1. WebEx Learning Session
Enhanced Collaboration: WebEx

2. Agenda WebEx Overview & WebEx at Pacific Charges
First Time Use (Productivity Tools)
WebEx Portal
How to schedule a meeting
What happens during a meeting
Personal Rooms
Resources

3. WebEx Overview
Meeting Center (Faculty & Staff)
Administrative Meetings
High Definition video/audio conferencing
Content Sharing
Training Center (Faculty)
Online tool for blended learning
Hand raising, polling, testing, breakout sessions
Meeting Center (Students)
Breakout sessions, group projects
8 Participants
WebEx Audio or VoIP Only
Event Center
Large events, webinars
Geographically dispersed, large audiences
Post event surveys
Set of tools for virtual meetings, training, and events.
Meeting Center for faculty/staff: Web and high-definition video conferencing for up to 1,000 participants.
Training Center: Tool for online classes and blended learning for up to 1,000 participants with features for the classroom environment (hand raising, polling, and breakout sessions for up to 100 participants).
Event Center for faculty/staff: Tool for delivering webinars (360p video) to large, geographically dispersed audiences for up to 1,000 attendees.
Meeting Center for students: Student collaboration tool for class breakout sessions and group projects for up to 100 breakout sessions.
Instant Messaging: Client to offer enterprise instant messaging to staff, faculty & students (coming soon)
Remote Support for end-user technical support: Tool for isolating and troubleshooting user desktop problems remotely. (coming soon)
Collaboration Meeting Room (CMR): Provides WebEx integration with video-enabled conference rooms

4. WebEx at Pacific Meeting Center Training Center
Blended Learning
Office Hours
Finals Review
Dissertation Defense
Guest Speakers
Administrative Meetings
Ad-Hoc Meetings / Personal Rooms
Training Center
Above, plus breakout groups
Pre-planned Polls
Tests & Labs
Event Center (Use Cases)
Webinars, connect with large audiences
Registeration Information & post event follow-up and analysis
Monitor attention
CRM Exports
Private preparation rooms
Enterprise Instant Messaging & Presence (Pilot)
Faster communication
Chat  Screen Share  Instant Meeting
Know the best way to reach someone, and how to contact them
Support Center (Technical Support)
Instant Tech Support
Observe problems and troubleshoot remotely
Video meetings with users
Chat or use integrated audio with users

5. WebEx Charges What won’t be charged What will be charged
WebEx accounts for faculty, staff & students
Accounts will be automatically provided at zero charge-back to units
WebEx meetings using computer audio (VoIP only & default for new users)
Third-Party Audio Bridge Number
University third-party bridge numbers used with WebEx meetings
External 3rd-party bridge numbers managed by the user*
WebEx Audio Minutes
Hosts will be charged 12 cents a minute for each participant that uses one of the WebEx phone numbers
An hour meeting with 6 participants using a WebEx audio number is approximately $43
Collaboration Meeting Rooms ($1k annual charge; not provided by default)
Staff and faculty can request WebEx audio minutes from their department’s budget manager
Students will not have access to WebEx phone numbers
Encourage hosts and participants to use computer audio with WebEx.
Users who manage their own 3rd party bridge numbers (ex. Intercall) will still have to pay for the bridge through normal accounting processes
Currently, university 3rd-party bridge numbers are not charged; but may be in the future

6. First Time Accessing WebEx
Join a Cisco test meeting to test your computer.
Go to pacific.webex.com.
Click “Login” in the upper corner of the screen, and enter your PacificNet credentials to logon:
Cisco Test Meeting will check your browser and computer equipment. It will not test audio or video.
Productivity tools will allow you to schedule a WebEx meeting using Outlook. After downloading the productivity tools, follow instructions for installation.
If prompted, download the WebEx Productivity Tools and accept all options.

7. Productivity Tools
If not prompted, download the productivity tools manually:
Logon to pacific.webex.com.
Select “Downloads” from the left menu
On the next screen, select your platform (Windows or MAC) from the dropdown, and press “Download”.

8. Productivity Tools (cont.)
Accept all defaults:
-- If you receive message, “Do you want to run this file?” after clicking on the downloaded file, click “Run”.
-- Click “next” on the InstallShield Wizard screen
-- Accept the license agreement on the next screen
-- Click “next” on the Change Destination Location screen
-- Click “yes” on the Security Warning Screen, and then “Finish”
-- Enter the Site URL: pacific.webex.com on the next screen, and your PacificNet ID and Password. Click “Login”. You will now be connected to WebEx.

