How to use Webex Meetings

Information Technology Team > Collaboration tool > How to use Webex Meetings

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1 Roles

Webex Meetings has the following roles.

Host

They can start / end a meeting and assign users to “Presenter. ”

They can also mute / unmute microphones of participants, but participants can cancel it themselves.

Cohosts

In addition to closing the event, they can set presenter privileges, control breakout sessions, and move participants to and from the lobby.

They can also set the participant's microphone mute, but they can also unmute it themselves.

Compared to the host, you can't control the recording and start of the event, but the rest is pretty much the same.

Presenter

They can share the contents, and use a poll to create and share questionnaires.

If the host has chosen the setting “Anyone Can Share,” the participant who shared the content automatically becomes the presenter.

When “Anyone can share” is on, any participant can share content in the meeting.

When “Anyone can share” is off, only presenter set up by the host / Cohosts will be able to share content and manage polling.

Participants

They can mute / unmute the microphone and send the camera image. They can chat with other participants and the host.

2 Screen composition

When you enter the conference room, the following screen will be displayed (It looks different if another participant is already in the room).

Buttons are lined up at the bottom of the screen. Hover the mouse over the button to display the name. We will explain from left to right.

(1) Connect Audio

If you want to join the meeting with your audio muted, click Mute.

You'll see Unmute when your microphone is muted. Click Unmute when you want to speak in the meeting.

Mute your microphone (make the icon Unmute) when you don’t speak. Unexpected sounds may be leaked to other participants if you do not mute the mic.

While the Webex window is active, you can only unmute while holding down the spacebar (releasing the spacebar will mute it).

(2) Start Your Video

If you want to join the meeting with your video turned off, click Stop video.

You'll see Start video when your video is turned off. Click Start video when you want to show your video.

If the connection environment is unstable, stop the video (make the icon Start video).

(3) Share Content

Share your screens to share materials with other participants.

You can share your PC screen or share specific application windows.

It is also used to show a PowerPoint document at hand, to show a video, and to show your writing by connecting to a OH camera, etc. There is also a whiteboard function, so you can share material you have handwritten on your device.

(4) Record meeting (Host only)

You can record your meeting.

You can save it to the cloud (on the Webex server) or your computer, but sometimes it does not allow you to save it to your computer, depending on the setting.

(5) Breakout Sessions (Host or Cohosts only)

You can control breakout sessions.

(6) Other options

There are other options here.

(7) Leave

Leave the conference room.

(8) Participants

Press the participant button to display a list of participants.

In the participant list, you can hover your mouse over each name to send a direct message to that participant or to make that participant leave the meeting from a pull-down menu.

(9) Chat

Pressing the chat button will bring up a chat window where you can send a message to everyone or a specific person.

(10) Panel options

Pressing the button to dislay Notes window or Polls window.

3 Sign in

1. Access https://utokyo-science.webex.com/ .
2. Click on “Sign in”
3. Enter 10-digit UTokyo Common ID@s.u-tokyo.ac.jp in mail address and click on “Next”
   • If your 10-digit UTokyo Common ID is 1234567890, your Webex login mail address is 1234567890@s.u-tokyo.ac.jp .
   • You will be authenticated using client certificate of the School of Science.

4 Initial settings on first sign in

1. Configure Personal Room name, Personal Room link and Host PIN in Preferences -> My Personal Room.

5 Schedule a meeting in the future

1. Click on “Schedule” on the home screen to set the meeting topic, password, date, time, and attendees.
   • Meeting type : Select the type of this meeting.

     Webex Meetings Pro Meeting

     Select this for normal lectures and meetings.

     You can record the meeting on the server, connect a video conferencing system (Polycom, etc.), and use the breakout session feature and lobby.

     Webex Meetings Encrypted Meeting

     You can hold a meeting with End-to-End Encryption enabled.

     After the audio and video are encrypted at the participants, the communication is not decrypted even at the intermediate Webex server, but only at the other participants.

     You will not be able to record the meeting on the server, or participate via video conferencing system (Polycom, etc.) or phone.

