Schedule a Personal Conference or Audio Only Meeting

Document created by Cisco Documentation Team on Oct 18, 2016Last modified by Cisco Documentation Team on Sep 7, 2017
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Personal Conference and Audio Only Meetings

 

 

A Personal Conference meeting includes an audio portion and an online portion. Start the audio portion and the online portion is automatically created on your WebEx site. If you are in the audio portion of the meeting and need to share a presentation, document, or application with meeting participants, you can start the online portion of the meeting and the participants can join it while still participating in the audio portion of the meeting.

  

You can create and store up to three Personal Conference number accounts. When scheduling a Personal Conference meeting, select one of your Personal Conference number accounts to use for the audio portion of the Personal Conference meeting. You can also use your Personal Conference number account to start an instant audio conference from any phone without scheduling it first. For each account, you can generate host and attendee access codes. If the global call-in option is enabled for your site, it is also available for Personal Conference number accounts you create.

  

Your Personal Conference number account also specifies the host access code that you want to use to start the audio portion of the Personal Conference meeting, and the attendee access codes that attendees can use to join the audio portion of the meeting.

  

You can delete a Personal Conference account at any time.

  

Personal Conference meetings are available only if your site supports Personal Conferencing and if your site uses WebEx Audio. If your site uses a telephony service provider (TSP), you might be able to schedule Audio Only meetings instead. (Audio Only meetings do not have an online portion.) You can conduct an on-demand WebEx Audio conference anytime, anywhere. You can also use your Personal Conference number when scheduling regular WebEx meetings.

  

Set Up Your Personal Conferencing Accounts

 

Set up your personal accounts in WebEx.

  
       
1    Go to My WebEx > Preferences.
2    Next to the Audio section, select Set up.
3    Under Personal Conferencing, select Generate account.  

You can create up to three Personal Conferencing accounts.

  

Personal Conferencing accounts include a host access code that used to start the audio portion of a Personal Conference meeting. They also include an attendee access code so others can join.

  

You select one of your Personal Conferencing accounts when scheduling a Personal Conference meeting. You can also use one of these accounts to start an instant Personal Conference meeting from any phone, without first scheduling it.

  

You can delete a Personal Conferencing account at any time.

  
4    Select Save.

Schedule a Personal Conference or Audio Only Meeting from the WebEx Site

 

Schedule meeting from the WebEx site.
         
1    Sign in to your WebEx Meetings Center site.
2    On the left navigation bar, select Schedule a Meeting.
3    Select Advanced Scheduler, then Required Information.
4    For Meeting type, select Personal Conference or Audio Only meeting.
5    Enter the requested information.  

If you are scheduling a Personal Conference meeting, you do not need to specify a password. By default, the password is the attendee access code in your Personal Conference number account that is specified for this meeting.

  
6    Schedule your meeting now or add detail.
  • To schedule your meeting now, select Schedule Meeting.
  • To add more information, select Next or select another page in the scheduler. When you are finished, select Schedule Meeting.

Schedule a Personal Conference Meeting with Microsoft Outlook for Windows

 
  •  

    If you are using telephony service provider (TSP) audio, you can schedule an Audio-Only meeting:

      

  •  

    When WebEx is integrated with Outlook, it provides the basic options for scheduling a meeting. Some options that are available on your WebEx site might not be available in the WebEx integration to Outlook.

      

  •  

    The WebEx integration to Outlook does not support all the recurrence options that are available in Microsoft Outlook.

      

  •  

    The start time for any meeting invitations that you send from Microsoft Outlook appear in the time zone that is set on your computer and might not match the time zone preferences you have set on your WebEx site.

      

  
            
1    To schedule a Personal Conference meeting, do one of the following:
  • Select New items > Meeting or Appointment or from the Microsoft Outlook calendar select New Meeting or New Appointment.
  • Select the Schedule icon on the WebEx Productivity Tools panel.
  • Select Schedule Meeting > Schedule Personal Conference Meeting or Schedule Audio Only Meeting on the Microsoft Outlook toolbar.
   

You must enter the WebEx settings before you can specify the general meeting information.

