Webex MeetingsThe essentials

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Your first meetingmade easy

Join the meeting from your calendarinvite by clicking Join WebexMeeting.

To test your meeting environmentfirst, click here.

Join your meeting in three easy steps01. Join Webex Meeting

02. Join Audio

Choose one of the optionsunder Select AudioConnection:

• Call Using Computer is thequickest way to join, if you have agood internet connection andheadset.

• Call Me makes Webex call youon any phone, just enter thephone number.

• I Will Call In is useful if you don’tknow the phone number of thephone you want to use.

• Call My Video System makes iteasy to join the meeting fromvideo conferencing rooms andhardware.

03. Start My Video

1. Select the webcam you want touse.

2. Click the green button.

Note: The text in the green button willchange depending on the audio andvideo option you selected.

Join from a quiet place

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

Use a good headset

The best audio experience isachieved with a good internetconnection and a good qualityheadset.

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

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

Mute yourself

Muting your audio is a good way toprevent unwanted sound from yourenvironment disturbing the meeting.Sounds such as keyboard strokes,breathing and background chat maybe more audible to other participantsthan you realize. Click or tap yourmicrophone icon to mute.

Have one audio source

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

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

Best practice: Audio

Have a clear background

When joining a Webex meeting fromhome or a busy area in the office, tryto keep a clear background behindyou to avoid distractions for othermeeting participants.

Use one webcam

When joining a Webex meeting from ameeting room with a big group (if notall participants are able to join the webpart of the meeting using theirlaptops), ensure the video camera isdirected at the room at large insteadof one person. This will make it easierfor others to follow the discussion.

Give notice when leaving

Let others know if you’re leaving themeeting early to avoid them thinkingyou’ve lost connection. This will alsogive the host a chance to cover anytopics needing your input, before yougo. You can use the Chat feature todiscretely let everyone, or just thehost, know you’re leaving.

Best practice: Video

Tips and tricks

The Call Using Computeroption allows attendees tojoin audio over the internet

1. Make sure your headset isplugged into your computer.

2. Click the Call Using Computeroption.

3. Next to the speaker icon, in thedrop-down list, select yourheadset.

4. Next to the microphone icon, inthe drop-down list, select yourheadset.

5. To test it’s working, click Moreoptions and then Test.

6. When ready, click OK to exittesting.

7. Click Connect Audio and Video.

Tricks when using thecomputer for audio:

If you do not hear any sound,make sure:

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

USB port.• That the correct device is

selected in the list.

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

• The correct device is selected inthe list.

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

Tips for joining audio from your computer

Top tip:To ensure audio qualityfor yourself and others,it is important to use agood quality headset.

What does it mean to bethe host?

The person who schedules themeeting is usually the host. Hostshave access to functionalities thatallow them to manage and moderatethe meeting, for example they canrecord the meeting for others to viewafterwards. They can also mute otherparticipants if there’s unwanted noise.If the host can’t make it to themeeting, they can assign an alternatehost, to assume the host role whenthey are not there.

Never paste the detailsfrom a meeting invitationto another date/time

The meeting details are unique forevery meeting you schedule, except ifyou are using your Personal Room.

Help others participate

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

Get there early

If possible, start your meeting a fewminutes early, especially if you haveinvited clients or other external partiesto your meeting. This will give youtime to ensure you’re connected tothe visual and audio part of themeeting, and are ready to greetattendees as they join.

It will also allow you to prepare anyapplications you wish to share, orupload a presentation.

Guide people who are usingheadsets

When people use Call UsingComputer for audio, there aresometimes issues connecting. Thismight mean that the microphone andheadset have not been configuredcorrectly. You can use the Chat panel,to help attendees.

Turn your video on

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

Show your meeting window

If someone in the meeting isstruggling with any in-meetingoptions, you can share your WebexMeetings window to show themwhere to go and what to select. To dothis click the Share menu and selectMy Meeting Window.

Mute your audiences

To avoid noise disturbances at anytime, you can choose to muteeverybody at once.

Record the meeting

Make sure no one misses theimportant details of your meeting.Record the audio and thepresentation.

Keep people engaged

Keep your session engaging by askingquestions and giving the floor toothers. Share your application to showthe meeting agenda, presentation,actions, etc, and refer to it regularly todrive discussion and boostparticipation. If you have uploadedyour presentation, the screenannotation tools are very useful tokeep everyone on the same page.

Tips and tricks for the host during a meetingTop tips for dealing withpoor connectivity:

1. Switch to a phone connectioneasily when using thecomputer for audio.

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

instead of the screen.

Your Personal Room

Standard Webex meeting

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

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

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

Personal Room

• A permanent meeting link, uniqueto you.

• No need to schedule as you cansimply send people the link.

• Personal Room link neverchanges.

• Personal Rooms must be startedby the host or an alternative hostthey have allocated.

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

Difference between standard Webex meeting andPersonal Room (PR)

Webex with yourvideo devices

Webex with your video devicesWebex Meetings allow attendees to join from video conferencing systems and rooms. It is an additional joining option that must be activated by your company.When activated the option appears as Call My Video System once you’ve opened a Webex meeting.

Tips and tricks for using a video endpoint/room device in a meeting:

Getting more outof Webex

Resourcesto learnmore aboutWebexMeetingsTo learn about more optionsand gain expertise:

1. Access handy step by steptutorials.

2. Attend free training sessions.3. Join the Cisco Collaboration

Community.4. Learn more about your Personal

Room.5. Explore advanced scheduling.6. Create polls within your meetings.7. Learn more about your Desktop

App.

Thank you for reading

Webex Meetings

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