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Managing WebEx Meetings

Managing WebEx Meetings Release 2.6 [PDF]

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Managing WebEx Meetings Release 2.7

First Published: 2014-08-12 Last Modified: 2016-10-14

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C O N T E N T S

C H A P T E R 1

Host a meeting 

The meeting window

Quick reference tasks: host a meeting

C H A P T E R 2

Meeting Privileges 

Grant or remove privileges

C H A P T E R 3

Meeting Panels

Panels

Manage panels

Overview of the meeting controls panel

Resizing the content viewer and panels area

C H A P T E R 4 Keyboard Access – Keyboard Shortcuts
C H A P T E R 5 Screen Reader Support 
C H A P T E R 6

Video Conferencing 

Send and Receive Video

Minimum system requirements for video conferencing

Quick reference tasks: video conferencing

Lock focus on one participant

Manage video display during sharing

Obtain video and audio data during a meeting

C H A P T E R 7

Share Content 

Share Content

Quick reference tasks: share content

Share a file

Choose an import mode for presentation sharing

Navigate slides, pages, or whiteboards using the toolbar

Advance pages or slides automatically

Show slide animations and transitions in a shared presentation

Add new pages to shared files or whiteboards

Paste images in slides, pages, or whiteboards

Save a presentation, document, or whiteboard

Open a saved document, presentation, or whiteboard

Print presentations, documents, or whiteboards

Share an application

Share applications with detailed color (Mac)

Share applications with detailed color (Windows)

Tips for sharing software

About sharing a remote computer

Start remote computer sharing

Share additional applications on a shared remote computer

Stop remote computer sharing

Manage a shared remote computer

Take a Poll

Create a questionnaire (for Windows)

Create a questionnaire (for the Mac)

Edit a questionnaire

Display a timer during polling

Open a poll

Share poll results with participants

Save the results of a poll

Save a poll questionnaire in a meeting

Open a poll questionnaire file

Transfer and Download Files During a Meeting

Publish files during a meeting

Download files during a meeting

Manage and Take Notes

Designate a note taker

Designate a closed captionist

Enable closed captions

Take personal notes

Take public notes (meeting minutes)

Provide closed captions

Save notes to a file

 

C H A P T E R 1

Host a meeting

As host of a WebEx meeting, your responsibilities include overall management of the meeting. The Meeting window provides a forum for you to manage all aspects of the meetings and enable participants to chat, send video, share information and interact with each other using documents, presentations, whiteboards, applications, and more.

If you want to… Do this…
Invite people to a meeting in progress Select Invite and Remind, select your invite method, then enter the requested information.
Turn off participant entry and exit tones Select Participant > Entry and Exit Tone.

The meeting window

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, Meeting Info, and You are viewing tabs 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.

The following gives a brief outline of the functions of the tabs in the meeting window:

  • In the Quick Start tab you can perform tasks such as record the meeting, leave the meeting, choose your audio connection, share your screen, and invite additional participants.
  • The Meeting Info tab provides information similar to the meeting invite email such as the name of the meeting host, the audio connection numbers, and your attendee ID.
  • The You are viewing tab displays the content the host is sharing with meeting participants.

Quick reference tasks: host a meeting

If you want to… Do this…
Edit a welcome message during a meeting Select Meeting > Welcome Message.
Record your meeting Select Record.

Tip          Pause and resume the recording as necessary to avoid creating multiple recording files.

Rename a call-in user Right-click the call-in user’s name in the Participants list and select Rename.
Edit the sound that plays when a participant enters or joins the meeting Select File > Preferences, then select Sound Alerts.
Edit the sound that plays when a participant enters a chat message Select File > Preferences, then select Sound Alerts.
Make someone else the presenter Drag the WebEx ball from the last presenter to the next presenter.

•  If you are viewing participant thumbnails, mouse over a thumbnail and select Make Presenter.

•  If you are sharing in full screen mode, mouse over the docked tray at the top of your screen, select Assign > Make Presenter, then select a participant.

Make someone else the host Right-click on a participant name or thumbnail then select Change Role to > Host.

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

Reclaim the host role Select your name in the Participant list, then select Participant > Reclaim Host Role and enter the requested information.
Remove a participant from a meeting Do one of the following:

•  Select the name of the participant whom you want to remove then select Participant> Expel.

•  Right-click the call-in user’s name in the Participants list and select Expel.

If you want to… Do this…
Restrict access to a meeting Select Meeting > Restrict Access.

Tip This option prevents anyone from joining the meeting, including participants who have been invited to the meeting but have not yet joined it.

Restore access to a meeting Select Meeting > Restore Access.
Leave a meeting Select File > Leave Meeting.

Tip If you are the meeting host, first transfer the host role to another participant before leaving the meeting.

If a Meeting Center host leaves without transferring the host role, a new host is chosen from the roster in order of priority:

•  Alternate host

•  Authenticated presenter

•  Authenticated attendee

•  Unauthenticated presenter

•  Unauthenticated attendee

This prevents inappropriate access to a meeting. When all authenticated participants leave, the meeting is ended, preventing unauthenticated participants from continuing the meeting.

