Share Content in Cisco Webex Training

In a training session, you will be able to share files between participants. During the training session, the content viewer allows you to share documents, presentations, and whiteboards with other participants.

Share a File

On your computer, you can share files, such as documents, presentations, or videos, that reside on your computer. As soon as the file is shared, the participants are able to view it in their content viewers.

Before you begin

If a breakout session is ongoing, you cannot share a file while it is being conducted.

1. Select the Share > File (Including Video) option from the menu.
2. Click on the Open button on the top of the page when you have selected one or more files to share.

There is a status indicator for every file as they are loaded, and one for each document tab as they are loaded. In the content viewer, you will be able to see the shared file.

Choose an Import Mode for Presentation Sharing (Window Users)

Any presentation that you are currently sharing won’t be affected by changing the import mode. You will need to close the presenter’s presentation first, then reshare it after applying a new import mode to the presentation.

• Select Training Session > Options from the main window of the Training Session window.

By default, the Options tab is selected in the Training Session Options dialog box when it appears.

• Make sure that Import Mode is selected.
• If you choose a Universal Communications Format or a Printer driver, you will find the options listed below.

• Universal Communications Format (UCF): This is the mode that is set as the default. This program allows you to display animations as well as slide transitions during presentations using Microsoft PowerPoint. The fastest way to import presentations in Training Manager is in the UCF mode; this takes less time than importing presentations in the printer driver mode. On the other hand, training manager may not display pages or slides consistently depending on the platform you are using.

  In Office 2013 and later versions, including Office 365 users who wish to share PowerPoint slides using UCF mode, the UCF mode is not supported.

• Printer driver: Provides the same appearance for pages and slides across platforms of shared presentations in Training Manager as when you print them, so that you can provide a consistent look for your shared presentations. There are, however, no animations nor transitions that can be used in this mode. Compared with UCF mode, this mode imports the first page or slide quickly, but it takes longer to import all pages or slides.

• Click OK.

Navigate Slides, Pages, or Whiteboards Using the Toolbar

The content viewer lets you navigate between pages, slides, or whiteboards. A tab appears at the top of the content viewer for each document, presentation, or whiteboard being shared.

• You can display documents, presentations, or whiteboards in the Training Session window.

To view a list of remaining tabs, select the down arrow button if you have more than one tab open.

• Change the page or slide by selecting the arrow options on the toolbar.  

• There are two options for navigating between pages or slides in a shared document, presentation, or whiteboard and that is to open the thumbnail viewer to see the pages or slides.

• At a specified time interval, you are able to specify a time interval at which the pages or slides are to be advanced automatically.

• A toolbar or keyboard shortcut can also be used to perform animations or slide transitions in your presentation if they are part of your presentation.

Advance Pages or Slides Automatically

The content viewer allows you to set an interval when the pages or slides in a document or presentation will automatically advance at the specified time when you share it. There is no need to worry about stopping the automatic advancement of pages or slides once you have started it.

• Choose the tab in the Training Session window that corresponds to the presentation or document that you wish to automatically advance the pages for in order to make the training session more efficient.
• In the View menu, select Automatically Advance Pages.
• The following are a few ways that you can change the time interval that the pages advance:

• The interval can be increased or decreased by selecting the up or down buttons

• The time interval you wish to type should be a specific number of seconds

If you want to restart the progression of the page or slide after all pages or slides have been displayed, simply click on Return to beginning and the advancement will resume.

• Click on the Start button.
• (Optional) Select the Close button in the upper-right corner of the Automatically Advance Pages dialog box in order to close the dialog box and stop it from being displayed.

A page or slide continues to advance at the specified interval irrespective of the number of pages or slides.

• You can stop automatic advancement of pages and slides by reopening the dialog box Automatically Advance Pages and selecting Stop in the menu.

Show Slide Animations and Transitions in a Shared Presentation

Using the content viewer in conjunction with Microsoft PowerPoint is the same as using the Slide Show option in PowerPoint to share a PowerPoint presentation with text and slide transitions animated.

• For Office 2013 users who are sharing PowerPoint slides with other users, animations and transitions are not supported. It is preferable to share applications or desktops instead of sharing files.

• It is essential that you share your presentation as a Universal Communications Format (UCF) file if you would like to show slide animations and transitions. Whenever you share a PowerPoint file with someone, the UCF import mode will automatically convert the PowerPoint file into the UCF format.

• There is a possibility that animations and slide transitions will not display during the training session, if at least one participant is using the Java Training Manager. If the training session host uses the Java Training Manager when scheduling a training session, they can prevent participants from joining that training session when it is scheduled.

• The content viewer must have input focus in order to receive input from the user. Click in the viewer to achieve this.

A blue border appears around the edge of the slide in the viewer if the slide is in input focus and a blue border appears around the perimeter of the slide.

• You can move through your presentation by selecting the appropriate arrow on the toolbar.

Add New Pages to Shared Files or Whiteboards

It is possible to add a blank page for annotations when you share a file or whiteboard in the content viewer.

• If you are adding a page or slide to a document, presentation, or whiteboard, you want to open the content viewer and select the tab for that document, presentation, or whiteboard.
• Then select Edit > Add Page from the menu.

