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Initial Setup
This guide explains how to use the WebEx Teleconferencing System as a presenter (lecturer)
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Appearance of the system
Right panels:
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Participants – this lists all the participants currently in the session (presenter, panelists, host, and attendees)
Please note the following icons, their location and meaning:
To the left of a name presenter icon, only visible next to one participant
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If none of the below are visible to the left of a name then that participant is not connected correctly.
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microphone active, speakers active
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microphone muted, speakers active
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microphone active, speakers muted
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microphone muted, speakers muted
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To the right of a name
Click on the icons in the session to enable/disable the function
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microphone enabled
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microphone disabled
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webcam enabled
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webcam disabled
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The guide below details the user interface of the Webex Training application. The information is relevant for those with the Presenter or Host roles, i.e. the Lecturer.
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Webex Training Interface
Below is the user interface of Webex training as viewed by the Presenter or Host.
The interface is separated into multiple sections and each section will be detailed below.
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Panels
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The Host and Presenter have access to a number of panels at the upper-right of the application. These can selected to open the specific panel.
Participants
More information regarding Webex participants' roles can be found here: Webex Training Session Roles
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The Participants panel allows you to see who is currently in the session. This list is divided between Panelists (Host, Presenter, Panelists) and Attendees.
It provides the Host and Presenter with a information for each participant in the session as well as a number of functions.
Icons, Definitions and Location
Each participant has a number of icons associated with them, as viewed in the image above. Please note the icons, their location and meaning
Icon | Definition | Location | ||
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 | This person is the active Presenter. There can only be one active presenter in a session. | To the left of the participant name | ||
 | Connected to the session Microphone active, speakers active | To the left of the participant name | ||
 | Connected to the session Microphone muted, speakers active | To the left of the participant name | ||
 | Connected to the session Microphone active, speakers muted | To the left of the participant name | ||
 | Connected to the session Microphone muted, speakers muted | To the left of the participant name | ||
No Icon |
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 | Microphone enabled and active | To the right of the participant name | ||
 | Microphone disabled | To the right of the participant name | ||
 | Webcam enabled | To the right of the participant name | ||
 | Webcam disabled | To the right of the participant name | ||
 | Webcam not available on participant’s device | To the right of the participant name | ||
The Presenter and Host of a session can enable/disable the microphone of | ||||
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Attendees. They cannot however control |
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anyone's webcam besides their own. | |||
  | participant Participant has raised their hand i.e. has requested for their microphone to be enabled. |  | To the right of the participant name |
 | Participant is not currently viewing the session i.e. another application is currently being viewed on their computerdevice. | ||
Chat – this panel allows everyone in the session to communicate via chat
Center area:
Near the center of your screen you can see the Share button. By clicking the arrow to the right of the button you can choose to share either your Desktop or a specific file.
Start Recording (IMPORTANT)
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Its important to record your session, so please do not skip this step. |
It’s important before you start your lecture to start recording the session. In order to do that you need to locate the button on the bottom right of your screen. We would suggest to do that before you start sharing your screen.
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In case record button does not appear at the bottom right you need to click on the Record button as shown in the image below. By clicking it the recording will start immediately.
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While you record you have the option to see the duration of the recording, pause it in case of a break and stop it after you finished your lecture.
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Assigning Privileges to students
In order to Assign Privileges to your attendees you need to follow the steps: Participant tab → Assign Privileges.
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The below window will open. We recommend you to use the settings below for your training session
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Sharing content
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Share File:
If you choose to share file(s), browse your computer to find the file that needs to be shared. Please allow some time for the files to upload.
It’s important before you start your lecture to start recording the session. In order to do that you need to locate the button on the bottom right of your screen. We would suggest to do that before you start sharing your screen.
Share My Desktop:
If you have multiple monitors, select the one you want your students to view. When your desktop is shared any actions you perform on that monitor will be visible to all participants. You can use this sharing mode to display websites, application or files.
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To the right of the participant name |
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Chat
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The Chat panel allows all the participants to communicate via text during the session. Messages can be sent to specific groups:
All Participants
All Panelists
All Attendees
Or to privately to specific users.
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By default only the Host, Presenter and Panelists can send to All Participants, All Attendees and private chat to students. In order to allow Attendees (students) to message the All Participants and each other the Presenter needs to provide this privilege. Instructions to do this can be found here: https://unicit.atlassian.net/wiki/spaces/MKE/pages/1615659069/Joining+a+Webex+Session#(IMPORTANT)-Enable-Chat-for-All-Students---Assign-Privileges-to-Students |
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Recorder
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The Recorder panel allows the host to record the session and have the recording automatically saved to the to the Webex server.
The Recorder panel is only available to the Host.
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Center Area
Near the center of the Webex session application three buttons are available:
Icon | Definition | Available to |
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 | Clicking the Voice Conference button brings up a volume panel to quickly mute or control the volume of your speakers and microphone. | Host, Presenter |
 | Clicking the Invite & Remind button brings up a window that lets you remind anyone invited to the session be sending them an email, or you can invite new participants by entering their email address to quickly email them an invitation to the session. | Host |
 | Clicking the Share My Desktop button allows the presenter to share their screen to all participants. Clicking the arrow on the right of the button provides the presenter with other sharing options. e.g. Share File, Share Application. | Presenter |
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Share My Desktop Interface
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If the Presenter clicks Share My Desktop all panels are still available to the participants by hovering their mouse over the blue bar at the top of the page (the bar is green on Mac). Hovering your mouse over the bar lowers it revealing all the available panels.
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