal Meeting Room page
Viewing your Personal Meeting Room (on
page 321)
add images and text to your Personal
Meeting Room page
Setting options for your Personal Meeting
Room (on page 322)
share files on your Personal Meeting Room
page
Sharing files on your Personal Meeting Room
(on page 323)
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About your Personal Meeting Room page
Your user account includes a Personal Meeting Room page on you r 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 you r fol ders.
You can customize your Personal Meeting Room page by adding images and tex t to it.
To provide users with access to you r Personal Meeting Room page, you must provide
them with your Personal Meeting Room URL. For m ore information, see Viewing
your Personal Meeting Room page (on page 321).
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 p age:
1
Log in to your WebEx service Web site, and then click My WebEx.
The My WebEx Meetings page appears.
2
Click the Go to My Personal Meeting Room link.
Alternatively, in M y 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 you rself or your com pany'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; inform ation 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 Per sonal Meeting Room page:
1
If you have not already done so, l og in to your WebEx service Web site. For details,
see Logging in to and out of the WebEx service site (on page 308).
2
On the navigation bar at the top of the page, click My WebEx.
3
Click My Profile.
The My WebEx Profile page appears.
322
4
Under Personal Meeting Room, specify options for your page.
5
At the bottom of the My WebEx Profile page, click Update.
6
For details about the options for your Personal Meeting Room page, see About
your Personal Meeting Room page (on page 321) .
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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 u pload files to the folder.
For m ore information about your Personal Meeting Room page, see Ab out your
Personal Meeting R oom page (on page 321).
To share files on y our Personal Meeting Room p age:
1
Open the My WebEx Files page. For details, see Opening your personal folders,
documents, and files (on page 326).
2
Under Name, locate the fol der in which you want to share files.
3
If the file or folder is in a closed folder, click the folder to open it.
4
Click the Properties icon for the folder in which you want to share files.
The Edit Folder Properties window appears.
5
Specify sharing options for the fol der.
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6
Click Update.
For details about sharing options, see About the Edit Folder Properties page (on page
333).
Using Access Anywhere (My Computers)
For information about and instructions for using Access Anywhere to set up and
access a remote com puter, please refer to the guide Getting Started with WebE x 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.
What you can do here
Set up and access rem ote compu ters using Access Anywhere.
Options on this page
Link or option
Description
Com puter
The name you have assigned to your remote computer.
The status of your remote computer:
Status

Available—the computer is available for remote access.

Offline—the computer is offline and is not available for
remote access.
Application
The application on your remote computer that you have
allow ed to access, based on w hat you specified during set up.
It may be Desktop, if you set up your des ktop 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.
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Link or option
Description
Sets up the current computer for Access Anyw here and adds
it to the list of remote computers.
Dow nload m anual installer
Dow nloads the manual installer for the Access Anyw here
softw are.
Maintaining files in your personal folders
If you w ant to…
See…
get an overview of your personal storage
space for files
About maintaining files in your folders (on
page 326)
open your personal storage space for files
Opening your personal folders, documents,
and files (on page 326)
create new folders to organize your files
Adding new folders to your personal folders
(on page 327)
upload files to your personal folders
Uploading files to your personal folders (on
page 328)
move or copy files or an entire folder to
another folder
Moving or copying files or folders in your
personal folders (on page 329)
change information about files or folders,
including their names or descriptions
Editing information about files or folders in
your personal folders (on page 329)
search for files or folders in your personal
storage space for files
Searching for files or folders in your personal
folders (on page 330)
dow nload files in your personal storage space Downloading files in your personal folders (on
to your computer
page 331)
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 323)
remove files or folders from your personal
folders
Deleting files or folders in your personal
folders (on page 331)
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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 fol der.

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
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 321).
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 folder s:
1
Log in to your WebEx service Web site, and then click My WebEx.
2
Click My Files.
The My WebEx Files page appears, showing your personal folders and files.
Depending on the settings for your WebEx Service Web site, you may see different
categories of folders and files, and you can click on the heading links to see each
category:
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
My Documents

