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Use WebEx to "MeetNow"

User Guide

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Copyright

© 2015 Cisco and/or its affiliates. All rights reserved. WEBEX, CISCO, Cisco WebEx, the CISCO logo, and the Cisco

WebEx logo are trademarks or registered trademarks of Cisco and/or its affiliated entities in the United States and other

countries. Third-party trademarks are the property of their respective owners.

U.S. Government End User Purchasers. The Documentation and related Services qualify as "commercial items," as thatterm is defined at Federal Acquisition Regulation ("FAR") (48 C.F.R.) 2.101. Consistent with FAR 12.212 and DoD FAR

Supp. 227.7202-1 through 227.7202-4, and notwithstanding any other FAR or other contractual clause to the contrary in

any agreement into which the Agreement may be incorporated, Customer may provide to Government end user or, if the

Agreement is direct, Government end user will acquire, the Services and Documentation with only those rights set forth in

the Agreement. Use of either the Services or Documentation or both constitutes agreement by the Government that the

Services and Documentation are commercial items and constitutes acceptance of the rights and restrictions herein.

Last updated: 03312015

www.webex.com


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Table of Contents

Chapter 1 Introducing "Meet Now" ............................................................................. 3

Chapter 2 Install ing and Setting Up WebEx Productivity Tools ............................... 5

Installing WebEx Productivity Tools .......................................................................... 5

Opening the WebEx Settings dialog box ................................................................... 7

Setting Up WebEx Productivity Tools ........................................................................ 7

About the WebEx Settings dialog box ....................................................................... 8

About the Account tab ........................................................................................ 9

About the "Meet Now" Settings tab ................................................................... 10

About the Scheduled Meetings tab ................................................................... 12

About the Preferences tab ................................................................................ 14

About the Tools tab ........................................................................................... 15

Uninstalling WebEx Productivity Tools .................................................................... 16

Chapter 3 Using WebEx Productivity Tools Panel and "Meet Now" ...................... 17

Starting and joining a meeting from the WebEx Productivity Tools panel ............... 18

Opening the WebEx Productivity Tools panel ................................................... 18

Starting a meeting from the WebEx Productivity Tools panel ........................... 19

Inviting attendees to a meeting in progress ...................................................... 20

Joining an in-progress meeting from the WebEx Productivity Tools panel ....... 20

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Closing the WebEx Productivity Tools panel .................................................... 21

Starting and joining a meeting from the WebEx Productivity Tools taskbar menu .. 21

Starting an instant meeting from the WebEx Productivity Tools taskbar menu . 22

Starting a scheduled meeting from the WebEx Productivity Tools taskbar ....... 22

Starting a Personal Conference meeting from the WebEx Productivity Toolstaskbar menu .................................................................................................... 23

Scheduling a meeting from the WebEx Productivity Tools taskbar menu ......... 23

Joining a meeting from the WebEx Productivity Tools taskbar menu ............... 23

Connecting to your remote computers from the WebEx Productivity Tools

taskbar menu .................................................................................................... 24

Obtaining email addresses or mobile phone numbers when starting or joining ameeting ................................................................................................................... 24

Obtaining email addresses or mobile phone numbers from a Microsoft Outlookor Lotus Notes address book ............................................................................ 25

Obtaining email addresses from meeting history .............................................. 26

Starting an instant meeting using a Productivity Tool shortcut ................................ 26

Chapter 4 Starting an instant meeting using Meet Now on the Web...................... 29

Setting up "Meet Now" settings on the Web ............................................................ 29

Starting an instant meeting on the Web .................................................................. 31

Index ............................................................................................................................. 33

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1Chapter 1

The WebEx Meet Now command allows you to start a meeting instantly fromyour desktop with WebEx Productivity Tools or from your WebEx site.

On your desktop, the Meet Now command is available from the WebExProductivity Tools panel. It is also available within Microsoft Outlook, IBMLotus Notes, and other desktop applications

On your WebEx site, the Meet Now command is available in the leftnavigation bar, under "Host a Meeting."

Introducing "Meet Now"

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Chapter 1: Introducing "Meet Now"

Important: To use WebEx Productivity Tools, you must have a host account on yourWebEx site.

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2

Chapter 2

You can install WebEx Productivity Tools to start or join meetings instantlyusing the WebEx Productivity Tools panel, Microsoft Office, Web browsers,Microsoft Outlook, IBM Lotus Notes, and instant messengers; or to schedule

meetings using Microsoft Outlook or IBM Lotus Notes, without going to yourWebEx site.

After you install WebEx Productivity Tools, you can log in and set options foryour WebEx account, set meeting options for instant meetings and scheduled

meetings, set preferences for the WebEx Productivity Tools panel, and selectwhich Productivity Tools you will use with WebEx.

