WebEx Conferencing User Guide

Transcription

1 WebEx Conferencing User Guide Containing: Conferencing using WebEx WebEx Conferencing Participant Instructions Hints and Tips for using WebEx Hosting/and Presenting a WebEx Meeting WebEx personal meeting room

2 Conferencing using WebEx WebEx is the web-based conferencing tool OCR is using to host examiner and assessor meetings. In a WebEx conference you can share, view, discuss and amend documents on your computer screen in real time. To participate in a WebEx meeting you will need a computer with internet access. For audio, you can use a phone or your computer with a microphone headset utilising Voice over IP (VoIP). Invitation to join a WebEx meeting You will be invited to participate in a WebEx meeting via Note: The first time you access WebEx you will be prompted to install an ActiveX control Open In the To join the online meeting section click the link in the . (This opens your internet browser, taking you to WebEx) You enter your Name and address You click Join OCR 2015

3 WebEx Conferencing Participant Instructions To join the online (visual) meeting: 1. Click on the link provided by OCR which takes you to the log in screen: 2. Enter your name and address: 3. Select Join when the meeting is due to start (this will be greyed out before the start of the meeting). 4. Follow the instructions on your screen to run the file. 5. Follow the instructions that appear on your screen to join the teleconference OR follow the instructions below. To join the teleconference (audio) meeting: 1. Dial the following toll free number from a landline: OR if you are using a mobile. 2. Enter the pin code provided, followed by the # key. 3. Enter your attendee ID code into your telephone keypad followed by the # key (attendee ID can be retrieved from the Meeting Info tab):

4 If you require any technical support, once you have dialled the phone number supplied above ( ), call the WebEx support line by dialling *0 into your phone. Back to Top

5 Hints and Tips for using WebEx. The original link and telephone number can be used to return to your meeting if you disconnect. Speakerphone it is recommended that you use speakerphone or a headset so you do not have to hold your phone throughout the meeting. Mute please mute your phone until you would like to speak, to prevent background noise. This can be done by dialling *1 into your keypad, which automatically un mutes when you start to talk. The host can also mute and un mute attendees. Insert participant pin when you connect to the WebEx meeting, to sync your audio and visual connection. Raising hands this functionality is available to flag to the host that you would like to ask a question when you are muted. *0 helpline technical support is available by dialling *0 once you have dialled the WebEx meeting number. Chat boxes can be used to contact or chat with anyone in the meeting. WebEx bar if it looks as though the WebEx screen has gone, try moving your mouse towards the top of the screen until you see a bar appear with Participants and Chat. Back to Top OCR 2015

6 Hosting / Presenting a WebEx Meeting WebEx Meeting Centre Step by Step Please take time to read this document to make sure you are familiar with the main points

7 1 Logging-on as a Host All attendees including the meeting host / presenter will be invited to attend a WebEx meeting, via an invitation. As the host / presenter, it is advisable to start / join the meeting in advance to welcome colleague s joining the WebEx meeting. 1.1 Open the you have received from the OCR WebEx account and follow the link, and select start your meeting 1.2 When prompted logon with the host credentials you have been provided by OCR. 1.3 The WebEx meeting window will open displaying; the main slide deck, participants and chat panels. You will have joined the meeting as the host / presenter. Version: 1.0 Document Owner: UCLES 2015 Page 1 of 20

8 1.4 The Audio Conferencing options will open within the WebEx meeting asking you to join the meeting via audio. Select the method you will be using to connect. Logging-on as a Host Process Complete Version: 1.0 Document Owner: UCLES 2015 Page 2 of 20

9 2 Audio conferencing Your audio presence is separate from the WebEx meeting, there are three ways in which you can join the WebEx meeting via audio; Call Me I Will Call In Call Using Computer Due to a number of factors including your local environment, phone battery (if using a mobile handset), being hands free as well as considering the duration of a meeting, it is advisable where possible to call-in via a computer. 2.1 Call-in via Phone If minimised, select I will Call In Dial the toll-free number provided in both your joining and on the audio conference dialog box: Version: 1.0 Document Owner: UCLES 2015 Page 3 of 20

10 You will be requested to input a access code, unique to the WebEx meeting. As the host / presenter, input the Moderator Pin Code followed by # This is provided in both your joining and on the audio conference dialog box. As calling in via a phone, a new participant will appear as a Call-in User. Your call and your host / presenter presence in the WebEx meeting requires sync ing Enter the Attendee ID followed by # This is provided on the audio conference dialog box Your WebEx meeting and phone presence will now be sync d. As the host / presenter, you may need to remind participants to sync their own WebEx meeting and phone presence. Version: 1.0 Document Owner: UCLES 2015 Page 4 of 20

11 2.2 Call-in via Computer If minimised, select Call Using Computer Press Install and follow any instructions to install the soft phone plug in to enable the computer audio Once complete you will receive a message indicating the Install has Succeeded Version: 1.0 Document Owner: UCLES 2015 Page 5 of 20

