OCR WebEx Guidance - Host

Transcription

1 OCR WebEx Guidance - Host This document explains how to join and host a WebEx meeting. Cisco Webex instructions website: OCR 2018 OCR Webex Guidance Host 1

2 Contents Hosting a WebEx meeting - overview 3 Logging-into WebEx as a Host 4 Connecting to Audio 7 Call Me 7 Call Using Computer 9 Issues 10 Starting your meeting 11 Participant panel 11 Muting phones 12 Recording and locking the room 13 Chat function 15 Sharing your screen 16 Share documents for discussion 16 Sharing applications 20 Annotating documents 22 Make Presenter, Pass Keyboard and mouse control, and Allow to Annotate 24 Leaving the meeting 28 For breaks 28 At the end of the meeting 28 OCR 2018 OCR Webex Guidance Host 2

3 Hosting a WebEx meeting - overview We suggest checking your audio connection first. Please follow the instructions provided in the Check Audio Connection document Open from OCR, open Check Audio Connection Document and follow these instructions (ie, log in to Training Practice Room to test your audio connection) Note: Please ensure you end the meeting and sign out after testing audio. Click on the meeting room web link in the received from OCR Click on Modern View (top right of screen) Select Sign in in top left of screen Enter the username and password (found in the ) and click on Login Click on Enter Room Click on Connect to Audio Click on either Call Me (use speakerphone or earphones) and enter your phone number OR click Call using computer (using a headset) On the first occasion the computer is used for a meeting, you will be required to install Active X control, Arkadin s softphone software Test sound volume and connect now (for call using computer) Once participants have joined, Click on Share screen, Click on record To finish, click on red cross to end the meeting, and then sign out OCR 2018 OCR Webex Guidance Host 3

4 Logging-into WebEx as a Host TIP: Please use Google Chrome Web Browser for hosting Webex meetings Please ensure you are using the latest version of Java (link to website here: ). You will receive an from OCR. This will contain: meeting room web link username password for your WebEx meeting. Click on the meeting room web link, The window below will open, and click on Sign in. OCR 2018 OCR Webex Guidance Host 4

5 Or, if you see this screen, also click on Sign in Please note, If you click on start meeting without logging in, you re not logging in as the host. Webex will start and you ll see this message: If so, please: close the window, end the meeting, and then sign out Go back to the message and click on the meeting room link again. OCR 2018 OCR Webex Guidance Host 5

6 Once you ve click on Sign In, Copy and paste the username and password from the . (see example below) Click on Log In. Click on Start Meeting. This will now open a new window which is your WebEx Meeting Room. OCR 2018 OCR Webex Guidance Host 6

7 Connecting to Audio In Audio Connection select either Call Me or Call using Computer: Audio Option Equipment Required Software required Call Me Call Using Computer Telephone with handsfree kit or speaker phone Headset/Earphones with Microphone/Built in microphone (to computer) None Yes Arkadin Softphone, free to download. Call Me You will need a telephone with speakerphone capabilities, so that you don t have to hold the phone to your ear for the duration of the meeting. The preferred method to join the meeting audio is to use the Call Me audio connection. You will not be charged for this. You can use a headset or any earphones with microphone enabled. For example, a mobile phone hands free kit. You must also have your headset plugged in before joining the WebEx meeting room. OCR 2018 OCR Webex Guidance Host 7

8 Change the country code to United Kingdom. Enter your phone number either a landline or mobile, for the system to call you. Your phone will ring in approx. 5 seconds, and you will be automatically joined to the meeting. Note: If you are using your computer s microphone or a phone hands-free, please join from a quiet room so background noise does not disturb the meeting for other participants. We advise that you mute your phone when you are not speaking to reduce echo. To finish: To finish/ log out, click on red cross (on the tool bar, see below) or click on the menu bar, then File, then End meeting. Note: After end meeting, please ensure you sign out: OCR 2018 OCR Webex Guidance Host 8

9 Call Using Computer Please note if you are using a headset for the first time you will need to download the Arkadin softphone software. Once you select Call Using Computer it will prompt you to download the software. Please do this before your meeting, so that the meeting is not delayed. Please note this may take 5 minutes to download. The Arkadin Softphone download instructions will launch. You will need to follow all the instructions on screen. Note: please see the document Check Audio Connection for the download instructions. OCR 2018 OCR Webex Guidance Host 9

10 Issues If you have any issues with your audio connectivity, please contact Arkadin by selecting *0 on your telephone keypad (when you are in the WebEx meeting) or by calling Share your screen Click on the main menu bar, click on Share, then click on My Meeting Window - this shares the meeting room screen, useful in case of experiencing difficulties, and explaining to OCR Staff or Arkadin: OCR 2018 OCR Webex Guidance Host 10

11 Starting your meeting Once you have entered your room and selected your method of Audio connection, your participants will then be able to enter the room. They are held in a Waiting Room until you have entered the room. Participant panel Click on participant button on the tool bar to see the participant panel on the right and side of the screen: OCR 2018 OCR Webex Guidance Host 11

