Getting Started with Cisco WebEx Personal Room, WebEx Meetings, and WebEx Events

Owned by Jon Cunningham (Deactivated)
Last updated: Aug 06, 2024 by Aeoleon Bryant
5 min read

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

  3. Activate Your Account:

Step 2: Set Your Host PIN Preference

  1. Access Settings:

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

  2. Set Host PIN:

    • Click Audio and Video.

    • Enter a new 4-digit PIN in 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.

  2. Global Call-in Numbers:

    • Activate Show global call-in numbers to attendees by checking the box.

  3. Entry and Exit Tone:

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

    • Click Save.

Step 4: Download and Install WebEx Productivity Tools and Desktop App

  1. Preparation:

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

    • Seek assistance from your local campus technician if needed.

  2. Download Tools:

    • Sign into your WebEx portal and click Downloads at the bottom-left of the screen.

    • Download WebEx App and Cisco WebEx Productivity Tools.

  3. Install:

    • Use installation default settings for both downloads.

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

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

Step 5: Cisco WebEx Training

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

Using WebEx Personal Room

Step 1: Understand Your Personal Room

  • A Personal Room is a dedicated conference space always available 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.

    • Authenticate using the FSCJ SSO page.

Additional Information

  • 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.

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