The following list describes features for installing and setting up options forWebEx Productivity Tools:

Install WebEx Productivity Tools More… (on page 5)

Open the WebEx Settings dialog box More… (on page 7)

Set options for WebEx Productivity Tools More… (on page 7)

Uninstall WebEx Productivity Tools More… (on page 16)

Installing WebEx Productivity ToolsIf your site administrator has turned on WebEx Productivity Tools options foryour WebEx service site, all WebEx Productivity Tools are installed

automatically on your site. In addition, whenever newer versions are available,WebEx Productivity Tools are updated automatically.

Installing and Setting UpWebEx Productivity Tools

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Chapter 2: Installing and Setting Up WebEx Productivity Tools

The installation process installs all available WebEx Productivity Tools;

however, at any time, you can change your preferences about whichapplications to use with WebEx Productivity Tools, and you can also change

other WebEx account and meeting preferences by setting options in theWebEx Settings dialog box. For details, see Setting Up Productivity Tools (on

page 7).

If necessary, you can also download and install WebEx Productivity Toolsmanually. Before installing WebEx Productivity Tools, refer to the WebExcross-platform release notes for supported operating systems, browsers, and

other minimum system requirements.

Note: The WebEx integration for IBM Lotus Notes is included in the WebEx ProductivityTools installation or download only if your site administrator has turned on the LotusNotes option for the site.

1 Log in to your WebEx site.

2 Select the Meeting Center tab.

3 In the left navigation bar, under Support, select Downloads.

4 In the Downloads page, under the WebEx Productivity Tools heading,

select Download.

The File Download dialog box appears.

5 Save the installation program to your computer.

The name of the installation file has an .msi extension.

6 Run the installation file and follow the instructions.

Note: If you have a previous version of the Productivity Tools you have to uninstall thatversion before installing the new version.

You may also have to close applications such as Microsoft Outlook and any browsersbefore installing the new version of Productivity Tools. Those applications must bestarted up again and you may have to sign in before seeing the new interface.

Once you complete installation, you can log in with your WebEx account

information and then verify your settings in the WebEx Settings dialog box.

For more information, see Setting Up Productivity Tools (on page 7).

Note: System administrators can also perform a mass installation for computers at theirsite. For more information, see the IT Administrator Guide for Mass Deployment ofWebEx Productivity Tools at http://support.webex.com/US/PT/wx_pt_ag.pdf.

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Opening the WebEx Settings dialog boxTo open the WebEx Settings dialog box from the Start menu:

Select Start > Programs > WebEx > Product ivity Tools > WebEx Settings.

To open the WebEx Settings dialog box from the WebEx Productivity ToolsPanel:

1 If the WebEx Productivity Tools Panel is not already open, do one of the

following:

Double-select the WebEx Productivity Tools icon on your desktop.

Go to Start > Programs > WebEx > Product ivity Tools > WebExProductivity Tools.

2 In the WebEx Productivity Tools Panel, select Edit WebEx Settings.

To open the WebEx Settings dialog box from Microsoft Outlook or IBM LotusNotes:

In the WebEx menu, select Accoun t Settings.

To open the WebEx Settings dialog box from Microsoft Office:

In Microsoft Word, Microsoft Excel, or Microsoft PowerPoint, select WebExSettings.

To open the WebEx Settings dialog box from instant messengers:

Select WebEx > WebEx Settings.

Setting Up WebEx Productivity Tools

To set WebEx Productivity Tool options:

1 Open the WebEx Settings dialog box. For more details, see Opening the

WebEx Settings dialog box (on page 7).

2 In the Account tab, log in to your account by specifying the URL for your

WebEx service site and entering your username and password. For moredetails, see About the Account tab (on page 9).

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3 Select Refresh.

4 Select the " Meet Now" Settings tab.

5 Specify options for meetings you start instantly using Meet Now from theWebEx Productivity Tools panel, Microsoft Outlook, and otherapplications. For more details, see About the "Meet Now" Settings tab (on

page 10).

6 Select the Scheduled Meetings tab.

7 Specify options for meetings scheduled from Microsoft Outlook or IBM

Lotus Notes. For more details, see About the Scheduled Meetings tab (onpage 12).

8 Select the Preferences tab.

9 Specify options for the WebEx Productivity Tools panel. For more details,

see About the Preferences tab (on page 14).

10 Select the Tools tab.

11 Select which applications to use WebEx integrations with. For more

details, see About the Tools tab (on page 15).

About the WebEx Settings dialog box

How to access this dialog box

To access the WebEx Settings dialog box from the Start menu:

Click Start > Programs > WebEx > Productivit y Tools >WebEx Settings .

To access the WebEx Settings dialog box from the WebEx Productivity ToolsPanel:

1 If the WebEx Productivity Tools Panel is not already open, do one of the

following:

Double-click the WebEx Meet Now icon on your desktop.

