WebEx: Getting Started with Cisco WebEx Personal Room, WebEx Meetings, and WebEx Events
License and activate your WebEx Account Access
Confirm that you have access to Webex. Go to https://webex.fscj.edu and Sign In.
If you attempt to log into the site and are not allowed in, your next step is to contact the Technical Service Desk at (904)632-3151, option 2, or submit a request at help.fscj.edu to get licensed for Webex. After your account has been licensed, activate your WebEx account by going to https://webex.fscj.edu and Sign In. Next, continue to Step 2.
Set your Host PIN Preference
While signed into your WebEx portal, go to ‘Settings' in the left navigation pane. Next, click ‘Audio and Video’ and enter a new 4-digit pin in the 'Host PIN’ field. (Your host PIN must be exactly 4 digits. It can't contain sequential digits, such as 1234, or repeat a digit 4 times, such as 1111.) Click Save.
Set your Audio Connection Preference
While still in ‘Audio and Video’ ensure Audio Connection type is set to WebEx Audio. Ensure ‘Show global call-in numbers to attendees’ is activated and shows a check mark. Next, choose your ‘Entry and exit tone’ setting. We recommend ‘No Tone’. Click Save.
Download and install WebEx Productivity Tools and WebEx Desktop App
The Webex Productivity Tools and Webex Desktop App allows you to start and join meetings quickly and easily. You can schedule, start, and join meetings from your desktop or directly from Microsoft Outlook. Be sure to uninstall any prior versions of WebEx from your computer and Outlook before proceeding further. Seek assistance with your local campus technician if necessary.
While signed into your WebEx portal, click on Downloads in the bottom-left of the screen. Here you will see various options for you to choose from. Beneath ‘Webex App' and 'Cisco Webex Productivity Tools’, click on the respective Download buttons or links. After each download is complete, install each one using the installation default settings. Open the WebEx Desktop App and sign in with your FSCJ email address. If prompted, click on Import Outlook Meetings to integrate your Outlook calendar with the Webex Desktop App. After Cisco Webex Productivity Tools installs, you will now have the Webex meetings in your Microsoft Outlook.
If you need assistance, please contact your local campus tech support and they will be glad to help.
After you complete Steps 1 - 4, please go through the open Cisco Webex Training module in Canvas by clicking this link: Canvas Webex Training Resource
WebEx Personal Room (Ad Hoc & Informal Meetings)
A Personal Room is your own dedicated conference space which is always available and can be launched at any time.
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.
Open the WebEx Meeting App. Accept the Agreement. Sign In and enter your FSCJ email. Select fscj.webex.com as your meeting site. Lastly, authenticate with FSCJ SSO page.
Full Training Course Video for Webex: https://canvas.fscj.edu/courses/28499/pages/video-full-training-course-hosted-by-webex-admin-jason-rosario?module_item_id=688064