troy webex guide troy webex guide contents requesting a webex account 2 scheduling a webex meeting

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TROYWebExGuide

ContentsRequestingaWebExAccount...............................................................................................................................................2

SchedulingaWebExMeeting...............................................................................................................................................3

AddingaScheduledWebExMeetingtoYourCalendarProgram.........................................................................................5

EditingaScheduledWebExMeeting....................................................................................................................................6

CancelingaScheduledWebExMeeting................................................................................................................................7

StartingaWebExMeeting....................................................................................................................................................8

RemindingInviteestoJoinYourMeeting...........................................................................................................................10

EnablingAudio....................................................................................................................................................................11

EnablingVideo....................................................................................................................................................................13

MutingandUnmutingMicrophones..................................................................................................................................14

RecordingaMeeting...........................................................................................................................................................16

MultiplePresenters.............................................................................................................................................................18

GrantingSharingPrivileges.................................................................................................................................................19

TakingNotes.......................................................................................................................................................................20

SharingContent..................................................................................................................................................................21

SharingaWhiteboard.........................................................................................................................................................22

PollingAttendees................................................................................................................................................................23

EndingaMeeting................................................................................................................................................................31

AllowingAnotherUsertoScheduleMeetingsForYou.......................................................................................................32

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RequestingaWebExAccount

TorequestaWebExaccount,pleasesubmitahelpdeskticketathttp://helpdesk.troy.edu.Afterloggingin,createanewticketandselectWebExMeetingCenterfortheproblemtype.

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SchedulingaWebExMeeting

1. NavigatetotheWebExsitehttps://troyu.webex.com/2. Clickthehostloginbuttonontheright-handsideandloginwithyourWebExCredentials3. UndertheHostaMeetingheader,selectScheduleaMeeting

4. Entertherelevantdetailsforyourmeeting.BesuretoselectSendacopyoftheinvitationemailtome.

Ifyouneedtoinviteadditionalattendeesafteryourmeetinghasalreadybeenscheduled,youcanforwardthemtheinvitationemail.

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AudioConferenceSettings

Ifyouwouldliketouseaudioforthemeeting,youmustchangetheaudioconferencesettingstomatchthesettingsbelow.(**Yourattendee’sinternetconnectionwillaffecttheirportionoftheaudio**)

5. ClickScheduleMeetingorStartNow(thisoptiondependsonthedate/timeyourmeetingisscheduled).

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AddingaScheduledWebExMeetingtoYourCalendarProgram

1. Dooneoffollowing:• OntheMeetingScheduledpage,clickAddtoMyCalendar• OntheMeetingUpdatedpage,clickUpdateMyCalendar• OntheMeetingInformationpageforthemeeting,clickAddtoMyCalendar• Intheconfirmationemailmessageyoureceiveonceyouscheduleoreditameeting,clickthelinktoadd

themeetingtoyourcalendar2. Ameetingitemwillopeninyourcalendarprogram3. Selecttheoptiontoacceptthemeetingrequest.Forexample,inOutlook,clickAccepttoaddthemeetingitem

toyourcalendar

NOTE:• Ifyoucancelameeting,theMeetingDeletedconfirmationpageandtheconfirmationemailmessagethat

youreceivecontainsanoptionthatletsyouremovethemeetingfromyourcalendarprogram.• Ifyouinviteattendeestoameeting,theinvitationemailmessagetheyreceivecontainsanoptiontoadd

themeetingtotheircalendarprogram.

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EditingaScheduledWebExMeeting

1. NavigatetotheWebExsitehttps://troyu.webex.com/2. Clickthehostloginbuttonontheright-handsideandloginwithyourWebExCredentials3. UndertheHostaMeetingheader,selectMyMeetings4. Selectthemeetingyouwouldliketoedit5. ClickEdit6. Modifythemeeting7. ClickSave

• Ifyouinvitedattendees,amessageappears,askingyouwhetheryouwanttosendanupdatedemailinvitationtoattendees

8. Ifamessageboxappears,clicktheappropriateupdateoption,andthenclickOK• IfyouclickCancelinthemessagebox,themeetingisnotupdated

9. Themeetingupdatedpageappears.Youreceiveaconfirmationemailmessagethatincludesinformationaboutthechangesyoumadetothemeeting.

