1. Your DA WebEx Team Presents:
WebEx Host Certification
Training: version 18

2. Welcome
Thanks for taking the time to help all of us communicate more effectively
The goal of this course is to give you the tools you need to schedule, host and manage a DA WebEx meeting
Note: The screenshots shown here may be different than what is seen during an actual meeting. Changes in versions and platforms (e.g. PC vs Mac) may account for such differences. If you encounter such, please take a screenshot and send it to us so we can update this document)

3. Certification Reference Links
All DA WebEx Calendar, Scheduling, and Training resources are found in the DA Wiki:
Please check the wiki first for help with WebEx issues
The DA WebEx support team is available to support with scheduling and training on WebEx. Contact us at:
Please keep in mind that we are all volunteers with other life commitments, so we ask that you plan accordingly.

4. Quick start / Overview
Things to keep in mind during the training session
There is ONE DA WebEx management account
We can have ONE meeting running at a time
Meetings must be scheduled on-line via the DA WebEx process
Once scheduled, the Host (you) will receive 2 s
One contains the Host key
The other is to invite Participants
Everyone (Hosts/Participants) first logs on as a Participant
(you cannot log on as a Host…it won’t work)
Use Computer Audio
Calling on a phone costs the DA a per minute charge
Use Sandbox (Test) Sessions to ensure that audio, video and internet connections are operational prior to your meeting
The Host must “End” the meeting or you may disrupt the next one

5. This Certification Training Presentation
This document serves 2 main functions:
It is a place to go for a “refresher” on the topics covered
It is a world class cure for almost all known forms of insomnia as well as 2nd day hangovers
This is a “living” work in progress. It grows based on feedback from you…

6. Introductions… Please tell us a little bit about you!
What experience(s) have you had with WebEx or other conference apps?
What do you hope to gain from this class?
Is anyone interested in a bridge, especially one in Brooklyn? I have one available, today only, great price!

7. Training Overview
Certification Training will enable you to be a WebEx Host
The main “Take Aways” for today are:
What are the roles associated with a DA WebEx meeting?
How to schedule a DA WebEx meeting
How to log into a meeting and reclaim the Host Role
The Meeting Center Screen Layout
How to Connect to Computer Audio
How to Share Materials
How to Record a Meeting
How to Mute Participants
How to Expel Participants
How to Manage question queues
How to End a Meeting
Minimum system requirements
What to do if something goes wrong
And more…
How do you learn all this neat stuff?
Attend a training session just like this one!!

8. This is YOUR Course
Let’s all help make this better and more meaningful
Everyone brings a unique perspective to a training
Please ask questions!!!
Feel free to ask for more clarification
It’s likely that if something is unclear to you it will be to someone else too…
After this session, a copy of this PDF will be sent to anyone who has attended
Comments welcome (and encouraged)

9. DA WebEx Management Account
It’s important to note that there is only One DA WebEx management account
This means that only one meeting can occur at a time
In order to avoid scheduling conflicts and overlaps we require:
At least ½ hour gaps before and after each meeting.
It’s up to the Host (you) to schedule accordingly
Please (please, please) be mindful that there may be a meeting following yours
You, as the Host, are responsible for Ending a Meeting
End your meeting on time
Note: DA WebEx meetings “auto start” and are available for login:
15 minutes prior to the scheduled start time

10. DA WebEx Meeting Capacity
Is there a limit to the number of people I can have in my meeting?
Our DA WebEx license is limited to 200 total call-in participants in a single meeting – including Host and Presenter
Note: Additional planning and setup is required if you are using WebEx in combination with an in-person meeting.
The DA WebEx team has experience and can help guide you through the planning and setup.
Please contact us at so we can help you plan

11. Types of DA WebEx Meetings
In DA we have various types of meetings
Where are your participants, how are they connecting?
All Remote Participation – Individuals with own PC, webcam, and headset
This the most common type of DA WebEx meeting
Everyone joins the meeting from their own personal computer or mobile device
Combined In-Person Meeting with Remote participation
A physical in-person meeting with additional access provided by WebEx (or any other audio/video conferencing service) to remote participants
If remote participants are to hear and see in-room activity with microphones and webcams, then Audio/Visual technical setup and planning is essential
Remote Broadcast Event
A small group of presenters/discussants broadcast an event to a large number of remote attendees, with minimal interaction with remote participants
Audio/Visual technical setup and planning required
The DA WebEx team is available to help you plan and execute an effective meeting.