My Recordings

My Event Recordings (available only in Event Center)
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
My Training Recordings (available only in Training Center)
For details about the My WebEx Files page, see Ab out the My WebEx Files > My
Documents page (on page 331) and Ab out the My WebEx Files > My Recordings page
(on page 342).
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 326).
2
Under Action, click the Create Folder button for the folder in which you want a
new folder.
The Create Fol der window appears.
3
In the F older Name box, type a name for the fol der.
4
Optional. In the Description box, type a description to help you to identify the
folder's contents.
5
Click OK.
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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 u pload 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 m ore disk space, contact your
site administrator.
To upload files to your personal folders:
1
Open the My Documents page. For details, see Opening your personal folders,
documents, and files (on page 326).
2
Locate the folder in which you want to store the file.
3
Under Action for the folder, click the Upload button for the folder in which you
want to store the file.
The Upload File window appears.
4
Click Browse.
The Choose File dialog box appears.
5
Select the file that you want to upload to your folder.
6
Click Open.
The file appears in the File name box.
7
Optional. In the Description box, type a description to help you to identify the
file.
8
Optional. Select up to two additional files to upload.
9
Click Upload.
The files are uploaded to the folder that you selected.
10
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Once you are finished upl oading files, click Finish.
Chapter 19: Using My WebEx
Moving or copying files or folders in your personal folders
You can m ove one or m ore 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 326).
2
Locate the file or folder that you want to move.
3
Select the check box for the file or folder that you want move.
You can select multiple files or folders.
4
Click Move or Copy.
The Move/Copy File or Fol der window appears, showing a list of your folders.
5
Select the option button for the folder in which you want to m ove or copy the file
or folder.
6
Click OK.
Editing information about files or folders in your personal folders
You can edit the following information abou t a file or folder in your personal fol ders
on your WebEx service Web site:

Name

Description
You can also specify sharing options for fol ders that appear on your Personal Meeting
Room page. For more information, see Sharing files on your Personal Meeting Room
page (on page 323).
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 326).
2
Locate the file or folder for which you want to edit information.
3
Click the Properties icon for the file or folder for which you want to edit
information.
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The Edit File Properties or Edit Fol der Properties window appears.
4

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 fol ders 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 fol der 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 326).
2
In the Search F or box type all or part of the file's name or description.
3
Click Search .
A list of any files or folders that contain the search text appears.
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Downloading files in your personal folders
In your personal fol ders 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 326).
2
Locate the file that you want to download.
3
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 fol ders 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 326).
2
Under Name, locate the file or folder that you want to delete.
3
Select the check box for the file or folder that you want delete.
You can select multiple files or folders.
4
Click Delete.
About the My WebEx Files > 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 Infor mation page or File Infor mation page. From the
Infor mation page, you can access the properties of a folder or file.
Nam e
Indicates that the item is a folder. Clic k 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 w hich 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 w ith it.
Actions
Upload file: Available only for files. Click this icon to open
the File Upload page, on w hich you can select up to three
files at a time to upload to a specified folder.
Dow nload file: Available only for files. Click this icon to
dow nload the file associated w ith it.
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Link or option
Description
Ed it File Properties or Edit Folder Properties: Clic k this
icon to open the Edit File Properties page or Edit Folder
Pr operties page, on w hich you can edit information about
the file or folder, respectively.
Create Folder: Available for folders only. Clic k this icon to
open the Create Folder page on w hich you can create a new
folder in your personal storage space.
Specifies the sharing settings for a folder; that is, how others w ho visit
your Personal Meetings Room can access your folder and its files.
Shared
R
Read only: Visitors to your Personal Meeting Room can
view the list of files in the folder and dow nload the files.
W
Write only: Visitors to your Personal Meeting Room can
upload files to the folder, but they cannot view the files in it.
R/W
Read and w rite: Users can view files in the folder,
dow nload files from the folder, and upload files to the folder.
Passw ord Protected: Indicates that the folder is passw ord
protected. Visitors to your Personal Meeting Room must
provide the passw ord 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 clic k 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 w hich you can copy the selected folder or file to
another folder.
Move
Opens a page on w hich 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…
Nam e
Enter the name of the folder.
Description
Enter the description of the folder.
Share
Specify w ho can access this folder.

Do not share this folder: This folder does not appear on your
Personal Meeting Room page. Thus, vis itors 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-dow n list specifies w hich users can access the folder,
as follows:
334

With all: All v isitors to your Personal Meeting Room can
access this folder.

With users w ith host or attendee accounts: Only visitors
to your Personal Meeting Room w ho have either a host
account or an attendee account on your WebEx service
Web site can access this folder.

