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How to share a powerpoint presentation using Cisco Webex

Many of us have had to turn to running meetings virtually in recent weeks, which can be a daunting task if you are not familiar with using virtual meeting software.

Here is a quick guide on how to share a Powerpoint presentation using Webex during a virtual meeting.

Log into your Webex account, create your meeting invite and join your meeting.

Once your meeting is set up, simply click on the share screen button (below) in Webex.

This will open a pop-up screen (below) where you can select how you wish to share your presentation. In this case either via desktop or using Powerpoint directly.

This will automatically broadcast the app or desktop view you chose to share. A small orange Webex strip will be visible at the top of the screen to remind you that you are broadcasting (below).

If you hover over this strip you will find more options (including the ability to annotate your slides and use a group chat).

The large orange button is to stop broadcasting.

Sharing a Powerpoint presentation with Participoll using Webex

If you are running an interactive PowerPoint presentation with ParticiPoll, all the polling/interactive functions within your Powerpoint will function normally (below).

The audience can continue to use their mobile devices to participate with polling etc. as normal.

When sharing a Powerpoint presentation with Participoll in Webex remember the screen share feature (either desktop or via the Powerpoint app) is what you need to use to share your presentation, all ParticiPoll functionality remains the same.

Remember to test your slides before your meeting to ensure everything is working before you go live!

If you have any questions or wish to share your experiences we’d love to hear from you!

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Custom Cisco Desk Device Video Layouts in PowerPoint Slides

The devices in the Cisco Desk series for RoomOS have some great capabilities for sharing live content in meetings and calls. One of the amazing ways Desk devices can enable more captivating presentations is with the Immersive Sharing feature. This feature allows the audience to keep focus on both the presenter and the content, by adding an overlay of the camera video within the presentation channel. With Immersive Share, you can use the touchscreen on the Desk device to change the position and size of your camera video embedded within the presentation content, both before and during the share.

However, what if you want to present PowerPoint slides that require custom layouts for each slide, so the Desk device camera video is properly sized and in the right location based on the content? To see how this can be this can be done through the power of macros and the roomOS xAPI , you can leverage a great demo: the Webex Desk Slide Presenter integration .

About the demo

The demo was created by Joe Hughes and arranged by Dirk-Jan Uittenbogaard, both Cisco Technical Solutions Architects. The original instructions can be found on the Cisco Community Forums and now updated here for this blog. To get started, just follow the steps below to run the demo and see it in action. The macro enabled PowerPoint slides that are included also make great templates to repurpose for your own immersive presentations.

Brief explanation

With this integration, eachPowerPoint slide controls **where/how big **your camera video appears on the screen by looking for a specially named shape. The complete demo can be found on GitHub and the components are as follows:

• xAPI macro: WebexDeskSlidePresenter.js This JavaScript file will be deployed to the Desk device as an onboard macro that enables custom control of the Immersive Share feature. For more information on how to work with the xAPI, check out the tech docs .
• PowerPoint file that contains a macro: TemplateDeskProMacro_verXX.pptm
• Checks if the slide contains a shape with a special name to indicate where the video should be placed
• Calculates where the Desk device should put (your) camera feed and how big it should be
• Sends API calls to the Desk device to put your video in the right location.
• PowerPoint file that contains a macro ( TemplateDeskProMacro_verXX.pptm )

Requirements

In order to run this demo integration, you will need the following:

• Webex video device: Desk, DeskMini, DeskPro
• Video device: ability to add a user (administration)
• Macro-enabled PowerPoint slides (included)
• The computer running PowerPoint to be on the same network as the Webex Desk device

How to setup the demo

For a quick rundown on how to use this demo, check out this great Vidcast by Dirk-Jan Uittenbogaard.

Before you start, download this ZIP file from GitHub . It contains the 2 files you need: the .PPTM file and the .JS file.

