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Overview

Webex Meetings is a video conferencing and telepresence software available to UWF and hosted by Cisco. Users can host and join meetings at uwf.webex.com

Joining a Webex Meeting 

  1. Click the link that was provided for your Webex meeting.  This link will most likely be in an email you received, or posted on a webpage (such as within Canvas).

  2. Press "Sign In" and log into Webex using your UWF credentials in this format: (username@uwf.edu or username@students.uwf.edu)

    sign in button
    field for email address
  3. Click Join Meeting.

    Join Meeting button

Join from Webex email invitation

  1. Click the Join Meeting button in your email invitation.

    Your email invitation appears in one of the following formats, depending on how the host schedules your meeting.

    Scheduled from Webex site:

    invitation from Webex site


    Scheduled from Microsoft Outlook:

    invitation from Outlook

  2. On the Meeting Information page, enter the required information. Select Join.

Join from Webex Portal

Go to MyUWF, login, and open the Cisco Webex app.

Enter either the host's Personal Room ID or the meeting number in the Join a Meeting text box, and click the Join meeting Join meeting icon button.

field for meeting number

You can find the host's Personal Room host ID in the Personal Room URL. For example, if the Personal Room URL is organizationname.webex.com/meet/jparker, the host’s Personal Room host ID is jparker.

You should be able to find the meeting number in your email invitation.  Please note that this number is 9 digits long, and that this number is the same as the access code and the meeting ID.

Scheduling a Webex Meeting 

  1. Access uwf.webex.com. Press "Sign In" and log into Webex using your UWF credentials in this format: (username@uwf.edu or username@students.uwf.edu)

    sign in button

    field for email address
  2. Press Schedule a Meeting.

    Schedule a Meeting link
  3. Enter the information. You may set a password for the meeting if desired. Make sure to enter the email addresses of each student, presenter and facilitator who will be attending the meeting. 

    settings for scheduling a meeting
  4. Click "Schedule" at the bottom of the page (or "Start" if the meeting is about to start). 

  5. Each invitee, as well as the presenter/host, will receive an email stating that they have been invited to a webex video conferencing session. They will need to click the link in the email that was sent to join the meeting at the time the meeting starts.

  6. Your meeting should now be ready for others to join via the email link they were sent when the meeting was set up. Any attendees will also need to install the Cisco Webex extension on their devices.

For more information, please see Getting Started with Cisco Webex Meetings for Hosts.

Starting/Joining a Webex Meeting

  1. Open a web browser (Chrome is preferred).

  2. Locate the email that contains the Cisco Webex meeting information.  All invitees, presenters, and hosts will have received this email, if they were invited using the method described above.  There are other ways for users to join the meeting.

  3. Click the join the meeting link (presenters and hosts will see start your meeting).



  4. If prompted, install the Cisco WebEx Extension.

    Installing Webex extension in Chrome

  5. Continue to Meeting Controls section below.

Meeting Controls

Once a meeting has started, you should screen similar to the following:

Audio and Video Connection screen

For Select Audio Connection, you should have at least three options:

  • I Will Call In– Choose this option if you will use your phone to talk during the Webex session, or if your computer doesn't have working speakers/microphone.
  • Call Using Computer– Choose this option if you will use a USB microphone to talk during the Webex session.
  • No Audio– Choose this option if you will not speak during the Webex session.  You will still be able to listen to the session, so long as you have working speakers.

For Select Video Connection, you should have at least two options:

  • "Your camera name" – Choose this option if you want to stream your webcam during the Webex session.
  • No Video – Choose this option if you do not have a working webcam, or you do not want to stream your webcam during the Webex session.

You should now see the screen below:
live meeting

  • Hosts should see the key icon at the upper left corner.  Clicking this icon will lock/unlock the meeting. When participants attempt to join a locked meeting, they will be placed into the meeting's "waiting room," and the host will be notified that someone is in the waiting room.

    LockedUnlocked

    locked icon

    unlocked icon

  • Clicking the information icon at the upper left will allow you to view the meeting details.

