Cisco WebEx Support

Frequently Asked Questions

Instructions: We've organized the questions into easy to understand categories: General questions, Recording a WebEx meeting, Audio integration, Productivity tools, and Troubleshooting.

To view an answer, click on the question to expand it.

General questions

What do I need to host or attend a meeting using Meeting Manager for Microsoft Windows?

Minimum requirements to host or attend fully interactive meetings using Meeting Manager for Windows.

• Windows 98, Me, NT, 2000, XP , Vista, Windows 7**
• Microsoft Internet Explorer 6.0 or higher, Firefox 1.5 or higher. Mozilla 1.7 or higher or Netscape 8.1 or higher.
• JavaScript and cookies need to be enabled in the browser
• Recommended that Active X is enabled for Internet Explorer versions
• 56K or faster Internet connection

Note: ** No support for Remote Access on Windows Vista.

What do I need to host or attend a meeting using Meeting Manager for Mac OS?

• Mac OS X 10.3, 10.4 (PowerPC/ Intel Mac)
• Firefox 1.5 or higher , Safari 1.3 (Mac OS 10.3), Safari 2.0 ( Mac OS 10.4)
• Requires Java Runtime environment (JRE) 5.0 or higher
• JavaScript and cookies need to be enabled in the browser
• 56K or faster Internet connection

Note: Mac OS 9 is not supported. Also no support for Remote Access

What do I need to host or attend a meeting using Meeting Manager for Linux?

• Red Hat Linux Enterprise 4.0 , Su SE Linux 10.0
• Firefox 1.5 or higher, Mozilla 1.7 or higher
• JavaScript and cookies need to be enabled in the browser
• Requires Java Runtime environment (JRE) 5.0 or higher
• No Support for Sales Center or Remote Access

Note: No Support for Sales Center or Remote Access

How do I schedule meetings using Microsoft Outlook?

1. Install the Outlook plug-in
2. After installing the Outlook Plug-in on your system you will see an Webex toolbar on the main window for Outlook.
3. Click Schedule a meeting from there, or create a new meeting in your calendar
4. Fill in text, and invitees
5. Finally, select Add Webex Meeting from the toolbar at the top of the calendar invite.

What happens if I invite people who are not using Outlook or are not in my organization?

These invitees receive a normal invitation email message, which contains a link that they can click to join the meeting.

Is the One Click feature available from the web-mail version of Outlook? How do I schedule a meeting if I don’t have access to Outlook?

One-click via the Outlook plug-in is not available through the web-mail version of Outlook. If you are using the web-mail version of Outlook, or if you are not logged into the corporate network and do not have access to Outlook, please follow the simple instructions below.

1. Select the WebEx One Click icon from your system tray.
2. Select Schedule Meeting from the Meet Later section, and follow the prompts.

Do I have to download software to host a meeting?

To use all of the interactive features in a meeting, you must run Meeting Manager on your computer. Meeting Manager lets you or anyone in the meeting share most types of documents or applications. Unlike the old methods of installing software from a disk or downloading and installing it manually over the Internet, your meeting service automatically downloads and sets up Meeting Manager for you. In fact, each time you participate in a meeting, Meeting Manager maintains itself by checking for the latest version and automatically updating itself, as necessary.

For first-time users, the Meeting Manager for Windows download is approximately 1.0 MB. Meeting Manager then downloads only updated components as needed.

What affects the performance of my meetings?

Because WebEx meetings provide real-time collaboration and sharing over the Internet, performance depends on both the Internet itself and the WebEx service. WebEx constantly monitors service and network performance, and continually enhances its infrastructure to keep WebEx meeting services highly available and reliable.

Some of the factors that affect performance are the following:

• the speed of your computer’s connection to the Internet
• the performance of your Internet service provider
• overall Internet traffic on your routed connection to the WebEx server
• performance of firewall and proxy servers, if your computer is behind a company firewall

What can I do to speed things up?

1. First, get the fastest connection that you can. ISPs are rapidly deploying DSL, cable modem, and T1 connections. Dial-up modems can do the job, but anything less than 56K is probably too slow. Even with a 56K modem, your actual connection speed may vary.
2. Next, try using document and presentation sharing instead of application or desktop sharing. Document and presentation sharing uses less bandwidth. Also, sharing documents or presentations that contain fewer graphics can improve performance.
3. Also make sure the presenter has a fast connection. It doesn’t help if the attendees are all on T1 connections and the presenter is on a slow modem connection.
4. Finally, you can test your connection to determine what is causing the problem.