• Desk device: Use the web IP to access the device and log in. For administrator setup, see this help article for more information.
• Desk device: Under SETUP, click Users and then "Create User". Role: only 'RoomControl' Password: you decide

• PowerPoint: Open the downloaded PPTM (M=Macro) file
• When the popup is shown, click "enable macros"

• PowerPoint: Start your presentation
• Start slideshow on slide 1 and click "Start Macro" (and confirm that you want to run the macro)
• The password is now invisible, and the presentation can start. Click the 'self-view toggle' button to check if you appear in the test box below the start button.

In step 5, item 2 you RUN the PowerPoint macro. You will have to run the macro every time you open this PowerPoint presentation.

Make your own macro-enabled slides

Now that you have the demo running and can see how the integration works, you should be ready to design and present your own immersive slides using the PPTM deck as your template. Here are the steps to get started:

Open the .PPTM file.

RUN the Macro (Remember: you always must do this when opening this .PPTM file).

Copy slides from your original presentation.

Paste your slides in the . PPTM file (and "keep formatting"). Paste them AFTER SLIDE 1 because that is needed for the integration with the Desk device.

On every slide where video needs to be added, add a 'rectangle' shape (best to keep a 16:9 ratio).

Right-click on the shape.

Select "Size and Position”.

Set Height to 4.5 and Width to 8 (16:9 aspect ratio).

Click on "Lock aspect ratio”.

Now you can resize and position the square.

Select the rectangle and open the "selection pane" to "rename" the rectangle

RENAME your rectangle to "VideoSquare" or any of the names listed below under "Video embed options" below. The shape name defines its appearance.

Go into presentation mode and see your video appear in the slide (don't forget to look at the Desk device self-view ).

Video embed options

This demo has a variety of options for creating immersive slides, providing a lot of flexibility. The descriptions for each of the video layouts contained in the demo slides are referenced in the matrix below.

There are some other important guidelines to note:

• You can only have 1 object per slide.
• The names are not case-sensitive.
• The VideoSquare object can be transparent (i.e. invisible).

Q: Where does the video go?

A: This mechanism uses immersive share. That means the PowerPoint with your video is shared in the content channel and people can also see you via video (thumbnail)

Q: What if I have a virtual background configured?

A: That won't be visible except with the "CameraOnly" object.

Q: What if a slide does not have any of these boxes?

A: Immersive share will stay engaged (no camera) and the slide (PC source) will still be visible.

Q: Can I use shapes like circles, triangles, etc.?

A: You could but it doesn't help you because the DeskPros video shape is a square, 16:9

Q: How can I quickly create a 16:9 shape?

A: Create a square, double click it, under size uncheck "lock aspect ratio", make the height:9 width:16, check "aspect ratio", now resize

Q: I don't see my video!

A: Did you configure and double-check everything as described above? Did you start the macro?

Q: I see my video but not on a specific slide?

A: Does the rectangle that you created have the right name?

A: Did you group the rectangle? (you should not)

Need some help? We Got You Covered!

As always, support is available if you have any questions or need some guidance. For help with Cisco RoomOS xAPI and device macros, check out their dedicated support channels . If you need assistance with the other APIs covered here on the Developer portal , the Webex Developer Support Team is standing by and happy to help.

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9 Webex Tips and Tricks Everyone Should Know

Cisco Webex is a great app to select as your go-to video conferencing app. It’s Cisco, so you know it’s secure, and your private information is safe. And it even offers a free account currently.

But Webex is not just good because it’s secure, or easy-to-use. It has a lot of features that make the experience worthwhile. But when starting to use a new app, it can take a lot of time to discover everything it has to offer. And some features are buried so deep, a lot of people never uncover them. But that’s not going to be you. We have compiled a list of all the tips and tricks a Webex user needs to know to use the app to its full potential.

Use Virtual Backgrounds

Bored or embarrassed of your real background while attending video calls from home? Webex now supports virtual backgrounds and background blur for meetings from the desktop app. You need to be using the Webex version 40.7 or higher for the feature to be available. So, if you’ve been on the older version, you’ve missed this gem of a feature.

