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When you're using PowerPoint slides in WebEx, you might want to use Annotation Tools to draw attention to specific things on the screen. For instance, if I want to point out a specific objective from this training session, I can turn on my Pointer Tool using the Annotation Toolbar displayed at the top of my screen. When I click it, it turns on an arrow that has my name associated with it. So as I click on the bulleted items, I am drawing the user's attention to these items.
I can change the Pointer Type by clicking on the drop-down list to the right of the arrow, clicking on the Laser Pointer Tool, and then when I click, I have a red dot rather than a red arrow. I also have tools across the top of my screen that allow me to highlight or draw on screen as needed. So if I really want to draw attention, I can use a tool like that. It's fun to turn on Annotation Tools for my participants to use as well.
So I'll start by clearing my annotations by using the Eraser Tool > Clear My Annotations and again, the Eraser Tool> Clear My Pointer, to make sure my screen is clear and ready to go. Then, to assign privileges to my participants, I'll move to the Participant Panel on the right side of my screen, right mouse button click on a participant name, click Assign Privileges to open the Assign Privileges dialog box, and notice that the Annotate function is not turned on for my participants, so they do not see a toolbar at the top of their screen.
Once I click that and click on OK, participants will see the Annotation Toolbar show up at the top of the screen here. This is what it looks like on a user's machine. Again, I'll clear those annotations, and now I'd like to invite my participants to use their Annotation Tool to work on an activity with me. So I'll move ahead to the correct slide. I'll invite the participants to use their Arrow or Pointer Tool.
And in addition to teaching them to use the tools, I also like to add some kind of instruction on the slide so it's obvious to them what we're doing here. So Greg, Bob, Agnes, and Susan, if you'd like to participate in this activity, please click your Arrow Tool at the top left portion of your screen and then move your name pointer to identify the Excel features that I'll ask you about next. So if you know where the Excel Ribbon is, please point to it on your screen.
If you recognize column headings, please click on Column Headings on your screen. Please point to Row Headings on your screen. Please point to the Formula Bar. Agnes has it right. Please point to a place on the screen where the active cell is shown.
And then please point to Cell F11. An activity like this is an excellent way to review things that are going on on screen, to get participants involved, and using the features of WebEx. In addition to the Arrow Tool, you can see that there is a capital T, Text Tool, and participants can use this Text Tool to type text right on screen. This particular screen may not be appropriate for text at this point, but keep in mind, there's also a Whiteboard feature that you might want to use.
So I'm going to open up a Whiteboard tab. I'll use the Share Menu, and I'll click on Whiteboard, and I now see a blank screen displayed as a new tab. I like to use Whiteboards if I'm going to ask participants to share a lot of text on the screen at one time or shout out answers to an open-ended question. I typically encourage participants to first use their name pointer to claim real estate on the screen, then to use their Text Tool to position an insertion point to the right of that arrow, and type.
So if I ask a question like, hey everybody, where are you joining from today? Go ahead and type your city and state on-screen. When you're finished typing, be sure to click away to finish the entry. In addition to the name pointer and the Text Tool, you also see Annotation Tools like the Line Tool, the Arrow.
Go ahead and explore those options using your mouse pointer and the Annotation Toolbar that you see. You can draw circles, checkmarks, Xs. You can use a free-form marker, and you can change the color of the marker that you're using by selecting the drop-down arrow to the right of the color box and pick any color that you choose.
When it comes time to clear the screen, use the Eraser Tool to delete what's on screen. Participants can delete their own pointers and their own annotations, but you as the presenter can clear all annotations and all pointers. So use the drop-down list arrow to the right of the Eraser and choose Clear My Pointer or Clear My Annotations. Annotation Tools are used for more than just scribbling. It is useful when you want participants to show the steps in a flowchart, to label a screen or a process.
You'll want to set up the activity in advance so that you have instructions on screen and so it's easy for the participants to follow along. Remember, the Annotation Toolbar must be turned on for participants to use it, but as a presenter it's turned on for you automatically.
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