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Using Personal Rooms

Your Personal Room is a virtual conference room that you can use whenever you need to meet with people in a place that is easy to remember and find. The link to your meeting location never changes, so your colleagues always know where your meetings are held.

Overview of Personal Rooms

Welcome to your Personal Room

Host accounts can be set up to include a Personal Room (PR). Personal Rooms allow you to hold instant meetings at any time with the same meeting settings and join link.

Your Personal Room address is unique to you - the default configuration includes your WebEx userid, as well as the WebEx site name, for example, Prateek Thomas' Personal Room is: https://sitename.webex.com/join/pthomas.

Your Personal Room also provides you with a virtual waiting room, or lobby. This is where attendees wait if they try to join a meeting that has not started, or if you have locked your Personal Room after the meeting begins.

Personal Rooms for WebEx Meeting Center have the following features:

  • A unique link with a Meeting Number that does not change
  • Ability to customize the layout and personal image
  • Ability to Lock/Unlock room
  • Hosts manage the attendees waiting in the lobby, and are notified if attendees are waiting in the lobby
  • Assign an Alternate Host

Personal Rooms are available to all Meeting Center Hosts.

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Inviting Participants

Participants can be invited to meetings by:

  • using Meet Now (if configured to use Personal Rooms) or Schedule Meeting (from Outlook calendar or Productivity Tools icons), or
  • sharing link with users e.g. in IM or as part of email signature.

Meet Now

If your Meet Now is configured to use Personal Rooms (default setting) you can click the 'Meet Now' icon on the Outlook ribbon (requires Productivity Tools). This opens your Personal Room meeting and you can invite attendees directly from there using Invite and Remind (see steps 4 - 6 in next section for details).

Inviting Attendees from within your Personal Room

A simple way to join a Personal Room meeting is for the host to send an invitation email to the attendees.

  1. Host Logs in (or can be already logged in) to their WebEx site
  2. Select My Personal Room or type in your Personal link on the browser
  3. Select Start Meeting
  4. Select Invite and Remind
  5. Type attendee email address in the 'Invitees' box. Email addresses must be separated by semicolon [;] or comma [,]
  6. Click Send
  7. Personal Room - Invite attendees

Scheduling a Personal Room Meeting through Outlook

To schedule your Personal Room meetings in Outlook for Windows:

  1. Open Microsoft Outlook.
  2. From the Home tab, click on the Schedule Meeting drop-down arrow, then select Schedule Personal Room Meeting. The Personal Room - Meeting scheduling window appears.
    Schedule Meeting - Schedule Personal Room Meeting from Outlook
  3. Add your meeting attendees in the To field.
  4. Set the date and time for your meeting in the Start Time and End Time fields.
  5. Click Send. The 'Communicating with server' message appears.

Your meeting is now scheduled and invitations are sent.

Using Personal Link

Finding your Personal Link

For example 'https://sitename.webex.com/join/pthomas'
The link is shown in 'My Personal Room' which should be selected from 'My WebEx'

  1. Log in to your WebEx web site. (example: https://sitename.webex.com)
  2. Click on My WebEx on the top pane
  3. Click on My Personal Room on the left pane
  4. Click on More Ways to Join center of screen

The Personal Room meeting details are shown in the 'More ways to join' pop-up box.

Personal Room - Personal link

Sharing your personal link

This link can be pasted into Instant Messages and/or put into your email signature.

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Joining a Personal Room Meeting as a Host

Join your Personal Room Meeting using any of these methods:

Using Meet Now

In Outlook, click the Meet Now icon in the ribbon. Your Personal Room meeting will open. Requires Productivity Tools.

From WebEx Site

  1. Login to WebEx site (if not already logged in)
  2. Select Start Meeting

From Meeting Invite

If you previously scheduled your meeting within WebEx, you had the option to send a copy of the meeting inivitation to yourself. If you did so, you can open that invite now and click the same 'join the meeting' link that your attendees would use. If you're logged into your WebEx site, the meeting will start. Otherwise you will be asked to login to your account first.

Via Personal Link

  1. Enter your Personal Link in a browser, e.g. https://sitename.webex.com/join/pthomas
  2. Select 'Log in' from top right corner of screen
  3. Enter your login details
  4. Select Start Meeting
Personal Room - Start meeting

TIP: Host Information:

If you scheduled your meeting within Outlook (requires Productivity Tools) you can open the meeting in your Outlook calendar and select the Host Information icon in the WebEx group of the ribbon. This displays your host information, such as the host key, host pin, audio pin, or host access code, depending on the meeting type.

Host Information popup

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Joining a Personal Room as an attendee

Note: Depending on the WebEx site settings, if the host has not arrived you will be waiting in the lobby. Otherwise, you will enter the meeting.

From a WebEx invite

A simple way to join a Personal Room meeting is for the host to send an invitation email to the attendees. The invitation email includes a link to the Personal Room meeting:

Personal Room - email invitiation

After clicking or entering the link in your browser, you will then be prompted to enter your name and email address and can then select Join Meeting.

Personal Room lobby

Selecting link from IM / Email signature

The host may share the link by sending via IM or referring you to their email signature.

The link will have the following format: 'https://sitename.webex.com/join/pthomas'

After clicking or entering the link in your browser, you will then be prompted to enter your name and email address and can then select Join Meeting.

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Schedule a Personal Room meeting with an Alternate Host

Use alternate hosts when you want to allow another host from your WebEx site to start and run your meeting. The alternate host has all of the privileges of the host within the meeting, but can't edit or delete the meeting.

  1. Log in to your WebEx web site.
  2. Click My WebEx, then click on the Preferences link on the left side of the page.
  3. Expand the My Personal Room section.
  4. In the Alternate host section, check the box Let others host my Personal Room meetings without me.
  5. Select Allow anyone with an account on this site to be an alternate host for my Personal Room meetings.
    Or
    Select Let me choose alternate hosts for my Personal Room meetings: Choose Alternate Host for Personal Room meetings
  6. Enter the email address or username, then click Enter on your keyboard.
  7. Click on the Save button.

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Start a Personal Room meeting as an Alternate Host

If another host has designated you as an alternate host under their Personal Room preferences and invited you to their Personal Room meeting, you may start the meeting without them being present.

  1. Log in to your WebEx web site.
  2. Enter the Personal Room URL for the person whose meeting you will be hosting.
  3. Click on the Start Meeting button.
  4. Start a Personal Room meeting as an Alternate Host

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Host Settings

To view your Personal Room page

  1. Log in to your WebEx Host account. (example: https://sitename.webex.com)
  2. Click the My WebEx button on the top navigation bar
  3. Click on My Personal Room on the left navigation bar

The 'Personal Room' page appears.

Meet Now Settings

The default setting is to use the Personal Room when starting a meeting with 'Meet Now'.

Removing Use of Personal Room from Meet Now

If you want to your Meet Now meetings to use a unique link and not your Personal Room link then disable 'Use Personal Room for all my instant meetings' on your host account:

  1. Log in to your WebEx web site. (example: https://sitename.webex.com)
  2. Click on My WebEx on the top pane
  3. Click on Preferences on the left pane
  4. Click on "Meet Now" Settings
  5. Uncheck the box for 'Use Personal Room for all my instant meetings'
  6. Scroll to the bottom of the page and click Save
    Personal Room preferences

Note: When you enable 'Use Personal Room for all my instant meetings', you cannot make any edits to the Meeting Information and Audio Connection, as these settings will be pulled directly from My Personal Room.

Adding a Picture to your Personal Room

To upload a picture to your profile:

  1. Login to your WebEx host account. (example: https://sitename.webex.com)
  2. Click the My WebEx button, then click My Profile from the left side menu.
  3. Under 'Personal Information' section, click on the Upload link.
    The 'Upload Photo' window appears:
    Personal Room - upload photo
  4. Follow the onscreen instructions to either Upload an existing photo file, or if you have a webcam, click on the Take Photo button to add a webcam snapshot.
  5. If you choose to upload a photo, find the image on your computer, then click the Open button.

Note: You can click-and-drag the image to reposition it.

Deleting or Changing a Picture

To delete your current profile picture:

  1. Login to your WebEx Host account. (example: https://sitename.webex.com)
  2. Click the My WebEx button, then click My Profile from the left side menu.
  3. Under 'Personal Information' section, click on the Remove link.
    The 'Are you sure you want to delete your photo?' window appears.
  4. Click on the OK button.

To change your profile picture from My Personal Room:

  1. Login to your WebEx Host account. (example: https://sitename.webex.com)
  2. On the 'Home' tab, you can mouse over the current picture, then click Change,
    Personal Room - change photo
    - OR -
  3. Click the My WebEx button, then click My Profile from the left side menu.
  4. Under 'Personal Information' section, click on the Upload link.
    The 'Upload Photo' window appears
  5. Follow the onscreen instructions to either Upload an existing photo file, or if you have a webcam, click on the Take Photo button to add a webcam snapshot.

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