WebEx is a web-based application, which means you don t have to download any software to use it. Here is what you will

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1 WEBEX WebEx is a virtual meeting application that allows you to see, speak to, and hear from remote participants simultaneously. You can share documents and interactive media, invite students and guest lecturers to share content, and solicit feedback and real-time participation all from a single screen. BEFORE YOU BEGIN WebEx is a web-based application, which means you don t have to download any software to use it. Here is what you will need: 1. A WebEx host account (contact support@babson.edu to request one) 2. A computer with a reliable internet connection 3. Access to the session s audio a. Through your Computer For best results, use a combined headphone/microphone headset like this one at you can purchase amazon.com. This will cut down on background noise and keep your hands free. b. Through your Telephone Alternatively, you can use a telephone as your audio source. It is highly recommended that you use a landline (rather than a mobile phone) for the most optimal sound quality. MEETING CENTER OR TRAINING CENTER? You can host a session from two different areas in WebEx the Training Center and the Meeting Center. Use the chart below to determine which type of session has the features best suited for your session. WEBEX 1

2 Feature Training Center Meeting Center # of Participants up to 3,000 up to 25 Available for Mobile Device Login no yes Video conferencing unlimited webcams up to 25 webcams Document sharing (Word, Excel, PDF, etc) yes yes Support for PowerPoint animation and transitions yes yes Multimedia content sharing (Flash, streaming audio and video) yes yes Recording & saving sessions yes yes Application viewing yes yes File transferring yes yes Basic Polling yes yes Advanced Polling / Polling Editor yes no Multiple trainers or panelists yes no Breakout sessions yes no Instant feedback yes no Suggested Uses: Meeting Center Individual and small group feedback sessions Virtual office hours Suggested Uses: Training Center Classwide sessions Sessions with Breakout usage and Polling WEBEX 2

3 SCHEDULING A MEETING CENTER SESSION 1. Go to babson.webex.com. 2. Click on Host Log In and enter your WebEx host account information (contact support@babson.edu to request one). 3. Click on the Meeting Center tab. 4. Click Schedule a Meeting. 5. If the Quick Scheduler wizard opens, switch to the Advanced Scheduler. WEBEX 3

4 6. Give your session a name in the Meeting Topic field. 7. Give your session a password. (OPTIONAL) 8. Click Next. WEBEX 4

5 9. Choose the appropriate date and time for your session. If the time is more than 15 minutes in the future you can allow for attendees to join 5, 10, or 15 minutes ahead of time. 10. Click Next. 11. Choose the appropriate audio setting: a. WebEx Audio: Participants will access and contribute to the meeting s audio via telephone. b. Other teleconference service (not recommended) c. Use VoIP: Participants will access and contribute to the meeting s audio with speakers and a microphone (or combined headset) WEBEX 5

6 d. None: Use if your meeting will not require sound 12. Make sure the Request that attendees verify rich media players before joining meeting option is selected. 13. Click next to Send a copy of the invitation to yourself if you plan to forward it on via Click Schedule Meeting. 15. Your meeting information will be displayed. 16. You can then add a meeting invite to your calendar by clicking on the Add to My Calendar button. (OPTIONAL) WEBEX 6

7 17. You should receive an message (or two, if you opted to have the participants forwarded to you) from with your session s information. 18. Take that information and forward it to your attendees, or copy and paste it into an announcement in Blackboard. Now your meeting is set up and your students know when and how to access it. SCHEDULING A TRAINING CENTER SESSION 1. Go to babson.webex.com 2. Click Host Log In and enter your WebEx host account information (if you don't have a host account, request one at support@babson.edu). WEBEX 7

8 3. From the welcome screen, click the Training Center tab located at the top of the screen. 4. Click Schedule Training on the left hand side of the screen under Host a Meeting. 5. Enter a topic and give your session a meaningful name. 6. Set the visibility level as Listed for all. 7. Click the box next to Send a copy of the attendee invitation to me. 8. Click Next. 9. Choose the appropriate audio setting: WebEx Audio: Participants will access and contribute to the meeting s audio via telephone. (recommended) Other teleconference service (not recommended) Use VoIP: Participants will access and contribute to the meeting s audio with speakers and a microphone (or combined headset) None: Use if your meeting will not require sound WEBEX 8