  
2    In the Outlook meeting or appointment, specify the general meeting information.
  1. Type a topic for the meeting in the Subject box.
  2. In the Start time and End time lists, specify the start and end times for the meeting.
  3. Optional: To specify a recurrence pattern for your meeting, select Recurrence, and then select recurrence options. For information about differences in recurrence patterns between WebEx and Microsoft Outlook, refer to Recurrence Pattern Limitation for the WebEx Integration to Outlook.
  4. Optional: Specify any other options, such as a meeting notification.
3    Enter invitees names or email addresses in the To box.  

If you selected Appointment to schedule your meeting, select Scheduling Assistant to see the To box.

  
4    Select Add Personal Conference Meeting.  

This step is not necessary if you selected Schedule Personal Conference Meeting in Step 1.

  
5    If necessary, enter the Personal Conference Meeting information requested.
6    If necessary, in the WebEx Settings Audio & Tracking tab, choose the audio connection type and any other required options.
7    (Optional)Select the Resources tab to add alternate hosts.  

An alternate host is someone who has permission to start and host your meeting when you cannot attend. For more information, see https://help.webex.com/docs/DOC-10607.

  
8    Select OK.
9    Select Send to send the meeting invitations to the invitees.

Schedule a Personal Conference Meeting with Microsoft Outlook for MAC

 

Set up a Personal Conference meeting by using the WebEx integration to Outlook for MAC.

  
          
1    Do one of the following:
  •  

    On the Mac toolbar, select the WebEx ball icon and select Schedule Personal Conference Meeting.

      
  •  

    In Outlook, select the WebEx ball icon and select Schedule Personal Conference Meeting.

      
    Note        

    If your WebEx site supports Collaboration Meeting Rooms (CMR) Cloud, when you schedule a WebEx meeting it is also a CMR meeting that includes information that allows invitees to join from video conferencing systems and applications.

      
      
2    Specify the general meeting information.
  1. Type a topic for the meeting in the Subject box.
  2. In the Start time and End time lists, specify the start and end times for the meeting.
  3. To specify a recurrence pattern for your meeting, select Recurrence, and then select recurrence options. For more information, refer to Recurrence Pattern Limitation for the WebEx Integration to Outlook.
  4. Optional: Specify other options that Microsoft Outlook provides, such as a meeting notification.
3    Enter invitees names or email addresses in the To box.  

If you selected Appointment to schedule your meeting, select Invite Attendees to show the To box.

  
4    Select Add Personal Conference Meeting.
5    If necessary, enter the Personal Conference Meeting information requested.
6    Specify Personal Conference meeting settings.
  1. Optional: Enter a meeting password for WebEx invitees. If a meeting password is required by your site, an asterisk shows next to the box.
  2. Optional: From the list of invitees, select any alternate hosts for the meeting. For more information, see https://help.webex.com/docs/DOC-10607.
  3. Select the Audio connection to use.
7    Select Send to send the meeting invitation to the invitees.

Schedule a Personal Conference Meeting with IBM Lotus Notes

 

If you are using telephony service provider (TSP) audio, you can schedule an Audio-Only meeting instead.

  
         
1    To schedule a Personal Conference meeting:
  • In your Lotus Notes Calendar, select Schedule a Meeting.
  • Select the Schedule icon on the WebEx Productivity Tools panel.
  The New Calendar Entry tab shows.
2    Select Add Personal Conference Meeting or Add Audio-Only Meeting.
3    If necessary, enter the Personal Conference Meeting information requested.
4    Specify general meeting information:
  1. Enter a Subject for the meeting.
  2. Specify the start and end times for the meeting.
  3. Optional: To specify a recurrence pattern for your meeting, select Repeat, and then select recurrence options. For more information, see Specify a Recurrence Pattern for a Meeting.
  4. Optional: Specify other options that Lotus Notes provides, such as a meeting notification.
5    To invite people to the meeting, select an address book icon and in the Invitees panel select invitee names or enter the names manually.  

Any attendees that you invite by using WebEx integration to Lotus Notes will not appear in the attendees list for the meeting on your WebEx site.

