webex vilt guide · 2020-04-22 · webex | vilt guide 4-one of you has been randomly designated as...

GUIDEVILTWebEx

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WebEx | VILT GUIDE

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WebEx VILT Guide

Table of Contents Facilitating WebEx VILT Sessions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Hosting WebEx VILT Sessions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Host vs . Facilitator Role Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Understanding Permissions in WebEx Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Tips & Tricks for Effective Virtual Facilitation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

WebEx Training Center Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Audio Workarounds for Missing Countries on WebEx List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

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FACILITATING WebEx VILT SessionsChecklist for VILTs Quiet place with no interruptions

Good landline phone (with headset) and reliable and strong internet connection

Have the session’s WebEx link, session number, session password and host key

Shut all other electronics off or mute (cell phone, etc.)

Shut down all email and IM

Have water, note pad, roster, clock/timer with you

Materials for session

• Final version of PPT (download from LRM SharePoint site) – electronically and printed copy with notes pages .• Have PPT also in .UCF format (first ask your host to do the conversion for you or contact the Global Education team) • Participant materials (workbook, prework, etc.)• Polls

Prior to the session Connect with the Host in advance to set expectations

Clarify roles with Host

(Who Will…?)• Upload presentation (discuss if conversion to UCF is needed depending on host and facilitator PPT versions) and polls• Welcome participants• If there is a role play, decide who will play what part• Determine what time you will both connect to the WebEx (should be at least 30 minutes prior to start)• Determine who will explain breakout instructions – similar to the script below:

- “Once you’re in the breakout room, it will be physically like going in another room so no one else will be able to communicate with you except your partners.

- If you need help, click on the “Ask for help button circled here in blue. - The elapsed time will show on your screen, and this will help you keep track of time. [Remember you’ve

got about X minutes each, …. And one minute at the end to decide which ideas or insights are worth sharing….So you should change situations at X and X minutes in.]

POWERPOINT 2013 & 2016 Animations in PPT files will not work properly in WebEx if they are created in or loaded from PPT 2013. The Notes panel in WebEx will not work properly with Office 2013.

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- One of you has been randomly designated as a presenter, and you will be asked in a dialogue box if you’d like to start the session…When you see it…PLEASE CLICK “YES”

- Others will receive another dialogue box asking if you’d like to switch from the current audio conference. When you see it…PLEASE CLICK “YES”

- Make sure you UNMUTE your phone before we start the breakout” (How Will…?)

• If participants are not engaging or responding to questions, how can the Host assist? Can they send a chat prompt? (e.g. We would love to hear your thoughts on this topic. Your participation is important. We want to hear from you.)

• When/how should they notify the facilitator about a comment or question that they received from a participant?

• Would they like the Host to keep track of time? If so, what is the best way for the Host to communicate with you?

Connecting to the session / Before participants join Plan to have the WebEx session completely started 30 minutes before the scheduled start time.

Use a landline phone (with headset) and a reliable and strong internet connection.

Do a sound check with the Host to test mic volume and clarity.

Take and print a screenshot of the Session Info tab or write down the Training session number and Host key . The Host key may be needed to regain Host role if there is a technical issue.

Ensure you have a good color for annotation (red or green).

During the session Greet participants as they join.

Advance slides and use annotation as needed.

Provide participants with an overview of the WebEx tools as needed (usually a slide in the PPT).

Lead all discussions and activities.

Encourage participants to take themselves off of mute and communication verbally. They do not need to only use Chat or Annotation tools.

Launch Polls*

Launch Breakout sessions*

Keep to schedule. Assume participants have a hard stop at the end of the scheduled session. Don’t go over allotted time .

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After the session Thank participants and refer them to the evaluation.

Debrief with Host after all participants have signed off of audio.

Things to note The Presenter is the one with privileges to:

• Start/End Breakout Sessions• Broadcast message during Breakout Session• Start/End Polls• Display Poll Results• Reposition text from participants on the screen (in case they write on top of each other)

All attendees must unmute their phone lines just before the Breakout Session is started.

Potential issues Participant login issues

• Login issues – accessing through computer or phone icon is not connected with the online session (name would show without a phone icon next to their name, the phone would be listed as Call-in user) – Host will work with them to log in correctly using the phone. A specific Attendee ID # must be added or they should use the “Call Me” feature to have the system call them (must have direct dial phone number).

• Login issues – can’t connect to WebEx through their computer – sometimes this is a browser issue. They can try to copy/paste the WebEx link into a different browser (Internet Explorer, Chrome, Firefox).