12. DA WebEx In-Room A/V/PC Setup
Example Setup: Audio/Visual /Web Cam & PC setup
Each setting provides it’s own challenges
Schedule a meeting with the DA WebEx team to plan for a successful meeting

13. DA WebEx Volunteer Team
The current DA WebEx Volunteer Team consists of:
DA WebEx Global Manager: Merrill Oates, Hungry
DA WebEx Americas Coordinator : Peggy Hamilton, Canada
DA WebEx EMEA/AP Coordinator & Support: Byron Cann, Swiss
Your DA WebEx team can be reached by sending an to
(the entire team is cc’d on this address)
Things to Note:
The responses to your requests may come from a different person or address.
Check for “DA WebEx Host” in the Subject/Body of your s.
Also, please check in your spam folder if you can’t find the s for your meeting
ALL REQUESTS require a minimum of a 5 BUSINESS day response time
We will try to respond to “emergencies”, however, you know the saying:
“Failure to plan on your part, does not constitute an emergency on our part” 

14. Bookmark URLs Please bookmark these URLs DA WiKi help pages:
DA WebEx Meeting Calendar:
DA WebEx scheduling form:
Time zone calculators:
WebEx test meeting:
This presentation (or a version of it)

15. WebEx Meeting Roles Host Presenter Participant Speaker Admins
Runs the meeting and is the moderator
Note: the Host does not start the meeting, meetings start automatically 15 mins prior to the scheduled start time
One of the main “support” issues is when people try to logon as Host
Remember this simple rule: NO ONE LOGS ON AS HOST…(really!)
Assigns the Presenter Role
Ends the meeting (this is important)
Can Mute/Expel anyone
Responsible for engaging and managing the Recorder
Can “Lock” a meeting (no further attendees may join)
Presenter
Shares & Manages files/materials that everyone can see
Has the “Ball” & can pass the “Ball” to others. Whomever has the ball controls what materials are being shared/viewed
Host & Presenter are 2 separate roles. They can be the same or different people
Participant
Listens and participates
Can be muted by Host
Can become a Presenter if passed the “Ball”
Speaker
Anyone with a mic who’s not muted (not necessarily the Presenter)
Admins
Your DA WebEx coordinators

16. How to tell who’s the Host/Presenter
From the Participant’s List, look for (Host) in parenthesis
If you are the Host, it’ll look like this (Host, me)
The Presenter will have the “Ball” (may look slightly different depending on your PC)
The Ball can be passed/dragged to any participant
The Presenter manages what materials are viewed
Note: They might not be the speaker…
The Ball

17. Question Time!
What’s the difference between a Host, a Presenter and a Speaker?
When does a user log on as a Host?
Who controls what materials are shared/seen?

18. How to schedule a meeting
Once you’ve successfully completed this course you’ll be able to schedule a DA WebEx meeting. You’ll need the Meeting Calendar and Scheduling Form
Using the DA Wiki: or
Direct links to these pages are included in the Bookmark URLs in this presentation

19. Check the DA WebEx Calendar FIRST
All dates/times are US Eastern Time:
Ensure no overlaps: a minimum of 30 minutes before & after each meeting
The DA WebEx Calendar is located at:

20. How to schedule a meeting (cont’d)
After you’ve checked the Calendar: The Host fills in a DA WebEx meeting request form. The form is then sent to the DA Volunteer team who, within 5 business days, will respond
Note: the URL for the scheduling form and calendar may change (at times). Please go to the DA wiki for the latest location
Note: A common problem is when Hosts try to schedule in their local time zone instead of US Eastern Time.
DA WebEx schedules use ONLY US Eastern Time
Note: Daylight Savings time changes can be tricky. Please use one of the “world time” sites found in the bookmark section of this document

