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Joining a WebEx Webconference
Writing for Environmental Professionals
WebEx allows the course instructor and participants to connect using web conferencing and VoIP using your computer or smart device! By joining via WebEx's web conference, you will be able to share content, chat, and see each other via webcam! For those who may not have access to a computer or smart device for a specific session, you can also request a phone call-in number so you can join the conversation (without seeing content or video). Please note, the recommended and preferred method to join each meeting is via internet using a computer (desktop or laptop).
Joining the WebEx Webconference by Internet (Preferred/Recommended Method):
This option allows you to join the conference using your computer to view the other participants, share screens, or view presentations.
o For the weekly meeting on Tuesday’s at 8PM EDT, you should use the same web link each week:
https://dukeuniversity.webex.com/dukeuniversity/j.php?ED=39550528&UID=0&PW=NNTQwNTc 1OGQ5&RT=MiMxMQ%3D%3D. Simply click on the URL link or copy and paste the URL address using Internet Explorer (preferably not Firefox, we have experienced a lot of problems signing in via Firefox).
o When the link is opened in Internet Explorer, type in your name and the email address and, if prompted, the password: 1234 for joining the meeting.
For first time WebEx users: After you have signed in, it will take a few minutes to change screen. You will then be asked (look out for the message on the top menu bar) make sure to download and run a web program. Click download button and “run” the web program that manages WebEx meeting.
o After a few more minutes, you will be directed to the meeting screen which consists of three panels; a big one on the left with “QuickStart/Info” (that contains, among other things, the meeting number and your attendee ID number), and two smaller ones on the right with list of “participants” and “chat” box. Look at the chat box in case the host is typing a message and trying to communicate with you.
o At this point, there will be a pop up box inviting you to join the "Audio Conference". There are two choices:
o "Call Me" or "Use Computer for Audio/Call using computer". For this course we will be using the “Use the Computer for Audio” option. Click on the “use computer for audio arrow. Then click the green “Call Using Computer”
2 button, we recommend using a USB headset for the teleconference as it
helps to keep background noise down.
o You will know you have successfully connected to the computer audio webconference when you have completed the steps above and your screen shows:
o Next, on the top menu bar click "Audio" and then the drop down “Speaker/Microphone Audio Test”
o Under “Select a Speaker to Test” choose the drop down “Speakers (Logitech USB Headset)”
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o Under “Select a Microphone to test” choose the drop down option “Microphone (Logitech USB Headset). Then Click “OK.”
o In the right-hand column under “Participants” you will see a microphone icon. Click on the microphone icon and when it turns GREEN it is on.
o Make sure to “mute” your microphone at all times unless called upon to speak. To mute your microphone click on the microphone icon. You will know it is on “mute” when it has turned RED and has a white dash through it.
o Start WebCam: In the Chat Box you will see your name displayed (i.e. Lisa Strebler). Next to your name you will see a camera icon. Click on the camera icon “start my video” and you will know your video is working when it turns GREEN!
o Be sure to start your webcam every time you join the meeting each week. When you are called upon to speak, all the participants and instructor will not only hear you, but they will be able to see you too!
o To stop your video click on the camera icon. You will know it has been disabled because it will be dark GREY.
To use CHAT during a meeting:
1. To send a message to everyone, type your message in the Chat pod (at the bottom of the screen) and hit enter or click the “Send” button.
4 2. If private chat is enabled, send messages to a specific attendee by choosing the attendee/host
name under the “send to” drop down button. Private chat messages show up in additional tabs.
To exit the meeting click on the red “x” button on the right hand corner of the browser.
Meeting Etiquette:
1. Raise hand to ask a question BEFORE speaking. To raise your hand click on the “Raise Hand” icon right above the chat box. The icon will appear next to your name in the participant list. When called upon, click the “Raise Hand” icon to remove.
2. Prior to speaking, click the microphone button on, wait 1-2 seconds, then speak. When you are done speaking, wait 1-2 seconds after your last words and then turn your microphone off. This helps eliminate cutting off the beginning and ending of your audio.
3. Turn off your microphone when you are not speaking.
4. Remember, when using the Chat function, your message will be broadcasted to all participants. Please do not chat about non-related items when class is in session.
5. Do NOT use a USB speakerphone.
6. Do NOT participate in a meeting without using a USB headset.
7. Reduce background noise as much as possible. If others notice that your mic is picking up breathing sounds, try moving the mic just a bit further away from your mouth and nose.
If you are experiencing connection issues during your webconference, here are some
TROUBLESHOOTING tips to try: 1. Meeting login issues:
a. Are you connected to the Internet? b. Disable popup blocker software. c. Clear the browser's cache.
d. Try connecting from another computer. Are you accessing the correct URL?
2. If your company uses a proxy server to control internet access, try the following: a. Within Internet Explorer select Tools > Internet Options > Advanced tab. b. Enable the setting Use HTTP 1.1 through proxy connections and click OK.
