WebExTM Productivity Tools For Instant Messengers

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WebExTM Productivity Toolsfor Instant MessengersInstalling and Setting Up WebEx Productivity ToolsYou can install WebEx Productivity Tools to start or join meetings instantly using OneClick, Microsoft Office, Web browsers, Microsoft Outlook, IBM Lotus Notes, and instantmessengers; or to schedule meetings using Microsoft Outlook or IBM Lotus Notes,without going to your WebEx service site.After you install WebEx Productivity Tools, you can log in and set options for your WebExaccount, set meeting options for instant meetings and scheduled meetings, setpreferences for the One-Click panel, and select which Productivity Tools you will use withWebEx.INSTALLING WEBEX PRODUCTIVITY TOOLSIf your site administrator has turned on WebEx Productivity Tools options for your WebExservice site, all WebEx Productivity Tools are installed automatically on your site. Inaddition, whenever newer versions are available, WebEx Productivity Tools are updatedautomatically.The installation process installs all available WebEx Productivity Tools; however, at anytime, you can change your preferences about which applications to use with WebExProductivity Tools, and you can also change other WebEx account and meetingLast modified on: 7/28/2009

preferences by setting options in the WebEx Settings dialog box. For details, see Settingup WebEx Productivity Tools on page 4.If necessary, you can also download and install WebEx Productivity Tools manually.Before installing WebEx Productivity Tools, ensure that your computer meets thefollowing minimum system requirements:Windows 2000 SP4, XP SP2, 2003 R2, or VistaIntel x86 (Pentium 400MHZ ) or compatible processorMicrosoft Internet Explorer 6.0 SP1, 7.0, Mozilla 1.7, Netscape 8.1, or Firefox 2.0JavaScript and cookies enabled in the browserNote: The WebEx integration for IBM Lotus Notes is included in the WebEx Productivity Toolsinstallation or download only if your site administrator has turned on the Lotus Notes option forthe site.To install WebEx Productivity Tools from the Productivity Tools Setup page:12345Log in to your WebEx service Web site.Click My WebEx Productivity Tools Setup (on the left navigation bar). TheProductivity Tools Setup page appears.Under On Your Desktop, click Download Productivity Tools. The File Downloaddialog box appears.Save the installation program to your computer. The name of the installation filehas an .ms i extension.Run the installation file and follow the instructions.Once you complete installation, log in using your WebEx account information and thenverify your settings in the WebEx Settings dialog box. For more information, see Settingup WebEx Productivity Tools on page 4.To install WebEx Productivity Tools from the Downloads page:12345Log in to your WebEx service Web site.In the left navigation bar, under Support, click Downloads.In the Downloads page, next to the WebEx Productivity Tools heading, clickDownload Now. The File Download dialog box appears.Save the installation program to your computer. The name of the installation filehas an .ms i extension.Run the installation file and follow the instructions. Once you completeinstallation, you can log in with your WebEx account information and then verifyyour settings in the WebEx Settings dialog box. For more information, see Settingup WebEx Productivity Tools on page 4.OPENING THE WEBEX SETTINGS DIALOG BOXTo open the WebEx Settings dialog box from the Start menu:Click Start Programs WebEx Productivity Tools WebEx Settings. The WebExSettings dialog box appears.To open the WebEx Settings dialog box from the One-Click Panel:1 If the One-Click Panel is not already open, do one of the following:

- Double-click the WebEx One-Click icon on your desktop.- Go to Start Programs WebEx Productivity Tools WebEx One-Click.2In the One-Click Panel, click Edit WebEx Settings. The WebEx Settings dialogbox appears.To open the WebEx Settings dialog box from the One-Click taskbar icon:1 Right-click the One-Click taskbar icon.2 Choose WebEx Settings from the menu. The WebEx Settings dialog boxappears.To open the WebEx Settings dialog box from Microsoft Outlook or IBM LotusNotes:In the WebEx menu, click Account Settings. The WebEx Settings dialog box appears.To open the WebEx Settings dialog box from Microsoft Office:In Microsoft Word, Microsoft Excel, or Microsoft PowerPoint, click WebEx Settings.The WebEx Settings dialog box appears.To open the WebEx Settings dialog box from instant messengers:Click WebEx WebEx Settings. The WebEx Settings dialog box appears.

