Joining a WebEx Webconference Writing for Environmental Professionals

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1 Jining a WebEx Webcnference Writing fr Envirnmental Prfessinals WebEx allws the curse instructr and participants t cnnect using web cnferencing and VIP using yur cmputer r smart device! By jining via WebEx's web cnference, yu will be able t share cntent, chat, and see each ther via webcam! Fr thse wh may nt have access t a cmputer r smart device fr a specific sessin, yu can als request a phne call-in number s yu can jin the cnversatin (withut seeing cntent r vide). Please nte, the recmmended and preferred methd t jin each meeting is via internet using a cmputer (desktp r laptp). Jining the WebEx Webcnference by Internet (Preferred/Recmmended Methd): This ptin allws yu t jin the cnference using yur cmputer t view the ther participants, share screens, r view presentatins. Fr the weekly meeting n Tuesday s at 8PM EDT, yu shuld use the same web link each week: 1OGQ5&RT=MiMxMQ%3D%3D. Simply click n the URL link r cpy and paste the URL address using Internet Explrer (preferably nt Firefx, we have experienced a lt f prblems signing in via Firefx). When the link is pened in Internet Explrer, type in yur name and the address and, if prmpted, the passwrd: 1234 fr jining the meeting. Fr first time WebEx users: After yu have signed in, it will take a few minutes t change screen. Yu will then be asked (lk ut fr the message n the tp menu bar) make sure t dwnlad and run a web prgram. Click dwnlad buttn and run the web prgram that manages WebEx meeting. After a few mre minutes, yu will be directed t the meeting screen which cnsists f three panels; a big ne n the left with QuickStart/Inf (that cntains, amng ther things, the meeting number and yur attendee ID number), and tw smaller nes n the right with list f participants and chat bx. Lk at the chat bx in case the hst is typing a message and trying t cmmunicate with yu. At this pint, there will be a pp up bx inviting yu t jin the "Audi Cnference". There are tw chices: "Call Me" r "Use Cmputer fr Audi/Call using cmputer". Fr this curse we will be using the Use the Cmputer fr Audi ptin. Click n the use cmputer fr audi arrw. Then click the green Call Using Cmputer 1

2 buttn, we recmmend using a USB headset fr the telecnference as it helps t keep backgrund nise dwn. Yu will knw yu have successfully cnnected t the cmputer audi webcnference when yu have cmpleted the steps abve and yur screen shws: Next, n the tp menu bar click "Audi" and then the drp dwn Speaker/Micrphne Audi Test Under Select a Speaker t Test chse the drp dwn Speakers (Lgitech USB Headset) 2

3 Under Select a Micrphne t test chse the drp dwn ptin Micrphne (Lgitech USB Headset). Then Click OK. In the right-hand clumn under Participants yu will see a micrphne icn. Click n the micrphne icn and when it turns GREEN it is n. Make sure t mute yur micrphne at all times unless called upn t speak. T mute yur micrphne click n the micrphne icn. Yu will knw it is n mute when it has turned RED and has a white dash thrugh it. Start WebCam: In the Chat Bx yu will see yur name displayed (i.e. Lisa Strebler). Next t yur name yu will see a camera icn. Click n the camera icn start my vide and yu will knw yur vide is wrking when it turns GREEN! Be sure t start yur webcam every time yu jin the meeting each week. When yu are called upn t speak, all the participants and instructr will nt nly hear yu, but they will be able t see yu t! T stp yur vide click n the camera icn. Yu will knw it has been disabled because it will be dark GREY. T use CHAT during a meeting: 1. T send a message t everyne, type yur message in the Chat pd (at the bttm f the screen) and hit enter r click the Send buttn. 3

