webex meeting center tutorial - virginia tech · webex meeting center tutorial getting started...

VIRGINIA TECH

WebExMeetingCenterTutorial

GettingStartedGuide

Instructional Technology Team, College of Engineering

Last Updated: Fall 2014

Instructional Technology Team, College of Engineering, Virginia Tech

1

Contents Introduction 2

Minimum System Requirements 2

How to Get a WebEx Host Account 2

Scheduling a Meeting 3

Hosting a Meeting 4

Video Conferencing 5

Recording a Meeting 7

Making Someone Else the Presenter 8

Chatting 8

Polling 9

Creating a Poll 10

Saving a Poll 11

Loading a Saved Poll 12

Starting a Poll 12

Saving and Sharing Poll Results 13

Participant Privileges 14

Sharing a Recording 15

Securing a Meeting 16

Adding a WebEx Meeting to Google Calendar 16

Additional Help 20


2

Introduction WebEx Meeting Center is a web conferencing tool which allows individuals to schedule virtual meetings, teach classes, and hold office hours over the Internet. Sessions can be recorded for later use. Participants do not need a WebEx account, but should have a computer meeting the minimum requirements with a microphone and speakers or headphones. Hosts also have the option to video conference using a webcam also. Windows tablet pcs are great choices for WebEx sessions as they allow the host to write on their presentation or use whiteboard features.

Minimum System Requirements A full list of system requirements can be found at: https://support.webex.com/MyAccountWeb/systemRequirement.do?root=Tools&parent=System

Windows 7 (Windows 8 not fully supported) or Mac Os 10.5+, iOS 3+, Linux 2.6+,

Android v2.1+

Internet Explorer 9, Safari 5, or latest version of Chrome or Firefox

Intel Core2 Duo 2.2 Ghz+, 4 GB Ram

Java 6.0+

In general, it is recommended to have a minimum bandwidth of at least 150 Kbps for using the IM, video, VoIP and desktop sharing capabilities of Cisco WebEx. You can test the speed of your connection at www.speedtest.net. Test your computer to make sure you will be able to join a meeting at: http://www.webex.com/test‐meeting.html

How to Get a WebEx Host Account To get a WebEx account, follow these steps:

1. Go to https://virginiatech.webex.com in your browser.

2. Select “Log In” from top right navigation bar.

3. Select “Sign Up” under “I do not have an account”

4. Complete the form. You must use [email protected] email address.

5. Be sure to check all four of the WebEx services (Meeting, Event, Support, and Training

Center)

6. Follow instructions emailed to you by WebEx. You will receive a confirmation email for

each service as well as an email with username and initial password. It can take up to

24 hours to receive these emails.

7. Login at https://virginiatech.webex.com and select “Log In” to log in and start using the

service to host online sessions.


3

Scheduling a Meeting 1. Go to https://virginiatech.webex.com

2. Click on the “Meeting Center” button and login. Skip the Productivity Tools option.

3. Select “Meeting Center” from the top navigation bar.

4. In the left margin, select the “Schedule a Meeting” – Listed under “Host a Meeting”.

5. Give the meeting a title in “Meeting topic”. This is the only required entry to start a

meeting.

6. Enter a password if you want to restrict meeting attendees to participants you invite.

7. Enter date, time, and duration as required. By default, the date and time are set to the

current date and time.

8. Enter participants to invite or skip this step to customize an email at a later time.

9. Check the box “Send a copy of the invitation email to me” under the “Invite

Attendees” tab on the right. This will provide you the link as well as a template email

you can forward to your participants or cut and paste into a Scholar message for your

class.

10. Configure “Audio Conference” Settings

a. Select “WebEx Audio” to have the options of a toll number or a toll‐free/call me

number.

b. Select “Use VoIP only” to exclude the options of a toll or a toll‐free number.

Please Note: We strongly recommend that you discourage participants from

using anything other than VoIP for audio conferencing unless absolutely

necessary. Due to a cost to the University, we recommended using audio

conferencing features in the following order as deemed necessary.

