Topics Map > University of Chicago > IT Services > Email & Collaboration Tools > Conferencing > Web Conferencing

Web Conferencing - WebEx Meeting Center FAQ

This article provides answers to frequently asked questions about WebEx Meeting Center.

Setup

Scheduling

Functionality


Setup

How do I download the WebEx Productivity Tools?

What is my Personal Meeting Room?

How do I install the WebEx app on a mobile or tablet device?

Where can I retrieve my username and password?

How do I request a WebEx conferencing account?

How do I make an "audio only" call?

How do I update my WebEx settings to reflect a new site URL or PCN in outlook?

Is this version of WebEx covered by agreements for HIPAA compliance?

What is a shared WebEx account?

Can I share my personal WebEx and PCN (audio-only) account with other members of my department?


How do I download the WebEx Productivity Tools?

  1. Add the Productivity Tools by visiting the site where you created your account.
  2. Click Meeting Center > Support > Downloads to install the Productivity tools.
  3. Once the Productivity tools are installed you will be able to schedule and begin meetings using one click through Outlook and the Productivity tool application.
    Schedule Meeting Button on WebEx Meet Now and Meet Later Options on WebEx Productivity Tools

What is my Personal Meeting Room?

Your Personal Room is like your own personal conference room. You can click Meet Now using the WebEx Productivity tools to start an impromptu meeting, or schedule a meeting in your Personal Room. You can also open your personal room by logging in to the site where you created your account.

Entering Your Personal Room.
Meet Now Button on WebEx Meet Now and Join Meeting Button on WebEx Enter Room Button on WebEx

Unlike regular scheduled meetings, your personal meeting room URL and access code never change. Your participants may use the same access code each time you schedule a meeting to your personal room.
Personal Meeting Room Detailed Information Screen

If you or your participants want to join a meeting using a Video Endpoint System, enter your personal meeting room's video address. If, as the host, you start the meeting from a Video Endpoint, the system will request your host PIN. After you provide your host PIN, you will be connected to your meeting.

Note: Your host PIN can be found under Meeting Center after you log in to the site where you created your account.

How do I install the WebEx app on a mobile or tablet device?

The WebEx application for tablets and smartphones is available free for iPhone, Android, and Windows 8 devices.

Where can I retrieve my username and password?

Effective June 2016, You will be able to access your account using your CNetID and password if your account is part of either:

If your account is located on the following sites, please follow the directions below:

When your WebEx account is first set up, you will receive a welcome email with instructions to change your password. After changing your password, you will be prompted to log in to your WebEx site.

If you forget your password:

  1. Visit the site where you created your account.
  2. Click Forgot your password under the login form.
    Forgot Your Password Link on Log In Page
  3. Provide your email address where indicated The system will send you an email with a link to change your password.
    Forgot Your Password Screen

How do I request a WebEx conferencing account?

You may request a WebEx account by completing the WebEx Order Form. Please allow 48 hours for your account to be created. Once your account is created, you will receive a welcome email from WebEx.

How do I make an audio-only call?

There are several ways to make an audio-only call.

  • Personal Conference Number (PCN)
  • WebEx Scheduled Meeting
  • Personal Room

Personal Conference Number (PCN)

If you set up a Personal Conference Number account on the University's WebEx site, you can conduct an on-demand audio conference anytime, anywhere. You can also use your PCN account numbers when scheduling regular WebEx meetings. Your PCN number will not change.

You can set up your PCN account on the Preferences page of your WebEx site. For security, you must first add a PIN.

  1. Log in to your WebEx service site and click My WebEx.
  2. Click Preferences in the left navigation pane, then click Audio Set up.
  3. Enter a four-digit PIN in the Audio PIN box.
  4. Scroll to the bottom of the page and click Save. You should receive a confirmation message.

Once you have added a PIN to your profile, you can create up to three Personal Conference Number accounts.

  1. On the Audio Preferences page, scroll down to Personal Conferencing and click Generate Account. This may run for a few minutes.
  2. Click Generate.
  3. Click Close.
    Note: The first account you create is set as the default.
  4. Repeat steps 1-3 to create another account.

