Sharing Content

WebEx Conferencing Presenter Tools

Learn how to ensure a positive and productive WebEx experience with the extensive range of presenter tools available. A description and a guide are provided below.

• Sharing Content

• Presenter Tools

• View Tools

Sharing Content

During a WebEx meeting, the Presenter has the ability to share materials with all participants as shared Files, as a shared Application, or as a full shared Desktop:

File Sharing

File sharing is the recommended method of presenting materials.  Use this when you want to present "static" files that are not going to be edited in real time.  

Share files as PDF documents

In almost all cases, we recommend the use of PDF files.  Most MS Office applications allow the user to "Save As PDF".  If you need help converting/creating PDF files, please send a request to our support team.

Files can be of the following types:  

• PDF files:  .pdf

• Documents:  MS Word (.doc/.docx/.txt)

• Presentations:  MS PowerPoint (.ppt/.pptx)

• Image files:  .jpg/.tif/.bmp/.gif

• Video files:  .mp4

  • Note: due to bandwidth limitations, we do not recommend the use of Video if possible

Pros

• Can be pre-loaded saving time during the meeting

• Is faster and more bandwidth efficient than application or desktop sharing

• Is ideal for sharing presentations or documents that you do not want to edit during the meeting

Cons

• Does not let you edit the content during the meeting

Application sharing

Application sharing is a method of displaying a specific program such as MS Word, or a Browser (IE, Safari, Chrome, FireFox).  It displays to the participants, just as the Presenter sees it on their computer.

Pros

• Is dynamic.  Allows users to see changes in the content in real-time

• Lets you edit the content of any presentation or document open in the application (e.g. you can open an MS Word document and edit it based on feedback from the live meeting)

• Lets you grant attendees control of the application

• Is ideal for software demonstrations

• Lets you and attendees annotate the application and documents that are open in it

Cons

• Requires more bandwidth than File Sharing

• Participants can see typing errors

Desktop sharing

Pros

• Lets you quickly share multiple applications at once

• Lets you show any part of your desktop, including file directories

• Lets you grant attendees control of your desktop, access files, and run applications

• Lets you and attendees annotate your desktop and any applications

Cons

• Requires the most bandwidth among sharing options.

• Lets an attendee with remote control access any part of your computer and modify any files, which may be a security concern.

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Content Sharing Menus

Sharing content can be initiated from a number of places within WebEx Meeting Center:
Quick Start Tab – Gives the host quick access to the most commonly used sharing options via icons directly through the meeting window, see Figure A below for an example of the Quick Start page.
Figure A – Quick Start page

Toolbar Icons - Allows access from the tools bar at the top of the meeting sharing tab.

Drop Down Menus - Allows access to the sharing options via the drop down menus at the top of the meeting window consistent with that of windows based programs.

Presenter tools

WebEx includes Annotation Tools which presenters can use to enhance the effectiveness of their discussion. These same tools can be made available to participants. The meeting Host grants access to the tools by selecting an individual (or the group icon

) listed in the Participant Panel using a right mouse click and then modifying the privileges to include Annotate.

1) Highlighter
Lets you highlight text and other elements in shared content. For more options, click the downward-pointing arrow. Clicking this button again and then clicking the Close button turns off the Highlighter tool.
2) Text
Lets you type text on shared content. Attendees can view the text you have entered after you type it and click your mouse in the content viewer, outside the text box.
3) Line
Lets you draw lines and arrows on shared content. For more options, click the downward-pointing arrow. Clicking this button again and then clicking the Close button turns off the Line tool.
4) Rectangle
Lets you draw shapes, such as rectangles and ellipses on shared content. For more options, click the downward-pointing arrow. Clicking this button again and then clicking the Close button turns off the Rectangle tool.