Home > How-To Guides > How to Host a Synchronous Class with WebEx in a Remote Collaboration room:
How to Host a Synchronous Class with WebEx in a Remote Collaboration room:

A growing number of classrooms are receiving Collaborative technology. The following will show you how to take advantage of this:

 

How to Host a Synchronous Class with WebEx in a Remote Collaboration room:

Setting up your Preferences:

  • Once Logged in Select “Preferences”

  • (Please Note: you only ever need to do this once. These setting will be saved for all future use) 
  • In the Preferences window select the “Scheduling” tab
    • Select the number of minutes that an attendee can join ahead and that a reminder email is sent. (You may set these to any value that you like, but we recommend 10 and 15 minutes respectively)
    • Place a check mark in “Send a copy of the invitation email to meeting creator”
  • Once the setting are selected press “Save” 

Scheduling your meeting:

  • Press “Meeting” to schedule your session

  • In the window that opens select “Schedule a Meeting”

  • Fill in Meeting topic, Date and time, and meeting duration. (meeting password is auto generated)
    • Place a Check Mark in “Recurrence” if this will be a repeated meeting.
      • (A dialog box this additional recurrence setting will display)
    • You do not need to fill in the attendees section (you will receive an email to forward to your attendees later.)
  • Click “Save”
    • You will receive two emails. One with your host information and one you can send to attendees with “Forward to attendees” in the subject line.  

Starting your meeting:

At the time for your meeting there are two ways the correctly start the meeting that you scheduled in the previous steps.

  • The first way is to click the “Start Meeting” link in the Host email you received   
  • The second way is to start your meeting from within WebEx.
    • Login to WebEx as described earlier.
    • Click on “Meeting”

  • You will see a list of any scheduled meetings that you are hosting.
  • Find the appropriate meeting and click “Start”

When your meeting starts, you will need to make a few selections so that you will be heard and seen correctly.

  • When your meeting starts you will be prompted to select your Audio and Video connections
    • For the Audio Connection Select “Call using Computer”

  • (Depending on which browser you choose, Click “Change Settings” or the setting may just appear under the Audio Connection. 
  • In either case, select “Echo Canceling Speakerphone” for the Speaker and the Microphone.

  • For the Video Connection Select “VB342”
    • (Should be the only option)
  • Note: you may be prompted to allow the browser to use your camera and microphone. Select “Allow” on each.

  • Click “Connect Audio and Start Video”
  • You are now set to use WebEx as usual

Adjusting the Camera:

To adjust the camera position

  • Click on the “PTZApp” icon on the desktop to open the control software.

  • In the window that opens Select the “PTZ” tab
  • Click the Camera View Button (Please note if the camera is already in use by another software such as WebEx, you will not receive a preview.  In that case just use the view window in the software using the camera)
  • You can now use the “Zoom in”, “Zoom out” and directional buttons to adjust the camera’s view any way that you need.
    • Do not change any of the other settings, the camera will not function correctly if you do.
  • You can now close the window by pressing “X”.

Please note: on a rare occasion the auto-exposure may incorrectly adjust (image too dark or too bright), when you start your video in WebEx to correct this do the following:

  • Using the “PTZ” App Zoom your image in and out some, until the auto-exposure has a chance to reset and correctly expose the image.

Also Note: If the camera is ever inadvertently turned off, (The camera should always be on). It is simple to turn the camera on.

  • Just press the power button on the front of the unit. It will illuminate Blue.

Using the Touch Display:

A touch capable display is available for use as part of the system. This can be used for many different purposes and many applications for example, Power Point or One Note can accept touch input. The following will describe one possible way that the touch display could be used.

  • From a full screen Power Point tap once on the display to show your presentation menu.

  • Tap the Pen Icon
    • You can select from a Laser Pointer, Pen, or Highlighter
    • Then you can select your desired color.
    • You can also erase from this menu
  • We recommend adding blank slides in areas that you know you will be writing lots of notes.
  • The presentation menu also has Forward and back navigation buttons, advanced menus and end presentation buttons.
  • When you end a presentation, you will be prompted to save any annotations that you created.  
    • This could be a good tool to make available to students after class.

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