End a meeting Select File > End Meeting.

Tip As the meeting host, you can also leave a meeting without ending it. Before you leave a meeting, first transfer the host role to another participant.

C H A P T E R 2

Meeting privileges

All participants start a meeting with default privileges unless the host specified different ones during scheduling.

Grant or remove privileges

Step 1          In the meeting window, select Participant > Assign Privileges.

Step 2          Select a participant or All Participants.

Step 3          To grant all privileges, check Assign all privileges then click Assign.

Step 4          To grant or remove a select set of privileges, do the following:

  • For chat privileges, select the Communicate tab then check or uncheck the appropriate options noting the following:
  • Private chats display in the selected viewer’s chat window only.
  • Public chats display in everyone’s chat window.
  • Contact operator privately – This option is 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.

  • For document, viewing, or meeting privileges, select the Participants tab then check or uncheck the appropriate options noting the following:
  • View > Participant list – If this option is not selected, participants can view the names of only the meeting host and the presenter on the Participants panel.
  • View > Thumbnails – This privilege allows participants to view miniatures of any pages, slides, or whiteboards 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
  • View > Any page – This privilege allows participants to navigate independently through pages, slides, or whiteboards.
  • Meeting > Share documents – This privilege allows participants to 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.

Step 5          When finished, click Assign.

C H A P T E R 3

Meeting Panels

Panels

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.

The panel area initially displays with some default panels. Other panels are available from the icons at the top of the panels area.

Each panel provides a menu of commands related to the panel. Depending on what operating system you are using, you can access the commands for a panel by following these steps:

  • Windows—Right-click the panel title bar to see a menu of commands related to the panel.
  • Mac—Select ctrl and then click to see a menu of commands related to the panel.
Panel Alerts

You will see an orange alert if a panel is collapsed or closed and requires your attention.

Manage panels

Step 1          On the Panels tray, click the More options button.

Step 2          Choose Manage Panels.

Step 3          Select which panels you want to add or remove and the order in which they are displayed.

Step 4          Click OK.

Overview of the meeting controls panel

While you are viewing or remotely controlling a shared application, screen, or Web browser, or viewing a shared remote computer, the presenter can switch between a standard window and full-screen view.

In full-screen view, you can access the panels from the Meeting Controls Panel located at the top of your screen.

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.

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

  • Drag the line to the left to make the area devoted to the panels wider.
  • Drag the line to the right to make the content viewer larger.

C H A P T E R 4

Keyboard Access

Keyboard Shortcuts

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
Esc Cancel an action, close an active window or menu, or display the meeting controls, panels, and notifications in full-screen sharing mode
F1 Access Cisco WebEx Meeting Center Help
F6 Switch between the content area and the panels area
Ctrl+Tab •  Switch between open documents in the content area of the Meeting window

•  Navigate within the panels area

•  Switch between tabs in the following dialog boxes

◦Invite and Remind

◦Preferences

◦Meeting Options

◦Participant Privileges

Press To
Shift+F10 •  Display right-click menus in the following panels and elements:

◦Participant panel

◦Chat panel

◦Notes panel

◦Closed Captions panel

◦File Transfer window

◦Shared whiteboard and file tabs

•  Work with the participant list

Tab Switch between elements, such as buttons, fields, and check boxes within a dialog or panel
Arrow keys •  Switch between options in dialog boxes

•  During file sharing, use to scroll around slide that is being shared

PgUp During file sharing, use to return to the previous slide
PgDn During file sharing, use to advance to the next slide
Alt+F4 Close any dialog box
Spacebar •  Check or uncheck an option box

•  Enter text in an input box

Enter Carry out the command for the active button (usually replaces a mouse click)
Ctrl+Alt+Shift Show the Meeting Controls Panel in full-screen sharing mode
Ctrl+Alt+Shift+H Hide the meeting controls, panels, and notifications
Ctrl+M Mute or unmute yourself
Ctrl+Alt+S Allow all participants to share
Ctrl+K Assign privileges to participants
Alt+Enter Enter Full Screen mode
Ctrl+Shift+< Rotate the page left
Press To
Ctrl+Shift+> Rotate the page right
Ctrl++ Zoom in
Ctrl+- Zoom out
Ctrl+Shift+W Adjust the page size to the available screen space
Ctrl+Shift+Y Synchronize the display of a shared page, slide, or whiteboard in all participant content viewers with the display in your viewer
Ctrl+Alt+D Share your screen
Ctrl+Alt+A Share an application
Ctrl+Alt+O Share a file or video
Ctrl+Alt+N Share a whiteboard
Ctrl+O Browse to, open, and share a file
Ctrl+W Close a shared file or whiteboard
Ctrl+Shift+T Transfer a file for participants to download
Ctrl+Shift+Z Undo the last action
Ctrl+Shift+Y Redo the last action

C H A P T E R 5

Screen reader support

Cisco WebEx supports JAWS screen reading software for the following elements:

  • Application menus and drop-down menus
  • Shared file titles and tab titles
  • Quick Start page buttons, button titles, and tool tips
  • Panel and Panels tray buttons, button titles, and tool tips
  • Annotation panel and toolbars
  • Shared Meeting window content area toolbars
  • Meeting Controls Panel buttons, button titles, and tool tips

C H A P T E R 6

Video conferencing

Send and receive video

If a video camera is installed on your computer, you can send video. Other participants can see you, or whatever you focus your webcam on. To see video, participants do not need to have a webcam installed on their computers.

