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Table of Contents
Overview ..........................................................................................................................................................................1
Set Up Your WebEx Account .............................................................................................................................................1
Set Up Personal Conference Number to use WITHOUT WebEx ..........................................................................................4
Confirm WebEx Settings Synchronization with Productivity Tools and Outlook Scheduler .................................................8
Confirm with WebEx Productivity Tools.........................................................................................................................8
Confirm with Outlook..................................................................................................................................................14
Integrate WebEx with Microsoft Outlook ........................................................................................................................15
Schedule a WebEx Meeting .........................................................................................................................................15
Join a Scheduled Meeting............................................................................................................................................17
Start a WebEx Meeting Ad Hoc ...................................................................................................................................17
Restore the WebEx Meet Now and the Schedule Meeting Buttons on the Outlook Toolbar.........................................18
Access WebEx from Your Browser ...................................................................................................................................20
Schedule a WebEx Meeting .........................................................................................................................................20
Join a WebEx Meeting .................................................................................................................................................21
Access WebEx from Jabber .............................................................................................................................................21
Start an Instant WebEx Meeting..................................................................................................................................21
Join an Instant WebEx Meeting ...................................................................................................................................23
Start a Scheduled WebEx Meeting...............................................................................................................................24
Join a Scheduled WebEx Meeting ................................................................................................................................24
Navigate in a WebEx Meeting .........................................................................................................................................25
Connect the Audio Conference....................................................................................................................................25
Turn On Camera to Display Video ................................................................................................................................25
Share Your Screen .......................................................................................................................................................26
View Participants and Presentations During a Meeting ...............................................................................................26
Appendix A: WebEx and Collaboration Meeting Rooms (CMR) ..........................................................................................1
Appendix B: Your Personal Room ......................................................................................................................................1
Cisco WebEx 29 Training Guide
Overview
WebEx is Abbvies online site for meetings. This guide provides you with step-by-step instructions on how to use WebEx
exclusively and also how to use it with Microsoft Outlook (Outlook) and Jabber to take advantage of more features.
If you experience issues using this guide, contact the AbbVie Service Desk.
Note: WebEx can be used on a computer or mobile device. The images in this guide may differ from what you see on
your device.
IMPORTANT:
For a successful WebEx user experience, you need to set up your account as shown below.
If your account is set up incorrectly, the WebEx features will work unexpectedly or not at all.
1. Open an internet browser session and enter https://abbviemeetings.webex.com/ in the address bar.
2. Click My WebEx and Preferences.
3. In the Preferences panel, click General.
4. Verify that the time zone, language, and locale are correct.
5. In the Meeting Center field, select My Scheduled Meetings.
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7. Scroll to the bottom of the page and click the Save button.
8. In the Preferences panel, click "Meet Now" Settings.
9. Confirm that the Use Personal Room for all my instant meetings checkbox is NOT checked.
10. Scroll to the bottom of the page and click the Save button.
11. In the Preferences panel, click Set up next to Audio.
Note: The WebEx "Call Me" automatic callback feature calls the phone number that you enter on your AbbVie
WebEx account. Update your account phone numbers and include your audio conferencing account information
in the Audio Setup section.
12. In the My Phone Numbers section, add or change a phone number.
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13. Place a check in the Call Me checkbox next to the phone number that WebEx should use to call you and click the
Save button.
14. Scroll down to the Teleconference section. You can add an account or edit the existing one.
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In order to schedule and use a Personal Conference Number (PCN) for audio conferences, you must first set up your PCN
account on the AbbVie WebEx site. Important: PCN account setup is a one-time process and must be completed by the
Host. It cannot be completed by a Hosts Delegate.
1. From your internet browser, go to abbviemeetings.webex.com
2. Click My WebEx.
3. Click Preferences.
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6. Enter a 4-digit PIN or your choosing. Note: PIN must not contain sequential digits (e.g., 1234) or repeat a digit
4 times (e.g., 1111)
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11. The Add Personal Conference Number window will appear. Click Generate.
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12. Your Host access code and Attendee access code with appear. Make a note of them and click Close.
