Joining a WebEx Meeting as a Participant

Joining a WebEx Meeting as a Participant
Quick Start Guide
Joining a WebEx Meeting as a Participant
6/9/2016
What to Consider Before You Participate in a WebEx Meeting
How will you be connecting to the meeting?
1. Via a computer, pad/tablet or smartphone:
 Use the link and password provided in the meeting invitation (see page 2 and 3)
 This method will allow you to use the audio on your computer to be part of the
conversation AND see participants or items shared in the meeting (such as files,
desktop, whiteboard etc).
2. Via a telephone:
 Call into the meeting using the phone number and access code provided in the
meeting invitation (see page 2 and 4)
 Note: this method alone will NOT allow you to view documents shared in the
meeting or see participants, but will allow you to be part of the conversation.
o Alternatively, you can join the conference on your computer to see shared
documents or videos AND call in using a telephone for the conversation.
Will you be joining the meeting alone or in a room with a group of people?
1. Alone:
 The integrated webcamera, microphone and speakers on your device (computer,
pad/tablet or smartphone) should be sufficient.
o If your device is missing an external webcamera, microphone or speaker,
these items may be purchased, or if you are on campus, borrowed from the
HWS IT Helpdesk in the Library. (Note: a webcam is NOT required, but
provides a great way for users to interact.)
2. In a room with >2 people:
 An external webcamera and microphone will be needed. (Note: a webcam is NOT
required, but provides a great way for users to interact.)
 If the room does not have a built in speaker system, an external speaker may also
be needed.
o An external webcamera, microphone or speaker may be purchased, or if
you are on campus, borrowed from the HWS IT Helpdesk in the Library.
Is your browser (ie: Google Chrome) up to date? Is the WebEx plug-in enabled?
Find out by joining a test meeting at this link: http://www.webex.com/test-meeting.html
Will you need to share documents or lead a section of the meeting? If so, we recommend:
 Scheduling a meeting with the host several days in advance of the actual meeting in order
to test your equipment and become accustomed to the interface and capability.
 Accessing the meeting 15-30 minutes in advance to check video and sound equipment
and if applicable, pre-load documents.
Hobart and William Smith Colleges • Information Technology Services
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Quick Start Guide
Joining a WebEx Meeting as a Participant
6/9/2016
Joining a WebEx Meeting
1. From your computer or mobile device, locate the email with the WebEx meeting
invitation.
2. To join a scheduled meeting using your computer or
mobile device (ie: iPad), click on the Join WebEx
Meeting link in your email invitation. Take note of
the meeting number and if applicable, the password.
a) Alternatively, you may call into the meeting using
the phone number and access code provided in the
invitation. (Note: this method alone will NOT allow
you to view documents shared in the meeting or see
participants, but will allow you to be part of the
conversation. If you wish to see shared documents or videos, you will also need to join
the conference on a computer; complete step 2 above and see page 4 for further
instructions)
If you are invited to an instantaneous meeting, the
meeting invitation may look like this:
3. A screen will open requesting you to type in
your name and email address and if
applicable, the meeting password.
4. If you have not already participated in a WebEx meeting from that specific device, you
may be prompted to accept the WebEx plug-in.
You may download the plug-in or run a temporary application to join the meeting
immediately.
Hobart and William Smith Colleges • Information Technology Services
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Quick Start Guide
Joining a WebEx Meeting as a Participant
6/9/2016
Note: when the WebEx window opens, it’s only a doorway to the conference room. At the very
least, you need to *connect to the audio in order to hear others and be heard.
*Connect to Audio (required)
1. Navigate down the screen and
locate the first icon on the left. This
is the audio icon.
2. If using your computer for audio,
click the audio icon to join the
conference. The icon will turn blue
(see Option A below for detailed
instructions). If using a phone for
audio, see Option B on the next
page.
Option A: Use Computer for Audio
1. Click on the audio icon to connect your computer to the web
conference.
Once activated, the icon will turn blue and you will hear
people in the conference.
If using an external speaker or microphone:
a. Beneath the audio icon, select More Options.
b. A small window will open. Scroll to the bottom and select Change
Settings
(1) Select an external speaker by using the drop down arrow
(i) To test the sound from the speaker, select Test. If you do
not hear sound, select a different speaker or unmute your
computer volume.
(2) Select an external microphone by using the drop down arrow
(i) If the selected microphone is working, the blocks will turn
blue as you speak.
(3) When satisfied, select Ok
Note: If you see your name in the participant’s row with a
yellow highlight beside the audio icon, the volume on your
computer is muted.
Hobart and William Smith Colleges • Information Technology Services
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Quick Start Guide
Joining a WebEx Meeting as a Participant
Option B: Use Phone for Audio
1. Navigate below the audio icon and select More Options.
2. A small window will open. Scroll to the middle and select
I Will Call In.
3. A new window will open with the phone number to call, your
access code and your Attendee ID.
Sharing your webcamera (optional)
1. Navigate to the top, right side of the
meeting window below the Participants
panel.
2. Locate your name and click on the
camera icon, activating your webcamera.
The icon will turn blue.
a. To stop sharing your webcamera, click on the camera icon again.
Hobart and William Smith Colleges • Information Technology Services
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6/9/2016
Quick Start Guide
Joining a WebEx Meeting as a Participant
6/9/2016
Muting your Microphone
1. Navigate to the top, right side of the
meeting window below the Participants
panel.
2. Locate your name and click on the
microphone icon. The icon will turn red,
muting your microphone.
a. To unmute your microphone, click on the microphone icon again.
Leaving the Meeting
1. If you are sharing your webcamera, click on the camera icon to stop your camera.
2. Move your cursor to the left side of the screen under the Quick Start
tab and click Leave Meeting.
Additional Resources
 For details on advanced tools to share documents, click on this WebEx Instruction Guide.
 For guides developed by HWS, click HWS WebEx Guides and then scroll down to Web
Videoconferencing.
 See HWS’ list of most Frequently Asked Questions about Web Videoconferencing.
 Contact the HWS Helpdesk at 781-4357 or helpdesk@hws.edu.
Hobart and William Smith Colleges • Information Technology Services
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