This site is currently viewing English for the USA
Sign in to:Sign into My Meeting ManagerSign into Engage

Cisco WebEx Support

Navigate the meeting window

The meeting window enables functions providing a high-quality, multi-faceted, engaging, and immersive collaboration experience. This is where the host can manage the meeting, and material is shared by the host or participants.

Meeting window view (when content is not being shared)

Meeting window - no content shared
  • Menu Toolbar: Access to Meeting Center tools and functions.
  • Meeting Tabs: What you are looking at in the meeting: Quick Start, Meeting Info, and Shared Content.
  • Shared Content Viewer: When someone is Sharing Content - a presentation, document, video files, whiteboards, etc. - this is where it will appear when its 'Meeting Tab' is selected.
  • Quick Start: Visible when 'Quick Start' Meeting Tab is selected. Provides access to commonly used functions: Audio Connection, Sharing Content, and Inviting & Reminding.
  • Panel(s) Displayed: Content - Participants, Chat, etc. - selected and displayed in 'Panels.'
  • Panels: Provides areas for Chat, Polling, Q&A, Participants, etc. selected for display.

What the Host will See

Meeting window - host's view

Use the Participants Panel

Icons in and below the Participants panel let you control your audio and video, as well as to interact with other attendees. If you are the meeting host, some functions are available by right-clicking with your mouse.

In the Participants panel:

Participant panel options


On the icon bar beneath the Participants panel:

Icon bar options


With the computer mouse:

If you are the host, you can also right-click a participant's name to display some functions.

Host right-click options

Back to top

Share Content

You can access options for sharing content during your meeting from the Share menu or from the sharing panel on the 'Quick Start' tab.

Share menu options

Select this ...To share this ...
My DesktopYour computer's desktop. All open applications and icons on your desktop are visible to other participants.
File (including video)A file on your computer in the Content Viewer. Use this option to share a presentation, such as a PowerPoint file.
ApplicationAn application on your computer. Meeting attendees can view the application even if not installed on their computers.
WhiteboardA whiteboard and annotation tools. You must grant annotation privileges to other participants to give access to the tools.
Web ContentA website that attendees can navigate in the Content Viewer. Use this option to let participants fill out a form individually, for example.
Web BrowserA website that you can navigate while attendees watch you.
My Meeting WindowYour host view of the entire meeting window. Close any private chat conversations before sharing your meeting window.

To allow anyone to share:

If you are the meeting host, you can allow anyone to share during the meeting without first making them presenter.

Click Participants in the menu bar, then select Anyone Can Share. The 'Make Presenter' button is grayed out and any meeting participant can share using any of the available sharing options.

Participants menu - anyone can share

Back to top

Use Annotation Tools

You can give participants access to annotation tools when you schedule your meeting, or while the meeting is in progress.

  • To show or hide annotation tools, click Show-Hide: Show/hide annotation tools icon
  • To enable or disable annotation privileges, click Allow to Annotate: Allow to annotate icon then select a participant's name.
  • Click an annotation tool to turn it on. Click again to turn the tool off.
Select this ...To do this ...
Pointer annotation toolUse the pointer to draw attention to specific points on the screen. Color is assigned when joining a session. Click, then select Name Pointer or Laser Pointer.
Text annotation toolUse the text tool to add text. After typing, click to display the text to participants. Change the color by selecting from the color palette.
Line annotation toolUse the line tool to draw straight lines. Change the color by selecting from the color palette. Click, then select a line type. Drag your mouse to draw.
Shape annotation toolUse the shape tool to draw squares, rectangles, ovals or circles, and to add check or X marks. Change the color by selecting from the color palette. Click, then select a shape or mark type.
Pen annotation toolUse the pen tool to draw freehand. Change the color by selecting from the color palette. Click, then select Pen or Pencil.
Color palette annotation toolClick to open the color palette, then select a color for the text, line, shape or pen tools. The selected color is used the next time you select the tool.
Eraser annotation toolClick to select the eraser tool, then click on the annotation you want to erase. Or, click and select an option to clear pointers or annotations.


Example of annotated whiteboard

Annotated-whiteboard-example

Back to top



Use Video

Participants can share and view video during a meeting.

If WebEx detects a video camera on your computer, you are prompted to share video when you join the meeting.

Video detected - prompt to share video

To start and stop your video:

Click the video camera icon in the Participants panel: Start/stop video icon The icon turns green, and your video feed appears at the top of the Participants panel. Click the camera icon again to stop your video.

Video options

You can control video settings, as well as switch between cameras connected to your computer, by clicking the Set Video Options icon beneath the Participants panel: Video options icon The 'Video Options' dialog appears.
Video options dialog

Video view and list view

To see the thumbnail images of other panelists' video, more your mouse over your video, then select View video thumbnails.

Full Screen Mode

  • To expand the video image to full-screen mode, move your mouse over the video, then select View all participants in full-screen view.
  • To leave full-screen mode, click Exit Full-Screen View.
  • To end your video while in full-screen mode, click Stop My Video.
Video - full screen mode

Back to top

Record your meeting

The Network-Based Recorder captures screen activity and audio on a WebEx recording server. The server processes your recorded data, and then sends the recording file to your personal recordings folder on your WebEx service site.

Recorded files are saved in the Advanced Recording Format (.arf), a proprietary WebEx format.

To use the recorder:

  1. Start your meeting.
  2. If the Quick Start page is displayed, click Record. Or, on the 'Meeting' menu, select Start Recording.
    Meeting menu - Start Recording
    Note: The Recorder panel can also be opened by clicking the Recorder icon: Recorder icon from the icon tray above the Participants panel.
  3. Once a connection is established, the Recorder panel opens and recording begins. Recorder panel
  4. Click the Pause button: Recorder panel - pause button when you want to stop recording briefly, and click it again to re-start.
  5. Click the Stop button: Recorder panel - stop button to end the recording completely. You are prompted to confirm that you want to stop recording.

    Note: A new recording is created each time you stop recording and start again. If you pause and resume recording using the Pause button, only one recording is created.

  6. Navigate to My WebEx > My Files > My Recordings to access your recordings after the meeting ends.

Back to top

Muting and unmuting participants

Hosts can mute themselves, individuals, or all participants in three ways:

  1. Right click on the participant’s name and select Mute
  2. Select the participant’s name from the participant list and then select Mute from the Participant menu
  3. Select the participant’s name and click the Mute button

Once the participant is muted, a 'Muted' icon appears: Muted icon

Participant list - muted user

You can unmute participants in two ways:

  1. Right click any participant and select Unmute or Unmute All
  2. Select a participant and then select Unmute or Unmute All from the Participant menu

Note: Participants can mute and unmute themselves following the instructions above.

Hosts can also set their WebEx conference to mute participants on entry into the conference:

  1. Select Mute on Entry from the Participant menu to mute participants as they join Participant menu - Mute on entry

Back to top

Expel unwanted participants

Hosts can expel unwanted participants from their WebEx meetings:

  1. Select the participant to be expelled.
  2. Select Expel from the Participant menu.
  3. You will be asked to confirm that you wish to expel the participant. The participant will be expelled from both the audio and WebEx sessions.
Expel Participant

Back to top

Restrict / restore access

The host can also Lock and Unlock the conference to restrict and restore access.

To restrict access: Select the Meeting menu, then Restrict Access.

Restrict Access

To restore access: Select the Meeting menu, then Restore Access.

Restore Access

Selecting Restrict Access and Restore Access restricts and restores access to both the audio and web portions of the conference.

Back to top