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Webex Quick Start Guide

 

QUICK START GUIDE

 Webex Users

Join and Schedule WebEx Meeting with Cisco Unified MeetingPlace Release 8.5 (WebEx Scheduling)

What do you want to do?

  1. Signing in to WebEx for SLCC
  2. Joining a Meeting
  3. Scheduling a Meeting
  4. Starting a Meeting using WebEx One-Click
  5. Setting Your Preferences

Release 8.5 allows you to join and schedule your meetings using the Cisco WebEx Meeting Center.

Your user profile must be set up for WebEx scheduling in order to schedule meetings through the Meeting Center and WebEx One-Click.

1  Signing in to WebEx and Setting Your Profile PIN

  1. Open a web browser and enter SLCC's WebEx Site URL: slcc.webex.com.
  2. On the WebEx Welcome page, select My WebEx.
  3. Enter your username and password, and then select Log In.
  4. When prompted to set your Profile PIN for your Cicso Unified MeetingPlace Audio Conferencing account:
  • In the New Profile PIN field, enter a numeric PIN.
  • In the Confirm Profile PIN field, re-enter the numeric PIN.

Note: Setting your PIN is only required the first time you log in to WebEx.

  1. Select Submit.

Note: You can update/change your PIN anytime in My WebEX/Preferences/Audio Settings. See Setting your Preferences.

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2  Joining a Meeting

You can join a meeting in any of the following ways:

  • Join a Meeting from an Email Invitation
  • Join a Meeting from WebEx Meeting Center
  • Join a Meeting using WebEx One-Click

Join a Meeting from an Email Invitation

    1. From your email application, open the email containing the meeting invitation.
    2. Select the Meeting URL link to join the meeting.
    3. If prompted, sign in with your profile information.

Note: If you are the meeting host, your meeting will start after you sign in.

  1. If required, enter the meeting password and click Join.
  2. Once you are placed in the web meeting room, you can join the audio portion of the meeting by:
    • the system can call you at the number specified in the Audio Conference window. Then answer your phone and follow the audible prompts.

or

  • by dialing the call-in number on the Meeting Info tab, and following the audible prompts.

Join a Meeting from WebEx Meeting Center

    1. Sign in to your Cisco WebEx Meeting Center.
    2. Select the My WebEx tab to quickly find the meetings that you are hosting and the meetings to which you have been invited.

      Note: The Daily tab is selected by default. To see another view, select the Weekly, Monthly, or All Meetings tab.

    3. Select the desired meeting.

Note: If you are the meeting host, select Start.

  1. If required, enter the meeting password and click Join.
  2. Once you are placed in the web meeting room, you can join the audio portion of the meeting by:
    • having the system call you at the number specified in the Audio Conference window. Then answer your phone and follow the audible prompts.

or

  • by dialing the call-in number on the Meeting Info tab, and following the audible prompts.

Join a Meeting Using WebEx One-Click

Note: WebEx Productivity Tools must be installed on your computer before you can use this feature. See theTips section below.

  1. Right-click the WebEx One-Click icon in your Windows system tray.
  2. Select Join a Meeting.
  3. Select the meeting from the list, or enter the meeting number and select Join.

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3 Scheduling a Meeting

You can schedule a meeting in any of the following ways:

Schedule a Meeting in WebEx Meeting Center

Schedule a Meeting using WebEx One-Click

Schedule a Meeting using Microsoft Outlook

You can also set up an alternate host for your meeting. Learn how in the Tips section.

Scheduling a Meeting in WebEx Meeting Center

Note: Your user profile must be set up for WebEx scheduling in order to schedule meetings through the WebEx Meeting Center.

Schedule an Instant Meeting

  1. Sign in to your WebEx Meeting Center.
  2. Select the Meeting Center tab and from the Navigation Bar, under Host a Meeting, select Schedule a Meeting.
  3. Enter Meeting Topic and Password (optional).
  4. Do not change the Date and Time.
  5. Add your meeting attendees.
  6. Then select Start.

Schedule a Future Meeting

  1. Sign in to your WebEx Meeting Center.
  2. Select the Meeting Center tab and from the Navigation Bar, under Host a Meeting, select Schedule a Meeting.
  3. Enter Meeting Topic and Password (optional).
  4. Set the Date, Time, and Duration.
  5. Add your meeting attendees.
  6. Then select Schedule Meeting.

Note:  To set advanced meeting options or to schedule a Personal Conference meeting, select the Advanced Scheduler link at the top of the page.

Schedule a Meeting Using WebEx One-Click

Note: WebEx Productivity Tools must be installed on your computer before you can use this feature. See the Tips section below.

  1. Right-click the WebEx Productivity Tools icon in your Windows system tray.

WebEx Productivity Tools Icon

  1. Select Schedule a Meeting from the right click menu.  This will open a new Appointment window in Outlook.
  2. In the Appointment window, fill in your meeting details: meeting subject, start date and time, and end date and time.
  3. Select Invite Attendees to add invitees to your meeting.
  4. Select Add WebEx Meeting and enter the meeting information.
  5. Select Send to schedule and send your meeting invitation.

Schedule a Meeting Using Microsoft Outlook

Note: WebEx Productivity Tools must be installed on your computer before you can use this feature. See the Tips section below.

  1. Open your Calendar in Outlook and, on the ribbon, select Schedule Meeting from the WebEx group.
  2. In the Outlook Meeting window's To field, enter the names or emails of attendees.
  3. Fill in your meeting details: meeting subject, start date and time, and end date and time.
  4. On the ribbon, select Add WebEx Meeting and enter the meeting information.
  5. Select Send to schedule and send your meeting invitation.