With users w ith host accounts only: Only visitors to your
Personal Meeting Room w ho have a host account on your
WebEx service Web s ite can access this folder.
Share as
Enter the name for the folder that w ill appear on your Personal
Meeting Room page.
Read
Let visitors to your Personal Meeting Room view the list of files in the
folder and dow nload the files.
Write
Let visitors to your Personal Meeting Room upload files to the folder
but does not allow them to v iew the files in it.
Read & w rite
Let users view files in the folder, dow nload files from the folder, and
upload files to the folder.
Allow files to be
overwritten
Let users upload a file w ith the same name as an existing file in the
folder and replace the existing file. If this option is not selected, users
cannot overw rite any files in the folder.
Chapter 19: Using My WebEx
Use this option…
To…
Passw ord protected Let only visitors to your Personal Meeting Room w ho know the
passw ord view the list of files in the folder, dow nload files from the
folder, or upload files to the folder, depending on the read/w rite
settings for the folder.
Passw ord: The passw ord that visitors to your Personal Meeting
Room must provide to access the folder.
Confirm : If you specified a passw ord, 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 w indow .
Cancel
Close the Edit Folder Pr operties w indow , w ithout saving any of the
changes that you made.
Opening the My Recordings Page
To u pload or maintain recordings, you must do so from the M y Recordings page on
your WebEx service Web site.
To open the My Recordings page:
1
Log in to your WebEx service Web site, and then click My WebEx.
2
Click My Files > My Recordings.
The My Recordings page appears, showing your recording files.
For details about the My Recordings page, see About the My WebE x Files > My
Recordings page (on page 342).
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 336).
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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 M y Recordings page. For details, see Opening the My R ecordings page (on
page 335).
2
Click Add Recording.
3
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 R ecordings page (on page 342).
4
Click Save.
Editing information about a recording
You can edit information abou t a recording at any time.
To edit information about a recording:
1
Go to the M y Recordings page. For details, see Opening the My R ecordings page (on
page 335).
2
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 342).
4
Click Save.
Sending an email to share a recording
You can send an email one or m ore 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 M y Recordings page. For details, see Opening the My R ecordings page (on
page 335).
2
Click the appropriate link for your recording type:
3

Meetings

Events

Sales Meetings

Training Sessions

Miscellaneous
Open the Share M y 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.
4
Select recipients for your email:
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
Click Select Recipients to select contacts from your Contacts list

Type email addresses in the Send to list, separated by commas.
5
(Optional) Type a message in the Your message box.
6
Click Send.
Your email message will be sent to the selected recipients, and will include
information about the recording and a link to play it.
About the Add/Edit Recording page
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.
2
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.
2
Click the More button in the row of the recording that you want to edit.
3
Click Modify .
What you can do here
338

Edit general information about a recording, including the topic and description.

Require a password to play or download the recording.
Chapter 19: Using My WebEx
Options on this page
Use this option....
To....
Topic
Specify the topic of the recording.
Description
Pr ovide a description of this recording.
Recording file
Click Brow se to select the recording file that res ides on your
local computer.
Duration
Specify the duration of the recording.
File size
Displays the s ize of the recording file. (Available only w hen
editing recording infor mation.)
Set passw ord
Set an optional passw ord that users must provide to view the
recording.
Confirm passw ord
Confirm the passw ord that users must provide to view the
recording.
Playback control options
Use this option....
To....
Panel Display Options
Deter mines w hich panels are displayed in the r ecording w hen it
is played back. You can select any of the follow ing 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 netw ork.
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Use this option....
To....
Recording Playback
Range
Deter mines how much of the recording is actually played back.
You can select either of the follow ing:

Full playback: Plays bac k 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 follow ing options:

Start: X m in X sec of the recording: Specifies the
time to start playback; for example, you can use this
option if you w ould like to omit the "dead time" at the
beginning of the recording, or if you w ould like to show
only a portion of the recording.

End : X m in X sec of the recording: Specifies the
time to end playback; for example, you can use this
option if you w ould 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 playbac k range you specify does not modify the
actual recording that is stored on the server.
Include NBR player
controls
Inc ludes full Netw ork Recording Player controls, such as stop,
pause, resume, fast forward, and rew ind. This option is selected
by default. If you w ould like to prevent view ers from skipping
portions of the recording, you can turn off this option to omit
Netw ork 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
340

