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5 ways to use the annotation tool in Webex Meetings

Do you regularly use programmes to video call, such as MS Teams, Zoom or Webex Meetings? Then you know that these programmes have many different buttons and functions. One of them is the use of annotation tools, which allow you to draw on the screen. How can you properly deploy and use these in Webex Meetings?

What is annotation?

As mentioned above, annotating is basically the same as drawing. There are often several tools you can use to do this. This is also the case in Webex Meetings. You can point at something (1), type something on the screen (2), draw lines (3), draw shapes (4), draw freely with the pencil or marker (5), choose colours (6) and erase your annotations (7). Annotating can be done on a whiteboard or on a shared file and can be used during your meeting, training, therapy session or any other form of (live) online video communication.

What are the benefits of annotation?

Annotation tools make it easy to create interaction in your online session. An interactive session ensures that participants are more attentive, have more fun and are more actively involved. In addition, participants remember the subject matter better because they immediately start working with it. Annotation tools can therefore help you make your session more effective and efficient!

Where can I find the annotation tools in Webex Meetings?

The host and presenter of the session can always annotate, but these rights can also be assigned to participants. To do this, go to Participant in the menu bar and choose Assign rights. Here you can check the Annotate box. Participants will then see a button that allows them to open the annotation tools. Note: it may depend on your organization's settings whether this function is available or not.

Use in other programs

Not only Webex Meetings, but also other video calling programs such as MS Teams and Zoom have the feature to annotate. Often, this option becomes available as soon as the screen is shared. The exact functionalities may be slightly different from those in Webex Meetings, but overall it works the same. So look for this feature yourself and try to use more annotations in your online sessions!

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Hosts and cohosts can control who shares during a meeting and designate a participant as a Presenter directly from their thumbnail video or participants panel.

After hosts or cohosts turn off sharing , the host or cohost can pass a Presenter role to a particular participant in the meeting to share. If the Presenter role passes to a participant who's paired to a device, the device also inherits the Presenter role. If there are other participants paired to that same device, they can't share from their computer with Webex App. However, if the Presenter role is passed to a device, each participant paired to that device can share from Webex App.

9 Webex Tips and Tricks Everyone Should Know

Cisco Webex is a great app to select as your go-to video conferencing app. It’s Cisco, so you know it’s secure, and your private information is safe. And it even offers a free account currently.

But Webex is not just good because it’s secure, or easy-to-use. It has a lot of features that make the experience worthwhile. But when starting to use a new app, it can take a lot of time to discover everything it has to offer. And some features are buried so deep, a lot of people never uncover them. But that’s not going to be you. We have compiled a list of all the tips and tricks a Webex user needs to know to use the app to its full potential.

Use Virtual Backgrounds

Bored or embarrassed of your real background while attending video calls from home? Webex now supports virtual backgrounds and background blur for meetings from the desktop app. You need to be using the Webex version 40.7 or higher for the feature to be available. So, if you’ve been on the older version, you’ve missed this gem of a feature.

You can set a virtual background from the preview window before joining the meeting or during the meeting itself. Click on the ‘Change Background’ button on the preview screen and select a background from the menu.

To change the background during the meeting, click on the ‘More options’ icon on your self-view window and then select ‘Change virtual background’ from the menu.

Conduct Polls During a Meeting

During a Webex meeting, you can also host polls and collect the responses from other meeting participants in real-time. But the panel for polls has to be added to a meeting first. And because of that, a lot of people never even find out about the existence of this feature in Webex.

To add polling to a meeting, go to the Menu Bar in the meeting window and click on the ‘View’ option. Then, go to ‘Panels’ in the menu, and select ‘Manage Panels’ from the sub-menu.

Now, select ‘Polling’ from under the ‘Available Panels’ area and click on the ‘Add’ button to move it to the ‘Current Panels’. Finally, click ‘OK’ to save the changes.

The panel for Polling will appear on the right side of the meeting window where the panels for participants, chats, etc., appear. From there, you can add questions and conduct polls with meeting participants.

