CISCO WebEx Guide for Host/Meeting Organiser. Unified Communications

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1 Unified Communications CISCO WebEx Guide for Host/Meeting Organiser Version: November 2014

2 TABLE OF CONTENTS Introducing WebEx... 2 How to create a WebEx account... 3 The first time you log into WebEx... 5 How to book a WebEx meeting... 8 Create a meeting in Outlook (to occur in the future)... 8 Create as meeting (to occur in the future) without Outlook Create a meeting to start immediately/unplanned meetings in Outlook Create a meeting to start immediately/unplanned meetings without Outlook Delegating the Host Role Accessing WebEx meetings How to start a WebEx Meeting (via the computer) How to start a WebEx meeting (Via the phone) How to start a video conference in WebEx Setting up a WebEx How to invite Participants to the meeting once it has started How to mute a participant How to remove a participant from a WebEx meeting How to record a WebEx meeting Tools to use during a WebEx Presenting the WebEx meeting White board How to share your screen during a WebEx How to share an application during a WebEx How to annotate shared content during a WebEx How to allow someone to control your screen during a WebEx How to carry out polling in a WebEx How to send an instant message during a WebEx How to make personal notes during a WebEx meeting Finishing the meeting How to end a WebEx meeting as the host LancasterAnswers ISS Service Desk Unified Communications Guides and Short Videos Page 1 of 40

3 WEBEX HOST GUIDE INTRODUCING WEBEX Cisco WebEx provides web conferencing features. It is a powerful tool that provides secure online audio or video conferences with internal and external participants. WebEx will allow you to set up scheduled conferences, where participants can be invited via and join by following a web link. WebEx will allow you to: Collaborate with up to 100 users in a single meeting Share presentations, individual applications or your entire desktop. Pass control of the meeting to other participants Dial-in to the conference from any phone, or use a USB headset if at your computer Full support for Windows, Mac and Linux environments Record meetings for future reference This guide provides instructions for the meeting organiser and host. It is split into the following sections: 1. How to create a WebEx Account 2. How to book a WebEx meeting 3. How to start a WebEx meeting 4. Setting up a WebEx 5. Tools to use during a WebEx 6. Ending a WebEx Please note that at this stage that WebEx does not work with Linux Page 2 of 40

4 HOW TO CREATE A WEBEX ACCOUNT Firstly, you need to request WebEx by contacting the ISS Service Desk on: Phone: Please note you must be a member of University staff or a Postgraduate Student to request a WebEx account. 1. Note: You need to receive confirmation from the service desk that you have been set up for WebEx before you follow the instructions below: 2. To create a WebEx account go to 3. Click Sign In 4. Enter your university username and password - you will see the following screen: 5. Check the settings are accurate, then click Done - you will be taken to the WebEx homepage: Page 3 of 40

5 The WebEx homepage: Contains a list of all your meetings Enables you to schedule a meeting Keeps a recording of any meetings you have recorded SETTING UP YOUR ACCOUNT 1. Go to 2. Click on My Account on the top bar There are a number of preferences you can set in the My Account : Personal Information This will allow you to set your name and address and to check your address. My Phone Numbers This will allow you to set any phone numbers you wish My Audio Connection Options This will allow you to set up Personal Conferencing and also set what alert you want in the WebEx for when a participant enters the meeting. Personal Conferencing As well as scheduling and starting web-collaboration meetings, WebEx can also be utilised for audio-only conferencing by setting up a personal conferencing ID. You must be registered as a host on the WebEx service to set a personal conferencing ID but anyone can join a personal conference using any telephone. Page 4 of 40

6 1. Click on Personal Conferencing 2. Set a PIN 3. Click Save PIN and Generate Account 4. You will then been shown the telephone number and access code for your personal conference calls 5. Give you participants the telephone number and the Participant Access Code 6. You then join by dialling the telephone number and entering the Host Access Code Alerts when participants join By default, when a participant joins the WebEx meeting a beep will sound. Under My Audio Connection Options you can select what noise you here by selecting one of the following options from the drop down: Beep Announce Name No Tone Web Page Preference This will allow you to set the Time Zone, Language and Locale. Session Options This allows you to give people permission to book meetings on your behalf, see further in the guide for more information on this. Meet Now Settings This allows you to set the meeting title and password for all Meet Now meetings. It is recommended that you set a generic Topic so that it is applicable for a wide range of meetings. THE FIRST TIME YOU LOG INTO WEBEX 1. Open Outlook 2. From the tool bar, click on Meet Now 3. The following box will appear, Click on Sign in using corporate website Page 5 of 40

