Getting Started With WebEx Universal Communications Toolkit

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Getting Started with WebEx Universal Communications ToolkitThis guide provides instructions on installing the WebEx Universal Communications Toolkit. It also provides basic instructions on using the toolkit to help you get startedin creating Universal Communications Format (UCF) multimedia presentations quickly. Audio files, including files that play in Windows Media PlayerContents Introducing the WebEx Universal Communications Toolkit. 1 How UCF works . 1 Flash movie and interactive Flash files Web pagesWhen you play the media files in your shared slides during a meeting,playback is synchronized on all participants’ screens. What you can do with the toolkit. 4 System requirements . 5 Installing the toolkit. 5 Using the toolkit. 6 Sharing a presentation with media objects. 11 Controlling playback of media files. 12How UCF worksOnce you install the WebEx Universal Communications Toolkit, it appears asa new menu and toolbar in Microsoft PowerPoint. You can then use the toolkitto insert media objects into PowerPoint slides. Tips for sharing presentations with media objects . 14A media object specifies the location of a media file and includes controls forplayback. A media file can be either local or remote, as follows: Removing the toolkit from your computer. 14 Local: The media file resides on your computer or another local computer Getting help . 15on your network. A local file can reside outside the presentation file and belinked to the object, or it can be embedded into the presentation file. Remote: The media file resides outside the presentation file, on a remoteIntroducing the WebEx UniversalCommunications ToolkitThe WebEx Universal Communications Toolkit is a plug-in program forMicrosoft PowerPoint that can help you to create engaging, content-richUniversal Communications Format (UCF) multimedia presentations thatyou can share in an online meeting. Using the toolkit, you can createPowerPoint slides in which you can play the following types of media filesduring a meeting: WebEx Recording Format (WRF) files Video files, including files that play in Windows Media Player and AppleQuickTime PlayerWeb or streaming server on the Internet.Shared UCF multimedia presentationsDuring an online meeting, you can share your UCF multimedia presentationin the content viewer—the area in online meeting software in which sharedpresentations appear—and play back media files, using the built-in controlsfor the media objects that you inserted. The following figure shows anexample of a shared slide that includes a video object.

2 of 15Getting Started with WebEx Universal Communications ToolkitFile playbackOnce you start playback of a media file, online meeting software onparticipants’ computers does one of the following, depending on the type andlocation of the file: Downloads the file and temporarily stores it in its cache. Streams the file from the server on which the file resides.The following table indicates which types of media files are downloaded orstreamed:File TypeIf the file resides on alocal computer and iseither linked to orembedded in thepresentation, it is.If the file resides on aWeb or streamingserver on the Internetand is linked to thepresentation, it is.WebEx RecordingFormat (WRF) fileStreamedStreamedAudio fileDownloadedStreamedVideo fileDownloadedStreamedFlash fileDownloadedDownloadedWeb page fileDownloadedDownloadedA shared multimedia presentation that includes objects must be in theUniversal Communications Format (UCF). Using the toolkit, you can save thepresentation as a UCF file, or you can let online meeting software convert thepresentation to UCF automatically when you share it.Once a file is either downloaded or streamed, the appropriate player on eachparticipant’s computer then plays the media file in the content viewer, suchthat playback is synchronized on all participants’ screens.Media playback also requires a player. Your meeting software includes a builtin player for some media types; other media types require separate playersinstalled on your computer and all participants’ computers.To provide a secure and reliable connection between your computer, themedia file, and all participants’ computers, UCF uses the WebEx MediaToneNetwork (WMN)—a global, high-performance network infrastructure.The following figure shows an overview of how media playback of both localand streaming files works during a meeting.