As soon as the document, presentation, or whiteboard which is currently selected in the content viewer is completed, a new page will appear.

It is possible to view thumbnails for each of the pages added to a shared file or whiteboard tab if you have added more than one page. This will make it easier for you to navigate through the pages you have added.

Paste Images in Slides, Pages, or Whiteboards

In the content viewer, if you copy any bitmap image you want to use to a new page, slide, or whiteboard, you can paste the image from your computer’s clipboard to the new page, slide, or whiteboard.

Using the content viewer, you can copy an image on a webpage or in an application, and then paste it into the content viewer in order to share it quickly.

• You can paste an image into the document, presentation, or whiteboard that you choose in the content viewer by selecting the tab for that document, presentation, or whiteboard.
• In the Edit menu, select Paste As New Page.

At the end of the document, presentation, or whiteboard that is currently selected, the image appears on a new page in the content viewer.

The content viewer allows you to paste any kind of bitmap image, ranging from GIFs, JPEGs, BMPs, and TIFs to other types of bitmap images. Nevertheless, you won’t be able to paste images of other types into the content viewer, such as images of EPS or Photoshop (PSD).

Save a Presentation, Document, or Whiteboard

Content viewers enable you to save shared documents, presentations, and whiteboards. There are no limitations on how many pages or slides you can save in a saved file, including annotations and pointers you add or that others add to the presentation.

Universal Communications Format (UCF) is the format in which files are saved. Any training session or time outside a training session can be used to open a .ucf file.

The document, presentation, or whiteboard can be overwritten or saved to another file once you save it.

• Select File > Save > Document to save a new document.
• Save the file to a location of your choice.
• In the filename box, type the name of the file.
   You can save a copy by selecting Save As > Document and then renaming or relocating the file.

Open a Saved Document, Presentation, or Whiteboard

The following options are available for saving documents, presentations, or whiteboards in the content viewer:

• View the file during another meeting using the content viewer. When a saved file is opened during a meeting, it can only be accessed by those who have the Share documents privilege.

• Your computer’s desktop can be opened at any time.

Saved documents, presentations, and whiteboards have a .ucf extension and are stored in Universal Communications Format (UCF).

• PowerPoint slides shared by Office 365 users are not supported by UCF.

• Simply double-click the file to open it in the Webex Document Viewer if it is on your computer desktop.

• Navigate to File > Share and Open.
• You can open a document, presentation, or whiteboard using the Select option.
• Click on Open.

Print Presentations, Documents, or Whiteboards

If there is a shared presentation, document, or whiteboard that appears in the content viewer, you can print any of these items. There will be all annotations and pointers added to the shared content when it is printed.

• When you open the content viewer, you should choose the tab that corresponds to the document, presentation, or whiteboard for printing.
• Select the File menu, then select Print, then select Document from the list.
• After selecting your printing options, you will be able to print the document once you have selected them.

When you print shared content from the content viewer, you will be able to print the content along with its resizing to fit within the printed page. Despite this, the content printed on whiteboards is limited to the contents of the dashed lines that appear on the whiteboard.

Frequently Asked Questions

How do I share files in WebEx training?

The sharing of a file

1. Choose Share > File from the menu. A dialog box appears with the option to share the file.

2. If you have a presentation or document that you would like to share, select it.

3. Click on the Open button. In the content viewer, you can see the document or presentation that has been shared.

How do I share content in WebEx?

In the Share content section, click File > Next, and then select the content you wish to share. If you would like to share a file, simply select it from the list. A copy of your file will open in the meeting, webinar, or event window of the meeting, where other participants can work on it together.

How do I share a PowerPoint on WebEx training?

WebEx Meetings are perfect for sharing PowerPoint presentations as part of a discussion

1. Select the Share option from the meeting control panel within a meeting in order to share presentations.

2. Click on the File tab on the menu.

3. Please select the Share File option.

4. Click on the Next button.

5. Open the PowerPoint file on your computer by browsing your computer.

6. There will be an opening of PowerPoint. As soon as the PowerPoint presentation is loaded into WebEx, it will appear in the meeting.

Why can’t I share my content on WebEx?

Panelists, presenters, and hosts are the only people who will be able to see the Share menu and the Share content options. There is only one presenter who has the ability to share content during an event, by using the Share menu or Share content option. Firstly, an attendee must be promoted to be a panelist, then the attendee must be made a presenter so that they can share their content.

How do I share a video on Webex training?

You can do this by selecting Share > File (Including Video). Choose one or more files that you would like to share, and then click the Open button. In the content area of the document tabs, a status indication will appear when a file is loaded, and each file will load one at a time. In the content viewer, you will see the shared file that was shared with you.

How do I share content and still see Participants in Webex?

As the layout of 2 screen setup can be changed to floating panel, the video participants can be moved to the second screen and you will be able to change their display to full screen mode by moving them to the floating panel. As a result of this, the screen share will remain in full focus on Monitor 1 while the video on Monitor 2 will remain in full focus.

All images and contents credit goes to help.webex.com