CONFIDENTIAL – Contains proprietary information.Not intended for external distribution.CONFIDENTIAL – Contains proprietary information.Not intended for external distribution.

Webex MeetingsInstructions for Remote Users

CONFIDENTIAL – Contains proprietary information.Not intended for external distribution.2 Instructions for Remote Users

Webex Meetings Setup

CONFIDENTIAL – Contains proprietary information.Not intended for external distribution.3

1. Creating your Account:

• Open any web browser (preferably Google Chrome) and go to: https://hcaconnect.webex.com.

• Click ‘Log In’ in the upper right corner.

• As an HCA user, you will be automatically authenticated through single sign on.

Create an Account

Instructions for Remote Users

CONFIDENTIAL – Contains proprietary information.Not intended for external distribution.4

Audio Setup2. Click My Webex > Preferences > Audio Setup.

3. Set default Call-In number > Select United States Toll (Denver) > Add.

4. Enter your Office Phone (if applicable) & Cell Phone > Check the Call Me box.

• Enter an Audio PIN.

Instructions for Remote Users

CONFIDENTIAL – Contains proprietary information.Not intended for external distribution.5

5. Enter your Room Name & Host PIN

• Under Alternate host > Check ”Allow anyone with a host account on this site to be an alternate host…”

• Scroll down & click Save > OK

Enable Personal Room for Video Conferencing

Instructions for Remote Users

CONFIDENTIAL – Contains proprietary information.Not intended for external distribution.6

Install Cisco Webex Productivity Tool6. Window Search > Software Center > Click to Open.

7. In Software Center > Search for Cisco Webex Meetings with Outlook Integration > Click Install

Instructions for Remote Users

CONFIDENTIAL – Contains proprietary information.Not intended for external distribution.CONFIDENTIAL – Contains proprietary information.Not intended for external distribution.

Join a Webex Meeting

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• Outlook Email Invitation• Video Conference Room• Mobile Device• Desktop Application

Join a Webex Meeting by:

Instructions for Remote Users

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Outlook EmailHow to Join from an Outlook email invite:

Open the meeting invite from your Outlook Inbox.

1. Click the green ‘Join via Webex’ button.

2. Webex directly launches the audio/video selection screen > Click ‘Join Meeting’

3. After joining the meeting, Webex will automatically call the number you setup during Audio Setup.

4. If Webex doesn’t automatically call you > Click the phone icon to open the ‘Audio Connection’ window.

5. We recommend ‘Call Using Computer’ or ‘Call Me’ as these are the quickest options – no dialing required.

Instructions for Remote Users

CONFIDENTIAL – Contains proprietary information.Not intended for external distribution.10

How to Join a Video Conference Room:

1. If the meeting room was added to your invite, Click on the green ‘Join Now’ button.

» Click # to be connected to audio/video.

2. If the green ‘Join Now’ button does not appear, open the existing meeting invitation and look for ‘Join from a video system or application.’

3. Dial the meeting number ending in ‘@hcaconnect.webex.com.’

» When prompted for a code press #.

4. Join from your PC if you are the Host and want to control the Webex.

» Do not connect to audio.

Video Conference Room

Press to Watch Video

Instructions for Remote Users

CONFIDENTIAL – Contains proprietary information.Not intended for external distribution.11

How to Join from a Mobile Device:

1. Download and install ‘Cisco Webex Meetings’ from the Apple App Store or Google Play Store.

2. Click Sign In

3. Enter your HCA email

4. If prompted enter or select site URL: hcameeting.webex.com > Click Next

5. Click the green ‘Join’ button next to the meeting title.

Mobile Application

Instructions for Remote Users

CONFIDENTIAL – Contains proprietary information.Not intended for external distribution.12 Instructions for Remote Users

Desktop ApplicationCisco Webex Meetings:

1. Open Cisco Webex Meetings from your desktop.

2. Enter your HCA email > Click ‘Next’ to sign in.

3. Click the green ‘Join’ button next the meeting title to enter a meeting.

4. Cisco Webex Meetings will also send you desktop reminders:» Reminders to join a meeting that is already started.» Reminders with a join Meeting ‘count down’ that allows you to see when the meeting will open.

CONFIDENTIAL – Contains proprietary information.Not intended for external distribution.CONFIDENTIAL – Contains proprietary information.Not intended for external distribution.

Schedule a Webex Meeting

CONFIDENTIAL – Contains proprietary information.Not intended for external distribution.14

Outlook Webex Meeting SetupScheduling a Meeting in Outlook Setup:

First you need to link your Webex Tools in Outlook to your Webex Host Account.

1. Start by opening Outlook > Find the ‘Webex Productivity Tools’ in the Home ribbon.2. Click the dropdown arrow beside the ‘Schedule Meeting’ icon > Choose ‘Preferences.’ 3. Go to the ‘Account’ tab and click ‘Change’ > Click ‘Next’ 4. Choose the account you want to associate in Outlook (hcameeting.webex.com) > Click ‘Next’5. Verify Webex Settings

» HCA Meeting Template: (MC: Webex Meetings Default)» Meeting Type: (Webex Meetings Pro 1000)» Entry and Exit Tone: (Beep)

Instructions for Remote Users

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How to Schedule a Webex Meeting in Outlook:1. Start by creating or opening a meeting invite in Outlook2. Select a meeting type from the Appointment Ribbon:

Schedule Webex Meeting» For a specific start & end time/date.» To limit participants to only invited attendees. » Access codes change for each meeting.

Schedule Personal Room Meeting» For quick ad-hoc meetings or reoccurring meetings.» To have a permanent link/access code that does not change. » Enjoy your very own online conference space.

Schedule Personal Conference Meeting» For audio-only conference calls. » Allows the use of the keypad for host functions.» Phone number and access code remains the same.

3. Add meeting participants > Click Send

Scheduling a Webex Meeting from Outlook

Instructions for Remote Users

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Scheduling a Video Conference

Press to Watch Video How to Schedule a Video Conferencing Meeting:

1. Make sure you have an HCA Connect host account in Webex.

2. Open calendar in Outlook > Right click to add a ‘New Appointment.’

» Add attendees

3. Add a ‘Video Enabled Conference Room.’» All video conference rooms will have ‘VC’ at the

end of their names in Outlook

4. Click the ‘Add Webex Meeting.’» Double check you audio settings

5. Send the invite.

Instructions for Remote Users

CONFIDENTIAL – Contains proprietary information.Not intended for external distribution.

Resources and Support

Call IT Service Desk• For questions or assistance please contact IT Service Desk 303-584-2232, or submit a ticket here.

Atlas Connect – Digital Collaboration • Check out more information on Webex Meetings here > Virtual Meetings

Education and Training• Webex Meetings FAQs• Webex Cheat Sheet• Tips for Better Connectivity