If you have not already done so, it is recommended that you download the WebEx desktop application. You may go to download here or you will be asked to download the app once you click on a meeting link. 

• All of the features below are provided by using the app. Desktop version of WebEx may be missing some features.
• If you are teaching in one of our DEN classrooms and will only be using the DEN instructor PC, you may skip to step 5c, as the WebEx will already be set up for you on the computer in screen share mode. If you are using your own device to teach, then please continue with the steps below*

Your class WebEx link can be found on your class Desire to Learn (D2L) page (https://courses.uscden.net/) via the Navigation Bar's Virtual Meetings link.

In the Virtual Meetings tab, you will see the direct link to your lecture meeting under "Upcoming."  Click this link and you'll join your live lecture meeting.

A preview window appears on your screen. You can select and adjust the following before officially entering and joining the meeting (please use image below as reference): 

a) Speaker, microphone, and camera. Settings should be auto selected by default. However, hovering over this area will show the settings gear. Click to see and change these settings. 

b) You can mute (red) or unmute yourself prior to joining the meeting by clicking the mic icon. 

c) You can disable (red) or enable your webcam by clicking the icon. You may also select an external camera source if you have it plugged into your computer/laptop (see step 3a). Camera is mirrored by default. You can flip the view by selecting the icon at the top right of the video window. 

d. Set up your audio connection prior to starting the session by clicking on this button. Options are as follows: 

• Use computer audio (strong internet connectivity is necessary when selecting this option) 
• Have WebEx call you (easiest option when using a phone to connect to audio. Also best option if internet bandwidth is weak and you need your audio to come through clearly) 
• Dial into WebEx. No toll-free numbers. Phone number to dial and global number options shown after you click “Join Meeting” 

Once you have everything configured to your liking, hit “Join Meeting” to enter the actual session. 

Important:  Instructors should join their meetings at least five minutes before each lecture begins, with the web camera activated and the screen already shared.  This allows our staff to verify everything is working and prevents a start time delay if troubleshooting is needed.

You have now entered the active meeting/session page. If you skipped using the preview window and just hit “Start Meeting”, you can still configure settings on this page. There are also additional functions made available to you (please use image below as reference):

Mac Users: If your operating system is Catalina or newer, please visit the WebEx Mac help page to make sure you can share audio, video and content in the room.

a) Connect Audio. Allows you to connect to the WebEx audio (see Step 3d). If you utilized the preview window to set up your audio connection, the icon will look like a microphone instead of a phone handle. Red mic means you are muted and grey/black mic means your mic is active.

b) Stop/Start Video. Red icon means camera is off, grey/black means it is active (see step 3c for additional details).

c) Share Content. You may choose to share your entire desktop/screen (recommended) or just a specific window or application. Please note that when selecting the latter, you always have to re-share if toggling between windows/applications. To toggle, simply hover over the orange tab at the top center of your screen. Select the share button and select what you want to share. orange “Stop Sharing” button on the left of the pull down.

WebEx supports screen share, application share, and video share. We recommend you use application share, since that will be the only content that your students will see and any other open applications will remain private. Your application(s) will need to be open prior to sharing it.

• By default, WebEx is optimized for text and images when sharing. If you plan to share computer audio and/or video, and are already sharing you screen, you have to stop sharing and then re-share. Hover over the orange tab at the top center of your screen. Select the orange “Stop Sharing” button. Re-select the Share Content button and select the “optimize for motion and video” from the dropdown on the top left of the content share window (see image). You then have the option to share computer audio (auto selected when you toggle to “optimize for motion and video”).

d) Recording – automatically initiated

e) Participants. This is to view participants joined in the meeting. It will be opened on the secondary monitor of the DEN instructor PC. Globe to the far left of the name indicates who has current presenter privileges. Icon directly to left of name shows audio connection. Headset means computer audio and phone handle means phone connection. No icon indicates that the participant has not connected to the WebEx audio. He or she cannot hear nor speak unless connected.

