WebEx Tri-C’s Online Meeting Tool

Tri-C Faculty User Guide For WebEx’s Modern View

WebEx is an online meeting solution that can be used to communicate via audio, video, chat, and document sharing. ITS provides WebEx to all faculty, staff and students to create their own online meetings, to which anyone can be invited.

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Contents Getting Started ........................................................................................................................ 4

To activate account .............................................................................................................. 4

To Access WebEx Home Page and Meeting Center ................................................................ 4

Join a Meeting ......................................................................................................................... 6

From a Mobile Device........................................................................................................... 6

From a PC ............................................................................................................................ 7

Tri-C’s WebEx Meeting Center Interface ................................................................................... 8

Scheduling a Meeting from Outlook ......................................................................................... 9

To Activate your WebEx Plug In: ........................................................................................ 9

Hosting (Facilitating) a Meeting ..............................................................................................11

Start Your Video ..................................................................................................................12

Share Content .....................................................................................................................12

Record a Meeting ................................................................................................................13

Invite participants: ..............................................................................................................13

Recurring Meetings/Office Hours.........................................................................................14

Office Hours .....................................................................................................................14

Synchronous Online Class time .........................................................................................14

Locking a Room ................................................................................................................14

Share Content .....................................................................................................................15

Use the Share option ........................................................................................................15

Share Everything on Your Computer Screen - Select Share and Screen. ..............................15

To share a file ..................................................................................................................15

Share an Application ........................................................................................................15

Share the Whiteboard ......................................................................................................15

Stop Sharing.....................................................................................................................15

The Chat Area .....................................................................................................................16

Share Multimedia Content in the Multimedia Viewer ...........................................................17

Participants Panel................................................................................................................18

Annotate Shared Content ....................................................................................................19

To Annotate: ....................................................................................................................20

To allow participants to annotate .....................................................................................20

Manage Panels....................................................................................................................21

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To become more comfortable with WebEx - You’ve heard “practice, practice, practice,” right? For WebEx, we could say, “play, play, play.” Find colleagues or friends who can join you in a

low-stakes virtual meeting.

Use WebEx with your computer, your smart phone, or your tablet using the WebEx Cisco app.

Hands on Support - Contact your campus’s Center for Learning Excellence for up-to-date information or a tutorial. Keep an eye on TEC for upcoming WebEx workshops and webinars.

Technical Support - Once you are logged in to WebEx (https://tri-c.webex.com), go to the Support tab. There you can find User Guides and other Support information. There is also Help information on the ITS Service Catalog. Go to http://itservices.tri-c.edu/network/webex-for-faculty-and-staff.html

Full WebEx Meeting Center Online Guide -

https://collaborationhelp.cisco.com/landing/ld-nepy3p4/c8b9e891c1ad11e8a5cd6d9b0f3a2449#fde412e5ddb211e8af2fe3ee8952981e

https://tri-c.webex.com/http://itservices.tri-c.edu/network/webex-for-faculty-and-staff.htmlhttp://itservices.tri-c.edu/network/webex-for-faculty-and-staff.htmlhttps://collaborationhelp.cisco.com/landing/ld-nepy3p4/c8b9e891c1ad11e8a5cd6d9b0f3a2449#fde412e5ddb211e8af2fe3ee8952981ehttps://collaborationhelp.cisco.com/landing/ld-nepy3p4/c8b9e891c1ad11e8a5cd6d9b0f3a2449#fde412e5ddb211e8af2fe3ee8952981e

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Getting Started To activate account: Go to https://my.tri-c.edu>Work Tools>WebEx. Click “Activate Your Account”. If your account is already activated, you will receive a message telling you this. It will also remind you that your URL for your Personal Room is http://tri-c.webex.com/S#, and that you use your network password. To Access WebEx Home Page and Meeting Center Go to Tri-C’s WebEx page as noted above and select “Log in to WebEx” Or

Go to https://tri-c.webex.com This link can also be found by going to my.tri-c.edu and select the Work Tools Tab. Scroll down to the link “WebEx”.

https://my.tri-c.edu/https://my.tri-c.edu/http://tri-c.webex.com/Shttps://tri-c.webex.com/https://my.tri-c.edu/

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If you see:

• Sign in using your s number and password using the “Sign in” button

If you see something similar to this:

• Select Log in to log in to your account, and

• Select the words “Modern View” to move from the Classic View to the Modern View.

