How to Schedule & Host Large WebEx Meetings

This article has been written to explain the process of scheduling a large event within the DDC. 

Sending to company wide distribution lists is restricted. Before you can schedule a meeting you will need approval to send to the required distribution list.

1. Send an IT ticket requesting Employee access to DL-ALL EMPLOYEES group, so the receiver can set up a Webex meeting, companywide.
2. As soon as IT grants access, the receiver can move to the next steps to walk you through creating a Webex Meeting.

Creating Meeting Invite

• Open Microsoft Outlook, from the Home tab within Microsoft Outlook:
  • Click New Items drop-down button > Select Meeting 
• A blank meeting window opens
• Title the meeting

• Select the required button which will open the address book.
  • Choose Global Address List if not already selected.

• With the global address list selected:
  • Search for your distribution list that you would like to add. (Most company managed lists start with "DL-...")
  • Add your distribution list under "Resources"
  • Under Optional: add IT (in every location) to be co-hosts. This will allow IT to control the meeting if an emergency arises. Add additional employees that you would like to be cohost or external members. 

You should have something that looks similar to the below screenshot when completed.

• Select your meeting time. Ensure that you are taking in account for time zones of employees in other offices.
• Under Locations, you will choose any conference rooms that need added to the meeting. 
• Type up a brief on the reason for the meeting in the notes section. See below example:

   

   

  You are invited to attend the next DDC All Hands Meeting via WebEx on:

   

  Thursday, June 2, 2022 at:

  • 11:00 AM Pacific and Arizona Time
  • 12:00 PM Mountain Time
  • 1:00 PM Central Time
  • 2:00 PM Eastern Time

   

  In addition, we have reserved at least one conference room in each location for people to physically attend the meetings if desired. To attend in one of the conference rooms that contains WebEx equipment, you will need only to walk into the room at the appointed time and say, “Hey Webex, join meeting.” (See instructions at https://ddc.zendesk.com/hc/en-us/articles/360048304932-Joining-a-WebEx-Meeting-When-You-Are-Not-the-Host.)

   

  • MD – Conference Room
  • OH – Large Conference Room
  • NM – Conference Room
  • AZ – Large Conference Room

   

  Please scroll down for specific WebEx information and links.

   

  Insert Webex Content

Adding a WebEx meeting

• Select Add WebEx Meeting at the top of the Meeting window

• Text will display below in the body of the Meeting window confirming that the WebEx meeting has been added.
  • Now you will have a new option called Change Settings.

• Click Change Settings.
• Place or ensure there is a check mark in Attendees can join meeting (15) minutes before starting time. Change to 15 if not already. 
• Under Entry and exit tone; select No Tone

• Select the Resources tab
• Select the members that you would like to be cohosts. This is why you entered optional resources on the Meeting Window. 

• Click OK
• Double check your settings and click Send

Participant Settings 

Once the meeting has been started, there are several Participant settings that a host/cohost can select, including Mute on Entry. 

• On Menu Bar, click Participant
• Check/Uncheck desired settings depending on the meeting