Your administrator can set video options at the site level. A meeting host can set video options on the scheduler as well as in the meeting. If your site or meeting is not set up to use HD or high-quality video, standard video is used.

Minimum system requirements for video conferencing

To send or receive video with a resolution of 360p, ensure that your system meets the following minimum requirements:

Action What you need
Send •  A webcam capable of producing high-quality video. WebEx supports most webcams of this type.

•  A computer with at least 1 GB of RAM and a dual-core processor.

•  A fast network connection.

Video Conferencing Quick reference tasks: video conferencing

Action What you need
Receive •  A computer with at least 1 GB of RAM and a dual-core processor.

•  A fast network connection.

Quick reference tasks: video conferencing

If you want to… Do this…
Start or stop sending video Select the video icon beside your name.

The icon turns green when you are sending video.

View all participants who are sending video Select the Participants icon in the upper-right corner of the video display.
Return to the meeting window Select Exit Full-Screen Mode in the upper-right corner of the screen.
See the active speaker (or the specific participant the host chose to lock on) in full-screen view Select the Expand icon in the upper-right corner of the active speaker’s display.
Return to the view where you see everyone who is sending video Select the Minimize icon in the upper-right corner of your screen.
Set webcam options such as contrast, sharpness, and brightness

Note that options can vary depending on your webcam.

Windows:

At the top right of the Participants panel, select the options icon.

Mac:

At the bottom right of the Participants panel, select the options icon.

Enable or disable the automatic sending of video in all meetings

Disable video pop up for future meetings

At the top right of the Participants panel, select the options icon.

Lock focus on one participant

If you are the host, you can select whose video you want everyone to see.

Step 1          Select the name of the participant that displays on the video display.

The Lock Focus on a Participant dialog box appears.

Step 2          Select who you want participants to see.

  • If you want the display to focus on the person currently speaking, select The active speaker.

The video will constantly switch to display the loudest speaker.

  • If you want the display to focus on a specific participant, select A specific participant then select the name of the participant.

All participants will see that person, regardless of who is speaking.

Step 3          Click OK.

Manage video display during sharing

To Do this
Minimize your self-view during sharing Select the icon in the upper-right portion of the self-view display.
Restore your self-view during sharing Select the icon in the lower-right portion of the floating pane.
Stop or show self-view Select the video icon at the center of the self-view display.
Minimize the video display during sharing Select the downward arrow in the upper-left corner of the self-view display.
Resize the video display Select the bottom right corner and drag the edge.
Move the video display Select and drag the display to another location on your screen.
Switch to everyone view Select the Participants icon in the upper right corner of the display.

Video Conferencing Obtain video and audio data during a meeting

Obtain video and audio data during a meeting

Having video or audio problems in a meeting? If you contact technical support, the video and audio data you can obtain within the meeting comes in handy.

  • To obtain audio and video data while in the meeting window, 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…

C H A P T E R 7

Share content

Share content

Meeting Center supports several different types of content sharing.

File sharing

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 do the following:

  • 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.

Note Animations and transitions are not supported for Office 2013 users sharing PowerPoint slides. Instead, use Application or Screen share. After a meeting starts, you can open presentations or documents to share. You do not need to select or “load” them before the meeting.

Quick reference tasks: share content

Application sharing

When you share software, such as an application, during a meeting, it can be viewed from the participants’ content viewers or from a sharing window that opens on all participant screens. In this window, you can show:

  • An application (for example, you want to edit a document as a group or show your team how a tool works)
  • Your computer screen (for easily sharing several applications at once and for sharing file directories open on your computer)
  • A web browser (useful for sharing particular Web pages with participants or showing a private intranet)
  • Any application or the screen on a remote computer with Access Anywhere installed on it (for example, you are on the road, and the computer in your office has the information you need)

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.

Quick reference tasks: share content

Host or presenter only
If you want to… Do this…
Start a new whiteboard Select New Whiteboard from the top of the content viewer.
Share a whiteboard Select Share > Whiteboard.

Note         You can add multiple pages to a shared whiteboard. You can share multiple whiteboards.

Share your web browser Select Share >Web Browser then go to a web page in your browser.
Start annotating On the Meeting Controls panel, select Annotate. Select a tool for making annotations.
Save annotations On the Tools panel, select Save Annotations.

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.

If you want to… Do this…
Clear annotations you have made Click the downward-pointing arrow to the right of the Eraser Tool icon, then choose Clear My Annotations.

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.

Clear your pointer Click the downward-pointing arrow to the right of the Eraser Tool icon, then choose Clear My Pointer.
Display shared software in a full-screen view On the Meeting Controls Panel, select the down arrow then choose View > Full screen for Participants.
Synchronize your view with participants On the Meeting Controls Panel, select the down arrow then choose View > Synchronize for All.

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.

