Category: Blogs

Different Types of The WebEx Meetings

Post author By Lino Almojela
Post date September 4, 2024
No Comments on Different Types of The WebEx Meetings

What are the different types of the WebEx meetings

There are three types of WebEx meetings:

Personal Room meeting
Standard Scheduled meeting
Personal Conference meeting

Meetings offers a feature-rich collaboration experience. But when should you use a Webex Personal Room meeting, a standard scheduled meeting, or a Personal Conference meeting? Use this knowledge article to decide which type of meeting works best for you.

Personal Room Meeting
- Personal Room meetings are best for impromptu meetings, and back-to-back meetings in which the meeting host wants to remain in one meeting room for several meetings and have attendees join at different times.
- You can start a Personal Room meeting from your Webex site. You can schedule single occurrence and recurring Personal Room meetings in Outlook using the Webex Meetings Desktop App.
- Attendees can’t join before the meeting starts but, during a meeting, you can lock your Personal Room. People wait in a virtual lobby until you admit them. You can also set your Personal Room to lock automatically zero to 20 minutes after the meeting starts.
- You can add cohosts or alternate hosts to let others host your Personal Room meetings without you.
- Your cohosts or alternate hosts can schedule personal meetings on your behalf.
- All Personal Room meetings use your Personal Room URL as the meeting link that users click to join. Your Personal Room URL is in the format company.webex.com/meet/ username.
- All meetings use your Personal Room video address as the video address that users dial if they join by video system.
Standard Scheduled meeting
- You can schedule a standard meeting from your Cisco Webex site, in Microsoft Outlook using the Cisco Webex Meetings Desktop App, or from your mobile device.
- You can schedule single occurrence or recurring meetings.
- You can choose to require registration when you schedule the meeting.
- You can choose to allow attendees to join the meeting up to 15 minutes before start time when you schedule the meeting.
- You can add alternate hosts and let anyone with a host account on the Webex site host the meeting.
- Someone with a host account on the Webex site can schedule a meeting on your behalf. You are the only host who can start the meeting.
- Each meeting has a unique meeting URL that users click to join.
- Each meeting has a unique video address that users dial if they join by video system.
Personal Conference meeting
- A Personal Conference meeting is an audio-only meeting that’s like a conference call. This meeting type can be escalated to a standard scheduled meeting, if needed. A meeting URL is generated when a Personal Conference meeting is scheduled.
- You can schedule single occurrence meetings from your Webex site and in Outlook using the Webex Meetings Desktop App. You can schedule recurring meetings using the Webex Meetings Desktop App.
- You can add alternate hosts to let others host your Personal Conference Meetings without you.
- We don’t recommend that you allow attendees to join before the meeting starts. Doing so could allow unwanted participants to potentially cause fraudulent telephony charges before the host joining.
- If you escalate the meeting to a standard Webex meeting, each meeting has a unique meeting URL that users click to join.
- The maximum number of participants is 500 audio-only participants. If escalated to an online meeting, the first 25 participants can join.

See the table and following descriptions for more details.

Tags Cisco Webex, Cisco Webex Meetings, Webex

Blogs

Setting Up the Scheduled Meeting

Post author By Lino Almojela
Post date September 3, 2024
No Comments on Setting Up the Scheduled Meeting

Setting up the Scheduled Meeting (Normal Meeting)

Schedule a meeting from the Meetings calendar when you want to schedule a one-time meeting link or a personal room meeting.

Steps to schedule a meeting (Via WebEx App)

Step 1: Go to Meetings

Step 2: Click Schedule a meeting , and then enter your meeting info:

Edit the meeting topic.
choose a Startand End date and time.
Check Recurrence and choose the meeting frequency.
Select a Meeting link, and choose Generate a one-time meeting link

Step 3: Add Invitees, enter names or email addresses.

NOTE: When your account is set up with Hybrid Calendar , you see icons beside each person’s name to show their availability.

Available
Unavailable
Unknown availability

Step 4: Add Rooms, enter the name of a meeting room.

NOTE: When your account is set up with Hybrid Calendar, you see icons beside each room name to show the availability.

Available
Unavailable

Step 5: Click Schedule

The meeting is created and added to your calendar. An email invitation is sent to everyone invited to the meeting. If you need to make changes, you can update the meeting details or cancel the meeting.

Steps to schedule a meeting (Via WebEx Scheduler in Microsoft Outlook):

By using the Webex Scheduler, you can schedule Webex meetings or Webex Personal Room meetings directly from Microsoft Outlook. The calendar invite shows the Webex meeting details, including a link to join the meeting.

Below are the steps to schedule the meeting from outlook:

Step1: Create an appointment in Outlook.