   • Meeting topic : Enter the name of this meeting. This is the required item.
   • Meeting password : An arbitrary string of characters is displayed, but can be changed.
   • Date and time : The most recent time you opened this screen is displayed, but you can change it by pressing the symbol on the far right. You can also choose to repeat it. If you check the Recurrence checkbox, you will see an item to set about the repetition rules.
   • Attendees : Enter your email address here. An invitation email will be automatically sent to the participants set here when this entire setup is completed.
   • Show advanced options : You can set the audio connection options, discussion items, and scheduling options. For example, you can start recording automatically, allow participants to join before the host, register attendees, and set up reminder emails.
2. After finishing settings, click on “Schedule”. You will obtain a meeting number．
   • At the same time, participants obtain the invitation email.
   • You can add other participants to the meeting by sharing the meeting link, meeting number and password. However, do not let participants know the host key.

6 Start a meeting

To start a meeting, the host must operate the Webex system.

There are two kinds of meetings: Scheduled meeting and Instant meeting.

6.1 Scheduled meeting

To start a scheduled meeting, locate your meeting in the “Upcoming Meetings” section on the home screen and select “Start”.

Check the connected devices and audio on the preview screen, and select the “Start meeting” button.

6.2 Instant meeting (Personal Room)

To hold an instant meeting, click the “Start a Meeting” on the home screen. You will immediately move to the preview screen, where you can start the meeting by clicking “Start a Meeting”.

Invite participants to the meeting by sharing the URL displayed below the “Personal Room” or the meeting number. You can check your meeting number by selecting “More ways to join.”

6.3 Video conferencing system

1. Call 210.4.202.4 from your video conferencing system.
2. You will hear an announcement asking you to enter the meeting number. Enter the meeting number that was generated when the meeting was scheduled, and enter # at the end.
3. If the meeting has not yet started, an announcement will be made asking you to enter the host key. Enter the host key that was generated when the meeting was scheduled, and enter # at the end.
   • By entering the host key, you are “starting” the conference.

7 Join a meeting

1. Open your email invite, and click "Join meeting" will open the default browser and launch the Webex Meetings application.
2. Enter your name and email address, and click "Next" to move to the preview window.
3. In the preview window, you can make sure your audio, microphone, and camera settings. This is where you can toggle the settings for which equipment you want to use for audio and microphone, such as if you are wearing a headset. If it doesn't work here, you can change it after you join the meeting.
   • If you don't see anything on the preview window, your camera may not be recognized, so check the camera settings in the bottom corner.
   • Check here if the microphone can be heard well. If the indicator below the microphone responds when you play a sound, it is picking up the sound.
4. The microphone and video buttons on the screen allow you to un-mute/set and stop/start the video, respectively. The default setting is to hear sound and see the video.
5. Click "Join Meeting" to join the meeting. If you are the host, you can start the meeting.
6. If you are not the host of the meeting, you cannot join the meeting even if the time has passed. (You can also set it so that the host can enter the room before the meeting starts.

7.1 Video conferencing system

1. Call 210.4.202.4 from your video conferencing system.
2. You will hear an announcement asking you to enter the meeting number. Enter the meeting number sent to you by the host, and enter # at the end.
3. If the meeting has a password, you will hear an announcement asking you to enter the password. Enter the password sent to you by the host, and then enter # at the end.
   • If the conference has not started, you will be disconnected automatically.

8 Features for the Webex Meetings

8.1 Features for host and participants

8.1.1 Screen sharing

When you click on“Share”, the screen options to share will appear. Select the one you want to share and start sharing the screen.

When “Screen 1” is selected, a screen which the person is literally looking at is shared with everyone (If there are multiple screens such as when using a multi-monitor, the number of options increases like “Screen 1,” “Screen 2,” ...).

The currently open window/app is also displayed as an option. You can share a specific window/app to share. If you don’t want participants to see the whole screen, select only the window/app you want to share.

If you select “New Whiteboard”, a whiteboard that participants can draw freely will be shared with everyone.

If you select “Optimize for mothion and video” from the drop-down menu, you will see a checkbox “Share your computer audio.” If you check this, you can share the audio of your computer.

8.1.2 Detailed Settings for Speaker, Microphone and Camera

Click “Other Options” and then “Speakers, Microphones, Cameras” to set and check the speaker, microphone and camera.

• Speaker : You can select the speaker you want to use (You will have multiple choices in case you have a separate speaker on your PC. Select the one you want). Click “Test” to hear a confirmation sound.
• Microphone  : You can select the microphone you want to use (You will have multiple choices in case you have a separate microphone on your PC. Select the one you want). If the microphone properly collects sound, the meter below will oscillate. Check “Automatically adjust volume” box if necessary.
• Camera : You can select the camera you want to use (You will have multiple choices in case you have a separate camera on your PC. Select the one you want). A preview of the camera is displayed down below.