You should now see:

This is the Modern View: Here is where you can schedule meetings, review your meetings (past, present, and future), view recordings and see user guides.

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Join a Meeting When you are invited to attend a WebEx meeting, you will normally receive an Outlook notification. It will include a link that you can click to join the meeting at the time it is scheduled. From a Mobile Device The first time that you host or join a meeting, you will be prompted to install the Cisco WebEx Meetings app on your mobile device. This typically takes just a few minutes and only takes place once. We recommend testing in advance of your first use to ensure familiarity with WebEx Meetings. How to join a WebEx Meeting on Mobile Device:

1) Click Join WebEx meeting link provided in the e-mail or appointment. The Cisco WebEx Meetings app will launch automatically. If the fields are not automatically filled out, complete any information required. Note: If you are the host (or an alternate host) looking to start the meeting, you must be logged in before joining.

2) Audio - To join the audio portion of the web conference click the phone icon and Connect over Internet inside of the Cisco WebEx Meetings app. You are muted by default and will need to click the microphone icon to unmute.

3) Video - If you wish to share your video with other meeting attendees, click the camera icon and then Start My Video. When sharing your video it does not automatically connect you to audio, sharing video and audio are independent. Please keep in mind video-enabled meetings over a mobile device will have degraded quality.

4) To leave a meeting, click the red X.

Note – Joining a meeting from your phone will use data, unless you are connected via a Wi-Fi connection

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From a PC Either a headset or PC microphone with speakers are required for connecting to integrated computer (VoIP) audio. A headset is recommended. We recommend testing in advance of your first use to ensure familiarity with WebEx Meeting Center. If you are joining from outside of Tri-C in a managed computing environment you may not have the necessary privileges to install WebEx and should contact your technical support provider for assistance. How to join a WebEx Meeting on PC:

1) Click Join WebEx meeting link provided in the invitation. You will be taken to a web page where you can join the meeting. If the fields are not automatically filled out, complete any information required.

2) If you are an attendee, click Join. If you are the host (or an alternate host) looking to start the meeting, you must click Start Your Meeting.

3) Audio - To join the audio portion of the web conference click Connect to Audio inside of the meeting window. You will then have the option to test computer audio. This is strongly recommended to verify the appropriate microphone and speaker settings. You may also reach this menu by clicking the Connected to Audio icon at any time after you are connected. Also, you are muted by default and will need to click the microphone icon to unmute.

4) Video - If you have a camera and wish to share your video with other meeting attendees, click Start My Video in the Participants window to start your video feed. When sharing your video it does not automatically connect you to audio, sharing video and audio are independent. For the best experience we recommend a hard wired internet connection for video-enabled meetings.

5) To leave a meeting, close or quit the WebEx Meeting Center application or click Leave

Meeting.

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Tri-C’s WebEx Meeting Center Interface

Personal Room – You have a personal meeting room that is unique to you that you can open anytime without scheduling a meeting.

• Select “Start Meeting” under “My Personal Room” to open the room. • The link is always the same: https://tri-c.webex.com/meet/[your S number]

Join a Meeting – to go to a personal room of someone else add their s number Schedule a Meeting – Here is where you can set up future meetings Meetings – Future meetings that you have either created or have been invited to will show up here. You can click on the meeting title to get into the meeting Recordings - The recordings for all meetings you hosted and recorded will be listed here with the link to the recording. Support – WebEx support can be found here. For Tri-C support contact ITS or your Campus CLE. To learn more about the other options displayed see your Instructional Technologist at your campus’s Center for Learning Excellence (CLE).

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Scheduling a Meeting from Outlook

The first time you schedule a meeting via Outlook from a PC you will be required to enable the WebEx Outlook Scheduler from the start menu. This typically takes just a minute. After enabling and logging into the tool your Outlook will have the WebEx Outlook Scheduler built-in on your next and any subsequent launch of Outlook on that computer. Should you use another computer in the future you will need to enable and login again as enabling the WebEx Outlook Scheduler is specific per user per PC. To Activate your WebEx Plug In:

1. To activate your WebEx Plug-in, first click the Start button on your computer on the bottom left corner of your screen.

2. Next, click • All Programs, then • WebEx, then • Enable WebEx Outlook

Scheduler.