Let participants annotate on shared software On the Meeting Controls Panel, select Annotate then select Allow to Annotate.
Automatically let participants control shared software On the Meeting Controls Panel select the down-arrow button on the Assign button then select Pass Keyboard and Mouse Control > Auto Accept All Requests.

Note         If a participant takes remote control of a desktop and then tries to access the system settings of that computer, the access is disconnected immediately.

Take back control of shared software On your computer’s desktop, select your mouse to regain control of the shared software.

The participant who was controlling the shared software can take back control at any time by clicking his or her mouse.

Participant only
If you want to… Do this…
Control your view of shared software On the Meeting Controls Panel, select the down arrow then choose View. Choose an option from the menu.

To switch quickly from the standard window to a full-screen view of shared software, double-click the shared software.

Close your sharing window On the Meeting Controls Panel, select the down arrow then choose Stop <option>, for example, Stop Application Sharing.
Request annotation control of shared software On the Meeting Controls Panel select Ask to Annotate.
Save annotations On the Tools panel, select Save Annotations.

You cannot use this option unless the Host or

Presenter grants you the Screen Capture privilege.

Request remote control of shared software On the Meeting Controls Panel select Ask to Control.

Note         If a participant takes remote control of a desktop and then tries to access the system settings of that computer, the access is disconnected immediately.

Share 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.

Step 1          Select Share > File (Including video).

Step 2          Select one or multiple files that you want to share then select Open.

Files load one at a time, and a status indicator appears in the content area and on the document tabs. The shared file appears in the content viewer.

Note You can share many of the popular media file types using the options. Some of the supported Microsoft Windows media file types include .wmv, .wma, .mp3, .mpg, .mpeg, .avi, .wav, .mp4, .qt, .mov and .flv. Some of the supported Mac OS media file types include AVI, DivX, .mkv and .GVI. Some of the unsupported media file types are .rmi, .ram, .ra and RMVB.

Step 3 (Optional) If a shared document uses custom fonts that are not displaying properly, select Meeting > Options > Import Mode > Printer driver. Then select OK.

Tested media file types

The following tables list the media file types tested and verified on the Windows and Mac platforms and their corresponding codec.

Note        The file types included in the tables only indicate what has been tested. The actual result can depend on the video codec on your local PC.

Table 1: Windows Platform

Container

(plugin)

Video Codec Audio Codec File Format
WMV WMV8 WMA wmv
WMV WMV9 WMA wmv
AVI Uncompressed

RGB24

PCM avi
AVI H.264 AAC avi
AVI H.263 WMA V2 avi
DIVX MPEG-4 MP3 avi
XVID MPEG-4 MP3 avi
MPEG MPEG-1 MP3 mpg
MPEG MPEG-2 MP3 mpeg
WAV NA WAV wav
WMA NA WMA wma
MP3 NA MP3 mp3
MP4 MPEG-4 AAC mp4
QT MJPEG MP3 qt
MOV H.263 MP3 mov
MOV H.264 MP3 mov
FLV H.264 AAC flv

Table 2: Mac Platform

Container

(plugin)

Video Codec Audio Codec File Format
FLV H.264 AAC flv
MP3 NA MP3 mp3
Container

(plugin)

Video Codec Audio Codec File Format
MP4 MPEG-4 AAC mp4
QT MJPEG PCM qt
MOV H.263 MP3 mov
MOV H.264 MP3 mov
AVI Uncompressed

RGB24

PCM avi
DIVX MPEG-4 MP3 avi
MKV Uncompressed

RGB24

PCM mkv
XVID MPEG-4 MP3 avi
Choose an import mode for presentation sharing

Note that 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.

Before you begin

This topic applies to Windows users only.

Step 1 In the meeting window, select Meeting > Options.

The Meeting Options dialog box appears, with the Options tab selected by default.

Step 2 Select Import Mode.

Step 3 Select either Universal Communications Format or Printer driver.

  • Universal Communications Format (UCF) – The default mode. Lets you display animations and slide transitions in Microsoft PowerPoint presentations. In the UCF mode, Meeting Manager imports presentations more quickly than it does in the printer driver mode. However, pages or slides may not appear consistently in Meeting Manager across platforms.

Note     UCF mode is not supported for Office 2013 users sharing PowerPoint slides.

  • Printer driver – Displays shared presentations as they appear when you print them, providing a consistent appearance of pages and slides in Meeting Manager across platforms. However, this mode does not support animations or slide transitions. In this mode, the first page or slide may appear quickly, but the total import time for all pages or slides is usually longer than it is in the UCF mode.

Step 4  Select OK.

Navigate 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.

Step 1 In the meeting window, 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.

Step 2 Click the arrow options on the toolbar to change the page or slide you are viewing.

Note:  Alternatively, you can navigate to different pages or slides in a shared document, presentation, or whiteboard by opening the thumbnail viewer.

  • You can advance pages or slides automatically at a time interval that you specify.
  • If your presentation includes animations or slide transitions, you can use the toolbar or keyboard shortcuts to perform them.
Advance 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.

Step 1 In the meeting window, select the tab for the document or presentation for which you want to advance pages or slides automatically.

