Tips for the Host After You've Started your Meeting

Owned by Jon Cunningham (Deactivated)
Last updated: Aug 06, 2024 by Aeoleon Bryant
4 min read

As a WebEx meeting host, managing your meeting effectively is key to ensuring a smooth and productive session. Here are some essential tips to help you manage audio settings, sharing options, and attendee interactions during your meeting.

Managing Audio

Enable Mute on Entry

To prevent disruptions from latecomers joining with their microphones unmuted, ensure that the Mute on Entry option is enabled:

  1. Access Mute on Entry:

    • In the File Menu, go to Participant.

    • Enable Mute on Entry. A check mark indicates it is enabled.

  2. Allow Attendees to Unmute Themselves:

    • Confirm that Allow Attendees to Unmute Themselves is also enabled, so participants can unmute when needed.

Sharing Options

Allow or Restrict Sharing

You can either allow anyone to share their screen or restrict sharing to specific presenters:

  1. Enable Anyone Can Share:

    • In the File Menu, go to Participant.

    • Enable Anyone Can Share. Attendees can then click the Share button to start sharing.

  2. Disable Anyone Can Share:

    • To disable, simply uncheck the option.

  3. Pass the Presenter Role:

    • Go to the Participant List, right-click an attendee, go to Change Role, then click on Make Presenter. The attendee will have the WebEx ball icon next to their name.

Audio Setup

Switch to Call In

If your computer microphone isn't performing well, switch to the Call In option:

  1. Switch Audio:

    • Ensure you're not sharing, then click on the drop-down box next to your audio button and select Switch Audio.

  2. Disconnect Computer Audio:

    • Click the Disconnect button to disconnect your computer audio before calling in.

  3. Call In:

    • Click the Call In view button to display your call-in information.

    • Use your IP phone, landline, or mobile phone to dial in. Enter your Attendee ID to link your phone to your mute/unmute controls.

  4. Identify Phone Users:

    • In the participant list, attendees connected via phone will have a phone icon.

Handling Audio Feedback

Mute All Participants

Quickly mute all participants to address audio feedback issues:

  1. Mute All Options:

    • From your Participant List or from the File Menu > Participant > Mute All.

  2. Allow Unmuting:

    • After clicking Mute All, you can choose to allow attendees to unmute themselves.

  3. Final Mute All:

    • Click the final Mute All button to mute everyone except yourself.

  4. Enable Unmuting:

    • If attendees cannot unmute themselves, ensure that Allow Attendees to Unmute Themselves is enabled.

Sharing Preview

Enable Sharing Preview

While sharing your desktop, you can enable a preview window to see what attendees see:

  1. Activate Preview:

    • Click on the drop-down arrow on your orange sharing bar to enable the preview window.

  2. Using the Preview:

    • The preview remains visible even as the sharing toolbar fades, helping you avoid repeatedly asking if attendees can see your screen.

By following these tips, you can effectively manage your WebEx meeting, ensuring a seamless and professional experience for all participants. If you encounter any issues or need further assistance, please contact the Technical Service Desk by submitting a ticket at help.fscj.edu.