How do I retrieve an attendee report?

1. Log into Cisco WebEx with your WebEx user name and password.
2. Click on the my WebEx tab.
3. From the my WebEx tab, click on my reports.
4. Select Usage Report and follow the prompts to find a specific meeting.

What does "Call-in User_1" in my Participant list mean?

WebEx reports a participant to the audio conference as a "Call-in User_x" (where x starts from 1 indicating the first participant to call in). Each subsequent participant to call in will be given the next consecutive number. If a participant drops off and rejoins they will be allocated a new number.

How should I enter the telephone number for WebEx to call me back?

Once you have chosen the correct Country/Region you may enter your call back number with or without spaces. Please note that the system will dial out to you based on the location of your host. For example, if your host is located in the US, then WebEx will dial out to you from the US. In this instance, participants dialling out from the UK would want to: 1. Change their country code in the box 2. Eliminate the extra 0 which occurs in some UK telephone numbers. When dialling out to yourself for countries whose local service requires a 0 in the prefix, you can omit that 0 in this application.

I am the only person in my WebEx web conference. Why did I drop from the conference after 10 minutes?

If you are the only person in the WebEx conference and are there alone for 10 minutes, the session becomes stale and will drop you from the audio portion of the conference.

How can I allow my participants to enter a WebEx conference before I join?

When you set up your meeting, you can select how many minutes prior to the conference your participants are allowed to join.

Recording a WebEx meeting

What tools does WebEx provide for recording, editing, and playing recordings?

There are two options for recording a WebEx meeting: Network-based recording (Record on Server) with the Network-Based Recorder (NBR) and Local recording. When using Network-based recording, no additional hardware is required. All meeting content is automatically recorded on the WebEx servers and is easily accessible.

For detailed information about using each of these players, see the user guides on the Support page of your WebEx service site.

What do I need to play recordings?

To play WebEx recordings you should have a sound card

To play WebEx recordings on the Web you should have an Internet connection.

To record teleconferences when using WebEx stand-alone recorder, you should also have

• A computer headset (presenters only)
• A phone headset (preferred over regular phone handsets for presenters who speak during a teleconference)
• A phone recording adapter
• A universal amplifier (WebEx recommends the Plantronics MX10 universal amplifier and headset)

Can I play WebEx recordings with any multimedia player?

Yes, but you must first download the recording from the WebEx service Web site and convert it to Windows Media (WMV) format. To convert a network-based recording (.arf) to WMV format, use the WebEx Network Recording Player. To convert a local recording (.wrf) to WMV format, use the WebEx Recording Editor.

How can I get the WebEx recorder, editor, and players?

You can download the WebEx Network Recording Player by going to Support > Downloads > Recording and Playback.

What is network-based recording (NBR) or "Record on Server"?

Network-based recording (NBR) is the newest recording option available to WebEx customers on release WBS25 or higher. Network-based recording enables you to capture all meeting content for later playback and sharing. NBR recordings are saved to WebEx high-availability storage servers, making it easy to access all meeting content.

Which centers can use network-based recording?

WebEx Meeting Center, Event Center, Sales Center, Support Center, and Training Center.

Which operating systems are supported for a host using network-based recording?

A host using network-based recording can use the Windows, Mac, Linux, and Solaris operating systems.

Do I need any additional hardware to use network-based recording for my meetings?

No, you can simply get it enabled on your site. In the Meeting Manager you can record all your meeting actions, including the teleconference.

What is the typical size of a one-hour recording?

The size will vary depending on the action during the meeting. Typically, a meeting that does not contain video usage ranges from 15 to 40 MB. A meeting with video usage can range in the 250MB size.

Where can I find my recordings?

Your recordings are posted to the My Files section of My WebEx, in the My Recordings tab.

How do I publish my recording to my attendees?

Once your recordings are posted to the My Files section in My WebEx, a streaming URL is generated that can be sent via email, posted to your WebEx service Web site, or posted to any other Web site.

Does network-based recording capture all the content of the meeting?

It records the full attendee-view of the meeting, so it captures:

• All public chat
• All data including annotations, polls results that are shared, and notes (requires publishing)
• Presenter video (requires at least one attendee present in the meeting)
• Audio

When recording multi-point video, only the presenter's video is recorded and played back Network-based recording does not capture: Private chat to the host; Poll results not shared by the host; Breakout sessions (Training Center), Media Viewer (Event Center), Closed Captioning (Meeting Center), and Practice Rooms (Event Center) panel.

