How do I use WebEx?

Webex has great help resources, both for you (you are the “host”) and for your students (who are “participants”). While articles and videos are posted below, additional information can be searched on their site:

Important Notes

  • To begin, go to the web page: You will need to have ITS register you for an account on this site, so fill out an Eagle Help Desk ticket. After you log in to your account for the first time, you need to log out and log back in to have a room created for you.

  • You WILL need to request a WebEx account to HOST a virtual meeting, but you DO NOT need a WebEx account to JOIN a virtual meeting. 

  • Once your account has been created, check out these instructional videos about Webex to help get you started: Webex Instructional Videos. 

Schedule a synchronous meeting

Once you have created a room in Webex, schedule a meeting for synchronous communication with your students (generally during your regular course or office hours start time) by clicking on the schedule link below. Your screen will look like this:


Once you have clicked “Schedule,” you will be prompted to enter information about your meeting/lecture, including the name, password (automatically generated but you are able to change it, as I did below), and date/time. You do NOT need to specify the attendees and can just email a meeting invitation to your class list through Canvas.

meeting info

Choose the student’s audio options for interacting during the meeting/lecture:

student options

If you click on the date, you can see a calendar with dates as well as a dropdown menu for start times and duration. Modify these to match your dates and times.

date and time

You can and SHOULD record all synchronous lectures to be available for students at a later date. Webex allows you to do this automatically from your meeting set-up options, under the “Scheduling Options” tab. Simply check the box. If you prefer not to allow anyone else to host your event, just uncheck the options for “alternate host”.

record screen

When you are finished, click the “schedule” button. You can also save this meeting type as a template so it saves your preferences for the next time you schedule a meeting.

schedule button

Once you click on the link, you will be sent to a page with a shareable link for students and information for joining the meeting, as shown here:

meeting link

If you click elsewhere on the page, you can return to it by clicking on the calendar icon on the toolbar on the left side of the screen. To see events beyond the following week, change the date range:

date range

When you are ready to begin, simply click on the “Start” link.

A window will open up with the lecture. Press “Start Event” to begin the meeting.

Facilitating Participation

Note the tabs at the bottom of the Webex menu:

  • Chat: Allows participants to converse.
  • Attendees: This feature allows moderators and participants to see who is in the meeting.
  • Share Content: From this tab, you can choose to share a whiteboard, your own screen (you can choose from among several windows, tabs, and applications that are open on your computer), and files.

You can create a video or audio of yourself, as well as share content. Click on the 3rd icon from the left to share your screen or a specific program:

create toolbar

You can either choose to share your screen or a specific application.

During the meeting, you and your students can interact via chat, either by clicking the chat icon at the bottom of the screen, or on the right-hand side of the screen if you are using the desktop application.

When you are finished with your meeting, click the red X to close the window.

You and your students will see the toolbar like the above toolbar during a Webex session.

  • Microphone: This allows users to turn on and off their microphone. That includes you.
  • Video: This allows users to turn on and off their video.
  • Record: Click this if you want to record, but didn’t set it up automatically.
  • Chat: This allows users to communicate with you by typing instead of speaking.

Tips & Tricks

Need more help? Contact the Eagle Help Desk

Keywords:web conference, teaching online, synchronous, asynchronous, record, office hours   Doc ID:99117
Owner:Stephanie S.Group:UW-La Crosse
Created:2020-03-19 13:34 CDTUpdated:2021-04-01 11:46 CDT
Sites:UW-La Crosse
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