Installing and Using Webex · Installing the Cisco Webex Meetings Desktop App Use the following steps to install the Cisco Webex Meetings Desktop App. 1. From the top left of Software

Information Technology Services

1 Installing and Using Webex

Installing and Using Webex

Hosting and Joining Meetings



Table of Contents

OVERVIEW ............................................................................................................................................................. 4

REQUESTING THE WEBEX TOOLS ........................................................................................................................... 5

ACTIVATING YOUR ACCOUNT AND LOGGING IN .................................................................................................... 5

GETTING AND INSTALLING THE CISCO WEBEX MEETINGS DESKTOP APP ............................................................... 7

ACCESSING THE SOFTWARE CENTER ON A WINDOWS 7 MACHINE ........................................................................................... 7

ACCESSING THE SOFTWARE CENTER ON A WINDOWS 10 MACHINE ......................................................................................... 8

INSTALLING THE CISCO WEBEX MEETINGS DESKTOP APP ....................................................................................................... 9

SCHEDULING, LAUNCHING, AND JOINING WEBEX MEETINGS .............................................................................. 10

USING THE WEBEX WEBSITE .......................................................................................................................................... 10

Starting a Meeting from the Webex Website ..................................................................................................... 11

Joining a Meeting from the Webex Website ....................................................................................................... 12

Scheduling a Meeting from the Webex Website ................................................................................................. 12

USING OUTLOOK .......................................................................................................................................................... 13

Scheduling a Meeting from Outlook ................................................................................................................... 14

Starting a Webex Meeting from Outlook ............................................................................................................ 15

Cancelling the Webex Portion of a Meeting in Outlook ...................................................................................... 15

Managing your Webex Meeting Settings in Outlook .......................................................................................... 15

USING THE CISCO WEBEX MEETINGS APP ......................................................................................................................... 17

MANAGING MEETINGS USING WEBEX MEETING CONTROLS ............................................................................... 20

CONNECTING AUDIO AND VIDEO ..................................................................................................................................... 20

SHARING CONTENT ....................................................................................................................................................... 21

Allowing Other Participants to Share Their Screen ............................................................................................. 22

Assigning Screen Control ..................................................................................................................................... 23

RECORDING A MEETING ................................................................................................................................................ 23

MANAGING MEETING PARTICIPANTS ............................................................................................................................... 24

Muting Meeting Attendees ................................................................................................................................. 24

Changing Meeting Presenters ............................................................................................................................. 25

CHATTING WITH MEETING PARTICIPANTS.......................................................................................................................... 26

ENABLING OTHER MEETING OPTIONS .............................................................................................................................. 26

Locking Your Meeting ......................................................................................................................................... 26

Inviting and Reminding Attendees ...................................................................................................................... 26

LEAVING OR ENDING THE MEETING .................................................................................................................................. 27

SETTING WHERE YOU STORE YOUR MEETING RECORDING ................................................................................................... 28

MANAGING YOUR MEETING SETTINGS ................................................................................................................ 30

ENABLING OTHER WEBEX USERS TO HOST MEETINGS FOR YOU ............................................................................................ 30

Using the Website to Enable Other Users to Host Your Meetings ...................................................................... 30

Using Outlook to Enable Other Users to Host Your Meeting .............................................................................. 31

ENABLING OTHER WEBEX USERS TO SCHEDULE MEETINGS FOR YOU ...................................................................................... 32



Enabling Other Users to Schedule Your Meetings from the Website .................................................................. 32

Enabling Other Users to Schedule Your Meetings from Outlook ........................................................................ 33

MANAGING YOUR RECORDINGS ...................................................................................................................................... 35

Accessing Your Meeting Recordings from the Server .......................................................................................... 35

Automatically Sending a Recording to Participants from the Website ............................................................... 36

APPENDIX A: MEETING OPTION COMPARISONS AND INFORMATION ................................................................. 37

APPENDIX B: USING THE CLASSIC VIEW ON THE WEBEX WEBSITE ....................................................................... 42

SWITCHING BETWEEN VIEWS ON THE WEBEX WEBSITE ....................................................................................................... 42

LOGGING IN TO WEBEX WITH THE CLASSIC VIEW ................................................................................................................ 43

DISPLAYING THE TOP MENU BAR IN CLASSIC VIEW ............................................................................................................. 43

STARTING A MEETING FROM THE WEBEX WEBSITE IN CLASSIC VIEW ...................................................................................... 43

JOINING A MEETING AFTER LOGGING IN WITH CLASSIC VIEW ................................................................................................ 44

ENABLING OTHER WEBEX USERS TO HOST MEETINGS FOR YOU IN CLASSIC VIEW ..................................................................... 44

ENABLING OTHER USERS TO SCHEDULE YOUR MEETINGS IN CLASSIC VIEW.............................................................................. 45

MANAGING YOUR RECORDINGS IN CLASSIC VIEW ............................................................................................................... 46

Accessing Your Meeting Recordings from the Server in Classic View ................................................................. 46

VIEWING WEBEX REPORTS IN CLASSIC VIEW ...................................................................................................................... 49

APPENDIX C: ADDITIONAL RESOURCES ................................................................................................................ 50

APPENDIX D: CHANGE LOG ................................................................................................................................. 53



Overview You can use Cisco Webex Meeting Center to host and participate in online meetings with sound and

screen sharing. There are different types of Webex meetings that you can host, including basic meetings,

training, and events, as shown in Table 1.

