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MeetingCenter
Getting Started Guide
This guide introduces MeetingCenter
TM
, powered by WebEx
TM
,and provides basic
information about using its many features. Refer to the table below to locate the feature or
task you want to learn about. Feature descriptions and step-by-step procedures are
grouped under the larger meeting task you are performing, such as scheduling a meeting,
sharing information, or housekeeping and management tasks (for example, muting and
unmuting microphones).
For more in-depth detail about a particular feature, consult the online Help on your
MeetingCenter Web site.
Set Up Tasks
OBTAINING A USER ACCOUNT
Once you obtain a user account, you can host meetings using your meeting service. You
need not obtain a user account to attend meetings.
You can obtain a user account in one of two ways:
The site administrator for your MeetingCenter Web site can create a user account
for you.
If your site administrator has made the signup feature available, you can sign up for
an account on your MeetingCenter Web site at any time.
To obtain a user account using the signup feature:
1
Go to your MeetingCenter Web site. Your address for your site is usually in the
following format:
<your_company> .webex.com
2
On the navigation bar, expand Set Up.
3
Click New Account.
4
Provide the required information, and then click Sign Up Now.
LOGGING IN AND OUT
You must log in to your MeetingCenter Web site to schedule and start your meetings and
access your account features. Your site administrator provides you with your user name
and default password for your account.
Note: You do not need to log in to your site to attend a meeting, unless the meeting host
specifies that all attendees must have a user account.
This option is available only if your site has the self-registration feature.
To log in to MeetingCenter: 1
Go to your MeetingCenter Web site. The address for your site is usually in the
following format:
<your_company>.webex.com
2
On the navigation bar, click Log In.
3
Provide your user name and password.
4
Optional. To automatically log in to MeetingCenter whenever you access it, click
the Remember user name and password check box.
5
Click Log In.
To log out from MeetingCenter:
To log out from your MeetingCenter Web site, on the navigation bar at the top of the
page, click Log Out.
IF YOU HAVE FORGOTTEN YOUR USER NAME OR PASSWORD
If you have forgotten either your user name or password, you can quickly obtain it.
To obtain your user name or password:
1
On the navigation bar, click Log In.
2
On the Log In page, click Login Assistance.
3
Provide your email address, and then click OK.
Your MeetingCenter Web site immediately sends you an email message containing your
account information.
SETTING UP MEETING MANAGER FOR WINDOWS
Meeting Manager is a software program that you install on your computer and use when
participating in a meeting. Meeting Manager provides the options that you use to share
informationsuch as presentations and applicationssend chat messages, send and
receive live video, take notes, record a meeting, and so on.
The Meeting Manager software provides the work space for your meeting.
SYSTEM REQUIREMENTS
Your system must meet these requirements for installing Meeting Manager for Windows:
Microsoft Windows 95, 98, ME (Millennium Edition), XP, NT, 2000, or Windows
Server 2003
Intel or AMD 400 MHz processor
128 MB RAM (64 MB recommended)
Microsoft Internet Explorer 5 or 6, Netscape 7, Mozilla 1.6, or Firefox 1.0
JavaScript and cookies enabled on the Web browser
56K or faster Internet connection
If you want to share a presentation that was created using Microsoft
®
PowerPoint 2002 for
Windows XP, an Intel Celeron or Pentium 500 MHz or faster processor is highly
recommended. However, you cannot share other types of presentation or documents
unless you either: Sign in to your computer as an administrator before starting or joining a meeting for
the first time, or
Have a Windows NT or 2000 administrator set up your computer for you.
Subsequently starting or joining an event does not require administrator privileges.
To set up Meeting Manager for Windows:
1
On the navigation bar, expand Set Up, and then click Meeting Manager. The Set
Up page appears.
2
Click Set Up.
3
If a security dialog box appears, do one of the following:
-
If you are installing Meeting Manager on Microsoft Internet Explorer, click Yes.
-
If you are installing Meeting Manager on Netscape Navigator, click
-
Grant. Setup continues. A progress message box appears, indicating the
progress of setup.
-
Once setup is complete, the Setup Complete page appears.
4
Click OK.
You can now start, schedule, or join a meeting.
BROWSE MEETINGS PAGE (MEETING CALENDAR)
* The Calendar is only available with a branded URL, not on MeetingCenter.net
The Browse Meetings page includes a meeting calendar, which provides daily, weekly,
and monthly views of all scheduled or in-progress meetings on your site, as well as a list
of all meetings being hosted on the current date. Using the calendar, participants can:
search for a meeting
obtain information about a meeting
register for a meeting
join a meeting
The following figure shows the Daily view of the Browse Meetings page. JOINING A MEETING
If a meeting host invites you to a meeting, you receive an invitation email message that
includes information about the meeting, instructions for joining the voice conference, and a link
that you can click to join the meeting. Join the web conference first if you would like the system
to dial out to you (this only works if the leader of the cal has this option enabled).
To join a meeting from an invitation email message:
1
Click the link in the message to join the meeting.
2
On the Meeting Information page that appears, click Join Now.
Hint***If you join using this email invitation link it will automatically populate your password
This example of a meeting invitation shows the level of detail included:
Click on this link to join the meeting.
Tip: A meeting invitation also includes a link that you can click to add the meeting to any
calendar program that supports the iCalendar format, such as Microsoft Outlook or Lotus
Notes.
You can also join a meeting directly from your MeetingCenter Web site or from the hosts
Personal Meeting Room page (available on branded sites). The steps for joining a
meeting from your site differ, depending on whether the meeting is listed or unlisted that
is, whether or not the meeting appears on the public meeting calendar and the hosts
Personal Meeting Room page.
Once you join a meeting, instructions for joining the voice conference automatically
appear on your screen
NOTES:
To participate in a meeting, you must use Meeting Manager. If you have not yet set
up Meeting Manager on your computer, you can do so before joining a meeting to
avoid a delay. Otherwise, once you join a meeting, your MeetingCenter Web site
automatically sets up Meeting Manager on your computer. For more information
about setting up Meeting Manager on your computer, see Setting up Meeting
Manager for Windows. You need not have a user account or log in to your site to join a meeting, unless the
host has specified that all meeting participants must have a user account.
Scheduling Tasks
TYPES OF MEETINGS
Using MeetingCenter, you can set up:
Scheduled meetings (using either the Quick Scheduler or the Advanced Scheduler)
Audio Only meetings
One-Click Meetings
When setting up any type of meeting, you can specify that it is either listed or unlisted.
Meeting Type
Description
Scheduled (using Quick
Scheduler)
A meeting that you schedule for a specific date and time. You
can also:
Specify voice conferencing options
Send invitations to participants
Set up and include an integrated voice conference in
your meeting
Scheduled (using the
Advanced Scheduler)
In addition to the options you set up using the Quick
Scheduler, the Advanced Scheduler allows you to:
Specify a recurrence pattern for the meeting
Schedule and start a meeting for another user who has
granted you scheduling permission
Require attendees to register for a meeting, which lets
you collect information from attendees and enhances
the security of your meeting
Choose which default meeting privileges you want
attendees to have
Choose which meeting options you want to turn on or
off, such as chat, notes, video, and so on
Allow attendees join the meeting before its scheduled
starting time.
Choose a presentation or document to share automatically
once a participant joins the meeting
Audio Only
Set up a meeting that is simply a teleconference. You send
invitations to attendees and they can add this teleconference
to their calendars. You can set up a personal teleconference
account and utilize your Reservation-less plus account or an
Operator assisted call and add it to t