Does network-based recording capture third-party audio?

Yes. By entering your third-party conference number in the start recording process, you can capture third-party audio in your recording.,/p>

Can I pause recording when I am recording on the server?

A Pause button is available in the Recorder panel when you are recording on the server.

Are recordings streamed or downloaded to my computer?

When you click a link for a recording on a Web page, you can choose to play it (stream) or download it to your computer.

Can I play a recording if my computer is not connected to the Internet?

Yes. You need to download and install the appropriate stand-alone player. Click Support > Download > Recording and Playback.

To play back network-based recordings (.arf), install the WebEx Network Recording Player for Advanced Recording Format Files.

To play back local recordings (.wrf), install the WebEx Recorder and Player for WRF Format files.

Can I record everything that happens in a WebEx meeting, event, or session?

Yes. You can record the audio, video, desktop sharing, annotations, chat, and so on.

How do I record a WebEx meeting, event, or session?

Start or join your WebEx meeting, event, or session, and then from the Meeting menu in Meeting Center and Sales Center, the Event menu in Event Center, or the Session menu in Training Center, select Start Recording.

In Support Center, you can click the Recording button from the floating icon tray.

After I record a WebEx meeting, what happens to the recording?

If you used network-based recording (Record on Server) you can find your recordings in the My Files section of the My WebEx page of your WebEx service site, in the My Recordings tab.

How do I make my recording available to others?

Recordings made using network-based recording (Record on Server) will be in your WebEx service website under My WebEx > My Files > My Recordings tab. Each recording has a streaming/download link that you can email to others right from the recording list.

How soon after my WebEx meeting ends is the recording available?

It should be available within 30 minutes after the meeting ends.

How do I record WebEx meetings that contain UCF multimedia?

To record the audio from UCF files at the same time that you record audio from a WebEx meeting, use an adapter such as the DynaMetric TMP-636 or Plantronics MX-10. This allows you to send the sound from your telephone through your computer's sound card. To record video or Flash files, turn off hardware acceleration (or video overlay) on your computer's video card. For details, see the Windows Media Player online help.

How can I improve the quality of the audio when using local recording?

If audio quality is poor or if there is no audio, make sure that:

• You used the WebEx Audio Setup Wizard to test your volume.
• If you are recording audio from a source other than a microphone, start the recorder and select the correct recording source.
• If you hear "clicks and clacks" during playback, you may be using an older version of the WebEx Player. Re-install the player on your computer and try again.

What audio compression and sampling rates does WebEx support? Which ones should I use?

WebEx supports the following audio recording formats:

• G.723 (8 kHz) This is the default setting; it is optimized for streaming over the Internet.
• PCM (8 kHz, 22 kHz, 44 kHz) This results in higher audio quality but much larger file sizes. This is recommended only for recordings that you distribute on a CD-ROM.

How large are recording files?

A one-hour recording is typically between 15 and 40 MB. The size varies depending on whether you have included chat sessions, notes, video, and other features in your recording.

Can I edit recordings?

Yes. For recordings that were created using the WebEx WRF Player or the WebEx Recorder, Player, and Recording Editor, you can use the WebEx Recording Editor to add, delete, or rearrange recorded data. You can also specify segments in the recording, much like tracks on a CD, so that you can quickly navigate to a specific point during playback. You can download the WebEx Recording Editor from your Support page.

For recordings that were made using network-based recording (Record on Server), basic editing can be done on the Recording Properties page under Playback control, such as specifying a different start and end time for the playback, and omitting specific panels (Participants, Chat, etc.) from the playback.

If additional editing is required, you can use the WebEx Network Recording Player to convert the recording to a WMV format file, and then use third-party editing tools to edit the file.

How do I dub the recording audio?

Dubbing is a feature only available for local recording (.wrf). "Dubbing" is where you copy all or part of a recording. To dub a recording:

1. Use the WebEx Recording Editor to open the WebEx recording.
2. Use the Current Location Indicator to specify where you want to start dubbing.
3. From the Tools menu choose Dub Audio.
4. If you would like audio dubbing to end automatically at the certain point, specify the end point end point.
5. Click OK.

Can I insert markers into a recording?

Yes, but this feature is supported only in the stand-alone WebEx Recording Editor. You can use markers to specify certain points in the recording. During recording, press the Ctrl-Alt-M keys on your keyboard to insert markers.

What are the known issues with Network Based Recording?

