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Uploading files and polls to share

From: Up and Running with WebEx Training Center

Video: Uploading files and polls to share

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.

Uploading files and polls to share

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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This video is part of

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Up and Running with WebEx Training Center

58 video lessons · 6280 viewers

Karen Hyder
Author

 
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  1. 1m 47s
    1. Welcome
      1m 2s
    2. What you need to know
      45s
  2. 11m 25s
    1. Introducing WebEx and registering for a session
      2m 57s
    2. Joining a session
      1m 37s
    3. Setting your preferences
      3m 52s
    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 39s
    1. Logging in from email
      2m 30s
    2. Introducing the WebEx user interface
      1m 7s
    3. Understanding WebEx panels
      2m 55s
    4. Sending and receiving chat messages
      3m 13s
    5. Viewing preloaded content
      2m 54s
  5. 12m 59s
    1. Logging in as a host and adjusting the session
      2m 20s
    2. Creating tests
      2m 43s
    3. Modifying session settings
      4m 11s
    4. Assigning participant privileges
      3m 45s
  6. 19m 42s
    1. Understanding the Participant panel features
      3m 21s
    2. Using emoticons to engage participants
      4m 17s
    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 37s
    1. Uploading files and polls to share
      6m 10s
    2. Displaying slides and animations
      3m 2s
    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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