WebEx - How to use the program

ABOUT WebEx – (osu.webex.com )

WebEx Conferencing is a combination toll-free telephone conference enhanced by synchronized viewing of documents and applications through your own computer.  You need access to a telephone and a broadband (high speed) internet connection.

WebEx allows you to share documents, make presentations, and collaborate with people across town and around the world. WebEx conferencing lets you use the power of the Internet to hold meetings without leaving your office. You can view, annotate, or edit documents in real time. Work out the budget, collaborate on presentation material, and communicate without the hassle or expense of traveling.

To tell that a meeting is scheduled, go to the WebEx website.  If there is a meeting scheduled for that day, it will show up without clicking on anything. To look for meetings on other days, click on the Monthly Tab – there will be a (green) box by the date if there is a meeting scheduled – if you click on the number it will bring up the meeting(s) that are scheduled for that date and what times they are scheduled (you can schedule more than one meeting in a day and even multiple meetings at the same time).

            There are a few things that you will need to know.

·         All meetings are scheduled as Jerry Thomas being the host and the email message that gets sent to invitees will appear to have been sent from Jerry Thomas.  You will be considered an invitee (so be sure to provide your email address).  You will receive the email notification inviting you to the meeting.  It is important that you notify anyone you plan to invite (either by email or phone) that they will receive an email from Jerry Thomas inviting them to the meeting. So they are not confused and/or do not just disregard the message.

·         Anyone who gets the email inviting them to the WebEx meeting will need to check the computer that they will be using to make sure the program is installed (there is a link in the email inviting them that tells them this – but be sure that your email tells them as well so it does not get overlooked)*

*  The host requests that you check for compatibility of rich media players for Universal Communications Format (UCF) before you join the session. UCF allows you to view multimedia during the session. To check now, click the following link: https://osu.webex.com/osu/systemdiagnosis.php

INVITING PARTICIPANTS

There are 2 ways in which you can go about inviting people to join a meeting.

1)      you can decide with a group of people that you would like to have a WebEx meeting and then set it up inviting them right then; or

2)      you can set up a WebEx meeting and then send out a general message (on email or otherwise) asking anyone who would be interested and able to join in to email you so you can add them to the invitee list

SCHEDULING A MEETING

Once you are ready to set up the WebEx meeting you will need to schedule through?  

            Date of Meeting

            Start Time and length of meeting

            Topic (Pam will put your initials in parenthesis after the topic as an identifier)

            *List of email addresses for invitees (Pam can look them up if you can’t find them)

            Your email address (you will be an invitee and will get a copy of the email)

            An Agenda (if you would like one included) – this is optional

            A password (6 characters or more) – you can provide or ? will create for you

*You can set up the meeting without any invitees and then invite them later either by submitting the names to Pam and she can go back in and invite them, or you can just cut and paste from (or forward) the email that you receive regarding the meeting. They do not have to be added through WebEx as long as they have the information they can join in.

Pam will then schedule a meeting and invite anyone you have requested. Once the meeting is scheduled you will receive the email (from Jerry Thomas) inviting you to the meeting.

STARTING THE MEETING

Whoever requests the meeting becomes the host.

To start the meeting, the host will need to go to the website and log in as Jerry

            User ID:  jthomas

            Password:  cfaes2006

Click on the meeting that is listed (if that is the correct one) or click on My WebEx and scroll down to find the meeting you are hosting and click on that.

Arrow down and click on start now

Meeting Manager will load and you will get a split screen that will list who is on as a participant at the right and a meeting center on the left.

An information box will pop up with information on Joining the Teleconference.  You may want to write down the information because once you click OK it is gone.  Or you can just follow the 3 steps and then click OK without writing it down if you get connected.