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15. You can now dial in to the conference line and use these static host and attendee codes for audio-only
conferences that do not include WebEx.
IMPORTANT: The Host access code and Attendee access code are ONLY available to use WITHOUT WebEx. If you dial in
to the audio portion of a WebEx meeting, these codes will NOT work. WebEx meetings use the WebEx Meeting Number
for dial-in audio conference access.
WebEx Personal Conference Rooms (different then Personal Conference Numbers) also use a static Attendee access
code. As a Host or Host Delegate, you can give participants the flexibility to join your conference audio-only by providing
them with the static Attendee access code. However, as the Host or Delegate, you MUST use WebEx to start and attend
the meeting. See the Appendix B: Your Personal Room section of this guide for more information.
Confirm WebEx Settings Synchronization with Productivity Tools and Outlook Scheduler
After you make changes to your WebEx account Preferences as described in the previous section, you must confirm that
your WebEx Productivity Tools and Outlook Scheduler also reflect these changes. The WebEx Settings screen is the same
for both.
Note: The AbbVie WebEx Enterprise Site refers to your customizations as "Preferences". The Outlook Scheduler and
WebEx Productivity Tools refer to them as "Settings". For purposes of your account, these terms are interchangeable.
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The WebEx Settings screen opens with five tabs. The first tab is Account.
The Account tab shows your default user name. These are fixed fields that cannot be edited, as stated in the
window, "Note: The site is using Identity Management System, so you cannot change account information.
Note: If your Site URL and User name do not appear, click the Refresh button to connect with the AbbVie WebEx
server and populate those fields. Then click the Apply and OK buttons.
The "Meet Now" Settings tab allows you to define the settings for when you are creating an ad hoc WebEx
meeting. You have the option to select "Use my Personal Room for instant meetings" which will use that version
of WebEx, or you can use the standard WebEx meeting format by leaving the box unchecked. To learn more
about your Personal Meeting Room, see the Appendix B: Your Personal Room section.
In the Audio connection type drop-down list, select Reservationless-Plus from InterCall Account 1 and click
the Apply button.
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The Scheduled Meetings tab allows you to define you settings for scheduling meetings. The available settings
are the same as the Meet Now Settings.
In the Audio connection type drop-down list, select Reservationless-Plus from InterCall Account 1 and click
the Apply button.
The Preferences tab allows you to customize the settings for how WebEx behaves, including keeping WebEx on
top of the computer desktop when other programs are running, showing Productivity Tools in the Windows
taskbar, and showing the scheduling function in the Productivity Tools panel. Your default address book browser
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is set to Outlook. The options for starting a meeting allow you to change a meeting topic or password during a
WebEx meeting as a host.
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In the Meet Now section, you can choose meeting partcipants in your default email contacts list by clicking the
down arrow next to the email address box.
If the email address of a partcipant is not in your contacts list, select the book icon to the left of the email
address box.
The Global Address List opens. You can search the list for the user's name and email.
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The WebEx Settings screen appears. This is the same screen that is described in the Confirm WebEx Settings
Synchronization with Productivity Tools and Outlook Scheduler section under the Confirm with WebEx Productivity Tools
heading.
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The most commonly used method to set up a WebEx meeting is to schedule it in advance through Outlook. You also
have the option to start a meeting ad hoc.
3. Enter the meeting participants, subject of the meeting, and the meeting date and time. It is a Good Practice to
include "WebEx and Audio Conference details below" in the Location field, as well as any physical meeting
rooms that will be used.
4. If you want this meeting to recur, click the button. In the Appointment Recurrence screen, complete the
fields for the appointment time, recurrence pattern, and range of recurrence.
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5. Make this meeting a WebEx meeting by clicking the graphic in the Add WebEx Meeting button.
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7. Click the Send button above the Outlook message body. Three actions take place: 1) the message body
populates with the information that your participants need to join the teleconference, 2) the message is sent to
the participants, and 3) the meeting is placed on your calendar.