You will see this screen:

3. Sign in as you would to My Tri-C Space, using your S# and network password.

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1) Click New Items in Outlook Mail and Meeting as you normally would to bring up the Meeting Invitation window.

2) Located inside of the Meeting Invitation window you will see a new icon for Add WebEx Meeting at the top. Click the globe icon to WebEx enable the meeting.

3) You will then be asked for some options on whether you wish to add a password to the meeting (optional) or how long before the meeting attendees can join. You can also assign an alternate host (someone else who can start the meeting) under the resources tab.

4) After clicking OK you will be taken back to the Meeting Invitation window where there is a new section added stating “A WebEx meeting has been added. Meeting details will replace this section.” This is where the information will be located that both attendees and you as the host will use to join the meeting.

5) Complete the remainder of the meeting information and click Send, the meeting invitation will update with the WebEx meeting details and send to all attendees and automatically update your calendar with the invite information.

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Hosting (Facilitating) a Meeting

Note: if your meeting opens in a browser select the More options and download the Meeting App to have more functionalities.

When you join a meeting, the Audio and Video Connection dialog box appears. If

you don't choose an audio connection at the start of your meeting, you can

select Connect audio and video to go back to the Audio and Video Connection dialog box. The

host must connect to audio at the start of each meeting.

• Select “Call Using the Computer”.

• A headset works best.

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During a meeting, you can stop or start your audio connection at any time.

From the meeting control panel, you can select Mute and Unmute to turn

your audio on or off.

Start Your Video

When you join a meeting, the Audio and Video Connection dialog box appears. If you

don't choose a video connection at the start of your meeting, you can select Connect

audio and video to go back to the Audio and Video Connection dialog box.

During a meeting, you can stop and start your video connection at any time.

From the meeting control panel, you can select Switch camera device or stop my

video and Start my video to turn your video on or off.

Share Content

To share content during a meeting, from the meeting control panel, select Share content. Or select the Share tab at the top.

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Record a Meeting The recording includes the audio, video, and presentation. While in your event, select Recorder and Record to record right away. You and your participants see a red icon at the top right of your window when recording is in process.

When the meeting ends, you can find your recording on the My Recorded Meetings page of your Webex site: https://tri-c.webex.com > WebEx Meetings > Host a Meeting > My Recorded Meetings. Invite participants:

go to More options in the meeting controls, select Invite and Remind, and follow the prompts.

https://tri-c.webex.com/

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Recurring Meetings/Office Hours Office Hours – The Personal Room would work well for online Office Hours. You can add the link to the Personal Room to your Blackboard Site, the URL is https://tri-c.webex.com/join/S00000000 (your S number at the end) Synchronous Online Class time – It is suggested to use the Meeting Center for live class times. If you set up the meeting with the first date of the class it will become a reoccurring meeting. You can add the link of the meeting to the courses Blackboard Site. For office hours you can lock your room so that only one person can enter at a time. Locking a Room Select Lock Room to have only one student enter the WebEx meeting at a time

• No one can enter the room until you unlock it.

• You see a list of all attendees waiting in the lobby. The list indicates who has logged in and who has not. You can choose who to allow into the Personal Room meeting.

When a student tries to get in you will receive an orange notice as shown. You can select Admit to have them enter the room. You can admit just one or more than one student. The student will also get the following notice:

“This room is locked. We have let the host know you are here”

If more than one person is waiting you will receive the following notice with the number of people waiting:

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Select the notice and a pop up will show the names, you can select one participant at a time to enter, but more than one participant can be in your meeting space at any time.

Add a check to the participant that you want to have enter and select Admit

Share Content

Use the Share option

Share Everything on Your Computer Screen - Select Share and Screen.

To share a file , select Share and Share File.

Share an Application • To share an application that is open, select Share and select the application from the list

of open applications. • To share an application that is not open, select Share and Other Applications, then

select Share next to the application you want to share. • Applications you can share include web browsers, multimedia viewers and players, files

or applications on a remote computer (using Access Anywhere), and any other application that appears in the list of applications.

Share the Whiteboard

To share a blank work area where you can collaborate with other meeting participants using both text and graphics tools, select Share and New Whiteboard.

Stop Sharing At the top of the screen, select Stop Sharing on the floating bar. If you don't see Stop Sharing, hover over the You're sharing message at the top of the screen to show the floating bar.

