Cisco WebEx User Guide

Learning Technologies, Training, Audiovisual and Outreach

University Information Technology Services

Copyright © 2017 KSU Division of University Information Technology Services This document may be downloaded, printed, or copied for educational use without further permission of the University Information Technology Services Division (UITS), provided the content is not modified and this statement is not removed. Any use not stated above requires the written consent of the UITS Division. The distribution of a copy of this document via the Internet or other electronic medium without the written permission of the KSU - UITS Division is expressly prohibited. Published by Kennesaw State University – UITS 2017 The publisher makes no warranties as to the accuracy of the material contained in this document and therefore is not responsible for any damages or liabilities incurred from UITS use.

University Information Technology Services Cisco WebEx User Guide

Table of Contents Introduction ................................................................................................................................................ 6

Learning Objectives ..................................................................................................................................... 6

Accessing WebEx ..................................................................................................................................... 7

Opening a Resource Account Mailbox .................................................................................................... 7

Activating the WebEx Account ............................................................................................................... 8

Scheduling a Meeting................................................................................................................................ 10

Quick Scheduler .................................................................................................................................... 10

Advanced Scheduler ............................................................................................................................. 12

Start a Meeting ......................................................................................................................................... 18

Start a Scheduled Meeting .................................................................................................................... 18

Join a Meeting ........................................................................................................................................... 19

From an Email ....................................................................................................................................... 19

From a WebEx Site ................................................................................................................................ 19

Connect to the Audio Service ................................................................................................................... 20

Call In Using Computer ......................................................................................................................... 20

Call In Using Telephone......................................................................................................................... 21

The Meeting Window Layout................................................................................................................ 21

The Participants Panel .............................................................................................................................. 22

Share Content ........................................................................................................................................... 23

The Whiteboard ........................................................................................................................................ 23

Using Video ............................................................................................................................................... 25

Recording .................................................................................................................................................. 26

Recording Your Meeting ....................................................................................................................... 26

Viewing a Recording ............................................................................................................................. 27

Emailing a Recording ............................................................................................................................. 27

End a Meeting ........................................................................................................................................... 29

Additional Help ......................................................................................................................................... 30

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Introduction This booklet is the companion document to the Cisco WebEx workshop. The booklet will show users how to use WebEx.

Learning Objectives After completing the instructions in this booklet, you will be able to:

• Log in to WebEx • Schedule meetings in advance and create ad-hoc meetings. • Navigate the WebEx interface. • Record and share your meetings.

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Accessing WebEx Before accessing WebEx, you must have permission to open the resource account associated with the WebEx email address provided by UITS. This will allow you to create your new password to use WebEx. Opening a Resource Account Mailbox

1. In the Outlook Web Access, click your name to access My Accounts.

Figure 1 - Accessing My accounts

2. My accounts will appear. Click Open another mailbox.

Figure 2 - Open another mailbox

3. Begin to type the email address of the resource account. (See Figure 3) 4. Select the appropriate resource account from the dropdown list. (See Figure 3).

Figure 3 - Selecting the Resource Account

5. Click Open

Figure 4 - Click Open

6. You will be taken to the Resource Account mailbox.

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Activating the WebEx Account 1. In your web browser navigate to https://ksu.webex.com 2. Click Sign In in the top-right corner of the window.

Figure 5 - Sign In

3. The WebEx sign in page loads (See Figure 6). a. Enter the email address provided by UITS (See Figure 6). b. Click Next (See Figure 6).

Figure 6 - Enter Email Address

4. Click Can’t access your account?

Figure 7 – Can’t access your account link

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5. Enter the text in the image (See Figure 8). 6. Click Submit (See Figure 8).

Figure 8 - Enter the text in the image

7. The instructions to set up the password will be sent to the WebEx resource account. 8. The WebEx resource account will receive an email from support@ciscospark.com. Open it, then

click Reset Password.

Figure 9 - Reset Password

9. Enter a password in the New password and Confirm new password fields and click Save & Sign In (See Figure 10).

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Figure 10 - Save & Sign In

10. You have now successfully activated your WebEx account. Use these credentials to log into WebEx.

Scheduling a Meeting You can schedule a WebEx meeting using either the Quick Scheduler or the Advanced Scheduler, both of which are available after you log in to your WebEx site. The Quick Scheduler creates a meeting on short notice, while the Advanced Scheduler has additional options such as a meeting password, meeting recurrence and so on. Quick Scheduler Using the Quick Scheduler, you can create either an ad hoc meeting or a future meeting. The following directions demonstrate how to set up a meeting using the Quick Scheduler.