SETTING UP WEBEX PRODUCTIVITY TOOLSTo set WebEx Productivity Tool options:1 Open the WebEx Settings dialog box. For more details, see Opening the WebExSettings dialog box on page 3.2In the Account tab, log in to your account by specifying the URL for your WebExservice site and entering your user name and password. For more details, seeAccount tab on page 8.3Click Apply.4Click the Instant Meetings tab.

56Specify options for meetings started instantly from the One-Click panel, MicrosoftOffice, browsers, instant messengers, right-click menus, and from MicrosoftOutlook or IBM Lotus Notes. For more details, see Instant meetings tab on page9.Click the Scheduled Meetings tab.

789Specify options for meetings scheduled from Microsoft Outlook or IBM LotusNotes. For more details, see Scheduled meetings tab on page 11.Click the One-Click tab.Specify options for the One-Click panel. For more details, see One-Click tab onpage 14.10 Click the Tools tab.

11 Select which applications to use WebEx integrations with. For more details, seeTools tab on page 14.12 Click OK.ABOUT THE WEBEX SETTINGS DIALOG BOXTo access the WebEx Settings dialog box from the Start menu:Click Start Programs WebEx Productivity Tools WebEx Settings. The WebExSettings dialog box appears.To access the WebEx Settings dialog box from the One-Click Panel:1 If the One-Click Panel is not already open, do one of the following:- Double-click the WebEx One-Click icon on your desktop.- Go to Start Programs WebEx Productivity Tools WebEx One-Click.2In the One-Click Panel, click Edit WebEx Settings. The WebEx Settings dialogbox appears.To access the WebEx Settings dialog box from the One-Click taskbar icon:1 Right-click the One-Click taskbar icon.

2Choose WebEx Settings from the menu. The WebEx Settings dialog boxappears.To access the WebEx Settings dialog box from Microsoft Outlook or IBM LotusNotes:In the WebEx menu, click Account Settings. The WebEx Settings dialog box appears.To access the WebEx Settings dialog box from Microsoft Office:In Microsoft Word, Microsoft Excel, or Microsoft PowerPoint, click WebEx Settings. TheWebEx Settings dialog box appears.To access the WebEx Settings dialog box from Instant Messengers:Click WebEx WebEx Settings.The WebEx Settings dialog box appears.Account tabAccount options allow you to log in to your WebEx service site with your user name andpassword.Use this option.To.Site URLEnter the URL to the WebEx service sitefrom which the Productivity Tools wereUser nameEnter the user name for a host accounton your WebEx service site.PasswordEnter the password for the host accounton your WebEx service site.Remember my passwordStore the user name and passwordyou entered so that you do not need toenter your user name and site URL nextForgot your passwordOpen the Login Assistance page onthe WebEx service site, which sendsyou a reminder of your password.Open a dialog box that allows you tospecify a new password.Change passwordLanguageVerify the language that is currentlyselected for your WebEx service site.LocaleVerify the country or locale that iscurrently selected for your WebExi theit time zone that is currentlyVerifyTime zoneselected for your WebEx service site.Change settings for WebEx servicesiteOpen the My WebEx My Profilepage on your WebEx service site, andmake changes to your profile.

