Cisco WebEx Meeting Center User Guide. This User Guide provides basic instruction on how to setup, use, and manage your Cisco WebEx Meeting Center.

Transcription

1 Cisco WebEx Meeting Center User Guide This User Guide provides basic instruction on how to setup, use, and manage your Cisco WebEx Meeting Center. 1 Add your Impact Telecom Audio Conferencing Account to your Profile 1. Log in to your WebEx URL with your user name and password (e.g. If you do not have a user name or password, please contact your WebEx site administrator or Customer Support. For customers using the pay per use service (i.e., per minute), your Audio Conferencing account information is automatically populated for you. 2. Once you have logged into your account, click My WebEx. On the left-hand side navigation, select Preferences. 3. On the Preferences screen, select Set up next to the Audio option. You can store up to three different Audio Conferencing accounts. Accounts must be added one at a time. 4. Scroll down to the Teleconference section, click Add Account, and enter: Your toll-free Audio Conferencing telephone number into the toll-free call-in number field Your toll Audio Conferencing telephone number into the toll call-in number field if applicable Your Leader PIN Your Conference Code into the Conference Code field In the Recording dial-out number drop down menu, select the number that you would like to utilize for Network Based Recording. The default dial-out number recommended is Call-in toll-free number 5. Click OK. 6. If you have more than one account stored, select the default number by selecting Set as Default, on the Preferences screen. Configure your Time Zone 1. Log in to your WebEx URL with your user name and password (e.g Once you have logged into your account, click Meeting Center. 3. Select Host a Meeting from the left-hand side navigation menu and then select Schedule a Meeting.

2 4. Click the time zone link under the time entry fields. 5. Select your time zone and click OK. Install the Meeting Manager The Meeting Manager will automatically install when you start or join a meeting for the first time. Follow the instructions below to download the Meeting Manager in advance: 1. Go to your Cisco WebEx Meeting Center website (e.g. If you are a pay per minute user, go to 2. On the left-hand side navigation, expand the Set Up menu and select Meeting Center. 3. Click Set Up and the Meeting Manager will start to install. 4. Once set up is complete, click OK. Schedule a Meeting 1. Log in to your WebEx Meeting Center host account. 2. Expand the Host a Meeting menu and select Schedule a Meeting. 3. The Schedule a Meeting form will appear on your screen. 4. Enter the Meeting topic, Password (if required), Date, Time, Duration, Attendees, and select Reservationless-Plus. 5. Once the scheduling form is completed, click Schedule Meeting. 6. A confirmation screen will appear. Click OK if you are satisfied with your submission or click Edit to go back and edit the meeting details. 7. Once you click OK, the meeting invitation will be sent to your attendee(s). 8. For advanced meeting options, select Advanced Scheduler. 2 Start a Meeting 1. As the host of the meeting, you will receive a host message with a URL to join the meeting. Click Join WebEx meeting in the host message. 2. If you do not have your host , then log in to your WebEx Meeting Center host account: a. Expand the Host a Meeting menu and select My Meetings. b. Locate the meeting in the calendar and select Start next to it. 3. The meeting will launch.

3 Join as an Attendee 1. If you are the attendee of a meeting, you will receive an invitation. Click the link in the invitation. 2. For the audio conference, you will have the option to either dial- in or receive a call-back. Note: If the attendee dials into the conference, then the attendee must also identify themselves by dialing the Identity Code/Attendee ID (e.g. #1 254#) or by entering their name. 3. Once you have joined, your name will appear in the Participant List. Call in via Phone a. Call the phone number listed in the invitation or on the Audio Conference dialog box once you have joined the web conference. To view available global dial-in numbers, select the View Global Numbers link in the Audio Conference dialog box, in the meeting invitation, or on the Info tab in the WebEx content viewer. b. Enter your Conference Code followed by the pound or hash sign (#). c. Press star (*) if you are the Leader. d. Enter your Leader PIN followed by the pound or hash sign (#). e. Press 1 to start or join your conference. f. Enter the Attendee ID listed on the Audio Conference dialog box to identify yourself in the participant list. Note: The Audio Conference does not provide a voice prompt to enter this code. g. Once you are connected, you will see a phone indicator icon next to your name in the participant list and at the bottom of the screen. The icon indicates that you are participating in the audio conference using your phone. 3 Receive a Call Back via Phone a. Once you have joined the web conference, on the Audio Conference dialog box, select Use Phone in the drop down menu, and select a previously used phone number or select Call me at a new number. b. If you selected Call me at a new number, select the country code, enter the area/city code and phone number in the textbox provided. You can select the checkbox to save your phone number on this computer for future use. c. Click Call Me. A calling prompt appears in the bottom left-hand corner of your screen and your phone will ring.

