Web Conferencing with WebEx

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1 Web Conferencing with WebEx Setting Up an Unrestricted Meeting 1. Browse to 2. In the upper right, click Log In. 3. Log in with your Purdue Career Account. 4. Click the Meeting Center tab. 5. In the left menu, click Schedule a Meeting. 6. Give your meeting a name and a password. Note: The meeting password must be at least 4 character long and must include at least one letter. It cannot contain Purdue or the name of your meeting. 7. Set up the date, time and duration for the meeting. 8. Enter the attendees addresses. Once the meeting is scheduled, the attendees will automatically receive a meeting invitation with the meeting information. Note: No login credential such as Purdue Career Account is required for attendees to log in the meeting. Office of Instructional Technology Page 1

2 9. If the meeting is intended for the public with no specific attendees, leave the Attendees area blank. Click Schedule Meeting. Once in the meeting, you can click Copy Meeting URL and paste it on a website or in a personalized from your own program to send out the link to the public. 10. Audio conference by default is to Use VoIP only, which means audio is transmitted by microphones. If you wish to have all participants dial in, click Change audio conference. Office of Instructional Technology Page 2

3 11. Select Other teleconference service. Enter a phone number. Click OK. Note: To request teleconference service, please contact the Customer Service Center and request for a conference line set up, 24 hours in advance. 12. Click Schedule Meeting to finish scheduling a meeting. Office of Instructional Technology Page 3

4 Setting Up a Restricted Meeting 1. Click the Meeting Center tab. 2. In the left menu, click Schedule a Meeting. 3. Click Advanced Scheduler. 4. Go through the steps for setting up the meeting. 5. In Step 4: Invite Attendees, under the Security, check Require attendees to have an account on this website in order to join this meeting. Office of Instructional Technology Page 4

5 6. When they receive the meeting invitation, attendees are required to enter their Purdue Career Account to log in the meeting. Office of Instructional Technology Page 5

6 Expelling Participants and Restricting Access After all participants have logged into the meeting, the Host can choose to expel a participant who should not be in the meeting. 1. Click the participant s name. 2. Click the Participant tab on the top of the screen. In the drop-down menu, click Expel. After the meeting has started, the Host can choose to close the access to the meeting room so no unintended participants can log into the room. 3. Click the Meeting tab on the top of the screen. In the drop-down menu, click Restrict Access. Office of Instructional Technology Page 6

7 Managing Audio and Video with Microphone and Camera 1. Click Connect to Audio to turn on your microphone. Tip: To minimize the echoing issue, use a microphone headset. 2. Click the camera icon to turn on the camera if you wish. 3. To view all participants in full-screen view, click on the participant icon. Office of Instructional Technology Page 7

8 Using the Presentation Tools 1. Chat 2. Whiteboard 3. Share file/desktop. 4. To make a participant a presenter, click on the participant s name and click Make Presenter. Office of Instructional Technology Page 8

9 Recording the Live Session and Sharing the Recording 1. To record the live session, click Recorder. 2. Click the red button to start recording. 3. Click the stop button to stop recording. 4. To retrieve the recording so it may be shared with participants to review, go to 5. Click on Guest and click Login. 6. Once logged in, click on your name and click My Media. 7. Select the recording you d like to share with others. 8. Click on Actions. In the drop-down menu, click Publish. Office of Instructional Technology Page 9

10 9. Select Unlisted if you d like the recording to be only accessible to people you share with. 10. Click Save. 11. Click Share. You ll be able to copy the URL to the recording and share with others. Note: No Purdue Career Account is required for viewers to view the recording. There is no restriction for viewers to access the recording once the link is shared. Office of Instructional Technology Page 10

11 WebEx Best Practices 1. Try a test meeting to make sure WebEx works on your computer and browser: Have your participants try the test meeting as well. 2. Plan your session ahead of time. 3. Practice your session. 4. Use a hard-wired internet connection. 5. Use a microphone headset. 6. Plug in your webcam and headset prior to starting your WebEx meeting. 7. Enter your meeting 15 minutes prior to your session start time. 8. In large sessions, ask participants to mute their microphones when not speaking. 9. Make use of Cisco s WebEx support. Go to Click Meeting Center. Expand the Support menu and click Contact Us. The US number is Any host or participants can call for help. Headset, Microphones, Web Cameras Recommendations Web Camera Microsoft LifeCam Cinema USB $49.26 GovConnection (Purdue price). Headset (with built in microphone) Logitech H340 USB Headsets $24.97 GovConnection (Purdue price). Office of Instructional Technology Page 11

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