Cisco WebEx Training QRG - Coordinator

C ISCO W EB E X T RAINING

Cisco WebEx provides an easy and cost-effective solution for delivering interactive live training to people anywhere. Using WebEx, you can schedule training, record training to share later, communicate with training participants as a group or individually, share content, and more.

• Listed for authorized users only – Appears on the sessions list and training session calendar. Also appears to users with accounts and have signed in to your training site. • Unlisted – Doesn’t appear on the list of sessions or the training calendar. Attendees must have a unique session number If the options do not appear when you set up your training session, contact you administrator for help. Tracking Codes Before using tracking codes, the site administrator must specifically turn on the tracking code option. Do the following to add tracking code to your session: 1. Scroll to the Tracking Codes section. 2. Do one of the following: a. From the drop-down list, select a tracking code. b. Type a code in the appropriate field. 3. Repeat as necessary. 4. Click Schedule or Update . Audio Conference Settings In the Audio Conference Settings section, do the following: 1. From the Select conference type drop-down list, select the appropriate setting. a. VOIP Only – Participants use audio on their computers and the Internet to talk. b. Call In – Participants call into a dedicated phone number. c. Call Back – Participants type in their phone number and they received a phone call that connects to the session. 2. Click the checkbox for all options that apply: 3. From the Entry and exit tone drop-down list, select whether to play a tone or not play a tone.

Log in to Training 1. Log in to WebEx Training, organization.webex.com 2. Type your user name and password. Schedule Training On the left side of the screen select Host a Session > Schedule Training .

Session Requirements At a minimum, complete session information, like registration requirements, date, audio settings, and attendees. In addition, set up breakout sessions, computer labs, and course material in advance. Session and Access Information In the Session and Access Information section, do the following: 1. In the Topic field, type a descriptive training topic. 2. In the Set session password field, type a password that meets the criteria or keep the automatically generated password. NOTE : Click Password Criteria for more information. 3. Click the checkbox for all options that apply. About Listed and Unlisted Sessions When creating a new session and specifying access information, you can open training to all, limit access, or keep the training completely unlisted. Options are: • Listed for all – Appears on the sessions list and the training session calendar for anyone who visits your Training Center website.

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Set Date and Time In the Date and Time section, do the following: 1. From the Starting time and Time zone drop- down fields, select the month, day, year, time of day, morning or afternoon (a.m. or p.m., respectively), and the time zone. 2. Below the Time zone drop-down field, select attendee options. 3. From the Occurrence options, select the appropriate option. a. Single session class – One-time class; does not repeat. b. Recurring single-session class (attendees register for one session) – Single class that recurs on a specific schedule with an ending date. If you select this option, you define the times when the class is presented. c. Multiple-session course (attendee register for entire sequence) – Series of courses over time. If you select this option, you define the times when the class is presented. d. Schedule irregular sessions (each session may be edited separately later) – Single session class that does not occur regularly. Participants must register for one class. 4. From the Estimated duration drop-down lists, select the hours and minutes the class is expected to last. Registration In the Registration section, do the following: 1. Beside Attendee Registration , click the Require registration checkbox to make registration restricted only to invited attendees 2. To accept attendees automatically or have the ability to reject attendees, do the following. a. To automatically accept attendees, click the checkbox for Automatically approve all registration requests (checked by default). b. To approve or reject each registration individually, click to remove the checkmark from Automatically approve all registration requests .

Customize Registration Form If you select Automatically approve all registration requests , select the options to add and add custom options as needed. 1. After selecting Automatically approve all registration requests, click Customize form. 2. Optionally, from the Based on form drop-down list, select a pre-defined form. 3. In Standard Options section, do the following: a. In the Checkmark column , click the check box for each field to include in the registration form. b. In the Required column , click the check box to make the field required.

Attendees In the Attendees section, do the following: 1. Click Invite Attendees to add attendees to the session.

2. From the Invite Attendees screen, New Attendee section, complete the required fields at a minimum. Add the remaining fields as required. 3. Click Add Attendee . The person’s name is added to the Attendees to Invite table.

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2. Click Edit Options .

4. Click Select Contact to select attendees from your Personal Contact , Global Address Book , or My Groups lists.

3. Select one or more Training session options . a. Chat – Chat options appear on Participants panel. b. File Transfer – Presenter can transfer files to attendees. c. Video – Video is available during the session. d. Enable High Quality Video – Enable video up to 360p. e. Enable high-definition video. f. View video thumbnails. 4. Select one or more Attendee Privileges . a. Recording – Attendees can record the session. b. Send Video – Send video during a training session. c. Number of Attendees – Attendees can view the number of attendees in the session. d. Attendee List – View a list of all attendees. e. Save – Save any shared documents. f. Print – Print any shared document. g. Annotate – Annotate any shared document or presentation. h. Thumbnails – Attendee can display thumbnails. i. Next or previous page – Go to the next page or the previous page. 5. Click Save . 6. In the Destination address (URL) after session field, type a web site address to display after the session is finished. (Optional) 7. Click Customize greeting message when attendee joins to create a custom message that appears when an attendee joins a session.

