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1 Presented by Office of Distance Education of Learning Technologies

2 Workshop Overview This workshop was created as an introduction for new users to get acquainted with WebEx Meeting Center, how to use it, and where to get additional training. Items Covered Define WebEx. Uses of WebEx. Features and Functions. Requesting an account. Attending a meeting. Scheduling a meeting. Hosting a meeting. Locate training resources.

3 What is WebEx? A Web conferencing service used to conduct meetings via the Internet using two way video and audio technologies. Sometimes referred to as webinars, web conferencing is often used for collaboration between geographically dispersed groups. WebEx is one web conferencing service. Others include Skype, GoToMeeting, Saba Centra, and Adobe Connect.

4 Use WebEx for: Remote Meetings Online Presentations Lecture Capture Demos Training Online Support Online Office Hours Online Study Sessions

5 Features and Functions Share presentations, real time applications, web browsers, and desktops Pass control between participants Communicate through chat Create and conduct polls Show your webcam image Record meetings and archive for future viewing Take notes

6 Requesting an account Instructors can request an account by ing Provide your full name and the desire to receive an account. Once account is activated, an message will be sent with log on information and links to helpful training resources.

7 Scheduling a Meeting Schedule and host a meeting with students, guests, and/or colleagues by accessing the university WebEx website - An account is needed to schedule/host a meeting. For instructions on requesting an account, see the guide for Requesting an Account: For instructions on hosting a meeting, see the guide for hosting WebEx meetings:

8 Scheduling a Meeting Click Host Log In on the upper right hand corner of the WebEx web page.

9 Scheduling a Meeting Enter the username provided to you when you obtained your WebEx account. Enter your password provided to you when you obtained your WebEx account. The first time you log on you will be asked to change your password. The password you use here will not necessarily be the same nor is it updated when you change your password.

10 Scheduling a Meeting You might get a setup message. If you have administrative privileges on your computer and time to install it then it will provide some good tools to help schedule and host WebEx meetings. If you are in a hurry just click Later. The Productivity Tools provide a shortcut to WebEx on your desktop, in Microsoft Word, Outlook and other applications. Microsoft Outlook Microsoft Word and PowerPoint

11 Scheduling a meeting Click Schedule a Meeting on the left menu.

12 Scheduling a meeting Complete the fields as requested.

13 Scheduling a meeting If you do not select a date you have the option of starting the meeting now by clicking the Start Now button on the bottom right. If you do select a date the button changes to Schedule Meeting.

14 Scheduling a meeting Select the appropriate Audio conference format. Click on Change audio conference to make selection.

15 Scheduling a meeting Select WebEx Audio from the dropdown list, recommended choice. It will provide a call-in number and the option to use the computer VoIP. Click OK after selecting.

16 Scheduling a meeting You can utilize the Advanced Scheduling menu for a larger range of options to choose from for your meeting. Just click the Advanced Schedule link at the top.

17 Scheduling a meeting Complete the fields as you navigate through the options on the right by either clicking the button or clicking Next. Once you select a date for the meeting the Start Now button changes to Schedule Meeting.

18 Scheduling a meeting Once you schedule a meeting, it is listed on the Meetings Center page. There will be a Join link for participants but will say Start for the Host. You are now ready to host the meeting.

19 Hosting a Meeting. If you have not already logged in, go to the WebEx meeting Center web page to log in and locate your meeting. Click Start.

20 Hosting a Meeting If WebEx plugins or software have not previously been installed on a computer, a set up screen will be displayed. If you are on your own computer, then follow the steps to install the application. If you are on a university computer, then click the Run a temporary application link to use WebEx. Notice the yellow pop-up area at the bottom. You will need to click the Run button.

21 Hosting a Meeting When the WebEx screen opens up you will see the Audio Conference window in the middle of the screen. To use your computer audio, click the Call Using Computer button.

22 Hosting a Meeting Click Test speaker/microphone to test your audio.

23 Hosting a Meeting Click on the test button next to your speakers and speak into your microphone to view the microphone level. Click Ok to close the pop-up window.

24 Hosting a Meeting Click Use Phone to see the dial-in number and to dial-in if your computer does not have audio capability. Click the X in the top right to close the window.

25 WebEx Interface WebEx interface components are indicated below. Some will be explained on later slides. Main Meeting Area Record Meeting View other participants Video if turned on Audio Controls Send Meeting Link Video Display Turn your video on/off Mute/Unmute yourself Participant List Share a File Raise Hand or Make Presenter Audio Chat Area Exit Meeting

26 Hosting a Meeting To reopen the audio menu: Click the Audio Conference button in the middle of the screen. Or click the Audio button below the Participants box on the right.