21. How to schedule a meeting (cont’d)
Once a meeting is scheduled, the “Host” (you) will receive 2 s
Host contains the Host Key and other information about the meeting
Participant contains the meeting link and date/times for the attendants
The Host forwards the Participant to the people they want to attend
There is no WebEx “preregistration” for a meeting
There is no WebEx “list” of participants
All participants are invited by the Host

22. How to schedule a meeting (cont’d)
Time Zone Calculations and Confusion…
(You may not believe how much tension and extra work this can cause…)
It’s up to you, as the Host, to ensure that dates/times/length of meetings are correct
The ONLY date/time that matters to WebEx is
USA Eastern Time!
As a courtesy we have a text field for Local times
This is solely up to the Host…it is not verified by WebEx or the scheduling volunteers.
Pay attention to Daylight Savings time changes
This can cause a lot of extra work
Please use one of the world time scheduling sites mentioned earlier

23. The Date/Time in the Emails
The Title of the s you receive is a concatenation of what the host has requested via the DA WebEx Meeting Schedule Form. It’s just text!!!!
The “Real” date/time (at least as far as WebEx is concerned) is in the next (smaller) line highlighted in the red box below
Please check this “Real” date/time when you receive your s as we’re all only human
Note: you can always check on the DA WebEx Calendar

24. Before Starting Your Meeting
Check that there is no ambient or distracting sound
Use an audio headset where possible
Close all unused programs/applications on your PC (including extra tabs in any browser)
Manage your Internet Bandwidth
If you suspect you have bandwidth limitations
Disconnect all other devices from the internet (e.g. other laptops, phones, tablets, game consoles, TVs, media players, etc…)
Test your speed at
Pre-test all shared materials
Confirm in advance that your presentation materials are ready to share via WebEx.

25. How to Join/Log into a meeting
Host and Participants use the same logon process
Host will then “reclaim the host role” using the “Host Key” from the “Host”
Use the link provided in the s or look up your meeting on the WebEx calendar
If the link doesn’t work, go to the DA WebEx calendar
The meeting will auto-start 15 minutes prior to the scheduled start time allowing you to join as a participant
All users log on as a “Participant”
If you’ve used WebEx before, this might be different for you
Do not try to Start the meeting as a WebEx Host, it won’t work
If asked for a meeting password, it’s located in the Participant or Host
Note: If you use the link in an invitation, you wont need the password

26. Joining a meeting Use the link provided in the emails for auto-login
If asked for a password, you can find it in the

27. Samples: Host
Host has the Host Key

28. Email Samples Participant’s email. Forward this to your team
Link to join

29. Reclaim the Host Role Use the Host email with the Host Key 2 1 3 4
667111 5

30. What if Someone Can’t Logon?
Infrequently a person may be unable to gain access to a meeting.
There are a few common causes:
Invalid URL: Some programs truncate or “split” long URLs into sections
Here’s an example of a URL that has been split across 2 lines
What’s the fix? Just put both pieces back (in the right order) in your word processor or text editor and then copy/paste it into your browser - Remember, no spaces!!! =m52a7675b027cb6678a8d2b7fc809ed53
Another common issue is trying to use the wrong URL
In some cases, s can get mixed up
Look up your meeting in the DA WebEx Calendar
Or, check that you’re using the correct
If someone still can’t get in please record the meeting and offer to send them the recording
Try to pre-test with new users

31. Question Time
What’s the first step when you schedule a DA WebEx meeting?
What are the 2 s a Host receives and what are they for?
How does a user become a Host?
Sally has booked a slot for 10:00AM EDT for 2 hours. Fred is trying book a slot for 12:00PM EDT for the same day. What’s wrong with his request?
Miguel has entered 2PM CEST (Central European Summer Time) for the start of his meeting. What’s wrong?