9 10. Select the Starting time for the session. 11. Select the Time zone of the session. 12. Choose how many minutes before the meeting time an attendee may join the session. 13. Select the Occurrence intervals for the session. 14. Select the Estimated duration of your session. NOTE: The other sections on this page (In-session Hands on Lab, Registration, Attendees, Presenters, Session Options, Breakout Session Assignment Settings, Options, Session Information, Course Materials, and Tests) should be left with default settings. 15. Scroll to the bottom of the page and select the Schedule button. Please note that when editing your meeting, the Schedule button will change to the Update button. 16. As the host, you will receive two messages from in your Babson Inbox WEBEX 9

10 HOST MESSAGE contains: i. HOST link to the session ii. iii. iv. the HOST key time, date, and topic information option to add to your calendar (FORWARD to ATTENDEES) Invitation Message contains: i. ATTENDEE link to session ii. iii. iv. directions to join session time, date, and topic information option to add to your calendar HOSTING A SESSION The session window is where the host interacts with the participants in a meeting or training session. In this window, you may share presentations, documents, and your desktop. You may also chat, conduct polls, hold question and answer sessions, and more. This section will introduce you to the layout, navigation, and tools found in the session window. ACCESSING YOUR SESSION You can access your session two different ways: 1. Click on the link in the WebEx sent to you after you scheduled your session. or 2. Go to babson.webex.com. 3. Click on the Meeting Center tab. 4. Click on My Meetings. WEBEX 10

11 5. Find the correct session and click Start. CONFIRMING AUDIO SETTINGS When you enter a WebEx session, you will be asked to confirm your audio settings. You will be offered a choice between using the phone for audio connection or using your computer for audio. WEBEX 11

12 USE THE TELEPHONE TO CONTRIBUTE TO THE MEETING'S AUDIO BY FOLLOWING THESE STEPS: 6. Click Use Phone. 7. Call into the meeting using the phone number and access code displayed. NOTE: It is recommended that you use a landline (not a mobile phone) for the best audio quality. WEBEX 12

13 USE THE MICROPHONE AND HEADPHONES (OR COMBINED HEADSET) TO CONTRIBUTE TO THE MEETING'S AUDIO BY FOLLOWING THESE STEPS: 8. Click Call Using Computer. 9. WebEx will perform a test making sure your audio is set up correctly. WEBEX 13

14 WORKING WITH PANELS You can show or hide a panel on the right side of the screen by clicking on its corresponding icon. Following is an explanation of each panel s icon and function. 15. Participants - Indicates who is in attendance at the training session. 16. Chat - Allows you to send and receive messages with attendees. 17. Record - Controls recording for the session. 18. Q&A - Manages the question and answer feature [only available in the Training Center] 19. Notes - A tool that allows you to take notes that you can save to your computer. 20. Polling - Used to poll attendees with a questionnaire on which they can select multiple choice answers during a training session. Step-by-step instructions on how to do this are found here in the Interacting with Students section. [coming soon] 21. Panel Settings Here you adjust which icons are visible or hide all panels. 22. Video - Used to turn video options on and off during a training session. Once a panel has been opened, you may adjust its size, minimize it, or restore it. 23. To adjust a panel s size, place your mouse on the edge of the panel s title bar. Your mouse will turn into a dual headed arrow. Hold your mouse button down and drag the panel up or down to make it larger or smaller. WEBEX 14

15 24. Beside each panel s title bar, there is a down-pointing arrow. Click on this arrow to minimize the panel 25. The panel will minimize itself at the bottom right of the session window and the title bar will only be in view. 26. The arrow will be pointing to the right. Click on this right-over arrow to restore the panel. RECORDING AND PLAYING BACK A SESSION Instructions on how to record a WebEx session for future playback can be found here in the Recording and Playing Back a Session section. [coming soon] WEBEX 15

