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User Guide

Cisco Webex Meetings Desktop App

Contents

1) WHAT IS CISCO WEBEX DESKTOP APP ? ........................................................... 2 2) CHECK INSTALL AND DOWNLOAD CISCO WEBEX DESKTOP APP ....... 2 3) DOWNLOADING CISCO WEBEX MEETING DESKTOP APP .............................. 3 4) HOW TO GET STARTED ? ................................................................................... 6 5) START A MEETING ............................................................................................ 7 6) JOIN A MEETING ............................................................................................... 8 7) VIEW YOUR MEETING LIST .............................................................................. 10 8) SET YOUR PREFERENCES ............................................................................... 11 9) SCHEDULE A MEETING IN OUTLOOK (ONLY APPLICABLE FOR DEDICATED TMCONNECT

ACCOUNT HOLDERS) ............................................................................................... 14

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1) WHAT IS CISCO WEBEX DESKTOP APP ?

Generally, Cisco Webex Desktop app is installed automatically on your PC when you

login into TechM domain while in office.

The Cisco Webex Meetings desktop app allows you to access your most used Webex

Meetings site controls all in one place. You can use the Webex Meetings desktop

app to easily view your upcoming meetings, start and join your meetings, and

connect to a video device.

2) CHECK INSTALL AND DOWNLOAD CISCO WEBEX DESKTOP APP

How to Check if Installed?

Log in to your Webex service site.

1. Click Support > Downloads in the left-hand menu. The Downloads page appears.

2. Select a Windows or Mac version of Productivity Tools.

3. Click Download. Your browser's file download message appears.

4. In the "Open File" dialog, click Run.

5. The installation Wizard begins, click Next button.

Step 2 – Check for Cisco Apps installed

Step1 – Click on windows Start

Check if Webex app is running from the toolbar

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6. Click Accept Terms and Conditions and click Next.

7. Do not change the installation file location; click Next.

8. Click Finish to complete the installation. The Webex Productivity Tools dialog appears.

9. Enter your Site URL, User Name and Password, then click Login. The "Webex Productivity Tools are installed" page appears.

10. Click OK to close the page.

11. Restart your Office suite or any single Office program if opened.

3) DOWNLOADING CISCO WEBEX MEETING DESKTOP APP

1. Log in to your Webex service site or access the site to download

2. Click My Webex -> Support > Downloads in the left-hand menu. The Downloads page appears.

3. Select a Windows or Mac version of. Cisco WebEx Desktop App

4. Click Download. Your browser's file download message appears.

5. In the "Open File" dialog, click Run.

6. The installation Wizard begins, click Next button.

7. Click Accept Terms and Conditions and click Next.

8. Do not change the installation file location; click Next.

9. Click Finish to complete the installation. The Webex app Tools dialog appears.

10. Enter your Site URL, Username and Password, then click Login. The " Cisco WebEx Desktop App is installed" page appears.

11. Click OK to close the page.

12. Restart your Office suite or any single Office program if opened.

Note: For installation you may take help of TIM CSD as it may need admin

rights

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OR

Access the Webex microsite and click on download button

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4) HOW TO GET STARTED ?

The initial configuration steps with a Dedicated Webex Account

Step 1 Step 2 Step 3

Enter your email ID and sign-in Select the webex

microsite for your Dedicated WebEx ID

Enter LANID@techmahindra.com and LAN password

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The initial configuration steps to use as guest

Step1 Step2

5) START A MEETING

There's more than one way to start a meeting from the Cisco Webex

Meetings desktop app. From the dashboard, you can select to start a meeting in your Personal Room.

To start a meeting that you scheduled, select the Start button next the meeting

name under Upcoming Meetings.

Click on use as Guest

Enter Name and email address

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The Start button appears up to 5 minutes before your scheduled meetings.

If you’ve already connected to a video device, you start the meeting automatically on

that device when you click Start.