5. From the Select Contacts screen after adding all the attendees, click Add Attendees . 6. From the Invite Attendees screen, click OK . 7. In the Security section, do the following: a. Click the checkbox beside Exclude password from emails sent to attendees to not include the session password in the invitation email. b. Click the checkbox beside Attendees must have an account on this service to attend session to require people to set up an account. Presenter In the Presenters section, do the following: 1. Below the Invited presenters field, click Invite Presenters. 2. From the Invite Presenter s screen, add presenter information in the screen or click Select Contact to add a presenter from an address book. Session Options The Session Options section displays the options available during the training session. Do the following to select options. 1. In the Available Features field, review the active options.

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5. To add images, click Import Picture and do the following: a. In the Upload Your Picture dialog box, File Name field, click Choose File . b. In the Open dialog box, locate the file you want to upload.

c. Click Open . d. Click Import .

a. Click the Display this message when attendees join the session checkbox to

Course Materials In the Course Materials section, do the following. 1. Click Add Course Material .

display the message. If the box is not checked, the message will not appear. b. Type the message. c. Click OK . Email Options In the Email Options section, do the following: 1. Click the Edit Email Options .

2. In the Add Course Material window, click Choose File .

2. Click the checkbox for the emails mail you want to send when an event occurs.

3. In the Open dialog box, locate and select the file you want to upload. 4. Click OK . 5. In the Add Course Material window, click Upload . The file name appears in the window. 6. Click Add . The files are listed in the Course Materials section. Add Test Add an existing test when you create the session. You cannot create a new test until Follow these directions to add a test. 1. In the Test section, click Add Test . 2. Select a test. 3. Click Next . 4. In the Test Title field, type a descriptive title for the test. 5. In the Delivery method field, select an option: a. Start this test within a live session. b. Deliver this test on the website (pre-session and post-session test). 6. In the Time limit field, select an option. a. No time limit. b. Attendees must finish the test within [number of minutes] minutes. 7. In the Email attendees field, click the checkbox to send the test score and grade report. (Checked by default.) If you don’t want to send the test, click to remove the checkmark.

Agend 3. Click the email title to edit email content. 4. Click Update to save changes. Session Information – Agenda, Description, and Images In the Session Information section, do the following to add an agenda. 1. Above the Agenda field, select one of the following: a. Plain Text (default) – Begin typing to display text as is. b. HTML – Use HTML markup to type the agenda. Click the Information icon for the list of tags and attributes accepted. 2. Type the agenda in the field. 3. Above the Description field, select one of the following: a. Plain Text . b. HTML .

4. Type the course description in the field.

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8. In the Attempt limit field, select an option: a. Allow attendees to take the test [number] time(s). b. No limit. 9. Click Save . Create a New Test 1. From the WebEx training tab click Host a Session > Test Library . 2. On the bottom right, click Create New Test .

b. From the Question Type drop-down list, select the type of question you want to create. The fields change depending on the question type you select.

3. In the Test Title field, type a descriptive title. 4. In the Test Description field, describe the test as needed. 5. In the Maximum score section, if you want to add a maximum score, click the checkbox then type the maximum score in the field. 6. Click the Grades checkbox to assign grades based on the student’s score then do the following: a. Click Specify Grades . b. In the Score column type the score range.

c. In the Question field, type your question. d. In the Answer section, type the answer. For multiple choice questions, type the possible answers then click the radio button for the correct answer. e. Click Save after each question. f. Repeat as needed to complete your test. 9. After adding your questions, click Save . Allow Another Host to Schedule Training Another host cannot schedule training for you unless you enable the option. Follow these directions to enable another host to schedule training for you. 1. From your Training Center web site navigation bar, click My Webex > My Profile. 2. In the Session Options section, do one or both of the following: a. In the Scheduling Permission field, type the email addresses for the users who can grant scheduling permission. Separate multiple addresses with a comma or semicolon. b. Click Select From Host List to select users who have accounts on your Training Center web site.

c. In the Grade column, type the letter grade that corresponds to the score range. d. Click Save . 7. In Display question , select whether to display all test questions on one page or display one question per page. 8. Click Insert Questions on the right side of the page. a. In the Insert Question dialog box, select the type of question to insert.

3. Click Update .

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Schedule Training for Another Host 1. On the left side of the screen select Host a Session > Schedule Training . 2. In the Session and Access section from the Schedule for drop-down list, select the person for whom you are scheduling a training session. 3. Finish setting up the training session. 4. Click Schedule or Update . Join a Training Session When you registered for a training session, you received an email confirmation with a link to the session. Click the link in the email confirmation to join the session. If you received an invitation to a training session but did not register you can still join a training session. Click the registration link in the email to register and start the training session. Connect to Audio WebEx provides you with the ability to use your telephone for audio or use your computer to listen to the meeting using headphones or speakers. 2. Select how to connect to the training session. a. Click Call Me then select a phone number or type your telephone number. b. From the drop-down list, select I will call in and follow the instructions provided. Use Computer for Audio In the Audio Conference dialog box, click Call Using Computer . Start Video Click the video icon beside your name. The icon turns green when video starts. Share Content Share content includes sharing the following: • Files such as presentations, documents, and video. • Web content like web pages or any media. • Applications from your computer. Attendees can see or interact with the application. For full details, see the Cisco WebEx Training User Guide. Use Phone 1. From Quick Start , open the Audio Conference dialog box.

