Meeting Center: Organizing and Conducting Collaborative ...webexmip.webex.com/mip/...Collaborative_Meetings.pdf · Meeting participants may be assigned the following roles, which

© 2014 Cisco and/or its affiliates. All rights reserved. PNCOPS v1.0 — 1 Learning Services High-Touch Delivery

Meeting Center: Organizing and Conducting Collaborative Meetings

Cisco Learning Services

This document is for training purposes only. All content is subject to change without notice.


Meeting Center Training:

5 lessons, 90 minutes

Course Introduction


• Schedule and start meetings

in Cisco WebEx Meeting

Center

• Manage participant privileges

• Share content and

information during a meeting

• Use collaboration features


Type questions in chat

Please use these tools to participate, ask questions, and enjoy learning!

Raise/lower your hand

Use annotation tools

View audio conference info

Mute/unmute yourself


When the meeting panels are not accessible on the right, you can find them

in a tray at the top of your screen. Click any button to open/close that panel.

Go back to

the meeting

window

Participants

panel Chat panel

Annotation

tools

Green tab

indicates what is

being shared

Mute/unmute


Lesson 1: Organizing Meetings


It’s so much more powerful than a regular conference call.

• Choose from basic or advanced

scheduling options on your WebEx site.

• Install Productivity Tools and then use

Outlook integration to schedule.

• Follow up with reports after the meeting.

• Manage meeting recordings.

• Use WebEx integrated audio for a smooth

communication experience.

• Share presentations, files, applications,

your desktop, whiteboards, and more.

• Enhance the meeting experience by

sharing high-quality webcam video.

• Leverage built-in collaboration tools.

• Record, share, and replay meetings.


Access WebEx at duffandphelps.webex.com

WebEx uses Single Sign-On technology that

securely passes your credentials and

automatically logs you into WebEx. Click on

“Host Log in” to automatically log you in.

For security, scheduled meetings are not listed on the calendar.


It’s possible to schedule meetings on your WebEx site, but we will be

focusing on how to set them up through Outlook.

Your WebEx Site

• Quick scheduler

• Advanced

scheduler

Productivity Tools

• Outlook

integration

OUR FOCUS


First, you must install Productivity Tools from your WebEx site. This will

allow you to schedule WebEx meetings through Outlook.

To install Productivity Tools:

1. Log in to your WebEx site.

2. A popup will prompt you to download.

Click the Download button to begin.

3. Run the installation wizard.


You can also install Productivity Tools from the Downloads section of your

WebEx site.

• You may be automatically

prompted the first time you

log in to your site.

• You can manually install

by going to Support >

Downloads and finding

Productivity Tools.

Install Productivity Tools:


Once you’ve installed Productivity Tools, you can schedule WebEx

meetings directly from Outlook. Let’s do a real-time demonstration.


You can start the meeting from your calendar.

Open the

appointment

in your

calendar

and click the

hyperlink


Download the WebEx app and start meetings on the go.

Go directly to www.webex.com and scroll down the page. You will

find options to text the link or email the link to your mobile device.

http://www.webex.com/


Lesson 2: Getting Your Meeting Started


When you start the meeting, the Quick Start screen appears.

This button

allows you to

connect to the

audio conference


Enter your phone number and click Call Me. Your phone will ring.


Call the number listed. Enter the access code and your attendee ID.


Before using this option, click Test Computer Audio to get set up.


Click Call Using Computer to begin connecting via Voice Over IP.


The meeting window is where content is displayed and participants interact.

Menu Bar Content Tabs

Panels


Once a whiteboard or other content has been shared, more tools appear.

Annotation

Toolbar

Navigation Bar

Viewing

Options

Content Viewer


Meeting participants may be assigned the following roles, which determine

what they are able to do and how they are able to communicate.

Host

• Start the meeting

• Record the meeting

• Mute/unmute attendees

• Change meeting roles

• End the meeting

Attendee

• Join the meeting

• Participate with

interactive features

• Can have any role, if

assigned by the Host

Presenter

• Share content

• Pass remote control

• Assign privileges

• Conduct polls

“Participants” = EVERYONE in the meeting


The Host can pass the Presenter role to anyone, at any time.

To quickly change Presenters:

1. Click on a participant’s name

2. Click the Make Presenter

button.

Alternatively, you can drag and

drop the ball on their name.


The Host can also give up the Host role to anyone else, if necessary.

To change roles:

1. Right-click on a participant

2. Choose Change Role To

3. Select the role you want

them to have.


When Hosting a meeting, the Participants panel allows you to see who is in

the meeting and what their roles are.

The Host can also:

• See audio connections

currently being used

(telephone or headset icon)

and who is speaking.

• Mute/unmute attendees

• Share webcam video

• Identify the note taker or an

attendee who has a raised

hand.

• Invite and remind additional

participants to join.


The Host can record the meeting, which will be saved automatically to their

WebEx service site. First, check the recorder settings.

From the Meeting menu,

select Recorder Settings >

Record on Server


Next, click the Recorder tab to open the panel.

Tip: Once the recording is

stopped, the recording uploads

itself automatically to your

WebEx site.


Open the recorder panel to start, pause, and stop your recording.

1. Click the Recorder panel icon to open

the Recorder panel.

2. Click the button to begin

recording.

3. If you are using WebEx Audio, it will

connect to the audio to record the audio

conference automatically.

4. Click to pause or to stop

recording.


Lesson 3: Interacting in a Meeting


The meeting privileges (set by the Presenter) determine who attendees can

exchange messages with in the Chat panel.

To send chat:

1. Type your message.

2. Select the recipients.

3. Click Send.


Sharing video in the meeting can help you interact more effectively. Take a

moment to make sure your webcam is set up properly.


