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Cisco WebEx Support

Using Productivity Tools

What are Productivity Tools?

If your WebEx site administrator has enabled it, Productivity Tools are installed automatically. The installation begins when you log into your site with your host account information. If your site administrator has not enabled automatic installation or you are not prompted for the download, follow the instructions below for Installing Productivity Tools.

Once installed, Productivity Tools enable you to start meetings instantly from the Productivity Tools panel or from other applications on your desktop, such as Microsoft Office and Outlook, IBM Lotus Notes, Web browsers and instant messaging applications.

You can log in and set options for your WebEx account, set meeting options for instant meetings and scheduled meetings, and select which Productivity Tools you will use with WebEx.

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Installing Productivity Tools

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.

  1. Log in to your WebEx site and select Meeting Center tab.
  2. In the left-hand column, click Support, then Downloads.
  3. Click WebEx Productivity Tools.
  4. Select Windows or Mac, then Download.
  5. If using Internet Explorer, click Run in the pop-up box at the bottom. The download will begin. If using another browser, you may have to take different steps to start the download.
  6. Once downloaded, double-click to start the installation. The Installation Wizard will guide you through the installation process. Accept the user license and select the required setup. Confirm the installation destination, then click Install. Once the installation is complete click Finish to close the wizard.
  7. Restart your Office suite or any single Office program if opened.
  8. Continue to "Setting Up WebEx Productivity Tools" instructions below.

NOTE: Productivity Tools is associated with one WebEx account at a time. If Productivity Tools is to be used with another WebEx account, the software will need to be uninstalled and reinstalled with the new account.

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Setting Up WebEx Productivity Tools

  1. To set up WebEx Productivity Tools or to verify your settings, open the Preferences dialog box, using one of the following options:
    • Select WebEx Productivity Tools > Preferences from the Start menu.
    • From the WebEx Productivity Tools Panel, select the Settings icon or if the WebEx Productivity Tools Panel is not already open, double-click the WebEx Productivity Tools icon on your desktop and from the WebEx Productivity Tools Panel, select the Settings icon.
    • In Microsoft Outlook, from the Schedule Meeting menu, select Preferences.
      The Preferences dialog box appears.
  2. Under the "General" tab make any necessary changes:
    • Account: Confirm the WebEx site URL and your username. Select Change account (if available) to choose a different URL and account settings.
    • Desktop: Select which options you want enabled.
    • Meetings: "Meet Now" settings: Select Edit to specify the meeting information details and the audio connection settings.
      The "My WebEx" tab of your WebEx site appears. See Configure your Meet Now settings, below, for details on this section.
    Productivity Tools - General tab
  3. Select Apply.
  4. Under the "Tools" tab select which programs will use WebEx Productivity Tools.
    Productivity Tools - Tools tab
  5. Select Apply.
  6. Select OK.

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Configuring and Using Meet Now

Need to hold a meeting now? The "Meet Now" command is a simple way to start instant meetings.

You can start instant meetings from your WebEx site using the "Meet Now" command. Or, if you have installed Productivity Tools and made them available in Microsoft Outlook, you can click the "Meet Now" button in the Outlook toolbar.

By default, instant meetings that you start with the "Meet Now" command are in your Personal Room. If you don't want to use your Personal Room for instant meetings, turn off the "Use Personal Room for all my instant meetings" option in the "Meet Now" Settings section of your Preferences.

To configure Meet Now settings:

  1. Log in to your Meeting Center service site.
  2. Select My WebEx, then click Preferences in the left navigation menu. The Preferences page appears.
  3. Select "Meet Now" Settings Set up. The settings panel appears.
    My WebEx - Preferences - Settings
  4. Specify your Meeting Information and Audio Connection settings.
  5. Click Save to save your settings.

Note: You can start a meeting from the Meeting Center tab of your WebEx site by clicking Host a Meeting > Meet Now in the left navigation panel.

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Uninstalling Productivity Tools

You can easily uninstall Productivity Tools at any time.

To uninstall Productivity Tools in Windows:

  1. Click Start > All Programs > WebEx > Productivity Tools > Uninstall. A prompt asks you to confirm that you want to uninstall Productivity Tools.
  2. Click Yes to confirm. All Productivity Tools and shortcuts are removed from your computer.

To uninstall Productivity Tools from Apple Mac:

  1. Open Finder.
  2. Click on Applications, then open the WebEx > Productivity Tools folder.
  3. Click Uninstall.
  4. Enter an Administrator password if prompted.
  5. The app will be uninstalled.

You can also disable Productivity Tools in specific programs. Learn more here.

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