Mac and Windows - Computing Services

Meeting Center Scheduling a Meeting with the Advanced Scheduler There are several different ways to schedule a WebEx Meeting Center meeting: WebEx Quick Scheduler and Advanced Scheduler, WebEx Connect, WebEx OneClick, and One-Click integrations with Microsoft Outlook and Lotus Notes. This job aid focuses on the WebEx Advanced Scheduler, which allows you to follow a simple wizard as you customize your meeting options. Refer to the job aids associated with the other scheduling methods for more information.

• Select additional options from the table below: Select...

To…

[Current Time Zone] Time

Change the set time zone from the drop down list.

Plan meeting time zones

•

Select meeting time zones for the meeting and participants.

•

Use the Time Zone Planner to choose the best meeting time for everyone involved.

To Open the Advanced Scheduler: 1. Click Host a Meeting > Schedule a Meeting on the left navigation bar of your WebEx Meeting Center site. Depending on options set by the Site Administrator, the Quick Scheduler page may open. 2. Click Advanced Scheduler. The Advanced Scheduler opens on the Required Information page.

Required Information 1.

Meeting type: Select meeting type options as described in the table below:

If you are hosting a…

Select…from the drop-down menu.

Meeting Center meeting,

Meeting Center Pro

Teleconference without a web meeting,

Teleconference (Audio) Only Meeting

Attendees can join [X] minutes before start time

Allow attendees to join the meeting before the host.

Attendeescan also connect to WebEx Audio

Allow attendees to join the teleconference before the host.

3. Email reminder: From the drop-down, select if and when an email reminder should be sent to attendees. 4. Recurrence: Select a recurrence option and specify the frequency.

Audio Conference Select conference type: Select audio conference options as described in the table below: Select...

To...

Then select…

WebEx Audio

Use mixedmode audio allowing attendees to talk using their telephone or computer (VoIP)

• Display toll-free number: To provide a toll-free phone number (cost is incurred by the host).

Use WebEx Audio with a PCN (if created)

The account you want to use for your meeting (up to three can be created).

Select an alert when someone joins or leaves a WebEx Audio meeting

One of the following:

Other teleconference service

Use an alternative teleconference service

Instructions field, and enter phone number and pass code for the participants.

Use VoIP only

Join an audio conference using only a computer with speakers (Voice over IP).

None

Disable audio teleconference. Call your participants directly or communicate instructions another way.

Note: Site Administration determines which options are available, and if this field is required.

2. Meeting topic: Enter the topic for your meeting. 3. Clear the Listed on calendar check box to remove the meeting from the public calendar. 4. Clear the Delete from My Meetings when completed check box to keep the meeting from being deleted automatically upon completion. 5. Meeting password: Enter a password for your meeting. Type the password again in the Confirm password box. 6. Click Next to advance to the next page of the wizard.

Date & Time

1. Meeting date: Select the date for your meeting using the drop-down arrows, or click the calendar icon to select the date from the calendar. 2. Meeting time: • Select a start time for your meeting. • Verify the meeting Time Zone is correct.

• Display global call-in numbers: To provide toll-free or local numbers for global attendees.

OR Personal Conference Number AND Entry and exit tone

•

Beep

•

Announce Name

•

None

© 2009 WebEx Communications, Inc. All rights reserved. Cisco, WebEx, and Cisco WebEx are registered trademarks or trademarks of Cisco Systems, Inc. and/or its affiliates in the United States and certain other countries. Other brands and products are trademarks or registered trademarks of their respective holders. 05/13/09

Meeting Center Scheduling a Meeting with the Advanced Scheduler Invite Attendees 1. Attendees: Type the email addresses (separated by commas or semicolons) for your participants, or click Select Attendees to select from your address book. 2. Select the Request that attendees verify rich media players... check box, if you will be using multimedia in your meeting, to ensure attendees have the media players installed.

Agenda & Customizable Welcome 1.

Agenda: Type an agenda for your meeting.

2. 3.

Info tab template: Select a custom info tab. Automatically share presentation...: Upload a file to display, and select a time interval to advance pages.