10. Optional.Ifyouaddedthemeetingtoyourcalendarprogram,suchasMicrosoftOutlook,intheMeetingUpdatedpage,clickUpdateMyCalendar

• Alternatively,thiscanbefromtheconfirmationemailbyclickingtheupdatetoyourcalendarprogramlink

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CancelingaScheduledWebExMeeting

1. NavigatetotheWebExsitehttps://troyu.webex.com/2. Clickthehostloginbuttonontheright-handsideandloginwithyourWebExCredentials3. UndertheHostaMeetingheader,selectMyMeetings4. Dooneofthefollowing:

• Checktheboxnexttothemeetingyouwanttocancel,thenclickDelete• Clickthemeetingyouwouldliketocancel.Themeetinginformationwindowwillopen.ClickDelete

5. Ifyouinvitedattendees,amessageappears,askingyouwhetheryouwanttosendacancellationemailmessagetoallattendeeswhomyouinvitedtothemeeting.

6. Inthemessagebox,clickYesorNo,asappropriate.• IfyouclickCancelinthemessagebox,themeetingisnotcancelled

7. Youwillreceiveacancellationconfirmationemailmessage8. Optional.Ifyouaddedthemeetingtoyourcalendarprogram,suchasMicrosoftOutlook,intheMeeting

Deletedpage,clickRemoveFromMyCalendar• Alternatively,thiscanbedonefromtheconfirmationemailbyclickingtheremovethemeetingfromyour

calendarlink

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StartingaWebExMeeting

1. NavigatetotheWebExsitehttps://troyu.webex.com/2. Clickthehostloginbuttonontheright-handsideandloginwithyourWebExCredentials3. UndertheHostaMeetingheader,selectMyMeetingsandclicktheStartbuttonnexttothemeeting

ThiswilllaunchtheWebExMeetingCenterandstartthemeeting.

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NOTE:Afteryouscheduleameeting,youwillreceiveanemailwiththemeetingdetails.Youcanalsostartorjointhemeetingfromthelinkprovidedintheemail.

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RemindingInviteestoJoinYourMeeting

1. ClicktheInvite&Remindicon

2. SelecttheRemindbutton.

NOTE:Allinviteeswhoarenotinthemeetingareautomaticallychosentoreceivethereminder.Unchecktheboxbesideanypersonyoudon’twanttoremind.

3. ClickSend

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EnablingAudio

1. ClicktheConnecttoAudioicon

ThiswillopentheSpeaker/MicrophoneAudioTestwindow.Youcantestthemicrophonefromthiswindow.Afteryouaredone,clickOK.

Thevolumewindowwillnowappear.Themicrophoneshouldbeunmutedbydefault,ifnot,besuretodoso.Thiswindowcanbeclosedwithoutaffectingthemeeting.

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NOTE:ThiswindowcanbereopenedfromtheAudiomenu.

WhentheVoiceConferenceisactive,theiconwillindicateso.

**NOTE:Dependingontheinternetconnectionofyourattendees,theiraudioqualitycouldbeaffected.**

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EnablingVideo

Ifyourmeetingrequirestheuseofvideo,youcanenablethisfunctionalitybyfollowingthestepsoutlinedbelow:

Ontheparticipant’swindow,clickthecameraiconnexttothehost.Thiswillopenthevideowindowanddistributethefeedtoallparticipants.

Ifyouhavemorethanonevideocameraconnectedtoyourcomputer,youcanselectthesecondarycameramanually.Ontheparticipantsbar,selectthevideooptionsicon.

ThiswillopentheVideoOptionswindow.Ifthesecondarycameraisproperlyconnected,thevideofeedwillbeginautomatically,oryouwillneedtoselectthecorrectcamerafromthedropdown.

NOTE:Ifyouaresharingcontentandvideo,yourmeetingwillnowbesimilartotheimagebelow.Youcanminimizethevideowindowbyclickingontheiconinthetopleft.

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MutingandUnmutingMicrophones

Asthehostorpresenter,youcanmuteorunmuteindividualparticipantmicrophonesandmuteorunmuteallparticipantmicrophonessimultaneously.Thislatteroptiondoesnotaffectthehost'sandpresenter'smicrophones.

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MutingandUnmutinganIndividualMicrophone1. Selecttheparticipantyouwouldliketomute2. ClicktheMicrophoneicontotherightoftheparticipant’sname

MutingandUnmutingAllMicrophonesSimultaneously1. Rightclickontheparticipantlist2. SelectMuteAllorUnmuteAll

NOTE:Duringsharing,participantscanmuteandunmutetheirmicrophonesfromtheMeetingControlsPanelatthetopoftheirscreenorthroughtheParticipantsPanel.

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RecordingaMeeting1. Onthemenubar,selectSession>RecordingSettings.ClickonRecordonthisComputer(donotrecordonServer)

2. CheckRecordonmycomputer,thenclickStartRecording

3. Youwillnowbepromptedtosavethefile.Itiscommontousethemeetingnameasthefilename.

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4. TheRecorderPanelwillappear,clicktherecordericontoinitiatetherecording.