32. Answers… What’s the first step when you schedule a DA WebEx meeting?
Check the DA WebEx Calendar to see if the date/time are available
What are the 2 s a Host receives and what are they for?
Participant is used to invite your attendees
Host is used to reclaim the host role
How does a user become a Host?
The Host, using the Host , reclaims the Host Role with the Host Key
Sally has booked a slot for 10:00AM EDT for 2 hours. Fred is trying book a slot for 12:00PM EDT for the same day. What’s wrong with his request?
Sally’s meeting ends at 12:00PM. Fred needs to allow for a ½ gap before and after his meeting
Miguel has entered 2PM CEST (Central European Summer Time) for the start of his meeting. What’s wrong?
All meetings (100%) MUST be booked in USA Eastern Time (EST or EDT depending on the date)

33. Once You’re in the Meeting Space
The Meeting Center Screen has various sections
The Tab Bar
The Menu Bar
Restore Layout Button
Panels
Active Panel Area
Participants
Video
Chat
The Workspace Area
Quick Start Icons
Call using Computer
Share File
Invite and remind
(only when on the Quick Start Tab) Depending on the meeting’s status these icons may change function
Note: This layout may be slightly different on different computers (e.g. Mac, Windows, etc…)

34. Asking Questions How to instruct Participants to ask a question
Use Chat to Everyone type “**Hand Up” 
In this way, everyone sees who has asked a question.
Don’t use the “hand up” flag as this is only visible to the Host
Why we don’t use the “Hand Up” Icon
The “Hand Up” icon is only visible to the Host and Presenter
The “** Hand Up” chat when sent to “Everyone” is visible to all and establishes a “queue”

35. Meeting Center Screen
This is the default screen layout

36. Restore Layout Sharing screens and how to return to the meeting center
How to get the screen layout back to default
Click the small down arrow point and select “Restore Layout”
Meeting center
Participants
Chat
Video

37. Participants & Chat Panels
To see Participants/Chat panels, ensure they are open
Participants can be viewed as a list or with video thumbnails if used
Depending on your screen’s resolution, you may not be able to see both Participants and Chat panels simultaneously

38. How to Mute Participants
By default, Participants can talk to each other once a meeting has auto started even if the host has not yet joined
Once the meeting has started, the Host can enable the “Mute on Entry” option
This means that all users that now join will be muted
Note: They have the option to unmute themselves
The Host also has the option to selectively mute any single Participant by clicking on their mic icon
Note: There is a slight time lag in muting and unmuting a person

39. Expel a Participant
To remove a participant from a meeting select the name of the person from the Participant list and then select “Expel”
They will instantly be removed from the meeting
Please use this only in extreme cases

40. Connecting to Audio
From the from the Quick Start tab: click Call Using Computer to establish the audio connection
Note: Using Phone In costs the DA a per minute fee, please use Computer Audio
The default is to connect using your computer for audio instead of your phone
NOTE: Computers can have more than one type of audio device both for speakers as well as mics (e.g., the laptop may have its own mic while a USB camera may also have one…)

41. Audio Devices Many PC’s have multiple audio devices
Select correct Mic/Speakers
Being connected to the wrong audio device is the number one issue users have with a WebEx Meeting
This is due to the default settings of the computer, not WebEx

42. Sandbox/Pretesting Best Practice
Run a test meeting (Sandbox) prior to your real meeting
Have new users attend and sort out any Audio and/or File Sharing issues

43. Video Conferencing
You can use Video Conferencing to see and be seen during your meetings
It is good practice to have the main speakers share their video to create a more personal meeting environment
Be aware of your team’s bandwidth considerations
≥ 4mbps min

44. Video Thumbnails and Windows
What is the default layout for Video Conferencing?
What is Full Screen mode?
How to show multiple users
How to switch from Full Screen back to normal windows?
Why can’t I see both Video Thumbnails and Chats?
How to “Float” Participant and Chat panels
Impact of video usage on bandwidth
How to lock onto a give speaker/user (next slides)

45. Video Conferencing (cont’d)
To start your video click the camera icon

46. Video Conferencing (cont’d)
If you have more than one video device, select from the dropdown
Then select “Start My Video”

47. Video Conferencing (cont’d)
Normal view vs Full Screen

48. How to “Lock” the Video There are 2 video modes
Active Speaker: The video will change to whomever is speaking
Specific Participant: The video is locked onto a specific person/ camera
How to Lock: while on a video window, right click on the user’s name
A “Lock Focus on a Participant” dialog will open
Select “Active Speaker” for the Video Focus to change as someone speaks
Select “A Specific Participant” to lock to a given person

