IntroductionWelcome| 00:03 | Hello, I am Karen Hyder. Welcome to Up
and Running with WebEx Training Center.
| | 00:09 | In this course I'll show you how to
create online training sessions and
| | 00:14 | invite attendees to them,
| | 00:16 | manage the attendees' abilities to
contribute to the class, connect with
| | 00:21 | attendees using webcams and microphones,
| | 00:24 | solicit interaction to keep up
with your attendees' moods and needs,
| | 00:29 | Issue polls to ascertain
attendees' experience levels, load files and
| | 00:35 | share applications,
| | 00:37 | involve attendees by allowing them to
control your screen, organize attendees
| | 00:43 | into collaborative breakout sessions,
record your courses for later playback, and
| | 00:49 | generate reports and
review in-session materials.
| | 00:53 | In short, we'll be looking at all the
major features of this robust program.
| | 00:58 | So let's get up and running
with WebEx Training Center.
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| What you need to know| 00:00 | In this course I don't expect you to
know anything about WebEx, but I do
| | 00:05 | encourage you to follow along with me
and explore the menus in Windows I show
| | 00:10 | and practice using the features
by performing the tasks I perform.
| | 00:14 | You can use your own sample files such
as PowerPoint and video files, and you
| | 00:19 | can practice sharing your own applications
and creating your own tests and poll questions.
| | 00:25 | To see the features and options I see,
you'll need host level access to WebEx
| | 00:31 | Training Center and your
own User ID and Password.
| | 00:35 | I've been using WebEx for many years
and I think you'll find that it's an
| | 00:38 | excellent tool to support
your live online training.
| | 00:42 | Let's begin whenever you're ready.
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1. Using WebExIntroducing WebEx and registering for a session| 00:00 | Welcome to the Cisco WebEx welcome screen.
| | 00:03 | I arrived at this screen by using the
URL that my System Administrator gave to
| | 00:08 | me and I'm seeing now my options for
accessing different aspects or facets of
| | 00:15 | the WebEx product line.
| | 00:16 | On this screen, I can join a meeting;
| | 00:19 | I can log in as a host.
| | 00:21 | If I have a meeting number I can fill
that meeting number in in this space here.
| | 00:25 | Across the top of the screen there
are several buttons representing the
| | 00:29 | different types of WebEx that you can use.
| | 00:32 | Meeting Center is used for
groups of fewer than 25 participants.
| | 00:36 | Training Center is used for
online training programs or courses.
| | 00:41 | Support Center is appropriate to use
for IT or helpdesk support staff to reach
| | 00:47 | out to users and assist
them at their workstations.
| | 00:51 | Event Center is appropriate for very
large groups like corporate staff meetings.
| | 00:56 | And the My WebEx button is where I
go to see items specific to my set up.
| | 01:02 | Training Center is a tool that falls
into a category of products commonly known
| | 01:06 | as Virtual Classroom.
| | 01:08 | It has unique features that
support training interactions.
| | 01:12 | Presenters and participants can join a
session at a predetermined time to share
| | 01:17 | and view each other's content, like
PowerPoint slides, audio or video files,
| | 01:22 | Whiteboards with annotation tools,
and live software demonstrations.
| | 01:27 | Different from WebEx Meeting Center,
Training Center also provides participant
| | 01:32 | registration in tracking, testing,
breakout groups and polling, and it supports
| | 01:39 | credit card and PayPal
payments for for-fee training.
| | 01:43 | Let's take a closer look at Training Center.
| | 01:46 | I'll click on the button at the top of
my screen and you can see a listing of
| | 01:50 | the live sessions available to me today.
| | 01:53 | You can see later today there is a
training session called PowerPoint Basics and
| | 01:57 | one called Word basics.
| | 01:59 | On the far right side of that
item there is a Register link.
| | 02:03 | I'll need to register for the session
and wait for an email to have access
| | 02:08 | to the session later.
| | 02:09 | Start by clicking on Register. Notice
the session information at the top of the
| | 02:14 | page and scroll down to
the Registration Information.
| | 02:17 | I'll fill-in my First name and my Email address.
| | 02:25 | If the host has set up this session
to require confirmation, I'll have to
| | 02:30 | stand by and wait for an email that
gives me approval to join the session.
| | 02:35 | For now, I can see that my Registration
is Pending and so I'll just click on OK.
| | 02:41 | So as you can see, if sessions are
available, you'll have access to the Join link.
| | 02:46 | If sessions are coming up later on in
the day, you'll have to wait to join, and
| | 02:51 | if registration is required, you'll
need to fill in an extra form before you
| | 02:55 | can join the session.
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| Joining a session| 00:00 | I would like to brush up my skills on
PowerPoint and Word, so I'm going to
| | 00:04 | access some training
sessions that are running today.
| | 00:07 | I'll click on Training Center and
the Live Session view is displayed.
| | 00:12 | If your Live Session view doesn't show
automatically, click the Live Sessions
| | 00:16 | link under Attend a Session on
the left side of your screen.
| | 00:21 | I can see that PowerPoint Basics
is running and I can join right now.
| | 00:26 | To see what this session is going to
be about I'll click on the PowerPoint
| | 00:30 | Basics topic and the
Session Information window opens.
| | 00:33 | It shows me the start time, the
duration, any description or agenda that the
| | 00:39 | presenter might have provided, and the
login information that I'll need to join.
| | 00:44 | If any tests or materials are available I'll
see them attached at the bottom of the screen.
| | 00:50 | Because this session is about to start I
can fill-in the Join Session Now fields
| | 00:56 | on the right side of the screen
with my name and my email address.
| | 01:00 | I can click on Join Now to access the session.
| | 01:09 | It appears as though the host has not
yet joined the session, so I'll click on
| | 01:13 | OK and just look around.
| | 01:15 | I'm seeing the WebEx interface with
some session information off to the left
| | 01:19 | side, I can see any participants that
are logged in on the right, and I can see
| | 01:23 | a Chat Panel in the lower-right where I
can type messages to other participants
| | 01:28 | or to the host or presenter.
| | 01:31 | So this is a basic WebEx Training
Center session room and I'll just standby
| | 01:35 | until the host joins.
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| Setting your preferences| 00:00 | When you get your WebEx User ID, you'll
want to log in and set up the interface to
| | 00:06 | suit your needs and to fill in your preferences.
| | 00:09 | Start by going to the Training Center
button and on the left side of the screen
| | 00:14 | notice the Set Up options.
| | 00:16 | The first Set Up option to look
at is Set Up Training Manager.
| | 00:20 | If you've never used the WebEx session
interface in the past, you can set up
| | 00:25 | the software in advance and save time
installing at the beginning of your first session.
| | 00:30 | In this location you can also
verify your rich media players.
| | 00:35 | So if you'll be using multimedia tools,
AVI files, Flash video, you can ensure
| | 00:42 | that your hardware has the right
software installed to support those files.
| | 00:47 | By clicking on Set Up, the WebEx software
will be installed on your local machine.
| | 00:52 | When you click on Verify your Rich
Media Players you have the option to check
| | 00:57 | which of these players is
installed on your machine.
| | 01:00 | Click Check Now to test.
| | 01:03 | This screen shows me that Flash
Player is installed. (video playing)
| | 01:15 | This option shows me that Windows
Media Player is installed. (video playing)
| | 01:27 | This option shows me
that QuickTime is installed.
| | 01:31 | Also on the left side of the screen
under Preferences, I can set up options like
| | 01:38 | which screen will display when I
log in and what time zone I'm in.
| | 01:43 | So if I always want to look at what sessions
are running I would leave it set to Today View.
| | 01:49 | But I might prefer to show
Daily, Weekly, or Monthly View.
| | 01:55 | When I log in I can choose to
display the page that I prefer.
| | 01:59 | By default, it's showing Today View, but
when I drop down the list I have other
| | 02:04 | options for Daily, Weekly, or Monthly View,
Upcoming Session View, Recorded, Join
| | 02:11 | an Unlisted Session, or Start an Instant Session.
| | 02:14 | So whichever view I use most often,
I can set my view to default to.
| | 02:20 | Then I'll click on OK.
| | 02:24 | Under my Profile on the left side, I
can fill in my name and address and
| | 02:30 | my telephone number.
| | 02:32 | The major advantage to filling in my
telephone number in this field is that
| | 02:37 | I can ask WebEx sessions to call me, rather
than for me to call in to the WebEx session.
| | 02:44 | It's sometimes important when
participants will be joining from a home telephone
| | 02:48 | number or from a hotel or from a cell
phone that charges for outgoing minutes.
| | 02:55 | By using Call-back, I can be sure that I'm
using the most cost-effective calling option.
| | 03:01 | In addition, I can also set up options
for my Calendar, what work hours I work
| | 03:07 | within, the templates that I'm using. I
have a link here to my Personal Meeting
| | 03:12 | Room; that is the meeting that requires
no setup, but I can jump into a session
| | 03:17 | with a coworker at any time.
| | 03:19 | I can also adjust standard session
options including options like the
| | 03:24 | QuickStart page that displays whenever
I join a WebEx session. I can opt for
| | 03:29 | that to be displayed or not.
| | 03:31 | I'll click Update to confirm my options.
| | 03:36 | So by setting my Profile and
Preferences in advance, I can customize the WebEx
| | 03:42 | interface to my needs.
| | 03:43 | By setting up the Training Manager in
advance, I can be sure that the WebEx
| | 03:48 | software is ready to run when
I'm ready to start my session.
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| Accessing the downloadable tools| 00:00 | In addition to the standard
features that you find when you log in to a
| | 00:04 | WebEx Training Session, there are
some add-on tools you might choose to
| | 00:09 | download in advance.
| | 00:11 | Click on your Training Center link at
the top of your screen and click the
| | 00:15 | Downloads menu in the lower left
portion of your screen under Support.
| | 00:20 | If the Support list is not shown, click
the Arrow button to the right of Support
| | 00:25 | to expand that menu.
| | 00:28 | When you click Downloads, you'll see all the
Training Center downloads that are available.
| | 00:33 | At the top of the screen you see WebEx
Training Manager. That's the application
| | 00:37 | that is the WebEx interface itself.
| | 00:40 | It's helpful to access the Downloads
prior to the session to be sure the
| | 00:45 | software is installed before you need it.
| | 00:48 | This is especially useful for
participants that are behind a firewall or are not
| | 00:54 | in a position to install
things on their local machines.
| | 00:57 | You can send them the link to install the
WebEx Training Manager prior to your session.
| | 01:03 | Allow them to get permissions or
change settings and install the software and
| | 01:09 | then the software will be resident on
their own machines when it's time for
| | 01:13 | the session to begin.
| | 01:14 | If they have any kind of limitations,
it's critical that you deal with this days
| | 01:18 | in advance rather than minutes in advance.
| | 01:21 | If you intend to record your sessions
and you want participants to be able to
| | 01:26 | play back those recordings, you can
ask them to download the proprietary
| | 01:31 | player software. That way they can play back
any WebEx recording on their local machines.
| | 01:38 | The WebEx Poll Questionnaire Editor is
a standalone view of the polling panel.
| | 01:44 | When you download the Poll
Questionnaire Editor you can create and save polling
| | 01:49 | questions, then upload those polling
questions at the start of your session and
| | 01:54 | display them to
participants at the appropriate time.
| | 01:57 | See the movie that addresses the WebEx
Poll Questionnaire Editor in more depth.
| | 02:02 | The WebEx Universal Toolkit and Document
Manager is a set of tools that supports
| | 02:09 | your ability to load multimedia
content into PowerPoint slides,
| | 02:14 | then upload those PowerPoint slides
into the WebEx interface and play back
| | 02:19 | the multimedia content.
| | 02:21 | And the last one, Productivity
Tools, are add-ons to your standard
| | 02:26 | communication tools like Microsoft
Outlook, IBM Lotus Notes, Microsoft Office,
| | 02:32 | or instant messengers.
| | 02:34 | They allow you to quickly access WebEx
sessions without having to log into WebEx separately.
| | 02:41 | I think you'll find that in many cases,
having access to these add-ons or these
| | 02:46 | additional tools can help
streamline your workflow.
| | 02:49 | So when you log into WebEx, be sure to
check out the Support Downloads window to
| | 02:55 | see what downloads are available to you there.
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2. Creating WebEx Training SessionsCreating an instant session| 00:00 | Before you get started using WebEx,
you'll want to create a session that you and
| | 00:05 | your participants can log in to.
| | 00:07 | You, as the host, will start by logging
into the WebEx administrative space and
| | 00:13 | you'll find yourself at the Welcome screen here.
| | 00:15 | For our purposes today, we're going to
be creating a training session, so I'll
| | 00:20 | click on the button at the top left
portion of the screen, Training Center,
| | 00:24 | and it will display the live sessions that are
available today that I can join as a participant.
| | 00:30 | Notice the left side of the screen.
There are menu items available.
| | 00:34 | Under Host a Session, I have the option
between scheduling an instant session or
| | 00:40 | scheduling training.
| | 00:41 | Let's first look at Instant Session.
| | 00:44 | I'll click on the button and it prompts
me to fill in the Name and the Password
| | 00:48 | for this session. I'll start
by just filling in the name.
| | 00:52 | Session Passwords are not required, but
if you'd like to restrict your session
| | 00:56 | to just your group and you'd prefer not
to have outsiders joining, a password can
| | 01:02 | provide security for you.
| | 01:03 | In addition, you can click Unlisted
training session, which means as other
| | 01:09 | participants log into the WebEx
interface, they will not see your training
| | 01:14 | session listed so they cannot register or join.
| | 01:18 | You can also set the option for
Audio Conference so that your telephone
| | 01:22 | conference is set up for you.
| | 01:24 | When you click Start Session, it will
request that you give more details on the
| | 01:29 | Audio Options. Click the drop-down
list and select the appropriate choice.
| | 01:34 | You can use WebEx internal Audio,
which gives you a telephone number to join.
| | 01:39 | You can use your own conference calling
service, but you'll need to fill-in your
| | 01:43 | conference call number, or you can
choose to use Voice over IP only.
| | 01:47 | The participants will need a
headset and microphone to communicate with
| | 01:51 | you during the session.
| | 01:53 | If it's not important to integrate
audio with your session, select None.
| | 01:58 | This would be appropriate if you're
going to dial the users directly or use
| | 02:01 | an external conference system that
does not need to integrate with WebEx for
| | 02:05 | recording purposes.
| | 02:08 | When I click on OK my session will begin.
| | 02:11 | So this is my instant session, a
quick way to get into WebEx and get
| | 02:18 | started working right away.
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| Scheduling and setting up a training session| 00:00 | When you log in to your WebEx account,
you find yourself at the Welcome page.
| | 00:05 | If you want to set up a training
session and adjust the defaults, start by
| | 00:09 | clicking on the Training Center button.
Then on the Menu on the left side, click
| | 00:14 | on Schedule Training.
| | 00:16 | A long form will display on the right
side of the screen, and the first portion
| | 00:22 | of the form is similar to what you
saw when you created an instant session.
| | 00:26 | Fill in your topic.
| | 00:28 | You can choose to use a password if appropriate.
| | 00:30 | You can also choose to show this
session in a list that other WebEx users in
| | 00:35 | your organization can choose to log in to.
| | 00:38 | If you'd like to keep it unlisted,
other WebEx users will not see your
| | 00:43 | session in the list.
| | 00:45 | If you know your session will have
over 500 attendees, do click this checkbox
| | 00:50 | to be sure that the WebEx session runs on a
server that can accommodate that many users.
| | 00:56 | Clicking on Automatically delete
session after it ends helps you manage your
| | 01:00 | session interface and keep things tidy.
| | 01:03 | When you create a session, you might
want to have the invitation that the
| | 01:07 | attendees see sent to you too.
| | 01:09 | So you can click that option to have a
copy of the attendee invitation sent to you.
| | 01:16 | If you click on Start Session, you've created
an instant session just like we saw earlier.
| | 01:22 | There are a lot of other options that
you can change, and as I scroll down
| | 01:27 | through this form, you can see the
details that we'll discuss in depth in
| | 01:32 | other movies.
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| Selecting audio conference settings| 00:00 | Once you fill in the session and
access information, you'll want to make
| | 00:04 | adjustments to the Audio Conference Settings.
| | 00:07 | Scroll down to see the detail.
| | 00:09 | By default, WebEx Audio is set as your option.
| | 00:13 | That means you can use
telephone calling or Voice over IP audio.
| | 00:18 | It will depend on what your
participants choose to use.
| | 00:22 | The toll-free number assigned to this
session will be displayed for participants
| | 00:26 | to use and will be included
in the invitation that is sent.
| | 00:31 | If you have participants who will
be joining from other countries, it's
| | 00:35 | important that you also
display the global call-in numbers.
| | 00:40 | If you're concerned about noise on the
line, click Mute attendees upon entry to
| | 00:45 | be sure that you're not hearing
participants join the session.
| | 00:49 | There is an option here for
Entry and exit tone set to No Tone.
| | 00:53 | I encourage you to keep that
set to the default setting.
| | 00:56 | Otherwise, beeping and announcing
names can be a noisy start to your session.
| | 01:02 | I'll leave that set to No Tone.
| | 01:04 | Audio Conference Settings can be
changed if you click the drop-down list
| | 01:08 | arrow to the right.
| | 01:09 | If you choose to use a corporate
telephony service, click on Other
| | 01:14 | teleconference service here. Then fill
in the phone number that you want your
| | 01:19 | participants to use along with any
instructions that they'll need to follow,
| | 01:24 | like pressing star or pound
or filling in a PIN number.
| | 01:29 | This information will be displayed to
them in the email invitation and when
| | 01:33 | they join the session.
| | 01:35 | If you prefer not to use telephony, but
you'd rather have participants use Voice
| | 01:40 | over IP or computer-based
audio only, click Use VoIP only.
| | 01:47 | Participants will need a microphone
and speaker or a headset to join this
| | 01:52 | session and participate in the audio.
| | 01:55 | Again, Mute attendees upon entry is a
great way to keep things quiet at the
| | 02:02 | beginning of your session.
| | 02:03 | I'll change mine back to WebEx Audio to
allow my participants to select either
| | 02:09 | telephone or Voice over
IP for their audio choice.
| | 02:13 | Select the None option if your intention
is to dial the participants directly or
| | 02:19 | integrated audio is not important to you.
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| Setting a session's date, time, and occurrence| 00:00 | If you're using the Schedule
Training Session form as opposed to Instant
| | 00:04 | Session, you're probably
setting a date and time in the future.
| | 00:09 | So scroll down to the Date and Time field.
| | 00:12 | You'll notice the default time is right
around now, whatever time you're logged in.
| | 00:17 | Click on the dropdown list to change the
month, the day of the month, or the year.
| | 00:22 | I'm going to set mine for the 5th and
change the start time hour, the start time
| | 00:29 | minute, and AM or PM.
| | 00:33 | If you plan to join this session with
participants from other time zones, you
| | 00:38 | might want to find out if those
participants can join during business hours or
| | 00:42 | whether it would be in the
middle of the night for them.
| | 00:45 | So I'm in Pacific Time, so when I
display the Select Time Zones window, I
| | 00:51 | automatically show Pacific Time.
| | 00:54 | When I click on Plus, I can
add other time zones to my list.
| | 00:58 | So I'll choose Mountain Time, I'll add
plus and choose Eastern Time, and when
| | 01:09 | I click Show Time, it gives me a grid that
displays the different times across the screen.
| | 01:16 | That way, I can double-check that my
time will be appropriate for all users.
| | 01:21 | In my case, I might want to be
sensitive to those users who are joining from
| | 01:25 | Indiana, who would be
starting at the end of their workday.
| | 01:29 | I can also change the setting to allow
participants to join a few minutes early.
| | 01:34 | By default, participants are allowed
to join 5 minutes before the start time,
| | 01:39 | but I like to increase that time to
15 minutes or more to allow a bit of
| | 01:44 | buffer, so that as participants are
joining, I have time to help them adjust
| | 01:49 | their audio settings, handle technical
issues, or answer questions before we get
| | 01:54 | started with the content.
| | 01:56 | The Occurrence options allow me to set up
the session to recur on a regular basis.
| | 02:02 | If this were a college-level course,
it would probably recur 15 times over
| | 02:08 | the course of 15 weeks.
| | 02:09 | I'll also set my estimated duration to
the length of time I plan to be online.
| | 02:15 | So I'll change mine to 2 hours.
| | 02:17 | So as you can see, setting the date
and the time in the future allows you to
| | 02:22 | create a session with an invitation
that you can send to participants, that
| | 02:27 | gives them clear information about the
start time, the end time, and how early
| | 02:32 | they can join the session.