5 c. Close all browser windows and re-open before trying to connect to meeting again 3. Ensure you are connected to a high speed internet connection (preferably via a cable vs.
wireless). The quality of the VoIP audio can be improved by using a high speed, wired connection and by closing other applications running in the background, including e-mail. 4. When in doubt, if you are having persistent audio, video, etc. problems, try these things in
order:
a. Quit all other applications and close all other browser windows. b. Run the Speaker/Microphone Audio test again.
c. Make sure to download and “run” the web program that manages the WebEx meetings (note: you are prompted to do this prior to joining the meeting).
d. Close your internet browser completely, and restart your computer! Ensure you USB
headset and webcam (if needed) are plugged in PRIOR to restarting your computer.
5. You can join and leave audio conference repeatedly during the session if you accidentally exit the audio conference.
6. For technical support, please go to http://support.webex.com/support/support-overview.html
If you are experiencing problems with your computer audio capable, you will need to exit the session and re-enter and use the "Call Me" option. You will then be asked to type in your telephone number so that the system can call you to set up the audio link.
o When the WebEx system announces that you have entered the WebEx meeting, it will ask you to press “1” to connect. After you have dialed in and successfully connected, it will ask you for the meeting number. The meeting number is: 311 920 900. For most people, this is the last step before they join the meeting.
o If you have reached this stage, you have successfully joined the meeting; congratulations!
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Other Options on Joining a WebEx Webconference
Joining the WebEx Webconference by phone without the Internet
This option allows you to join the conference using your telephone only if you do not have access to your computer or internet. You will not be able to view the teleconference, but you will be able to hear and participate in the conversation.
This option is very simple but you will not be able to see any applications or documents shared at the meeting, i.e., you will not be able to see any presentation slides from a speaker.
To join the meeting, simply use the call in number (1-650-479-3207). After you have dialed in and successfully connected, it will ask you to enter the access/meeting number
(Access/Meeting code: 311 920 900 #).
Next, the system will ask you to supply an attendee ID enter: #.
You should greet the host just to let him/her know that you have just joined the meeting.
WebEx Meetings for iPad and iPhone
With great features like 2-way high-quality, streaming video that takes mobile web
conferencing to a whole new level, the Cisco WebEx app allows you to enjoy the full meeting experience on your Apple iPad or iPhone with simultaneous data and VoIP audio.
Features-
Mobile video conferencing (requires Wi-Fi) with:
2-way high-quality, multipoint video with camera switcher on iPhone 4, iPhone 4S, iPhone 5, 4th and 5th generation iPod touch, and iPad 1, 2 and the new iPad
Voice-activated video switching
Full-screen video
View content and video simultaneously (iPad only)
VoIP: Voice over IP is supported on the iPad, iPhone, and iPod Touch when using cellular or Wi-Fi (VoIP is available on WBS 28 or Cisco WebEx Meetings 1.2)
Frequently Asked Questions About Cisco WebEx for Apple iOS Is it free to attend a meeting on Apple iPad and iPhone?
Yes, there is no cost to download the Cisco WebEx app or to attend any Cisco WebEx meetings that you've been invited to join.
How do I download Cisco WebEx Meetings for Apple iOS?
The application must be downloaded from the Apple iTunes App Store.
7 What are the system requirements for WebEx Meetings on the iPad and iPhone?
Apple iOS 5.0 and above with active Wi-Fi or cellular connection is required. Wi-Fi is required for the video.
How do I join a meeting?
You can join WebEx meetings using one of the following methods:
Go to your WebEx meeting invitation email and click on the "To join this meeting" link.
Launch the Cisco WebEx Meetings app on your iPad and iPhone and enter the meeting number.
Sign in to your WebEx account on the iPad and join from your "My Meetings" screen.
How do I join the audio portion of the meeting?
When you join a meeting you will be asked whether you would like to connect with VOIP or via phone. If you select VOIP, you will be immediately connected to the audio (muted automatically). If you select phone, you will be called back at a number of your choosing if your meeting site has call back enabled (not muted automatically). If you choose not to use call back, you can click the info icon to see a list of call in numbers. If your meeting site does not have call back enabled, you will be able to call in at the audio prompt (depending on your site configuration).
Why does the Cisco WebEx Meetings app stop working when I join the audio call? If you are using a CDMA network, such as Sprint or Verizon, network limitations prevent you from having a voice call and using data services at the same time. In this case, joining the audio portion of the meeting through a voice call means you won't be able to view updates to the participant list or shared presentations. If you have access to Wi-Fi or 4G networks, you may be able to use voice and data services simultaneously. Alternatively, consider using VoIP (if available on your device) to connect to the audio portion of the meeting.
