WebEx: How Do I - Create a Meeting Using the Advance Scheduler

WebEx: How Do I - Create a Meeting Using the Advance Scheduler

For a meeting that occurs on a regular basis, such as a monthly company meeting or weekly status meeting, you can set up a recurring meeting. You set up the meeting one time and include the email addresses of attendees, the teleconferencing details, the time and interval (for instance, daily, weekly, or monthly). You send out one invitation for the entire series.

Step 1

Open a web browser and go to https://webex.umuc.edu.

Step 2

Click the My WebEx tab.

Step 3

The UMUC Single Sign-on will open in a new page where you will login with your MyUMUC login credentials

  • In the Username field: Your MyUMUC Username
  • In the Password field: Your MyUMUC Password

Then click on the LOGIN button.

Step 4

Once logged in; click the Meeting Center tab, click Host a Meeting located on the left-hand menu, and then click Schedule a Meeting

Step 5

If you see the Quick Scheduler (page titled Schedule a Meeting), click the link to display the Advanced Scheduler

By default, you are directed to start on Required Information. If not, select Required Information on the right side of the screen

Enter the requested information, such as the meeting type, meeting topic, meeting password, tracking codes, and whether you want to display this meeting on your meeting list.

Then click the Next button.

For details, see About the Required Information page.

Step 6

On the Date & Time page:

Set the date and time for the meeting. You also set the meeting duration, how many minutes in advance you will allow participants to join the meeting, whether the meeting recurs and how often and other information related to meeting times.

Then click the Next button.

Step 7

On the Audio Conference page:

Set up a voice conference for the meeting. Select the type of voice conference (call back or call in). Also, you can include VoIP as well as the traditional teleconference.

Then click the Next button.

Step 8

On the Invite Attendees page:

Enter the email addresses of the attendees you want to invite or you can select them from your contact list. You can also make your meeting more secure by:

  • Selecting the option not to send the meeting password in the meeting invitation
  • Requiring attendees to have an account on your Web site before they can join a meeting.

Then click the Next button.

Step 9

Click Registration.

If you want to have participants register for the meeting, select information to be requested on registration page.

Then click the Next button.

Step 10

On the Agenda & Welcome page:

Type an agenda for the meeting or a welcome message for attendees, which they can view before the meeting starts. Select a file that you want to open automatically in each attendee's Meeting window once he or she joins the meeting.

Then click the Next button.

Step 11

On the Meeting Options page:

Select the meeting options you want to be available to all participants during the meeting. You can also choose an alert to play once a participant either joins or leaves the teleconference..

Then click the Next button.

Step 12

On the Attendees Privileges page, select privileges that you want attendees to have when meeting begins:

Privileges:
  • Save
  • Print
  • Annotate
  • View participant list
  • View thumbnails
  • Control applications, web browser or desktop remotely
  • View any document
  • View any page
  • Contact operator privately

Participate in private chat with:

  • Host
  • Presenter
  • Other participants

Then click the Next button.

Step 13

On the Review page:

You view all the information you've entered on each page of the Advanced Scheduler. If you need to make a change, return to that page in the wizard and edit the information.

Then click the Next button.

Step 14

Before you click Schedule Meeting, you have the option to save is as a template, if you need to use these same meeting settings (for example, with the same attendees, telephony options, and other meeting details)

Then click the Schedule Meeting button.

Note: Start or schedule the meeting:

If the meeting's starting time is the current time, click Start to start the meeting.

If the meeting's starting time is after the current time, click Schedule.
The Meeting Scheduled page appears, confirming that the meeting is scheduled. You also receive a confirmation email message that includes information about the scheduled meeting