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| Scheduling in-session hands-on labs| 00:00 | Virtual classroom technology
is intended to replicate the
| | 00:03 | face-to-face classroom.
| | 00:05 | But one element that's missing often is
the ability for the participants to key
| | 00:10 | along with the presenter or do
practice activities on their own.
| | 00:14 | If you scroll down on your Schedule
Training Session form, notice the field for
| | 00:20 | In-session Hands-On Lab.
| | 00:22 | How this works is if you reserve
computers from the Hands-on Labs, you can allow
| | 00:28 | your participants to log in to a remote
computer, not their own computer, but log
| | 00:33 | in to a computer that has the
software and activity files they'll need to
| | 00:38 | complete their assignments
during the training class.
| | 00:42 | In order to set this up and use
the Hands-on Lab, talk to your system
| | 00:46 | administrator about your needs and
what setup requirements you have.
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| Requiring registration| 00:00 | One option for inviting participants is
just to generate a session and send out
| | 00:06 | invitations, but if you're working in
a corporation and you'd like to post
| | 00:10 | your session on a calendar and allow
participants to self-register, you'll want
| | 00:15 | to make changes to the Registration options
here in the Schedule Training Session form.
| | 00:20 | So scroll down to Registration and
notice your options are to require Attendee
| | 00:25 | Registration and to approve
automatically or manually approve registrations.
| | 00:31 | When I click on Require attendee
registration, I get much more detail to fill in.
| | 00:37 | The registration close date--that is,
how soon before the session starts that
| | 00:41 | people can no longer register--the
maximum number of registrants, wait listing,
| | 00:48 | and cancellation timeframes.
| | 00:50 | If you'd like to collect any special
information from your participants as
| | 00:54 | they register, click on the Customize
Form button to bring up another window,
| | 00:59 | and by default, the Registration options
require their first name, last name, and email address.
| | 01:05 | But, if you'd also like to gather from
them their company information or their
| | 01:10 | address, you can choose those options as well.
| | 01:13 | If you'd like to add additional items
to the registration form, use the options
| | 01:18 | along the bottom of the
screen to make your edits.
| | 01:22 | If you do make edits to the
registration form, be sure to save it with a new
| | 01:26 | name so that you can use that form again later.
| | 01:31 | The option for Automatically approve
all registration requests saves you
| | 01:36 | administrative time.
| | 01:38 | Participants automatically receive
information about the course as soon as they register.
| | 01:43 | If you'd like to filter or evaluate
registrants before you approve them, then
| | 01:49 | keep this option unchecked.
| | 01:51 | You'll have to go into the interface to
approve or disapprove participants as they register.
| | 01:58 | So, as you can see,
Registration includes additional steps.
| | 02:02 | It allows you to control
who can join your session.
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| Inviting attendees and presenters| 00:00 | Participant registration
may not be critical to you.
| | 00:03 | It might be more important to you to
just invite the participants that you
| | 00:08 | want, send them a URL to join the
session, give them information about the
| | 00:12 | start time, end time, and materials available
to them, and allow them to join if they choose to.
| | 00:19 | To invite participants, scroll down on
the Schedule Training Session form to
| | 00:25 | the Attendees field.
| | 00:28 | The Invited attendees box initially is empty.
| | 00:31 | When you click on the Invite Attendees
button, a window pops up that allows you
| | 00:35 | to fill in your attendees' names, email
address, telephone numbers, and whether
| | 00:41 | or not you want that person to be
added to your address book or if you'd like
| | 00:46 | them to be a host in your
session as an alternate for you.
| | 00:49 | So I'll fill in a name here, and I can
add this new attendee to my address book
| | 00:57 | and click on Add Attendee.
| | 00:59 | There is one extra step
to the invitation process.
| | 01:03 | At the top of your screen, you'll
click on the checkbox to the left of the
| | 01:07 | Invitee's name, then click Invite.
| | 01:12 | Now, you can see that Greg Thomas's
name is listed as an invited attendee.
| | 01:17 | One other facet to the Attendees dialog box
is the ability to access your address book.
| | 01:23 | When I click on Invite Attendees, at the
top-right portion of the screen, notice
| | 01:28 | the Select Contacts button.
| | 01:30 | When I click that, it opens up a new
window and I can choose from my Personal
| | 01:35 | Contacts, my Company
Address Book, or other groups.
| | 01:39 | These connections would need to have
been set up ahead of time for me to
| | 01:43 | actually access my Company
Address Book or Personal Contacts list.
| | 01:49 | For now, I'll close out of this
window and if you had invited additional
| | 01:53 | attendees, their name would be listed here.
| | 01:57 | If you'll be producing a session for
a subject matter expert or you'll have
| | 02:01 | co-presenters joining your session,
click on the Invite Presenters button, and
| | 02:06 | just like we did for our Attendee, you
can select your co-presenter's name from
| | 02:11 | your contact list, or you can fill in
their name as a presenter who will join
| | 02:18 | your session with you.
| | 02:20 | My personal rule of thumb is to
always add someone to my address book.
| | 02:25 | If I have invited them once, the chances are I
will need to invite them again at another time.
| | 02:30 | So save yourself time and add them to
the address book. Then you can add them
| | 02:34 | again to another session.
| | 02:38 | Be sure to click on the check box to the left
of that presenter's name and click on Invite.
| | 02:44 | Double-check that the presenter's name
shows in the Invited Presenters field.
| | 02:50 | If you'd like to be sure that WebEx
invites the correct people to the session,
| | 02:55 | fill in the attendees and the presenters here.
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| Setting session options and customizing a greeting| 00:00 | Some training sessions require specific
features be turned on in the session room.
| | 00:06 | If you'd like to adjust those features
prior to the start of the session, scroll
| | 00:10 | down on the Schedule Training
Session form to Session Options.
| | 00:17 | The available features, or the
default features, are listed in the field.
| | 00:22 | To edit those, click the Edit
Options button and you'll bring up a window
| | 00:26 | that looks very similar to the
Assign Privileges window that you see once
| | 00:30 | you're logged into WebEx.
| | 00:32 | You can see that the participants
have the ability to chat, to use the File
| | 00:36 | Transfer function, and to see video.
| | 00:39 | Under the Attendee Privileges section,
you might want to allow participants to
| | 00:44 | record the session that you're
presenting, send their own web camera video, and
| | 00:50 | either see or not see the number of
attendees or the names of the attendees
| | 00:54 | listed in the Participant Panel.
| | 00:56 | Also, you can allow participants to
save or print the files that you load
| | 01:02 | into the WebEx session.
| | 01:04 | You can allow them to display thumbnail
views of your slides or to control the
| | 01:10 | movement to the next or previous page.
| | 01:13 | If you'd like them to be able to use
the annotation toolbar, you can click
| | 01:17 | Annotate, and when they join, the
annotation toolbar will be displayed.
| | 01:22 | If security on the session is a concern,
you may choose to exclude passwords
| | 01:27 | from email sent to attendees.
| | 01:31 | If you want to be sure that your
participants are only people who have an
| | 01:34 | account on your WebEx server, click
Attendees must have an account to this
| | 01:39 | service to attend session.
| | 01:41 | Universal Communication Format relates to
special content like audio, video, Flash.
| | 01:47 | If you'd like participants to be able
to share those types of files within the
| | 01:51 | sessions, keep the Allow
attendees to share checked.
| | 01:55 | So as you can see, changing Session
Options allow privileges and features to be
| | 02:01 | available to participants or you can
remove features and privileges that are
| | 02:05 | inappropriate for the session.
| | 02:08 | Click on Save to confirm your changes.
| | 02:11 | In addition to the Session Options,
the features available within the WebEx
| | 02:16 | session, you can also set up a destination URL.
| | 02:19 | For instance, if you'd like
participants to go to a website and complete an
| | 02:23 | assignment after the training is over,
set the Destination URL, and when they
| | 02:29 | finish the session, that
window will automatically open.
| | 02:33 | So I might send them to
more training at www.lynda.com.
| | 02:39 | Customizing a greeting is a way
to be friendly and give instruction
| | 02:44 | as participants join.
| | 02:46 | When you click Customize greeting message,
you see the default text is already filled in.
| | 02:51 | You can change that to
show whatever text you'd like.
| | 02:56 | Be sure that you click the checkbox
at the top of this window: Display this
| | 03:01 | message when attendees join the session.
| | 03:04 | The greeting is not turned on by default.
| | 03:07 | And of course, remember to click on OK.
So these Session Options allow you to
| | 03:12 | create a WebEx session that suits your
needs and gives the information that you
| | 03:16 | need to give to your participants.
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| Setting up breakout sessions| 00:00 | One of the major advantages of using
WebEx Training Center in contrast to
| | 00:05 | WebEx Meeting Center is the ability
for you to send your participants to
| | 00:09 | subgroups or breakout groups.
| | 00:12 | If you scroll down on your form to the
Breakout Session Assignments Settings,
| | 00:20 | you see that there is the option
here to Enable Pre-Session Assignment.
| | 00:24 | That means you can organize individual
registrants into subgroups prior to the
| | 00:31 | start of the session.
| | 00:32 | That will save you time and reduce the
administrative work that you'll need to
| | 00:36 | do in the session itself.
| | 00:38 | If you do choose to Enable Pre-
Session Assignment, participants must
| | 00:43 | register for the session.
| | 00:45 | That way, you can be sure of who is
joining, what their name is, and so forth.
| | 00:50 | We'll talk more about this in
the movie on breakout sessions.
| | 00:54 | If it's not important that you group
participants into subgroups prior to the
| | 00:58 | training, or if registration is not
enabled, you can always manually assign
| | 01:04 | participants to breakout sessions
once you get into the session room.
| | 01:09 | We'll talk about breakout
sessions in another movie.
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| Editing email options| 00:00 | There are many default emails that
are set to go out to your participants.
| | 00:05 | Let's take a look at what those defaults are.
| | 00:07 | Scroll down in your form to Email
Options and click on the Email Options button.
| | 00:13 | Depending on how you invite
participants to a session, they'll receive one of
| | 00:18 | the three following emails:
| | 00:19 | Invitation to Join a Training
Session--that's prior to the session, an
| | 00:24 | Invitation to the Training Session in
Progress--that is, if you invite them once
| | 00:28 | the session has already started, or
Invitation to Register for a Session--that
| | 00:33 | is, if you prefer them to register
rather than just join anonymously.
| | 00:38 | When changes are made, participants
will see emails when a training session is
| | 00:43 | rescheduled, when the information about
joining a training session is changed,
| | 00:49 | when the information about registering
for a training session is changed, or
| | 00:54 | when a training session is canceled.
| | 00:56 | Let's just look at what that one looks like.
| | 00:58 | You can see the text here and the Email
Subject line says Training session canceled.
| | 01:06 | Notice the text below shows a form
that will fill in specific details about
| | 01:13 | the host, the topic, the date and time, the
download information, the contact information.
| | 01:21 | All of these entries can be edited if necessary.
| | 01:25 | If you do make any changes,
just be sure to click on Update.
| | 01:32 | If you're using the Registration function,
emails will be sent when participants
| | 01:38 | register for the session, when an
attendee registration is pending, meaning it
| | 01:43 | has not been approved yet, when
attendee registration is confirmed, or when
| | 01:49 | attendee registration is rejected.
| | 01:53 | By default, attendees will be sent a
reminder 24 hours before the session starts.
| | 02:00 | You can change that time if you prefer
that they're sent a message two hours
| | 02:05 | before the session starts.
| | 02:07 | Just drop down the list
and change to the right time.
| | 02:11 | You can add another email if you'd
like for them to receive the reminder 24
| | 02:15 | hours and 2 hours in advance.
| | 02:18 | I'll click Add another reminder email and
now my participants will receive two reminders.
| | 02:25 | Again, the reminder email can be edited.
| | 02:28 | If you click the Reminder link here, a
new window opens and this allows you to
| | 02:34 | change the text of the reminder.
| | 02:37 | Notice, the fields are
bracketed by percent signs.
| | 02:40 | What falls in between those
percent signs is automated.
| | 02:43 | Don't edit that part;
| | 02:45 | just edit the part outside the percent signs.
| | 02:51 | You can also have reminders sent to
those people you've invited to your session
| | 02:55 | as presenter or host.
| | 02:58 | The last email option available is
Notification to Host Upon Attendee Joining a Session.
| | 03:05 | That means for each participant who joins
during the session, you'll receive an email.
| | 03:12 | It may appear from this list that way
too many emails are being sent, but really,
| | 03:17 | they're being sent for specific purposes.
| | 03:20 | So participants will not
necessarily have an overabundance of emails.
| | 03:25 | But the ones you want to control most
carefully are the ones related to the reminders.
| | 03:29 | When you're finished, click Update.
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| Setting session information and adding course material| 00:00 | To add an agenda, a description, a
photo, or course materials, scroll down on
| | 00:06 | your Schedule Training Session
form to the Session Information field.
| | 00:11 | Here, you can add in your objectives
for your training or a description, and
| | 00:17 | you can import a photo.
| | 00:18 | If you know your participants won't
actually see you during the training, it's
| | 00:22 | helpful to have a photo
to put a name with a face.
| | 00:25 | It will only accept files that
are smaller than 100 kilobytes.
| | 00:30 | So be sure to size the file
before you want to upload.
| | 00:34 | Click on Import to attach
the picture to the session.
| | 00:42 | Scroll down to Course Material and
click the Add Course Material button.
| | 00:47 | You can add materials two ways.
| | 00:49 | One is you can browse to the
materials on your local machine, or if you've
| | 00:55 | uploaded the file to your My WebEx
first, you can select it from here.
| | 01:00 | I'll browse to my local machine
to find my file and click Open.
| | 01:06 | If I know I'll deliver this training
session again later, I would use the Upload
| | 01:11 | button to add it to my WebEx.
| | 01:13 | Then I'll click Add.
| | 01:16 | Now, the participants will see the file
attached to the Session Information when
| | 01:21 | they're ready to join the session.
| | 01:22 | So as you can see, there's some
information that you might want to attach to
| | 01:26 | your session to give easy
access for your participants.
| | 01:29 |
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| Adding tests| 00:00 | Another major advantage to using WebEx
Training Center in contrast to the other
| | 00:05 | WebEx products is that you can
associate tests with your session and allow
| | 00:10 | participants to take those
tests and receive a score.
| | 00:13 | If you scroll down to the end of your form,
Tests is the last field that we're looking at.
| | 00:19 | I'll click on the Add Test button
and choose the Excel basics test that
| | 00:24 | I created in advance.
| | 00:26 | Then, I'll scroll down to the bottom of
this and click Next, and I can change
| | 00:33 | my Delivery options--whether I'm
starting the test within a live session,
| | 00:37 | delivering the test to participants
via a website either before or after the
| | 00:43 | session. I can associate a Time limit
with the session, I can generate a Scoring
| | 00:48 | and grading report, and I can allow the
participants to take the test more than
| | 00:53 | one time if I'd like them to continue
to take it until they're successful.
| | 00:57 | So I'm calling this test Excel basics.
| | 01:01 | I'm going to deliver it to the
participants within the live session.
| | 01:05 | I won't have a time limit, but I do
want to see a grading report, and I'm going
| | 01:10 | to allow them to take the test two times.
| | 01:13 | I'll click Save, and now my test is
associated with my course and you can see
| | 01:20 | that the delivery is In-session
and the status is Not started.
| | 01:25 | We'll cover creating tests in another movie.
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| Saving settings as templates| 00:00 | I want to give you a little bit of
information about creating training
| | 00:04 | sessions using a template.
| | 00:06 | By default, in the top right corner of
your Schedule Training Session form, you
| | 00:13 | can see that the Set options using
template is set to Training Center Default,
| | 00:18 | but if you create the same room
regularly and it has the same settings, the same
| | 00:24 | features, the same materials or tests
attached to it, you'll want to drop down
| | 00:30 | the list next to Training Center
Default, and choose that template.
| | 00:35 | Now I already have a template for the
Word basics course, but if this is the
| | 00:40 | first time I'm running the Excel
basics training, I can set all of my
| | 00:44 | settings, all of my Preferences, my
Duration, the Test, the Session Options,
| | 00:51 | the Email Options, the Session
Information and Description, the Course
| | 00:56 | Material and so forth.
| | 00:58 | And at the bottom of the form in
the lower left portion, I have a button
| | 01:02 | called Save As Template.
| | 01:04 | When I click it, it prompts me to name
the template so that name will display in
| | 01:10 | the field in the top right corner.
| | 01:12 | I'm going to call this Excel basics,
I'll click Save, and next time I run an
| | 01:20 | Excel training program, I'll simply
choose Excel basics from the Template list,
| | 01:26 | change to the correct time, and
finally, click on this Schedule button to
| | 01:32 | schedule my training and add it to the calendar.
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|
|
3. Participating in WebEx SessionsLogging in from email| 00:00 | When you invite participants via email,
they'll receive the email in their inbox
| | 00:06 | and will be able to click
that email to join the session.
| | 00:09 | As you can see in this email, we have
information about the session topic, the
| | 00:14 | host, the date, the start time, the session
Number, and a password if a password was used.
| | 00:23 | Scroll down to see the "join
the training center information."
| | 00:29 | Notice also the "join the session by phone."
| | 00:33 | That gives the dial-in details.
| | 00:35 | I am ready to join the session, so
I'll click the link where it says Go To,
| | 00:40 | to launch the WebEx Training Center window
and the Session Information screen is displayed.
| | 00:46 | Notice the Session status is Not
Started, but the session is scheduled for a
| | 00:51 | few minutes from now.
| | 00:53 | The duration is two hours,
and the agenda is showing here.
| | 00:57 | I can also see the Audio conference
information, the Host name, and as I scroll
| | 01:02 | down, I also see that
there is a handout available.
| | 01:06 | I can access the handout by
clicking the link to download the PDF.
| | 01:11 | If this session is happening in the
future, I would click Add to My Calendar to
| | 01:16 | save the file to Outlook or
whatever email tool I'm using.
| | 01:20 | But it's just about start time.
| | 01:23 | So I will scroll to the top portion
of the screen, and fill-in my name and
| | 01:27 | Email address here.
| | 01:28 | This email was sent to Agnes.
| | 01:30 | So Agnes would fill-in her email
address in the Join Session Now space.
| | 01:36 | The session presenter might have
allowed the participants to join up to 30
| | 01:41 | minutes prior to the start time.
| | 01:44 | If it's within that 30 minutes,
the Join Now button will be active.
| | 01:49 | Click on Join Now to open the session room.
| | 01:58 | The Audio Conference options prompts
the participant to choose computer audio
| | 02:03 | or telephone audio.
| | 02:05 | So as you can see, entering a session
from an email is very straightforward.
| | 02:10 | If the participant had not yet
installed the Training Manager Software, that
| | 02:15 | would have happened automatically at this time.
| | 02:18 | It's helpful to have the participant
install the Training Manager Software
| | 02:22 | early, in case there are any
limitations with Firewall or Administrative
| | 02:27 | Restrictions on user machines.
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| Introducing the WebEx user interface| 00:00 | Once logged in to the WebEx session,
you'll find a fairly simple but dynamic
| | 00:05 | interface. Note that the view is
different whether you're logged in as a
| | 00:09 | participant or as a presenter or host.
