Cisco WebEx Meeting Center Video Conferencing User Guide

Transcription

1 First Published: Last Modified: Americas Headquarters Cisco Systems, Inc. 170 West Tasman Drive San Jose, CA USA Tel: NETS (6387) Fax:

2 2016 Cisco Systems, Inc. All rights reserved.

3 CONTENTS CHAPTER 1 Cisco WebEx Meeting Center Video Conferencing 1 Start or Join a WebEx Meeting Using a Video System 1 Start or Join a WebEx Meeting Using a Video Application 4 Start or Join a WebEx Video Meeting Using Skype for Business 5 Join a WebEx Video Meeting Using the Cisco Proximity Mobile App 5 Join a WebEx Video Meeting Using Cisco Spark 7 Add WebEx Details When You Schedule a Meeting in Outlook 7 Connect to a WebEx Video Meeting Using Pilot Numbers 7 Enable Video Call-Back for WebEx Meetings 8 Video Window Layout Options for WebEx Meetings (WBS30, WBS31) 9 WebEx Personal Rooms 9 iii

4 Contents iv

5 CHAPTER 1 Cisco WebEx Meeting Center Video Conferencing What is Cisco WebEx Meeting Center Video Conferencing? All users with WebEx Meeting Center can attend meetings using video. The easy-to-use video service lets everyone participate in one meeting room, regardless of the different browsers, video systems, or applications being used. There are two types of meetings available in Meeting Center: Personal Room meetings at a permanent URL and video address. Scheduled meetings at a temporary URL and video address. Up to 25 video systems can join. And, depending on your implementation, up to 500 more video-enabled mobile and desktop users and 500 audio-only users can also attend. Start or Join a WebEx Meeting Using a Video System, page 1 Start or Join a WebEx Meeting Using a Video Application, page 4 Start or Join a WebEx Video Meeting Using Skype for Business, page 5 Join a WebEx Video Meeting Using the Cisco Proximity Mobile App, page 5 Join a WebEx Video Meeting Using Cisco Spark, page 7 Add WebEx Details When You Schedule a Meeting in Outlook, page 7 Connect to a WebEx Video Meeting Using Pilot Numbers, page 7 Enable Video Call-Back for WebEx Meetings, page 8 Video Window Layout Options for WebEx Meetings (WBS30, WBS31), page 9 WebEx Personal Rooms, page 9 Start or Join a WebEx Meeting Using a Video System Whether you use Cisco Systems, Polycom, or other SIP- or H.323-based video systems, you can easily start or connect to a WebEx meeting. 1

6 Start or Join a WebEx Meeting Using a Video System Cisco WebEx Meeting Center Video Conferencing All information you need for starting or joining a WebEx meeting can be found in the invitation for the meeting, on the meeting information page, or on your Personal Room page. Step 1 Open the virtual keyboard or get the remote control for your video system. Examples from Cisco TelePresence systems: 2

7 Cisco WebEx Meeting Center Video Conferencing Start or Join a WebEx Meeting Using a Video System 1 Tap Dial or New Call, depending on the type of system you have. Figure 1: Personal or Room Systems Figure 2: Immersive Systems 2 Tap the keyboard button on the keypad. 3

8 Start or Join a WebEx Meeting Using a Video Application Cisco WebEx Meeting Center Video Conferencing Step 2 Step 3 Step 4 Dial the video address in one of the following formats: <meetingnumber>@<sitename>.webex.com for a scheduled WebEx meeting <username>@<sitename>.webex.com for an instant or scheduled Personal Room meeting Enter the numeric meeting password if prompted. The numeric meeting password is only needed for regular scheduled WebEx meetings not Personal Room meetings. When prompted do the following: 1 If you are the host, enter the host key or host PIN, as appropriate, followed by the pound sign # to start the meeting. 2 If you are not the host, enter the pound sign # to join the meeting. If the host schedules the TelePresence room as a room resource, you can also join using One Button to Push (OBTP) by selecting Join Meeting directly on that TelePresence system. The host must have joined the meeting before you can use OBTP. If the host has not yet joined, you may be asked to enter the host PIN and press # to join the meeting. If a numeric password is required on joining, even if the host has already joined, you must always enter this password followed by # to join. For more information on how to schedule meetings for an easier join experience, see WebEx Integration to Outlook for Windows (WBS31) and WebEx Integration to Outlook for Mac (WBS31) Start or Join a WebEx Meeting Using a Video Application You can join or start the meeting using a standards-based video application such as Cisco Jabber. All information you need for starting or joining a WebEx meeting can be found in the invitation for the meeting, on the meeting information page, or on your Personal Room page. Step 1 Step 2 Step 3 Step 4 Open your video application. Dial the video address in one of the following formats: <meetingnumber>@<sitename>.webex.com for a scheduled WebEx meeting <username>@<sitename>.webex.com for an instant or scheduled Personal Room meeting Select Start, Call, or the appropriate control for starting a video call, depending on the label used in your application. Enter the numeric meeting password if prompted. 4

