Webex Teams Guide The first section of this document will get you connected to Webex Teams. The rest of the guide will help you utilize this robust collaboration and communication tool for group projects, departmental communication, hiring committees, student organizations, and more! To help users on all platforms (Windows, Mac, iOS, Android, Web), this document links to Cisco help materials for the most diverse and up-to-date information. Cisco Webex Teams help landing page: https://collaborationhelp.cisco.com/landing/ld-n0bl93g/ccf67e90b14b11e8aaa7c3ce18e7693d# Jump to your topic of interest or review it all to become fully versed in the functionality. Get Connected Understand People, Spaces, and Teams Understand Roles within Teams and Spaces Space Activities Messaging in Webex Teams Common Actions in Teams and Spaces Meeting in Webex Teams Quick Start Guide: Get Connected to Webex Teams Step 1. Download the Webex Teams application to your computer at www.webex.com/downloads.html Under the Cisco Webex Teams icon select the blue button and follow the instructions. Step 2. Log In for the first time a. After downloading and installing, select Get Started, enter your uww.edu email address and select Next. b. Webex Teams will validate your email address and you will enter your Net-ID and Password. c. After logging in, you’ll be at the Webex Teams home menu. Step 3. Subsequent log ins: Open the desktop App on your computer (recommended) or access in a browser at https://teams.webex.com Step 4. Connect on any device (Optional)—use your phone or tablet for accessibility and convenience. Conduct meetings on the go, connect with your team or students quickly and easily, and access documents and . Download the free Webex Teams App at www.webex.com/downloads.html, Google Play, or iTunes Store. Step 5. Make your presence felt: Change your profile picture or name to be easily recognized! https://collaborationhelp.cisco.com/article/en-us/6xhst1 Step 6. Check out Cisco’s Get Started page (Optional): https://collaborationhelp.cisco.com/article/en-us/5wctm5#0ea85f01ddb311e8af2fe3ee8952981e

Understand People, Spaces, and Teams Teams and spaces are the building basic building blocks of Webex Teams. Your work takes place within spaces where you can send messages, make calls, have video meetings, share files, and whiteboard. Team working in Webex Teams means new members can review old messages to get caught up, allowing for quicker onboarding because message history isn’t stored in personal email. See: https://collaborationhelp.cisco.com/article/en-us/4eawbp

What is a team? What is a space?

A team is a virtual place for a group of people who will work A space is a virtual place for a group of people to work

together for a longer period of time or on a variety of together. Generally organized around topics, sub-projects,

projects. Teams can have many different spaces and or work-streams, they are given names that reflect their

members choose to join relevant spaces within the team. purpose by the people who create them. 1 on 1 spaces are

Typically named after the long-term project or group they named after the person with whom you’re in the space.

represent—like an Academic Department,

Student Organization, or Administrative Office.

Space vs. Team guide:

Typical Typical

activity duration How to retire Relationship Need to control access? Focused Short to If everyone chooses to A space may be By default, all members can invite others and and mid-term leave the space, it is standalone or within a change space settings. specific deleted along with team. Space Moderation can be switched on to control messages and files. membership settings. Distributed Mid- to Space moderators can A team starts with a Team creator is made moderator. Any team member and long-term archive teams but not permanent space named can create a team space. diverse delete. ‘General.’ Members can Moderators control membership, assigning others as Team add any number of moderators and controlling team settings. additional spaces.

Source: New Cisco Teams Complete Book

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Understand Roles within Teams and Spaces What you can do in spaces in Webex Teams depends on your role. The people in these roles don’t need to be a campus member. For example, include a class guest speaker or consultant in a conversation about a topic or project. User roles guide: Role: Moderator Role: Member (participant) Role: External

