Advanced and Customized Net Conference With Cisco WebEx Meeting Center Leader Quick Tips

Transcription

1 Advanced and Custmized Net Cnference With Cisc WebEx Meeting Center Leader Quick Tips Leader Quick Tips fr WebEx Meeting Center prvides tips and techniques that yu can use t cnduct mre efficient meetings n the Web. This guide assumes that yu are already familiar with the basics f WebEx Meeting Center. It des nt prvide detailed instructins fr using WebEx Meeting Center. T btain detailed instructins fr using the ptins and features that this guide describes, refer t the nline Help n yur WebEx Meeting Center Web site r the ther Reference materials n e-meetings and MyMeetings. Hw t Start a Net Cnference using WebEx Meeting Center: Starting a scheduled meeting As the meeting hst, yu must first start a meeting befre attendees can jin it. Start a meeting abut 10 minutes befre its scheduled starting time, t accmmdate any attendees wh want t jin a few minutes early. Alternatively, yu can let attendees jin a meeting befre yu actually start it. In this case, the meeting autmatically becmes pen at a time that yu specify when scheduling it. There are several ways t start yur WebEx Meeting Center meeting: One-Click Micrsft Outlk Calendar WebEx Meeting Center Hmepage Opening the WebEx One-Click panel: T pen the One-Click panel: Duble-click the WebEx One-Click icn n yur desktp. OR G t Start > Prgrams > WebEx > WebEx One-Click > WebEx One-Click. Right-click the WebEx One-Click icn in taskbar, and then click Open One-Click. Nte: If yu did nt specify the ptin t remember yur user name and passwrd, enter the required WebEx accunt infrmatin in the Accunt tab f the WebEx Settings dialg bx, and then click OK. Starting a Meeting via One-Click: Yu can use the WebEx One-Click t start a One-Click Meeting and t send invitatin messages t thse whm yu want t invite t the meeting. Befre yu start a meeting, yu can review r mdify yur meeting ptins in the WebEx Settings dialg bx. T start a meeting frm the WebEx One-Click panel: Open yur WebEx One-Click panel. 1

2 Optinal. Invite attendees t the meeting by entering cntacts frm yur Micrsft Outlk r IBM Ltus Ntes address bk r mbile number bk r by typing their addresses r mbile phne numbers in the text bx. Yu can invite up t 16 attendees at ne time. Use semiclns t separate addresses and mbile numbers. Yu can invite additinal attendees after yu start the meeting. Click Start Meeting. After a brief setup, yu are in the meeting; and invited attendees receive their invitatin messages. If yu invited an attendee using the attendee's address, the attendee must enter his r her name n the Jin Meeting page befre jining the meeting. If yu invited an attendee using the attendee's name frm yur Micrsft Outlk r IBM Ltus Ntes address bk, WebEx One-Click identifies the attendee, and the attendee can then jin the meeting immediately. Depending n yur settings, the Request t Jin dialg bx may appear, asking fr yur apprval fr the jining requests. The fllwing figure shws an example. Select ne f the three apprval ptins, and then click Accept r Reject, as apprpriate. If yur site administratr specifies that yur apprval is required fr each f yur One-Click meetings, the Request t Jin dialg bx shws nly the Accept and Reject ptins. Starting a Meeting via the Outlk Calendar: In yur Micrsft Outlk calendar, pen the meeting item. Click the Link t the WebEx Meeting center Website Lg in t yur accunt Click Start Nw 2

3 Starting a Meeting via the WebEx Meeting Center Hmepage: T start a scheduled meeting frm yur meeting list n yur WebEx Meeting Center Web site: Lg in t yur WebEx Meeting Center Web site. On the navigatin bar, click My WebEx. The My Meetings page appears, displaying a list f each meeting that yu have scheduled. In the meeting list, under Status, click ne f the fllwing: Start. Appears if the meeting is nt in prgress. Jin Nw. Appears if yu allwed participants t jin the meeting befre its starting time and participants have already jined the meeting. The Meeting windw appears. 3

