Manage Files and Contact Information

Document created by Cisco Documentation Team on Aug 15, 2016Last modified by Cisco Documentation Team on May 30, 2017
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Manage Files in Your Personal Folders

   

Your user account includes personal storage space for files on your WebEx site. These files are stored in My WebEx > My Files > My Documents page. Your site administrator determines the amount of space available for storing files. If you require more disk space, contact your site administrator.

   
           
1    Go to My WebEx > My Files > My Documents.
2    Under Action, select Create Folder to create a new folder.       

You can enter a name and a description for the folder.

     
3    Under Action, select Upload to upload one or more files to a selected folder.       

You can upload up to three files at a time.

     
4    Under Action, select Download to download a selected file.       

Follow any instructions that your web browser or operating system provides to download the file.

     
5    To edit a folder or file, select it and then select the Edit Folder or Edit File button.       

For folders, you can specify the following properties:

      
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    Name and description

           

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    Sharing options:

            

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      Do not share this folder: This folder does not appear on your Personal Meeting Room page. Thus, visitors to your page cannot view the folder or access any files in it.

               

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      Share this folder: This folder appears on your Personal Meeting Room. You can select With all, With users with host or attendee accounts, or With users with host accounts only.

               

           
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    Read and write access

           

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    Password protection

           

     
6    If you want to search for a specific file or folder, in the Search For box, type all or part of the file's name or description. Then, select Search.
7    Use the Move and Copy commands to move or copy a selected file or folder to a different folder.
8    Share a folder so it appears on your Personal Meeting Room page.       
Tip             
  •         

    You can use this storage space to access important information when you are away from the office. For example, during a business trip, if you want to share a file during an online session, download the file in your personal folders to a computer. Then, share the file with attendees.

            

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    If you share a folder, visitors to your Personal Meeting Room page can upload files to or download them from the folder. For example, you can use your personal folders to exchange documents that you share in your sessions, archive recorded meetings, and so on.

            

      
     

Maintain Contact Information

   

You can maintain a personal online contact list, in which you can add information about contacts and create distribution lists. When scheduling a meeting or starting an instant meeting, you can quickly invite any contacts or distribution lists in your personal contact list. You can also invite contacts in the Company Address Book for your WebEx site, if one is available.

   
          
1    Select My WebEx > My Contacts.
2    In the View list, select Personal Contacts.
3    Add contacts in the following ways:
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    Select Add Contact to specify information about contacts one at a time.

          
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    Select Import to import contact information from a comma-separated or tab-delimited values file (.csv).

                 
4    Edit or delete the information about any contact or distribution list in your contact list.
5    Enter text in the Search for field and select Search to search for contacts in your contact list.
6    Create a distribution list in your contacts.
7    To delete contacts, select one or more contacts and then select Delete.

Import Contact Information in a File to Your Address Book

   

You can add information about multiple contacts simultaneously to your personal address book, by importing a comma-separated (.csv) or tab-delimited values file. You can export information from many spreadsheet and email programs in CSV format.

   
             
1    Generate a .csv file from the application you want to import from, or export a .csv file from your WebEx Contacts page and then edit it to add more contacts in that format.
2    Select My WebEx > My Contacts.
3    In the View list, select Personal Contacts.    
4    In the Import From list, select Comma- or Tab-Delimited Files.
5    Select Import.
6    Select the .csv file in which you added new contact information.
7    Select Open.
8    Select Upload File.
9    Select Submit.
10    Select Yes.      

If an error exists in any new or updated contact information, a message appears, informing you that no contact information was imported.

     

Export Contact Information to a .csv File

   

You can save your contact information as a .csv file to import it into another application, or to generate a .csv file template that you can then use to add contact information and then import it later.

       
           
1    Select My WebEx > My Contacts.
2    In the View list, select Personal Contacts.
3    Select Export.
4    Save the .csv file to your computer.
5    Open the .csv file that you saved in a spreadsheet program, such as Microsoft Excel.
6    (Optional) If contact information exists in the file, you can delete it.
7    Specify information about the new contacts in the .csv file.
8    Save the .csv file.      
Important:       

If you add a new contact, ensure that the UID field is blank.

             
     

About the Contact Information CSV Template

   

On your WebEx service website, select My WebEx > My Contacts > View > Personal Address > Book > Export.

    

Specify information about multiple contacts, which you can then import to your personal contacts. This list shows the fields in this template:

    
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    UUID: A number that your WebEx service site creates to identify the contact. If you add a new contact to the CSV file, leave this field blank.

         

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    Name: Required. The contact's first and last name.

         

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    Email: Required. The contact's email address. The email address must be in the following format: name@company.com

         

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    Company: The company or organization for which the contact works.

         

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    JobTitle: The contact's position in a company or organization.

         

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    URL: The URL, or web address, for the contact's company or organization.

         

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    OffCntry: The country code for the contact's office phone—the number that you must dial if the contact resides in another country.

         

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    OffArea: The area or city code for the contact's office phone number.

         

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    OffLoc: The contact's office phone number.

         

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    OffExt: The extension for the contact's office phone number, if any.

         

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    CellCntry: The country code for the contact's cellular or mobile phone—the number that you must dial if the contact resides in another country.

         

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    CellArea: The area or city code for the contact's cellular or mobile phone number.

         

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    CellLoc: The contact's cellular or mobile phone number.

         

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    CellExt: The extension for the contact's cellular or mobile phone number, if any.

         

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    FaxCntry: The country code for the contact's fax number—the number that you must dial if the contact resides in another country.

         

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    FaxArea: The area or city code for the contact's fax number.

         

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    FaxLoc: The contact's fax number.

         

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    FaxExt: The extension for the contact's fax machine, if any.

         

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    Address 1: The contact's street address.

         

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    Address 2: The additional address information, if necessary.

         

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    State or Province: The contact's state or province.

         

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    ZIP Code or Postal Code: The contact's ZIP or postal code.

         

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    Country: The country in which the contact resides.

         

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    Username: The username with which the user signs in to your WebEx service website, if the contact has a user account.

         

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    Notes: Any additional information about the contact.

         

   

Create a Distribution List in Your Address Book

   

You can create distribution lists for your personal address book. A distribution list includes two or more contacts for which you provide a common name and appears in your Personal Contacts list. For example, you can create a distribution list named Sales Department, which includes contacts who are members of your Sales Department. If you want to invite members of the department to a meeting, you can select the group rather than each member individually.

   
            
1    Select My WebEx > My Contacts.
2    Select Add Distribution List.
3    In the Name box, type the name of the group.
4    (Optional) In the Description box, type descriptive information about the group.
5    Under Members, locate the contacts that you want to add to the distribution list, by doing any of the following:
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    Search for a contact, by typing all or part of the contact's first or last name in the Search box.

          
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    Select the letter that corresponds to the first letter of the contact's first name.

          
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    Select All to list all contacts in your Personal Contacts list.

          
6    (Optional) To add a new contact to your Personal Contacts list, under Members, select Add Contact.
7    In the box on the left, select the contacts that you want to add to the distribution list.
8    Select Add to move contacts you selected to the box on the right.
9    After you finish adding contacts to the distribution list, select Add to create the list.       

In your Personal Contacts list, the Distribution List indicator appears to the left of the new distribution list. You can select the list name to edit it.

     
 

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