49. How to “Lock” the Video (cont’d)
Once Specific Participant has been selected, a list of all active video participants will be shown. Select the “Focus” user
Now the Video will be “Locked” onto that user, no matter who is speaking

50. How to “Float” Panels
To see Participants & Chat panels along with Video
Select Video Full Screen Mode (either the double arrow or double click on the video window)

51. Video & Floating Panels
While in Full Screen Mode select “You can access meeting controls here” from the very top of the screen (see green bar)

52. Video & Floating Panels (cont’d)
If you place your mouse onto the green bar you will get a drop down of options.
Select Participants to float the Participant Panel
Select Chat to float the Chat Panel

53. Video & Floating Panels (cont’d)
Here you can see the Video, Participant and Chat Panels
The panels can be moved as needed (they float)

54. How to select the correct Video Device
In some cases, you may have more than one video device (e.g. a laptop may have its own camera and you’d like a more movable USB WebCam)
 Use the Set Video Options icon (small gear)

55. How to select the correct Video Device
Here you can see there are 2 camera device options. Select the one you want and press OK. Note: you can change video sources, during the meeting, as needed.

56. Question Time
The video keeps changing to various people. How to I lock it onto one speaker?
The video is too small. How do I make it bigger?
The screen is full size, but now I can’t see my chat panel. What do I do?

57. Sharing Materials
Sharing is controlled by the Presenter (the person who has the “Ball”)
File sharing is the recommended method of presenting materials – if possible use PDF files!
PDF files:  .pdf
Documents:  MS Word (.doc/.docx/.txt)
Presentations:  MS PowerPoint (.ppt/.pptx)
Image files:  .jpg/.tif/.bmp/.gif
Video files:  .mp4
Whenever possible it is best to pre-test files on the PC that is to be used by the Presenter

58. Sharing Materials (cont’d)
The Sharing Tab is located on the Meeting Center Menu Bar
Click Share on the Meeting Center Menu
A drop down menu of options appears

59. File Sharing
You can share these file types: .pdf, .doc, .docx, .ppt, .pptx, .mp4 and more
Please test the file prior to attempting to share it during a meeting
Participants view the shared file in the Meeting Center Window
Procedure:
Step 0: Have the “Ball” (be the presenter)
Step 1: Select Share > File
The Share File dialog box appears
Step 2: Select the document or presentation that you want to share
Browse to the file you want
Step 3: Select Open
The shared document or presentation appears in the Meeting Window
Note: The Tab for the shared file must be selected by the Presenter
Note:
You can share many of the popular media file types
Some of the supported Microsoft Windows media file types include .wmv, .wma, .mp3, .mpg, .mpeg, .avi, .wav, .mp4, .qt, .mov and .flv.
Some of the supported Mac OS media file types include AVI, DivX, .mkv and .GVI.
Some of the unsupported media file types are .rmi, .mkv, .ram, .ra and RMVB
Always best to test in advance of your meeting

60. Real Time Application Sharing
Real Time Application Sharing: is a method of displaying a specific program such as MS Word, PowerPoint, Excel or a Browser (IE, Safari, Chrome, FireFox).  It displays to the participants, just as the Presenter sees it on their computer
Pros
Is dynamic. Great for Team editing in real time
 Allows users to see changes in the content in real-time (Word, PowerPoint, etc)
Lets you grant attendees control of the application
It is possible to grant mouse/keyboard control to another user. This feature is not covered in this training. For any questions, please ask the DA WebEx team
Is ideal for software demonstrations
Lets you and attendees annotate the application and documents
Cons
Requires more bandwidth than File Sharing
Participants can see typing errors
It forces Participant into full-screen mode, and they cannot view documents independently

61. Desktop/Screen sharing
Pros
Lets you quickly share multiple applications at once
Lets you show any part of your desktop, including file directories
Lets you grant attendees control of your desktop, access files, and run applications
Lets you and attendees annotate your desktop and any applications
Cons
Requires the most bandwidth among sharing options
Sometimes personal information can be shared inadvertently

62. How to share a web page
Start your browser (e.g. Chrome, Safari, Firefox)
Navigate to the website you want to use
Go to the Meeting Center Menu Share Tab
Select “Share Application”
Choose the browser you started from above
Or Share WebPage and insert URL

63. Question Time Why would you want to share materials?
What’s the difference between Share File and Share Application?
What common files can I share?
Who controls sharing during a DA WebEx meeting?

