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Annotating slides and whiteboards


From:

Up and Running with WebEx Training Center

with Karen Hyder

Video: Annotating slides and whiteboards

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.
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  1. 1m 47s
    1. Welcome
      1m 2s
    2. What you need to know
      45s
  2. 11m 26s
    1. Introducing WebEx and registering for a session
      2m 57s
    2. Joining a session
      1m 37s
    3. Setting your preferences
      3m 53s
    4. Accessing the downloadable tools
      2m 59s
  3. 27m 27s
    1. Creating an instant session
      2m 21s
    2. Scheduling and setting up a training session
      1m 36s
    3. Selecting audio conference settings
      2m 22s
    4. Setting a session's date, time, and occurrence
      2m 34s
    5. Scheduling in-session hands-on labs
      51s
    6. Requiring registration
      2m 6s
    7. Inviting attendees and presenters
      2m 59s
    8. Setting session options and customizing a greeting
      3m 18s
    9. Setting up breakout sessions
      1m 12s
    10. Editing email options
      3m 33s
    11. Setting session information and adding course material
      1m 30s
    12. Adding tests
      1m 29s
    13. Saving settings as templates
      1m 36s
  4. 12m 40s
    1. Logging in from email
      2m 30s
    2. Introducing the WebEx user interface
      1m 8s
    3. Understanding WebEx panels
      2m 55s
    4. Sending and receiving chat messages
      3m 13s
    5. Viewing preloaded content
      2m 54s
  5. 13m 0s
    1. Logging in as a host and adjusting the session
      2m 20s
    2. Creating tests
      2m 44s
    3. Modifying session settings
      4m 11s
    4. Assigning participant privileges
      3m 45s
  6. 19m 43s
    1. Understanding the Participant panel features
      3m 21s
    2. Using emoticons to engage participants
      4m 18s
    3. Activating audio and video controls
      3m 2s
    4. Changing participant roles
      2m 21s
    5. Inviting and expelling participants after the session has started
      2m 12s
    6. Using the Q&A panel
      4m 29s
  7. 40m 38s
    1. Uploading files and polls to share
      6m 10s
    2. Displaying slides and animations
      3m 3s
    3. Annotating slides and whiteboards
      6m 48s
    4. Presenting audio and video files
      2m 12s
    5. Sharing a live application
      8m 56s
    6. Enabling a user to control a shared application remotely
      3m 21s
    7. Showing a poll question and its results
      5m 51s
    8. Transferring files to participants
      1m 53s
    9. Sharing a web site
      55s
    10. Sharing web content
      1m 29s
  8. 12m 45s
    1. Understanding telephony and VoIP audio
      5m 34s
    2. Starting the audio conference
      1m 44s
    3. Testing and troubleshooting audio
      3m 20s
    4. Understanding web camera video options
      2m 7s
  9. 11m 41s
    1. Using polls to support interaction
      2m 21s
    2. Creating and saving poll questions
      4m 0s
    3. Customizing poll settings
      2m 41s
    4. Downloading the WebEx Poll Questionnaire Editor
      2m 39s
  10. 8m 19s
    1. Managing breakout sessions
      8m 19s
  11. 9m 41s
    1. Recording sessions
      5m 28s
    2. Managing network-based recordings
      4m 13s
  12. 2m 31s
    1. Ending a session and saving files
      1m 3s
    2. Reviewing the session files
      1m 28s
  13. 2m 0s
    1. Next steps
      2m 0s

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Watch the Online Video Course Up and Running with WebEx Training Center
2h 53m Beginner Feb 27, 2012

Viewers: in countries Watching now:

Watch as author Karen Hyder demonstrates how to use WebEx Training Center to hold effective online meetings with audio, video, and screen sharing capabilities. This course covers how to set up, host, and manage sessions using built-in collaboration tools; how to engage presenters with chat and polling; how to share presentation duties with other participants; and how to use the WebEx recording features to make content available to others at a later date.

Note: Those using Meeting Center will also be able to use this course.

Topics include:
  • Registering for a session
  • Creating an instant session
  • Inviting attendees and presenters
  • Logging in to a session from email
  • Adding course materials and tests
  • Sending and receiving WebEx chat messages
  • Assigning participant privileges
  • Activating audio and video controls
  • Changing participant roles
  • Uploading files and polls
  • Displaying and annotating slides
  • Enabling remote control of shared applications
  • Sharing web content
  • Troubleshooting audio
  • Managing breakout sessions
  • Recording and reviewing sessions
Subjects:
Business Education + Elearning
Software:
WebEx
Author:
Karen Hyder

Annotating slides and whiteboards

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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