WebEx Getting Started

Getting Started with WebEx

May 2009

What is WebEx?

WebEx is an online presentation and collaboration tool.

It gives you the ability to share PowerPoint presentations and applications online through a web browser.

You can use it to demo sales presentations to clients on-line.

To conduct internal meetings, demos, trainings, and presentations regarding your product / services. To support our clients on our products /services.

Who can use WebEx?

Anyone at Towers Perrin can use WebEx for external meetings. WebEx is the global market leader in online conferencing technology. WebEx works equally well from all offices with one exception. Integrated audio-conferencing is presently not available outside the US. Offices outside the US should continue to use their local teleconferencing provider to set up the phone call for your WebEx meeting.

How can I use WebEx?

Give a sales presentation to anyone, anywhere, & any time.

Demonstrate your product / services real-time while on a call with a client or prospect.

Training on the use of new software applications.

Share an application on your system or share the entire desktop.

Allows anyone in the meeting to view, annotate, and edit any document electronically.

Take meeting participants on a web tour.

Troubleshoot technical issues internally or with clients.

What do I need in order to use WebEx?

Viewing the meeting requires a computer with a web browser, and internet connection. For the audio portion, you will need a telephone. You can request a teleconference number when you create the meeting in WebEx or use AT&T. You will also need a WebEx account to create the meeting.System requirements:

Pentium 166 with 32MB of RAM or greater running Microsoft Windows 95/98/NT or 2000; for the presenter, a minimum of 64MB of RAM and Pentium 200 or faster is recommended

At least a 56Kps connection to the Internet (faster is preferred); for presenter, a LAN connection is recommended

Microsoft Internet Explorer 4.x or later

Netscape Navigator or Communicator 4.08 or later

To use WebEx:

Set up your WebEx meeting

Set up the conference call

Send the WebEx meeting details and conference call information to your participants. This can be done by WebEx automatically when you schedule your meeting.

When can I start using WebEx?To access these sites, follow the steps below:

Go to http://tpmeetingcenter.webex.com Select Host Log in or My WebEx. Log in with your user ID (whatever is to the Left of the @ sign on your e-mail address is your user ID) and password. Change your password and add other contact information. Make sure your time zone is correct, then select Update.

Who is my WebEx Contact?

You may contact Towers Perrins Knowledge Management team for any reason related to our WebEx services.

Key Benefits of WebEx

Get your sales presentations and product demos out in front of clients and prospects today

Reduce operations costs and costs of sales

Improve client acquisition and retention rates

Reduce travel required to deliver presentations and demos to prospects

Coordinate efforts of widely dispersed project teams

Improve operational efficiencies and productivity

Increase the speed at which your company is able to rollout new products, services, and procedures across a highly distributed workforceHow do I get a WebEx account?

When we create your account, you will receive a confirmation email with details on how to get started. Your request should be processed within 24 hours.

There will be an average cost of $0.40-per-minute-per-participant (USD), depending upon WebEx services used.

This per minute fee includes the audio teleconference cost for meetings hosted in the US. Unfortunately, for the moment, WebEx international teleconference rates are not as competitively priced as the local office recommended alternative. Meeting hosts outside of the US should continue to use the recommended audio teleconference provider for their home office. Sample Uses of WebEx Application sharing allows us to do live demonstrations of our products to prospects, follow-up with project leaders, and enable real-time document collaboration over the Web. Desktop sharing allows either client or consultant to control the others PC in order to view and troubleshoot an issue on the spot.

Documentation viewing enables us to review important documents, such as contracts, statements of work, etc, versus faxing, e-mailing, and FedExing documents back and forth.How can I be sure my client can use this type of technology through their firewall?

There is a one time download required if your PC has never been in a WebEx meeting before. This download is automatically installed the first time you attend a WebEx meeting.

As a test for your client or prospect, ask them to set up the WebEx client before the day of your first meeting. The steps below walk them through the install which also performs a connectivity test on their PC. The test typically takes 2-3 minutes depending on the speed of their internet connection.

Go to http://tpmeetingcenter.webex.com Select the Set Up link and then Meeting Manager.

Click on the Set Up button.

The down load will prompt you with instructions. Make sure you select Yes if you receive any security prompts.

What if Ive already received an email telling me that my WebEx account has been set up?