There are menus and tabs along the top of
| | 00:14 | the screen, feedback indicators along
the bottom, and a series of panels to the
| | 00:18 | right labeled with blue title bars.
| | 00:21 | There is a large viewing area to the left.
| | 00:23 | The default display in the viewer
is the Session Info Tab, which shows
| | 00:28 | some basic information like the
Title of the session, the Host, and the
| | 00:33 | Training session number.
| | 00:34 | If you've uploaded a file, the file
will be displayed here on the left side
| | 00:39 | in the viewer space.
| | 00:40 | If you're logged in as a presenter,
your screen will have additional tools,
| | 00:44 | menus, and panels too.
| | 00:46 | If you're logged in as a participant,
you'll see features and options that
| | 00:51 | are available to you.
| | 00:52 | The presenter can change what you see
using the Assign Privileges dialog box.
| | 00:57 | You might also see the Audio Test
dialog or Audio Volume Controls.
| | 01:03 | We will look more closely at the panels next.
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| Understanding WebEx panels| 00:00 | Each WebEx panel in the
group has its own title bar.
| | 00:03 | You can see here in blue, one is
Participants, a listing of everyone who is
| | 00:08 | logged in along with some details
about their audio settings and the way in
| | 00:12 | which they're logged in.
| | 00:14 | You also see Chat, which is an in-session
instant message tool, and if you're
| | 00:20 | a host and presenter you'll have
additional panels too, such as Polls, Q&A,
| | 00:26 | and PowerPoint Notes.
| | 00:28 | Each title bar has a small triangle or
arrow button in the top-left corner that
| | 00:33 | controls the display of that panel.
| | 00:36 | Clicking the button will collapse and
expand the panel so that you can use the
| | 00:40 | features or get them out of the way.
| | 00:42 | So go ahead and click that triangle or
arrow to collapse the Participant Panel
| | 00:47 | and click it again to expand.
| | 00:49 | If you're using a PC or a Windows based
computer, you'll see buttons at the top
| | 00:55 | of the screen that act as toggles that
will display or not display the panel.
| | 01:00 | If you click the first one, the Participant
Panel goes away and leaves more room for Chat.
| | 01:05 | If you click it again, the
Participant Panel is displayed.
| | 01:10 | If you're using a Macintosh computer, you'll
see those buttons at the bottom of the screen.
| | 01:15 | Go ahead and click the button to
display the Participant Panel or to hide
| | 01:21 | the Participant Panel.
| | 01:26 | None of these changes affect
how the panels look to others.
| | 01:29 | Each participant controls his own panels.
| | 01:33 | In addition to the buttons that you
see, you also have a Panels menu.
| | 01:39 | If you're using a Windows-based machine,
in addition to the buttons above the
| | 01:43 | Participant Panel, you also see a Panels menu.
| | 01:47 | It's a drop-down arrow in the
top-right corner of the screen.
| | 01:51 | When you click that button, you
see options to restore the layouts to
| | 01:55 | the original setup.
| | 01:56 | You can hide panels or
manage panels using this menu.
| | 02:01 | If you're using a Macintosh computer,
you'll find that same menu in the
| | 02:05 | lower-right corner of the screen.
| | 02:07 | Go ahead and click the menu now to
explore the options that you have.
| | 02:15 | If you're using a Windows-based machine,
you'll also be able to grab the edge of
| | 02:19 | the panel and drag it to make it wider.
| | 02:24 | If you drag to the left, the panels
become wider. If you drag to the right, the
| | 02:28 | panels become more narrow.
| | 02:31 | You can also use the dividing lines
between the panels to make one panel shorter
| | 02:37 | and the other one taller.
| | 02:39 | So as you can see, each participant
can control their own panels. And this
| | 02:45 | becomes important later; you'll need
to give participants instructions on how
| | 02:49 | to control their panels so they're
displaying the correct information at the
| | 02:54 | right time.
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| Sending and receiving chat messages| 00:00 | The Chat Panel is very commonly used
because it's easy and can serve as a
| | 00:06 | primary or secondary communication tool.
| | 00:09 | Like any Instant Messenger program,
users can type text and send to the Host,
| | 00:16 | Presenter, or Panelists, or to all Attendees.
| | 00:20 | If the privilege is turned on,
they can type messages to each other.
| | 00:24 | Here, I'll type a message, I will send
it to the entire audience, and it will be
| | 00:30 | posted for everyone to see.
| | 00:37 | When I post this chat message, all
participants can see it and respond.
| | 00:42 | Participants can respond publicly or
ask questions publicly or privately.
| | 00:48 | You'll see this message came in
and is seen by all participants.
| | 00:52 | Private messages are only seen by
the person who they were addressed to.
| | 01:02 | When I see Greg's message listed there,
I can respond specifically to him and
| | 01:07 | that information then is
not seen by all participants.
| | 01:14 | You can see that that
message is labeled privately.
| | 01:19 | Note that attendees can always chat
with the presenters, hosts, and panelists,
| | 01:24 | but the ability for attendees to chat
with each other is actually turned off by
| | 01:29 | default--an anti-note passing measure, no doubt.
| | 01:33 | If it's a feature that you'll use, be
sure to turn it on when the session room
| | 01:37 | is created or when the room is
opened at the start of the session.
| | 01:42 | You do that as a presenter by right
mouse button clicking on a participant name,
| | 01:47 | in the Participants list, go to the
Assign Privileges menu, and choose All
| | 01:53 | attendees under the Communications
section here. Then click on OK and that
| | 01:59 | allows participants to
type privately to each other.
| | 02:03 | The difference between All Attendees
and All Participants can be understood if
| | 02:08 | you look closely at the participant list.
| | 02:10 | Technically, everyone logged in is a
Participant, but those who are not also a
| | 02:16 | Host, Presenter, or
Panelist are called Attendees.
| | 02:19 | Chat is an excellent way to manage
participant contributions during a session.
| | 02:25 | Rather than take turns talking,
which can be time-consuming and sometimes
| | 02:29 | noisy, I recommend that Participants type
more and speak less using chat simultaneously.
| | 02:35 | Typed questions and responses
typically come in much more quickly than verbal
| | 02:40 | messages and are often easier to
understand and to reference later.
| | 02:45 | Clearly, some points require more
detail than is reasonable to type, say more
| | 02:50 | than a sentence or two.
| | 02:52 | Some online courses focus on verbal skills
and chat would not serve that purpose as well.
| | 02:59 | In general, chat is a timesaver,
because all your participants can respond in
| | 03:04 | one minute rather than taking
turns and responding individually.
| | 03:08 | So it can be a real benefit when
you're presenting to a large group.
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| Viewing preloaded content | 00:00 | A major advantage to using WebEx is the
option to upload content files such as
| | 00:05 | PowerPoint, Word, Excel, or even audio
or video files before the session begins
| | 00:12 | and then show them to the
participants when you're ready.
| | 00:15 | If given permission, participants can
also upload files to display to each other.
| | 00:21 | Also, if permissions are given,
participants can advance slides, view thumbnails,
| | 00:28 | or display other files.
| | 00:30 | On this slide, notice that the
participant can advance the slide by clicking
| | 00:35 | the Next Page button.
| | 00:36 | If animations are present the Next
button will also animate the next text item.
| | 00:43 | Participants can control the size of the
display using the options in the lower left.
| | 00:49 | The Full-Screen button increases the
size of the file to cover the entire screen.
| | 00:55 | Once the Full-Screen button is clicked,
a Viewing toolbar is displayed at the
| | 01:00 | top and to return to the normal view, the
participant would click on the RETURN button.
| | 01:07 | The participant can also change the
zoom magnification using this menu and zoom
| | 01:13 | into a particular percent
size or just to Fit in Viewer.
| | 01:18 | There's also a Zoom In and Zoom Out
button represented by magnifying glass icons.
| | 01:24 | And if the participant has
permissions, their View menu will display Show
| | 01:29 | Thumbnails, Hide Thumbnails, and the
ability to advance through slides by
| | 01:37 | clicking on the Next button.
| | 01:40 | If the presenter makes a poll available
to participants, participants can click
| | 01:46 | on the answer and click Submit.
| | 01:50 | When the presenter shows the
results, this is what the participant sees.
| | 01:55 | The question with the correct answer
indicated with a green check mark, the bar
| | 01:59 | graph representing the number of
participants who answered that question who
| | 02:04 | clicked that answer, and also the
grade in the lower portion of this panel.
| | 02:10 | I see that my grade is a
100% (1 out of 1 question).
| | 02:15 | If the presenter is showing Web content, I'll
see the webpage and I can click on it directly.
| | 02:24 | I can choose from menus on the website, I
can click on buttons, I can fill in forms.
| | 02:33 | If the presenter shows video, this is
what it will look like to the participant.
| | 02:39 | So as a participant, you're relying
on the presenter to show you content
| | 02:46 | throughout the session.
| | 02:47 | You have a bit of control over how you
see that content but your best bet is
| | 02:52 | just to go along for the ride.
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|
|
4. Prepping for SessionsLogging in as a host and adjusting the session| 00:00 | When you're ready to set up a session,
join a session, or change preferences
| | 00:06 | you'll want to log in as a host using
the user ID and password that was provided
| | 00:11 | by your system administrator.
| | 00:13 | Go to the URL that gives
you access to your account.
| | 00:16 | Use the HOST Log In button in the
top right portion of your screen.
| | 00:22 | Fill in your name and password and click Log In.
| | 00:27 | Once you're logged in, you can
click on options like My WebEx.
| | 00:32 | It gives you access to sessions that
you've created or sessions that you're
| | 00:36 | scheduled to attend and you'll see
options along the left side like Productivity
| | 00:42 | Tools Setup; that installs software on
your local machine. You can access your
| | 00:47 | contact list, any files that you've
uploaded to the WebEx server, you can change
| | 00:52 | your profile and see your reports.
You can also find technical support
| | 00:57 | information by clicking on the
Support link on the left side.
| | 01:01 | Later today, I'm running a session
that participants have registered for,
| | 01:06 | so I want to confirm the registrations.
| | 01:09 | I'll click on the name of the session
here, Word Basics, and as I scroll down
| | 01:16 | through the form, notice a
Manage Registrations button.
| | 01:22 | I'll click Manage Registrations and
notice that there are several participants
| | 01:26 | who've registered for this training.
| | 01:28 | I can approve or reject
any of these participants.
| | 01:32 | I'll click on the Pending tab to see
each participant's name listed and then click
| | 01:39 | the checkbox to the left
of each participant's name.
| | 01:43 | When I click Accept I get a prompt
that says, Do you really want to accept
| | 01:49 | all selected attendees?
| | 01:51 | Just click OK. An email has now been
sent to each participant to confirm that
| | 01:56 | they are registered for this
session and to provide login information.
| | 02:01 | From here, I'll log in to the
session room and set up my preferences.
| | 02:06 | Logging in as a host gives you access
to additional information beyond what you
| | 02:10 | see just on the Welcome screen. So to
get access to the features that you need,
| | 02:16 | be sure to log in as a host
using your ID and password.
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| Creating tests| 00:00 | One of the major advantages to using
WebEx Training Center over a Meeting
| | 00:05 | Center or other WebEx flavors is your
ability to create and administer a test
| | 00:10 | to your participants.
| | 00:12 | To start, click the Training Center
button at the top of your screen and in the
| | 00:17 | menu on the left side, click on
Test Library to open the window of your
| | 00:22 | private and shared tests.
| | 00:25 | Scroll down to the bottom of the screen
to click Create New Test. A Create Test
| | 00:31 | window opens. You can fill in the
Title and fill in the Test Description.
| | 00:36 | You can also choose to set a maximum
score, assign a grade, or display your
| | 00:42 | questions on one page or on separate pages.
| | 00:45 | When you're done, click on Save.
| | 00:48 | You can access tests that you've
already created and edit them later.
| | 00:53 | I'll click on the checkbox to the
left of Excel basics and choose Edit.
| | 00:59 | In this test you can see I've
already created several questions.
| | 01:02 | As I scroll down, you can see that I
have a question that asks about formulas in
| | 01:08 | absolute referencing.
| | 01:09 | It's a true/false question.
| | 01:11 | I've a multiple-choice question here
about functions in Excel. I have a multiple
| | 01:18 | answer question about copying formulas
and I have a fill in the blank question
| | 01:25 | about the average function.
| | 01:27 | If you want to insert an additional
question, click on the Insert Question link
| | 01:34 | in the lower portion of the screen.
| | 01:36 | You'll be prompted to choose a
Question Type: Multiple-Choice, Multiple
| | 01:41 | Response, Fill in the blanks, Essay,
True/False, or you can just give
| | 01:47 | instructions to the participants.
| | 01:50 | Fill in your question here and
fill in the answers down below.
| | 01:55 | Click the correct answer on
the right side and click Save.
| | 02:00 | You can assign points for each correct answer.
| | 02:03 | So, if some questions are more difficult
or more important, you might give those
| | 02:07 | questions more points and for easier
questions you might assign fewer points.
| | 02:12 | I'll make this question worth 20 points.
| | 02:16 | Finally, I'll click Save.
| | 02:19 | When you create a session room, you can
assign this test to the session and the
| | 02:24 | test can be delivered to participants
during the session or before or after the session.
| | 02:31 | Testing is a great way to find out
that your participants are either prepared
| | 02:36 | for the training, that they've learned
what they needed to learn in the training,
| | 02:40 | or that they're ready to
move on to the next subject.
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| Modifying session settings| 00:00 | Before you actually start a session,
you'll want to join the room early to set up
| | 00:05 | the preferences that
you'll need for this session.
| | 00:08 | I'll click on the Start button on the
far right side of the list of sessions.
| | 00:16 | And once connected, I see an empty session room.
| | 00:19 | Because I've enabled Audio Conference,
it prompts me to choose my audio option.
| | 00:25 | I'm going to be using voice over IP
audio, so I'll click on Call Using Computer
| | 00:30 | but because no one has
joined yet, I'll mute my audio.
| | 00:36 | You can also see that my
QuickStart page is visible.
| | 00:39 | This is an option that can be
deselected when the session room is created.
| | 00:43 | To change the session settings go to
the Session menu, choose Session Options,
| | 00:49 | and you'll see on the Communication
tabs that there are several communication
| | 00:52 | modes that you can allow or disallow.
| | 00:55 | By default, chat, the question and
answer panel, feedback icons like green
| | 01:01 | checkmark, red X, hand raise, and
emoticons are turned on, Video options are
| | 01:07 | turned on, and Attention
Tracking is also turned on.
| | 01:11 | That's the feature that allows you
to see when participants have moved
| | 01:14 | another window to the foreground on their
screen and WebEx is no longer the primary window.
| | 01:20 | I know we're not going to be using
question and answer during this session,
| | 01:24 | so I'll uncheck Q & A. Also in this
Training Session Options window I have
| | 01:29 | an Import Mode tab.
| | 01:31 | Double-check that the Universal
Communications Format option is selected.
| | 01:36 | This is the feature that ensures
your PowerPoint file is converted to
| | 01:40 | something that can maintain animations,
transitions, and if you've embedded
| | 01:46 | video or audio file or Flash files
into your PowerPoint, those will also be
| | 01:52 | displayed when you join the session.
| | 01:55 | The Printer driver setting would
install your PowerPoint in possibly a higher
| | 02:00 | quality resolution but the
animations and transitions will not display.
| | 02:05 | I'll leave my setting set to
the default and click on OK.
| | 02:10 | In addition, I can choose the Session
menu > Greeting Message and a new browser
| | 02:16 | window opens to show me the
default text of the greeting.
| | 02:21 | If you'd like to change that message,
just select the text that's here and type
| | 02:25 | in the text you prefer to use.
| | 02:28 | Remember to click the Display this
message when attendees join the session
| | 02:33 | checkbox in the top portion of the screen.
| | 02:35 | This setting might also have been turned
on when you initially created your session.
| | 02:41 | Finally, click on OK. Return back to
your WebEx window by clicking the WebEx
| | 02:47 | ball icon that's resident on your taskbar.
| | 02:50 | Another change you might want to make
is click on the Session menu item and
| | 02:55 | click Restrict Access. That will keep
participants locked out of the room until
| | 03:00 | you're ready to start.
| | 03:03 | When it is time to start your
session, click on Session > Restore Access.
| | 03:09 | Later in the session I'm
planning to use breakout rooms.
| | 03:13 | So, I'll turn on the panel for breakout
rooms to display on the right side of my screen.
| | 03:19 | Use the More options and controls menu
in the top right corner of your screen,
| | 03:25 | click Manage Panels, and
move the available panel,
| | 03:29 | Breakout Session, to the right side.
| | 03:32 | Once listed under Current panels, the
Breakout Session panel will be available.
| | 03:39 | If you'd like to allow participants to
change the sequence of the panels, keep
| | 03:43 | Allow participants to change checked.
| | 03:46 | If you don't want participants to
change the sequence of the panels--for
| | 03:50 | instance, if you'd like to be able to
reference the Participants panel in the
| | 03:54 | top right corner or the Breakout
Session panel in the lower right corner--
| | 03:59 | uncheck that option, and click OK.
| | 04:02 | These session setting changes can take a
bit of time to set up, so it's ideal to
| | 04:07 | do it well before the
participants join the session.
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| Assigning participant privileges| 00:00 | Depending on the type of session you
have planned or the activities that you'd
| | 00:04 | like to include in your session, you
might want participants to use different
| | 00:07 | tools then what are
available to them by default.
| | 00:11 | In order to do this you'll change the
Privileges by right mouse button clicking
| | 00:16 | on a name in the participant
list and going to Assign Privileges.
| | 00:20 | Or from the menu, choosing
participant, then Assign Privileges.
| | 00:26 | When the Assign Privileges dialog box
opens, you'll see the default settings or
| | 00:32 | the settings that were set when
the room was initially created.
| | 00:36 | So, if you remember our Setting up a
Session movie, you remember that you can
| | 00:40 | assign privileges as the session room
is being created, so you would use this
| | 00:45 | Assign Privileges dialog box once the
session is already running and you need to
| | 00:50 | make changes to those privileges.
| | 00:52 | At the top left, you see the Document
field, where there are options for saving,
| | 00:57 | printing, and annotating documents.
| | 01:00 | This allows participants to download or
print files that you've already uploaded
| | 01:05 | into the software or to use drawing
tools and draw right on the screen.
| | 01:11 | I like that annotation option because
it turns on an Annotation toolbar that
| | 01:16 | we'll look at more closely later.
| | 01:18 | In some sessions you might not want
participants to see the names of the
| | 01:23 | other people who are logged in, so
in that case you would uncheck the
| | 01:27 | Attendee list option.
| | 01:28 | In this View space, you would change
also the ability for participants to show
| | 01:34 | the PowerPoint slides or the documents
that you have uploaded in a Thumbnail
| | 01:38 | view, or they could move ahead to
Any page in the document without you.
| | 01:43 | This is helpful if you want them to
work on an assignment independently of you
| | 01:48 | and you want them to be able to move
ahead and read or access the activities.
| | 01:52 | Participants can use their web cameras
to display their own video to the rest of
| | 01:58 | the audience members if the
Send video checkbox is turned on.
| | 02:03 | In that case they would see a button
displayed to the right of their names that
| | 02:07 | would allow them to turn on
their webcams or turn them off.
| | 02:11 | In another movie, we saw the ability
for the participant to take over controls
| | 02:16 | of the presenter's machine, with
permission, and this checkbox allows that to be
| | 02:21 | turned on when needed.
| | 02:22 | If participants should record the
session for their own use later on, click
| | 02:27 | the Record the session option and they'll be
able to save the file to their local drives.
| | 02:32 | Make sure that they're aware of the
fact these files are very large and they
| | 02:36 | will need a player to play that file back.
| | 02:39 | They would need to determine if they're
saving the file as a proprietary WebEx
| | 02:44 | recording or as a Windows media file.
| | 02:47 | If you'd like participants to be
able to upload documents, click on the
| | 02:51 | Share documents button.
| | 02:53 | And this one I think is very important.