RefreshRefresh the WebEx Settings dialog boxwith the most recent settings from theWebEx service site.Instant meetings tabInstant meeting options s affect meetings started instantly from the One-Click panel,Microsoft Office, browsers, instant messengers, right-click menus, and from MicrosoftOutlook or IBM Lotus Notes.Use this option.To.Service typeSelect the type of WebEx session forwhich you want to start a meeting.This option lists only the sessiontypes available for your site and useraccount.Meeting topicEnter the topic or name for the meeting.Meeting passwordRequire participants to enter thepassword you set to join your meeting.List this meeting on the WebEx siteDo not list Support Session onPersonal Meeting RoomAsk for my approval when someonejoinsConference typeYour site may require that allpasswords comply with security criteria,such as a minimum length and aminimum number of letters, numbers orspecial characters.Include this meeting on the meetingcalendars on the WebEx service site.Available for meetings, sales meetings,and training sessions only.Omit this support session from yourPersonal Meeting Room on the WebExservice site.Specify that the Request to Join dialogbox appears on your screen whensomeone tries to join your meeting.Available for Support sessions only.Select the type of teleconference youwould like to use:- None: Specifies that the meetingdoes not include ateleconference, or the meetingincludes a teleconference for whichyou will provide information forparticipants using a method otherthan your meeting service.

- Our Teleconference: Specifiesthat the m e e t i n g i n c l u d e s a ni n t e g r a t e d teleconference. Ifyou select this option, chooseone of the following types ofteleconferences:1. Attendees receive callback: Select if the meetingincludes an integrated callback teleconference, in whichparticipants provide theirphone numbers and receivea call back.2. A t t e n d e e s c a n a l s oj o i n teleconference beforestarting time: Allowsattendees to call in to or joina teleconference beforestarting time.- Other teleconference:Specifies that the meetingincludes a teleconference thatanother service provides. Theinstructions y o u t y p e i n t h et e x t b o x a p p e a r automaticallyon participants’ screens oncethey join the meeting.Tip A participant must have a directphone line to receive a call from theteleconferencing service. However, aparticipant without a direct phone linecan join a teleconference by calling acall-in telephone number, which is alwaysavailable in the Meeting window.Tracking codeIdentify your department, project, or otherinformation that your organization wantsto associate with your meetings. Trackingcodes can be optional or required,depending on how your site administratorset them up.If your site administrator requires you toselect a code from a predefined list,select a code from the appropriate dropdown list.Scheduled meetings tab

Scheduled meeting options affect meetings scheduled from Microsoft Office or IBM LotusNotes.Use this option.To.Service typeSelect the type of WebEx session forwhich you want to schedule a meeting.This option lists only the session typesavailable for your site and user account.Meeting passwordRequire participants to enter the passwordyou set to join your meeting.Your site may require that all passwordscomply with security criteria, such as aminimum length and a minimum numberof letters, numbers or special characters.Exclude password from emailinvitationExclude the meeting password from theemail message that is sent to everyonewho is invited to your meeting.List this meeting on the WebEx siteInclude this meeting in the meetingcalendars on the WebEx service site.Available for meetings, sales meetings,events, and training sessions only.Attendees can join the meeting [x]minutes before starting timeAllow attendees to join the meeting withina set number of minutes before themeeting's starting time.Note If you clear this check box or set thisoption to 0 minutes, you must start themeeting before attendees can join it.Audio & Tracking tabOptions that affect audio conferences and tracking.Use this option.To.Conference TypeSelect the type of teleconference youwould like to use:None: Specifies that the meeting does notinclude a teleconference, or the meetingincludes a teleconference for which you willprovide information for participants using amethod other than your meeting service

Our teleconference: Specifies that themeeting includes an integratedteleconference. If you select this option,choose one of the following types ofteleconferences.- Attendees receive call back:Select if the meeting includes anintegrated call-backteleconference, in whichparticipants provide theirphone numbers and receive acall back.- Attendees can also jointeleconference before startingtime: Allows attendees to call into or join a teleconference beforestarting time.- Other teleconference:Specifies that the meetingincludes a teleconference thatanother service provides. Theinstructions y o u t y p e i n t h et e x t b o x a p p e a r automaticallyon participants’ screens oncethey join the meeting.Tip A participant must have a directphone line to receive a call from theteleconferencing service. However, aparticipant without a direct phone linecan join a teleconference by calling acall-in telephone number, which is alwaysavailable in the Meeting window.Tracking codeIdentify your department, project, or otherinformation that your organization wantsto associate with your meetings. Trackingcodes can be optional or required,depending on how your site administratorset them up.If your site administrator requires you toselect a code from a predefined list,select a code from the appropriate dropdown list.Registration tabOptions that affect how attendee registrations are approved.Use this option.To.

