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  • Cisco WebEx Meeting Center Video Conferencing User GuideFirst Published: 2016-08-05

    Last Modified: 2016-11-09

    Americas HeadquartersCisco Systems, Inc.170 West Tasman DriveSan Jose, CA 95134-1706USAhttp://www.cisco.comTel: 408 526-4000 800 553-NETS (6387)Fax: 408 527-0883

  • © 2016 Cisco Systems, Inc. All rights reserved.

  • C O N T E N T S

    C H A P T E R 1 Cisco WebEx Meeting Center Video Conferencing 1

    Start or Join a WebEx Meeting Using a Video System 1

    Start or Join a WebEx Meeting Using a Video Application 4

    Start or Join a WebEx Video Meeting Using Skype for Business 5

    Join a WebEx Video Meeting Using the Cisco Proximity Mobile App 5

    Join a WebEx Video Meeting Using Cisco Spark 7

    Add WebEx Details When You Schedule a Meeting in Outlook 7

    Connect to a WebEx Video Meeting Using Pilot Numbers 7

    Enable Video Call-Back for WebEx Meetings 8

    Video Window Layout Options for WebEx Meetings (WBS30, WBS31) 9

    WebEx Personal Rooms 9

    Cisco WebEx Meeting Center Video Conferencing User Guide iii

  • Cisco WebEx Meeting Center Video Conferencing User Guideiv

    Contents

  • C H A P T E R 1Cisco WebEx Meeting Center Video Conferencing

    What is Cisco WebEx Meeting Center Video Conferencing?

    All users with WebEx Meeting Center can attend meetings using video. The easy-to-use video service letseveryone participate in one meeting room, regardless of the different browsers, video systems, or applicationsbeing used.

    There are two types of meetings available in Meeting Center:

    • Personal Room meetings at a permanent URL and video address.

    • Scheduled meetings at a temporary URL and video address.

    Up to 25 video systems can join. And, depending on your implementation, up to 500 more video-enabledmobile and desktop users and 500 audio-only users can also attend.

    • Start or Join a WebEx Meeting Using a Video System, page 1

    • Start or Join a WebEx Meeting Using a Video Application, page 4

    • Start or Join a WebEx Video Meeting Using Skype for Business, page 5

    • Join a WebEx Video Meeting Using the Cisco Proximity Mobile App, page 5

    • Join a WebEx Video Meeting Using Cisco Spark, page 7

    • Add WebEx Details When You Schedule a Meeting in Outlook, page 7

    • Connect to a WebEx Video Meeting Using Pilot Numbers , page 7

    • Enable Video Call-Back for WebEx Meetings, page 8

    • Video Window Layout Options for WebEx Meetings (WBS30, WBS31), page 9

    • WebEx Personal Rooms, page 9

    Start or Join a WebEx Meeting Using a Video SystemWhether you use Cisco Systems, Polycom, or other SIP- or H.323-based video systems, you can easily startor connect to a WebEx meeting.

    Cisco WebEx Meeting Center Video Conferencing User Guide 1

  • All information you need for starting or joining a WebEx meeting can be found in the email invitation forthe meeting, on the meeting information page, or on your Personal Room page.

    Note

    Step 1 Open the virtual keyboard or get the remote control for your video system.Examples from Cisco TelePresence systems:

    Cisco WebEx Meeting Center Video Conferencing User Guide2

    Cisco WebEx Meeting Center Video ConferencingStart or Join a WebEx Meeting Using a Video System

  • 1 Tap Dial or New Call, depending on the type of system you have.

    Figure 1: Personal or Room Systems

    Figure 2: Immersive Systems

    2 Tap the keyboard button on the keypad.

    Cisco WebEx Meeting Center Video Conferencing User Guide 3

    Cisco WebEx Meeting Center Video ConferencingStart or Join a WebEx Meeting Using a Video System

  • Step 2 Dial the video address in one of the following formats:

    • @.webex.com for a scheduled WebEx meeting

    • @.webex.com for an instant or scheduled Personal Room meeting

    Step 3 Enter the numeric meeting password if prompted.The numeric meeting password is only needed for regular scheduled WebEx meetings not Personal Roommeetings.

    Note

    Step 4 When prompted do the following:

    1 If you are the host, enter the host key or host PIN, as appropriate, followed by the pound sign # to start the meeting.

