Note: If you have scheduled dedicated meeting support, add the Web
Meeting team as an Alternate host by selecting the Resources tab and
clicking the checkbox next to Web Meeting.
11. Click ( ) from the Quick Access Toolbar to add the WebEx
Meeting to the body of the email.
WebEx Hosts and Presenters
Getting Started Guide for
Scheduling a Meeting in Outlook
First, install the WebEx Productivity Tools. Then you can schedule your online
Meeting using Outlook just like you schedule an in-person appointment.
To schedule a meeting using Outlook:
1. Open Microsoft Outlook.
2. Click the Schedule Meeting button in the
Home tab of the Outlook toolbar.
3. Specify meeting attendees using their email address, your Outlook
Address Book or the Global Address List (GAL).
4. Add a Meeting Subject and Location (Optional).
5. Set the Meeting’s Start and End time.
Note: If you have scheduled dedicated meeting support, add Web Meeting
as an email recipient. This will allow you to specify the Web Meeting team as
an alternate host.
6. Click the Add WebEx Meeting button in the
toolbar of your meeting scheduling window.
7. The WebEx Settings window will appear.
8. Specify the Meeting Password.
Note: The password must be at least four characters.
9. Under the Audio & Tracking tab select the type of teleconference you
would like to use.
10. Select the Registration tab in order to require attendee registration.
(Optional)
12. Click Send to schedule your meeting.
Start an Instant Meeting
A One-Click (or Meet Now) meeting is an instant meeting that you can
start at any time, without having to schedule the meeting in advance.
Start a Scheduled Meeting
When you schedule a WebEx meeting in Outlook, an invitation is added to your
calendar. The invite includes a link that you can use to start your WebEx meeting.
To start a scheduled meeting:
1. Double-click the meeting entry from your Outlook calendar.
2. Click the Join WebEx meeting link from within the calendar invite.
3. Your WebEx meeting will now start. As the Host, click the “If you are the
host, start your meeting” link below the Your Name and Email fields to start
your meeting.
Personal Meeting Rooms
As a Host logging in for the first time, you will receive an introduction to your
Personal Room. Each room has an identifier (called a URI) that's as unique as
your phone number. Meeting instantly or scheduling a meeting is as simple as
giving out your personal ID.
To access your Personal Room:
1. Go to https://nih.webex.com
2. Log in with your NIH username and password.
3. Select the Meeting Center tab from the top menu bar.
4. Click the Enter Room button to access your Personal Meeting Room.
To start an instant meeting:
1. From the Outlook Home tab, select the
One-Click Meeting (or Meet Now) icon.
2. Your WebEx meeting will start.
To connect to the meeting audio:
Start the Audio Conference
After you start the meeting, you will need to connect to the audio conference
with a telephone or with a computer using Integrated VoIP
(Voice over
Internet Protocol).
Select audio option… Then…
Call Me
1. Select the check box Remember phone
number on this computer if you would like
to store this number for future meetings.
2. Click Call Me. You will receive a call and may
be prompted to press 1 to connect.
I Will Call In
1. Dial the phone number listed, enter the
meeting access code, and enter the attendee
ID #.
2. Close the window.
Call Using Computer
1. Click Call Using Computer. You are
connected to the audio conference.
2. Adjust your speaker and microphone settings
as needed.
1. Click the Connect to Audio button.
2. Select one of the following audio options:
Share Content
As a Presenter, you can access options for sharing content during your
meeting from the Share menu or from the sharing panel located on the
Quick Start tab.
Select… To share…
My Screen
Your computer’s desktop. All open applications
and icons on your desktop are visible to other
participants.
File (including
Video)…
An open file on your computer in the Content
Viewer. Use this option to share a presentation,
such as a PowerPoint file or a Word document.
Application
An application on your computer. Meeting
attendees can view the application, even if not
installed on their computers.
Whiteboard
A whiteboard and annotation tools. You must
grant annotation privileges to other participants
to give them access to the tools.
Web Content
A website that attendees can navigate in the
Content Viewer. For example, you can use this
option to let participants fill out a form
individually.
Web Browser
A website that you can navigate while attendees
watch you.
My Meeting Window
Your host view of the entire meeting window.
Close any private chat conversations before
sharing your meeting window.
To share content during the meeting:
Navigate the Meeting Window
As a meeting Host, your responsibilities include overall management of the
meeting.