9 Cisco WebEx Meeting Center Video Conferencing Start or Join a WebEx Video Meeting Using Skype for Business Step 5 The numeric meeting password is only needed for regular scheduled WebEx meetings not Personal Room meetings. When prompted do the following: 1 If you are the host, enter the host key or host PIN, as appropriate, followed by the pound sign # to start the meeting. 2 If you are not the host, enter the pound sign # to join the meeting. Start or Join a WebEx Video Meeting Using Skype for Business A Skype for Business-specific video address is required to connect your Skype for Business application to the meeting. Microsoft Skype for Business was formerly known as Microsoft Lync. All information you need for starting or joining a WebEx meeting can be found in the invitation for the meeting, on the meeting information page, or on your Personal Room page. Step 1 Step 2 Step 3 Step 4 Open your Skype for Business application. Dial the appropriate video address, by selecting the Camera button: For a regular scheduled WebEx meeting: <meetingnumber>.<sitename>@lync.webex.com (For example, example@lync.webex.com). For an instant or scheduled Personal Room meeting: <username>.<sitename>@lync.webex.com (For example, acassidy.example@lync.webex.com). Enter the numeric meeting password if prompted. The numeric meeting password is only needed for regular scheduled WebEx meetings not Personal Room meetings. Start a video call. Join a WebEx Video Meeting Using the Cisco Proximity Mobile App Before You Begin The Cisco Proximity app for Apple iphone and ipad and Android devices must be installed for the integration to appear. 5

10 Join a WebEx Video Meeting Using the Cisco Proximity Mobile App Cisco WebEx Meeting Center Video Conferencing The microphone must be enabled and not in use on the mobile device. For example, do not take or receive calls during the meeting. The video system must be proximity enabled and in range of the mobile device. The mobile device must be connected to the same Wi-Fi network and within the same room as the video endpoint. Applicable only for the Cisco WebEx Meetings app 7.1 or later for Apple iphone and ipad or the Cisco WebEx Meetings app 7.5 or later for Android devices. This feature is only available on next-generation video systems such as SX80 and MX700 and includes Personal Room meetings. Step 1 Step 2 While in a meeting on an iphone, ipad or Android device, tap the More... icon. Tap the Proximity icon. 6

11 Cisco WebEx Meeting Center Video Conferencing Join a WebEx Video Meeting Using Cisco Spark The Proximity app starts with the video address of the WebEx meeting. You can now control the TelePresence unit or video device with the Proximity app on your mobile device. Join a WebEx Video Meeting Using Cisco Spark Before You Begin The Cisco Spark application must be enabled for WebEx. Step 1 Step 2 Step 3 In the Cisco Spark room, select the Calls tab. In the Make a call field, enter the video address for the meeting, for example, userid@<company>.webex.com. Select the Camera icon to join the meeting. Add WebEx Details When You Schedule a Meeting in Outlook If your administrator has enabled Calendar Service, you can schedule meetings in just a few steps. For more information, see WebEx Integration to Outlook for Windows (WBS31) and WebEx Integration to Outlook for the Mac (WBS31). When you schedule a meeting in Microsoft Outlook, you can in the invitation's location field. This automatically adds your WebEx Personal Room information to the meeting invitation. If you don't invite anyone to your meeting, it's considered an appointment, is ignored. This also adds One Button to Push (OBTP) information to rooms with video systems if they were included in the invitation. For meetings with at least one attendee, the details show up on your meeting invitation and calendar item, below any text you type in the body of the message. If you add in the Location field, your WebEx Personal Room details are also posted to the Cisco Spark room. Connect to a WebEx Video Meeting Using Pilot Numbers To connect to a meeting from a video system or application, you must dial a video address. Some devices cannot dial a full video address, such as @example.webex.com or joesmith@example.webex.com. To solve this problem, your administrator can set up a pilot number for your entire organization a simple, numeric number that replaces full video addresses. If you have a VCS or Expressway-based setup, the license bypass feature is not invoked. Your administrator must make sure there are sufficient licenses for all users at your site. 7

