Webex

This article provides information on utilizing Webex. If you are looking for instructions for Cisco Webex Calling App or information on utilizing a Cisco Phone, please see our new documentation.

What is Webex?

Webex is Cisco’s video and phone conferencing platform. It allows individuals to make, receive, and schedule phone calls, video calls, and conferences from any device. Webex meetings are highly immersive, providing HD video, wireless content sharing and much more. Webex Meetings and Events can have up to 1000 participants. Webex meeting would be more collaborative whereas Webex events are more ideal for presentations and a larger audience.

Changes to Webex - 2021

Important information about changes to Webex at WPUNJ:

A Unified WebEx App
By years end, the current WebEx Teams app and WebEx Meetings app will be fully replaced by a single app simply called WebEx.

For now, WebEx Meetings will stay in place and anyone with Web Teams should automatically be upgraded to WebEx.

WebEx Calling in Trial
We are currently testing WebEx calling in limited trial testing. WebEx calling turns the WebEx application into a fully featured phone experience, using your WPU extension either on or off campus.

For specific information about the calling testing, or if you have questions and concerns, please contact the HelpDesk.

Using the Webex App (Desktop)

Installation

The full application is available through the Software Center on University imaged machines.
For personal machines, go to https://www.webex.com/downloads.html to install full application for your platform.

After installing, you will need to sign in to the application:

Select Sign in
Enter your full WPU email address
Sign in again with WPU login and Duo authentication.

Interface Overview

Help

On Windows and Mac, you'll see Help at the bottom of your spaces list, which links you to Cisco help documentation.

Spaces

Your group work takes place in spaces, either in groups or in direct messages with another person. They display prominently so you can get to them whenever you need to. Your most recently active spaces are at the top. If anyone has added you to a new team or space, you'll see it here too. When someone's posted a new message in the space, you'll see the bolded space name.

Navigation Menu

Switch easily among your message, team, call, and meeting views. Messages appear by default, but your teams, calls, and meetings are just a click away. When you have unread messages in your spaces or teams, you'll see counters next to Messaging and Teams .

Profile and Preferences

In the app header click your profile to update your picture or name, access your settings and preferences, and set your availability. If you have some important work to finish or are on a call, let people know that you don't want to be disturbed: whether that's for a few minutes or an entire day is up to you.

Status

In the app header click Set a status , select a status from the list or create and share any status you want, so your colleagues know what you're up to.

Search

In the app header, just click Search, meet, and call to search through the history of your conversations to find people you're talking to, spaces you're in, messages you received, and files you need.

Filters

Click to see the available filters. Then, select a filter to show just the messages or spaces you want to see.

Start a Conversation, Make a Call, or Add a Contact

In the app header, click , and select Send a direct message to create a direct message space between you and just one other person, or select Create a Space to start a group conversation. You can also select Make a call , or select Add a contact.

Devices

In the app header on Windows and Mac, you can connect automatically with Webex devices from the Connect to a Device menu. When connected, you can share your screen, start a call, or open a space (on Webex Board). You can also connect to your desk phone from the menu to make calls and join meetings. If you have a lot of devices close by, you can set certain devices to not automatically connect.

Activities

Whenever you're in a space, click the activity menu tabs to get access to all the different activities you can do:

Messages — Messages are where you chat with colleagues. We keep these messages secure so you can feel confident sharing your work ideas in Webex.

People — see who's in the space, or if you're a moderator you can add people to the space.

Content — find and see all your shared files, photos, links and whiteboard content.

Schedule — create a meeting from the space or get a list of meetings already scheduled for the space.

Call/Meet

Audio — make an audio call to a person or to people in a Space.

Video — make a video call to a person or to people in a Space.

Application Update Available

The Cisco Webex App will periodically prompt for an update by showing an icon in the sidebar. Click the green circle icon to relaunch Webex and install the newest application version.

Webex Meetings

The Cisco Webex Meetings application will no longer be used within the next year. The below information is legacy info relating to the use of the previous Webex Meetings app.

Webex Meetings Application

Additionally, Webex has the Outlook add-in available for download, from their website for other machines. www.wpunj.edu/webex, you can find the Webex desktop application as well as the outlook add-in on the Downloads page.

Open Outlook Desktop Client.
You can utilize the Webex Add-in from the Home tab of Outlook within the Mail or Calendar sections of Outlook, or within scheduled or new appointments or meetings.
From a new or existing appointment, select Add Webex Meeting and select Add Webex Meeting from the drop down
Outlook will connect to Webex to generate a meeting invitation
You will see text added to the meeting invite, but will not see the meeting information until the appointment is saved
You can start your Webex from the Join meeting button in the meeting appointment a few minutes before your meeting is scheduled to begin.

Webex Add-in in Outlook Appointment
Webex meeting being generated
Webex information added to appointment
Webex Meeting information within the appointment

You can schedule and start meetings right from the Webex Application.

Click Schedule and you can fill out the Outlook Meeting Invitation.
Click Start to Start an upcoming meeting.

Webex Application
Webex Schedule Meeting
Webex Start Meeting

Useful tools

We recommend testing Webex meetings and events if you have never used it before. Please see this Webex Help Center. https://help.webex.com/en-us/

By default, whoever creates the meeting is the Host. You can change role by right-clicking on the participant.
Screen sharing can be done by clicking the share button.
Record your meeting using the record button.
Invite more attendees and other options by clicking the 3 vertical dots.
Ensure participants are on mute as soon as they enter the meeting so that the main presenter can be uninterrupted upfront. If necessary, the user can unmute themselves at a later time or the meeting host can unmute them.
Avoid unauthorized screen/application sharing by unchecking “Anyone can share”. If necessary, the host can designate specific users as presenters in the course of the meeting.
Once all the participants are in the meeting, the host can lock the meeting. Anyone trying to join after the meeting room has been locked will be placed in the lobby and will require authorization to enter the meeting.
To avoid users being distracted by other participants, pin the video of the presenter for everyone in the meeting.
In the event a participant is disruptive there are several actions the host can take. These are available by right clicking on the user in the participant panel. The key ones are Mute, Stop Video, and in extreme cases Expel the participant. If the room is locked, the user will not be able to return, unless authorized by the host.

Webex Meetings Mobile App

You can download the Cisco Webex Meetings App on your Phone. Please note these screencaps are on an iPhone and will be slightly different for other phones and operating systems.