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Overview of Personal Rooms

Host accounts can be set up to include a Personal Room. Personal Rooms let you hold instant meetings at any time with the same meeting settings and link to join.

Your Personal Room address is unique to you. The default configuration includes your Webex user ID, as well as the Webex site name - for example, Prateek Gupta’s Personal Room is:

https://sitename.Webex.com/join/pgupta

Your Personal Room also gives you with a virtual waiting room, or lobby. This is where attendees can wait if they try to join a meeting that hasn’t started, or if you’ve locked your Personal Room after the meeting begins.

Personal Rooms for Webex Meeting Centre have the following features:

  •      a unique link with a Meeting Number that doesn’t change
  •      the ability to customise the layout and personal image
  •      the ability to lock / unlock room
  •      host management of the attendees waiting in the lobby, and the host is notified if attendees are waiting in the lobby
  •      the ability to assign an alternate host.

Personal Rooms are available to all Meeting Centre hosts.

Inviting Participants to your Personal Room

Participants can be invited to meetings by:

  • using Meet Now (if configured to use Personal Rooms) or Schedule Meeting (from Outlook calendar or Productivity Tools icons), or
  • sharing link with users - e.g. in IM or as part of email signature.

Meet Now

If your Meet Now is configured to use Personal Rooms (default setting), you can click the 'Meet Now' icon on the Outlook ribbon (requires Productivity Tools). This opens your Personal Room meeting and you can invite attendees directly from there using ‘Invite and Remind’ (see steps 4 - 6 in next section for details).

Inviting attendees from within your Personal Room

A simple way to join a Personal Room meeting is for the host to send an invitation email to the attendees, following these steps:

  1. host logs in (or can be already logged in) to their Webex site
  2. selects ‘My Personal Room’ or types in your Personal link on the browser
  3. selects ‘Start Meeting’
  4. selects ‘Invite and Remind’
  5. types attendee email address in the 'Invitees' box. Email addresses must be separated by semicolon [;] or comma [,]
  6. clicks ‘Send’.

Scheduling a Personal Room Meeting through Outlook

To schedule your Personal Room meetings in Outlook for Windows:

  1. open Microsoft Outlook
  2. from the ‘Home’ tab, click on the ‘Schedule Meeting’ drop-down arrow, then select ‘Schedule Personal Room Meeting’. The Personal Room - Meeting scheduling window appears

  1. add your meeting attendees in the ‘To’ field
  2. set the date and time for your meeting in the ‘Start Time’ and ‘End Time’ fields
  3. click ‘Send’. The 'Communicating with server' message appears.

Your meeting is now scheduled and invitations are sent.

Using a Personal Link

Finding your Personal Link

For example 'https://sitename.Webex.com/join/pgupta'

  1. Log in to your Webex web site - example: https://sitename.Webex.com
  2. Click on ‘My Webex’ on the top pane
  3. Click on ‘My Personal Room’ on the left pane
  4. Click on ‘More Ways to Join’ centre of screen.

The Personal Room meeting details are shown in the 'More ways to join' pop-up box.


Sharing your personal link

This link can be pasted into Instant Messages and / or put into your email signature.

Joining a Personal Room Meeting as a Host

Join your Personal Room Meeting using any of these methods:

Using Meet Now

In Outlook, click the ‘Meet Now’ icon in the ribbon. Your Personal Room meeting will open. This requires Productivity Tools.

From Webex Site

  1. Login to Webex site (if not already logged in)
  2. Select ‘Start Meeting’.

From Meeting Invite

If you previously scheduled your meeting in Webex, you had the option to send a copy of the meeting invitation to yourself. If you did, you can open that invite and click the same 'join the meeting' link that your attendees would use. If you're logged into your Webex site, the meeting will start. Otherwise you’ll be asked to login to your account first.

Via Personal Link

  1. Enter your personal link in a browser - e.g. https://sitename.Webex.com/join/pgupta
  2. Select 'Log in' from top right corner of screen
  3. Enter your login details
  4. Select ‘Start Meeting’.

Tip for the host

If you scheduled your meeting within Outlook (requires Productivity Tools) you can open the meeting in your Outlook calendar and select the ‘Host Information’ icon in the Webex group of the ribbon. This displays your host information, such as the host key, host pin, audio pin, or host access code, depending on the meeting type.

Joining a Personal Room as an attendee

Note: Depending on the Webex site settings, if the host hasn’t arrived, you’ll be waiting in the lobby. Otherwise, you’ll enter the meeting.

