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WebEx Productivity Tools make it very easy for users to start, schedule, invite, and join WebEx meetings from their desktop or from commonly used desktop applications.
The following Productivity Tools are available for use with WebEx services:
All that is required is logging on to your WebEx service site. When you log on to your WebEx service site, Productivity Tools are automatically installed on your desktop. If automatic installation is turned off on your WebEx service site, you can download them yourself. In the left navigation bar of your WebEx site, under Support, select Downloads. In the Downloads page, under Productivity Tools heading, make sure the correct operating system is selected, and then select Download.
If you are a CMR Hybrid (WebEx-enabled TelePresence) user, you will be required to restart Microsoft Outlook after installing WebEx Productivity Tools.
There are multiple options to install productivity tools manually:
Yes. Select Automatically download Productivity Tools when logging in to WebEx service site option.
. In the Productivity Tools section, turn off the
On your desktop, select Tools tab. In the list of available Productivity Tools, turn off the options for the applications you do not want to use Productivity Tools with.
. In the WebEx Settings dialog box, select the
On your desktop, select Add or Remove Programs from the Windows Control Panel.
. You can also uninstall using
You can not use Productivity Tools with multiple WebEx service sites simultaneously. If you need to switch service sites, select
and update your site and account information to use Productivity Tools with the new site.
Currently Productivity Tools are available only for Microsoft Windows users and Mac users.
Yes. Refer to the Site Administration document for Productivity Tools on how to configure your WebEx site to implement single sign-on (SSO) and integrate with an identity management solution.
Yes. Refer to "Configuring Single Sign On in Cisco TMS" in the "Configuring Cisco TelePresence Management Suite" chapter of the Cisco Collaboration Meeting Rooms (CMR) Hybrid Configuration Guide on the Cisco TelePresence Management Suite (TMS) Configuration Guides page.
If you use Microsoft Outlook or IBM Lotus Notes as your email client, you can schedule WebEx meetings directly from the Outlook or Lotus Notes scheduler using Productivity Tools.
You schedule a WebEx meeting with Outlook or Lotus Notes integration the same way you schedule other meetings. In the scheduler, select Add WebEx Meeting to add a WebEx meeting to your Outlook or Lotus Notes meeting.
When you add a WebEx meeting to your Outlook or Lotus Notes meeting, the meeting on your calendar includes a URL link that you can click to start a meeting.
When attendees open a meeting on their Outlook or Lotus Notes calendar, they will see a URL link that they can click on to join the WebEx meeting. Attendees can also click on the URL link in the Outlook or Lotus Notes meeting invitation to join the meeting.
When you schedule meetings on your WebEx site, you can save meeting templates to use for future meetings. You can then use these meeting templates when you schedule meetings in Productivity Tools. In addition, if your administrator has created predefined meeting templates for your organization, you can use those meeting templates in Productivity Tools.
No, exceptions to a recurring meeting series are not supported for CMR Hybrid (WebEx-enabled TelePresence) meetings and Productivity Tools.
The following issues exist for exceptions to a recurring meeting series using CMR Hybrid meetings and Productivity Tools:
Exceptions to a recurring meeting series for CMR Hybrid meetings are still NOT supported as of WBS29.13, and users are warned accordingly (for example, unsupported editing options are disabled, and error messages are included in email invitations) when they attempt to schedule them using Productivity Tools.
WebEx meeting applications and TelePresence devices can join the same CMR Hybrid meeting, even if a normal exception to a meeting series has been created. WebEx does not support creating orphan meeting exceptions, such as adding WebEx to a single occurrence of a meeting series.
Hosts can still edit the following items for a CMR meeting series that does not have exceptions: WebEx special properties, such as alternate hosts, audio options, and the WebEx meeting password; Microsoft Outlook common properties, such as subject and attendees; and TelePresence properties.
The Outlook common properties can still be edited for both the exception and the meeting series
The TelePresence properties cannot be edited for either the exception or the meeting series (the panel for editing TelePresence settings is disabled).
The WebEx special properties cannot be edited for either the exception or the meeting series.
If a WebEx-only meeting series has exceptions, TelePresence cannot be added to it.
Unlike prior releases, in WBS 29.11.3 and later, the following features are not available for CMR Hybrid users:
The Mac version of Productivity Tools, which is new in WBS29.13, is expected to have similar limitations for exceptions to a meeting series.