By default, participants can chat with
| | 02:58 | the leaders of the session but
they can't chat with each other.
| | 03:01 | So if you'd like them to be able to
communicate with other participants by
| | 03:05 | typing in Chat, be sure to
click the All attendees checkbox.
| | 03:09 | And similarly, if you'd like them to be
able to communicate in small groups using
| | 03:14 | Breakout sessions, click
the All attendees checkbox.
| | 03:18 | And if you're in a hurry and you just
want to give them all the privileges that
| | 03:22 | they have available, click the All
attendee privileges and that will fill in the
| | 03:26 | checkboxes for the rest of the form.
| | 03:28 | Attendee Privileges can be set prior to
the session as the room is created and
| | 03:33 | set up or they can be set
on the fly during the session.
| | 03:37 | Take the time to set the privileges
before you start so that you don't need to
| | 03:42 | turn on the privileges before each activity.
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5. Managing ParticipantsUnderstanding the Participant panel features | 00:00 | Trainers often tell me that when they
start presenting online using WebEx, it
| | 00:05 | feels strange to not be able
to see participants; I agree.
| | 00:10 | And if you're a people person, the
perceived lack of connection can make your
| | 00:13 | job seem much harder to do
online then it is face-to-face.
| | 00:18 | But the Participant panel here in WebEx
provides an interface and tools that you
| | 00:23 | and your participants can use to
substitute for some face-to-face communication.
| | 00:28 | The Chat panel allows for typed
messaging between presenters and hosts or
| | 00:34 | presenters and participants.
| | 00:36 | And as long as Permission is turned on,
participants can message to each other too.
| | 00:41 | In the Participant panel, the green
check mark button is used to say yes and
| | 00:47 | the red X to say no.
| | 00:49 | You can see that here as the
participants use those tools.
| | 00:53 | So Greg if you could click on green
check mark, Agnes we're seeing your
| | 00:58 | checkmark show up here, so you can see
that participants are able to communicate
| | 01:05 | visually using these tools.
| | 01:08 | They can also click on red X to say No.
| | 01:11 | Greg if you could show your red X and
Agnes your red X, you can see that the
| | 01:15 | screen changes to give that feedback.
| | 01:19 | My experience is typically
participants don't use these tools without
| | 01:23 | being invited to do so.
| | 01:24 | So please encourage them to use those
tools by posing the question and giving
| | 01:29 | them specific instructions on what to click on.
| | 01:32 | Yes and no can communicate almost as
much as physical smiling and nodding do and
| | 01:38 | remember each participant
can control his own panels.
| | 01:42 | Sometimes participants need
to be reminded to reset panels.
| | 01:46 | For instance when a poll is finished,
you might want participants to collapse
| | 01:50 | the Poll panel and expand the Chat panel.
| | 01:54 | And just as an example I am collapsing
the chat panel on the Presenter view. On
| | 01:59 | the Participant view, Greg, if you would
please, go ahead and collapse your Chat
| | 02:04 | panel and then expand your Chat panel again.
| | 02:08 | The presenter can see how many people
have responded to the yes/no question by
| | 02:13 | clicking on the Current Results button.
| | 02:16 | I could see that three of my
participants have responded no.
| | 02:20 | The presenter can clear feedback using
the Eraser button to remove the Xs from
| | 02:26 | the display or remove the
checkmarks from the display.
| | 02:30 | So the Participant panel and the
features there provide some support for that
| | 02:35 | sort of instant feedback that we're
used to using in a face-to-face format.
| | 02:40 | It can provide an excellent
substitute when you don't have the ability to
| | 02:44 | read body language.
| | 02:46 | There is one other item I'd like to add here
and that is Participants can raise their hand.
| | 02:52 | So if I want to take a show of hands,
I would ask the participants, "Hey!
| | 02:56 | Please show hand raise if you'd like to take
over audio controls and share your example."
| | 03:01 | Or "Please show hand raise if
you agree with what I just said.
| | 03:05 | So this is what hand raise looks like
when the participants click Hand Raise.
| | 03:10 | We can see the little hands showing
and the number to the right of the hand
| | 03:14 | raise shows the sequence in which
the hands were raised, so I can call on
| | 03:19 | individuals in turn.
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| Using emoticons to engage participants| 00:02 | Green Checkmark, Red X, and Hand Raise
typically are used in response to a direct
| | 00:07 | question. You want to find out if your
participants are with you, if they are
| | 00:11 | agreeing with what you're saying, or
if they want to communicate directly.
| | 00:14 | If you'd like to get more subtle
feedback during this session, you want
| | 00:18 | participants to give feedback at any time,
teach them how to use the Emoticons Tool.
| | 00:24 | You can see the Emoticons here
represented by a yellow smiley face icon.
| | 00:29 | And Greg, if you expand your Emoticons
Palette we'll see it on the Macintosh.
| | 00:35 | So if you expand the Emoticons Palette
you'll see that there are 12 different
| | 00:41 | icons that represent what the
participants might be thinking about at that time.
| | 00:46 | They might show applaud to tell you
that they think what you just said was
| | 00:49 | funny or they liked the feature that
they just saw, they might show that they
| | 00:53 | are satisfied, or coffee cup might mean
that they feel like they need to take a break.
| | 00:57 | You'll see these other emoticons are
very subtle differences. Maybe they feel
| | 01:02 | sleepy or they feel surprised or they
feel like there's something to be worried
| | 01:07 | about in that last
segment that you just covered.
| | 01:11 | So participants can let you know
their status by changing their emoticons.
| | 01:16 | Again, participants don't typically use
these tools unless you invite them to do so.
| | 01:22 | So at this point, I'd like to invite all
participants to choose an emoticon that
| | 01:27 | represents how they're feeling right now.
| | 01:29 | Go ahead and click so that we can see
those icons show up to the right of your name.
| | 01:35 | So we can see different faces there.
| | 01:37 | And notice that in some cases,
you'll see a red exclamation point
| | 01:43 | to the right of the participant's name.
| | 01:45 | That's not an emoticon that that person
chose to use. Instead it's WebEx's way
| | 01:51 | of telling you that that person no
longer has the WebEx software interface in
| | 01:55 | the foreground; they maybe moved to
email or moved to a Web Browser and they
| | 02:01 | are off doing something else.
| | 02:02 | That red Exclamation Point is your cue
that participant is not really paying
| | 02:07 | attention and not with you.
| | 02:09 | If you click the red Exclamation
Point in the lower right corner of the
| | 02:12 | Presenter view, you can check the
attendee Attentiveness levels and right now
| | 02:18 | I'm seeing that 20% of my attendees,
in this case one person, is inattentive.
| | 02:24 | I don't recommend that you use that
information to punish the person or to call
| | 02:29 | on them to make them participate.
| | 02:31 | In my experience that person is just
distracted for some reason and in the times
| | 02:36 | that I've tried to call on the person
to get them to participate I just get
| | 02:41 | silence, I don't get any response at
all because they're distracted and they've
| | 02:45 | maybe stepped away from their desk.
| | 02:47 | So don't feel like you need to make
everyone participate; just know that when
| | 02:52 | you see that Red Checkmark, that person
isn't really with you, but they may be
| | 02:56 | answering an urgent email.
| | 02:57 | There are also some tools to the
left of the Emoticon icon that shows Go
| | 03:03 | Faster and Go Slower.
| | 03:05 | That's a participant's way of telling
you that they are ready to move on or that
| | 03:09 | they need to take a little bit more time.
| | 03:11 | So participants, if you'd go ahead and
change your speed control, we can see the
| | 03:17 | icon show up to the right of your name.
| | 03:20 | Many times I'll ask the participants to
show the Coffee Cup icon while they are
| | 03:25 | away on break, so I know that
they're stepped away from their desk.
| | 03:29 | When they come back from the session
I ask them to show Green Checkmark to
| | 03:34 | let me know that they've returned to the
session and that they are ready to start again.
| | 03:38 | So participants, we're about to take a
break. Please show your Coffee Cup icon.
| | 03:43 | When you're back in your seat please
show Green Checkmark, and then Green
| | 03:48 | Checkmark to show that you've returned.
| | 03:51 | So this is what it looks like on a PC,
and this is what it looks like on a Mac.
| | 03:56 | Again, the presenter can clear all of
the feedback icons by clicking on this
| | 04:01 | Eraser Tool or the Clear Feedback Tool.
| | 04:05 | So, as you can see, even though we are
not able to see the participants and read
| | 04:10 | their body language or see eye contact,
we can use these feedback tools to
| | 04:14 | communicate effectively during the session.
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| Activating audio and video controls| 00:00 | Audio options are set when you create
a session and enable telephone audio,
| | 00:06 | Voice over IP audio, or both.
| | 00:08 | As participants join the session,
they'll be prompted to access telephone audio
| | 00:13 | or Voice over IP audio, and once they
make their selection, you'll see an icon
| | 00:19 | to the left of their name
displaying how they've joined the audio.
| | 00:22 | A microphone icon will also show up
to the right of the person's name.
| | 00:26 | That microphone icon controls whether
or not their audio is muted or unmuted.
| | 00:31 | If you've set the Mute Attendees upon
Entry, they will be muted as they join.
| | 00:37 | To unmute their audio, they'll need to
click the microphone button to the right
| | 00:41 | of their names. I'll click mine now,
you'll hear a tone, and when I click my
| | 00:46 | microphone icon again, a tone
tells me my audio has been muted.
| | 00:50 | If a participant's microphone is open
and I can hear background noise, I can
| | 00:56 | click the person's microphone to mute them.
| | 00:59 | That's very handy when participants
don't realize their microphone is open and
| | 01:04 | maybe have even walked away from their desks.
| | 01:06 | If I'd like to show my web camera image
to participants, I can click the camera
| | 01:11 | or Start my video icon.
| | 01:15 | My web camera image displays in the
top portion of the participant panel.
| | 01:20 | I can change whose image is displayed
by using the Lock button in the lower
| | 01:24 | left, choose specify participants, choose my
name or any one participant's name, and click OK.
| | 01:35 | This makes my web camera the active
screen and participants can see me as I'm
| | 01:41 | teaching the session.
| | 01:44 | If you'd like to enable
participants' video, be sure that you change the
| | 01:48 | attendee privileges to use Send Video.
| | 01:52 | Then the participants also see a
camera icon to the right of their own names
| | 02:04 | and when they click, I can see
the participants' cameras as well.
| | 02:08 | I'll need to go back to the Lock button,
choose the active speaker, and click OK.
| | 02:14 | And now whoever's talking will
be seen in the Participant panel.
| | 02:18 | You can show up to six different
web cameras at once and know that your
| | 02:23 | bandwidth may be burdened by multiple
cameras being displayed at the same time.
| | 02:27 | So if you're having any kind of
technical difficulties where the software is
| | 02:31 | behaving slowly or sluggishly,
turn off the web cameras.
| | 02:36 | Ask participants to click the
green camera icon to turn off.
| | 02:43 | Go ahead Greg, if you would
please, turn off your camera.
| | 02:48 | While you can mute and unmute someone's
audio, for privacy reasons you cannot
| | 02:53 | turn on and off their camera.
| | 02:55 | Remember, those features would need to
be turned on in advance, so participants
| | 03:00 | can use them when they join.
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| Changing participant roles| 00:00 | We presenters like to see what's going
on participants' machines, but in the
| | 00:05 | WebEx interface it can be hard to
observe somebody as they're working.
| | 00:10 | In those cases, you might want to ask a
participant to application share back to
| | 00:15 | you, as we saw in another movie, or you
might just want to have a participant
| | 00:19 | upload a file that's available on their machine.
| | 00:22 | In some cases, you might be playing the
role of the host while another attendee
| | 00:27 | is really the subject matter
expert or the presenter in the session.
| | 00:31 | In that case, you can upgrade their
level of privilege to give them presenter
| | 00:36 | controls and they'll be able to use the
interface the way that you've been using
| | 00:41 | it up until this point.
| | 00:42 | So in this case I'm going to turn over
controls to Greg, so that he can upload a file for us.
| | 00:48 | So the first thing I'll do is click on
Greg's name on the Participant panel.
| | 00:53 | I'll click on the blue and green
ball button called Make Presenter.
| | 00:58 | Once I do that I see a pop-up that
tells me that I'm passing the controls to
| | 01:03 | Greg and his screen will look like this.
| | 01:07 | You can now see that Greg has the blue
and green ball to the left of his name.
| | 01:12 | And at this point, Greg, if you're
ready, you can go to the File menu, choose
| | 01:17 | Open and Share, select the file that
you want to upload. And it will take a few
| | 01:23 | seconds to upload, but then we'll see your
file in a new tab across the top of the screen.
| | 01:29 | So on screen now we're seeing the
invoice file that Greg uploaded.
| | 01:33 | If I need to take back controls from
Greg at this point, I would click back on
| | 01:38 | my own name and click on Make Presenter.
| | 01:41 | A pop-up will show on my
screen that I am now the presenter.
| | 01:45 | I can do this also with the right mouse
button by right mouse button clicking,
| | 01:51 | clicking on Change Role To, and I can
make Greg a Presenter, a Panelist, who has
| | 01:58 | a limited amount of privilege but more
than an Attendee, or I can make Greg the
| | 02:03 | Host if I'm going to be exiting the
session and leaving him to run the program.
| | 02:08 | So turning over Presenter controls to a
participant is something that you might
| | 02:13 | want to do if you need another person
to upload a file, share a file on their
| | 02:18 | screen, or present content.
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| Inviting and expelling participants after the session has started| 00:00 | As you might remember, when we were
first creating a session room we had the
| | 00:04 | opportunity to invite participants.
| | 00:06 | We were able to choose names from an
address book or just fill in names.
| | 00:12 | If you've already started the session,
but forgot to invite somebody, or the
| | 00:16 | "somebody" hasn't shown up yet and
you want to send a reminder, use the
| | 00:20 | Participant menu > Invite and Remind.
| | 00:24 | When you open the dialog box you see a
space for Invitees. This is where you
| | 00:28 | would fill in their email address.
| | 00:30 | So I'm going to one attendee that's
missing and I can click Send to email the
| | 00:37 | message to Liz to allow her
to access the room with a URL.
| | 00:43 | As you can see above, the tabs
here allow you to invite using other
| | 00:47 | methods besides email.
| | 00:49 | You could also just copy the URL
and paste it into your standard email
| | 00:54 | application to send it sort of your
regular way of sending email as opposed to
| | 00:59 | from the WebEx interface.
| | 01:01 | It's helpful to use Invite and Remind if
somebody hasn't shown up or you did not
| | 01:06 | invite them in the first place.
| | 01:08 | In addition to inviting participants,
you can kick participants out of sessions.
| | 01:14 | So I've noticed that Mary has not
participated in a long time, in fact I can see
| | 01:19 | that the red exclamation point
| | 01:22 | tells me that she's not paying attention or
the WebEx window is not in the foreground.
| | 01:27 | If I want to remove her from the
session, I'd click on her name, choose
| | 01:32 | Participant, then Expel.
| | 01:34 | It says, do you really want to expel
her from this session, I'll say Yes, and
| | 01:39 | that person is no longer in the session room.
| | 01:41 | It might seem drastic to kick a
person out of the session, but it's helpful
| | 01:47 | sometimes if a person is having
connectivity problems or technical problems and
| | 01:51 | can't shut down the session room on their own.
| | 01:54 | Pushing them out of the session and
allowing them to rejoin might be the best
| | 01:59 | option for them to regain access to
the session and get back on track.
| | 02:04 | So you can invite participants before
the session or during the session and you
| | 02:08 | can remove participants
from the session as needed.
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| Using the Q&A panel| 00:00 | The Q&A, or Question and Answer, Panel
is an excellent way to manage and filter
| | 00:06 | incoming questions from participants
without them seeing each other's questions.
| | 00:11 | It works somewhat like private chat in
that questions are seen by the presenters
| | 00:16 | or hosts or panelists, but
not by the other participants.
| | 00:21 | You can see here on the Presenters
screen, as I transition over to the Question
| | 00:25 | and Answer Panel, that there is a space
at the bottom where a question can be
| | 00:30 | typed and as participants type to me...
go ahead Greg, if you would type your
| | 00:36 | message and click on Send.
| | 00:40 | You want to address it to me as the Host
or Host & Presenter or to All Panelists.
| | 00:47 | In that case the leaders of the
session see the question and you can be
| | 00:52 | specific about which leaders see it, but the
participants do not see each other's questions.
| | 00:58 | So Greg is asking, Can you copy formulas?
| | 01:01 | If I click on his question I now have
the ability to send or send privately.
| | 01:07 | So I can type an answer that says, Yes, you can.
| | 01:12 | Just use copy and paste commands. And
I am able to send my response to this
| | 01:21 | person individually or to all participants.
| | 01:24 | So if just click on Send Privately and
then click on Send, only Greg sees that
| | 01:30 | question and answer.
| | 01:32 | This is how it looks on a Mac.
| | 01:35 | I see two other questions
coming in here. One from Bob:
| | 01:38 | Will we be covering absolute referencing?
| | 01:41 | I can click and say, Yes.
| | 01:45 | Click Send, and that question then is
displayed for all participants and the
| | 01:50 | answer is also displayed for all participants.
| | 01:54 | In the case of Agnes' question,
will we take a break soon?
| | 01:57 | I might just say aloud, "Hi Agnes!
| | 01:59 | I see your question there and yes
we are going to take a break at 15
| | 02:04 | minutes past the hour."
| | 02:05 | So I don't need to type my responses if
it's not convenient to type, in fact as
| | 02:09 | you're presenting it can be quite
difficult for the presenter to type.
| | 02:14 | You might rely on your host or other
panelists to respond to questions in the
| | 02:19 | Question and Answer Panel,
especially when it comes to technical issues.
| | 02:23 | If individuals are having technical
problems, it's nice to be able to keep those
| | 02:28 | private so that all the participants
are not alarmed by individuals' technical
| | 02:34 | problems and all participants are
not seeing the conversation about that
| | 02:38 | technical problem taking place.
| | 02:40 | You might choose to use question and answer
in conjunction with chat or instead of chat.
| | 02:46 | I know that some presenters, especially
when presenting to a very large audience,
| | 02:51 | will restrict the communication just to
question and answer so that participants
| | 02:57 | are not distracted by the items coming in.
| | 03:00 | If I do not have the Question and Answer
Panel showing, it's helpful to see that
| | 03:05 | to the right of the individual's name in
the Participant Panel, a little question
| | 03:11 | icon shows up to indicate me this
person has asked a question and that will
| | 03:16 | alert me to open the Question and
Answer Panel and read their question.
| | 03:20 | If something is directed to me, I'm seeing a
separate tab in the Question and Answer Panel.
| | 03:26 | This keeps clear questions that are
sent to the hosts, the presenters, or
| | 03:32 | individual panelists or just specifically to me.
| | 03:35 | If I have a question from an individual
and I want to defer it to someone else--
| | 03:40 | maybe I don't know the answer to the
question--I can click on Send Privately.
| | 03:45 | The Respond Privately dialog box pops
up and I can defer to another individual,
| | 03:51 | I can dismiss it if I think it's not important,
and by default I can use the custom response.
| | 03:57 | So if there are questions that I can't
get to during this session I can just
| | 04:01 | dismiss them and move on or defer them to a
helper who can answer that question later.
| | 04:08 | I can also customize the text of
that and say, ask me again later.
| | 04:19 | I think you'll find that the
Question and Answer Panel is a nice way to
| | 04:22 | filter questions and control questions
without the entire audience witnessing
| | 04:27 | that conversation.