    2 If you are not the host, enter the pound sign # to join the meeting.

    If the host schedules the TelePresence room as a room resource, you can also join using One Button to Push(OBTP) by selecting Join Meeting directly on that TelePresence system.

    The host must have joined the meeting before you can use OBTP. If the host has not yet joined, you may beasked to enter the host PIN and press # to join the meeting. If a numeric password is required on joining, evenif the host has already joined, you must always enter this password followed by # to join.

    For more information on how to schedule meetings for an easier join experience, see WebEx Integration toOutlook for Windows (WBS31) https://help.webex.com/docs/DOC-6243 and WebEx Integration to Outlookfor Mac (WBS31) https://help.webex.com/docs/DOC-6242.

    Note

    Start or Join a WebEx Meeting Using a Video ApplicationYou can join or start the meeting using a standards-based video application such as Cisco Jabber.

    All information you need for starting or joining a WebEx meeting can be found in the email invitation forthe meeting, on the meeting information page, or on your Personal Room page.

    Note

    Step 1 Open your video application.Step 2 Dial the video address in one of the following formats:

    • @.webex.com for a scheduled WebEx meeting

    • @.webex.com for an instant or scheduled Personal Room meeting

    Step 3 Select Start, Call, or the appropriate control for starting a video call, depending on the label used in your application.Step 4 Enter the numeric meeting password if prompted.

    Cisco WebEx Meeting Center Video Conferencing User Guide4

    Cisco WebEx Meeting Center Video ConferencingStart or Join a WebEx Meeting Using a Video Application

    https://help.webex.com/docs/DOC-6243https://help.webex.com/docs/DOC-6242

  • The numeric meeting password is only needed for regular scheduled WebEx meetings not Personal Roommeetings.

    Note

    Step 5 When prompted do the following:

    1 If you are the host, enter the host key or host PIN, as appropriate, followed by the pound sign # to start the meeting.

    2 If you are not the host, enter the pound sign # to join the meeting.

    Start or Join a WebEx Video Meeting Using Skype for BusinessA Skype for Business-specific video address is required to connect your Skype for Business application tothe meeting. Microsoft Skype for Business was formerly known as Microsoft Lync.

    All information you need for starting or joining a WebEx meeting can be found in the email invitation forthe meeting, on the meeting information page, or on your Personal Room page.

    Note

    Step 1 Open your Skype for Business application.Step 2 Dial the appropriate video address, by selecting the Camera button:

    • For a regular scheduledWebExmeeting:[email protected] (For example,[email protected]).

    • For an instant or scheduled Personal Room meeting: [email protected] (Forexample, [email protected]).

    Step 3 Enter the numeric meeting password if prompted.The numeric meeting password is only needed for regular scheduled WebEx meetings not Personal Roommeetings.

    Note

    Step 4 Start a video call.

    Join a WebEx Video Meeting Using the Cisco Proximity MobileApp

    Before You Begin

    • The Cisco Proximity app for Apple iPhone and iPad and Android devices must be installed for theintegration to appear.

    Cisco WebEx Meeting Center Video Conferencing User Guide 5

    Cisco WebEx Meeting Center Video ConferencingStart or Join a WebEx Video Meeting Using Skype for Business

  • • The microphone must be enabled and not in use on the mobile device. For example, do not take orreceive calls during the meeting.

    • The video system must be proximity enabled and in range of the mobile device.

    • The mobile device must be connected to the sameWi-Fi network and within the same room as the videoendpoint.

    • Applicable only for the Cisco WebEx Meetings app 7.1 or later for Apple iPhone and iPad or the CiscoWebEx Meetings app 7.5 or later for Android devices.

    This feature is only available on next-generation video systems such as SX80 and MX700 and includesPersonal Room meetings.

    Note

    Step 1 While in a meeting on an iPhone, iPad or Android device, tap the More ... icon.Step 2 Tap the Proximity icon.

    Cisco WebEx Meeting Center Video Conferencing User Guide6

    Cisco WebEx Meeting Center Video ConferencingJoin a WebEx Video Meeting Using the Cisco Proximity Mobile App

  • The Proximity app starts with the video address of the WebEx meeting. You can now control the TelePresence unit orvideo device with the Proximity app on your mobile device.

