WebEx Meeting - Web.i-sim
WebEx MeetingTri-C’s Online Meeting ToolTri-C Faculty User GuideFor WebEx’s Modern ViewWebEx is an online meeting solution that can be used to communicate via audio, video, chat,and document/screen sharing. ITS provides WebEx to all faculty, staff and students to createtheir own online meetings, online office hours and synchronous class time.You can use WebEx on a computer, or a smart phone, and tablet using the WebEx Cisco appUpdated 3/31/2020
ContentsWhat Can WebEx do as a synchronous class time platform? .3Support .3Getting Started.4To activate account .4To Access WebEx Home Page and Meeting Center .4Tri-C’s WebEx Meeting Center Interface.6Hosting (Facilitating) a Meeting.7Videos for hosting a meeting: .7To Start a Meeting .7Start Your Video .8Share Content .9Record a Meeting.9Participant Panel .9Chat .9Invite participants: .9Lock Meeting: .9Test or change audio connection: .9Recurring Meetings/Office Hours .10Office Hours .10Synchronous Online Class time .10Share Content .10While Sharing:.11The Chat Area .12Share Multimedia Content in the Multimedia Viewer .13Participants Panel .14Access Attendee Report: To get a documented list of attendees:.15Annotate Shared Content .16Manage Panels .17Locking a Room during Office Hours: .18Access Attendee Report: To get a documented list of attendees:.19as of 03/31/2020P a g e 2 19
What Can WebEx do as a synchronous class timeplatform?For synchronous course meetings WebEx can do the following:1. Video conference, where everyone can see each other and talk together2. Share Content: The Instructor and (if given presenter permissions) students can share theircomputer screen or specific applications like a Word document.3. Annotate: The instructor and (if given permission) students can write on whiteboards andany other application being shared.4. Share Multimedia: Instructors can show videos from the web (YouTube) by using themultimedia player5. Text Chat: Participants can chat in a text chat during the session.6. Record a Session – though it is recommended once recorded to download and upload intoMediasite for access in Blackboard.What it can’t do in our version of WebEx1. Groups – Place students in separate groups2. Take a survey, though other applications can be used while the instructor is screen sharing.3. WebEx cannot be used while in VDI, Tri-C’s virtual desktop.SupportTo become more comfortable with WebEx - You’ve heard “practice, practice, practice,” right?For WebEx, we could say, “play, play, play.” Find colleagues or friends who can join you in alow-stakes virtual meeting. Tri-C WebEx Training Videos: WebEx Training Videoso xtrainingvideosHands on Support: Contact your campus’s Center for Learning Excellence for up-to-dateinformation or a tutorial. Keep an eye on TEC for upcoming WebEx workshops andwebinars.Technical Support: Once you are logged in to WebEx (https://tri-c.webex.com), go to theSupport tab. There you can find User Guides and other Support information. There is alsoHelp information in the ITS Service Catalogo lty-and-staff.htmlFull WebEx Meeting Center Online Guide: WebEx Full Guideo 1e8af2fe3ee8952981eJoining a Meeting: For information on regarding joining a Meeting:o For faculty and staff: WebEx for Tri-C Faculty and Staffo For students: WebEx for Tri-C Students dents.html)as of 03/31/2020P a g e 3 19
Getting StartedTo activate account: Go to https://my.tric.edu Work Tools WebEx. Click “ActivateYour Account”. If your account is alreadyactivated, you will receive a message tellingyou this.It will also remind you that your URL for yourPersonal Room ishttp://tri-c.webex.com/S#,and that you use your network password.To Access WebEx Home Page and Meeting CenterGo to Tri-C’s WebEx page as noted above and select “Log in to WebEx”OrGo tohttps://tri-c.webex.comThis link can also be found by going to my.tri-c.edu and select the Work Tools Tab. Scroll downto the link “WebEx”.Note: WebEx cannot be used while in VDI, Tri-C’s virtual desktop.as of 03/31/2020P a g e 4 19
If you see: Sign in using your s number andpassword using the “Sign in” buttonIf you see something similar to this: Select Log in to log in to your account, and Select the words “Modern View” to move fromthe old Classic View to the Modern View.You should now see something like:This is the Modern View: Here is where you can schedule meetings, review your scheduledmeetings (past, present, and future), view recordings and see user guides.as of 03/31/2020P a g e 5 19