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
Chapter 19: Using My WebEx

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 w as 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 w hich the recording w as created.
Status
The status of the recording. The possible options are Enable or
Disable.
Passw ord
Indicates w hether a user must prov ide a passw ord to view the
recording.
Stream recording link
Clicking the link lets you play the recording (available only for
recording files w ith the .arf extension that w ere recorded by
NBR).
Dow nload recording link
Clicking the link lets you dow nload the recording.
Clicking the button lets you play the recording (available only for
recording files w ith the .arf extension that w ere recorded by
NBR).
If you w ant to dow nload the recording, you can also click the
link for dow nloading under Play Recorded a meeting Now .
Clicking the button opens the Share My Recording w indow ,
which allow s you to send an email message to selected
recipients, inviting them to play your recording.
If you w ant to send the email w ith 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.
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Option
Description
Clicking the button disables the recording everyw here it is
published on your WebEx Service Web site. (Available only for
enabled recordings.)
Clicking the button enables the recording everyw here 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
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.
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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
Allow s you type text to search for w ithin recording names. Clic k
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.
If this field does appear, and you exceed your personal storage
% of Y GB
allocation, you w ill 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 w ill 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 w as created.
Duration
The length of the recording.
The format of the recording file.
Form at
A recording file can be in WebEx Advanced Recording For mat
(ARF) or WebEx Recording For mat (WRF). You can also store
recording files that are in Window s Media Audio/Video (WMV)
format. For Ev ent Center and Training Center, you can also
store Shockw ave Flash Object (SWF) format files.
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Option
Description
Lets you play the recording (available only for recording files
w ith an .arf extension that w ere recorded by the Netw ork-Based
Recorder).
If playback of the file requires a passw ord, you must provide the
passw ord.
Lets you send an email to share this recording w ith others.
Displays a menu w ith more options for your recording:

Dow nload: Lets you dow nload the recording to your
local computer.
If dow nloading the file requires a passw ord, you must
provide the passw ord.

Modify: Lets you edit information of the recording. For
details, see About the Add/Edit Recordings page (on page
338).

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 335) and
About the Add/Edit Recordings page (on page 338).
Indicates that a recording is passw ord-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.
What you can do here
Manage, upload, and maintain recording files of meetings you host.
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Options on this page
Option
Description
Refreshes the information on the page.
Search
Allow s you type text to search for w ithin recording names. Clic k
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.
If this field does appear, and you exceed your personal storage
% of Y GB
allocation, you w ill 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 w ill 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 w as created.
Duration
The length of the recording.
The format of the recording file.
Form at
A recording file can be in WebEx Advanced Recording For mat
(ARF) or WebEx Recording For mat (WRF). You can also store
recording files that are in Window s Media Audio/Video (WMV)
format. For Ev ent Center and Training Center, you can also
store Shockw ave Flash Object (SWF) format files.
Lets you play the recording (available only for recording files
w ith an .arf extension that w ere recorded by the Netw ork-Based
Recorder).
If playback of the file requires a passw ord, you must provide the
passw ord.
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Option
Description
Lets you send an email to share this recording w ith others.
Displays a menu w ith more options for your recording:

Dow nload: Lets you dow nload the recording to your
local computer.
If dow nloading the file requires a passw ord, you must
provide the passw ord.

Modify: Lets you edit information of the recording. For
details, see About the Add/Edit Recordings page (on page
338).

Disable: Lets you disable the recording in all locations.