Step2: Enter the appointment name, location, and start and end times.

Step3: If you want the appointment to repeat, do one of the following:

Select Recurrence in the ribbon and then select how often you want this appointment to repeat and when you want it to end.

Step4: To invite others, do one of the following:

Select Invite Attendees and then type one or more email addresses in the Required box.

Step5: in the Cisco Webex group on the ribbon in Outlook, select Add Webex Meeting.

Step6: (Optional) Edit the meeting options, such as add an alternate host or cohost. You can also set the entry and exit tone, change the meeting password, or add a tracking code. in the Cisco Webex group on the ribbon in Outlook, select Webex Preferences

Select Update meeting when you’ve finished editing the meeting options.

Step7: Select Send.

The appointment shows the meeting details, including a link to join the meeting. You can copy the link and share it with others.

If you have any questions concerning this article, please feel free to email us at [email protected].

Thank you!

Blogs

Setting Up the Personal Room Meeting

Post author By Lino Almojela
Post date September 1, 2024
No Comments on Setting Up the Personal Room Meeting

Setting Up the Personal Room Meeting

If you have a Webex host license, you can meet in your Personal Room. People you invite can join the same permanent, unique Personal Room link. You can also make sure your meetings are end-to-end encrypted.

The personal room meeting is unique for every user so it will be same forever.

Due to the permanent address this meeting type is ideal for allowing your team members and colleagues to join. It is best to not use this permanent address for public meetings.

Key Features: –

Ideal for connecting with people you work with and know.
Anyone can join via your permanent Webex Personal Room link.
Able to start a meeting without having scheduled it.
Your Webex Personal Room is always available, you don’t have to book it, and you always know where to find it.

Set your Personal Room preferences
You can change the name, URL, and host PIN of your Personal Room, and designate alternate hosts or cohosts for your Personal Room meetings. For added security, you can set your Personal Room to automatically lock after the meeting starts. People cannot enter a locked meeting; they wait in your lobby until you let them in.

Sign in to User Hub (your WebEx URL), then select Settings.
Go to My Personal Room and enter new name in the Personal Room name.
Your Personal Room name can be 1–128 characters in length.
To edit your Personal Room link, enter a new ID. Your Personal Room link has these requirements: Can be 1–64 characters in length.
Must contain at least one alphabetic character.

Must not contain any symbols or special characters except hyphens (-), periods (.), or underscores (_).

Must not already be in use by someone else on the site.

To lock your Personal Room automatically after the meeting starts, check Automatic lock, and specify the number of minutes.You can choose 0, 5, 10, 15, or 20 minutes. After a meeting locks, attendees wait to join the meeting until you admit them.
For Notification, check Notify me by email when someone enters my Personal Room lobby while I am away, receive an email notification when someone enters your Personal Room.
For Cohost, check Allow cohosts for my Personal Room meetings.If you allow another person or video device to cohost your Personal Room meetings, select one of the options:
- Let me choose cohosts for my Personal Room meetings
- The first person to join my Personal Room meeting who has a host account on this site becomes a cohost
- All attendees who have host accounts on this site become cohosts when they join my Personal Room meetings
  To specify cohosts, enter their email addresses separated by commas or semicolons.
For Share content, check or uncheck Anyone can share content in my Personal Room.
When enabled for your site, you can allow or prevent users from sharing content during Personal Room meetings.
For Mute attendees, choose from the following options
- Allow the host and cohosts to unmute participants (Moderated unmute mode)—Hosts and cohosts can unmute participants and SIP-based video devices directly without sending an unmute request. This is available in 41.1 and later Webex sites.
- Allow attendees to unmute themselves in the meeting—If you have chosen to mute attendees when they join the meeting, select this option to allow them to unmute themselves during the meeting.
- Always mute attendees when they join the meeting—Automatically mutes attendees when they join the meeting. Attendees can raise their hands if they want to speak during a meeting.

Select Save.

Blogs

WebEx Meetings and Webinar

Post author By Lino Almojela
Post date September 1, 2024
No Comments on WebEx Meetings and Webinar

Polling, Chat, and Break out rooms in the WebEx meetings and Webinar

As a host or cohost in WebEx Meetings or WebEx Webinars, use polls to create and share questionnaires. Polls can be useful for gathering feedback, taking votes, or testing knowledge.

You can also create polls in Slido, before the meeting or webinar begins.

To use polls in your meeting or webinar, turn polling on in meeting Advanced options > Scheduling options > Meeting options or in webinar Advanced options > Scheduling options > Webinar options.

Below are the steps to do the polling in WebEx meeting or Webinar:

Step1: Select View > Panels > Manage Panels, then select Polling > Add > OK

click , then select Polling.