4 Hw t Jin a Net Cnference using WebEx Meeting Center: There are several ways yu may jin a WebEx Meeting Center meeting. Micrsft Outlk Calendar WebEx Meeting Center hmepage WebEx One-Click Jining a meeting via Micrsft Outlk Calendar: Participants jin the WebEx Meeting Center meeting by clicking the link embedded in their Outlk Calendar entry. Click the meeting link in yur invitatin message, and then Click Jin Nw. When jining a meeting, yu may need enter sme details n the Jin Meeting page: Yur name: Enter the name yu want attendees t use t identify yu during the meeting. address: Enter yur address, in this frmat: name@yur_cmpany.cm fr example, msmith@cmpany.cm. Meeting passwrd: Enter the meeting passwrd. The meeting hst may have included the passwrd in the invitatin r, fr security reasns, prvided it t yu in anther way. If the meeting des nt require a passwrd, the text bx des nt appear n this page. T jin the audi cnference prtin f the call, yu may either dial the telephne number in the and/r cnsle page r yu may have the audi bridge dial back ut t yu after yu enter the meeting cnsle. 4

5 Jining a meeting via the WebEx Meeting Center Hmepage: Yu may jin a meeting frm the WebEx Meeting Center Hmepage. Fr Advanced Net Cnference users: G t yur WebEx Meeting Center hmepage Click Attend a Meeting Enter the Meeting Number Click Jin Nw Fr Custmized Net Cnference users: G t yur WebEx Meeting Center hmepage Expand the Attend a Meeting ptin Click Jin an Unlisted Meeting, enter the Meeting Number and Click Jin Nw OR Click Brwse Meetings, Select the meeting and Click Jin Nw 5

6 Jining a meeting via One-Click: T pen the One-Click panel: Duble-click the WebEx One-Click icn n yur desktp. OR G t Start > Prgrams > WebEx > WebEx One-Click > WebEx One-Click. Right-click the WebEx One-Click icn in taskbar, and then click Open One-Click. Nte: If yu did nt specify the ptin t remember yur user name and passwrd, enter the required WebEx accunt infrmatin in the Accunt tab f the WebEx Settings dialg bx, and then click OK. Jining an in-prgress meeting frm One-Click: T jin a meeting frm yur WebEx One-Click panel: Open yur WebEx One-Click panel. Enter either the hst's address r the meeting number in the text bx Click Jin Meeting. Depending n the hst's settings, either wait fr the hst's apprval r enter the passwrd fr jining the meeting. Once yu jin the meeting, the cntrls n yur WebEx One-Click panel becme unavailable. Yu cannt start a meeting r jin anther meeting frm the panel. The fllwing figure shws an example. Nte: If yur site administratr turns ff the One-Click Meeting functin fr unlisted meetings fr security reasns, yu cannt jin an unlisted meeting frm the One-Click panel. In this case, jin an unlisted meeting by prviding the meeting number n yur WebEx service site r at the meeting URL prvided by yur hst. 6

7 Jining a meeting frm the WebEx One-Click taskbar menu Yu can use the WebEx One-Click taskbar menu t jin an instant meeting r scheduled meeting. T jin a meeting frm the WebEx One-Click menu: Right-click the One-Click icn in yur Windws taskbar. The WebEx One-Click taskbar menu appears. Chse Jin a Meeting. The Jin Meeting dialg bx pens and shws a list f meetings yu are invited t fr the current day. (Optinal) Select a different date t shw the meetings fr that date, r select Weekly r Mnthly t shw the meetings fr that week r mnth. (Optinal) If yu want t view all the meetings yu are invited t, click All Meetings t see the cmplete list f meetings n yur WebEx service site. In the bx belw the list f meetings, enter yur address, mbile phne number, r the meeting number. Click Jin. 7

8 The Leader Cnsle The cnsle is an easy interface that uses the familiar Micrsft Windws menus t make cntrlling a meeting very intuitive. Leaders can select t have nly thse windws that are mst imprtant t them pen during the meeting, shwing the participants, chat, ntes, r vide. Simple tabs make it easy t flip frm presentatin t presentatin. Tlbar Participants Chat Vide Ntes PwerPint Ntes Recrder Attendee List Chat Vide Panels Flating Icn Tray The Flating Icn Tray appears when sharing an Applicatin. It may be mved anywhere n the cnsle. The tray includes: Stp sharing applicatins Temprarily freeze attendee view f shared cntent applicatins Select cntent t share Assign cntrl Start anntatins Participants Chat Vide 8

9 Jin Telecnference Leaders and Participants may jin the audi prtin f the meeting multiple ways. They may: Call int the Instant Meeting audi bridge. Enter their phne number t receive a call back. Participate in the audi call via Internet Audi. Call int the Instant Meeting audi cnference - When participants enter the meeting cnsle the dial-in numbers will display n the Inf tab and in the Meeting Infrmatin sectin. In additin t tll and tll free, glbal numbers are available as well. Dial In User Merge is als supprted as a dial in ptin which merges the user s audi and net identities within the participant panel. Please refer t the Dial In User Merge User Guide fr mre. Dial Back: Leaders and participants may enter their number t receive a call frm the cnference service. This synchrnizes the audi and net sessins s that each user is identified by name in the participants panel. This als enables the active speaker functinality. (see Telephne: Identify Active Speaker sectin.) Internet Audi: Leaders and participants may select Call Using Cmputer t jin the Instant Meeting audi cnference call frm their Micrsft Windws based device via their headset, speakers, and micrphne. 9

10 Each participant wh jins via Internet Audi will see the headphne icn appear next t their name in the participant panel. If a user is discnnected, try again by selecting Call Using Cmputer r jin the audi cnference via the Use Phne ptin Audi cntrl features are available frm the Audi Cnference panel via the keypad icn. (mute, unmute, etc.) Internet Audi user can use the keypad fr all DTMF functins available with their Instant Meeting with the exceptin f DIAL OUT. Click the keypad icn t display the keypad and enter the DTMF cmmand. 10 See next sectin fr instructins n hw t setup Internet Audi.

11 Internet Audi Setup Audi Cnferencing Integratin with WebEx will allw PSTN and any VIP audi cnference including Internet based audi users t jin the same Instant Meeting Audi Cnference call during a WebEx Meeting Center sessin. Each user will have several audi ptins t jin the meeting: Call me back n the telephne number prvided by the user. Call Using Cmputer (streams the audi t a desk tp.) Dial int the call using yur device keypad. System Requirements fr Internet Audi Windws XP, Windws 7 Micrsft Internet Explrer, Mzilla Firefx Netframewrk 4.0 fr Windws (May be dwnladed during the Audi Client Installatin belw.) Headset that supprts tw way audi Device that has bth audi speakers and micrphne Shared Dynamic Audi Cnference bride platfrm required Hybrid Audi enabled n the WebEx site Installatin f Internet Audi Client If yu dn t have the Internet Audi client installed yu will prmpted t install the client, just click Install Nw. User must read the Terms and Cnditins and agree by selecting the checkbx. After acceptance, the Install Nw ptin will appear, When Install Nw is selected frm the Firefx brwser, the user will be prmpted t save the AudiClientsetup.msi file. Click Save File. 11

12 When Install Nw is selected frm the Internet Explrer brwser, the user will be prmpted t run r save the AudiClientsetup.msi file. G t the saved file, lcate the AudiClientSetup.msi file and duble click t install. The next step shws the Audi Client being installed. When cmpleted, the user will be prmpted that the Audi Client has been successfully installed. 12

13 The Audi Cnference screen will autmatically change the ptin frm Install Nw t Call Using Cmputer. Click Call Using Cmputer. When running fr the first time, the user will have an ptin t test their speakers and micrphne. Click kay when dne. User will be cnnected t cnference. When the user is cnnected, the user will have several ptins: Adjust/test vlume Adjust/test Micrphne Leave Audi Cnference 13

14 The user is als seen in the participant sectin with a crrespnding headset t identify they jined via Internet Audi. The Audi Client applicatin will shw up in the user s list f applicatins installed in their cmputer. Press 1 t Jin Audi: If the Site Administratr has the Press *1 feature turned n fr yur site, participants will be asked t enter a *1 t jin the audi prtin f the cnference if they are jining the audi by having the audi bridge dial ut t them. This will prevent vic bxes frm being added int the audi cnference by mistake. The pp up windw fr the Jin Telecnference will indicate press 1 hwever the audi cmmand will tell participant t Press *1. Please fllw the audi instructin t Press *1 and disregard the Press 1 instructin in the pp up windw within the WebEx cnsle. A future release f WebEx will allw the text within the Jin Telecnference windw t be custmized. Nte: The Hst/Leader will nt be prmpted t press *1. If the Leader has selected the ptin t allw the first participant t becme the presenter, they will als nt be required t Press *1 t enter the audi prtin f the call. Site Admin setting: When the Site Administratr selects Off fr the Press 1 feature, participants must enter *1 t jin the audi prtin f the call when the audi bridge dials ut t them. 14