Go to Start > Programs > WebEx > Productivity Tools > OpenWebEx Productivity Tools.

2 In the WebEx Productivity Tools Panel, click Edit WebEx Settings.

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To access the WebEx Settings dialog box from the WebEx Productivity Toolstaskbar icon:

1 Right-click the WebEx Productivity Tools taskbar icon.

2 Choose WebEx Settings from the menu.

To access the WebEx Settings dialog box from Microsoft Outlook or IBMLotus Notes:

In the WebEx menu, select Accoun t Settings.

To access the WebEx Settings dialog box from Microsoft Office:

In Microsoft Word, Microsoft Excel, or Microsoft PowerPoint, click WebExSettings.

To access the WebEx Settings dialog box from Instant Messengers:

Click WebEx >WebEx Settings.

Tabs in this dialog box

The WebEx Settings dialog box contains the following tabs:

Account More… (on page 9)

"Meet Now" Settings More… (on page 10)

Scheduled Meeting More… (on page 12)

Preferences More… (on page 14)

Tools More… (on page 15)

About the Account tab

Account options allow you to log in to your WebEx site.

Site URL - Enter the URL to a WebEx Meeting Center site to which youwant to log in. Example of URL format: company.webex.com

Note: If you enter the URL for a site that does not support TelePresence integration,such a site allows you to schedule WebEx-only meetings and also provides appropriatedocumentation.

Username - Enter the username for a host account on your WebEx site.

Password - Enter the password for the host account on your WebEx site.

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Remember my password - Store the username and password youentered so that you do not need to enter your username and site URL next

time you log in.

Forgot your password? - Open the Forgot Your Password? page onyour WebEx site, which lets you send a request to create a new password.

Change password - Open a dialog box that allows you to specify a new

password.

Language - Verify the language that is currently selected for your WebEx

site.

Locale - Verify the country or locale that is currently selected for your

WebEx site.

Time zone - Verify the time zone that is currently selected for your WebEx

site.

Change settings for WebEx service Web site - Open the My WebEx >

My Profile page on your WebEx site and make changes to your profile.

Refresh - Refresh the WebEx Settings dialog box with the most recent

settings from your WebEx site.

About the "Meet Now" Sett ings tab

Instant meeting options affect meetings started instantly from the WebEx

Productivity Tools panel, Microsoft Office, browsers, instant messengers,right-select menus, and from Microsoft Outlook or IBM Lotus Notes.

Meeting template - Select the template to use for the meeting.

Meeting type - Select the type of WebEx session for which you want tostart a meeting. This option lists only the meeting types available for your

site and user account.

Use my Personal Room for instant meetings - Select to use your

Personal Room for instant meetings. Uses your Personal Room for instantmeetings. This option is checked by default. Your Personal Room is like

your own personal conference or meeting room. You get your own easy-

to-remember link that never changes, so your colleagues will always knowwhere your meetings are held. Meet instantly and simplify back-to-backmeetings by managing your attendees through a lobby. Selecting this

option causes other default meeting settings to be selected automatically.

This option is checked by default, but you can uncheck it if you do not

want to use your Personal Room for instant meetings.

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Meeting topic - Enter the topic or name for the meeting.

Meeting password - Require participants to enter the password you set to

join your meeting. Your site may require that all passwords comply with

security criteria, such as a minimum length and a minimum number ofletters, numbers or special characters.

List on public calendar - Include this meeting on the meeting calendars

on the WebEx service site. Available for meetings, sales meetings, and

training sessions only.

Ask for my approval when someone jo ins - Specify that the Request to

Join dialog box appears on your screen when someone tries to join your

meeting. Available for support sessions only.

Audio Connect ion - Select the type of audio connection you would like to

use:

None: Specifies that the meeting does not include an audioconnection, or the meeting includes an audio connection for which youwill provide information for participants using a method other than yourmeeting service.

WebEx Audio: Specifies that the meeting includes a WebEx Audio forits audio connection, which allows you to use either your telephone oryour computer as your audio device for participating in a meeting. Ifyou select this option, choose one of the following options for WebEx

Audio:

Display global call-in numbers to attendees: Select if you want

to provide a list of numbers—such as toll-free or local numbers— that attendees in other countries can call to connect to audio.

Display toll-free number: Select if your site provides a toll-freenumber and you want to display it so attendees can call it to

connect to audio.

Other teleconference: Specifies that the meeting includes ateleconference that another service provides. The instructions you typein the text box appear automatically on participants' screens once they

join the meeting.

Entry and exit tone - Select the tone played when an attendee joins orleaves the audio connection.

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Note:

After you start the meeting, participants can choose to use their computer as their

audio device, or to use their phone as their audio device.

A participant must have a direct phone line to receive a call from theteleconferencing service. However, a participant without a direct phone line can joina teleconference by calling a call-in telephone number, which is always available inthe Meeting window.

