ONE FOR ALL

Quick Guide to Cisco WebEx® Collaboration

Meeting Rooms

Collaboration Meeting Rooms (CMR) is an add-on to the Cisco

WebEx Meeting Center and thus offers additional functions.
This Quick Guide provides answers to possible questions con-
cerning the basics and use of Collaboration Meeting Rooms to
help you get started using CMR.
It provides you a summary of the various options of joining an
online meeting as a host or participant. It also explains the
basic functions and the options for scheduling a meeting and
sending invitations.
Topics
 Scheduling and sending invitations
 Joining a meeting as a participant
 Joining a meeting as a host
 Functions of the Meeting Center and the
Collaboration Meeting Rooms

 The personal room

Cisco WebEx® Collaboration Meeting Rooms
Scheduling and sending invitations

Schedule your meeting or kick it off directly Invitation to a meeting

WebEx allows you to plan your meeting in various ways: With the invitation to the meeting, the participants receive all
1) Send scheduled meetings to participants via your calendar important information via e-mail. The host receives a similar e-
(e.g. Outlook) via the “Add WebEx Meeting” Button mail which contain the host-ID.

(a) Join the WebEx meeting using your desktop computer or

2) Invite participants to your meeting directly via the WebEx®
productivity tools (“Meet Now” oder “Schedule Meeting”)
laptop, for example
(b) When you select "Join by phone”, you will only be con-
nected to the audio part of the meeting
(c) Join the meeting using a video conferencing device or
application
(d) Add the meeting to your calendar to stay on top of things

3) Use the WebEx® Meeting Center to schedule a meeting or

start it directly

4) Open your personal room to kick off the meeting and invite b
the participants directly from there

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Cisco WebEx® Collaboration Meeting Rooms
Joining a meeting as a participant
Joining a meeting via a browser
1. Enter the room's URL into the browser
(https://sitename.webex.com/join/username.de)
2. Enter your name and e-mail address
3. Click on the "Enter Room” button
If the host is not yet in the personal room, you will be taken to
the lobby until the meeting is kicked off by the host.
Joining a meeting via meeting number or room ID
®
1. Go to the host's WebEx page
2. Select "Home" in the top navigation bar
3. Enter the host’s meeting number or room ID, which you
can find in the invitation e-mail
4. Click on "Join”
Joining a meeting using a video conferencing
system
Enter the host's video address and then select "Call" on the
panel. Depending on the video conferencing system, you may
need to confirm the address with the hash key (#).
 If you want to join the host's personal room, enter the video
address in the following SIP format:
username@sitename.webex.com
You will find this address in the invitation e-mail
 If you want to join a scheduled meeting, enter the video
address in the following format:
meeting number@sitename.webex.com
The host's video address always remains the same. In order to
simplify future meetings, you can add the video address to your
Favorites.
Cisco WebEx® Collaboration Meeting Rooms 09/17
Joining a meeting via a video conferencing appli-
cation
You can join a WebEx® meeting quickly and easily via a video
conferencing application by choosing one of the following op-
tions:
 Select the link for the video address under "Join from a vid-
eo conferencing system or application” in the invitation e-
mail
 Dial in with the host's video address, which you can find in
the access information (username@sitename.webex.com)
 In the case of a scheduled meeting, you can find the video
address in your invitation e-mail
(meeting number@sitename.webex.com)
Joining a meeting using a notebook, PC, or tablet
PC
Click on the URL link provided to you https://sitenname.webex.
com/join/username.de), and the personal room will appear.
1. Please now enter your name and e-mail address
2. Then click on "Join Lobby” and start the meeting
3. If you participate in the meeting using a tablet PC, simply
select the URL link and start the meeting
Joining a meeting via Microsoft Lync
Microsoft Lync 2010 or Lync 2013 will only be planned from
Cisco WebEx® version WBS 30.4.
Page 3 of 5
Cisco WebEx® Collaboration Meeting Rooms
Joining a meeting as a host Functions of Meeting Center and Collabo-
ration Meeting Rooms
Joining a meeting via a video conferencing sys-
tem or application Presenting and sharing content
®
If you wish to start a WebEx meeting via a video conferencing There are various ways of sharing and presenting content with
system or application, follow the steps for participants that are Cisco WebEx® Meeting Center.
already described under "Joining a meeting via video confer-
encing system" and "Joining a meeting via a video conferencing  Sharing files: This is the quickest way of sharing content
application." Dial in as follows: and is ideal for documents that are not to be changed dur-
 In the case of a scheduled meeting, enter the host ID when ing the meeting
prompted, followed by the hash symbol (#). You can find  Sharing applications: Present and share individual applica-
the host ID in the e-mail confirmation or on the page con- tions and edit them together with your meeting participants
taining the meeting information
 Share screen: Allows quick and easy sharing of various files
 In the case of a meeting in your personal room, enter the
and applications (requires the most bandwidth of the three
host PIN followed by the hash symbol (#). You can find the
variants)
host PIN on the start page of your personal room under
"More ways to join”