Webex Personal Rooms

and Meeting Rooms

Webex Training Webex Events

Product Description Present information,

share applications, and

collaborate on projects

in a centralized space.

Deliver highly

interactive and

effective online

training and e-learning.

Stage large-scale online

events.

Usage Scenarios Collaborate sessions,

internal and external

meetings, product and

project coordination,

demos, and sales

presentations.

Employee, partner, and

customer training

product rollouts;

certification and IT

training; distance

learning.

Webinars, events and

conferences, product

launches, employee

communications.

Number of Attendees Up to 1,000 (including

25 video devices)

Up to 1,000 Up to 3,000

Table 1. Webex meeting types and descriptions

More information about the meeting options and comparisons are available in Appendix A: Meeting

Option Comparisons and Information.

There are also different roles of meeting participants, each with different capabilities, as shown in Table

2.

Host Presenter Attendee

• Schedule, start, and end the

meeting

• Record the meeting

• Make any attendee the

presenter

• Mute, or mute all, on entry

• End the meeting

• Share and deliver meeting

content

• Assign interactive privileges to

attendees

• Initiate file transfers

• Make any attendee the

presenter

• Join and attend the

meeting

• Use interactive features, as

allowed by the presenter

• Can be made the presenter

Table 2. Meeting roles and capabilities of each



Requesting the Webex Tools Before you can install and use Webex, you first request access and then set up your account. Use the

following steps:

1. Log in to ServiceNow with your intranet user ID and password credentials.

2. Go to the ServiceNow Service Catalog.

3. Select Telecommunications.

4. Select Webex Account Request.

5. Your contact information is populated in the form for you. Provide a brief description in the

required Reason account is needed field.

6. Click Order now to submit your request. Initially, you receive an email notification that your

request has been received. When your Webex access has been granted, you receive an emailed

notification.

Activating Your Account and Logging in Check your email for the Webex invitation and then use the following steps to activate your account.

1. From your email notification, click Activate to activate the account.

You are redirected to the Cisco Webex Site.

2. In the upper left corner of the web page, click Sign in.

3. Log in with your Wake Forest Baptist Health (WFBH) email, for example,

[email protected].

https://wakehealth.service-now.com/nav_to.do?uri=%2Fhome_splash.do%3Fsysparm_direct%3Dtrue

https://wakehealth.service-now.com/nav_to.do?uri=%2Fcatalog_home.do%3Fsysparm_view%3Dcatalog_default

https://wakehealth.service-now.com/nav_to.do?uri=%2Fcom.glideapp.servicecatalog_category_view.do%3Fv%3D1%26sysparm_parent%3D60a639b037f88680c113a9c2b3990e89%26sysparm_catalog%3De0d08b13c3330100c8b837659bba8fb4%26sysparm_catalog_view%3Dcatalog_default

https://wakehealth.service-now.com/nav_to.do?uri=%2Fcom.glideapp.servicecatalog_cat_item_view.do%3Fv%3D1%26sysparm_id%3Ddc1399996fb613482c2741dc5d3ee437%26sysparm_link_parent%3D60a639b037f88680c113a9c2b3990e89%26sysparm_catalog%3De0d08b13c3330100c8b837659bba8fb4%26sysparm_catalog_view%3Dcatalog_default



NOTE: If you changed your default email address, use your original email with your WFBH ID.

For example, if you changed your original email address, [email protected] to

[email protected], you would use [email protected] to log in.

4. If you are prompted at the Wake Health website, log in using your WFBH ID, for example

Medctr\ssmith, and your password.



Getting and Installing the Cisco Webex Meetings Desktop App

You can use the Cisco Webex Meetings application from your desktop or you can schedule meetings to be hosted with Webex from Outlook. Either way, you first install the Cisco Webex Meetings desktop app from the Software Center. How you access the Software Center to install the Cisco Webex Meetings Desktop App is based on your operating system. To determine which version of Windows you are using, double click the “Who Am I” shortcut on your Desktop.

Your windows version is shown the bottom of the pop-up window.

Accessing the Software Center on a Windows 7 Machine Use the following steps to access the Software Center on your Windows 7 machine.

1. From your desktop, go to Start and select All Programs.

2. Find Microsoft System Center. Click Configuration Manager and select Software Center.



Accessing the Software Center on a Windows 10 Machine Use the following steps to access the Software Center on your Windows 10 machine.

1. Click the windows icon ( ) in the lower left corner of your desktop and select All Apps.

2. Scroll down to find Microsoft System Center, click it, and then click Software Center.



You should see the Software Center, from which you can filter and select applications to download.