Delete: Lets you delete the recording from this page.
Indicates that a recording is passw ord-protected.
Maintaining contact information
346
If you w ant to…
See…
get an overview of your personal address
book
About maintaining contact information (on
page 347)
open your personal address book
Opening your address book (on page 347)
add a new contact to your personal address
book
Adding a contact to your address book (on
page 348)
add multiple contacts to your address book at
once
Importing contact information in a file to your
address book (on page 351)
add contacts in Microsoft Outlook to your
personal address book
Importing contact information from Outlook to
your address book (on page 354)
view or change information about contacts in
your personal address book
Viewing and editing contact information in
your address book (on page 354)
find a contact in your personal address book
Finding a contact in your personal address
book (on page 355)
combine multiple contacts into a single
distribution list
Creating a distribution list in your address
book (on page 356)
Chapter 19: Using My WebEx
If you w ant to…
See…
edit infor mation about a distribution list
Editing a distribution list in your address book
(on page 357)
delete a contact or distribution list
Deleting contact information in your address
book (on page 359)
About maintaining contact information
You can m aintain 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:
1
Log in to your WebEx service Web site. For details, see Logging in to and out of the
WebEx service site (on page 308).
2
On the navigation bar at the top of the page, click My WebEx.
3
Click My Contacts.
The My WebEx Contacts page appears.
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4
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 fol der, 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 347).
2
In the View drop-down list, select Personal Contacts.
A list of contacts in your Personal Contacts list appears.
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3
Click Add Contact.
The Add Contact page appears.
4
Provide information about the contact.
5
Click Add.
For descriptions of the information and options on the New Contact page, see About
the New/Edit Contact page (on page 350).
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
at a time. For details, see Importing contact information in a file to your address book (on page
351).
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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 inform ation about a new or existing contact for your personal address book.
Options on this page
Use this option…
To…
Full nam e
Enter the contact's first and last name.
Em ail address
Enter the contact's email address.
Language
Set the language in w hich any email messages that you send to
the contact us ing your WebEx service site appear.
Available only if your WebEx service Web site can be displayed in
tw o or more languages.
350
Com pany
Enter the company or organization for w hich the contact w orks.
Job title
Enter the contact's pos ition in a company or organization.
URL
Enter the URL, or Web address, for the contact's company or
organization.
Phone num ber/Phone
num ber for mobile
device/Fax num ber
Enter the contact's phone numbers. For each number, you can
specify the follow ing:
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 w indow . From the dropdow n list, select the country in w hich the contact resides.
Area or city code
Enter the area or city code for the contact's phone number.
Num ber
Enter the phone number.
Extension
Enter the extension for the phone number, if any.
Chapter 19: Using My WebEx
Use this option…
To…
Address 1
Enter the contact's street address.
Address 2
Enter additional address infor mation, if necessary.
State/Province
Enter the contact's state or province.
ZIP/Postal code
Enter the contact's Z IP or postal code.
Country
Enter the country in w hich the contact resides.
Username
Enter the username w ith w hich the user logs in to your WebEx
service Web site, if the contact has a user account.
Notes
Enter any additional infor mation 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 im porting a comma-separated values (CSV) file. A CSV file has the
.csv file extension; you can ex port 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 b ook (on page 347).
2
In the View drop-down list, ensure that Personal Address Book is selected.
3
Click Export.
4
Save the .csv file to your com puter.
5
Open the .csv file that you saved in a spreadsheet program, such as Microsoft
Excel.
6
Optional. If contact information exists in the file, you can delete it.
7
Specify information about the new contacts in the .csv file.
Important: If you add a new contact, ensure that the UID field is blank. For information
about the fields in the .csv file, see About the Contact Information CSV template (on page 352).
8
Save the .csv file. Ensure that you save it as a .csv file.
To import a CSV file containing new contact information:
1
Open your address book. For details, see Opening your address b ook (on page 347).
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2
In the View drop-down list, ensure that Personal Contacts is selected.
3
In the Import From drop-down list, select Comma Delimited Files.
4
Click Import.
5
Select the .csv file in which you added new contact information.
6
Click Open.
7
Click Upload File.
The View Personal Contacts page appears, allowing you to review the contact
information you are im porting.
8
Click Submit.
A confirmation message appears.
9
Click Yes.
Note: If an error exists in any new or updated contact information, a message appears, informing
you that no contact information was imported.
About the Contact Information CSV template
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.
Fields in this template
352
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.
Nam e
Required. The contact's first and last name.
Chapter 19: Using My WebEx
Option
Description
Em ail
Required. The contact's email address. The email address must be in
the follow ing format:
name@com pany.com
Com pany
The company or organization for w hich the contact w orks.
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.
Off Ext
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.
ZIP/Postal
The contact's Z IP or postal code.
Country
The country in w hich the contact resides.
Username
The user name w ith w hich the user logs in to your WebEx service Web
site, if the contact has a user account.
Notes
Any additional information about the contact.
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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 b ook (on page 347).
2
In the View drop-down list, select Personal Contacts.
3
In the Im port from drop-down list, select Microsoft Outlook.
4
Click Import.
The Choose Profile dialog box appears.
5
In the Profile Name drop-down list, select the Outlook user profile that includes
the contact information that you want to import.
6
Click OK.
Note:
 When you import contacts in Outlook, your WebEx service Web site retrieves contact
information from the Outlook address book or folder in which you have chosen to keep
personal addresses. For information about keeping personal addresses in Outlook, refer to
Microsoft Outlook Help.
 If your personal address book already includes a contact who is also in your Outlook contacts
list, the contact is not imported. However, if you change the contact's email address in your
personal address book, importing the contact from Outlook creates a new contact in your
personal address book.
Viewing and editing contact information in your address book
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:
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1
Open your address book. For details, see Opening your address b ook (on page 347).
2
In the View drop-down list, select one of the following:
Chapter 19: Using My WebEx