• New recordings created using a version 2.1 or later recorder will not play in pre-2.1 players, so be sure to upgrade to and download the latest player.
• You cannot use the recording editor to combine pre-2.1 WRF files with 2.1 WRF files.
• The Solaris player does not play audio from WebEx Internet phone conferences.

Why does a security message appear when I play a recording?

A security message appears when you try to play a recording from the Web. The Windows operating system displays this message to let you know that a plug-in for your Web browser is about to be installed.

When you see the message, just click Yes in Internet Explorer to allow the WebEx Player installation to continue. The plug-in does not pose a security threat to your computer or network.

Is the WOT format still supported?

WOT is the original format for WebEx recordings. You can continue to use the WebEx WOT Player to play recordings in this format, however the latest WebEx Player can play only recordings in the WebEx Recording Format (WRF)

I see a black screen when I try to record an application. What can I do?

You are most likely recording an application that uses video overlay, such as an applications that play video files. To record these applications, turn off hardware acceleration (or video overlay) on your computer's video card. To turn off hardware acceleration, see the Windows Media Player online help.

Sharing documents

What’s the difference between document sharing and application sharing?

Document sharing uses a printer driver (the WebEx Document Loader) to create an image of your document, which is then presented for review and markup in the Meeting Manager content viewer. This image is much like a printed document or fax-that is, you cannot edit it. This image requires relatively little bandwidth and thus works well at slower connection speeds.

On the other hand, application sharing sends images of the application in real-time, allowing you to edit documents as well as show all of an application’s features, such as menus and tools. This type of sharing is much more powerful and requires more bandwidth.

What types of files or applications can I share?

You can share virtually any document or application. However, applications with streaming content may not work well, because such content is not streaming directly from the source to attendees. However, if you want to share a web page with streaming content, you can use web content sharing, which opens a browser window on each attendee’s computer and streams the content directly from its source.

Does everyone in a meeting need the file or application that I want to share?

No. Only the presenter in the meeting must have the file or application on his or her computer. Other attendees in the meeting need not have the file or application on their computers.

How can I modify documents that I’m sharing?

In document sharing, you can annotate documents, but not edit them, because the content is an image much like a PDF document or fax. However, you can use application sharing to edit documents as you share them in a meeting, and save the final version in the native application format. Application sharing lets all the attendees see the changes that you make, or edit the document themselves, if you grant them remote control.

Can I share more than one document or presentation at a time?

Yes, you can share as many documents or presentations as you like in the content viewer. Each document or presentation that you open appears on its own tab in the content viewer. Because Meeting Manager automatically labels each tab with the title or name of the document or presentation, you can quickly locate the document or presentation that you want to share with attendees.

Can I save annotated documents or presentations and view them offline?

Yes! To save any document or presentation in a file on your computer, choose Save on the File menu. To view the saved file offline, simply double-click it. The document or presentation appears in the WebEx Document Viewer, which is part of Meeting Manager.

Can I save annotations made during application sharing or desktop sharing?

Yes. To do so, you can record your meeting. A recording captures all annotations and other actions that you make during application or desktop sharing.

Can I show animations and slide transitions in presentations?

Yes! If you share a Microsoft PowerPoint presentation, attendees can see animations and slide transitions in their content viewers. Alternatively, you can show animations and slide transitions by using application sharing to share your slide-authoring application, then open the slides in that application.

What happens if people in a meeting have displays of different sizes or resolutions?

In a WebEx meeting, all of the attendees’ views automatically display the meeting content, even if they have different display resolutions. No matter which resolution attendees’ monitors are set to, attendees’ views automatically follow the presenter’s mouse pointer. Thus, the presenter should always keep the mouse pointer near the content under discussion. For best results, the presenter should set his or her monitor to 800 x 600 pixels, because this resolution is the most common. To change your monitor’s display resolution for Windows, use the Settings tab in the Display Control Panel. For Mac OS, use the Monitors Control Panel.

Can I use my keyboard keys to remotely control an application that is running on a different platform?

Yes. If you are remotely controlling a presenter’s application, desktop, or web browser and your computer’s operating system is not the same as the presenter’s, Meeting Manager automatically maps your keyboard keys to the presenter’s keys. For details, look up "keyboard shortcuts, using to remotely control software" in the Index in the online Help for your meeting service web site.

Audio integration

Why does nothing seem to happen when I am using WebEx audio integration and I try to exit WebEx Meeting Center?

This can occur when you have more than one Internet Explorer window open. The confirmation message asking whether you wish to end / leave the meeting is displayed on a sometimes hidden window. Check all Explorer windows and Tabs if using IE7.