Tri-C’s WebEx Meeting Center InterfacePersonal Room – You have a personal meeting room that is unique to you that you can openanytime without scheduling a meeting. Select “Start a Meeting” to open the room. The link is always the same: https://tri-c.webex.com/meet/[your S number] Select “More ways to join” for meeting number, how to join by video system and how tojoin by phone.Upcoming Meetings: If you have accepted an invitation or if you have scheduled a meetingyour upcoming meetings will be listed here.My Profile: To add an avatar image or revise other profile information, select the down arrowat your name at the right, select My profile Edit My Profile.Left Side Bar: Home: This is the home page Meetings: Scheduling meetings and a list of future meetings that you have eithercreated or have been invited. You can click on the meeting title to get into the meeting Recordings: The recordings for all meetings you hosted and recorded will be listed herewith the link to the recording. It is suggested to download them as mp4s to upload intoMediasite for placement in Blackboard. Preferences: General settings and preferences. Insights: General data collected regarding number of meetings hosted, number ofattendees, etc. Support: Support from WebEx Downloads: Download “Cisco Webex Meetings Desktop App”, this is highlyrecommended for the host of a meeting. Feedback: Feedback option for WebExas of 03/31/2020P a g e 6 19
Hosting (Facilitating) a MeetingWhen hosting a meeting, it is recommended to use a computer and not a smart phone or tabletsince there will be more capabilities for the host.Videos for hosting a meeting: Host a Meeting or Class in WebEx Personal RoomWebex: Create and Share a Meeting LinkWebex: Create and Share a Personal Room Link (Office Hours)To Start a MeetingBe sure to invite participants or include the link to your meeting in your Blackboard course site.Open your Personal Room or a scheduled meeting from the home page.A pop up will appear to set upaudio and video.Audio: As host select “CallUsing” Computer (a headset isadvised for audio).Video: Select Video if you wantyour participants to see you.Note: if your meeting opens in a browser select the More optionsMeeting App to have more functionalities.as of 03/31/2020and download theP a g e 7 19
Hover your cursor at the bottom of the screen for the Meeting Controls:During a meeting, you can stop or start your audio connection at any time.From the meeting control panel, you can select Mute and Unmute to turnyour audio on or off. It is recommended to have participants mute their microphone unlessthey need to talk.Start Your VideoDuring a meeting, you can stop and start your video connection at any time.From the meeting control panel, you can select Switch camera device or stop myvideo and Start my video to turn your video on or off.as of 03/31/2020P a g e 8 19
Share ContentTo share content during a meeting, from the meeting control panel, select the sharecontent icon. Or select the Share tab at the top.For more information see Share Content section below.Record a MeetingThe recording includes the audio, video, and presentation.While in your event, select Recorder and Record to record right away. You and yourparticipants see a red icon at the top right of your window when recording is inprocess.When the meeting ends, you can find your recording on the Recordings tab of your Webexhome page: https://tri-c.webex.com. The recording can take up to 24 hours to be posted. Pleasebe patient. It is recommended to download recording as an .mp4, upload to Mediasite andcreate a Mashup link in Blackboard.Watch the how-to video: Webex: Record Your Session & ShareParticipant PanelThe participant icon will open the Participants Panel. For more information, see theParticipant Panel section of this document.ChatOpen the chat panel. For more information, see the Chat Area section of thisdocument.Invite participants:go to More options in the meeting controls, select Invite and Remind, and followthe prompts. Or you can copy the meeting link and send it to potential participants.Lock Meeting:The meeting can be locked to not allow anyone into the meeting without consent.After the meeting is locked, those wanting to join will be held in a waiting area untilthe host allows them access.Test or change audio connection:Select “Audio Connection” “Change Settings” to test or change audio settings.as of 03/31/2020P a g e 9 19
Recurring Meetings/Office HoursOffice Hours – The Personal Room would work well for online Office Hours. You can add thePersonal Room link to your Blackboard Site, the URL is https://tri-c.webex.com/join/S00000000(your S number at the end)Synchronous Online Class time – A personal room can be used for Synchronous Online Classtime or a meeting can be scheduled for each course. If you set up the meeting with the firstdate of the class and check the “Recurrence” box, it will become a recurring meeting. You canadd the link of the meeting to the courses Blackboard Site.Share ContentUse the Share optionWhen the share icon is selected, an options pop upwill appear with a selection of everything that iscurrently open on your computer. Scrolling mightbe necessary. You can share a specific applicationor your whole screenSelect “Screen” to share your whole screen, makesure there is nothing personal on your screen.Whiteboard: To share a blank work area whereyou can collaborate with other participants using both text and graphics tools, select scrolldown and select “New Whiteboard”.The host can also give participants the ability to share their screen see “Participant Panel”section below.Other share options: Select the Share tab at the top ofthe screen to share: Content: this is the same as: Share Web Browser: your current web browserwill be sharedShare Multimedia: for sharing videos – see“Share Multimedia Content in the MultimediaViewer” below.as of 03/31/2020P a g e 10 19