Require attendee registrationSpecify that all attendees must register toattend the meeting so you can accept ordeny entry into your meeting. An attendeecannot attend the meeting until you accepthis or her registration request.This option is available only if theAttendees can join the meeting [x]minutes before starting time option iscleared.Automatically accept all registrationAccept all registration requestsautomatically. If this option is not selected,you must accept registration requestsmanually by using the options on theRegistered Attendees page on the WebExservice site.This option is available only if theAttendees can join the meeting [x]minutes before starting time option iscleared and the Require attendeeregistration option is selected.Resources tabOptions that control how resources are used in meetings.Use this option.To.Info tab templatesChoose a template for the Info tab, whichappears in the content viewer during themeeting. The Info tab contains informationabout the meeting, including the meetinghost, teleconference phone numbers, andhost key (for the host only).Note You can choose another templateonly if one or more customized Info tabtemplates are available for your meetingservice. Your site administrator can addtemplates for your service.Automatically play the presentationbefore the host joinsAutomatically play a presentation thatattendees can view before the hostactually joins the meeting.One-Click tabOne-Click options affect the features of the One-Click panel.Use this option.To.Always stay on top of desktopHave the WebEx One-Click panel appearon top of every application or programthat is open on your computer.

Show One-Click icon on taskbarShow the One-Click icon in the taskbar.Show scheduling function in One-ClickwindowShow the links Start Scheduled Meetingand Schedule Meeting on the panel.Clicking either of the links takes you to theappropriate pages on your WebEx serviceMicrosoft Outlook or IBM Lotus NotesSelect an email and scheduling program for adefault address book. WebEx One-Clickintegrates with the email program you select,making it easy for you to obtain your contacts’email addresses.Clicking on the WebEx One-Click panelopens an address book from the emailprogram you select here.Tools tabTools options determine which programs include WebEx integrations and shortcuts.Use this option.To.Microsoft OutlookShow WebEx buttons and commands forscheduling meetings or starting One-Clickmeetings with Microsoft Outlook using thecontacts and calendar from MicrosoftOutlook.IBM Lotus NotesShow WebEx buttons and commands forscheduling meetings or starting One-Clickmeetings with IBM Lotus Notes using thecontacts and calendar from Outlook.Show WebEx buttons for starting a OneClick meeting and automatically sharing aselected file or document from thefollowing Microsoft Office applications:ExcelPowerPointWordUse WebEx with Microsoft OfficeShow button in Internet ExplorerShow a WebEx button that allows you tostart One-Click meetings from theMicrosoft Internet Explorer toolbar.Show in Windows right-click menus(requires reboot)Show a WebEx command that allows youto start a One-Click meeting andautomatically share a selected file ordocument from the right-click shortcutwindows available in Windows Explorer.

Use WebEx with Instant MessengerShows WebEx buttons and commandsthat allow you to start a One-Clickmeeting from an instant messenger. Youcan select one or more of the followinginstant messengers:AOLGoogle TalkLotus SametimeSkypeWindows MessengerYahoo MessengerShow button in FirefoxShows a WebEx button that allows you tostart instant meetings from the Firefoxtoolbar.UNINSTALLING WEBEX PRODUCTIVITY TOOLSYou can uninstall WebEx Productivity Tools at any time.To uninstall WebEx Productivity Tools by using Start menu commands:1 Click Start Programs WebEx Productivity Tools Uninstall2 Click Yes to confirm that you want to uninstall WebEx Productivity Tools.To uninstall WebEx Productivity Tools by using the Control Panel:1 Click Start Settings Control Panel.2 Double-click Add/Remove Programs.3 Click WebEx Productivity Tools.4 Click Remove.5 Click Yes to confirm that you want to uninstall WebEx Productivity Tools.Note Uninstalling Productivity Tools removes all Productivity Tools and shortcuts from yourcomputer. If you want to keep using some Productivity Tools but disable others, edit theoptions in the WebEx Settings dialog box. For details, see Setting up WebEx Productivity Toolson page 4.Using WebEx Productivity Tools for Yahoo Messenger,AIM, Skype, or GoogleTalkWebEx Productivity Tools allow you to start a WebEx instant meeting from your instantmessenger (IM), without going to your Meeting Center Web site. You can invite any ofyour contacts who are online and available, and who use one of these instantmessengers:Yahoo MessengerAOL Instant Messenger (AIM)SkypeGoogle TalkProductivity Tools integration to instant messengers

