Unified Communications

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Unified

Communications

Cisco WebEx

Guide for Recording WebEx meetings

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Introducing WebEx... 3

How to record a WebEx meeting ... 3

How to view, download or convert a WebEx Recording ... 5

Viewing a WebEx Recording ... 5

Downloading a WebEx Recording ... 7

Converting a WebEx Recording ... 8

Converting to Flash (swf) ... 8

Converting to Windows Media Format (wmv) ... 9

LancasterAnswers ... 12

ISS Service Desk ... 12

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ARTICIPANT GUIDE

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Cisco WebEx provides web conferencing features. It is a powerful tool that provides secure online audio or video conferences with internal and external participants. WebEx will allow you to set up scheduled conferences, where participants can be invited via e-mail and join by following a web link.

WebEx will allow you to:

 Collaborate with up to 100 users in a single meeting

 Share presentations, individual applications or your entire desktop.

 Pass control of the meeting to other participants

 Dial-in to the conference from any phone, or use a USB headset if at your computer

 Full support for Windows & Mac environments

 Record meetings for future reference

This guide provides instructions for recording WebEx meetings

Note: If you are going to organise (host) WebEx meetings you will need to set up a WebEx account. To find out how to do this, please see the WebEx Host guide. You may also need to use the WebEx participant guide. These can be found at

http://www.lancaster.ac.uk/iss/services/phones-communication/video-conferencing/

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The host of a meeting can record a WebEx meeting and have the recording emailed to you at the end of the meeting, to allow you to share the meeting with others.

To record the meeting, either:

1. Click the ‘Record’ button in the top right hand of the main screen: 2. The ‘Recorder’ box will appear at the bottom at the page:

3. If it does not start recording automatically, click the red record button 4. To pause the recording, press the pause button

Page 4 of 13 6. When you stop the recording, you will see the following message:

7. Press ‘Stop Recording’

8. Once the meeting has closed, the host will be given the option to email the meeting and any files used to the recipients. A copy of the meeting recording will be sent to your inbox and will also be stored on the meet.lancs.ac.uk site.

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Once the meeting has finished, the system may take a short time to process and store the recording. When it is ready, the host of the meeting will be sent an email

You will also be able to see the recordings by logging into your account at

https://meet.lancs.ac.uk

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By default the recordings are stored on the server and can be streamed directly from it. These recordings are not password-protected or restricted and the link sent to the host in the email as shown above can be re-sent onto anyone whether they attended the original meeting or not.

Users will need to install the WebEx Network recording player, this will be attempted to be installed as the user clicks the link if not already installed or can be downloaded in advance from https://meet.lancs.ac.uk/client/T27LD/nbr2player_onprem.msi

Page 6 of 13 The link to send to users can either be found in the email sent to the host, or can be shared from your account page on https://meet.lancs.ac.uk

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Storing the recordings on the WebEx server shares resource with all other meeting recordings, at some point, the system may need to start purging old recordings. You can download the recording from your account page at https://meet.lancs.ac.uk

You can then make the downloaded .arf file available on another webserver, moodle or send it to someone directly. In order to view users will need to install the WebEx Network recording player which can be downloaded from

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Once you have the downloaded .arf file, you can convert it to a different, standards-based format in order to, for example, embed in moodle.

Current conversion formats are;

 Flash - swf

 Windows Media Format – wmv

Note: although conversion to mp4 appears in the network recording player options, it is not available to be used.

Converting to Flash (swf)

1. Download the .arf recording as per the instructions above 2. Open it in the WebEx network recording player

3. From the File menu, click ‘ Convert Format’ and select ‘swf’ (note swf provides higher quality)

Page 9 of 13 5. You can monitor the progress of the conversion by opening the conversion tool

which will run in the Windows notification area

6. Once complete, you will be able to find the files in the location you specified for the conversion

Converting to Windows Media Format (wmv)

1. Download the .arf recording as per the instructions above 2. Open it in the WebEx network recording player

Page 10 of 13 4. The following bow will appear, select where you want to save the file and ensure

that ‘Video’ is ticked:

5. Select when you want the conversion to take place 6. Click ‘Ok’

Page 11 of 13 8. The conversion will then take place in the background and then the following

message will appear when the conversion is complete:

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There are a number of sources of support for the Unified Communications service to help you get the most out of your new phone, Jabber, WebEx and UC features.

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LancasterAnswers contains a large number of step-by-step guides which explain the functionality of WebEx in more detail.

http://lancasteranswers.lancs.ac.uk

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For help and support, please contact the ISS Service Desk on: Phone: 015245 10987

Email: [email protected] In person: Learning Zone in Alexandra Square

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Short step by step guides and videos are available online at:

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INFORMATION SYSTEMS SERVICES