You can start instant meetings with the following Productivity Tools:
The WebEx Productivity Tools panel (formerly called the WebEx One-Click panel) is a simple way to start and join meetings and to send meeting invitations without logging in to your WebEx site or navigating Web pages. The WebEx Productivity Tools panel is available from the Start menu, from the WebEx Productivity Tools shortcut on your desktop, and from the WebEx Productivity Tools icon in the taskbar.
Right-click the WebEx Productivity Tools icon in the taskbar and select Open WebEx Productivity Tools. In the WebEx Productivity Tools panel, you can either type your contact’s email address or select the Address book icon to select your contacts from your Outlook or Lotus Notes directory. Once you have selected your contacts, you can select Meet Now to start a WebEx meeting and automatically send invitations, using your local mail application, to all selected contacts to join the WebEx meeting.
Yes. Right-click the WebEx Productivity Tools icon in your taskbar and select Join Meeting. Type the host’s email address or the meeting number to join WebEx meeting. You need to know the meeting password to join your host’s meeting.
Yes. Right-click the WebEx Productivity Tools icon in your taskbar and select Start Scheduled Meeting.
Start a instant messenger chat session with your buddy. In the chat window, select Start a WebEx Meeting to start a WebEx meeting and then send a meeting invitation to your buddy as a chat message.
Start a chat session with your buddy. In the chat window, select Invite to Meeting to invite your buddy to an in-progress WebEx meeting.
In the toolbar of your Microsoft Office document, spreadsheet, or presentation, select Share as Application. This starts a WebEx meeting and automatically shares that application. To invite others to the meeting select the Participants Panel button in the floating icon tray, select Invite or Remind Participants, and then select Invite by Email or Invite by IM. You can also invite attendees using One-Click or an Instant Messenger integration.
No. You cannot start an instant CMR Hybrid (WebEx-enabled TelePresence) meeting; you can only schedule CMR Hybrid meetings. When CMR Hybrid users start instant meetings, they are WebEx-only meetings and do not include TelePresence integration.
Starting with WBS29.11, instant meetings that you start with the Meet Now command (formerly called One-Click Meeting) are held in your Personal Room by default. You can change this option in “Preferences.” CMR Hybrid (WebEx-enabled TelePresence) users will have Personal Rooms, but only users who join from a WebEx meeting application or app can join those Personal Rooms. TelePresence devices cannot join Personal Room meetings on CMR Hybrid sites. Sites and user host accounts must have CMR Cloud in order for users to join Personal Room meetings from TelePresence devices or other video conferencing systems or applications.
A workaround for an instant meeting that uses both WebEx and TelePresence is to start a meeting from a TelePresence system and then the named host has selects Instant WebEx Meeting on the meeting detail page to generate a URL that allows external participants to join the TelePresence meeting from a WebEx application or mobile app.
You can turn off automatic installation of Productivity Tools with Site Administration options. You can use the following methods to install Productivity tools on all users' desktops:
Follow the instructions for silent installation or mass deployment of WebEx Productivity Tools in the IT Administrator Guide for Mass Deployment of WebEx Productivity Tools.
Administrator privileges are not required to install WebEx Productivity Tools. Even standard users with no administrator privileges can install Productivity Tools.
Turn off automatic installation and automatic upgrades for Productivity Tools in the WebEx service site administration options. Use a software distribution tool, such as Microsoft SMS, IBM Tivoli, WebEx System Management, and so on, to install Productivity Tools on the all users' desktops in your company.
Schedule confidential and sensitive meetings as unlisted meetings, and then in the Productivity Tools section of Site Administration, turn off the Allow users to join unlisted meetings using the host's email address option.
Yes. Go to Productivity Tools section of Site Administration. In the list of Productivity Tools, turn on or off Productivity Tool options based on your business needs.
Yes. You can customize messages in the Productivity Tools section of Site Administration.
Other WebEx documents are available that contain information about Lotus Notes deployment. Ask your Client Services Manager to provide the Lotus Notes deployment checklist document, and then follow the instructions for mass deployment of WebEx Productivity Tools in the IT Administrator Guide for Mass Deployment of WebEx Productivity Tools.