Instant meetings do not support the CMR Hybrid (WebEx-enabled TelePresence)meeting integration. If your site and account are enabled for the CMR Hybridintegration, when you start an instant meeting with Meet Now, it will be a WebEx-only meeting.

About the Scheduled Meetings tab

Scheduled meeting options affect meetings scheduled from Microsoft Office

or IBM Lotus Notes.

Meeting template - Select the template to use for the meeting.

Meeting - Select the type of WebEx session for which you want to start ameeting. This option lists only the meeting types available for your site and

user account.

Meeting topic - Enter the topic or name for the meeting.

Meeting password - Require participants to enter the password you set to join your meeting. Your site may require that all passwords comply with

security criteria, such as a minimum length and a minimum number ofletters, numbers or special characters.

Exclude password from meeting invitation - Exclude the meeting

password from the email message that is sent to everyone who is invitedto your meeting.

List on public calendar - Include this meeting on the meeting calendars

on the WebEx service site. Available for meetings, sales meetings, andtraining sessions only.

Attendees can jo in meeting X minutes before star ting time - Specifythat the Request to Join dialog box appears on your screen when

someone tries to join your meeting. Available for support sessions only.

Audio and Tracking tab

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Audio Connection - Select the type of audio connection you wouldlike to use:

None: Specifies that the meeting does not include an audio

connection, or the meeting includes an audio connection for whichyou will provide information for participants using a method other

than your meeting service.

WebEx Audio: Specifies that the meeting includes a WebEx Audiofor its audio connection, which allows you to use either your

telephone or your computer as your audio device for participating ina meeting. If you select this option, choose one of the following

options for WebEx Audio:

Display global call-in numbers to attendees: Select if you want

to provide a list of numbers—such as toll-free or local numbers—

that attendees in other countries can call to connect to audio.

Attendees can also jo in teleconference before start ing t ime:

Allow attendees to join the meeting within a set number of minutesbefore the meeting's starting time. If you clear this check box, you

must start the meeting before attendees can join it.

Display toll-free number : Select if your site provides a toll-free

number and you want to display it so attendees can call it to

connect to audio.

Note: After you start the meeting, participants can choose to use their computer

as their audio device, or to use their phone as their audio device.

Other teleconference: Specifies that the meeting includes ateleconference that another service provides. The instructions you typein the text box appear automatically on participants' screens once they

join the meeting.

Tip: A participant must have a direct phone line to receive a call from theteleconferencing service. However, a participant without a direct phone line can join a teleconference by calling a call-in telephone number, which is alwaysavailable in the Meeting window.

Entry and exit tone - Select the tone played when an attendee joinsor leaves the audio connection.

Registration tab

Require attendee registration - Specify that all attendees mustregister to attend the meeting so you can accept or deny entry into

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program you select, making it easy for you to obtain your contacts' email

addresses. Selecting on the WebEx Productivity Tools panel opens anaddress book from the email program you select here.

Start Meeting Options

Al low me to change meeting topic when meet ing s tar ts

Al low me to change meeting password when meet ing star ts

About the Tools tab

Tools options determine which programs include WebEx integrations and

shortcuts.

Email and Scheduling - Show WebEx Productivity Toolbar and

commands for scheduling meetings or starting instant meetings with

WebEx Productivity Tools with either Microsoft Outlook or IBM Lotus usingthe contacts and calendar from Microsoft Outlook or IBM Lotus.

Microsoft

Use WebEx with Microsoft Office - Show WebEx buttons for startingan instant meeting with WebEx Productivity Tools and automaticallysharing a selected file or document from the following Microsoft Officeapplications:

Excel

PowerPoint

Word

Show toolbar in Internet Explorer - Show WebEx ProductivityToolbar that allows you to start instant meetings from the MicrosoftInternet Explorer toolbar.

Show in Windows right-select menus (requires reboot) - Show aWebEx command that allows you to start an instant meeting andautomatically share a selected file or document from the right-selectshortcut windows available in Windows Explorer.

Instant Messengers Use WebEx with instant messenger - Show WebEx buttons and

commands that allow you to start an instant meeting from an instantmessenger. You can select one or more of the following instantmessengers:

AOL

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Google Talk

Lotus Sametime

Skype

Windows Messenger

Yahoo Messenger

Mozilla Firefox

Show toolbar in Firefox - Show WebEx Productivity Toolbar thatallows you to start instant meetings from the Firefox toolbar.

Uninstalling WebEx Productivity ToolsYou can uninstall WebEx Productivity Tools at any time.