7 4. Check the website reads as below ( and click Continue 5. Sign into WebLogin (previously known as CoSign) using your University username and password Page 6 of 40

8 6. Restart Outlook Page 7 of 40

9 HOW TO BOOK A WEBEX MEETING It is recommended that you use Microsoft Outlook to organise WebEx meetings. However, if you do not use or have access to Outlook then please see the section below about how to organise a meeting without Outlook. CREATE A MEETING IN OUTLOOK (TO OCCUR IN THE FUTURE) 1. Create a normal meeting request in Outlook 2. From the Meeting tab, click the Add WebEx Meeting button 3. If prompted to sign in (This will happen if you have not logged into WebEx during this session): a. Click Sign in using corporate website b. Click Continue c. Sign into WebLogin (previously known as CoSign) using your University username and password d. From the Meeting tab, click the Add WebEx Meeting button Page 8 of 40

10 4. Decide if you want the meeting to have a password you can leave this blank: 5. Click OK 6. The meeting invite will be populated with the following: 7. In the To. Box, add the participants for the meeting 8. Press Send - WebEx will populate the with the information for the meeting. Page 9 of 40

11 9. The meeting will appear in your calendar and will contain all the information you need to access the WebEx meeting: Note: You can forward this onto additional participants, if they were not invited in the original meeting request. CREATE A MEETING (TO OCCUR IN THE FUTURE) WITHOUT OUTLOOK 1. Go to 2. Press Sign In see the WebLogin page load 3. Enter your university credentials and then click Login see the main WebEx Homepage load 4. Click on Schedule 5. Complete the details Page 10 of 40

12 6. Click Schedule It! - WebEx will send a meeting request to all the participants CREATE A MEETING TO START IMMEDIATELY/UNPLANNED MEETINGS IN OUTLOOK You can start an instant WebEx meeting, by pressing the Meet Now button on the Outlook ribbon: This will automatically launch a WebEx meeting space and also send a meeting invite to you, which you can send onto other people to join the WebEx meeting. Alternatively, you can invite people from within the WebEx meeting space. (See section on inviting people to a WebEx). 1. After pressing the Meet Now button, you may be prompted to sign in (this will happen if you have not already logged into WebEx during this session): a. Click Sign in using corporate website b. Click Continue c. Sign into WebLogin (previously known as CoSign) using your University username and password Page 11 of 40

13 CREATE A MEETING TO START IMMEDIATELY/UNPLANNED MEETINGS WITHOUT OUTLOOK 1. Go to 2. Press Sign In see the WebLogin page load 3. Enter your university credentials and click Login see the main WebEx Homepage load 4. Click on Meet Now 5. This will take you to the main WebEx page 6. Click on Invite and Remind to invite participant Note: By scheduling from meet.lancs.ac.uk, the topic of the meeting will always be the same as the first time you created a meeting. To change this: 1. Click on My Account 2. Scroll down to Meet Now Settings 3. Change the Topic field 4. Press Update Note: To invite additional people to meeting you will need to send the invite out to everyone again or invite people once the meeting is live. DELEGATING THE HOST ROLE You can set up your WebEx account to allow other people to set up a meeting on your behalf or you can set up a meeting and assign the role of host to someone before the meeting starts. How to allow someone else to set up meetings for you This is usually used for Managers and assistants, but can be used by anyone. 1. Go to 2. Press Sign In see the WebLogin page load 3. Enter your university credentials and click Login 4. Click on My Account 5. Scroll down to Session Options Page 12 of 40

14 6. Enter the address of the person you wish to have the ability to schedule meetings on your behalf. Note: This will require the person to have write access to your Outlook Calendar How to set up a meeting on behalf of someone else via Outlook 1. The delegated host (assistant) will need to book the meeting via the manager s calendar as usual. 2. Click Add a WebEx meeting in the menu ribbon. 3. You will see a warning sign at the top of the box that appears saying You are scheduling for. 4. Add any attendees to the Outlook invite and send. How to set up a meeting on behalf of someone else without Outlook 1. Go to 2. Press Sign In see the WebLogin page load 3. Enter you university credentials and click Login 4. Click on Meetings 5. Click on Schedule 6. In the Schedule for drop down, select the person you want to book the meeting on behalf of: 7. Complete the rest of the meeting details 8. Click Schedule It! How to set up an alternate host for a WebEx meeting via Outlook 1. Set up a meeting in Outlook as normal, including adding the attendees 2. Click Add WebEx Meeting from the meeting ribbon 3. A WebEx settings box will appear, click on the Alternate Host tab half way down Page 13 of 40