• Multiple participants join together in one room/one audio/one computer – this should be asked in the beginning of the session and host/facilitator should notate this. It will make a difference for how Breakouts are set up and also participation from the attendees.

• A participant may not be able to connect through the computer due to technical difficulties, but is joining by phone – The Host can send a PDF of the PPT for them to follow along during the session. (not ideal, but a work-around as a last resort.)

Audio issues • Your audio suddenly disconnects – remain logged into the WebEx through your computer and dial back in

using the audio information.• Audio from a person’s line has an echo or static – they may be logged on through the computer audio and

also through a phone line. Or they may be logged on through computer audio with another person nearby also connected through computer audio. They should disconnect the computer audio and join by phone.

• To help participants connect their phone to their name:• Instruct participants that in order to participate in the breakout session they must see the phone icon next

to their name in the participant list .• In order to connect their phone, the participant is going to have to hang up and dial back into the audio.

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• Before the participant hangs up the phone, give them detailed instructions on how they can make their phone connect to their name: - Explain that if they have a direct line, it is best for them to choose the “call me” feature as this will

automatically link their phone with their name. - If they do not have a direct line, explain to them that they must enter their specific Attendee ID #

provided as the third number in the audio conference box.

Slides disappear from your view – Try to reload PPT file or have host reload PPT file. Uploading a .ucf file of the presentation has eliminated this issue.

Slides will not advance – Click the back arrow to go back a slide or two and then advance. (This usually fixes the issue). Uploading a .ucf file of the presentation has eliminated this issue.

Animation – Animations in PPT files will not work properly in WebEx if they are created in or loaded from PPT 2013. It is best to test the Animation prior to the session. Uploading a .ucf file of the presentation has eliminated this issue. Using “Share My Screen” in WebEx will allow animations to work, but is not an ideal scenario for a webclass with interaction.

Breakouts• If not everyone has the phone icon properly associated with their online session in the participant list, it may

be necessary to keep a few people in the ‘main’ room for the breakout session. The host will set this when creating the Breakout sessions.

• For someone that doesn’t have the phone icon next to their name and is put into a breakout, their audio will remain in the ‘main room’ but their online session will end up in a breakout. They will not have the ability to communicate with others in the breakout by phone. They can, however, use the Chat to communicate with the others .

• If someone choses ‘No’ when prompted to switch to a breakout, there will be an issue with them accessing the breakout room. You can make someone else in that person’s breakout group the presenter and then it will re-prompt them to join the breakout.

Mobile Devices – WebEx allows participants to join using mobile devices, but not all of the functionality works – i.e., Text Tool, Poll, Breakouts.

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HOSTING WebEx VILT SessionsChecklist for VILTs Quiet place with no interruptions

Good landline phone (with headset) and reliable and strong internet connection

Have the session’s WebEx link, session number, session password and host key

Shut all other electronics off or mute (cell phone, etc.)

Shut down all email and IM

Have water, note pad, roster (with emails, if possible), clock/timer with you

Materials for session

• Final version of PPT (download from LRM SharePoint site) – electronically and printed copy with notes pages .

• Have PPT also in .UCF format (first ask your host to do the conversion for you or contact the Global Education team)

• Participant materials (workbook, prework, TAP site, etc.)• Polls• Directions to walk a person through logging into WebEx

Prior to the session Connect with the facilitator in advance of the session to practice and set expectations

Clarify roles with facilitator

(Who Will…?)• Upload presentation and polls• Welcome participants• If there is a role play, decide who will play what part• Determine what time you will both connect to the WebEx (should be at least 30 minutes prior to start)• Determine who will explain breakout instructions – similar to the script below:

- “Once you’re in the breakout room, it will be physically like going in another room so no one else will be able to communicate with you except your partners.

- If you need help, click on the “Ask for help button circled here in blue - The elapsed time will show on your screen, and this will help you keep track of time. [Remember you’ve

got about X minutes each, …. And one minute at the end to decide which ideas or insights are worth sharing….So you should change situations at X and X minutes in.]

POWERPOINT 2013 & 2016 Animations in PPT files will not work properly in WebEx if they are created in or loaded from PPT 2013. The Notes panel in WebEx will not work properly with Office 2013.

