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Webex

WebEx is a Purdue-supported virtual conferencing software. You can access your personal account here

 

Notable Features: 

  • Screensharing
  • Recording
  • Download Optional
  • Free for Purdue Faculty, Staff, and Students
  • Meeting Security Features
  • Live Chat
  • Scheduled Meetings

 

Quick Links

 

Getting Started

  • To use WebEx for your course, start by accessing the Purdue WebEx portal here. All Purdue Faculty, Staff, and Students have a WebEx account. 
  • Your first view will be a "Join Meeting" page. Without signing in, you can join any meeting using the designated meeting number or room ID. 
WebEx Default Join Meeting Page 
  • Next, log into your account using the log in button. You will find it in the top right corner of the page. 
  • After logging in, the homepage will now greet you with your name and allow you to start meetings. Note: This is the page you will see by default if you were already logged in. 
WebEx Signed in Home Page
  • If the menu is not already visible, selecting the arrow at the top of the page will expand it. 
WebEx Menu
  •  Selecting the "Webex Meetings" option from the menu will give you options related to attending, hosting, and scheduling meetings. Alternatively, the "My Webex" option will allow you to access meeting data, as well as customize your profile and preferences.

 

 

Scheduling a Meeting

  • To schedule a WebEx Meeting, first sign into WebEx and select "Webex Meetings" from the menu. 
  • There be a variety of options listed on the left sidebar. 
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  • Expand the "Host a Meeting Section" and select "Schedule Meeting". 
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  • You will need to give the meeting a name and password. The date and time will default to the current time, but can be adjusted as necessary. Meeting duration can range from 15 minutes to 24 hours. 
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  • If you already have a list of individuals to invite, you can enter their emails as a comma-separated list in the next step. This is optional. A shareable meeting link will be generated in the next step. 
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  •  If the meeting is set to begin immediately, you can use the "Start" to proceed. If it will take place at some future time, the "Schedule Meeting" button will appear instead. You can also choose to save it as a template if you are not ready to schedule the meeting yet.
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  • If the meeting starts immediately, you will be taken to the "Start Meeting" navigation page. If the meeting is scheduled for a future time, the next page will provide information about the meeting. From there, you can view the Meeting Link and password.
  • Scheduled meetings will appear on your Outlook calendar automatically. 

Starting a Meeting

Instant Meetings

  • To start an instant meeting, log into Webex and select the "Start Meeting" button. This will start a meeting in your personal Webex meeting room. If you wish to run the meeting from your web browser, choose "Start by browser". 
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  •  If you haven't installed the browser extension, you will receive a prompt to do so. A temporary application is also available for download if you do not wish to use the extension. 
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Scheduled Meetings

  • To access a list of scheduled meetings from the web interface, log into Webex and navigate to the "Webex Meetings" tab. Then, from the sidebar, select "My Meetings". This page will display a list of all scheduled meetings with the option to start them. 
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  • You can also start meetings from the calendar event, using the "Start Meeting" button. 
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Hosting a Meeting

  • After starting a meeting, you will launch the Webex application locally or in your browser. 

Local Application

  • A pop up will prompt you to select your audio and video connection settings. Typically, the default system settings will suffice. Audio will default to using the computer, and video will default to the system camera. 
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  • The icons along the bottom of the screen are meeting controls. In the order of left to right, they are as follows: 
    • Audio / Video Controls - Customize Audio and Video Connection Settings. 
    • Share Content - Share a window, application, file, or editable whiteboard. 
    • Recorder - Record meeting. 
    • Participants - View a list of the current participants. 
    • Chat - Send text messages to all participants or specific individuals. 
    • More Options - Options such as locking the meeting to prevent new users from joining. 
    • End Meeting - End the meeting for all participants. 
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  • The top left menu contains additional options, with many overlapping the functionality of the control buttons. 
  • Useful options: 
    • Edit -> Preferences to alter when notification sounds occur. 
    • Participant - Mute on Entry to ensure attendees are muted when they join.
    • Participant - Assign Privileges to control participant permissions for chat and shared content. 
    • Meeting - Recorder Settings to modify where meeting recordings are stored. 
    • Meeting - Options to disable video or chat for participant. 
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  • After an participant joins the meeting, you can choose to change their access level or remove them from the meeting. To do so, right click on the user in the participant list and select the appropriate option. "Change Role To" will change the role, and "Expel" will remove the participant from the meeting. Note: Making an participant the host will remove your host access. 
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Browser

  • Before starting the meeting, you will be prompted to confirm your audio and video connection settings. You can determine your settings and begin the meeting. 
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  • The row of icons along the bottom of the meeting window are the meeting controls. In the order of left to right, they are as follows: 
    • Audio Controls - Customize the speakers or microphone, as well as their sensitivity. 
    • Video Controls - Select camera. 
    • Share Content - Share screen or applications. 
    • Recorder - Record meeting. 
    • More Options - Adjust the participant settings or lock the meeting, among others. 
    • End Meeting - End meeting for all participants. 
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  • Another set of icons to the immediate right of the main buttons allow for viewing the participant lists and chat. 
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  • After a participant joins, you can view them in the participant list and take appropriate action if necessary using the icons.
    • The chat icon will send a message to that participant directly. 
    • The "More" icon gives you options to make the participant a host or remove them from the meeting. 
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Tips

  • Keep meetings locked. When participants want to join, they will be moved to the "Lobby" to wait until you admit them. This will help avoid any unexpected guests. 
  • Mute on entry. Ensure participants are muted when they join to minimize disruptions. 
  • Avoid posting meeting links in public spaces. Instead, post them within a course forum or Brightspace. 
Last Updated: Sep 16, 2020 11:07 AM

Department of Computer Science, 305 N. University Street, West Lafayette, IN 47907

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