Things You Can Do in Webex Meetings and Webex Webinars (as Host/Participant)

Table of Contents

Roles

Webex Meetings

Below are some of the main privileges in Webex Meetings. (“What Are the Different Roles in Webex Meetings?”)

Webex Webinars

Below are some of the main privileges in Webex Webinars. (“Roles in Webex Webinars”)

Screen Layout

  1. Mute: This button turns black when your microphone is activated. The button turns red when you are muted. When the microphone is picking up and delivering sound, an animation will play inside the microphone icon. As a rule, make sure to keep yourself muted (i.e., keep the icon red) whenever you are not speaking, to prevent unexpected sounds from being heard by other participants. You can unmute yourself by holding down the space key while the Webex window is active (releasing the space key will put you on mute again).
  2. Video: When this button is black, that means your video is turned on. The button turns red when your video is turned off. If your network environment is unstable, try turning off the video (i.e., turning the icon red).
  3. Sharing: Using this feature, you can share materials with other participants by sharing your screen. You can share your entire screen or allow others to only view specific application windows. You can use this feature to share content such as your PowerPoint slides or videos with others. In addition, there is a whiteboard feature that allows you to share your handwritten notes on the spot.
  4. Recording (for Hosts and Cohosts only): You can record your discussions during meetings so you can view them later. The recordings can be stored on the cloud (i.e., on the Webex server) or saved directly to your computer. However, depending on your settings, you may be unable to save your recordings directly to your computer. Note that the Cohost can start a recording only if the Host is not in the session.
  5. Reactions: You can send reactions, such as raising your hand or giving a thumbs up. Other Options: Other options can be accessed from here.
  6. Leave: Click this button to leave the meeting. If you are in a breakout session, you can press this to leave the breakout session and return to the main meeting.
  7. Apps: You can access third-party apps such as Slido from here.
  8. Participants: Clicking the “Participants” button will display the participant list. By moving your mouse on top of the name of a participant on the list, you can send personal messages or remove that participant from the meeting by using the drop-down menu.
  9. Chat: Clicking the chat button will display the chat window, from where you can send messages to everyone or a specific participant.
  10. Panel options: You can click on this button to display the Notes, Polling, and Q&A windows.

Below is some additional information regarding the items on the menu that are most frequently used.

Screen Sharing

Click “Share” to see the windows that are available for you to share. Choose the desired window and press “Share” to start sharing. alt

Annotating While Screen Sharing

Moving up your mouse while screen sharing will display the control menu for your Meeting/Webinar. Click on the “Annotate” button to show the annotation palette. This will allow you to draw lines, arrows, squares, etc., over the currently displayed images and share them. If you click the topmost icon on the annotation palette, the palette will also be displayed on the screens of the other participants, who can then make their own annotations. You can use this feature to have participants answer simple Yes/No questions, for example. alt alt Sharing your whiteboard will enable annotations for both you and the participants. (You can turn this feature off if necessary.)

Advanced Settings for Speakers, Microphones, and Cameras

Click the arrow signs to the right of the “Mute” and “Camera” buttons to choose the speaker, microphone, and camera you want to use for Webex.

Click “Settings” to select and test the different options.

Advanced Settings for Speakers and Microphones

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Advanced Settings for Cameras

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Settings for Virtual background

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Participants

Clicking on “Participants” will display the participant list.

The image on the left shows the host’s screen, while the image on the right shows the participant’s screen.

Operating Slido

When the host activates Slido, the Slido panel will appear.

Chat

Clicking “Chat” will enable you to send text messages. You cannot view chat messages that were sent before you joined the meeting. alt

Q&A

Click “Q&A” to send a question to the host, presenter, or (if you are using Webex Webinars) the panelist.

Breakout Sessions

Using the breakout session feature, you can create several “breakout sessions” in addition to the “main meeting.” Participants can divide into their respective breakout sessions for discussions or return to the main meeting as necessary. A maximum of 100 breakout sessions can be created. The breakout session feature cannot be used for End-to-End Encrypted Meetings. Participants can move between sessions by pressing the “Join” button. They can also return to the main meeting by pressing the “Leave” button. (In some cases, the participant’s movements may be restricted by the Host.)

During breakout sessions, participants can share videos or screens and send each other chats, just like in the main meeting. (The instructions are the same as sessions that are not breakout sessions). Furthermore, you can ask the Host for help. Asking for help will notify the Host, who may then come to your session. However, you cannot request help from a Host if they are participating in one of the sessions, in which case you will need to wait. alt

For specific instructions for Hosts, see Things You Can Do in Webex Meetings and Webex Webinars (as Host).

Lobby Feature (Only for Webex Meetings)

Participants who attempt to join a locked meeting will first be sent to the Lobby. In End-to-End Encrypted Meetings, participants who have already joined the meeting cannot be sent to the Lobby.

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