Scheduling Best Buy WebEx Conferencing Meetings for Another Person

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1 Scheduling Best Buy WebEx Conferencing Meetings for Another Person This job aid provides detailed instructions for scheduling Best Buy WebEx Conferencing Meetings on behalf of other people using Outlook WebEx Productivity Tools. The key to scheduling meetings for other people is to ensure that you and other people for whom you schedule meetings have host accounts on the Best Buy WebEx Conferencing System ( Once a person has granted scheduling and delegate permissions to you, there are two methods you can use to schedule meetings for them: 1) Scheduling Meetings Using Alternate Hosts This allows you to schedule a meeting, and select one or more Alternate Hosts for the meeting. Designating Alternate Hosts for the meeting allows someone other than you to start the meeting. Note that each Alternate Host that you select must have an account on the Best Buy WebEx Conferencing system to start the meeting. 2) Scheduling Meetings Using Outlook Delegate Access This allows you to schedule a meeting on another person's Outlook calendar so they can start the meeting from their calendar item and host the WebEx session.

2 Scheduling Meetings Using Alternate Host Using WebEx Productivity Tools in Outlook, you can select one ore more Alternate Hosts for a meeting that you schedule for yourself or for another person. This allows any alternate host to start the meeting from WebEx at the scheduled start time. Requirements for Scheduling Meetings Using Alternate Host The person you are scheduling meetings for must have an account on the Best Buy WebEx Conferencing system. How to Schedule Meetings Using Alternate Host Use the following steps to assign Alternate Hosts to a meeting using WebEx Productivity Tools in Outlook: 1. Open a new Calendar item 2. Click the Invite Attendees tab and enter your invitees' addresses, or select people from your company's Exchange list. 3. Type the Subject of your meeting. 4. Choose the Date and Time of your meeting 5. (Optional) Enter a Location and/or message to your invitees 6. Click Add WebEx Meeting

3 7. When the Webex Setting dialog box appears, setup the meeting: a) Select the Meeting Template from the drop-down list b) Click Select Tracking Code to enter the host's Tracking Code c) Make sure recommended meeting settings are enabled Attendees can join X minutes before start time Attendees can also join the teleconference before start time

4 8. Click the Resources tab, and a list of your invitees appears. 9. Check the box to enable that person as an Alternate Host for the meeting. NOTES: You can select more than one alternate host for a meeting Alternate Hosts must have accounts on the Best Buy Conferencing system. 10. Click OK.

5 11. Click Send to schedule the meeting. The meeting invite will be sent from you, as the meeting scheduler. However, since one or more alternate hosts have been designated for your meeting, you do not have to be in the meeting to start it. Scheduling Meetings Using Outlook Delegate Access Requirements for Scheduling with Outlook Delegate Access Today if you are using Outlook Delegate Access to schedule meetings for other people, then you can turn those meetings into Best Buy WebEx Conferencing meetings as well. To schedule the meetings on Best Buy WebEx Conferencing, the other person must give you permissions to schedule their WebEx meetings for them. Granting Scheduling Permissions on WebEx A meeting host must do the following to allow you to schedule meetings on their behalf on Best Buy WebEx Conferencing: 1. Login with their account on bby.webex.com, then click My WebEx -> My Profile

6 2. Scroll to the Session Options section of the web page, and click Select From Host List.

7 3. Meeting host must select your name from the list, click Add>, then click OK. Scheduling a Meeting Using Outlook Delegate Access To schedule a Best Buy WebEx Conferencing meeting on behalf of another person using Outlook Delegate Access, following the steps below: 1. From Outlook, open the Host's calendar. If you have been assigned as a delegate for the host s calendar, you can open their calendar by doing the following: a) Select File> Open >Other User s Folder b) Selecting the name of the person whose calendar you want to view, c) Selecting Calendar from the Folder drop-down. 2. Click on a date in the host s calendar, and then click Schedule Meeting from the Outlook toolbar. A new Outlook appointment message appears. 3. Schedule the meeting as you normally would in Outlook, entering the meeting information on the Appointment tab and selecting attendees on the Scheduling tab. 4. Click Add WebEx Meeting. The WebEx Settings dialog box appears and identifies the host for whom you are scheduling the meeting.

8 5. Enter and confirm a password for the meeting, if required. 6. Verify that all other meeting options are correct and click OK to close the dialog box. ( See "Recommended Meeting Settings" below) 7. Click Send. The meeting invitation is sent on behalf of the host. Example: If Susie Jones schedules a meeting on behalf of Nancy Smith, then: Meeting invitees will receive a message that contains the text Susie Jones on behalf of Nancy Smith. The message text reads Nancy Smith invites you to join the following WebEx meeting..., followed by a link attendees will click to access the meeting. Recommended Meeting Settings To ensure your meetings are started quickly and efficiently, make sure the following meeting settings are enabled: Attendees can join X minutes before start time The first attendee to join will be the presenter Attendees can also connect to audio conference Enabling these settings will allow people to join the meeting through WebEx or the phone before the meeting host arrives. If the host is not the first person in the meeting, once they join the meeting, they can ask the presenter to pass the 'Presenter' ball to them so they can share meeting material over the web.

9 Enabling Meeting Settings from WebEx (bby.webex.com) Enabling Meeting Settings from Outlook Productivity Tools

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