Annotate in Webex meetings, webinars, events, and training sessions
Here is an article that will help you bring attention to the content you’re sharing! With the Annotate toolbar, you can highlight content by adding text, lines, shapes, and colors.
The content of a meeting can be shared and annotated by anyone. Meetings, webinars, and events can only be annotated and shared by presenters.
A webcast view of a webinar does not have this feature.
During your meetings, you can annotate a variety of things, such as your screen, which you can share and share what’s visible. Your meeting participants can also annotate documents uploaded to the meeting. There is a lot of information available about sharing content in Webex Meetings, Webex Webinars, and Webex Events (classic).
You can use the whiteboard in Webex meetings in order to collaborate with other participants and to use a whiteboard in a meeting.
The Annotate toolbar has to be enabled in one of three ways before you can begin annotating a document. These three methods can be found below.
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You may find it helpful if you go to the Controls panel on the right-hand side of your screen and click Annotate if you’re sharing your screen.
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Using the Controls panel at the top of the document, you can click Annotation if you are sharing a document, but not your screen.
Your meeting will appear with the Annotate toolbar at the top of the screen. For a detailed list of the annotate options that are available to you, please refer to the Annotate toolbar table below.
Share a document to annotate
- In the File menu, click the Open and Share button.
- Choose the location of the file that you wish to upload.
- Click on the Open button after selecting the file you want to open.
You can change the page on which you are currently viewing by following these steps:
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Click on the thumbnail of the page you would like to view in order to select it.
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Using your keyboard, you are able to move up and down through the thumbnails of the pages you are interested in.
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Using the small toolbar to the left of the current page number, you can select the arrows above and below the current page number.
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On the left side of the page, there is a small toolbar where you can select the page number and then press enter.
- Click on the close button next to the drop-down arrow next to the document name to stop sharing the document. It is necessary to do this for each document if you are sharing multiple documents.
Allow participants to annotate
- The Annotate check box can be checked on the Participant menu to allow all attendees to annotate the content during the training or meeting.
In the Participant menu, click Assign Privileges on the menu bar during a webinar or event. Check the Annotate checkbox under All Panelists, then click the Controls tab.
- A participant may annotate by right-clicking their name in the Participants list and selecting Allow to Annotate.
Alternatively, you can toggle annotations for all meeting participants from the Annotate toolbar. Annotations can be enabled for specific meeting participants by clicking the right arrow.
Draw an annotation
Shared content can be annotated by hosts. You can draw on and add shapes to content being shared if you’re a participant and the host allows you to annotate it.
Below is a table showing all the choices you have available on the Annotate toolbar.
- The Annotate toolbar provides options for drawing annotations.
- Drag the mouse to draw with the left mouse button. Drawing consecutive annotations is possible.
You can also draw directly on top of a drawing you just made by pressing the left mouse button and dragging on top of it. In Windows, hold down the Ctrl key (Command on a Mac) to force the cursor into drawing mode.
Move an annotation
Those with presenter roles are the only ones who are able to move annotations.
Visit https://help.webex.com/WBX1800/ to find out how to pass a presenter role
- A shape can be moved by hovering over its border until your cursor changes to a move cursor, and then dragging it.
- A line, pen drawing, or text can be moved by hovering directly over it, then dragging it to a different location.
Save an annotated document
The following steps will guide you through the saving process.
If you don’t save your documents after the meeting or event, they will be lost forever.
- Choosing a document from the list will allow you to save it.
- In the Annotate toolbar on the left, click the Save button.
- The file will be saved to the location you specify.
- Create a new file and save it in Portable Document Format (*.pdf).
- Save the file.
Annotate toolbar
Annotate your shared content using the annotation tools.
Tool | Description |
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Annotations can be enabled or disabled for all participants by clicking here. You can enable specific participants to participate in annotating by clicking > in the Annotate menu. |
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Use a pointer to highlight a specific area on the screen. Your name appears in the arrow pointer. You can select the laser pointer on Windows by clicking the arrow. |
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Shared content can be enhanced with text. The color can be changed by selecting it first. |
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To draw attention to content, draw straight lines. Lines can be drawn by dragging the mouse. You can choose single or double arrowheads on Windows by clicking the arrow. Select first to change the color. |
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In a square, draw a line. Windows users can draw ovals, checkmarks, or x marks by clicking the arrow. Choosing a color first will change it. |
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Using a pen, draw freehand. You can draw with a pencil on Windows by clicking the arrow. Click first to change the color. |
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Select the color you want for text, lines, shapes, and pen tools. Select a color by clicking the arrow. |
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Using the eraser, select the annotation, then click the eraser. You can erase all annotations or just theirs on Windows by clicking the right arrow. |
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Annotations can be saved. When a meeting ends, un-saved annotations are lost. |
Frequently Asked Questions
How do you annotate in Webex training?
Tap Webex > Annotation to share your screen. While annotating, tap More > Let Anyone Annotate to allow other meeting participants to annotate with you. Choosing whether to save your annotation is the first step to stopping annotating.
What does annotate mean in Webex?
Join webinars, meetings, events, and training sessions to annotate. Interested in bringing attention to the content you share? Check out this article! To highlight something on shared content, use the Annotate toolbar to add text, lines, shapes, or colors.
How do I give annotate permissions in Webex?
Participants should be able to annotate
Check the Annotate check box under All Panelists, then click the Controls tab. Right-click on the name of the person you want to allow to annotate, then choose Allow to Annotate when you are in the Participants list.
Can you use whiteboard in Webex breakout sessions?
In a breakout rooms screen sharing apps, it is possible to share files, whiteboards, as well as desktop screens with hosts and participants by clicking the “Share” tab in the screen sharing apps. Annotations can be made by users and hosts in real-time on whiteboards and files shared in breakout rooms. Files and whiteboards that have been edited are automatically saved when they are saved.
How do breakout sessions work in Webex?
The breakout session is a separate meeting or webinar that is designed for smaller groups of participants to work together. Breakout sessions can be used to facilitate workshops, classrooms, or when you need some peace and quiet to engage in a private conversation with a few participants outside of the main session of the meeting. In addition to Webex Meetings, Webex Webinars also support the implementation of this feature.
Can you record Webex breakout sessions?
It has the advantage of enabling your participants to see each other in real time as they collaborate while these calls (breakouts) will include video! The breakout sessions can also be recorded by them! The recordings will be stored in a central area that is accessible to everyone in the space, so they can review them at any time.
All images and contents credit goes to help.webex.com