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About Web Conferencing with WebEx®
WebEx is an interactive medium which allows you to
communicate, collaborate and share knowledge with
colleagues, clients, and business partners through a
web browser and phone. WebEx is typically used for
meetings, web seminars, and training.
This guide should give you an overview of how to do
the following:
• Create Your WebEx Account
• Log on to WebEx
• Schedule a WebEx Meeting
• Set Options for a Specific Meeting
• Meet Now
• Join Your Meeting
• Upload a Presentation
• Give a Presentation
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Create Your WebEx Account
1
Go to http://intercalleurope.com/maersk, then click
on ”Request an Account”.
2
Select whether or not you are a Maersk employee or
a consultant, fill out all required fields, and click
”Submit”.
3
You should receive an email from our supplier,
Intercall, with your new details within 24-48 hours.
Log In To WebEx
1
Go to http://apmoller.webex.com, A.P. Moller –
Maersk’s branded WebEx homepage.
2
Click on the tab ”Welcome” to login, or click the ”Log
In” button located in the top right om the screen.
3
In order to log in, refer to the email you received with
your owner number, web pin, leader code, and leader
pin.
4
Input your owner number in the field ”Username”.
Then, input your web pin in the field ”Password.”
5
Once you are logged in, you will be guided back to
the daily schedule of meetings, and you are ready to
begin scheduling your own WebEx session.
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Schedule a Meeting
Once you are logged in, click on ”Schedule a Meeting” under the ”Host a
Meeting” menu option.
1
You will be prompted to enter required information including the meeting
topic and meeting password. The meeting topic should be something
that participants will easily recognise if they must browse for a meeting.
Click ”Next”.
2
Choose the date and time of your meeting by choosing from the drop
down menus.
You can also select whether or not this will be a recurring meeting or a
one-time event. If this is a recurring event, this will appear on your
meeting calendar per your specifications.
Click ”Next”.
Helpful Hints:
• Ensure that the time zone is updated correctly.
• Group IT’s recommendation is that attendees join 5 minutes prior to
the meeting start time.
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3a
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”Internet Phone” and ”Reservationless-Plus from Intercall” are selected by default.
(Internet Phone gives callers the option to call via their internet browser. This will
not be used in most cases, but it is acceptable to have this as a default option.)
Click on ”Reservationless-Plus by Intercall” so that it becomes bold. You will then
be able to click on the button ”Add teleconference account.”
3b
When you click on ”Add teleconference account,” a new window
will appear. Refer to your email sent to you by Intercall with your
conferencing details. Click on the blue Country/Region link to
select the country where you are located, then input the
following:
Toll-free call-in number: The International Freephone Dial-in
Number for the country in which you are located.
Toll call-in number: The Local Dial-in number for the country in
which you are located.
Leader PIN: Provided in your welcome email and on your wallet
card sent via post (Please allow 2-3 weeks for delivery of wallet
card following registration.
Conference Code: Provided in your welcome email and on your
wallet card sent via post.
See the next slide for hints on this step!
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3c
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Helpful Hints:
You must have at least three digits in both the ”area or city code” and
”number fields”. If your country does not have area or city codes, place the
first three digits of the phone number in this field and the remainder in the
”number” field such as the example at left for Denmark.
Go to www.intercalleurope.com/maersk for a complete list of access numbers
by clicking on ”Access Numbers” on the left menu. You will be prompted to
choose from colour groups which are specified on the wallet card you received
in your welcome packet. If you have not yet received your welcome packet,
choose the following based on your location:
 Blue: Europe, the Middle East, and Africa
 Red: The Americas
 Orange and Brown: Asia-Pacific
These are also the lists you will use to provide the call-in numbers for your
participants so they too can realise cost savings and benefit from the local
dial-in numbers.
Once this action is performed once, you will never need to update this
information again. The system automatically saves this information for the
next time you schedule a meeting.
Click ”Next”.
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4
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You are asked to input the e-mail addresses of those attendees you are
inviting to your meeting.
More information is to come about how to integrate with Outlook. This
will allow you to reference the Outlook address book, and schedule
meetings through your Outlook calendar.
There are additional security settings which you can select if you
choose.
Click ”Next”.
5
You must select whether or not your participants will register for a
meeting.
Select ”Require Attendee Registration” if you require that attendees
register with an operator when they enter the call. This would only be
necessary in cases where a meeting is manditory, or if attendance is
restricted to a select group of participants.