In a moderated space, moderators In an unmoderated space, all members have Any combination of internal and external can: the same privileges like being able to add and people can be added. • Add and remove members. remove members or change space settings. Space When a space includes outside users, you’ll • Edit space information. In a moderated space, members do not have see an icon (shown above) —select the icon • Make other members moderators. these privileges. to see a list of non-UWW participants. • Delete other members’ messages. Team creators, automatically In a team, members are: Moderators can invite internal and external moderators, can: • Automatically added to the team space people to a team and everyone can fully • Add and remove spaces. named 'General.' participate. Team • Add and remove members. • Able to view and join other spaces in a team. Members of specific spaces in a team can • Edit team information. • Able to add new people as guests to invite external participants, but they don’t • Make other members moderators. unmoderated spaces but not to the team. become members of the whole team. More at: https://collaborationhelp.cisco.com/article/en-us/zuwad5

Collaborating with external people, best practices: A. Spaces: Spaces within teams offer an easy way to work with external people. For example, a class guest speaker may want to participate in a particular discussion topic but not the general chatter about grading, assignments, etc. B. Awareness: Be sure everyone in the team knows you’ll be including external people and what that means for conduct or document sharing. C. Moderation: For more control, turn on “moderate space.” This way, members won’t accidentally invite external people.

Invite others to join! New users will receive an email invitation and non-campus users will receive information on setting up a free trial account. See: https://collaborationhelp.cisco.com/tutorial/article/en-us/rxs4hp.

Source: New Cisco Teams Complete Book

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Space Activities Let’s get your team working better together! All the action in Webex Teams takes place in your spaces. Each space has a menu with everything you need.

Message Call/Meet Schedule Whiteboard Files

Send secure, instant In a 1 on 1 space, make direct Create and schedule meetings Capture your ideas on All shared files, messages to all voice and video calls to talk for everyone in the space. No virtual whiteboards. photos, videos, and people in a space or anytime. missed participants, no updating whiteboard images Your team can continue in a 1 on 1 space. email address groups. are saved in the In a space with 3 or more to edit the whiteboards space. Easily add screen people ‘Call’ becomes ‘Meet’ Scheduling through Webex independently as they’re captures, emojis, for starting video meetings Teams opens an Outlook saved in the space for Use this activity for and @Mentions to on the fly. invitation so you can easy reference. easy access. attention. check team availability before All members see a meeting has Easily delete old or sending. Meeting details started and can choose to join. incorrect files to automatically added. keep everyone up to date.

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Messaging in Webex Teams: Work smarter, not harder Connect with Exchange ideas quickly. Refer back to your chats—all your conversations and documents are saved in the space. Unlike co-workers and email, there’s a visual indication of who has seen a message. students View a 1 minute video on how to message a person and see when you have a response: https://collaborationhelp.cisco.com/article/en-us/zi4dpc See people’s status (check if they are active in the app): https://collaborationhelp.cisco.com/article/en-us/wghlt5 Get attention Use @Mentions in a space: https://collaborationhelp.cisco.com/article/en-us/p5k20o Moderators, send an announcement in for impact: https://collaborationhelp.cisco.com/article/en-us/n0wbhrz

Have fun Add emojis: https://collaborationhelp.cisco.com/article/en-us/2eawbp Add a GIF: https://collaborationhelp.cisco.com/article/en-us/n07u9hh Share content Share files, attachments, photos, and videos. It’s as easy as drag and drop! Upload up to 2 GB and most file types except for .tif. Preview most documents without downloading. Here’s a quick intro video as well as instructions on how to attach a file or screen capture: https://collaborationhelp.cisco.com/article/en-us/yuwad5 View and download files in a space: https://collaborationhelp.cisco.com/article/en-us/bm2zbp Share your screen or application during a meeting or call: SEE BELOW.

