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