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WebEx: Getting Started Here's a how-to guide for getting started with Cisco WebEx Personal Room, WebEx Meetings, and WebEx Events

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. This guide includes licensing and activating your account, setting preferences, downloading necessary tools, and conducting different types of meetings using WebEx. Follow these steps to efficiently set up and utilize WebEx for your needs.

Getting Started with Cisco WebEx

Step 1: License and Activate Your WebEx Account Access

1. Confirm

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1. Access: Go to WebEx Login and sign in.

2. License Your Account:

   • If unable to log in, contact the Technical Service Desk at (904) 632-3151, option 2, or submit a request at help.fscj.edu to get licensed for

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2. Set your Host PIN Preference

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1. • WebEx.

2. Activate Your Account:

   • After licensing, return to WebEx Login and sign in.

Step 2: Set Your Host PIN Preference

1. Access Settings:

   • Sign into your WebEx portal and go to Settings in the left navigation pane.

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2. Set Host PIN:

   • Click Audio and Video.

   • Enter a new 4-digit

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1. • PIN in

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3. Set your Audio Connection Preference

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1. • the Host PIN field. (Note: Must not be sequential like 1234, or repeated like 1111).

   • Click Save.

Step 3: Set Your Audio Connection Preference

1. Configure Audio:

   • In Audio and Video, ensure the audio connection type is set to WebEx Audio.

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2. Global Call-in Numbers:

   • Activate Show global call-in numbers to

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1. • attendees by checking the box.

2. Entry and Exit Tone:

   • Choose No Tone for the Entry and exit tone setting.

   • Click Save.

Step 4: Download and

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Install WebEx Productivity Tools and

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Desktop App

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1. Preparation:

   • Uninstall any prior versions of WebEx from your computer and Outlook

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1. • .

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1. • Seek assistance

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1. • from your local campus technician if

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1. • needed.

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1. Download Tools:

   • Sign into your WebEx portal

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1. • and click

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1. • Downloads

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1. • at the bottom-left of the screen.

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1. • Download WebEx App and Cisco WebEx Productivity Tools.

2. Install:

   • Use installation default settings for both downloads.

   • Open the WebEx Desktop App and sign in with your FSCJ email address.

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1. • If prompted, click on Import Outlook Meetings to integrate

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1. • with

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If you need assistance, please contact your local campus tech support and they will be glad to help.

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1. • Outlook.

Step 5: Cisco WebEx Training

1. Complete Training: Go through the Cisco WebEx Training module in Canvas by

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1. visiting the Canvas WebEx Training Resource.

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Using WebEx Personal Room

Step 1: Understand Your Personal Room

• A Personal Room is

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• a dedicated conference space

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• always available

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Your Personal Room will always have the same URL. Feel free to memorize this URL. To find this URL, log into webex.fscj.edu and click on Settings. Then, click on ‘My Personal Room’ and the URL to your personal room is listed in the ‘Basic Info’ section.

Be sure you’ve completed items 1-4 above. You should now be licensed and activated for WebEx. To start scheduling personal room meetings, simply use Microsoft Outlook. In Microsoft Outlook, go to your calendar and start scheduling a meeting. After you set attendees, timeframe, locations, and meeting body text, simply go to the Webex plugin in the upper toolbar, click on its drop-down arrow, and choose Personal Room. This will add your personal room meeting details into your meeting invitation. Next, click Send.

Personal Room Tip: Use the Lock Meeting feature so other guests don't accidentally drop in on an ongoing personal room meeting. Locking your personal room will keep the other guest in your lobby until you admit them. 

Webex Meetings Training Module:  https://canvas.fscj.edu/courses/28499

WebEx Meetings (Formal Meetings, Committees, and Interviews)

A WebEx Meeting is a conference space with its own unique room.  It has its own 9-digit meeting number and is password protected.  You will want to choose Webex Meetings over your personal room if you are hosting a formal meeting, committee, or interview.

Be sure you’ve completed items 1 - 4 above.  You should now be licensed and activated for WebEx.  To start scheduling a formal Webex Meeting, simply use Microsoft Outlook.  In Microsoft Outlook, go to your calendar and start scheduling a meeting.  After you set attendees, timeframe, locations, and meeting body text, simply go to the Webex plugin in the upper toolbar, click on its drop-down arrow, and choose Add Webex.  This will add the formal Webex Meeting details into your meeting invitation.  Next, click Send.

Webex Meetings Training Module:  https://canvas.fscj.edu/courses/28499

WebEx Events (Panelists on a virtual stage speaking to attendees sitting in a virtual auditorium)

When should I use WebEx Events?