Getting Started with WebEx Universal Communications Toolkit3 of 15Supported media objects and file formatsFor each object that you can insert into a presentation, the following tables listthe media formats that the toolkit supports and whether playback requires aseparate player.Media ObjectSupported MediaFormatsFile NameExtensionsPlayerWebExrecordingWebEx RecordingFormat (WRF).wrfBuilt inAudioWindows Media Audio.wmaAdvanced StreamingFormat.asfRequiresWindowsMedia PlayerAudio for Windows(WAV).wavMusical InstrumentDigital Interface (MIDI).mid, .midi, .rmiAudio Interchange FileVideo.aif, .aiff, .aifcMPEG Audio.mp3, .mp2, .mpv2,.mpaUNIX Audio.auCD Audio.cdaSound (SND).sndAudio Interchange File.aif, .aiff, .aifcWindows Media Video.wmvAdvanced StreamingFormat.asfAudio/Video Interleave(AVI).aviRequiresWindowsMedia PlayerMoving Picture Experts .mpg, .mpeg, .m1v,Group (MPEG).mpa, .mpeVideo—QuickTimemoviesApple QuickTime.mov, .qtRequiresAppleQuickTimePlayer forWindows

4 of 15Media ObjectGetting Started with WebEx Universal Communications ToolkitSupported MediaFormatsFile NameExtensionsPlayerFlash movieandinteractiveFlashMacromedia Flashformat.swfRequiresMacromediaFlash PlayerWeb pageAny URL on the Internet For example, .htm,or your private intranet .html.asp, .phpInternetExplorerWhat you can do with the toolkitThe Universal Communications Toolkit brings you a variety of benefits. Byinserting media objects directly into your presentation, you can dramaticallyincrease its impact on your audience. The following sections describe some ofthe benefits of including UCF multimedia in shared presentations.WebEx Recording Format (WRF) filesA WebEx Recording Format (WRF) file is a file type that you can create usingWebEx Recorder, which can capture all activity on your computer's screen,including mouse movements. WRF files can add impact to your presentationin a variety of ways. For example, you can include a recording of any of thefollowing directly in your presentation: Software product demonstrations Training videos for customers or employees Sales presentations Meetings that you host on your WebEx service Web siteYou can download WebEx Recorder from the Recording and Playback page onyour WebEx service Web site.Video filesVideo can be a powerful tool for delivering content and capturing theattention of your audience. For example, you can create a slide that includesa video clip of a product demonstration, a new advertising campaign, acorporate announcement, a training session, and so on. And because WebExservice uses the UCF content-delivery architecture, all participants experiencehigh-quality video playback.Audio filesBy including audio clips into your presentation, you can greatly enhance thetext and graphics on your slides. For example, you can accompany an imageof a new product with a commentary by your company’s CEO. Or, you canplay a recorded speech to quickly deliver it to a wide audience.Flash filesFlash movies and interactive Flash can add exciting Web-based multimediacontent to your presentation. To engage your audience, you can insert Flashmovie files that include high-impact video, audio, and animation. Whensharing a presentation that includes Flash, you have full control of playback,including start, stop, and pause controls.Web pagesUsing the toolkit, you can include any type of Web page into a slide—a pageon the Internet, your organization’s intranet, or an HTML file that resides onyour computer. Participants can interact independently with the shared Webpage in their content viewers and hear any audio that plays on the page.Unlike both Web browser and Web content sharing—other options you canuse for sharing Web pages in a meeting—sharing a Web page in a slide lets youfully control the flow of your presentation. You need not stop yourpresentation to share your Web browser or specify a URL for Web contentsharing. At any time during a meeting, you can share a new Web page bychanging the URL for the Web page object.

Getting Started with WebEx Universal Communications Toolkit5 of 15System requirementsInstalling the toolkitThe following are the minimum system requirements for the WebExUniversal Communications Toolkit:Before downloading and installing the WebEx Universal CommunicationsToolkit, ensure that your computer meets the minimum system requirements Microsoft Windows XP SP3, 2003 Server, Vista 32-bit/64-bit, Windows 7The Universal Communications Toolkit is part of a WebEx DocumentManager Suite. This suite also includes the WebEx Document Manager, whichis a standalone program that lets you open presentations and documents,annotate them, and save them as UCF files outside of a meeting.32-bit/64-bit Mac OS X 10.3, 10.4 (Meeting Center only) Microsoft Internet Explorer 6 or a later version; Firefox and Chrome latestversionsTo download and install the WebEx Universal Communications Toolkit: Microsoft PowerPoint 2000 or later (Microsoft Office 2010 64-bit notsupported)the toolkit. An appropriate player for audio, video, or Flash files: For audio files, Windows Media Player 9 or a later version For video files, Windows Media Player 9 or a later version; AppleQuickTime Player 6 or a later version for QuickTime movies For Flash files, Macromedia Flash Player 6 or a later versionNote1 On your site’s Support page, under Downloads, click the link to download2 Save the installation program file to your computer’s hard disk.3 Quit Microsoft PowerPoint if it is running on your computer.4 Double-click the atucfsuite.msi file that you downloaded.Beta versions of media players are not supported.The installation program starts.5 Follow the instructions in the installation program to install the toolkit.