View Meeting Reports

Webex has special meeting reports that allow you to keep track of everything about your meetings, including but not limited to attendance, usage, duration, email addresses of the participants, and much more. You can view, export, and even print these reports.

This feature is especially useful for teachers who otherwise have to manually keep checking which students are present in the meeting. Using these reports, you can even track when someone joined and left the meeting. But as the option is accessible only from the web portal, and not the desktop app, it’s likely to get overlooked.

Go to webex.com on your browser and log in to your meeting space. Then, go to your name on the right corner of the screen, click on the down arrow, and select ‘My reports’ from the menu.

Then, click on ‘Usage Reports’.

Enter the time period you want to view the reports for and select the meeting to open the report.

The report will have the details of each participant individually, from basic details like their name, email address, to whether they were invited to the meeting, and when they joined and left the meeting, and much more.

Alternate Hosts

So you’re the meeting host, but need to leave due to some unforeseen emergency. Worried about what will happen to the meeting as the host should be present at all times. The future of the meeting starts to look pretty grim at such times, doesn’t it? Well, it doesn’t have to. You can make someone else the meeting host in Webex in one fell swoop.

Open the ‘Participants’ panel and go to the attendee you want to make the new host. Right-click on their name and select ‘Change Role To’ from the menu. Then, select ‘Host’ from the sub-menu to make them the host.

Raise Hand in a Meeting

There are times when you have doubts in the meeting and wish to speak up, but you don’t want to be rude and disrupt the person already speaking. In real-life situations, it’s really easy to do that. You can just raise a hand, and the speaker can let you speak when it suits them.

But in a virtual meeting, raising your hand and hoping the speaker sees your video isn’t the most practical solution. Thank god for virtual hand raising in Webex ! You can raise a hand, and the speaker will be able to see your risen hand next to your name on the participant panel. But keep in mind, that you can only use this feature if you’re not the meeting host.

Open the Participant panel, and go to your name. Then, click the ‘Raise Hand’ option (a hand icon) next to your name. Everyone will get an alert, and they will be able to see that you have raised your hand from the participant panel.

Change Views for Recordings

You can record all your meetings in Webex, everyone knows that. But did you know that you can also change the view of the meeting recordings? By default, the recordings contain the videos of participants, and if it’s a sharing session, then the shared screen and the video thumbnails of other participants. So, in short, the exact replica of your screen.

But these recording views can be modified. You can choose between active-speaker view, and content-only view if you don’t want the video thumbnail view. The active-speaker view contains the video of only the active speaker and if it’s a screen-sharing session, then the shared contents and the video of the active speaker.

In the content-only view, the recording contains only the contents of the shared screen. And if there’s no content sharing session active, then it will only record the audio without any video. You can change the recording views only from the web portal, so it’s prone to escaping people’s notice.

Open the web portal, and go to ‘Preferences’ from the navigation menu on the left. Then go to the ‘Recordings’ tab. Here, you can select the preferred recording view for your recordings.

Change the Host Before the Meeting

You scheduled a meeting, but now you can’t attend it. How will the meeting go forward without the host present? You can change the hosts during the meeting, but for that, you have to join the meeting at least once. But what about the situations when you simply cannot? Well, don’t worry. You can change the host before the meeting.

Every scheduled meeting has a host key that is only visible to the host. Share this key with the person you want to take the role of the host. And they’ll be able to claim the role of the host after entering this key.

To view the key, log in to the Webex web portal and go to your meetings. Then, click on the scheduled meeting to view further details.

Scroll down and under meeting information, you’ll find the Host key. Share it with the other person.

Use Music Mode in Webex

Have you ever wanted to play music on a Webex meeting but found that the other participants couldn’t hear it clearly? That’s because, by default, Webex suppresses the background noise to enhance the audio. This background suppression interferes with the music. Turning on the Music mode preserves the original sound, and you can play the music without any interference. To use Music mode, you should have the WBS 40.8 or later.

