Video Tutorial
Completing a Consensus Report Using WebEx — Teleconferences
- Setting up your browser
- Launching the meeting from the dashboard
- Connecting from your Mobile phone
- Using WebEx during the meeting
- Recording the meeting
- Sharing via WebEx
Setting up your browser
Please use the link in the invitation email you received to set up the configuration of your pc.
Launching the meeting from the dashboard
The dashboard displays the future remote meetings on right side.
Those meetings are accessible only 10 minutes before the start time (this is a default value but the organiser could have set more time). A Join button will display close to the meeting name.
Note: When connecting, if the host did not join, you could see about the host not having connected yet. Simply click ok.
The person joining will be set as presenter if the host did not join yet, see below how to make someone else the presenter when all are connected.
If you did not install the software or did not configure your browser before, you will be prompted to do it when clicking on the join button to launch the meeting.
When launching WebEx from within the SEP application, the software Cisco WebEx will be executed on your pc. Therefore, the kind of access you have in your pc will determine if the software can be executed or not.
You also have the possibility to use the browser, instead of the desktop application.
Using the browser is a good option if you are experiencing issues with the software, you will lose a couple of functionalities, which are not essential, and you only need the meeting ID. Go to:
https://ecgrants.webex.com/webappng/sites/ecgrants/dashboard/home
In the first screen, enter the meeting ID and click Enter.
Then enter your name and click on Join Metting, the meeting will be open in the browser.
If you do not know the ID, you can ask another participant to copy the link of the meeting and send it to you, you will get the second screen above when clicking on the link. To check for the link, the colleague can use this button:
Regardless of the browser in use, you will be requested to install or to allow the Cisco WebEx add-on:
Edge
Firefox
Chrome
If you lack admin rights on your machine, executing the add-in can fail. Try first to execute it as "a temporary application". Please note; if you are able to execute the plug-in, it will have to be done only once. If you run it as a temporary application, it will need to be run every time you launch a meeting. If you are not able to execute the plug-in, even as temporary application, please check in the following section how to connect via your mobile phone. This can be the quickest solution when the meeting is imminently starting.
Connecting from your Mobile phone
It is also possible to connect via your mobile phone. First, make sure to have Cisco Webex Meetings installed in your device from the Play Store (android) or Apple Store (IPhone).
After the installation, you have two possibilities to join a meeting:
- Either open the WebEx app, click on the join meeting button (green button) and enter the meeting ID or ulr of the meeting; then, click the join button (it is placed on the upper right corner),
- Or connect to the evaluation programme via a browser within your mobile device; then launch the meeting via clicking the Join button from the Dashboard, as usual. The meeting will open using the APP in the device.
Please, disregard the log in option; unless you have gotten an account by your own means, scheduling the meeting from SEP did not generated any Cisco accounts.
Using WebEx during the meeting
When launching your meeting from the dashboard on your PC, the main screen shows the following icons and buttons:
- Audio/video connection options. You use these buttons to connect to the conference via audio and video. By default, when entering the meeting you will be prompted to set the values for audio and video.
- The panel and sharing icons. Panels within WebEx are functionalities, they are call panels because they can get separated in different floating windows as will we see below. They are, from left to right:
- Sharing.This functionality allows to share your screen or a specific programme running on your pc with others. Normally, the presenter shares the screen.
- Recording. This panel launches an application to record the meeting.
- Participants. Under this panel you can check the users which are connected to the web conference, if they are connected using the PC as audio system or they are calling in from a telephone, and who the presenter is.
- Chat. You are able to send messages to all attendees via the Chat panel.
- Other actions such as copying meeting url and managing audio settings.
- Leave meeting. This button closes WebEx
- The initials of the presenter.
- Your status, only visible if you are using the software and not a browser. Additional icons display to indicate your means of connection, also visible by the others.
displays when connecting to audio using your computer and 
when call it from the phone. This option is available only if you connect using WebEx, not if you are connecting via a browser. - Meeting info. Here, you find all the details of the current meeting.
Once you set up your audio and video options, you will additionally on the right side (8). It is the floating view, and it displays the Participants and the chat panels as small windows outside the main screen:
When selected, it will be highlighted in blue, click on it again to restore the floating windows back to its initial position on the right.
Panels (participants & chat)
To display a panel, click on the icon. if the People and Chat icons get highlighted in blue, it means that they are currently being displayed on the right. Clicking on the panel icon will hide that the panel again.
In the case of the the participants panel, when you display it and you are using the software, you will see additional view options on the left of the panel (see 1 above)
Grid view 
. It will be display all participants in the main screen.
Thumbnail view 
. It will display the participants at the bottom, below the icons, and the current speaker in the middle of the screen.
Active speaker 
. It is the default view, it shows the current speaker in the middle of the screen.
The chat panel allows interaction via written messages.
The panel "participants" lists each one of the current connected participants, and it assigns initials. On the right side of your name you have two action buttons: Rise your hand (1, only available if you are using the software, not if you are using a browser), and the mute (icon is grey) or unmute (icon is red) icon (2) if your audio is connected with your PC.
Even if you are dialling in from a phone, you will be able to mute and unmute yourself from here.
Audio and video Connection
When you enter the meeting, you are prompted to select which channel you will use to connect your audio.
From the possible options, you should select either I will call in or Call using Computer, please do NOT use any other options.
In the same window, you can set the video settings.
If you are using the computer to call in, you will able to set up additional options according to your computer configuration (i.e. headset, etc). By clicking in More options, you are able to test both the audio and the mike.
Once the video and voice settings are set and you called in, the initial icon will split into two, click on the mike icon to mute/unmute yourself or on the camera icon to manage your video.
Recording the meeting
It is also possible to record the meeting. Be aware that the output file is a specific webex video one, WRF, so you will need to have WebEx installed in the pc in order to be able to watch it.
Click the record panel icon, and select the location where the video will be saved.
The record panel will open as a floating window.
Click the red button to start recording and the stop button when finished.
Sharing via WebEx
WebEx allows the participants to share a specific application, a whole monitor (and therefore sharing all the applications, files and windows which are displayed on it) or a file. Sharing is typically done by the presenter. The first person connecting to the conference becomes the presenter.
From the participants panel, everyone can claim the presenter role by dragging the presenter icon (blue-green ball over the initials of the current presenter 
) over their name in the participants panel.
On the other views, grid and thumbnail, the current presenter can set someone as presenter by hovering over the name and selecting the presenter icon.
However, everyone can share. When sharing an application or file, you automatically become the presenter. More than one user sharing at the same time is not possible. However, if you share content, and someone shares content afterwards, in order to display back your content, you just need to grab the presenter role and place it over your name. Whatever you were sharing before will be displayed back on the participants' screen.
To start sharing, click the present icon, and select whether you want to share the desktop or any of the current running applications.
When content is being shared, the viewers get a new tab open where the share content will display. the person sharing, will get an auto-hide bar on the top of the window with the webex controls.
It is possible to freeze the sharing, meaning that the participants will not see what you do in the screen until you resume the sharing.
Click Stop Sharing on the left to finish the sharing.