9. The WebEx Portal Pay Attention to:
New User Reference: Takes you to a website where you can view videos, guides, and obtain step-by-step instructions
Attend a Meeting by browsing all listed, or entering the meeting number for unlisted meetings
Host a Meeting by using:
Personal Room- Your personal place to meet that will always have the same URL address. Good for meeting instantly or conducting back-to-back meetings
Schedule a Meeting- (self explanatory)
Meet Now- Instant meetings; uses your personal room by default. Just another way to start a meeting without scheduling first
My Meetings- A list of meetings you have scheduled
My Recorded Meetings- (self explanatory)
Set-up
Meeting Center: Set-up your computer for Meeting Center. (This happens automatically when you first join a meeting.) You can also verify rich media players from here by clicking on the link.
Preferences: Customize the portal; Change “Meet Now” settings; Set-up audio, and more.
My Profile: Customize profile and add a photo
Support
My Resources:
Invoice information (ignore)
Tools and Information (Knowledge Bases, “How Do I” videos, Support Utilities (helpdesk will use), System Requirements, etc.)
Assist Services- Pay someone to support your meetings
Customer Support: Open Support Cases, view cases
Online Training
User Guides (self-explanatory)
Downloads (self-explanatory)
Training: Takes the user to Web-Ex “Help Central” knowledge base:
Contact Us: How to obtain support

10. Scheduling a Meeting from Outlook
Schedule a Meeting Using Outlook
Go to the calendar tab
Click “Schedule a Meeting” from tool bar
Complete the following fields:
To…
Subject …
Location. . . (Suggestion: Use the text, “WebEx”)
Type an introduction and meeting agenda in the text box.
Click “Scheduling Assistant” from the toolbar
Select a time for the meeting. Click “Appointment”
Select “Add a WebEx Meeting” from the toolbar.

11. Scheduling a Meeting from Outlook (cont.)
In the “WebEx Settings” Dialog box:
Enter a “Meeting Password”
If you want the meeting to be listed publically, check the box, “List on public calendar”
Check the box, “Attendees can join meeting “N” minutes before starting time”. Five minutes is the default.
Select the desired “Audio Connection Type”:
WebEx Audio – WebEx phone numbers or computer audio
Other Teleconferencing Services – 3rd Party Audio Bridge
VoIP Only – Computer Audio Only
Select the desired “Entry and Exit Tone” configuration
Select “OK”
Double-check time, invitees, and agenda.
Click “Send” to send the meeting invite
Check earlier slide for connection type options
Entry and Exit tones can be “Beep”, “Announce Name”, or “No Tone”
Confirmation that WebEx has been added, will see message in text, “—Do Not delete or change any of the following text– “ Beneath that will be the meeting details.
During these steps, you may be prompted to logon to WebEx

12. Schedule Meeting using WebEx Portal
Quick Scheduler
Advanced Scheduler
Log in to pacific.webex.com.
Under Host a Meeting, click Schedule a Meeting.
Click on “Advanced Scheduler” (ex. Plan meeting time zones)
Follow the steps, and complete the desired options
Login to pacific.webex.com.
Under Host a Meeting, click Schedule a Meeting.
If you see the Advanced Scheduler page, click Quick Scheduler.
Select a Meeting Type, enter a Meeting Topic, then enter and confirm the meeting password.
Specify the Date, Time and Duration. (Setting duration is for planning only — the meeting will continue until you end it.)
Enter the addresses of people you want to invite.
Click the green Start button to begin the meeting now or click Schedule Meeting if you changed the time or date.
To start a meeting you scheduled, click My Meetings, then locate the meeting and click Start
Advanced Scheduler gives users a chance to specify more options in their meetings, including, setting an agenda and welcome, control what privileges uses can have, schedule a meeting for another, etc.

13. Editing a scheduled Meeting
From Outlook
From The Portal: Meeting Center
From the calendar item in Outlook, click on the scheduled meeting that needs editing
Select Change Settings to change WebEx settings for an existing meeting
After changes or made, click OK, and click “send update”.
From pacific.webex.com, browse to meeting you want to change.
Click on meeting title, and then select Edit to edit meeting settings
Only the host can cancel or edit meeting settings
If the meeting was scheduled in Outlook, it will have to be edited and canceled in Outlook

14. Start Meeting Most Common Methods Starting a Meeting Video Outlook
Open the calendar item and click the link to join the meeting.
Follow instructions to start the meeting (as a host) or join the meeting as a participant.
WebEx Portal
Logon to pacific.webex.com
Select “Browse Meeting” under “Attend a Meeting”
Click the name of the meeting, and then “Start”
*Either one of the above methods can also be used to Join a meeting
You can also join a meeting using one of the above methods.

