Cisco WebEx Event Center Getting Started Guide


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Cisco WebEx Event Center Getting Started Guide
Joining an Event
If the host invites you to an event, you receive an invitation email message that contains a link you can click to join the event. Once you click the link, the Panelist Entrance page appears. On that page, provide the required information before you can join the event.
If you did not receive an invitation email message for an event, contact your host to obtain the URL for the Panelist Entrance page. Then join the event from the URL.
If you have not yet set up Event Manager on your computer, you can do so before joining an event to avoid a delay. Otherwise, once you join an event, your Cisco WebExTM Cisco WebEx Event CenterTM website automatically sets up Event Manager on your computer.
About The Panelist Entrance Page To access this page: In your invitation email message, click the link for joining the event.
Panelists join an event via the Panelist Entrance page. Before joining an event, you must provide required information on that page.
Provide the following information, as required, on the Panelist Entrance page and then click Submit:
First name, last name and email address – The information you provide here must match what the host specifies when scheduling the event. Otherwise, you cannot join the event. Panelist Password – The invitation email message you receive from the host contains the panelist password, if any. Do not share the panelist password with event attendees. Attendees must join an event from a different "entrance." By not disclosing the panelist password, you can prevent attendees from entering the event as panelists.
Note: If a message appears informing you that you did not type the matching information, verify it in your invitation email message or contact the host.
Joining An Event From An Email Invitation If you receive an invitation email message for an event, you can join it from the email message. You can enter the event before the host starts it.
To join an event from an invitation email message: 1 Open the email message and then click the appropriate link. The Panelist Entrance page appears. 2 Provide the required information and then click Submit. 3 Click Join. The Event Manager window appears. If you are the first participant in the event, the host will join shortly.

Last modified on: 10/29/2009

Joining An Event From A Url If you did not receive an invitation email message for an event, contact the event host to obtain the URL for the Panelist Entrance page.
To join an event from the URL for the Panelist Entrance page: 1 Go to the URL that the host gave to you. The Panelist Entrance page appears. 2 Provide the required information and then click Submit. The Event Information page appears. 3 Click Join. The Event Manager window appears. If you are the first participant in the event, the host will join shortly.
Obtaining Event Information From the Event Information page, you can obtain the event information, such as viewing other panelists' information and event descriptions and downloading event materials.
On this page, you can also upload the files you are going to use in the event so the host can view or organise them before the event starts.
To access the Event Information page: 1 Do one of the following as appropriate: a. Open the invitation email message you received and then click the appropriate link. b. Go to the URL that the host gave to you. 2 Provide the required information and then click Submit.
Uploading Files Before the event starts, you can upload files that you are going to use in the event so the host can view or organise them.
This option is available only if the host specifies it.
To upload files to the host: 1 On the Event Information page and in the Event files section, click Upload. 2 In the Upload Event File window that appears, select the files you want to upload and then click OK.
The files you upload become available on your and the host's Event Information pages respectively and in the host's personal folder on the Cisco WebEx Event Center web site.
Setting Up Event Manager
To participate in an event, you must set up Event Manager software on your computer. Once you schedule, start or join an event for the first time, your event service Website starts the setup process. However, to save time, you can set up Event Manager at any time before scheduling, starting or joining an event.

