WebEx Sharing Resources

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1 WebEx Sharing Resources OTS PUBLICATION: WX0 REVISED: 4/8/06 04 TOWSON UNIVERSITY OFFICE OF TECHNOLOGY SERVICES =Shortcut =Advice =Caution Introduction During a WebEx session, the host has the ability to share resources with attendees. This document will take you through the process of sharing documents, applications, your computer desktop, whiteboards, and web content. Sharing Presentations or Documents If you do not need to edit a document during a training session, then file sharing is ideal. You can share most any type of file that you can print from your computer. A shared file is viewed by the participant in the content viewer, so they do not need to have the application in which the document was created.. Click the Share menu at the top of the screen and then click File (Including Video)... (Fig, ).. The Share File dialog box will appear (Fig ). Maneuver to the correct drive and directory, select the file name and click Open (Fig, ). Process Summary Introduction Sharing Presentations or Documents Sharing a Whiteboard Using Annotation Tools Sharing Applications Sharing the Desktop Sharing a Web Browser Figure Figure 06 Towson University -This work is licensed under the Creative Commons Attribution-NonCommercial-NoDerivs License. Details available at

2 3. A new tab will open in the WebEx Session window and the document will appear (Fig 3, ). 3 Figure You will see a right and left arrow above and to the right of the document (Fig 3, ). Click on these arrows to move from page to page. You may also click on the down arrow to select any page or slide (Fig 3, 3). Note: Participants may view animations in a PowerPoint presentation if they exist. You may also choose to advance slide automatically, by clicking the View menu and choosing Automatically Advance Pages. A dialog box will appear where you can set the timing interval for each page. 5. To close a shared document or presentation, make sure the tab for that document or presentation is selected. Click the File pull down menu and then choose Close. Sharing A Whiteboard The whiteboard allows you to draw objects and type text so all participants may see it in their content viewers. Within the whiteboard, you may copy and paste images, print, use a pointer and display various magnifications.. Click the Share menu and then click Whiteboard (Fig 4, ).. A new tab will open titled Whiteboard. 3. To write on the whiteboard you use the annotation tools. These tools are explained in the next section. Figure 4

3 Using Annotation Tools WEBEX: SHARING RESOURCES WebEx software allows you to annotate certain aspects of your shared session. This section will go over the annotation toolbar and give a brief overview of each annotation feature. 4 6 Figure While you cannot save these files in a traditional manner, it is possible to record the content as you are sharing it.. Pointer The pointer has uses. If you click on the arrow (Fig 5, ), it will places an arrow on your shared media with your name in it and your unique WebEx session color (Fig 6, ). If you click on the down arrow beside the pointer, you have the option of choosing a laser pointer (Fig 7, ). This allows you to point out areas of the screen with a red dot (Fig 8, ). Figure 6 Figure 7 Figure 8. Text Tool (Fig 5, ) Allows you to place text in your shared media. Click on the text tool and then click where you want to put text and begin typing. 3. Line (Fig 5, 3) - Click the down arrow beside the line tool to select from a plain straight line, an arrowed line, or a double arrowed line (Fig 9). Place your mouse in the desired area, hold down your mouse button and drag out the selected line. If you wish to have a perfectly straight line, hold down the SHIFT key while holding down the mouse button and drag out the line. 4. Shape (Fig 5, 4) - Click the down arrow beside the shape dialog icon to select a square, circle, check or X. Place your mouse in the desired area, hold down your mouse button and drag out the selected shape. Figure 9 Figure 0 5. Highlighter (Fig 5, 5) - Click on the down arrow beside the highlighter to select the highlighter thickness (Fig ). Drag your mouse across sections of importance within your shared media to highlight. 6. Annotation Color (Fig ) - Click the down arrow beside the highlighter and choose a color from the palette. This will be the color of every annotation you create, with exception to the arrow tool, which is always your predetermined WebEx session color. 3

4 7. Eraser (Fig 5, 7) - Click the erase and you can delete individual annotations made by dragging your mouse across them with the eraser. Click the down arrow beside the eraser and you may choose a specific item to erase or you may Clear All Annotation Allows you to erase annotation marks and remove the pointer (Fig 3). Figure Figure Figure 3 Summary of Resource Sharing The table below lists the WebEx features on which you can annotate and the format in which those annotations can be saved. Annotation Ability to Save Presentation or Document Yes Yes.ucf Save Format Application Yes No n/a Desktop Yes No n/a Whiteboard Yes Yes.ucf Web Content No Yes.ucf Web Browser Yes No n/a Sharing Applications You can share applications to show participants one or more applications on your computer. Participants can view the shared application without having to run the application on their computer.. Click the Share menu and then place the cursor on Application (Fig 4, ).. A list of all of your currently running applications will appear in a submenu to the right (Fig 5). 3. If you would like to share an open application, select it from the list (Fig 5, ). 4. If you would like to share an application that is not currently open, select Other Application (Fig 5, ). Figure 4 4

5 Figure 5 5. The Other Application dialog box will open (Fig 6). 6. Select the application you would like to share (Fig 6, ) and then click the Share button (Fig 6, ). It is possible to share more than one application at a time. To do this simply repeat the previous steps. Figure 6 7. To stop sharing a single application, click the STOP button at the top of the application s window (Fig 7, ). 8. To stop sharing all applications, place your mouse over the green title bar at the top of the screen (Fig 8, ) and then click the red STOP SHARING button (Fig 8, ). 5

6 Figure 7 Figure 8 Sharing the Desktop You can share your desktop including all mouse movements.. Click the Share pull down menu and choose My Desktop (Fig 9, ).. A submenu will appear to the right showing all the monitors that you can share. 3. Click the monitor you wish to share (Fig 9, ). Figure 9 4. Click the STOP SHARING button (Fig 8, ) when you wish to exit sharing the desktop. 6

7 Sharing A Web Browser Web browser sharing is useful for showing attendees Web pages on the internet.. Click the Share pull down menu and choose Web Browser (Fig 0, ). WEBEX: SHARING RESOURCES Figure 0. A new window or tab will open in your browser. Type the URL for the website you wish to share with your attendees. 3. To stop sharing the window, click the blue STOP button at the top of your browser window (Fig, ). 4. To stop sharing all windows click the STOP SHARING button (Fig 8, ). Figure 7

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