You can set a virtual background from the preview window before joining the meeting or during the meeting itself. Click on the ‘Change Background’ button on the preview screen and select a background from the menu.

To change the background during the meeting, click on the ‘More options’ icon on your self-view window and then select ‘Change virtual background’ from the menu.

Conduct Polls During a Meeting

During a Webex meeting, you can also host polls and collect the responses from other meeting participants in real-time. But the panel for polls has to be added to a meeting first. And because of that, a lot of people never even find out about the existence of this feature in Webex.

To add polling to a meeting, go to the Menu Bar in the meeting window and click on the ‘View’ option. Then, go to ‘Panels’ in the menu, and select ‘Manage Panels’ from the sub-menu.

Now, select ‘Polling’ from under the ‘Available Panels’ area and click on the ‘Add’ button to move it to the ‘Current Panels’. Finally, click ‘OK’ to save the changes.

The panel for Polling will appear on the right side of the meeting window where the panels for participants, chats, etc., appear. From there, you can add questions and conduct polls with meeting participants.

View Meeting Reports

Webex has special meeting reports that allow you to keep track of everything about your meetings, including but not limited to attendance, usage, duration, email addresses of the participants, and much more. You can view, export, and even print these reports.

This feature is especially useful for teachers who otherwise have to manually keep checking which students are present in the meeting. Using these reports, you can even track when someone joined and left the meeting. But as the option is accessible only from the web portal, and not the desktop app, it’s likely to get overlooked.

Go to webex.com on your browser and log in to your meeting space. Then, go to your name on the right corner of the screen, click on the down arrow, and select ‘My reports’ from the menu.

Then, click on ‘Usage Reports’.

Enter the time period you want to view the reports for and select the meeting to open the report.

The report will have the details of each participant individually, from basic details like their name, email address, to whether they were invited to the meeting, and when they joined and left the meeting, and much more.

Alternate Hosts

So you’re the meeting host, but need to leave due to some unforeseen emergency. Worried about what will happen to the meeting as the host should be present at all times. The future of the meeting starts to look pretty grim at such times, doesn’t it? Well, it doesn’t have to. You can make someone else the meeting host in Webex in one fell swoop.

Open the ‘Participants’ panel and go to the attendee you want to make the new host. Right-click on their name and select ‘Change Role To’ from the menu. Then, select ‘Host’ from the sub-menu to make them the host.

Raise Hand in a Meeting

There are times when you have doubts in the meeting and wish to speak up, but you don’t want to be rude and disrupt the person already speaking. In real-life situations, it’s really easy to do that. You can just raise a hand, and the speaker can let you speak when it suits them.

But in a virtual meeting, raising your hand and hoping the speaker sees your video isn’t the most practical solution. Thank god for virtual hand raising in Webex ! You can raise a hand, and the speaker will be able to see your risen hand next to your name on the participant panel. But keep in mind, that you can only use this feature if you’re not the meeting host.

Open the Participant panel, and go to your name. Then, click the ‘Raise Hand’ option (a hand icon) next to your name. Everyone will get an alert, and they will be able to see that you have raised your hand from the participant panel.

Change Views for Recordings

You can record all your meetings in Webex, everyone knows that. But did you know that you can also change the view of the meeting recordings? By default, the recordings contain the videos of participants, and if it’s a sharing session, then the shared screen and the video thumbnails of other participants. So, in short, the exact replica of your screen.

But these recording views can be modified. You can choose between active-speaker view, and content-only view if you don’t want the video thumbnail view. The active-speaker view contains the video of only the active speaker and if it’s a screen-sharing session, then the shared contents and the video of the active speaker.

In the content-only view, the recording contains only the contents of the shared screen. And if there’s no content sharing session active, then it will only record the audio without any video. You can change the recording views only from the web portal, so it’s prone to escaping people’s notice.

Open the web portal, and go to ‘Preferences’ from the navigation menu on the left. Then go to the ‘Recordings’ tab. Here, you can select the preferred recording view for your recordings.