Click ”Next”.
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Input the agenda for the meeting. This will be displayed when users click on
the meeting through the WebEx main page. This should be a broad overview of
the meeting topics to be discussed. You may choose to input relevant phone
numbers for your participants.
This is an optional field. You can choose to leave this blank.
The default information tab gives the general information about the meeting:
date, time, topic, and teleconference details.
You will also upload your PowerPoint presentation here if you have the WebEx
plug-in and are able to convert your file to UCF format. Otherwise, you can wait
until before the meeting starts to upload your presentation by sharing the
document. For details on uploading your presentation, see ”Starting Your
Meeting.”
Helpful Hint:
Send a separate email to your participants with teleconferencing details. You can copy relevant numbers from your
introductory email, or you can send the PDF (see website Access Numbers) relevant to your region/colour.
Click ”Next”.
7
Select the meeting options you wish to have during the conference
call. These include the ability to have chat, record sessions, and other
advanced functionality.
It is acceptable to leave the default setting as-is, even if you do not
intend to use all of the settings. We do not currently offer a video
option, but do plan to implement this is the future for interested
business units which have the required equipment. Video conferencing
was not in scope for this project.
Click ”Next”.
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You must select the privileges you wish your attendees to have. For more
information on what each of these privileges mean for participants, please see
”Assistance” and click on Help.
Helpful Hint:
Group IT recommends the automatic defaults for your attendee privileges.
Click ”Next”.
9
You will be able to verify your information prior to
confirming your meeting. Check the details in the window
provided. If you need to make any changes, you are able to
make them at this time by clicking on the button that
corresponds with the step you need to revisit.
Click ”Schedule”. This will schedule your meeting in your
WebEx calendar, and trigger the messages to notify your
attendees of this meeting.
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10
After you have scheduled your meeting, emails will be
sent to you and your participants. These include:
Host E-mail: This email confirms your registration and
serves as a reminder for you.
Host Reminder E-mail: An e-mail reminder will be
sent to you 15 minutes prior to your scheduled
meeting.
Attendee E-mail: This e-mail is sent to attendees
notifying them of the scheduled meeting.
Attendee Reminder E-mail: An e-mail reminder will be
sent to your attendees 15 minutes prior to the
scheduled meeting.
Links to join the meeting are listed in all e-mails
listed above.
Helpful Hint:
Send an e-mail to your participants giving them their toll-free, local or
international dial-in numbers that are relevant to them. This should be
based on the colour allocated to you in your introductory e-mail and
your welcome packet. These numbers are also viewable on the website,
www.intercalleurope.com/maersk.
Click on ”Access numbers on the left menu, then choose your relevant
colour. You can download the PDF file available on the site and send
this to participants.
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Starting Your Meeting
1
Go to http://apmoller.webex.com and click on ”My
WebEx” on the top menu bar, or click the link that was
provided in your e-mail reminders.
2
Select the meeting in your list of meetings you wish to
begin.
Helpful Hint:
If you have chosen to ”Meet Now” by scheduling a
meeting you plan to begin immediately, you will be
prompted to ”Join Now.”
3
Click ”Start” listed under the column Status, and wait
while the meeting loads in the presentation window.
4
A new window will open. You are then ready to select
what you wish to do within this presentation:
• Share a document – show a presentation or
collaborate on a document.
• Share an application – demonstrate how to use
a program
• Share your desktop – allow other users to view
how you are manuevering on your desktop.
5
To share a document or Power Point presentation, click
on ”Share a Document,” and wait for a folder window to
open on your desktop.
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7
Your computer’s list of folders will then appear. Find your
presentation and select it.
8
You will also be prompted with a ”Join Teleconference” dialogue box
which will list the dial-in numbers you listed when you planned the
meeting.
Helpful Hint:
Remember that the number displayed for both you and your
participants will be the phone number you entered for your location.
Participants should refer to the e-mail you sent with local dial-in
numbers or the international dial-in numbers for those countries
where a local number is not available.
Once participants enter the call, they will still be prompted to enter
your conference code which was provided in the WebEx email.
9
Your presentation should now be uploaded to your
meeting.
Click through your presentation by using the arrow
buttons located at the top right corner of your
presentation.
If you have chosen to use the chat feature, this will also
be enabled at this time.
You are now ready to begin your meeting!