Are there any special requirements to join the audio conferencing using VoIP? To ensure best VoIP quality on the iPad, it is advisable to use a headset.
Can I share video from the iPad and iPhone?
Yes, you can use the camera to send your video to the other meeting attendees. How can I view video on the iPad and iPhone?
Equipped with multi-channel high quality video, you can view multiple participants' webcam videos simultaneously. Participants sharing video will show up on your screen, following by silhouettes for participants not sharing video. Scroll back and forth to see all attendees. With voice-activated switching you can automatically see who is speaking. You can also view full-screen video. Just pinch out to enlarge the video, you can go back to the
8 presentation by tapping on the screen. Tap on the button above the speaker video to minimize all video to focus on the presentation.
How can I chat with other participants?
Tap on the participant icon in the upper right of the screen. From the list, you can choose one individual or all participants to chat with. Select who you want to chat with and then enter your message in the dialogue box and hit send. If video is being shared, you can chat directly from the video carousel. Tap a participant and choose to chat with that individual or with the entire group. To transition back and forth between the presentation and chat, tap the cancel button in the chat window and be returned to the presentation.
Can I present content from my iPad and iPhone?
This feature is not supported. You can however view content shared from other's computers. In addition, if you are the meeting host, you can pass presenter control to a computer user to share content.
How much does this experience cost?
There is no cost for an attendee to join meetings on their iPad and iPhone. It's free to download the app from the Apple App Store. However, meeting hosts need to have a current WebEx Meetings subscription to schedule or host a meeting on a computer, tablet, or smartphone. Regular data charges still apply; please check with your carrier.
Where can customers get more information on WebEx for iPad and iPhone? Visithttp://www.webex.com/products/web-conferencing/mobile.html Who do I contact for technical support?
Please go to http://support.webex.com/support/support-overview.html
WebEx Meetings for Android
Features
Mobile video conferencing (tablets only) with:
2-way high-quality, multipoint video with camera switcher
Voice-activated video switching
Full-screen video
View content and video simultaneously
Frequently Asked Questions About Cisco WebEx Meetings for Android
Is it free to attend a meeting?9 Yes, there is no cost to download the Cisco WebEx Meetings for Android app or to attend any Cisco WebEx meetings you've been invited to join.
How do I download Cisco WebEx Meetings for Android?
The app can be downloaded directly onto your Android device through Google Play
(preferred method). Alternatively, you can get it from the Amazon Appstore for Android, from http://www.webex.com/products/web-conferencing/mobile.html, or from your Android device athttp://m.webex.com.
Can I use Cisco WebEx Meetings for Android application on my Android device? The application runs on Android OS 2.1 (and later) smartphones and tablets. The device must also have a Medium (320x240) resolution screen or higher.
Which devices support Cisco WebEx 2-way video?
In general, tablets with Android OS 3.0 or higher as well as screen sizes 7.1" or higher will support Cisco WebEx 2-way video. Additionally, tablets with screen width 530 dp (where dp = pixels * 160 / density) and Android OS 3.2 or higher will support Cisco WebEx 2-way video. This includes the Google Nexus 7" and the Amazon Kindle Fire HD 7"
How do I join a meeting?
You can join Cisco WebEx meetings using one of the following methods:
Go to your Cisco WebEx meeting invitation email and click on the "To join this meeting" link.
Launch the Cisco WebEx Meeting Center app on your Android device and enter the meeting number.
How do I join the audio portion of the meeting?
Once you enter your meeting, an audio prompt will appear. If you would like to be called back on your device, select your phone number from the dropdown menu. If this is your first time using Cisco WebEx Meetings for Android, you may need to enter a call-back number if it is not pre-filled. Select the option to "Call me at a New Number". Enter your phone number and select "Call Me at This Number". You will receive a call to join the meeting, so answer the call. The Cisco WebEx app will then automatically re-launch taking you right into the meeting. This feature is not available in all regions. If the call-back feature is disabled, you will be prompted to call into the audio portion of the meeting instead. Not all Android devices support call-back, however you can choose to be called at another mobile or landline phone.
To call into a meeting, select the "Call This Number" button. You will automatically dial in to the meeting. Automatic dial-in does not work in all regions. If this feature is disabled, you will need to manually enter the meeting number and attendee ID, which can be found by selecting the ‘i’ symbol or accessing the information in your meeting invitation.
10 If you wish to join the meeting using Internet voice conferencing (VOIP), select the
"Connect Using the Internet" option. Select this option and be instantly connected to the audio using the Internet.
If you are using the app on an Android device which does not have phone capabilities, you can connect to audio using the Internet or entering a call back number. When connecting to audio using the Internet, a headset is recommended.
Can I present content from my Android device?
This feature is not supported with this release. You can, however, view content shared from other's computers. In addition, if you are the meeting host, you can pass presenter control to a computer user to share content.
Who do I contact for technical support?
