Make
sure WebEx Productivity Tools is installed on your desktop. Your administrator
may have "pushed" the WebEx Productivity Tools to your desktop.
Procedure
Step 1
From the Start
menu, select
Start > Programs >
WebEx > Productivity Tools > WebEx Assistant.
The WebEx
Assistant dialog box displays. If you previously signed in to WebEx Assistant,
the WebEx site URL you were using is displayed in the
Current site is field at the top of the dialog box.
Step 2
(Optional)If you used the Mozilla FireFox or Google Chrome browsers to
access your Cisco WebEx site and download Productivity Tools, do one of the
following:
Enter your on-premises Cisco
WebEx Meetings Server site URL and select
Next.
Select
Sign
in to WebEx in the cloud to sign in to a Cisco WebEx site in the
cloud, such as a Cisco WebEx Meetings or a WebEx centers site.
Step 3
(Optional)Select the
Pencil icon next to the Current site field to switch
to a different WebEx site. To enter a new WebEx site URL, do one of the
following:
Enter an on-premises Cisco
WebEx Meetings Server site URL and select
Next.
Select
Sign
in to WebEx in the cloud to sign in to a Cisco WebEx site in the
cloud, such as a Cisco WebEx Meetings or a WebEx centers site.
Step 4
Enter the email
address and password for your WebEx account.
For LDAP Cisco WebEx sites,
enter your company email address and password.
For Single Sign-On (SSO)
Cisco WebEx sites, your company sign-in dialog displays for you to enter your
username and password.
Step 5
Select
Sign
In.
Step 6
To determine
which WebEx site you are signed in to:
Right-click the WebEx Assistant icon on the taskbar and select
WebEx Settings....
Select the
Account tab.
The
Account Information section displays the WebEx site you are signed in to. Some
Cisco WebEx sites let you change your password or switch to a different Cisco
WebEx site from the Account tab. If you make changes, select
Refresh to update the displayed information.
Step 7
To sign out of
WebEx Assistant, right-click the WebEx Assistant icon on the taskbar and select
Sign
Out.
Signing In to WebEx Assistant Using Single Sign-On
Typically you sign in to your WebEx site using your email address and password. However, if your administrator requires that you use single sign-on—that is, sign in through your corporate website, you use a different sign-in process, provided by your company.
Before You Begin
Make sure that WebEx Productivity Tools are installed. Your administrator may have "pushed" this application out to you. If not, you can download it from the Downloads page on your WebEx site.
The Productivity Tools download page also displays instructions for signing in to the Productivity Tools. Take a note of the URL because you will need it for signing in to WebEx Assistant.
Procedure
Step 1
Do one of the following:
Select Sign in using single sign-on.
If you don't see the option, enter the email address associated with your WebEx account. Once the system verifies that you can use single sign-on, the option appears.
Select Sign in using corporate website.
Step 2
Enter the URL for your WebEx site.
You are redirected to your corporate website.
Step 3
Enter the required information to sign in on the page.
Switching
Sites
This task
describes how to switch between multiple Cisco WebEx sites.
Before You Begin
To use the
Switch Site feature, make sure you have an account on at least one Cisco WebEx
Meetings Server site and one Cisco WebEx site in the cloud, or multiple
accounts on Cisco WebEx sites in the cloud.
The email
address and password assigned for a Cisco WebEx Meetings Server site must match
at least one Cisco WebEx site in the cloud.
Switch Site is
only available if your administrator has enabled the Cloud feature to allow
users to sign in the Cisco WebEx in the cloud accounts from WebEx Productivity
Tools.
Procedure
Step 1
Sign in to
WebEx Assistant using a multi-site account.
The WebEx
Assistant dialog box displays.
Step 2
Right-click
the WebEx Assistant icon in the taskbar and select
Switch
Site...
The available
sites display on the WebEx Assistant dialog box. The Cisco WebEx site you are
currently using is listed as Signed in.
Step 3
Select
Sign
in next to the site you want to use.
Depending on
the selected site, you may be required to temporarily close Microsoft Outlook
to complete the switch.
Note
If required,
enter a password, and then select
Sign in.
Starting an Instant
Meeting with WebEx Assistant
Tip
Once you
are signed in to WebEx Assistant, you can start an instant meeting by selecting
Meet
Now from the WebEx Assistant icon on the taskbar or the WebEx
toolbar in Microsoft Outlook.
Before You Begin
Make sure WebEx
Productivity Tools is installed on your desktop. Your administrator may have
"pushed" the WebEx Productivity Tools to your desktop.
Sign in to WebEx
Assistant.
On the Meetings
tab of the
WebEx
Settings dialog box, you can select the
Let me
change the meeting topic and password when the meeting starts check
box if you want to override the topic (What) or password Meet Now settings for
each instant meeting.
Procedure
Step 1
Right-click the
WebEx Assistant icon on the taskbar and select
Meet
Now.
Depending on
your WebEx Settings, a dialog box requesting meeting-specific information or
the
Quick
Start page appears.
Step 2
(Optional)If you checked
the
Let me
change the meeting topic and password when the meeting starts check
box on the WebEx Setting dialog box, enter a topic in the What field and a
one-time meeting password for this instant meeting. Then select
Meet
Now.
The
Quick
Start page appears.
Step 3
There are two
ways to invite people to join your meeting:
The Meet Now function sends
an email invitation for you to forward to invitees.
