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Meeting experience

Webex Meetings have maximized real estate for video meetings, added new layouts, and simplified your meeting controls.

You get easy access to all essential meeting controls in one place.

The 'Share Content' dialog now shows thumbnail previews of your open screens and applications.

New layouts let you control how you view your meeting.

Share content during a meeting

There are various sharing options within Webex Meetings that let you share different types of content from your computer with other meeting participants, including documents, videos, your desktop, an internet page and your meeting window.

You can share content using the  button or from the 'Share' menu at the top of the meeting window.

More content sharing options are available in the 'Share' menu under the  button. You can show content in several ways in your Webex session (e.g. file, application, desktop, browser, an internet website).

Tip: If you're the presenter in a Webex meeting and you choose the 'Share file including video' option, meeting attendees in video conference / Telepresence rooms won't be able to view the shared content. The following warning will appear.

Share: My screen

This lets you show your whole screen to meeting participants, as if they were sitting next to you.

  • Everything is seen as if the attendees are looking over your shoulder
  • It lets you grant attendees control over your whole computer
  • If you have two monitors, you'll need to select which one you want to show.

Tip: When sharing your screen, everything is shared so make sure you shut down any applications you don't want shared with all attendees.

Share: Upload content

This lets you show a presentation that doesn't need to be edited during the meeting, as if projected on to a virtual wall in your Webex meeting room. This is the recommended way to share video as it will make sure the attendees can hear the video sound.

  • Ideal for showing PowerPoint presentations that you don't want to edit during the meeting
  • Keeps PowerPoint animations
  • Annotation tools: you can use a pointer or drawing tools without changing the original version
  • Allows others to use the annotation tools
  • Perfect and recommended to share video with sound
  • Files shared that way will not be visible to attendees in video conference rooms.

Share: Application

  • Lets you show specific applications in real-time
  • Allows you to share multiple applications at once without revealing everything on your computer
  • Edit friendly: attendees will see everything you're doing on the application in real time
  • Ideal for software demos or working on documents in real-time
  • Allows you to grant attendees control over a specific application if you wish.

If you open an application that you're not sharing, it will appear as a grid for the participants. To avoid this, minimise any applications you're not sharing.

Share: Web browser

This lets you show your web browser in real-time to all meeting attendees.

  • Edit friendly: attendees will see everything you're doing on the web browser in real time
  • Allows you to grant attendees control of the web browser if you wish.

Share: Multimedia

This lets you open, for example, a YouTube video or a website directly on the computer of each attendee. This allows the attendees to browse a web page you send within the meeting window, or view and hear a video playing from a website in real-time.

To share a multimedia:

  1. click the 'More' icon 
  2. select 'Multimedia Viewer'. You'll then need to enter the web address of the page you want to display.

Share: My meeting window

This lets you show your view of the Webex meeting window to other meeting participants.

Remote control

When sharing an application or your desktop, you can hand over the control of your mouse and keyboard remotely to any participant within the meeting.

To give remote control

  1. Hover your mouse over the orange bar at the top of the screen
  2. Click the 'Assign' icon
  3. Select 'Pass Keyboard and Mouse Control'
  4. Click on the name of the person you want to give remote control to
  5. Click 'Grant Control'
  6. The receiving attendee should then see a pop-up window containing the 'Take Control' option. Clicking the option, assigns control to them.

To resume control

To temporarily resume control, double-click on the screen.

To fully resume control, uncheck the name of the participant you gave remote control to.

Whiteboarding

This lets you show an editable whiteboard within the meeting, which:

  • is ideal for brainstorming or drawing
  • is annotation friendly: allowing you to draw objects and type text that all participants can see in the meeting window
  • allows others to use the annotation tools, print and save.

To stop sharing and save the whiteboard

  1. Click the 'Sharing Whiteboard' menu on top of the whiteboard
  2. Click 'X'
  3. Indicate if you want to save the whiteboard
  4. Choose where you want to save the whiteboard on your computer
  5. Type a file name
  6. Click the drop-down menu next to 'Save as'
  7. Select 'Portable Document Format'
  8. Click 'Save'. 

Annotation

You can use annotation when sharing files or whiteboarding. You could use this to gather feedback on a presentation before final delivery or to brainstorm ideas together. Open the 'Annotation' panel, click the annotation tool in the control panel on the left side of the screen.

The annotation panel will then open on the left side of the Webex window:

Granting annotation privileges to others

To let others annotate, you need to click the  'Allow to annotate' button in the annotations panel.

From that point on, the other participants can annotate on the presentation or the whiteboard alongside the presenter.

Record a meeting

Tip: As the host, you can record the Webex Meeting. Always inform attendees when you start a recording and state the reason for recording the meeting. Don't keep the recordings for longer than you need to - make sure you follow your local data retention policy. You can learn how to delete a recording at the bottom of this document.