Step 2 Select View > Automatically Advance Pages.

Step 3 To change the time interval for advancing pages, do one of these:

  • Click the up or down buttons to increase or decrease the interval.
  • Type a specific time interval.

Step 4 Click Start.

Step 5 To restart page or slide advancement once all pages or slides are displayed, check Return to beginning and continue advancing pages.

Step 6 Optional. Close the Automatically Advance Pages dialog box by clicking the Close button in the upper-right corner of the dialog box.

The pages or slides continue to advance at the specified interval.

Step 7 To stop automatic page or slide advancement, reopen the Automatically Advance Pages dialog box and click Stop.

Show slide animations and transitions in a shared presentation
Before you begin
  • Animations and transitions are not supported for Office 2013 users sharing PowerPoint slides. Instead, use Application or Screen share.
  • 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.
  • To show slide animations and transitions, you must share the presentation as a Universal Communications Format (UCF) file. The UCF import mode automatically converts a PowerPoint file to a UCF file when you share it.
  • 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.

Step 1  Ensure that the content viewer has input focus by clicking in the viewer.

The content viewer has input focus if a blue border appears around the outside of the slide in the viewer.

Step 2  On the toolbar, select the appropriate arrows to move through your presentation.

Add 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.

Step 1  In the content viewer, select the tab for the document, presentation, or whiteboard to which you want to add a page or slide.

Step 2  Select Edit > Add Page.

A new page appears in the content viewer at the end of the currently selected document, presentation, or whiteboard.

Tip: If you have added multiple pages to a shared file or whiteboard tab, you can view thumbnails to make it easy to view and navigate around your added pages.

Paste images in slides, pages, or whiteboards

If you copy a bitmap image to your computer’s clipboard, you can paste the image into a new page, slide, or whiteboard in the content viewer.

Before you begin

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.

Step 1  In the content viewer, select the tab for the document, presentation, or whiteboard in which you want to paste an image.

Step 2  Select Edit > 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.

Save 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). 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.

Step 1  To save a new document, select File > Save > Document.

Step 2  Choose a location at which to save the file.

Step 3  Type a name for the file in the File name box.

Note To save a copy, choose Save As > Document then either type a new name for the file or choose a new location at which to save the file.

Open 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 the file in the content viewer during another meeting. Only a presenter or participants who have the Share documents privilege can open a saved file during a meeting.
  • Open the file at any time on your computer’s desktop.

A saved document, presentation, or whiteboard is in the saved Universal Communications Format (UCF).

Before you begin
  • UCF is not supported for Office 2013 users sharing PowerPoint slides.
  • If the file that you want to open is on your computer desktop, simply double-click it to have it open in the WebEx Document Viewer.

Step 1  Select File > Open and Share.

Step 2  Select the document, presentation, or whiteboard file that you want to open.

Step 3  Click Open.

Print 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.

Step 1  In the content viewer, select the tab for the document, presentation, or whiteboard that you want to print.

Step 2  Select File > Print > Document.

Step 3  Select the printing options that you want to use, and then print the document.

Note:  When printing shared content in the content viewer, Meeting Manager resizes it to fit on the printed page. For whiteboards, Meeting Manager prints only the content that lies within the dashed lines on the whiteboard.

Share an application

You can share any application on your computer with meeting participants.

Before you begin

You must be the host or presenter to complete this task.

Step 1 Select Share > Application.

The list of all applications currently running on your computer is displayed.

Step 2   Do one of the following:

  • If the application you want to share is currently running, select it in the list to begin sharing it.
  • If the application you want to share is not currently running, select Other Application. The Other Application dialog box appears, showing a list of all applications on your computer. Select the application, and then select Share.

Your application appears in a sharing window on participant screens.

Step 3  To share an additional application, select the application that you want to share:

  • If that application is currently running, select Share.
  • If the application is not currently running, select Share Application in the Meeting Controls Panel.

Note When you open any application that you have minimized, it opens with the sharing buttons in the upper-right corner.

Step 4 To switch between applications, select the drop-down arrow next to the Share button.

Step 5 To stop application sharing, select Stop Sharing on the title bar of the application that you no longer want to share or the Meeting Controls Panel.

Share applications with detailed color (Mac)

Before sharing an application or your desktop, you can choose one of the following display modes:

  • Better performance: The default mode. Lets you display your content faster than you do using the better image quality mode.
  • Better image quality: Lets you display your content with better image quality. In this mode, your shared content may take longer time to display than in the better performance mode.
Before you begin

This topic applies to Mac users only.

Step 1  In the meeting window, select Meeting Center > Preferences.

Step 2  Select Display.

Step 3  Select Better performance or Better image quality, as appropriate.

Step 4  Select OK.

Share applications with detailed color (Windows)

By default, Meeting Manager sends images of shared software using 16-bit color mode, which is the equivalent of your computer’s “High Color” (16-bit) setting. This mode provides an accurate representation of color for most shared applications. However, if your shared application contains detailed color images-such as color gradients-the color may not appear accurately on participants’ screens. For example, color gradients may appear and color “bands.”

