How to use Webex

Types of Webex sessions

• Meetings
• Events
• Trainings

https://www.cisco.com/c/en/us/products/conferencing/product_comparison.html

Cisco Webex

Webex is an important tool that allows the TTUHSC El Paso community to meet and collaborate in real-time.

Before Meeting

• Send all links and information on how to connect to the WebEx Meeting with alternate method of communication (phone number to call into meeting) in case of any technical issues
• Arrive early to test and ensure your video and audio are working and your lighting is adequate so participants can see you clearly
• Close any applications not needed during WebEx sessions

Communicate Effectively

• Speak directly into the microphone, avoiding turning your head
• For clearer audio, use a head set with microphone
• Look directly at the camera as often as possible to give the impression you are looking directly at your participants

Professionalism

• Be sure you understand and preset conference settings, especially muting mics and screen share
• When you start talking, keep talking.  Assume everything is working fine – you will be quickly told if anything is wrong
• Be natural, but limit excessive movement to avoid looking jerky on-screen

Large Groups

• Make sure participants know your expectations – if they are to turn off their camera, stay muted and use chat, raise their hand, etc.  Post these expectations in your invitation and on your welcome screen
• Set up automatic mute, turn off sharing, and turn off beeps when students/staff connect to minimize distractions
• Limit video to no more than two participants

WebEx Etiquette

• In large groups, start your comment with your name.  Example, “This is Joe,…”
• Keep your mic muted when not speaking
• Be aware of background sounds when your mic is not muted and keep them to a minimum
• Consider setting up a practice session one or two days in advance to be confident and efficient with your WebEx skills

Securing your Webex Meetings

While Webex provides a secure environment, it is also an open place to share information. This makes it extremely important to know the best practices of Webex security. Below are a few general rules to follow, as well as six useful tips.

• Do not share your Audio PIN or Host key with anyone.
• Provide meeting passwords only to users who need them.
• Never share sensitive information in your meeting until you are certain who is in attendance.

Use scheduled meetings instead of your personal room.

Webex has two different modes – scheduled meetings and personal rooms. Scheduled meetings are designed to be higher security, while personal rooms are aimed at ease of use. A scheduled meeting is like booking a conference room with a keycard entry for all attendees; whereas, a personal room is leaving your office open all the time waiting for someone to show up to start the meeting. 

Thoughtfully distribute your meeting invitation.

Please ensure that all of the invitees are appropriate for the meeting and discourage invitees from forwarding the meeting invite.

Restrict access to the meeting.

Lock the meeting once all attendees have joined the meeting. This practice prevents more attendees from joining. Hosts can lock or unlock the meeting at any time while the session is in progress. 

To lock a meeting that you’re currently hosting, select Meeting > Lock Meeting.

For personal rooms, this option will allow anyone joining the meeting, including participants who have been invited to the meeting, to enter into the lobby of the meeting to await admission by the host and/or moderators of the meeting.

To unlock a meeting that you’re currently hosting, select Meeting > Unlock Meeting.

Validate identity of all users in a call.

Accounting for every attendee by using a roll call is a secure practice. Ask users to turn on their video or state their names to confirm their identity.

Remove a participant from the meeting.

Participants can be expelled at any time during a meeting. Select the name of the participant whom you want to remove, then select Participant > Expel. If it is necessary to expel disruptive participants, it is best to lock the meeting as described above. Doing so will prevent expelled attendees from attempting to rejoin and cause further disruptions.

Share application, not screen.

Use Share > Application > instead of Share > My Screen to share specific applications and prevent accidental exposure of sensitive information on your screen.

Scheduling a Meeting

In any meeting invitations that you send from Microsoft Outlook, the meeting start time appears in the time zone that is set on your computer.

Select, Calendar.

Select, Schedule Meeting

Enter Attendees, Subject, Location (WebEx Session), Date, and Time on invite

Upon sending invite, information for WebEx session appears.

Schedule a WebEx Meeting through WebEx Website

Cisco WebEx Meeting Center makes hosting an online meeting easy. Schedule a meeting in advance, or start it right away. 

Windows and Mac

Log in to WebEx Meeting Center site, https://ttuhscep.webex.com 

Click on, Schedule

Enter Meeting Information (Meeting Topic, Date and Time, and Attendees)

Click, Schedule.

Joining a Meeting, Event, or Training Session with the Webex Meetings Web App

The Webex Meetings web app lets you join meetings, events, and training sessions, using only your web browser. There's nothing to download or install. The web app puts basic meeting, event, or training functionality at your fingertips, making it easy to view and interact with others.

Join a Meeting, Event, or Training Session

The Webex Meetings web app supports the following browsers:

• Chrome
• Chromium
• Edge
• Firefox
• Internet Explorer
• Safari

Join from an Email Invitation

When you receive an email invitation to a Webex meeting, event or training session, it'll look something like this.

1. Click the green Join meeting button in the email invitation.
2. In the new browser window that opens, click Join from your browser if you're joining a meeting from Mac or Windows.

If you're joining an event, click Join by browser.                 

If you're using Linux or ChromeOS, the web app opens directly after you click Join meeting.

Join from the Meetings Page on Your Webex Site

1. Select Meetings from the left navigation panel in your Cisco Webex site, and click the name of the meeting you want to join.
2. Enter the meeting password provided in the email invitation, if necessary.
3. On Mac and Windows, select the drop-down arrow on the right side of the Join Meeting button, and then select Use web app.

Join Using the Search Bar on Your Webex Site

If you're signed in to your Webex site and know the meeting, event, or training session information, such as the Personal Room ID or meeting number, you can use the search bar at the top of your Cisco Webex site.

1. Click on the search bar and enter one of the options to search for the meeting.
   

2. Enter the meeting, event, or training session password provided in the email invitation.

3. Click the highlighted area.

4. Select the drop-down arrow on the right side of the Join Meeting button, and then select Use web app.
   

Connect to Audio and Start Your Video

You can easily connect your audio and video in the preview window before you join a meeting, event, or training session. That way, you can make sure that everything sounds and looks good.

1. Click the audio drop-down menu.
   
2. Choose how you want to hear the audio in the meeting.
   

   • Use computer audio—Use your computer with a headset or speakers. This is the default audio connection type.

     You can change your headset, speakers, and microphone.

   • Call me at—Enter or select the work or home phone number that you'd like the meeting to call.

   • Call in—Dial in from your phone when the meeting starts. A list of global call-in numbers is available after you join the meeting.

   • Don't connect to audio—You won't hear any audio in the meeting through your computer or phone. Use this option if you're in the meeting room but want to use your computer to share content in the meeting.

3. To join the meeting with your audio muted, click Mute
   You see  when your microphone is muted.
   Click Unmute  when you want to speak in the meeting.
4. To join the meeting with your video turned off, click Stop video 
   You see  when your video is off. Click Start video  when you want to show your video.
   
   In some meetings, the host may not allow attendees to unmute. If you're prevented from unmuting, Unmute  is locked until the host allows you to unmute.

5. Click Join meeting.
   The Webex Meetings web app is easy to navigate, with shared content or video in the center and meeting controls underneath.
   

Share Screen with Others

To share your screen or an application with other participants, click Share 

See Other Participants

To see who else joined the meeting, event, or training session, click Participants 

Chat with Other People

If the host settings permit it, you can chat with other people in the meeting, event, or training session.

Click Chat  to open the chat panel. By default, your chat messages go to everyone in the meeting.

To chat privately with someone, select their name from the Send to: drop-down list.