16 SHARING YOUR WEBCAM You may share the video from your webcam with participants. 27. Make sure your participant panel is visible. 28. Click the camera icon to turn your webcam on (or off). 29. Your webcam feed will be shown in the panel. WEBEX 16

17 SHARING FILES AND PRESENTATIONS You may show participants files from your computer from the Content Viewer. You can share PowerPoint presentations, Word documents, Excel spreadsheets, PDFs, and video files. Here s how to do it: 30. Navigate to the Quick Start tab. 31. Click the down arrow of the content viewer icon 32. Click Share File (Including Video) from the dropdown menu. 33. The Share File dialog box will open allowing you to maneuver to the location where the document (presentation, spreadsheet, video file, etc.) you want to share resides. Select the document and then click Open. 34. A tab for that document will appear at the top of your content viewer and the document will now be in view. WEBEX 17

18 SHARING YOUR DESKTOP 35. Navigate to the Quick Start tab. 36. Click the down arrow of the content viewer icon 37. Click Share My Desktop from the dropdown menu. WEBEX 18

19 38. A tab will appear above the screen you are sharing. 39. Point to the tab to reveal a toolbar. It features some of the functions of the session windows as well as some new buttons. 40. Stop Sharing - Stops the sharing of your desktop and returns you to the session window. 41. Pause - Temporarily freezes participant view of shared content. 42. Share - Allows you to share a specific file or application 43. Assign - Allows you to give control of the desktop to another presenter by passing the keyboard and mouse. 44. Annotate - Allows you to write notes and draws over an application (this ability can be passed to others as well through the Share button). WEBEX 19

20 ENDING A SESSION You may end a training session at any time. Once you end the training session, the session window will close for all attendees. 45. Click the File menu in the training session window 46. Click End Training Session. 47. The End Training Session dialog box will appear. Click End Session. WEBEX 20

21 INTERACTING WITH STUDENTS WebEx successfully addresses many of the challenges traditionally inherent in an online classroom setting. Instructors can see and hear students, invite them to share content, and even gauge how well they are paying attention. Students can virtually raise their hands, give instructors immediate feedback, and participate in breakout sessions. STUDENT AUDIO You can activate and mute a student s microphone from the participant s panel. Students can also mute themselves. 1. Point your mouse at the student s name to show his or her audio settings. 2. The button will be grey when the student s microphone on. 3. Click the button and it will change to red when the microphone is muted. By default, only seven people can have their microphones on at one time. WEBEX 21

22 STUDENT WEBCAMS WebEx will automatically display the webcam belonging to the person that is speaking. When someone new speaks, the display will switch so the person speaking is viewable. 4. The student s webcam feed is shown in the participants panel. 5. Your webcam feed is always visible in a smaller window in the bottom-right corner. You can also view more than one webcam at once: 6. Click the multi-cam icon in the upper right of the video area. The video feed of the group will then appear in fullscreen mode. WEBEX 22

23 7. The large window will display the person speaking or (or the last person to speak). As soon as a new person speaks, they will automatically appear in the large window. 8. Up to five other participants will be shown below. 9. If a student is participating without a webcam, his or her name will be displayed under a generic silhouette image. Sessions in the Training Center can handle an unlimited number of webcams. Meeting Center sessions support up to 25 webcams at once. MAKING THE ATTENDEE THE PRESENTER As the host of a WebEx session, you have the ability to make another attendee the presenter for part or all of the session. This is helpful when you have a guest lecturer or when students have material to present. Here s how to do it: 10. Click on the Make Presenter button in the participants panel. Then click on the name of the attendee you would like to make the presenter. WEBEX 23

24 11. The green and blue WebEx icon will appear beside the attendee s name. That attendee is now the presenter. 12. You can reassign presenter privileges to another student (or back to yourself) by dragging the WebEx logo next to the correct attendee s name. PARTICIPANT ICONS [TRAINING CENTER ONLY] Students can give feedback at any point during your lecture or discussion by activating icons in the participant s panel (you can display icons as well). If you want to receive quick feedback from students, invite them to activate one or more of the following icons: WEBEX 24

