- Macintosh Users: Headsets with USB connectors cause WebEx to crash on some Macintosh systems. If you experience this problem, switch to a headset with a 3.5 mm plug. These are available from the IT Services Help Desk (read more).
- How can I get started with WebEx? The best way to get started is to have an informal meeting with another colleague. Use the How to Schedule a Meeting section WebEx page.
- Can I use WebEx from my home computer? Yes, you can access the STScI WebEx site from anywhere you have an internet connection, using non-STScI equipment.
- How do I participate in a WebEx meeting? If you are a participant in a WebEx conference, just follow the directions sent to you in email by the meeting host. You can participate from your desktop or laptop system. You can view short videos on attending a meeting and connecting to WebEx audio. Note you must use Firefox, Safari or Internet Explorer. Chrome will not work.
- Can I use WebEx from a mobile device? Yes. Download the WebEx app and install it on your iOS, Android, Blackberry or other mobile device (see more). You can use this to participate in, or even host, a WebEx meeting.
- Can people outside the STScI participate in a WebEx? Yes. There is no restriction on participation by organization. The meeting must be initiated (hosted) by an STScI staff member.
- Are toll-free international numbers available if a participant is outside of the US? Yes, when you schedule the meeting, select Change audio conference... and check the "Display global call-in numbers" box. Set up a meeting template if you frequently schedule meetings with international participants. For participants with good internet connectivity (e.g. high-speed broadband), we recommend using the "computer" audio option (audio over the internet). Not only does it reduce cost for the STScI, but the sound quality is much better.
- How many concurrent meetings can we have with WebEx? There is no limit to the number of concurrent meetings via STScI's WebEx, however a given individual can host only one meeting at a time, i.e. you cannot host overlapping meetings.
- For audio, should I use a telephone or computer? It depends on your situation. If you have a good internet connection, the computer connection will give you better quality audio, especially if you use a headset with a microphone. View this video on connecting to WebEx audio.
- How can I learn more about hosting a meeting? From the WebEx web page, click on New User Reference, and view the demo in the Webex Meeting area. (You can ignore the other WebEx products listed on this page: Support, Event and Training.) You can also view these short videos.
- Can I invite more participants after a meeting has started? Yes, just click the Invite and Remind icon in the WebEx meeting Center application.
- What is the difference between the Host and the Presenter? The host is the person who initiated the WebEx meeting. The presenter is the person controlling the meeting at any given time. Usually the host and the presenter are the same person, but the host can allow any meeting participant to become the presenter.
- Can a meeting have more than one host?
Yes. Having an alternate host for a meeting allows someone else to begin the meeting when
you are on vacation, etc. First, add the alternate host to your WebEx Contacts:
- In the MyWebex tab, click My Contacts
- Click the Add Contact button
- Enter information in the Full Name and Email address fields, then click Add. Info in other fields is optional.
- In the Meeting Center tab, click My Meetings
- Go to the day/week/month with the meeting
- Click on the meeting's Topic (title)
- Click Edit
- In the Attendees section, click Use address book…
- In the popup window, select the person from your Contacts and click the "Alternate Host>" button. Then click OK
- Click Save Meeting
- Popup window allows you to choose who gets the updated meeting information.
- Can I have an assigned WebEx meeting number so that I have the same URL for all my meetings? Set up your meeting as a recurring meeting. Each instance of the recurring meeting has the same contact information including the URL. If you have more than one repeating meeting, or one-time meetings, each has a different URL. Another option in this regard is a "Personal Conference". Please contact IT Services if you need more information.
- How can I setup a meeting so it is not listed on the STScI WebEx schedule of meetings? By default, all WebEx meetings are listed on the schedule on the stsci.webex.com site, to make it easier for staff to collaborate, e.g. if you have misplaced your meeting invitation you can browse the STScI meeting schedule. To create an unlisted meeting, select Advanced Scheduler in the meeting scheduler and under the Required Information tab, uncheck "Listed on calendar". For even more privacy, you can require attendees to provide a meeting password, which can be included or excluded from the meeting invitation.
- Will the WebEx meeting automatically end the scheduled time is over? No, there is no forced time limit, therefore please remember to end the meeting in WebEx and also disconnect any telephones or Polycom conference units to prevent unnecessary communications charges.
- During a video conference, who is displayed on the screen? WebEx automatically displays the current speaker. We recommend that those who are not actively speaking mute their microphones so that background noise doesn't cause the video to jump between different participants
- Can a WebEx meeting be recorded? Yes. View this video to learn more. Your recorded meetings are viewable on the WebEx site, in your Meeting Center, under "My Recorded Meetings". STScI's license allows us to store up to 50 GB of meetings, so be sure to delete or archive meetings that are no longer needed. WebEx stores meetings in Advanced Recording Format (ARF) format, and tools are available to convert files to/from this format and MP4 or WMV. To learn more, go to the WebEx site and look under Support > Downloads > Recording and Playback.
- Will attendees be notified if a meeting is recorded? The meeting announcement notes that a meeting may be recorded. In addition, the meeting host should inform participants at the beginning of a meeting that it is being recorded. Participants using WebEx will see a recording symbol at the top, audio only staff will not be given any automatic notice.
- Does WebEx have a pointer functionality when sharing desktops? You can use your mouse or the annotate functionality. Note that your annotations aren't saved in a shared document, but you can make screen shots.
- What are the system requirements for WebEx? WebEx runs on Windows, Macintosh, Linux, iOS, Android, Blackberry and more. Refer to the WebEx system requirements.
- Does WebEx run on Linux? Yes. Currently on Linux you can't use a webcam on your system, but you can see the video feed from others ( read more).
- Does Java need to be installed to use WebEx? No, you don't need a Java plug-in in your browser, nor Java installed on your system to participate in or host a meeting. If you are a Windows user and would like to use the Productivity Tools in Outlook 2010, you will need Java.
- Can I hold ITAR discussions and share ITAR documents via WebEx? WebEx can be used to hold meetings which include ITAR material, but only if the meetings are NOT recorded. Screen and document sharing is also allowed. If desired, the meeting organizer can include a password when scheduling the meeting. Before staff discuss ITAR-controlled topics, they should first audibly ask the host if the meeting is being recorded or not. This restriction is in place because any recordings are hosted on an external server that is not certified for ITAR use.
Need Help? Have a Problem?
Contact the IT Services Help Desk at x4400, firstname.lastname@example.org or visit us in Room 330.