15. Understand the Meeting Screen
After joining the meeting, select “Connect to Audio”. Pacific recommends that you use your computer audio.
If you haven’t done so before, and this the first time using your computer audio, test the audio by selecting “Audio” from the top menu bar, and then “Test” or selecting the More button under the audio icon, and clicking “Test Audio”
Using video
Select the green camera icon at the bottom of the screen to start and stop video
To go to full screen, select the playing video beneath the Participants panel and select the icon for “full screen” view
Options for exiting full screen, chatting, sharing, connecting to audio, etc. can be found in the floating toolbar at the top of the screen
To switch cameras, click the settings gear above the video window
To see the thumbnail view of other panelists’ video, click the view icon that looks like a list.
If you want more information about navigating the screen, see the Welcome Video in slide, “Welcome to WebEx”, Video Overview
Select Chat to send a message to the host or to all users
Select the chevrons next to the panels to collapse or maximize the participants, and chats window
To restore layouts to default: Select View, Panels, and then Restore Layout
To end a meeting, Select File from the top menu, then End Meeting if you are the Host, and Leave Meeting if you are a participant

16. What happens in share mode
The Meeting Window displays the shared content to participants
All of the meeting controls are in a floating menu bar at the top of the screen
Activate meeting controls by moving the mouse up toward the top of the screen.
To stop sharing, press the red stop sharing button on the floating toolbar.
Explore this screen to make sure you are comfortable with WebEx.

17. Personal Rooms About personal rooms Configure personal room
Always available virtual conference room
Best for back-to-back meetings
Easy to remember and find, so your colleagues know where your meetings are held (link never changes)
- Link: pacific.webex.com/meet/jdoe
Logon to pacific.webex.com
On left menu, go to “Set Up”, and then “Preferences”
Select a default Audio Connection type: Recommend VoIP only.
Expand “My Personal Room”
Make sure the boxes “Automatically lock my room” and “Notify me by …lobby…” are checked.

18. Personal Rooms, cont.

19. Resources
WebEx Training Videos: Mark’s Journey: Videos to Help You Get Started–
WebEx Training at WebEx University:
WebEx Help Central: help.webex.com
New User Reference on WebEx Portal
OITFAQ
Customer Support Center, or your local support provider
WebEx 24 X 7 end user Support Phone Number:

20. Appendix: Supplemental Materials

21. Tips for a successful meeting…when scheduling
For large meetings, it is recommended that you add the following tips to the invite for the attendees:
Some tips to avoid potential problems.
Run the audio test with the headset you will be using during the meeting
Make sure you are using an updated and supported computer, and updated browsers
Disable your pop-up blocker for WebEx
Mute your audio
DO NOT PUT the conference on hold
If you are sitting in close proximity to other participants, mute your audio. There is a possibility that your audio can pick up their audio and rebroadcast it to the conference. This results in echoes and poor sound quality.
It’s best if you use a headset connected to your computer; don’t use your speakerphone if you are in a public space
If you are using the call-in number, don’t forget to enter the PIN assigned to you when joining. That way, the conference knows who you are.

22. Sometime prior to the meeting…
Test the computer you will be using for the meeting, especially if this is your first time joining a meeting using WebEx.
Go to pacific.webex.com and logon. (You may have to download the Meeting Center Application if this is your first time joining a WebEx meeting. If install doesn’t happen automatically, check your pop-up blocker.)
Select “Meet Now” from the left menu
When the meeting loads, test your audio:
Select Audio -> change audio settings… from the menu bar at the top of the screen
Make sure you have the right audio selected, test, and then click OK
Test your video by selecting the Start Video button on the right side of the screen
Make sure you have the right video selected-- select the settings icon (gear just next to participants), select the correct video and then click OK.

23. Start the meeting at least 10 minutes early. . .
Gather documentation and the presentation you will use in the meeting.
If you are the host, start at least 10 minutes ahead of time in case there are problems (5 minutes if you are a participant)
Test your audio
Select Audio -> Test Audio from the menu bar along the top of the screen
Make sure you have the right audio selected, test, and then click OK
Test your video:
Click on the camera icon to start your video
Click on the settings on the right above the video to make sure the correct camera is selected
Connect the audio (“Call Using Your Computer”)
If at any time during the meeting your computer audio is not working, switch to the WebEx call-in number if you have one, or a backup number
From the top menu bar, select Audio -> Audio Connection. . .
Select Switch Audio and connect via the backup method established during the meeting
If you are using CMR, call the meeting’s video address from the video conferencing system. (The video address can be found in the meeting invite.)

24. During the Meeting
Before the meeting starts, advise attendees to mute their audio. If you notice a lot of background noise in the meeting, mute all participants by selecting “Participant” from menu, and then “Mute All”.*
For large meetings, if participants have problems with their computer audio, advise them to switch audio connection to a WebEx audio number (if available) by selecting “Audio” from menu, then “Switch Audio”.
For large meetings, designate a moderator to answer questions, acknowledge raised hands, unmute participants, etc.
*You will only be able to mute participants or switch audio with the WebEx audio option.