Meetings

<span id="topic-1" style="padding-top:40px;">Meeting Types</span>

Webex offers a variety of collaboration options to personalize your experience.

Personal Room Meeting

‍A Personal Room Meeting uses the traditional dial-in bridge conference that you can schedule and invite via Outlook. Personal Room Meetings are ideal for back-to-back meetings. With Personal Room Meetings, the meeting host can remain in one meeting room for several meetings and have attendees join at different times.

• ○ Hosting: Anyone in the space can start the meeting by clicking the Meet button.
• ○ Scheduling: Click the Meetings tab to create a calendar invite and have the email addresses of everyone in the space added automatically.
• ○ Joining: Anyone invited to a space meeting may immediately join the meeting.

Space Meeting

‍You can schedule a meeting with everyone in your space directly from the space. A space meeting is an easy way to meet either when you decide to have an ad-hoc meeting or regular team meetings.  Only other Webex space users can join a space meeting.

• ○ Hosting: Anyone in the space can start the meeting by clicking the Meet button.
• ○ Scheduling: Click the Meetings tab to create a calendar invite and have the email addresses of everyone in the space added automatically.
• ○ Joining: Anyone invited to a space meeting may immediately join the meeting.

Scheduled Meeting

‍A standard scheduled meeting is a traditional Webex meeting that has a unique URL issued for each new meeting. 

• ○ Hosting: Host or alternate host(s) can start the meeting.
• ○ Scheduling: Unique URLs are issued for each new meeting to share in meeting invites.
• ○ Joining: Attendees can join up to 15 minutes before the meeting starts via your dedicated meeting link.

<span id="topic-2" style="padding-top:40px;">Start a Personal Room Meeting</span>

If you have a Standard or Premium Webex Package (Executive or Meetings Plus ProConnect seat), you can meet in your Cisco Webex Personal Meeting Room.

1. 1. Go to Meetings, by selecting the meeting icon.
2. 2. Choose Start a meeting.

Note: If you don't see Start a meeting, it could be because:

               a. You don't have a Standard or Premium Webex account.
               b. You only have a Basic account (Primary ProConnect seat) which does not include the Personal Meeting Room.

<span id="topic-3" style="padding-top:40px;">Start a Meeting from a Space</span>

If a space has more than 3 people but less than 100, you can start an instant meeting directly from that space. The number of people who can join the meeting varies for each space, depending on the Webex licenses of people in that space.

• • From the space where you would like to initiate a meeting, select Meet.
• • The meeting starts instantly, and everyone in the space sees a Join button in their meeting list and in their spaces list in the Webex app.

<span id="topic-4" style="padding-top:40px;">Schedule a Standard Scheduled Meeting</span>

A standard scheduled meeting is one that is scheduled either from Microsoft Outlook, Webex desktop app, or your Webex mobile app. This type of meeting is ideal for meetings that need to be scheduled in advance or are recurring. To schedule a meeting from your Webex desktop app, follow these steps:

1. 1. Go to the Meetings tab.
2. 2. Choose Schedule a meeting.
3. 3. Enter the necessary information.
4. 4. Under Meeting link, choose Generate a one-time meeting link.
5. 5. Click Schedule.

<span id="topic-5" style="padding-top:40px;">Join a Meeting from a Calendar Invite</span>

You can join a meeting from your computer, mobile device, phone, or video system. To join a meeting:

1. 1. Open your email invite.
2. 2. Click Join.
   

Note: If you don't want to install anything on the device you’re using, click Join from your browser.

3. 3. Enter your name and email address. Click Next.
4. 4. If you're asked for a meeting password, enter the meeting password that was a part of the initial email. Then, click Next.
5. 5. In the preview window, you can make sure your audio and video sound and look good before you join the meeting. 
6. 6. Choose whether or not you want to have your video and microphone turned on before you join.
7. 7. When ready, click Join Meeting.

<span id="topic-6" style="padding-top:40px;">Join a Meeting from Your Spaces List</span>

1. 1. Go to Messaging.
2. 2. Click the green button beside the space or meeting name.
3. 3. Choose your audio and video settings before you join your meeting.
4. 4. When ready, click Join Meeting.
   

Note: Webex feature availability varies by ProConnect seat type. 

<span id="topic-7" style="padding-top:40px;">Record Meetings</span>

If you have the Premium Webex meeting package, you can record meetings in Webex and send them to those who could not attend, or use them for training purposes. Your recordings can either be saved to the cloud or your computer as a local recording.

To record a meeting:

1. 1. While in a meeting, select the More options icon.
2. 2. Select Select Record on my computer or Record in cloud. If you choose to record on your computer, you are prompted to choose where to save the recording. If you choose to record in the cloud, you will receive a link to the recording shortly after your meeting ends.
3. 3. To stop recording, select Stop.