Sharing video in your meeting can help you interact more effectively and

build relationships with meeting attendees located around the world.

Click the webcam icon

to start/stop sharing

your webcam video.


When you begin sharing video, you will see yourself in the smaller window.

Attendees will see your

video here in the larger

display area.

If Andrew was sharing his

webcam, you’d see him

here. Otherwise, you see

this placeholder.


The Host can click the padlock icon and choose who to lock video on.

The Host can click the lock icon and choose the

participant to lock video on.


You can switch to video thumbnails when others are sharing their webcams,

or go full screen.

Click the dropdown and select List or Thumbnails.

Click to go to full screen video view.


Exit full screen view

Each participant has the option of viewing video in a full-screen mode.


Lesson 4: Presenting in a Meeting


The Share menu gives the Presenter access to collaboration features.

The Share Menu

Each option allows

for a different style

of showing content

and collaborating

with the meeting

attendees. It is

important that you

practice using these.


During a WebEx meeting, you can use many powerful collaboration

features to engage meeting participants and collaborate in real time.

My Desktop

Please note:

Duff and Phelps

recommends that

you do not share

your desktop, unless

it’s for support (IT)

Shows your entire computer

desktop- including any

programs, windows, and file

directories you have open, or

will open.

Sharing Features




Bring any file or document from

your computer, into the

meeting window. You can

share PowerPoint

presentations, images,

spreadsheets, documents,

videos, and more.

File (Including Video)…

Sharing Features

Privately browse your

computer to select the file you want. Then click

Open to share it in the meeting content viewer.


Sharing Features



Bring any file or document from

your computer, into the

meeting window. You can

share PowerPoint

presentations, images,

spreadsheets, documents,

videos, and more.

File (Including Video)…




Sharing Features

Select an application from your

computer. It will be shown in

real time on the left side of the

meeting window, to attendees.

Nothing else can be seen from

your computer.

Application

Choose an application

running on your computer, or choose Other Application to

launch a new program.




Sharing Features

Select an application from your

computer. It will be shown in

real time on the left side of the

meeting window, to attendees.

Nothing else can be seen from

your computer.

Application

You will see your entire computer in full screen.

Do not open other programs on top of the

application you’re sharing.


When sharing an application or web browser, it will appear on the left side

of the meeting window. You can force full-screen view for participants.

From the toolbar dropdown,

choose View >

Full-Screen for Participants


As an attendee, here’s how you will see applications shared by default.

Kim Wong is the

Presenter. She is

sharing an

application, which

takes over the left

side of the screen.

I can take myself into the

full screen view by

clicking the expanding

arrows button.


In full-screen mode, the Presenter has access to the meeting panels and

controls via a toolbar at the top of the screen.

Stop Sharing

Pause and

Resume

Sharing

Mute/

Unmute

Pass

Control

Annotation

Tools Chat

Panel

Access the

Share Menu

Reconnect to

Audio Participants

Panel

Recorder

Panel Access more

panels and

controls


While sharing your desktop, an application, or a web browser, you can

allow one participant to control your keyboard and mouse remotely.

To give a participant remote control:

1. Go to Assign

2. Choose Pass Keyboard and Mouse Control

3. Click the participant’s name from the list

4. You will be prompted to grant control:


While sharing your an application, a web browser or desktop, you can allow

one participant to temporarily control your keyboard and mouse remotely.

To revoke remote control from a participant:

1. Double-click your mouse to regain control

2. Go to Assign

3. Choose Pass Keyboard and Mouse Control

4. Click the participant’s name to remove the checkmark.

The participant will no longer be able to control remotely.


Lesson 5: Concluding and Sharing Meeting Results


The Host is responsible for ending a meeting, and will be prompted to save

meeting information before closing the session.

To End Your Meeting:

1. From the File menu, select

End Meeting.

2. Click Save meeting files to

save files you shared.

(Optional)

3. Select the files you want to

save. (Optional)

4. Click End Meeting.

The meeting window will close

and the WebEx audio conference

will disconnect.


On your WebEx site, you can pull reports on meetings you’ve hosted.

These reports include information on who attended your meetings.

To Pull a Report:

1. Click My WebEx.

2. From the left side menu, select

My Reports.

3. Click Usage Report.

4. Select a date range and then

Display Report.

Summary and detailed reports

can be viewed and saved.


On your WebEx site, you can pull reports on meetings you’ve hosted.

These reports include information on who attended your meetings.

To Locate Recordings:

1. Click Meeting Center.

2. Under Host a Meeting, select My Recorded Meetings.

3. Recordings are listed on the right.


In this training, we:

Learned how to schedule meetings

Discussed managing meeting roles

Reviewed using meeting panels to

interact with attendees

Identified how to use sharing

features to collaborate during

meetings

Demonstrated how to record

meetings, and end meetings


Learning Services

High Touch Delivery

• Get help when you need it. Contact the WebEx helpdesk at 1-866-229-3239,

option 1 for live support in the US/Canada. International toll-free support numbers

are listed at http://www.webex.com/support/phonenumbers.htm

• For more info visit http://webexmip.webex.com/mip/duffandphelps/intranet.php

• Practice. Schedule a meeting, invite some coworkers, and have fun exploring the

Meeting Center features together.

• Thank you, Duff & Phelps!

Next Steps

http://www.webex.com/support/phonenumbers.htm

http://webexmip.webex.com/mip/duffandphelps/intranet.php


Documents

Meeting Center: Organizing and Conducting Collaborative ...webexmip.webex.com/mip/...Collaborative_Meetings.pdf · Meeting participants may be assigned the following roles, which