Staff User Guide For WebEX - Uwsunion .uk

WebEx Meeting Room –Student User Guide

ContentsWhat is WebEx? . 1Activate your account and set up WebEx . 1To use WebEx. 2Your Personal Room. 3Share File/Screen/Application . 3Invite & Remind . 4Participants, Chat and Notes panels . 4Whiteboard . 5Shared File. 5Full Screen Mode . 6Permissions . 6To Schedule a Meeting. 7To exit WebEx . 8Close tabs . 8Leave Room. 8

WebEx Meeting Room – Student User GuideWhat is WebEx?The ability to create virtual meeting rooms is a feature of conferencing and collaboration serviceslike Cisco WebEx.A virtual meeting room can be reached through a Web browser or software application hosted on aservice provider's server. When the meeting organiser (Host) and attendees (Participants) log in tothe meeting, they all enter the same unique identifier to ensure they connect. While many virtualmeeting room services are focused on video collaboration, they can also be used for audio-onlyteleconference meetings.Many virtual meeting room service providers give the Host and Participants a variety of tools tofacilitate collaboration, including instant messaging, application sharing, recording, screen sharingand document sharing capabilities.WebEx is the University’s new desktop video conferencing suite and has the ability to connect staff,students and external contacts within a video meeting – it also has the ability to share desktops andapplications so that collaborative working can be achieved anywhere.WebEx uses audio and video so participants may find it useful to have additional equipment such asa headset with microphone, PC speakers, a webcam or a laptop with built-in microphone andspeakers.WebEx can be used on mobile devices via the Cisco WebEx Meetings app which is free to downloadfrom your mobile device’s app store.Activate your account and set up WebEx1. go to https://uws-students.webex.comand click Log In at the right side of thescreen2. you will be asked to log in – enter yourBanner ID as your Username and yourUWS network password as yourPassword then click Log inIT Training, November 2016Page 1

WebEx Meeting Room – Student User GuideTo use WebEx1. To access WebEx at any time, go to https://uws-students.webex.comClick Log in to startyour own meetingYou can enter a meetingnumber to join if someonehas sent you an invite2. Log in and select the My WebEx tab3. Select Enter RoomWhen your WebEx room opens, the first thing you must do is Connect to Audio(By the way, you can select Preferences from the options on the left then select My Personal Roomto change the name of your WebEx room)IT Training, November 2016Page 2

WebEx Meeting Room – Student User GuideYour Personal RoomThis is your Personal Room – youcan start meetings from here1 New Whiteboard adds aWhiteboard tab for addingnotes and annotations23Lock Room prevents uninvitedpeople from joining the meetingLeave Room ends the meetingif you are the meeting Host4Invite & Remind allowsyou to send invites andreminders to inviteesConnect to Audio must beselected to enable audio forthe Host and participantsShare File/Screen/Applicationallows you to share your desktopor specific files with participantsConnect to Audio lets you to test your speakers and microphone –select Audio – Computer Audio Settings on the menu bar to viewor edit these options at any time1. Participants, Chat and Notes options are at the top right –these toggle on and off the panels at the right of the screen2. Your Meeting number is displayed at the top left – thisnumber is always the same for your WebEx room3. As Host, you can Record meetings –click Record, select a Save location,enter a file name and click Save toopen the Recorder Panel4. If you have a webcam, select Startmy Video to send your video toother participantsShare File/Screen/ApplicationSelect More Options below the Share button to select what youwant to share with participants – you can :1. share your screen (make sure you don’t have anything openthat you don’t want other people to see eg emails)1232. select a file from your computer – the selected file opens in anew tab within the WebEx window3. select from a list of open applications – this opens theapplication in Full Screen modeIT Training, November 2016Page 3

WebEx Meeting Room – Student User GuideInvite & Remind131. select Invite & Remind to send email invites to join younow in your WebEx room – enter full email addressesseparated by commas or semicolons in the Invitees:section of the window and click Send2. select Invite with your local email to send invites orreminders through an email application (note that youmust have an email application installed and set up onthe machine you are using)3. select IM to send an invite via Cisco Jabber (note thatyou need to be logged in to Jabber to use this option)4. select Remind to send a reminder email to invitedparticipants42Participants, Chat and Notes panelsParticipants, Chat and Notes panels can be toggled onand off at the top right of the screenIf the panel has a right arrow beside it (like Participantsin the screenshot on the left), it has been minimised –click the arrow to expand itSome panels will minimise automatically when otherpanels are opened depending on the size of your screenPanels can be resized – move your cursor to the top ofthe panel – when the double line with an arrow appears,click and hold to resizeChat messages can be sent to Everyone or only toparticipants selected from the Send to: drop down listAny Notes that you enter are visible only on your ownscreen and can be saved as a text file – the Save buttonbecomes visible when you start adding NotesIn the Participants panel, you will see :1. the active participant’s video (or an icon if they arenot using a webcam, like in this example)2. a mini view of your own webcam3. your own name always appears at the top of the list4. other participants are listed under your name12When the icon beside the participant’s name (circled) hasblue semicircles beside it, they are connected to audiocorrectly and you can start your meetingIT Training, November 201634Page 4