How to record a meeting

  1. Click the  'Recorder' button within your Webex meeting
  2. Click on 'Record'
  3. The recording will begin, as indicated by the Recorder button  flashing in your Webex meeting window
  4. You can pause the recording – for instance, if there is a break in the meeting – at any time by clicking the 'Pause' button. Restart the recording by clicking the button again
  5. Click the 'Stop' button to stop the recording.

Tip: If a meeting has several distinct sections, it may be better to start the recording and stop at the end of each section, rather than pause. This will create separate recordings which are easier to play back and distribute.

Tip: Your recordings are saved to the Webex server automatically, but it can take 30 minutes to 1 hour before they're available on the Webex Meetings site. You'll receive a notification email when the recording is ready. If the meeting is recorded by an alternate host, the e-mail notification will be sent to the original host.

Record as an alternate host

If you're the alternate host of a meeting you can still record the meeting. But, the recording will be emailed to the original host.

How to access your recordings

  1. Sign in to your Webex account.
  2. Click 'Recordings' in the left menu
  3. You'll see a list of all of your recordings, and can play them back, share or download them.

Tip: Click the recording 'Name' to play it. Or click the 'download' icon  to download and save it locally.

How to share a recording

  1. Access your meeting recordings as above
  2. Click on the 'share' icon  next to the recording you wish to email. A new window will open
  3. Enter email addresses for the recipients in the 'Share with specific people' field. Separate multiple email addresses with either a colon or a semi colon
  4. Enter a message if needed
  5. Set a password on the recording link (optional)
  6. Click 'Save'.

Tip: If you prefer, you can copy the recording's Public Link by clicking the 'copy' icon , then paste it into your own email.

Delete recordings

There are two ways to delete your recording:

  • check the box next to the name(s) of the recording(s) you want to delete. A 'delete' button will appear which lets you to delete one or more recordings with a single click
    - or -
  • mouse over the 'more options' icon  on a single recording to show a sub-menu with a 'delete' option.

Tip: After you've deleted recordings, you should empty the trash to free storage on the site. If the storage is full, you won't be able to record anymore.
To permanently delete your recordings - emptying the trash - click the 'deleted' tab then 'Delete All'.

Mute and unmute

Background noise can sometimes be a problem, particularly in large Webex meetings. Muting your microphone when you're listening and unmuting it when you want to speak helps make sure everyone can hear well.

As the host, you have the ability to mute participants on entry, mute everyone during the meeting (which is particularly helpful when conducting large meetings) or mute selected people.

For participants

If you're a participant in a meeting, here's how to mute and unmute your microphone:

  1. click the microphone icon to mute your microphone. When wearing a headset, make sure you don't double mute yourself by also muting the headset
  2. click the microphone icon to unmute your audio.

For hosts

As a host, you have the ability to control the microphones of your participants. If a meeting has more than 10 people, it's a good idea to use the option to mute all attendees on entry, as a large group trying to talk over one another can prove difficult to co-ordinate.

If you mute your participants' lines, let them know they can unmute themselves by clicking the red button next to their name in the Participant's pane, or '*6' if they're joining audio by phone.

To mute all participants on entry

  1. Click 'Participant' on the top of your Webex meeting window
  2. Click 'Mute on Entry'.

Tip: 'Mute on Entry' mutes new joiners only. If some people have already joined, you will need to use 'Mute All'.

To mute all participants during a meeting

  1. Click 'Participant' on the top of your Webex Meetings window
  2. Click 'Mute All'. To unmute all the participants, click the same option again.

To mute a selected participant

  1. Go to the 'Participants' panel on the right side of the screen
  2. Locate the participant you wish to mute
  3. Click the black microphone icon to mute their microphone
  4. Click the red microphone icon to unmute their audio.

Request control in a meeting

Talking and showing documents in a meeting is often enough but sometimes you want to grab the keyboard and edit someone else's document, right there and then, to show them what you're talking about.

Webex Meetings' remote control function lets you do just that, in real-time, during a meeting.

To request control

When someone is sharing a document or file, right click on the the content that's being shared in the meeting window, then click on 'Ask to Control'. The person sharing will get a notification telling them you've requested control. Once they have clicked 'Approve', you'll be able to control the application or screen they are sharing in the meeting.

To give someone else control

When you're showing an application, you can temporarily hand over the control of your mouse and keyboard to any participant in the meeting.

  1. Hover your mouse over the orange bar at the top of the application you're showing
  2. Click the 'Assign' icon
  3. Select 'Pass Keyboard and Mouse Control'
  4. Click on the name of the person you want to give remote control to
  5. Click 'Grant control'
  6. The person receiving control will see a pop-up window – clicking 'Take control' hands control to them.

To take back control

  1. To temporarily resume control, just double-click on the screen
  2. To take back full control, uncheck the name of the participant you gave control to.

Invite and remind participants during the Webex meeting

Once you've joined the Webex meeting you can invite more people to your running meeting by email, dial someone in or remind invitees to join the meeting.