System Requirements For Event Manager For Windows The minimum system requirements for installing Event Manager for Windows are:
ƒ Windows 98, NT, 2000, XP, 2003 or Vista ƒ Microsoft Internet Explorer 6, 7, Mozilla 1.7, Firefox 1.5, 2.0 or Netscape 7.2 ƒ JavaScript and cookies enabled in the browser ƒ 56K or faster Internet connection
A localised version of Windows is required to host or attend fully interactive events on Asian versions of Cisco WebEx Event Center (Japanese, Traditional Chinese and Simplified Chinese).
IMPORTANT: If you want to share a presentation that was created using Microsoft PowerPoint® 2002 for Windows XP, an Intel Celeron or Pentium 500 MHz or faster processor is highly recommended.
Setting Up Event Manager For Windows Before installing Event Manager, ensure that your computer meets the minimum system requirements.
If you are not using the Windows operating system, please refer to our FAQ, which includes information about setting up Event Manager on other operating systems.
To go to the list of FAQs: 1 Go to www.InterCall.webex.com and click Cisco WebEx Event Center. 2 Scroll down to the Documentation section and click FAQ (Frequently Asked Questions). 3 A list of questions displays, arranged by topic. Look for your information about your operating system under Minimum System Requirements.
Notes: y If you want to share a presentation that was created using Microsoft PowerPoint 2002 for Windows XP, an Intel Celeron or Pentium 500 MHz or faster processor is highly recommended. y Sign in to your computer as an administrator before starting or joining an event for the first time. y Have a Windows NT or 2000 administrator set up your computer for you. y Subsequently starting or joining an event does not require administrator privileges.
To set up Event Manager for Windows: 1 On the navigation bar, expand Set Up and then click Event Manager. The Set Up page appears. 2 Click Set Up. If a security dialog box appears, do one of the following: a. If you are installing Event Manager on Microsoft Internet Explorer, click Yes. b. If you are installing Event Manager on Netscape Navigator, click Grant. 3 Setup continues. A progress message box appears, indicating the progress of setup. 4 Once setup is complete, the Setup Complete page appears. 5 Click OK. You can now start, schedule or join an event.
Notes: y Alternatively, you can download the Event Manager for Windows Installer from the Support page on your Cisco WebEx Event Center website and then install Event Manager on your Web browser. This option is useful if your system does not allow you to install Event Manager directly from the Set Up page.

y If you or another attendee plans to share Universal Communications Format (UCF) media files during an event, you can verify that the required components are installed on your system to play the media files.
Uninstalling Event Manager You can easily uninstall or remove Event Manager for Windows on your computer.
To uninstall Event Manager for Windows 1 Do one of the following: a. For Windows 98, 2000, ME or NT: On your computer's desktop, double-click My Computer and then open the Control Panel folder. b. For Windows XP: Click Start and then click Control Panel.
2 Double-click Add/Remove Programs or Add or Remove Programs, depending on your computer's operating system. A dialog box appears, showing a list of programs installed on your computer.
3 In the list, select WebEx.
4 Click Add/Remove or Change/Remove, depending on your computer's operating system. A message appears, asking you to confirm that you want to remove the software.
5 Click Yes. The Uninstall WebEx Software dialog box appears.
6 Select Event Manager.
7 Click Uninstall.
8 Once the software is removed, click Finish. Select an option to restart your computer now or later.
Checking Your System For Ucf Compatibility If you intend to play or view Universal Communications Format (UCF) media files during the event, either as a presenter or an attendee, you can verify that the following components are installed on your computer: + Flash Player, for playing a Flash movie or interactive Flash files + Windows Media Player for playing audio or video files
Checking your system is useful if you or another presenter plans to share a UCF multimedia presentation or standalone UCF media files.
To check your system for UCF compatibility: 1 On the navigation bar, do one of the following: a. If you are a new event service user, click New User?. b. If you are already an event service user, expand Set Up, then click Event Manager. The Set Up page appears. 2 Click Verify your rich media players. The Verify Rich Media Players page appears. 3 Click the links to verify that the required players are installed on your computer.
Note: The option to check your system for required rich media players is available only if your Cisco WebEx Event Center website includes the UCF option.

Understanding the Event Window
The Event window displays the content viewer on the left side, where you share documents, applications, desktops and other items with attendees. The right side of the Event window contains panels, which you can display or hide as you need them.
This chapter gives you a quick overview of the Event window and the elements that compose it.
A Quick Tour Of The Event Window The Event window provides the online environment where event participants interact.
In the Event window, you can share documents, presentations, desktops and web content, send chat messages, coordinate polls and perform other event management tasks.
Your First Look Of The Event Window The following figure shows the basic components of the Event window:
menu bar content viewer sharing icons in the upper left corner, which provide easy access to the presentations, documents, applications, desktops or whiteboards that you want to share panels, which you can manipulate by using a mouse click to open, close and minimise them

Menu Bar

The following table describes what you can do with each menu.

Menu

Description

File

Provides commands for saving, opening or printing files during an event;

and ending or leaving an event.

Edit

Provides commands for editing shared content in the content viewer.