1. Log in to WebEx at https://ksu.webex.com 2. When you first log in, the Meeting Center tab is hidden. To access it, click the unhide menu

arrow at the top of the page.

Figure 11 – Unhide Menu Toolbar

3. Click the Meeting Center tab in the left-hand column to enter the Meeting Center. a. From the Meeting Center tab, click Host a Meeting, then click Schedule a Meeting. (See

Figure 12).

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Figure 12 - Schedule a Meeting

4. From the Schedule a Meeting page, you can set meeting options. These options are detailed in the figure below (See Figure 13).

a. Meeting Topic – enter a title for your meeting (See Figure 13). b. Password – Set a password for your meeting. Optional (See Figure 13). c. Date & Time – This can either be for the current time or a future date and time (See

Figure 13). d. Duration – Estimated duration of the meeting (See Figure 13).

Note: The meeting will NOT automatically end if you go past the expected duration (See Figure 13).

e. Attendees – Enter attendee email addresses separated by a comma (,) or semicolon (;) (See Figure 13).

f. Audio Conference – Make sure this is set to WebEx Audio (See Figure 13). g. Click Start to begin an Ad-Hoc meeting. If this is a future meeting, the button will

automatically change to Schedule Meeting (See Figure 13).

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Figure 13 - Schedule a Meeting

Advanced Scheduler

1. Log in to WebEx at https://ksu.webex.com 2. When you first log in, the Meeting Center tab is hidden. To access it, click the unhide menu

arrow at the top of the page.

Figure 14 – Unhide Menu Toolbar

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3. Click the Meeting Center tab in the left-hand column to enter the Meeting Center. a. From the Meeting Center tab, click Host a Meeting, then click Schedule a Meeting. (See

Figure 15).

Figure 15 - Schedule a Meeting

4. Click Advanced Scheduler.

Figure 16 - Advanced Scheduler

5. The Required Information page loads (see Figure 17). a. Set Meeting Type to Meeting Center Pro 200 (see Figure 17). b. Meeting Topic – Enter a title for your meeting (see Figure 17). c. Meeting Password – Set a password for your meeting (optional) (see Figure 17).

6. Click Next to proceed (See Figure 17).

Figure 17 - Required Information

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7. From the Date & Time page, you can configure calendar settings for your meeting (See Figure 18).

a. Meeting Date – Sets the date of a meeting or the start date for recurring meetings (See Figure 18).

b. Meeting Time – Set the meeting start time (See Figure 18). Note: When setting a Meeting Time in the future, you can allow attendees to join 0-15 minutes before the start time (See Figure 18).

c. Meeting Duration – Set the length of the meeting (See Figure 18). d. Email Reminder – Schedule a reminder to be emailed to attendees. (See Figure 18). e. Recurrence – Meetings can recur daily, weekly, monthly, yearly (See Figure 18).

8. Click Next to proceed to the Audio Conference Settings page (See Figure 18).

Figure 18 - Date and Time Settings

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9. From this page, you can configure Audio Conference Settings for your meeting. a. Select Conference Type – set to WebEx Audio (See Figure 19). b. Entry and Exit Tone – Can bet set to beep, announce name, or no tone (See Figure 19).

10. Click Next (See Figure 19).

Figure 19 - Audio Conference Settings

11. The Invite Attendees page loads. a. Attendees – Enter attendee email addresses separated by comma (,) or semicolon (;)

(See Figure 20). b. Security – If a password is set, you can opt to not include the password in the invitation

email (See Figure 20). c. Click Next (See Figure 20).

Figure 20 - Invite Attendees

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12. The Registration Page loads. If you have provided a password for the meeting, you can require that attendees register in advance. Click Next.

Note: If you wish to do so, check require attendee registration.

Figure 21- The Registration Page

13. The Agenda & Customizable Welcome page loads (See Figure 22). a. Agenda – You may provide a text agenda for the meeting (See Figure 22). b. Upload Presentation - WebEx allows you to load a PowerPoint or PDF presentation at

the start of the meeting. To do this, click the Browse button and navigate to your presentation (See Figure 22).

c. Click Next (See Figure 22).

