Managing WebEx Meetings Release 2.6

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Book Title

Managing WebEx Meetings Release 2.6

Chapter Title

Share Content

Results

Updated:
February 8, 2021

Chapter: Share Content

Share Content

Content Sharing

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.

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.

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.

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.

Procedure

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
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.

Procedure

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.

Procedure

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.

Procedure

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.

Procedure

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.

Procedure

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 the 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.

Procedure

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.

Procedure

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.

Procedure

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.

Procedure

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.

Procedure

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.


    Note

    Changing the display mode does not affect presentation or document sharing.

Before you begin

This topic applies to Mac users only.

Procedure

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.

Procedure

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.

Procedure

Step 1

Select Share > 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.

Procedure

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.

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.

Procedure

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.


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.

Procedure

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)

Procedure

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

Procedure

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 icon.

  • 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.

Procedure

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.

Procedure

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.

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.

Procedure

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

Procedure

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.

Procedure

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.


Note
You can open a poll questionnaire file only during a meeting.

Procedure

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.


Note
You cannot transfer files larger than 2 GB.

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.

Procedure

Step 1

In the meeting window, select File > Transfer.

Step 2

Click Share File.

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 more 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.

Procedure

Step 1

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

Step 2

Click Download.

Step 3

Choose a location at which to save the file then click Save.

Step 4

If applicable, download more 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.


Note
The notes feature is not available on the Mac.

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.

Procedure

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

Procedure

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

Procedure

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.

Procedure

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.

Procedure

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.

Procedure

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.

Procedure

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.

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