4. The instructions on what to do next depend on your selection. Follow the on-screen or phone instructions.
1. In the Outlook Calendar toolbar, click the button. The message, "Starting your WebEx meeting" appears.
Shortly after, you receive an email with the meeting information.
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2. Forward the email to the people you want to invite to the meeting.
3. When the recipients receive the message, they need to click the Join WebEx meeting link and enter the meeting
number to get connected.
Restore the WebEx Meet Now and the Schedule Meeting Buttons on the Outlook Toolbar
1. Occasionally the Meet Now and Schedule Meeting toolbar buttons disappear. You can bring them back by
right-clicking the toolbar ribbon and selecting Customize the Ribbon.
2. In the Choose commands from drop-down list, select All Tabs. Under Main Tabs, click the (+) next to Home
(Mail) and select WebEx.
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The WebEx Meet Now and Schedule Meeting buttons appear in the Calendar toolbar.
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As an alternative to using Outlook to set up meetings, you can use your browser.
Note: You may be asked to log into the network. If you see the AbbVie Network Login screen, enter your login ID
and password, click the Sign In button, and continue to step 3.
3. Complete the fields in the Schedule a Meeting screen. See the following graphic for an example.
Notes: Creating a password is optional. Click in the Date field to open a calendar from which you can select the
date.
4. Click the Schedule Meeting button.
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You can also right-click group tabs to start an instant WebEx meeting with an entire group.
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2. If you want to invite people not listed in a group or your contacts list, click the Meetings icon and click the
Instant WebEx meeting button.
4. Enter the emails for the participants you want to invite. From this screen, you can use other methods to invite
participants and remind them of your meeting.
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5. Click the Send button. Your participants will get an email invitation.
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2. As the host, find the meeting you want to start and click the Start button.
2. As a participant, find the meeting you want to join and click the Join button.
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Now that you know how to schedule a WebEx meeting and join it, you need to know how to get around.
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To stop sharing your screen, place your cursor on the green box that says, "You are sharing this monitor". When the
Screen Sharing toolbar drops down, click the Stop Sharing button.
Note: The Share Screen feature in the Cisco WebEx Meeting Center shares your entire screen, (i.e., your desktop
background and everything on top of it is visible). The Share feature in the toolbar allows you to share only specific open
applications.
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Active Speaker
Shared Screen
View of Self
Participant
Silhouette
Participant
Thumbnail Video
View of Self
Shared Screen
Participant
Silhouette
Participant
Thumbnail Video
Notice the silhouette thumbnail in either view. This indicates that the participant is not the active speaker during a
meeting. The other thumbnails are videos of the remaining participants.
Note: A silhouette can also indicate that participants do not have cameras or did not turn them on in the meeting. Other
reasons you might see a silhouette are that participants are successfully sharing an audio/video presentation or they
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receive a message on their device, "Low BW Warning". This message means that their device does not have sufficient
internet bandwidth to use video.
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A CMR is the bridge between WebEx and TelePresence. You schedule a CMR meeting in Outlook just as you would a
standard WebEx meeting, but with a few more clicks. With CMR, you can include participants using different
technologies in the same meeting. For example, some participants have access to TelePresence systems and others have
access to WebEx only.
Following is a list of Best Practices for successful CMR meetings:
A stronger Wi-Fi signal indicates a better transmission rate and you will experience fewer failed videos. (Wired
connections are typically better.)
More internet bandwidth provides better performance. Use this link to test your bandwidth:
http://www.speedtest.net/
Use Wi-Fi from a mobile phone. If unavailable, use the best mobile data speed available (e.g., lte or4g),
Close programs that are not needed to free up memory resources.
Be aware of meeting statistics (i.e., view the meetings Audio and Video Statistics if you are using WebEx).
When using TelePresence equipment or Jabber Video, do not also use WebEx.
Reboot computers each day if performance is sluggish.
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3. Enter the meeting participants, subject of the meeting, and the meeting date and time. It is a Good Practice to
include "WebEx and Audio Conference details below" in the Location field, as well as any physical meeting
rooms that will be used.
4. If you want this meeting to recur, click the button. In the Appointment Recurrence screen, complete the
fields for the appointment time, recurrence pattern, and range of recurrence.
