Georgia Tech WebEx Collaboration

Tips for an improved WebEx experience

Getting Started with WebEx

To learn how to utilize WebEx, browse to Getting Started with Cisco WebEx Meetings.

Cisco WebEx Utilization Information

For self-service assistance and utilization tips, browse to Cisco Collboration Help.

Initial sign up for a host account

Self-Service WebEx account will be automatically created and populated when you first login to the Georgia Tech WebEx site at http://webex.gatech.edu/webex with your SSO credentials. If you cannot access your WebEx account utilizing your SSO credentials, email webex-support (at) oit.gatech.edu for assistance. All end-user support for utilization of WebEx and for all WebEx use-cases is provided by Cisco WebEx Support.

Limited storage capacity for meeting recordings

Storage for recorded WebEx sessions is currently capped at 500 MB. Approximately 2 hours of WebEx recording with video, or 15 hours without video. WebEx is not intended for long-term storage of WebEx recordings. Please export your recordings for long term archival purposes.

Meetings can include both Georgia Tech meeting hosts and persons not otherwise affiliated with the Institute

By default anyone with the link (or Meeting number) and password may attend a a WebEx Meeting. As part of the advanced scheduling options, a meeting host can require that attendees register.

Max number of participants

According to Cisco, up to 1000 participants can join a given WebEx Meeting.

How many active video cameras or VoIP microphones can there be?

Each WebEx meeting can have 6 active video cameras. Only 7 VOIP microphones can be active.

What is the meeting number and where do I find it?

The meeting number is a nine-digit unique identifier that allows you to enter the correct meeting when calling in to a WebEx session. The meeting number also allows you to join a meeting for which you do not have a link. You’ll still need to supply the password, if it has been set for the specific meeting.

The Meeting number is found in your WebEx email invitation. It can also be found on the Meeting Info tab within a WebEx session. Or ask the meeting host for the Meeting number.

Accessing previously recorded content

In Meeting Center, in the left-hand menu, under Host a Meeting, select My Recorded Meetings.

WebEx can be used from anywhere that you have an internet connection

Depending on the speed of your connection, you may experience some loss of quality or other issues.

Poor internet connection can affect your meeting experience

Using a non-business class Internet connection, such as a home DSL, hotel, cafe, or airport wireless can cause issues. Video may slow down or audio may drop out, especially when sharing content. If you are on a marginal connection, try turning off your video, especially if you are sharing content.

More than one individual can host a meeting

Once a WebEx session has started, you can make someone else the host. If you are the original host, you can also reclaim host privileges after you have transferred them by using the Host Key or by leaving the meeting then re-entering.

Another option is to designate alternate host(s). This allows you to set up other individuals with the same privileges as yours for a specific meeting. This is very useful for meetings you may or may not be able to attend, especially recurring meetings. In order to do so, you will need to populate these persons into your contacts list (Login -> My WebEx ->My Contacts). Now when you populate the "Attendees" box you can click on "Address book." A new window will pop up and you can now invite someone as an "Attendee" or "Alternative Host."

A number of smartphones have apps for WebEx

See mobile device information on the WebEx site.

When connecting to a meeting via a smartphone app, you will use VoIP

Voice over Internet Protocol (VoIP) audio is only available on devices using the Android operating system and Apple devices (iPhone/iPad/iPod Touch).

WebEx is not a replacement for other video conferencing solutions as each has its strengths.

WebEx can replace the video chat and features of Skype or Lync. A key difference between WebEx with Lync and some other video chat clients is that they offer instant messaging (IM) with the option to escalate to a video chat. The Georgia Tech instance of WebEx does not have chat available outside of an active meeting. A WebEx meeting will need to be scheduled for any collaborative meeting. You can, however, start a “one-click meeting” that is instant instead of scheduling in advance.

You do not need purpose built video conferencing equipment such as a Cisco C40 to use WebEx

In many situations WebEx can replace video conferencing. WebEx offers video, audio, and content sharing. Users can connect from almost any location, including desktops, laptops, mobile devices, and conference rooms and classrooms. There are specific requirements needed in order for WebEx to function well in a conference room or classroom and greatly depend on your use case. Please consult with your support staff for the classroom or conference room you intend to use for assistance.