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- One of you has been randomly designated as a presenter, and you will be asked in a dialogue box if you’d like to start the session…When you see it…PLEASE CLICK “YES”

- Others will receive another dialogue box asking if you’d like to switch from the current audio conference. When you see it…PLEASE CLICK “YES”

- Make sure you UNMUTE your phone before we start the breakout”

(How Will…?)• If participants are not engaging or responding to questions, how can you assist? Can you send a chat

prompt? (e.g. We would love to hear your thoughts on this topic. Your participation is important. We want to hear from you.)

• When/how should you notify the facilitator about a comment or question that you received from a participant?

• Would they like you to keep track of time? If so, what is the best way to communicate with them?

Connecting to the session / Before participants join Plan to have the WebEx session completely started 30 minutes before the scheduled start time.

Use a landline phone (with headset) and a hard-wired internet connection.

Do a sound check with the Facilitator to test mic volume and clarity.

Take and print a screenshot of the Session Info tab or write down the Training session number and Host key . The Host key may be needed to regain Host role if there is a technical issue.

Make the Facilitator the Presenter.

Ensure you have a good color for annotation (red or green).

During the session Record the session

Help users log-in as needed

Troubleshoot audio and/or connection issues. Phone icons must be next to each person’s online profile in the Participant panel

As participants log-in send a chat that says: “Welcome, we’re glad to have you. Here’s the chat box. Please feel free to contact me with any questions, comments or concerns.”

Take a screenshot of the participant list and paste into word or email. This will help confirm attendance.

Keep track of time; notify the facilitator if they are on/off time

Pause recording during breakout session

Expel participant if necessary (only host can do this)

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After the session Stop recording when session is complete.

Debrief with Facilitator after all participants have signed off of audio.

End the training session by choosing File, End Training Session.

Log out of the WebEx website.

Save all files when closing the session. This saves a folder to your Documents library on your computer with a name like 20151014_It’s Your Career webclass (4185052778) which is [Date][Workshop Title][Session Number]. This folder has the poll results, evaluation results and a pdf of the PPT slides.

Email group evaluation results (in HTML format) and participant list to the Facilitator and Project (DO NOT send the EvaluationIndividualResults file).

Ensure any follow-up communications are sent or arranged to be sent.

Recording - If the session was set up under Project Manager’s account then they can access the recording from their account.

Things to note The Presenter is the one with privileges to:

• Start/End Breakout Sessions• Broadcast message during Breakout Session• Start/End Polls• Display Poll Results

All attendees must unmute their phone lines just before the Breakout Session is started.

If you “End the Training session” at any time, you will end the session for anyone already on the session. It will have to be restarted and everyone will have to join back in.

Potential issues Participant login issues

• Login issues – accessing through computer or phone icon is not connected with the online session (name would show without a phone icon next to their name, the phone would be listed as Call-in user) – Host will work with them to log in correctly using the phone. A specific Attendee ID # must be added or they should use the “Call Me” feature to have the system call them (must have direct dial phone number).

• Login issues – can’t connect to WebEx through their computer – sometimes this is a browser issue. They can try to copy/paste the WebEx link into a different browser (Internet Explorer, Chrome, Firefox).

• Multiple participants join together in one room/one audio/one computer – this should be asked in the beginning of the session and host/facilitator should notate this. It will make a difference for how Breakouts are set up and also participation from the attendees.

• A participant may not be able to connect through the computer due to technical difficulties, but is joining by phone – The Host can send a PDF of the PPT for them to follow along during the session. (not ideal, but a work-around as a last resort.)

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Audio issues • Your audio suddenly disconnects – remain logged into the WebEx through your computer and dial back in

using the audio information.• Audio from a person’s line has an echo or static – they may be logged on through the computer audio and

also through a phone line. Or they may be logged on through computer audio with another person nearby also connected through computer audio. They should disconnect the computer audio and join by phone.

• To help participants connect their phone to their name: - Instruct participants that in order to participate in the breakout session they must see the phone icon

next to their name in the participant list . - In order to connect their phone, the participant is going to have to hang up and dial back into the audio. - Before the participant hangs up the phone, give them detailed instructions on how they can make their

phone connect to their name:• Explain that if they have a direct line, it is best for them to choose the “call me” feature as this will

automatically link their phone with their name.

• If they do not have a direct line, explain to them that they must enter their specific Attendee ID # provided as the third number in the audio conference box.

Slides disappear from your view – Try to reload PPT file or have host reload PPT file. Uploading a .ucf file of the presentation has eliminated this issue.

Slides will not advance – click the back arrow to go back a slide or two and then advance. (This usually fixes the issue). Uploading a .ucf file of the presentation has eliminated this issue.