Find Search to find people, spaces, messages, and files: https://collaborationhelp.cisco.com/article/en-us/iecbvc Filter by flags, unread, @mentions, and more: https://collaborationhelp.cisco.com/article/en-us/iqq278

Keep track Use flags for follow-up: https://collaborationhelp.cisco.com/article/en-us/9hf3oc

Update the Easily delete mistyped messages or wrong files even after sending. conversation Moderators can delete other people’s messages and files. https://collaborationhelp.cisco.com/article/en-us/rt2wbp Manage Control alerts and notifications to minimize interruptions and see the content you want: notifications https://collaborationhelp.cisco.com/article/en-us/ng7w8cj Source: New Cisco Teams Complete Book

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Common Actions in Teams and Spaces

TEAM SPACE Watch a 1 ½ minute video on Team essentials like how to create a Create a space: team, add people, move a space to a team, and change a team name: https://collaborationhelp.cisco.com/article/en-us/hk71r4 https://collaborationhelp.cisco.com/article/en-us/n3kbxbf Update a space name and add a picture: https://collaborationhelp.cisco.com/article/en-us/ktsmt5 Create a team space: Add people to a space: https://collaborationhelp.cisco.com/article/en-us/nha7emp https://collaborationhelp.cisco.com/article/en-us/n35gqwcb Join a team space: Join a space: Reach out to co-workers or teammates to be added to https://collaborationhelp.cisco.com/article/en-us/l0jhr4 spaces they’re using. Or, start a new space and invite others! Add a team moderator: Add a space to your favorites list: https://collaborationhelp.cisco.com/article/en-us/xuwad5 https://collaborationhelp.cisco.com/article/en-us/8hf3oc Leave a team, be sure to appoint moderator before you leave: Leave a space: https://collaborationhelp.cisco.com/article/en-us/nay3ldv https://collaborationhelp.cisco.com/article/en-us/nek3fbf Archive a team (directions to restore a team available also available): Delete a space (all messages and shared files will be deleted): https://collaborationhelp.cisco.com/article/en-us/qxs4hp https://collaborationhelp.cisco.com/article/en-us/zrj294

Using external tools like Google Drive, MailChimp, Dropbox, or Vbrick Rev? Add an integration or bot to avoid switching in and out of different apps: https://collaborationhelp.cisco.com/article/en-us/n0qp3oeb For more help, visit the Team landing page: https://collaborationhelp.cisco.com/landing/ld-n0bl93g/ccf67e90b14b11e8aaa7c3ce18e7693d#0ea85f04ddb311e8af2fe3ee8952981e

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Meeting in Webex Teams Make meeting and scheduling easier with Webex Teams. Share an agenda or other files in a Space before you meet and continue communication there after the meeting. Any participant can share their screen for quick collaboration. Record a meeting for later reference or those who cannot attend. Learn the basics of meeting in Webex Teams: https://collaborationhelp.cisco.com/article/en-us/nohby2c Start, Schedule, Join a meeting Schedule for later from a Webex Teams Space Select the ‘Microsoft Outlook’ option at Automatically add the email address of everyone in the space. https://collaborationhelp.cisco.com/article/en-us/nu5w9x3 Schedule a Webex Meeting from your calendar Add @webex:space to the Location in your Outlook calendar invite. https://collaborationhelp.cisco.com/article/en-us/nwtulzs Start an instant meeting https://collaborationhelp.cisco.com/article/en-us/nyrqyyw Join a scheduled meeting from Meetings https://collaborationhelp.cisco.com/article/en-us/nmegiuz Other ways to join a meeting (mobile, email invite, etc.) https://collaborationhelp.cisco.com/article/en-us/njmhfgbb Join using your phone https://collaborationhelp.cisco.com/article/en-us/rg0uap Common meeting activities

Record a meeting https://collaborationhelp.cisco.com/article/en-us/n0st9z6 Mute your audio https://collaborationhelp.cisco.com/article/en-us/ik71r4 Make someone else the host https://collaborationhelp.cisco.com/article/en-us/nqb6drm Mark up a shared screen https://collaborationhelp.cisco.com/article/en-us/ny9hlueb Turn off video (video automatically turns on upon joining) https://collaborationhelp.cisco.com/article/en-us/nhyyrhz Let someone into your meeting https://collaborationhelp.cisco.com/article/en-us/3gt73c Share (screen, application, files) during a meeting https://collaborationhelp.cisco.com/article/en-us/i62jfl Remove someone from a meeting https://collaborationhelp.cisco.com/article/en-us/kyhcmd Lock or unlock your meeting https://collaborationhelp.cisco.com/article/en-us/zcvgyc

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