Install and Set Up WebEx Productivity Tools for Windows (WBS30)

Document created by Cisco Documentation Team on Jul 6, 2016Last modified by Cisco Documentation Team on Sep 5, 2017
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Install WebEx Productivity Tools

If your site administrator has turned on WebEx Productivity Tools options for your WebEx site, all WebEx Productivity Tools are installed automatically on your site. In addition, whenever newer versions are available, WebEx Productivity Tools are updated automatically.

If necessary, you can also download and install WebEx Productivity Tools manually.


Note


    

If you have a previous version of the Productivity Tools you have to uninstall that version before installing the new version.

     

You may also have to close applications such as Microsoft Outlook and any browsers before installing the new version of Productivity Tools. Those applications must be started up again and you may have to sign in before seeing the new interface.

        
    

System administrators can also perform a mass installation for computers at their site. For more information, see the ITAdministrator Guide for Mass Deployment of WebEx Productivity Tools.

Before You Begin

 

Before installing WebEx Productivity Tools, ensure that your computer meets the following minimum system requirements:

  • You must have administrator privileges for your computer.

     

  • Refer to the WebEx cross-platform release notes for supported operating systems, browsers, and other minimum system requirements.

     

  • Intel x86 (Pentium 400-MHz +) or compatible processor     

     

  • JavaScript and cookies enabled in the browser

     

          
1    Log in to your WebEx site.   
2    Select the Meeting Center tab.
3    In the left navigation bar, under Support, select Downloads.
4    On the Downloads page, under the WebEx Productivity Tools heading, select Download.      

The File Download dialog box appears.    

    
5    Save the installation program to your computer.     

The name of the installation file has a .msi extension.

    
6    Run the installation file and follow the instructions.

The WebEx Productivity Tools dialog box appears.

7    Enter your WebEx site URL, username, and password.
What to Do Next

   

When the installation is complete, sign in to your WebEx account, go to your WebEx Settings dialog box to do the following:

  • Verify your settings

     

  • Select which applications use WebEx Productivity Tools

     

  • Change other WebEx account and meeting preferences

     

   

Set Up WebEx Productivity Tools

         
1    To set up WebEx Productivity Tools or to verify your settings, open the WebEx Settings dialog box, using one of the following options:
  • From the Start menu, select Start > All Programs > WebEx Productivity Tools > WebEx Settings.     
  • From the WebEx Productivity Tools Panel, select Edit WebEx Settings or if the WebEx Productivity Tools Panel is not already open, do one of the following:
    • Double-click the WebEx Productivity Tools icon on your desktop and from the WebEx Productivity Tools Panel, select Edit WebEx Settings.

       

    • Go to Start > Programs > WebEx > Productivity Tools > WebEx Productivity Tools and from the WebEx Productivity Tools Panel, select Edit WebEx Settings.

             

  • In Microsoft Outlook or IBM Lotus Notes, from the Schedule Meeting menu, select Account Settings.     
  • In Microsoft Office, Microsoft Word, Microsoft Excel, or Microsoft PowerPoint, from the WebEx menu select WebEx Settings.     
2    In the Account tab, sign in to your account by specifying the URL for your WebEx site and entering your username and password.

For more information, see Account Tab.

3    Select Refresh.    
4    In the "Meet Now" Settings tab specify the meeting information details and the audio connection settings.

For more information, see "Meet Now" Settings Tab.

5    In the Preferences tab specify options for program behavior, default address book, and start meeting options.

For more information, see Preferences Tab.

6    In the Tools tab select which applications to use WebEx integrations with.

For more information, see Tools Tab.

Account Tab

   

Account options allow you to log in to your WebEx service site    with your user name and password.   

 
                                         

Use this option...       

To...       

Login Information

Site URL       

Enter the URL to the WebEx service site from which the Productivity Tools were installed.

User name

Enter the user name for a host account on your WebEx service site.

Password

Enter the password for the host account on your WebEx service site.

Remember my password

Store the user name and password you entered so that you do not need to enter your user name and site URL next time you log in.

Forgot your password

Open the Login Assistance page on the WebEx service site, which sends you a reminder of your password.

Change password

Open a dialog box that allows you to specify a new password.       

Language and Location

Language

Verify the language that is currently selected for your WebEx service site.

Locale       

Verify the country or locale that is currently selected for your WebEx service site.

Time zone

Verify the time zone that is currently selected for your WebEx service site.

Change settings for WebEx service site

Open the My WebEx > Preference page on your WebEx service site, and make changes to your profile.

Refresh

Refresh the WebEx Settings dialog box with the most recent settings from the WebEx service site.

        

"Meet Now" Settings Tab

                                

Use this option…       

To…       

Meeting Information

Meeting Template

Select the template to use for the meeting.