The meeting window provides a forum for you to manage all aspects of the
meeting and enable participants to chat, send video, share information, and
interact with each other via documents, presentations, whiteboards, applications,
and more.
• Content Viewer: Displays presentations, documents, video files,
whiteboards, and Web content.
• Panels bar: Provides areas for chat, polling, Q&A, names of
participants, and the recorder.
• Menu Toolbar: Allows access to Meeting Center tools and functions.
• Annotation Toolbar: Lets participants annotate files and
whiteboards shared during a meeting.
Panels
Content Viewer
Menu Toolbar
Annotation Toolbar
Using the Participants Panel
Icons in and below the Participants panel let you control your audio and video,
as well as interact with the Host, Presenters, and Participants. You can also
access additional functions by left-clicking a panel with your mouse.
Click this… To do this…
Start/stop sending your video.
Mute/unmute your audio.
Switch to full-screen video.
From the Participants panel:
On the icon bar beneath the Participants panel:
Click this… To do this…
Make the selected participant the presenter.
Raise/lower your hand.
Control your audio connection.
Change how participants appear on your
screen (List or Video view).
Set the video options from your computer.
Invite and remind others to join (available to
the Host only).
Transfer the Host role
As a meeting host, you can transfer the Host role – and thus control of the
meeting – to a participant at any time. This option can be useful if you need to
leave a meeting for any reason.
Changing Presenters
During a meeting, you can make any meeting participant the Presenter – this is
also referred to as passing the ball. Any Presenter can also pass the ball to make
another meeting participant the Presenter. As a meeting host, you can make a
participant the Presenter before sharing or during sharing.
To make another participant the Host:
1. Right-click on a participant name or thumbnail.
2. Select the Participant menu.
3. Select Host from the Change Role To menu.
4. The word (Host) appears to the right of the attendee’s name in the
participant list.
5. The selected participant is now the host.
Note: If you plan to reclaim the Host role at a later time, write down the
host key that appears on the Info tab in the Content Viewer.
Reclaim the Host role
If a participant has control of a meeting, you can assume control of the meeting
by reclaiming the Host role.
To reclaim the Host role:
To make another participant the Presenter:
Drag the ball to the next presenter.
- OR -
Choose a name from the Participants list and select the Make Presenter
button.
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1. In the participant list, select your own name.
2. From the menu, select the Participant drop-down menu and choose
Reclaim Host Role. The Reclaim Host Role dialog box appears.
3. Type the host key in the Host key box.
4. Click OK.
5. In the participant list, the word (Host) appears to the right of your
name.
Note: If you did not write down the host key before transferring the Host
role to another participant, you can ask the current Host to send you the
host key in a private chat message.
Using Video
Participants with a webcam can share and view their video during a
meeting.
To start and stop your video:
Click the camera icon ( ) in the Participants panel. The icon turns
green, and your video feed appears at the top of the Participants
panel. Click the camera icon again to stop your video.
Video options
You can control video settings, as well as switch between cameras
connected to your computer, by clicking the Set Video Options icon ( )
beneath the Participants panel.
Video view and list view
To see the thumbnail images of other
participants video, select the Video
Thumbnails icon by moving your mouse
over the Participants panel.
Full screen mode
You can expand the video image to full-screen mode by clicking the
active speaker icon ( ) on the Participants panel. To leave full-
screen mode, click Exit Full-Screen View. To end your video while in
full-screen mode, click Stop My Video.
Recording your meeting
The Network-Based Recorder captures screen activity and audio using the
WebEx recording server. The server processes your recorded data, and then
sends the recording file to your personal recordings folder on the NIH WebEx
site. Recorded files are saved in the Advanced Recording Format (.arf), a
proprietary WebEx format.
To use the recorder:
1. Start your meeting.
2. If the Quick Start page is displayed, click
Record. Or, on the Meeting menu, select
Start Recording.
3. Once a connection is established, the
Recorder panel opens and recording
begins.
4. Click the Pause button ( ) when you want to stop recording
briefly, and click it again to re-start.
5. Click the Stop button ( ) to end the recording completely.
You are prompted to confirm that you want to stop recording.
6. After your meeting is complete, log in to nih.webex.com and select
My WebEx > My Files > My Recordings to access your recording.
Watch the How to record a meeting video to learn more.
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