Installing the Cisco Webex Meetings Desktop App Use the following steps to install the Cisco Webex Meetings Desktop App.

1. From the top left of Software Center, make sure that Applications is selected, that All is shown

in bold, and that the filter is also set to All.

2. Click Cisco Webex Meetings Desktop App.



3. Click Install.

See Using the Cisco Webex Meetings App for more information.

Scheduling, Launching, and Joining Webex Meetings You can start Webex meetings in one of the following ways:

• Using the Webex Website

• Using your Outlook Calendar

• Using the Cisco Webex Meetings App

After you start meetings in Webex, whether from the website, outlook, or app on your desktop, you

launch the Cisco Webex Meeting window. See Managing Meetings Using Webex Meeting Controls for

more information about managing your meetings from the Cisco Webex Meeting window.

Using the Webex Website By default, when you log in to Webex from the WFBH website (https://wakehealth.webex.com), you see

the Modern View of Webex. There is also a Classic View of Webex, which is a legacy view. Information

in this document is presented about the default Modern View but you can easily switch between the

views. For more information, see Appendix B: Using the Classic View on the Webex website. Use the

following steps to log in to the Webex website.

1. From a Web browser, go to the following website: wakehealth.webex.com

2. Click Sign in from the upper left corner of the page.

https://wakehealth.webex.com/



3. Log in using your WFBH ID (for example, Medctr\ssmith) and your password.

By default, you see the Modern View of Webex, which is what is described in this document unless

otherwise noted. For more information about the views, see Switching Between Views on the Webex

Website.

Starting a Meeting from the Webex Website To start a meeting from the Webex website, click the Start Meeting button and open your Cisco Webex

Meetings personal room.

Note: You can email the URL listed directly above the Start Meeting button to ask recipients to

join your meeting. The MedCtrID text in the URL on the following example will be

replaced with your specific WFBH ID.



Joining a Meeting from the Webex Website You can join an existing meeting from the Webex website by using the 9-digit meeting number in the

original meeting invitation email. Use the following steps to join a meeting by entering the meeting

number.

1. Enter the number from the email invitation and click the arrow to the right to join the meeting.

2. When you are prompted for a meeting password, enter the one provided in the emailed

meeting invitation and click OK.

3. Click Join Meeting.

Scheduling a Meeting from the Webex Website From the Webex website, use the following steps to schedule a meeting:

1. Click Schedule a Meeting.



2. Complete the required and relevant fields, including the Attendees email address(es).

3. Enter a Meeting password that meets the following rules for creating passwords.

The attendees you invite receive a generated URL link in the meeting invitation email that they can click

to join your meeting.

Using Outlook You can use Webex from your Outlook calendar when you schedule and manage your meetings. After

you install the Webex application from the Software Center, the following Webex tool icons are added

to your Outlook toolbar:

You can start a meeting immediately or schedule a meeting for a later time.

• Scheduling a Meeting from Outlook

• Starting a Meeting from Outlook

• Canceling the Webex Portion of a Meeting in Outlook

• Managing your Webex Meeting Settings in Outlook



Scheduling a Meeting from Outlook To schedule a meeting for a later time in Outlook with Webex, use the following steps:

1. Click Schedule Meeting.

You can schedule the Webex meeting or schedule the meeting using your personal room.

2. Complete the fields to schedule the meeting as you normally would, entering the email

addresses or the attendees, a subject, the location (if a physical location also applies), and set

the date and time of the meeting. You can attach files or add an agenda as you normally would

by using Outlook.

Note: When you schedule a Webex meeting in Outlook, notice the text in the bottom of the

main body field, as shown in the following screen capture.

You can add text or links, as usual, in the space above the – Do not delete or change any

of the following text.-- line. But be sure not to change that line or anything beneath it.

3. Click Send. When you send the invitation, the invitees receive the meeting details in their inbox.



Note: The meeting details will not populate in your Webex meeting invitation until you either

save the invitation to complete later or click Send.

Starting a Webex Meeting from Outlook To start a meeting in your Cisco Webex Meetings personal room immediately, click Meet Now from the

Outlook toolbar.

Cancelling the Webex Portion of a Meeting in Outlook If you have created a meeting invitation and you decide not to use the Webex function for the meeting,

you can cancel the Webex portion of the meeting while still leaving the meeting on the calendar. You

might, for example, decide that your attendees are all local and you want to meet with them in person.

To cancel the Webex portion of the meeting, use the following steps:

1. Open the meeting entry in Outlook. Notice that, in addition to the text at the bottom of the

main screen with the Webex connection details, there are also additional menu items that

added to the Outlook toolbar for meetings that are scheduled with Webex:

• Cancel Webex Meeting

• Change Settings

2. Click Cancel Webex Meeting. The Webex information in the body of the invitation is removed.

This cancels the Webex capability for this meeting, but the meeting itself remains on your

calendar.

