WebEx
Detailed user guide
For a shortened version, refer
to the Quick Reference Guide
on the Consultant Zone
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Content
1. Connection (P.4)
2. Setting up Preferences
a.General (P.5) b.My personal room (P.6) c. Audio and video (P.7) d.Scheduling (P.8)3. Schedule a WebEx conference
a.Personal Room (P.9)b.Schedule (Video conference) (P.10)
4. WebEx Features
a.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)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)
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Connection
1. 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 Preferences
1. 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 Preferences
1. 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.
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 Preferences
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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 Conference
In Google Chrome, follow the
instructions as stated in the Connection section, 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:
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Scheduling a WebEx Conference
1. 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 - WebEx
The 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 Content
The “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 video
Sharing 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 your video.
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Features - Chat
1. Learn how to use and leverage the Chat pane: you can choose to interact with “everyone” or to send a message in private to one of 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.
Features - Polling
Polling is a great way to engage multiple attendees with a question they can vote on or to test the audiences knowledge level.
To activate the polling function during a meeting:
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 - Polling
Once 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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Features - Polling
In 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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Features - Whiteboard
The 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 - Whiteboard
1. Once in the whiteboard, you can choose from a series of different tools from the left side of the screen. 2. By default, all of your participants should be allowed to annotate on the whiteboard. If one of the participant is not able to annotate, right click on their name in the participant pane and click on “Allow
to Annotate”.
3. You can save the output of your whiteboard as a .pdf with the icon.
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