Webex MeetingsThe essentials

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Your first meetingmade easy

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Joining a meeting with Webex hasnever been easier. Explore thissection to find out the different waysthat you can join Webex meetings.

To get started, hop in with this video.

Joining a meeting made easy

Join a meeting from the Webex desktop appStep 1Open the Webex desktop app andclick Join next to the meeting youwant to attend.To test your meeting environmentfirst, click here.

Step 2View your video preview beforejoining the meeting. Once ready, ClickJoin meeting.

Tip:Instead of joining the meetingusing your computer for audio, youcan connect using one of thesemethods:

• A phone: by selecting it underthe Use computer for audio icon.• A video device: by selecting itunder Connect to device.

Don't have the Webex desktop app yet?Step 1Click Join Meeting from yourcalendar invite.To test your meeting environmentfirst, click here.

Step 2View your video preview beforejoining the meeting. Once ready, ClickJoin meeting.

Audio best practiceJoin from a quiet placeIf you have a very noisy background,participants will struggle to hear youclearly, so try to join from a quietlocation. This is especially important ifyou are the presenter.

Mute yourselfMuting your audio is a good way toprevent unwanted sound from yourenvironment disturbing the meeting.Sounds such as keyboard strokes,breathing, and background chatmaybe more audible to otherparticipants than you realize. Click ortap your microphone icon to mute.

Use a good headsetThe best audio experience isachieved with a good internetconnection and a good qualityheadset.

Earphones can be used but tend topick up a lot of background noise, sothey are not recommended.

When using a headset, place themicrophone in front of your chin, notin front of your mouth, to avoid heavybreathing sounds.

Have one audio sourceIf you and your colleagues areplanning to join a Webex meetingfrom the same meeting room, it’s bestfor everyone to join the web part ofthe meeting individually from theircomputers. However, only one audioconnection should be made to avoidfeedback and echoes.

Designate one person to join theWebex meeting with audio either bydialing in using a phone or byconnecting via their PC. Otherparticipants in the same room shouldjoin the Webex meeting, and turn ontheir videos but not connect to audio.

Video best practiceFind your lightGood lighting can make all thedifference: too much light behind youcan make it look like you're in witnessprotection, whilst too much light infront can wash you out or createstrange shadows. Get it just right byadjusting your curtains or blinds andhaving a warm light on your desk.

Get your angles rightPosition your camera just above eyelevel. This gives a warm, open look.You might also want to place thecamera slightly left or right from yourface so that you appear from yourfavorite angle.

What's behind youThink about what’s behind you and inthe view of the camera. Clear theclutter and create a backdrop that thepeople you are meeting with will enjoyseeing. Your background is a greatconversation starter and a window toyour personality. Don’t want to revealtoo much? You can buy pop upscreens to hide anything you don’twant others to see.

In a group meeting?When joining a Webex meeting with agroup of people from a meeting room(if not all participants are able to jointhe web part of the meeting usingtheir laptops), ensure the videocamera is directed at the room atlarge instead of one person. This willmake it easier for others to follow thediscussion.

Tips and tricks

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Joining audio from yourcomputerThe Use computer for audiooption allows attendees tojoin audio over the internet

1. Make sure your headset is pluggedinto your computer.2. Select the Use computer foraudio option by clicking the buttondown in the middle of the interface.3. Click the option on the bottom rightcorner of the meeting window tochange the settings.4. Select your headset underSpeaker, in the drop-down list.5. Click Test to check you hear thejingle through your headset.6. Select your headset underMicrophone, in the drop-down list.7. Click Join Meeting.

Problems when using thecomputer for audio?

If you do not hear any sound,make sure:

• The headset is plugged in.• To turn up the volume.• To test the headset in another

USB port.• That the correct device is

selected in the list.

If others do not hear you (well),make sure:

• The correct device is selected inthe list.

• The microphone is not muted(there might be a button on thedevice itself).

Top tip:To ensure audio quality for yourselfand others, it is important to use agood quality headset.

Tips andtricks for thehost during ameeting

Tips for being the hostIf you schedule a meeting or are anassigned host, you have access tomoderate and manage the meeting.

• Record meetings to share withpeople that couldn’t attend.

• Mute other participants whenthere is unwanted noise

• Assign an alternate host whenyou can’t attend a meeting youscheduled

Never paste the details from ameeting invitation to anotherdate/timeThe meeting details are unique forevery meeting you schedule, except ifyou are using your Personal Room.

Help new Webex usersIf you are inviting clients or otherexternal parties to your Webexmeeting, don’t assume that they’veused Webex before. Help them avoidany bumps in the road by sendingthem to the Quick Start Guide.

Get there earlyStart your meeting a few minutesearly, especially if you have invitedclients or other external parties. Thiswill give you time to join and preparefor your meeting.

Help using headsetsIf people experience difficulties whenusing their headsets, use the Chatpanel to help them get connected. Itcould be that their microphone andheadset have not been configuredcorrectly, so start here.