3. Resend the invitation, as you normally would if you update the meeting information, in Outlook.

Managing your Webex Meeting Settings in Outlook There are settings for a Webex meeting that you can set when you create the meeting and you can edit

those settings, later, for a meeting you’ve already created. You might want to enable another person to

host your meeting, for example. To change the meeting settings, use the following steps:



1. Open the meeting entry in Outlook.

2. Click the Change Settings button in the Webex section.

3. In the Webex Settings window, make your changes.

In addition to the basic meeting set up information in the top of this window, you can also click

the following tabs to make changes:

Audio and tracking: Change the connection type, the information provided to users, and the

way in which users entering and exiting the call is noted (as shown in the previous

screen capture).

Registration: Choose whether to control entry to your meeting by requiring participants to

register.



Resources: Provide tab templates or enable other people to host your meeting. If you set up

the meeting, for example, but you know that you won’t be able to attend the entire

meeting, you could enable a colleague to host portions of the meeting for you.

4. Click OK.

Using the Cisco Webex Meetings App To open your Cisco Webex Meetings personal room from the desktop app, use the following steps.

1. Locate and double click the Cisco Webex Meeting icon on your desktop.



2. Enter the wakehealth.webex.com URL.

3. Click Next.

4. Enter your WFBH email address, for example [email protected].

NOTE: If you changed your default email address, use your original email with your med center

ID. For example, if you changed your original email address, [email protected] to

[email protected], you would use [email protected] to log in.

5. Log in using your WFBH ID, for example Medctr\ssmith, and your password.



6. Click Start Meeting to begin your meeting in your Cisco Webex Meetings personal room.

You can also join a meeting that someone else invited you to join by entering the host’s

personal room ID under the Join a Meeting section and clicking the right arrow ( ).



Managing Meetings Using Webex Meeting Controls When you start or join a Webex meeting from the Modern View of the Webex website, Outlook, or the

meeting app, you launch the Cisco Webex Meeting window. You can manage the settings for your

meeting with the following control buttons at the bottom of your screen:

Connecting Audio and Video You can choose how you want to connect to your meeting. Use the following steps to connect the

audio, or audio and video, for your meeting.

1. Click the audio and video button.

2. Select how to connect. The most common and recommended choices are either Call Me or I

Will Call In.

You can connect using one of the following options:

• Call Me. Enter your ten-digit desk phone or cell phone number for the system to call you

and connect you to the meeting.

• I Will Call In. Call in to the meeting by using the call-in information from the meeting

invitation. You can call in from your desk phone or cell phone.



• Call Using Computer. You can dial into the meeting using the speakers and microphone in

your computer or laptop.

Note: Do not set up more than one type of audio connection for a meeting because this

will cause feedback.

Sharing Content You can choose to share your entire computer screen, a specific document, or a specific application with

the meeting participants.

Important Notes:

1. When you are sharing your screen, be sure that you know who is attending the meeting and

be careful not to share private information.

2. Consider sharing just a file, instead of your whole desktop, because it uses less bandwidth

(system resources).

Use the following steps to share your screen.

1. Click the content sharing button.



2. Select one of the options, as shown in the following screen capture, to share all or part of your

screen:

After you start sharing your screen, an auto-hide dock station adds the option to Stop Sharing.

3. To change what you’re sharing, select Share from this bar. For example, select Share My Screen

to share your entire screen.

Allowing Other Participants to Share Their Screen You can allow other participants in your Webex meetings to share their screens by making them

presenters. You can accomplish this in more than one way, so also see Changing Meeting Presenters.

To allow another participant in your Webex meeting to be the presenter, use the following steps.



1. Click Assign.

2. Click Make this participant the presenter.

3. Select the participant whose screen you want to see.

Assigning Screen Control To grant other WebEx participants control of your screen during the WebEx meeting, use the following

steps.

1. Click the Assign button.

2. From the menu, click Pass Keyboard and Mouse Control.

3. Select the participant to grant control of your screen.

Recording a Meeting You can choose to record all or portions of your meeting. To record the meeting, use the following

steps.

1. Click the record button to begin recording the Webex meeting.

You see the following Recorder window showing that you are recording:

2. To record portions of your meeting, click Pause between the sections you want to record.

Pausing and restarting the recording creates a single file of your meeting.



Note: If you click Stop and then restart the recording later during the same meeting, multiple

files are created each time you stop and start recording.

3. If you pause your recording, the Recorder window shows the option to restart your recording.

Click the Record button to start recording again.

You can view or download your recordings later, depending on where your recordings are

stored. See Managing Your Meeting Recordings for more information.

Managing Meeting Participants You can manage some of the settings for the participants of your meeting. Use the following steps to

manage the participants in the Webex meeting.

1. Click the meeting participants button:

When you click this button, you see a list of the attendees.

2. Manage the settings for your participants from this list. You can mute or unmute attendees and

you can assign and change presenters.