4 d. Answer the phone and you will hear a greeting asking you to press 1 to join the conference. e. Once you are connected, you will see a phone indicator icon next to your name in the participant list and at the bottom of the screen. The icon indicates that you are participating in the audio conference using your phone. Invite an Attendee to Join a Meeting in Progress You can invite attendees to join a meeting in progress by or phone. Invite an Attendee by a. On the Quick Start screen, under Invite & Remind, select . b. Your program will generate an invitation. c. Enter the names of the attendees you want to invite. d. Click Send. Your invited attendees will receive an to join the conference. Invite an Attendee by Phone a. Click Invite & Remind. b. Click the Phone Icon. c. Type the attendee s name in the Name textbox. d. Select the country code (the default is the United States) and then type the attendee s area/city code and phone number in the text box provided. e. Click Call. f. Once the participant has answered, click Add to Meeting Call. g. The participant will follow the voice prompts to join the meeting audio and you will be joined back to the main conference. Present a Document 1. On the Quick Start screen, select Share File (Including Video). Browse and select the document that you want to show in the content viewer. 2. Browse and select the document that you want to show in the content viewer. 3. The document will load into the content viewer and display for all attendees. 4

5 Share an Application 1. Open the application you want to share with your attendees. 2. On the Quick Start screen, select Share Application. 3. In the application sharing list, select the application you want to share. 4. The application will display for all attendees. Share your Screen 1. On the Quick Start screen, select Share Application and then select Share My Screen. 2. In a few seconds, your screen will be shared with all attendees. Manage a Meeting Leave the Audio Conference 1. Click Audio on the main menu and select Audio Connection. 2. Click Disconnect Audio. Note: If you are the Host of the meeting and choose to exit the meeting, you will have the option to keep the audio conference running and end only the web conference portion. If you select the option to end, the audio conference and web conference will end for everyone. If you select to keep the audio conference running, only the web conference will end. Record the Audio Conference 1. Select the Recorder option in the meeting to start or stop recording. 2. To review your recorded meetings, expand the Host a Meeting menu and select My Recorded Meetings. Note: If your integrated audio conferencing bridge is being used, the audio and web conferencing elements will both be recorded. Send a Chat 1. Enter your chat text in the chat side menu. 2. Use the drop down menu to select Everyone or select a specific participant to send your chat to. 3. Click Send. 5

6 Manage the Audio Conference Mute your Line as a Participant a. Click Participant on the main menu and then select Mute or right-click your name on the Participants tab and click Mute. b. Once you are muted, a red X x will appear next to the phone icon alongside your name (for meetings scheduled with the call-back option only). Note: The meeting host can right-click on any attendee s name on the Participants tab and mute their audio line. Unmute your Line as a Participant a. Click Participant on the main menu and then select Unmute or right-click your name on the Participants tab and click Unmute. b. Once you are unmuted, the red X disappears from the phone icon alongside your name (for meetings scheduled with the call-back option only). Mute All Attendees a. Click Participant on the main menu and then select Mute All or you can right-click on any attendee s name on the Participants tab and click Mute All. b. The phone icon beside each attendee s name will have a red X x by it. Unmute All Attendees a. Click Participant on the main menu and then select Unmute All or you can right-click on the Participants tab and click Unmute All. b. The red X disappears from the phone icon alongside each attendee s name. Mute Attendees on Entry a. Click Participant on the main menu and then select Mute Attendees on Entry. A checkmark appears next to this option when it is active. b. To deactivate this option, click Participant on the main menu, followed by Mute Attendees on Entry. The checkmark next to this option disappears. Rename Attendees a. Right-click on the attendee s name on the Participants tab. b. Click Rename. c. Type the attendee s name in the textbox. d. Click off of the textbox after typing the attendee s name. Note: If you rename a Call-in User, the new name will only show up on your participant list. It will not show for all meeting participants. 6

7 Participant List Indicators Indicator Description Participant is connected via phone Participant is actively speaking via phone Participant is muted via phone Participant is connected via phone and is in a private audio conference. 7 Customer Support For further assistance, please contact Customer Support. Phone: customersupport@impacttelecom.com