WebEx Scheduling A Meeting using the Quick Scheduler

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1 WebEx Scheduling A Meeting using the Quick Scheduler OTS PUBLICATION: WX6 REVISED TOWSON UNIVERSITY OFFICE OF TECHNOLOGY SERVICES =Shortcut =Advice =Caution Introduction You may schedule a WebEx meeting using either the Quick Scheduler or the Advanced Scheduler. The Quick Scheduler is used to set up a basic meeting. If you wish to set up a meeting with additional options, use the Advanced Scheduler. This self-help document will show you how to set up a meeting using the Quick Scheduler. To set up a meeting you must have an active WebEx Host account. Click here if you do not for complete instructions. Process Summary Introduction Scheduling A Meeting using the Quick Scheduler Beginning the Meeting Scheduling A Meeting using the Quick Scheduler. Open your internet browser and type towson.webex.com in the address bar and press ENTER. Figure. The Join a Meeting page will appear (Fig ). Click the Log In button (Fig, ) on the upper right side of the screen.. The Towson University Authenticated Login Page will appear. Type your Towson University NetID and Password in the designated areas (Fig, ) and click Login (Fig, ). Figure 04 Towson University -This work is licensed under the Creative Commons Attribution-NonCommercial-NoDerivs License. Details available at

2 4. From the Welcome screen, click the Meeting Center tab located at the top of the screen (Fig, ). 5. Click Schedule a Meeting (Fig, ) on the left hand side of the screen under Host a Meeting. The Schedule a Meeting screen will appear (Fig ). This is known as the Quick Scheduler. 6. Click in the Meeting Topic box (Fig, ) and give your session a meaningful name. Figure Click in the Password field and give your session a password. Confirm the password in the corresponding field (Fig, 4). 8. Enter the Date, Time and expected Duration in the designated areas (Fig, 5) 9. Click in the box beside Attendees and type the addresses of each recipient (Fig, 6). -OR- Click the checkbox Send a copy of the invitation to me (Fig, 7). This option will send the invitation to you, and then you can forward this message on to the participants through The conference is automatically set up as an audio conference. This allows the participants to use either the telephone or their computer for audio. If you wish to change the conference to Use VoIP only follow the steps below: Click Change audio conference (Fig, 8). The Audio Conference Settings dialog box will appear. Figure 4 Click the down arrow beside Select conference type (Fig 4, ) and choose Use VoIP only. Click OK (Fig 4, ). VoIP will only allow participants to use their computer for audio.

3 . Click the Schedule Meeting button (Fig, 9). As the host, you will receive a message in your inbox containing time, date, and related meeting information. If your meeting is scheduled within 5 minutes of the current time, you will see a Start button instead of Schedule Meeting. Click this button and your meeting will start immediately.. The Meeting Scheduled screen will appear. If you wish, you may click the Add to My Calendar button (Fig 5, ) which will add the request to your Outlook Calendar. If you choose this option, make sure to choose Open when the File Download dialog box appears, and then Accept the invitation in Outlook. Figure 5. Click Start (Fig 5,) to start your meeting now, or exit WebEx and start your meeting at your scheduled time. Forwarding the Message to Recipient Please note - you do not have to follow these steps if you had WebEx send the to the attendees as described in the first part of step 9 in the previous section of this document.. In your Outlook inbox, you will receive two messages. One message was sent to you as the host of the meeting. This message has the subject of Meeting scheduled (Fig 6, ).. If you chose the option to Send a copy of the invitation to me as described in step 9 of the previous section, you will also receive an message that is to be forwarded to the meeting attendees. This message will have the subject (Forward to others) Meeting invitation and will include all the information needed to join the meeting (Fig 6, ). Figure 6. Open the (Forward to others) Meeting invitation message and click the Forward button (Fig 7, ). Figure 7

4 Figure 8 4. Click beside To: and add all attendees (Fig 8, ). You may add a message if you wish (Fig 8, ). 5. Click Send (Fig 8, ) Beginning the Meeting. Open the you received with the subject of Meeting scheduled from your inbox (Fig 9) or open the meeting request in Outlook - if you added it to the calendar (Fig 0).. Click on the link under To start or join the online meeting (Fig 9, and Fig 0, ). The WebEx session will launch. You may have to log into WebEx using your TU NetID and Password.. You have two options available. You may join the online meeting using VoIP (your computer speakers and microphone), or you may use your telephone. Figure 9 Figure 0 4

5 Figure Figure Figure 4. Click the three dots under Call Using Computer (Fig, ). The Audio Conference box will appear (Fig ). 5. If you wish to call into the conference using your phone, click I Will Call In (Fig, ). The phone numbers and access codes will appear (Fig ). Dial the toll free number (Fig, ). When prompted, enter the access code followed by # (Fig, ). When prompted, enter the Attendee ID code followed by # (Fig, ). 6. If you wish to use VoIP (your computer), Click Call Using Computer (Fig, ). If your audio doesn t appear to be working or you wish to change the audio device to use click on Test computer audio (Fig, ). From there you can change your devices and test the audio. 5

Figure 2 4. Click OK (Fig 2, 2). 5. You will enter the conference. Figure 1

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