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Depending on the type of session you have planned or the activities that you'd like to include in your session, you might want participants to use different tools then what are available to them by default. In order to do this you'll change the Privileges by right mouse button clicking on a name in the participant list and going to Assign Privileges. Or from the menu, choosing participant, then Assign Privileges. When the Assign Privileges dialog box opens, you'll see the default settings or the settings that were set when the room was initially created.
So, if you remember our Setting up a Session movie, you remember that you can assign privileges as the session room is being created, so you would use this Assign Privileges dialog box once the session is already running and you need to make changes to those privileges. At the top left, you see the Document field, where there are options for saving, printing, and annotating documents. This allows participants to download or print files that you've already uploaded into the software or to use drawing tools and draw right on the screen.
I like that annotation option because it turns on an Annotation toolbar that we'll look at more closely later. In some sessions you might not want participants to see the names of the other people who are logged in, so in that case you would uncheck the Attendee list option. In this View space, you would change also the ability for participants to show the PowerPoint slides or the documents that you have uploaded in a Thumbnail view, or they could move ahead to Any page in the document without you.
This is helpful if you want them to work on an assignment independently of you and you want them to be able to move ahead and read or access the activities. Participants can use their web cameras to display their own video to the rest of the audience members if the Send video checkbox is turned on. In that case they would see a button displayed to the right of their names that would allow them to turn on their webcams or turn them off. In another movie, we saw the ability for the participant to take over controls of the presenter's machine, with permission, and this checkbox allows that to be turned on when needed.
If participants should record the session for their own use later on, click the Record the session option and they'll be able to save the file to their local drives. Make sure that they're aware of the fact these files are very large and they will need a player to play that file back. They would need to determine if they're saving the file as a proprietary WebEx recording or as a Windows media file. If you'd like participants to be able to upload documents, click on the Share documents button.
And this one I think is very important. By default, participants can chat with the leaders of the session but they can't chat with each other. So if you'd like them to be able to communicate with other participants by typing in Chat, be sure to click the All attendees checkbox. And similarly, if you'd like them to be able to communicate in small groups using Breakout sessions, click the All attendees checkbox. And if you're in a hurry and you just want to give them all the privileges that they have available, click the All attendee privileges and that will fill in the checkboxes for the rest of the form.
Attendee Privileges can be set prior to the session as the room is created and set up or they can be set on the fly during the session. Take the time to set the privileges before you start so that you don't need to turn on the privileges before each activity.
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