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MultiplePresentersThehostcanallowotheruserstopresent/sharecontent.Inordertodoso,theusersmustfirstbeattendeesinthemeeting.Thehostcanthenupdatetheuser’sroletoallowcontentsharing/presentation.Thesestepsareoutlinedbelow:

1. Navigatetotheparticipantslist,

Thenright-clickontheuser,selectChangeRoleTo>Presenter.Thewindowbelowwillappearbrieflyduringthistransition.

Afterthetransitioniscomplete,theparticipantslistwillreflectthechanges.Theusercannowsharecontent/present.

NOTE:Thehostcanregaincontrolatanypointbyperformingthesamestepsoutlinedabove,butontheoriginalhost.

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GrantingSharingPrivileges

1. IntheMeetingwindow,ontheParticipantmenu,chooseAssignPrivileges2. Grantorremoveaprivilege,asfollows:

• Tograntaspecificprivilege,selectitscheckbox• Tograntallprivileges,selecttheAssignallprivilegescheckbox• Toremoveaprivilege,clearitscheckbox• Toreverttothepresetprivileges,clickResettoMeetingDefaults

3. ClickAssign

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TakingNotesTakingpersonalnotes:

1. IntheMeetingWindow,opentheNotespanel2. Typeyournotesinthebox

Takingpublicnotes:

1. IntheMeetingWindow,opentheNotespanel2. Typeyournotesinthebox3. Topublishyournotes,sotheyappearineachparticipant’sNotespanel,clickPublish

SavingNotes:

1. OntheFilemenu,chooseSaveorSaveAs>Notes2. Selectalocationatwhichtosavethefile3. Inthe“Filename”drop-downlist,enteranameforthefile4. Inthe“Saveastype”drop-downlist,selecttheformatinwhichyoutosavetheresults5. ClickSaveYoucannowviewthenotesbyopeningthefile.

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SharingContent

ClickontheShareMyDesktopbutton

Thefollowingtoolbarwillappearatthetopofthescreenmomentarilyandthenminimize.Anycontentonthedesktopisnowbeingsharedtoallparticipants.Thepowerpointslideorotherpresentationmaterialshouldnowbebroughttotheforeground.

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SharingaWhiteboardSharingawhiteboardallowsyoutodrawobjectsandtypetextthatallParticipantscanseeintheircontentviewers.Toshareawhiteboard:

1. OntheSharemenu,chooseWhiteboard

NOTE:YoucanalsoshareawhiteboardbyclicktheNewWhiteboardiconnexttothePanelswindow.

Tosaveawhiteboard:1. SelecttheappropriateWhiteboardtab2. OntheFilemenu,chooseSaveorSaveAs>Document3. Selectalocationatwhichtosavethefile4. Inthe“Filename”drop-downlist,enteranameforthefile5. Inthe“Saveastype”drop-downlist,selecttheformatinwhichyoutosavetheresults6. ClickSaveYoucannowviewthewhiteboardbyopeningthefile.

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PollingAttendeesDuringameeting,youcanpollparticipantsbypresentingthemwithaquestionnaire.Conductingapollcanbeusefulforgatheringfeedbackfromparticipants,allowingparticipantstovoteonaproposal,apotentialcandidate,testingparticipantknowledgeofatopic,andsoon.

CreatingaPollQuestionnaireToconductapoll,youmustfirstcreateapollquestionnaire.Youcreateaquestionnaireinameeting.Tosavetimeduringameeting,youcanstartthemeetingearlierthanthescheduledtime,createaquestionnaireonthePollingpanel,saveit,andthenopenitduringtheactualmeeting.

1. FirstenablethepollingpanelbyselectingtheViewmenu,Panels,clickManagePanels

2. SelectPollingunderAvailablePanels,clickAdd,thenOK

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3. OpenandexpandthePolingPanel

4. IntheQuestionsection,selectoneofthesequestiontypes:• Tocreateamultiple-answerquestion,selectMultipleChoice,andthenselectMultipleAnswersinthe

drop-downlist• Tocreateasingle-answerquestion,selectMultipleChoice,andthenselectSingleAnswerinthedrop-

downlist• Tocreateatextquestion,selectShortAnswer

5. ClickNew6. Typeaquestionintheboxthatappears7. IntheAnswersection,clickAdd8. Typeananswerintheboxthatappears;totypeanotheranswerclickAddonceyoufinishtypingananswer