Why can't I disconnect from the audio bridge when using WebEx audio integration?

When a PSTN to PSTN audio call is established, it is the 'caller' that has to clear the call. If the 'caller' keeps the connection open, then the 'receiver' will remain connected to the 'caller'. With WebEx AI the bridge can dial out to users. If you are on a standard phone connected directly to your local telephone exchange then it is possible for your line to remain connected to the audio bridge until cleared when the session terminates. Even then a two minute timeout can apply if you did not leave the session cleanly.

My WebEx session crashed and I'm still connected to the audio portion of the call using audio integration. What do I do?

Rejoin the WebEx session again. You will be prompted to receive a call back; select Cancel if you are still connected to the audio conference. When you join the WebEx session you will notice that you are shown as being connected twice, although one will not have a telephone icon indication however both may be shown as connected to the WebEx session - indicated by the colored dot after the name. After approximately two minutes, WebEx will remove the WebEx session indicator from the audio connection.

Please note that you will not have access to WebEx audio integration control when you rejoin the WebEx session as your audio call will not be associated with your new WebEx session. If you wish to use the WebEx audio integration when you rejoin you should ask the Host to expel you; then you will be able to dial out to yourself when your rejoin.

How can I leave a WebEx audio integration meeting early?

As a User, to leave a WebEx audio integration meeting, select File → Leave Meeting or alternatively select the of the main WebEx application. You will be presented with confirmation dialog box, select Ok. Your audio call will be disconnected after the WebEx meeting has terminated. As a host, when you leave the meeting, you are still presented with the confirmation dialog box. This will highlight that if you choose to end the meeting, both the audio and the web portions of the meeting will end for all participants.

Why is my Country/Region information incorrect in the Join Teleconference dialog box?

If you are the host of the meeting and you see that your Country/Region information is incorrect, then you need to login to your WebEx account, select My WebEx ? My Profile and then enter the appropriate information for your preferred contact details.

As a participant you will need to select the appropriate Country/Region before requesting a call back.

How should I enter the telephone number for WebEx to call me back?

Once you have chosen the correct Country/Region you may enter your call back number with or without spaces.

Why when I have 'Mute on Entry' enabled do I briefly hear people when they join?

The mute on entry is performed by WebEx not the BT MeetMe bridge, so there is a small window of opportunity to hear the user prior to them being muted.

Why don't I get presented with the "Join Teleconference" dialog?

You will only get the "Join Teleconference" dialog once the host has joined the WebEx session.

As the host, I have received a call back but do not have a WebEx audio indication?

On certain bridges the audio indication is only provided when two or more people join the audio conference.

Why don't people see my renamed participants?

As either a Host, Presenter, or Participant you can only rename participants that have dialled into the audio bridge; shown as Call-in User_’x’ (where ‘x’ indicates the number of the called in user) or participants that the host has dialled out to. In each case, renaming of the participant is only shown locally and not communicated to the participants in the meeting.

Why do I get an "Enter teleconference number, passcode and other instructions" dialog?

After WebEx audio integration has been enabled you will need to setup your audio options when scheduling a WebEx meeting. If you fail to do so you will be presented with a dialog box stating "Enter teleconference number, passcode and other instructions".

Please refer to the Audio integration user guide for instructions on how to set audio options and templates as appropriate.

I get a "No line available" message when attempting to dial out?

A "No line available" message indicates an error in completing your call. Please confirm that you have entered the right country code and telephone number. If the error persists, contact the help desk.

How do I get WebEx audio integration?

WebEx audio integration is a feature that has to be enabled on your account. Please contact your BT Account Manager.

As a host, when I close my WebEx session, my MeetMe session ends. What happened?

As a host, when you leave the meeting, you will be presented with a confirmation dialog box.

This will highlight that if you choose to end the meeting, both the audio and the web elements of the meeting will end for all participants. If you want the meeting to continue after you've left, you must first give host rights to another participant.

Please note that if you choose to continue the meeting, it will be using your audio and web conferencing account details, not the person who's been given host privileges. In addition, you cannot use your audio conferencing account for other meetings while this meeting is still in progress.

Productivity tools

What are WebEx Productivity Tools?

WebEx Productivity Tools make it very easy for users to start, schedule, invite, and join WebEx meetings from their desktop or from commonly used desktop applications.

What desktop integrations are available using Productivity Tools?

