Share Content in WebEx Event Center

Document created by Cisco Documentation Team on Nov 12, 2015Last modified by Cisco Documentation Team on Sep 1, 2017
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Quick Reference Tasks: Share Content

 

Presenters can share nearly any type of content during an event.

   
                         
 

As a Presenter, if you want to share…

  
 

Select...

  
 

Everything on your computer screen.

  
 

Share > My Screen

  
 

A file that does not need editing during the event.

  

For instance, a video or slide presentation.

  
 

Share > File (Including Video)

  
 

An application or a file that needs editing during the event.

  

For instance, showing a new application’s capabilities or demonstrating how to draw 3D shapes in graphic software.

  
 

Share > Application

  
 

A blank work area where you can collaborate with other event participants using both text and graphics tools to highlight, add notes, and create basic images.

  
 

Share > Whiteboard

  
 

A website where you guide the participants to various web pages, but where media effects, video, and sound are not playable.

  
 

Share > Web Browser

  
 

Files or applications that are located on a remote computer, and you have installed the Access Anywhere agent on it.

  

For instance, you are traveling and want to demonstrate a software application that is only licensed to your office computer.

  
 

Share > Remote Computer

  
 

Your entire event window, but no other part of your computer screen.

  
 

Share > My Event Window

  
  
  
                   
 

As a Participant if you want to...

  
 

Do this...

  
 

Control your view of shared software

  
 

On the Event Controls Panel, select the down arrow then choose View. Then choose an option from the menu.

  
Tip        

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 Event Controls Panel, select the down arrow then choose Stop <option>, for example, Stop Application Sharing.

  
 

Request annotation control of shared software

  
 

On the Event Controls Panel, select Ask to Annotate (pencil icon).

  
 

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.

  
  
 

Request remote control of shared software

  
 

On the Event Controls Panel, select Ask to Control.

  
  

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.

  
     
1    Select Share > File (Including video).
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.

  

Choose an Import Mode for Presentation Sharing (Windows)

 

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.

  
       
1    In the Event window, select Event > Options.   

The Event Options dialog box appears, with the Options tab selected by default.

  
2    Select Import Mode.
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, Event Manager imports presentations more quickly than it does in the printer driver mode. However, pages or slides may not appear consistently in Event Manager across platforms.

      

    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 Event 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.

      
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.

  
     
1    In the Event 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.

  
2    Select 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.

  
         
1    In the Event window, select the tab for the document or presentation for which you want to advance pages or slides automatically.
2    Select View > Automatically Advance Pages.
3    To change the time interval for advancing pages, do one of these:
  •  

    Select the up or down buttons to increase or decrease the interval

      
  •  

    Type a specific time interval

      
   

To restart page or slide advancement once all pages or slides are displayed, check Return to beginning and continue advancing pages.

  
4    Select Start.
5    (Optional) Close the Automatically Advance Pages dialog box by selecting the Close button in the upper-right corner of the dialog box.   

The pages or slides continue to advance at the specified interval.

  
6    To stop automatic page or slide advancement, reopen the Automatically Advance Pages dialog box and select Stop.

Show Slide Animations and Transitions in a Shared Presentation

 

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.

  
  •  

    Animations and transitions are not supported for Office 2013 users sharing PowerPoint slides. Instead, use Application or Screen share.

      

  •  

    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 event participant is using the Java Event Manager, animations and slide transitions will not display during the event. The event host can prevent participants from joining an event using the Java Event Manager when scheduling the event.

      

  
     
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.

  
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.

  
     
1    In the content viewer, select the tab for the document, presentation, or whiteboard to which you want to add a page or slide.
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 any bitmap image to your computer's clipboard, you can paste the image on a new page, slide, or whiteboard in the content viewer.

  

For example, you can copy an image on a web page or in an application, then quickly share that image by pasting it in the content viewer.

  
     
1    In the content viewer, select the tab for the document, presentation, or whiteboard in which you want to paste an image.
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.

  
Note        

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-in the content viewer.

  
  

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 an .ucf file either in another event or at any time outside of an event.

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.

       
1    To save a new document, select File > Save > Document.
2    Select a location at which to save the file.
3    Type a name for the file in the File name box.
4    To save a copy, select 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, you can do either of the following:

  • Open the file in the content viewer during another event. Only a presenter or participants who have the Share documents privilege can open a saved file during an event.

     

  • 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) and has an .ucf extension.

  • 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. 

     

      
1    Select File > Open and Share.
2    Select the document, presentation, or whiteboard file that you want to open.
3    Select 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.

  
      
1    In the content viewer, select the tab for the document, presentation, or whiteboard that you want to print.
2    Select File > Print > Document.
3    Select the printing options that you want to use, and then print the document.   

When printing shared content in the content viewer, Event Manager resizes it to fit on the printed page. However, for whiteboards, the Event 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 event participants.

  
        
1    Select Share > Application.   

The list of all applications currently running on your computer is displayed.

  
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.

  
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 Event Controls Panel.

      
  •  

    When you open any application that you have minimized, it opens with the sharing buttons in the upper-right corner.

      
4    To switch between applications, select the drop-down arrow next to the Share button.
5    To stop application sharing, select Stop Sharing on the title bar of the application that you no longer want to share or the Event Controls Panel.

Applications with Detailed Color

For Windows Users Only

   

By default, Event 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 Event 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.

      

    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.

      

  

For Mac Users Only

   

Before sharing an application or your content, you can choose one of the following display modes:

  
  •  

    Better performance: The default mode. You can display your content faster than you do using the better image quality mode.

      

  •  

    Better image quality: You can 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.

      

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

      

  

Share Applications with Detailed Color (Windows)

         
1    If you are currently sharing an application, stop your sharing session.
2    Select Event >Event Options.
3    Select the True Color Mode tab.
4    Select Enable True Color mode.
5    Select one of the following options:
  •  

    Better imaging

      
  •  

    Better performance

      
6    Select OK or Apply.

Share Applications with Detailed Color (Mac)

       
1    In the Event window, select Event Center > Preferences.
2    Select Display.
3    Select Better performance or Better image quality, as appropriate.
4    Select OK.

Share Multimedia Content in the Media Viewer

 

The multimedia content you share remains visible to participants, regardless of the types of content you are presenting in the content viewer.

  

To share multimedia content that resides at a URL in the dedicated Media Viewer panel:

  

Prevent Event Attendees from Sharing Rich Media Files

 

Event Center, by default, allows attendees to share Universal Communications Format (UCF) files in an event. When scheduling an event, you can specify to turn off this function for the event.

  
      
1    On the Schedule an Event page, go to Event Description & Options > Other UCF options.
2    Select Do not allow attendees to share rich media files for this event.
3    Select Schedule This Event.

Request Participants to Check Their Rich Media Players

 

If you plan to show Universal Communications Format (UCF) multimedia presentations in the event, you can request participants to verify that rich media players are installed on their computers before they join the event.

  
      
1    On the Schedule an Event page, go to Event Description & Options > Other UCF options.
2    Select Request attendees to verify rich media players.
3    Select Schedule This Event.
 

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