Using the UCF Toolkit

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1 The Cisco WebEx Universal Communications Format (UCF) toolkit is a plug in for Microsoft PowerPoint that enables you to add multimedia to your presentations. You can share your UCF multimedia presentation just as you would any presentation. UCF media objects have built in controls that enable you to play, pause, and stop the media, as well as set media specific properties. Files are saved in Universal Communications Format (.ucf), a proprietary Cisco WebEx file format: Using the toolkit you can create PowerPoint slides in which you can play the following types of media files. WebEx Recording Format (WRF) files Video files, including files that play in Windows Media Player and Apple QuickTime player Audio files, including files that play in Windows Media Player Flash movie and interactive Flash files Web pages Benefits of Adding UCF Multimedia to Your Presentations Increases the impact of your presentation on your audience Helps keep attendees connected and engaged Enables you to control multimedia from your presentation slides Makes it easy to bring outside experiences to your meetings Downloading the UCF Toolkit 1. Log in to your Cisco WebEx service. 2. Click Support in the left hand navigation panel. 3. Click Downloads. 4. Locate WebEx Universal Toolkit. 5. Click Download now. 6. Click Save. 7. Navigate to the location where you want to save the installation file. 8. Click Save. 9. Click Close.

2 Installing the UCF Toolkit 1. Navigate to the location where you saved the installation file. 2. Double click the installation file. 3. Click Run. 4. If a confirmation message appears, click Run. 5. When the InstallShield Wizard appears, click Next. 6. Accept the license agreement. 7. Click Next. 8. Select Complete. 9. Click Next. 10. Click Next to accept the default destination folder. 11. Click Install. 12. Click Finish. The WebEx Toolbar in PowerPoint When the UCF toolkit is installed, the options for inserting media objects in slides are available in Power Point from the WebEx menu and toolbar (found on the Add Ins tab in PowerPoint 2007 and 2010). Icon Menu Item File Types Supported. Insert Webex Recording....wrf Insert Audio Object....wma,.asf,.wav,.mid,.midi,.aif,.aiff,.aifc,.mp2,.mpv2,.mp3,.au,.snd Insert Video Object....wmv,.asf,.avi,.mpg,.mpeg,.m1v,.mpa,.mpe,.mov,.qt Insert Flash Movie....swf Insert Web Pages....htm,.asp, php Save as Presentation (*.UCF).ucf

3 Adding Multimedia to Your Presentation When adding a multimedia object to your presentation, you can specify the location of a local file, or a remote file on a Web server on the Internet. Depending on the type of file and its location, the file will be downloaded or streamed to participants computers during your meeting. It s best to stream audio and video files that are larger than 2 MB. Follow these steps to add a multimedia file to your presentation: 1. Select the PowerPoint slide you want to add multimedia to. 2. From the WebEx menu or toolbar in PowerPoint, choose the type of media object you want to insert. 3. Locate the file or URL. 4. Click Insert. Saving a Presentation as UCF For faster loading of PowerPoint slides containing multimedia, convert your presentation to UCF before sharing it. When you save your presentation as UCF, you have two options: Link multimedia files If you link the multimedia files when converting your presentation to UCF, you can edit them at any time without have to reinsert them into your presentation. However, if you move the files, you ll break the link. Embed multimedia files If you embed the multimedia files when converting your presentation to UCF, and later edit the files, you must reinsert them and re save your presentation as UCF. Follow these steps to save your presentation as a UCF file: 1. Save any changes to your PowerPoint presentation file (.ppt or.pptx). 2. Select Save Presentation as UCF from the WebEx menu or toolbar. 3. Specify a location and file name, then click Save. Sharing a Presentation That Includes Multimedia To play and view media files that you insert into a presentation, you and your participants must have the appropriate player installed.

4 Checking for Media Players When you schedule a meeting, you can request that participants verify that they have the appropriate media players (listed below) before they join the session. Icon Description Player Supported WebEx Recording Built-in Audio Object Windows Media Player Video Object Windows Media Player / Apple QuickTime Player Flash Movie or Interactive Flash Adobe Flash Player Web Page Object Internet Explorer Sharing Your Presentation You can share a presentation that includes multimedia the same way you share any other presentation. When you advance to a slide containing a multimedia object, use the controls inserted by the UCF toolkit to manage playback. Controlling Multimedia Playback With the exception of web page objects, multimedia that you add to your PowerPoint slides will include standard controls to play, pause and stop playback, as well as volume controls. All media objects have controls for object properties, full screen display and attendee statistics. Icon Name Description Properties Displays the object s title and its associated media file s size, duration and location. Full-screen playback Displays the media object s player window in a full-screen view. Press Esc to return to the content viewer. Attendee Statistics Indicates how many participants displays of the media object are not synchronized with your display and the reasons the displays are not synchronized. Play Starts playback.

5 Icon Name Description Pause Pauses playback. Stop Stops playback. Clicking Play after clicking Stop starts playback from the beginning. Elapsed Time Location Indicator Indicates the elapsed time during playback, and the total duration. Click the indicator to toggle between it and the Attendee Progress indicator. Attendee Progress Indicates how many attendees are done listening to or viewing the media object. Mute / Unmute Volume Control Mutes and unmutes audio during playback. Muting audio turns off all audio from your computer s sound card. Additional Information For additional information about the UCF toolkit, download the Getting Started with WebEx Universal Communications Toolkit guide. 1. Log in to your Cisco WebEx service. 2. Click Support in the left hand navigation panel. 3. Click User Guides. 4. Locate Getting Started with WebEx Universal Communications Toolkit. 5. Click the PDF link. 6. Click Save to save the file to your computer.