WebEx Participant Guide

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1 WebEx Participant Guide Tufts Technology Services Training and Documentation WebEx Participant Guide 1

2 Table of Contents An Introduction to WebEx... 3 What is WebEx?... 3 Do I Need to Install Software to Use WebEx?... 4 How Do I Request Help?... 7 Attending a WebEx Meeting... 8 How Do I Attend a WebEx Session Using a Meeting Link?... 8 How Do I Attend a WebEx Session Using the WebEx Portal? How Do I Register to Attend a WebEx Meeting? How Do I Connect to the Conference Audio? How Do I Share My Screen in WebEx? How Do I Use My Video Camera in WebEx? How Do I Leave a Meeting? WebEx Participant Guide 2

3 An Introduction to WebEx What is WebEx? WebEx is a web conferencing solution available to all faculty, staff, and students at Tufts University. WebEx Participant Guide 3

4 Do I Need to Install Software to Use WebEx? You do not need to install software to use WebEx, however, a plug in is required. It is strongly recommended that you complete the following diagnostic test prior to hosting or joining a WebEx Meeting. Go to the Test Meeting Open a browser window, and go to Join the Test Meeting 1. Name - enter your first name. 2. Address - enter your Tufts address (or the address used in your meeting invitation). 3. Click Join. When prompted, download and install the WebEx Plug in. Click Download. WebEx Participant Guide 4

5 Windows Instructions 1. When prompted, click Save File. 2. Open the downloaded file. 3. Click Run. Mac Instructions 1. When prompted, click Save File. WebEx Participant Guide 5

6 2. Open the downloaded file. Run through the installer as instructed on the screen. WebEx Participant Guide 6

7 How Do I Request Help? Contact the TTS Service Desk at (617) or send an to WebEx Participant Guide 7

8 Attending a WebEx Meeting How Do I Attend a WebEx Session Using a Meeting Link? From the Invitation, click the Meeting Link Click onto the link provided in the invitation you received. Provide Additional Details 1. Your Name - enter your first and last name. 2. Address - enter your address. 3. Meeting Password - enter the meeting password that was provided in your invitation. 4. Click Join. WebEx Participant Guide 8

9 WebEx Participant Guide 9

10 How Do I Attend a WebEx Session Using the WebEx Portal? Open a browser window, and go to Enter your Meeting Number 1. Enter your meeting number with spaces (e.g ). This number is provided to you by the Meeting Host. 2. Click Join Now to join the meeting. Provide Additional Details 1. Your Name - enter your first and last name. 2. Address - enter your address. 3. Meeting Password - enter the meeting password that was provided in your invitation. 4. Click Join. WebEx Participant Guide 10

11 WebEx Participant Guide 11

12 How Do I Register to Attend a WebEx Meeting? Select the Registration Link from your Invitation Provide the Requested Information 1. First Name - provide your first name. 2. Last Name - provide your last name. 3. address - enter your address. 4. Click Register Now. View Your Meeting Confirmation Click View Meeting Information to view additional details about the meeting. WebEx Participant Guide 12

13 WebEx Participant Guide 13

14 How Do I Connect to the Conference Audio? Your meeting Host may choose to use either VOIP or WebEx Audio for your meeting: n VOIP - join the conference using your computer's audio system (speakers and microphone) n WebEx Audio - join the voice conference using your telephone or your computer's audio system Instructions are provided for both scenarios below. Join VOIP n The window below will prompt you to join the VOIP Integrated Voice Conference. n Click Yes to join the Voice Conference. Once you are connected to the Conference Audio, you can speak with the Host and other participants using the microphone on your computer. Muted? Your meeting host may have opted to mute all participants when joining the voice session. When prompted, you may unmute your microphone to speak. To unmute your microphone and speak, click the red microphone icon. WebEx Participant Guide 14

15 Join WebEx Audio The following window will prompt you to join the WebEx Audio conference: Use Phone In the space provided, enter your phone number so that the WebEx Audio can call you and connect you to the conference. Click Call Me. WebEx Participant Guide 15

16 Use Computer for Audio Click Call Using Computer to dial into the conference using your computer's audio. WebEx Participant Guide 16

17 How Do I Share My Screen in WebEx? From the Meeting Room Window, click Share My Desktop Select an Item to Share Choose one of the following: n Share My Desktop - share your entire desktop n Share File - upload a file into the meeting room to view and share with attendees. WebEx will accept documents, PDFs, and multimedia content. n Share Applications - share one of the applications you currently have open on your desktop. Select Other Application to select an application that is not currently open. The Shared Item Displays The Shared Item is now displayed to all attendees. An additional sharing menu also appears at the top of the screen: n Use options for Participants, Chat, Recorder, Audio, and Annotate to access meeting room features from the shared screen. n Click Share to share another file. n Click Assign to assign Presenter, Annotation or Control options to another user. WebEx Participant Guide 17

18 n Click Stop Sharing to stop sharing the current application. n A Note About Sharing Individual Applications: if you choose to share individual applications and choose to navigate to other non-shared applications during the web meeting, participants will see grayed out boxes. To avoid this, use the Pause option in the sharing menu (pictured below). WebEx Participant Guide 18

19 How Do I Use My Video Camera in WebEx? From the Participant List, click the Camera icon next to your name Note: If you do not have a camera on your computer, this option will be grayed out. WebEx Participant Guide 19

20 How Do I Leave a Meeting? Option 1: From the Meeting Room Window, select Leave Meeting Option 2: Go to File > Leave Meeting WebEx Participant Guide 20

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