To turn on the Music mode, click on the ‘Settings’ option.

Then, select ‘Music Mode’ from the menu.

Closed Captions in Meetings

If you have a bad connection in the meeting, or there’s a participant with a hearing disability present in the meeting, you can have closed captions and transcribe the entire meeting.

If you have a Webex enterprise account, the Webex Meeting assistant will automatically transcribe the meeting using its AI capabilities. Just click on the ‘CC’ option on the lower-left corner of the meeting window.

Other users can have a designated captionist in the meeting to provide captions for the meeting. Go to the participant panel and right-click on the name of the person you want to make the captionist. Go to ‘Change Role to’ in the menu and select ‘Captionist’ from the sub-menu.

You can go here and find complete details about using closed captions in a Webex meeting.

There you go, folks. With these set of tips and tricks in your arsenal, you’ll become a pro in using Webex in no time. With this information at your fingertips, your productivity is bound to increase in no time.

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How to Record and Share a Webex Presentation in Ten Easy Steps

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• Launch a browser, navigate to  umaryland.webex.com , then login to Webex using your UMBID and password, and DUO two-factor authentication.
• Find and click on the Start a Meeting button.
• Enable your microphone and camera and click, Start Meeting.
• If appropriate, launch PowerPoint and open your slide presentation.
• When ready, click the Recorder button on the bottom of your screen and begin your presentation.
• To display the PowerPoint, you must Open Powerpoint first, click the Share Content button (next to the Recorder button) and select PowerPoint.
• To stop sharing the presentation, move your pointer to the orange bar at the top of the screen wait for the tool bar to descend from the top of the screen. Select Stop Sharing.
• To Stop the Recording, click on the Recorder button again and select Stop Recording.
• To share your recording, return to the Webex Portal (umaryland.webex.com and select Recordings (on the left). Please be aware that your recording may not be immediately available. Lengthy recordings sometimes take up to 24 hours to finish “generating.”
• Locate your recording and either click the Download button to download a MP4 version of your video or click the Share button to email the recording to your selected recipients. 

If you have any problems recording or distributing your presentation, the Webex Video Tutorial site can help. Go to  https://help.webex.com/en-us/8bzter/Cisco-Webex-Meetings-Video-Tutorials .

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Elevating Calls, Custom Layouts, Post-Meeting Summary and More in the Webex App April Update

Tags: AI Assistant for Webex , Artificial Intelligence , Intelligent Meeting Summaries , Video Intelligence , Webex App Features , Webex Calling , Webex Meetings , Webex Rewind

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Webex App April Update

As we spring into April, we’re excited to share features that help employees collaborate seamlessly and transform their experiences wherever you work. In this month’s release we’re making it easier to move calls to full-featured meetings and this is especially useful when you hop on impromptu calls or are working on the go and return to your desk. For meetings, we deliver the ability to customize video layouts to personalize your viewing experience and we’re helping you make the most of your meetings—you’ll now see a post-meeting summary. In messaging, videos are now easier than ever to view and access from within the app.

Read more below for information about our latest capabilities.

Calling in Webex

Meetings in webex.

Messaging in Webex 

Webex Platform News

• Webex enables continuous collaboration from a simple phone call. If you’re on a call, you can now elevate the call to a full-featured meeting with a few clicks of the keyboard without anyone going on hold. Invite additional attendees you’d like to join the discussion. They’ll receive a notification to join the meeting, and from there all participants can take advantage of AI transcriptions, real-time translations, notes and action items, and recordings. You can even move calls to a meeting when you’re talking to people outside your organization. Imagine calling a customer and during the conversation an immediate request is raised, you can elevate the call to a meeting, add your manager and additional account managers and work quickly to resolve the issue. You’ll even have a seamless experience during quick impromptu calls or calls you take on the go, where you want to use advanced meetings features. Available for Unified CM in early April and coming soon for Webex Calling.