Select
Invite & Remind on the
Quick
Start page. On the Email tab, enter the email addresses for
invitees, and then select
Send.
After you install WebEx Productivity Tools, a WebEx tab displays whenever you start a chat from your supported instant messenger client. Select the relevant option to start a meeting or invite people to your WebEx meeting.
Before You Begin
This release of Cisco WebEx Productivity Tools integrates with the following instant messenger clients:
Lync 2010 (32-bit)
Lync 2013 (32-bit)
Microsoft Office
Communicator 2007
Microsoft Office
Communicator 2007 R2
Procedure
Step 1
Open your instant messenger client and select a user from the roster. A chat window opens with a WebEx tab on the top.
Step 2
To start a meeting, select the Start Meeting button on your WebEx tab.
Cisco WebEx Meetings launches.
Step 3
To invite a user to your meeting, select the user from your IM roster. A chat window opens with a WebEx tab on the top.
Step 4
Select Invite to Meeting from the WebEx tab. The meeting link is sent to the user.
Note
If you already started a WebEx meeting from another interface, such as the website or the Outlook integration, you can still invite users from your instant messenger client by selecting them from your IM roster and using the Invite to Meeting button.
Scheduling a Meeting
with WebEx Assistant
Before You Begin
Make sure WebEx
Productivity Tools is installed on your desktop. Your administrator may have
"pushed" the WebEx Productivity Tools to your desktop.
Sign in to WebEx
Assistant.
Procedure
Step 1
Right-click the
WebEx Assistant icon on the taskbar and select
Schedule
a Meeting.
A Microsoft
Outlook appointment form opens. If you haven't installed Outlook, WebEx will
open the
schedule meeting page.
Step 2
Enter your
meeting details, such as the meeting subject, start and end times, and
invitees.
Step 3
Select
Add
WebEx Meeting from the WebEx toolbar.
The
WebEx
Settings dialog box appears.
Step 4
(Optional)If you want to
include a meeting password, enter it in the Meeting Information section.
Step 5
If you want to
grant other users the permission to start your meeting on your behalf, select
the
Alternate Host
tab and select them from the list.
Step 6
Select
OK to close the
WebEx
Settings dialog box.
WebEx
information displays in your Microsoft Outlook appointment form.
Step 7
Select
Send to save your meeting information and send
updates to invitees.
Scheduling a Personal Conference Meeting with WebEx Assistant
Before You Begin
Make sure WebEx Productivity Tools is installed on your desktop. Your administrator may have "pushed" the WebEx Productivity Tools to your desktop.
Sign in to WebEx Assistant.
You cannot assign an Alternate Host for a Personal Conference meeting.
Procedure
Step 1
Right-click the WebEx Assistant icon on the taskbar and select Schedule a Meeting.
A Microsoft Outlook appointment form opens. If you haven't installed Microsoft Outlook, WebEx will open the schedule meeting page.
Step 2
Enter your meeting details, such as the meeting subject, start and end times, and invitees.
Step 3
Select Add WebEx Meeting from the WebEx toolbar.
The WebEx Settings dialog box appears.
Step 4
On the Audio Conference tab, select either WebEx Audio or a Personal Conference account.
Step 5
(Optional)If you select Personal Conferencing as your Audio Connection before you create a host PIN and Personal Conference account, the system asks you to do the following:
Select View Audio Options on the Personal Conference Account Required message box. If you select Cancel, the Audio Connection setting returns to WebEx Audio and you can continue to schedule a WebEx Audio meeting.
On the My Account page, go to the My Audio Connection Options section.
Select Personal Conferencing.
Enter a 4-digit host PIN.
Select Save PIN and Generate Account.
On the WebEx Settings dialog box, select Cancel to close the dialog box.
Close the Microsoft Outlook appointment form.
Return to Step 1 to schedule the Personal Conference meeting again.
Step 6
Select OK to close the WebEx Settings dialog box.
WebEx information displays in your Microsoft Outlook appointment form.
Step 7
Select Send to save your meeting information and send meeting invitations to invitees.
The scheduled meeting displays in your Outlook calendar and the list of meetings on your Cisco WebEx site.
If applicable,
select
Change
password to update your WebEx password.
Select
Update
Regional Preferences to update your time zone, language, or locale
on the
My
Account page. Select
Update to save your changes, and then return to the
WebEx Settings dialog box.
Note
The
Time Zone setting determines the time of a WebEx
meeting after the meeting is successfully scheduled. The
Locale setting determines the format for the time,
date, currency and phone numbers displayed on the Meetings page, and the email
invitations and notification messages.
Select
Refresh to see the most recent changes to your WebEx
site.
Step 3
Select
Apply to apply any changes.
Step 4
Select the
Meetings tab.
Step 5
Select
Set
meeting preferences to define your default Meet Now Settings (on
the My Account page) for your instant meetings. Select
Update to save your changes, and then return to the
WebEx Settings dialog box.
Step 6
(Optional)If you want the
option to change your meeting topic and password before your instant meeting
starts, check the provided option.
This task describes how to uninstall WebEx Productivity Tools from the Windows Start menu. You can uninstall Productivity Tools at any time. Uninstalling Productivity Tools removes all Productivity Tools and shortcuts from your computer.
Tip
You can also uninstall Productivity Tools from the Windows Add/Remove Programs option.