Step2: Select the question type from the drop-down list in the Question section of the polling panel.

Select Short answer if you want users to type short answer.
Select Multiple choice – Multiple Answer for a poll that allows users to select multiple answers from a list of possibilities.
Select Multiple choice – Single Answer for a poll that allows users to select one answer from a list of possibilities.

Step3: Click New to create a new question.

Step4: Type your question in the text box and press Enter.

Step5: Click Answer, type your answer in the text box and press Enter.

Step6: Select your poll, then click Open Poll.

Once polling is completed Click Close Poll to close a poll.

Polls in Slido:

Hosts can use live polls with Slido to engage participants during a meeting or webinar.

Please refer https://help.webex.com/en-us/article/nshu3xu/Polls-in-Slido for more information.

Chat in WebEx meeting and webinar:

Get more from your meeting with in-meeting chat. Chat to everyone in the meeting, or directly with a meeting participant. Post messages when you have something to say but don’t want to interrupt whoever’s speaking. Revisit and share the chat after the meeting ends. If the conversation is focused on the speaker, for example, hosts and cohosts can turn off chat in the meeting.

You can either chat with everyone or private chat with meeting participant.

Host and cohosts can turn off chat for all participants at any stage of a meeting or breakout session. Any previous chat messages are available to access after the meeting.

As a host or cohost, click More options > Meeting options
Uncheck Chat, and click Apply.

A notice appears to all participants that the chat panel is unavailable.

Breakout sessions in meetings and webinars:

Breakout sessions are smaller groups that are split off from the main meeting or webinar. Use breakout sessions for workshops, classrooms, or for when you need a moment to talk privately with a few participants outside of the main session. This feature is supported on WebEx Meetings and WebEx Webinars.

In meetings, hosts and cohosts create breakout sessions, assign participants, and start the sessions when they’re ready. Attendees can share content and use collaboration tools such as chat to collaborate in smaller, more focused discussion groups. Each breakout session is a separate audio and video conference. If you connected to audio when you joined the meeting or webinar, it switches over automatically when you join a breakout session. In meetings, you can mute or unmute your audio and start or stop your video at any time during the breakout session, just like you would in the main meeting. When all breakout sessions end, your audio switches to the main session automatically. In meetings, if your video was on during the breakout session, it remains on when all breakout sessions end, and you return to the main session.

Feel free to reach out to us at [email protected] if you have any questions.

Blogs

Connect to meeting audio and do content sharing

Post author By Lino Almojela
Post date August 28, 2024
No Comments on Connect to meeting audio and do content sharing

How to Connect to Meeting Audio and Do Content Sharing

Cisco WebEx offers several audio connection types for meetings, including using your computer, phone, or internet. Below are the types of the various options available to connect to WebEx meeting audio.

Computer audio (Use internet for audio):
Use speakers or headphones to connect to audio over the internet. This option is considered to have the highest audio quality. If your computer has a supported sound card and an internet connection, you can also use a headset to join the meeting.
Call me:
Enter a phone number for the meeting to call, such as your home or work number. This option allows you to move around while still participating in the meeting.
Call in:
Dial into the meeting from your phone when it starts. You can find a list of global call-in numbers after joining the meeting. You can also use this option if your battery is low, and you want to switch to audio-only mode to save battery life.
Don’t connect to audio:
This option prevents you from hearing audio in the meeting, but you can still use your device to share content.

Content sharing in WebEx meeting:

When you share content in Webex App, everyone in the meeting can easily see what’s being discussed. Anyone can share content, but only one person can share at a time.

If you are a host or cohost of the meeting, you can disable sharing for all other participants during a meeting.

You can share content when you’re connected to a room or desk device.

Step1: During a meeting, select

Step2: When you’re sharing content with video or audio, you should check these options:

Optimization drop-down list:

Automatically Optimize—Chooses the best optimization for your content type.
Optimize for text and images—Displays text and images in your shared content at the highest resolution and clarity possible.
Optimize for motion and video—The video plays back much more smoothly, as some resolution is sacrificed in Favor of a higher frame rate to reduce lag and increase fluidity in your shared video, animation, or dynamic content.
Share computer audio—Allows others to hear your computer audio in addition to your microphone audio.

Step3: Choose the screen or application that you want to share.

If you share your screen, it shows your Webex App windows, by default. To prevent them from being visible to other participants, hide Webex App.
For applications share all or an individual application window. To share your Webex App meeting window and all floating windows, you must select Share all windows from an application.
Hold Shift to select multiple applications. Everyone in the meeting sees one of the shared applications at a time only.
If you don’t see the app that you want to share, scroll to see all your open apps, or drag the resize handle on any of the four corners or sides to make the window larger or smaller.