Change the Host Before the Meeting

You scheduled a meeting, but now you can’t attend it. How will the meeting go forward without the host present? You can change the hosts during the meeting, but for that, you have to join the meeting at least once. But what about the situations when you simply cannot? Well, don’t worry. You can change the host before the meeting.

Every scheduled meeting has a host key that is only visible to the host. Share this key with the person you want to take the role of the host. And they’ll be able to claim the role of the host after entering this key.

To view the key, log in to the Webex web portal and go to your meetings. Then, click on the scheduled meeting to view further details.

Scroll down and under meeting information, you’ll find the Host key. Share it with the other person.

Use Music Mode in Webex

Have you ever wanted to play music on a Webex meeting but found that the other participants couldn’t hear it clearly? That’s because, by default, Webex suppresses the background noise to enhance the audio. This background suppression interferes with the music. Turning on the Music mode preserves the original sound, and you can play the music without any interference. To use Music mode, you should have the WBS 40.8 or later.

To turn on the Music mode, click on the ‘Settings’ option.

Then, select ‘Music Mode’ from the menu.

Closed Captions in Meetings

If you have a bad connection in the meeting, or there’s a participant with a hearing disability present in the meeting, you can have closed captions and transcribe the entire meeting.

If you have a Webex enterprise account, the Webex Meeting assistant will automatically transcribe the meeting using its AI capabilities. Just click on the ‘CC’ option on the lower-left corner of the meeting window.

Other users can have a designated captionist in the meeting to provide captions for the meeting. Go to the participant panel and right-click on the name of the person you want to make the captionist. Go to ‘Change Role to’ in the menu and select ‘Captionist’ from the sub-menu.

You can go here and find complete details about using closed captions in a Webex meeting.

There you go, folks. With these set of tips and tricks in your arsenal, you’ll become a pro in using Webex in no time. With this information at your fingertips, your productivity is bound to increase in no time.

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How to Share PowerPoint on Webex (Easy ways)

In the pursuit of sustained success, businesses harness essential tools, and Webex stands as a prime example. Irrespective of size, enterprises benefit from its seamless collaboration capabilities. Within this toolkit, presentations hold vital significance, enabling effective idea communication. This article sheds light on how to share PowerPoint on Webex effortlessly.

How to Share PowerPoint on Webex

Webex is a popular online meeting and collaboration platform that allows users to share their screen, audio, and video with others. One of the features that Webex offers is the ability to share PowerPoint presentations with the participants of a meeting.

In this section, we will show you how to share PowerPoint on Webex, how to use the slide show tools, and how to stop sharing your presentation when you are done.

Sharing PowerPoint on Webex

To share entire screen:.

Step 1: Start a meeting on Webex.

Step 2: Click on Share located at the bottom of the screen.

Step 3: Click on “Microsoft PowerPoint” in the Share Content window and click Share.

Step 4: Go back to PowerPoint and start the slide show. The whole screen will be shared with the meeting participants.

To Share a Portion of the Screen:

Step 1: In your PowerPoint, go to the Slide Show tab and click on “Set Up Slide” Show.

Step 2: Select “Browsed by an individual (window)” in the Show type section and click “OK”.

Step 3: Start the Slide Show.

Step 4: Start a meeting on Webex, and click on Share at the bottom.

Step 5: Go to the Advanced tab and choose “Portion of screen”.

Step 6: A dotted green border will appear on the screen. The portion of the screen within the border will be shared with the meeting participants. Adjust the border to cover the part of the presentation that you want to present, hiding the rest. Click “Share”.

Slide Show Tools

Once your presentation is loaded and displayed in the meeting, you will see a toolbar at the top of the screen with various slide show tools. You can use these tools to control and enhance your presentation, such as:

A - Annotation: This tool enables users to create, edit, and delete annotations on slides using various shapes, colors, and text, and assign privileges to other participants.