From a Webex invite

A simple way to join a Personal Room meeting is for the host to send an invitation email to the attendees. The invitation email includes a link to the Personal Room meeting.

After clicking or entering the link in your browser, you’ll then be prompted to enter your name and email address and can then select ‘Join Meeting’.
 

Selecting link from IM / Email signature

The host may share the link by sending via IM or referring you to their email signature.

The link will have the following format: 'https://sitename.Webex.com/join/pgupta'

After clicking or entering the link in your browser, you’ll then be prompted to enter your name and email address and can then select ‘Join Meeting’.

Schedule a Personal Room meeting with an Alternate Host

Use alternate hosts when you want to let another host from your Webex site start and run your meeting. The alternate host has all of the privileges of the host within the meeting, but can't edit or delete the meeting.

  1. Log in to your Webex web site
  2. Click ‘My Webex’, then click on the ‘Preferenceslink on the left side of the page
  3. Expand the ‘My Personal Room’ section
  4. In the ‘Alternate Host’ section, check the box ‘Let others host my Personal Room meetings without me’.
  5. Select ‘Allow anyone with an account on this site to be an alternate host for my Personal Room meetings’. Or select ‘Let me choose alternate hosts for my Personal Room meetings’

  1. Enter the email address or username, then click ‘Enter’ on your keyboard
  2. Click on the ‘Save’ button.

Start a Personal Room meeting as an Alternate Host

If another host has designated you as an alternate host under their Personal Room preferences and invited you to their Personal Room meeting, you can start the meeting without them being present.

  1. Log in to your Webex web site
  2. Enter the Personal Room URL for the person whose meeting you’ll be hosting
  3. Click on the ‘Start Meeting’ button.

Host Settings

To view your Personal Room page

  1. Log in to your Webex Host account - example: https://sitename.Webex.com
  2. Click the ‘My Webex’ button on the top navigation bar
  3. Click on ‘My Personal Room’ on the left navigation bar

The 'Personal Room' page appears.

Meet Now Settings

The default setting is to use the Personal Room when starting a meeting with 'Meet Now'.

Removing use of Personal Room from Meet Now

If you want to your Meet Now meetings to use a unique link and not your Personal Room link, then disable 'Use Personal Room for all my instant meetings' on your host account:

  1. log in to your Webex web site - example: https://sitename.Webex.com
  2. click on ‘My Webex’ on the top pane
  3. click on ‘Preferences’ on the left pane
  4. click on ‘Meet Now’ settings
  5. uncheck the box for 'Use Personal Room for all my instant meetings'
  6. scroll to the bottom of the page and click ‘Save’.


Note: When you enable 'Use Personal Room for all my instant meetings', you can’t make any edits to the meeting information and audio connection, as these settings will be pulled directly from My Personal Room.

Adding a picture to your Personal Room

To upload a picture to your profile:

  1. login to your Webex host account - example: https://sitename.Webex.com
  2. click the ‘My Webex’ button, then click ‘My Profile’ from the left side menu
  3. under 'Personal Information' section, click on the ‘Upload’ link
    The 'Upload Photo' window appears:

  1. follow the onscreen instructions to either ‘Upload’ an existing photo file, or if you have a webcam, click on the ‘Take Photo’ button to add a webcam snapshot
  2. if you choose to upload a photo, find the image on your computer, then click the ‘Open’ button.

Note: You can click-and-drag the image to reposition it.

Deleting or changing a picture

To delete your current profile picture:

  1. login to your Webex Host account - example: https://sitename.Webex.com
  2. click the ‘My Webex’ button, then click ‘My Profile’ from the left side menu
  3. under 'Personal Information' section, click on the ‘Remove’ link. The 'Are you sure you want to delete your photo?' window appears
  4. click on the ‘OK’ button.

To change your profile picture from My Personal Room:

  1. login to your Webex Host account - example: https://sitename.Webex.com
  2. on the 'Home' tab, you can hover over the current picture, then click ‘Change’

or

  1. click the ‘My Webex’ button, then click ‘My Profile’ from the left side menu
  2. under 'Personal Information' section, click on the ‘Upload’ link. The 'Upload Photo' window appears
  3. follow the onscreen instructions to either ‘Upload’ an existing photo file, or if you have a webcam, click on the ‘Take Photo’ button to add a webcam snapshot.

Help desk phone numbers

Please browse our guides and if you can't resolve your questions, contact one of our global helpdesk advisers.