15 4. Select one, or more of the attendees to have the host role 5. Set the other WebEx settings 6. Click Ok How to set up an alternate host for a WebEx meeting without Outlook 1. Go to 2. Press Sign In see the WebLogin page load 3. Enter you university credentials and click Login 4. Click on Meetings 5. Click on Schedule 6. Complete the details for the meeting 7. When you add attendees you will see a tick box for Alternate Host, tick this for any attendees you want to act as an alternate host: ACCESSING WEBEX MEETINGS Once a meeting is set up, people can join it in a number of ways: Via the computer using a headset for an audio conference Via the computer using a headset and webcam for a video conference Via the phone for audio and connected to the computer for WebEx (useful when using consoles in meeting rooms) Via the phone only the person will need to dial into the WebEx meeting using the contact information in the meeting request Page 14 of 40

16 HOW TO START A WEBEX MEETING (VIA THE COMPUTER) Once you have set up the WebEx meeting in Outlook, you can follow these steps to start the meeting. 1. From the Outlook meeting, click on the link at the top of the message: 2. Enter your name and address in the box 3. Click Join 4. Click on Sign In Note: This will only work if you have created a WebEx account as discussed in Section 1 of this guide. Page 15 of 40

17 Once inside the meeting, you can select how to connect your audio to the meeting. HOW TO START A WEBEX MEETING (VIA THE PHONE) You can call into a WebEx meeting to create an audio conference only, or use a combination of your computer and phone to have an audio conference with the visual elements. 1. From the meeting request, dial the number under Audio Connection : 2. When prompted, enter the Access Code, followed by # 3. When asked for your Attendee number, press # 4. You will then be joined to the WebEx Note: You can block people from joining the meeting once it has started by clicking Meeting and then clicking Restrict Access. Page 16 of 40

18 HOW TO START A VIDEO CONFERENCE IN WEBEX To start a video conference you will need a webcam connected to your computer. 1. In the WebEx meeting space, press the video icon next to your name: 2. If your video is not working, then click on the cog and ensure that the correct video input is selected: Page 17 of 40

19 SETTING UP A WEBEX There are two main sections to the WebEx main screen: the main screen for managing the conference settings the participants list showing the current attendees of the meeting Meeting Info Participants List Main screen Record Button Whiteboard End Meeting Chat area Audio Options Share Button Page 18 of 40

20 PARTICIPANTS Participant List The participant list can be seen on the right hand side of the main WebEx screen and will list all the participants that have joined the WebEx. How to invite Participants to the meeting once it has started 1. From the main WebEx screen, you can either click on Copy Meeting URL and paste this into an and send to participants, or 2. Click on the Invite and Remind button 3. Enter the address of the person you wish to invite to the meeting: Page 19 of 40

21 4. If you wish to invite more than one person, separate the addresses with a comma or a semi-colon 5. Click the Send button 6. Click Done to return to the main screen How to remind participants once the meeting has start 1. From the main WebEx screen, click on Invite and Remind 2. Click on the Remind tab 3. You will see the list of people still to join the meeting 4. Tick the box next to their name 5. Click Send Reminder How to mute a participant As the meeting host you mute and unmute any of the participants. You can do this during the meeting or set it to mute everyone on entry to the meeting. Mute a participant during a meeting During the WebEx simply press the microphone button to the right of the participant to mute them: Mute all participants on entry to the meeting You can select to mute all participants on entry to the WebEx meeting. 1. From the main WebEx screen, click on Participant. 2. Select Mute on Entry 3. A tick will appear against Mute on Entry Page 20 of 40

22 How to remove a participant from a WebEx meeting During a WebEx meeting you can remove any of the participants. 1. Click on the participants name in the participant list that you want to remove 2. From the main WebEx page, click on Participant menu 3. Select Expel 4. You will receive a message asking you to confirm if you wish to expel the participant. 5. Click Yes 6. The participant will be removed and will receive a message. Page 21 of 40

23 AUDIO OPTIONS You can join a WebEx by either the phone or your computer. To join via your computer you will need a microphone such as a headset or an external microphone/speaker. 1. Once you have joined the WebEx via your computer, click on the More under the Call using Computer button: 2. Click on Call Using Computer 3. This will connect you to the WebEx, you can change the levels of the microphone, by clicking on the More button again and moving the sliders: Page 22 of 40

24 4. If you have issues with your audio, click on Audio from the top bar 5. Select Speaker/Microphone Audio Test 6. Ensure that the correct speaker and microphone are selected: Note: Please note that WebEx will find all available speakers and microphones, including inbuilt ones, so please ensure that the correct one is selected. WELCOME MESSAGE You can set a Welcome Message that all participants will see as they enter the WebEx. This could be used to give information about the meeting or instructions. 1. Click on Meeting from the top bar 2. Click on Welcome Message 3. This will take you out to another webpage where you can set the message you want to display: Page 23 of 40

