Table of Contents. Begin Here: Getting Started with WebEx. What is WebEx? Why would I use it?

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1 Table of Contents Begin Here: Getting Started with WebEx... 1 Scheduling a Meeting from the WebEx Website... 4 Scheduling a Meeting from Outlook Selecting Audio Conference Settings... 6 Joining a Meeting from the WebEx Website... 7 Joining a Meeting from an Invitation... 8 Audio Conference Settings for Joining a Meeting... 9 Starting a Meeting from the WebEx Website... 9 Sharing Options Ending a Meeting Recording a Meeting Managing Recorded Meetings Tips and Tricks Who You Gonna Call: Getting Help with WebEx Begin Here: Getting Started with WebEx What is WebEx? WebEx is a web conferencing service that connects you with anyone, anywhere, in real time. It combines desktop sharing through a web browser with audio conferencing and video, so everyone sees and hears the same thing at the same time. It also includes an annotation tool and a whiteboard and meetings can be recorded for later playback! It even works on a mobile device like an ipad. Why would I use it? WebEx saves time and money in travel and lets you do almost anything you can do face-to-face like: review a presentation, hold a meeting, demonstrate a math equation, conduct training, provide remote help and initiate an impromptu brainstorm session. Faculty can use WebEx for virtual office hours or record a demonstration students can

2 review later. Hiring committees can use it to interview job candidates and Lone Star can even host a conference with up to 1,000 participants! Do I have a WebEx account? Yes! All Lone Star employees have a WebEx account and are encouraged to use it. Now, let s get started! To use WebEx you need 1) a computer connected to the Internet, 2) an audio connection through your computer or phone and 3) an optional webcam (if you want people to see you). Step 1: Download Productivity Tools Log in to (use your regular network username/password). On the left-hand navigation bar, click Support > Downloads. Scroll down to Productivity Tools and click Download Now. Once the download is complete, click Run. If you receive a security warning, click Run again. Follow directions through the Install Wizard and then click Finish. Once installation is complete you ll be prompted to enter your Site URL, User Name and Password. lonestar.webex.com maburkhart *********** Page 2

3 Step 2: Go through WebEx Tutorials WebEx is very easy to use but you ll want to learn more about it to ensure your experience is successful. Both WebEx University and the How Do I pages contain links to very good, short (3-5min) how-to videos. WebEx University How Do I Step 3: Try it out! Schedule a meeting. Ask a friend to join. Try what you learned from the tutorials. Page 3

4 Scheduling a Meeting from the WebEx Website 1. Go to 2. In the top right-hand corner of the screen, click on the Host Log In button. If you are on campus and logged in to your computer as yourself, you will automatically be logged in to the WebEx server. If you are off campus, or not logged in to your computer as yourself, you will need to enter your username and password. IMPORTANT: You will need to put lscs\ in front of your username to be able to log on! 3. In the left-hand navigation column, choose Schedule a Meeting. 4. On the schedule a meeting screen, you can set basic options for the meeting: a. Enter a topic for the meeting (required). b. Enter and confirm a password that people will need in order to join the meeting (required). Note: This is a password you create to distribute to meeting participants. Do not use your personal password here! This should be a short, easy to remember password. c. Set the date, time, and duration. d. Enter addresses for attendees. Note: LSCS will not be using the WebEx address book. You may enter addresses manually, or you may check the Send Invitation to Me checkbox and forward the invitation to people in your Outlook address book. e. Select an option for the audio portion of the meeting by clicking the Change audio conference link. (See Selecting audio conference settings on page 6.) Page 4

5 5. To access more options, including scheduling recurring meetings, click on the Advanced Scheduler link. You can find details about the Advanced Scheduler in the Meeting Center Users Guide. 6. Click the Schedule Meeting button to schedule your meeting. Scheduling a Meeting from Outlook 2010 Note: You must have the Productivity Tools installed to schedule a meeting from Outlook. See Download Productivity Tools on page From the Home tab, click on Schedule Meeting. 2. Fill in attendees, time, location, etc. 3. From the Meeting tab, click on Add WebEx Meeting. Page 5

6 4. In the WebEx Settings window, choose options for the meeting. A meeting password must be supplied. Choose an option for the audio conference portion of the meeting. (See Selecting audio conference settings below.) Click on OK. 5. Finish creating the meeting in Outlook as usual. Selecting Audio Conference Settings There are three choices for audio conferencing with WebEx. Use VoIP only will provide sound for the meeting through the computer. All participants must have a microphone and speakers on their computers in order to participate in the audio conference. This is the standard setting for LSCS WebEx meetings. 100 headsets are being provided to each campus for use with WebEx. Please contact your campus OTS or Professional Development department to obtain a headset. Page 6

7 Other teleconference service - a teleconference service separate from WebEx (e.g., a Meet Me conference call) will be used. You must provide instructions for connecting to the conference. None the meeting will not have a teleconference included. Joining a Meeting from the WebEx Website 1. Go to 2. Find your meeting on the schedule. You can search for meeting by host name or topic in the Search box at the top left under Browse Meetings. 3. Click on the Join link next to the meeting to enter the meeting. You will not be able to join the meeting until it has been started by the host. Meetings that have been started will have a green dot in the left-hand column next to the time. If the meeting has not yet been started, you can periodically click on the blue double-headed arrow on the right side of the screen to refresh the page until you see the meeting has started. Page 7

8 4. Enter your name, address, and the meeting password provided by your host, then click the Join button. 5. In the window that pops up, choose your Audio Conference preference (see Audio Conference settings on page 9). Joining a Meeting from an Invitation 1. Click on the link provided in the invitation. 2. Enter your name and address and click on the Join button. 3. In the window that pops up, choose your Audio Conference preference (see Audio Conference Settings on page 9). Page 8

9 Audio Conference Settings for Joining a Meeting You will see one of the following options: 1. Join the Integrated VoIP Conference. Click the Yes button. You must have speakers and a microphone hooked up to your computer to use this option. Please contact your campus OTS office to obtain a headset. You must unmute your microphone if you want to speak. You can test your speakers and microphone by clicking the Test speaker/microphone link. 2. Use a system other than WebEx for audio. If the host has chosen this option, there will be instructions provided on the screen for that particular system. Starting a Meeting from the WebEx Website 1. Login to lonestar.webex.com shortly before your meeting is set to begin. 2. Click on the My WebEx tab. 3. Click on the Start link next to the meeting you would like to start. Page 9

10 4. Your meeting will begin. Click on the Voice Conference button to begin the audio conference for your meeting. 5. You may use the Invite and Remind button to send reminders and invitations to participants. Page 10

11 Sharing Options Sharing Your Screen Remember that when you are sharing your screen, meeting participants see EVERYTHING on your computer screen. 1. Click the Share My Desktop button. If you have more than one monitor, choose the monitor you would like to share. OR Choose Share from the WebEx meeting menu. From the dropdown menu, choose My Desktop and if necessary, choose the monitor you would like to share. 2. When you are sharing your desktop, the screen will have a bright green line around it, and you will see a notice at the top of your screen that says You are sharing this monitor. You will also a see a green button that says Shared in the corner of each application window on the shared screen. Page 11

12 3. To stop sharing your screen, hover over the tab that says You are sharing this monitor at the top of the screen. A WebEx toolbar will appear. Click on the Stop Sharing button. Sharing Files 1. Click on the arrow next to the Share My Desktop button, then choose Share File from the dropdown menu. OR Choose Share from the WebEx meeting menu. From the dropdown menu, choose File. 2. Navigate to the file you want to share, and click on the Open button. 3. The file will open in a new tab in the WebEx Meeting window. 4. Use the tools in the annotation toolbar to make notes on the file. Page 12

13 5. If you are sharing a presentation, use the Next and Previous arrow buttons to move between slides. WebEx Fundamentals If your presentation was created with PowerPoint, the animations and transitions will be displayed. You will move from one animation to the next by clicking on the Next arrow. 6. To stop sharing the file, click on the small X in the top corner of the file s tab. Sharing an Application 1. Click on the arrow next to the Share My Desktop button, then choose the application you wish to share from the dropdown menu. OR Choose Share from the WebEx meeting menu. From the dropdown menu, choose Application, then choose the application you wish to share. 2. When you are sharing your desktop, the application you are sharing will have a bright green line around it, and you will see a notice at the top of your screen that indicates which application you are sharing. You will also see a Stop button and a Shared button in the corner of the application window. Page 13

14 3. To stop sharing the application, click on the Stop button in the corner of the application window. Sharing a WhiteBoard 1. To share a whiteboard, click on the New Whiteboard button at the top of the WebEx Meeting window. OR Choose Share from the WebEx meeting menu. From the dropdown menu, choose Whiteboard. 2. The whiteboard will open in a new tab in the WebEx meeting window. Assigning Privileges For participants to be able to annotate files or whiteboards, control applications, print, or save files, they must have the correct privileges. You can set privileges for each participant individually, or set them for all participants in the meeting. 1. Choose Participant from the WebEx Meeting menu. From the dropdown menu, select Assign Privileges. 2. Choose a participant, or choose all participants in the window that appears. Page 14

15 3. Check the boxes next to the privileges you wish the participant to have (in both the Communicate and the Participants tabs), the click the Assign button. Ending a Meeting 1. In the WebEx Meeting window, click the End Meeting button at the bottom of the screen. OR Choose File from the WebEx Meeting menu. From the dropdown menu, select End Meeting. Page 15

16 Recording a Meeting 1. To record your meeting, click on the Record button at the top of the WebEx Meeting window. 2. A Recorder panel will appear at the bottom right of your screen. a. If you need to pause the recording during the meeting, click on the pause button in the recorder panel. Don t stop and restart during the same meeting (that creates multiple files). b. To end your recording, click on the Stop button in the Recorder panel. 3. The recording is automatically uploaded to the server. It may take some time for the recorded meeting to appear. Managing Recorded Meetings 1. Log in to 2. Click on the MyWebEx tab. Page 16

17 3. In the left-hand column, click on My Files. 4. Click on the My Recordings tab. 5. You will see a list of all your recorded meetings. Click on the title of the meeting you are interested in. A window will open with multiple options. a. To play your recording, click on the Play Now button in the right hand column. b. To copy the link to your meeting, click on the copy icon next to the Streaming Recording Link. c. To your meeting using Outlook, click on the here link under the Send button in the right hand column. d. To delete the meeting, click on the Delete button at the bottom of the screen. Page 17

18 Tips and Tricks Preparing for the Meeting Remember that you will be using the computer for audio conferencing. You will need to have a headset with a microphone. (You can obtain a headset for use with WebEx through your campus OTS office.) Use a short, easy to remember password for your WebEx meetings. Do a practice session before your scheduled meeting using your equipment so you can troubleshoot any technology glitches beforehand. Make sure you have a hard-wired Internet connection; it is not advised to conduct a WebEx meeting on a wireless connection. Place any files you want to share in a single folder for easy access. Start any applications you want to share before the meeting starts, then minimize their windows. This way you don t have to wait for them to start up during your meeting. Close all applications and windows that you don t need to share or use during your meeting. During the Meeting Remember that a WebEx meeting does not start automatically you have to start it. Try to start your meetings a little bit early so that people do not have to wait to join. If you want people to be able to save or print shared documents, you must assign those privileges to them (see Assigning Privileges on page 14). Use a second computer to log in to the meeting as an attendee so you can see the meetings as your participants are seeing it. Sharing PowerPoint Presentations Practice sharing the presentation in WebEx before the meeting. Keep animations and transitions simple. Don t use more than slides in a presentation. If you need to share more slides, create multiple presentation files with no more than 30 slides in each. Using WebEx for Distance Learning Make sure that students know they will need speakers to hear the content and microphones if they want to speak. (They will also be able to communicate through the chat function.) Provide the link and the password for the WebEx meetings in a designated place in your Angel classroom, so students always know where to look for the meeting information. Consider using the same password for all of your online class meetings for consistency. Establish guidelines for how you expect students to participate and communicate them to the students before the meeting. If you need to expel a disruptive student, you can select their name on the Participant s panel, then on the Participant s menu, choose Expel. Page 18

19 Who You Gonna Call: Getting Help with WebEx WebEx has excellent tutorials, how-to documentation and 24/7/365 online technical support. Visit and click on the Support Center to access User Guides, Downloads and Training materials. WebEx Support Services Contact WebEx if you encounter any problems Scheduling a WebEx meeting Logging into a WebEx meeting Using WebEx s features and tools (e.g. recording a meeting) Self-Service Technical Support Support Resources: WebEx Knowledge Base: On-Demand Web-Based Training: Submit Support Case: Contact Technical Support Contact: Phone: (U.S. and Canada Toll-Free) or (International Toll) Lone Star s Office of Technology Services (OTS) Contact OTS if you encounter any problems Related to your computer (e.g. can t connect to the Internet, can t hear through the headset) Campus Professional Development Team Contact your campus professional development team for An overview on using WebEx at Lone Star Best practices when using WebEx for meetings or in your classes Page 19