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|
|
6. Displaying ContentUploading files and polls to share| 00:00 | One way for WebEx presenters to
show files to participants is to upload
| | 00:05 | them into the Viewer.
| | 00:06 | That is that large space to
the left-side of the window.
| | 00:10 | You can load a variety of files,
including PowerPoint, Word, Excel, PDF, WMV, or
| | 00:18 | even WRF, that is WebEx Recording Files.
| | 00:21 | In contrast to application or desktop
sharing, uploading files in advance makes
| | 00:27 | it easier for you to manage files,
and the performance can be better too
| | 00:31 | because the file is cached to the
users rather than you pushing it across the
| | 00:36 | Internet in real-time.
| | 00:38 | This is especially important for video
files or if you or your users are on a
| | 00:43 | low bandwidth or compromised network connection.
| | 00:47 | It might take a few minutes to upload,
but once you do, you'll be able to switch
| | 00:51 | between files by clicking the
tabs across the top of the Viewer.
| | 00:55 | When poll files are opened, they
display in the Polling Panel on the right
| | 01:00 | side of the screen.
| | 01:02 | There are three routes you can take
to upload a file from your computer.
| | 01:06 | If your Quick Start page is open--this
is something that would have been turned
| | 01:12 | on when the Session Room was created--you
have easy access to some commonly used features.
| | 01:18 | Notice at the bottom of the Quick Start
page, there's a Share My Desktop button.
| | 01:25 | To the right of that, a drop-down list gives
me access to Share File (Including Video).
| | 01:32 | When I click that, I can navigate to
the folder on my computer, access the file
| | 01:39 | that I want, and click on Open.
| | 01:42 | Here I can see the PowerPoint file has loaded.
| | 01:46 | It will take up to a few minutes to
load depending on the size of the file and
| | 01:51 | your connection quality and speed.
| | 01:54 | Once the upload is complete, the first
page or first slide will display in a
| | 01:59 | new tab in the Viewer.
| | 02:01 | Another option for uploading a file is
to go to the File Menu, choose Open and
| | 02:06 | Share, select the file
from the list, and click Open.
| | 02:15 | Again, you'll see a new tab display at
the top of your screen, and now you can
| | 02:21 | switch between the files that have been opened.
| | 02:25 | The third option is to choose the Share
Menu > File, and again, navigate to the
| | 02:32 | file that you want, select it, and
click Open, and we now see the third tab
| | 02:39 | displayed at the top of the screen.
| | 02:42 | To open a poll file, choose File
from the menu > Open Poll Questions.
| | 02:50 | Again, navigate to the folder where
those files are stored, and you'll notice
| | 02:56 | poll files use an ATP extension.
| | 02:59 | Again, select the file that
you want and click on Open.
| | 03:03 | To see the poll file, expand the
Polling Window and you can see that the poll
| | 03:10 | information is displayed here.
| | 03:12 | In addition, you could choose the Open
button here in the Polling Panel and a
| | 03:18 | Poll2 page displays.
| | 03:21 | Then an Open dialog box displays.
| | 03:25 | Choose the file that you want and click Open.
| | 03:30 | You'll find out more later about using
polls and displaying them to participants.
| | 03:36 | In addition to uploading files to
display during the session, you might want to
| | 03:40 | upload files that are transferred to
participants during the session, files that
| | 03:45 | might otherwise get
attached to an e-mail invitation.
| | 03:49 | You might include handouts, especially
if files are large, reading materials,
| | 03:55 | worksheets, templates, job aids, things
the participants will save, open, use,
| | 04:02 | save again on their own computer.
| | 04:05 | It's always wise to have the required
files uploaded in advance so participants
| | 04:11 | can access them as soon as they log in.
| | 04:13 | Upload them even if you've already e-
mailed, because it's better to have it and
| | 04:17 | not need it than to need it and be
scrambling at the last minute to find it.
| | 04:22 | All of what we've covered here is
related to uploading files, literally
| | 04:27 | transferring files from your computer
to a network server at WebEx, and using
| | 04:32 | File Transfer to transfer
files to participants' computers.
| | 04:37 | If your machine were to fail at this
time, another presenter could take over
| | 04:42 | advancing the slides and displaying content.
| | 04:44 | You also can set privileges that allow
or disallow participants to view uploaded
| | 04:50 | files how they choose.
| | 04:52 | They can advance slides at their own
pace, go backwards, skip ahead, or see
| | 04:58 | slides in a thumbnail view.
| | 05:00 | You can also allow them to save and
print files that have been uploaded.
| | 05:06 | You'll see more about this when we
talk about participant privileges.
| | 05:10 | Let me show you the File Transfer dialog.
| | 05:13 | I'll choose from the menu, File > Transfer.
The window opens.
| | 05:20 | Notice there are no files loaded at this time.
| | 05:24 | When I click the File Share button, I
can again navigate to my local drive, find
| | 05:30 | the file I need, and upload
it into the Transfer Window.
| | 05:37 | I can select the file from
the list and choose Open.
| | 05:42 | On the participants' side, they would
select the file and click the Download
| | 05:47 | button to save that file
to their own local machine.
| | 05:50 | When you close the File
Transfer window, the file is removed.
| | 05:55 | So keep it open until
everyone has downloaded the file.
| | 06:01 | I recommend you always upload files in
advance so that everything that you need
| | 06:06 | is available with the fewest number of clicks.
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| Displaying slides and animations| 00:00 | For each file that is loaded, a tab is
displayed across the top of the viewer.
| | 00:06 | Quick Start and Session Info
are already there when you log in.
| | 00:10 | But we also see the PowerPoint
file and Excel files labeled.
| | 00:15 | Each tab has an X in the top right
that will close the file, that is, empty
| | 00:21 | it from this viewer.
| | 00:23 | If you've uploaded a PowerPoint slide you'll
see a small controller at the top of the screen.
| | 00:29 | Clicking the arrow to the right will
advance the slide to the next page.
| | 00:34 | Clicking the arrow to the left
will move to the previous page.
| | 00:38 | If in PowerPoint you assigned
animations to your slide, clicking Next will
| | 00:43 | display each of the items in turn.
| | 00:48 | Notice also a drop-down list arrow that
allows you to jump from one slide to the next.
| | 00:54 | So I can move through the presentation
quickly without clicking Next for each slide.
| | 01:00 | If you've used the Title field in
PowerPoint, the text will display in this
| | 01:06 | drop-down list, so you will be able to
move to a slide based on its name or the
| | 01:12 | text at the top of the slide
instead of just the number as we see here.
| | 01:17 | I'll move back to the first slide.
| | 01:21 | Notice also in the lower left portion
of the screen, you have some controllers
| | 01:26 | that allow you to change the size of the viewer.
| | 01:29 | On my screen I'm
displaying this slide in 96% view.
| | 01:34 | When I click this button, I can
increase the size or decrease the size to make
| | 01:39 | it easier for me to see. I'll set it to 100%.
| | 01:44 | I also have zoom controls.
| | 01:46 | Zoom In and Zoom Out will allow me to
increase or decrease with a single click.
| | 01:52 | I can show the Thumbnail view of my
slides. That makes it easy for me to find
| | 01:58 | a slide and move ahead to that slide.
And I can use an option called Sync
| | 02:03 | Display for All, which insures my
participants are seeing the interface the
| | 02:08 | same way that I see it.
| | 02:10 | Full Screen increases the size of
the view to take over my entire screen.
| | 02:16 | I no longer see the panels on the right
side, but instead I see a toolbar at the
| | 02:21 | top that lets me make
changes to the view as I need.
| | 02:26 | So if I want to see if participants
are typing in chat, I can open the Chat
| | 02:31 | panel and it layers over the
top of my Full Screen view.
| | 02:36 | It can be challenging to work in this
view, because it takes up so much space
| | 02:40 | that I'm covering up all
of the other tools in WebEx.
| | 02:44 | I'll click Return to display my
screen in Normal view and I'll turn off the
| | 02:50 | Thumbnails when I don't need them.
| | 02:52 | So as you can see, displaying slides
and animations is fairly straightforward,
| | 02:58 | but you will want to practice
before you have students in your session.
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| Annotating slides and whiteboards| 00:00 | When you're using PowerPoint slides in
WebEx, you might want to use Annotation
| | 00:06 | Tools to draw attention to
specific things on the screen.
| | 00:10 | For instance, if I want to point out a
specific objective from this training
| | 00:14 | session, I can turn on my Pointer Tool
using the Annotation Toolbar displayed at
| | 00:19 | the top of my screen.
| | 00:21 | When I click it, it turns on an arrow
that has my name associated with it.
| | 00:26 | So as I click on the bulleted items, I am
drawing the user's attention to these items.
| | 00:32 | I can change the Pointer Type by
clicking on the drop-down list to the right of
| | 00:37 | the arrow, clicking on the Laser
Pointer Tool, and then when I click, I have a
| | 00:42 | red dot rather than a red arrow.
| | 00:47 | I also have tools across the top of my
screen that allow me to highlight or draw
| | 00:52 | on screen as needed.
| | 00:54 | So if I really want to draw
attention, I can use a tool like that.
| | 00:58 | It's fun to turn on Annotation Tools
for my participants to use as well.
| | 01:03 | So I'll start by clearing my
annotations by using the Eraser Tool > Clear My
| | 01:09 | Annotations and again, the Eraser
Tool> Clear My Pointer, to make sure my
| | 01:16 | screen is clear and ready to go.
| | 01:19 | Then, to assign privileges to my
participants, I'll move to the Participant
| | 01:24 | Panel on the right side of my screen,
right mouse button click on a participant
| | 01:29 | name, click Assign Privileges to open
the Assign Privileges dialog box, and
| | 01:36 | notice that the Annotate function is
not turned on for my participants, so they
| | 01:41 | do not see a toolbar at the top of their screen.
| | 01:45 | Once I click that and click on OK,
participants will see the Annotation Toolbar
| | 01:51 | show up at the top of the screen here.
| | 01:54 | This is what it looks like on a user's machine.
| | 01:58 | Again, I'll clear those annotations, and
now I'd like to invite my participants
| | 02:03 | to use their Annotation Tool
to work on an activity with me.
| | 02:08 | So I'll move ahead to the correct slide.
| | 02:11 | I'll invite the participants to
use their Arrow or Pointer Tool.
| | 02:17 | And in addition to teaching them to use
the tools, I also like to add some kind
| | 02:24 | of instruction on the slide so it's
obvious to them what we're doing here.
| | 02:29 | So Greg, Bob, Agnes, and Susan, if
you'd like to participate in this
| | 02:34 | activity, please click your Arrow Tool
at the top left portion of your screen
| | 02:39 | and then move your name pointer to identify
the Excel features that I'll ask you about next.
| | 02:45 | So if you know where the Excel Ribbon
is, please point to it on your screen.
| | 02:54 | If you recognize column headings, please
click on Column Headings on your screen.
| | 03:05 | Please point to Row Headings on your screen.
| | 03:13 | Please point to the Formula Bar.
| | 03:18 | Agnes has it right.
| | 03:22 | Please point to a place on the
screen where the active cell is shown.
| | 03:31 | And then please point to Cell F11.
| | 03:36 | An activity like this is an excellent
way to review things that are going on on
| | 03:41 | screen, to get participants
involved, and using the features of WebEx.
| | 03:47 | In addition to the Arrow Tool, you can
see that there is a capital T, Text Tool,
| | 03:54 | and participants can use this Text
Tool to type text right on screen.
| | 03:59 | This particular screen may not be
appropriate for text at this point, but keep
| | 04:04 | in mind, there's also a Whiteboard
feature that you might want to use.
| | 04:08 | So I'm going to open up a Whiteboard
tab. I'll use the Share Menu, and I'll
| | 04:14 | click on Whiteboard, and I now see a
blank screen displayed as a new tab.
| | 04:20 | I like to use Whiteboards if I'm going
to ask participants to share a lot of
| | 04:26 | text on the screen at one time or shout
out answers to an open-ended question.
| | 04:31 | I typically encourage participants to
first use their name pointer to claim real
| | 04:36 | estate on the screen, then to use their
Text Tool to position an insertion point
| | 04:42 | to the right of that arrow, and type.
| | 04:45 | So if I ask a question like, hey
everybody, where are you joining from today?
| | 04:50 | Go ahead and type your city and state on-screen.
| | 04:55 | When you're finished typing, be
sure to click away to finish the entry.
| | 05:07 | In addition to the name pointer and the
Text Tool, you also see Annotation Tools
| | 05:14 | like the Line Tool, the Arrow.
| | 05:17 | Go ahead and explore those options
using your mouse pointer and the Annotation
| | 05:23 | Toolbar that you see.
| | 05:26 | You can draw circles, checkmarks, Xs.
| | 05:35 | You can use a free-form marker, and you
can change the color of the marker that
| | 05:43 | you're using by selecting the drop-down
arrow to the right of the color box and
| | 05:48 | pick any color that you choose.
| | 05:54 | When it comes time to clear the screen, use
the Eraser Tool to delete what's on screen.
| | 06:00 | Participants can delete their own
pointers and their own annotations, but you as
| | 06:05 | the presenter can clear all
annotations and all pointers.
| | 06:09 | So use the drop-down list arrow to the
right of the Eraser and choose Clear My
| | 06:14 | Pointer or Clear My Annotations.
| | 06:18 | Annotation Tools are used
for more than just scribbling.
| | 06:21 | It is useful when you want
participants to show the steps in a flowchart, to
| | 06:27 | label a screen or a process.
| | 06:29 | You'll want to set up the activity in
advance so that you have instructions on
| | 06:34 | screen and so it's easy for
the participants to follow along.
| | 06:38 | Remember, the Annotation Toolbar must
be turned on for participants to use it,
| | 06:43 | but as a presenter it's
turned on for you automatically.
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| Presenting audio and video files| 00:00 | Video and audio files, like other
files, should be uploaded into the WebEx
| | 00:06 | viewer prior to the start of the session so
that they're ready to use when the time comes.
| | 00:12 | Do this by choosing the Share menu,
choose File, then navigate to where that file
| | 00:19 | is stored on your own drive.
| | 00:24 | When you click Open, you'll see the file
load into the viewer window on a new tab.
| | 00:31 | You'll see the first frame of a video
file with the Play button prominently
| | 00:36 | displayed in the middle of the screen.
| | 00:38 | You also see additional information
along the lower edge of the video screen.
| | 00:44 | You can see a Play button, a scroll
button that allows you to move ahead to a
| | 00:49 | specific point in the file, you can
see the duration of the video file, audio
| | 00:55 | controls, and full-screen controls.
| | 00:58 | This button allows you to
increase the size of the image.
| | 01:02 | I'll click on Play to show
you a sample. (video playing)
| | 01:05 | (video playing) If you need to remove the video
file from the viewer, of course you can click
| | 01:23 | the X in the top right corner of the tab.
| | 01:26 | If you have an audio file to share, you
can use the same procedure, Share > File,
| | 01:33 | navigate to where that file is loaded, and
double-click the filename to open the audio file.
| | 01:42 | The only image you will see is an
icon representing the audio file.
| | 01:46 | When you click Play, you and the participants
will also hear the audio file. (audio playing)
| | 01:55 | As you can see, uploading audio and video
files is as easy as uploading any other
| | 02:02 | file into the software interface.
| | 02:04 | Be sure to load the file and test it in
advance to make sure that it looks right
| | 02:09 | to the participants on their screens.
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| Sharing a live application| 00:00 | Some training is more demonstration-oriented
rather than just a display of static files.
| | 00:07 | For this, you can use Application
Sharing, where you select a single software
| | 00:12 | program and show it to the audience,
| | 00:14 | or Desktop Sharing, where anything
active on your desktop can be brought to the
| | 00:18 | foreground and displayed.
| | 00:20 | Once shared, everything that you do with the
mouse or the keyboard is seen by participants.
| | 00:25 | Sharing can be paused, so that you can
make changes without those changes being seen.
| | 00:30 | Even the WebEx Session Room itself
can be shared if your purpose is to
| | 00:34 | teach someone WebEx.
| | 00:36 | So I'd like to start sharing now,
and in this case I am going to use
| | 00:40 | Application Sharing.
| | 00:41 | I'll choose the Share Menu > Application.
Because I already have the Excel program
| | 00:47 | running and the file open, I
can choose it from the menu.
| | 00:51 | So I'm clicking on Microsoft Excel and
the application comes to the foreground.
| | 00:57 | On my screen I'm seeing the Excel
window as I normally would see Excel.
| | 01:03 | But I also have a Sharing Toolbar that
displays across the top of the screen.
| | 01:08 | I have a STOP SHARING button, Pause,
a Share control button that lets me
| | 01:13 | change what I'm sharing, an Assign button
that lets me turn over controls to a participant,
| | 01:19 | and I also see buttons on the right side
of the screen that allow me to bring up
| | 01:23 | my panels that would normally
be displayed on the right side.
| | 01:27 | So I am going to click on the
Participant Panel to display it and I can also
| | 01:31 | click on the Chat Panel, so if I want
to continue to follow the conversation, I
| | 01:35 | can see that by choosing those panels.
| | 01:37 | In this case, I'd like to show
participants how to use the AutoSum function.
| | 01:42 | So I am going to click in Cell F3. I'd
like to total all the numbers in Row 3.
| | 01:48 | I'll click on the AutoSum button
and it shows that the formula fills in
| | 01:53 | automatically and displays for me
which numbers will be totaled, and when I
| | 01:58 | press Enter, my total displays in Cell F3.
| | 02:02 | If at any point I need to turn over
controls to a participant, which I might do
| | 02:07 | if I want to be sure that they
understood the steps, I can turn over controls by
| | 02:12 | choosing Assign, and then
Pass Keyboard and Mouse Control.
| | 02:18 | In this case, I'll turn over controls to Greg.
| | 02:21 | And I do want to give Greg clear
instructions on what to do next.
| | 02:24 | So Greg, if you would, please
take your mouse and click in Cell F4.
| | 02:32 | You can see that Greg is
now controlling my mouse.
| | 02:35 | Once there, click on the AutoSum button that
you see on the Ribbon at the top of your screen.
| | 02:41 | And Greg is currently
controlling my version of Excel.
| | 02:45 | By clicking on AutoSum, he sees the
same feedback that I saw a moment ago, and
| | 02:50 | Greg, if you would, press Enter.
| | 02:52 | So the total in Cell F4 is displayed.
| | 02:55 | This is a great way to be sure your
participants were following along with the
| | 03:00 | procedures and that they're able to
perform the procedures on their own.
| | 03:04 | Now, be careful. If I was Desktop
Sharing at this point, Greg would have control
| | 03:11 | over anything running on my Desktop.
| | 03:14 | He could even close down Excel and open
my mail or go and look at other things
| | 03:19 | running on my Desktop.
| | 03:21 | Application Sharing is a more efficient
way to share something that's running on
| | 03:26 | your computer and really allows for
more security, because participants could
| | 03:31 | not then move to some other
application to look at what's going on there.
| | 03:36 | Greg is still controlling my
interface here, so once the assignment is
| | 03:41 | completed, I want to take
away controls from Greg.
| | 03:44 | So I'll drop down the Assign button and
choose Pass Keyboard and Mouse Control
| | 03:50 | and then uncheck Greg's name in the list.
| | 03:54 | If I want to draw attention to an item on
the screen, I can use the Annotation Tool.
| | 04:00 | When I click it, I now have a Pen
that lets me draw or write on the screen.
| | 04:05 | I might be talking to the
participants on how they might want to copy that
| | 04:09 | formula down or total down
at the bottom of the screen.
| | 04:14 | I could also give over Annotation
controls to the participants if I want them
| | 04:18 | to annotate on screen.
| | 04:22 | I'll turn off the Annotation Tools, and
on the participant's screen you'll see a
| | 04:27 | similar toolbar displayed across the top,
but of course participants don't have
| | 04:32 | the level of control that the presenter has.
| | 04:35 | They only have the ability to open
panels that they might want to use to ask a
| | 04:41 | question by typing in Chat or raising
their hand in the Participant Panel.
| | 04:46 | Greg or Agnes, if you have a question at
this time, go ahead and raise your hand
| | 04:51 | or just type your question in Chat. Okay.
| | 04:56 | I can see that Greg's hand is raised and at
this point I could call on him to speak up.
| | 05:01 | For now, I am going to
stop sharing this application.
| | 05:06 | So Application Sharing is an
excellent way to use the features available to
| | 05:13 | you in the software product that you're
teaching and show that in real-time to participants.