To start or join an audio-only meeting using the PCN:

If you are the host:

  1. Dial (866) *** **** (your WebEx call-in number).
  2. At the prompt, dial your meeting number (access code) and press #.
  3. Dial your host PIN and press #.

Note: The host access code allows the host to control the meeting using the Key Commands. If you would like to allow your attendees to join the meeting without the host please send an email to itservices@uchicago.edu and we will add that feature to your WebEx account.

If you are the attendee:

  1. Dial (866) *** **** (the WebEx call-in number on your meeting invitation).
  2. At the prompt, dial the meeting number (access code) on your meeting invitation.
  3. Press #.
  4. Enter the attendee ID from your meeting invitation and press #.

Note: Attendees cannot join a conference before the scheduled time.

WebEx Scheduled Meeting

You can conduct an audio-only call using a scheduled WebEx meeting.

  • Using the new CCA-SP audio, you will not get a permanent meeting number (access code).
  • Scheduled Meeting Detailed Information Screen
  • The dial-in number and the meeting number (access code) will be provided in the meeting invitation.
  • You do not have to start the WebEx to connect via audio.
  • There is no host PIN.
  • Your attendees cannot join the conference before the allotted time you scheduled for (5, 10, or 15 minutes).

Schedule a recurring audio-only call.

  1. If you want to schedule an audio-only conference, set up a WebEx conference as you normally would. The dial-in number and meeting number (access code) will stay the same.
  2. You do not have to launch the WebEx application to connect via audio.
  3. Dial (866) *** **** (your WebEx call-in number).
  4. When prompted, enter your meeting number and press #.

Note:Attendees cannot join a conference before the scheduled time.

Personal Room

You can make an audio-only call using your personal meeting room.

  • When you use your Personal Room to connect your audio-only calls, the dial-in number and access code will always be the same.
  • You can log in to your Personal Room using your computer or any mobile device.
  • On your computer or device, go to UChicago WebEx, or use Outlook or the WebEx mobile app to join your audio-only conference.

    UChicago WebEx
    Meet Now Button on WebEx
    Enter Room Button on WebEx

    Tablet or Mobile Device
    Enter Meeting Options on Tablet or Mobile Device

WebEx Global Countries provides complete list of current global dial-in numbers. If the country you need is not listed, use U.S. toll number +1 (210) 606-9466.

Note: The VoIP audio option is free when you join the meeting from the WebEx platform.

How do I update my WebEx settings so that Outlook will show a new site URL or PCN?

  1. Click the start button and type WebEx in the search box.
    Search Box on Start Menu
  2. Click WebEx Settings
  3. If you are updating your site URL:
    1. Type in your user name and password to the new site.
    2. Select Remember my password.
    3. Click Refresh.
    4. Click Apply.
    5. Click OK to close the box.
  4. If you are only updating your PCN to reflect a newly generated default number:
    1. Click Refresh.
    2. Click Apply.
    3. Click OK.
      WebEx Settings Screen

Is this version of WebEx covered by agreements for HIPAA compliance?

In conjunction with the Intercall contract, the University, in partnership with the University of Chicago Medicine, has signed a Business Associate Agreement for Personal Health Information (PHI). This agreement certifies that utilization of WebEx is approved by UCM Security and Legal, protecting PHI on behalf of UCM patients and practitioners. For additional information, please submit a request to itservices@uchicago.edu.

What is a shared WebEx account?

A shared WebEx account is a single account that multiple members of a group can access to host and schedule meetings as needed. A shared WebEx account is named for a group rather than an individual person, for example, "Voicenet Team".

If the same person is not always available to host a meeting for your group, your department can request a shared WebEx group account. This also ensures the account will remain active if one person in the group leaves your department or the University.

Notes:

  • One person is required to change the password once the shared account is created.
  • Only one person can access the group account at a time.
  • Only one Web Meeting can be conducted at a time.
  • You have the option to generate three Personal Conference Numbers (PCN) for audio-only calls. These three PCNs can be used simultaneously.

