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Watch as author Karen Hyder demonstrates how to use WebEx Training Center to hold effective online meetings with audio, video, and screen sharing capabilities. This course covers how to set up, host, and manage sessions using built-in collaboration tools; how to engage presenters with chat and polling; how to share presentation duties with other participants; and how to use the WebEx recording features to make content available to others at a later date.
Note: Those using Meeting Center will also be able to use this course.
Before you actually start a session, you'll want to join the room early to set up the preferences that you'll need for this session. I'll click on the Start button on the far right side of the list of sessions. And once connected, I see an empty session room. Because I've enabled Audio Conference, it prompts me to choose my audio option. I'm going to be using voice over IP audio, so I'll click on Call Using Computer but because no one has joined yet, I'll mute my audio.
You can also see that my QuickStart page is visible. This is an option that can be deselected when the session room is created. To change the session settings go to the Session menu, choose Session Options, and you'll see on the Communication tabs that there are several communication modes that you can allow or disallow. By default, chat, the question and answer panel, feedback icons like green checkmark, red X, hand raise, and emoticons are turned on, Video options are turned on, and Attention Tracking is also turned on.
That's the feature that allows you to see when participants have moved another window to the foreground on their screen and WebEx is no longer the primary window. I know we're not going to be using question and answer during this session, so I'll uncheck Q & A. Also in this Training Session Options window I have an Import Mode tab. Double-check that the Universal Communications Format option is selected. This is the feature that ensures your PowerPoint file is converted to something that can maintain animations, transitions, and if you've embedded video or audio file or Flash files into your PowerPoint, those will also be displayed when you join the session.
The Printer driver setting would install your PowerPoint in possibly a higher quality resolution but the animations and transitions will not display. I'll leave my setting set to the default and click on OK. In addition, I can choose the Session menu > Greeting Message and a new browser window opens to show me the default text of the greeting. If you'd like to change that message, just select the text that's here and type in the text you prefer to use.
Remember to click the Display this message when attendees join the session checkbox in the top portion of the screen. This setting might also have been turned on when you initially created your session. Finally, click on OK. Return back to your WebEx window by clicking the WebEx ball icon that's resident on your taskbar. Another change you might want to make is click on the Session menu item and click Restrict Access. That will keep participants locked out of the room until you're ready to start.
When it is time to start your session, click on Session > Restore Access. Later in the session I'm planning to use breakout rooms. So, I'll turn on the panel for breakout rooms to display on the right side of my screen. Use the More options and controls menu in the top right corner of your screen, click Manage Panels, and move the available panel, Breakout Session, to the right side. Once listed under Current panels, the Breakout Session panel will be available.
If you'd like to allow participants to change the sequence of the panels, keep Allow participants to change checked. If you don't want participants to change the sequence of the panels--for instance, if you'd like to be able to reference the Participants panel in the top right corner or the Breakout Session panel in the lower right corner-- uncheck that option, and click OK. These session setting changes can take a bit of time to set up, so it's ideal to do it well before the participants join the session.
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