GUIDE FOR PARTICIPATING IN CISCO WEBEX MEETINGS AND WEBINARS
TABLE OF CONTENTS MINIMUM SYSTEM REQUIREMENTS... 3 STEP-BY-STEP INSTRUCTIONS... 5 BASIC WEBEX FEATURES... 9 WEBEX FOR PORTABLE ELECTRONIC DEVICES... 12 2
MINIMUM SYSTEM REQUIREMENTS OPERATING SYSTEMS PROCESSOR JAVASCRIPT OTHER BROWSERS WINDOWS MAC OS X LINUX 10.6, 10.7, 10.8, 10.9 Ubuntu 10x and 11x (Gnome), Red Hat 5, 6, Open SuSE 11.4 Fedora 15, 16 (all 32- bit) XP SP3, 1 2003 Server, Vista 32-bit/64-bit, Windows 7 32-bit/64- bit, Windows 8 32-bit/64- bit, Windows 8.1 32-bit/64- bit Intel Core2 Duo CPU 2.XX GHz or AMD processor (2 GB of RAM recommended) JavaScript and cookies enabled Active X enabled (unblocked for IE is recommended) Java 6 or later Internet Explorer (6, 7, 8 (32-bit/64-bit), 9 (32-bit/64-bit), 10 (32- bit/64-bit), 11 (32- bit/64-bit)) Firefox (Latest) Intel (512 MB of RAM or more recommended) JavaScript and cookies enabled Firefox (Latest) Safari (5, 6, 7 (10.9 only)) Chrome (Latest) Intel or AMD x86 JavaScript and cookies enabled Java 6, libstdc++ 6.0, GNOME/KDE windowing system Firefox (Latest) Chrome (Latest) SEE staff recommends that you use one of the browsers mentioned above for participating in the webinar, although the most stable browsers would be Internet Explorer, Chrome or Firefox. Based on the choice of the browser, the look of the screens during the process of joining the webinar might be slightly different. Also, please note that if you are using Internet Explorer, you will need to have JavaScript, cookies and Active X enabled on your computer. 2 1 Starting in January 2015, Cisco WebEx will no longer support Windows XP or Internet Explorer 6. To ensure problem-free participation in one of our Cisco WebEx-based calls or webinars SEE staff recommends that you upgrade your operating system and your Internet Explorer to a more recent version. 2 If you are not certain, whether you have Java, please visit the following website: http://www.java.com/en/download/installed.jsp. After installing Java, follow these directions to enable Java in your browser. 3
NECESSARY HARDWARE Please note that for best quality of audio during your participation in a Cisco WebEx online meeting, it is recommended to use a headset with a high-quality microphone rather than built-in computer speakers and a built-in microphone. 4
STEP-BY-STEP INSTRUCTIONS 3 1. To join a call or a webinar, please click on the link provided to you in the email or paste the link in the browser of your choice (please see the previous section on the recommended browsers). 2. The system will ask you if you would like to set a proper time zone and language. This is an optional step, and you may skip it if you would like. 3. After that you will see the following screen: 1. 2. 3. 4. 4. As shown on the image above, enter your information into the following fields: 1. Your name: and 2. Email address: Session password should already be entered for you automatically. However, if the Session password field is blank, it will either be listed on the left or provided to you in your email. 5. Click 3. Join Now 6. The following screen will appear (see on the next page): 3 Please note that images provided in this guide are made by using Internet Explorer. Depending on your choice of a browser, some steps might look slightly different. However, the overall sequence of steps will still be more or less the same. 5
1. 2. 7. At this point you have two options: Easiest way to launch Cisco WebEx platform: 1. Run a temporary application (Skip to Step 8) (This option is particularly convenient if you do not have full administrative privileges on your computer). OR Install the Cisco WebEx Meetings application: 2. Install add-on ieatgpc1.cab (Skip to Step 9) (This option will take longer but will make joining WebEx calls simpler and faster for next time). 8. For option 1. Run a temporary application you will receive the following notice on the screen (see below). Click Run to proceed. 6
9. You will see an intermediate message about Cisco Webex connecting (if you are signing in for the first time it might take a couple of minutes). After that a separate screen will open titled Cisco WebEx Training Center, which will look like this: 10. Small window will pop-up with a message Your Presenter has started an integrated voice conference. Do you want to participate? Please click Yes in order to enable audio conference capability. 11. Volume control window will pop-up (see the image below) to allow you increase or decrease volume and control your microphone. In some cases, Speaker/Microphone Audio Test window will also open (see in the image below). You will need to close that window in order to hear other participants. PLEASE NOTE: for webinars SEE will mute everyone s microphones on 7
entrance, which is why you will have a red microphone next to your name and a red X next to your headset. 8
BASIC WEBEX FEATURES 1. Audio-conferencing There are basic modes for audio-conferencing: 2. Volume Control When your microphone is ON (necessary for speaking during the webinar / meeting) When your microphone is MUTED (recommended for when not speaking during the webinar / meeting to reduce the amount of background noise) Volume control is located in the upper menu under Audio Integrated Voice Conference Volume (see the image below). The Host of the meeting has the ability to mute any participant. If you are muted by the Host, only the Host can then unmute you. 9
3. Chat If your microphone is muted, you can also communicate via Chat messages. The Chat function is located in the bottom right corner of the Cisco WebEx Training Center window. Before you send a message, make sure to select the correct category of participants to send it to (see the screen below). You have several basic categories of participants to choose from: 1) Host (only the Host will see the message) 2) Presenter (only the Presenter, marked by, will be able to see the message) 3) Host and Presenter (only the Host and Presenter will be able to see the message) 4) Host, Presenter and Panelists (only the Host, Presenter and Panelists will be able to see the message) 5) All Panelists (only the Panelists will see the message) 6) All Attendees (only the Attendees will see the message, but not the Panelists or the Host) To send a message, type it in the box in the right bottom corner and then hit send (see the image below). Messages from you and responses from others will appear above. 10
4. Raising Your Hand If your microphone is on mute and you are trying to ask for an opportunity to speak, you can click a hand icon ( ) in order to get the attention of the Host (see the image below). 4 5. Exiting WebEx Simply close the Cisco WebEx Training Center window to leave the session. If the session is terminated by the Host, the window will close automatically. 4 Please note that during certain webinars, the Host or Presenters could choose not entertain any requests for speaking by attendees. 11
WEBEX FOR PORTABLE ELECTRONIC DEVICES Cisco WebEx currently has apps for iphone, ipad, Android and BlackBerry systems. Please, check your device app store to download the most recent one. Below are instructions for how to log in to a WebEx meeting on an iphone. On other platforms the steps will be similar. 1. Download and open the WebEx Meetings app on your iphone. 2. Select the option Join by Number. 3. Locate the Training Session Number, provided to you in the email about the meeting or webinar (9-digit number). 4. Enter the number in the Meeting Number field. 5. Enter your Name and Email address in the other two fields. 6. Click Join. 7. Locate and enter the Session Password, provided to you in the email about the meeting or webinar. 8. Click on the phone icon to Connect to Audio (in some cases the app might prompt you to do that automatically). Click on the option Connect Using Internet in order to enable the audio-conferencing capabilities. 9. You should now be able to participate in the WebEx meeting or webinar. In some cases, the Host might have your microphone muted, in which case the app will let you know about that. 12
10. To access the Participants List and the Chat, press on at the top of the app (see the image to the right). 11. To enter the Chat option, click the Chat button at the bottom of Participants List. To return to the main WebEx screen, click on the arrow back. 12. To exit the WebEx session, press on the on the main WebEx meeting screen. 13