4 2. If private chat is enabled, send messages t a specific attendee by chsing the attendee/hst name under the send t drp dwn buttn. Private chat messages shw up in additinal tabs. T exit the meeting click n the red x buttn n the right hand crner f the brwser. Meeting Etiquette: 1. Raise hand t ask a questin BEFORE speaking. T raise yur hand click n the Raise Hand icn right abve the chat bx. The icn will appear next t yur name in the participant list. When called upn, click the Raise Hand icn t remve. 2. Prir t speaking, click the micrphne buttn n, wait 1-2 secnds, then speak. When yu are dne speaking, wait 1-2 secnds after yur last wrds and then turn yur micrphne ff. This helps eliminate cutting ff the beginning and ending f yur audi. 3. Turn ff yur micrphne when yu are nt speaking. 4. Remember, when using the Chat functin, yur message will be bradcasted t all participants. Please d nt chat abut nn-related items when class is in sessin. 5. D NOT use a USB speakerphne. 6. D NOT participate in a meeting withut using a USB headset. 7. Reduce backgrund nise as much as pssible. If thers ntice that yur mic is picking up breathing sunds, try mving the mic just a bit further away frm yur muth and nse. If yu are experiencing cnnectin issues during yur webcnference, here are sme TROUBLESHOOTING tips t try: 1. Meeting lgin issues: a. Are yu cnnected t the Internet? b. Disable ppup blcker sftware. c. Clear the brwser's cache. d. Try cnnecting frm anther cmputer. Are yu accessing the crrect URL? 2. If yur cmpany uses a prxy server t cntrl internet access, try the fllwing: a. Within Internet Explrer select Tls > Internet Optins > Advanced tab. b. Enable the setting Use HTTP 1.1 thrugh prxy cnnectins and click OK. 4

5 c. Clse all brwser windws and re-pen befre trying t cnnect t meeting again 3. Ensure yu are cnnected t a high speed internet cnnectin (preferably via a cable vs. wireless). The quality f the VIP audi can be imprved by using a high speed, wired cnnectin and by clsing ther applicatins running in the backgrund, including When in dubt, if yu are having persistent audi, vide, etc. prblems, try these things in rder: a. Quit all ther applicatins and clse all ther brwser windws. b. Run the Speaker/Micrphne Audi test again. c. Make sure t dwnlad and run the web prgram that manages the WebEx meetings (nte: yu are prmpted t d this prir t jining the meeting). d. Clse yur internet brwser cmpletely, and restart yur cmputer! Ensure yu USB headset and webcam (if needed) are plugged in PRIOR t restarting yur cmputer. 5. Yu can jin and leave audi cnference repeatedly during the sessin if yu accidentally exit the audi cnference. 6. Fr technical supprt, please g t If yu are experiencing prblems with yur cmputer audi capable, yu will need t exit the sessin and re-enter and use the "Call Me" ptin. Yu will then be asked t type in yur telephne number s that the system can call yu t set up the audi link. When the WebEx system annunces that yu have entered the WebEx meeting, it will ask yu t press 1 t cnnect. After yu have dialed in and successfully cnnected, it will ask yu fr the meeting number. The meeting number is: Fr mst peple, this is the last step befre they jin the meeting. If yu have reached this stage, yu have successfully jined the meeting; cngratulatins! 5

6 Other Optins n Jining a WebEx Webcnference Jining the WebEx Webcnference by phne withut the Internet This ptin allws yu t jin the cnference using yur telephne nly if yu d nt have access t yur cmputer r internet. Yu will nt be able t view the telecnference, but yu will be able t hear and participate in the cnversatin. This ptin is very simple but yu will nt be able t see any applicatins r dcuments shared at the meeting, i.e., yu will nt be able t see any presentatin slides frm a speaker. T jin the meeting, simply use the call in number ( ). After yu have dialed in and successfully cnnected, it will ask yu t enter the access/meeting number (Access/Meeting cde: #). Next, the system will ask yu t supply an attendee ID enter: #. Yu shuld greet the hst just t let him/her knw that yu have just jined the meeting. WebEx Meetings fr ipad and iphne With great features like 2-way high-quality, streaming vide that takes mbile web cnferencing t a whle new level, the Cisc WebEx app allws yu t enjy the full meeting experience n yur Apple ipad r iphne with simultaneus data and VIP audi. Features- Mbile vide cnferencing (requires Wi-Fi) with: 2-way high-quality, multipint vide with camera switcher n iphne 4, iphne 4S, iphne 5, 4th and 5th generatin ipd tuch, and ipad 1, 2 and the new ipad Vice-activated vide switching Full-screen vide View cntent and vide simultaneusly (ipad nly) VIP: Vice ver IP is supprted n the ipad, iphne, and ipd Tuch when using cellular r Wi-Fi (VIP is available n WBS 28 r Cisc WebEx Meetings 1.2) Frequently Asked Questins Abut Cisc WebEx fr Apple ios Is it free t attend a meeting n Apple ipad and iphne? Yes, there is n cst t dwnlad the Cisc WebEx app r t attend any Cisc WebEx meetings that yu've been invited t jin. Hw d I dwnlad Cisc WebEx Meetings fr Apple ios? The applicatin must be dwnladed frm the Apple itunes App Stre. 6

7 What are the system requirements fr WebEx Meetings n the ipad and iphne? Apple ios 5.0 and abve with active Wi-Fi r cellular cnnectin is required. Wi-Fi is required fr the vide. Hw d I jin a meeting? Yu can jin WebEx meetings using ne f the fllwing methds: G t yur WebEx meeting invitatin and click n the "T jin this meeting" link. Launch the Cisc WebEx Meetings app n yur ipad and iphne and enter the meeting number. Sign in t yur WebEx accunt n the ipad and jin frm yur "My Meetings" screen. Hw d I jin the audi prtin f the meeting? When yu jin a meeting yu will be asked whether yu wuld like t cnnect with VOIP r via phne. If yu select VOIP, yu will be immediately cnnected t the audi (muted autmatically). If yu select phne, yu will be called back at a number f yur chsing if yur meeting site has call back enabled (nt muted autmatically). If yu chse nt t use call back, yu can click the inf icn t see a list f call in numbers. If yur meeting site des nt have call back enabled, yu will be able t call in at the audi prmpt (depending n yur site cnfiguratin). Why des the Cisc WebEx Meetings app stp wrking when I jin the audi call? If yu are using a CDMA netwrk, such as Sprint r Verizn, netwrk limitatins prevent yu frm having a vice call and using data services at the same time. In this case, jining the audi prtin f the meeting thrugh a vice call means yu wn't be able t view updates t the participant list r shared presentatins. If yu have access t Wi-Fi r 4G netwrks, yu may be able t use vice and data services simultaneusly. Alternatively, cnsider using VIP (if available n yur device) t cnnect t the audi prtin f the meeting. Are there any special requirements t jin the audi cnferencing using VIP? T ensure best VIP quality n the ipad, it is advisable t use a headset. Can I share vide frm the ipad and iphne? Yes, yu can use the camera t send yur vide t the ther meeting attendees. Hw can I view vide n the ipad and iphne? Equipped with multi-channel high quality vide, yu can view multiple participants' webcam vides simultaneusly. Participants sharing vide will shw up n yur screen, fllwing by silhuettes fr participants nt sharing vide. Scrll back and frth t see all attendees. With vice-activated switching yu can autmatically see wh is speaking. Yu can als view full-screen vide. Just pinch ut t enlarge the vide, yu can g back t the 7