If the accuracy and resolution of color in a shared application is important, you can turn on True Color mode in Meeting Manager. Using this mode, however, may affect the performance of application sharing.

When using True Color mode, you can select one of the following options:

  • Better imaging (no image compression)
  • Better performance (some image compression)

“Performance” refers to the speed at which images appear on participant screens, and “imaging” refers to the quality of the color in shared images.

Note  Before turning on True Color mode, ensure that your monitor display is set to True Color (either 24- or 32-bit color). For more information about setting options for your monitor, refer to Windows Help.

Before you begin

This topic applies to Windows users only.

Step 1  If you are currently sharing an application, stop your sharing session.

Step 2  Select Meeting > Meeting Options.

Step 3  Select the True Color Mode tab.

Step 4  Select Enable True Color mode.

Step 5  Select one of the options, then select OK or Apply.

Tips for sharing software

The following tips can help you to share software more effectively:

  • Application sharing only: To save time during a meeting, ensure that any applications you intend to share are open on your computer. At the appropriate time during the meeting, you can then quickly begin sharing an application, without waiting for the application to start.
  • If participants cannot see all of the shared software without scrolling their sharing windows, they can adjust their views of the shared software. They can reduce the size of the shared software in decrements, or scale it to fit inside their sharing windows.
  • To improve the performance of software sharing, close all applications that you do not need to use or share on your computer. Doing so conserves processor usage and memory on your computer, thus helping to ensure that Meeting Manager can send images of shared software quickly during a meeting. Also, to ensure that a maximum amount of bandwidth is available for software sharing, close any applications that use bandwidth, such as instant messaging or chat programs, and programs that receive streaming audio or video from the web.
  • If you are sharing an application for which the rendering of color on participants’ screen is important, you can improve color quality by turning on True Color mode.
  • Application and web browser sharing only: Avoid covering a shared application or web browser with another window on your computer’s desktop. A crosshatched pattern appears in participant sharing windows where the other window is covering the shared application or browser.
  • Application and web browser sharing only: If you want to switch your display between shared software and the meeting window, you can pause software sharing before you return to the meeting window, and then resume sharing once you return to the shared application. Pausing software sharing conserves processor usage and memory on your computer while you view the meeting window.
  • Application and web browser sharing only: If you have more than one monitor, when you share an application or web browser, the participants can see it on whichever monitor you are displaying it. If you move the application or web browser to another monitor, it is still visible to the participants. If you are sharing more than one application, the participants will see the best view if you make sure the applications are displaying on the same monitor.
  • Because software sharing requires additional bandwidth during a meeting, it is recommended that you use a dedicated, high-speed Internet connection when sharing software. However, if participants are using dial-up Internet connections, they may notice a delay in viewing or controlling shared software. If you want to share a document, such as a Microsoft Word or Excel document, you can improve the meeting experience for these participants by using document sharing instead of application sharing.

About sharing a remote computer

A presenter uses remote computer sharing to show all meeting participants a remote computer. Depending on how the remote computer is set up, the presenter can show the entire desktop or just specific applications. Remote computer sharing is useful to show participants an application or file that is available only on a remote computer.

Participants can view the remote computer, including all the presenter’s mouse movements, in a sharing window on their screens.

As presenter, you can share a remote computer during a meeting if:

  • You have installed the Access Anywhere Agent on the remote computer
  • You logged in to your Meeting Center website before joining the meeting, if you are not the original meeting host

For information about setting up a computer for remote access, refer to the Access Anywhere User’s Guide.

Start remote computer sharing

If you have already set up a computer for Access Anywhere, you can share the computer during a meeting.

Before you begin

You must be a host or presenter to complete this task.

Step 1 Select Share > Remote Computer.

Share additional applications on a shared remote computer

The Access Anywhere dialog box appears.

Step 2 Under Remote Computers, select the computer you want to share.

Step 3 Under Applications, select an application to share.

If you set up the remote computer so you can access its entire desktop, the option Desktop appears under Applications.

Step 4 Select Connect.

Depending on the authentication method you chose when you set up the computer for Access Anywhere, you perform one of these tasks:

  • If you chose access code authentication: You enter the access code you typed when you set up the remote computer.
  • If you chose phone authentication: You receive a phone call at the number that you entered when you set up the remote computer.

Step 5 Complete your authentication.

  • If you chose access code authentication: Type your access code in the box, and then select OK.
  • If you chose phone authentication: Follow the voice instructions.
  • If you are not the original meeting host, you must log in to your Meeting Center website 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 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.
Share additional applications on a shared remote computer

While sharing a remote computer on which you have specified that you can access only specific applications rather than its entire desktop, you can share additional applications on the remote computer. Meeting participants can view all shared applications simultaneously.

Before you begin

You must be the host or presenter to complete this task.

Step 1 On the Meeting Controls Panel, select the down arrow button then choose Share Remote Application.

Step 2 In the Select Application box, select the application you want to share.

After you choose another application to share, all previously selected applications remain open.

Stop remote computer sharing

Step 3 Select OK.

Stop remote computer sharing

You can stop sharing a remote computer during a meeting at any time. Once you stop sharing a remote computer, the Access Anywhere Server disconnects your local computer from the remote computer. The remote computer remains logged into the Access Anywhere Server, so you can access it again at any time.

