WebEx Training

The IT department is facilitating a video overview of Webex. The video is 15 minutes long. We will go over how to login to the application, how to schedule a meeting, and some of the basic functions available to the host while presenting a meeting.

To watch the video, CLICK PLAY BELOW

Webex Training Resources

Getting Started

Scheduling a Meeting

How to Join a Webex Meeting

How to set-up Webex Meetings in Outlook 365

Click Here for Additional WebEX Videos

Type of Meetings

Type	cAPACITY	nOTES
Personal Room	Up to 100 Participants	Capable of more, but as more than 100 are added it can take significant amount of time to ramp up the necessary resources needed to accommodate more.
Scheduled Meeting	Up to 1000 participants	Capable of more, resources are quickly made available to add more participants quickly.
Events	10,000+	Public capabilities like chat and feedback are limited. This event type is best used for large events focusing on a single presenter or multiple presenters present within the same room.

Cisco Webex Web Version

Open up the browser of your choice (Chrome, FireFox, etc…)

Go to d91.k12.id.us

Use Single Sign On

From the Single Sign-On Portal select Webex

Choose Sign In up in the right hand corner

Enter your 4x4@d91.k12.id.us

Select the drop down from the start a meeting option and choose use web app (note make sure the check mark is now beside the web app option)

A walkthrough will pop up if this is the first time you have logged in like this. You can watch or click skip in the bottom right.

Down in the bottom right of this picture is the audio output and input.(Speakers which is output and microphone which is input.)

Make sure that the speakers and microphone are the ones that are actually being used by your computer. If you are using a district issued laptop and you have used that laptop with your overhead it could have that as the default output and that would need to be changed so that it is using what you are wanting sound to come through. Same goes for microphone. Also note that if you have paired Bluetooth devices with your laptop they will be in these lists as well.

Once your audio is setup and camera click start meeting.

Once the meeting has been started down along the bottom you will have a row of icons.

We will focus on two. Share content, the one that is a square with an arrow coming out the top and the Chat icon which looks like a comic chat bubble.

The only way anyone in the meeting can see anything from your computer you must first share it. The easiest of these methods is just simply share your screen. If you have multiple screensselect the screen you want to be seen during your meeting and work off that screen by dragging and dropping the content you wish to share.

To be able to see Chat you must click on the chat icon down in the bottom row of icons. Once you click it chat will now appear on the right hand of your meeting screen.

Now you will be able to chat with the attendees of your meeting.

Download PDF

Webex Full Instructions

D91 INFORMATION TECHNOLOGY DEPARTMENT

Enterprise Systems Department

IFSD91 | VERSION 7162019

How to Start Webex

Double-Click on The Cisco Webex Meetings Icon on your Desktop

Type your 4x4@d91.k12.id.us Then click sign in

Next login using your 4x4 through Portal Access.

Once the app pops up on the screen you will have several different ways to start a meeting. (also note the Webex App does update a lot, please allow it to do so as it is quick and necessary)

You can also access starting a meeting through your outlook email, if you are logged into the Webex Desktop App. Notice the two options in the top left hand corner of your Outlook Email. Meet now and Schedule Meeting. Meet now means to start a meeting right away.

When you use the Meet Now option you will have to invite the person or persons that you want to join your meeting. One way to do that is to go to the top left of your meeting, click on Participant, then click Copy the Meeting Link either in the subject line or the body of the email and email that link to who you want to join the meeting.

You can also select Invite and Remind from the same menu location.

When using the Invite & Remind option, click the words in blue “Invite with your local email” and sendto the person or persons email that you would like to invite to the meeting. Click “Send” once done.

Schedule meeting means to set a time and date where both parties agree to meet. Everything else remains the same.

Since the meeting is now scheduled, you can now click “Start” beside the meeting you are needing to enter. This is located under “Upcoming Meetings”. This also will allow others to join the meeting.

Once you start the meeting, a window called “Audio and Video Connection” will pop up on screen. Here is where you will setup where you want sound to come through (speakers or headphones) as well as what you will be using to input sound (microphone). Also if you have a camera device you will be able to set it up so people can see you. (This is optional)

Once you are finished selecting these options click “Connect Audio” and you will get the “Waiting for others to join” message in the center of your screen.

Once in the Meeting, there are a few features to go over. First is the option to share content. When you hover your mouse over the bottom of the meeting screen you will see a list of buttons pop up. The one that is currently highlighted is the share content button. This allows you to share in real time documents videos or whatever you have up on your screen.

Once you click share content you will get a window similar to this

You can share your screen or monitor or you can just share an individual document or browser window.Below is the Salary Schedule, this might be content that is shared during an interview for a teaching position. When you select this out of the pop up window of shared content this is the only window that was shared with everyone else in the meeting. Once you are done sharing the document or screen you can simply click stop in the top right hand corner of the document or screen.

It will ask to confirm that you don’t want to share the document anymore and then just click “Stop Sharing” in the new pop up window to stop sharing that document to the meeting. If you needed to share another document, you would go back through the same process again.

The final option to talk about today is the Meeting Recording option. This is found when you hover over the bottom row of options that are hidden in the middle and at the bottom of the meeting screen.

Once you select recorder make sure the Record in cloud option is checked. This records the meeting and stores it in a location that Cisco has provided. (Note when recording a meeting let the other participants know that you are doing so.)

To retrieve these recordings go to https://www.webex.com/ and Sign in (top right)

Choose Webex Meetings

Your D91 email address, you may also have to login using the district Single Sign On process as well.

This is what is called the web interface for Webex. Everything that you can do with the app can also be performed here. This is also where all of your settings can be configured.

To view your recordings, click “Recordings” on the left side of the page

Now you can go back to view all the meetings that you have recorded. You can download these as well.(Note these only show up after you have ended the meeting and can also take time to process after a long meeting.)

Trouble-Shooting Audio and Video

Can’t hear any sound?
Check this!