WebEx Meeting Room – Student User GuideWhiteboardselect New Whiteboard toopen a Whiteboard tabAnnotations and Thumbnail view aretoggled on and off at the top leftZoom and Full Screen optionsare at the top rightAnnotation options are:Allow annotation – select a participant and allow them to annotate (onlyavailable to the Host)Arrow pointer – select arrow or laser pointer (only available to the Host)Text toolLine – select straight line, arrowhead or double arrowheadShape – select square, oval, tick mark or cross markPen tool – select pen tool (thick line) or pencil tool (thin line)ColourEraser – erase annotations or pointersSave (only available to the Host) the Annotation tools are very basic – have a play withthem to get used to them Participants do not see the Record option Chat is highlighted in orange if someone sends you amessage and you don’t have Chat open (shown right) Participants can raise a hand (circled) to ask a questionShared FileAnnotations can be addedShare File opens the selectedfile in a new tabPanels on the right of the screencan be minimised and expandedby clicking the arrow at the leftIT Training, November 2016Page 5

WebEx Meeting Room – Student User GuideFull Screen ModeSharing toolbar options can change depending on what you went into FullScreen mode from, but generally options are:Stop Sharing – exit Full Screen mode and return to the WebEx windowPause – pause the screen that is being sharedShare – select another file or application to shareAssign – give permissions to another Participant eg make them the Presenter orlet them annotateAudio, Mute Me – change your audio optionsLock – lock your WebEx room; if your room is already locked, this will say UnlockParticipants, Chat – open a Participants, Chat window on the screen so that youcan check if any participants have raised their hand or sent you a chat messageAnnotate – display the annotation toolsNotes – open your Notes in a window on the screenWhen you go into Full Screen mode, you no longer see your WebEx window – note that Participantswill still see the panels at the right of their screen and the application you are sharing will bedisplayed on the left side of their WebEx windowPermissionsThe meeting Host can right-click on a Participantname and :Change Role To – Presenter (to allow them todisplay information) or Host (to give them controlof the meeting)Allow to Annotate – to allow them to addannotations to a whiteboard or shared fileAssign Privileges – to all participantsMute, Unmute – mute or unmute one or allparticipantsChat – send a chat message only to the selectedparticipantExpel – remove the participant from the meetingIT Training, November 2016Page 6

WebEx Meeting Room – Student User GuideTo Schedule a Meeting Log in to WebEx if required Select the Meeting Center tab Select Schedule a MeetingThe Advanced Scheduler gives you accessto more options for your meeting, such asRegistration and adding an AgendaIf you record any meetings, you will find themunder the My Recorded Meetings optionMeeting topic ismandatoryPassword isoptionalSelect a Date,Time andDurationEnter Attendeesemail addressesseparated bycommas orsemicolonsSelect ScheduleMeeting to sendout email invitesSelect the My Meetings option on the left to view your upcoming meetings – you can view meetingsyou are hosting, and meetings that you have been invited toIT Training, November 2016Page 7

WebEx Meeting Room – Student User GuideTo exit WebExWhen you are finished :Close tabsThe Host can close individual tabs at any timeduring or at the end of a meetingA message states that this removes the tabcontent from all participants’ viewers – clickYes to continueNote that tabs do not need to be closed individually at the end of the meeting – they will be closedautomatically when the host closes the meetingLeave RoomParticipants can return to the Quick Start tab and select Leave Room to leave the meeting at anytimeWhen the Host selects Leave Room, themeeting ends for all participants – amessage displays to confirm this, alongwith an option to Save meeting filesNote that when the meeting closes, youwill be taken to the UWS WebEx homepage and will still be logged in to WebEx– close the browser to log outNote – it is good practice to be the last person to leave the meeting if you are Host – this givesParticipants a chance to save their Notes before they select Leave Room; if the host leavesthe room, the meeting ends for all participants and any unsaved Notes are lost!IT Training, November 2016Page 8

WebEx Meeting Room – Student User Guide IT Training, November 2016 Page 1 What is WebEx? The ability to create virtual meeting rooms is a feature of conferencing and collaboration services like Cisco WebEx. A virtual meeting room can be reached through a Web browser or software application hosted on a service provider's server.