12 Enable Video Call-Back for WebEx Meetings Cisco WebEx Meeting Center Video Conferencing All information you need for starting or joining a WebEx meeting can be found in the invitation for the meeting, on the meeting information page, or on your Personal Room page. Step 1 Step 2 Step 3 Step 4 Step 5 Start your video system or application. Dial the pilot number. Enter the meeting number when prompted. Enter the numeric meeting password if prompted. The numeric meeting password is only needed for regular scheduled WebEx meetings not Personal Room meetings. When prompted do the following: 1 If you are the host, enter the host key or host PIN, as appropriate, followed by the pound sign # to start the meeting. 2 If you are not the host, enter the pound sign # to join the meeting. Enable Video Call-Back for WebEx Meetings A video address connects your video system or application to a WebEx meeting or a meeting host's Personal Room. To join or start a scheduled meeting, dial the video address. If your administrator has enabled Personal Room for you, you own a virtual conference room. Your room has three permanent addresses Web URL, video address, and call-in phone numbers. You can dial the video address to start a meeting in your room at any time. People can join you in your Personal Room by dialing the same video address every time. You can also join the meeting from your video system by having the meeting call your video system. Before You Begin Your site administrator must enable the feature. Step 1 Step 2 Step 3 In your Preferences, select Video Systems. Add the details for a maximum of five video addresses. The video system you select as default is used in your meetings as the video call-back option. In the Audio and Video Connection dialog box the Quick Start page, select Call My Video System. You can also manually enter a video system address. You will receive a call from the meeting to your video system. 8

13 Cisco WebEx Meeting Center Video Conferencing Video Window Layout Options for WebEx Meetings (WBS30, WBS31) Video Window Layout Options for WebEx Meetings (WBS30, WBS31) If you are using a video system to join or host a WebEx meeting, there are several video layout options to choose from. The default video layout is Active Presence. Single: Only the active speaker is shown in one window. Active Presence: The active speaker in shown in one window, with up to 9 participants in thumbnails overlaid on the active speaker window. Prominent: The active speaker is shown in one window with up to 9 participants in thumbnails below the active speaker window. Equal: Up to 16 video attendees are shown in equally sized windows. 1+N: The active speaker, the largest video, and a maximum of 12 video attendees are shown. The display dynamically adapts to the meeting size by showing more users as they join. To choose your layout after joining the meeting, do one of the following based on the video system type: For Dual Tone Multi-Frequency (DTMF), otherwise known as a touch tone video system, tap 2 or 8 on the keypad to toggle through the layout options. For FECC (Far-end Camera Control) video systems: 1 Tap the light blue screen on the Touch controller. 2 Select Camera. 3 Use the Up or Down arrow to toggle through the layout options. WebEx Personal Rooms What is a Personal Room? Your WebEx Personal Room is your own virtual conference space. It's always available, you don t need to book it, and you always know where to find it. Share your link and kick off your meeting. A Personal Room includes the following benefits: Your Personal Room is always in the same place; the URL, video address, and call-in numbers never change. Participants using Cisco TelePresence systems and other video systems or applications can also join if your WebEx site supports Meeting Center video conferencing. 9

14 WebEx Personal Rooms Cisco WebEx Meeting Center Video Conferencing A virtual waiting room or lobby where people wait if they try to join your Personal Room meeting ahead of time, or if you have locked your Personal Room. The top navigation bar automatically hides when not in use to maximize the available area on the screen. You can show it again by pointing to the arrow at the top of the screen. The Home tab defaults to your Personal Room. Task Set up your Personal Room Customize your Personal Room view Action Setting up your Personal Room is easy. After your administrator enables the room, you receive a welcome message. Select the Set Up Room link to start the setup wizard. You are automatically assigned a host PIN that identifies you as the host when you start a WebEx meeting in your Personal Room. You can change this at any time. Later, if you want to change your preferences, go to My WebEx > Preferences > My Personal Room. Make sure that you are in the Personal Room full view. Go to your WebEx site, select My WebEx > My Personal Room, select the Personal Room full view icon in the upper right corner. Or go to your Personal Room URL (for example, You can customize your Personal Room view in the following ways: Select Change on your avatar to upload a new one. Select the drink image on the desk to select a different image. Select the desk to to select a different image. Select the arrow on the left of the room to view the available wall images. You can replace these images by uploading your own images. 10