Animation – Animations in PPT files will not work properly in WebEx if they are created in or loaded from PPT 2013. It is best to test the Animation prior to the session. Sometimes uploading a .ucf file of the presentation has eliminated this issue. Using “Share My Screen” in WebEx will allow animations to work, but is not an ideal scenario for a webclass with interaction.

Breakouts• If not everyone has the phone icon properly associated with their online session in the participant list, it may

be necessary to keep a few people in the ‘main’ room for the breakout session. The host will set this when creating the Breakout sessions.

• For someone that doesn’t have the phone icon next to their name and is put into a breakout, their audio will remain in the ‘main room’ but their online session will end up in a breakout. They will not have the ability to communicate with others in the breakout by phone. They can, however, use the Chat to communicate with the others .

• If someone choses ‘No’ when prompted to switch to a breakout, there will be an issue with them accessing the breakout room. You can make someone else in that person’s breakout group the presenter and then it will re-prompt them to join the breakout.

Mobile Devices – WebEx allows participants to join using mobile devices, but not all of the functionality works – i.e., Text Tool, Poll, Breakouts.

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HOST vs. FACILITATOR Role Chart

TASK MODERATOR/HOST FACILITATOR/PRESENTER

Starts WebEx session X

Assigns Participant Privileges X (Needs to do this before passing presenter ball)

Loads the PPT Should load if Facilitator has X Office 2013 and Host does not

Loads Polls X

Greets participants X

Advances the PPT X

Deals with technical difficulties X Assists if needed

Sets up breakout sessions X

Starts the breakout sessions X and provides directions

Monitors chats and breakouts X X

Opens and Closes Polls X

Display Poll Results X

Records the WebEx session X

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UNDERSTANDING PERMISSIONS in WebEx Chart HOST PRESENTER PANELIST ATTENDEE

Start session X Assign privileges X Upload documents X XAdvance slides for all to see X Set slides on auto advance / loop X Share screen/session window/program X Mute self X X X X Unmute self X X X Only if they muted themselfMute/unmute other host/presenter/panelist Mute/unmute other attendee X X Chat X X X X Upload poll questions X X Create poll questions X Open poll X Take poll X X Close poll X Display poll results X Assign breakouts X X Start breakouts X Be in a breakout X Join a breakout X X X Send broadcast message to breakouts X End breakouts X Annotate (text, draw) X X X X Erase their own annotation X X X X Erase all annotations X Move text annotations X Use pointer X X X X Erase their own pointer X X X X Clear all pointers X Raise hand/check mark/emoji/X X X X X Clear their own hand/check mark/emoji/X X X X X Clear all hands/check marks/emojis/X’s X Start / end recording X Pause recording X X Save files X X File transfer X Change others’ roles X Pass the presenter ball X X Expel participant X End session X

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TIPS & TRICKS for Effective Virtual Facilitation The Virtues of Virtual Energy:• Think of yourself as a Drive Time DJ: keep up a steady patter.• Use the script, when provided, and rehearse to sound conversational and concise. • Don’t fear the silence. Count to 10 after asking a question, and if no one responds, just ask it again. They may

be processing or trying to un-mute themselves.• You really have to put extra energy into what you are saying (even more so than you would if you were in the

classroom). People tend to feed off of positive enthusiasm.• Be mentally prepared that the feedback loop doesn’t close quite so well in the virtual class; without eye contact

as a facilitator you may find it a struggle to know how you’re doing. Take some comfort that this is universally true for all virtual facilitators.

On Creating Connections:• Try to connect with each individual as they come into the virtual room before the session starts. • Encourage participants to chat their ideas/thoughts/reactions with everyone (by selecting all participants) as

you are talking, and reinforce the chatter. Along the same lines, encourage participants to follow up with each other with private chats to follow up on specific ideas.

• Peer pressure and peer support are integral to a successful virtual learning experience. When participants know they will be called on to collaborate with one another, they will be more engaged throughout the entire program. Warn them at the beginning that you will do this! And let them know they may say “Pass” if they prefer not to answer.

• Use the participation buttons (raised hand, green check mark, red x, emoticons) whenever possible to solicit responses: “If you agree with what you just heard, put up a green check mark. If you see it differently, use a red X” etc.

• Pay attention to ESL participants. Some might prefer to use the chat (vs. speaking); others may prefer to speak rather than type. Give people options.

