Annotate in Webex Meetings

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Use text, lines, shapes, and color options from the Annotate toolbar to draw attention to things you want to point out on content that’s being shared.

You can annotate several things in your Webex meetings, for example, you can share your screen and annotate whatever is visible on it. You can also upload a document or add a whiteboard to the meeting to annotate with your meeting participants.

Before you can start annotating, you need to enable the Annotate toolbar. Choose one of the options below to enable your Annotate toolbar:

  • If you’re sharing your screen, go to the Controls panel at the top of your screen and click Annotate.
  • If you’re sharing a document or a whiteboard, but not your screen, click Annotate on the Controls panel on the left.

The Annotate toolbar appears on the left side of your Webex meeting. See the Annotate toolbar table below for a detailed list of your annotate options.

Share a Document to Annotate in Webex Meetings

1Click File > Open and Share.
2Navigate to the location of your file.
3Select the file and click Open.To change which page you’re viewing you can:Select the page you want to view by clicking on the page thumbnail.Select a page thumbnail then use the up and down arrows on your keyboard.Click the arrows above and below the current page number from the small toolbar on the left.Click the page number in the small toolbar on the left and enter the page you want.
4To stop sharing click the drop-down arrow next to the document name, then click the close button. If you’re sharing multiple documents, you must do this for each of them.

Allow Participants to annotate documents

1To allow all participants to annotate content, during the meeting, event, or training session, on the Participant menu, select Assign Privileges, select Participants, and check the Annotate check box.
2To allow a specific participant to annotate, in the Participants list, right-click the person’s name and select Allow to Annotate.

You can also use the annotate toggle  from the Annotate toolbar to enable or disable annotations for all meeting participants. If you click the right arrow, you can enable annotations for specific meeting participants.

Draw an Annotation

Hosts can annotate shared content. If you’re a participant and the host allows you to annotate shared content, you can draw on and add shapes to content that’s being shared too.

See the Annotate toolbar table below for details on all your available choices.
1To draw an annotation, select one of the options on the Annotate toolbar.
2Press the left mouse button and drag the mouse to draw. You can draw consecutive annotations.
 Make sure that your cursor is in draw mode and not move mode . For example, if you selected the square shape on the toolbar, move your cursor until it changes to the draw cursor .If you want to continue to draw directly on top of the annotation you just drew, hold down the Ctrl key in Windows (Command key on a Mac) to force the cursor into draw mode, press the left mouse button, and drag to draw.

Save an Annotated Whiteboard or Document

Follow these steps to save your content.

All unsaved documents and whiteboards will be lost once the meeting ends.
1Choose the whiteboard or document you want to save from the list.
2Click the Save  button from the Annotate toolbar on the left.
3Navigate to where you want to save the file.
4Name the file and choose a file type. Available file types are:Universal Communication Format (*.ucf)—choose if you want to reuse in a Webex meeting and continue annotating.Portable Document Format (*.pdf)—choose if you want to open in other applications, print, or share.
5Click Save.

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