If you have already received an email telling you that your account has been set up, that means that you are ready to go to our WebEx site: http://tpmeetingcenter.webex.com Download the WebEx Meeting Manager under the Set Up link to set up or join meetings.

What are the guidelines for using WebEx and creating meetings?

WebEx should only be used with clients. Sametime continues to be our solution for internal online meetings.

DO NOT use a prospects company name or a product name as the meeting name or in the agenda description. Remember, the meetings are listed on our http://tpmeetingcenter.webex.com website. The meeting name will be visible to anyone with an Internet connection. So you don't want to give anything away to some of our competitors who may stumble onto the site.

When creating meetings, use your name, e.g. "John D.s meeting," or other meeting title that is not product- or client-specific.

When creating a meeting, you have the option to have it "unlisted". This will prevent the meeting from being listed on the website. Your attendees can join your unlisted meeting by following the steps below:

Go to http://tpmeetingcenter.webex.com Select Join unlisted meeting.

Enter the meeting number and select Join.

Type in the password that you have provided, and then select Submit.

Choose a password for your meeting that is not easy to guess.

Integrated WebEx teleconferencing should only be used in these circumstances:

Less than 50 attendees are expected.

The majority of the audience will be calling from the US.

When setting up a meeting, you may click on the Pop Up Greeting link to customize a welcome memo. When joining a meeting, attendees will see the welcome greeting.

Always set the # of attendees expected to more than what you are anticipating. You probably do not want to exclude anyone. Note: you are only charged for what you use.

When adding attendees, it is a good idea to always include yourself as an attendee. Send yourself an invitation. That way you are sure that you set up your meeting correctly. Also, you have a copy of the invitation in case your attendees lose theirs. Some people even get creative and add logos, font changes; color, bold, etc then send it off from their own e-mail box.

What about security? This is the Internet!

Even though it is on the Internet, WebEx is technologically secure.

No information is uploaded to a server.

All data is encoded during transmission.

WebEx is firewall-friendly and easily used behind corporate firewalls and proxy servers.

The WebEx infrastructure is housed within co-location facilities with tightly monitored access.

However, the one of the best ways to keep our company and client information secure while using WebEx is to:

Not use client or product names or other sensitive words in meeting titles.What information will I or someone else need to join a WebEx meeting?

To join a WebEx meeting, you will need the following:

Meeting Center URL (http://tpmeetingcenter.webex.com)

Meeting Name

Meeting Date and Time

Meeting Password

Teleconference Info (if youre using your AT&T number)

All this information is provided on the electronic invitation sent by the creator of the meeting, the Host. This invitation can be generated by entering your attendees names/email addresses when scheduling the meeting.

How do I set up a WebEx meeting?

To set up a WebEx meeting, follow the steps below:

For the audio portion of the meeting, there are a number of choices: plan on using the conferencing capabilities available with our internal phone system, select a teleconferencing choice within WebEx, or set up a conference call with AT&T.

To set up the WebEx portion of the meeting, follow the steps below:

Go to http://tpmeetingcenter.webex.com Select Host a Meeting | Schedule a Meeting.

Enter your meeting name, password and billing information

Select WebEx Teleconferencing or Other. If you select Other then enter your AT&T dial-up information in the box provided.

Enter your meeting start time, date, duration and the number of attendees expected.

Select the Add Attendee button if you want automatic email invitations sent to your invitees. Click Finish when all attendees have been added.

Select Schedule to schedule the meeting for a future start time or select Start Now to begin your meeting immediately.

What if I have a problem using WebEx?

Additional documentation and FAQs are located on our site. Go to http://tpmeetingcenter.webex.com Select Support on the left side of the page.

The Towers Perrin Help Desk can offer support at 888-586-9377 or System Speed TPH.

In addition, WebEx Technical Support provides 24-hour support at support@webex.com or call the WebEx support line at 408-435-7088 or 866-863-3904.

Where can I go for training on how to use WebEx?

WebEx offers several end-user training courses per week. To review course offerings and register for their on-line training, follow the steps below.

Go to http://howdoi.webex.com or http://university.webex.com Find 5-minute Flash demos and skill reviews on the WebEx Meeting Center.

You may select any topic you have a need for. You must have computer speakers or headphones to listen to the audio portion of these modules.