To uninstall WebEx Productivity Tools by using Start menu commands:

1 Select Start > Programs> WebEx > Productivi ty Tools > Uninstall .

2 Select Yes to confirm that you want to uninstall WebEx Productivity Tools.

To uninstall WebEx Productivity Tools by using the Control Panel:

1 Select Start > Settings > Control Panel.

2 Double-select Add/Remove Programs.

3 Select WebEx Productivity Tools.

4 Select Remove.

5 Select Yes to confirm that you want to uninstall WebEx Productivity Tools.

Note: Uninstalling Productivity Tools removes all Productivity Tools and shortcuts fromyour computer. If you want to keep using some Productivity Tools but disable others, editthe options in the WebEx Settings dialog box. For details, see Setting Up ProductivityTools (on page 7).

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3

Chapter 3

Desktop version only

Once WebEx Productivity Tools have been downloaded, the WebEx WebExProductivity Tools panel is installed on your computer, and the Meet Now

command appears in many applications where you have Productivity Toolsintegrations.

The WebEx Productivity Tools panel allows you to do the following:

Start an instant meeting using Meet Now and invite attendees to themeeting at the same time.

Join an in-progress meeting hosted on your WebEx site.

Edit the settings for your instant meeting.

Quickly obtain your attendees' or hosts' email addresses from theintegration with Microsoft Outlook or IBM Lotus Notes.

Quickly go to your WebEx service website to start a scheduled meeting or

schedule a meeting.

The Meet Now command is available from the following Productivity Toolintegrations:

The shortcut (right-click) menu for the WebEx Productivity Tools taskbar

icon

Microsoft Outlook and IBM Lotus Notes

Instant messengers such as AOL Instant Messenger (AIM), Google Talk,

Lotus Notes SameTime, Skype, Windows Messenger, and YahooMessenger

Using WebEx ProductivityTools Panel and "Meet Now"

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Chapter 3: Using WebEx Productivity Tools Panel and "Meet Now"

Your Web browser (Microsoft Internet Explorer only)

Microsoft Office applications

The shortcut (right-click) menu for applications or document files

The following list describes features for the WebEx Productivity Tools paneland shortcuts. For detailed instructions on a particular task, select "More" bythe task description.

manage the WebEx Productivity Tools panel More… (on page 18)

start and join a scheduled meeting from the WebEx Productivity Tools

panel More… (on page 19)

obtain email addresses or mobile phone numbers when inviting attendees

to a meeting More… (on page 24)

starting a WebEx meeting by selecting Meet Now More… (on page 26)

Note: For details about installing WebEx Productivity Tools, see Installing WebExProductivity Tools (on page 5).

Starting and joining a meeting from the WebExProductivity Tools panel

The following list details the Productivity Tools features for starting an instant

meeting and inviting contacts to the meeting using the WebEx ProductivityTools panel. For detailed instructions on a particular task, select "More" by a

task description.

open the WebEx Productivity Tools panel More…

start a meeting from the WebEx Productivity Tools panel More… (on page 19)

invite attendees to a meeting in progress More… (on page 20)

join an in-progress meeting from the WebEx Productivity Tools panel More… (on page 20)

close the WebEx Productivity Tools panel More… (on page 21)

Opening the WebEx Productivi ty Tools panel

If you closed the WebEx Productivity Tools panel for any reason, you can

open it by doing one of the following:

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Double-click the WebEx Productivity Tools icon on your desktop.

Go to Start > Programs > WebEx > Productivity Tools > Open WebEx

Productivity Tools.

Right-click the WebEx Productivity Tools icon in taskbar, and then select

Open WebEx Productivi ty Tools .

If you did not specify the option to remember your username and password,enter the required WebEx account information in the Account tab of theWebEx Settings dialog box, and then select OK. For more information about

WebEx Productivity Tool settings, see Setting Up WebEx Productivity Tools (on page 7).

Starting a meeting from the WebEx Productivity Tools panel

You can use the WebEx Productivity Tools panel to start an instant meeting

using Meet Now and to send invitation email messages to those whom youwant to invite to the meeting.

Before you start a meeting, you can review or modify your meeting options inthe WebEx Settings dialog box. For details, see About the WebEx Settings

dialog box.

1 Open your WebEx Productivity Tools panel.

For more information, see Opening the WebEx Productivity Tools panel (on page 18).

2 Optional. Invite attendees to the meeting by entering contacts from your

Microsoft Outlook or IBM Lotus Notes address book or mobile numberbook or by typing their email addresses or mobile phone numbers in the

text box. For details, see Obtaining email addresses or mobile phonenumbers from a Microsoft Outlook or Lotus Notes address book (on page

25).

Tip: You can invite up to 16 attendees at one time. Use semicolons to separateemail addresses and mobile numbers. You can invite additional attendees after youstart the meeting. For more information, see Inviting attendees to a meeting inprogress (on page 20).

3 Select Start Scheduled Meeting.

After a brief setup, you are in the meeting; and invited attendees receive

their invitation email messages.

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If you invited an attendee using the attendee's email address, the attendeemust enter his or her name on the Join Meeting page before joining the

meeting.