5. Make this meeting a WebEx meeting by clicking the graphic in the Add WebEx and TelePresence button.
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8. Select a room from the list, click the Rooms button to place the selection in the field, and click the OK button.
9. Select the number of participants who can call in to the video meeting in the Add video call-in particiants field.
There are two scenarios when you want to use this option:
You are meeting with an external company; you cannot dial out but they can dial in.
Participants are unsure where they will be when the meeting starts.
10. When the room name appears in the Location field in Outlook, click the Send button. Recipients will receive a
meeting reminder close to the start time.
11. If you want to participate, click the Start button.
The meeting Options screen also contains links for Advanced WebEx and TelePresence settings.
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Meeting PIN Create a numeric password to keep uninvited people from calling in to the
TelePresence meeting.
The PIN is included in the email invitation. Invitees must enter the PIN to join the
TelePresence meeting.
Meeting connection type These options define how the scheduled TelePresence systems will connect to
the meeting at the scheduled starting time.
For information about each option, select the option using the drop-down list
and then hover your mouse over the blue question mark icon.
Save settings for future meetings Place a check in this checkbox if you want to use the selected connection type for
future meetings.
Add call-in and call-out connections These options define how people can call in to the meeting and how they can be
called automatically and connected when the meeting starts.
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3. Click the Send Update button above the Outlook message body.
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1. Choose an option:
If you choose one of the telephone options, an automated voice on the phone asks you to join and connects
you to the audio conference.
If you choose Call Using Compter, the Settings screen opens to test your speakers and microphone. When
testing is complete, Click the OK button. You will be joined to the audio conference using your computers
speakers and microphone instead of a separate phone. This is called Voice over IP (VoIP).
2. WebEx recognizes if you have a webcam connected to or built into your computer or mobile device. Click the
Start my Video button or the camera . When the camera turns on, the icon turns green. You are now
sharing your video with the other meeting participants.
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Active Speaker
Shared Screen
View of Self
Participant
Silhouette
Participant
Thumbnail Video
A participant using WebEx in a CMR from a mobile device sees this view:
View of Self
Shared Screen
Participant
Silhouette
Participant
Thumbnail Video
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TelePresence Display
WebEx Participant
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To stop sharing your screen, place your cursor on the green box that says, "You are sharing this monitor". When the
Screen Sharing toolbar drops down, click the Stop Sharing button.
Note: The Share Screen feature in the Cisco WebEx Meeting Center shares your entire screen, (i.e., your desktop
background and everything on top of it is visible). The Share feature in the toolbar allows you to share only specific open
applications.
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A Personal Room is your exclusive virtual conference room. It is the location for all of the meetings you host. When
participants arrive early to join your meetings, they are sent to the Lobby which is a virtual waiting area. The Lobby
prevents anyone from seeing or hearing what is currently happening in your Personal Room. You determine when to
allow entry into your Personal Room.
Ways to Use Your Personal Room
Following are examples of how you can use your Personal Room effectively:
Example Description
Instant meetings Quickly start a meeting with the Meet Now feature and everyone will know that the meeting is in
your Personal Room.
Back-to-back You join in only once, as opposed to joining for each meeting. You manage the participants for
meetings each meeting through the Lobby.
Outlook invitations Include your Personal Room link in your Outlook invitations so that participants can join your
room in the same way as they would join a standard WebEx meeting.
Private meetings Lock your room so you can control who is allowed in.
Email signature Add your Personal Room link to your email signature so that everyone knows where to find you.
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The people who are invited will receive the following email:
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You enter the Cisco WebEx Meeting Center in your Personal Room. From here, you manage your meetings as
you do in regular WebEx meeting room. In this example, the people you invited in step 5 will join your Instant
Meeting.
2. In the Search field, type the word or phrase that you want explained.
3. Click the Search button.
4. The topics that match your search criteria appear in the panel on the left.
Note: AbbVie does not have access to all of the features offered by Cisco WebEx. Contact the AbbVie Service Desk if you
encounter any issues.
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