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One way for WebEx presenters to show files to participants is to upload them into the Viewer. That is that large space to the left-side of the window. You can load a variety of files, including PowerPoint, Word, Excel, PDF, WMV, or even WRF, that is WebEx Recording Files. In contrast to application or desktop sharing, uploading files in advance makes it easier for you to manage files, and the performance can be better too because the file is cached to the users rather than you pushing it across the Internet in real-time.
This is especially important for video files or if you or your users are on a low bandwidth or compromised network connection. It might take a few minutes to upload, but once you do, you'll be able to switch between files by clicking the tabs across the top of the Viewer. When poll files are opened, they display in the Polling Panel on the right side of the screen. There are three routes you can take to upload a file from your computer. If your Quick Start page is open--this is something that would have been turned on when the Session Room was created--you have easy access to some commonly used features.
Notice at the bottom of the Quick Start page, there's a Share My Desktop button. To the right of that, a drop-down list gives me access to Share File (Including Video). When I click that, I can navigate to the folder on my computer, access the file that I want, and click on Open. Here I can see the PowerPoint file has loaded. It will take up to a few minutes to load depending on the size of the file and your connection quality and speed.
Once the upload is complete, the first page or first slide will display in a new tab in the Viewer. Another option for uploading a file is to go to the File Menu, choose Open and Share, select the file from the list, and click Open. Again, you'll see a new tab display at the top of your screen, and now you can switch between the files that have been opened.
The third option is to choose the Share Menu > File, and again, navigate to the file that you want, select it, and click Open, and we now see the third tab displayed at the top of the screen. To open a poll file, choose File from the menu > Open Poll Questions. Again, navigate to the folder where those files are stored, and you'll notice poll files use an ATP extension.
Again, select the file that you want and click on Open. To see the poll file, expand the Polling Window and you can see that the poll information is displayed here. In addition, you could choose the Open button here in the Polling Panel and a Poll2 page displays. Then an Open dialog box displays. Choose the file that you want and click Open.
You'll find out more later about using polls and displaying them to participants. In addition to uploading files to display during the session, you might want to upload files that are transferred to participants during the session, files that might otherwise get attached to an e-mail invitation. You might include handouts, especially if files are large, reading materials, worksheets, templates, job aids, things the participants will save, open, use, save again on their own computer.
It's always wise to have the required files uploaded in advance so participants can access them as soon as they log in. Upload them even if you've already e- mailed, because it's better to have it and not need it than to need it and be scrambling at the last minute to find it. All of what we've covered here is related to uploading files, literally transferring files from your computer to a network server at WebEx, and using File Transfer to transfer files to participants' computers.
If your machine were to fail at this time, another presenter could take over advancing the slides and displaying content. You also can set privileges that allow or disallow participants to view uploaded files how they choose. They can advance slides at their own pace, go backwards, skip ahead, or see slides in a thumbnail view. You can also allow them to save and print files that have been uploaded. You'll see more about this when we talk about participant privileges.
Let me show you the File Transfer dialog. I'll choose from the menu, File > Transfer. The window opens. Notice there are no files loaded at this time. When I click the File Share button, I can again navigate to my local drive, find the file I need, and upload it into the Transfer Window. I can select the file from the list and choose Open.
On the participants' side, they would select the file and click the Download button to save that file to their own local machine. When you close the File Transfer window, the file is removed. So keep it open until everyone has downloaded the file. I recommend you always upload files in advance so that everything that you need is available with the fewest number of clicks.
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