If you invited an attendee using the attendee's name from your MicrosoftOutlook or IBM Lotus Notes address book, WebEx Productivity Toolsidentifies the attendee, and the attendee can then join the meeting

immediately.

4 Depending on your settings, the Request to Join dialog box may appear,

asking for your approval for the joining requests.

5 Select one of the three approval options, and then select Accept or

Reject, as appropriate.

Note: If your site administrator specifies that your approval is required for each of yourinstant meetings, the Request to Join dialog box shows only the Accept and Reject options.

Inviting attendees to a meeting in progress

After you start an instant meeting using Meet Now, you can invite attendees

using the WebEx Productivity Tools panel.

On the WebEx Productivity Tools panel, enter the contacts from your Outlook

address book or type their email addresses in the text box, and then selectInvite to Meeting.

Joining an in-progress meeting from the WebEx Productivi tyTools panel

You can use the WebEx Productivity Tools panel to join meetings hosted onyour WebEx service website.

1 Open your WebEx Productivity Tools panel.

For more information, see Opening the WebEx Productivity Tools panel

(on page 18).

2 Enter either the host's email address or the meeting number in the text

box, and then select Join Meeting.

For more information, see Obtaining email addresses when starting or

joining a meeting (on page 24).

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join a meeting More… (on page 23)

connect to your remote computers using WebEx Access Anywhere or

WebEx PCNow More… (on page 24)

Starting an instant meeting from the WebEx Product ivi tyTools taskbar menu

You can use the WebEx Productivity Tools taskbar menu to start an instant

meeting.

1 Right-click the WebEx Productivity Tools icon in your Windows taskbar.

2 The WebEx Productivity Tools taskbar menu appears.

3 Choose Meet Now.

The meeting starts, and the Meeting Manager window opens. You can use

the tools within the Meeting Manager to invite additional attendees to yourmeeting.

Starting a scheduled meeting from the WebEx Productivi tyTools taskbar

You can use the WebEx Productivity Tools taskbar menu to start meeting that

you had scheduled previously with Microsoft Outlook or Lotus Notes or onyour WebEx service site.



3 Choose Start a Scheduled Meeting.

The Start Scheduled Meeting dialog box appears and displays a list of

meetings you have previously scheduled.

4 Select the meeting you want to start.

5 Select Start.

Your meeting starts and the Meeting Manager window opens.

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Starting a Personal Conference meeting from the WebExProductivi ty Tools taskbar menu

You can use the WebEx Productivity Tools taskbar menu to start an instant or

scheduled Personal Conference meeting.



3 Select Start Personal Conference Meeting.

Scheduling a meeting from the WebEx Productivity Tools

taskbar menuYou can use the WebEx Productivity Tools taskbar menu to schedule a

meeting with Microsoft Outlook or Lotus Notes.



3 Choose Schedule a Meeting. If you are using the WebEx Productivity

Tools integration to Microsoft Outlook or IBM Lotus Notes, the appropriateemail program opens, and allows you to schedule a meeting.

You can then add a WebEx meeting with the Add WebEx Meeting button.

For more details, see the Integration to Outlook User's Guide and theIntegration to Lotus Notes User's Guide, which are available on the

Support page of your WebEx Service web site.

Joining a meeting from the WebEx Productivity Tools taskbarmenu

You can use the WebEx Productivity Tools taskbar menu to start an instantmeeting or to start a scheduled meeting.



3 Choose Join a Meeting.

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The Join Meeting dialog box opens and shows a list of meetings you areinvited to for the current day.

4 (Optional) Select a different date to show the meetings for that date, or

select Weekly or Monthly to show the meetings for that week or month.

5 (Optional) If you want to view all the meetings you are invited to, click Al l

Meetings to see the complete list of meetings on your WebEx service site.

6 In the box below the list of meetings, enter your email address, mobile

phone number, or the meeting number.

7 Click Join.

Connecting to your remote computers from the WebEx

Productivi ty Tools taskbar menuIf you have installed WebEx Access Anywhere or WebEx PCNow, you canuse the WebEx Productivity Tools taskbar menu to connect to your remote

computers.



3 Choose Connect to My Computers.

The Connect to My Computers window appears, showing your available

remote computers.

4 Select the remote computer you want to connect to.

5 Select Connect.

Obtaining email addresses or mobile phonenumbers when starting or joining a meeting

Whether you are starting or joining a meeting, the WebEx Productivity Toolspanel lets you quickly obtain and enter the email addresses or mobile phone

numbers (for SMS text messaging) you need from an address book in youremail program or from the meeting history.

The following list describes features for obtaining email addresses or mobilephone numbers when starting or joining a meeting. For detailed instructionson a particular task, select "More" by a task description.