Watch how to elevate your call to a meeting

• Sharing content has never been easier and it won’t slow you down. We’ll automatically optimize your shared content for text, image, or video for better experience. When you share a video, you’ll no longer need to select a higher frame rate to share. It will automatically determine the optimized setting to share your content at the highest quality required. And that’s not all, when you’re sharing content, you can now pause and resume the share . Envision giving a presentation and time is running short so you want to skip a head a few slides or even jumping to another presentation, you’ll hit pause, the participants will continue to see the last shared slide, you’ll navigate to the next content you’d like to feature and resume the share. Changing slides or presentations occurs all in the backend, unseen by the participants and helps you present a smooth and flawless presentation. These features are also available in meetings.

• Webex app with Unified CM: As a remote worker on a mobile device, users will have an improved user experience with single sign-on (SSO) . The first time you enter the Webex app or when your login expires, you’ll enter a one-time username and password and that’s it. Make phone calls through your company call control with ease and don’t let being on the go slow you down.
• Custom Layouts: We’ve been working to deliver a more personalized experience, and the latest advancements to the Webex layout options is about making the meeting experience tailored to your preferences. First off, we’re introducing the ability to zoom in and out in grid view . Say you’re in a large meeting and are seeing 25 people per page. But if you really just want to focus on a few, say 4-6, you can simply use the slider at the upper right corner of the Webex meeting window and zoom in to see those folks bigger, or zoom all the way out and see as many people as possible. You can do this at any time in the meeting to suit your desire or need to see the people you want.
• Another new layout allows you to customize stage view by dragging and dropping people onto the Webex “stage.” This new feature gives you more control over who and what you want to focus on simply by moving anyone from the filmstrip onto the stage. For example, I may want to see the presenter and their content side by side. Or imagine the case when there is a sign-language interpreter in the meeting. As a hearing-impaired user, I can pull the sign language interpreter into view so that they show prominently on the stage, regardless of who’s speaking or sharing content. As a host, I’ll have the ability to customize the stage and set my stage as the default view for everyone in the meeting.
• For some industries, such as financial and federal, data integrity is paramount and, thus, there may be a need for added security to keep communications in-house. Today, this can be achieved with firewalls, but we’ve now given admins the ability to block users from meeting with Webex users from other organizations through a single knob in Control Hub for all their users. In contrast, other conferencing vendors require complicated registries, extensive documentation, and multiple steps to configure. This is simplicity and security in Webex.
• In the space that you set up for your meeting, your recording will be accessible in the new ‘Recordings’ tab under the ‘Content’ tab.
• For recorded meetings from your Webex Personal Room, you go to the Calendar view to access your recording.

Meeting recordings are now viewed directly within the Webex app and include your meeting transcripts. In addition, recordings in a space do not require a password.

Messaging in Webex

• Our goal is to make Webex the single place to collaborate. With that in mind, we have now introduced video playback enhancements  which transforms how you access videos on the Webex mobile app. All videos are now clearly identifiable and easier than ever to start, pause and move to full screen all from within the app. We have also streamlined the process to forward videos to other contacts or spaces.

• To enhance the experience for our new users, we have added extra clarity to show users how to send their messages. A new send button in the compose area gives clear indication on how to send messages (this is in addition to simply pressing Enter on the keyboard). We have also added instructions above the send button to show how to create a new line in your messages (Shift + Enter).

• Webex and Webex Meetings will now support Apple computers with M1 silicon processors without requiring you to run Webex with Rosetta (emulator). You will have better performance and experience by running the specific version of the app built for this configuration. The installer for this configuration will soon be available on the Webex d ownloads page .
• Webex app on Linux : for the open-source community, we are pleased to announce that Webex is now bringing you messaging, meeting, and one-to-one calling for at work and educational settings. All the core Webex capabilities are supported to help you seamlessly collaborate. This is just the beginning – support for advanced calling and a full-featured meeting experience will be added in the upcoming releases. The .deb and .rpm packages will soon be available on the Webex d ownloads page .

