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Inviting attendees and presenters

From: Up and Running with WebEx Training Center

Video: Inviting attendees and presenters

Participant registration may not be critical to you. It might be more important to you to just invite the participants that you want, send them a URL to join the session, give them information about the start time, end time, and materials available to them, and allow them to join if they choose to. To invite participants, scroll down on the Schedule Training Session form to the Attendees field. The Invited attendees box initially is empty.

Inviting attendees and presenters

Participant registration may not be critical to you. It might be more important to you to just invite the participants that you want, send them a URL to join the session, give them information about the start time, end time, and materials available to them, and allow them to join if they choose to. To invite participants, scroll down on the Schedule Training Session form to the Attendees field. The Invited attendees box initially is empty.

When you click on the Invite Attendees button, a window pops up that allows you to fill in your attendees' names, email address, telephone numbers, and whether or not you want that person to be added to your address book or if you'd like them to be a host in your session as an alternate for you. So I'll fill in a name here, and I can add this new attendee to my address book and click on Add Attendee. There is one extra step to the invitation process.

At the top of your screen, you'll click on the checkbox to the left of the Invitee's name, then click Invite. Now, you can see that Greg Thomas's name is listed as an invited attendee. One other facet to the Attendees dialog box is the ability to access your address book. When I click on Invite Attendees, at the top-right portion of the screen, notice the Select Contacts button. When I click that, it opens up a new window and I can choose from my Personal Contacts, my Company Address Book, or other groups.

These connections would need to have been set up ahead of time for me to actually access my Company Address Book or Personal Contacts list. For now, I'll close out of this window and if you had invited additional attendees, their name would be listed here. If you'll be producing a session for a subject matter expert or you'll have co-presenters joining your session, click on the Invite Presenters button, and just like we did for our Attendee, you can select your co-presenter's name from your contact list, or you can fill in their name as a presenter who will join your session with you.

My personal rule of thumb is to always add someone to my address book. If I have invited them once, the chances are I will need to invite them again at another time. So save yourself time and add them to the address book. Then you can add them again to another session. Be sure to click on the check box to the left of that presenter's name and click on Invite. Double-check that the presenter's name shows in the Invited Presenters field. If you'd like to be sure that WebEx invites the correct people to the session, fill in the attendees and the presenters here.

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This video is part of

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Up and Running with WebEx Training Center

58 video lessons · 6508 viewers

Karen Hyder
Author

 
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  1. 1m 47s
    1. Welcome
      1m 2s
    2. What you need to know
      45s
  2. 11m 25s
    1. Introducing WebEx and registering for a session
      2m 57s
    2. Joining a session
      1m 37s
    3. Setting your preferences
      3m 52s
    4. Accessing the downloadable tools
      2m 59s
  3. 27m 27s
    1. Creating an instant session
      2m 21s
    2. Scheduling and setting up a training session
      1m 36s
    3. Selecting audio conference settings
      2m 22s
    4. Setting a session's date, time, and occurrence
      2m 34s
    5. Scheduling in-session hands-on labs
      51s
    6. Requiring registration
      2m 6s
    7. Inviting attendees and presenters
      2m 59s
    8. Setting session options and customizing a greeting
      3m 18s
    9. Setting up breakout sessions
      1m 12s
    10. Editing email options
      3m 33s
    11. Setting session information and adding course material
      1m 30s
    12. Adding tests
      1m 29s
    13. Saving settings as templates
      1m 36s
  4. 12m 39s
    1. Logging in from email
      2m 30s
    2. Introducing the WebEx user interface
      1m 7s
    3. Understanding WebEx panels
      2m 55s
    4. Sending and receiving chat messages
      3m 13s
    5. Viewing preloaded content
      2m 54s
  5. 12m 59s
    1. Logging in as a host and adjusting the session
      2m 20s
    2. Creating tests
      2m 43s
    3. Modifying session settings
      4m 11s
    4. Assigning participant privileges
      3m 45s
  6. 19m 42s
    1. Understanding the Participant panel features
      3m 21s
    2. Using emoticons to engage participants
      4m 17s
    3. Activating audio and video controls
      3m 2s
    4. Changing participant roles
      2m 21s
    5. Inviting and expelling participants after the session has started
      2m 12s
    6. Using the Q&A panel
      4m 29s
  7. 40m 37s
    1. Uploading files and polls to share
      6m 10s
    2. Displaying slides and animations
      3m 2s
    3. Annotating slides and whiteboards
      6m 48s
    4. Presenting audio and video files
      2m 12s
    5. Sharing a live application
      8m 56s
    6. Enabling a user to control a shared application remotely
      3m 21s
    7. Showing a poll question and its results
      5m 51s
    8. Transferring files to participants
      1m 53s
    9. Sharing a web site
      55s
    10. Sharing web content
      1m 29s
  8. 12m 45s
    1. Understanding telephony and VoIP audio
      5m 34s
    2. Starting the audio conference
      1m 44s
    3. Testing and troubleshooting audio
      3m 20s
    4. Understanding web camera video options
      2m 7s
  9. 11m 41s
    1. Using polls to support interaction
      2m 21s
    2. Creating and saving poll questions
      4m 0s
    3. Customizing poll settings
      2m 41s
    4. Downloading the WebEx Poll Questionnaire Editor
      2m 39s
  10. 8m 19s
    1. Managing breakout sessions
      8m 19s
  11. 9m 41s
    1. Recording sessions
      5m 28s
    2. Managing network-based recordings
      4m 13s
  12. 2m 31s
    1. Ending a session and saving files
      1m 3s
    2. Reviewing the session files
      1m 28s
  13. 2m 0s
    1. Next steps
      2m 0s

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