27 Hosting a Meeting To invite others to the meeting on the spur of the moment, click the Invite & Remind button in the middle of the screen. The Invite & Remind window will pop up and allow you to send reminders to participants if you know their contact information.

28 Hosting a Meeting To share a document or demonstrate an application or website: Click the arrow next to the button that will either say Share Application, Share Desktop, or Share File, depending upon what was selected during the last session. This will bring up a menu for you to select what you want to share.

29 Hosting a Meeting To share your Desktop and be able to display a website, file or document: Select Share My Desktop.

30 Hosting a Meeting WebEx will immediately show what is currently on your desktop. You can open up a web page or other items to present. To view WebEx tools while sharing your desktop move your mouse pointer over the green area on the top of the desktop.

31 Hosting a Meeting Select the desired WebEx menu item or Click the red circle to stop sharing and to return to the WebEx interface.

32 Hosting a Meeting To share a file: Click the arrow next to the share button to open the menu. Select Share File (Including Video).

33 Hosting a Meeting Locate and select the file you wish to share from the Share File window. Click the Open button.

34 Hosting a Meeting File will be displayed in the main window area. If there is more than one page in file, then use the arrows on the top of file to advance to next page.

35 Hosting a Meeting Each shared file will have its own tabs at the top of the WebEx interface. Click tab to switch between files or to return to main Quick Start screen. Click the X on the tab to close file and stop sharing.

36 Hosting a Meeting Share Application so that it can be edited and saved: 1. Click the arrow next to the share button to open the menu. 2. Select an application under Share Application. 3. If application is not listed, then select other application and locate it. 4. Once application has been opened, locate the item you wish to display.

37 Hosting a Meeting Application will open on computer desktop. WebEx menu will be hidden at the top, viewable by hovering mouse pointer over green area.

38 Hosting a Meeting Select Stop Sharing from the menu to return to the WebEx interface.

39 Hosting a Meeting To pass the keyboard and mouse control off to one of the participants to work on the displayed item: 1. Hover over green sharing notice to bring up menu. 2. Click on Assign, then Pass Keyboard and Mouse Control, then select participant s name. 3. To take back control follow steps 1 & 2 above. 4. To gain controls at the same time other participant has joint control, double click the item. 5. To stop sharing desktop or file and return to the WebEx interface, click Stop Sharing from the menu.

40 Hosting a Meeting To share a different item while in sharing mode: 1. Hover over green sharing notice to bring up menu. 2. Click on Share, then select an item to share from the available items. 3. To Stop sharing desktop or file and return to the WebEx interface, click Stop Sharing from the menu.

41 Hosting a Meeting Using the Whiteboard (After you have stopped sharing and returned to the WebEx interface): Click New Whiteboard button on top right of WebEx window to open up a new whiteboard area. Host can use annotation tools. Use tabs to navigate between shared items.

42 Hosting a Meeting To allow participants to collaborate on whiteboard and use the annotation tools : 1. Click Participants menu on the top. 2. Click Assign Privileges.

43 Hosting a Meeting When Participant privileges window pops up, click on the Participants tab. Select Annotate. Select Assign.

44 Hosting a Meeting Using the Whiteboard: Now all participants can use annotation tools. A new whiteboard can be displayed if a new one is needed to continue collaborating. Just click New Whiteboard button on top right of WebEx window area. Use tabs to navigate between whiteboards. Click on Quick Start tab to return to main WebEx interface screen.

45 Record a Meeting If an archive of the meeting is desired for future reference or so that others can view the recorded meeting if they were unable to attend: 1. Click the Record button on the top right. 2. Recorder panel on the bottom right can be used to pause and stop recording.

46 Record a Meeting Previously recorded meetings can be found on the tamucc.webex.com web page under Host a Meeting area on left. Click on My Recorded Meetings to see a list of recorded meetings. Host will need to be logged on to view the list.

47 Record a Meeting It will take several minutes for the most recent recording to be listed. Recording can be view by other if the host s the link or file to others or places the link or file in Blackboard. To place access to recording in Blackboard: Copy the link to Blackboard that is sent out in the , or download the WbEx file then upload it to Blackboard.

48 End a meeting. When meeting is finished click the End Meeting button on the bottom right. Click End Meeting on pop up window to end the meeting.

49 Help and Support Use the resources below for additional guides and training. Distance Education Website - Instructor Resources > WebEx under Technology heading iteach Online Blackboard course - Tutorials > WebEx IT Help Website - Get Help > WebEx help bullet under FAQ Cisco WebEx Meeting Web Page - Support > Training > WebEx University Cisco Self-Service Technical Support Cisco WebEx Technical Support Phone:

50 Please complete the workshop evaluation when ed to you.

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