12 Muting phones Advise participants to mute their phones if they don t do it themselves then you can use the microphone button to do it yourself. For questions they can raise the hand symbol: Alternatively, click on the menu bar, then click on Participant. There is a Mute All option or you can use Mute on Entry. You can also turn off the Entry and Exit Tones: OCR 2018 OCR Webex Guidance Host 12

13 Recording and locking the room Once all of your participants have joined the meeting (or before you start your meeting) please select Record so that we can send the recording to participants who could not join the live WebEx meeting. You can also select Lock Room (shown here as Unlock room as the room has been locked). Meeting controls are now at the bottom of the screen; - click on the Recorder button: - then Click on the Record button to record the meeting. Confirmation message: OCR 2018 OCR Webex Guidance Host 13

14 This shows the meeting is recording: Click on the record button again to either pause or stop recording. OCR 2018 OCR Webex Guidance Host 14

15 Lock Room once all your participants have arrived and the meeting has started as an extra security layer. If participants are late arriving, you can admit them: Chat function The chat facility, located at the top right of the screen allows you to message the host only or all of the meeting attendees. Select from the dropdown list who you would like to send the message to enter your text in the box below this and press Send. Your message will appear above. OCR 2018 OCR Webex Guidance Host 15

16 Sharing your screen Share documents for discussion When the meeting is in progress, to share documents for discussion, either click on the menu bar and Share, or the button on the quick tools, then select the My Screen function. A menu bar will appear. OCR 2018 OCR Webex Guidance Host 16

17 Click on Share, then Share File and From My Computer: Or, click on Quick Start, More Options under share Screen OCR 2018 OCR Webex Guidance Host 17

18 This will allow you to select the file to be shared from your chosen folder: Select the document you wish to share and click Open: The document will be displayed to you and the meeting participants: OCR 2018 OCR Webex Guidance Host 18

19 Tip: The document that you have chosen to share will be available as a new tab at the top of your WebEx space. You can open multiple documents, and move from one to another with ease. Your meeting participants will see the document that you have chosen on their screen. Before the meeting starts, you may wish to open a copy of the question paper and mark scheme, for example. OCR 2018 OCR Webex Guidance Host 19

20 Sharing applications It is also possible to share your view of your RM Assessor account. For example, to demonstrate a particular candidate response. From Quick Start, Share Screen, then from the menu bar, click on Share, and share application, OCR 2018 OCR Webex Guidance Host 20

21 Or, click on the main menu bar: Or, go to the Quick Start tab, click on Share Screen, then select More Options: Select the application, web browser or document you wish to share and click Open This will launch a new window, which all participants will be able to see as you navigate through the file or application. To stop sharing screen or application, click on Stop Sharing OCR 2018 OCR Webex Guidance Host 21

22 Annotating documents If you wish to annotate the document you can click on the annotation tool to show the annotation palette: OCR 2018 OCR Webex Guidance Host 22

23 The palette opens to display the available annotation tools: Click on the tool you want to activate. Tools available are: Arrow Pointer (shown below in red) Text Tool (shown in teal) Draw a line (shown in blue) Eraser (shown in orange) Draw a square shape box (shown in green) Pen Tool (shown in yellow) useful for highlighting Annotation colour (shown in purple OCR 2018 OCR Webex Guidance Host 23

24 c Make Presenter, Pass Keyboard and mouse control, and Allow to Annotate If you want to allow a meeting participant to annotate the document, click the Allow to Annotate: You can also make someone else the presenter or pass keyboard and mouse control, click on Assign, then one of the options: You will see a list of the participants in your meeting. OCR 2018 OCR Webex Guidance Host 24

25 Click the name of the person you wish to allow to annotate the document. You will see their annotations appear on the document: To save the document, go to: OCR 2018 OCR Webex Guidance Host 25

26 File > Save> Document. Save to a location on your computer. To close the document, click on the X on the tab above the document: OCR 2018 OCR Webex Guidance Host 26

27 Closing the document will take you to the Meeting Info page. Click the Quick Start tab to return to your Personal Room to continue the meeting. The meeting will still stay open on the Meeting Info tab. OCR 2018 OCR Webex Guidance Host 27

28 Leaving the meeting For breaks During the day, when the meeting takes a break, there is no need to exit the WebEx meeting room. You will simply be able to walk away from your computer for a short period of time. If you are using a headset or earphones with a microphone you can stay on line, just take your headset off for a break. If you have used the Call Me function, you have 2 options 1. Stay on line, but set the phone to mute or 2. Hang up phone and rejoin after the break following the Audio Connection steps. At the end of the meeting To finish/ log out, click on red cross (on the tool bar, see below) or click on the menu bar, then File, then End meeting. Note: After end meeting, please ensure you sign out: OCR 2018 OCR Webex Guidance Host 28