1. VoIP – Free to the University

2. Toll # – 0.12 cents/minute billed to the University

3. Toll Free/Call me # – 0.05 cents/minute billed to the University

The cost of using Toll and Toll Free numbers can add up very fast. For example, a

60 minute class of 75 people using a toll free number at 0.12 cents a minute will

cost the University $540 for that WebEx session.

11. It is recommended that you customize the meeting invite before sending it out to make

it easier to understand. You should send participants this link

(http://www.webex.com/test‐meeting.html) and ask participants to join a test meeting

well before the scheduled meeting time to work out any problems. A support number is

provided to help them solve issues.

Please Note: If you kept the default date and time, select “START” to begin your

meeting. You can skip to step 5 in the “Hosting a Meeting” section of this document to

begin hosting your meeting.


4

Hosting a Meeting 1. Go to https://virginiatech.webex.com in your browser

2. Select the Login button and login. Skip the Productivity Tools option.

3. Navigate to select “My Meetings” from the left navigation bar.

4. Select the “Start” button next to your session.

5. Select “Use Computer for Audio” (strongly recommended). Participants should only use

the phone call‐in if they have trouble connecting to their computer audio. Dial‐in

information for each user can be found on their Session Info tab. WebEx will

automatically switch their audio to phone if they dial‐in.

6. Select “Test speaker/microphone” first to make sure they are working correctly.

7. Select “Call Using Computer”.

8. It is recommended to set all participants’ microphones to “Mute” when they enter by

selecting beside their names in the left panel under “Participants”. If you do not

see a “Participants” section in the left panel, make sure that selected

at the top of the left panel.


5

9. If you want to make opening remarks and explain how the meeting works, you can do

this by selecting “Participant” in the top menu bar and selecting “Mute on Entry” at the

top of the screen.

10. When the meeting is finished, select “File” from the top menu bar and select “End

Meeting”.

11. Save meeting files and select “End Meeting”.

Video Conferencing If you have a webcam, click on the video icon next to your name, under “Participants” in

the left panel, in the WebEx meeting room to begin sharing video. If you do not see a

“Participants” section in the left panel, make sure that selected at the

top of the left panel.

Please Note: The active speaker’s video feed will show in the larger screen.


6

To put video conferencing in full‐screen mode, select at the top right‐hand

corner of your video feed window.

In video conferencing full‐screen mode, meeting controls can be found by selecting

at the top of the screen.


7

Please note: Meeting control options will be reduced for meeting participants.

Recording a Meeting

If you want to record the meeting, click on Record button in the left panel

under “Recorder”. If you do not see the “Recorder” section, make sure that

has been selected at the top of the left panel.

Select to pause the recording and to stop the recording.

Please Note: Make sure to turn off programs that could interrupt your recording like chat,

email, instant messaging, etc.

Sharing Your Content

To share your desktop, select on the “Quick Start” tab.

Other sharing options can be found by selecting the arrow beside the button or

by selecting the “Share” button in the menu at the top of the screen and selecting from the

drop down options.

The options include “My Desktop”, “File (Including Video)…”, “Application”,

“Whiteboard”, “Web Content”, ‘Web Browser”, and “My Meeting Window”.


8

Making Someone Else the Presenter To make someone else the presenter, select the person’s name from the participants,

and then select the button beside the participant’s names.

To take control back, click on your name, and select .

Chatting The chat window is located under “Chat” in the left panel. If you do not see a “Chat”

section in the left panel, make sure that has been selected at the top of the left

panel.


9

The Host can chat privately with the presenter or other participants; and chat publicly

with everyone.

The Participants can chat privately with the host, the presenter, or other participants;

and chat publicly with everyone.

You can select your chat recipient from the “Send to” drop‐down menu.

Polling Polling is not an option by default in WebEx Meeting. To make polling an option:

1. Select at the top of the left panel.


10

2. Select “Manage Panels”.

3. Select “Polling” in the “Available panels” column and select to add it to

“Current panels” column.

4. Select .

Creating a Poll 1. The polling window is located under “Polling” in the left panel. If you do not see a

“Polling” section in the left panel, make sure that has been selected at the

top of the left panel.

2. Select your question type from the radio buttons and the drop‐down menu in the

“Question Type” area.

