Using UCF Toolkit (WBS29.13, WBS30)

Document created by rruman on Mar 12, 2015Last modified by Dave DeCarlo on May 16, 2016
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Introduction

The Cisco WebEx Universal Communications Format (UCF) toolkit is a plug-in for Microsoft PowerPoint 2010 and earlier 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

 

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Benefits of Adding 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

 

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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.

 

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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.

 

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The WebEx Toolbar in PowerPoint

When the UCF toolkit is installed, the options for inserting media objects in slides are available in PowerPoint from the WebEx menu and toolbar (found on the Add-Ins tab in PowerPoint 2007 and 2010).

 

IconMenu ItemFile Types Supported
Insert_WebEX_Recording_icon.pngInsert WebEx Recording....wrf
Insert_Audio_Object_icon.pngInsert Audio Object....wma, .asf, .wav, .mid, .midi, .aif, .aiff, .aifc, .mp2, .mpv2, .mp3, .au, .snd
Insert_Video_Object_icon.pngInsert Video Object....wmv, .asf, .avi, .mpg, .mpeg, .m1v, .mpa, .mpe, .mov, .qt
Insert_Flash_Movie_icon.pngInsert Flash Movie....swf
Insert_Web_Pages_icon.pngInsert Web Pages....htm, .asp, php
Save_As_Presentation_icon.pngSave as Presentation (*.UCF).ucf

 

 

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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.

 

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.

 

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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.

 

To save a presentation as a UCF:

  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.

 

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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.

 

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.

 

IconDescriptionPlayer Supported
Insert_WebEX_Recording_icon.pngWebEx RecordingBuilt-in
Insert_Audio_Object_icon.pngAudio ObjectWindows Media Player
Insert_Video_Object_icon.pngVideo ObjectWindows Media Player / Apple QuickTime Player
Insert_Flash_Movie_icon.pngFlash Movie or Interactive FlashAdobe Flash Player
Insert_Web_Pages_icon.pngWeb Page ObjectInternet 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 and attendee statistics.

 

IconNameDescription
Properties_icon_NEW.pngProperties

Displays the object’s title and its associated media file’s size, duration and location.

Attendee_Statistics_icon_NEW.pngAttendee Statistics

Click to see how many participants’ displays of the media object are not synchronized with your display (and the reasons the displays are not synchronized).

Play_icon_NEW.pngPlayStarts playback.
Pause_icon_NEW.pngPausePauses playback.
Stop_icon_NEW.pngStop

Stops playback.

Clicking Play after clicking Stop starts playback from the beginning.

Elapsed_Time_Location_Indicator_NEW.pngElapsed Time
Location Indicator

Indicates the elapsed time during playback, and the total duration.

Click Elapsed Time to show Attendee Progress.

Attendee_Progress_Indicator_NEW.pngAttendee Progress

Indicates how many attendees are done listening to or viewing the media object.

Click Attendee Progress to show Elapsed Time.

Mute_Unmute_Volume_Control_NEW.pngMute/Unmute
Volume Control

Mutes and unmutes audio during playback.

Muting audio turns off all audio from your computer’s sound card.

 

 

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