Warning: DO NOT start or join the meeting from your laptop if you are the host and you are planning to start and run the meeting from the conference room. You cannot host the meeting from a laptop and the Cisco Video Conferencing system at the same time.

Starting and Running the Meeting from Your Laptop

1. When it’s time for the meeting to start, open the meeting event in your Microsoft Outlook calendar.
2. Scroll down until you see the large green and white Join link. Click the Join link.
3. Follow the instructions to join.

Alternately, if the WebEx application is installed on your computer, you should see a notification of the upcoming meeting. You can also click the green Join or Start button in this notification.

The meeting event in your Microsoft Outlook calendar also has instructions for joining by phone.

Starting and Running the Meeting from the Conference Room

If you are not the host and you are attending the meeting in the conference room, follow the instructions in Joining a WebEx Meeting When You Are Not the Host.

1. When it’s time for the meeting to start, enter the conference room.
2. Say out loud “Okay, WebEx. Join meeting.”
3. If that doesn’t work, look for the Join Meeting button on the white Cisco control pad and press it.
4. If the host hasn’t joined yet, the system will ask “Are you the host?” Say “Yes” or press the Yes icon no the Cisco control pad.
5. Enter your Host PIN (that you should have recorded when setting up the meeting) when prompted.
6. If you are not the host, say “No.” If you say No and the host hasn’t joined yet, the system will ask you to wait for the host.
7. When you are ready to end the meeting, you can say “Okay, WebEx. End meeting” or just press the button on the control pad.

During the meeting, you can adjust the volume and make other changes by simply saying “Okay, WebEx. Turn volume up,” or “Okay, WebEx. Turn volume down.” Basically, any time you say “Okay, WebEx…” the conference equipment interprets the next thing you say as a command. Other commands are “Mute” (but then you have to unmute using the pad because the assistant can no longer hear you), “Call <first name, last name>,” etc.

If you are the host and you are attending the meeting in the conference room, join the meeting from the conference room control pad and use your host ID as described here. Do not join the meeting on your laptop, as this may redirect the audio feed to and from the laptop instead of the conference room sound equipment.

If any other attendees who are in the conference room join the meetings with their laptops, ensure they all mute both the microphones and the speakers on their laptops to avoid feedback.