Meeting Center: Organizing and Conducting Collaborative Meetings

Transcription

1 Meeting Center: Organizing and Conducting Collaborative Meetings Cisco Learning Services This document is for training purposes only. All content is subject to change without notice. PNCOPS v1.0 1

2 Course Introduction Meeting Center Training: 5 lessons, 90 minutes PNCOPS v1.0 2

3 Schedule and start meetings in Cisco WebEx Meeting Center Manage participant privileges Share content and information during a meeting Use collaboration features PNCOPS v1.0 3

4 Please use these tools to participate, ask questions, and enjoy learning! Use annotation tools Mute/unmute yourself View audio conference info Raise/lower your hand Type questions in chat PNCOPS v1.0 4

5 When the meeting panels are not accessible on the right, you can find them in a tray at the top of your screen. Click any button to open/close that panel. Mute/unmute Participants panel Chat panel Go back to the meeting window Green tab indicates what is being shared Annotation tools PNCOPS v1.0 5

6 Lesson 1: Organizing Meetings PNCOPS v1.0 6

7 It s so much more powerful than a regular conference call. Choose from basic or advanced scheduling options on your WebEx site. Install Productivity Tools and then use Outlook integration to schedule. Follow up with reports after the meeting. Manage meeting recordings. Use WebEx integrated audio for a smooth communication experience. Share presentations, files, applications, your desktop, whiteboards, and more. Enhance the meeting experience by sharing high-quality webcam video. Leverage built-in collaboration tools. Record, share, and replay meetings. PNCOPS v1.0 7

8 Access WebEx at duffandphelps.webex.com WebEx uses Single Sign-On technology that securely passes your credentials and automatically logs you into WebEx. Click on Host Log in to automatically log you in. For security, scheduled meetings are not listed on the calendar. PNCOPS v1.0 8

9 It s possible to schedule meetings on your WebEx site, but we will be focusing on how to set them up through Outlook. Your WebEx Site Productivity Tools Quick scheduler Advanced scheduler Outlook integration OUR FOCUS PNCOPS v1.0 9

10 First, you must install Productivity Tools from your WebEx site. This will allow you to schedule WebEx meetings through Outlook. To install Productivity Tools: 1. Log in to your WebEx site. 2. A popup will prompt you to download. Click the Download button to begin. 3. Run the installation wizard. PNCOPS v1.0 10

11 You can also install Productivity Tools from the Downloads section of your WebEx site. Install Productivity Tools: You may be automatically prompted the first time you log in to your site. You can manually install by going to Support > Downloads and finding Productivity Tools. PNCOPS v1.0 11

12 Once you ve installed Productivity Tools, you can schedule WebEx meetings directly from Outlook. Let s do a real-time demonstration. PNCOPS v1.0 12

13 You can start the meeting from your calendar. Open the appointment in your calendar and click the hyperlink PNCOPS v1.0 13

14 Download the WebEx app and start meetings on the go. Go directly to and scroll down the page. You will find options to text the link or the link to your mobile device. PNCOPS v1.0 14

15 Lesson 2: Getting Your Meeting Started PNCOPS v1.0 15

16 When you start the meeting, the Quick Start screen appears. This button allows you to connect to the audio conference PNCOPS v1.0 16

17 Enter your phone number and click Call Me. Your phone will ring. PNCOPS v1.0 17

18 Call the number listed. Enter the access code and your attendee ID. PNCOPS v1.0 18

19 Before using this option, click Test Computer Audio to get set up. PNCOPS v1.0 19

20 Click Call Using Computer to begin connecting via Voice Over IP. PNCOPS v1.0 20

21 The meeting window is where content is displayed and participants interact. Content Tabs Menu Bar Panels PNCOPS v1.0 21

22 Once a whiteboard or other content has been shared, more tools appear. Navigation Bar Annotation Toolbar Viewing Options Content Viewer PNCOPS v1.0 22