6) JOIN A MEETING

In the Join a Meeting field, you can enter a meeting number, a meeting link, a video

address, or the host's Personal Room ID and press Enter to join.

You can find the host's Personal Room host ID in the Personal Room link. For

example, if the Personal Room link is example.webex.com/meet/jparker, the

host's Personal Room ID is jparker.

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You can also select the Join button next the meeting name in the Upcoming

Meetings list.

The join button appears up to 15 minutes before a scheduled meeting, depending on the host's preferences.

Click the Join a Meeting field and select one of the profile pictures in

the Recent Personal Rooms list to join a recently joined Personal Room. If you want to see other rooms that you have recently joined, you can select

the More icon.

If you’ve already connected to a video device, you join the meeting automatically on

that device when you click Join.

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Note : connectivity to video device has dependency of network connectivity and cloud registration , you can use only if configured and tested .

7) VIEW YOUR MEETING LIST

Under Upcoming Meetings, you can view a list of your scheduled meetings. You

can select to schedule a meeting from your Webex site or Microsoft Outlook.

If you want to enable or change how you schedule your meetings from your

calendar, you can go to Preferences. For more info, see Set Your Preferences.

Under Upcoming Meetings, select next to the date, and then view your meeting list for any calendar date.

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8) SET YOUR PREFERENCES

In your preferences, you can check your account settings, choose your meeting

notifications, enable plug-ins that you want to use with your Cisco Webex

Meetings desktop app, and more.

To access your preferences, do one of the following:

1. Open the Webex Meetings desktop app and sign in.

2. On Windows, select the gear icon in the top right of the Cisco Webex

Meetings app. Then in the drop-down list, select Preferences.

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On Mac, select Cisco Webex Meetings on the app menu. Then in the drop-

down list, select Preferences.

3. For each preference you set, click Save.

4. You can change the following:

o General—Set the way that you want your app to open when you turn on your computer.

o Account—View your username, email address, and Webex site

URL. Select Change if you want to use a different Webex site URL.

o Meetings—Choose your Calendar and Meet Now settings. Set default options for instant meetings that you start with Meet Now. Depending on your site settings, you can also select whether your instant meetings take place in your Personal Room. Your Personal Room link and video address are also available here if you want to copy them to share with others.

Windows: If you want to use the Webex Meetings integration to Microsoft Outlook, it must be enabled in your preferences. To

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enable it, go to Preferences > Integrations.

o Notification—Use the drop-down option to select how long before a meeting you want to receive a reminder.

o Video Devices—Connect your computer to a video device. Toggle the slider to automatically discover nearby devices.

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Note : Only for Cloud VC device, not on premise registered devices

o Integrations—Connect the Webex Meetings desktop app with the calendar, Microsoft Office, and browsers.

9) SCHEDULE A MEETING IN OUTLOOK (ONLY APPLICABLE FOR DEDICATED TMCONNECT

ACCOUNT HOLDERS)

Webex Integration to Outlook, available as part of Webex Productivity tool, enables you to easily schedule, start, or join Webex meetings using Microsoft Outlook. If you have installed Webex Productivity Tools, the Webex toolbar appears in the Outlook Ribbon.

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With Integration to Outlook, you can invite attendees using any of your Outlook address lists. After you send a meeting invitation, the meeting automatically appears on your Outlook calendar. Attendees do not need to use Outlook integration to join the meeting.

To schedule a Webex Meeting

1. Click Schedule Meeting in the Outlook Ribbon. A new appointment window opens.

2. Enter the meeting information as you normally would.

3. Click Add Webex Meeting. The 'Webex Settings' dialog appears. 4. Enter a meeting password and modify settings as necessary.

5. When you have finished scheduling and modifying settings, click OK.

6. Click Send. Attendees will receive an email invitation with a link to the meeting, and the meeting will be added to your Outlook calendar and to the scheduled meetings list on your My Webex page.

Happy Collaboration.