4.

Quick Start: Select to display the Quick Start page to host and presenters when joining the meeting.

3. Select the Send a copy of the invitation email to me check box, if you wish to receive a copy of the invitation. 4. Security: • Select the Exclude password from email invitation check box if you do not want the password sent in the invitation. • Select the Require attendees to have an account on this website in order to join this meeting check box to restrict access.

Registration

Meeting Options Choose from the following options: Select...

To...

Select None, if you do not require registration,

Chat

Allow participants to chat during the meeting.

OR

*Video

Pick one of the following video options:

Select Require attendee registration to require attendees to register before attending the session. •

Select the Obtain detailed attendee information checkboxes for the information you wish to collect.

•

Select Automatically accept all registration requests if you want the system to accept each attendee registration without your approval.

•

Single-point, which lets only the presenter send live video during the meeting.

•

Multipoint, which lets the presenter and up to six other participants send live video during the meeting.

*Note: Video options must be enabled for the site in order to appear. Notes

Enable closed captioning

Pick one of the following note-taker options: •

Allow all participants to take notes, and save to their computers.

•

Single note taker. The host is the default note-taker but may designate another participant during the meeting.

Allow the closed captionist to transcribe notes during the meeting. Note: By default, the host is the closed captionist, but they can designate another participant.

File Transfer

Allow the presenter to publish files that attendees can download during a meeting.

Send feedback to host email

Send all participant feedback forms to the host's email address.

Enable UCF rich media for attendees

Allow attendees to share Universal Communications Format (UCF) media files.

© 2009 WebEx Communications, Inc. All rights reserved. Cisco, WebEx, and Cisco WebEx are registered trademarks or trademarks of Cisco Systems, Inc. and/or its affiliates in the United States and certain other countries. Other brands and products are trademarks or registered trademarks of their respective holders. 05/13/09

Meeting Center Scheduling a Meeting with the Advanced Scheduler Attendee Privileges Choose from the following options: Select...

To allow attendees to...

Save documents

Save any shared documents, presentations, or whiteboards that appear in their content viewers.

Print

Print any shared documents, presentations, or whiteboards that appear in their content viewers.

Annotate

Highlight, write, and draw on shared documents, presentations, and whiteboards in their content viewers using their Drawing Tools panel. An attendee's annotations are visible to all participants.

View attendee list

See the names of all meeting participants in the Participants list, instead of just the host and attendees.

View thumbnails

Display miniatures of pages, slides, or whiteboards in any document, presentation, or whiteboard that appear in their content viewers.

Review 1. Review the information entered for your meeting.

2. Click a tab on the right side to change any of the specified information or settings.

Note: Attendees with this privilege cannot display a miniature at full size unless they also have the View any page privilege. Control application, web browser or desktop remotely

Request that the presenter grant them remote control of a shared application, web browser, or desktop.

View any document

View any document, presentation, or whiteboard that appears in the content viewer, and navigate to any pages or slides in documents or presentations.

View any page

View any page, slide, or whiteboard that appears in the content viewer. This privilege allows attendees to navigate independently through pages, slides, or whiteboards.

Contact operator privately

Dial 00 at any time during a teleconference to contact the operator for the teleconferencing service. Available only if your site includes the private operator option.

Participant in private chat with:

Send private chat messages to another participant. Private chat messages appear only in the recipient's Chat viewer. •

Host: Chat privately with the meeting host.

•

Presenter: Chat privately with only the presenter.

•

All attendees: Chat privately with any other attendee.

3. Click SCHEDULE MEETING, if meeting date is set in the future. The Meeting Scheduled page appears. OR Click START NOW. 4. Optional: Click Add to My Calendar to open an iCalendar file and save it to your Outlook or Lotus Notes calendar. 5. Click OK to return to the Browse Meetings page.

© 2009 WebEx Communications, Inc. All rights reserved. Cisco, WebEx, and Cisco WebEx are registered trademarks or trademarks of Cisco Systems, Inc. and/or its affiliates in the United States and certain other countries. Other brands and products are trademarks or registered trademarks of their respective holders. 05/13/09