64. Recording Your Meeting
DA WebEx has the ability to Record your meetings as they happen—and play them back as you need
Recording is started by the Host
Required: Inform all participants that the meeting is being recorded prior to recording the session
IMPORTANT NOTICE: Please note that this WebEx service allows audio and other information sent during the session to be recorded, which may be discoverable in a legal matter. You should inform all meeting attendees prior to recording if you intend to record the meeting.

65. What is recorded?
WebEx records the full attendee-view of the meeting…so it captures:
All public chats
All data including annotations and notes
Presenter video (requires at least one attendee present in the meeting). Converts full screen video to thumbnails
WebEx Audio (VoIP & Telephony), and 3rd Party Audio (if used)
It does not capture private chats to the host or Poll results not shared by the host

66. To Start Recording
The Host has the ability to start/pause/end recordings
From the Meeting Center Screen press the Recorder button
This starts the recording utility
Press the round Record button to start recording
Note: the red “Recording” status lower left and right (if the status doesn't say “Recording” the meeting is not being recorded

67. To Pause Recording
The buttons operate much as an old cassette recorder
While a recording is in process select the Pause button
Press Pause again to resume recording

68. To Stop Recording
Once the recorder is running, select the square “Stop Recording” button
You will be prompted to pause or stop
Recording ends when the meeting ends

69. How to retrieve a recording
After your meeting has ended send an to Democrats Abroad
Include Date/Time/Title of the meeting
Asking for “my meeting” isn’t helpful… 
Note: please send only one request per meeting then share the resulting
Within 5 business days, one of the DA Volunteers will forward you an with both streaming and download links
Note: the download files are typically too big to
The download file is in .arf format WebEx will supply a special Player

70. To Delete a Recording… To Delete a recording
Host sends an to the DA WebEx volunteer team
Include Date(EST/EDT)/Time/Title of the meeting
Once deleted, they are non-recoverable (no exceptions)

71. Recording Options
The recording can be saved to the WebEx server (recommended) or to your computer
If you want to share the recording use the default “Server” option
In most cases, just use the “Defaults”

72. Recording Specifications
Supported Platforms:
Windows, Mac and Linux
File Formats:
Advanced Recording Format .arf
Recording Conversion:
Webex .arf to Windows Media .wmv and Flash .swf
(Note: .mp4 is available to Admins)
Recording Resolution 1024x768
Audio Recording VoIP / PC Audio
Recording Player: WebEx Network Recording Player
File Size:
Typically 15MB to 40MB per Hour of Meeting Time; Results Vary by Meeting Content
Max Recording Length: 12 hours
Storage / Distribution: Stored on DA WebEx Servers

73. Question Time What should you do before you start recording a meeting?
Who can start a WebEx recording of the meeting?
How do I share the recording with other team members?

74. How to end a meeting and why you need too
The Host must end the meeting
When you close the WebEx meeting window you will be asked to leave the meeting or end the meeting
You must select “End the Meeting”
If the Host has to leave before the meeting is over, pass the Host role to someone else, who must then be the person to end the meeting
If you leave the meeting without ending it, it will continue…possibly overlapping into the next meeting

75. WebEx Minimum Requirements
Browsers:
Chrome
FireFox
Internet Explorer
Safari
Note:
64bit browsers may require an app be downloaded for each meeting
32bit browsers will retain the WebEx software from the previous meeting(s)