B - Show Thumbnail: The tool displays thumbnails for each slide, allowing navigation and displaying which slide is currently being viewed by participants, by clicking on the Show Thumbnail button.

C - Go to Previous or Next Slide: Slide tools enable navigation, display current and total slides, and can be accessed using left or right arrow buttons, keyboard arrow keys, or spacebar.

D - Zoom In and Zoom Out: Zooming and adjusting slides is possible using tools like plus or minus buttons or mouse scroll wheel, allowing for a better fit and viewing experience.

E - View Menu: This tool allows you to customize your presentation's viewing options, including thumbnail, slide rotation, synchronization with participants' view, or bringing all windows to the front.

Stop Sharing PowerPoint Presentations

To stop sharing your PowerPoint presentation on Webex, follow these steps:

Step 1: Go to the Webex meeting screen.

Step 2: Click on the Cross icon “X” at the bottom right of the screen. Alternatively, you can press the “ESC” key on your keyboard.

Step 3: Your screen sharing will end and you will return to the Webex interface.

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Q1. How do I share a PowerPoint presentation without showing notes?

One possible way to share a PowerPoint presentation without showing notes in Zoom is to set up the slide show in a window instead of full screen. This will allow you to access other meeting features while sharing your presentation. Here are the steps to do so:

Step 1: Open the PowerPoint file you want to present.

Step 2: Click the Slide Show tab and then select Set Up Slide Show.

Step 3: Under Show type section, select “Browsed by an individual (window)” and then click “OK”.

Step 4: Start or join a Zoom meeting.

Step 5: In the meeting controls, select "Share Screen".

Step 6: In the “Share Screen” window, click on Advanced tab > Portion of the screen > Share.

Step 7: A green rectangular border will appear on the screen, anything inside the borders will be displayed to the Zoom meeting attendants.

Step 8: Return to PowerPoint and begin the slide show by selecting "Play from Start" or "Play from Current Slide" from the menu.

Step 9: Adjust the border according to your slides and what you need to display.

Q2. How do I make PowerPoint only show on one monitor?

To present a PowerPoint Presentation on a single monitor, follow these steps:

Step 1: Go to the Slide Show menu and uncheck the ‘Use Presenter View’ option in the Monitors sub-menu.

Step 2: Select ‘Set Up Slide Show’, then choose ‘Browsed by an individual (window)’ under Show type section and ‘Manually’ option from advanced slides.

Q3. Why can't I see the Presenter view in PowerPoint?

To activate Presenter View in PowerPoint go to the SlideShow tab and check the “Use Presenter View” box. This will enable you to use Presenter View when you play your slides in SlideShow mode.

Empower Your Collaborative Journey with Webex and WPS Office

This article explored the process of how to share PowerPoint on Webex, providing an effective platform for online collaboration. WPS has emerged as an excellent choice for creating presentations, offering both user-friendly features and creative flexibility. Beyond its ease of use, WPS Office is a free solution that not only simplifies presentation design but also facilitates convenient sharing, making it a versatile tool for various purposes. Download WPS Office now and enhance collaboration!

• 1. How to Share a PowerPoint Presentation on Zoom: A Step-by-Step Guide
• 2. 3 Easy Ways to Share a PowerPoint on Google Drive
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• 4. How to Share PowerPoint Without Showing Notes (Step-By-Step)
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How To See Presenter Notes In Webex

I had the chance to present using Webex not too long ago and I must say, it was an absolutely amazing experience. When preparing for my presentation, I came to the realization that I would require access to my presenter notes to ensure a seamless delivery. After some research, I came across a straightforward and useful method to view my presenter notes within Webex. In this piece, I will provide a step-by-step guide so you too can take advantage of this convenient feature.

Step 1: Launch Webex

The first step is to launch the Webex application on your computer. You can do this by clicking on the Webex icon on your desktop or by searching for it in your application menu.

Step 2: Join or Start a Meeting

Once you have the Webex application open, you will need to join or start a meeting. If you are joining a meeting, enter the meeting ID or click on the meeting link provided. If you are starting a meeting, click on the “Start a Meeting” button and follow the prompts to set up your meeting room.