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The Chat Area

This area is for written chats between individuals or the entire group. Students can answer a question the instructor poses, ask questions, or make comments.

1. Chat area, you may need to scroll to see all comments. 2. Send to Selection – You can send a chat message to all participants or to just one.

Sending just to the host is the default for participants, be sure to have participants change to “Everyone” when having a full participant chat.

3. Text box – write your message here 4. Hit the “Send” button once your message is completed

Notes: -

• In a Personal Room – the Chat defaults to everyone • In a Meeting Room – the Chat defaults to each participant chatting with the host only.

The Host would have to let participants know that they need to change to chat with “Everyone” when they want whole class discussions.

• Individual participants can chat with other individual participants without anyone else including the Host and Presenter seeing it.

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Share Multimedia Content in the Multimedia Viewer You can use the Multimedia Viewer panel to share web pages and multimedia content with attendees.

1. Select Share > Multimedia.

2. Enter the URL for the content that you want to share. After you select OK, the content appears in the Multimedia Viewer panel.

Note: The audio and the play time for the Multimedia Viewer is separate from your meeting’s functions. Participants have these controls. Multimedia audio is played locally through your browser's audio, not through your audio connection to the meeting. To stop sharing, right-click (Windows) or Ctrl-click (Mac) the Multimedia Viewer title bar, and then choose Stop Multimedia Sharing.

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Participants Panel Participant List/Video Best practice suggests that participants are more engaged when they can see the speaker. Turn On webcam by selecting the Video Icon Be sure the microphone button is in unmute mode, it will say “Mute”. You can mute at any time. As individuals join the meeting their names will appear in the participants list Participant Options Note – In an educational session, you, as the instructor, should always remain the Host. You can give students presenter capabilities so that they can share their computer screens, but always stay as the host

Right click on participant to change their role

Select “Change Role To” Presenter – that participant can share their computer screen or applications that are on their computers

Allow to Annotate – gives permission to write on a whiteboard

Mute – You can mute individual participants or all participants

Expel – Remove a participant from the meeting.

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Annotate Shared Content

Hosts can allow participants to draw on and add shapes to content that’s being shared. This allows participants to interact and draw attention to things that they want to point out.

To allow all participants to annotate content, during the meeting, event, or training session, on the Participant menu, select Assign Privileges, select Participants, and check the Annotate check box.

Annotate: You can draw on and add shapes to content that’s being shared. This helps to bring attention to things that you want to point out. Presenters can move annotations if they overlap other content and make it difficult to see what's being shared.

Annotate on Shared Document:

Open a document that you want to share

You can go to the Share icon

Or

• Select the Share tab • Select File or Application depending on what you

want

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To Annotate:

Use the annotation tools on the left.

To draw an annotation, select one of the options on the Annotate toolbar. Press the left mouse button and drag the mouse to draw. You can draw consecutive annotations.

To move a shape, hover over the border of the shape until your cursor changes to the move cursor, and then drag the shape to its new location

To move a line, pen drawing, or text, hover directly over it until your cursor changes to the move cursor, and then drag the annotation to its new location.

To allow participants to annotate:

1. Select the Participant tab 2. Select Assign Privileges

1. Select the Participants tab 2. Check the Annotate box 3. “OK”

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Manage Panels Don’t see a panel you want to use, i.e. Chat, Participants, Polling, Multimedia Viewer? Be sure the panel is turned on: At the top of the screen select:

1. View > Panels > Manage Panels

2. Select the panel needed from the left column

3. Select “Add >” 4. “OK”

--------------------- End of User Guide ----------------------

Getting StartedJoin a MeetingFrom a Mobile DeviceFrom a PC

Tri-C’s WebEx Meeting Center InterfaceScheduling a Meeting from OutlookTo Activate your WebEx Plug In:

Hosting (Facilitating) a MeetingStart Your VideoShare ContentRecord a MeetingInvite participants:Recurring Meetings/Office HoursLocking a Room

Share ContentUse the Share optionShare Everything on Your Computer Screen - Select Share and Screen.Share an ApplicationShare the WhiteboardStop Sharing

The Chat AreaShare Multimedia Content in the Multimedia ViewerParticipants PanelAnnotate Shared ContentTo Annotate:

Manage Panels