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Web Videoconferencing Questions and Answers

Questions and Answers

More information is available in the form of questions and answers. Click on the questions to expand them and see the answers.

How do I get started hosting a meeting for the first time?

You'll first need to contact the Help Desk to request a WebEx host account and place a reservation for the period (up to a week) that you will need to facilitate meeting(s) by calling 781-4357 or e-mailing helpdesk@hws.edu. Allow for two business days notice to activate and receive this account.

After you receive a WebEx host account and confirmation of your reservation from the Help Desk, this Quick Start Guide (PDF) will step you through the basics of setting up a meeting.

I am participating for the first time in a meeting. How do I make sure things are working properly?

WebEx offers some tips.

WebEx also offers a test meeting process.

WebEx requires that you first install a small piece of software called a "plug-in" to be added to your Internet browser. If you are not automatically prompted to do so, please go to https://support.webex.com/webex/meetings/en_US/chrome-firefox-join-faq.htm for instructions.

I received an e-mail invitation to a WebEx meeting but I somehow lost it. What do I do?

The best thing to do is reach out to the meeting host to request a second meeting invitation; s/he has the most information and details for the meeting s/he has established.

I reserved an account to host a meeting and I've forgotten my password and/or can't login. What do I do?

The WebEx login is distinct from your other HWS e-mail and computing credentials. Please contact the Help Desk at 781-4357 or helpdesk@hws.edu to request that your WebEx host password be reset. Please do not use the "Forgot Your Password" link found within WebEx.

Can I use a mobile device (e.g. cell phone or tablet)?

Apps (software) for the WebEx system are available for both Android and Apple devices. Note, however, that they are discouraged for hosting meetings. Functionalities and features will be limited and currently vary widely across devices.

Due to inconsistencies and lack of core features, hosts should not rely upon mobile devices to facilitate meetings and instead should use laptops or desktop computers. Meeting participants (as opposed to hosts) will encounter greater stability using mobile devices but still periodically find restrictions in functionality. Mobile devices only allow for viewing 5 participant webcams at a time. WebEx maintains a guide with links to the apps required to access the system.

As a meeting host, how do I pre-load materials for a WebEx meeting or share documents?

We recommend that you open your WebEx meeting 15-20 minutes in advance to check equipment and upload materials. The quickest and easiest way to share documents is by sharing your desktop. Plan ahead by saving files in a folder on the desktop of the computer you will be using for the meeting. To learn how to share your desktop in the meeting or individual files, please reference this WebEx Guide.

Can I use WebEx on a wireless network?

When available, a wired connection is preferable. However, if wireless is your only option, please advise that depending upon connections you may encounter periodic gaps or even connection closures if the service has an automatic time limit; please check with the network provider if you have concerns.

What equipment do I need?

Participants:

If your computer has a webcam and microphone (which many now do), nothing extra is required. However, headsets will help reduce background noise; HWS community may reserve headsets at the Help Desk) by calling 781-4357 or e-mailing helpdesk@hws.edu.

Hosts:

If you are hosting the meeting by yourself at your own computer, nothing else is required. However, headsets will help reduce background noise; HWS community may reserve headsets at the Help Desk by calling 781-4357 or e-mailing helpdesk@hws.edu.

If hosting the meeting with more than three people in the same room, an external microphone and webcam is recommended. HWS community may reserve this equipment at the Help Desk) by calling 781-4357 or e-mailing helpdesk@hws.edu.

How do I get my camera to work?

Both meeting and participant hosts will be prompted when joining a meeting to test video and audio. When you are ready to share your webcam click within the Participants tab on the far upper right side on the video camera icon. This icon will turn green when your camera is working. To stop sharing your camera, click on this same icon.

How do I select an external webcam?

On the right hand side of the screen, click on the icon that looks like a gear or cog. This icon will open a pop-up screen of Video Option Capture Devices. Click on the drop-down arrow to select the desired camera (see an image of this here). Please note: it may be helpful to connect the camera to the computer before turning on the computer so the camera is recognized automatically.