23 Meeting participants may be assigned the following roles, which determine what they are able to do and how they are able to communicate. Participants = EVERYONE in the meeting Host Presenter Attendee Start the meeting Record the meeting Mute/unmute attendees Change meeting roles End the meeting Share content Pass remote control Assign privileges Conduct polls Join the meeting Participate with interactive features Can have any role, if assigned by the Host PNCOPS v1.0 23

24 The Host can pass the Presenter role to anyone, at any time. To quickly change Presenters: 1. Click on a participant s name 2. Click the Make Presenter button. Alternatively, you can drag and drop the ball on their name. PNCOPS v1.0 24

25 The Host can also give up the Host role to anyone else, if necessary. To change roles: 1. Right-click on a participant 2. Choose Change Role To 3. Select the role you want them to have. PNCOPS v1.0 25

26 When Hosting a meeting, the Participants panel allows you to see who is in the meeting and what their roles are. The Host can also: See audio connections currently being used (telephone or headset icon) and who is speaking. Mute/unmute attendees Share webcam video Identify the note taker or an attendee who has a raised hand. Invite and remind additional participants to join. PNCOPS v1.0 26

27 The Host can record the meeting, which will be saved automatically to their WebEx service site. First, check the recorder settings. From the Meeting menu, select Recorder Settings > Record on Server PNCOPS v1.0 27

28 Next, click the Recorder tab to open the panel. Tip: Once the recording is stopped, the recording uploads itself automatically to your WebEx site. PNCOPS v1.0 28

29 Open the recorder panel to start, pause, and stop your recording. 1. Click the Recorder panel icon to open the Recorder panel. 2. Click the button to begin recording. 3. If you are using WebEx Audio, it will connect to the audio to record the audio conference automatically. 4. Click to pause or to stop recording. PNCOPS v1.0 29

30 Lesson 3: Interacting in a Meeting PNCOPS v1.0 30

31 The meeting privileges (set by the Presenter) determine who attendees can exchange messages with in the Chat panel. To send chat: 1. Type your message. 2. Select the recipients. 3. Click Send. PNCOPS v1.0 31

32 Sharing video in the meeting can help you interact more effectively. Take a moment to make sure your webcam is set up properly. PNCOPS v1.0 32

33 Sharing video in your meeting can help you interact more effectively and build relationships with meeting attendees located around the world. Click the webcam icon to start/stop sharing your webcam video. PNCOPS v1.0 33

34 When you begin sharing video, you will see yourself in the smaller window. Attendees will see your video here in the larger display area. If Andrew was sharing his webcam, you d see him here. Otherwise, you see this placeholder. PNCOPS v1.0 34

35 The Host can click the padlock icon and choose who to lock video on. The Host can click the lock icon and choose the participant to lock video on. PNCOPS v1.0 35

36 You can switch to video thumbnails when others are sharing their webcams, or go full screen. Click to go to full screen video view. Click the dropdown and select List or Thumbnails. PNCOPS v1.0 36

37 Each participant has the option of viewing video in a full-screen mode. Exit full screen view PNCOPS v1.0 37

38 Lesson 4: Presenting in a Meeting PNCOPS v1.0 38

39 The Share menu gives the Presenter access to collaboration features. The Share Menu Each option allows for a different style of showing content and collaborating with the meeting attendees. It is important that you practice using these. PNCOPS v1.0 39

40 During a WebEx meeting, you can use many powerful collaboration features to engage meeting participants and collaborate in real time. Sharing Features My Desktop Shows your entire computer desktop- including any programs, windows, and file directories you have open, or will open. Please note: Duff and Phelps recommends that you do not share your desktop, unless it s for support (IT) PNCOPS v1.0 40

41 During a WebEx meeting, you can use many powerful collaboration features to engage meeting participants and collaborate in real time. Sharing Features File (Including Video) Bring any file or document from your computer, into the meeting window. You can share PowerPoint presentations, images, spreadsheets, documents, videos, and more. Privately browse your computer to select the file you want. Then click Open to share it in the meeting content viewer. PNCOPS v1.0 41