8 presentatin by tapping n the screen. Tap n the buttn abve the speaker vide t minimize all vide t fcus n the presentatin. Hw can I chat with ther participants? Tap n the participant icn in the upper right f the screen. Frm the list, yu can chse ne individual r all participants t chat with. Select wh yu want t chat with and then enter yur message in the dialgue bx and hit send. If vide is being shared, yu can chat directly frm the vide carusel. Tap a participant and chse t chat with that individual r with the entire grup. T transitin back and frth between the presentatin and chat, tap the cancel buttn in the chat windw and be returned t the presentatin. Can I present cntent frm my ipad and iphne? This feature is nt supprted. Yu can hwever view cntent shared frm ther's cmputers. In additin, if yu are the meeting hst, yu can pass presenter cntrl t a cmputer user t share cntent. Hw much des this experience cst? There is n cst fr an attendee t jin meetings n their ipad and iphne. It's free t dwnlad the app frm the Apple App Stre. Hwever, meeting hsts need t have a current WebEx Meetings subscriptin t schedule r hst a meeting n a cmputer, tablet, r smartphne. Regular data charges still apply; please check with yur carrier. Where can custmers get mre infrmatin n WebEx fr ipad and iphne? Visit Wh d I cntact fr technical supprt? Please g t WebEx Meetings fr Andrid Features Mbile vide cnferencing (tablets nly) with: 2-way high-quality, multipint vide with camera switcher Vice-activated vide switching Full-screen vide View cntent and vide simultaneusly Frequently Asked Questins Abut Cisc WebEx Meetings fr Andrid Is it free t attend a meeting? 8

9 Yes, there is n cst t dwnlad the Cisc WebEx Meetings fr Andrid app r t attend any Cisc WebEx meetings yu've been invited t jin. Hw d I dwnlad Cisc WebEx Meetings fr Andrid? The app can be dwnladed directly nt yur Andrid device thrugh Ggle Play (preferred methd). Alternatively, yu can get it frm the Amazn Appstre fr Andrid, frm r frm yur Andrid device at Can I use Cisc WebEx Meetings fr Andrid applicatin n my Andrid device? The applicatin runs n Andrid OS 2.1 (and later) smartphnes and tablets. The device must als have a Medium (320x240) reslutin screen r higher. Which devices supprt Cisc WebEx 2-way vide? In general, tablets with Andrid OS 3.0 r higher as well as screen sizes 7.1" r higher will supprt Cisc WebEx 2-way vide. Additinally, tablets with screen width 530 dp (where dp = pixels * 160 / density) and Andrid OS 3.2 r higher will supprt Cisc WebEx 2-way vide. This includes the Ggle Nexus 7" and the Amazn Kindle Fire HD 7" Hw d I jin a meeting? Yu can jin Cisc WebEx meetings using ne f the fllwing methds: G t yur Cisc WebEx meeting invitatin and click n the "T jin this meeting" link. Launch the Cisc WebEx Meeting Center app n yur Andrid device and enter the meeting number. Hw d I jin the audi prtin f the meeting? Once yu enter yur meeting, an audi prmpt will appear. If yu wuld like t be called back n yur device, select yur phne number frm the drpdwn menu. If this is yur first time using Cisc WebEx Meetings fr Andrid, yu may need t enter a call-back number if it is nt pre-filled. Select the ptin t "Call me at a New Number". Enter yur phne number and select "Call Me at This Number". Yu will receive a call t jin the meeting, s answer the call. The Cisc WebEx app will then autmatically re-launch taking yu right int the meeting. This feature is nt available in all regins. If the call-back feature is disabled, yu will be prmpted t call int the audi prtin f the meeting instead. Nt all Andrid devices supprt call-back, hwever yu can chse t be called at anther mbile r landline phne. T call int a meeting, select the "Call This Number" buttn. Yu will autmatically dial in t the meeting. Autmatic dial-in des nt wrk in all regins. If this feature is disabled, yu will need t manually enter the meeting number and attendee ID, which can be fund by selecting the i symbl r accessing the infrmatin in yur meeting invitatin. 9

10 If yu wish t jin the meeting using Internet vice cnferencing (VOIP), select the "Cnnect Using the Internet" ptin. Select this ptin and be instantly cnnected t the audi using the Internet. If yu are using the app n an Andrid device which des nt have phne capabilities, yu can cnnect t audi using the Internet r entering a call back number. When cnnecting t audi using the Internet, a headset is recmmended. Can I present cntent frm my Andrid device? This feature is nt supprted with this release. Yu can, hwever, view cntent shared frm ther's cmputers. In additin, if yu are the meeting hst, yu can pass presenter cntrl t a cmputer user t share cntent. Wh d I cntact fr technical supprt? Please g t: 10

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