Turn your video onVideo makes for a much moreimmersive meeting experience andaids communication. If you, as thehost, turn your video on, it willencourage others to do the same.

Show your meeting windowShare your Webex Meeting windowwith new users to teach them the in-meeting options that are available inWebex Meetings. Or if someone inthe meeting is struggling, you can toshow them where to go and what toselect. To do this click the Sharemenu and select My MeetingWindow.

Mute your audiencesTo avoid noise disturbances at anytime, you can choose to muteeverybody at once.

Record the meetingMake sure no one misses theimportant details. Record the audioand the presentation.

Keep people engagedKeep your session engaging by askingquestions, giving the floor to othersand encourage everyone to turn theirvideo on. Share your application toshow the meeting agenda,presentation, actions, etc, and refer toit regularly to drive discussion andboost participation. If you haveuploaded your presentation, thescreen annotation tools are veryuseful to keep everyone on the samepage.

Top tips for dealing withpoor connectivity:1. Switch to a phone connection

easily when using thecomputer for audio.

2. Switch the webcam off.3. Share a file or a whiteboard

instead of the screen.

More agile meetingsUsing your Personal Room

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Difference betweenstandard Webex meetingand Personal Room (PR)Standard Webex meeting

• Each time a Webex meeting isscheduled, it creates a uniqueURL link to join the meeting.

• The meeting can be joined byanybody invited whether the hostis present or not.

• Once the scheduled Webexmeeting has finished, the linkcannot be used again.

Personal Room• A permanent meeting link, unique

to you.• No need to schedule as you can

simply send people the link.• Personal Room link never

changes.• Personal Rooms must be started

by the host or an alternative hostthey have allocated.

• Unlike a standard Webexmeeting, if the host wants to jointhe Personal Room by dialing-inonly, they will need to enter theirhost PIN to open the meeting.Others won’t be able to join untilthen.

Standard Webex Meeting Personal Room (PR)

Good for scheduled meetings? Ideal for scheduling in your calendar.You can schedule a PR meeting, but the host oralternate host needs to start the meeting beforeothers can join.

Good for ad-hoc meetings?Not great for ad-hoc meetings as they need to bescheduled first.

Ideal for ad-hoc meetings, just share the PR link.

Can the host start the meeting by dial-in only?Joining by internet and video is highly recommendedbut the host can dial-in only using the number andaccess code in the Webex invite.

Joining by internet and video is highly recommended,but the host can dial-in only if they enter their hostPIN, otherwise others won't be able to join themeeting.

Can attendees join the meeting by dial-in only?Joining by internet and video is highly recommendedbut attendees can dial-in only using the number andaccess code in the Webex invite.

Joining by internet and video is highly recommended.Attendees can dial-in only but will be kept waiting inthe 'lobby' until the host or alternate host opens thePersonal Room.

Is it suitable for adjacent meetings?Yes. The host just needs to leave a scheduled

Yes, if the host locks their meeting once everyonehas joined and unlocks it just before the next

Webex.newThe quickest way to your personal room

If you prefer working from your browser and want to avoid jumping from oneapplication to the other: We’ve got your back: Meet Webex.new!

By just typing Webex.new in your web browser your personal room willautomatically launch if you are signed into the Webex desktop app.

Not installed the Webex desktop app yet? No worries, Webex.new will launchthe page where you can download it!

Tip:You know how some names stick in your head and others don’t?To help you, instead of Webex.new, you can also type letsmeet.new ormymeet.new to get the same result.

Webex with yourvideo devices

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Webex with your video devicesWebex Meetings allowattendees to join from videoconferencing systems androoms. It is an additionaljoining option that must beactivated by your company.When activated the optionappears as Connect to adevice when joining a Webexmeeting.

Connect to a devicefrom Webex Meetings

Step 1Join the Webex Meeting fromyour calendar invitation.

Step 2Click the Connect to a deviceicon on the lower left side ofthe Webex window.

Step 3Click the device displaying ortype the video device address.

Step 4Click Join meeting.

Move the call to myvideo system fromWebex MeetingsSometimes you join yourmeeting from your laptop andmobile on your way to theoffice or conference room.Easily move your meeting to avideo conferencing devicewithout disconnecting fromyour meeting

Step 1If you have joined a Webexmeeting on your computer orby phone but want to switch toyour video system, move yourpointer over the meetingcontrol panel and select Moreoptions.

Step 2Click Connect to a device.

Step 3Tap Answer on the videosystem when the call comesthrough.

Getting more outof Webex

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ResourcesLearn more aboutWebex Meetings:

1. Access step by step tutorials.2. Attend free training sessions.3. Join the Cisco Community.4. Learn about your Personal Room.5. Explore advanced scheduling.6. Create polls within your meetings.7. Learn about your Desktop App.

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Webex Meetings

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