To receive a WebEx shared account, please complete the WebEx Order Form and follow these guidelines.

  • The user name must reflect the department or group using the account. All account communication will be sent to the group email address on file.
  • The email address tied to the account must be a group or mailing list email address that represents the group. See how to request a group email address in the article: Mailing Lists - Create A New Email List.
    See how to manually add subscribers to a group mailing list in the article Mailing Lists - Manually Add A Subscriber.
  • To manually delete subscribers from the group mailing list:
    1. Go to lists.uchicago.edu
    2. Sign in with your CNetID & password
    3. Under Your List on the left navigation bar, click Admin.
    4. Click Manage Subscribers.
    5. Select the checkbox next to the individual you would like to delete from your list.
    6. Click Delete selected email addresses.
    7. If you do not want the subscriber to be notified that he or she has been unsubscribed, select the Quiet checkbox.

Can I share my personal WebEx and PCN (audio only) account with other members of my department?

No, accounts under individual user names and email addresses cannot be shared with other members of your department.


Scheduling

How do I schedule or cancel a WebEx meeting?

What is the Advanced Scheduler?

How do I schedule a WebEx meeting with an alternate host?

Can meeting participants join a WebEx meeting before the host?

How do I cancel or edit a WebEx meeting?

How do I start a scheduled meeting?

Is there a limit to the number of participants that can join my meeting?

How do I allow access for someone to schedule meetings on my behalf?

How do I schedule or cancel a WebEx meeting?

There are two ways you can schedule a meeting.

Option 1: Through Outlook

  1. Download the Productivity Tools
  2. Click Schedule Meeting
    Schedule Meeting Button on WebEx

  3. Add your participants in the To... field.
  4. Add a subject.
  5. Add the meeting text you would like to include in your invitation.
  6. Choose the start and end time.
  7. Click Add WebEx Meeting.
    Add WebEx Meeting Button on WebEx
Notes:
  • If you would like to schedule a meeting in your Personal Meeting Room, select the drop-down arrow next to Add WebEx Meeting and click Add Personal Room
  • If you would like to schedule a recurring meeting, select Recurrence and select your meeting options.
    Recurrence Button on WebEx
    WebEx Settings Screen on WebEx
  • If you would like to schedule an Event Center Meeting or a Training Center Meeting:
    1. Click the drop-down arrow next to Meeting template and select the center where you wish to host your meeting.
    2. Click OK.
    3. Your meeting information will be added to the invitation. Do not write any text below the line.
      Meeting Information on Meeting Invitation
    4. Click Send.
    5. Your meeting will appear in your meetings and Outlook calendar.

Option 2: Through the WebEx website

  1. Log on to the WebEx website where you created your account.
  2. Click the Center where you wish to host your meeting.
    WebEx Center Options
  3. Under Host a Meeting, click Schedule a Meeting
    Schedule a Meeting Button under Host a Meeting Category on WebEx

  4. Complete the required information.
    Note: You do not have to include a password to schedule a meeting. The password option is provided for you for your meeting security. You may add participants by typing their email addresses in the Attendees field, or use the Use address book option to add participants from your Outlook address book. Select Send a copy of the invitation email to me to receive a copy of the email invitation.
    Schedule a Meeting Requested Information Screen
  5. Click Schedule Meeting to send the meeting invitation.

To cancel a meeting:

  1. Open your scheduled meeting in Outlook
  2. Click Cancel Meeting Cancel Meeting Button on WebEx
  3. Click Send Cancellation Send Cancellation Button on WebEx
  4. A cancellation notice will be sent to the meeting attendees.

What is the Advanced Scheduler?

The Advanced Scheduler on your WebEx site allows you to select detailed preferences when scheduling your meeting.

Advanced Scheduler Button on Schedule a Meeting Page

The Advanced Scheduler will guide you through several options.
Advanced Scheduler Page on WebEx

Once you have made selections appropriate to your meeting, select Schedule Meeting.

How do I schedule a WebEx meeting with an alternate host?

