1. This webinar is being recorded.
Phones are muted on entry.
Please type your questions in the chat box at anytime.
A copy of the presentation will be posted on PostalPro in the Webinars section.

2. PCC Advisory Committee Education
How to Set Up and Host a Webinar with WebEx
May 29, 2019

3. Agenda Tips for a Successful Webinar Event
Benefits of Hosting a Webinar
Setting up a WebEx to facilitate a Webinar

4. WebEx Options Which ones can the PCCs use?
Postal is setting it up – use the WebEx thru your Outlook.
Industry is setting it up – Join.me or GoToWebinar / GoToMeeting

5. Best Practices to Host a Webinar
Assign a designee or host
Have one person advance slides
Mute Entry and Exit Tone
Have a housekeeping slide
No back-to-back meetings
Record the session
Confirm speakers
Use chat box for questions
Give a few weeks notice to speakers
Have someone capture Q&As (if possible)
Dry run
Send recording and PowerPoint afterward

6. You can use a WebEx for many of your PCC events, such as:
What can a PCC use a WebEx for?
You can use a WebEx for many of your PCC events, such as:
Board Meetings
Committee Meetings
Training/Seminars

7. External Speakers – No Travel Costs!
WebEx Benefits
External Speakers – No Travel Costs!
External speakers can be anywhere
No expenses for the PCC = no costs for members to attend
Easily plan multiple evens on multiple subjects

8. Multiple Options for Attendees
WebEx Benefits
Multiple Options for Attendees
A WebEx doesn’t mean that everyone needs to attend remotely
PCCs can offer “Hybrid” events
Some members access remotely
Other members gather in conference room to share WebEx
Allows members to network

9. Outlook – Cisco WebEx
WebEx is a collaborative platform for your day-to-day business communication needs.
Some of the features of this tool allows you to:
Engage your participants by sharing a PowerPoint presentation
Showing website navigation
Adding poll questions
Using a white board
Meetings can be scheduled on-demand for Web or Audio Conference for up to 250 attendees without special set-up or procedures.
Meetings over 250 you will need an Operator Assisted Large WebEx meeting – please contact:

10. All new employees must submit a request for WebEx via eAccess.
Key-in your ACE ID and Password then
select logon button
Select Request Access
3. Enter the application name
type “WebEx” then select
search and select “ACE WEB Conferencing”
Once your eAccess Request is approved you will receive a Welcome from with your Reservationless account information, conference code, Leader Pin, etc.

11. COMMONLY USED FEATURES
It is the initial Audio setup users need to configure after the WebEx request had been approved for the users.
It is a common mistake or one of the most frequently asked questions concerning Webex setup.

12. SETUP WEBEX ACCOUNT
Outlook – Ribbon Bar – Meet Now and Schedule Meeting
Not there – Call IT Help Desk
Meet Now – If you want to have a meeting right now
Schedule Meeting – Meetings for the future
To set up a meeting, select the GREEN PLUS SIGN

13. SETUP WEBEX ACCOUNT(con’t)
Wait a few seconds and this will open up
Top is your ribbon bar – many features
Basic ones to use are:
Delete – Cancel WebEx Meeting – Change Settings – Appointment – Scheduling Assistant
Address Book – Check Names – Recurrence – Time Zone

14. Select Change Settings
Attendees can join xxx minutes before starting time
5 – 10 – 15 minutes (Your preference)
Audio & Tracking Section
Entry and Exit Tone
Beep – You will hear a beep every time someone dials in
Announce Name – There name will be announced every time someone dials in
No Tone – No beeping

15. SCHEDULE AND MANAGE MEETINGS
Resources Section – Alternate Host
You have to have a name typed in the TO… - It will automatically populate for you in the alternate host section – Select the person(s) you want to be an alternate host
You will receive a message if your host does not have privileges and it’ll ask you do you want to schedule the meeting anyways – Select No then go back and select someone else or if you have no other option then select yes

16. SCHEDULE AND MANAGE MEETINGS
To: Invite Your members – Accepts various addresses
Type it in To Field followed by ; then select on “Check Names”
Address Book to search
Subject – Be specific – the more information the better
Location – Be specific – the more information the better and if joint event put both locations
Start Time – Select Day and Time (you can type in the box to change the time 1:10
End Time – Select Day and Time
Time Zone – Select the Time Zone
All Day Event – Check the Box

17. SCHEDULE AND MANAGE MEETINGS
To see if attendees are available, after you type their names in the TO Field, select “Scheduling Assistant” on your ribbon bar – this will open up.
If they are Postal Employees you will see their calendar and it will be coded with:
Busy
Tentative
Out of Office
Working Elsewhere
No Information
Outside of Working hours
Non postal you will see \\\\\\\
If you need to add more name, type it where it says – Click here to add a name
To return to your settings page select “Appointment” on your ribbon bar

