Hosting an Audio Conference Call in WebEx

Scheduling The Call
Hosting a Call
Cancelling a Call

The WebEx audio meeting service is available for any ND department to utilize.  WebEx charges .08 per minute per person/line for each audio conference call for domestic U.S. and Canada. .  Calls can be conducted at any time of the day or night, and participants can be anywhere in the world.

To schedule your first WebEx conference call, contact the OIT Help Desk (574-631-8111).  If you expect to use the WebEx service for conference calls repeatedly, you can request that a login be created for you, so that you can use the self-service feature thereafter.  You will need to contact the OIT Help Desk (574-631-8111) and provide a FOAPAL which will be used to charge the costs associated with your conference calls to your department. 

Scheduling the Call

Once you have your own login to the WebEx service, you can schedule calls using these self-service instructions:

• Go to http://nd.WebEx.com
• Click on “Host Log IN”
• Enter the WebEx username and password you were given and click the Login button. 
• Note:  This is NOT the same password you use for ND email and other services
• Click on “Meeting Center” at the top of the page
• On the left hand side of the page under “Host a Meeting” click on “Audio Only”
• Type the name of the person who is hosting the meeting and the topic in the “Meeting Topic” field
• Then put in a 6 letter/digit password.
• Click on “Date and Time” tab on the right side of your screen.
• Set the date and time of the event. Include an estimated duration time.
• The event will NOT end until the host hangs up his/her phone.
• Click on the “Teleconference” tab on the right.
• Click on the “Request Conference Number” By clicking in this box, the phone bridge will only allow you to start the meeting 5 min. before the scheduled start time. If you do not start the meeting within 10 minutes after your scheduled start time, the number will be invalid and the conference call will not initiate.
• Click on the “Invite Attendees” tab on the right.  Enter the email addresses of the people you wish to invite seperated by a comma or semicolon.
• Click on “Schedule Meeting” on the right.
• You’ll now see all the details needed for the phone conference.
• You’ll also see two sets of access codes. One for the Host, One for the Full speaking attendees.
• You can now choose Log Out of WebEx.
• Check your email.
• You’ll see two emails. (forward to attendees)… and Meeting Scheduled.  Open the one that says (forward to attendees) in the subject line.  See sample below.
• This is the same email that all your attentees got when you put their email addresses in the "Invite Attendees" box. If you need to add someone else to the conference just forward this email message to all you wish to invite to join the call.

Hosting the Call

• A few minutes before the scheduled meeting call 1-866-469-3239 as noted in the host email. Remember, you have to start the meeting five minutes BEFORE the scheduled start time and up to ten minutes AFTER the scheduled start time.
• Wait a few seconds and the Webex lady will come on and say "Welcome to Webex, please enter your access code followed by the pound key".(see email).
• Once this is done, the conference has begun and your invited guests can join the call. You will hear a "beep" everytime an attendee joins the call.
• Note:  Global attendees can click on the “Global Call-In” URL located in their attendees email to get the phone number to call into if they are overseas. If their country isn’t listed they can call the nearest country to them or call the U.S. Toll number then follow the prompts.
• The meeting will continue until the Host hangs up.
• Note:  You can allow the others to continue talking by pressing *8 and then hang up your phone.  The others can continue the discussion.  When the last caller hangs up the charges cease accruing.   
• If the call is still in progress you can rejoin it by dialing in and entering the host access code again.
• During the call, the host can utilize the following functions by pressing the indicated keys on their phone:

*8 -- Continue without Host *5 -- Lock ## -- Mute All Full-speaking Attendees *5 -- UnLock 99 -- Unmute All Full-speaking Attendees *6 -- Mute self *# -- Play participant count *6 -- Unmute self ** -- DTMF Help

If you have any problems call the Webex 24/7 help desk at 866-229-3239

To Cancel a Meeting

If you need to cancel a meeting that has previously been scheduled but has not yet occurred:

• Log into nd.WebEx.com
• Select Meeting Center at the top of the page
• Select weekly or monthly from the tabs and locate the meeting you wish to delete.
• Double click on the blue meeting description.
• Click the Delete button
• When prompted “Do you really want to delete this meeting?” click OK
• Log Out of WebEx.