  1. To schedule a meeting using an alternate host, first schedule a meeting though Outlook.
  2. After you set up your attendees and scheduling preferences, click Add WebEx Meeting. You will see the WebEx Settings dialog box.
    WebEx Settings Dialog Box
  3. Click the Resources tab.
    Resources Tab on WebEx Settings Dialog Box
  4. Participants names will be in the "Alternate Host" section. Select the participant to whom you would like to grant host rights.
  5. Click OK
  6. Continue the scheduling process. The invitation sent to your alternate host will include the information they need to host the meeting.

Can meeting participants join a WebEx meeting before the host?

Participants can join a scheduled WebEx meeting before the host. The host can control this option under WebEx Settings when a meeting is scheduled. Hosts can control whether participants can join before them and the amount of time they can join before the host. Participants will not be able to join a host's Personal Room before the host has opened the room.
Setting Join Time Option on WebEx Settings Dialog Box

How do I cancel or edit a WebEx meeting?

You can cancel or edit a meeting by opening the meeting invitation. Click Cancel Meeting to cancel. Edit the meeting information and click Send Update to edit the meeting.
Cancel Meeting and Send Update Buttons on WebEx

How do I start a scheduled meeting?

To start or join a scheduled meeting, open the meeting invitation and click Join WebEx meeting. For information on how to join as an audio-only participant, see the article Audio Conferencing.
Join WebEx Metting Button

Is there a limit to the number of participants that can join my meeting?

The maximum number of faculty and staff participants in a meeting is 1000, using the Meeting Center.

How do I allow access for someone to schedule meetings on my behalf?

  1. Log in to the WebEx site where you created your account.
  2. Click Meeting Center on the top bar.
    Meeting Center Button on WebEx
  3. Select Set Up > Preferences from the menu on the left.
    Preferences under Set Up on WebEx
  4. Click Scheduling Options.
  5. In the Scheduling permission field, enter the email address of the person to whom you want to grant access.
    Note: The person to whom you grant access must already have their own WebEx account.
    Scheduling Permission Page on WebEx
  6. Click Save.
  7. The other WebEx user may now schedule meetings on your behalf.

Functionality

How do I join a meeting from a mobile device?

How do I share an application, file, or video during a meeting?

What is the difference between Document Sharing and Application Sharing?

How do I mute or unmute participants?

Can I pass presenting rights to another participant in the meeting?

What is CMR?

How do I use the chat feature?

How do I assign participant privileges?

How do I record and retrieve my WebEx Meeting?

How can I save my WebEx recordings?

How do I merge audio and web profiles using the Attendee ID?

FAQs for Event Center

FAQs for Training Center

What is the difference between the legacy Intercall service and the new WebEx Intercall service?

What are the Keypad Commands for an Audio Only Meeting?

How can I receive WebEx technical support or Operator Assistance while on an audio only or WebEx meeting?

How can I receive additional technical support?

How do I join a meeting from a mobile device?

To join a meeting from a mobile device, download the Cisco WebEx Meetings application and install it on your device. The app is available free for iPhone, iPad, Android phones and tablets, Windows 8 phones, and BlackBerry.

If you have a WebEx account, locate the meeting on the My Meetings screen, then tap Join.

If you do not have a WebEx Account, you can join a meeting using either of these methods:

  • Open the email invitation, then tap Join.
  • Tap WebEx Meetings > Join by Number.
  • Enter the meeting number, your name, and your email address.
  • Tap Join.

How do I share an application, file, or video during a meeting?

To share an application, file, or video during a meeting:

  1. Open your meeting.
  2. Click Share.
    Share Button on WebEx Meeting Page

  3. Select the option you want to share.
  4. Each item you open will appear in a new tab in your meeting window.
    New Tab on WebEx Meeting Window
  5. To share an application, the application must be running in the background first.
  6. To share a video file, it must first be converted and downloaded on your computer. Then you can upload the video under File (Including Video).
  7. To share a file click File (Including Video). Your computer file folder will open and you can select the file you wish to upload. You can share web content, Word documents, Excel spreadsheets, PowerPoint presentations, videos, and more.