25 13. Raise hand Participants use this icon is when they have a question or comment. 14. Check Mark Participants use this icon to answer yes to a question. Used for simple polling. 15. X Mark Participants use this icon to answer no to a question. Also used for simple polling. 16. Go Slower A request for the host to slow down. 17. Go Faster Lets the host know he or she can pick up the pace. 18. Emoticons Participants can click on the down arrow and choose from an array of symbols. These are useful for displaying emotion in a text-based environment. There is even a coffee cup to let participants know it is time for a break. TRACKING STUDENT ATTENTION [TRAINING CENTER ONLY] The Training Center provides simple tools to help you get a rough idea of how well your students are paying attention. 19. Red exclamation point This icon shows up when an attendee is viewing a web browser or software application other than WebEx (keep in mind, this could be because the student is taking notes on a Word document or doing something else class-related). WEBEX 25

26 20. Overall attention Click this icon to view a class-wide tally of how many students have the WebEx session window active. POLLING [TRAINING CENTER ONLY] You can gain immediate feedback from your students by utilizing WebEx s polling feature. It is best to create the poll prior to your session. Here s how to do it: 21. Open the polling panel 22. Choose the type of question you want to ask your students (multiple choice single answer, multiple choice multiple answer, or short answer). 23. Click New. WEBEX 26

27 24. Type your question in the polling box. 25. Click Add (under Answer). 26. Type your answer in the polling box and push enter (you can add as many answers as you want). WEBEX 27

28 27. Repeat the process to create another question. During your session, you can invite your students to participate in the poll you created at any time. Here s how: 28. Open the Polling panel. 29. Click Open Poll. The questions will appear on attendees' polling panels and attendees can give their answers. WEBEX 28

29 30. The answer data will appear in your polling panel. 31. When you are finished, click Close Poll. 32. Check the Poll results option under Share with Attendees. 33. Click Apply. WEBEX 29

30 BREAKOUT SESSIONS [TRAINING CENTER ONLY] Breakout sessions are ideal for small group discussions and group work. Each virtual room has its own video and audio communication channel and chat room. Participants can share documents, presentations, and a whiteboard. Here s how to use them: Setting up Breakout Sessions 1. Click Breakout in the main menu bar. 2. Click Breakout Session Assignment. 3. Choose whether you want to assign breakout room attendees Automatically or Manually. If you are assigning attendees automatically: 4. Click OK. The appropriate number of sessions will be set up and participants will be randomly assigned to them. 5. Select the number of breakout sessions or the number of attendees in each session (WebEx calculates the other number). WEBEX 30

31 If you are assigning attendees manually: 6. Click the Add Session button in the Assigned column. 7. A session is created under the default name Breakout Session 1. If you want to you can change the name of the breakout session. 8. Select the session s first participant from the Not Assigned column on the left. NOTE: The first person assigned to each breakout session will be assigned the role of Presenter. He or she will control the breakout session and can share documents, the whiteboard and other privileges with other participants as appropriate. 9. Click the >> button between the two columns to move the participant into the selected breakout session. 10. Continue to assign participants by selecting the appropriate breakout session and moving participants into it. 11. Click the OK button and the Breakout Session Assignment window will close. WEBEX 31

32 12. The Breakout Session panel will appear on the right side of your WebEx window, below the Chat or Q&A panel. Starting the breakout session 13. In the Breakout Session panel, click the Start button to begin the breakout session. A pop-up window will appear to each student inviting him or her to join the breakout session. Visiting a Breakout Session The host can visit each breakout session to check on each group s progress. To join a breakout session: 14. Click the Breakout menu item in the main menu bar. 15. Select Join Breakout Session and choose from the list of available breakout sessions. WEBEX 32

33 You will join that breakout session and will have the ability to see their whiteboard, chat room and video and hear their audio conversation. Broadcasting a Message The host can send a pop-up message to all attendees while they are in breakout sessions (i.e. You have two more minutes to complete your group work. ). To broadcast a message: 16. Click the Breakout menu item in the main menu bar 17. Click Broadcast Message from the list menu. 18. Select the attendees you want the message to go to. It can go to all attendees, selected attendees or selected breakout session attendees. 19. Type your message into the Message field. 20. Click the Send button. It will show up to all participants in a pop-up window. WEBEX 33