42 During a WebEx meeting, you can use many powerful collaboration features to engage meeting participants and collaborate in real time. Sharing Features File (Including Video) Bring any file or document from your computer, into the meeting window. You can share PowerPoint presentations, images, spreadsheets, documents, videos, and more. PNCOPS v1.0 42

43 During a WebEx meeting, you can use many powerful collaboration features to engage meeting participants and collaborate in real time. Sharing Features Application Select an application from your computer. It will be shown in real time on the left side of the meeting window, to attendees. Nothing else can be seen from your computer. Choose an application running on your computer, or choose Other Application to launch a new program. PNCOPS v1.0 43

44 During a WebEx meeting, you can use many powerful collaboration features to engage meeting participants and collaborate in real time. Sharing Features Application Select an application from your computer. It will be shown in real time on the left side of the meeting window, to attendees. Nothing else can be seen from your computer. You will see your entire computer in full screen. Do not open other programs on top of the application you re sharing. PNCOPS v1.0 44

45 When sharing an application or web browser, it will appear on the left side of the meeting window. You can force full-screen view for participants. From the toolbar dropdown, choose View > Full-Screen for Participants PNCOPS v1.0 45

46 As an attendee, here s how you will see applications shared by default. I can take myself into the full screen view by clicking the expanding arrows button. Kim Wong is the Presenter. She is sharing an application, which takes over the left side of the screen. PNCOPS v1.0 46

47 In full-screen mode, the Presenter has access to the meeting panels and controls via a toolbar at the top of the screen. Stop Sharing Pause and Resume Sharing Pass Control Mute/ Unmute Chat Panel Annotation Tools Access the Share Menu Reconnect to Audio Participants Panel Recorder Panel Access more panels and controls PNCOPS v1.0 47

48 While sharing your desktop, an application, or a web browser, you can allow one participant to control your keyboard and mouse remotely. To give a participant remote control: 1. Go to Assign 2. Choose Pass Keyboard and Mouse Control 3. Click the participant s name from the list 4. You will be prompted to grant control: PNCOPS v1.0 48

49 While sharing your an application, a web browser or desktop, you can allow one participant to temporarily control your keyboard and mouse remotely. To revoke remote control from a participant: 1. Double-click your mouse to regain control 2. Go to Assign 3. Choose Pass Keyboard and Mouse Control 4. Click the participant s name to remove the checkmark. The participant will no longer be able to control remotely. PNCOPS v1.0 49

50 Lesson 5: Concluding and Sharing Meeting Results PNCOPS v1.0 50

51 The Host is responsible for ending a meeting, and will be prompted to save meeting information before closing the session. To End Your Meeting: 1. From the File menu, select End Meeting. 2. Click Save meeting files to save files you shared. (Optional) 3. Select the files you want to save. (Optional) 4. Click End Meeting. The meeting window will close and the WebEx audio conference will disconnect. PNCOPS v1.0 51

52 On your WebEx site, you can pull reports on meetings you ve hosted. These reports include information on who attended your meetings. To Pull a Report: 1. Click My WebEx. 2. From the left side menu, select My Reports. 3. Click Usage Report. 4. Select a date range and then Display Report. Summary and detailed reports can be viewed and saved. PNCOPS v1.0 52

53 On your WebEx site, you can pull reports on meetings you ve hosted. These reports include information on who attended your meetings. To Locate Recordings: 1. Click Meeting Center. 2. Under Host a Meeting, select My Recorded Meetings. 3. Recordings are listed on the right. PNCOPS v1.0 53

54 In this training, we: Learned how to schedule meetings Discussed managing meeting roles Reviewed using meeting panels to interact with attendees Identified how to use sharing features to collaborate during meetings Demonstrated how to record meetings, and end meetings PNCOPS v1.0 54

55 Learning Services High Touch Delivery Next Steps Get help when you need it. Contact the WebEx helpdesk at , option 1 for live support in the US/Canada. International toll-free support numbers are listed at For more info visit Practice. Schedule a meeting, invite some coworkers, and have fun exploring the Meeting Center features together. Thank you, Duff & Phelps! PNCOPS v1.0 55

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