What is the difference between document sharing and application sharing?

With document sharing, attendees can see the document, but you cannot make changes to the document in the shared environment. With application sharing, you share the application you used to create or change the document. As you change the document, your attendees see your changes. Application sharing uses more bandwidth and can therefore affect the overall performance of your meeting.

You can share virtually any type of document or application, but streaming video or audio may not display properly. To share streaming content, use web content sharing. Web content sharing displays the content in a web browser on each attendee’s computer.

  1. Select Web Content from the Share menu.
  2. Enter the URL of a website that contains the streaming content.
  3. Your attendees can now see it in their own browsers.

You can share many documents or presentations at the same time. Each document or presentation appears on its own tab in the content viewer.

How do I mute or unmute participants?

To mute or unmute an individual participant:

  1. Right-click the participant's name in the participant window in the meeting
  2. Select Mute or Unmute.
    Mute Button on Participant Window

To mute the entire participant list:

  1. Click Participant.
    Participant Button on WebEx Meeting Page

  2. Select Mute All, Unmute All or Mute on Entry. If you select Mute on Entry, all participants will be muted upon joining the conference.

Can I pass presenting rights to another participant in the meeting?

To pass presenting rights to another participant in the meeting:

  1. Right-click the participant's name.
  2. Select Make Presenter.
  3. The host will always be able to take back presenting rights.

What is CMR?

A Collaboration Meeting Room (CMR) is an add-on option for Meeting Center that lets you to join a meeting from Cisco TelePresence or any standards-based video conferencing system or application.

To host or join a WebEx meeting using CMR, see Audio/Video Conferencing - Telepresence.

If you are a host sharing content to a CMR, you must share either your desktop or your meeting window. Application sharing cannot be viewed by a telepresence system.

How do I use the chat feature?

  1. To use the chat feature within a meeting, click the Chat tab.
    Chat Tab on WebEx Meeting Page
  2. A chat box will open at the bottom of the window.
    New Chat Box on WebEx

  3. You may chat with an individual participant by clicking the drop-down arrow next to Send to and selecting the participant you want to chat with, or you can chat with the entire group.
  4. Click Send to deliver the text.

As the host, you can disable the chat feature.

  1. Click Meeting
    Meeting Button on WebEx Meeting Page
  2. Click Options....
  3. Deselect the Chat checkbox to disable the feature.
    Deselect Chat Checkbox on Meeting Options Screen

A host can also select who the participants may chat with.

  1. Click Participants.
    Participants Button on WebEx Meeting Page
  2. Click Assign Privileges.
  3. Select your preferred chat privilege assignments.
    Participants Privileges Screen on WebEx

How do I assign participant privileges?

To assign participant privileges in a WebEx meeting:

  1. Click Participants.
    Participants Button on WebEx Meeting Page
  2. Click Participant privileges.
  3. Select and deselect the checkboxes to enable or disable participants' privileges.
    Communicate Tab on Participant Privileges Page
    Participants Tab on Participant Privileges Page

How do I record and retrieve my WebEx Meeting?

A meeting host can record WebEx meetings and retrieve them for review or distribution.

  1. In your WebEx meeting, click Record
    Record Button on WebEx Meeting Page
  2. An Options window appears at the bottom of your WebEx meeting screen. Here you have the option to pause, continue, or stop recording.
    Options Window for Pause, Continue, Stop Recording on WebEx Meeting Page
  3. When you are finished, your recording will be available in your account at your WebEx website in approximately two hours.

To retrieve a recorded meeting:

  1. Log in to your WebEx website.
  2. Under Host a meeting, click My Recorded Meetings
    My Recorded Meetings Button under Host a Meeting Category on WebEx
  3. From My Recorded Meetings you will be able to play, send, and download your recordings.
    Play, Send, Download Recordings on My Recorded Meetings

How do I save my WebEx recordings?