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EditingaPollQuestionnaireYoucanchangethetypeofaquestionandedit,rearrange,ordeletethequestionsandanswers.Tochangethetypeofquestion:

1. Selectthequestionbyclickingit,andthenselectthenewtypeofquestionintheQuestionsection2. ClickChangeType

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Toeditanyquestionoranswerthatyouentered:1. Selectthequestionoranswerbyclickingit,andthenclicktheEditicon

2. Youcannowmakeyourchanges

Todeleteaquestionoranswer:1. Selectthequestionoranswerbyclickingit,andthenclicktheDeleteicon

Torearrangequestionsoranswers:1. Selectthequestionoranswerbyclickingit,andthenclicktheMoveUporMoveDownicon

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DisplayaTimerDuringPollingYoucanspecifythatatimerdisplaysforparticipantsandyourselfwhenapollisinprogress.

1. OpenthepollingOptions

2. Inthedialogboxthatappears,selectDisplay,thentypethelengthoftimeintheAlarmbox,andselect

OK

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OpeningaPollAfteryoufinishpreparingapollquestionnaire,youcanopenthepoll.

1. ClickOpenPoll

NOTE:Thequestionnaireappearsonparticipants'Pollingpanels.Participantscannowanswerthepoll.Asparticipantsanswerthequestions,youcanwatchthepollingstatusonyourPollingpanel.

2. ClickClosePollwhenthetimeisup.Ifyouspecifiedatimerandthepolltimesout,thepollautomaticallycloses.Participantscannolongeranswerquestions.

ViewingandSharingPollResultsAfterclosingapoll,youcanviewthecompleteresultsofthepollandsharegroupresultswithparticipants.Theresultswillappearinyourpollingpanel.Tosharetheresults:

1. IntheSharewithattendeessectiononyourPollingpanel,selectPollresults,andthenclickApply.YoucanalsochoosetoshareindividualresultsbyselectingIndividualresults.

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NOTE:Theresultsofthepollappearintheparticipants'Pollingpanels,justastheydoonyourPollingpanel.

SavingandOpeningPollQuestionnairesandResults

Tosaveapollquestionnaire:1. OntheFilemenu,chooseSave>PollQuestions2. Choosealocationatwhichtosavethefile3. Typeanameforthefile4. ClickSaveNOTE:MeetingManagersavesthepollquestionnairetoafileatthelocationyouspecified.Pollquestionnairefilenameshavean.atpextension.

Tosaveresultsofapoll:1. Closethepollifyouhavenotdoneso.2. OntheFilemenu,chooseSaveorSaveAs>PollResults3. Selectalocationatwhichtosavethefile4. Inthe“Filename”drop-downlist,enteranameforthefile

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5. Inthe“Saveastype”drop-downlist,selecttheformatinwhichyoutosavetheresults6. ClickSaveYoucannowviewpollresultsbyopeningthefile.

OpeningaPollQuestionnaireFile1. Useoneofthesemethodstobrowsetothefile:

• OntheFilemenu,chooseOpenPollQuestions• ClicktheOpenicononyourPollingpanel

2. SelectthepollquestionnairefilethatyouwanttoopenApollquestionnairefilehasan.atpextension

3. ClickOpenThepollquestionnaireappearsonyourPollingpanel.Youcannowopenthepolltotheparticipants.

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EndingaMeeting

Ifapplicable,clicktheStopSharingbuttontoreturntotheMeetingCenter

ClickEndMeeting

ClickEndMeetingonthenextwindow.

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AllowingAnotherUsertoScheduleMeetingsForYouYoucangrantpermissiontooneormoreMeetingCenteruserstoschedulemeetingsonyourbehalf.AusertowhomyougrantpermissiontoschedulemeetingsmusthaveanaccountonyourMeetingCenterWebsite.Onceauserschedulesameetingforyou,themeetingappearsinyourlistofmeetingsonyourMyMeetingspage.Youcanthenstartthemeetingandhostitasyounormallydowhenyouschedulemeetingsyourself.

1. NavigatetotheWebExsitehttps://troyu.webex.com/2. ClicktheHostLoginbuttonontheright-handsideandloginwithyourWebExCredentials3. Onthenavigationbar,clickMyWebEx4. ClickMyProfile5. UnderSessionOptions,doeitherorbothofthefollowing:

• IntheSchedulingpermissionbox,typetheemailaddressesoftheuserstowhomyouwanttograntschedulingpermission.Separatemultipleaddresseswitheitheracommaorsemicolon

• ClickSelectFromHostListtoselectusersformalistofalluserwhohaveWebExaccounts6. ClickUpdate