Muting Meeting Attendees You can mute or unmute your participants, individually. If, for example, there is noise on the line from a

participant who is not paying attention and has a background conversation going, you can mute that

participant. Conversely, if you ask a specific participant a question and you don’t hear an answer, a

likely cause is that they’re talking but muted; you can also unmute the participant. As the meeting host,

you also have the capability to mute all.



The unmuted ( ) and muted ( ) icons, shown to the right of the participant list, display the state

of each participant. To mute or unmute participants, click the microphone icon beside the user.

Notes:

1. When you are in a meeting and not hosting or speaking, it is always best to mute yourself, so

that no unnecessary noise disrupts the meeting.

2. You can determine who is talking during a meeting by looking at the participants list to see

which user has soundwave graphic ( ) beside the participant name.

Changing Meeting Presenters To change which meeting participant is presenting, right click the user in the participant list.

Then click Change Role To.

For example, the following screenshot shows the small Webex icon on the avatar for User2 to indicate

that User1 has made User2 the Presenter.



Chatting with Meeting Participants You can choose to chat with specific participants in your Webex meeting, or to chat with the whole

meeting group. To chat, click the chat icon.

Enabling Other Meeting Options You can control additional features including locking your meeting, inviting new attendees, and

reminding the current attendees of the meeting. To control these features, click the additional meeting

functionality icon.

Locking Your Meeting You can lock your meeting to prevent additional and uninvited participants from joining a private

meeting. After you click to enable other options, click Lock Meeting.

Inviting and Reminding Attendees You can add additional attendees to your meeting or remind the invitees about the meeting. After you

click to enable other options, click Invite and Remind to see the windows shown in the following screen

captures.



• Click the Email tab and enter the email address for the invitee, then click Send. To invite

multiple attendees, add their email addresses separated by a comma or semicolon.

• Click the Phone tab and enter a phone number for an invitee and click Call to call that person.

• Click the Remind tab and select the email address, or addresses, for the invitees. Click Send

Reminder to send a reminder from Webex or click Remind with your local email to open a note

to send the reminder from your email address.

You can also choose to invite and remind participants during a meeting using the same steps. If, for

example, you determine someone else should be included in the discussion or if someone you invited

has not yet joined the meeting, you can invite or remind the participant during a meeting in the same

way.

Leaving or Ending the meeting You can close a meeting entirely or just leave the meeting yourself. To close your Webex meeting, use

the following steps.

1. Click the exit button.

2. Click one of the following options:

• Click End Meeting to close the meeting entirely, including audio and screen sharing. A

confirmation window asks you to confirm that you want to end the meeting for all

participants.



• Click Leave Meeting to assign a new host and exit the meeting without ending the meeting

for the rest of the participants.

Setting Where You Store Your Meeting Recording From your Cisco Webex Meetings personal room, you can specify where the recordings are stored,

either locally or on the Webex server. Use the following steps to set where your meeting recordings are

stored:

1. In the Webex meeting or Personal Room click the Meeting tab.

2. Click Recorder settings. 3. Click one of the following:

Record on this computer: to create and store the audio or audio and video file locally on your

machine.

Record on the Server: to record the meeting on a Webex server. The recording is available later

from your Webex account.



Note: One minute of video requires approximately 1 MB of storage.



Managing Your Meeting Settings This section assumes that, when you’re managing your meeting settings from the Webex website,

you’re using the Modern View. For information about using the Classic View, see Appendix B: Using the

Classic View on the Webex website. You can manage settings like alternate users who can host your

meeting, alternate users who can schedule meetings for you, and recording settings and access for your

meeting.

Enabling Other Webex Users to Host Meetings for You You can enable other users to host meetings for you from the Webex website or from Outlook.

Using the Website to Enable Other Users to Host Your Meetings From your personal room using Webex from a browser, you can assign other people to be able to host

your meetings. To enable someone else to host meetings for you, use the following steps.

1. Log into your Webex account at the following web address: www.wakehealth.webex.com.

2. Select Preferences on the left side of the window.

3. Select My Personal Room.

4. Under the Alternate host section, click to select Let others host my personal room meeting

without me.

5. Click Let me choose alternate hosts for my Personal Room meetings.

6. Enter the email address, or addresses, of any users you want to enable to host your meetings.

http://www.wakehealth.webex.com/



7. Click Save.

Using Outlook to Enable Other Users to Host Your Meeting You can enable other Webex users to host your meeting from Outlook. If you set up a meeting, for

example, but you know you won’t be able to attend the entire meeting, you could enable a colleague to

host portions of the meeting for you. To enable another Webex user to host your meeting, use the

following steps.

1. Open the existing Webex meeting in Outlook.

2. Click Change Settings in the Webex section.

3. In the Webex Settings window, click the Resources tab.



4. Enter the email address, or addresses, of the users to provide host access to your meeting.

5. Click OK.

Enabling Other Webex Users to Schedule Meetings for You You can enable other users to schedule meetings for you from the Webex website or from Outlook.

Enabling Other Users to Schedule Your Meetings from the Website To use the Webex website to enable other Webex users to schedule meetings on your behalf, use the

following steps.