| | 05:19 | If you're in a situation where you want
to see what's running on a participant's
| | 05:23 | machine--maybe they're having technical
difficulties in their version of Excel--
| | 05:27 | you could turn over presenter
controls. And I am going to do that now by
| | 05:32 | clicking on Greg's name in the
Participant Pane. I can click on Make Presenter,
| | 05:36 | and the screen changes to show the
little WebEx ball to the left of Greg's name.
| | 05:42 | At this point, Greg, if you would,
please make sure that your Excel file is open
| | 05:47 | and running on your Desktop.
| | 05:49 | Then go to your Share window, choose
Application, and select the Excel file from the list.
| | 05:56 | Okay.
| | 05:57 | So we are now seeing Greg's Excel window,
and because Greg is using a Macintosh
| | 06:03 | computer, the Ribbon across the top of
the screen looks a little bit different.
| | 06:06 | So Greg, if you would, please click
on Cell F3. Then click on the AutoSum
| | 06:11 | button, which is just there
just above the Formulas button.
| | 06:16 | Good, go ahead and click on that,
you see the =SUM, press Enter.
| | 06:22 | So in this instance, because I'm
coaching Greg, I might take it a step further
| | 06:26 | and give him more guidance on
what else he can do with Excel.
| | 06:29 | So Greg, please click on Cell F3, and
notice in the lower right corner you have
| | 06:35 | what looks like a little handle. Click
that, and drag all the way down to Cell
| | 06:40 | F10, which is Lu's sales numbers, and
release. And that has now filled in the
| | 06:47 | totals for the rest of the staff.
| | 06:51 | If you'd like to use the AutoSum function
again, you can total the totals in Cell F11.
| | 06:58 | Click in F11, use AutoSum, and Excel
knows to calculate vertically, because
| | 07:05 | that's where the numbers are.
| | 07:06 | To the left of Cell F11 there is only text,
so it does not try to total that text.
| | 07:12 | And press Enter, and you can see
the total is 1458. Thanks Greg!
| | 07:17 | So I am going to take back controls from Greg.
| | 07:20 | I am opening up the Participant Panel.
| | 07:23 | I am clicking on my own name and
then I'll click again on Make Presenter.
| | 07:29 | It says the sharing will end, so I am
taking away controls and taking away the
| | 07:34 | Excel file being displayed.
| | 07:36 | I'll click on Yes, and we're back to
Excel and Greg is no longer sharing.
| | 07:40 | Greg, thanks for your help!
| | 07:42 | So as you can see, Application
Sharing is a great way to display content to
| | 07:48 | participants and allow them to display
content to you, and we're talking about
| | 07:53 | using a software application in real-time.
| | 07:56 | As an addendum, you should know that
when you Application Share, WebEx does its
| | 08:01 | best to keep the participants from
seeing other applications that you might
| | 08:06 | attempt to switch to.
| | 08:08 | So let's say in the middle of
Application Sharing an e-mail comes in or
| | 08:11 | something distracts you on your own
computer screen, when you toggle over
| | 08:16 | to that other window to look at it,
the participants see a yellow and black
| | 08:22 | crosshatched pattern, so they are not
going to see whatever it is that you switch to.
| | 08:27 | This would not be true in Desktop Sharing.
| | 08:29 | If you chose Desktop instead of
Application Sharing, your switching over to
| | 08:34 | another application would indeed show
that application to the participants.
| | 08:39 | So unless you have a reason to be
switching between windows that are open on
| | 08:42 | your screen, maybe toggling between
Excel and Word or Excel and PowerPoint, you
| | 08:48 | definitely want to use Application Sharing.
| | 08:50 | So I'll STOP SHARING and we're back to WebEx.
| | Collapse this transcript |
| Enabling a user to control a shared application remotely| 00:01 | So, we are in the middle of teaching
Absolute Referencing, which is something
| | 00:05 | the trainer might be guiding the
participants through by Application Sharing
| | 00:10 | the Excel interface.
| | 00:12 | So I would teach the participants to use
Absolute Referencing, then complete the task.
| | 00:20 | But at this point I'd like to turn over
controls to a participant to see whether
| | 00:25 | or not they understood what was done
there and to make sure that they are
| | 00:29 | actually able to do it themselves.
| | 00:31 | So I am going to call on a volunteer.
| | 00:34 | Participants, if you're ready to
participate at this point, please show hand raise.
| | 00:38 | Can you open your Participant panel on
the right side of your screen and show
| | 00:43 | hand raise if you're willing to participate?
| | 00:46 | Greg, terrific. Thanks, I see your hand there.
| | 00:48 | So I am going to click on the Assign
menu at the top of my screen, I'll use Pass
| | 00:54 | Keyboard and Mouse Control, and then
I'll click on Greg's name in the list.
| | 01:00 | Now Greg has control over my machine.
| | 01:03 | So Greg, if you would, please click in
the cell E5 and edit the formula there to
| | 01:09 | use the Absolute Referencing
function to absolutely reference cell E2.
| | 01:15 | So as Greg is moving his mouse, I am not in
control of what's happening on the screen.
| | 01:21 | I can always take back controls if I
need to make a change or help him, but
| | 01:28 | eventually I want to take away controls.
| | 01:31 | Good, now Greg press Enter and then copy
that formula down to the following cells.
| | 01:38 | Perfect.
| | 01:41 | And now double check your work by
clicking on cell E9 and notice that cell E2
| | 01:47 | is still absolutely referenced with
the dollar signs showing in the middle of
| | 01:52 | the Cell Reference.
| | 01:54 | So once Greg is finished with his
assignment I will go back to the menu at the
| | 01:59 |
top of the screen. I'll choose Assign >
Pass Keyboard and Mouse Control and then
| | 02:07 | uncheck Greg's name from the list.
| | 02:11 | I could use a similar function
if I just wanted Greg to annotate.
| | 02:15 | I could turn over controls by using
Allow to Annotate and when I click on Greg's
| | 02:21 | name, he now has control over a pen.
| | 02:24 | So I might say, Greg what was the cell
that you wanted to absolutely reference
| | 02:29 | in this formula? Could you
circle it with the marker?
| | 02:33 | And now as Greg moves the marker on the
screen, he is drawing over and on top of
| | 02:39 | My Shared version of Excel.
| | 02:42 | This type of interaction can be a very
useful way to engage learners and to be
| | 02:47 | sure they're actually following
along with what you're teaching.
| | 02:51 | But, because we're going back and forth
across the Internet, the behavior of the
| | 02:57 | mouse or the operation of the
keyboard might feel a bit sluggish.
| | 03:01 | But, tell the participants that that's
acceptable or that's understandable so
| | 03:06 | that they know that they're
not doing something wrong.
| | 03:09 | Okay, so I am going to turn
off the Allow to Annotate.
| | 03:14 | I'm unchecking Greg's name and then
I will stop sharing the application.
| | Collapse this transcript |
| Showing a poll question and its results| 00:01 | Creating a poll, setting options, and
saving the poll file is only part one.
| | 00:06 | The next part is to show the poll to the
audience during the session and get them to respond.
| | 00:11 | Just displaying the poll and waiting for
the timer to run down might not be enough.
| | 00:15 | I recommend that you start by
including a poll slide or other indicator to
| | 00:20 | remind you and your participants
that a poll is about to be shown.
| | 00:24 | At that point, you might say, "Stand by
for a poll question," or "Please respond to
| | 00:30 | the poll that you're
about to see on your screen."
| | 00:33 | You'll need to expand the Polling Panel,
select the correct Poll Tab, and then
| | 00:38 | click Open to display the poll
question to the participants.
| | 00:43 | Once you have the poll open,
participants are able to see it and to start voting.
| | 00:48 | At this time, you can say, "As you can see,
there is a poll displayed on your screen.
| | 00:54 | Please click the Option button to the
left of your response or responses and be
| | 00:59 | sure to click on the Submit button."
| | 01:02 | You don't need to read the poll aloud,
but you can if you choose to emphasize
| | 01:06 | or clarify any points.
| | 01:08 | You might also tell participants
how the data will be used or not used.
| | 01:13 | You might say polling responses are
anonymous, or maybe they aren't, or your
| | 01:19 | responses will be scored, or your
score will count towards your grade.
| | 01:25 | Warn participants as the time runs
down that they finish quickly and submit.
| | 01:32 | You can close the poll before the
timer ends if you choose, but you
| | 01:36 | cannot extend the time.
| | 01:38 | Once the timer has run down or the
poll is closed, presenters can opt to show
| | 01:43 | the results to participants.
| | 01:45 | Okay, I am going to go ahead and show some now.
| | 01:51 | So here comes Poll Question 1.
| | 01:52 | So I am clicking on the Open Poll button.
| | 01:58 | This is how it looks on the
participants' screen. And then say to the
| | 02:02 | participants, "Please vote using the
polling options that you see for Question 1,
| | 02:07 | and please fill-in your formula for Question 2.
| | 02:10 | So you will need to type in that
little textbox and then click Submit."
| | 02:17 | As the time takes down, I will say to the
participants, "Please finish up and click Submit."
| | 02:22 | And at this point, as you can see on
the Presenter screen, I now have options
| | 02:27 | to display Poll Results or Individual
Results by just clicking on the checkboxes here.
| | 02:34 | When I click Apply, the data is
then displayed to the individuals.
| | 02:40 | There are some situations that it is
appropriate to show individual poll responses.
| | 02:45 | In this case, you'll want to click on
that option and display the results.
| | 02:50 | Notice that what's actually happening
behind the scenes is your application
| | 02:55 | sharing a tab in your browser that has
this data collected and is available to
| | 03:00 | display to your audience.
| | 03:02 | I'll click on STOP SHARING to return
back to the WebEx interface, where we can
| | 03:08 | again see the slides on the left side.
| | 03:10 | I'd like to show another poll question
at this time, so I am clicking on the tab
| | 03:15 | at the top of the Polling Panel.
| | 03:18 | So another type of poll question that
you might choose to display would be one
| | 03:22 | that has more than one right answer.
| | 03:25 | So in the case of this poll question
related to the order of operations, there
| | 03:30 | are two questions that are correct.
| | 03:33 | When I show the poll or open the poll
for the participants, they will be able to
| | 03:38 | select more than one answer.
| | 03:39 | I am going to click on the Open Poll
button now and then my participants have
| | 03:44 | the opportunity to respond.
| | 03:45 | So I would say to them, please go
ahead and choose any of the correct
| | 03:50 | answers that you see.
| | 03:51 | There might be more than one.
| | 03:54 | Notice that instead of circular option
buttons, we are seeing little squares
| | 04:00 | that will accept checkboxes, so the
participants can click on those buttons. And
| | 04:05 | of course, remind them to click
on the Submit button as well.
| | 04:09 | So as they're responding to the polls
on the Presenter screen, we can see a
| | 04:14 | red bar chart building to show who has
responded and how many people have yet to respond.
| | 04:21 | So as a presenter, I might want to say,
"If you haven't responded yet, please go
| | 04:25 | ahead and click on your
answer and be sure to click Submit."
| | 04:30 | As the timer ticks down, I might just
encourage them to finish up quickly, but
| | 04:36 | I can always close the poll before
the timer completes if I notice that
| | 04:40 | everyone is 100% complete.
| | 04:43 | So I do want to show the poll
results and the correct answers.
| | 04:47 | So I will click on each of those
checkboxes, and then click Apply.
| | 04:53 | Not much changes on the presenter screen,
but on the participants' screen, the
| | 04:57 | participants can now see the interface
the way I was seeing in a minute ago with
| | 05:02 | a bar chart to the right and the
correct answer is indicated with green
| | 05:06 | checkmarks to the left.
| | 05:08 | So by doing this, participants can
evaluate whether or not they answered
| | 05:12 | the question correctly.
| | 05:14 | When we are finished with the poll,
remember the Poll Panel will continue to
| | 05:18 | display until the participants
collapse that panel and expand another panel.
| | 05:24 | So you might need to remind them to
collapse the polling when you're finished
| | 05:28 | using it and revert back to showing chat
and participants instead of the polling panel.
| | 05:34 | So as you can see, there's multiple
ways to use polls, there is different
| | 05:39 | types of questions that you can ask,
and there's different ways that the
| | 05:42 | participants can respond.
| | 05:44 | There are even different ways to
show the results or the data to the
| | 05:48 | participants when you're finished.
| | Collapse this transcript |
| Transferring files to participants| 00:01 | Learning sessions often include files
such as handouts or worksheets that need
| | 00:05 | to be sent to participants or
posted for them to download.
| | 00:09 | If your files were attached to the
session details before the start of the
| | 00:13 | session, participants could have
downloaded the files from the login page.
| | 00:18 | If the session has already begun and
you need to transfer files to participants
| | 00:22 | now, you can do so using
the File Transfer window.
| | 00:26 | I'll go to File > Transfer,
and the window pops up.
| | 00:32 | In the File Transfer window, click the
Share File button, navigate to the place
| | 00:37 | on your computer where your files are
stored, and select the file from the
| | 00:43 | list. Then click Open.
| | 00:45 | Participants see the File
Transfer window on their screen.
| | 00:49 | They can then click the file name in
the list and the Download button will
| | 00:54 | be available to them.
| | 00:56 | They can click the Download button and
save the file to their local machine.
| | 01:01 | This is what it looks like
on the Participant window.
| | 01:04 | There are some visible instructions at
the lower portion of the window, but it's
| | 01:09 | helpful to also tell participants what
they need to do to complete the steps.
| | 01:14 | It might not be obvious to them
when they look at this window.
| | 01:18 | The number in the lower-right
portion of the screen tells you how many
| | 01:22 | participants still have this window open.
| | 01:24 | Once they're finished downloading, ask
them to close the window and you can keep
| | 01:29 | track of who has completed the
steps as that number ticks down.
| | 01:33 | File Transfer is useful whenever you
want the participants to have access to a
| | 01:38 | file that they'll use
locally on their own machines.
| | 01:41 | When I close the File Transfer window,
the file is emptied from this window.
| | 01:47 | So if I need to use the window again,
I'll need to share the file a second time.
| | Collapse this transcript |
| Sharing a web site | 00:00 | To demonstrate features or menus of a
website to participants where you control
| | 00:05 | the clicking, you can use Live
Application Sharing as we saw in another movie.
| | 00:11 | You can also use the Share menu > Select
Web Browser, and that will automatically
| | 00:16 | start application sharing your web browser.
| | 00:19 | You can tell that it's live sharing because
the toolbar displays at the top of the screen.
| | 00:28 | The toolbar has the controls you saw
when we application shared. Stop Sharing is
| | 00:34 | the most prominent button, but you also
have Pause, you can turn over controls
| | 00:38 | to another person, and you can
display additional panels if you need them.
| | 00:43 | You can also share web content with
individual participants to allow them to
| | 00:48 | interact with the web content themselves.
| | 00:51 | I will click Stop Sharing for
now so we can look at that.
| | Collapse this transcript |
| Sharing web content| 00:00 | In contrast to sharing a web
browser, you can share web content.
| | 00:06 | The difference is sharing web content
allows participants to interact with the
| | 00:10 | website independently of each other
and independently of you, the presenter.
| | 00:15 | So I am going to choose Share > Web
Content, paste in the URL, and click on OK. I
| | 00:23 |
| | 00:23 | see a security screen.
| | 00:25 | I will just click Yes to confirm.
| | 00:28 | At this point, participants are seeing
the website independently of me. This is
| | 00:34 | what the Participant view looks like.
So they can click on links, and explore
| | 00:39 | this website, and this is the Presenter view.
| | 00:44 | I'm in the Subscription Plan page.
| | 00:46 | I will move back to the homepage.
| | 00:49 | I'll choose the Subject menu and select a topic.
| | 00:54 | When I no longer want the
participants actively using that website, all I
| | 00:59 | need to do to stop the sharing is
to close the tab using the X in the
| | 01:04 | top right corner of the tab.
| | 01:06 | It asks me if I want to save the current
document. I will click No, and I'm back
| | 01:11 | to WebEx without any browser content showing.
| | 01:14 | I think you'll find that allowing
participants to share web content is a nice
| | 01:19 | way to allow them to explore a
website in a controlled environment.
| | 01:23 | But, you do want to remind them
that eventually they have to come back
| | 01:27 | and rejoin the group.
| | Collapse this transcript |
|
|
7. Managing User Audio and VideoUnderstanding telephony and VoIP audio| 00:00 | You should carefully consider your
audio options and how you'll use audio
| | 00:05 | during your session.
| | 00:06 | Most webinars require the presenter to have
audio so that they can broadcast to users.
| | 00:13 | But ask yourself, do your participants also
need to be able to speak during the session?
| | 00:19 | In an earlier movie we saw that I
created a session room and set the audio
| | 00:24 | option to use WebEx audio, which
allows my participants one of two options.
| | 00:30 | They can choose telephone audio
or Voice over IP audio, which is
| | 00:34 | computer-based audio.
| | 00:36 | When they join a session this window
will pop up, prompting them to select their
| | 00:41 | preferred audio option.
| | 00:43 | To use the computer option, they'll
need to have a microphone and speaker or
| | 00:48 | headset plugged into their computer.
| | 00:51 | This is not the telephone option.
| | 00:53 | When they click on Call Using
Computer they will connect to the audio and
| | 00:58 | then they'll be able to speak to you
through their headset microphone or
| | 01:02 | standalone microphone.
| | 01:06 | A display shows them how strong their
audio volume is and they can make changes
| | 01:11 | to the audio volume by
dragging the scroll bar to the right.
| | 01:15 | At any time they can leave the audio
conference by clicking this red button.
| | 01:26 | If participants choose to access the
audio using a telephone, they'll expand
| | 01:32 | this portion of the screen and they
can ask WebEx to call them back at their
| | 01:37 | own telephone number or they can use the dial-in
number provided on the session information page.
| | 01:43 | If they fill in their own phone number,
they would then click on Call me. If
| | 01:49 | they choose I will call in,
| | 01:51 | the information that they will need to
use to dial-in will be displayed for them.
| | 01:55 | A telephone number is displayed here in
addition to a link to global call-in numbers.
| | 02:02 | So if some of your participants are
joining from outside the US or Canada,
| | 02:07 | they'll see a telephone number
that will give them local access.
| | 02:10 | Each participant will enter the
access code followed by the pound sign.
| | 02:15 | And it's important that each attendee
also fill in their attendee ID with pound
| | 02:20 | sign so that their phone number
and their name in the participant list
| | 02:24 | become associated with each other.
| | 02:27 | If they fail to do that you may see
two instances of that person which will
| | 02:31 | represent their computer
login and their PC login.
| | 02:35 | Once they make a decision and decide
to call-in, they will connect to the
| | 02:40 | session and this dialog box will close.
| | 02:50 | Once the participant has connected
to the audio, an icon will display to
| | 02:55 | the left of their name.
| | 02:57 | If they've joined on PC audio or voice
over IP audio, you'll see a headset icon
| | 03:03 | displayed to the left of their name.
| | 03:05 | If they are joining on a
telephone, you'll see a tiny icon of a
| | 03:09 | telephone displayed.
| | 03:10 | When you're speaking you'll see
green lines emanating from that icon.
| | 03:15 | And to mute your own audio, you can use
the button on the far right side to the
| | 03:20 | right of your own name to mute your audio.
| | 03:27 | When muted, your audio button displays as red.
| | 03:31 | There are some other considerations
related to audio and that is, will you need
| | 03:35 | to record your session?
| | 03:37 | If you choose to record a session, be
sure to use either Voice over IP audio or
| | 03:43 | WebEx integrated telephony or both.
| | 03:46 | If you choose to use an external
conference calling system, a third-party
| | 03:51 | system, you'll need to set up that
third-party conference call to properly
| | 03:56 | integrate with WebEx.
| | 03:58 | If you're recording to the network,
the conference calling service will be
| | 04:02 | automatically integrated.
| | 04:04 | But if you're recording to your local
drive, WebEx does not recognize the
| | 04:10 | third-party conference calling system.
| | 04:12 | You would need to use a standalone
hardware device that plugs into your PC on
| | 04:18 | one end and your telephone on the other end.
| | 04:21 | There are products available including
the DynaMetric product and That devices
| | 04:27 | that are the hardware that
plug your PC into your telephone.
| | 04:31 | That way when you make your recording,
the audio will be captured from your
| | 04:36 | telephone and integrated in with your PC.
| | 04:39 | If you fail to make that connection,
you might record your WebEx session and
| | 04:43 | find out later that the
audio was not also included.
| | 04:47 | So your audio considerations are
important and should be done well in advance of
| | 04:52 | your session before you
actually create the session itself.
| | 04:56 | The easiest option is to use the WebEx
integrated telephony and Voice over IP
| | 05:03 | and allow your participants to
choose which one is more appropriate.
| | 05:07 | Keep in mind, if you're providing a
toll-free number for users, that can incur
| | 05:13 | a large cost to you.
| | 05:15 | If you prefer to allow participants to
use Voice over IP, it's important that
| | 05:20 | they have access to speakers
and microphones or headsets.
| | 05:24 | Be sure your participants know what the
audio options will be so that they can
| | 05:29 | make arrangements and prepare to
login and choose the appropriate audio.