<span id="topic-8" style="padding-top:40px;">Share Content in a Meeting</span>

You can share your screen in Webex so that everyone in the meeting can get a visual of what you’re discussing. Anyone can share, but only one at a time.
‍
To share content: 

1. 1. Click the Share button.
2. 2. When sharing with video or audio, check these options - Share your computer audio.
3. 3. Choose from the drop-down menu to Automatically Optimize, Optimize for text and images, or Optimize for motion and video.
4. 4. Choose the screen or application you want to share. When you hover over the options, a Share button appears. Click Share to begin sharing.

<span id="topic-9" style="padding-top:40px;">Cisco AI Assistant Summaries in Meetings</span>

AI Assistant meeting summaries allow you to efficiently get up to speed on missed content, grasp discussions, pose questions without interrupting, and remain engaged with ongoing conversations. Additionally, you receive a post-meeting summary and transcript automatically, eliminating the need for manual recording.

Note: This feature is only available on the Webex Suite meeting platform. To check if you're on this platform and to read about key changes, and forthcoming features, or if you can't see the AI Assistant meetings summary feature, contact your Consolidated administrator. 

If the meeting options are set to the default—Only the host and cohosts can start and stop the summary, participants will need to request that the host or cohosts start the summary to use the feature.

To access AI assistant summaries, first, join a meeting.

1. 1. Go to the meeting controls, and click AI Assistant . You see a pop-up notification window, telling you to ask the meeting host or cohosts to start the meeting summary.
   
   Note: The default meeting option is set to Only the host and cohosts can start and stop the summary. If the meeting host or cohosts select Anyone can start and stop the summary in the meeting options, click Start summary in the pop-up window. When the meeting summary starts, you receive an audio and visual notification that AI Assistant is active.
2. 2. Click AI Assistant in the meeting controls, to hide, or unhide, the AI Assistant panel.
   In the panel, choose from:

• • Summarize—summary of the last 15 minutes of the meeting.
• • Summarize more—select from the last 15 minutes, or from the start of the meeting.
• • Was my name mentioned—summary of any time someone mentioned your name in the meeting.
• • What are the action items—summary of action items mentioned in the meeting.
• • Ask me anything about this meeting—ask AI Assistant questions about the current meeting.

Any questions you ask and answers you receive are only visible to you, and aren't saved after the meeting. Meeting summaries and transcripts are saved to the meeting host's account in Webex App. If the meeting is associated with a space, the summary and transcript link automatically appears in the space where the meeting took place.

3. 3. The meeting host or cohosts can click Stop summary in the AI Assistant panel, to end the meeting summary for everyone. If the meeting host or cohosts select Anyone can start and stop the summary in the meeting options, you can click Stop summary in the AI Assistant panel, to end the meeting summary.
   Note: If you start, stop, and restart the meeting summary during a meeting, AI Assistant will not save the segment of the meeting that occurred while the summary was stopped, in the post-meeting summary or transcript.

Request meeting summaries

By default, AI Assistant meeting summaries are disabled. To activate them, navigate to the meeting controls and select AI Assistant.

If you're unable to access this feature, it may be due to permission settings adjusted by the meeting host in the meeting options. You'll receive a notification indicating that only the host or cohost can enable AI Assistant.

Participants can request the meeting host or cohost to enable meeting summaries. Once AI Assistant is enabled, you will receive a notification confirming that the meeting summary has begun.

Settings

Meeting hosts and cohosts have the ability to customize AI Assistant meeting settings, determining permissions for starting or ending meeting summaries, as well as choosing whether summaries and transcripts are saved post-meeting.

1. 1. In the meeting, go to the AI Assistant panel, and click AI Assistant settings .In the Meeting options window, under AI Assistant, select from:

• Start and stop summary—choose who can start and stop meeting summaries, select an option from the drop-down list.some text
  • ○ Only the host and cohosts can start and stop the summary—default option.
  • ○ Anyone can start and stop the summary
• Content availability after the meeting—choose to save summaries and transcripts after the meeting. Select an option from the drop-down list.some text
  • ○ Save summary and transcript—default option.
  • ○ Save summary only
  • ○ Don't save summary and transcript 

Note: Meeting summaries and transcripts are stored in the meeting host's Webex App account. If your meeting is linked to a space, the summary and transcript link will automatically appear within that space.

If you're unable to save content after the meeting, please reach out to your administrator, as they may have disabled this option.

2. 2. When you've made your selection, click Apply.

Intelligent Notifications

When the meeting summary is enabled, AI Assistant sends notifications prompting you to choose whether you'd like a summary, when you join late, answer a call, or return from being away during a meeting.

Meeting attendees

• • If you join a meeting late, 12 minutes after the start time, AI Assistant sends a notification asking if you want a summary of the meeting so far.

• • If you answer a call during a meeting, missing more than one minute of the meeting. AI Assistant sends a notification asking if you want a summary of what you missed.