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Starting a Meeting Using WebEx One-Click

Note: WebEx Productivity Tools must be installed on your computer before you can use this feature. See the Tips section below.

Start an Instant Meeting

  1. Right-click the WebEx Productivity Tools icon in your Windows system tray.

WebEx Productivity Tools Icon

  1. To start an instant meeting, select Start Meeting Now.

Start a Scheduled Meeting

  1. Right-click the WebEx Productivity Tools icon in your Windows system tray.
  2. Select Start a Scheduled Meeting.
  3. Select the meeting and select Start.

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5 Setting Your Preferences and Profile

  1. Sign in to WebEx.
  2. Select the Meeting Center tab and from the navigation bar, select Set Up.
  3. Select the Preferences option.

Preferences

On the Preferences page you can set these preferences:

  • General - Default page for each tab.
  • "Meet Now" Settings - Meeting Information and Audio Settings
  • Audio - Your phone numbers
  • My Personal Room - Your room name and Web Address (URL)
  • Scheduling Templates - A list of the templates you've saved
  • Scheduling Options - Meeting deletion and default meeting type

My Profile

To set your My Profile preferences:

  1. Select the My WebEx tab.
  2. Select My Profile from the navigation bar.

On the My WebEx Profile page you can set up your profile information, such as:

  • Personal contact information
  • Work address
  • Calendar work hours for scheduling

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Tips

What are the WebEx Productivity tools?

The WebEx Productivity tools include:

  • WebEx One-Click
  • Integrations with other programs, such as Microsoft Outlook and other Microsoft Office applications
  • Instant messengers.

With these tools, you can quickly schedule, start, or join online meetings using One-Click and the WebEx integrations.

How do I obtain WebEx Productivity tools?

  1. Sign in to your WebEx Meeting Center
  2. Select the Meeting Center tab and from the Navigation bar, under Support, select Downloads.
  3. In the Productivity Tools section, select your computer’s operating system (Mac or Windows) and click Download.

How do I reset my Profile PIN?

To reset your Profile PIN:

  1. Sign in to WebEx and go the My WebEx tab
  2. In the navigation bar, select Preferences.
  3. Form the list of options, select  Audio Settings.
  4. Scroll down to Cisco Unified MeetingPlace Audio Conferencing and update your PIN.

Note:  To synchronize changes you make to your Cisco WebEx audio settings with your Cisco Unified MeetingPlace profile, select the Synchronize Account Settings Without Changing the Profile PIN.  A confirmation message will indicate a successful sync.

How do I start a meeting recording?

To start a meeting recording:

  • You must be in the web meeting room.
  • Select the Record button to begin recording the meeting.

How do I use video in a meeting?

To use video in a meeting:

  • You must be in the web meeting room.
  • Your computer must have a built-in camera or an attached USB camera.
  • Once in the meeting room, you can select which video device you want to use.
  • Click the video icon next to your name in the Participants list to start your video

How do I set up an alternate host for my meeting?

Note:It’s a good idea to have at least one other participant designated as Host in case you are called away or can’t make the meeting.  You can set up an alternate host for your meeting in WebEx and in Microsoft Outlook. WebEx meetings are started by the host or alternate host.

Set an alternate host in WebEx:

Note: Your WebEx address book (My WebEx tab > My Contacts) must contain contacts.

  1. Once in WebEx, select the Meeting Center tab.
  2. In the navigation pane, under Host a Meeting, select Schedule a Meeting.
  3. In the Schedule a Meeting page, select the Use address book link under the Attendees field.
  4. In the Select Attendees dialog box, select one or more contacts and then select Alternate Host to invite the contact(s) as an alternate host.
  5. Select OK and the alternate host appears in the Attendees list on the Schedule a Meeting page.
  6. Complete your meeting invitation.

In Microsoft Outlook:

  1. Open a new Appointment and use Invite Attendees to add participants.
  2. Then select Add WebEx Meeting.
  3. In the bottom half of the dialog box, select the Resources tab.
  4. In the Alternate host box, select the check box next to one or more names in the list.
  5. Select OK complete your meeting invitation.

How do I give another user permission to schedule a meeting for me?

    • In WebEx Meeting Center, go to My WebEx tab and from the NavigatonPane select Preferences.

or

  • In Microsoft Outlook, from the ribbon, in the WebEx group, select Schedule Meeting then Set Scheduling Permissions.

Either of the above options opens the Preferences page.  

  1. Under Scheduling Options, find the Scheduling Permissions field.
  2. Enter one or more email addresses in the Scheduling permission field.
  3. The entered user(s) will then have permission to schedule a meeting on your behalf.

Note: In Microsoft Outlook, also set up delegates and grant them access to your calendar.

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Where can I find more information and training?

SLCC OIT Support Site

In a browser, go to www.slcc.edu/support.

  • On the home page, in the Search field, you can search for WebEx topics.
  • On the left of the page, under Quick Links, select OIT Training
  • On the right side of the OIT Training page select a topic link under Training manuals and Tutorials.

Cisco WebEx Help and Community Training Center

From WebEx Meeting Center navigation pane:

  1. Select Support > Training.
  2. Select the help.webex.com link that is displayed on the Training page.
  3. In the Help Central page that opens select Cisco WebEx and then Meeting Center from the list of topics.

 

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