6 of 15Getting Started with WebEx Universal Communications ToolkitGuidelines for Flash filesUsing the toolkitThe Universal Communications Toolkit provides a set of tools in MicrosoftPowerPoint that lets you quickly create a UCF multimedia presentation.When using the toolkit, you can preview playback of media files directly inPowerPoint.Before you beginBefore you begin creating a UCF multimedia slide presentation using theWebEx Universal Communications Toolkit, note the following: To play audio, video, and Flash files that you insert into a presentation, anappropriate player must be installed on your computer. If you share thepresentation during a meeting, all participants’ computers must have theappropriate players as well. For ways to ensure that participants who willview your presentation have the required players, see “Tips for sharingpresentations with media objects” on page 14. When inserting media objects into a presentation, you can specify thelocation of a local file or a remote file on a Web server on the Internet.Depending on the type of file and its location, the file is either downloadedor streamed to participants’ computers. For audio and video files, it is bestto stream them if they are larger than 2 to 5 MB. For more informationabout downloaded and streamed files, see “File playback” on page 2. If you specify the location of a local audio, video, or Flash file in an object,you can choose to either create a link to the file or embed the file into thepresentation when you save the presentation as UCF. If you create a linkto the file, the file must remain in its current location on the localcomputer on which it resides. For more information about the advantagesand disadvantages of linking or embedding local media files, see“Choosing to link or embed local media files” on page 10. To stream multimedia in your presentation, you can specify the URL for afile that resides on any publicly accessible Web server. To stream your ownfile, you must publish it on your organization’s publicly accessible server.You may need to consult your organization’s Webmaster for help withpublishing files on your server.If you want to include a Flash file in your presentation, ensure that the filemeets the following guidelines: If the Flash file will reside on a Web server, ensure that you specify anylinks, or “jumps” to other files—such as audio, video, or Flash files—usingabsolute links, not relative ones. An absolute link is a complete URL, suchas http://www.mycompany.com/flash/file1.swf. In contrast, arelative link shows the path through the folder hierarchy from the mainFlash file to the linked file, such as ./flash/file1.swf. If you specifyrelative links to files, participants cannot view the content of those files. Ensure that any links that you embed in Flash content open files directlyin the Flash Player window. A link to content that appears outside of theFlash Player will not appear on participants' screens. For example, if youspecify a link to a Web page in your Flash file, and the Web page opens ina browser window, the page will not appear on participants' screens. Do not set the Flash file to automatically change the size of or close theFlash Player window. Do not embed Flash commands in Flash content itself. For example, donot create a button in Flash content that will pause or stop playback. If youuse embedded commands, playback on participants' screens will not besynchronized with the playback on your screen.Inserting media objects into a presentationOnce you install the Universal Communications Toolkit, options for insertingmedia objects into a presentation appear in Microsoft PowerPoint, as shownin the following figures.