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| Starting the audio conference| 00:00 | If you've enabled Voice over IP audio,
as you and participants join the session
| | 00:06 | the Speaker/Microphone Audio Test
dialog box will show up automatically.
| | 00:11 | Here, you can see in the Select a
speaker to test drop-down list, it defaults to
| | 00:16 | whatever hardware has been
installed on this machine.
| | 00:20 | The Test button on the right side of
the screen will play a chime to allow the
| | 00:24 | participant to hear that
their speakers are indeed working.
| | 00:27 | At the bottom portion of the dialog
box, the Microphone display should also
| | 00:32 | show the correct hardware device, and
if their audio is working well and their
| | 00:37 | volume is at an appropriate level, a
green bar will display showing that the
| | 00:41 | audio level is good.
| | 00:43 | It's okay for participants to choose the
Automatically adjust volume and let the
| | 00:48 | software and hardware work
together to set the appropriate setting.
| | 00:51 | Once you're convinced that the audio
settings are at a good level, click on OK.
| | 00:56 | An additional dialog box will show up
displaying where the participants can
| | 01:01 | control their Volume and Mute and
Unmute their audio with this screen.
| | 01:06 | The screen isn't necessary
unless participants want to mute
| | 01:09 | themselves immediately.
| | 01:11 | Go ahead and close the dialog box.
| | 01:13 | Notice in the Participants Panel on the right
side of the screen, there is a Headset icon.
| | 01:19 | That indicates that I'm using a
headset for this session and the little green
| | 01:23 | bars emanating from that headset
show that my audio is indeed working.
| | 01:28 | I can control my microphone On and Off
using the button on the far right side of
| | 01:33 | the Participants Panel, to the right of my name.
| | 01:38 | By clicking that button, I toggle my
microphone On and Off or Mute and Unmute.
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| Testing and troubleshooting audio| 00:00 | In an ideal world, presenters and
participants log into WebEx sessions, enable
| | 00:06 | their audio and it works perfectly.
| | 00:08 | And in the real world, you might find
that your own audio or a participant's
| | 00:13 | audio does not immediately function.
| | 00:16 | You can tell if a participant's audio is
available based on the icon to the left
| | 00:21 | of the person's name.
| | 00:22 | As you can see to the left to Greg Thomas's
name, I don't see a phone icon or a headset icon.
| | 00:29 | That tells me Greg's audio is not enabled.
| | 00:32 | So at this point he can't hear me.
| | 00:34 | It's possible he's hearing me out his
PC speakers, but just in case he isn't I
| | 00:39 | will need to type to him in chat.
| | 00:41 | So I will type a message that will
prompt him to make corrections to his audio.
| | 00:46 | And I could type this message privately.
| | 00:52 | If Greg understood my message, he'll
click on this audio button at the bottom of
| | 00:56 | the Participant panel and bring
up the Audio Conference dialog.
| | 01:00 | He could opt to use the telephone
which is fairly straightforward, he can
| | 01:03 | display the telephone controls, ask the
software service to call him back or he
| | 01:09 | can change the setting to I will call in.
That provides the telephone number he
| | 01:14 | needs to dial, the access
code and his attendee number.
| | 01:18 | But Greg might type back to me, telling me
that he's trying to use Voice over IP audio.
| | 01:23 | In that case, he needs to click the Call
Using Computer at the bottom of this dialog box.
| | 01:32 | That will connect Greg to the audio.
| | 01:35 | I can hear a bit of background noise,
so that tells me Greg's microphone is
| | 01:39 | unmuted and I might prompt him to Please mute.
| | 01:43 | If this still doesn't correct the
problem, Greg might need to dive deeper into
| | 01:48 | the Audio controls by using the Test
speaker/microphone link at the bottom of
| | 01:53 | the Audio Conference window.
| | 01:55 | In this dialog box he can change the
level of the Speaker settings and test the
| | 02:00 | volume by clicking the Test button.
| | 02:03 | At the bottom of the screen he
might need to change the Microphone that
| | 02:06 | his system is using.
| | 02:08 | Ideally, it might have default it to
the proper headset. In some cases the
| | 02:13 | correct headset needs to be selected.
| | 02:15 | So he would drop down the list, choose
the correct audio device, and be sure that
| | 02:21 | as he talks the green bar along the
bottom underneath where the word Good is
| | 02:26 | displayed is jumping up high
enough for the volume to be heard.
| | 02:31 | To increase the volume, drag the
Volume slider to the right towards the plus
| | 02:36 | sign and finally, click OK.
| | 02:41 | If the audio problem still isn't
corrected, direct Greg to his Windows Control
| | 02:46 | Panel, access the Hardware and Sound
Controls, adjust System Volume and be sure
| | 02:55 | that none of the System
Volume options are muted.
| | 02:58 | If any are muted, click Unmute
and close the Volume Mixer window.
| | 03:05 | If the problem persists, recommend
that Greg dial in on the telephone or
| | 03:10 | contact his help desk for a further support.
| | 03:13 | So, as you can see, the audio settings
are available but might not connect
| | 03:18 | instantly to the session.
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| Understanding web camera video options | 00:00 | If you've enabled audio controls and
you have clicked the Send Video option in
| | 00:04 | the Assign Privileges window, your
participants will have access to web camera
| | 00:09 | controls and microphone controls.
| | 00:12 | As you see in the Participant panel
on the right side of the screen, I have
| | 00:16 | an orange microphone icon that's
showing me my microphone is currently
| | 00:20 | available but is muted.
| | 00:22 | I also have a camera icon
that will start my video.
| | 00:26 | So turn on my audio, I will click the
Unmute button and a tone is heard to
| | 00:30 | indicate that the audio has been turned on.
| | 00:33 | I can also click my Start my video
button and my web camera will turn on.
| | 00:39 | Participants can do the same thing
by clicking on the camera icon to the
| | 00:43 | right of their own names.
| | 00:44 | As more participants turn their cameras
on, more videos become available in the
| | 00:49 | Participant panel at the top.
| | 00:52 | If I'd like to show other participants
who have joined the session, I can click
| | 00:56 | the View all Participants
in full-screen mode button.
| | 01:00 | When I click that my screen changes to show
the participants who have joined my session.
| | 01:05 | To return to the normal view, I will click the
Exit full-screen mode button in the top right.
| | 01:11 | In addition to the web camera controls,
notice to the left of the participant's
| | 01:16 | names, I can tell which participants
have joined via Voice over IP or computer
| | 01:21 | audio and which participants
have joined on the telephone.
| | 01:25 | In this case Agnes is using a headset, she is
on Voice over IP and Greg is on the telephone.
| | 01:32 | The green X tells me that both
participants are currently muted.
| | 01:36 | It's important to give participants
information about the Web camera and audio
| | 01:41 | controls at the start of the session to
be sure they aren't broadcasting audio
| | 01:45 | and video unintentionally.
| | 01:47 | When you set up the session room
initially, you can set the participants to be
| | 01:52 | muted as soon as they log in.
| | 01:54 | The Web camera controls must be
controlled individually by the participants.
| | 01:59 | The presenter cannot control the
web cameras for the participants.
| | 02:03 | At this point I'll meet my audio and that's it.
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|
|
8. Creating and Using PollsUsing polls to support interaction | 00:00 | Polling is a very powerful, often
overlooked WebEx feature that can help you
| | 00:05 | engage participants directly yet
anonymously with nearly instant feedback.
| | 00:10 | But the feature often goes completely unused.
| | 00:14 | Please don't overestimate how
readily people will participate;
| | 00:17 | I've seen online sessions where
participants are completely silent.
| | 00:22 | They are never asked a
question and they never give feedback.
| | 00:25 | In that case, it's no wonder
people miss the physical classroom.
| | 00:29 | By using thoughtful, relevant, well-
written poll questions, you can create an
| | 00:34 | exchange with learners that helps you
check in, gather opinions, and measure or
| | 00:39 | confirm learning progress.
| | 00:41 | Here are some examples of
polls that you might use.
| | 00:45 | At the beginning of the training class
I might open a poll and ask participants
| | 00:50 | what is your role? Do you work in
sales, training, administration, human
| | 00:55 | resources, technical support, or marketing?
| | 00:59 | And as they respond to the poll I can
see who's in my training class and that
| | 01:04 | will help me to adjust my content appropriately.
| | 01:07 | Here's what the poll will
look like to the presenter.
| | 01:10 | This is what the poll looks like on a Mac.
| | 01:13 | This is what a poll looks like on a PC.
| | 01:16 | Be sure to remind
participants to click on Submit.
| | 01:20 | I will close the poll and I can show
the poll results to the participants.
| | 01:27 | I might use a poll question to ask
participants what types of tasks they've
| | 01:32 | already done in Excel.
| | 01:34 | In this particular poll, participants
can respond with more than one answer by
| | 01:39 | clicking the check boxes that
they see to the left of the answers.
| | 01:44 | This is what multiple
responses will look like on a PC.
| | 01:48 | This is what multiple
responses look like on a Mac.
| | 01:53 | This is what multiple
responses look like to the presenter.
| | 01:57 | I can close the poll and show the
poll results to the participants
| | 02:02 | so they get a feel for how they fit in
with the rest of the group and how their
| | 02:06 | answers compare with the others.
| | 02:08 | I think you'll find polling, if you
take the time to set it up in advance, is
| | 02:13 | an excellent way to substitute for things
that you might otherwise feel are missing:
| | 02:17 | body language, eye contact, nonverbal feedback.
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| Creating and saving poll questions| 00:00 | In a class like Excel basics, I might
want to create a poll that allows me to
| | 00:05 | see that the participants got the
correct answer when they completed an
| | 00:09 | assignment on their own.
| | 00:10 | So in this case, I'm asking participants
to copy a formula and then to calculate
| | 00:17 | using the AutoSum function.
| | 00:19 | If they did it correctly, cell
F11 will show the answer 1458.
| | 00:25 | But because I can't walk around the
room and observe what they're doing on
| | 00:29 | their own workstations, I want to
create a poll to find out that they did
| | 00:33 | arrive at the correct answer.
| | 00:35 | Typically, I put a slide within the
PowerPoint deck to be sure that I'm asking
| | 00:40 | the correct question at the correct time.
| | 00:43 | To create the poll, I'll expand the
Poll panel on the right side of the screen
| | 00:49 | and click the New button
which is midway down that panel.
| | 00:53 | As I click on New, a text box appears
and I can fill in that text box with my
| | 00:58 | question, Which of these is the
total you calculated in cell F11?
| | 01:03 | When it's time to add the correct
possible answers, I'll click the Add button
| | 01:08 | and it opens up a text box that lets me
feel in my first possible answer, 1384.
| | 01:16 | From here, I can either press Enter
or click Add again to fill in the next
| | 01:21 | possible answer, 1458.
| | 01:24 | And again I can press Add or Enter to
fill in the next possible answer, 1834.
| | 01:32 | Only one of these is correct.
| | 01:34 | You can keep filling in
responses and pressing Enter for each
| | 01:38 | additional response.
| | 01:39 | It's important that each possible
answer is in a field by itself so that there
| | 01:43 | is a selection button to the left of the answer.
| | 01:47 | You'll notice each response has a
lower case letter displayed automatically.
| | 01:52 | Once you've created your question and
filled in all of your responses, you
| | 01:56 | can save the poll for later or open it now
to pose the questions to your participants.
| | 02:01 | I recommend you always save, because
it only takes a second and retyping
| | 02:06 | can take a lot longer.
| | 02:08 | Certainly, if you run the same session
again, you'll be able to reuse these poll files.
| | 02:14 | To save, just click the Save
icon on the Polling panel toolbar;
| | 02:18 | it looks like a diskette.
| | 02:20 | Notice the default file name is Poll.atp.
| | 02:25 | I suggest you use more relevant names
and a number so you can easily find your
| | 02:30 | polls and use them in the correct order.
| | 02:33 | To edit a question or answer text,
just click twice on the text in the
| | 02:38 | Poll Questions box.
| | 02:40 | Your first click highlights the text in blue;
| | 02:43 | the second click places a
blinking insertion point.
| | 02:47 | The edit button or pencil
button also activates the field.
| | 02:51 | I'll place my insertion point
here and type the correction.
| | 02:56 | Remember to save your file after you
make changes, but be careful. If you simply
| | 03:01 | click the Save button WebEx will
use the default Poll 1 atp name.
| | 03:07 | You'll have to re-type the same
filename or select your previous name from the
| | 03:12 | list and then click the Save button.
| | 03:14 | You'll be prompted to replace the original.
If you're sure you've done it right, click Yes.
| | 03:20 | Then you'll need to upload the poll file
into WebEx each time you're going to use it.
| | 03:25 | Files do not persist in the session room.
| | 03:29 | To open a poll in WebEx, choose
either the Open button in the Polling panel
| | 03:34 | or from the main session room choose File >
Open > Poll Questions, navigate to the file,
| | 03:41 | then click the Open button.
| | 03:43 | If you have more than one poll file,
you'll see the polls displayed on separate
| | 03:48 | tabs for easy access during your session.
| | 03:52 | As you can see, creating polls in
advance takes several steps, but it will save
| | 03:57 | you time at the start of your session.
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| Customizing poll settings| 00:00 | It is possible to have more than
one poll question in a poll file.
| | 00:06 | Click in the poll space and click New
to create a new question. Fill in your
| | 00:12 | question and your possible
answers and then save the file again.
| | 00:16 | Remember to revert back to the
original filename to be sure that you have the
| | 00:21 | correct name associated with these questions.
| | 00:24 | So I am going to fill in my question here,
Which formula did you use in cell F3?
| | 00:31 | In this case, I prefer the participants
fill in their answer rather than select
| | 00:37 | an answer from the list, so I
can change my Type to Short answer.
| | 00:42 | Click on Short answer and click on Change Type.
| | 00:46 | Then, when it comes time to pose that
question to the participants, they'll need
| | 00:50 | to type their answer in that field.
| | 00:53 | I'll save the file, revert back to the
original file name, and then click Save.
| | 00:59 | When it asks if I want to
replace the file, I'll say Yes.
| | 01:03 | Now I have a poll file with two questions in it.
| | 01:07 | For this example, there are
two possible correct answers.
| | 01:12 | I'd like for my participants to notice
that those two questions are both correct.
| | 01:17 | So down at the bottom, I'll choose from
the Type drop-down list, instead of the
| | 01:23 | Single Answer, Multiple Answers.
| | 01:25 | Again, it's important that I choose Change Type.
| | 01:29 | I also would like to indicate which are
the correct answers so that when I show
| | 01:34 | the results to the participants after
the poll, they can see that their answers
| | 01:38 | were correct or incorrect.
| | 01:40 | So I'll select D, which is one of the
correct answers and I'll click the button
| | 01:44 | called Mark as Correct. E is also correct.
| | 01:49 | I'll click the button here.
| | 01:51 | Then I'll save the file and
revert back to the original File name.
| | 01:56 | There are additional options available in polls.
| | 02:00 | I'll click on the Options button, and
noticed the default Display Time is 5 minutes.
| | 02:06 | 5 minutes is a long time for a poll
question, especially when there's only one.
| | 02:11 | So I am going to change that
Display Time to 1 minute and click OK.
| | 02:16 | I'd also like to be sure to record
individual responses so that I can evaluate
| | 02:22 | my students after the training and see who
answered the questions correctly and who didn't.
| | 02:27 | Again, I'll save the file with
this name to update the file.
| | 02:33 | So there are some subtle differences
that you can make to poll files. Just
| | 02:38 | always be sure to update
the file when you're finished.
| | 02:40 |
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| Downloading the WebEx Poll Questionnaire Editor| 00:00 | As I mentioned earlier, it's wise for
you to create and save your poll questions
| | 00:05 | in advance so that you can take the
pressure off the few moments that you have
| | 00:09 | prior to the start of your WebEx session.
| | 00:12 | However, logging in and creating a
session room just for the purpose of
| | 00:16 | creating poll questions can be time
consuming and can create extra steps in the
| | 00:21 | process of creating a poll.
| | 00:23 | There is a little feature called the
WebEx Poll Questionnaire Editor and it's a
| | 00:29 | standalone software tool that you can
download from your WebEx interface and
| | 00:33 | have resident on your local
machine to access any time.
| | 00:38 | To use it, go to your WebEx Training
Center window, click the arrow to the left
| | 00:44 | of Support to expand the menu,
and then click the Downloads link.
| | 00:50 | This Downloads screen gives you access
to many different downloadable tools that
| | 00:55 | you might want to use, including
the WebEx Poll Questionnaire Editor.
| | 01:00 | I'll click on the link for
Download Now and when prompted, click Run.
| | 01:07 | A dialog box will pop up, showing the
InstallShield Wizard. Click on Next, click
| | 01:14 | accept the terms of the
license agreement and click Next.
| | 01:18 | Double check that Complete
is selected and click Next.
| | 01:22 | Determine where you'd like to install
this and click OK. Determine where you'd
| | 01:28 | like to install the software, you can
click Change to reset the location and
| | 01:35 | click OK. Then click Next
and finally, click Install.
| | 01:39 | At this point, just stand by and wait until
the Poll Questionnaire Editor is installed.
| | 01:45 | Finally, you'll click on Finish.
| | 01:48 | Next time you go to your Windows menu,
you'll see the WebEx Poll Questionnaire
| | 01:53 | Editor as one of the items listed in your menu.
| | 01:57 | When I click on the Poll Questionnaire
Editor, the program comes up and you can
| | 02:01 | see that it looks exactly like the Poll
panel that you normally see on the right
| | 02:06 | side of your screen in WebEx.
| | 02:08 | You still have the Open button so
that you can open polls that have
| | 02:11 | already been created.
| | 02:13 | And just like we saw earlier, you can
click on the New button to add in a new
| | 02:18 | poll question and click the
Add button to add your answers.
| | 02:22 | You can also change your polling
options by clicking the Options button in
| | 02:26 | the lower right corner.
| | 02:28 | The Poll Questionnaire Editor allows
you to create poll questions and save them
| | 02:33 | with an ATP extension before
you log in to a WebEx session.