• Call on people, especially when you ask closed-ended questions that warrant a “check” or an “x”. Then ask some open-ended questions so they can elaborate and feel included.

• Invite people to “raise their hand” to be called on, just don’t forget to erase the icon after the exchange is over.• Keep a running tab of who has spoken already so you can call on those who haven’t yet responded.• Write down comments that people make with their names next to them so that you can reference back to what

people said (like you do in ILT but there you just have to remember it; in VILT you can write it down!) (.e.g. “Deb said earlier that xxx. Let’s hear from some of you on how this connects to what we just said...”).

• If someone comes in late, send them a private chat to welcome them.• Keep personal stories crisp because VILT designs are super-tight and you don’t have visuals to accompany what

you’re saying.

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On Pointer/Text Tool Activities:• Be prepared to explain how people can change their text tool color if their color defaults to yellow or another

color that is hard to read .• Use the Arrow/Name Pointer to have participants “claim” space on the whiteboard to avoid typing over each

other, or to “vote” on a choice on the screen, e.g. “Use your Pointer to choose which quadrant best fits your team” etc.

• Build discussion into these activities by calling on people based on their pointer to elaborate. (For example, “someone wrote in green, ‘xyz.’ I’d love to hear more about that.”)

On Breakouts:• If the workbook does not have the breakout instructions, suggest that people do a screen capture or take a

photo of the slide before you move them into groups.• Remember to unmute everyone before moving them into groups.• Make sure to track time carefully (or ask the host to) – and send messages for the groups need to switch roles

or focus.• Visit each group to check in and also make sure the groups are on track with what they’ll be asked to report back.• With international and ESL groups, consider putting participants from the same region/language together in

the first breakout group. This allows people to resort to their native tongue and take part in the discussion. (There may be reasons, like direct reporting relationships, where this isn’t a good idea.)

• Don’t cut the breakout groups. If you are running behind schedule, don’t sacrifice the breakout activity. It most closely mirrors a small group discussion as in a traditional classroom experience, and creates significant peer learning opportunities. And, the more people get a chance to talk directly to each other and the facilitator, the more people tend to give high scores on evals!

On Polls:• If you are behind schedule and a poll question is not super-sensitive or personal, ask people to select their

response with an X or check mark (or pointer). This saves a bit of time.• Don’t over-comment on responses. Most programs have debrief questions designed to build on the results.

WebCam Use:• Use the video camera to show people what you look like at the beginning, but then turn it off. It keeps people

from being distracted by wondering, but there is no need to keep it going after the initial introduction, as it can become a distraction .

• Know the client’s culture for video use. As clients’ technology improves, it is becoming normal in some organizations to use video. Be prepared to use it if necessary.

• If you use video, when you are talking, look directly at the camera. It helps to give the impression that you are looking at the audience. Set up your slide notes behind or slightly to the side of the camera so participants don’t see you looking down constantly.

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Logistics:• Whenever possible, talk to the client before a session to discuss language proficiency, comfort with WebEx

Training Center, training culture (e.g., people arriving late/early), any guidelines for what to do for really late arrivals, etc .

• If possible, build in a moment or two during the WebEx to ask everyone to write something down — a reflection or response that takes 1 - 2 minutes max. This lets you stop talking and look at chat or find your place or take a breath. After they are done writing, call on people in groups (i.e. “Mary, Joe, Suzy - I’d like at least one of the three of you to tell us what you wrote”).

• It can be helpful to log in on 2 different computers, (e.g., desktop and laptop) with one of them being as a participant. Sometimes the screen and functions look different to the participants from what it looks like to the host and presenter. It’s helpful to see exactly what they are seeing.

• Stand up and walk around, take care of your body. Sitting for a long time is bad for you!• Make use of the File>Transfer function to give people access to docs they may need or forgot to bring to the

session .

• Let people know if you need a minute to prepare something. Announce what is about to occur and post the information on the screen .

• Have gratitude for your host. He/she is the one that makes the virtual class seamless.

Check in with your host to ensure you are each clear on the assigned roles, and you feel comfortable with all the WebEx tools prior to the session .