76. WebEx Minimum Requirements: cont’d
Operating Systems
Windows
Vista 32-bit/64-bit, Windows 7 32-bit/64-bit, Windows 8 32-bit/64-bit, Windows bit/64-bit, Windows Server bit, Windows Server 2008 R2 64-bit, Windows 10
Mac OS
10.7, 10.8, 10.9, 10.10, 10.11
Linux
Ubuntu 12.x and 14.x (Gnome), Red Hat 5, 6, Open SuSE 13.1, 13.2,Fedora 19, 20 (all 32-bit)
Other
Active X enabled (unblocked for IE is recommended) Java 6 or later
Java 6, libstdc++ 6.0, GNOME/KDE windowing system
Processor
Intel Core2 Duo CPU 2.XX GHz or AMD processor (2 GB of RAM recommended)
Intel (512 MB of RAM or more recommended)
Intel or AMD x86
Safari
5, 6, 7, 8
Windows ≤XP not supported / Mac OSX ≤10.6 not supported

77. Troubleshooting
Try to have all users (Hosts, Presenters, Participants) join a test meeting (or 2) before attempting to join a real one for the first time
Try not to focus on one user at the expense of the rest of the meeting (where possible)
Feel free to or skype the DA WebEx support team

78. Audio Echoes Issue: Echoing is heard in the conference Cause:
Echoing is generally caused by a participant in the teleconference on an open mic creating an audio feedback loop
A mic of one of the members of the meeting (Participant, Host, Presenter) is picking up the teleconference and rebroadcasting it
Steps to resolve:  
Mute ALL lines in the teleconference (Participants, Speaker, Host)
Unmute one active speaker
If the issue does not reoccur when the active speakers are unmuted, begin unmuting attendees to determine which attendee is the cause of the audio feedback loop
If you are able to isolate an individual attendee as the cause, ask the attendee to manually mute their mic, do not use an open mic (headset instead), or leave the attendee muted in the teleconference
NOTE: for conferences of more than two people, using headphones can help prevent echo and/or feedback

79. Headsets- A short note about headsets
Why do I need a headset if my laptop has it’s own mic and speakers?
One of the challenges, when conducting meetings where people have “open” mics and speakers, is ambient noise. This can be anything from typing on the keyboard to road sounds. One of the main culprits is fan noise (even from your laptop)
In most cases a reasonable headset/mic combo will mitigate the problem
Note: the headset connection needs to match the port on your PC. To the right are 3 of the most common types:
Top: this is a standard 4 connector, iPhone headset. I use this on my HP windows PC as I have a matching, single, audio port
Middle: This is an older, dual jack, PC headset. It requires the PC have separate Speaker and Mic ports (note pink/green jacks)
Bottom: This is a USB headset. You can attach this to most any PC made in the last 10 years
Bluetooth (not shown) If your PC supports BT this is a great option as you are not tied ,too closely, to the computer

80. PC/Platforms/Devices
Apple Mac, Mac OSX ≥ 10.7
Windows PC, Windows OS ≥ Vista (32/64
Apple iOS (iPhone, iPad) app available on the App store
Android Phone/Tablet, app available on Google Play
Linux PC, Ubuntu 12.x and 14.x (Gnome), Red Hat 5, 6, Open SuSE 13.1, 13.2,Fedora 19, 20 (all 32-bit)
Some “Wearables” (e.g. smart watches)
For more specifics refer to this page (WebEx System Requirements):
Note: not all devices have full “Host” support. Always best to check in advance

81. Tips & Tricks for a better meeting
Test your computer before the meeting
Join a demo/training session like this one or…
Join a mini WebEx test session here:
This will load any WebEx software needed.
If this test fails, please contact the DA WebEx team
Test your audio devices. If the speakers/headset/mic work on skype, they’ll most likely work on WebEx
Use a headset & mic (see next slide)
I use a USB combo headset. Others have used mobile phone headsets with mic
Test it before you need it
Quit “ALL” other programs during your meeting
Test your bandwidth ( If you have less than 4mbps try not to use video or application sharing
Have Skype running as a back channel to other team members. Use text Instant Messages (not audio)

82. Test/Demo Sessions
Once this training is over you can (and should!) schedule (via the calendar & scheduling form) a test/demo session
This allows you to have an informal meeting so you can get comfortable with managing and sharing
We strongly suggest you do this with a few of your teammates

83. WebEx Meeting Center User’s Guide
For a more “in depth” look at the features and functions available during a DA WebEx meeting please refer to the WebEx Meeting Center User Guide
Note: This guide may not be the same as our current version

84. Sandboxes… What is a “Sandbox”? Why is it useful? How get one
In the IT world, a “Sandbox” is a safe testing environment
Why is it useful?
A place where people can experiment, try out, make changes and “play” with software and devices without impacting the real world
How get one
You schedule a “Sandbox” the same way as a regular meeting. Just have Sandbox in the request form. Please ensure you’ve checked the DA WebEx meeting calendar first!