Invite participants by email

  1. Click the 'More'  button within the Webex meeting
  2. Click 'Invite and Remind'
  3. Click the 'Email' tab
  4. Type the email addresses of the people you want to invite

    - or -
  5. Instead of typing the email addresses, click 'Invite with your local email', in order to invite directly from your email program.

Dial someone in

  1. Click the 'More'  button within the Webex meeting
  2. Click 'Invite and Remind'
  3. Click the 'Phone' tab
  4. Under 'Invitee name', type the name of the person you want to dial in
  5. Under 'Phone number', type the number of the person you want to dial in. This person will be on the phone only and won't see the screen
  6. Click the 'Call' button.

Remind invitees to join the meeting

  1. Click the 'More'  button within the Webex meeting
  2. Click 'Invite and Remind'
  3. Click the 'Remind' tab. You'll see the email addresses of the people you invited but who haven't joined yet
  4. Tick the box in front of the names of the people you want to send a reminder to
  5. Click the 'Send Reminder' button.

Tip: If you want to add a personal message, instead of clicking 'Send Reminder', you can click on 'Remind with your local email', in order to send the invite directly from your email program.

Using polling in Webex meetings

During a meeting, you can let attendees take a poll to gather feedback, vote or test knowledge. Polls provide instant results that you can display during the meeting or save for analysis at a later time.

Tip: Attendees joining via the Webex app will also be able to participate into the poll.

Adding the Polling panel

To use the poll capability, you first need to make the Polling panel available.

  1. Click the 'View' menu on top of the Meeting window
  2. Click 'Panels'
  3. Click 'Manage panels'
  4. Click 'Polling' under 'Available panels'
  5. Click 'Add'
  6. Click the 'OK' button.

Creating a poll

Polls are created using the Polling panel. You can create:

  • a multiple-choice question that allows multiple answers
  • a multiple-choice question that allows a single answer
    - or -
  • a question that allows a short answer (people will need to type their answer).

To create a poll:

  1. select a question 'Type'
  2. click 'New'
  3. type a question in the panel
  4. click 'Add' to create each answer

Tip: If you create a question with the 'Short answer type', you won't need to add answers as the attendees will then need to type their own answer.

  1. to create additional questions repeat steps 1-4 here above.

Editing the poll

To edit any of your questions or answers:

  1. double-click the line item
  2. type your change.

To change the format of a pre-existing question: (e.g. change a multiple-choice question to a short answer question)

  1. click the question
  2. choose the question type, from the drop down menu to the new question type you'd like. (e.g. change a multiple-choice question to a short answer question)
  3. click 'Change Type'.

In order to obtain personal responses from each attendee and not only a group result, check the 'Record individual responses' box:

The poll closes automatically at a designated time. To adjust that time:

  1. click 'Options'
  2. type the poll duration
  3. click 'OK'.

Tip: To remove the timer, uncheck the box next to 'Display'.

To reuse the poll at a later time, click the 'Save' icon.

Managing the poll

When you are in the meeting, you have the option of creating the poll in real-time, or opening a poll that you have previously created and saved.

Opening an existing poll:

  1. make sure the Polling panel is available, as per the instructions under 'Adding the Polling panel'
  2. click the 'Open' icon
  3. locate and select your poll.

The poll questionnaire is now loaded into the Webex window but not visible for attendees yet. When you want the poll to become available to the other attendees, click 'Open Poll' in the 'Polling' panel.

Tip: The poll will display in each attendees' Polling panel (except for people who joined only from a video device or video room), where they will have the opportunity to respond to your questions. The attendees will need to click 'Submit' in order for their answers to be validated.

Monitoring a poll in progress:

While the poll is in progress, you can monitor how many people have responded and when everyone is finished.

The poll will close automatically when the timer countdown finishes.

Tip: You can also close the poll manually by clicking the 'Close Poll' button.

Sharing the responses with your meeting attendees:

  1. check the 'Poll results' box under 'Share with attendees'
  2. click on 'Apply'.

Saving the poll results

You can save the results of the poll either as individual responses or as group results. Individual results reveal which attendees chose each answer and group results do not. To save poll results:

  1. click 'File'
  2. select 'Save'
  3. click 'Poll Results'
  4. in the 'Save as' type drop down menu choose between 'Text File group result' or 'Text File individual attendees results'.

Locking your meeting

During a meeting in your Personal Room, go to 'More options'  in the meeting controls, and then choose 'Lock Meeting' or 'Unlock Meeting'.

Audio-only telephone keypad commands

The following keypad commands are available during a Personal Conference Meeting. The host has access to functions that attendees don't.

Note: If you start the online portion of your Personal Conference Meeting, the telephone keypad commands are no longer available.

Host and attendees:

To...

Enter...

Hear all keypad commands

**

Mute your audio

*6

Unmute your audio

*6

Play the participant count

*#

Host only:

To...

Enter...

Lock the meeting, preventing anyone else from joining

*5

Unlock the meeting

*5

Send email reminder

*7

Let participants continue the meeting without the host

*8 (then hang up)

Mute all attendees

##

Unmute all attendees

99

Help desk phone numbers

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