Help:Wiki University--Webex

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Webex

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It is important that, to operate as a team, we missionaries meet together often. We are able to have on-line meetings with both audio and video through the Webex tool.

Meetings

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  • This is the link to sign-in to our Webex meetings. You can also access Webex by going to meet.lds.org and signing in.
  • You will be given meeting numbers which give you access to our various missionary meetings.
  • Most general meetings will be scheduled in Mountain Time unless otherwise informed.
  • Here is the tool bar:
    • Meet now - this allows you to set a meeting immediately.
    • Schedule a meeting - this allows you to set up a meeting in the future, which can be a single meeting or an ongoing series of meetings.
    • Join by Number - This allows to you join a scheduled meeting. Unless you are the host, you can only join a meeting 10 minutes prior to its scheduled time.

Muting yourself and other Webex etiquette

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To avoid unwanted noise disrupting the meeting you should mute yourself by clicking on the microphone icon. The icon will turn red when you are muted. When you want to speak, you have to unmute yourself.

Other Webex etiquette recommendations are:

  • Pick a location as quiet as possible
  • Arrive early and test your connection
  • Speak up and identify yourself
  • Speak clearly

There is also a "hand up" feature that will let the speaker know you would like to say something. This doesn't always work well because it is easy for the presenter to miss it.

Participants

The participant list shows who is in the meeting and whether or not sound is hooked up for each participant.

To the left of each participant's name is either a gray computer or telephone icon. The icon indicates whether the person is connected through their computer or telephone. Whenever a participant speaks, little blue-green "waves" are shown coming out of these icons. A red 'X' displayed before a name indicates the person is muted.

Participants can also tell who is speaking by the name or names displayed next to the word Speaker found at the top of the participant list.

Chat

You can also communicate by sending a message through the Chat box if you do not want to speak. You can either communicate to the whole group by choosing "Everyone" or to a particular individual.

Being the Presenter

The presenter of the meeting has control of the material that is seen on your monitor. You can tell who the presenter is by a little green ball next to that participant's name.

Note the two tabs in the top left hand corner of the screen: Quick Start and Meeting Info. By selecting the Quick Start tab and clicking the Share Screen circle, the presenter can show you what is on their monitor. When sharing their screen, the name of the presenter is also listed on a separate tab to the right of the Meeting Info tab.

To exit the shared screen, the presenter will click on the drop down menu located at the top center of their screen, then click on the red Stop Sharing button.

To change presenters, the current presenter must drag and drop the ball to another attendee in the list of participants. The new presenter must then click on the Quick Start tab, then on the Share Screen circle.

NOTE: If you enter the meeting when the screen is being shared and you don't see the shared screen on your monitor, click on the tab containing the presenter's name.

Drop down menu at top of Webex page

When a presenter's screen is shared, it may be difficult to read the material being shared. To resolve this issue, click on the angled arrow at the top right corner of the shared screen on your monitor. What is being shared will fill your screen and 'hide' the participant list, chat box, and all other components of your original screen.

A drop down menu located at the top center of the meeting page provides access to the hidden components.

  • It is only accessed when you move your mouse to the top center of the meeting page at which time it will "drop down" to reveal itself.
  • When you move the mouse away, it will disappear again at the top of the page.

The menu consists of the following components you would normally use:

  • Return arrow is used to shrink the screen back down to the original shared page before enlarging.
  • Mute me allows you access to the microphone so you can mute or unmute yourself
  • Chat box in the drop down box allows you access to the messaging icon
  • Participants will drop down a list of those attending the meeting

Recordings of past meetings

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Staff meetings and training, including project training meetings, are recorded so you will be able to watch it if you were unable to make a particular meeting or if you would like to review it later. Links to the meeting recordings are posted on Yammer. Other meetings may or may not be recorded at the option of the host. Only the host can access a meeting recording link and share it.

Trouble-shooting

Duplicate or multiple microphone connections:

  • occurs when a participant joins webex twice resulting in two connections (i.e. two screens are open).
  • resolution: close the unresponsive connecton leaving only the good connection open.

Am I still connected?

  • in the lower right hand corner of your screen is a small microphone icon, the word Connected, and a blue dot.
  • you are connected when blue-green "waves" are seen coming from the microphone icon.
  • you are still connected when the microphone icon turns red (usually due to muting) and the blue dot stays blue.

Creating a Webex Meeting

Webex meetings are a great way to get together to look at a particular problem on the screen to talk about it. These meetings can be called immediately or in the future.
To create a Webex meeting is easy. After you have signed into Webex, perform the following:

1. Click on "Schedule." (See Illustration 1)

Illustration 1

2. Enter a meeting name of your choosing into the "What" box.
3. Select the date, time and length of meeting.
4. Click "Schedule It!" (See Illustration 2)

Illustration 2

5. To get meeting number, click on "More Info." (See Illustration 3)

Illustration 3

6. The meeting number will appear under the name of the Host. (See illustration 4)

Illustration 4

Try these out

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Quick Quiz
  • Webex only records voices not images.
True
False
  • If you are not the scheduled presenter, the host has to give you the ball if you want to show what is on your screen.
True
False
  • Meetings can only be scheduled in the future not right now.
True
False
  • The drop down menu gives you access to options while viewing a full screen on your computer.
True
False
  • There is no way to find out who is speaking in a meeting if you do not recognize their voice.
True
False
  • If you have a noisy dog, there is no way to keep others from hearing its barking.
True
False
  • You can only talk to individuals in a meeting, not send them a private message.
True
False

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