Figure 22 - Agenda and Customizable Welcome

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14. The Participant Options page loads. Select the options you want your Participants (those conducting the meeting) to be able to use, then click Next.

Figure 23 - Participant Options

15. The Attendee Options page loads. Select the options you want your Attendees (those attending the meeting) to be able to use, then click Next.

Figure 24 - Attendee Options Page

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16. The Review page loads. An overview of all of the previously selected options will appear. Once you have checked over the review, click Schedule Meeting.

Figure 25 – Review Page

Start a Meeting Start a Scheduled Meeting

1. Log in to WebEx at https://ksu.webex.com 2. Click My WebEx on the navigation bar. (See Figure 26) 3. Click My Meetings in the left-hand column. (See Figure 26)

Figure 26 - My Meetings

4. Locate the meeting you wish to launch, and click Start (See Figure 27).

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Figure 27 - Start Meeting

5. The WebEx application will launch.

Join a Meeting From an Email

1. Open your invitation message and click the link to Join the Meeting.

Figure 28 - Join Meeting

2. Once the meeting information page launches, enter your Name, Email Address, and Password, if necessary.

3. Click Join Now.

From a WebEx Site 1. Navigate to https://ksu.webex.com 2. Enter the meeting number in the middle of the screen, then click Join (See Figure 29).

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Figure 29 - Enter Meeting Number

3. Once the meeting information page launches, enter your Name, Email Address, and Password, if necessary.

4. Click Join Now.

Connect to the Audio Service UITS recommends using your computer’s microphone and speaker to participate in WebEx calls. Using a telephone to dial-in, including the university’s VoIP phone, may result in long distance or other charges for your department or college. Call In Using Computer

1. Once the WebEx Application launches, the Audio Service box will appear. 2. To use your computer’s default microphone and speakers click Call Using Computers (See

Figure 31Error! Reference source not found.). a. You may change audio devices by clicking the settings gear (See Figure 31Error!

Reference source not found.).

Figure 30 – Call Using Computer

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Call In Using Telephone 1. Once the WebEx Application launches, the Audio Service box will appear (See Figure 31). 2. To dial in using a telephone, click the I Will Call In button. (See Figure 31)

Figure 31 - I Will Call In

3. The Call-In phone number and Access Code will appear. Dial the telephone number using your phone, and enter the Access Code and Attendee ID when prompted. (See Figure 32)

Note: If you do not have an Attendee ID, press the ‘#’ sign.

Figure 32 - Call In Information

Quick Access to the Audio Service To quickly grant a participant access to a meeting with audio only, a host can send a string code text message to the participant’s cell phone. Note: Depending on your carrier, standard text messaging rates may apply.

1. Send a text message in this format: a. “Dial-in number no dashes” + “,,,” + “Meeting Number ID” + “#” b. Example: 12404540879,,,730353266#

The Meeting Window Layout The following section walks through the Meeting Window layout.

a. Windows – Displays available windows including Whiteboards, Presentations, and Meeting Info. (See Figure 33).

b. Content Viewer – Displays presentations, documents, video files, and whiteboards (See Figure 33).

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c. Panels – Provides areas for chat, polling, Q&A, names of participants, and the recorder (See Figure 33).

Figure 33 - WebEx Meeting Window

The Participants Panel From the Participants Panel, you can toggle video and audio settings. The figure below demonstrates how to access these options.

1. Settings Gear – set video options from your computer (See Figure 34). 2. Video Content – view participant video feeds (See Figure 34). 3. Lock Focus – limit webcam feed to the active speaker or a specific participant (See Figure 34). 4. Start/Stop Sending Video (See Figure 34). 5. Mute/Unmute Audio (See Figure 34).

Figure 34: The Participants Panel

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Share Content 1. From the Menu Bar at the top of the meeting window, click Share (See Figure 35).

a. My Screen – Your computer’s screen. All open applications and icons on your screen are visible to participants and attendees (See Figure 35).

b. File – A file on your computer in the content viewer. Use this option to share a presentation, such as a PowerPoint file or PDF (See Figure 35).

c. Application – An application on your computer. Meeting attendees can view the application even if not installed on their computer (See Figure 35).

d. Whiteboard – A whiteboard and annotation tools. You must grant annotation privileges to other participants to give access to the tools (See Figure 35).

e. Web Browser – A website that you can navigate while attendees watch you. f. Multimedia – Multimedia that resides at a web address or URL. Use this option to share

a video file from YouTube (See Figure 35). g. My Meeting Window – Your host view of the entire meeting window (See Figure 35).