f) Chat. This allows you see student questions/comments It will be opened on the secondary monitor of the DEN instructor PC. Both you and the students have ability to make comments visible to everyone or privately to an individual. **You can ask students to verbally ask their questions to you by unmuting themselves if you prefer**

g) More Options. You can adjust audio and video settings and can switch your audio connection methods. You can copy the meeting link and invite anyone to join while in session or invite and/remind a user directly by entering their email address. Polling features are also available.

h) End Meeting. You can end the meeting for all participants by clicking the X or the camera operator can end it for you after class.

Visit help.webex.com to search for any additional information and visit the Video Tutorials page.

If you have not already done so, it is recommended that you download the WebEx desktop application. You may go to download here or log into your provided account by going to viterbi.webex.com. Note that this site is SSO enabled. The desktop app will allow to start your scheduled meetings directly from the app calendar.

• All of the features below are provided by using the app. Desktop version of WebEx may be missing some features.

There are two ways to start a meeting:

Option 1:  Ad Hoc

When you log in hit the large green “Start a Meeting” button. This will take you to your personal meeting room. You can invite participants to join by copying the URL underneath your Personal Meeting Room banner

Option 2: Schedule 

Click on the “Schedule” button to the left of the green “Start Meeting” button. You can title your meeting, select a day and time, select meeting recurrence, select when students can join the meeting (by default, if you start the session and they have the link, then they can enter the meeting regardless of the time limit you set for them), amongst other features. Meetings that you create here will populate on the WebEx desktop app, enabling a simple push to start the meeting. You can send out the meeting link ahead of time to students so they may join. They can use the same link on a weekly basis to join the class session as long as you set it to reoccur and have not deleted the meeting from your calendar/page.

A preview window appears on your screen. You can select and adjust the following before officially entering and joining the meeting (please use image below as reference): 

a) Speaker, microphone, and camera. Settings should be auto selected by default. However, hovering over this area will show the settings gear. Click to see and change these settings. 

b) You can mute (red) or unmute yourself prior to joining the meeting by clicking the mic icon. 

c) You can disable (red) or enable your webcam by clicking the icon. You may also select an external camera source if you have it plugged into your computer/laptop (see step 3a). Camera is mirrored by default. You can flip the view by selecting the icon at the top right of the video window. 

d. Set up your audio connection prior to starting the session by clicking on this button. Options are as follows: 

• Use computer audio (strong internet connectivity is necessary when selecting this option) 
• Have WebEx call you (easiest option when using a phone to connect to audio. Also best option if internet bandwidth is weak and you need your audio to come through clearly) 
• Dial into WebEx. No toll-free numbers. Phone number to dial and global number options shown after you click “Join Meeting” 

Once you have everything configured to your liking, hit “Start Meeting” to enter the actual session. 

You have now entered the active meeting/session page. If you skipped using the preview window and just hit “Start Meeting”, you can still configure settings on this page. There are also additional functions made available to you (please use image below as reference):

Mac Users: If your operating system is Catalina or newer, please visit the WebEx Mac help page to make sure you can share audio, video and content in the room.

a) Connect Audio. Allows you to connect to the WebEx audio (see Step 3d). If you utilized the preview window to set up your audio connection, the icon will look like a microphone instead of a phone handle. Red mic means you are muted and grey/black mic means your mic is active.

b) Stop/Start Video. Red icon means camera is off, grey/black means it is active (see step 3c for additional details).

c) Share Content. You may choose to share your entire desktop/screen (recommended) or just a specific window or application. Please note that when selecting the latter, you always have to re-share if toggling between windows/applications. To toggle, simply hover over the orange tab at the top center of your screen. Select the share button and select what you want to share. orange “Stop Sharing” button on the left of the pull down.

WebEx supports screen share, application share, and video share. We recommend you use application share, since that will be the only content that your students will see and any other open applications will remain private. Your application(s) will need to be open prior to sharing it.

