WebEx Downloading and Using Productivity Tools. Introduction. Downloading WebEx Productivity Tools. From the Software Center on Windows 7

Transcription

1 WebEx Downloading and Using Productivity Tools Introduction When using WebEx, you have the option to download and use the productivity tools provided. These tools include integration with your Outlook client, the ability to set up quick meetings and join sessions from your desktop. This self-help document will walk you through the steps to download and use the productivity tools provided by WebEx. You do not need administrative privileges to install them through the Software Center. Downloading WebEx Productivity Tools From the Software Center on Windows 7 Towson University has made the WebEx Productivity Tools available for download through Software Center. Follow these steps to download WebEx Productivity Tools to your TU-owned computer using Software Center. 1. Click the Start button. 2. Click in the Search programs and files box and type soft. Results will appear above the search box. 3. Under Programs, click on Software Center. Figure 1 4. The Software Center window will open. 5. Find and click the application Cisco WebEx Productivity Tools. Figure 2 OTS Publication: WX36 10/16/17 Training@Towson.edu Office of Technology Services 2017 Towson University This work is licensed under the Creative Commons Attribution-NonCommercial-NoDerivs License. Details available at

2 6. Click Install. Software Center will begin the installation. Figure 3 7. When the installation is complete, click the Close button to close the Software Center window. From the Software Center on Windows Click on Cortana beside the Start button. Figure 4 2. Click in the Type here to search box and type soft. Results will appear above the search box. Figure 5 3. Under Best Match, click Software Center. Figure 6 4. The Software Center window will open. 5. Find and click the application Cisco WebEx Productivity Tools. Figure 7 2

3 6. Click the Install button. The Software Center will begin the installation. Figure 8 7. When the installation is complete, click the Close button to close the Software Center window. From WebEx 1. In your web browser, type towson.webex.com in the address bar and press the ENTER key. 2. Click on Log In in the upper right-hand corner. 3. Log in using your Towson Username (NetID) and Password. 4. Click the upward-pointed arrow to reveal the WebEx Toolbar. 5. Click on the My WebEx tab located at the top of the page near the center. Figure 9 6. On the left-hand side, click on the Support link. 7. Under Downloads for Individual Services, click the Meeting Center link. Figure 10 3

4 8. Under WebEx Productivity Tools, choose Windows or Mac from the drop-down menu. 9. Click Download. Figure Once downloaded, click on the file to open it. 11. The WebEx Productivity Tools InstallShield Wizard will run. 12. Walk through the wizard to install the WebEx Productivity Tools (If you are using a Towson computer, you must have administrative privileges to proceed). 13. Once the tools are installed, you will be asked to provide your account information: Site URL: towson.webex.com User Name: Your TU NetID Password: The password associated with your TU NetID Using WebEx Productivity Tools WebEx Productivity Tools integrate with Microsoft Office so that you may schedule a future WebEx session straight from your Outlook Calendar, or begin a session from a document that you have open. There is also a desktop component to the Productivity tools that allows you to schedule an instant session from your desktop. From the Desktop 1. Double click on the WebEx Productivity Tools icon on your desktop. Figure To open your Personal Meeting Room, click the Start Meeting button. Figure 13 4

5 3. If you are joining a session, click the Search button and enter the address of the host or the meeting number. Figure To schedule a meeting, click the Schedule button beside the Search button and your local provider will open. Figure To start a meeting you already have scheduled, click the More button to reveal My Meetings. Select the meeting you wish to start and click Start. Figure 16 Figure Click the Gear icon in the upper left-hand corner to edit your Settings. Figure 18 5

6 Scheduling WebEx Sessions from Microsoft Outlook There are several different WebEx meeting types that you can schedule from Microsoft Outlook. In this document, we will cover the Meeting Center, Personal Room Meetings, and Personal Conference Meetings (audio only conference calls). Scheduling a WebEx Meeting Center Meeting The WebEx Productivity Tools allow you to schedule and configure your WebEx meeting through Outlook and invite attendees. This can be done through your Inbox or Calendar. 1. From the Home tab, click the Schedule Meeting icon in the WebEx group to open a drop-down menu. 2. Click Schedule WebEx Meeting. A new will open along with a WebEx Settings window allowing you to schedule and configure your meeting. Figure 19 WebEx Settings 1. Click the Meeting template drop-down menu and select MC: Meeting Center Default. 2. Click the text box next to Meeting password and type in a password for your meeting. If you do not wish to have the password for your meeting in the , click the check box marked Exclude password from invitation under the Meeting password text box. 3. Click the drop-down menu next to Attendees can join meeting and select the amount of time you would like to allow your attendees to join before the starting time of the session. Figure 20 6

7 4. Under the Audio & Tracking tab, click the drop-down menu next to Audio connection type and select the type of audio you would like to use for your meeting: WebEx Audio: Attendees can join using either a phone or their computer Other teleconference service: Not available at Towson University Use VoIP Only: Attendees use their computer for audio (a speaker and microphone is required) 5. Click the drop-down menu next to Entry and exit tone and make a selection. 6. Click the OK button. Figure 21 Sending the Invite The session information will populate in the body of the meeting invite. Any attendees you invite will receive a meeting request with the information for the WebEx Meeting Center meeting. To begin the session, open the meeting on your Outlook Calendar and follow the information included. 1. Enter the attendees in the To field of the Type an appropriate Subject of the invite in the Subject field. 3. Select the start date and time from the Start time drop-down menus. 4. Select the end date and time from the End time drop-down menus. 5. Click the Send button. Figure 22 7