    Join a WebEx Video Meeting Using Cisco SparkBefore You Begin

    • The Cisco Spark application must be enabled for WebEx.

    Step 1 In the Cisco Spark room, select the Calls tab.Step 2 In theMake a call field, enter the video address for the meeting, for example, [email protected] 3 Select the Camera icon to join the meeting.

    Add WebEx Details When You Schedule a Meeting in OutlookIf your administrator has enabled Calendar Service, you can schedule meetings in just a few steps. For moreinformation, see WebEx Integration to Outlook for Windows (WBS31) and WebEx Integration to Outlookfor the Mac (WBS31).

    •When you schedule a meeting in Microsoft Outlook, you can add @webex in the invitation's locationfield. This automatically adds your WebEx Personal Room information to the meeting invitation.

    • If you don't invite anyone to your meeting, it's considered an appointment, and @webex is ignored. Thisalso adds One Button to Push (OBTP) information to rooms with video systems if they were includedin the invitation.

    • For meetings with at least one attendee, the details show up on your meeting invitation and calendaritem, below any text you type in the body of the message.

    • If you add both @spark and @webex in the Location field, your WebEx Personal Room details arealso posted to the Cisco Spark room.

    Connect to a WebEx Video Meeting Using Pilot NumbersTo connect to a meeting from a video system or application, you must dial a video address. Some devicescannot dial a full video address, such as [email protected] [email protected] To solve this problem, your administrator can set up a pilot numberfor your entire organization—a simple, numeric number that replaces full video addresses.If you have a VCS or Expressway-based setup, the license bypass feature is not invoked. Your administratormust make sure there are sufficient licenses for all users at your site.

    Cisco WebEx Meeting Center Video Conferencing User Guide 7

    Cisco WebEx Meeting Center Video ConferencingJoin a WebEx Video Meeting Using Cisco Spark

    https://help.webex.com/docs/DOC-6243https://help.webex.com/docs/DOC-6242https://help.webex.com/docs/DOC-6242

  • All information you need for starting or joining a WebEx meeting can be found in the email invitation forthe meeting, on the meeting information page, or on your Personal Room page.

    Note

    Step 1 Start your video system or application.Step 2 Dial the pilot number.Step 3 Enter the meeting number when prompted.Step 4 Enter the numeric meeting password if prompted.

    The numeric meeting password is only needed for regular scheduled WebEx meetings not Personal Roommeetings.

    Note

    Step 5 When prompted do the following:

    1 If you are the host, enter the host key or host PIN, as appropriate, followed by the pound sign # to start the meeting.

    2 If you are not the host, enter the pound sign # to join the meeting.

    Enable Video Call-Back for WebEx MeetingsA video address connects your video system or application to a WebEx meeting or a meeting host's PersonalRoom. To join or start a scheduled meeting, dial the video address.If your administrator has enabled Personal Room for you, you own a virtual conference room. Your room hasthree permanent addresses—Web URL, video address, and call-in phone numbers. You can dial the videoaddress to start a meeting in your room at any time. People can join you in your Personal Room by dialingthe same video address every time.

    You can also join the meeting from your video system by having the meeting call your video system.

    Before You Begin

    Your site administrator must enable the feature.

    Step 1 In your Preferences, select Video Systems.Step 2 Add the details for a maximum of five video addresses.

    The video system you select as default is used in your meetings as the video call-back option.

    Step 3 In the Audio and Video Connection dialog box the Quick Start page, select Call My Video System.You can also manually enter a video systemaddress.

    Note

    You will receive a call from the meeting to your video system.

    Cisco WebEx Meeting Center Video Conferencing User Guide8

    Cisco WebEx Meeting Center Video ConferencingEnable Video Call-Back for WebEx Meetings

  • Video Window Layout Options for WebEx Meetings (WBS30,WBS31)

    If you are using a video system to join or host a WebEx meeting, there are several video layout options tochoose from. The default video layout is Active Presence.

    • Single: Only the active speaker is shown in one window.

    • Active Presence: The active speaker in shown in one window, with up to 9 participants in thumbnailsoverlaid on the active speaker window.

    • Prominent: The active speaker is shown in one window with up to 9 participants in thumbnails belowthe active speaker window.

    • Equal: Up to 16 video attendees are shown in equally sized windows.