Share My Meeting Window: participants will see the meeting view as the host sees it.While Sharing:All controls will be at the top of the screen and hidden while in sharing modeTo view controls:Hover over “Your sharing your screen” to seethe full controlsStop Sharing: select to stop the sharing modePause: pausing sharing will freeze the participant view until you resume sharingShare: Here you can change what is being sharedAssign: options include making a participant the sharer pass the keyboard and mouse controls to another Allow participants to annotateMute/unmute: Mute/unmute your own audioVideo: start or stop your webcam videoRecorder: start or stop the meeting recordingParticipants: List of participants and access to participant controlsChat: Open ChatAnnotate: open annotate options, see “Annotate Shared Content”section of this document for more information.More: Additional controls, see image at right:More Optionsas of 03/31/2020P a g e 11 19
The Chat AreaThis area is for text chats between individuals or the entire group. Students can answer aquestion the instructor poses, ask questions, or make comments.Chat area, you may need to scroll to see all comments.2. Send to: You can send a chat message to all participants or to just one.3. Text box: write your message here4. Hit the “Send” button once your message is completed1.Please note: In a Personal Room: The Chat defaults to everyone In a Meeting Room: the Chat defaults to each participant chatting with the host only.The Host would have to let participants know that they need to change to chat with“Everyone” when they want whole class discussions. Individual participants can chat with other individual participants without anyone elseincluding the Host and Presenter seeing it.To change the Chat default settings, go to the “Participant” tab at the top and then “AssignPrivileges”Save chats: You can save a chat by going to File Save Chat. You will be prompted to choosewhere to save the chat file. It will be saved as a .txt file.as of 03/31/2020P a g e 12 19
Share Multimedia Content in the Multimedia ViewerYou can use the Multimedia Viewer panel to share web pages and multimedia content, likeYouTube videos, with attendees.1. Select Share Multimedia.2. Enter the URL for thecontent that youwant to share. Afteryou select OK, thecontent appears inthe MultimediaViewer panel.Note: The audio and the play time for the Multimedia Viewer is separate from your meeting’sfunctions. Participants have these controls. Multimedia audio is played locally through yourbrowser's audio, not through your audio connection to the meeting.To stop sharing, right-click (Windows) or Ctrl-click (Mac) the Multimedia Viewer title bar, andthen choose “Stop Multimedia Sharing”.as of 03/31/2020P a g e 13 19
Participants PanelParticipant List/VideoBest practice suggests that participants are more engaged when they can see the speaker.Turn On webcam by selecting the Video IconBe sure the microphone button is in unmute mode, itwill say “Mute”. You can mute at any time.As individuals join the meeting their names will appear in the participants listParticipant OptionsNote – In an educational session, the instructor should always remain the Host. You can givestudents presenter capabilities so that they can share their computer screens, but always staythe host.Right click on participant to change their roleSelect “Change Role To” Presenter – that participant can sharetheir computer screen or applications that are on their computersAllow to Annotate – gives permission to write on a currentapplicationMute – You can mute individual participants or all participantsExpel – Remove a participant from the meeting.as of 03/31/2020P a g e 14 19
Access Attendee Report: To get a documented list of attendees:To receive a list of attendees for each meeting you host: Go to: https://tri-c.webex.comLogin Select the “Insights” on the left side barThen Select “View More” at the rigth Then select “Usage report”Example report:as of 03/31/2020P a g e 15 19