15 Press 1 User Experience: When the Press 1 feature is enabled, participants will be prmpted via the audi bridge t Press *1 t enter the audi prtin f the call when using the dial back feature. Jin Telecnference windw: Once yu are cnnected t the telecnference the Telecnference icn will be updated t reflect Cnnected. Telephny: Identify Active Speaker The active speaker icn reacts t sunds during a live call, infrming leaders wh are currently speaking, even allwing them t mute callers wh may have backgrund nises that culd be interrupting the flw f the call. This feature als lets leaders identify the party speaking, allwing them t address parties by name. 15

16 Sending and Receiving Vide If a vide camera is installed n yur cmputer, yu can send vide. Other participants can see yu, r whatever yu fcus yur webcam n. T see vide, participants d nt need t have a webcam installed n their cmputers. WebEx Meeting Center and Training Center supprt high-definitin (HD) vide with up t 720p reslutin. Other WebEx services, such as Event Center and Supprt Center, supprt high-quality vide with up t 360p reslutin. The Cisc technlgy autmatically adjusts vide t the highest quality fr each participant accrding t the cmputer capabilities and netwrk bandwidth. Yur administratr can set vide ptins at the site level. A meeting hst can set vide ptins n the scheduler as well as in the meeting. If yur site r meeting is nt set up t use HD r high-quality vide, standard vide is used. T start r stp sending vide, select the vide icn beside yur name. The icn turns green when yu are sending vide. If yu have a High Definitin camera and yu select the vide icn, a ne-time ntificatin indicating Yu are ready t send HD vide t ther participants displays. After yu start sending vide, yu can perfrm the fllwing tasks depending n yur rle. Rle Tasks Hst What yu can d: Start r stp sending vide at will. Lck fcus n ne participant. View everyne wh is sending vide n ne big screen. List participants r shw thumbnails. Set webcam ptins. Participant What yu can d: Start r stp sending vide at will. View everyne wh is sending vide n ne big screen. List participants r shw thumbnails. Set webcam ptins Minimum system requirements T send r receive vide with a reslutin f 360p, ensure that yur system meets the fllwing minimum requirements: Actin What yu need Send A webcam capable f prducing high-quality vide. WebEx supprts mst webcams f this type A cmputer with at least 1 GB f RAM and a dual-cre prcessr A fast netwrk cnnectin Receive A cmputer with at least 1 GB f RAM and a dual-cre prcessr A fast netwrk cnnectin 16

17 Desktp Vide Optins Multipint vide is the default setting and up t 6 vide windws may be displayed at ne time. The Presenter can lck the vide and participants may pause their wn vide. Each participant may select their Sessin Optins and Persnal Optins t adjust their bandwidth settings and reslutin. Each webcam is different and yu shuld fllw the manufacturer s instructin fr use hwever, in general, make sure it is plugged in and turned n befre the net cnference sessin begins. Setting the vide fr the main display: Select the name tag n the main display. In the Lck Fcus n a Participant dialg bx, select ne f the fllwing: The active speaker. This is the default. The display fcuses n the current speaker and changes as the speaker changes. A specific participant. The display fcuses n nly the specific participant that yu select. Setting webcam ptins: Usually, yu can set ptins fr general settings, such as cntrast, sharpness, and brightness, but ptins can vary depending n yur web camera. 17

18 Vide Full Screen Mde (Active Talker) Click the Full Screen Icn The active speaker (r a specific participant) is shwn in the main display with all ther participant vides arranged in a rw beneath. T return t the view where yu see everyne wh is sending vide, select this icn in the upper-right crner f yur screen. Hw t Present r Share an Applicatin: Quick Start WebEx prvides tw ways t share presentatins, applicatins, r yur desktp: Quick Start r Drp-dwn menu views. Quick Start Panel ffers a simplified view f the basic WebEx features: Present a Dcument, Share an Applicatin, r Share Yur Desktp. Start yur Net Cnference using WebEx Meeting Center Select frm the icns n the Quick Start Panel: Present a Dcument - Click the icn, select the file t share, and click Open. Share an Applicatin - WebEx allws tw ways t share applicatins: 1. Ensure the applicatin yu want t share is pen n yur desktp: - Click Share an Applicatin frm the panel. - Select the applicatin yu wish t incrprate and select Share. 2. Click n New Applicatin t share an applicatin nt currently running n yur cmputer Select Share. Share Yur Desktp. Click the icn and yur desktp immediately pens. Clse Quick Start if yu prefer t access the WebEx features via the drp dwn menu view. 18