Meeting type

Select the type of WebEx meeting type you want to use for instant meetings. This option lists only the meeting types available for your site and user account.

Use my Personal Room for instant meetings

Select to use your Personal Room for instant meetings by default.

Meeting topic

Enter the topic or name for the meeting.       

Meeting password

Require participants to enter the password you set to join your meeting. Your site may require that all passwords comply with security criteria, such as a minimum length and a minimum number of letters, numbers or special characters.

List on public Calendar

Include this meeting on the meeting calendars on the WebEx service site.       

Available for meetings, sales meetings, and training sessions only.       

Ask for my approval when someone joins

Specify that the Request to Join dialog box appears on your screen when someone tries to join your meeting.

Available for support sessions only.       

Audio Connection

Audio Connection Type

Select the type of teleconference you would like to use:      

       

None: Specifies that the meeting does not include a teleconference, or the meeting includes a teleconference for which you will provide information for participants using a method other than your meeting service.

WebEx Audio: Specifies that the meeting includes a WebEx audio conference, which allows you to use either your telephone or your computer as your audio device for participating in a meeting. If you select this option, choose one of the following options for WebEx Audio:
  • Display global call-in numbers to attendees: Select if you want to provide a list of numbers—such as toll-free or local numbers—that attendees in other countries can call to connect to audio.

     

  • Display toll-free number: Select if your site provides a toll-free number and you want to display it so attendees can call it to connect to audio.

     

  • Entry and exit tone: Select the tone played when an attendee joins or leaves the audio connection.

     

Other teleconference: Specifies that the meeting includes a teleconference that another service provides. The instructions you type in the text box appear automatically on participants screens once they join the meeting.       

Use VoIP only: Select if you want all participants use VoIP only.

Note                       

After you start the meeting, participants can choose to use their computer as their audio device, using VoIP, or to use their phone as their audio device.        

Tip             

A participant must have a direct phone line to receive a call from the teleconferencing service. However, a participant without a direct phone line can join a teleconference by calling a call-in telephone number, which is always available in the Meeting window.

       
            

Preferences Tab

Preferences Tab options affect the features of the WebEx Productivity Tools panel.

 
                               

Use this option…      

To…      

Program Behavior

Always stay on top of desktop      

Have the WebEx Productivity Tools panel appear on top of every application or program that is open on your computer.

Start WebEx Productivity Tools panel when Windows starts

Starts WebEx Productivity Tools panel when windows operating system starts.

Show WebEx Productivity Tools icon on       taskbar      

Show the WebEx Productivity Tools icon in the taskbar.

Show scheduling function in WebEx       Productivity Tools window      

Show the links Start Scheduled Meeting and Schedule Meeting on the panel. Selecting either of the links takes you to the appropriate pages on your WebEx service site.

Default Address Book

Microsoft Outlook

IBM Lotus Notes

Select an email and scheduling program for a default address book. WebEx Productivity Tools integrates with the email program you select, making it easy for you to obtain your contacts email addresses. Selecting on the WebEx Productivity Tools panel opens an address book from the email program you select here.

Start Meeting Options

Allow me to change meeting topic when meeting starts

You can change the meetings topic when the meeting starts.

Allow me to change meeting password when meeting starts

You can change the meeting password when the meeting starts.

Tools Tab

  

The Tools tab options determine which programs include    WebEx integrations and shortcuts.

 
                                 

Use this option...      

To...      

Email and Scheduling

Microsoft Outlook

Show WebEx buttons and commands for scheduling meetings or starting WebEx Productivity Tools meetings with Microsoft Outlook using the contacts and calendar from Microsoft Outlook.      

IBM Lotus Notes

Show WebEx buttons and commands for scheduling meetings or starting WebEx Productivity Tools meetings with IBM Lotus Notes using the contacts and calendar from Outlook.

Microsoft

Use WebEx with Microsoft Office

Show WebEx buttons for starting a WebEx Productivity Tools meeting and automatically sharing a selected file or document from the following Microsoft Office applications:
  • Excel

     

  • PowerPoint

     

  • Word

     

Show toolbar in Internet Explorer

Shows the WebEx toolbar that allows you access WebEx Productivity Tools functions from the Microsoft Internet Explorer toolbar.      

Show in Windows right-click menus (requires reboot)      

Show a WebEx command that allows you to start a WebEx Productivity Tools meeting and automatically share a selected file or document from the right-click shortcut windows available in Windows Explorer.

Instant Messengers

Use WebEx with instant messenger

Shows WebEx buttons and commands that allow you to start a WebEx Productivity Tools meeting from an instant messenger. You can select one or more of the following instant messengers:
  • Lotus Sametime

     

  • Skype

     

  • Lync, OCS

     

Mozilla Firefox

Show button in Firefox

Shows a WebEx button that allows you to start instant meetings from the Firefox toolbar.

      
 

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