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obtain email addresses or mobile phone numbers from a MicrosoftOutlook or Lotus Notes address book More… (on page 25)

obtain email addresses from meeting history More… (on page 26)

Obtaining email addresses or mobile phone numbers from aMicrosoft Outlook or Lotus Notes address book

If you have Microsoft Outlook 2000 SP4 or a later version or IBM Lotus Noteson your computer, the WebEx Productivity Tools panel provides a shortcut to

your address books in one of these two email programs, depending on whichone you selected in the Tools tab of the WebEx Settings dialog box.

The integration with Microsoft Outlook or Lotus Notes allows you to quickly

select contacts or a distribution list from your company's Global Address List(Outlook) or your contacts folder (Lotus Notes), instead of having to manuallytype their email addresses. Each invited attendee from the email address list

will receive an invitation email message, even if he or she is on a distributionlist.

If your email program also includes mobile phone number information in its

contact information, you can select contacts or a distribution list with mobilephone numbers. Each invited attendee from the mobile phone number list will

receive a text message with information on how to join the meeting from his orher mobile phone.

After you open the default email address book or mobile number book, youcan also select email addresses or mobile phone numbers from anotheraddress book or mobile number book in the selected email program.

Selecting the Email Address button takes you to the email addressbooks or mobile number books in the email program you selected.

You can select Email Address Book to select email addresses, or selectMobile Number Book to select mobile phone numbers for text messaging(SMS). To enter a contact or distribution list, select it in the address book, and

then select OK

Selecting a default address book for your WebEx Productivity Toolspanel:

If you have Microsoft Outlook 2000 SP4 or a later version or IBM Lotus Notes

on your computer, follow these steps to select a default address book for yourWebEx Productivity Tools panel.

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1 Right-click the WebEx Productivity Tools icon on the taskbar of yourdesktop.

2 Select WebEx Settings.

The WebEx Settings dialog box appears. For details about the WebEx

Settings dialog box, see About the WebEx Settings dialog box.

3 On the Preferences tab, under Default Address Book, select one of the

following:

Microsoft Outlook

IBM Lotus Notes

Obtaining email addresses from meeting history

The WebEx Productivity Tools panel "remembers" the last eight email

addresses of the hosts whose meetings you joined using the panel.

Use the meeting history drop-down list to obtain the email addresses of the

persons you meet with regularly. This displays the meeting history, whichincludes the last eight email addresses you used when joining a meeting. To

enter an email address, select it in the drop-down list.

Starting an instant meeting using a Productivity

Tool shortcutYou can start a meeting at any time by selecting a Productivity Tool shortcut.The shortcuts were automatically installed when you first installed WebEx

Productivity Tools.

1 If you have not already done so, set your default "Meet Now" settings.

2 Use one of the following options to start a meeting:

Right-click the WebEx Productivity Tools taskbar icon and then selectMeet Now to start an instant meeting.

Right-click the WebEx Productivity Tools taskbar icon and then selectMeet Now to start a previously scheduled meeting

Select Start Personal Conference meeting to start a previouslyscheduled Personal Conference meeting.

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Select Meet Now in the WebEx toolbar in Microsoft Outlook to start aninstant meeting meeting. This option is available for both Windows andMac.

From an instant messenger, such as Skype, AOL Instant Messenger,Lotus SameTime, Windows Messenger, Google Talk, or YahooMessenger, select Start WebEx Meeting.

From a web browser, select Share Browser .

Tip:

You can control which shortcuts are available in the WebEx Settings dialog box. Formore information, see About the WebEx Settings dialog box (on page 8).

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4

Chapter 4

In addition to starting an instant meeting from your desktop using the WebExProductivity Tools panel, you can start one from your WebEx site.

Before you start an instant meeting for the first time, ensure that you set up

the meeting options that you want for your instant meeting. For details, seeSetting up your Instant Meeting on the Web (on page 29).

specify settings for your instant meeting on the Web More… (on page 29)

start an instant meeting from your WebEx service website More… (on

page 31)

Setting up "Meet Now" settings on the WebThe settings you specify apply when you use Meet Now from your WebEx site

or from WebEx Productivity Tools.

1 Log in to your Meeting Center site.

2 Select My WebEx > Preferences (on the left navigation bar).

3 Expand the "Meet Now" Settings section.

4 Specify the meeting information and settings on the page. Meeting type —Select the type of WebEx meeting you want to use for

an instant meeting. This option lists only the meeting types that areavailable for your site and user account.

Starting an instant meetingusing Meet Now on the Web

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Chapter 4: Starting an instant meeting using Meet Now on the Web

Use Personal Room for all my instant meetings —Uses yourPersonal Room for instant meetings. Your Personal Room is like yourown personal conference or meeting room. You get your own easy-to-

remember link that never changes, so your colleagues will alwaysknow where your meetings are held. Meet instantly and simplify back-to-back meetings by managing your attendees through a lobby.Selecting this option causes other default meeting settings to beselected automatically.