1. Log into your Webex account at the following web address: www.wakehealth.webex.com.

2. Select Preferences on the left side of the window.

3. Select the Scheduling tab.




4. Under the Scheduling Permissions section, enter the email address, or addresses, of the users

to schedule meetings on your behalf.

You can appoint other users to schedule Webex meetings, training, and events.

5. Click Save.

Enabling Other Users to Schedule Your Meetings from Outlook To use Outlook to enable other Webex users to schedule meetings on your behalf, use the following

steps.

1. Click Schedule Meeting to open the drop-down menu.

2. From the menu, click More.



3. Click Set Schedule Permission…

4. When the web page opens, be sure you are on the My Webex tab.

5. Click Preferences on the left side of the window.

6. Click Scheduling Options. 7. Under the Scheduling Permissions section, add the email address, or addresses of the users you

want to schedule meetings on your behalf. If you add more than one user, separate the email addresses with a comma or semicolon.



8. Be sure that anyone you delegate scheduling rights to also has access to your calendar in

Outlook.

Managing Your Recordings At the time of your meeting, you can choose to record all or part of the meetings that you host and

store them to share or reference later. The options for accessing the recordings later differ, depending

on where you stored the recording. If you chose to store the recording on your machine, locally, you

have direct access to the recording. If you chose to store the recoding on the server, the following

sections provide information about managing that recording.

Accessing Your Meeting Recordings from the Server You can access meeting recordings that are stored on the server from the Webex website. To access

your meeting recordings, use the following steps.

1. Log into your Webex account from the following web address:

www.wakehealth.webex.com.

2. Click Recordings on the left side of the window.

If you set your record settings to save the recording on the server, you see a list of

recordings.

Note: Your recording is not posted to the list immediately after you stop recording your

meeting. Allow some time for the recording to be processed and listed for your

access.

3. Play, share, download, or delete a recording:

• To play a recording, left click the recording in the list. You see a window from which you

can play the recording.

• To forward and share the recording:

i. Click the connected dots icon ( ).

ii. Enter the email address, or addresses, of the people to share with.

iii. Optionally, you can edit the message before you send the link.

iv. Optionally, you can choose who can view the recording with the link.

v. Optionally, you can choose to password protect the recording.




• To download the recording:

i. Click the down-arrow icon ( ) to the right of the recording.

ii. When prompted, click Save File and click OK.

iii. Access the recording where it was downloaded. This is usually the Download

folder on your machine, unless you’ve changed the default location to download

content from the internet.

• To delete recordings that you don’t need:

i. Click the ellipses icon ( ) and click Delete.

ii. Confirm that you want to delete the recording. The number of deleted

recordings on the Deleted tab of the My Recorded Meetings page is

incremented by one. Deleted recordings are stored for 30 days and can be

restored from the Deleted view during that time.

• To restore or permanently delete a recording, click the Deleted tab and then one of the

following icons:

• Delete ( )

• Restore ( )

Automatically Sending a Recording to Participants from the Website You can schedule a meeting recording to be automatically sent to meeting participants from the Webex

website. To automatically send a recording, use the following steps:

1. Click Preferences on the left menu panel.

2. Click the Scheduling tab on the top of the Preferences window.

3. In the Share recording field, click to select Automatically share recording with participants

after the meeting when it’s available.



Appendix A: Meeting Option Comparisons and Information Table 3 shows a list of the typical meeting scenarios and the best Webex option to use for each.

Table 3 Comparison of Webex meeting options

Tables 4, 5 and 6 show a list of the most commonly used features that are available for each Webex meeting option.

Table 4. Most commonly used features in each Webex meeting option



Table 5. More commonly used features in each Webex meeting option

Table 6. More commonly used features in each Webex meeting option (continued)



Table 7 shows how Webex information is shared.

Table 7. Webex information sharing

Table 8 describes the Webex Audio and Video capabilities and options.

Table 8. Webex audio and video options



Table 9 shows some of the special features of Webex.

Table 9. Special features of Webex

Table 10 shows the connection options of Webex.

Table 10. Webex connection options



Table 11 shows the tools and options of Webex.

Table 11. Webex tools and options



Appendix B: Using the Classic View on the Webex Website By default, when you log in to Webex from the WFBH website (https://wakehealth.webex.com), you see

the Modern View of Webex. There is also a Classic View of Webex, which is a legacy view. You can

switch between the Webex views and manage settings in either view. You can manage settings like

alternate users who can host your meeting, alternate users who can schedule meetings for you, and

recording settings and access for your meeting.

Switching Between Views on the Webex Website If you have used Webex previously and you want to use the Classic View, click the Classic View link on

the left side of the window.

To return to the Modern View from the Classic View, click the Modern View link from the top right of

the window.




Logging in to Webex with the Classic View If you switched to the Classic View the last time you were on the WFBH Webex website

(wakehealth.webex.com), when you open the website in your browser again, you see the Classic View.