Step 3: Enter Presentation Mode

Once you are in the meeting room, locate the meeting controls at the bottom of the screen and click on the “More Options” button (represented by three dots). From the drop-down menu, select “Presentation Mode.” This will open a new window with your presentation slides.

Step 4: Access Presenter Notes

Now that you are in Presentation Mode, navigate to the slide you would like to view your presenter notes for. To access the presenter notes, click on the “Notes” tab located on the right-hand side of the presentation window. This will display your presenter notes for the current slide.

Step 5: Customize Presenter Notes

In addition to viewing your presenter notes, Webex allows you to customize them to better suit your needs. To customize your presenter notes, click on the “Notes” tab again to hide the notes pane. Then, click on the “Notes” button located at the top of the screen. This will open a separate window where you can edit and format your presenter notes.

Being able to view presenter notes within Webex can greatly enhance your presentation experience. It allows you to stay organized, keep track of important talking points, and ensure a smooth delivery. By following the simple steps outlined in this article, you can easily access and customize your presenter notes in Webex. So, the next time you have a presentation to give, make sure to leverage this powerful feature and impress your audience with a well-prepared and professional presentation.

When you're in a meeting, webinar, or event, you can use the different views in the video layout options to stay engaged with fellow participants. For example, you can focus just on the active speaker or shared content.

Video layout views

There are four views that you can select from. There are advantages to using each of these views and you can change views at any time.

Grid view—useful when you want to divide your attention across a lot of speakers in a large meeting.

Stack view—useful when you want to see other participants appear above the active speaker or shared content.

Side by side view—useful when you want to see participants appear next to the active speaker or shared content.

Full-screen view—useful when you want to float panels and scale them freely, or drag them to another monitor.

For information about the maximum capacity for meetings, webinars, and events, see What is the maximum number of participants in a Webex session or call?

Grid view allows you to see up to 81 participants at the same time. You can use grid view so long as no one shares content in the meeting. This feature requires Webex video platform version 2.0. Find your Webex Meetings version number .

Up to 25 video streams can come from video systems. If there are more than 25 participants in the meeting, on the second and any later pages, the name of the video system shows in the thumbnail instead of a video stream.

The sort order of the thumbnail videos is based on who has the host and presenter roles, who has spoken most recently, who is showing their video, and alphabetical order. The participants who have spoken most recently appear first, followed by participants who are showing their video. You can lock focus on the first six thumbnail videos .

Stack view displays the active speaker or shared content on the stage. Above the stage, you can see thumbnail videos of up to six other participants.

The sort order of the thumbnail videos is based on who has the host and presenter roles, who has spoken most recently, who is showing their video, and alphabetical order. The participants who have spoken most recently appear first, followed by participants who are showing their video. You can lock focus on the first 6 thumbnail videos .

The focus shifts to the shared content when someone starts sharing.

Side by side view

Side by side view displays the active speaker or shared content on the stage. To the right of the stage, you can see thumbnail videos of up to six other participants.

The sort order of the thumbnail videos is based on who has the host and presenter roles, who has spoken most recently, who is showing their video, and alphabetical order. The participants who have spoken most recently appear at the top, followed by participants who are showing their video.

Full-screen view

Full-screen view hides the menu bar at the top of the application window and increases the size of the video content so you can see it more clearly. You can use full-screen view with any of the other video layouts.

When there's shared content, full-screen view increases the size of the shared content and allows you to resize or move panels around shared content, even to a second monitor.

Switch your layout

Use Full-screen view

• Full-Screen Video Layouts in Webex Meetings and Webex Events (Slow Channel)
• Hide or show non-video participants during meetings, webinars, and events
• Move participants to the stage in meetings, webinars, and events
• Adjust how many participants appear in grid view in meetings, webinars, and events
• Full-Screen Content Sharing Views in Cisco Webex Meetings and Cisco Webex Events (Slow Channel)

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