WebEx TRAINING CENTER GUIDE

WebEx | VILT GUIDE

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Scheduling a Client WebEx in Training Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Schedule a New Training Session Using a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Starting the Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Connecting to the Audio Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Assigning Participant Privileges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Making Someone Else the Presenter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Loading the PowerPoint File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Saving a file as .UCF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Loading a Saved Poll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Creating a Poll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Saving a Poll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Opening and Closing a Poll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Sharing Poll Result . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Recording a Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

File Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Assigning Participants to Breakouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Starting a Breakout Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Broadcasting a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Joining a Breakout Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Ending a Breakout Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Ending the Training Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Managing Panels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Expelling a Participant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

WebEx Training Center Guide

Table of Contents


18

Scheduling a Client WebEx in Training Center 1. Login to WebEx (https://gpweb.webex.com)2. Click on Training Center at the top

3. Click on Schedule Training

4. Enter Topic5. Set a Session Password6. Select Send a copy of the attendee invitation to me


19

7. Be sure WebEx Audio is selected, along with toll-free and global call-in numbers.8. Entry and exit tone can be set to Beep. (a sound will be heard when participants join and leave the audio

conference.) You can also select ‘No Tone’ if you prefer, but you will not know when someone has joined or left the session. It is not recommended to use ‘Announce Name.’

9. Set the Starting Date and Time and correct Time Zone.10. For ‘Attendees can join XX minutes before the start time’ — please change to 15 minutes.11. Set the Estimated Duration of the session .

12. Under the ‘Registration’ section, you will need to add the Facilitator and the Host for the session.13. Click Invite Presenters and a new window will open.


20

14. Enter the Full Name and Email address of the Facilitator/Presenter.15. Select Add presenter as attendee in my address book — if you want to save this person your WebEx

address book for future sessions.16. Click Add Presenter button at the bottom.

17. Enter the Full Name and Email address of the Host for the session .18. Select Add Presenter as attendee in my address book — if you want to save this person your WebEx

address book for future sessions.

19. Select Invite as alternate host — the person must have their own WebEx account in order for this to work. This will allow the Host to start the session from their own WebEx account.

20. Click Add Presenter button at the bottom.


21

21. At the top of the screen select each person’s name and click Invite .

The Facilitator and Host will now show up in the ‘Presenters’ section:

22. Click Edit Options under the ‘Session Options’ section. A pop-up window will display .

23. Select Annotate under the ‘Attendee Privileges’ section. This will allow the attendees of the WebEx to use the Text tool, Arrow tool, etc. during the session.

24. Click Save .


22

25. You can save the session settings as a template for setting up future sessions by clicking Save As Template at the bottom of the page .

A pop-up window will display .26. Type in a Template name and click Save .

27. To finalize the scheduling of this WebEx Training session, click Schedule at the bottom right of the screen .

You will now receive 2 separate emails from WebEx. One email with have the subject line (forward to attendees)… this email will have the link/info that the attendees will need. The other will be for your records.

The Facilitator/Presenter and the Host will also receive emails directly from WebEx

It will then display the session information to confirm the details.

Click Edit if anything needs to be changed.

Click OK to schedule the Training session.


23

Schedule a New Training Session Using a Template 1. Login to WebEx .2. Go to Training Center .3. Click Schedule Training.4. At the top right of the ‘Schedule Training Session’ window, click on the drop-down for Set options using

template and select the template .

5. Be sure to edit the Topic, Password, Date, Time and Presenters for the new Training Session and then click Schedule at the bottom of the page .


24

Starting the Session (this is done by the Host)

1. Log in to your WebEx account.2. Click on My Meetings .3. Click on the All Meetings tab – here you will see all of the scheduled WebEx sessions.4. Click Start next to the session that you are doing.

5. You will see a pop-up window open to run a WebEx file. Click Run .

The WebEx session will load and you will be brought to the following screen.

You will also see the blue and green WebEx icon on the Taskbar at the bottom of your window.


25

Connecting to the Audio ConferenceOPTION 1 – To connect your audio ‘Call me at a new number’1. At the “Use Phone” drop-down menu,

please select “Call me at a new number”2. Enter your phone number with area code. 3. Click “Call Me”4. The WebEx system will call you at that number. When you answer the phone,

press 1 to be connected to the WebEx . If you have an extension (as opposed to a direct line), you must choose the “I will call in” option. Please see below instructions.

OPTION 2 – To connect your audio using ‘I will call in’1. At the “Use Phone” drop-down menu, please select “I will call in.”2. The call in numbers will appear. 3. When you call in, as prompted, please enter both:

• The access code, followed by ‘#’ You should then be prompted to enter your Attendee ID number

• Your Attendee ID, followed by ‘#’Do not:• Use Computer for Audio – it is not a preferred way to connect the

audio.

Once you are connected, make sure your name on the participant list has a telephone icon next to it.


