Quick Start Guide

Joining a WebEx Meeting as a Participant

6/9/2016

What to Consider Before You Participate in a WebEx Meeting How will you be connecting to the meeting? 1. Via a computer, pad/tablet or smartphone:  Use the link and password provided in the meeting invitation (see page 2 and 3)  This method will allow you to use the audio on your computer to be part of the conversation AND see participants or items shared in the meeting (such as files, desktop, whiteboard etc). 2. Via a telephone:  Call into the meeting using the phone number and access code provided in the meeting invitation (see page 2 and 4)  Note: this method alone will NOT allow you to view documents shared in the meeting or see participants, but will allow you to be part of the conversation. o Alternatively, you can join the conference on your computer to see shared documents or videos AND call in using a telephone for the conversation. Will you be joining the meeting alone or in a room with a group of people? 1. Alone:  The integrated webcamera, microphone and speakers on your device (computer, pad/tablet or smartphone) should be sufficient. o If your device is missing an external webcamera, microphone or speaker, these items may be purchased, or if you are on campus, borrowed from the HWS IT Helpdesk in the Library. (Note: a webcam is NOT required, but provides a great way for users to interact.) 2. In a room with >2 people:  An external webcamera and microphone will be needed. (Note: a webcam is NOT required, but provides a great way for users to interact.)  If the room does not have a built in speaker system, an external speaker may also be needed. o An external webcamera, microphone or speaker may be purchased, or if you are on campus, borrowed from the HWS IT Helpdesk in the Library. Is your browser (ie: Google Chrome) up to date? Is the WebEx plug-in enabled? Find out by joining a test meeting at this link: http://www.webex.com/test-meeting.html Will you need to share documents or lead a section of the meeting? If so, we recommend:  Scheduling a meeting with the host several days in advance of the actual meeting in order to test your equipment and become accustomed to the interface and capability.  Accessing the meeting 15-30 minutes in advance to check video and sound equipment and if applicable, pre-load documents.

Hobart and William Smith Colleges • Information Technology Services Page 1 of 5

Quick Start Guide

Joining a WebEx Meeting as a Participant

6/9/2016

Joining a WebEx Meeting 1. From your computer or mobile device, locate the email with the WebEx meeting invitation. 2. To join a scheduled meeting using your computer or mobile device (ie: iPad), click on the Join WebEx Meeting link in your email invitation. Take note of the meeting number and if applicable, the password. a) Alternatively, you may call into the meeting using the phone number and access code provided in the invitation. (Note: this method alone will NOT allow you to view documents shared in the meeting or see participants, but will allow you to be part of the conversation. If you wish to see shared documents or videos, you will also need to join the conference on a computer; complete step 2 above and see page 4 for further instructions) If you are invited to an instantaneous meeting, the meeting invitation may look like this:

3. A screen will open requesting you to type in your name and email address and if applicable, the meeting password.

4. If you have not already participated in a WebEx meeting from that specific device, you may be prompted to accept the WebEx plug-in. You may download the plug-in or run a temporary application to join the meeting immediately.

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Quick Start Guide

Joining a WebEx Meeting as a Participant

6/9/2016

Note: when the WebEx window opens, it’s only a doorway to the conference room. At the very least, you need to *connect to the audio in order to hear others and be heard. *Connect to Audio (required) 1. Navigate down the screen and locate the first icon on the left. This is the audio icon. 2. If using your computer for audio, click the audio icon to join the conference. The icon will turn blue (see Option A below for detailed instructions). If using a phone for audio, see Option B on the next page. Option A: Use Computer for Audio 1. Click on the audio icon to connect your computer to the web conference. Once activated, the icon will turn blue and you will hear people in the conference.

If using an external speaker or microphone: a. Beneath the audio icon, select More Options.

b. A small window will open. Scroll to the bottom and select Change Settings

(1) Select an external speaker by using the drop down arrow (i) To test the sound from the speaker, select Test. If you do not hear sound, select a different speaker or unmute your computer volume. (2) Select an external microphone by using the drop down arrow (i) If the selected microphone is working, the blocks will turn blue as you speak. (3) When satisfied, select Ok Note: If you see your name in the participant’s row with a yellow highlight beside the audio icon, the volume on your computer is muted. Hobart and William Smith Colleges • Information Technology Services Page 3 of 5

Quick Start Guide

Joining a WebEx Meeting as a Participant Option B: Use Phone for Audio 1. Navigate below the audio icon and select More Options.

2. A small window will open. Scroll to the middle and select I Will Call In.

3. A new window will open with the phone number to call, your access code and your Attendee ID.

Sharing your webcamera (optional) 1. Navigate to the top, right side of the meeting window below the Participants panel. 2. Locate your name and click on the camera icon, activating your webcamera. The icon will turn blue.

a. To stop sharing your webcamera, click on the camera icon again.

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6/9/2016

Quick Start Guide

Joining a WebEx Meeting as a Participant

6/9/2016

Muting your Microphone 1. Navigate to the top, right side of the meeting window below the Participants panel. 2. Locate your name and click on the microphone icon. The icon will turn red, muting your microphone.

a. To unmute your microphone, click on the microphone icon again.

Leaving the Meeting 1. If you are sharing your webcamera, click on the camera icon to stop your camera. 2. Move your cursor to the left side of the screen under the Quick Start tab and click Leave Meeting.

Additional Resources  For details on advanced tools to share documents, click on this WebEx Instruction Guide.  For guides developed by HWS, click HWS WebEx Guides and then scroll down to Web Videoconferencing.  See HWS’ list of most Frequently Asked Questions about Web Videoconferencing.  Contact the HWS Helpdesk at 781-4357 or [email protected].

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