25 HOW TO RECORD A WEBEX MEETING The host of a meeting can record a WebEx meeting and the recording will be stored on the meet.lancs.ac.uk site from where it can be downloaded into different formats and shared. PLEASE SEE THE SEPARATE GUIDE ON RECORDING WHICH CAN BE FOUND AT: TOOLS TO USE DURING A WEBEX PRESENTING THE WEBEX MEETING During a WebEx you can change the presenter. The presenter is in charge of the WebEx and has the ability to: Change the presenter Share their screen including showing an application or entire desktop Annotate screens Allow someone to control your screen Mute someone Remove someone from the WebEx meeting Page 24 of 40

26 How to change the presenter during a WebEx 1. To change the presenter, the current presenter needs to drag the white/green globe from their left hand side of their name (in the participants list), to the name of the new presenter 2. You will receive a message asking you to confirm the change: 3. The new presenter will see a message stating You are now the presenter 4. You can also highlight the participants name and then click the Make Presenter button: Note: If a participant wants to become the presenter they will have to ask you verbally or send you a message. As the host you can take back the presenter role at any time. WHITE BOARD The White Board provides you with a blank page to share with other participants. It is a place where you can write notes and draw your ideas on the screen. To use the White Board: 1. Click on the + New White Board button in the top right of the screen Page 25 of 40

27 2. A White Board tab will appear on your screen and on all participants screens 3. A tool bar will appear on the tab; this will be greyed out for the participants as only the presenter can write on the White Board 4. The presenter can then write, draw, etc. on the white board and this will be shown on all the participants white boards. Note: For participants to write/draw on the white board, they need to be made the presenter. Thumbnail view A. Allow to Annotate B. Pointer C. Text D. Line E. Square F. Pen G. Annotation colour H. Eraser I. Save Page 26 of 40

28 A. Allow to Annotate: Allows you to select which participants can annotate B. Pointer: Allows you to point at sections of the document, using an arrow with your name in it: C. Text: Allows you to write on a document D. Line: Allows you to draw a line E. Square: Allows you to draw squares F. Pen: Allows you to draw free hand G. Annotation colour: Allows you to change the colour of the annotation H. Eraser allows you to erase any marks you have made on a document I. Save: Allows you to save the white board in your documents HOW TO SHARE YOUR SCREEN DURING A WEBEX If you are the presenter of the WebEx you can share your screen, a file or an application with everyone else in the WebEx meeting. 1. Press the Share Application button in the centre of the main WebEx screen (or select the down pointing arrow if you wish to select an alternative option such as share an application or desktop): 2. Your screen will go momentarily black and then the application share box will appear: Page 27 of 40

29 3. Select the application you want to share and click Share 4. Alternatively, you can click the Share / Not shared button at the top of any open application: 5. A bar will appear at the top of your screen: 6. To stop sharing your screen, press the STOP SHARING button. Note: If you have more than one screen, click on the 3 dots at the bottom of the Share Application button and you will see the option to select which screen you wish to share: Page 28 of 40

30 HOW TO SHARE AN APPLICATION DURING A WEBEX This is the recommended way to share information with participants, as it only shares the one application and stops sensitive information (that may be on your screen) being shared by accident. 1. Press the down pointing arrow to the right of the Share button 2. Select Share Application 3. Select the application you wish to share 4. The tool bar will appear at the top of the screen Note: If you open another application during the share, it will not show up to the other participants, but will give you the option to share it: Page 29 of 40

31 HOW TO ANNOTATE SHARED CONTENT DURING A WEBEX When sharing a document during a WebEx, you and other participants can annotate the document using the whiteboard tools. There are two ways to allow people to annotate a document during a WebEx; someone can request to annotate and the host can assign people the right to annotate. Someone requests to annotate 1. When a participant requests to annotate your screen / document you will see the following screen: 2. Click Approve or Decline 3. Once you have accepted the request, the following tool bar will appear on your screen: A. Allow to annotate B. Pointer C. Text D. Line E. Square F. Pen G. Annotation colour H. Eraser I. Restore last annotation J. Save Page 30 of 40