• Outlook integration
• Lotus Notes integration
• One-Click
• Instant messenger integrations:
• Yahoo
• Google Talk
• Skype
• AOL AIM
• Windows Messenger/ Microsoft Office Communicator (OCS)
• Lotus Sametime
• Microsoft Office integrations:
• Word
• Excel
• PowerPoint
• Microsoft Internet Explorer integration
• Mozilla Firefox integration

How can I install Productivity Tools?

All that is required is logging on to your WebEx service site. When you log on to your WebEx service site, Productivity Tools are automatically installed on your desktop. If automatic installation is turned off on your WebEx service site, you also have following options to install Productivity Tools:

• Click My WebEx > Productivity Tools Setup (on the left navigation bar). The Productivity Tools Setup page appears. Under On Your Desktop, click Download Productivity Tools.
• In the left navigation bar of your WebEx Service site, under Support, click Downloads. In the Downloads page, next to the WebEx Productivity Tools heading, click Download Now.
• Go to the Schedule a Meeting page. At the top of the page, you will see a contextual awareness tip about Productivity Tools. Click on the Install Productivity Tools link to install Productivity Tools.

My WebEx service site has automatic installation of Productivity Tools turned off. How can I install Productivity Tools manually?

There are multiple options to install productivity tools manually:

• Click My WebEx > Productivity Tools Setup (on the left navigation bar). The Productivity Tools Setup page appears. Under On Your Desktop, click Download Productivity Tools.
• In the left navigation bar of your WebEx Service site, under Support, click Downloads. In the Downloads page, next to the WebEx Productivity Tools heading, click Download Now.
• Go to the Schedule a Meeting page. At the top of the page, you will see Contextual awareness tips about Productivity Tools. Click the Install Productivity Tools link to install Productivity Tools.

My WebEx service site has automatic installation of Productivity Tools turned on, but I don't want to use Productivity Tools. Can I turn off the automatic installation?

Yes. Click My WebEx > My Profile. In the Productivity Tools section, turn off the Automatically download Productivity Tools when logging in to WebEx service site option.

I like some of the Productivity Tools, but I don't want to use all of them. How can I configure Productivity Tools to be available only for my desired desktop applications?

On your desktop, click Start > Programs > WebEx > Productivity Tools > WebEx Settings. In the WebEx Settings dialog box, click the Tools tab. In the list of available Productivity Tools, turn off the options for the applications you do not want to use Productivity Tools with.

How can I uninstall Productivity Tools?

On your desktop, click Start > Programs > WebEx > Productivity Tools > Uninstall. You can also uninstall using Add or Remove Programs from the Windows Control Panel.

Can I use WebEx Productivity Tools with multiple WebEx service sites?

You cannot use Productivity Tools with multiple WebEx service sites simultaneously. If you need to switch service sites, click Start > Programs > WebEx > Productivity Tools > WebEx Settings and update your site and account information to use Productivity Tools with the new site.

I am a Linux desktop or MAC user. Are Productivity Tools available for me?

No. Currently Productivity Tools are available only for Microsoft Windows users.

Can I implement single sign-on through integration with an identity management system, such as CA Siteminder, Sun Java Access Manager, or Oracle Oblix?

Yes, users can use their LAN credentials to log on to WebEx and not have to maintain separate user IDs and passwords. Refer to the Site Administration document for Productivity Tools on how to configure your WebEx site to implement Single Sign-On (SSO) and integrate with an identity management solution.

What are the different ways I can schedule meetings using Productivity Tools?

If you use Microsoft Outlook or IBM Lotus Notes as your email client, you can schedule WebEx meetings directly from the Outlook or Lotus Notes scheduler using Productivity Tools.

How do I schedule a WebEx meeting using Outlook or Lotus Notes integration?

You schedule a WebEx meeting with Outlook or Lotus Notes integration the same way you schedule other meetings. In the scheduler, click Add WebEx Meeting to add a WebEx meeting to your Outlook or Lotus Notes meeting.

How do I start a scheduled WebEx meeting using Outlook or Lotus Notes integration?

When you add a WebEx meeting to your Outlook or Lotus Notes meeting, the meeting on your calendar includes a URL link that you can click to start a meeting.

How do my attendees join my scheduled WebEx meeting using Outlook or Lotus Notes integration?

When attendees open a meeting on their Outlook or Lotus Notes calendar, they will see a URL link that they can click on to join the WebEx meeting. Attendees can also click on the URL link in the Outlook or Lotus Notes meeting invitation to join the meeting.

Why do I need to specify my preferences options for every meeting? Can I specify these preferences once so they are available for all future meetings?

