WebExDetailed user guideFor a shortened version, refer to the Quick Reference Guide on the Consultant Zone

July 2020

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Content

1. Connection (P.4)

2. Setting up Preferencesa. General (P.5)b. My personal room (P.6)c. Audio and video (P.7)d. Scheduling (P.8)

3. Schedule a WebEx conferencea. Personal Room (P.9)b. Schedule (Video conference) (P.10)

4. WebEx Featuresa. WebEx (P.11)b. Share Content (P.12)c. Share Video (P.13)d. Chat (P.14)e. Polling (P.15-P.17)f. Whiteboard (P.18-P.19)

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Always make sure you and all attendees launch WebEx using Google Chrome Make sure to update your time zone under the Preferences > General

tab (P.5) Add your phone number under the Preferences > Audio and video tab

if you wish to use the “Call me’’ feature to join calls (P.7) Once in the WebEx application, enable the Polling feature to ask simple

questions to a group of participants (P.12) Send the Participant Guide to your attendees (clients) along with the

WebEx invite especially if they are less experienced with videoconferencing (available on the Consultant Zone)

Getting started!

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Connection1. In Google Chrome*, type the address:https://bdcconference.webex.com

2. Click “Sign in” on the top right.

3. Enter your BDC email address and click “Next”.

4. You will be prompted to enter your BDC username** and password.Your user name is typically the first 4 letters of your last name and the first 2 letters of your first. Ex: John Smith = SMITJO

*Google Chrome is the preferred browser for WebEx in the cloud. If at any time when setting up a WebEx call, the application automatically opens up in Internet Explorer, please cut and paste the link into Google Chrome.

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Setting up Preferences1. On the left hand side menu, choose “Preferences” .

2. In the “General” tab, make sure you set your time zone and preferred language.

3. Set Canada as the Region.

Note: WebEx meeting invitations will be sent to your participants by email in the preferred language you set.

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Setting up Preferences1. In the My Personal Room* tab, you have the ability to change your personal room name as well as your host pin. Host pin is required when joining the meeting from a phone – not when using the computer audio settings.

Your Personal Room is useful for recurrent meetings; your participants can easily find the meeting since the link never changes.

Find your link on the home page or under the My Personal Room section under the Preferences tab.

Note: The pattern for a Personal Room is usually the same - i.e. […]/meet/firstname.lastname

*My Personal Room is your own virtual conference space. It does not require a password for participants. While designed for recurrent meetings it can also be used for quick unplanned meetings.

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1. Go to the “Audio and Video” tab.

2. You can choose to remove the Entry and exit tone. This tone informs you when someone joins or leaves the meeting.

3. Under the “Call Me numbers” section, you can add your phone number so the system calls directly to your phone with the “Call Me” function instead of you having to dial in and enter the meeting number and your attendee ID.

Setting up Preferences1

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Setting up Preferences

1. Go to the “Scheduling” tab .

2. As the recording function is not yet available, choose “WebEx Meetings PRO-NORecording”.

3. Make sure you “Save” this setting.

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Scheduling a WebEx ConferenceIn Google Chrome, follow the instructions as stated in the Connectionsection, otherwise, via the “Home” tab.

1. If you choose “Start a Meeting”, you will be directed to your Personal Room.

2. To organize a meeting click “Schedule”.

3. Click on “Join” to get into any meetings already scheduled.

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Reminders:- Your Personal Room should only be used for recurrent meetings- It is best to ”Schedule” your workshops and any client meetings in advance versus on the spot

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Scheduling a WebEx Conference1. Organize a meeting by clicking “Schedule”.

2. Make sure to select “WebEx Meetings PRO-NORecording*”.

3. Enter a meeting name – which will be visible for your participants.

4. Enter a simple meeting password – no need to be complex for cybersecurity.

5. Select the date and time.

6. Invite participants by entering their email addresses.

7. When you’re done, click on “Schedule” to send the invitation.

a. You can add a meeting agenda by clicking on “Show advanced options” and “Agenda”.

You and your participants will receive a notification of the WebEx by email. To change the language of the invite go to Preferences > General.

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Features - WebExThe following features allow you to:

1. Mute your mic.

2. Disable your camera.

3. Share your screen.

4. Show the participants panel.

5. Show the chat.

6. Show other options such as: audio connection settings, send a reminder or new invitation to a participant, camera settings, etc.

7. End the meeting.

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Features – Share ContentThe “Share Content” feature allows you to “select content to share”:

1. Your screen. Participants can view everything on the screen that you see including changes as you type. If you have two screens, WebEx will ask you to select which one you want to share.

2. Any applications. Host can share a specific content/application or even their web browser.

Note: Once activated, scroll to top of screen with mouse to access your controls.

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Features – Share a videoSharing a video is also a good way to interact with your participants.

1. Click on the “Share content” button at the bottom of your screen.

2. Choose “Optimize for motion and video”

3. Select “Share your computer audio”

4. Share your screen or the specific web browser and start the video

Note: Make sure to revert back the setting to « Optimize for text and images » following the end of yourvideo.

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Features - Chat1. Learn how to use and leveragethe Chat pane: you can chooseto interact with “everyone” or tosend a message in private to oneof you attendees.

If you have more than 10 attendees, ask them to submit or answer questions via chat.

If you receive questions from the chat, bring them up to the group and make it interactive for your audience.

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Features - PollingPolling is a great way to engagemultiple attendees with a question theycan vote on or to test the audiencesknowledge level.

To activate the polling function during ameeting:

1. In the drop down menu, select “View → Panels → Manage Panels”.

2. Click on “Polling” and “Add” it to the Current panels.

3. Click “OK”.

4. Click on the at the bottom of your screen and choose “Polling”.

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Features - PollingOnce in the Polling pane, you can create three different types of questions:

a. Multiple Choice – Single Answer

b. Multiple Choice – Multiple Answer

c. Short Answer

1. Select the type of question then click on “New”. A box will open in the right pane.

2. Enter your question.

3. Click on “Add” in order to enter your different answers.

4. Once you’ve set-up the poll, click on “Open Poll” to launch it. Share the results with the group and ask them for comments on the results.

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Note: You can choose to “Record individual responses” or to keep it anonymous as a group

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Features - PollingIn order to improve your effectiveness with polling, think about setting up your questions in advance.

To do it, login to your personal room and/or schedule a meeting for yourself ONLY, then:

Create a poll as shown in the previous slide.

1. Click on and “Save” and then save in a folder on your computer – a best practice is to have a dedicated folder for your different polls.

Repeat 1 and 2 for as many polls as you want.

2. Once in your meeting with your attendees and you want to launch your poll, simply click on , upload your poll and click on “Open”.

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Prepare your poll in advance

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Features - WhiteboardThe whiteboard allows all attendees to collaborate and draw objects/shapes that all participants can see.

To access the whiteboard feature during a meeting:

1. Simply click on the “Share content” button at the bottom of your screen.

2. Share a New Whiteboard.

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Features - Whiteboard1. Once in the whiteboard, you canchoose from a series of differenttools from the left side of the screen.

2. By default, all of your participantsshould be allowed to annotate onthe whiteboard. If one of theparticipant is not able to annotate,right click on their name in theparticipant pane and click on “Allowto Annotate”.

3. You can save the output of your whiteboard as a .pdf with the icon.

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Note: The host will be able to drag/move participants’ inputs.