WebEx Meeting Center – User Guide

Meeting Center – Overview

Meeting Center provides a forum that allows you to manage all aspects of an audio-visual meeting. You can share your desktop, as well as other information like documents, presentations, whiteboards, applications, and web pages. You can also interact with others using chat, video, polls and notes.

This document is not meant to be an all inclusive manual, but rather a user guide outlining the most important features of WebEx Meeting Center. With it, you’ll be able to schedule, start and conduct a successful WebEx meeting.

Logging in to WebEx for the first time

You should have your WebEx account credentials. The default format for username and password:

URL:

Username: First Last

Password: Unisource2013

When you access the WebEx Meeting page click on Host Log In and enter your account information.

The first time you login you will be prompted to download WebEx Productivity Tools. With Productivity Tools you are able to schedule and start meetings from Microsoft Outlook, Internet Explorer or from the WebEx One-Click shortcut installed on your desktop.

If you do not receive the prompt you can still download the Add-in.

  1. Access the Unisource WebEx site:
  2. Click Downloads in the navigation pane on the left.
  1. Click Download Now, next to Productivity Tools.

During the installation, accept all of the default settings. If you encounter an error message, click Ignore and the installation will complete.

Review your WebEx Account Settings

Before you schedule a meeting, you should review your default WebEx settings. From the WebEx toolbar in Outlook select Account Settings

  • Verify your User name and Password are set
  • Verify settings for Instant Meetings
  • Verify settings for Scheduled Meetings
  • Meeting Password not recommended
  • Audio Settings: WebEx Audio vs Other Teleconference Service

Audio Options

When scheduling a meeting you can select one of the following audio options.

  • None: select this option if you do not need to set up a formal teleconference.
  • WebEx Audio: this integrated audio option allows attendees to call a phone number to join the audio conference, receive a callback or use their computer speaker (or a headset) to join the conference.
  • Other teleconference service: select this option if you want to use your Personal Conference Number. You must input the dial in number and access code the attendee’s must use to join the audio conference.

Scheduling a Meeting

WebEx meetings can be scheduled using your WebEx Meeting Center account, or by using the Productivity Tools Outlook Add-In. Only the Productivity Tools method will be discussed in this user guide since it is the fastest and easiest way to schedule a WebEx meeting.

  1. On the toolbar, click Schedule Meeting
  2. Add your meeting details (subject, date and time, agenda or other details)
  3. Click Add WebEx Meeting button on the tool bar
  4. If desired;
  5. Add meeting password
  6. Allow attendees to join the meeting prior to start time
  7. Select audio conference type (WebEx audio, phone, VoIP)
  8. Select entry/exit tone
  9. Click OK

Managing your Meeting

Below is the main meeting window with the major functions identified.

Audio Conference:

Sharing:

Participants Panel:

Starting an Instant Meeting

If you often meet with others to spontaneously collaborate on documents or spreadsheets you can set up a One-Click Meeting. You can Start a One-Click meeting from Outlook or from the One-Click shortcut on your desktop. Once the meeting Window opens, you receive an email that you can forward to attendees with the WebEx link to join your meeting. Or you can invite them from the Invite and Remind

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