    • 1+N: The active speaker, the largest video, and amaximum of 12 video attendees are shown. The displaydynamically adapts to the meeting size by showing more users as they join.

    To choose your layout after joining the meeting, do one of the following based on the video system type:

    • For Dual Tone Multi-Frequency (DTMF), otherwise known as a touch tone video system, tap 2 or 8 on the keypadto toggle through the layout options.

    • For FECC (Far-end Camera Control) video systems:

    1 Tap the light blue screen on the Touch controller.

    2 Select Camera.

    3 Use the Up or Down arrow to toggle through the layout options.

    WebEx Personal RoomsWhat is a Personal Room?

    Your WebEx Personal Room is your own virtual conference space. It's always available, you don’t need tobook it, and you always know where to find it. Share your link and kick off your meeting. A Personal Roomincludes the following benefits:

    • Your Personal Room is always in the same place; the URL, video address, and call-in numbers neverchange.

    • Participants using Cisco TelePresence systems and other video systems or applications can also join ifyour WebEx site supports Meeting Center video conferencing.

    Cisco WebEx Meeting Center Video Conferencing User Guide 9

    Cisco WebEx Meeting Center Video ConferencingVideo Window Layout Options for WebEx Meetings (WBS30, WBS31)

  • • A virtual waiting room or lobby where people wait if they try to join your Personal Roommeeting aheadof time, or if you have locked your Personal Room.

    The top navigation bar automatically hides when not in use to maximize the available area on the screen.You can show it again by pointing to the arrow at the top of the screen. The Home tab defaults to yourPersonal Room.

    Note

    ActionTask

    Setting up your Personal Room is easy. After your administrator enables theroom, you receive a welcome email message. Select the Set Up Room link tostart the setup wizard.

    You are automatically assigned a host PIN that identifies you as the host whenyou start a WebEx meeting in your Personal Room. You can change this at anytime.

    Later, if you want to change your preferences, go toMyWebEx > Preferences> My Personal Room.

    Set up your PersonalRoom

    Make sure that you are in the Personal Room full view. Go to your WebEx site,selectMyWebEx > My Personal Room, select the Personal Room full viewicon in the upper right corner. Or go to your Personal Room URL (for example,https://webex.com/meet/).

    You can customize your Personal Room view in the following ways:

    • Select Change on your avatar to upload a new one.

    • Select the drink image on the desk to select a different image.

    • Select the desk to to select a different image.

    • Select the arrow on the left of the room to view the available wall images.You can replace these images by uploading your own images.

    Customize your PersonalRoom view

    Cisco WebEx Meeting Center Video Conferencing User Guide10

    Cisco WebEx Meeting Center Video ConferencingWebEx Personal Rooms

  • ActionTask

    There are three ways to invite people to your Personal Room:

    • Share your unique URL through an email message or instant message.

    ◦Go toMyWebEx > Preferences > My Personal Room to find theURL.

    • From within your Personal Room, select the Invite and Remind buttonand follow the prompts.

    • If you have the WebEx integration to Microsoft Outlook in WebExProductivity Tools, invite people through Outlook.

    1 In theWebEx toolbar in the Outlook window, select Schedule PersonalRoom Meeting.

    2 Enter the details for your meeting and then select Send.

    A CAPTCHA is shown when attendees enter any Personal Room onyour site for the first time or when browser cookies have been cleared.

    Note

    Invite people to yourPersonal Room

    1 Sign in to your WebEx site.

    2 Go toMyWebEx > Enter Room.

    3 Choose your audio connection. You can use your computer, call in with aphone, or receive a call from the meeting to your phone or video system.

    You can also start the Personal Room meeting through any supported videosystems, including TelePresence systems, or video applications.

    Start a Personal Roommeeting

    You can start your Personal Room meetings by phone without having to sign inusing the WebEx application.

    1 Enter the access code of the meeting.

    2 Enter your host PIN or audio PIN and press # to start the meeting.Attendees must only to press # . If the host has already started thePersonal Roommeeting, they will join it; if it hasn't started yet, theywill wait in the lobby.

    Note

    Alternate hosts cannot start Personal Roommeetings by phone. You cannot lockor unlock meetings by phone; meetings that are set to lock automatically mustbe started using the WebEx application.

