WebEx : A How-To Guide

WebEx : A How-To Guide WebEx Training

Agenda Overview of WebEx • What is it? Scheduling WebEx meetings • in WebEx • in Outlook Widget WebEx functionality • Host controls • Attendee controls

What is WebEx? A brief introduction It offers a variety of tools such as voice connection, video conferencing, screen sharing, whiteboards, and recording video for meeting use. WebEx can also be integrated into all Microsoft Office products, such as Word and Excel, and can be used to schedule meetings in Outlook. All users should receive an email from their Administrator with their WebEx URL and information on how to set it up. WebEx is a Cisco web-based client that is used for global conferencing, calling, and meetings all in one location.

WebEx: An Overview Logging In / Start Screen All slides shown are in Classic View; you can switch to this on your new home page by browsing the left side menu and clicking ‘Classic View’. Main Menu: Quick access to all main menu items such as FAQs, setting, and other WebEx features. Menu Collapser: click this button to hide or show the main menu. Invite People: invite other people to join via their email. This will send an invitation directly to them. WebEx site menus: use this for quick access to your My WebEx tab. Start Meeting: this will immediately start a meeting using your personal room information. Additional options: this will display all Personal Room info to the user.

WebEx: An Overview Logging In / Start Screen All slides shown are in Classic View; you can switch to this on your new home page by browsing the left side menu and clicking ‘Classic View’. You can use this screen to change your preferences, add a PIN to your personal room for logging in, create templates for your schedules, and get started on support tickets. This will also allow you to change your time zone, your default WebEx meeting, phone numbers to use, and to remove meetings from calendars once they are completed.

WebEx: Scheduling in Outlook Widget appearances, what to look for, and final invite • Whenever a new meeting is being created, the WebEx widget will appear in the upper left hand corner, under Meeting. • Click the WebEx widget, and a drop down appears; select ‘Add WebEx Meeting.’ • Once done, a pop up will appear that will attempt to communicate to the WebEx server-you may need to enter your credentials to log in to your WebEx account. • *note: you can also schedule a meeting using your Personal Room, which allows you to call for a meeting at any time. This is found in the same widget as Add WebEx Meeting. Personal Conference adds a meeting with only a phone bridge.

WebEx: Scheduling in Outlook Widget appearances, what to look for, and final invite • The WebEx will give you a line of information, alerting you it has been added to the meeting. • Once the meeting is sent, it will populate with your specific WebEx call-in information and meeting numbers. • If you need to remove it from the meeting, you can click the same widget button used to add it.

WebEx: Scheduling in Outlook Widget appearances, what to look for, and final invite

WebEx: Functionality Meeting Tools – Starting Meetings (Host) When you host a WebEx, you will be prompted for your log in then granted access to the page to start your meeting.

WebEx: Functionality Meeting Tools – Starting Meetings (Attendee) When you get a WebEx invite as an attendee, you can click the link to join the WebEx and will be met with a screen like the one shown. You can enter your credentials and join the meeting.

WebEx: Functionality Main Meeting Screen Main Menu: use this to access main functions, audio options, screen sharing, meeting info, etc. Meeting information. Use this area or the main menu to record or end the meeting. Holds generic meeting info. Meeting participants. The host can right click participants to open options on them to chat, mute, or unmute. Meeting Options: same options as the main menu, but with larger graphics and distinct menus Chat/Notes: area for meeting notes and group/private chats. This can be hidden by clicking the respective buttons above labeled Chat or Notes.

WebEx: Functionality The main screen will go unchanged. The right side bar where attendees join and leave, or if you opt to include Notes, Chat logs, or Recording videos will be the only things that change visually. Meeting info is generic auto generated information, most people primarily use the Quick Start page for all needs and large buttons at the bottom will display info specific to that category (for example, the audio and video connection will feed information on how to call in, what number, and how to gain access). Meeting participants on the side will be indicated as connected to the call via a small phone. Whenever a user speaks, small lines will appear in front of their phone and the top bar of the window will indicate who is speaking. Main Meeting Screen

WebEx: Functionality You can call in from a phone of your choice using the call in phone number and meeting number/access code. For recording meetings: you can record your meetings from the app, either from the recording feature in the main application or from the mobile app. All features that are available on the desktop app are available on the mobile app, which is free to download. No long distance charges, no additional monthly fees. Calling In / Mobile App

WebEx: Functionality Meeting Tools – Sharing Screens Screen sharing can be done with single application sharing or entire screens. ‘My Screen’ shares everything on screen (1), while Share > Application allows you to choose a specific program to share on screen (2). 1. Share entire screen 2. Share single application

WebEx: Functionality Meeting Tools – Sharing Screens This image shows full screen sharing. The blue box at the top of the screen indicated that anything on your screen, the participants can see. This image shows a specific application; the controls shown here apply in both instances of sharing a single app or the entire screen. Screen sharing can be halted by either red ‘Stop’ button.

WebEx: Functionality Meeting Tools – Stopping Meetings For Meeting Host: you can choose between leaving the meeting and passing leadership to someone else, or ending the meeting out right. For Attendees: you will only have the option to leave the meeting.

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WebEx: Migration

WebEx : A How-To Guide