Here are some tips for hosting a successful WebEx meeting.
| If you are hosting a WebEx meeting with someone unfamiliar with WebEx, consider sending these tips to participants to help them prepare! |
• Visit Test a WebEx Meeting to ensure that your computer is WebEx-ready with the appropriate downloads and plugins.
• If possible, try accessing the meeting early to ensure you have enough time to connect and make any last minute adjustments to your computer, microphone, or webcam.
• Users tend to have the best voice connection when calling from their computer.
• When joining a meeting, you will have to manually select your call-in method (computer or phone).
• Don’t forget to activate your webcam by clicking the camera button next to your name in the Participants List. After clicking the camera button, you should see another button that says ‘Start My Video.’
• Find a quiet space without disruption so secondary noises (dogs, nature, TV) aren’t picked up and cause audio interference.
Don't see your question in the list below? Try searching Cisco's WebEx Knowledgebase.
How do I upload a WebEx Recording to Moodle?
WebEx Recordings are uploaded to the My Media section of Moodle automatically. Learn how to access videos here.
I didn't receive a meeting invite in my email, so what should I do?
If you did not receive an invite, you can see your meetings by logging into WebEx at www.elon.edu/webex .
My webcam shows a picture but it doesn't look like WebEx has started. What's going on?
After you enter a WebEx session, make sure you select or click the 'Connect from Computer' button in the meeting room.
How many people can I invite to a WebEx session?
Hosts of WebEx events may invite up to 1000 people, though meeting types may limit this to 500. If you believe that you will need a higher capacity for a meeting, please send an email to firstname.lastname@example.org.
Can I invite non-Elon users to participate in a WebEx meeting?
Yes. Anyone with the link or meeting number and password may attend a WebEx Meeting or Event.
How do I sign up for an account?
Your account is automatically created. If you are having sign-in issues, contact the Technology Service Desk at 336-278-5200.
Can I share my screen using WebEx?
Yes, if you are the Host or a Presenter, you have the option to share your desktop, a file or an application with all attendees.
Can I use WebEx from home?
Yes, you may access WebEx from your home Internet connection. You may experience some loss of quality or other issues depending on the speed of the connection.
Can I transfer hosting of a WebEx meeting?
Yes. Please read Cisco's documentation on hosting a meeting or watch this YouTube tutorial.
How do I join a meeting?
Click on the link you received in your email, or sign onto www.elon.edu/webex and enter the Meeting Number. You may or may not be prompted to enter a password.
Should I use a wireless or Ethernet connection when participating in a WebEx?
It depends on the size of your meeting and the number of participants using a single network. Typically, if it is a small conference, wireless will work fine. Otherwise, Ethernet may be a better option.
Can I host a meeting from a mobile device?
Are smartphones and tablets are supported by the WebEx application?
Yes. See Cisco's documentation on the appropriate mobile device type:
Are there limitations on how often I use or schedule a WebEx?
No. You can use WebEx as frequently as you want. However, you cannot have two meetings at the same time.
How do I record a meeting?
You must be a host or presenter to record a meeting. You will know if the feature is available to you if the “Record” button is available to you in the WebEx. Click Record and it will begin to record everything from your perspective. Your recording will automatically be stored under “My Recordings." Please note: only faculty and staff have recording capabilities.
How do I download a recording?
If you need to download a recording, learn more by visiting https://support.webex.com/support/documentation/help/index.htm.
What if I need to distribute a recording?
We recommend you upload your videos to MediaCore for distributing your recordings.
How can I convert recordings to another file format?
Converting a recording to another file format will take an extended amount of time (varies by recording length) and high levels of computer resources. You should only do this if you have plenty of time and will not be performing other work. To learn more, visit Cisco's Recording Conversion documentation.
How much storage space do I have for my recorded meetings?
By default you are given up to 1GB of space.
Where can I find my recorded meetings?
Log into WebEx and click “My Meetings” under “Host a Meeting” on the left-hand navigation.
My Recordings storage is running out. What should I do?
Elon University only has a certain amount of storage allocated through WebEx. If your storage space is running out, you should download recordings to save them and then delete them from your WebEx account.
Can I download or delete my recordings?
Only the owner of the recording is allowed to delete their recordings. You can do so from within the WebEx portal.
Can I edit recordings?
This is only recommended for advanced users. See Cisco's documentation on downloading and using the WebEx Recording Editor, which is required for Note that the Technology Service Desk does not support or troubleshoot this software.
Live video conferencing is a great way to interact with people remotely. Using a simple webcam, you can connect with others around the world to attend a meeting, have a guest lecturer in your class, interview candidates for a job, or keep in touch with your family.
Below are some best practices when using video conferencing.
Before placing your call, check that your computer is setup for video conferencing by performing these tests:
- If your computer does not have a built-in webcam, be sure to attach a webcam and download any necessary drivers and/or updates if prompted.
- If you have questions about using a webcam or microphone, you should be able to run a web search of the product model for more information. Alternatively, see the device's manufacturer's instructions.
- While your wireless network connection may be fast, you will have more reliable results by plugging in directly to an Ethernet port.
- Navigate through the program's menu to find settings for the webcam and microphone. You should be able to preview the camera's picture and test the microphone and speakers.
- To select a different microphone or webcam (if you have plugged in external equipment), use the drop-down menus.
- Most programs offer a test call service that allows you adjust volume levels and hear that your microphone is working. Make sure you have the right microphone and speakers selected. Do this with enough time to troubleshoot if the test call is unsuccessful.
An example of a microphone/webcam preview on a Mac is below. Click the thumbnail for a larger view.
Do a dry run
Connect with your remote participant before the call time to be sure they are also keeping these best practices in mind. If your video conference call is scheduled (an interview or a guest lecturer), it is helpful to perform a test call prior to the event to be sure you are able to connect.
Keep in mind differing time zones. If you are in North Carolina scheduling an 11am conference call with someone in California, it must be clear to both parties there is a 3 hour time difference.
Finally, situate yourself so that light is on your face, not behind you. This ensures that your remote participant can see you clearly. If a bright light is behind you (like a window or lamp), your webcam may try to compensate for the bright light and your video will appear dark.
Classes or meetings
If more than one person is participating in the local side of the call, it can be difficult to position your laptop so everyone is seen in the video. An alternative is to use a free-standing webcam that you can place at the front of the meeting room or classroom. Even if your meeting is with three people, you may want the option of positioning the camera to be able to pick up all participants.
The Video Conferencing Kits in Media Services come with a webcam, USB extension cable, and a stand. Plug the webcam into the extension cable to give you an additional 10 feet from the computer to position the camera. Attach the camera to the stand and use the preview screen in WebEx to frame your shot.