Webex – How the Meeting Proceeds

The following section describes how to use the meeting environment. After the meeting is launched, the user who created and scheduled the meeting logs in. This user is marked as the Host. 

Next, you will proceed to join the audio conference. Several options are available:

• Call Me – WebEx will call the user’s extension (TUKE internal users only)
• I Will Call In – the user calls the provided phone numbers manually
• Call Using Computer – the user connects to the audio conference from their PC 

Before using the audio conference via computer, the application will prompt you to test your speakers and microphone. 

Basic meeting information can be found under the Meeting Info tab. For example, a Meeting Number is required when joining the meeting by phone, as well as dial-in numbers (both internal and external).

In practice, knowing the Meeting Number is enough to join a meeting without an invitation. The Meeting Number can be provided by the Host (the user who created the meeting). 

On the page http://ciscowebex.tuke.sk, select Join by Number on the right. 

User Jozko Mrkvicka has joined the meeting and has their camera on, so their video is visible. 

After logging in, the Participants list displays users in the meeting. 

The icon shaped like a blue-green circle marks the user with presenter rights. The Host can delegate this right to any other participant. 

The icon showing headphones with a red X indicates users connected to the audio conference via PC who are currently muted, also shown with a crossed-out microphone icon.

During the meeting, you can use Chat – when sending a message, you can choose whether only the Host or all users (privately/Everyone) will see the message. The image below shows chat messages and an example of delegating presenter rights. 

After the rights are changed, another user is marked with the icon. 

The user with presenter rights (Presenter) can share their PC desktop, a selected application, whiteboard, browser window, or meeting window. 

If the Host needs to invite additional participants, they can do so during an active meeting by clicking Invite and Remind. An invitation will be sent to the email addresses entered. You can also copy the meeting URL and send it via Instant Messaging, for example. 

The invited user receives an email with the invitation, and to join the meeting, they need to click "Join the meeting." 

After clicking, the user joins the meeting and is shown in the participant list. 

The icon showing a phone handset indicates a user who joined the audio conference (meeting) by phone. 

During application sharing, the Webex window minimizes to the top of the screen. 

Clicking on the green section with the text You are sharing Cisco Systems... displays a control menu above the green bar, where the first option allows you to stop sharing. 

If the presenter opens another window over the shared application, such as Explorer with Local Disk C, participants will not see the unshared application unless they choose to do so. 

Application sharing – presenter’s desktop view: 

Application sharing – participants’ view of shared content: 

This does not apply if the presenter is sharing their entire desktop – You are sharing your desktop. 

Desktop sharing – presenter’s view: 

Desktop sharing – participants’ view of shared content: 

Participants can interact with the shared content if they request permission from the host to:

• Annotate – draw notes on top of shared content – does not modify the content
• Control – actively intervene in the content, or remotely control the presenter’s application or desktop

During sharing, a participant right-clicks on the shared content and selects the desired interaction type. 

The presenter (Host) receives a request for the remote control (Control), which is approved by clicking the Approve button. 

The presenter (Host) is notified that their application/desktop is being remotely controlled by the participant whose request was approved. 

Meeting content can also be recorded and reviewed later. We recommend backing up the recording after it is created, as the system automatically deletes recordings after 30 days. 

To start recording the meeting, use the Recorder. 

Clicking the red button starts the recording. 

Recording can also be started by clicking the Record button in the Quick Start tab. 

Participants are notified that the meeting is being recorded via a message at the bottom of the meeting window. 

The presenter is informed about active recording at the top of the screen (red circle on the right). 

Using the Recorder, you can pause or stop the recording. 

The Host can end the meeting by clicking Leave Meeting in the Quick Start tab. The Host has two options:

• Leave Meeting – the meeting continues without them
• End Meeting – the meeting ends for everyone 

When leaving or ending the meeting, the system asks whether files from the meeting should be saved or whether participants should be notified about the recording’s availability. 

If the option "Share meeting recording with invitees" was enabled after the meeting, participants will receive an email with a link to the recording. 

The meeting host can access their recordings through the user web interface under the Recordings tab, where they can also manage their recordings.