From that view, you can join a meeting by entering the session number. You have access to your menu

bar, but the options are limited until you sign in. To sign in and have full access to the Webex tools, click

the Sign In link on the top right of the Classic View window and provide your login credentials.

Displaying the Top Menu Bar in Classic View If you’re working in Classic View and you don’t see the top menu bar displayed, you can display it in one

of the following ways:

• Click the Webex site menus icon from the top right of the window.

• Click the muted up-arrow icon at the top of the window to display the menu bar.

Starting a Meeting from the Webex Website in Classic View After you log in, you can start a meeting by opening your Cisco Webex Meetings personal room, or by

using the web browser. You can easily access these options from the Home menu tab at the top of the

window.

• To start your meeting by using your Cisco Webex Meetings personal room, click the Start

Meeting button to start a meeting and invite others to join.



• To start your meeting using the legacy Classic View in your web browser, click the Start by

browser link that is underneath the Start Meeting button and invite others to join.

Joining a Meeting after Logging in with Classic View To join a meeting that someone else is hosting in the Classic View, use the following steps.

1. Click the Webex Meetings tab from the top menu bar.

2. Click the Attend a Meeting link from the left panel.

3. Enter the meeting number and click Join.

Enabling Other Webex Users to Host Meetings for You in Classic View To enable other users to host meetings for you from the Webex website in the Classic View, use the

following steps:

1. From the top menu bar, click My Webex.



2. From the left menu, click Preferences.

3. Click to expand My Personal Room.

4. Under the Alternate host section, click Let others host my Personal Room meetings without

me.

5. Click Let me choose alternate hosts for my Personal Room meetings.

6. Enter the email address, or addresses, of the people you want to be able to host your meetings

for you. If you add more than one, separate multiple addresses with commas.

Enabling Other Users to Schedule Your Meetings in Classic View To enable other users to schedule meetings for you from the Webex website in the Classic View, use the

following steps:

1. From the top menu bar, click My Webex.



2. From the left menu, click Preferences.

3. Click to expand Scheduling Options.

4. Under the Scheduling permission section, enter the email address, or addresses, of the people

that you want to be able to schedule your meetings for you. If you add more than one, separate

multiple addresses with commas.

Managing Your Recordings in Classic View At the time of your meeting, you can choose to record all or part of the meetings that you host and

store them to share or reference later. The options for accessing the recordings later differ, depending

on where you stored the recording. If you chose to store the recording on your machine, locally, you

have direct access to the recording. If you chose to store the recoding on the server, the following

sections provide information about managing that recording.

Accessing Your Meeting Recordings from the Server in Classic View To access your meeting recordings from the server using the Classic View of Webex on the website, use

the following steps.

1. Log into your Webex account from the following WFBH website:

https://wakehealth.webex.com.

2. From the top menu bar, click the Webex Meetings tab.

3. From the left menu, click My Recorded Meetings.




Your recordings are listed in the My Recorded Meetings window.

Note: Your recording is not posted to the list immediately after you stop recording your

meeting. Allow some time for the recording to be processed and listed for your

access.

4. Play, share, download, or delete a recording:

• To play a recording, click the play icon ( ) to the right of the recording in the list.

• To forward and share the recording:

i. Click the email icon ( ) to the right of the recording in the list.

ii. In the Send to field of the Share My Recording window, enter the email address,

or addresses, of the people you want to send the recording to.

iii. Optionally, you can click Send a copy of the email to me to send the recording

link to yourself.

iv. Click Send.

v. In the confirmation window, click Close.

• To download the recording:

i. Click the ellipses icon ( ) and click Download.

ii. When prompted, click Save File and click OK.



iii. Access the recording where it was downloaded. This is usually the Download

folder on your machine, unless you’ve changed the default location to download

content from the internet.

• To delete recordings that you don’t need:

i. Click the ellipses icon ( ) and click Delete.

ii. Confirm that you want to delete the recording. The number of deleted

recordings on the Deleted Recordings trash label at the top right of the My

Recorded Meetings page is incremented by one. Deleted recordings are stored

for 30 days and can be restored from the Deleted view during that time.

• To restore or permanently delete a recording, click the Deleted Recordings link on the

top right of the page.

i. Select the recording and then click one of the following buttons:

•

• v. Click OK to verify your choice to delete or restore the recording.

5. Optionally, you can see more information and options about a recording by left clicking the recording. An example of the resulting information is shown in the following screen capture:



Viewing Webex Reports in Classic View You can view reports about your Webex usage. To access your reports, use the following steps.

1. Log in to your Webex account from the WFBH website: www.wakehealth.webex.com 2. From the top menu bar, click My Webex.

3. From the left panel menu, click My Reports.

The My Webex Reports page shows a listing of reports that you can run, with a description of

each one, including the following types:

• All Services

• Webex Meetings

• Webex Events

• Webex Support

• Webex Training




Appendix C: Additional Resources For more information about using Webex, see the websites listed in Table 12.