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How to share a powerpoint presentation using Cisco Webex

Many of us have had to turn to running meetings virtually in recent weeks, which can be a daunting task if you are not familiar with using virtual meeting software.

Here is a quick guide on how to share a Powerpoint presentation using Webex during a virtual meeting.

Log into your Webex account, create your meeting invite and join your meeting.

Once your meeting is set up, simply click on the share screen button (below) in Webex.

This will open a pop-up screen (below) where you can select how you wish to share your presentation. In this case either via desktop or using Powerpoint directly.

This will automatically broadcast the app or desktop view you chose to share. A small orange Webex strip will be visible at the top of the screen to remind you that you are broadcasting (below).

If you hover over this strip you will find more options (including the ability to annotate your slides and use a group chat).

The large orange button is to stop broadcasting.

Sharing a Powerpoint presentation with Participoll using Webex

If you are running an interactive PowerPoint presentation with ParticiPoll, all the polling/interactive functions within your Powerpoint will function normally (below).

The audience can continue to use their mobile devices to participate with polling etc. as normal.

When sharing a Powerpoint presentation with Participoll in Webex remember the screen share feature (either desktop or via the Powerpoint app) is what you need to use to share your presentation, all ParticiPoll functionality remains the same.

Remember to test your slides before your meeting to ensure everything is working before you go live!

If you have any questions or wish to share your experiences we’d love to hear from you!

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Sharing a File

You can share a file, such as a document, presentation, or video, that resides on your computer. Participants view the shared file in their content viewers.

Choosing an Import Mode for Presentation Sharing

This task is for Windows users only.

About Sharing a Whiteboard

Sharing a whiteboard allows you to draw objects and type text that all participants can see in their content viewers. You can also use a pointer to emphasize text or graphics on a whiteboard.

Other things you can do while sharing a whiteboard:

• Display it at various magnifications, in miniature (thumbnails), and in full-screen view
• Copy and paste images into it
• Reorder its position in reference to any other whiteboards
• Synchronize participants' displays with the display in your content viewer

If you allow participants to annotate slides and pages, you and participants can draw and type on a whiteboard simultaneously. You can also allow participants to save, print, and display different views of shared whiteboards.

To share a whiteboard, select Share > Whiteboard .

Using Annotation Tools on Shared Content

In an online meeting, you can use annotation tools on shared content to annotate, highlight, explain, or point to information.

Changing Views in a File or Whiteboard

When viewing a file or a whiteboard, you can switch the views that you see in the content viewer by selecting from the View menu located in the bottom left corner of your screen or by clicking one of the view icons.

Navigating Slides, Pages, or Whiteboards Using the Toolbar

You can navigate to different pages, slides, or whiteboard “pages” in the content viewer. Each document, presentation, or whiteboard being shared appears on a tab at the top of the content viewer.

Advancing Pages or Slides Automatically

When sharing a document or presentation in the content viewer, you can automatically advance pages or slides at a specified interval. Once you start automatic page or slide advancement, you can stop it at any time.

Stopping Automatic Page or Slide Advancement

Animating and adding effects to shared slides.

When sharing a Microsoft PowerPoint slide presentation you can animate text and slide transitions just as you can when using the Slide Show option in PowerPoint.

Make sure that you are using Windows XP SP2 or later for the optimal display of your presentation.

Adding New Pages to Shared Files or Whiteboards

When sharing a file or whiteboard in the content viewer, you can add a new, blank page for annotation.

Pasting Images in Slides, Pages or Whiteboards

If you copy a bitmap image to your computer's clipboard, you can paste it into a new page, slide, or whiteboard in the content viewer.

You can paste any type of bitmap image, such as a GIF, JPEG, BMP, or TIF image in the content viewer. Other types of images—such as EPS or Photoshop (PSD) images—are not supported.

Managing Views of Presentations, Documents, or Whiteboards

Zooming in or out.