85. Thanks for being a part of Democrats Abroad
Questions?
Any questions?
Feedback?
It’s very helpful for your DA WebEx team to receive feedback after these sessions. Please take a minute to send us you thoughts on what was good and what needs improvement
Thanks for being a part of Democrats Abroad

86. Thanks for your time!

87. The following are notes from training discussions…
Working Notes:
The following are notes from training discussions…

88. Small Meeting Planning and Setup
Add here

89. Sharing a Whiteboard
Sharing a whiteboard allows you to draw objects and type text that all participants can see in their content viewers. You can also use a pointer to emphasize text or graphics on a whiteboard.
To share a whiteboard, select Share > Whiteboard.
Other things you can do while sharing a whiteboard:
Display it at various magnifications, in miniature (thumbnails), and in full-screen view
Copy and paste images into it
Reorder its position in reference to any other whiteboards
Print it
Synchronize participants' displays with the display in your content viewer
Save it
Note: You can add multiple pages to a shared whiteboard. You can also share multiple whiteboards.
If you allow participants to annotate slides and pages, you and participants can draw and type on a whiteboard simultaneously. You can also allow participants to save, print, and display different views of shared whiteboards.

90. Send a meeting transcript to participants
This is a WebEx feature; It’s main function is to send documents that have been saved during the meeting to participants. However, since most of the materials used in DA WebEx meetings are already in PDF or other shareable format, this feature is not often used
Step 1: In the meeting window, select File > Send Transcript. If you saved any files during the meeting, the Send Transcript dialog box appears, allowing you to attach the files to the transcript message. If you did not save any files during the meeting, a transcript message opens
Step 2: If the Send Transcript dialog box appears, select the check box for each file that you want to attach to the transcript, and then click OK
Step 3: Review the message and make any changes that you want
Step 4: Send the message
Note: The transcript is sent to all participants who provided their addresses when joining the meeting, whether or not they are still attending the meeting when you send the transcript. Audio-only participants are not listed on the transcript.
 For security purposes, a participant who receives a transcript message cannot see the addresses of the other participants.
 The transcript contains notes only if you are the meeting host, the public note taker, or the closed captionist, and you have saved the notes to a file. If all participants can take private notes, the transcript message does not include your private notes, and the option to attach your notes in a file is not available.
I f you saved notes or closed captions to a file, the transcript message and the attached notes file contain the latest version of notes that you saved.


91. Mac OSX
Starting with Mac OS X 10.7, Apple no longer offers Java as part of the Mac operating system. Since WebEx had previously relied on the Java browser plugin to automatically download the meeting application for first-time users, those who did not have Java installed found it difficult to join a meeting.
The dependency on Java has been removed
Instead, the user is asked to install a small plugin that, once installed, handles the rest of the meeting application installation and then starts the meeting
Mac OS X 10.6 ended with version WBS30 and is not longer supported in WebEx Meeting Center
The only workaround is to upgrade

92. Windows 64bit OS
In some cases WebEx will ask you to preload a “helper” app to start in a 64 bit environment

93. File Sharing: Staging Large Files
In some cases you may need to share a large file from a client with a low bandwidth connection. Here are some strategies that may help:
Don’t try to do this for the first time during a meeting
Use a Sandbox or Private WebEx to pretest
Prior to the meeting use Google Drive, DropBox, or other cloud sharing app to get the file to a faster client (possibly overnight)
We’ve had great success with this method
Change the “density” of the file. Saving the file as a PDF can drastically change the file size
Most PDF apps have a “reduce file size” option
Use multiple files instead of one big one
Use a file naming convention that keeps them in order e.g. filename 001, filename 002, etc…