For more information about… See this information…

Using Webex General Information on how to use Webex

Adding hosts for Webex meetings Add Alternate Hosts for Cisco Webex Meetings

Table 12. Webex additional resources

You can also view the videos, described in Table 13, for more information about using Webex.

View this video… Using this password… To learn more about these topics…

Hosting your Cisco

Webex Meeting - Host

Role

Watchme123 • Describes the specific host role related to

Webex meetings (like a host in a house),

not necessarily the presenter.

• Shows the difference between the Classic

and Modern views on the website.

• Defines the differences between Personal

Room & Webex meetings.

• Shows how to set up a meeting on the

Website, the Desktop App, and in Outlook.

• Shows how to set up an alternate host in

"invited attendees."

• Shows how to lock people out of a personal

meeting room and notifications being sent

to the host that someone has entered the

“lobby.”

• Discusses audio and video options when

joining a meeting.

• Discusses best practices concerning

background noise from one of the

attendees, how to know where it is coming

from in the participant list, and how to

mute them.

• Defines the host, presenter, and attendee

roles.

• Discusses the "Anyone can share" option.

• Shows how to make someone a presenter.

• Answers the questions, “What happens

when your computer crashes?”

• Shows how to find the host key (on the

website and in the meeting).

https://collaborationhelp.cisco.com/article/en-us/n0s3esu#topic_A6AA1B54B38BB108706E752F95105EF0

https://acecloud.webex.com/acecloud/ldr.php?RCID=a4ec1368c461af061fccab4ea02012ad






• Shows how to find your meetings on the

website, and how to join and edit them.

• Discusses “My Reports” on the Website.

• How to get the recordings on the Website -

playing, editing, show streaming and

download links.

Cisco Webex Meetings:

In Session Features

Watchme123 • Defines the host, presenter, and attendee

roles.

• Shows the “anyone can share” option.

• Shows how to assign privileges.

• Shows how to share your screen, files, and

whiteboard and provides best practices.

• Discusses the sharing tool bar options and

explains some situations in which you want

to use them.

• Shows how to manage panels, like adding a

notes panel, and removing a participant

view from attendees, for example.

• Shows the file transfer function, how to

display and how to download files.

Scheduling for the

Executive Admin

Watchme123 • Shows how to set hosting and scheduling permissions with Outlook or on the Webex website.

• Shows how to schedule a meeting on behalf of another Webex user with Outlook or the Webex website.

• Shows how to host a meeting for another Webex user.

Webex Events: Getting Started Overview

Watchme123 • Defines and explains Event Center and its use for large audiences.

• Discusses registration and reporting information.

• Discusses different reports for Webex events and the benefits.

• Explains creating an event. • Describes various roles.

• Shows how to see participants and how to mute them.

• Explains getting feedback during the session.

https://acecloud.webex.com/acecloud/ldr.php?RCID=9c9cae48b5c4897eff881bbbf26baec1

https://acecloud.webex.com/acecloud/ldr.php?RCID=9c9cae48b5c4897eff881bbbf26baec1

https://acecloud.webex.com/acecloud/ldr.php?RCID=b6073307e3391052cda005452d0e40b9

https://acecloud.webex.com/acecloud/ldr.php?RCID=b6073307e3391052cda005452d0e40b9

https://acecloud.webex.com/ec3300/eventcenter/recording/recordAction.do?siteurl=acecloud&theAction=poprecord&recordID=123373527&internalRecordTicket=4832534b00000004bbb600ce27991f036c1f4a44af658832e200d8e3749a5735bca4d982d16c8aee

https://acecloud.webex.com/ec3300/eventcenter/recording/recordAction.do?siteurl=acecloud&theAction=poprecord&recordID=123373527&internalRecordTicket=4832534b00000004bbb600ce27991f036c1f4a44af658832e200d8e3749a5735bca4d982d16c8aee




• Shows how to use practice rooms before the event.

Webex Trainings

Essentials: Getting

Started

webinar • Explains the purpose of using Webex training.

• Explains options for the host to promote discussion or close the session to participants.

• Explains the Webex training interface and functions to work with attendees and panelists.

• Shows how to conduct breakout sessions.

• Provides a hands-on lab teaching how to schedule a Webex training session and functions like recording and customizing registration.

• For more information, see the following Cisco web site: https://collaborationhelp.cisco.com.

Table 13. Webex video content and descriptions

https://events-cisco.webex.com/events-cisco/lsr.php?RCID=2b583ad766eb4d67a9c4b44103103853



https://collaborationhelp.cisco.com/



Appendix D: Change Log Version Status Responsible Date

1 Draft Bryan Wall 1/31/19

1.1 Reviewed with comments incorporated Tina 1/28/19

1.2 Edited, all alt text for graphics added Leesa Payne 2/4/19

2.0 Approved for release, with requested

changes

Eric Sato 2/6/19

2.1 Revised (if needed) <name of revision requestor>

Documents

Installing and Using Webex · Installing the Cisco Webex Meetings Desktop App Use the following steps to install the Cisco Webex Meetings Desktop App. 1. From the top left of Software