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Some training is more demonstration-oriented rather than just a display of static files. For this, you can use Application Sharing, where you select a single software program and show it to the audience, or Desktop Sharing, where anything active on your desktop can be brought to the foreground and displayed. Once shared, everything that you do with the mouse or the keyboard is seen by participants. Sharing can be paused, so that you can make changes without those changes being seen. Even the WebEx Session Room itself can be shared if your purpose is to teach someone WebEx.
So I'd like to start sharing now, and in this case I am going to use Application Sharing. I'll choose the Share Menu > Application. Because I already have the Excel program running and the file open, I can choose it from the menu. So I'm clicking on Microsoft Excel and the application comes to the foreground. On my screen I'm seeing the Excel window as I normally would see Excel. But I also have a Sharing Toolbar that displays across the top of the screen.
I have a STOP SHARING button, Pause, a Share control button that lets me change what I'm sharing, an Assign button that lets me turn over controls to a participant, and I also see buttons on the right side of the screen that allow me to bring up my panels that would normally be displayed on the right side. So I am going to click on the Participant Panel to display it and I can also click on the Chat Panel, so if I want to continue to follow the conversation, I can see that by choosing those panels. In this case, I'd like to show participants how to use the AutoSum function.
So I am going to click in Cell F3. I'd like to total all the numbers in Row 3. I'll click on the AutoSum button and it shows that the formula fills in automatically and displays for me which numbers will be totaled, and when I press Enter, my total displays in Cell F3. If at any point I need to turn over controls to a participant, which I might do if I want to be sure that they understood the steps, I can turn over controls by choosing Assign, and then Pass Keyboard and Mouse Control.
In this case, I'll turn over controls to Greg. And I do want to give Greg clear instructions on what to do next. So Greg, if you would, please take your mouse and click in Cell F4. You can see that Greg is now controlling my mouse. Once there, click on the AutoSum button that you see on the Ribbon at the top of your screen. And Greg is currently controlling my version of Excel. By clicking on AutoSum, he sees the same feedback that I saw a moment ago, and Greg, if you would, press Enter.
So the total in Cell F4 is displayed. This is a great way to be sure your participants were following along with the procedures and that they're able to perform the procedures on their own. Now, be careful. If I was Desktop Sharing at this point, Greg would have control over anything running on my Desktop. He could even close down Excel and open my mail or go and look at other things running on my Desktop. Application Sharing is a more efficient way to share something that's running on your computer and really allows for more security, because participants could not then move to some other application to look at what's going on there.
Greg is still controlling my interface here, so once the assignment is completed, I want to take away controls from Greg. So I'll drop down the Assign button and choose Pass Keyboard and Mouse Control and then uncheck Greg's name in the list. If I want to draw attention to an item on the screen, I can use the Annotation Tool. When I click it, I now have a Pen that lets me draw or write on the screen. I might be talking to the participants on how they might want to copy that formula down or total down at the bottom of the screen.
I could also give over Annotation controls to the participants if I want them to annotate on screen. I'll turn off the Annotation Tools, and on the participant's screen you'll see a similar toolbar displayed across the top, but of course participants don't have the level of control that the presenter has. They only have the ability to open panels that they might want to use to ask a question by typing in Chat or raising their hand in the Participant Panel.
Greg or Agnes, if you have a question at this time, go ahead and raise your hand or just type your question in Chat. Okay. I can see that Greg's hand is raised and at this point I could call on him to speak up. For now, I am going to stop sharing this application. So Application Sharing is an excellent way to use the features available to you in the software product that you're teaching and show that in real-time to participants.
If you're in a situation where you want to see what's running on a participant's machine--maybe they're having technical difficulties in their version of Excel-- you could turn over presenter controls. And I am going to do that now by clicking on Greg's name in the Participant Pane. I can click on Make Presenter, and the screen changes to show the little WebEx ball to the left of Greg's name. At this point, Greg, if you would, please make sure that your Excel file is open and running on your Desktop.
Then go to your Share window, choose Application, and select the Excel file from the list. Okay. So we are now seeing Greg's Excel window, and because Greg is using a Macintosh computer, the Ribbon across the top of the screen looks a little bit different. So Greg, if you would, please click on Cell F3. Then click on the AutoSum button, which is just there just above the Formulas button. Good, go ahead and click on that, you see the =SUM, press Enter.
So in this instance, because I'm coaching Greg, I might take it a step further and give him more guidance on what else he can do with Excel. So Greg, please click on Cell F3, and notice in the lower right corner you have what looks like a little handle. Click that, and drag all the way down to Cell F10, which is Lu's sales numbers, and release. And that has now filled in the totals for the rest of the staff. If you'd like to use the AutoSum function again, you can total the totals in Cell F11.
Click in F11, use AutoSum, and Excel knows to calculate vertically, because that's where the numbers are. To the left of Cell F11 there is only text, so it does not try to total that text. And press Enter, and you can see the total is 1458. Thanks Greg! So I am going to take back controls from Greg. I am opening up the Participant Panel. I am clicking on my own name and then I'll click again on Make Presenter.
It says the sharing will end, so I am taking away controls and taking away the Excel file being displayed. I'll click on Yes, and we're back to Excel and Greg is no longer sharing. Greg, thanks for your help! So as you can see, Application Sharing is a great way to display content to participants and allow them to display content to you, and we're talking about using a software application in real-time. As an addendum, you should know that when you Application Share, WebEx does its best to keep the participants from seeing other applications that you might attempt to switch to.
So let's say in the middle of Application Sharing an e-mail comes in or something distracts you on your own computer screen, when you toggle over to that other window to look at it, the participants see a yellow and black crosshatched pattern, so they are not going to see whatever it is that you switch to. This would not be true in Desktop Sharing. If you chose Desktop instead of Application Sharing, your switching over to another application would indeed show that application to the participants.
So unless you have a reason to be switching between windows that are open on your screen, maybe toggling between Excel and Word or Excel and PowerPoint, you definitely want to use Application Sharing. So I'll STOP SHARING and we're back to WebEx.
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