Note: Close any private chat conversations before sharing your meeting window.

Figure 35 - Content Sharing Menu

The Whiteboard The Whiteboard in WebEx serves a similar purpose to a whiteboard in a classroom. It provides a blank space for presenters and users to interact with during a presentation

1. To access the Whiteboard, navigate to the windows bar. (See Figure 36). 2. Annotation tools allow you to add content such as text, shapes and so on to the

whiteboard. To use an annotation tool, click it once. Click it again to turn the tool off. Available annotation tools are described below.

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a. Whiteboard Content – users can interact with and view content here (See Figure 36). b. Allow Annotation – allow participants to interact with whiteboard (See Figure 36). c. Pointer - Use the pointer to draw attention to specific points on the screen. Color is

assigned when joining a session. Click, then select Name Pointer or Laser Pointer. Name pointer appears when you click the left mouse button. (See Figure 36).

d. Text Tool - Use the text tool to add text. After typing, click to display the text to participants. Change the color by selecting from the color palette (See Figure 36).

e. Line - Use the line tool to draw straight lines. Change the color by selecting from the color palette. Click, then select a line type. Drag your mouse to draw (See Figure 36).

f. Shape - Use the shape tool to draw squares, rectangles, ovals or circles, and to add check or X marks. Change the color by selecting from the color palette. Click, then select a shape or mark type (See Figure 36).

g. Pen - Use the pen tool to draw freehand. Change the color by selecting from the color palette. Click, then select Pen or Pencil (See Figure 36).

h. Color Palette - Click to open the color palette, then select a color for the text, line, shape or pen tools. The selected color is used the next time you select the tool (See Figure 36).

i. Eraser - Click to select the tool, then click on the annotation you want to erase. Or, click and select an option to clear pointers or annotations (See Figure 36).

j. Save – download whiteboard (See Figure 36).

Figure 36 – Whiteboard Annotation Tools

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Using Video Participants can share and view video during a meeting.

1. Click the camera icon next to your name in the Participants Panel.

Figure 37 – Activate Webcam

2. WebEx will begin using your computer’s default webcam. 3. To change your video settings, click the gear icon above your video preview.

Figure 38 – Access Video Settings

4. The Video Options window appears. From this window, you can toggle between cameras.

Figure 39 - Video Options Window

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5. To turn video off, click the camera icon next to your name in the Participants Panel again.

Recording Note: WebEx recordings will be available for 30 days and only available to meeting hosts.

Recording Your Meeting 1. Start your meeting. 2. From the Quick Start window, click Record.

Figure 40 - Record Button

3. The Recorder Panel opens and recording begins.

Figure 41 - Recorder Panel

4. Click pause to briefly pause a recording, then click again to restart.

Figure 42 - Pause Button

5. Click Stop to stop a recording completely (See Figure 43). Note: A new recording is created each time you stop a recording and start again.

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Figure 43 - Stop Button

Viewing a Recording 1. Log in to https://ksu.webex.com 2. In the left-hand column, select Host a Meeting (See Figure 44). 3. Select My Recorded Meetings (See Figure 44).

Figure 44 - My Recorded Meetings

4. Click the play icon to preview the recording.

Figure 45 - Play Recording

Emailing a Recording 1. Log in to https://ksu.webex.com 2. In the left-hand column, select Host a Meeting (See Figure 46). 3. Select My Recorded Meetings (See Figure 46).

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Figure 46 - My Recorded Meetings

4. Click the mail icon next to your recording.

Figure 47 - Email Recording

5. The Share My Recording Window appears. A. Enter email addresses of recipients separated by comma (,) or semicolon (;) (See Figure

48). B. Enter a message for the recipients (See Figure 48). C. Click Send (See Figure 48).

Figure 48 - Share My Recording Window

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End a Meeting 1. From the WebEx Meeting Center window, click File (See Figure 49). 2. Select End Meeting (See Figure 49).

Figure 49 - End Meeting

3. This will end the meeting for all participants.

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Additional Help For additional support, please contact the KSU Service Desk: KSU Service Desk for Faculty & Staff

• Phone: 470-578-6999 • Email: service@kennesaw.edu • Website: http://uits.kennesaw.edu