26

Assigning Participant Privileges 1. Click on Participant and then choose Assign

Privileges (a new window will open).2. In the ‘Document’ section check Annotate .3. In the ‘Communications’ section under ‘Chat

with:’ check All Attendees (Host, Presenter and Panelist should remain checked).

4. In the ‘Communications’ section under ‘Breakout Sessions with:’ check All Attendees and then uncheck Host, Presenter and Panelists .

5. Click OK .See image to the right for what should be selected.

Making Someone Else the Presenter • To make someone else the Presenter, right-click on the person’s name from the participant panel, and then select

the ‘Make Presenter.’

• To take control back, click on your name, and select “Make Presenter”.

You can also click and drag the blue/green icon next to the names.


27

Loading the PowerPoint File 1. Click File and then choose Open and Share .2. Find the file on your computer, click on the file and

then choose Open .The PowerPoint slides will load into the WebEx window .

Saving a file as .UCF If a PPT with animations is saved as a .UCF file then someone with Office 2013 will be able to load the .UCF and have the animations work properly. In order to save the PPT as a .UCF, you must have Office 2010 (or earlier) on your computer.

1. With the PPT file already opened in WebEx, Click File and Select Save As, Document . A new window will open

2. Select where you want to save the .UCF file.3. Name the File and click Save .


28

Loading a Saved Poll 1. Click on File and choose Open Poll Questions .2. Find the file on your computer, click on the file name and

then choose Open .

The Polling Panel will show on the right side of the screen.

2. Select your question type from the radio buttons and the drop-down menu in the Question Type area .• To create a multiple-answer question, select Multiple choice, and then select Multiple Answers in the

drop-down list.• To create a single-answer question, select Multiple choice, and then select Single Answer in the

drop-down list.• To create a text question, select Short answer .

3. Select in the Polling section in the left panel .4. Type a question in the Poll Questions box .

5. Select in the Answer Section .

6. Type an answer in the Poll Questions box .7. To other answers, repeat steps 2-5.8. To add other questions, repeat steps 2-7.9. To create another poll, select and a new tab containing blank poll will be added to the Polling section .

Then, repeat steps 1-9.

Creating a Poll 1. The polling window is located under Polling in the left panel. If you do not see a Polling section in the left

panel, make sure that Polling has been selected at the top of the left panel .

Saving a Poll After creating a poll, you can save it for later by selecting in the Polling section and following the prompts to store it on your computer.


29

Opening and Closing a Poll (only Presenter can open and close the polls)

1. Click the Poll icon at the top right of the screen .

2. Click to start the poll .

The poll will appear on the participants WebEx view under the Polling section in the left panel.

Attendee’s View Presenter’s/Panelist’s View

3. To close the poll, select

Sharing Poll Results (only Presenter can share the poll results)

To share poll results with attendees, select the box next to Poll results in the Share with attendees section and

select . (Please Note: The results of the poll will appear in the participants’ Polling panels, just as they do on

the presenter’s Polling panel.)

When the WebEx Training session is ended the Polls results will save to your computer.


30

Recording a Meeting • If you want to record the meeting, click on Record button in the left panel under Recorder .

• If you do not see the Recorder section, make sure that has been selected at the top of the left panel.

• Select to pause/unpause the recording and to stop the recording.

• You can also record by selecting in the upper right hand corner of the main presentation tab labeled Quick Start .

Please Note: Pause the recording for the Breakout session and then un-pause the recording when the Breakout session is over.


31

File Transfer (this is sometimes used in a webclass when many participants don’t have the workbook or another relevant file that all participants will need for the session.)

1. Click on File and the click Transfer (a new window will open).

2. Click

3. Find the file on your computer that you want to participants to be able to download and click OK.

The file will appear in the ‘File Transfer’ window. Participants can then click on the file and choose Download .


32

Assigning Participants to Breakouts(this is done by the Host)

1. Click Breakout .2. Click Breakout Session Assignment . A new window will open .

3. Automatically or manually create a Breakout Session.a. Automatically create a Breakout Session.

i. Select the “Automatically” radio button.ii. “Set the number of breakout sessions” or “Set the number of attendees in each breakout session.”

(normally 2 or 3, but host/facilitator should discuss the number of participants in each session prior to the session.)

b. Manually create a Breakout Session.i. Select the “Manually” radio button.ii. Select to add a session and name it. Repeat this step until you have created all of

the sessions you need.iii. Select the Panelist/Attendee name and the session you would like to add them to.

iv. Select to add the person to a session. (The first person added to each session will automatically become the presenter.)

