WebEx Audio: A How-To Guide

1. WebEx Audio: A How-To Guide WebEx Training

2. Agenda Overview of WebEx • What is it? Scheduling Audio Bridges • in WebEx • in Outlook Widget Audio Set Up WebEx Meetings • Overview

3. 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.

4. 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.

5. 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. From this screen you will change your user preferences and settings. Start by going to Audio: Set Up.

6. WebEx: Audio Bridge Settings Setup 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’. Here you will set up your audio bridge with host access codes, attendee access codes, and a bridge pin. You must complete this step in order to ensure that the audio bridge works appropriately. The phone number entered can be any number you want the system to save and recognize as a frequently used number. The pin can be any 4-digit number combination that you want it to be, and will only be seen and known by you.

7. WebEx: Audio Bridge Settings Setup 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’. Scroll to the lower portion of the Audio section, and you will see a section called Personal Conferencing. Here there will be a link to Generate Account; this link is what will help you create a host access code along with an attendee access code.

8. WebEx: Audio Bridge Settings Setup 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’. Upon clicking this link, a box will pop up in the center of the screen. You will click ‘Generate’ and the two boxes within with auto-populate with codes for the host and attendee. Make sure to write your host access code down, or memorize it for the future, as it can only be found on your Webex profile. It will not be posted to meeting invites.Once you have it, you can click close, and the information will be saved on your page, taking the place of the ‘Generate Link’ verbiage.

9. WebEx: Scheduling in Outlook Widget appearances, what to look for, and final invite • Whenever a new conference bridge 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 Personal Conference 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. WebEx Meetings will be discussed later in presentation.

10. 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.

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

12. 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

13. WebEx: Meeting Center 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.

14. WebEx: Meeting Center 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

15. Questions??

16. WebEx: Migration