Getting Started with WebEx Universal Communications Toolkit7 of 15The WebExmenu or AddIns toolbar letyou quicklyinsert mediaobjects into apresentation.To insert a media object into a slide:1 In PowerPoint, select the slide in which you want to insert the object.2 On the WebEx menu or Add-Ins toolbar, choose a command or click abutton, respectively, to insert an object.A dialog box appears, in which you can specify the location of the mediafile for the object that you want to insert. For example, if you want to inserta Flash object, the following dialog box appears:3 Do the following, as appropriate for the type of media object you want toThe following options are available from the WebEx menu or Add-Ins toolbar:OptionDescriptionInserts a WebEx recording object into a slide.Inserts a video object into a slideinsert: For a WebEx recording, video, audio, or Flash object: To specify the location of a file on a server on the Internet, type theURL for the file in the box. To specify the location of a file on your computer or anothercomputer on your local network, click Choose File. For a Web page object:a Type a title for the Web page in the Title box.Inserts an audio object into a slideb Specify the URL or local path for the Web page in the Location box.4 Click Insert.Inserts a Flash movie or interactive Flash object into a slide.Inserts a Web page object into a slide.Saves the presentation as a UCF file.If you chose a local file, the Insert [Object] dialog box appears, providingestimates for the time it will take for participants to download the objecton various connection types.

8 of 15Getting Started with WebEx Universal Communications Toolkit Title: Specifies the object’s title so you can easily identify the object onthe slide. The title you specify also appears in the Object Propertiesdialog box that participants can view when you share yourpresentation. Location: Specifies the location of the object’s media file. To chooseanother media file, click Change. Duration: Indicates the duration of the media file’s playback. TheN o t e The time estimates in this dialog box assume an optimalnetwork connection. Traffic on your network can affect downloadtimes.5 If the Insert [Object] dialog box appeared, click OK to close the dialog box.If you inserted a WebEx recording, video, audio, or Flash object, theObject Properties dialog box appears. For example, for a WebExrecording, the following dialog box appears:duration is available only after you play the media file in a PowerPointslide show. For more information, see “Checking your presentationbefore you share it” on page 11. This information is not available forWeb page, and interactive Flash objects. Size: Indicates the size of the media file. The size is available only afteryou play the media file in a PowerPoint slide show. For moreinformation, see “Checking your presentation before you share it” onpage 11. This information is not available for Web page objects or anyobjects for which you chose a media file that resides on a remoteserver—that is, a streamed file. Start playback automatically on slide display when all attendees areready: Automatically starts playback of the media file once you displaythe slide on which it appears and all participants have downloaded thefile, if necessary. This option is not available for Web page objects. Full-screen display: Automatically displays the slide in a full-screenview on your screen and all participants’ screens once you display theslide. This option is not available for audio, Flash, and Web pageobjects. Mute all attendees automatically when playback begins: Automaticallymutes all microphones on participants’ phones once the media filestarts to play. Selecting this option prevents participants from hearingan echo in their phones during audio playback. If you pause or stopplayback of the file, all participants’ microphones are automaticallyunmuted until you start playback again. This option is not available forWeb page objects.The Object Properties dialog box includes the following information andoptions:

Getting Started with WebEx Universal Communications Toolkit9 of 15Saving your presentation as a UCF fileSelect this option only if the meeting includes anintegrated WebEx teleconference. If you are using a third-partyteleconferencing service, selecting this option does not muteparticipants’ microphones.Note6 Click OK to close the Object Properties dialog box.The media object appears on the slide, as follows:You can use the Universal Communications Toolkit to save your presentationas a Universal Communications Format (UCF) file, which has a .ucfextension. WebEx service uses this format to deliver real-time multimedia toall participants in a meeting.Alternatively, you can share a PowerPoint presentation file (.ppt) during ameeting, and your online meeting software software will convert it to UCFautomatically.T i p To significantly reduce the time that online meeting softwarerequires to upload your presentation during a meeting, use the toolkitto save your presentation as UCF, then share the .ucf file instead ofthe .ppt file.To save a presentation as a UCF file:1 Save your PowerPoint file by choosing Save on the PowerPoint File menuor clicking the Save button.A message appears, informing you that you can use the PowerPoint slideshow mode to verify that the objects you inserted will appear correctlywhen you share them.2 Do one of the following:a Optional. Position the object by dragging it on the slide. On the Add-Ins toolbar, click the WebEx: Save as Presentation (*.UCF)button. (PowerPoint 2007 and 2010)b Optional. Resize the object on the slide, as follows:Click the object to display the resizing handles. Then drag the handlesto resize the object. To retain the current proportions of the object,hold down the Shift key while you drag the handles.Resizing the object resizes the player window in whichthe media file plays. It does not resize the media itself.Note On the WebEx menu, choose Save as Presentation (*.UCF). (PowerPointXP and 2003)If you specified the location of a local audio, video, or Flash file in theobject, the following message appears, allowing you to either link the fileto the object or embed it into the presentation:

10 of 15Getting Started with WebEx Universal Communications ToolkitLinking media filesThe advantages are.The disadvantages are. You must ensure that the mediaobjects in your presentation alwayspoint to the correct location of themedia files. Thus, if you move the Multiple users can share media filesmedia files to another location, youfrom a single location on yourmust update the location of thenetwork, saving space on theirmedia files in your PowerPointcomputers.presentation, and then again save You can edit a media file, without thethe presentation as UCF.need to reinsert it in your You must send all the media files topresentation.anyone to whom you send thepresentation. A person who receivesthe presentation must store themedia files in the same paths inwhich they reside on your computeror network. You can link to the same media filesin multiple presentations, savingspace on your computer.For information about the advantages and disadvantages of linking orembedding media files, see “Choosing to link or embed local media files”on page 10.Choosing to link or embed local media filesWhen saving a presentation as a .ucf file, you can choose to link or embedany audio, video, or Flash files for which you have inserted an object and thatreside on your computer or another local computer on your network.If, at any time, you want to modify your saved UCF file to switch from linkedfiles to embedded files, or vice versa, you can save the file again as UCF, chooseanother option, and overwrite the file.Embedding media filesThe following tables describe the advantages and disadvantages of eachoption.the advantages are.the disadvantages are. If you use the same media files inmultiple presentations, thepresentations may use a significantamount of space on your computer. You can send the presentation file toothers, without the need to send the If multiple users want to use thesame media file, each user'smedia files separately.presentation must include a copy ofthe media file. This option usesmore space on each user'scomputer. You can move the original mediafiles to any location on yourcomputer or another computer. If you edit a media file, you mustreinsert it in your PowerPointpresentation, and then again savethe presentation as UCF.

Getting Started with WebEx Universal Communications ToolkitChecking your presentation before you share itYou can view your presentation to ensure that your media files play correctlyby doing either of the following: In PowerPoint, start a slide show. For instructions, refer to PowerPoint11 of 152 To navigate your presentation, use any of the following navigational toolson the content viewer toolbar, or the Show Thumbnail button on thebottom left of the content viewer:Next and Previous buttonsHelp. Save the document as a UCF file, then double-click the file to view thepresentation in the WebEx Document Manager. This viewer includes allthe same options as does the content viewer in online meeting software.Go To drop-down listSharing a presentation with media objectsBefore sharing a presentation in which you have inserted media objects,ensure that: Your media files reside at the same locations they did when you insertedtheir objects into your presentation. For example, if you chose an audio filethat resides on your computer, ensure that the file is in the same folderpath as it was when you inserted it. The Universal Communications Format import mode is selected in onlinemeeting software. To select an import mode for presentations, on theMeeting menu, choose Options. Click the Import Mode tab, then selectUniversal Communications Format. Attendees do not have the View Any Page or View Any Document privileges,which allow them to navigate a presentation independently. To ensure thatattendees do not have these privileges, on the Participant menu, chooseAssign Privileges. Select the Participants tab and ensure that Any documentand Any page are unchecked in the View section.To share a UCF multimedia presentation:1 In online meeting software, on the Share menu, choose File (IncludingVideo), navigate to your presentation, and select Open.The presentation appears on the content viewer.