12 2.2.4 You will now be prompted to Configure your Audio Settings using a Wizard. Ensure the microphone and speaker settings You can now select Call Using Computer and you will then receive a message saying you are connected To leave the audio conference select Audio from the menu and Select Audio Connection and select Disconnect Audio Audio Conferencing Process Complete Version: 1.0 Document Owner: UCLES 2015 Page 6 of 20

13 3 Participants panel By default the participants and chat panels are displayed when you enter your meeting, other panels such as Recorder or Notes can be opened if required. The participants panel not only provides a list of attendees within the meeting but includes a number of features to assist you as the host / presenter. 3.1 Upon entering the meeting, you are automatically assigned as meeting host, by default you are also the meeting presenter, identified by the ball left of your name Dependant on how participants have joined via audio, a headset or phone icon will appear left of the participants name. Participants joining via the phone may need reminding to input their Attendee ID to sync their phone and WebEx participants account. Select video to start or stop streaming your webcam. Attendees will see your webcam as the larger video, by default your own webcam is displayed on the bottom right. By streaming video, bandwidth may be affected for those with a limited bandwidth connection. Select microphone to mute / unmute.as host / presenter, by selecting a participant you may also mute / unmute individuals. A cross will appear on the participant s audio icon indicating when muted. Version: 1.0 Document Owner: UCLES 2015 Page 7 of 20

14 3.5 Further options relating to muting participants are available under the Participant menu including: Mute Unmute Mute All Unmute All Mute on Entry 3.6 If a participant has a query or question, they can raise or lower their hand. Only the presenter can see raised hands. The feature is useful when asking for confirmation on a subject e.g. asking if everyone can see a shared file, application or web browser. 3.7 Other participants can be passed presenter privileges, select the participants name and select Make Presenter. Version: 1.0 Document Owner: UCLES 2015 Page 8 of 20

15 3.8 Alternatively, drag and drop the presenter ball against the participant. 3.9 Only 1 individual at a time can be the presenter in the meeting, as host you can reassign reclaim them presenter privileges at any time. Participants panel Process Complete Version: 1.0 Document Owner: UCLES 2015 Page 9 of 20

16 4 Chat panel To use chat select the chat option from the top menu options The chat panel provides a further communication channel where audio is not being utilised or unavailable, enabling the host / presenter and participants to chat openly or individually in private conversations. 4.1 The default chat, Send to menu remains Everyone for an open conversation. If a private conversation, from the Send to: menu select the named individual. 4.2 Input your message into the chat dialog box and select Send or select [Return]. 4.3 Private chat messages are marked (privately) and only displayed between yourself and the individual. Chat panel Process Complete Version: 1.0 Document Owner: UCLES 2015 Page 10 of 20

17 5 Sharing your Desktop You may wish share content with participants including your files (including video), desktop, applications, web content or web browsers within WebEx Meeting Center. Sharing your desktop is secure however please note, participants will have visibility of your computer including all open windows (including your desktop), applications, images, shortcuts etc. that appear as you browse. 5.1 From the meeting quick start menu select from the Share Screen If you have multiple monitors, also select the required Monitor you wish to share Alternatively, from the menu select Share > My Screen If you have multiple monitors, again, select the required Monitor you wish to share. 5.2 The WebEx meeting window will minimise and whatever is displayed on your desktop or chosen monitor is displayed. There may be a delay for participants due to individuals bandwidth. Before continuing, ensure all participants can view your desktop. The top of your desktop / monitor identifies you are sharing with a shared message. Version: 1.0 Document Owner: UCLES 2015 Page 11 of 20

18 5.3 Select You are sharing this desktop / monitor located at the top of the screen to display options including to re-display panels as well as to stop sharing. You may need to inform participants so they can also display their panels if required. 5.4 At any time, select Stop Sharing to return to the WebEx meeting window. Sharing your Desktop Process Complete Version: 1.0 Document Owner: UCLES 2015 Page 12 of 20

19 6 Sharing a Web Browser You may wish share content with participants including your files (including video), desktop, applications, web content or web browsers within WebEx Meeting Center. Sharing a web browser works similar to sharing your desktop however WebEx will by default, share a new browser window with your participants. 6.1 From the menu select Share > Web Browser The WebEx meeting window will minimise and a new, web browser will be displayed. There may be a delay for participants due to individuals bandwidth. Before continuing, ensure all participants can view the web browser. The top right of the browser window identifies you are sharing. To display the website, type the URL address into the web browser and select Enter. Version: 1.0 Document Owner: UCLES 2015 Page 13 of 20

20 6.4 Select You are sharing a web browser located at the top of the screen to display options including to re-display panels as well as to stop sharing. 6.5 At any time, select Stop Sharing to return to the WebEx meeting window. Sharing your Web Browser Process Complete Version: 1.0 Document Owner: UCLES 2015 Page 14 of 20

