USING WEBEX FOR CHAT

Students do NOT currently have access to WebEx by default. The instructor must first setup a meeting,

or meetings, for students to be able to access WebEx. In order for the instructor to keep a record of any

chat messages sent or received, the instructor must be present in the WebEx session to begin Reporting.

LOGIN TO WEBEX

1. Open a web browser. (WebEx will work with any type of computer, PC or Mac.)

2. Go to https://www.wtamu.edu, and log into the Buff Portal.

3. Once in the Portal, click on the WebEx icon in the upper right corner of the screen.

SETTING UP A MEETING

There are two ways to setup a meeting for chat sessions:

One-time use –set for a specific date and time that will only occur one time.

Weekly use – set for a recurring weekly session available every week on the same day of the

week at a specific time.

ONE-TIME USE CHAT SESSION MEETING

1. On the Meeting Center tab, click “Host a Meeting.”

2. Click “Schedule a Meeting.”

DO NOT click on My Personal Room as this will start a meeting immediately.

3. Type in the name of your Meeting topic and a Password. (You may want to use a class identifier

in the Meeting name, such as BUSI_3312_Course Introduction.)

4. Enter a Date, start Time (indicating whether it is am or pm), and the Duration of the meeting.

5. Optionally: Enter the email addresses of the attendees (the people you wish to invite) and separate addresses by using a comma or semicolon.

a. If you are planning on inviting your class, you may wish to use your own email address in

the Attendee box and then copy the information into an Email or Course Message to

send out to your class inside WTClass.

6. Click the checkbox to “Send a copy of the invitation email to me” so you will have a copy.

7. You can use the default setting for the audio conference at WebEx Audio.

8. Click the “Schedule Meeting” button. (This button will say “Start” until you put a date or time for the future.)

9. The Meeting Scheduled page will appear with the meeting details.

10. You can add the event to your Outlook calendar with the “Add to My Calendar” button.

11. You can edit the meeting with the “Edit” button.

WEEKLY USE CHAT SESSION MEETING

1. On the Meeting Center tab, click “Host a Meeting.”

2. Click “Schedule a Meeting.”

DO NOT click on My Personal Room as this will start a meeting immediately.

3. On the Schedule a Meeting page, click the “Advanced Scheduler” link.

4. Type in the name of your Meeting topic and a Password. (You may want to use a class identifier

in the Meeting name, such as BUSI_3312_Course Introduction.) and then select the “2: Date &

Time” link, or the “Next” button.

5. Enter a Meeting Date, Meeting Time (indicating whether it is am or pm), and the Estimated duration of the meeting.

6. Select “Weekly” next to Recurrence.

7. Set an “Ending” date for the end of the semester.

8. Click “Schedule Meeting”

9. The Meeting Scheduled page will appear with the meeting details.

10. You can add the event to your Outlook calendar with the “Add to My Calendar” button.

11. You can edit the meeting with the “Edit” button.

ADDING THE WEBEX LINK TO WTCLASS

1. On the Meeting Scheduled page, click the “More Information” link.

2. In the Meeting link box, right-click and select the “Copy” option.

3. In the course in WTClass, go to the location you want your students to access the Chat link (for

example go to “Lessons”). Select Build Content, and click on “Web Link.”

4. Enter a Name for this link in the “Name” textbox.

5. Right-click in the URL textbox and select “Paste.”

6. Click “Submit.”

If you have navigated away from the Scheduled Meeting page, you can return to it by going to:

1. In WebEx, under Host a Meeting, select “My Meetings.”

2. Click the Topic link for the Chat session you are looking for.

3. You will be returned to the Scheduled Meeting page.

USING CHAT IN WEBEX

1. When the time comes for the chat, your students will click on the link and be asked to enter

their name and email address.

2. Chat is opened by clicking on the Chat button.

3. Students can type their chat messages into the chat box.

Note: The “Send to:” area may need to be changed to “Everyone” for the Send option to

become available.

4. The instructor will need to click Record in order to record the Chat for later retrieval.

REMOVING THE “PRIVATE CHAT” OPTIO N

By default, all participants have the ability to use Private Chat. This sends a message to a specific person,

but not everyone in the Chat session. Private Chats are NOT recorded, and are not visible to Instructors. To turn this setting off, so that all students are required to send Chat messages to all participants:

1. Inside of the WebEx session, click the “Participant” menu item, and select “Assign Privileges…”

2. On the Communicate tab, under the “Participant can chat:” area, uncheck the options for

“Privately with” for “Host,” “Presenter,” and “Other Participants.”

a. Host – Typically the Instructor. Has rights to do and change anything in the WebEx

session.

b. Presenter – Typically the Instructor, but the Host may designate another person to be

the presenter. Has the ability to make some changes, and the ability to share content.

c. Other Participants – Typically Students. Has not rights to change settings, or share

content.

3. Click “Assign.”

Note: This option may also be setup during the initial session creation by going to Advanced Scheduler > Attendee Privileges > Participate in private chat with.

TURNING ON RECORDING

For chat to be recorded, the instructor must be in the WebEx session and press the Record option.

To start Recording:

1. Click the Record button on the Quick Start tab.

Please note: Chat messages sent before recording is turned on are not kept.

To Stop Recording:

1. Look for the Recorder section, and click the Stop button.

REVIEWING THE CHAT R ECORDING

After the Recording has stopped, and the session ended (WebEx closed), WebEx will process the

recording. Allow approximately 1 minute, for each minute the session lasted before attempting to review the recording. To access the Recording and review the Chat messages:

1. In WebEx, under Meeting Center, click on the My Recorded Meetings link under Host a

Meeting.

2. Locate the title of your recording under the Topic area, and click on the link.

3. Click on the link for the Streaming recording link.

4. The recording will load and begin playing. To view the Chat messages, click on the Chat icon.

5. Move the timeline to the end of the recording (A) to see all chat messages in the session (B).

CREATING A CHAT LOG

To create a text-only version of the chat log complete the following:

1. From the end of the recorded session, right click in the Chat area, and click the Select All link.

2. Right click on the now highlighted text and select Copy.

3. Open Microsoft Word (or other word processing software), right click on the empty document,

and select Paste.

4. You can now save the document and upload into WTClass for students to review.

HOW TO ADD CHAT LOG TO WTCLASS

WORD DOCUMENT

To add the Word document that you created of the Chat session:

1. In the course in WTClass, go to the location you want your students to access the Chat Log (for

example go to “Lessons”). Select Build Content, and click on “File.”

2. Enter a Name for the Chat Log.

3. Select the “Browse My Computer” button.

4. Locate the Chat Log file on your computer and click Open.

5. Click “Submit.”