This option is checked by default, but you can uncheck it if you do notwant to use your Personal Room for instant meetings.

Meeting template —Select the template to use for the meeting.

Meeting topic —Enter the topic or name for the meeting.

Meeting password —Require participants to enter the password you

set to join your meeting. Your site may require that all passwordscomply with security criteria, such as a minimum length and aminimum number of letters, numbers or special characters.

Audio Connect ion —For meetings, training sessions, and salesmeetings only. Select the type of audio connection you would like touse:

None —Specifies that the meeting does not include an audio

connection, or the meeting includes an audio connection for whichyou will provide information for participants using a method other

than your meeting service.

WebEx Audio —Specifies that the meeting includes a WebEx Audio for its audio connection, which allows you to use either your

telephone or your computer as your audio device for participating ina meeting. If you select this option, choose one of the following

options for WebEx Audio:

Display toll-free number —Select if your site provides a toll-freenumber and you want to display it so attendees can call it to connect toaudio.

Display global call-in numbers to attendees —Select if you want toprovide a list of numbers—such as toll-free or local numbers—that

attendees in other countries can call to connect to audio.

Entry and exit tone —Select the tone played when an attendee joins or

leaves the audio connection.

1 Select Save.

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Chapter 4: Starting an instant meeting using Meet Now on the Web

Note:

After you start the meeting, participants can choose to use their computer as their

audio device, or to use their phone as their audio device.

A participant must have a direct phone line to receive a call from theteleconferencing service. However, a participant without a direct phone line can joina teleconference by calling a call-in telephone number, which is always available inthe Meeting window.

Instant meetings do not support the CMR Hybrid (WebEx-enabled TelePresence)meeting integration. If your site and account are enabled for the CMR Hybridintegration, when you start an instant meeting with Meet Now, it will be a WebEx-only meeting.

Starting an instant meeting on the WebBefore you start an instant meeting from your WebEx service Web site,

ensure that you set up "Meet Now" settings. For details about setting up "MeetNow" settings, see Setting up "Meet Now" settings on the Web (on page 29) .

1 Log in to your WebEx site and select the Meeting Center tab.

2 On the left navigation bar, select Host a Meeting.

3 Select Meet Now.Your meeting starts.

Note: If the Use Personal Room for all my instant meetings option is checked in your"Meet Now" settings, you can also start an instant meeting by selecting My WebEx > MyPersonal Room and then selecting Enter Room, or by entering your Personal Roomaddress in your browser.

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A

account • 8

options • 8

AOL Instant Messenger shortcut • 26

C closing WebEx Productivity Tools panel • 21

D

downloading WebEx Productivity Tools • 5

E

Excel spreadsheet shortcut • 26

exiting WebEx Productivity Tools panel • 21

F

Firefox shortcut • 26

G

Google Talk shortcut • 26

I

IBM Lotus Notes shortcut • 26

installing WebEx Productivity Tools • 5

instant meetings • 8

options • 8

setting up on service Web site • 29

starting from service Web site • 31

instant messenger shortcut • 26

Internet Explorer shortcut • 26

inviting more attendees to meeting in progress •

20

L

logging in to account • 8

Lotus Notes address book, obtaining email

addresses • 25

Lotus SameTime shortcut • 26

M

meeting in progress, inviting more attendees • 20

Microsoft Excel shortcut • 26

Microsoft Internet Explorer shortcut • 26

Microsoft Office shortcut • 26

Microsoft Outlook shortcut • 26

Index

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Microsoft PowerPoint shortcut • 26

Microsoft Word shortcut • 26

O

opening • 7, 18

WebEx Productivity Tools panel • 18

WebEx Settings dialog box • 7

Outlook address book, obtaining email

addresses • 25

P Personal Conference meetings

starting • 23

PowerPoint shortcut • 26

Productivity Tools • 5, 16, 17, 26

installing • 5

removing from computer • 16

shortcuts • 5, 17, 26

uninstalling • 16

R

right-click menu of taskbar icon shortcut • 26

right-click menu shortcut • 26

S

scheduled meetingsoptions • 8

setting • 29

site URL • 8

Skype shortcut • 26

starting an instant meeting • 19, 26, 31

from a shortcut • 26

from service Web site • 31

from WebEx Productivity Tools panel • 19

T

taskbar icon shortcut • 26

teleconference • 8

tracking code • 8

U

uninstalling WebEx Productivity Tools • 16

username • 8, 9

W

Web browser shortcuts • 26

WebEx account • 8

WebEx account password • 8, 9

WebEx integrations to applications • 5

WebEx Productivity Tools, installing • 5WebEx Settings dialog box • 7, 8

general • 8

opening • 7

Windows Messenger shortcut • 26

Word shortcut • 26

Y

Yahoo Messenger shortcut • 26

wx oneclick ug

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