• IT@UC Knowledge Base

 WebEx Frequently Asked Questions

 Frequently asked questions regarding the University's WebEx web conferencing service.

     ·    What is WebEx?
     ·    What is a WebEx Meeting?
     ·    Why would I use WebEx?
·    How do I access it / where to find?
·    Who can access WebEx now?
·   How do I access WebEx?
·    Can students host meetings?
·    How do participants join a WebEx meeting?
·    Can I record my meetings? Can I keep my recordings?
·    Can I use WebEx for virtual office hours?
·    Can I phone-in to a WebEx meeting?
·    What is the difference between a host, presenter and participant?
·    Host Best Practices While Using WebEx
·    Sample syllabus statements for courses using WebEx regularly
·   Managing Distractions
Q: What is WebEx?
: WebEx is a web conferencing environment which lets participants collaborate and interact in an online environment.

Q: What is a WebEx Meeting?

A.    A WebEx meeting is the core functionality of WebEx. It is essentially an online meeting between the participants using WebEx conferencing software and the host. The meetings can be audio-only with the option to share a web-cam, whiteboard, screen and application sharing.

Q: Why would I use WebEx?

A: WebEx can essentially be used to perform any meeting activity online. Some of the common uses of WebEx are as follows. It should be noted that WebEx is not limited to only the following uses and have a wide range of applications.
   ·    Teaching online (including on snow days)
   ·    Virtual Office hours and Advising, co-op meetings/reviews, interviewing, and dissertation reviews
   ·    Full-class discussion
·    Guest speakers
·    Students Review of Session
·    Student presentations
·    Peer Reviews
·    Student Group Work
·    Panel discussions
·    In-Class Share
·    Testing and Assessment
·    Physical accessibility
·    Synchronous teaching with combination of classroom and distance students


Q: Who can access WebEx now?

A: The following groups have access to WebEx
    ·    Full and Part-time Faculty 
    ·    Students
    ·    Active UC Staff members
    ·    College of Medicine Faculty


QHow do I access WebEx?

A: Students, staff, and faculty members can always access WebEx through any web browser by going to Canopy (http://canopy.uc.edu) and clicking on the WebEx Tile.

Q: Do participants of a WebEx meeting need to have a WebEx account?
No. Only the host of the meeting needs to have a WebEx account to start the meeting. 


Q: Can students host meetings?
A: Yes. Students can host WebEx meetings and have up to 8 participants in their meetings. The student host and participants will use computer audio (VoIP) to connect to the audio portion of a student-hosted meeting. 

*Note: phone-in option is not available for student-hosted meetings.


Q: How do participants join a WebEx meeting?
A: There are two types of WebEx meetings, Personal Room meetings and Scheduled Meetings. Personal Room meetings have a dedicated url that remains the same and is unique to that host. For quick meetings with colleagues or virtual office hours, just send participants your Personal Room meeting link. Scheduled Meetings are for more formal meetings. After you create a scheduled meeting, you are emailed an invitation that you can send to your participants. If you have a meeting invite, click on the “Join the Meeting” link and log in to the meeting. For more information on joining a meeting click 

Q: Can I record my meetings? Can I keep my recordings in WebEx?
A:  Yes. Meeting hosts (and faculty researchers restricted by export control) have the ability to record meetings with WebEx. Recordings are transferred to Kaltura in 24-48 hours.

Q: Can I use WebEx for virtual office hours?
A: Yes. WebEx has personal rooms which have a dedicated URL that faculty can send to students in an email or link to it in Blackboard. For more information on personal rooms click 

Q: Can I phone-in to a WebEx meeting?
A: Yes. The preferred method of connecting to the meeting via audio would be computer audio (VoIP). If participants are not using a computer or device, or if they are having issues connecting with computer audio, then the phone-in option is available.  The phone-in number is a toll-number so long distance charges may apply for host and participants who dial-in.

      NOTE:  A phone-in option is not available for student-hosted meetings.


Q: What is the difference between a host, presenter and participant?
A: In WebEx, the user that started the meeting is always the host by default. Hosts can assign privileges to all users attending a meeting. This includes muting and unmuting participants’ audio, and by default the host is the presenter. Participants can be assigned the presenter role while the meeting is being held.  Presenters have control over the application, screen, and resource sharing areas. Participants in a WebEx meeting are able to chat, participate in audio and video discussions, but cannot control the meeting unless given presenter or host privileges.  

Host Best Practices While Using WebEx:
1.  At the beginning of every session, start with some meeting management statements/ground rules
    For example:
·    All participants should mute their mics unless they want to talk
·    All participants should have chat open so they can read  and send chats if needed

2.  Before hosting a WebEx meeting, make sure that you have reviewed all the steps for how people need to connect their computer audio and send those steps to participants ahead of time (available in the WebEx Requirements for Students Guide)

3.  If you are recording a session, the following script can be announced at the start of the session:

“Our session today will be recorded and available for students in this course. For this reason, please do not use restricted data such as individuals’ names in combination with their health, financial, grades or other sensitive information.”

Sample syllabus statements for courses using WebEx regularly:

Please note you are expected to use the core rules of netiquette during all aspects of our course – please see http://www.albion.com/netiquette/index.html for details. 


Managing Distractions:
   Greet a late arrival when appropriate, but keep the meeting going
      b.  Have a “cut-and-paste” chat message explaining that participants will have access meeting notes, chat, or the meeting recording later if they need to review what they missed.
      c.   Ask participants to mute their audio.
      d.   Ask that sidebar conversations be taken offline. You can do this through both audio and private chat.

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