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
355).
4
Under Name, select the contact whose information you want to view or edit.
5
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 350).
7
Click OK.
Finding a contact in your personal address book
You can quickly locate a contact in your personal address book, using one of several
methods.
To search for a contact in your address book:
1
Open your address book. For details, see Opening your address b ook (on page 347).
2
In the View drop-down list, select a contacts list.
3
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.
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
Sort your personal contacts or com pany 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 grou p rather than each member individually.
To create a distribution list:
1
Open your address book. For details, see Opening your address b ook (on page 347).
2
Click Add Distribution List.
The Add Distribution List page appears.
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3
In the Name box, type the name of the grou p.
4
Optional. In the Description box, type descriptive information about the group.
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5
Under Members, locate the contacts that you want to add to the distribu tion 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.
6
Optional. To add a new contact to your Personal Contacts list, under Members,
click Add Contact.
7
In the box on the left, select the contacts that you want to add to the distribution
list.
8
Click Add to m ove contacts you selected to the box on the right.
9
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:
For descriptions of the information and options on the Add Distribution List page, see
About the Add/Edit Distrib ution List page (on page 358).
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 b ook (on page 347).
2
In the View drop-down list, select Personal Contacts.
A list of the contacts in your Personal Contacts list appears, including any
distribu tion lists that you have created. The Distribution List indicator appears to
the left of a distribution list:
Under Name, select the name of the distribu tion list. The Edit Distribution List
page appears.
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3
Edit information about the distribution list.
4
Click Update.
For descriptions of the information and options on the Edit Distribution List page, see
About the Add/Edit Distrib ution List (on page 358).
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 distribu tion list or remove contacts from your distribu tion list.
Options on this page
Use this option…
To…
Nam e
Enter the name of the distribution list. For example, if you w ant 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 w hich you
identified w ith 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.
<Rem ove
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 b ook (on page 347).
2
In the View drop-down list, select Personal Contacts.
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3
In the list that appears, select the check box for the contact or distribution list that
you want to delete.
4
Click Delete.
A message appears, asking you to confirm the deletion.
5
Click OK.
Maintaining your user profile
If you w ant to…
See…
get an overview of maintaining your user
profile
About maintaining your user profile (on page
360)
edit your user profile
Editing your user profile (on page 367)
About maintaining your user profile
Once you obtain a user account, you can edit your user profile at any time to do the
following:

360
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
Chapter 19: Using My WebEx


The default session type that you want to use, if your account includes
multiple session types

Whether your scheduled meetings are automatically removed from your list of
meetings once the meeting ends

Whether the Quick Start page appears in the content viewer once you start a
meeting

The users who can schedule meetings on your behalf
Set Web site preferences, including:

The home page that appears when you access you r 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 passw ord: Type the old passw ord for your account.

New passw ord: Specify the new password for your
account. A passw ord:

362

Must contain at least four characters

Can consist of a max imum 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
passw ord correctly in the New passw ord box.
Call-in authentication
If enabled by your site administrator, allow s you to be
authenticated and placed into the correct teleconference w ithout
needing to enter a meeting number w henever 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 inv ited 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, allow s
you to receive a call from the teleconferencing service if it is
using an integrated call-back feature. If your site inc ludes the
international call-back option, participants in other countries
receive a call bac k. For more infor mation about this option, as k
your site administrator.
PIN
If enabled by your site administrator, allow s 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 w ill 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 w here the host is
using the phone and may need to invite additional attendees.
Other personal
inform ation options
Enter any personal infor mation that you w ant 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
Show s 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 w ork calendar.
End tim e
Select the end time for your daily w ork 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
Show s the settings you set for the selected template.
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Use this option…
To…
Ed it
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, allow ing 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 Pr ofile page to preview your current Personal
Meeting Room page.
Your Personal Meeting Room page show s online sessions that
you scheduled and any in-progress sessions that you are
currently hosting.
Users to w hom you provide your personal URL can use this
page to join any meeting that you are hosting. They can also
dow nload 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 spec ify a message, type it in the box, and then clic k Update.
Upload Im age
Upload an image file from your computer or another computer
on your netw ork 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 max imum of 160 pixels w ide. If you
upload a larger image, its w idth is automatically reduced to 160
pixels. How ever, the image's aspect ratio is maintained.
Browse: Lets you locate an image.
Upload : Uploads the image that you selected.
Current Im age: 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.
Custom ize branding of
header area
364
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…
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 max imum of 75 pixels high. If you upload
a larger image, its height is automatically reduced to 75 pixels.
How ever, the image's aspect ratio is maintained.
Browse: Lets you locate a banner image.
Upload : Uploads the banner image that you selected.
Current Im age: 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....
Autom atically dow nload
Productivity Tools w hen
logging in to the WebEx
service site
Specify that WebEx Productivity Tools should be dow nloaded
automatically w hen you log in to the WebEx service site. If this
option is turned off, you can still dow nload Pr oductivity Tools
manually.
Session Options
Use this option…
To…
Autom atically delete
meetings from My
Meetings w hen
com pleted
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 w hen 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, as k the site
administrator for your WebEx service.
You can change this default setting w hen scheduling a meeting.
Quick Start
Specify w hether the Quic k Start page appears in the content
view er once you start a meeting. The Quick Start lets you start
sharing activities quic kly, 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 v iew er for the host and presenter.