To create a multiple‐answer question, select “Multiple choice”, and then select

“Multiple Answers” in the drop‐down list.

To create a single‐answer question, select “Multiple choice”, and then select

“Single Answer” in the drop‐down list.

To create a text question, select “Short answer”.


11

3. Select in the “Polling” section in the left panel.

4. Type a question in the “Poll Questions” box.

5. Select in the “Answer” Section.

6. Type an answer in the “Poll Questions” box.

7. To other answers, repeat steps 2‐5.

8. To add other questions, repeat steps 2‐7.

9. Select the box next to “Record individual responses” if you want to match up

participants with their responses to the polling questions.

Saving a Poll

After creating a poll, you can save it for later by selecting in the “Polling” section and

following the prompts to store it on your computer.


12

Loading a Saved Poll

You can retrieve a saved poll by selecting in the “Polling” section and following the

prompts to retrieve it from your computer.

Starting a Poll

After you have created a poll or loaded a saved poll, select in the “Polling”

section.

The poll will appear on the student’s WebEx view under the “Polling” section in the left

panel.

Participant’s View


13

Presenter’s View

To close the poll, select .

Saving and Sharing Poll Results

To save the polling results, select “File” “Save” “Poll Results” from the top menu

bar and the prompts to store it on your computer.

To share poll results with attendees, select the box next to “Poll results” in the “Share

with attendees” section and select . (Please Note: The results of the poll will

appear in the participants' Polling panels, just as they do on the presenter’s Polling

panel)

To share individual results, select the box next to “Individual Results” in the “Share with

attendees” section and select . (Please Note: this will share the web browser

with participants that contain the polling results.)


14

Participant Privileges In the top menu, select “Participant” “Assign Privileges…”.

The right column all you to assign privileges to the all participants or to individuals.

The “Communicate” tab assign chat privileges.


15

The “Participants” tab assigns Document, View, and Meeting privileges.

Sharing a Recording 1. Go to https://virginiatech.webex.com in your browser.

2. Select the Host Login button and login. Skip the Productivity Tools option.

3. Select the My WebEx tab in the top row.

4. Select on My Files in the right hand navigation menu.

5. Select the My Recordings tab (top row under My WebEx Files).

6. Select “Meetings”.

7. Select the recording you would like to share to see both a link to share for streaming

and a link to download. It is recommended that you download and store your recording

for future use as Virginia Tech has a limited amount of storage space on WebEx. For


16

more advanced options (such as converting to an .mp4 for example and posting on

Scholar) see http://www.webex.com/play‐webex‐recording.html for more information.

Securing a Meeting There are many ways to secure a WebEx meeting. You should chose the appropriate level of security for your meeting. Here are a few ways to secure meeting:

Require a complex password for your session

Make the meeting Unlisted (Advanced Scheduling option)

Allow only enrolled attendees

Require approval before joining

Lock the meeting once it is started

Adding a WebEx Meeting to Google Calendar For Hosts:

1. Click on “Add to my Calendar,” and follow the prompts to download an .ics file.


17

2. If, when you first scheduled the meeting, you did not click “Add to my Calendar,” go to

“My WebEx” to view all of your scheduled meetings.

3. Open the details about those meetings by clicking on the meeting title.

4. This will open the meeting information again and you will see the “Add to my Calendar”

button.


18

For Attendees:

As a meeting attendee, you will receive an email that will include the option shown below at

the bottom. Click on the link and follow the prompts to download an .ics file.

Uploading the .ics File to Google Calendar

1. When viewing your Google calendar, select “Add” underneath “Other calendars.”

2. Select “Import calendar” from the list of options


19

3. Select “Choose File”, navigate to the downloaded .ics file, and select “Open”

4. Select your desired calendar

5. Select “Import”

6. The popup window shown below will appear. The event has been added to your

calendar.


20

7. The calendar event will include the necessary information for the meeting.

Additional Help If you need help with any of these features please consult the WebEx Users Guide at: https://virginiatech.webex.com/docs/T28L/mc0806l/en_US/help/ss/host/index.htm#8753.htm

webex meeting center tutorial - virginia tech · webex meeting center tutorial getting started...

Documents