4. Select

If you automatically assign attendees, they can be moved in/out of breakout session assignments by going back to the Breakout session Assignment and selecting ‘Manually’.


33

Starting a Breakout Session (only Presenter can start and end breakout sessions)

**Before starting the breakout session, all participants must be unmuted**

To start a Breakout Session, select in the ‘Breakout Session’ panel. (This can also be done by clicking Breakout at the top menu and then clicking Start Breakout Sessions) .

• When creating breakout sessions, one participant of the group was assigned as the Presenter of the breakout session and will be prompted to start the breakout session and audio.

• All participants will then receive a pop-up asking them if they want to join the breakout session. Please instruct all participants to click ‘Yes’ to this prompt.

• Anyone who clicks ‘No’ to the prompt will not be in the breakout. If the person designated the Presenter of the session clicks ‘No’ that breakout will not start.

Broadcasting a Message (only Presenter can start and end breakout sessions)

The Presenter can broadcast message to the participants to let them know how much time they have left.

1. Click Breakout at the top menu.2. Click Broadcast Message .

A new window will open.

Joining a Breakout Session You can join each Breakout Session group by going to Breakout at top, Join Breakout Session. You will choose Breakout session 1,2,3, etc. Some sessions can request Help from the facilitator and you will get a prompt the Breakout Session 2 needs your help and you can join that session and assist .


34

Ending a Breakout Session To end a Breakout Session, select in the ‘Breakout Session’ panel (This can also be done by clicking Breakout at the top menu and then clicking End Breakout Sessions). There is a 30 second delay for the partic-ipant to return to the main room .

Ending the Training Session 1. To end the training session, click the X for the window.

You will see a pop-up message.2. Select Save session files .3. Then select Also save a copy to my WebEx .4. Click End Session .

The WebEx files from the session will save to the Documents folder on the computer’s C drive.

Managing Panels If all of the available panels (Partic-ipant, Chat, Recorder, Q&A, Polling and Breakout Session) are not showing, they can be added.

1. Click on View2. Click on Panels3. Click on Manage Panels

Expelling a Participant 1. Click on the participant’s name in the ‘Participant pane’2. From the menu at the top,

click Participant3. Click on ExpelThe participant will be removed from the session and the audio. The participant being expelled will receive a message that they have been expelled from the session .

WebEx | VILT GUIDE

35

AUDIO WORKAROUNDS for missing countries on WebEx List Q: What if the country I am calling from is not listed in the drop-down menu for Global Call in numbers?

A: You can utilize call back feature, VOIP, or choose the nearest country call in number to you and call into bridge.

To join the teleconference using the call-back option, follow the steps below: 1. Click on the Audio menu,

then select Join Audio Conference . The audio conference window appears.

2. Select your phone number from the drop-down list or select Call me at a new number .

3. If necessary, type your area or city code, phone number, and extension in the Enter a phone number box .

4. If necessary, ensure that the country code is that for the country in which you reside. To select a different country code, do the following:1. Click Country/Region .2. In the drop-down list, select the country in which you reside.3. Click OK .

5. Click Call me to close the Audio Conference dialog box.

The teleconferencing service calls you. The call status appears in the status bar at the lower-left corner of the Meeting window.

6. Follow the recorded voice instructions. The teleconferencing service connects you to the teleconference

To use teleconference using VOIP, follow steps below.• Click the Join or Call Using Computer button in the Audio

Conference dialogue window.• To start the VoIP session if Use VoIP only was selected during

the scheduling process, click Audio > Integrated VoIP > Start Conference .

WebEx | VILT GUIDE

36

To call in using nearest country, follow step below.• Find country you want to call into and dial number provided.

GP Strategies World Headquarters70 Corporate Center 11000 Broken Land Parkway, Suite 200 Columbia, MD 21044 USA

gpstrategies.com1.888.843.4784

[email protected]

© 2020 GP Strategies Corporation. All rights reserved. GP Strategies and GP Strategies with logo design are registered trademarks of GP Strategies Corporation. All other trademarks are trademarks or registered trademarks of their respective owners.

Ref. Code: WebEx-VILT Guide 4.20.20.indd

To add attendees to meeting, follow steps below.• At the bottom of the attendee window, you will see small icon to add attendee to meeting. Here you can send

invite to them by adding their email address or you can have the system call them by entering their phone number.


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