Before you begin

You must be a host or presenter to complete this task.

Step 1 To ensure your privacy and the security of your remote computer, do one of the following:

  • Close any applications that you started during the sharing session.
  • If the remote computer is running Windows 2000, and you have administrator rights on the computer, log off from or lock the computer. To access these options on the computer, send a Ctrl+Alt+Del key combination to the remote computer.
  • Specify a screen saver password, and set the screen saver to appear after short period of inactivity-for example, 1 minute.
  • Shut down the computer, if you do not plan to access it again remotely.

Step 2 On the Meeting Controls Panel, select Stop Sharing.

Sharing stops and you return to Meeting Manager.

Manage a shared remote computer

While sharing a remote computer during a meeting, you can manage the remote computer by setting options and sending commands.

Take a Poll

Note Any changes you make affect the remote computer during the current sharing session only. The changes do not affect the default options that you set for the remote computer in the Access Anywhere Agent preferences.

To Do this
Reduce the screen resolution on a remote computer On the Meeting Controls Panel, select the down arrow button then choose Reduce Screen Resolution to Match This Computer.
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.
Adjust the size of the view of a shared remote computer On the Meeting Controls Panel, select the down arrow then choose View.

Choose a display option from the menu.

Hide or display the contents on a remote computer’s screen On the Meeting Controls Panel, select the down arrow then choose Make Screen Blank.
Send a Ctrl+Alt+Del command to log in or out or lock or unlock the remote computer On the Meeting Controls Panel, select the down arrow then choose Send Ctrl+Alt+Del.
Choose a different application to share on a remote computer On the Meeting Controls panel, select the down arrow then choose Share Remote Application.

Select the application you want to share from the list of available applications.

Before You Begin

You must be a host or presenter.

Take a poll

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.

Create a questionnaire (for Windows)

Create questionnaires so that you can conduct a poll during 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.

Before you begin

You must be a presenter.

Step 1 Open the Polling panel in a meeting.

Step 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 Short answer.

Step 3 Click New.

Step 4 Type a question in the box that appears.

Step 5 In the Answer section, click Add.

Step 6 Type an answer in the box that appears.

Step 7 To type another answer, click Add once you finish typing an answer. The question and answers appear in the Poll Questions area.

Step 8 Repeat the steps to add more questions.

Step 9 To create additional polls during a meeting, select the New icon on the Polling panel.

Create a questionnaire (for the Mac)

Step 1 Open the Polling panel in the meeting and add questions and answers by selecting the appropriate icons.

Step 2 To change a question type, click the text “Click here to change question type” that appears under the specific question and then select one of the options.

Edit a questionnaire

Step 1 To change the type of question:

  • Select the question by clicking it, and then select the new type of question in the Question section.
  • Click Change Type.

Step 2 To edit any question or answer that you entered:

  • Select the question or answer by clicking it, and then click the Edit
  • Make your changes.

Step 3 To delete a question or an answer, select the question or answer by clicking it, and then click the Delete icon.

Step 4 To rearrange questions or answers:

  • Select the question or answer by clicking it.
  • Click the Move Up or Move Down icon, as appropriate.

Step 5 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.

Display a timer during polling

You can specify that a timer displays for participants and yourself when a poll is in progress.

Step 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 the Options icon on the lower-right portion of the Polling panel.

Step 2  In the dialog box that appears, select Display, and then type the length of time in the Alarm: box.

Step 3 Click OK.

Open a poll

After you finish preparing a poll questionnaire, you can open the poll.

Step 1 Display your poll questionnaire on the Polling panel, if you have not done so.

Step 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.

Step 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.

Share poll results with participants

Once you close a poll, you can view the poll results and optionally share them with participants.

Share poll results with participants

After you close a poll, you can share the results with participants. The poll results are anonymous. However, Meeting Center records responses from each participant, in addition to group results, and allows you to save those individual and group results.

Step 1 In the Share with attendees section on your Polling panel, check Poll results.

Step 2 Click Apply.

The results of the poll appear in the participants’ Polling panels, just as they do on your Polling panel.

Note  The Results column indicates the percentage of attendees who chose each answer. The Bar Graph column provides a graphic representation of each percentage in the Results column.

Save the results of a poll

After closing a poll, you can save the responses in one of these ways:

  • Text File group result—Saves the percentage of attendees who chose each answer in a .txt file
  • Text File individual attendees result—Saves the responses from each attendee, in addition to the group results, in a .txt file

Step 1  Close the poll if you have not done so.

Step 2  Select File > Save > Poll Results.

Tip    To save the results of multiple polls into a single file, select Save > All Poll Results.

Step 3          Select a location at which to save the file.

Step 4          For File name, enter a name for the file.

Step 5          For Save as type, select the format in which you want to save the results.

Step 6          Click Save.

You can now view poll results by opening the file.

Save a poll questionnaire in a meeting

After you create a poll questionnaire in a meeting, you can save it as an .atp file. You can open the file for use in any meeting.

Step 1  Select File > Save > Poll Questions.