Using the tools on the content viewer toolbar, you can do the following:

• Zoom in to or out from a page, slide, or whiteboard
• Adjust the size of a page, slide, or whiteboard to fit the content viewer
• Adjust the size of a page, slide, or whiteboard to fit it width in the content viewer
• Turn off the Zoom tool at any time

Controlling Full-Screen or Thumbnail View

You can maximize the size of a page, slide, or whiteboard in the content viewer to fit your monitor's entire screen. A full-screen view replaces the normal meeting window view. You can return to a normal view at any time.

Close the thumbnail viewer

On the content viewer toolbar, select View > Hide Thumbnail .

Synchronize participant views of slides, pages, or whiteboards

On the View menu at the bottom of the window, select Sync Display for All .

Clearing Annotations and Pointers

You can clear any annotations made by you or another participant on a shared page, slide, or whiteboard in the content viewer. You can clear:

• All annotations at once
• Specific annotations
• If you are the presenter or host, clear all annotations you have made

You can also clear your own pointers on all shared slides, pages, or whiteboards in the content viewer. If you are a presenter, you can also clear all participant pointers.

Clear all annotations you have added to a shared page, slide, or whiteboard

• On the annotation toolbar, click the downward-pointing arrow to the right of the Eraser Tool icon.
• Choose Clear My Annotations .

Clear specific annotations on a shared page, slide, or whiteboard

• On the toolbar, click the Eraser Tool icon. Your mouse pointer changes to an eraser.
• Click the annotation you want to clear.

Turn off the eraser tool

On the toolbar, click the Eraser Tool icon.

Clear your own pointer on all shared slides, pages, or whiteboards

• On the toolbar, click the downward-pointing arrow to the right of the Eraser Tool icon.
• Choose Clear My Pointer .

Saving a Presentation, Document, or Whiteboard

You can save any shared document, presentation, or whiteboard that appears in the content viewer. A saved file contains all the pages or slides in the document, presentation, or whiteboard that is currently displayed in the content viewer, including any annotations and pointers that you or other attendees added to them.

MS Word, Excel and PowerPoint files are saved in PDF format. Audio and video files are saved in their original formats.

Once you save a new document, presentation, or whiteboard to a file, you can save it again to overwrite the file or save a copy to another file.

Saving a New File

Saving a copy of a file.

This task describes how to save a copy of a document, presentation, or whiteboard.

Opening a Saved File

If you saved a document, presentation, or whiteboard that appeared in the content viewer during a meeting, you can do either of the following:

• Open the file in the content viewer during another meeting for sharing. Only a presenter or participants who have the Share documents privilege can open a saved file during a meeting.
• Open the file at any time on your computer's desktop by double-clicking the saved file.

This task describes how to open a saved file in the content viewer during a meeting.

You must be a presenter or participant with Share documents privileges to open a saved file during a meeting.

Printing a File

You can print any shared presentations, documents, or whiteboards that appear in your content viewer. A printed copy of shared content includes all added annotations and pointers.

Using Application Sharing

You can use application sharing to show all meeting participants one or more applications on your computer. Application sharing is useful for demonstrating software or editing documents during a meeting.

Participants can view the shared application, including all mouse movements without having to run the application that you are sharing on their computers.

You must be a presenter.

• To stop sharing a specific application, select the Stop Sharing button on the title bar of the application that you no longer want to share.
• To stop sharing all applications, select the Stop Sharing button in the Meeting Controls panel.

Participants can no longer view your applications.

Using Desktop Sharing

You can share the entire content of your computer, including any applications, windows, and file directories that reside on it. Participants can view your shared desktop, including all mouse movements.

You must be a host or presenter.

Using Web Browser Sharing

A presenter uses web browser sharing to show all meeting participants all web pages that he or she accesses in a browser. Web browser sharing is useful for showing participants web pages on the Internet, or the presenter's private intranet or computer.

Participants can view the presenter's web browser, including mouse movements, in a sharing window on their screens.