WebEx Learning SessionENHANCED COLLABORATION: WEBEX

Agenda WebEx Overview & WebEx at Pacific

Charges

First Time Use (Productivity Tools)

WebEx Portal

How to schedule a meeting

What happens during a meeting

Personal Rooms

Resources

WebEx Overview

Set of tools for virtual meetings, training, and events.

Meeting Center (Faculty & Staff)

Administrative Meetings

High Definition video/audio conferencing

Content Sharing

Training Center (Faculty)

Online tool for blended learning

Hand raising, polling, testing, breakout sessions

Meeting Center (Students)

Breakout sessions, group projects

8 Participants

WebEx Audio or VoIP Only

Event Center

Large events, webinarsGeographically dispersed, large audiences

Post event surveys

WebEx at PacificMeeting Center

Blended Learning Office Hours Finals Review Dissertation Defense Guest Speakers Administrative Meetings Ad-Hoc Meetings / Personal Rooms

Training Center Above, plus breakout groups Pre-planned Polls Tests & Labs

Event Center (Use Cases) Webinars, connect with large audiences Registeration Information & post event follow-up and analysis Monitor attention CRM Exports Private preparation rooms

Enterprise Instant Messaging & Presence (Pilot)

Faster communication Chat Screen Share Instant Meeting Know the best way to reach someone, and

how to contact them

Support Center (Technical Support) Instant Tech Support Observe problems and troubleshoot remotely Video meetings with users Chat or use integrated audio with users

WebEx ChargesWHAT WON’T BE CHARGED

WebEx accounts for faculty, staff & students◦ Accounts will be automatically provided at zero

charge-back to units

WebEx meetings using computer audio (VoIP only & default for new users)

Third-Party Audio Bridge Number◦ University third-party bridge numbers used with

WebEx meetings◦ External 3rd-party bridge numbers managed by

the user*

WHAT WILL BE CHARGED

WebEx Audio Minutes◦ Hosts will be charged 12 cents a minute for each participant

that uses one of the WebEx phone numbers◦ An hour meeting with 6 participants using a WebEx audio

number is approximately $43◦ Collaboration Meeting Rooms ($1k annual charge; not

provided by default)◦ Staff and faculty can request WebEx audio minutes from

their department’s budget manager◦ Students will not have access to WebEx phone numbers

Encourage hosts and participants to use computer audio with WebEx.

First Time Accessing WebEx1. Join a Cisco test meeting to test your computer.

2. Go to pacific.webex.com.

3. Click “Login” in the upper corner of the screen, and enter your PacificNet credentials to logon:

If prompted, download the WebEx Productivity Tools and accept all options.

Productivity ToolsIf not prompted, download the productivity tools manually:

1. Logon to pacific.webex.com.

2. Select “Downloads” from the left menu

3. On the next screen, select your platform (Windows or MAC) from the dropdown, and press “Download”.

Productivity Tools (cont.) Accept all defaults:

-- If you receive message, “Do you want to run this file?” after clicking on the downloaded file, click “Run”.

-- Click “next” on the InstallShield Wizard screen

-- Accept the license agreement on the next screen

-- Click “next” on the Change Destination Location screen

-- Click “yes” on the Security Warning Screen, and then “Finish”

-- Enter the Site URL: pacific.webex.com on the next screen, and your PacificNet ID and Password. Click “Login”. You will now be connected to WebEx.

The WebEx Portal

Scheduling a Meeting from Outlook

Schedule a Meeting Using Outlook

1. Go to the calendar tab

2. Click “Schedule a Meeting” from tool bar

3. Complete the following fields:a) To…b) Subject …c) Location. . . (Suggestion: Use the text, “WebEx”)

4. Type an introduction and meeting agenda in the text box.

5. Click “Scheduling Assistant” from the toolbar

6. Select a time for the meeting. Click “Appointment”

7. Select “Add a WebEx Meeting” from the toolbar.

Scheduling a Meeting from Outlook (cont.)In the “WebEx Settings” Dialog box:

1. Enter a “Meeting Password”

2. If you want the meeting to be listed publically, check the box, “List on public calendar”

3. Check the box, “Attendees can join meeting “N” minutes before starting time”. Five minutes is the default.

4. Select the desired “Audio Connection Type”: a) WebEx Audio – WebEx phone numbers or computer audiob) Other Teleconferencing Services – 3rd Party Audio Bridgec) VoIP Only – Computer Audio Only

5. Select the desired “Entry and Exit Tone” configuration

6. Select “OK”

7. Double-check time, invitees, and agenda.

8. Click “Send” to send the meeting invite

Schedule Meeting using WebEx PortalQUICK SCHEDULER

1. Login to pacific.webex.com.

2. Under Host a Meeting, click Schedule a Meeting.

3. If you see the Advanced Scheduler page, click Quick Scheduler.

4. Select a Meeting Type, enter a Meeting Topic, then enter and confirm the meeting password.

5. Specify the Date, Time and Duration. (Setting duration is for planning only — the meeting will continue until you end it.)

6. Enter the email addresses of people you want to invite.

7. Click the green Start button to begin the meeting now or click Schedule Meeting if you changed the time or date.

8. To start a meeting you scheduled, click My Meetings, then locate the meeting and click Start

ADVANCED SCHEDULER1. Log in to pacific.webex.com.