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|
|
9. Supporting Group Interactions Using Breakout SessionsManaging breakout sessions| 00:00 | If your instructional design calls for
small group discussions and activities,
| | 00:06 | you'll be glad to discover that
WebEx Training Center allows you to divide
| | 00:10 | participants into subgroups or breakout
sessions in which they'll have all the
| | 00:15 | features of a regular WebEx
session, but in small groups.
| | 00:19 | Breakout groups take a few minutes
to set up and can be challenging for
| | 00:23 | participants to use, especially if
they're not familiar with things like
| | 00:27 | uploading files, Application or
Desktop Sharing, Whiteboard tools, or
| | 00:33 | managing audio controls.
| | 00:35 | Be sure to provide a tutorial on these
features and clear instructions for the
| | 00:39 | activity before you send
participants to the breakout sessions.
| | 00:44 | Breakouts are best used for challenging
activities that require group discussion
| | 00:49 | and problem solving and will
take longer than 10 or 15 minutes.
| | 00:55 | If your activity is shorter than 10
minutes, you might find that you spend more
| | 00:59 | time getting into and out of the
breakouts than you spend using the breakouts.
| | 01:04 | In that case, please consider completing
the activity with the whole group instead.
| | 01:10 | This next activity requires us to have
breakout groups set up and available in
| | 01:15 | the Participant view.
| | 01:17 | By default, Breakout group panels
do not show on the right side of
| | 01:22 | the Presenter's screen.
| | 01:23 | I'll choose More options and controls from
above the panels on the right side of my screen.
| | 01:30 | Then I'll choose manage panels. I'll
click in the Available panels list on the
| | 01:36 | left side and select Breakout Session.
| | 01:39 | And then click Add to add Breakout
Sessions to the panels available on the
| | 01:44 | right side of my screen.
| | 01:46 | When I click OK, I now have a Breakout
Session panel button at the top of my screen.
| | 01:53 | When I click the Breakout Session button,
the Breakout Session panel opens below.
| | 01:59 | From here, I'll click the Breakout
Assignment button to open a window that gives
| | 02:05 | me the opportunity to add sessions
and assign attendees to those sessions.
| | 02:10 | I'll start by clicking the Add Session
button, and by default the first session
| | 02:16 | is numbered Breakout session 1. I'll
click Add Session again to create Breakout
| | 02:21 | session number 2, I'll click Add Session
again to create Breakout session number 3.
| | 02:27 | In order to move participants into
the breakout groups, I'll choose each
| | 02:33 | attendee name on the left side of the
screen, then select the breakout room
| | 02:39 | number on the right, and I'll click this
arrow button that points to the right to
| | 02:44 | assign this participant to this group.
| | 02:47 | Continue to do those steps until
every participant is separated into
| | 02:52 | the Breakout session.
| | 02:54 | I'll move Bob to Breakout session number 1.
| | 02:57 | I'll move Greg to Breakout session number 2.
| | 03:01 | I'll move Joe to Breakout session
number 2. I'll move Liz to Breakout session
| | 03:06 | number 1 and I'll move Sue
to Breakout session number 2.
| | 03:12 | Because I have a small group of
participants today, I'll opt not to use
| | 03:16 | breakout session 3.
| | 03:18 | I can also put a Panelist or Presenter
into the breakout group to serve as a
| | 03:24 | support person for the
participants as they start.
| | 03:28 | But notice by default, the first person
I moved to the breakout group has been
| | 03:33 | given the designation of Presenter.
| | 03:36 | When the Breakout groups begin, these
participants will have access to the WebEx
| | 03:41 | tool, the same way a
Presenter typically has access.
| | 03:45 | But because they'll be in their own
session room, their activities will occur
| | 03:49 | independently of each other.
| | 03:51 | When I click on OK I see the names
organized in the breakout session panel in
| | 03:57 | the lower right corner of my screen.
| | 03:59 | But participants have not yet
been moved to the breakout groups.
| | 04:03 | As I scroll down, you can see that each
participant is displayed in the group
| | 04:08 | that they were assigned to.
| | 04:10 | You want to make sure you set up
participants in their Breakout sessions at the
| | 04:14 | beginning of your class or allow
yourself a few minutes on a break or prior to
| | 04:19 | the start of the Breakout sessions
so that you can assign people to the
| | 04:23 | appropriate groups with plenty of time.
| | 04:26 | It is possible for you to create
Breakout assignments prior to the start of your
| | 04:31 | WebEx session, but participants will
need to have registered for the session so
| | 04:36 | that you can see the names that will be used.
| | 04:39 | Before you send participants to the
Breakout groups, be sure to give them clear
| | 04:45 | instructions about what they'll
do when they get into the sessions.
| | 04:49 | For instance, Agnes and Greg will have
leadership roles and will be expected to
| | 04:55 | complete activities on behalf of the group.
| | 04:58 | Once the breakout activity is over,
they'll also be expected to report back to
| | 05:03 | the group and share the
results of their assignment.
| | 05:07 | So make sure they know what their
assignment is and how to complete the activities.
| | 05:12 | For this activity, I want to give my
participants instructions about what
| | 05:17 | they'll do with their Excel Worksheet.
| | 05:19 | This assignment has them creating
formulas, copying formulas, totaling, saving
| | 05:26 | the file, and then
reporting back to the whole group.
| | 05:29 | In this case, I'll also want my
leaders to have access to an Excel file that
| | 05:35 | they can work with directly.
| | 05:37 | I can use File Transfer to load the
file and allow them to download the file on
| | 05:42 | their local machines.
| | 05:44 | I'll go to the File menu and choose Transfer;
| | 05:48 | I'll click Share File to select
the file that needs to be shared.
| | 05:53 | I'll navigate to the file and then
remind participants to click on the Breakout
| | 05:59 | Activity filename and click the Download button.
| | 06:03 | So Greg and Agnes, please be sure to
click the filename listed and click
| | 06:09 | Download to save that file to your local drive.
| | 06:12 | When you're finished, close the window.
| | 06:16 | Once the participants have completed
the assignment, you'll want to End All to
| | 06:22 | bring participants back
to the main session room.
| | 06:25 | So I am going to click the End All
button. The screen will change for the
| | 06:29 | participants and when we are back in
the main room it'll be useful for us to
| | 06:35 | debrief the activity to discuss
what went well and what questions the
| | 06:39 | participants still have at this time.
| | 06:43 | Provided Greg uploaded the Excel file
to his Breakout Session room, we'll be
| | 06:50 | able to bring the content into this
main room by using the Breakout > Share
| | 06:55 | Breakout Session Content.
| | 06:57 | Select the Presenter whose content you
want to share and click on OK. You'll see
| | 07:02 | a dialog box that says, A request has
been sent to Greg Thomas to share breakout
| | 07:08 | session content. I'll click Yes.
| | 07:12 | The participant will have a dialog box that
says You've been asked to share your content.
| | 07:17 | He'll choose the file to share by
clicking on the check box to the left of the
| | 07:22 | filename and click on OK.
| | 07:26 | In the main room I now see a new
tab across the top of the screen with
| | 07:30 | Greg's file displayed.
| | 07:32 | And by clicking that tab, I now see
the content from Greg's session room.
| | 07:38 | And I can see that Greg and his team
Chris and Sue got the assignment right.
| | 07:44 | So at this point I can wrap up the
activity, I can review things that may have
| | 07:49 | been confusing to the participants.
| | 07:51 | I might talk about the formatting of this cell;
| | 07:54 | I might also want to call on Agnes to
share the content from her session room.
| | 08:00 | So using Breakouts is an excellent way
to give participants an opportunity to
| | 08:04 | work in small groups, to complete a
task, and to report back to the main group
| | 08:09 | when they're finished.
| | 08:10 | Remember, it does take a bit of setup.
| | 08:13 | Only use breakout activities for
those assignments that warrant the
| | 08:18 | setup necessary.
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10. Recording SessionsRecording sessions| 00:00 | WebEx session recordings can be
valuable to several people: participants who
| | 00:05 | missed the session and want to learn
the content on their own, participants who
| | 00:10 | attended the session and want to review
what was covered, managers who want to
| | 00:15 | understand how the session went, and
presenters who want to self-evaluate and
| | 00:20 | improve their own delivery skills.
| | 00:22 | Before you start recording, you will
need to determine how the audio will be
| | 00:27 | captured and where the
recording file will be saved.
| | 00:30 | If you're using Voice over IP audio or
integrated telephone audio, just starting
| | 00:37 | the recording process will capture the audio.
| | 00:41 | If you're using a third-party
conference calling number when you start the
| | 00:45 | recording process, the software might
not capture your telephone connection.
| | 00:51 | This depends on whether you're using
network-based recording or local recording.
| | 00:58 | If you use network-based recording,
third-party audio is recorded. If you're
| | 01:03 | using local recording, you'll need
to also use a hardware device called a
| | 01:09 | DynaMetric device that plugs one end into
the telephone and the other end into your PC.
| | 01:17 | When you're ready to start the
recording, click the Session menu, click
| | 01:21 | Recorder Settings, and choose either
Record on This Computer, which will save
| | 01:26 | the file locally, or Record on Server,
and you might also need to include Record
| | 01:34 | Audio from This Computer.
| | 01:36 | If you choose Record on This Computer,
be sure that you have enough storage
| | 01:41 | space on the Local Drive
to accommodate the file.
| | 01:45 | A typical size for a one hour recording
can be some place between 20 and 40 megabytes.
| | 01:51 | If you're also including video or audio
files with that recording, the file size
| | 01:57 | might be 10 times that size.
| | 02:00 | Once you've selected your settings, go
back to the Session menu and choose Start
| | 02:05 | Recording. Choose where you'll
save the file and give it a File name.
| | 02:11 | I'll call this file Word basics.
| | 02:14 | Notice, the file type is wrf. That's
a proprietary WebEx recording file.
| | 02:21 | And in my case, I'm saving it to the Desktop.
| | 02:24 | I'll click on Save.
| | 02:26 | When the recording process begins,
the recording panel displays.
| | 02:31 | There is a Record and a
Stop button available here.
| | 02:36 | I can move this Recorder Panel off
to the side of my screen and know that
| | 02:40 | participants do not see that Recorder Panel.
| | 02:44 | In addition, I see a Recording
Controller in the top right portion of the screen
| | 02:49 | to remind me that the recording is turned on.
| | 02:51 | To stop recording at any time, click
the black Stop button. The recording will
| | 02:57 | stop and the file will
finish saving on your Local Drive.
| | 03:01 | At that point the file will be rendered.
| | 03:04 | It's not unusual for the rendering process
to take as long as the recording is long.
| | 03:10 | So if you have a one hour session,
sometimes the rendering can take up to one hour.
| | 03:15 | If you choose to record on a network-
based server, choose the Session menu >
| | 03:20 | Recorder Settings, choose Record on
Server. Then go back to the menu, choose
| | 03:26 | Session > Start Recording.
| | 03:29 | You'll notice a prompt, telling you
that the session is being recorded on the
| | 03:33 | server and two different
recording feedback indicators show up.
| | 03:38 | One is a Recorder Panel along with the
other panels on the right side of your screen.
| | 03:44 | It includes a Stop button and a Pause button.
| | 03:48 | Stopping the recording will end that file.
| | 03:51 | So restarting the
recording will create a new file.
| | 03:56 | Clicking on Pause temporarily
pauses the recording without stopping.
| | 04:01 | This is perfect for when you're taking a
break during training. You don't really
| | 04:05 | want to end the file; you just don't
want to record 15 minutes of silence.
| | 04:11 | In addition, you see a recording icon
in the lower portion of your screen below
| | 04:16 | your Zoom Magnification and Full Screen buttons.
| | 04:20 | When you're finished and would like
to stop the recording, choose the Stop
| | 04:24 | button on the Recorder Panel.
| | 04:27 | You'll see a prompt asking you if
you're sure you want to stop recording, click
| | 04:31 | Stop Recording and this file
will now be available on the server.
| | 04:36 | In another movie we will talk
about editing a server-based recording.
| | 04:41 | So as you can see, there are several
things to consider when you choose to
| | 04:45 | record a WebEx session.
| | 04:47 | You'll need to determine how audio
will be supported and if audio will be
| | 04:52 | captured internally or externally and
you'll need to determine whether or not
| | 04:57 | you want to save a file locally or
allow it to be stored on the server.
| | 05:02 | One major advantage to recording on the
server is that you can easily send a
| | 05:07 | URL to participants to access the
recording or they can log in to WebEx and
| | 05:13 | access your recording files listed there.
| | 05:16 | In addition, you can edit web-based recordings.
| | 05:20 | If you're recording a file locally,
you'll need to use a third-party editing
| | 05:25 | tool to edit that recording file.
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| Managing network-based recordings| 00:00 | If you've used the network-based
recording or you told the Recording function
| | 00:06 | to record to a server, you'll find those
files in the My WebEx option on your Homepage.
| | 00:12 | Click on My WebEx. On the left side
of the screen click My Files. If you've
| | 00:19 | uploaded any training materials or
PowerPoint files, they will be listed here on
| | 00:24 | the My Documents tab.
| | 00:25 | Click the My Recordings tab and then
click on Training Sessions to access the
| | 00:32 | recordings that you made
within the training software.
| | 00:36 | You can see here that I have a
listing of several recording files.
| | 00:40 | They've been saved in the ARF format,
which is a proprietary WebEx format,
| | 00:46 | Advanced Recording File.
| | 00:48 | To play back the recording,
click on the green arrow button.
| | 00:52 | To email a URL to this recording to a
participant or to those who missed the
| | 00:57 | session, click this Email button and
then fill in their names and a message
| | 01:03 | here and click Send.
| | 01:05 | If you'd like to make changes to the
recording click on the drop-down list here
| | 01:10 | where it displays the More prompt.
| | 01:13 | You can download the recording file to
store on your local drive, you can modify
| | 01:18 | the recording, you can disable the
recording or delete the recording.
| | 01:22 | I'll click on Modify to
show you the options there.
| | 01:26 | Within the Edit a Recording screen,
you can see the Recording topic.
| | 01:31 | It's been given a title
based on the session room name.
| | 01:35 | The Type currently is set to Private.
| | 01:38 | If this should be available to all of my
WebEx users, I can click Listed for all
| | 01:44 | and it becomes publicly
available on my WebEx site.
| | 01:47 | I can change who the presenter is,
I can change the Email Address, the
| | 01:52 | Description, or the Agenda.
| | 01:54 | As I scroll down through the form,
under the Recording file options, you can see
| | 01:59 | that the default setting is to find
a recording from the WebEx network.
| | 02:04 | If you needed to access a file that had
already been saved to your local drive,
| | 02:09 | use the Use the file on my local machine.
| | 02:12 | If you do that, you'll be uploading
a WRF file which cannot be edited.
| | 02:18 | The Duration of the file is displayed
here. The Date of the creation of the
| | 02:22 | recording and the Playback
controls are also displayed.
| | 02:26 | Panel Display Options allow you to
turn off panels that were turned on when
| | 02:33 | the recording was made.
| | 02:34 | Panels like Chat, Q&A, Web Cam Video,
Polling, Presenter Notes, File Transfer,
| | 02:42 | Participant List, or any table of
contents that might have been available there.
| | 02:48 | The advantage to doing this is
participants who are viewing the recording after
| | 02:52 | the fact will not be distracted by
additional elements that are not valuable to
| | 02:56 | them in a playback format.
| | 02:59 | By default, the Recording Playback
Range is set to Full playback, meaning
| | 03:04 | participants will see the recording
from the very beginning till the very end,
| | 03:09 | including any introductions or initial comments.
| | 03:13 | If you'd like to truncate the recording
file to trim off the beginning or end of
| | 03:18 | the session, click Partial playback.
| | 03:22 | You can drag the slider to change the
Start time and the end Time to eliminate
| | 03:28 | any unnecessary information.
| | 03:31 | If you're posting this recording for
participants to use afterwards, you can set
| | 03:35 | a password, require registration,
allow participants to view or download the
| | 03:41 | recording, and send them to a
URL when the session has finished.
| | 03:45 | The URL might send them to a test
that allows them to test their skills.
| | 03:51 | Once you've made your changes, click Save.
| | 03:54 | Confirm the recording has been updated
and click on OK. If you made a recording
| | 04:00 | and stored it locally as a WRF file, use a
third-party editing tool to edit your recording.
| | 04:07 | As you can see, you can save recordings
and make them available for participants
| | 04:12 | who missed the session.
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11. Wrapping up a SessionEnding a session and saving files| 00:00 | When you come to the end of your
session time or your session content, check in
| | 00:05 | with your participants to be sure all
of their questions are answered and then
| | 00:09 | to end this session, go to your File
menu and click End Training Session.
| | 00:14 | You could choose just to click End
Session, but if you choose to Save Session
| | 00:19 | Files, click the checkbox.
| | 00:21 | You're prompted here to save any files
that were uploaded, to save chats, and if
| | 00:27 | you use polls, those would also be saved.
| | 00:29 | If you'd like to save to the WebEx server,
you can click this checkbox to upload
| | 00:34 | your files to the server when you're done.
| | 00:36 | I'll browse to the folder where I want
to save my files and then I will finally
| | 00:42 | click on End Session.
| | 00:44 | All participants, who are logged in at
this point will be logged out and will
| | 00:48 | be prompted with a survey that comes
from WebEx technical support staff.
| | 00:53 | This is always shown and if you choose,
respond to the survey and click Submit.
| | 00:58 | When you're ready, you can log
out of your WebEx interface.
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| Reviewing the session files| 00:00 | When you have finished your session, if
you saved the session files, you can go
| | 00:04 | back and review your content.
| | 00:06 | In my Word session, I saved my
files and I can see them here.
| | 00:11 | I had a Whiteboard that my
participants created with me and I had Chat text.
| | 00:17 | I like to use my chat text to create
FAQs or to follow up with students whose
| | 00:24 | questions I was unable to
answer during the session.
| | 00:26 | In this session Greg asked about
styles. I'm going to follow up with him by
| | 00:33 | sending an email with information
about our upcoming advanced Word class
| | 00:37 | that covers Styles.
| | 00:39 | If there were polls in my session, I can
review the poll results by opening the saved file.
| | 00:49 | I can find out who answered the question
correctly and who answered incorrectly.
| | 00:54 | I can also view poll results in an Excel format.
| | 00:58 | When I open the file, I see a list of
my participants and their responses.
| | 01:03 | I can use this content to follow up
with participants to be sure they learned
| | 01:07 | the information and are able to use
it when they get back to their desks.
| | 01:11 | In addition to these files saved
with my session, you might also want to
| | 01:16 | generate reports about attendee usage,
who logged in, when they logged in,
| | 01:21 | how long the sessions were, and even
details about participants' attendance in
| | 01:26 | multiple sessions.
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ConclusionNext steps| 00:00 | Now that you've experienced WebEx
Training Center, let's talk about next steps.
| | 00:05 | There's much more to learn about the
other WebEx tools available and about more
| | 00:09 | features that we did not address here.
| | 00:12 | For more training information, you
can go to http://university.webex.com to find
| | 00:17 | tutorials and videos about
training that have been provided by WebEx.
| | 00:22 | You can find additional information if
you go to the My WebEx screen and click
| | 00:27 | on Support or Training on the left side.
| | 00:30 | When you click on the Training option,
you'll see details about WebEx University
| | 00:34 | and all of their training services,
including their Contact Information.
| | 00:38 | If you click on Support, you can
find details about each of the different
| | 00:43 | features of WebEx: Meeting Center, Event
Center, Support Center, and Training Center.
| | 00:48 | You will find user guides with in-depth
information about the features we discussed here.
| | 00:55 | Download the PDFs or click on the
HTML link to access the information.
| | 01:01 | As the program is updated, Release
Notes are displayed here in HTML format.
| | 01:06 | And there's even a Training Center FAQ to
cover questions that users typically ask.
| | 01:13 | If you'd like to provide feedback to WebEx,
click on the Contact Us list to send a note.
| | 01:19 | If you'd like to join the WebEx User
Community, you can connect with other
| | 01:23 | people who are using WebEx,
share ideas, and share content.
| | 01:27 | If you are the person managing WebEx
sites, I encourage you to take a closer
| | 01:31 | look at the Site Administrator Guide,
the IT Administrator Guide, and the
| | 01:36 | Hands-on Lab Administrator guide, which
give very clear instructions on how to
| | 01:42 | support WebEx for your organization.
| | 01:45 | When you're ready to exit WebEx, click
on the Log Out button in the top right
| | 01:49 | corner of your screen.
| | 01:52 | When it says Do you want to logout, click OK.
| | 01:56 | Thanks so much for joining this
training. Good luck using WebEx!
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