12 of 15Getting Started with WebEx Universal Communications ToolkitControlling playback of media filesA media object includes playback controls that appear on a shared slide. Thefollowing describes the controls for each type of media object.WebEx Recording, video, audio, and flash tes how many participants’displays of the media object are notsynchronized with your display and thereasons why the displays are notsynchronized.PlayStarts playback of the media file.PausePauses playback of the media file.StopStops playback of the media file.Subsequently clicking Play startsplayback from the beginning of the file.AttendeeProgressIndicates how many participants’computers have downloaded the mediafile or connected to the Web orstreaming server on which the fileresides. If you start playback before allparticipants’ computers havedownloaded the file or connected to theserver, playback will not besynchronized on all participants’screens.DescriptionDisplays the Object Properties dialogbox, on which you can view the object’stitle and its associated media file’s size,duration, and location.indicatorDisplays the media object’s playerwindow in a full-screen view, in whichall playback controls are hidden. Notavailable for audio objects.To return to the content viewer, pressthe Esc key on your computer’skeyboard. Participants can also pressEsc at any time to return to the contentviewer.For video files, you can also controlplayback using keys on yourcomputer’s keyboard. See ”Videoobject keyboard controls for full-screenmode:” below.Click the indicator to toggle between itand the Elapsed Time and Durationindicator or the Playback Statusindicator.PlaybackStatusindicatorAvailable for Flash files only. Indicatesthe status of playback—that is, whetherthe Flash file is playing, paused, orstopped.Click the indicator to toggle between itand the Attendee Progress indicator.

Getting Started with WebEx Universal Communications ToolkitControlNameDescriptionMuteVideo object keyboard controls for full-screen mode:To.Press.Pause or resume playbackCtrl Alt PStop playbackCtrl Alt SClick the indicator to toggle between itand the Attendee Progress indicator.Quit full-screen viewEscMutes audio during playback. If theobject does not include audio, thisbutton is not available.Web page object controlsElapsed Time Indicates the elapsed time duringand Duration playback and the total duration of theindicator13 of 15object, in hours, minutes, and seconds.Not available for interactive Flashobjects.Important—Muting audio turns off allaudio from your computer’s soundcard. Thus, audio in any other objectsor applications is also muted until youunmute audio for the object.UnmuteUnmutes audio during playback.ControlNameDescriptionPropertiesDisplays the Object Properties dialogbox, on which you can view the object’stitle and page’s location.Volume slider Indicates the current volume levelduring playback. Drag the slider toadjust the playback volume.LocationsliderFlash PlayermenuIndicates the current location duringplayback. Drag the slider to moveplayback forward or backward. Notavailable for Flash objects.Right-click a Flash object to display thismenu, which provides all Flash Playercontrols. Available for Flash objectsonly.To display a different Web page on theslide, type the page’s URL in theLocation box.Full-screendisplayDisplays the window in which the Webpage appears in a full-screen view.To return to the content viewer, pressthe Esc key on your computer’skeyboard.AttendeeStatisticsIndicates how many participants’displays of the media object are notsynchronized with your display and thereasons why the displays are notsynchronized.

14 of 15Getting Started with WebEx Universal Communications Toolkit When sharing any slide that includes audio—including a WebExWhen viewing a Web page object during a meeting,participants can click any links on the page to view other pages in theobject window on the slide. However, you can return all participantsto the original page that you inserted into the slide by clicking the Propertiesbutton, then typing the page’s URL in the Location box.Tiprecording, video, or Flash object—first mute all participants’microphones. Otherwise, participants will hear an echo in their phones.For instructions on muting audio in an integrated teleconference, refer tothe online Help for WebEx service.You can automatically mute all participants’ microphones by selecting theMute all attendees automatically when playback begins check box in theObject Properties dialog box. You can select this option only wheninserting or editing the object in PowerPoint, before you begin sharing theslide in which you inserted the object.Tips for sharing presentations with mediaobjectsThe following tips can help you to share UCF multimedia presentations moreeffectively: To ensure that participants have the appropriate players installed on theirRemoving the toolkit from your computerYou can remove the Universal Communications Toolkit from your computerat any time.computers, you can

Player WebEx recording WebEx Recording Format (WRF).wrf Built in Audio Windows Media Audio Advanced Streaming Format Audio for Windows (WAV) . To download and install the WebEx Universal Communications Toolkit: 1 On your site’s Support page, und

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