start an instant meeting from a chat windowInvite more contacts to the meetingRe-invite contacts to the meetingNote: The IM contacts who join your instant meeting do not need to install the WebExintegration.STARTING AN INSTANT MEETINGYou can start an instant meeting from a single or multi-chat window and automaticallyinvite contacts participating in the chat to the meeting. After the meeting starts, aninvitation message is sent to each participant via the chat window. To join the meeting,each contact simply clicks the link.To start a meeting from a chat window:1 Open a chat window with the contact.2 In the chat window, click Start Meeting at the top of the open chat window.- If you are chatting with just one buddy, a personalized invitation link is sent tothat buddy via the chat window.- If you are in a multi-chat window, a generic invitation link is sent to eachparticipant via the chat window.To join the meeting, invited contacts simply click the link in the chat window.The meeting starts and a dialog box opens in which you can confirm that you want tosend the invitation to this contact. The Start Meeting button changes to Send Invite Again.At any time during the meeting you can invite additional contacts.INVITING MORE CONTACTS TO A MEETING IN PROGRESSOnce you start an instant meeting, you can invite additional contacts to join the meeting.To invite another contact to join a meeting in progress:1Open a new chat window with the contact.

Notice that the WebEx button at the top of the chat window now appears as Invite toMeeting.2In the chat window, click Invite to Meeting.A personalized invitation link is sent to that chat participant via the chat window. Tojoin the meeting, the contact simply clicks the link.REISSUING MEETING INVITATIONSWhen you start an instant meeting from a chat window, an invitation link is sent to eachchat participant. If a contact does not respond by joining the meeting, you can reissue theinvitation.Notice that the WebEx button at the top of the chat window now appears as Send InviteAgain.To re-invite contacts to a meeting: Click Send Invite Again.A generic invitation link is reissued to each chat participant.Using WebEx Productivity Tools for IBM LotusSametimeWebEx Productivity tools allow you to start an instant meeting from your IBM LotusSametime instant messenger (IM), without going to your Meeting Center Web site. Youcan invite any of your IM contacts who are online and available.Productivity Tool integration to IBM Lotus SameTimestart a meeting from the main panel of your IMstart a meeting from a chat windowInvite contacts to a meeting in progressRe-invite contactsNote: The IM contacts who join your instant meeting do not need to install the WebExintegration.STARTING AN INSTANT MEETING FROM THE MAIN WINDOW

You can use the main window of Sametime to start an instant meeting and invite a singlecontact or a group of contacts to the meeting.To start an instant meeting from the main window of Sametime, do either of thefollowing:Right click on a contact or group name and choose Start Meeting from the resultingmenu.The meeting is started. The chat window opens and the invitation link is sent via thechat window to the selected contact or group of contacts.Click the WebEx icon on the tools menu, or choose Start WebEx Meeting from themenu at the top of the window.The meeting is started. Now you can invite your IM contacts to the meetingIn the main window of Sametime, click on a contact or group name and choose Inviteto Meeting from the resulting menu.You can invite additional contacts to the meeting, as requiredSTARTING AND INSTANT MEETING FROM A CHAT WINDOWStarting an instant meeting from an existing chat window allows you to invite contactsalready in the chat window to the meeting.To start a meeting from an existing chat window, do one of the following:Click the WebEx icon on the tool bar.Click WebEx at the top of the chat window and choose Start WebEx Meeting.The meeting starts and the WebEx menu and icon options change from Start Meeting toSend Invite Again.At any time during the meeting you can invite additional contacts.INVITING MORE CONTACTS TO A MEETING IN PROGRESSOnce you start an instant meeting with a contact, you can invite more contacts to themeeting.To invite additional contacts to a meeting in progress:1 Open a new chat window with another contact.2 Do one of the following:- Click the WebEx icon on the tool bar.- Click WebEx at the top of the chat window and choose Invite to current WebExMeeting.-A customized invitation link is sent to the contact. To join the meeting, the contact simplyclicks the link.3Repeat the above steps to invite additional contacts to the meeting.