32 A. Allow to Annotate: Allows you to select which participants can annotate B. Pointer: Allows you to point at sections of the document, using an arrow with your name in it: C. Text: Allows you to write on a document D. Line: Allows you to draw a line E. Square: Allows you to draw rectangles F. Pen: Allows you to draw free hand G. Annotation colour: Allows you to change the colour of the annotation H. Eraser: Allows you to remove your annotations I. Restore last annotation: Allows you to undo the last annotation J. Save: Save your annotations You assign someone the ability to annotate As the meeting host you can assign someone the ability to annotate when sharing a screen. 1. From screen share tool bar, select Assign 2. Click on Allow to Annotate 3. Either select an individual person or all participants 4. To stop the ability to annotate: a. Click the Assign button again b. Click Allow to Annotate c. Untick the person(s) name d. Or click the Annotate button Page 31 of 40

33 HOW TO ALLOW SOMEONE TO CONTROL YOUR SCREEN DURING A WEBEX When you share your screen during a WebEx, you can allow other participants to control your mouse and keyboard. This allows them to edit your documents and settings. 1. During a share, press the Assign button 2. Click Pass Keyboard and Mouse Control 3. Select the person you wish to give control to Note: To regain control, click your mouse curser anywhere on the screen. The other person can still regain control by clicking on their own screen again. To turn this option off: a. Click the Assign button again b. Click Pass Keyboard and Mouse Control c. Untick the person(s) name HOW TO CARRY OUT POLLING IN A WEBEX You can create a poll in a WebEx meeting to ask the participants questions and display the results. 1. From the toolbar at the top of the participants list, click the arrow : Page 32 of 40

34 2. Select Manage Panels 3. From the left hand list, select Polling 4. Click Add>> 5. Click OK 6. The polling icon will now appear in the top bar: How to create a poll 1. From the polling panel, select the type of question you want to use: a. Multiple choice: allows you to give set choices for participants to choose from. You can limit this to one choice or more than one choice from the drop down options b. Short answers: allows participants to write free text. 2. Click New Page 33 of 40

35 3. In the text box that appears, type in the question 4. Press Enter 5. In the text box that appears enter the optional responses 6. Repeat steps 4 and 5 until all the response have been entered Note: If you have selected short answers you can type in the expected response, this will only appear in the presenter s polling panel. 7. Repeat the above steps until you have entered all the questions. Page 34 of 40

36 Note: If you want to view / share each participants responses in the poll result, tick the Record Individual Responses tick box. 8. Press the Options button to set a time limit for the poll. 9. Either press the save icon or follow instructions below for running a poll. How to run a poll 1. If you have saved the poll, then click on the open icon at the top of the polling section: 2. Navigate to the file and press open - the poll will open in the polling panel 3. To start the poll, press Open Poll - the poll will appear for the participant 4. The presenter will see the following screen, which will allow you to track responses to the poll and check how many participants have completed it: Page 35 of 40

37 5. The presenter will be able to see the time remaining for the quiz where a time limit has been set 6. To end the Poll, press Close Poll How to share poll results Once the Poll has ended, you can choose to share the results with the participants. 1. Under Share with attendees, either select Poll results or Individual Results a. Poll Results: shows a bar graph of the results b. Individual results: will show each participants answer to each question 2. Click Apply Page 36 of 40

38 HOW TO SEND AN INSTANT MESSAGE DURING A WEBEX During a WebEx you can send an instant message to the entire list of participants, or select a specific participant. The chat functionality is found below the participant list at the right hand side. To send a message: 1. From the Send to drop down, select who you wish to send a message to 2. Type the message into the text box 3. Click Send 1. Select who you want to send the message to 2. Write your message here 3. Press Send HOW TO MAKE PERSONAL NOTES DURING A WEBEX MEETING Your notes are private to you and cannot be seen by other participants. 1. From the tool bar at the top of the participants list, press the Notes tab: Page 37 of 40

39 2. This will produce a Notes section at the bottom of the page 3. Type in the notes section as required FINISHING THE MEETING HOW TO END A WEBEX MEETING AS THE HOST To end the meeting: 1. Click the End Meeting button in the bottom right hand corner of the screen: 2. You will be presented with the following screen: 3. Click End Meeting Note: It is only the host that can end the meeting for all the participants. Page 38 of 40

40 USEFUL LINKS There are a number of sources of support for the Unified Communications service to help you get the most out of your new phone, Jabber, WebEx and UC features. LANCASTERANSWERS LancasterAnswers contains a large number of step-by-step guides which explain the functionality of WebEx in more detail. ISS SERVICE DESK For help and support, please contact the ISS Service Desk on: Phone: In person: Learning Zone in Alexandra Square UNIFIED COMMUNICATIONS GUIDES AND SHORT VIDEOS Short step by step guides and videos are available online at: Page 39 of 40

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