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​WebEx Meeting Center

 
 

WebEx logoWebEx Meeting Center provides a real-time, collaborative web environment for meetings and learning & teaching events. All University computers are ‘WebEx ready’ so you can schedule and host meetings from your office, and also from any internet enabled computer or mobile device.


WebEx Features
Quick Start Guides
Frequently Asked Questions

 

WebEx Features

 
 

This short video provides a quick overview of the main WebEx features and tools which include:

 
  • File, application, and desktop sharing: Easily collaborate on any project while sharing audio and video.
  • High-definition video: View the exceptionally crisp and clear video of the active speaker.
  • Real-time video: See multiple, webcam video feeds in your personal meeting room.
  • Integrated voice conferencing: Provide a call-in phone number, VoIP calling, or toll-free call-in number.
  • Network-based recording: Record meetings, including session content and audio.
  • Mobile meetings: Attend meetings on Android, iPhone, iPad, Blackberry, and other mobile phone and tablet devices.
  • Cross-platform support: Works with Windows, Mac, Linux, Solaris, and UNIX.
 
 

Quick Start Guides

 

The University WebEx service has three access points:

 
  1. WebEx direct is available for all University staff at http://napier.webex.com.
  2. An add-on allows staff to schedule and start WebEx meetings from Microsoft Outlook and Office.
  3. A Moodle plugin allows staff to host WebEx meetings within a Moodle course. 
 

The following quick start guides are available:
Schedule a WebEx meeting from Moodle

Schedule a WebEx meeting from Microsoft Outlook and Office applications

WebEx Direct: Quick Guide for Meeting Hosts

WebEx Direct: Quick Guide for Participants (Windows)

WebEx Moodle: Quick Guide for Participants

Viewing a WebEx Meeting - Android

Viewing a WebEx Meeting - IOS

Viewing a WebEx Meeting - Windows

 

 

Coming soon: guides for hosting and participating in WebEx meetings from Mobile Devices

For full details of all the WebEx features and tools, browse the videos and printable guides from the WebEx Support Site.

 

WebEx Support Site 

 
 
 

Frequently Asked Questions

 
 

Should I use WebEx Direct or the Moodle version?

Can I still use Blackboard Collaborate (Elluminate)?

Do I need a login ID to access WebEx?

What browsers do I need to access WebEx?

How do I schedule a WebEx meeting?

How do I edit a scheduled WebEx meeting?

Can I set up a WebEx meeting from a mobile device

I’m a meeting host, can I change the audio settings?

I’m scheduling a meeting, can I email participants using the Address Book?

Can I participate in a WebEx meeting from a mobile device?

How do I participate in a WebEx meeting if I don’t have the email invitation?

How do I test if my microphone and speakers are working prior to the start of the meeting?

Can meeting participants record a meeting?

How do I activate my webcam?

What is the difference between a meeting host and a presenter?

I’m not the host of the meeting, can I share my desktop or a whiteboard?

I’m the host of the meeting, why can I not share my desktop?

How can I add a colleague as an alternative host?

Can I use a telephone to join a WebEx meeting?

How can I share a recording?

How can I share a recording from the Moodle plugin?

Can I convert my recorded meeting to another video format?

How do I save or print the chat panel?

Where can I find further help and information?

 

 
 

Should I use WebEx Direct or the Moodle version?

A direct version meeting can be hosted by anyone at the University. Participants may be other University staff or external colleagues, and both access the meeting from an email link or by browsing the http://napier.webex.com.

The Moodle version is more appropriate for WebEx events involving students because the link is available within the Moodle course, and an attendance register is automatically generated. A non-Moodle user can still access a meeting from an email invitation (see quick start guide). 

 

Can I still use Blackboard Collaborate (Elluminate)?

This service is being phased out during academic session 2014/15 and our licence will expire in September 2015. Any recorded Collaborate/Elluminate meetings should be downloaded before the licence expires, and further details can be found on the Blackboard Collaborate support website.

 

Do I need a login ID to access WebEx?

To host a meeting you must either login to WebEx Direct or to Moodle. If you are on campus you will be automatically logged in, but when off campus you’ll need to login using your University login ID and password.

Participants do not need a login ID to access a WebEx Direct room, although they will need to enter a display name and the meeting password that’s included in the email invitation. Moodle participants will have to login to access the meeting link.

 

What browsers do I need to access WebEx?

All University computers are ‘WebEx ready’ and will work with the networked versions of Internet Explorer and Firefox. There is a known issue with Google Chrome version 38+ which affects the running meetings from networked version of Chrome and the playback of video recordings using the Moodle version. When running WebEx for the first time on an off-campus or Mac computer, you will be prompted to install the WebEx meeting application software (see quick start guide).

 

How do I schedule a WebEx meeting?