With this release of Productivity Tools, you don't need to specify options (such as teleconference, join before start, tracking code, etc.) for each meeting. There are two ways you can save your preferences for all future meetings:

• When you click Add WebEx Meeting while scheduling a Outlook or Lotus Notes meeting, after setting up your preferences in the WebEx Settings dialog box, turn on the Save as default option. Your preferences will be saved for all future meetings.
• In Outlook or Lotus Notes, click WebEx > Account Settings to open the WebEx Settings dialog box. In the WebEx Settings dialog box, click the Scheduled Meetings tab. Select your preferences and then click OK to save the preferences for all of your scheduled meetings.

What are the different options I have to start instant meetings?

You can start instant meetings with the following Productivity Tools:

• One-Click
• Instant messenger integrations:
• Yahoo
• Google Talk
• Skype
• AOL AIM
• Microsoft Office Communicator (OCS)
• Lotus Sametime
• Microsoft Office integrations:
• Word
• Excel
• PowerPoint
• Internet Explorer integration
• Mozilla Firefox integration

What is WebEx One-Click?

WebEx One-Click is a simple way to start and join meetings and to send meeting invitations without logging in to your WebEx service site or navigating Web pages. The WebEx One-Click panel is available from the Start menu, from the One-Click shortcut on your desktop, and from the One-Click icon in the taskbar.

How can I invite an attendee to a WebEx meeting using One Click?

Right-click the One-Click icon in the taskbar and click Open One-Click. In the One-Click panel, you can either type your contact's email address or click the Address book icon to select your contacts from your Outlook or Lotus Notes directory. Once you have selected your contacts, you can click Start meeting to start a WebEx meeting and automatically send invitations, using your local mail client, to all selected contacts to join the WebEx meeting.

Can I join a WebEx meeting using One-Click?

Yes. Right-click the One-Click icon in your taskbar and click Join a Meeting. Type the host's email address or the meeting number to join WebEx meeting. You will still need to know the meeting password to join your host's meeting.

Can I start my scheduled WebEx meetings using One-Click?

Yes. Right-click the One-Click icon in your taskbar and click Start a scheduled meeting.

How can I invite my buddy to a WebEx meeting using a instant messenger integration?

Start a instant messenger chat session with your buddy. In the chat window, click Start a WebEx Meeting to start a WebEx meeting and then send a meeting invitation to your buddy as a chat message.

I already have a WebEx meeting in progress on my desktop - how can I invite my instant messenger buddy to an in-progress meeting?

Start a chat session with your buddy. In the chat window, click Invite to Meeting to invite your buddy to an in-progress WebEx meeting.

What is the best way to start a WebEx meeting from Microsoft Office documents?

In the toolbar of your Microsoft Office document, spreadsheet, or presentation, click Share as Application. Clicking this button starts a WebEx meeting and automatically shares that application. You can invite others to the meeting by clicking the Participants Panel button in the floating icon tray, clicking the Invite or Remind Participants button, and then clicking Invite by Email or Invite by IM. You can also invite attendees using One-Click or an Instant Messenger integration.

I don't want hosts to automatically install Productivity Tools. What are the different options I have for installing Productivity Tools on users' desktops in my company?

You can turn off automatic installation of Productivity Tools with Site Administration options. You can use the following methods to install Productivity tools on all users' desktops:

• Install WebEx Productivity Tools on user's desktops using a software distribution tool, such as Microsoft SMS, IBM Tivoli, WebEx System Management, and so on.
• Request hosts to manually download WebEx Productivity tools from the Download section of WebEx Support pages.

Users in my company do not have administrator privileges. How can they install Productivity Tools?

Administrator privileges are not required to install WebEx Productivity Tools. Even standard users with no administrator privileges can install Productivity Tools.

All computers in my company are locked down. How can I install Productivity tools on all users' desktops in my company?

Turn off automatic installation and automatic upgrades for Productivity Tools in the WebEx service site administration options. Use a software distribution tool, such as Microsoft SMS, IBM Tivoli, WebEx System Management, and so on, to install Productivity Tools on the all users' desktops in your company.

How can I prevent employees from joining confidential and sensitive meetings?

Schedule confidential and sensitive meetings as unlisted meetings, and then in the Productivity Tools section of Site Administration, turn off the Allow users to join unlisted meetings using the host's email address option.

I don't want my employees to use instant messenger integrations. Can I pick and choose which Productivity Tools my employees will use?