21 7 Assigning Keyboard and Mouse Control After following section 5 or 6 and sharing your screen or web browser, it is possible to assign permission to a participant to take control of your keyboard and mouse. This feature will be useful if you wish to talk through what is on the screen, but allow a member of the team to scroll through scripts/make annotations After sharing the browser, a menu bar will appear at the top of the screen indicating that You are sharing and displaying a variety of options. To assign control to another member of the team select Assign, followed by Pass Keyboard and Mouse Control and left mouse click on your chosen participant 7.3 You will then be prompted to confirm that you wish to Grant Control A further warning message will appear confirming that the participant now has access to control To regain control left click on the mouse. The participant can then gain access back by left clicking on their mouse. To remove control, navigate back to the menu at the top of the screen, click on assign and Pass Keyboard and Mouse Control and untick the participant by left clicking on the mouse Assigning Keyboard and Mouse Control Process Complete Version: 1.0 Document Owner: UCLES 2015 Page 15 of 20

22 8 Sharing a File You may wish share content with participants including your files (including video), desktop, applications, web content or web browsers within WebEx Meeting Center. Sharing a file enables the presenter to upload and share a presentation, video or document within the main WebEx meeting slide deck. 8.1 From the meeting Quick Start page select from the Share Application menu, Share File (including Video) 8.2 Browse your computer for the file you wish to share, select your required file and select Open. The size of the file and your bandwidth will determine the duration for the file to be shared. 8.3 A new content tab will appear on the slide deck displaying the shared file. Double click or right click on the tab if you wish to rename. Version: 1.0 Document Owner: UCLES 2015 Page 16 of 20

23 8.4 Dependant on the original format, the file may not be displayed correctly Select View from the menu for options. Any changes required will need repeating on each page of a shared file on the slide deck. 8.5 The shared file will remain on view to participants on the slide deck unless you; select an existing tab or, close the content tab tab. 8.6 On closing a shared file, you may wish to save any annotations, select Yes. Version: 1.0 Document Owner: UCLES 2015 Page 17 of 20

24 8.7 Browse to where you wish to save the file. By default the file will be saved in Universal Communication format (*.ucf) however you may be able to select similar formats such as Portable Document Format (*.pdf) if you have the relevant software installed on your computer. Sharing a File Process Complete Version: 1.0 Document Owner: UCLES 2015 Page 18 of 20

25 9 Annotating the Screen Whether sharing a file on the slide deck or sharing your desktop, an application or web browser you can choose to annotate the screen. 9.1 Annotating your desktop, an application or web browser When sharing your desktop, an application or web browser, the annotation tools are available to the presenter but need to be selected in the sharing options Select You are sharing a desktop / monitor / application / web browser located at the top of the screen Select Annotate to open the Annotations Tools dialog box. If you stop annotating or stop sharing at any point, any annotations created will be lost. Select Save Browse to where you wish to save the file. By default the file will be saved in an image format. Select Save. Annotating the Screen Process Complete Version: 1.0 Document Owner: UCLES 2015 Page 19 of 20

26 10 Frequently Asked Questions (FAQ) 10.1 How do I re-join a WebEx meeting if I have dropped out? If additional participants remain and you have not ended the WebEx meeting, the meeting will continue without you. You can simply re-join the WebEx meeting by following the original process for logging on as a host How often should we take a rest / personal break? It is advisable to remind participants to take a 5 minute break per hour. At this time, you can remain on-line in the WebEx meeting and either place audio on mute or end your audio connection How do I re-join audio after a rest / personal break or if I have dropped out? As long as you have not left or ended the WebEx meeting, the meeting will continue and you can simply re-join audio via the phone or computer following the original process for audio conferencing. To open the audio conference window select Audio > Audio Conference from the menu, or select audio conference on the WebEx meeting slide deck Is the quality of the WebEx meeting dependant on my connection? An ISDN bridge enables us to connect to more of our partners and customers via multiple services although quality is affected as also dependant on the services used by participants. Participants services (listed by preference below), can impact on bandwidth as a delay or being unable to see shared content. ISDN IP dial-up or Broadband Wi-Fi Edge/4G/3G 10.5 Who do I contact if we are having issues during the meeting? Arkadin (our third party supplier) provides support for staff and invited parties to a WebEx meeting. If you or any party have difficulties, you can contact Arkadin Live Assistance by dialling *0 during a WebEx meeting with audio via the phone. The Arkadin Helpdesk can also be contacted via: Telephone +44 (0) cambridgeassessment@arkadin.co.uk Version: 1.0 Document Owner: UCLES 2015 Page 20 of 20

27 WebEx Personal Meeting Room Introduction The personal meeting room is a feature of WebEx that allows hosts and participants to join an online meeting, using the same persistent meeting link. This prevents the need for scheduling individual meetings. Instead the host of the meeting just sends participants the link to their Personal Meeting Room (PMR) in advance. The format of the PMR is always - e.g When a participant follows the link to the PMR they just have to enter their name and address and choose to enter room Instructions for hosts To logon to the personal meeting room for the first time and confirm the address for the PMR the account holder should follow these instructions. Step 1 Browse to Select Log In and enter your username and password

28 Step 2 Click on Meeting Centre and click on enter room Step 3 Click on Invite&Remind and choose to Invite with your local Step 4 An is now generated that contains the link to the personal meeting room. This link can be sent to participants to join the online meeting. Note the format is as suggested

29 Tip: For future meetings, the host will be able to follow the same link as participants and enter their username and password to log straight into their accounts For information: When participants access the link and the host has not yet joined they are placed in a holding room