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Workshop and Video Technology

This guide was conceived as an internal resource for the Library to help those presenting and developing content use the various technology in different and effective ways.

Before you share ....

Before sharing any content:

  1. Be sure that you have no private information on your screen.
  2. Open the documents and presentations that you would like to share before you start your meeting and close all programs you do not want to visible to participants. Tip: close programs that send out alerts such as email, Teams, etc.

Once you select the Share icon (bottom center icon), WebEx will give you the option to optimize your content for text and clarity (default) or for videos.

WARNING: In order to share audio / sound along with your content, you must choose the “Optimize for motion and video” sharing method.

If you set it to Optimize for text and images, your computer will not share any audio with your participants. It will default to text and images each time you begin the meeting. If you select Optimize for motion and video, the image resolution may be degraded.

Sharing Dynamic Content: Use Share > Screen

When Sharing Dynamic Content (web sites, web links, videos, PowerPoint presentations with links, etc.) …. Use Share > Screen

TIP: ICT recommends using the share Screen option rather than File or Application in a dynamic teaching session. When you share an application or file, attendees see a grey screen if the presenter has moved away from the shared app or file. This can cause confusion and concern that sharing is not working.

  1. Go to Share (bottom icon) and navigate to the screen you want to share. Your screen(s) and every application you have open will be available to select, displayed as separate windows at the bottom of your screen.
  2. Once you are sharing your screen, all your controls move to the top of the screen to the orange oval-shaped button. Hover over this button to access your controls. For example, if you want to view the chat window, select Chat. 
  3. When you share your screen, you start by only seeing one person’s video on screen. If you click and drag a corner to make that video box larger, you can see more people, and their videos don’t block anyone’s view but the presenter’s.
  4. Use Alt-Tab to toggle between windows.
  5. When you are done sharing, select Stop Sharing and you will return to the original WebEx presenter screen / meeting window.

Tip: If you want to switch your display between shared software and the meeting window, pause sharing before you return to the meeting window, and then resume sharing once you return to the shared application. This helps prevent the Hall of Mirrors effect.

Sharing Videos or Anything With Sound .....

1. Go to Share (bottom) and select both:

  • Optimize for motion and video from the drop-down menu (default is Optimize for text and images); and
  • Share your computer audio

If you don’t make these changes, participants WILL not be able to hear any sound from your video.

Mac users: the first time you do this, you will be prompted to install drivers on your computer.  Select Install. 

2. Then select the content that you want to share.

3.This setting is great for videos and animations but not for text and images therefore after you are done showing the video, go back to Share and switch back to Optimize for text and images.

Sharing a Static Document: Use Share > File

When Sharing a Static Document (e.g. PowerPoint Presentation, Word doc, PDF, etc.) …. Use Share > File

  1. Go to Share
  2. Select File Share
  3. Select Continue in the pop-up. This is a warning that any dynamic content such as animations, links, videos, transitions, etc. will not work in this format.  File Sharing is essentially taking an image of your file, stripping away any dynamic content.
    1. NOTE: IF you want to share Powerpoint slides with animations and transitions, use either Share > Screen OR Share > Other Applications and select Optimize for motion and video
  4. Unlike while sharing your screen or an application, you will still have access to your Meeting window.
  5. You can move through your file using the side oval toolbar (left side of your content window).
  6. When done sharing, select the drop-down arrow (v) beside the file name (in the white oval at the top of the content window) and select the X.
  7. WebEx will warn you that closing the tab will remove the content from all participants’ viewers and will give you the option to continue (yes, no, cancel).

Reminder: When you share an application or file, attendees see a grey screen if you move away from the shared app or file. This can cause confusion and concern that sharing is not working. Try not to cover a shared application or web browser with another window on your computer's screen. A crosshatched pattern appears in participant sharing windows where the other window is covering the shared application or browser.