  1. Set up a Box account at uchicago.box.com. You will need to log in with your CNetID and password. See detailed instructions in the article Box - Box.com Cloud Storage Platform
  2. Create a new folder on Box. See the article Box - UChicagoBox Quick Start Guide for instructions.
  3. Log in to your WebEx account.
  4. Go to Meeting Center
  5. Click My Recorded Meetings under Host a Meeting on the left side of the screen.
  6. In the list of recorded meetings, download the recorded file you need to your desktop by selecting Download from the options to right of the filename (click the three dots in a box at the right of the filename to see the list of options).
  7. Save the file to your desktop.
  8. God back to your Box account and upload the file from your desktop.
  9. You will see a confirmation message when the file has successfully uploaded to your Box account.
  10. To delete the recording from your WebEx account, select delete from the options to right of the filename (click the three dots in a box at the right of the filename to see the list of options).

How do I merge audio and web profiles using the Attendee ID?

If you are using InterCall's audio conferencing with WebEx meeting center, you can merge your audio and web conferencing profiles.

If you are not using the Call Me feature from within WebEx, your audio and web presence will not be linked for that meeting. Instead, you will appear as two separate users in the participant panel.

If you use the meeting link and dial-in information you received on your meeting invitation, and you dial in to the meeting from your phone, you will appear as a Call-in User on the participant list.
Call-In User under Participants List

Instead of having your audio connected with your WebEx profile, the Speaking icon will mark Call-in User_1 when you are speaking instead of marking your name. This can be misleading and sometimes confusing because other meeting participants might not know who is speaking.

In order to connect to a meeting with your audio and web presence merged properly:

  1. Join the web meeting using the link in your meeting invitation
  2. In the Audio Connection box, click I Will Call In.
  3. Find your Attendee ID at the bottom of the box.
  4. Dial in to the audio using the provided dial-in number and meeting ID.
  5. When prompted, enter the Attendee ID using your phone's keypad and press # (pound).
  6. Your web and audio presence should now be correctly merged for the meeting.

FAQ for Event Center

For additional FAQs for Event Center, see Event Center FAQs at WebEx Help Central.

FAQs for Training Center

For additional FAQs for Training Center see Training Center FAQs at WebEx Help Central.

What is the difference between the legacy Intercall service and the new WebEx Intercall service?

See the feature chart below for comparisons.
Comparison Chart between Legacy Intercall and WebEx Intercall

What are the Keypad Commands for an Audio-Only Meeting?

If you use your Personal Conference Number (PCN) account to start an audio-only meeting (standalone teleconference), you and your participants may use the following keypad commands:

Note: Phone commands are not available in sessions using hybrid audio (Training Center, Event Center and Meeting Center).

Host Activities
If you want to... Use this keypad command
Lock the teleconference, preventing anyone else from joining it *5
Unlock the teleconference *5
Mute your microphone *6
Unmute your microphone *6
Send email reminders *7
Let participants continue the teleconference without the host *8, then hang up your phone
Mute all attendees with full-speaking access ##
Unmute all attendees with full-speaking access 99
Play the participant count *#
Hear all keypad commands that you can use**
Attendee Activities
If you want to... Use this keypad command
Mute your microphone *6
Unmute your microphone *6
Play the participant count *#
Hear all keypad commands that you can use **

How can I receive WebEx technical support or operator assistance while on an audio-only or WebEx meeting?

While within a WebEx meeting click the Help tab, then chose your preferred support option.
Help Button on WebEx

Note: You cannot use the Call Technical Support feature if you are connected to the meeting over audio VoIP.

If you are hosting an audio-only call, dial * + 0 on your telephone key pad to access WebEx Technical Support.

How can I receive additional technical support?

For additional support, contact Intercall at (866) 233-1631. If asked for an owner number, give the operator your WebEx site address.

You may also email Intercall at CCASP@intercall.com. Be sure to include your WebEx site address and user name in your email.




Keywords:internet, meeting, participant, personal_room, sharing, share, privileges, pcn, shared   Doc ID:56892
Owner:Kathy C.Group:University of Chicago
Created:2015-09-29 10:39 CDTUpdated:2017-05-16 10:16 CDT
Sites:University of Chicago, University of Chicago - Sandbox
Feedback:  2   0