• When I am hosting hundreds of attendees (1,000 max).

• When I need to keep all attendees muted during the entire event or presentation.

• When I have multiple presenters and panelists that will share content or speak.

• If you are combining a live auditorium event with WebEx Events, be sure to have a USB wireless lapel microphone available so you can choose the USB mic as your internal microphone connection from your presentation computer.

Webex Webinars Instructions: WebEx Webinars

WebEx Recordings

Webex Recording Limits:

• Recording Retention is 365 days.  Warning: recordings older than the retention period entered will be moved to trash on a daily basis.  It is your own responsibility to download recordings to your computer which you wish to keep longer than the retention period.

• Again, if you reach your retention period limit, you can download your .mp4 recordings to your computer, or before you record meetings, you can set your recording to save to your computer instead of the cloud.

Record on my computer:

• While you are hosting a meeting, click on the Recording button.

• In the Recorder drop down selection, choose "Record on my computer".

• Click on Record, set the recording file location on your computer, and click Save.

• Click on the Recoding button once again to end Recording.

Share Your Webex Recordings:

• Log into webex.fscj.edu

• In the left navigation pane, go to Recordings

• To the right of the recording you wish to share, click on the Share icon

• In the "Share with specific people" field.  Enter the @fscj.edu or @students.fscj.edu email address.

• Click Save to send the notification to FSCJ Staff or FSCJ Students.

Manage Cisco Webex Meetings Recordings:

https://help.webex.com/en-us/article/n62735y/Webex-%7C-Record-a-meeting-or-webinar

WebEx Meetings Mobile App

*FSCJ IT Staff is not required to support non-FSCJ mobile devices.  Install mobile app at your own discretion.  You assume all responsibility of supporting your personal device with help from your device provider.

Download the free Cisco Webex Meetings Mobile App to meet anywhere from your smartphone or tablet.  Go to the Android or Apple Store for the Free download.

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• for ad hoc and informal meetings.

• The URL for your Personal Room remains constant. Memorize this URL for easy access.

Step 2: Access and Use Personal Room

1. Find Personal Room URL:

   • Log into WebEx and go to Settings.

   • Click on My Personal Room to find your URL in the Basic Info section.

2. Schedule Meetings:

   • Use Microsoft Outlook to schedule a meeting.

   • Set attendees, timeframe, and location.

   • Use the WebEx plugin in the Outlook toolbar, select Personal Room, and send the invitation.

Personal Room Tip

• Lock Meetings: Use the lock meeting feature to prevent others from joining accidentally. Locked guests remain in the lobby until admitted.

Using WebEx Meetings

Step 1: Understand WebEx Meetings

• WebEx Meetings are ideal for formal meetings, committees, and interviews. Each has a unique 9-digit meeting number and password protection.

Step 2: Schedule a WebEx Meeting

1. Use Outlook:

   • Schedule a meeting in your Outlook calendar.

   • Set attendees, timeframe, location, and meeting details.

   • Use the WebEx plugin, select Add WebEx, and send the invitation.

Using WebEx Events

When to Use WebEx Events

• Hosting large-scale events with up to 1,000 attendees.

• Need to mute all attendees throughout the event.

• Require multiple presenters and panelists sharing content.

Tip for WebEx Events

• Microphone Setup: For live events, use a USB wireless lapel microphone as your internal mic on the presentation computer.

Recording and Sharing WebEx Meetings

WebEx Recording Limits

• Recordings are retained for 365 days. Download recordings you wish to keep longer.

Record on Your Computer

1. During Meeting:

   • Click the Recording button.

   • Select Record on my computer.

   • Set the recording file location and click Save.

   • Click Recording again to stop.

Share WebEx Recordings

1. Access Recordings:

   • Log into WebEx and go to Recordings.

2. Share Recording:

   • Click the Share icon next to the desired recording.

   • Enter the recipient's FSCJ email address.

   • Click Save.

For additional help managing recordings, refer to the WebEx Recording Management Guide.

WebEx Meetings Mobile App

Installation

• Note: FSCJ IT staff do not support non-FSCJ devices. Install at your own risk.

• Download the Cisco WebEx Meetings Mobile App from the Android or Apple Store.

Setup

1. Sign In:

   • Open the app, accept the agreement, and sign in with your FSCJ email.

   • Select fscj.webex.com as your meeting site.

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1. • Authenticate using the FSCJ SSO page.

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Additional Resources

• For a full training course, visit the WebEx Training Course Video.

• For further assistance, contact your local campus tech support. They will be glad to help with any issues or questions.