  

For additional information about inviting attendees in Lotus Notes, refer to Lotus Notes Help.

  
6    Process the invitation.
  • Select Save and Send Invitations to send the invitations to attendees.
  • Select Save as Draft, and invite attendees to the scheduled meeting later.
   

You can change any meeting settings after you schedule it.

   WebEx Productivity Tools adds the scheduled meeting to your Lotus Notes calendar and the public calendar on your WebEx site.

Specify a Recurrence Pattern for a Meeting

Using the Lotus Notes repeat options, you can specify a recurrence pattern for your meeting. For example, you can specify that a meeting recurs every Wednesday at 2:00 p.m. until a specific date. WebEx integration to Lotus Notes schedules the meeting on each day that you specify in the recurrence pattern.

However, depending on your service, some of the Lotus Notes repeat options may not be supported. For more information, see Recurrence Pattern Limitations in WebEx Integration to Lotus Notes.

     
1    If you have scheduled a meeting using WebEx integration to Lotus Notes, open the calendar entry in your Lotus Notes calendar.



  The Repeat Options dialog box appears.
2    Specify the repeat options in the dialog box, and then select OK.

Recurrence Pattern Limitations in WebEx Integration to Lotus Notes

The following table shows the differences between WebEx and Lous Notes recurrence patterns.

 
                                            
Table 1 WebEx Meetings

Type

Lotus Notes Option

Converted to WebEx Meeting Option

Weekly

Every 1-8th weeks on: [Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday]

For Meeting Centers:

Every 1-8th weeks on: [Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday]

For Event Center events and Training Center training sessions:

Every week on: [Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday]

If you schedule a meeting that repeats every X week, where X is greater than 1, in Lotus Notes, the meeting will be scheduled in Lotus Notes as you specified, but will appear as a weekly meeting on your WebEx site.

Monthly

Count from the end of the month

Not supported

Yearly

Every 1- 10th year

Every year.

If you schedule a meeting that repeats every X year, where X is greater than 1, in Lotus Notes, the meeting will be scheduled in Lotus Notes as you specified but will appear as a yearly meeting on your WebEx site.

Custom

Custom settings

Not supported

End date

Start from date to date

If the time period is longer than one year, it is converted to one year.

Start from date continue for X times

If the time period is longer than one year, it is converted to one year.

Specify Exceptions

Don't move

Not supported.

Move to Friday

Not supported.

Move to Monday

Not supported.

Move to nearest weekday

Not supported.

Delete

Not supported.

 
                                                  
Table 2 WebEx Personal Conference Meetings

Type

Lotus Notes Option

Converted to WebEx Personal Conference Meeting Option

Daily

Every 1-31th day

Every day

Monthly

Every 1st-12th month on the 1st -31st

Every month on the [1st, 2nd, 3th, 4th, day last] [Sun, Mon, Tue, Wed, Thu, Fri, and Sat]

Count from the end of the month

Not supported

Every 1st-12th month on the [1st, 2nd, 3th, 4th, last][Sun, Mon, Tue, Wed, Thu, Fri, Sat]

Every 1 week on [Sun, Mon, Tue, Wed, Thu, Fri, Sat]

Yearly

Every 1- 10th year

Not supported

Custom

Custom settings

Not supported

End date

Start from date to date

If the time period is longer than one year, it is converted to one year.

Start from date continue for X times

If the time period is longer than one year, it is converted to one year.

Specify Exceptions

Don't move

Not supported.

Move to Friday

Not supported.

Move to Monday

Not supported.

Move to nearest weekday

Not supported.

Delete

Not supported.


Note


For modification or deletion of a repeating meeting in Lotus Notes, note the following:

  • When you edit a repeating meeting, such as to reschedule its date or change its meeting options, the changes you make to a single instance of the meeting must be applied to all its instances for the changes to take effect on your WebEx site. If you only apply the changes to the single instance, an update is made in Lotus Notes, but not to the calendar on your site.

     

  • If you cancel a single instance of a repeating meeting, the instance is deleted in Lotus Notes, but remains on your calendar. You need to delete all instances of a repeating meeting in Lotus Notes so that it can be removed from the calendar.

