Managing WebEx Meetings Release 3.0

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Chapter Title

Host a meeting

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Host a meeting

To host, schedule, or manage meetings, you need a Host account with a license.

As host of a WebEx meeting, your responsibilities include overall management of the meeting. The Meeting window provides a forum for you to manage all aspects of the meetings and enable participants to chat, send video, share information and interact with each other using documents, presentations, whiteboards, applications, and more.

The Meeting Window

You share or view content using the tools in the meeting window. You can use panels to chat, take notes, and perform other tasks. When you start or join a meeting, your meeting window opens with the Quick Start, Meeting Info, and You are viewing tabs on the left and a panel area on the right. Nearly everything you want to accomplish in a meeting can be done from these areas.

The following gives a brief outline of the functions of the tabs in the meeting window:

In the Quick Start tab you can perform tasks such as record the meeting, leave the meeting, choose your audio connection, share your screen, and invite additional participants.
The Meeting Info tab provides information similar to the meeting invite email such as the name of the meeting host, the audio connection numbers, and your attendee ID.
The You are viewing tab displays the content the host is sharing with meeting participants.

Quick Reference Tasks: Host a Meeting

If You Want To Do This

Do This

Invite people to a meeting in progress

Select Invite and Remind, select your invite method, then enter the requested information.

Turn off participant entry and exit beeps and tones

Select Participant > Entry and Exit Tone.

Mute participant microphones

To mute everyone as they join the meeting, select Participant > Mute on Entry.
To mute or unmute everyone but you, select Participant > Mute All.
To mute someone specifically, select Participant > Mute or Unmute.

Edit a welcome message during a meeting

Select Meeting > Welcome Message.

Record your meeting

Select Record.

Tip

Pause and resume the recording as necessary to avoid creating multiple recording files.

Rename a call-in user

Right-click the call-in user's name in the Participants list and select Rename.

Edit the sound that plays when a participant enters or joins the meeting

Select File > Preferences, then select Sound Alerts.

Edit the sound that plays when a participant enters a chat message

Select File > Preferences, then select Sound Alerts.

Make someone else the presenter

Drag the WebEx ball from the last presenter to the next presenter.

If you are viewing participant thumbnails, mouse over a thumbnail and select Make Presenter.
If you are sharing in full screen mode:
1. Mouse over the docked tray at the top of your screen.
2. Select Assign > Make Presenter, then select a participant.

Make someone else the host

Right-click on a participant name or thumbnail then select Change Role to > Host.

Tip

If you plan to reclaim the host role later, write down the host key that appears on the Meeting Info tab in the meeting window.

Reclaim the host role

Select your name in the Participant list, then select Participant > Reclaim Host Role and enter the requested information.

Remove a participant from a meeting

Do one of the following:

Select the name of the participant whom you want to remove then select Participant > Expel.
Right-click the call-in user's name in the Participants list and select Expel.

Restrict access to a meeting

Select Meeting > Restrict Access.

Tip

This option prevents anyone from joining the meeting, including participants who have been invited to the meeting but have not yet joined it.

Restore access to a meeting

Select Meeting > Restore Access.

Leave a meeting

Select File > Leave Meeting.

Tip

If you are the meeting host, first transfer the host role to another participant before leaving the meeting.

If a Meeting Center host leaves without transferring the host role, a new host is chosen from the roster in order of priority:

Alternate host
Authenticated presenter
Authenticated attendee
Unauthenticated presenter
Unauthenticated attendee

This prevents inappropriate access to a meeting. When all authenticated participants leave, the meeting is ended, preventing unauthenticated participants from continuing the meeting.

End a meeting

Select File > End Meeting.

Tip

As the meeting host, you can also leave a meeting without ending it. Before you leave a meeting, first transfer the host role to another participant.

Share a meeting recording

Check Share meeting recording with invitees in the End Meeting dialog box.

Tip

You can select the participants you want to share the recording with by checking their name in the participant list.

Send a meeting transcript email

Select File > Send Transcript, enter the requested information, and send the email.

Note

If you saved them during the meeting, you can also attach:

Shared documents
Chat
Poll questionnaire
Poll results
Public notes or closed captions taken or published during the meeting.

The transcript is sent to all participants who provided their email addresses when joining.

Audio-only participants are not listed on the transcript.

Book Title

Chapter Title

Results

Chapter: Host a meeting

Host a meeting

The Meeting Window

Quick Reference Tasks: Host a Meeting

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