Show Quick Start to attendees: The Quic k Start appears
in the content view er for attendees. Select this option only if
you intend to let attendees share infor mation during your
meetings.
You can change this default setting w hen scheduling a meeting.
Scheduling perm ission
Type the email addresses for any users whom you w ant to let
schedule meetings for you. Separate email addresses w ith
either a comma or a semicolon.
Select From Host List: Open the Select Host page, w hich
contains a list of all users w ho have accounts on your WebEx
service Web site. On this page, you can select users w hom you
want to let schedule meetings for you.
Web page preferences options
366
Use this option…
To…
Hom e page
Set the first page that appears w hen you access your WebEx service
Web site.
Chapter 19: Using My WebEx
Use this option…
To…
Time zone
Set the time zone in w hich you reside.
If you select a time zone for w hich 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 w hich your WebEx service Web s ite 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 w hich 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 308).
2
On the navigation bar, click My WebEx.
3
Click My Profile.
4
Edit the information on the page.
5
When you are finished editing your user profile, click Update.
For descriptions of the information and options on the My Profile page, see About the
My WebEx Profile page (on page 361).
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Managing scheduling templates
If you w ant to…
See…
get an overview of managing your scheduling About managing scheduling templates (on
templates
page 368)
view , edit, or delete a scheduling template
Managing scheduling templates (on page
368)
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 tem plate, as
follows:

View the options you set in the template.

Edit the options you set in the tem plate.