See the quick start guides for WebEx Direct and Moodle. You can also start a WebEx Direct meeting immediately without scheduling by using the Meet Now option.  A similar ‘One-Click Meeting option is also available from Outlook by enabling the add-on (see the Schedule WebEx from Microsoft Outlook and Office guide).

WebEx Meet Now

 

How do I edit a scheduled WebEx meeting?

To edit a meeting scheduled from napier.webex.com click Host a Meeting to login to WebEx, then click My Meetings. Click the meeting topic and then click Edit to change any of the meeting details.

WebEx Edit Scheduled Meeting
 

It is not possible to edit a meeting that has been scheduled in Moodle. A new meeting must be created and the previous one should be deleted.

WebEx Edit Scheduled Meeting in Moodle


Can I set up a WebEx meeting from a mobile device?

 

Yes, to set up a meeting from a mobile device you’ll need to download and install the WebEx app from your App store. Then tap to open the WebEx app and sign in using your Edinburgh Napier University email address.  Please refer to the  WebEx Audio guide for details of how to check the audio on your device. 

 

I’m a meeting host, can I change the audio settings?

You can change the audio settings up to the meeting start time, once the meeting has started you’ll not be able to change the audio settings.

If you are having problems hearing audio then refer to the WebEx Audio guide which will explain how to check your computer or mobile device audio settings.

 

I’m scheduling a meeting, can I email participants using the Address Book?

This feature is only available when scheduling a meeting using the Outlook add-on. Instructions on how to do this can be found in the following guide:
Schedule WebEx meetings from Microsoft Outlook and Office applications

 

Can I participate in a WebEx meeting from a mobile device?

Yes, when you click the meeting link in the email invitation, your mobile device will start the WebEx app. 1. You’ll need to download and install the WebEx app from your App store

 

How do I participate in a WebEx meeting if I don’t have the email invitation?

You can browse the WebEx Direct calendar to find your meeting, but you can only join the meeting by entering the meeting password.

 

How do I test if my microphone and speakers are working prior to the start of the meeting?

Hosts and participants can check their audio settings at the WebEx test room: http://www.webex.com/test-meeting.html 

WebEx Microphone Test 

If you are having problems hearing audio then refer to the WebEx Audio guide which will explain how to check your computer or mobile device audio settings.

 

Can meeting participants record a meeting?

No, only the host can record a meeting. However if the meeting contains content of a sensitive or confidential nature, then it should not be recorded.

 

How do I activate my webcam?

WebEx will automatically detect any installed webcams, and clicking the video icon will preview the webcam image prior to live broadcast. 

 

What is the difference between a meeting host and a presenter?

The meeting host has overall control of the meeting. A meeting presenter can share applications / desktop / whiteboard.

 

I’m not the host of the meeting, can I share my desktop or a whiteboard?

Only if the host assigns you presenter roles you can share your desktop or whiteboard.

 

I’m the host of the meeting, why can I not share my desktop?

Only the presenter can share their desktop. If you’ve assigned the presenter role to another participant only they will be able to share their desktop or a whiteboard. The host can reclaim the presenter role at any time.

 

How can I add a colleague as an alternative host?

A person who is set as an alternate host is able to start the meeting without the presence of the person who scheduled that meeting. View the

WebEx Alternative Host guide to set an alternative host from napier.webex.com. In the Moodle plugin an alternative host is anyone who has Teacher access to the module.

 

Can I use a telephone to join a WebEx meeting?

 

Yes, the host can provide a toll-free number that allows you to hear the meeting audio and to participate in the voice chat. The host cannot call your telephone from the WebEx meeting.

 

How can I share a recording?

To share a meeting recorded from napier.webex.com click Host a Meeting to login to WebEx, then click My Recorded Meetings, and then click the email icon to share the recording URL.

WebEx Recording Image

 

Meetings are recorded in an ARF format which requires the WebEx Network Recording Player, and users will be prompted to download the player automatically.

 

How can I share a recording from the Moodle plugin?

Recorded meetings are automatically available to anyone who has access to the Moodle course. Simply click the WebEx icon on the Moodle course page, then click the spanner icon, and then click View Recordings. The first option (streaming) is for viewing the recording online, and the second option is for downloading the recording.

 Image

Can I convert my recorded meeting to another video format?

Meetings recorded from napier.webex.com or from the Moodle plugin can be converted to a WMV format which is suitable for uploading to the Online Video Service. However it is not possible to convert to an MP4 format (see knowledge base article). Recordings must be downloaded from My Recorded Meetings or the Moodle spanner icon, and the convert option is available when viewing the recording from the WebEx Network Recording Player.

WebEx Recording image

How do I save or print the Chat panel?


The Chat panel is where participants send text based messages to everyone in the meeting, or privately to specific people. This guide shows how to save and print the contents of the Chat panel:

Saving and Printing the contents of the Chat Panel

 
 

Where can I find further help and information?

For full details of all the WebEx features and tools, browse the videos and printable guides from the WebEx Support Site