REISSUING INSTANT MEETING INVITATIONSAfter you start an instant meeting from Sametime, an invitation link is sent to the chatparticipants via the chat window. If a contact you invited does not respond by joining themeeting, you can reissue the invitation.To re-invite contacts to an instant meeting:Do one of the following:Click the WebEx icon on the tool bar.Click WebEx on the menu bar at the top of the chat window and choose Send InviteAgain.An invitation link is reissued to all chat participants via the chat window.Using WebEx Productivity Tools for MS WindowsMessengerWebEx Productivity tools allow you to start a WebEx instant meeting from your MSWindows Messenger, without going to your Meeting Center Web site. You can start ameeting with any of your instant messenger (IM) contacts who are online and available.Productivity Tools Integration to Windows Messengerstart an instant meeting from the main panel of your IMstart an instant meeting from a chat windowInvite contacts to a meeting in progressRe-invite contactsNote The IM contacts who join your instant meeting do not need to install the WebExintegration.STARTING AND INSTANT MEETING FROM THE MAIN WINDOWYou can start an instant meeting from the main window of Windows Messenger and invitea contact to the meeting.To start a meeting from the main window of your IM:1 Click WebEx on the menu bar and choose Start WebEx Meeting. The StartWebEx Meeting dialog appears with a list of your contacts.

You can send an invitation to join the meeting to one contact on this list.2Select a contact, and click OK.The meeting starts and a dialog box opens in which you can confirm that you want tosend the invitation to this contact.3Click Yes.A chat window opens and a personal invitation link is sent via the chat window to theselected contactImportant If you want to invite more contacts to the meeting, do not close the chatwindow with the contact you already invited.You can invite additional contacts to the meeting.STARTING A MEETING FROM A CHAT WINDOWStarting an instant meeting from an existing chat window allows you to invite any contactparticipating in the conversation to the meeting.To start a meeting from an existing chat window:Do one of the following:Click Start Meeting at the top of the panel.Choose Start WebEx Meeting from the WebEx menu.If you are chatting with just one contact, a personalized invitation link is sent to thatcontact via the chat window.

If you are in a multi-chat window, a generic invitation link is sent to each participantvia the chat window.To join the meeting, invited contacts simply click the link in the chat window.The meeting starts and the WebEx button and menu options change from Start Meetingto Send Invite Again.At any time during the meeting you can invite additional contacts.INVITING MORE CONTACTS TO A MEETING IN PROGRESSOnce you start a meeting with a contact, you can invite more contacts to the meeting. Youcan invite one contact at a timeImportant Keep the current chat window open. If you close the window, you cannot inviteadditional contacts.To invite another contact to a meeting in progress:1 In the current chat window, on the menu bar click Actions Invite Someone tothis Conversation.2 In the invite dialog box that appears, select the contact you want to invite, andclick OK.- A chat window opens briefly to allow a personalized invitation link to be sent tothe recipient. The chat window closes within 7 seconds.- To join the meeting, the contact simply clicks the link.3Repeat the above steps to invite additional contacts.-REISSUING MEETING INVITATIONSAfter you start an instant meeting from Windows Messenger, an invitation URL link is sentto the conversation participants via the IM chat window. If a contact you invited does notrespond by joining the meeting, you can reissue the invitation.To re-invite contacts to a meeting:At the top of the chat window, click Send Invite Again.

- Double-click the WebEx One-Click icon on your desktop. - Go to Start Programs WebEx Productivity Tools WebEx One-Click. 2 In the One-Click Panel, click Edit WebEx Settings. The WebEx Settings dialog box appears. To open the WebEx Settings dialog box from the One-Clic

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