Annotate Shared ContentIn a share mode, the presenter can annotate on a shared application, i.e. on a whiteboard orany other shared application.Whiteboard: The annotation functions automatically appear when using a shared whiteboard:Annotate over shared applications: Select the Annotation icon in the top control bar, theannotation option bar will appear:Allow annotation by othersArrow pointer: select the icon to change the pointer styleText tool for typingCreate lines, select icon for optionsCreate shapes, select the icon for optionsPen/pencil, select icon for optionsColor: select the icon for color choicesEraserUndoSave annotations as a .jpeg (screenshot)Switch from annotation to mouse pointerTo move a shape, hover over the border of the shape until your cursor changes to the movecursor, and then drag the shape to its new locationTo move a line, pen drawing, or text, hover directly over it until your cursor changes to themove cursor, and then drag the annotation to its new location.as of 03/31/2020P a g e 16 19
Manage PanelsDon’t see a panel you want to use, i.e. Chat, Participants, Multimedia Viewer? Be sure thepanel is turned on:At the top of the screen select:1. View Panels Manage Panels2. Select the panel needed from theleft column3. Select “Add ”4. “OK”as of 03/31/2020P a g e 17 19
Locking a Room during Office Hours:For office hours you can lock your room so that only one person can enter at a time.Select Lock Room to have only one student enter theWebEx meeting at a time No one can enter the room until you unlock it. You see a list of all attendees waiting in thelobby. The list indicates who has logged in andwho has not. You can choose who to allowinto the Personal Room meeting.When a student tries to get in youwill receive an orange notice asshown. You can select Admit tohave them enter the room. You canadmit just one or more than onestudent. The student will also get the following notice:“This room is locked. We have let the host know you are here”If more than one person is waitingyou will receive the following noticewith the number of people waiting:Select the notice and a pop up will show the names, you canselect one participant at a time to enter, but more than oneparticipant can be in your meeting space at any time.Add a check to the participant that you want to have enter andselect Admitas of 03/31/2020P a g e 18 19
Access Attendee Report: To get a documented list of attendees:To view a list of attendees from a meeting you hosted: Go to: https://tri-c.webex.comLogin Select “Insights” on the left side barThen Select “View More” at the right Then select “Usage Report”Example report:--------------------- End of User Guide ---------------------as of 03/31/2020P a g e 19 19
Technical Support: Once you are logged in to WebEx (https://tri-c.webex.com), go to the Support tab. There you can find User Guides and other Support information. There is also . Getting Started To activate account: Go to https://my.tri-c.edu Work Tools WebEx. Click "Activate Your Account". If your account is already
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How to download WebEx Productivity Tools from WebEx Portal Illinois.webex.com illinois2.webex.com State of Illinois WebEx Portal 1. Log in to Illinois.webex.com or illinois2.webex.com 2. Click “Downloads” from the
The Webex Work bundle provides Webex Teams messaging, Webex Meetings (Webex Meetings Center 1000), and Webex Calling (VAR or SP) on a single subscription for an affordable price. The Webex Work . Webex Work bundle is billed on a per-user basis with the ability to commit to a
Supported Cisco Endpoints: Webex Room Series, Webex Board 55 G1.5, Webex Board 70 G1.5, Webex Board 85. Components Used The information in this document is based on these software and hardware versions: Webex Room Navigator - Wall mount version (CS-T10-WM-K9 ). Webex Room Navigator - Table stand version (CS-T10-TS-K9 ). Webex Room Kit Plus.
Some examples of the improved experience using Webex meetings devices together include: Using the Webex Meetings or Teams apps to effortlessly pair with, start or end a meeting, or wirelessly share content on a Webex device (such as Webex Board, Room Kits or DX80). 1 Using your Webex device to dial into a Webex Meetings or Teams
WebEx Meeting Center User Guide for Hosts, Presenters and Participants. on your WebEx site for more details of the Cisco WebEx Meeting Center features. How to access your Net Conference . To access your Net Conference go directly to the URL from your favorites and login . https:// companyname .webex.com . Training Cisco WebEx self paced .
Collaboration Transitions - Meetings: Transitioning from Cisco Meeting Server to Webex 17 Meetings: Transitioning from CMS to Webex Webex Cloud Meetings Call Flow Expressway. Media travels to the VMNs. 1. with a cascade to Webex OR Without VMN, media travels directly from endpoints to Webex via the Expressway-C / Expressway-E. 1. TMS /
1) Download the Cisco WebEx meeting app from iTunes. 2) Tap on Sign In. 3) Enter your account details. Installing and using Cisco WebEx Meeting Center on the iPhone Installing and using Cisco WebEx Meeting Center on the iPhone 4 4) Select your WebEx meeting site. 5) Your meetings will display. Note:
