WebEx at USask

WebEx is a campus wide, centrally-supported web conferencing solution that enhances productivity in the workplace by providing rich online environments for collaboration.

 

How are you using WebEx today

 

I am a participant

When you need to choose how you connect to audio in a meeting, keep in mind that all options other than 'Use computer audio' and 'Don't connect audio' come at a cost. 

Use computer for audio—(free)Whenever possible choose this option. Use your computer with a headset or speakers. This is the default audio connection type. (You can change which headset, speakers, and microphone are being used later.)

Don't connect audio(free)You won't hear any audio in the meeting through your computer or phone. Use this option if you're in the meeting room but want to use your computer to share content in the meeting.

 

All other methods have a cost associated with their use. Please use these options only when neccessary. 

Call in local—($$)Use the local number displayed to dial in from your phone when the meeting starts.

Call me—($$$)Enter or select the work or home phone number that you'd like the meeting to call.

Call in toll-free—($$$$)Use the toll-free number displayed to dial in from your phone when the meeting starts. *Use only if other call methods are not possible.

When you join a meeting for the first time, you're prompted to download the installer file to install the desktop app on your computer.

If you can't (or don't want to) download the installer, you can still join the meeting using the web app instead. You don't need to install anything using the web app, and it launches in your web browser.

Web App - usask.webex.com

Tip: If you don't have an account, you can still join the meeting as a guest.

You can join a meeting, even if you are not a USask member.

You can follow the instructions below on how to join a meeting from an email or from the WebEx site and participate as a guest.

When you join a meeting for the first time, you're prompted to download the installer file to install the desktop app on your computer.

If you can't (or don't want to) download the installer, you can still join the meeting using the web app instead. You don't need to install anything using the web app, and it launches in your web browser.

Web App - usask.webex.com

1. When you receive an email invitation to a Webex meeting, it'll look something like this.

WebEx email invitation

2. Tap or click the green Join button. 

Join button

3. To attend the meeting without downloading anything, click on Join from your browser.

If you'd like to download the WebEx app to your computer, click the installer file to install the Cisco Webex Meetings app. On Windows, click Webex.exe. On Mac, click Webex.pkg.

download-screen1.png

4. Enter your name and email address and click Next

5. Enter the meeting password (from the email invitation), if necessary, and click Next. 
**Not every meeting will have a password. 

6. Choose how you want to connect to the meeting audio, mute or unmute your microphone, and turn your video on/off before you join a meeting. 

More on audio/video settings here

7. Click Join Meeting

Join meeting

1. Go to usask.webex.com

2. Click on the search bar and enter one of the options to search for the meeting. You can search by Personal Room ID, 9-digit meeting number. (This information can be found in your email invitation.)

Join a Meeting

3. Enter the meeting password (from the email invitiation), if necessary, and click Next. 
**Not every meeting will have a password. 

4. Choose how you want to connect to the meeting audio, mute or unmute your microphone, and turn your video on/off before you join a meeting. 

More on audio/video settings here

5. Click Join Meeting

Join Meeting

Each meeting can have only 1 host at a time. By default, the host is the organizer of the meeting. This person can optionally choose to allow others to host on their behalf if they end up unable to attend a meeting that they created. To do this, they send the Host Key (generated upon meeting creation) and send this to the participant who will be acting as host.

Once they have a host key, the participant who is taking over as host would do the following:

  1. Join the meeting as a participant.  

Note: If the meetings was not scheduled with the option to allow participants to join early, you will need to wait for the scheduled start time of the meeting in order to join.

  1. Once you are joined in, click on the Participant menu or the ... button along the bottom of the page (depending on how you're accessing WebEx), then select Reclaim Host Role.

  2. Enter the Host Key in the text box, then click OK.

You will now be the host, which means you can do everything a host can. This also means that now others will be able to join and participate in the meeting without requiring the organizer's attendance.

When you join a meeting, you will be prompted to set your audio/video settings before you enter the meeting space.

In the web app:

1. Before you join the meeting, select how you would like hear the audio in the meeting.

call-audio.png

Use computer for audio—(free)Whenever possible choose this option. Use your computer with a headset or speakers. This is the default audio connection type. (You can change which headset, speakers, and microphone are being used later.)

Don't connect audio(free)You won't hear any audio in the meeting through your computer or phone. Use this option if you're in the meeting room but want to use your computer to share content in the meeting.

 

All other methods have a cost associated with their use. Please use these options only when neccessary. 

Call in local—($$)Use the local number displayed to dial in from your phone when the meeting starts.

Call me—($$$)Enter or select the work or home phone number that you'd like the meeting to call.

Call in toll-free—($$$$)Use the toll-free number displayed to dial in from your phone when the meeting starts. *Use only if other call methods are not possible.

 

2. To select your audio devices (microphone and speakers) click Settings.

speaker-mic-level.png

Here, you will be able to select and test any devices that are connected to your computer. (If you see the lines light up blue on the microphone meter, your voice is being picked up.)

If you want to join the meeting with your audio muted, click on the microphoneIf you want to join the meeting with your video turned off, click on the video camera. (If you are using video, you should be able to see a preview in the window.) 

mic-video-start.png

You'll see Unmute my microphone when your microphone is muted. Click Unmute my microphoneUnmute my microphone when you want to speak in the meeting.

 

You'll see Turn on my video when your video is turned off. Click Turn on my video Turn on my video when you want to show your video.

 

From the desktop app:

1. Before you join the meeting, select how you would like hear the audio in the meeting.

av-audio-setting-desk.png

Use computer for audio—(free)Whenever possible choose this option. Use your computer with a headset or speakers. This is the default audio connection type. (You can change which headset, speakers, and microphone are being used later.)

Don't connect audio(free)You won't hear any audio in the meeting through your computer or phone. Use this option if you're in the meeting room but want to use your computer to share content in the meeting.

 

All other methods have a cost associated with their use. Please use these options only when neccessary. 

Call in local—($$)Use the local number displayed to dial in from your phone when the meeting starts.

Call me—($$$)Enter or select the work or home phone number that you'd like the meeting to call.

Call in toll-free—($$$$)Use the toll-free number displayed to dial in from your phone when the meeting starts. *Use only if other call methods are not possible.

 

2. To select your audio and video devices (microphone and speakers) click use the dropdown menu or click on More options .

audiovideo-connection-desktop.png

Here, you will be able to select and test any devices that are connected to your computer. (If you see the lines light up blue on the microphone meter, your voice is being picked up.)

audio-settings-desktop.png

Once you have entered the meeting, you can mute your microphone or video. When you hover your mouse inside the meeting window, the taskbar will appear.

taskbar.png

You'll see Unmute my microphone when your microphone is muted. Click Unmute my microphoneUnmute my microphone when you want to speak in the meeting.

If you need to adjust your audio or video options once you are already in the meeting room, you will need to start with the more options button in the panel at the bottom of the meeting screen. 

From the web app:

1. When you hover your mouse inside the meeting window, the taskbar will appear. Click on ... (more options).

more-options.png

2. Select Speaker, microphone, and camera

speaker-mic-camera.png

3. You can change what devices are being used, test speakers, and adjust your microphone levels. (If you see the lines light up blue on the microphone meter, your voice is being picked up.)

test-adjust.png

 

From the desktop app:

1. When you hover your mouse inside the meeting window, the taskbar will appear. Click on ... (more options).

more-options.png

2. Select Audio Connection.

audio-connection-desktop.png

3. You can change what devices are being used, test speakers, and adjust your microphone levels. 

adjusst-volume.png

You can visit a meeting room in advance to test functionality and learn where things are. 

To join a test meeting:

  1. Click on the following link: https://www.webex.com/test-meeting.html.
  2. Enter your Name and Email Address, then click the Test a Meeting button.
  3. Choose how you want to connect to the meeting audio, mute or unmute your microphone, and turn your video on/off before you join a meeting. 

     More on audio/video settings here.

  4. Click Join Meeting

    join-test-meeting.png
  5. This is followed by a dialog box stating 'The host has not yet joined the meeting'.
    Click OK to close the dialog box.
  6. From the main screen, you can test your audio/video levels (More on audio/video settings here.), practice sharing your content, and explore settings options. 

    test-meeting-screen.png
  7. 1. When you hover your mouse inside the meeting window, the taskbar will appear. To close the test meeting, click the X in the taskbar at the bottom of the screen to leave. 

    leave-meeting.png
  8. Confirm you wish to leave the meeting by clicking Leave Meeting

USask Services

Contact: Help and Services portal

Cisco WebEx Services

(Available 24 hours a day, 7 days a week.)
U.S. and Canada Toll-Free 1-866-229-3239
International Toll +1 408-906-1155

I am a host

When you need to choose how you connect to audio in a meeting, keep in mind that all options other than 'Use computer audio' and 'Don't connect audio' come at a cost. 

Use computer for audio—(free)Whenever possible choose this option. Use your computer with a headset or speakers. This is the default audio connection type. (You can change which headset, speakers, and microphone are being used later.)

Don't connect audio(free)You won't hear any audio in the meeting through your computer or phone. Use this option if you're in the meeting room but want to use your computer to share content in the meeting.

 

All other methods have a cost associated with their use. Please use these options only when neccessary. 

Call in local—($$)Use the local number displayed to dial in from your phone when the meeting starts.

Call me—($$$)Enter or select the work or home phone number that you'd like the meeting to call.

Call in toll-free—($$$$)Use the toll-free number displayed to dial in from your phone when the meeting starts. *Use only if other call methods are not possible.

An instant (personal room) meeting is a meeting that has not been scheduled and happens on the fly. This meeting type uses the same web address for every meeting, so can be joined by any previous partipants at any time.

If you require a more secure meeting environment, schedule a meeting instead. 

To start an instant meeting: 

From the web app:

  1. Go to usask.webex.com and sign in using your NSID and password.
  2. Click start a meeting. (The down arrow allows you to choose if you would like to start the meeting in the web app or the desktop app.)
    start-a-meeting.png
  3. Choose how you want to connect to the meeting audio, mute or unmute your microphone, and turn your video on/off before you join a meeting. 

    More on audio/video settings here

  4. Click Start meeting.

    start-meeting-instant.png
  5. Click on the i.png in the top left-hand corner of the meeting screen. 
  6. Copy the meeting link, number, or phone numbers and forward them to your meeting participants using email or chat. i-menu.png
  7. Once the participants have joined you can start the meeting. 

From the desktop app:

  1. Open the desktop app. 
  2. Click Start Meetingdesk-start-meet.png
  3. Choose how you want to connect to the meeting audio, mute or unmute your microphone, and turn your video on/off before you join a meeting. 

    More on audio/video settings here.

  4. Click Connect Audioaudiovideo-connection-desktop.png
  5. Open the participants menu.
  6. Select invite and remind

    participants-menu.png
  7. Select how you would like to invite participants and enter the appropriate information before clicking send. invite-and-remind.png
  8. Once the participants have joined you can start the meeting. 

To schedule a meeting:

In the web app:

  1. Go to usask.webex.com
  2. Click Schedule.schedule.png
  3. Enter a meeting topic or title. 
  4. Select the date, time, and meeting length.  
  5. Add email addresses of attendees.
  6. Optional: You can adjust the audio connection settings, add an agenda, or set scheduling preferences by clicking Show advanced options

    schedule-meeting-online.png
  7. Click Schedule to send invitations and set up meeting.

 

In the desktop app:

  1. Open the desktop app. 
  2. Click on the calendar iconcalendar-icon.png
  3. You will see your current Outlook schedule displayed. Click on the plus buttonplus-button.png
  4. Enter a meeting title or topic. 
  5. Add email addresses of required and optional attendees. 
  6. Select the date and time for the meeting. 
  7. Click Send

    desktop-schedule-template.png

 

From the desktop Outlook Email app:

  1. Open the desktop Outlook email app. 
  2. Click on Schedule Meeting in the top navigation ribbon. 

    webex-outlook.png
  3. Enter a meeting title or topic. 
  4. Add email addresses of required and optional attendees. 
  5. Select the date and time for the meeting. 
  6. Click Send

    desktop-schedule-template.png

If you are the host of a meeting, you must open the meeting before attendees will be able to enter the meeting space.

It is recommended to open the meeting space 10 minutes before your scheduled meeting time to allow participants to get logged in, adjust their audio/video settings, and be ready to participate at the scheduled meeting time. 

From your Outlook calendar

  1. Open your Outlook calendar.
  2. Click on the meeting in your calendar. 
  3. Click Join meeting to launch your meeting in WebEx.

    join-meeting-scheduled-email.png
  4. Choose how you want to connect to the meeting audio, mute or unmute your microphone, and turn your video on/off before you join a meeting. 

     More on audio/video settings here

  5. Click on Connect Audio

From web app

  1. Go to usask.webex.com
  2. Click on the meetings tab in the left-hand navigation. 

    meeting-left-nav.png
  3. If your meeting is scheduled to start soon, the 'start' button will be visible. Click Start. 

    start-meeting.png
  4. Choose how you want to connect to the meeting audio, mute or unmute your microphone, and turn your video on/off before you join a meeting. 

    More on audio/video settings here

  5. Click Start meeting.


From desktop app

  1. Click on the calendar icon. calendar-icon.png
  2. If your meeting is scheduled to start soon, the 'join' button will be visible in the displayed calendar. Click Join.

    desktop-schedul-join.png
  3. Choose how you want to connect to the meeting audio, mute or unmute your microphone, and turn your video on/off before you join a meeting. 

    More on audio/video settings here.

  4. Click on Connect Audio. 

 

When you join a meeting, you will be prompted to set your audio/video settings before you enter the meeting space.

In the web app:

1. Before you join the meeting, select how you would like hear the audio in the meeting.

Call Audio

Use computer for audio—(free)Whenever possible choose this option. Use your computer with a headset or speakers. This is the default audio connection type. (You can change which headset, speakers, and microphone are being used later.)

Don't connect audio(free)You won't hear any audio in the meeting through your computer or phone. Use this option if you're in the meeting room but want to use your computer to share content in the meeting.

 

All other methods have a cost associated with their use. Please use these options only when neccessary. 

Call in local—($$)Use the local number displayed to dial in from your phone when the meeting starts.

Call me—($$$)Enter or select the work or home phone number that you'd like the meeting to call.

Call in toll-free—($$$$)Use the toll-free number displayed to dial in from your phone when the meeting starts. *Use only if other call methods are not possible.

 

2. To select your audio devices (microphone and speakers) click Settings.

speaker-mic-level.png

Here, you will be able to select and test any devices that are connected to your computer. (If you see the lines light up blue on the microphone meter, your voice is being picked up.)

If you want to join the meeting with your audio muted, click on the microphoneIf you want to join the meeting with your video turned off, click on the video camera. (If you are using video, you should be able to see a preview in the window.) 

mic-video-start.png

You'll see Unmute my microphone when your microphone is muted. Click Unmute my microphoneUnmute my microphone when you want to speak in the meeting.

 

You'll see Turn on my video when your video is turned off. Click Turn on my video Turn on my video when you want to show your video.

 

From the desktop app:

1. Before you join the meeting, select how you would like hear the audio in the meeting.

av-audio-setting-desk.png

Use computer for audio—(free)Whenever possible choose this option. Use your computer with a headset or speakers. This is the default audio connection type. (You can change which headset, speakers, and microphone are being used later.)

Don't connect audio(free)You won't hear any audio in the meeting through your computer or phone. Use this option if you're in the meeting room but want to use your computer to share content in the meeting.

 

All other methods have a cost associated with their use. Please use these options only when neccessary. 

Call in local—($$)Use the local number displayed to dial in from your phone when the meeting starts.

Call me—($$$)Enter or select the work or home phone number that you'd like the meeting to call.

Call in toll-free—($$$$)Use the toll-free number displayed to dial in from your phone when the meeting starts. *Use only if other call methods are not possible.

2. To select your audio and video devices (microphone and speakers) click use the dropdown menu or click on More options .

audiovideo-connection-desktop.png

Here, you will be able to select and test any devices that are connected to your computer. (If you see the lines light up blue on the microphone meter, your voice is being picked up.)

audio-settings-desktop.png

Once you have entered the meeting, you can mute your microphone or video. When you hover your mouse inside the meeting window, the taskbar will appear.

taskbar.png

You'll see Unmute my microphone when your microphone is muted. Click Unmute my microphoneUnmute my microphone when you want to speak in the meeting.

If you need to adjust your audio or video options once you are already in the meeting room, you will need to start with the more options button in the panel at the bottom of the meeting screen. 

From the web app:

1. When you hover your mouse inside the meeting window, the taskbar will appear. Click on ... (more options).

more-options.png

2. Select Speaker, microphone, and camera

speaker-mic-camera.png

3. You can change what devices are being used, test speakers, and adjust your microphone levels. (If you see the lines light up blue on the microphone meter, your voice is being picked up.)

test-adjust.png

 

From the desktop app:

1. When you hover your mouse inside the meeting window, the taskbar will appear. Click on ... (more options).

more-options.png

2. Select Audio Connection.

audio-connection-desktop.png

3. You can change what devices are being used, test speakers, and adjust your microphone levels. 

adjusst-volume.png

 

 

As the host, you will automatically be made the host and presenter when you enter the meeting. 

You can pass these role permissions to other participants in the meeting.

**If you are the host of a meeting and you need to leave before the meeting is over, you will have to assign the host role to another partcipant before you will be able to leave the meeting. 

In the web app:

  1. When you hover your mouse inside the meeting window, the taskbar will appear. Click on ... (more options).
  2. To change a participant's role, place the cursor over the participant's name in the participant list to reveal additional options.

    hover
  3. Click on the ... button and then select the role you wish to assign, presenter or host. 

    web-change-role.png
  4. The participant will now have their new role listed beside their name. 

    now-host.png

**You can also make a participant a presented by clicking and holding the blue presenter ball beside your name in the participant list.               

 click and dragDrag and drop it on to the particpant you wish to grant presenter permissions to. 

 ball moved

In the desktop app:

  1. When you hover your mouse inside the meeting window, the taskbar will appear. Click on ... (more options).
  2. To change a participant's role, right click on a participant's name in the participant list. Click on Change Role To and select the role you wish to assign them.

    right click
  3. The participant will now have their new role listed beside their name. 

    now-host.png

**You can also make a participant a presenter by clicking and holding the blue presenter ball beside your name in the participant list.               

 click and dragDrag and drop it on to the particpant you wish to grant presenter permissions to. ball moved

 

Hosts are responsible for starting and stopping the meeting.

To record a meeting from the web app OR desktop app: 

  1. When you hover your mouse inside the meeting window, the taskbar will appear. Click on the recorder button in the taskbar, then click on record

    recorder.png
  2. You can pause or stop the recording at anytime by clicking on the Recorder button and clicking on Pause or Stop

    pause-stop.png

Recordings will not show in the listing immediately after a meeting. It can take up to 12 hours for the video to processed and uploaded. 

To access a meeting recording:

In the web app:

  1. From the left-hand navigation bar, click on Recordings.

    recordings-web-left-nav.png
  2. Click on the recording name to view the recording. 

    web-recording-listing.png
  3. You can also download, share, or edit/delete the video using the buttons to the right of the recording information. 

 

In the desktop app:

  1. Click the recording button. recording-desktop-button.png

  2. Click on the recording title to view the recording.

    recording-listing-desktop.png
  3. You can also email, download, or edit/delete the video using the buttons to the right of the recording information. 

You can share multiple types of content with the participants of your meeting. 

While in the meeting,

To share your desktop screen (from the web OR desktop app):

  1. Make sure you have closed any programs or webpages that you don’t want to share for privacy, security, or audience distraction reasons.
  2. When you hover your mouse inside the meeting window, the taskbar will appear. Click the Share Content button at the bottom of the meeting window. 

    share-content.png
  3. Select Screen

    share-content-options.png
  4. Select which screen you wish to share with your participants. 

    share-screen.png
  5. Your entire screen will be shared with the group instantly and you will see this message at the bottom of the screen you are sharing. 

    sharing-your-screen.png
  6. Click Stop Sharing to end the screen share. 


To share a specific application:

  1. Make sure you have closed any programs or webpages that you don’t want to share for privacy, security, or audience distraction reasons.
  2. When you hover your mouse inside the meeting window, the taskbar will appear.C lick the Share Content button at the bottom of the meeting window. 

    share-content.png
  3. Select Application

    share-content-options.png
  4. Select which application you wish to share with your participants. 

    application-share.png

  5. Your entire screen will be shared with the group instantly and you will see this message at the bottom of the screen you are sharing. 

    sharing-your-screen.png
  6. Click Stop Sharing to end the screen share. 

 

 

USask Services

Contact: Help and Services portal

Cisco WebEx Services

(Available 24 hours a day, 7 days a week for current customers only.)
U.S. and Canada Toll-Free 1-866-229-3239
International Toll +1 408-906-1155