2. Under Host a Meeting, click Schedule a Meeting.

3. Click on “Advanced Scheduler” (ex. Plan meeting time zones)

4. Follow the steps, and complete the desired options

Editing a scheduled MeetingFROM OUTLOOK

1. From the calendar item in Outlook, click on the scheduled meeting that needs editing

2. Select Change Settings to change WebEx settings for an existing meeting

3. After changes or made, click OK, and click “send update”.

FROM THE PORTAL: MEETING CENTER

1. From pacific.webex.com, browse to meeting you want to change.

2. Click on meeting title, and then select Edit to edit meeting settings

Start MeetingMOST COMMON METHODS

Outlook1. Open the calendar item and click the link to join the meeting.2. Follow instructions to start the meeting (as a host) or join the

meeting as a participant.

WebEx Portal 3. Logon to pacific.webex.com4. Select “Browse Meeting” under “Attend a Meeting”5. Click the name of the meeting, and then “Start”

*Either one of the above methods can also be used to Join a meeting

STARTING A MEETING VIDEO

Understand the Meeting Screen

What happens in share mode• The Meeting Window displays the

shared content to participants

• All of the meeting controls are in a floating menu bar at the top of the screen

• Activate meeting controls by moving the mouse up toward the top of the screen.

• To stop sharing, press the red stop sharing button on the floating toolbar.

• Explore this screen to make sure you are comfortable with WebEx.

Personal RoomsABOUT PERSONAL ROOMS

-Always available virtual conference room

-Best for back-to-back meetings

-Easy to remember and find, so your colleagues know where your meetings are held (link never changes)

- Link: pacific.webex.com/meet/jdoe

CONFIGURE PERSONAL ROOM

1) Logon to pacific.webex.com

2) On left menu, go to “Set Up”, and then “Preferences”

3) Select a default Audio Connection type: Recommend VoIP only.

4) Expand “My Personal Room”

5) Make sure the boxes “Automatically lock my room” and “Notify me by email…lobby…” are checked.

Personal Rooms, cont.

Resources• WebEx Training Videos: Mark’s Journey: Videos to Help You Get Started– • https://help.webex.com/docs/DOC-1091

•WebEx Training at WebEx University: • http://university.webex.com/training/student/content/courseListings.do

•WebEx Help Central: help.webex.com

•New User Reference on WebEx Portal

•OITFAQ

•Customer Support Center, or your local support provider

•WebEx 24 X 7 end user Support Phone Number: 866 229-3239

Appendix: Supplemental Materials

Tips for a successful meeting…when scheduling

For large meetings, it is recommended that you add the following tips to the invite for the attendees:

Some tips to avoid potential problems. • Run the audio test with the headset you will be using during the meeting• Make sure you are using an updated and supported computer, and updated browsers• Disable your pop-up blocker for WebEx• Mute your audio• DO NOT PUT the conference on hold • If you are sitting in close proximity to other participants, mute your audio. There is a possibility that your

audio can pick up their audio and rebroadcast it to the conference. This results in echoes and poor sound quality.

• It’s best if you use a headset connected to your computer; don’t use your speakerphone if you are in a public space

• If you are using the call-in number, don’t forget to enter the PIN assigned to you when joining. That way, the conference knows who you are.

Sometime prior to the meeting… Test the computer you will be using for the meeting, especially if this is your first time joining a meeting using WebEx.

1. Go to pacific.webex.com and logon. (You may have to download the Meeting Center Application if this is your first time joining a WebEx meeting. If install doesn’t happen automatically, check your pop-up blocker.)

2. Select “Meet Now” from the left menu

3. When the meeting loads, test your audio: a) Select Audio -> change audio settings… from the menu bar at the top of the screenb) Make sure you have the right audio selected, test, and then click OKc) Test your video by selecting the Start Video button on the right side of the screend) Make sure you have the right video selected-- select the settings icon (gear just next to participants),

select the correct video and then click OK.

Start the meeting at least 10 minutes early. . .

1. Gather documentation and the presentation you will use in the meeting.

2. If you are the host, start at least 10 minutes ahead of time in case there are problems (5 minutes if you are a participant)a) Test your audio

Select Audio -> Test Audio from the menu bar along the top of the screen Make sure you have the right audio selected, test, and then click OK

b) Test your video: Click on the camera icon to start your video Click on the settings on the right above the video to make sure the correct camera is selected

3. Connect the audio (“Call Using Your Computer”)

4. If at any time during the meeting your computer audio is not working, switch to the WebEx call-in number if you have one, or a backup number From the top menu bar, select Audio -> Audio Connection. . . Select Switch Audio and connect via the backup method established during the meeting

5. If you are using CMR, call the meeting’s video address from the video conferencing system. (The video address can be found in the meeting invite.)

During the Meeting

1. Before the meeting starts, advise attendees to mute their audio. If you notice a lot of background noise in the meeting, mute all participants by selecting “Participant” from menu, and then “Mute All”.*

2. For large meetings, if participants have problems with their computer audio, advise them to switch audio connection to a WebEx audio number (if available) by selecting “Audio” from menu, then “Switch Audio”.

3. For large meetings, designate a moderator to answer questions, acknowledge raised hands, unmute participants, etc.

*You will only be able to mute participants or switch audio with the WebEx audio option.