8 Starting your WebEx Meeting Center Meeting 1. Double click on the WebEx Productivity Tools icon on your desktop. Figure Click the More button to reveal My Meetings. Select the meeting you scheduled and click Start. Figure 24 Figure 25 OR Open the meeting on your Outlook Calendar. Click the link next to Go to in the body of the meeting window. Figure 26 8

9 Scheduling a Personal Room Meeting The WebEx Productivity Tools allow you to invite attendees to your WebEx Personal Meeting Room through Outlook. This can be done through your Inbox or Calendar. 1. From the Home tab in the ribbon, click the Schedule Meeting icon in the WebEx group to open a drop-down menu. 2. Click Schedule Personal Room Meeting. A new will open allowing you to schedule your meeting. Figure Enter the attendees in the To field of the Type an appropriate Subject of the invite in the Subject field. 5. Select the start date and time from the Start time drop-down menus. 6. Select the end date and time from the End time drop-down menus. 7. Click the Send button. Figure 28 9

10 Starting your Personal Meeting Room 1. Double click on the WebEx Productivity Tools icon on your desktop. Figure Click Start Meeting. Figure 30 - OR - From the Home tab in the Outlook ribbon, click the Meet Now icon in the WebEx group. Figure 31 10

11 Scheduling a Personal Conference Meeting The WebEx Productivity Tools enable you to schedule a Personal Conference Meeting through Outlook and invite attendees. A Personal Conference Meeting is audio only. 1. From the Home tab, click the Schedule Meeting icon in the WebEx group to open a drop-down menu. 2. Click Schedule Personal Conference Meeting. Figure If you do not have a Personal Conference Number set up for your WebEx account, a WebEx Productivity Tools window will pop up prompting you to Generate a Personal Conference Number. Click the Generate a Personal Conference Number button. Figure A web browser window will open where you can generate your Host and Attendee access codes. Before you can generate these you must have an audio pin set up to connect to the conference as a host, click the Set PIN link. Figure 34 11

12 5. Enter a 4-digit pin in the Audio PIN text box. Figure Scroll down and click the Save button. Your browser will automatically return to the Add Personal Conference Number screen. Figure Click the Generate button. Figure Return to Outlook and repeat Steps 1 and 2. A new will open allowing you to schedule and configure settings for your meeting. 9. Click the drop-down menu next to Entry and exit tone and make a selection. 10. Click OK. Figure Enter the attendees in the To field of the . 12

13 12. Type an appropriate Subject of the invite in the Subject field. 13. Select the start date and time from the Start time drop-down menus. 14. Select the end date and time from the End time drop-down menus. 15. Click the Send button. Figure 39 Starting Your Personal Conference Meeting 1. Open Outlook and go to your Calendar. 2. Double-click the meeting you scheduled. 3. Access your Host Access Code and Audio PIN by clicking Host Information at the top of the . Figure Call the toll-free number in the and enter your Host Access Code when prompted (Attendees will instead enter the Attendee Access Code). 5. Then enter the Audio PIN to connect to the meeting as the host. 13

14 Productivity Tools in other Applications WebEx Productivity Tools are not confined to your desktop or Microsoft Outlook. When downloaded, WebEx Productivity Tools integrate into the complete Microsoft Office suite. Productivity tools also provide a toolbar to use in your web browsing application. This section of the document will introduce you to the options that are available in these other applications. In Microsoft Word, Microsoft Excel, and Microsoft PowerPoint: 1. From the Home tab of the ribbon, locate the WebEx group. Figure To share your document immediately during an active WebEx session, click the Share This File button. The file will open as a new tab within the active WebEx session. 3. To begin a WebEx session immediately with your current document, click the Share this File button. 4. For other options, click the drop-down arrow below WebEx. 5. To start a meeting immediately, click the Meet Now button. 6. Click the Schedule Meeting button to open up an on Outlook. In the WebEx group, click Add WebEx Meeting and select your preferred meeting type. 7. Click My Meetings to open your scheduled meetings in WebEx Productivity Tools. Figure 42 14

15 In Internet Explorer: 1. Open the Internet Explorer web browser. 2. To enable the WebEx Productivity Tools toolbar, click the Settings icon in the upper right-hand corner. 3. Click Manage add-ons. The Manage Add-ons window will appear. Figure Under the Toolbars and Extensions tab, locate the Cisco WebEx LLC group. 5. Click on WebEx Productivity Tools and then click the Enable button. 6. Click the Close button. Figure 44 15

16 7. Locate the WebEx Productivity Tools toolbar. 8. To share your web browser immediately during an active WebEx session, click the Share Browser button. 9. To begin a WebEx session immediately with your web browser, click the Share Browser button. Figure For other options, click the drop-down arrow beside WebEx. 11. To start a meeting immediately, click the Meet Now button. 12. Click the Schedule Meeting button to open up an on Outlook. In the WebEx group, click Add WebEx Meeting and select your preferred meeting type. 13. Click My Meetings to open your scheduled meetings in WebEx Productivity Tools. Figure 46 16