Share

Provides commands for sharing documents, presentations, applications, Web browsers, desktops, multimedia web content and whiteboards.

View

Provides commands for displaying information in the content viewer on a host's, presenter's or attendee's screen.

Communicate Providesdes commands for the audio conference.

Participant

Provides commands pertaining to participants, such as inviting a participant to an event, assigning roles and privileges and so on.

Event

Provides commands pertaining to the event, such as viewing event information and restricting access to the event.

Help

Provides information about the Cisco WebEx Event Center service

Content Viewer The content viewer displays one or more documents, presentations, applications and whiteboards that you share during an event. Tabs at the top of the viewer allow you to switch among multiple shared documents, presentations, whiteboards and web contents.
Sharing Icons You can open a document, whiteboard, desktop or application to share using the sharing icons in the upper left corner.
Tools For Sharing As you start sharing documents and applications during your event, tools are available at your fingertips.
You have access to: annotation tools for highlighting and referring to elements in the presentation or application you are sharing view tools for displaying document and presentations in different ways, such as showing thumbnails of the pages Previous Page and Next Page buttons, for moving around in a document
In the following figure, the host has opened several presentations to share with event participants. Documents and whiteboards you have opened appear as tabs at the top of the Event window.

Annotation Tools

The following table describes what you can do with the annotation tools.

Tool

Description

Pointer

Lets you point out text and graphics on shared content. The pointer displays an arrow with your name and annotation color. To display the laser pointer, which lets you point out text and graphics on shared content using a red "laser beam," click the downward-pointing arrow. Clicking this button again turns off the pointer tool.

Text

Lets you type text on shared content. Attendees can view the text once you

finish typing it and click your mouse in the content viewer, outside the text

box.

To change the font, on the Edit menu, choose Font. Clicking this button again turns off the text tool.

Line

Lets you draw lines and arrows on shared content. For more options, click the

downward-pointing arrow. Clicking this button again closes the Rectangle tool.

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 closes the Rectangle tool.

Highlighter

Lets you highlight text and other elements in shared content. For more options, click the downward-pointing arrow. Clicking this button again closes the Highlighter tool

Annotation Color

Display Displays the Annotation Color palette, on which you can select a color to annotate shared content. Clicking this button again closes the Annotation Color palette.

Eraser

Erases text and annotations or clears pointers on shared content. To erase a single annotation, click it in the viewer. For more options, click the downwardpointing arrow. Clicking this button again turns off the eraser tool.

View Tools

The following table describes what you can do with the view tools.

Tool

Description

Standard View/
View Thumbnails

Clicking Standard View displays the shared content as you would normally view it. To display thumbnails or miniatures, of shared pages, slides or whiteboards to the side of the content, click View Thumbnails. This tool helps you locate a page or slide quickly.

Click Standard View to return to normal viewing of the shared content.

Full-Screen View

Displays shared content in a full-screen view. Helps you to ensure that participants can view all activities on your screen. Also helps to prevent participants from viewing or using other applications on their screens during a presentation.

Press ESC on your keyboard to return to the content viewer.

Zoom In/ Zoom Out

Lets you display shared content at various magnifications. Click this button and then click the page, slide or whiteboard to change its magnification. For more magnification options, click the downward-pointing arrow.

Sync Displays for All

For presenters, synchronises all participants' displays with your display. Helps to ensure that all participants are viewing the same page or slide, at the same magnification as in your display.

Working with the Panels
Panels Overview The panels on the right side of the Event window are very flexible. You can open, expand or close them quickly and easily. You can also minimise all the open panels to icons, providing greater space for sharing documents, applications and other items with event participants.

Your service selects which panels display initially.
Minimising And Restoring Panels Minimising and restoring individual panels has no effect on other participants' displays.
Notes: y For the presenter, if you minimise all open panels using the Minimise all command on the Select Panel menu, those panels are also minimised for the other participants. y For the presenter, if you use the Restore Panels command after you have minimised panels using the Minimise all command, those panels also display for the other participants.
To minimise a panel: 1 Click the Minimise icon on the title bar of the panel you want to minimise. 2 The panel no longer displays. It appears as an icon on the icon tray at the top of the panels. See the following figure.

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Cisco WebEx Event Center Getting Started Guide