18. SCHEDULE AND MANAGE MEETINGS
Recurring Board Meeting
Fill out everything the same way
To Field
Subject
Location
Start Time
End Time
Select Recurrence

19. SCHEDULE AND MANAGE MEETINGS
Verify:
Start and End Time
Select your Time Zone
Recurrence Pattern
Monthly
The XXX day of every xxx month
Range of Recurrence
Start
End by or End after Ok

20. Notice it changes the meeting page
You can type a message in the body
Select Send
If you want to cancel – simply select Recurrence and select Remove Recurrence

21. After you sent WebEx invite and you forgot to add someone, or you need to delete someone or you forgot to add an attachment or a message you can make edits
Go to your calendar, open up the invite and either type their address in the To field, delete their address in the To field, add the attachment by selecting insert and then attach file or type your message in the body field and select Send Update
You will get a pop-up asking you – Send updates only to added or deleted attendees or send updates to all attendees
Select the one you want and select OK

22. SCHEDULE AND MANAGE MEETINGS
To do some quick edits or cancel an event
on your calendar, right click on the event,
various options appear.
Select the feature you need to do.

23. SCHEDULE AND MANAGE MEETINGS
If you want to change the background color of your calendar, select VIEW and you will find a color wheel
9 colors to choose from
If you want to color code your events on your calendar

24. SCHEDULE AND MANAGE MEETINGS
If you want to color code your events on your calendar
Put your mouse over an event and right click then select “Categorize”

25. SCHEDULE AND MANAGE MEETINGS
Select New – type in the Name
Lunch N Learn
Board Meetings
Select Color Ok
When you are done select OK
Always go back and rename or delete

26. SCHEDULE AND MANAGE MEETINGS
Ready to start your meeting – go to calendar –
Double click
Click on the blue hyperlink - # 1- Go To…
Pop up will appear
As the Host, you will select “start your meeting” -

27. SCHEDULE AND MANAGE MEETINGS
New look to Outlook
Pop up for Audio Connection
Call Me – I will call In – Call using Computer
Call Me – Call me at a different number
Type in your number
Participants
Your name will appear and you will see the “ball”

28. SCHEDULE AND MANAGE MEETINGS
Features are now at the bottom
Phone – Another way to connect to audio

29. SCHEDULE AND MANAGE MEETINGS
Features are now at the bottom
Arrow – Share your screen
Select which screen
If you have two monitors
Select which monitor
Which item you want to appear
on your WebEx

30. SCHEDULE AND MANAGE MEETINGS
Features are now at the bottom
Record
Hit this button as soon as you log in – to be ready
Need to wait a minute or two for it to come up
Hit Pause
When you are ready hit resume
Participants – Call In User 1

31. SCHEDULE AND MANAGE MEETINGS
Recording will be sent to the person that created the WebEx – it’ll be from
You can forward the
Play recording – you can review your WebEx
Additional Options
Edit Recording
Download Recording
Manage Recordings

32. SCHEDULE AND MANAGE MEETINGS
Features are now at the bottom
When you select the “head” it will open up the Participants list
Will turn the “head” to blue

33. SCHEDULE AND MANAGE MEETINGS
Features are now at the bottom
When you select the “chat” it will open up the Chat list
Opens up under the Participants
Will turn the “chat” to blue
To: Everyone or a specific person to send a message too
Participants can send you a message
Use for your Questions

34. SCHEDULE AND MANAGE MEETINGS
Features are now at the bottom
Red X – End Meeting

35. SCHEDULE AND MANAGE MEETINGS
Features at the top
The ones we went over that are at the bottom are at the top as well
Under Participant –
Mute and unmute participants
If you mute everyone on entry – make
sure you unmute all your speakers

36. COMMONLY USED FEATURES
Need to send a reminder
Meeting
Invite and Remind
See all Participants listed
Check the ones you need to remind
Send Reminder

37. SCHEDULE AND MANAGE MEETINGS
Setting up ask Participants:
Can you hear me
Can you see my PPT
Unmute your other speakers
Set your record feature
Open up Chat
Open up Participants
Put your PPT on slide show

38. SUPPORT
For any WebEx technical issues and questions please call for 24X7 support.
For teleconferencing questions, please dial:
For any other inquiries please contact your dedicated account team at
WebEx has more options.
           Teleconferencing=WebEx audio/presentation sharing.
           WebEx/Video=sharing video of each other through laptop camera or webcam.
            Telepresence + WebEx = Video Conferencing using VCS VCT Consigner Service adding WebEx.

39. Questions/Answers

40. Thank You for ALL that you do!