19 Drp Dwn Menu: The Drp dwn menu view prvides the same features frm Quick Start and a few additinal features. Start yur Instant Net Cnference. Click Share t select the type f file r applicatin t share. Click Presentatin r Dcument, select the file t share and click Open. Click n New Applicatin t share an applicatin nt currently running n yur cmputer. Additinal Features: Whitebard creates a screen where the presenter and participants can anntate. Web Cntent allws presenter t display multimedia cntent streaming and flash animatin. Web Brwser allws the leader t take participants t a website where they each can interact with the site. Attendee Optins Change Rle T Mute/Unmute Participants Hw t Save Files and Mre: Save, Save As, and Save All allws the presenter t save n-screen dcuments, plls, pll results, chats, and ntes t the desktp. If the presenter has given the participants the privilege t save, they can als save thse files t the cmputer. Transfer allws the presenter t publish files t a server where participants can dwnlad them. Send Transcript allws the leader t the ntes and shared dcuments frm the meeting. Print allws n-screen files t be printed (if the presenter has given this privilege t participants.) End Meeting allws the presenter t discnnect all participants frm the meeting. 19

20 As yu exit the meeting yu will be asked which items yu wuld like t save. Other Quick Tips fr Presenting Uplad the slides in advance. Rehearse the presentatin. Have an agenda and checklist. Cnduct the meeting in a quiet place. Use a headset t keep yur hands free. Use plls t engage yur attendees. Use the Chat tl t cmmunicate with yur participants and t maximize interactin. Use the anntatin tls t enhance the presentatin Instant Meeting Service Tuchtne: In additin t the audi cntrls available frm the WebEx Meeting Center cnsle, yu may als use the Verizn Instant Meeting tuchtne cmmands n yur phne t cntrl the audi prtin f the call r Web Mderatr. Tuchtne Features: *0 Operatr Assistance. Leaders r participants can press *0 fr peratr assistance. *1 Help Menu. A pre-recrded message is played privately, listing the tuchtne features available t the leader r participant. *2 Rll Call (in-cnference). The leader may initiate the annuncement f the names f all individuals wh have jined the cnference. All participants will hear the playback. #2 Sub-cnferencing. The leader may activate sub-cnferencing, allwing participants t cnfer in mini-cnferences within the riginal cnference. *3 Private Rll Call. The leader may initiate the annuncement f the names f all individuals wh have jined the cnference. The playback will be heard nly by the leader wh has pressed *3. *4 Mute All. The leader may mute/unmute the cnference participants en masse. The leader line always remains unmuted. *5 Cnference Cntinuatin. The leader may specify whether r nt the active cnference will cntinue nce they hang up. The default setting is fr the call t cntinue nce the leader discnnects. T ensure the call ends when yu leave, press *5 t activate this feature, then hang up. *6 Self Mute/Unmute. The leader and/r participants may mute/unmute their wn line. *7 Lck/Unlck. The leader may lck the cnference t prevent any additinal participants frm jining. *9 Guest entry. The leader can specify hw the entry and exit f participants are annunced int the active cnference: tne, recrded name, r silent. The default setting is tne. Cntact Us If yu wuld like technical assistance with Net Cnferencing, please cntact us at Our address is nettech@verizn.cm Verizn. All Rights Reserved. 10/13 The Verizn name and lg and all ther names, lgs, and slgans identifying Verizn s prducts and services are trademarks and service marks r registered trademarks and service marks f Verizn Trademark Services LLC r its affiliates in the United States and/r ther cuntries. Micrsft, Windws and Internet Explrer are either registered trademarks r trademarks f Micrsft Crpratin in the United States and/r ther cuntries. All ther trademarks and service marks are the prperty f their respective wners. 20