Record a Training Session 1. In WebEx Training, click Session > Recorder Settings > Record on This Computer. . A red icon appears at the bottom of the window when a recording is in process. 2. Click

3. Click Pause recording

to pause and

start recording

During Training WebEx training has several features that help you run a meeting smoothly. Participant Panel The Participant panel displays a list of attendees and provides them with the ability to send feedback to the presenter.

The Chat and Q&A panels appears as tabs across the top and Feedback buttons appear at the bottom.

Left to right, feedback buttons are Raise Hand, Yes, No, Go Faster, Go Slower, Emoticons, Feedback Results, and Clear Feedback. Click a button to activate it. Click Raise Hand to request to speak and a hand appears beside the attendee’s name. The presenter can see the order in which hands are raised. Change Presenter Use one of the of the following to change the presenter. • Drag the WebEx ball from the last presenter to the next printer. • Mouseover a participant’s thumbnail and select Make Presenter . • In full screen mode, mouseover the docked tray at the top of the screen, click Assign > Make Presenter and select a participant.

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Who’s Speaking The telephone or headset icon flashes beside the speaker’s name. Invite and Remind Below the Feedback buttons, click I nvite and Remind to invite a new participant or remind • Mute/unmute one attendee – Right-click the attendees name and select Mute or Unmute . Optionally, hover of the attendee’s name and click the microphone. • Mute/ unmute all attendees – Click Participant > Mute/Unmute . Send Messages Send a message to a presenter, host, or another attendee. 1. In the Participant panel, click the Chat tab. 2. From the Send To or To drop-down list, select a recipient. 3. Type a message. 4. Press Enter on the keyboard to send the message. Polling Gather feedback from training session attendees. Begin by creating a questionnaire then opening the poll. Prepare polls at any time—before trainings and save the poll or during training. 1. Above the Participants panel, click Polls . 2. Select the question type: a. Multiple Choice with one answer. b. Multiple Choice with multiple answers. c. Short Answer with text. 3. Type the question. 4. Type the possible answers (for multiple choice). 5. Click Open Poll . Annotate Markup any shared documents, presentations, or whiteboards in the content viewer, using the toolbar that appears above the viewer. In addition, attendees can use pointers on shared documents, presentations, and whiteboards. someone about the meeting. Mute or Unmute Attendees

Breakout Sessions Breakout sessions are like breakout session in an in-person conference. The meeting host must enable Breakout Session when creating the training session. Enable Breakout Sessions 1. From the Breakout Session panel or the Breakout menu, select Allow Breakout Session . 2. From the main menu, select Participant > Assign Privileges . 3. Under Breakout Session with , click the meeting participants who can conduct breakout sessions. Create Breakout Session 1. On the Breakout Sessions panel, click Create Session . 2. In the Breakout Session dialog box Topic field, type a title for the session. 3. Click the checkbox beside the people you want to invite. 4. Do one of the following to let other participants join the session or to not allow others to join the session: a. Click the checkbox beside Let others join the breakout session without invitation to add a checkmark and allow other people to join the session. b. Click the checkbox beside Let others join the breakout session without invitation to remove the checkmark and prevent others from joining the session. End Training As the conference host, click End Training on the lower right part of the screen to end training for all participants. Evaluations An evaluation option is not available in WebEx Training. Instead, create a survey in a tool like SurveyMonkey . When you create a training session, add a link in the Destination address (URL) after session field. Session

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Manage Recordings 1. From WebEx, click My WebEx > My Files > My Recordings > Training Sessions . 2. Do the following:

N OTES

a. Click Playback

to listen to the

recording. b. Click Email

to send the recording.

c. Click More to see the options Download, Modify, Disable, Reassign, and Delete. 3. Click the recording name to view the Recording Information screen. Select the following to perform the corresponding action: a. Play Now – Play recording. b. Send Email – Send the recording. c. Select or copy the streaming link to play the recording. d. Select or copy the download link to download. e. Modify – Edit recording. f. Delete – Remove recording. g. Disable – Recording is temporarily unavailable. h. Re-assign – Re-assign to another host. i. Back to List – Return to recording list. 4. Click Add Recording to add the selected recording to another recording. Manage Hands-on Labs Hands-on lab provides the instructor the ability to create exercises and lessons for training participants on rem ote computers where the software is installed. For details about setting up a lab, follow the detailed directions in the WebEx Training User Guide. Participate in a Hands-on Lab 1. In the training session window, click Lab > Start Hands-on Lab . 2. Under Computer Allocation , select only one of the following options. a. Allow attendees to choose computers. b. Assign attendees to computers manually. 3. Click Start . The Start Hands-on Lab confirmation dialog box appears with a list of remote computers. 4. In the Start Hands-on Lab confirmation dialog box click Done . Hands-on Lab Administration For complete information about administering a lab, see the user guide.

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