Quick Reference Guide Hosting WebEx Meetings

Transcription

1 Quick Reference Guide Hosting WebEx Meetings You can schedule meetings in advance, or start an instant meeting and invite participants to join you. They do not have to subscribe to WebEx. They simply click a link in your invitation to join you online. Sign in to WebEx 1. From your web browser enter the following address: 2. Click Sign In. Figure 1 Sign in to WebEx 3. If you are not already logged into Griffith Single Sign-On you will be prompted to login. Enter your login credentials. Figure 2 Griffith Single Sign-On 4. Click Login. 5. After logging into WebEx, you may be prompted to download and install the WebEx Productivity Tools. Select, No thanks, start using WebEx. May 2017 Griffith University CRICOS No E

2 Figure 3 WebEx Productivity Tool Schedule Meetings With WebEx, you can schedule and start meetings easily. The Schedule button lets you schedule a meeting in advance. To schedule a meeting 1. Select the Meetings tab at the top of the page. 2. On the Meetings page, click the Schedule button. The Schedule a WebEx Meeting page appears. 3. Specify the following information for your meeting: What: What will the meeting be about? When: When should the meeting start? To schedule a recurring meeting, select Recurrence then choose your options. Length: How long should the meeting be? Who: Who do you want to invite to your meeting? Type the addresses of the people you want to invite to the meeting. Click the + sign after entering each address. Audio Connection: Ensure that WebEx Audio is select as the Audio Connection type. The WebEx Audio option allows participants to use either a telephone or a computer for audio. Meeting Password: In the Meeting Password field, enter a password for your meeting. Record this meeting: Select this option to automatically record this meeting when it starts. Note: this option will record audio and video. You cannot record audio only. 4. Select Schedule It. A meeting invitation will be sent via to each of the addresses in your Who list and you will receive a confirmation .

3 Figure 4 Schedule a WebEx Meeting

4 Start a Meeting You can start a WebEx meeting by either clicking on the Start the meeting link in your confirmation or by logging into WebEx and clicking the Start button alongside the scheduled meeting. Start a scheduled meeting from WebEx 1. Sign in to WebEx. 2. Select the Meetings tab at the top of the page. 3. Select All Meetings. 4. From the meetings drop down menu, select The meetings you host. 5. Locate your meeting then click the Start button. The WebEx Meetings centre page will launch automatically and you will be in the meeting. Figure 5 Start your Schedule Meeting in WebEx 6. A dialog box will open automatically asking you to use your phone or computer to join the audio conference. 7. Select your preferred device from the Audio Conference dialog box. x Use Phone: You can call in or have the meeting call you at a Griffith University internal phone number. x Use Computer for Audio: Select the arrow then choose Call using Computer. At any time during the meeting, you can switch your audio device. 8. If you requested the meeting to call you, you will receive a phone call and be prompted to press 1 to join the audio conference.

5 Figure 6 The Meeting Window Figure 7 Join the audio conference

6 Start a scheduled meeting from an confirmation 1. Open the meeting confirmation Click the Start the meeting link. The Meeting login page is displayed. 3. Click the Start your meeting link. The WebEx Meetings centre page will launch automatically and you will be in the meeting. Figure 8 Start your meeting 4. A dialog box will open automatically asking you to use your phone or computer to join the audio conference. 5. Select your preferred device from the Audio Conference dialog box. Use Phone: You can call in or have the meeting call you at an internal phone number. Use Computer for Audio: Select the arrow then choose Call using Computer. At any time during the meeting, you can switch your audio device. 6. If you requested the meeting to call you, you will receive a phone call and be prompted to press 1 to join the audio conference. Start an Instant Meeting 1. Select the Meetings tab at the top of the page 2. On the Meetings page, click the Meet Now button. The Meet Now menu appears. 3. Specify the following information for your meeting: What: What will the meeting be about? Who: Who do you want to invite to your meeting? Type the addresses of the people you want to invite to the meeting. Click the + sign after entering each address. Meeting Password: In the Meeting Password field, enter a password for your meeting. 4. Select Start. A meeting invitation will be sent via to each of the addresses in your Who list. Figure 9 Start an instant Meeting

7 Sharing Content in a Meeting With WebEx, you can use the Share tools to display your computer screen, applications and individual documents to others in your meeting. To share your desktop 1. Select the Quick Start tab at the top of the page. 2. Select the More Options under the sharing icon in the centre of the meeting page and choose Share My Screen If you have more than one monitor, a submenu shows the available monitors. 3. Select the monitor to share. Your desktop appears in a sharing window on participants' screens. Figure 10 Share your Screen

8 To share an application 1. Select the Quick Start tab at the top of the page. 2. Select the More Options under the sharing icon in the centre of the meeting page and choose Application. The list of all applications currently running on your computer is displayed. 3. Perform one of the following: If the application you want to share is currently running, select it in the list to begin sharing it. If the application you want to share is not currently running, select Other Application. The Other Application dialog box appears, showing a list of all applications on your computer. Select the application, and then select Share. Your application appears in a sharing window on participants screen. Figure 11 Share an application To share a file 1. Select the Quick Start tab at the top of the page. 2. Select the More Options under the sharing icon in the centre of the meeting page and choose Share File (Including Video). 3. The Share File window displays. 4. Navigate to the file you want to share, highlight it and then select Open. To stop sharing 1. Look for the sharing panel at the top of your screen. Figure 12 Stop Sharing 2. Click the red Stop Sharing button to stop sharing your desktop or application.