The bottom bar will display a few buttons you can use to control the meeting:

recording device icon

share screen icon

record icon

icon for viewing and inviting participants

chat icon

icon for additional settings

end meeting icon

This allows you to change the default recording device.This allows you to share the screen content to the participants.

This allows you to record the session.

Be sure to save the file to the cloud.

*See note below

This allows you to view active participants and to invite participants in the "waiting room" to the meeting. As a host, you may also change the speaker of the meeting in this menuThis allows you to chat with the participants.This button is only used when using the desktop app.This button will end the meeting.


* Some notes about Recordings

  • It may take some time for the recording to finish processing before it is available to download. Participants will be sent an email once the recording is able to be viewed/downloaded through Webex.
  • Webex may ask if you want to save the recording to the cloud or directly to your computer. Save the recording to the cloud! This is the only way for you to be emailed a direct download link to the .mp4 version of your recording.

Sharing Content with Participants

  1. Select the Share Content  button from the bottom bar.
  2. Select the App or Screen to share.
    1. For Mac: 
      choosing which app or screen to share 
      1. Select Your Entire ScreenApplication Window, or Chrome Tab (if using Chrome) based on which you want to share
      2. Select the Screen, Application, or Tab to share
      3. Select Share

79/174 Classroom Instructions for Facilitators

These instructions are specific to starting a webex meeting in building 79 room 174

  1. Make sure PC1 is routed to all displays in the the classroom

    1. To do this, make sure "PC1 Main" is selected and press "Activate System" box under "Route All" which will display PC1 to all SMART displays in the room as well as the projector.

    2. Have the instructor log into PC1 at the instructor lectern using their Facstaff Credentials.

  2. Open chrome and enter uwf.webex.com in the address bar. Click "Sign in".

  3. Start the meeting. Select the classroom's camera and microphone as input devices.

  4. Log into the facilitator's station at the back of the classroom using your facilitator's login information and join the meeting. If you are in a "waiting room" at the start of the meeting, you will need to inform the host of the meeting to move you into the main lobby using the participants window button (as shown above under "Meeting Controls" section).

  5. If the meeting is locked, have the host of the meeting bring others into the meeting as necessary using the "participants" menu.

Distance Learning Room Instructions

Instructors needing to use Cisco Webex in a distance learning room will need to use an external USB microphone, as the integrated podium microphones in these systems only provide voice amplification capabilities and do not record audio to the podium PC.


When setting up the meeting:

  1. Under the Audio and Video Connection dialog box:

    1. Choose Call Using Computer for the Select Audio Connection dropdown menu.

    2. Choose the name of your webcam or video recording device under the Select Video Connection dropdown menu.

  2. Under the speaker options, select Crestron as the default audio playback source if you will be playing participant audio through the classroom speakers. If using external headphones, make sure the name of your headphones are selected instead under this prompt.


    Audio and Video Connection window

  3. Under the microphone option, select the name of the external microphone you are using in the classroom (either through your webcam or through a provided external microphone). 

  4. Click Connect Audio.

  5. Test and verify that your participants can hear your voice, see your picture, and that their voices are playing through the classroom speakers or other external playback device.

Additional Resources

For more detailed instructions about more features Cisco Webex Meetings offers, please visit their official support page.

FAQs

Can Webex be used with Google Calendar?
Why can't I locate a specific feature within Webex?
  • You may need to be in Webex classic view in order to use all features which Webex Offers.
  • To change from modern view to classic view, make sure to select the classic view link after signing into the uwf.webex.com portal.Classic View setting
How do I enable or disable Enter and Exit tones?
  • Desktop App

    • Select Participant from the top menu

    • Select Entry and Exit Tone

  • Web App

    • Select the ellipsis ... from the bottom menu

    • Select Participant Settings

    • Select Entry and Exit Tone

I am sharing video content, why doesn't my video stream properly to my participants?
  • Webex is designed for video conference which prioritizes webcam video and audio rather than streaming high definition video. Due to the high bandwidth requirements of streaming video, it is recommended to not stream videos via Webex.
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