     


Start a Personal Conference or Audio Only Meeting

 

 

Personal Conference meetings and Audio Only meetings do not start automatically at scheduled times. You must start the audio portion of the meeting first and then you can start the online portion.

  
      
1    Start the audio portion of the meeting by calling the number listed in the email invitation or on the Personal Conference Meeting Information page.  

This button is available only if the audio portion of the Personal Conference meeting has already started.

  
2    Follow the audio prompts and enter the host access code.
3    Start the online portion of the meeting
  1. Select the link in the email invitation to view the Personal Conference Meeting Information page, or navigate to that page through your WebEx site.
  2. On the Personal Conference Meeting Information page, select Start.

Edit Your WebEx Preferences

 

You can set the following preferences for your WebEx account.

       
1    Go to My WebEx > Preferences.
2    Select Expand all to expand all sections, or select an individual section to expand it.
3    Specify your preferences in each section:
  • General: Set the time zone, language, and locale to be used for the web pages on your WebEx site. You can also set the default page for each tab.

     
  • "Meet Now" Settings: Set default options for instant meetings that you start with Meet Now. You can select the default meeting type, meeting template, password, and audio connection options. Depending on your site settings, you can also select whether your instant meetings take place in your Personal Room.

     
  • Audio: Enter your phone number information and Personal Conferencing information.

     

    Under My Phone Numbers, enter your phone numbers, and then select more options:

     

    Call-in authentication: If this option is enabled for your site, it allows you to call in to a meeting without having to enter the meeting number. Checking this option for a phone number in your preferences maps your account to that phone number. This feature is available only for meetings with audio that is enabled for CLI (caller line identification) or ANI (automatic number identification).

     

    Call Me: If your WebEx site supports the Call Me service, this option allows you to receive a call from the meeting to connect to audio. You can check this option for any phone number in your preferences.

     

    Audio PIN: Your audio PIN helps prevent others from using your phone number to join a meeting. You may be asked to enter your audio PIN when you call in to a meeting. Your WebEx site settings may require you to specify an audio PIN, especially if you use the Call-in authentication option.

     

    Under Personal Conferencing, select Generate account to set up to three Personal Conferencing accounts.

    Personal Conferencing accounts include a host access code that you can use to start the audio portion of a Personal Conference meeting. They also include an attendee access code so others can join.

    You can select one of your Personal Conferencing accounts when scheduling a Personal Conference meeting. You can also use one of these accounts to start an instant Personal Conference meeting from any phone, without scheduling it first.

     

    You can delete a Personal Conferencing account at any time.

  • Video Systems: Add the video addresses for your video conferencing systems that you want to use with WebEx. If your site has enabled this feature, you can receive a call from the meeting to your video system to connect to audio and video.

  • My Personal Room: Specify a unique name and a unique URL, and copy the URL to share with others. Depending on your site settings, you can also specify a different URL for your Personal Room. You can set options to automatically lock the room 5, 10, 15, or 20 minutes after you enter, and to receive a notification when someone enters your Personal Room lobby while you are away from your room.

     
  • Scheduling Templates: Manage scheduling templates that allow you to schedule meetings quickly.

     
  • Scheduling Options: Set options for deleting completed meetings, the default meeting type, the Quick Start page, and scheduling permission.

     
  • Support Center: Set the order of tabs that appear on the Support dashboard.

     
4    Select Save to save your changes.

Telephone Keypad Commands

 

 

The following keypad commands are available during a Personal Conference Meeting. The host has access to functions that attendees do not.

  

If you start the online portion of your Personal Conference Meeting, the telephone keypad commands are no longer available.

   
                
Table 3 Host and Attendees:
To...Enter...
Hear all keypad commands**
Mute your audio*6
Unmute your audio*6
Play the participant count*#
   
                      
Table 4 Host Only:
To...Enter...
Lock the meeting; prevents anyone else from joining*5
Unlock the meeting*5
Send an email reminder*7
Let participants continue the meeting without the host*8 (then hang up)
Mute all attendees##
Unmute all attendees99
  
 

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