    Start a Personal Roommeeting by phone

    Cisco WebEx Meeting Center Video Conferencing User Guide 11

    Cisco WebEx Meeting Center Video ConferencingWebEx Personal Rooms

  • ActionTask

    1 Join the meeting by one of the following ways:

    • If you received an email invitation, select the link in the email invitation.

    • Paste the meeting URL into the address bar of a web browser and pressEnter.

    • On your WebEx site, enter the host's host ID for the Personal Room,which is often the host's username. You can find the Personal Roomhost ID in the meeting URL. For example,organizationname.webex.com/meet/jparker. Theusername is jparker

    2 Select Join.

    3 Choose your audio connection. You can use your computer, call in with aphone, or receive a call from the meeting to your phone or video system.

    You can also join the Personal Room meeting through any supported videosystems, including TelePresence systems, or video applications.

    Join a Personal Roommeeting

    You can assign alternate hosts for your Personal Room meetings by specifyingthem on your Preferences page. This means if you are not available to start yourmeeting, the alternate host can start it for you.

    Depending on your site settings, you can specify one or more individuals to bealternate hosts, or you can allow anyone with a host account on your site to bealternate hosts.

    Your Personal Room page indicates that they are alternate hosts, and they seeStart Meeting instead of Join Meeting. The alternate host must sign in to startthe meeting. If they are already signed in, it starts automatically.

    Alternate hosts must have a host account on your site and they cannotstart a meeting from video systems or applications.

    Note

    Assign alternate hosts

    Cisco WebEx Meeting Center Video Conferencing User Guide12

    Cisco WebEx Meeting Center Video ConferencingWebEx Personal Rooms

  • ActionTask

    If you have back-to-back meetings or need privacy in your Personal Room, lockthe room. You can also set an option in your Personal Room preferences toautomatically lock your room 5, 10, 15, or 20 minutes after the meeting starts.When the room is locked, no one can enter your room until you unlock it.

    To lock or unlock the room, select Lock Room or Unlock Room from within theroom.

    If the room is locked, the host sees a list of all attendees waiting in the lobby andthe list indicates who has signed in and who has not. The host can then choosewho to allow into the Personal Room meeting.

    If your site settings prevent unauthenticated users from entering unlocked roomsunless the host admits them, when the room is unlocked, attendees who have notsigned in will wait in the lobby, and the host sees a list of who is waiting andcan choose who to admit.

    Attendees who join from phones or video systems are still able to enterunlocked Personal Rooms.

    Your site administrator can allow unauthenticated attendees to enter anunlocked room if they have signed in recently within a specified timeperiod. The default is two weeks.

    Note

    Lock or unlock yourPersonal Room

    To leave a Personal Room meeting, select Leave Room.

    When the host of a Personal Room meeting leaves the room, the meeting endsfor all participants. If you are the host and want to leave the roomwithout endingthe meeting, make another participant the host. The new host then takes over allthe controls in the room.

    Leave your PersonalRoom

    Cisco WebEx Meeting Center Video Conferencing User Guide 13

    Cisco WebEx Meeting Center Video ConferencingWebEx Personal Rooms

  • Cisco WebEx Meeting Center Video Conferencing User Guide14

    Cisco WebEx Meeting Center Video ConferencingWebEx Personal Rooms

    Cisco WebEx Meeting Center Video Conferencing User GuideContentsCisco WebEx Meeting Center Video ConferencingStart or Join a WebEx Meeting Using a Video SystemStart or Join a WebEx Meeting Using a Video ApplicationStart or Join a WebEx Video Meeting Using Skype for BusinessJoin a WebEx Video Meeting Using the Cisco Proximity Mobile AppJoin a WebEx Video Meeting Using Cisco SparkAdd WebEx Details When You Schedule a Meeting in OutlookConnect to a WebEx Video Meeting Using Pilot NumbersEnable Video Call-Back for WebEx MeetingsVideo Window Layout Options for WebEx Meetings (WBS30, WBS31)WebEx Personal Rooms

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Cisco WebEx Meeting Center Video Conferencing User Guide First Published: 2016-08-05 Last Modified: 2016-11-09 Americas Headquarters Cisco Systems, Inc. 170 West Tasman Drive San Jose, CA 95134-1706 USA http://www.cisco.com Tel: 408 526-4000 800 553-NETS (6387) Fax: 408 527-0883
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