Yes. Go to Productivity Tools section of Site Administration. In the list of Productivity Tools, turn on or off Productivity Tool options based on your business needs.

I don't like the default contextual awareness tips that appear on Schedule a Meeting pages. Can I customize those messages?

Yes. You can customize messages in the Productivity Tools section of Site Administration.

What are the new productivity tool features?

• Single Sign-On. Single Sign-On (SSO) is supported through out-of-box integration with third-party identity management systems (such as CA Siteminder, Sun Java Access Manager, Oracle Oblix, and so on). SSO is supported through SAML and WS-Federation integration.
• Enhanced WebEx toolbar for Microsoft Office and browsers. There is a new WebEx toolbar for Microsoft Office and Internet browsers (Internet Explorer and Mozilla Firefox). You can now type an email address and share your browser or Microsoft Office file from WebEx toolbar in a single click. The WebEx toolbar is integrated with your Microsoft Outlook and Lotus Notes address books.
• My Meetings user interface for iGoogle. You can now integrate your WebEx My Meetings list into iGoogle using an iGoogle gadget. You can start, schedule ,and join WebEx meetings from the My Meetings iGoogle gadget.
• Invite by text messaging (SMS) for One-Click. You can now invite attendees to a meeting from the One-Click panel by text messaging (SMS). Hosts can invite mobile users to a WebEx meeting from the One-Click panel simply by entering their mobile numbers.
• Simplified Audio Only meetings from Microsoft Outlook and Lotus Notes or from the One-Click menu. There is now a simple way to schedule Audio Only meetings using the Microsoft Outlook or Lotus Notes integrations. You can also schedule Audio Only meetings from the One-Click menu that is available from the One-Click taskbar icon.
• Enable attendees to invite buddy into instant messenger integration. In the instant messenger integration, you can enable meeting attendees to invite a buddy to a meeting with their instant messenger.
• One-Click usability enhancements. When you are joining a meeting, the One-Click panel lists all the meetings you are invited to, so it is easier to join a meeting from your list. Email templates are being used for One-Click meetings. Customers can customize email invitation messages for the host and attendees. While starting a One-Click meeting, a host can specify a new meeting topic and password. A type-ahead feature is now available for the One-Click panel. As you type an email address, the One-Click panel will automatically suggest email addresses from your address book, similar to Microsoft Outlook.
• Connect to PC Now Enterprise or Access Anywhere remote computers from the One-Click menu. You can now connect to PC Now Enterprise or Access Anywhere computers from the One-Click menu that is available from the One-Click taskbar icon.

Troubleshooting

How can I prevent uninvited attendees from joining my meeting?

• Specify a password for your meeting. Your meeting service automatically includes the password for your meeting in an invitation email message to each invited attendee.
• Schedule an unlisted meeting. On the Schedule a Meeting page, you can select the Unlisted meeting check box to prevent your meeting from appearing on the meeting calendar. Only attendees who have the meeting number can join the meeting.
• Restrict access to your meeting. Once all invited attendees have joined the meeting, you can choose Restrict Access on the Meeting menu to prevent others from joining the meeting.
• Expel any uninvited attendee from your meeting by choosing Expel on the Participant menu.

I went to change my password and the usual criteria are no longer accepted. What's wrong?

In order to prevent unauthorized access and fraudulent activity to your accounts and meetings, the following changes are in effect with WBS 27 SP7:

• Minimum account password requirements: The following account password settings will be set to a minimum value by default and cannot be changed below the default:
• Minimum length: ON, 6 or greater
• Minimum number of alpha (a, b, c...): ON, 1 or greater
• Minimum number of numeric (1 ,2, 3...): ON, 1 or greater
• Do not allow dynamic web page text for account passwords (site name, host's name, user name): ON
• Lock out account after N failed logins: ON, maximum 10
• Other account minimum settings: The following account password settings will be set to a minimum value by default but can be changed if desired.
• Do not allow reuse of the last N passwords: ON, default number is 3, minimum is 1
• Mixed case required (A, a, B, b...): ON
• Minimum password change interval: ON
• Meeting password settings are not affected. Meeting password settings are now separate from account password settings.
• Once WBS 27 SP7 is applied to your site, any user whose account password does not meet the new minimum settings will have to change their account password the next time they log in. This is a one-time action to bring all users up to the same minimum level of account security.
• If your site has a value that is higher than the new default value for a password setting, that setting will not be affected.
• These changes will not apply to your site if your site has PSO customizations or uses Single Sign-On (SSO) to create or modify user accounts.