Joining a meeting using a notebook or PC Passing on and allocating rights

If you scheduled the meeting previously, you can simply enter In order to enable all participants to share content during a
the URL of your meeting in a browser, log in to the WebEx® meeting, set up the "meeting privileges" (Ctrl + K) accordingly
page, and join the room. or allocate moderator rights to a participant by moving the ball
from the previous moderator to the desired moderator (a).
Otherwise, schedule a meeting and proceed as follows:
1. Launch any web browser and open the Internet address
https://sitename.webex.com
2. Log in with the access data for your WebEx® Meeting Cen-
ter account (e-mail address and password) under "Log in” a
3. Click on the "Meeting Center" button and then on „Sched-
ule a meeting”.For fast attachment, click on “Meet now”
button
4. Fill out the form. When entering a number of participants,
separate the e-mail addresses using semicolons or com- If you are already in presentation mode, you can hand over
mas control of the keyboard and mouse to another participant (b)
5. Then click on “Schedule Meeting” or, if you want to start via the meeting bar, which is located at the top edge of the
immediately click on “Start” screen.
b

With the “Personal Room” (see page 5), it is even more com-
fortable to schedule a meeting or start it directly.

When specific video conferencing systems are used (e.g., Cis-

co DX80), these participants will receive presentation rights au-
tomatically when they connect their medium to the system.

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Cisco WebEx® Collaboration Meeting Rooms
The personal room
General information acces to your personal room
Your personal room is a conference room that is available at all 1. Log into your WebEx® page
times with an access link that remains the same so that your 2. Choose the tab "My WebEx” or “Meeting Center”
customers, partners, and colleagues always know where your 3. Click on “My Personal Room”
meetings take place. 4. To enter your personal room, click on "Start Meeting”

Your personal room has three unique addresses that do not
change:
 URL (https://sitename.webex.com/meet/username)
 Video address (username@sitename.webex.com)
 Dial-in numbers that only connect you to the audio part of
the meeting
Invite others to join you in your personal room
 Select "Invite" on the startpage of your personal room. We-
bEx will generate an e-Mail invitation with the meeting link
 Otherwise, click the “Invite & Remind” Button to enter the
e-mail addresses of the participants. You can also inivite
via your local e-Mail

Personal room options

e d

a b c

(a) Audio and Video conecction: Take part in your meeting via
Telekom's high-quality telephone conferencing service. The
easiest way to do this is to use the "Call Me” function (for tele-
phone as well as for a video system). Alternatively, you can take
part via your computer's audio system
(b) Share Screen: Share files, applications, videos or presenta-
tions via your computer's desktop
(c) Invite & Remind: Invite additional participants or remind par-
ticipants to join the meeting
(d) Record: As the host, you can record the meeting including
audio, videos, and presentations
(e) Lock Room: The personal conference room can be locked
so that you can control participant access

Contact Publisher

Service and Support Team Telekom Deutschland GmbH

Phone: +49 69 40354738 or freecall 0800 0161330 (within Germany) 53175 Bonn, Germany
E-mail: konferenzen@telekom.de
www.telekom.de/cisco-webex

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