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 308).
2
On the navigation bar, click My WebEx.
3
Click My Profile.
The My Profile page appears.
4
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Under Scheduling Templates, select a tem plate in the list.
Chapter 19: Using My WebEx
Option
Description
Topic
The name of the recording. You can edit the topic at any time.
Create time
The time and date the recording w as 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 w hich the recording w as created.
Status
The status of the recording. The possible options are Enable or
Disable.
Passw ord
Indicates w hether a user must prov ide a passw ord to view the
recording.
Stream recording link
Clicking the link lets you play the recording (available only for
recording files w ith the .arf extension that w ere recorded by
NBR).
Dow nload recording link
Clicking the link lets you dow nload the recording.
Clicking the button lets you play the recording (available only for
recording files w ith the .arf extension that w ere recorded by
NBR).
If you w ant to dow nload the recording, you can also click the
link for dow nloading under Play Recorded a meeting Now .
Clicking the button opens the Share My Recording w indow ,
which allow s you to send an email message to selected
recipients, inviting them to play your recording.
If you w ant to send the email w ith your local email client
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Option
Description
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 everyw here it is
published on your WebEx Service Web site. (Available only for
enabled recordings.)
Clicking the button enables the recording everyw here 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
370
If you w ant to…
See…
get an overview of maintaining your Personal
Conference number ( PCN) accounts
About maintaining Personal Conference
number accounts (on page 371)
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 372)
use your PCN account
Using your Personal Conference numbers
(on page 376)
delete a PCN account
Deleting a Personal Conference number
account (on page 377)
Chapter 19: Using My WebEx
If you w ant to…
See…
get an overview of maintaining Cisco Unified
MeetingPlace audio conferencing account
numbers
About maintaining Cisco Unified
MeetingPlace audio conferencing account
numbers (on page 371)
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 378)
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 you r 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 au dio 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 su pport 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 au thenticate 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 u p 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.
2
Select Personal Conferencing.
The Personal Conferencing page appears.
3
Select Add Account or, if you have already added an account, Select Edit by that
account.
The Add/Edit Personal Conference Number page appears.
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4
Edit the information on the page.
5
When you are finished add or editing the account, select Close.
For descriptions of the information and options on the Personal Conferencing page,
see the topic About the Personal Conferencing page (on page 373).
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 375).
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
num ber
Show s 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 w ant to use to start the audio portion of the
Personal Conference meeting, and the access codes that you w ant
attendees to use to join the audio portion.
For details about the infor mation in a Personal Conference number
account, see About the Add/Edit Personal Conference Number page
(on page 375).
Account [x]
Allow s 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 w hich 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 w hen 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 w hich account is your default account.
Ed it
Opens the Edit Personal Conference Number page, on w hich you can
change the access codes for your PCN account.
For details about the infor mation in a PCN account, see About the
Create/Edit Personal Conference Number (on page 375).
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 Num ber
Show s the toll telephone number for your Cisco Unified MeetingPlace
audio conferencing account.
Cisco Unified
MeetingPlace profile
num ber
Show s your Cisco Unified MeetingPlace audio conferencing account
profile number.
New profile PIN
Allow s 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 w hen 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.
Allow s attendees to join a Personal Conference meeting before
the host starts it.
375
Chapter 19: Using My WebEx
Using your Personal Conference numbers
Once you add a Personal Conference number account, the account information
provides the call-in numbers and access codes that you and attendees use to
participate in the audio portion of a Personal Conference meeting.
To use your Per sonal Conference number account for a scheduled Personal
Conference meeting:
1
When scheduling your meeting, on the Required Information page of the
Advanced Scheduler, select the Personal Conference meeting type.
2
On the Audio Conference page, select a Personal Conference number account
when setting au dio conference options for the meeting.
3
At the scheduled time, dial the call-in number for your Personal Conference
number account.
4
Follow the voice instructions to provide your access code.
Each invited attendee receives an email message containing the call-in number and the
attendee access code that you assigned to him or her.
Controlling the audio portion of a Personal Conference meeting
If you use your Personal Conference number account to start the au dio portion of a
Personal Conference meeting, you and the participants can use the following keypad
commands:
Host commands
376
To…
Enter…
Dial the phone number of a participant w hom you
want to add to the audio conference
*1
Lock the audio conference, preventing anyone else
from joining it
*5
Unlock the audio conference
*5
Mute your microphone
*6
Unmute your microphone
*6
Chapter 19: Using My WebEx
To…
Enter…
Let participants continue the audio conference
w ithout 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.
2
Select Personal Conferencing.
The Personal Conferencing page appears, showing your Personal Conference
number accounts.
3
Under the account that you want to delete, select Delete.
A confirmation message appears.
4
Click OK.
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Chapter 19: Using My WebEx
Resetting the profile PIN for your Cisco Unified MeetingPlace
audio conferencing account number
If your site includes su pport 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 au dio 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.
2
Select Personal Conferencing.
The Personal Conferencing page appears.
378
3
Under Change Profile PIN, in the New profile PIN and Confirm profile PIN
boxes, type new a new personal password that contains only numbers and is
between 5 and 24 digits in length.
4
To synchronize your account settings for your WebEx and Cisco Unified
MeetingPlace accounts, select Sync.
Chapter 19: Using My WebEx
Generating Reports
If you w ant to…
See…
get an overview of w hat reports you can
generate from your WebEx service Web site
About generating reports (on page 379)
generate usage reports that provide
Generating reports (on page 380)
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 rep orts
These reports contains information about each online session that you host. You can
view the following reports:

Summary Usage report: Contains summary information about each meeting
including topic, date, start and end time, duration, number of attendees you
invited, number of invited attendees who attended, and type of voice conference
you used.
Note: Initially, this report appears as a Preliminary Usage Summary Report, but after the
final, more accurate usage data is available, it is replaced by the Final Usage Summary
Report.

Summary Usage report CSV (comma-separated v alues) file: Contains additional
details about each meeting, including the minutes that all participants were
connected to the meeting and tracking codes.
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Chapter 19: Using My WebEx

Session Detail report: Contains detailed inform ation 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 com puters 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.
2
Click My Reports.
The My Reports page appears.
3
Choose the type of report you want to generate.
4
Specify your search criteria, such as a date range for which you want to view report
data.
5
Click Display Report.
6
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.
7
Do one of the following, as appropriate:

8
380
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.
Chapter 19: Using My WebEx
9
To ex port 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.
381
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
383
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
384
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
385
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
for audio-only meeting • 376
386
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
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
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
One-Click Meeting
overview • 193
removing shortcuts • 204
setting up • 194
setting up on service Web site • 194
starting from service Web site • 199
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
N
P
note taker
pages, of shared documents
O
387
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
using on shared software • 268
Pointer tool
overview • 218
388
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 • 199
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
sharing window
overview • 241
shortcuts
389
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 • 199
from service Web site • 199
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
T
taking notes
as single note taker • 299
meeting minutes • 299
390
personal • 299
specifying options • 296
taskbar icon shortcut • 199
teleconference-only meeting
starting • 376
W
WebEx One-Clickinstalling • 197
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