34 Asking Participants to Return The session host can ask all participants to exit their breakout sessions and return to the main session. To do this: 21. Click the Breakout menu item in the main menu bar 22. Click Ask All to Return from the menu list. A pop-up window will appear to all participants giving them the option to return to the main session. They will not be forced to return to the main session. Forcing Participants to Return The session host can close the breakout sessions and force all participants to return to the main session. Here s how: 23. Click the Breakout menu item in the main menu bar WEBEX 34

35 24. Click End Breakout Sessions from the menu list. A pop-up window appears to all participants telling them that they have 30 seconds to return to the main session. After 30 seconds, the breakout sessions will be closed and all participants will be automatically returned to the main session. Sharing Breakout Session Content The session host can share information from the breakout sessions. This can include the documents, whiteboards, presentations and other information that was used in the sessions. To do this: 25. Click the Breakout menu item in the main menu bar 26. Click Share Breakout Session Content from the menu list. The Share Breakout Session Content window opens, listing the last presenter in each breakout session. WEBEX 35

36 27. Choose the presenter you want to share. 28. Click OK. 29. The breakout session presenter will be asked to select the item to share from the content window. You will then be able to share it from your content viewer. RECORDING AND PLAYING BACK SESSIONS WebEx allows you to record and archive your sessions for later viewing. This is especially helpful for students that weren t able to attend a session or want to review certain sections. Only the host can record a session, not the regular attendees. Read below to learn how to record your WebEx sessions and make them available to students. RECORDING A WEBEX SESSION As the host, you can begin recording your session after it has launched. Here s how: 1. Click the Recording panel icon to make it visible. WEBEX 36

37 2. Click the red record button in the Recording panel. 3. All of your session s video, audio, and chat information is now being recorded. 4. Click the pause button if you are taking a break or going through a part of the session you don t want to be recorded. 5. Click the blue stop button to stop recording the session. PLAYING BACK A WEBEX SESSION When your session has ended, you (the host) will be sent an from WebEx featuring a link to your recorded session. It also features links to additional options, like editing and downloading the session. Forward this link to your students or post it on Blackboard to make the session available to them. NOTE: Your session recording may not be immediately available. How quickly it is archived depends on the size of the recording and number of interactions. PRODUCTIVITY TOOLS WebEx Productivity Tools allow you to start or join meetings instantly from Microsoft Office applications, web browsers, Microsoft Outlook, IBM Lotus Notes, and instant messaging programs. You can also schedule meetings through Microsoft Outlook or IBM Lotus Notes, all without going to Babson s WebEx site. Here s how to get started: WEBEX 37

38 INSTALLING PRODUCTIVITY TOOLS You can install Productivity Tools from the Productivity Tools setup page: 1. Log in to babson.webex.edu. 2. Click the My WebEx tab. 3. Click Productivity Tools Setup. 4. Under On Your Desktop, click Download Productivity Tools. WEBEX 38

39 5. The File Download dialog box will appear. Click Save File. 6. Run the installation file and follow the instructions. 7. Once you complete installation, the WebEx Settings dialog box will appear. 8. In the Site URL box, type babson.webex.com. 9. Enter your Babson user name and password. 10. Click Login. WEBEX 39

40 SETTING UP PRODUCTIVITY TOOLS After you install WebEx Productivity Tools, you can log in and set options for your WebEx account, set meeting options for instant meetings and scheduled meetings, set preferences for the One-Click panel, and select which Productivity Tools you will use with WebEx. 11. Double-click the WebEx One-Click icon on your desktop. 12. Click Edit WebEx Settings. 13. Go through each tab and specify your desired settings. WEBEX 40

41 Now you will be able to invite colleagues and students to a WebEx meeting with a single click. Just look for the WebEx icon in Microsoft Outlook, PowerPoint, Excel, or any other application you activated WebEx Productivity Tools in. WEBEX 41