Step 2  Choose a location at which to save the file.

Step 3  Type a name for the file.

Step 4  Click Save.

Meeting Manager saves the poll questionnaire to a file at the location you specified.

Open 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.

Step 1  Select File > Open Poll Questions.

Step 2  Select the poll questionnaire file that you want to open. A poll questionnaire file has an .atp extension.

Step 3  Click Open.

The poll questionnaire appears on your Polling panel. You can now open the poll to participants.

Transfer and download files during a meeting

During a meeting, you can publish files that reside on your computer. Meeting participants can then download the published files to their computers or local servers. Publishing files is useful if you want to provide participants with a document, a copy of your presentation, an application, and so on.

Files that you publish reside only on your computer – not on a server. Thus, your published files are always protected from unauthorized access during a meeting.

Publish files during a meeting

During a meeting, you can publish files that reside on your computer, and meeting attendees can download the files to their computers or local servers.

Step 1  In the meeting window, select File > Transfer.

Step 2  Click Share File.

The Open dialog box appears.

Step 3  Select the file that you want to publish then click Open.

The file is now available in each attendee’s File Transfer window.

Step 4  Optional. Publish additional files that you want attendees to download.

Step 5  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.

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.

Download files during a meeting

If a presenter publishes files during a meeting, the File Transfer dialog box automatically appears in your meeting window. You can then download the published files to your computer or a local server.

Step 1  In the File Transfer window, select the file that you want to download.

Step 2  Click Download.

The Save As dialog box appears.

Step 3  Choose a location at which to save the file then click Save. The file downloads to your selected location.

Step 4  If applicable, download additional files.

Step 5  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, select File > Transfer. This option is available only if the presenter is currently publishing files.

Manage and take notes

During a meeting, one or more meeting participants with access to the notes feature can take notes on the Notes or Closed Caption panel in the Meeting window. Only one participant performs closed captioning.

If all participants are allowed to take notes, they cannot publish their notes to others during the meeting. However, participants can save their notes at any time during the meeting.

The meeting host can select the single note taker during the meeting. A single note taker can publish notes at any time during the meeting.

If needed, the host can also select a closed captionist. A closed captionist can publish captions in real-time during the meeting.

Designate 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.

Step 1  On the Participants panel, select the participant you want to designate as note taker.

Step 2  Change their role as follows:

  • Windows: Right-click and then select Change Role To > Note Taker.
  • Mac: Select ctrl and then click; then select Change Role To > Note Taker.

A pencil indicator appears to the right of the participant’s name in the participant list.

Note If you select another note taker or closed captionist, any notes or closed captions that the previous note taker or closed captionist published remain on each participant’s Notes or Closed Caption panel. However, the new note taker or closed captionist cannot edit the existing notes or closed captions.

Designate a closed captionist

Step 1  On the Participants panel, select the participant you want to designate as a closed captionist.

Step 2  Do one of the following:

  • Windows: Right-click and select Change Role To > Closed Captionist.
  • Mac: Select ctrl and then click. Then select Change Role To > Closed Captionist.

A closed caption indicator appears next to the participant’s name in the participant list.

Enable closed captions

Step 1  Depending on the operating system you are using, do one of the following:

  • Windows: In the meeting window, select Meeting > Options.

The Meeting Options dialog box appears, with the General tab selected by default.

  • Mac: On the Meeting Center menu, select Preferences > Tools.

Step 2  To turn the closed captioning option on or off, check or uncheck Enable Closed Captioning.

Step 3 To select another participant to transcribe, select the participant’s name on the Participants panel then right-click (Windows) or select ctrl and then click (Mac) and then select Change Role To > Closed Captionist.

Take 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.

Step 1  In the meeting window, open the Notes panel.

Step 2  Type your notes in the box.

Step 3  (Optional) Save your notes to a text file on your computer.

Take 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.

Step 1  In the meeting window, open the Notes panel.

Step 2  Type your notes in the box.

Step 3  Optional. To publish your notes so they appear in each participant’s Notes panel, click Publish.

Provide closed captions

If the meeting host has designated you as the closed captionist for a meeting, you can type captions on the Closed Captions panel in your meeting window. To type captions, you can use either a standard keyboard, or a steno keyboard and machine translation software.

Your captions are visible to other meeting participants in real-time, one line at a time.

Step 1  Open the Closed Caption panel.

Step 2  Type your captions in the box.

Step 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.
Save 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.

Step 1  On the Notes or Closed Caption panel, click Save. The Save Notes As dialog box appears.

Step 2  Choose a location at which to save the file.

Step 3  Type a name for the file then click Save.

Step 4  To save a copy of notes to another file, select File > Save As > Notes . The Save Notes As dialog box appears.

Step 5  Do either or both:

  • Type a new name for the file.
  • Choose a new location at which to save the file.

Step 6  Click Save.

Note Alternatively, you can save all of the following meeting information to files at once:

  • Shared presentations or documents
  • Chat messages
  • Notes
  • Poll questionnaire
  • Poll results

To save all information at once, select File > Save All. In this case, the files are saved under their default file names. Thus, if you have already saved a file using another name, it is not overwritten.