15 Cisco WebEx Meeting Center Video Conferencing WebEx Personal Rooms Task Invite people to your Personal Room Action There are three ways to invite people to your Personal Room: Share your unique URL through an message or instant message. Go to My WebEx > Preferences > My Personal Room to find the URL. From within your Personal Room, select the Invite and Remind button and follow the prompts. If you have the WebEx integration to Microsoft Outlook in WebEx Productivity Tools, invite people through Outlook. 1 In the WebEx toolbar in the Outlook window, select Schedule Personal Room Meeting. 2 Enter the details for your meeting and then select Send. Start a Personal Room meeting A CAPTCHA is shown when attendees enter any Personal Room on your site for the first time or when browser cookies have been cleared. 1 Sign in to your WebEx site. 2 Go to My WebEx > Enter Room. 3 Choose your audio connection. You can use your computer, call in with a phone, or receive a call from the meeting to your phone or video system. You can also start the Personal Room meeting through any supported video systems, including TelePresence systems, or video applications. Start a Personal Room meeting by phone You can start your Personal Room meetings by phone without having to sign in using the WebEx application. 1 Enter the access code of the meeting. 2 Enter your host PIN or audio PIN and press # to start the meeting. Attendees must only to press #. If the host has already started the Personal Room meeting, they will join it; if it hasn't started yet, they will wait in the lobby. Alternate hosts cannot start Personal Room meetings by phone. You cannot lock or unlock meetings by phone; meetings that are set to lock automatically must be started using the WebEx application. 11

16 WebEx Personal Rooms Cisco WebEx Meeting Center Video Conferencing Task Join a Personal Room meeting Action 1 Join the meeting by one of the following ways: If you received an invitation, select the link in the invitation. Paste the meeting URL into the address bar of a web browser and press Enter. On your WebEx site, enter the host's host ID for the Personal Room, which is often the host's username. You can find the Personal Room host ID in the meeting URL. For example, organizationname.webex.com/meet/jparker. The username is jparker 2 Select Join. 3 Choose your audio connection. You can use your computer, call in with a phone, or receive a call from the meeting to your phone or video system. You can also join the Personal Room meeting through any supported video systems, including TelePresence systems, or video applications. Assign alternate hosts You can assign alternate hosts for your Personal Room meetings by specifying them on your Preferences page. This means if you are not available to start your meeting, the alternate host can start it for you. Depending on your site settings, you can specify one or more individuals to be alternate hosts, or you can allow anyone with a host account on your site to be alternate hosts. Your Personal Room page indicates that they are alternate hosts, and they see Start Meeting instead of Join Meeting. The alternate host must sign in to start the meeting. If they are already signed in, it starts automatically. Alternate hosts must have a host account on your site and they cannot start a meeting from video systems or applications. 12

17 Cisco WebEx Meeting Center Video Conferencing WebEx Personal Rooms Task Lock or unlock your Personal Room Leave your Personal Room Action If you have back-to-back meetings or need privacy in your Personal Room, lock the room. You can also set an option in your Personal Room preferences to automatically lock your room 5, 10, 15, or 20 minutes after the meeting starts. When the room is locked, no one can enter your room until you unlock it. To lock or unlock the room, select Lock Room or Unlock Room from within the room. If the room is locked, the host sees a list of all attendees waiting in the lobby and the list indicates who has signed in and who has not. The host can then choose who to allow into the Personal Room meeting. If your site settings prevent unauthenticated users from entering unlocked rooms unless the host admits them, when the room is unlocked, attendees who have not signed in will wait in the lobby, and the host sees a list of who is waiting and can choose who to admit. Attendees who join from phones or video systems are still able to enter unlocked Personal Rooms. Your site administrator can allow unauthenticated attendees to enter an unlocked room if they have signed in recently within a specified time period. The default is two weeks. To leave a Personal Room meeting, select Leave Room. When the host of a Personal Room meeting leaves the room, the meeting ends for all participants. If you are the host and want to leave the room without ending the meeting, make another participant the host. The new host then takes over all the controls in the room. 13

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