• By default, WebEx is optimized for text and images when sharing. If you plan to share computer audio and/or video, and are already sharing you screen, you have to stop sharing and then re-share. Hover over the orange tab at the top center of your screen. Select the orange “Stop Sharing” button. Re-select the Share Content button and select the “optimize for motion and video” from the dropdown on the top left of the content share window (see image). You then have the option to share computer audio (auto selected when you toggle to “optimize for motion and video”).

d) Record. Press to record the session. Options are to store in the cloud or locally. Note that local storage requires that you use computer audio for your audio connection

e) Participants. Click to open window to view participants joined in the meeting. Globe to the far left of the name indicates who has current presenter privileges. Icon directly to left of name shows audio connection. Headset means computer audio and phone handle means phone connection. No icon indicates that the participant has not connected to the WebEx audio. He or she cannot hear nor speak unless connected. Refer them to the Connect Audio icon referenced in step 5a. Hovering on a participant’s name gives you the option to mute and unmute participants (click on mic icon to far right of name). 

• It is recommended that you mute all students upon entry so that you do not get open mics and feedback all at once. After starting your meeting, click on the participant tab at the top of your screen, select mute upon entry. Students are muted by default. They have ability to unmute themselves should they wish to speak.

f) Chat. Click here to see student questions/comments. Both you and the students have ability to make comments visible to everyone or privately to an individual.

• You can ask students to verbally ask their questions to you by unmuting themselves if you prefer

g) More Options. You can adjust audio and video settings and can switch your audio connection methods. You can copy the meeting link and invite anyone to join while in session or invite and/remind a user directly by entering their email address. Polling features are also available.

h) End Meeting.  You can end the meeting for all participants by clicking the X. You can also just leave the meeting and have it continue in your absence if you promote someone as the host. Note, only the host has the power to end the meeting. You are host by default if you start the meeting/session (host will appear under your name in the participant list).

To access any recordings you have made for playback, shareable link, or download just sign into your account and hit the “Recordings” button amongst the menu items to the left of the page. Note that WebEx can take up to 24 hours to process your recording.

Visit help.webex.com to search for any additional information and visit the Video Tutorials page.

Updated 8/11/2020

Here is a preview of what to expect for the August 2020 update of Webex:

Grid view by default on desktop - use grid view to see everyone on the call when no one is sharing content for a more collaborative feel.

Use a custom image for virtual backgrounds - Liven up your virtual background by using your own image. For best results, use an image larger than 1280x720.

See the Participants' View of What You’re Sharing - When you start sharing a screen, you can see the participants' view of what you’re sharing from the controls at the top of your screen. Hover over and click the bottom of the controls to show the view again at any time.

Edit Your Name/Email Address from the Preview Window - Hover over your name and click to change user name or email address directly from the Preview window.

For the latest Webex updates please visit the Webex monthly update page.

If you have not already done so, it is recommended that you download the WebEx desktop application. You can go to https://www.webex.com/downloads.html or visit the Apple App Store.

Using your mobile web browser, your class WebEx link can be found on your class Desire to Learn (D2L) page (https://courses.uscden.net/) via the Navigation Bar's Virtual Meetings link.

In the Virtual Meetings tab, you will see the direct link to your lecture meeting under "Upcoming."  Click this link and you'll join your live lecture meeting.

Enter your name and email address so that you are easily identifiable when you enter the meeting. Hit the “Join” button at the top right of the screen.

Important:  Instructors should join their meetings at least five minutes before each lecture begins, with the web camera activated and the screen already shared.  This allows our staff to verify everything is working and prevents a start time delay if troubleshooting is needed.

You have now entered the active meeting/session page. There are functions made available to you (please use image below as reference):

a) Connect Audio. Options are as follows:

• Use computer audio (strong internet connectivity is necessary when selecting this option)
• Have WebEx call you (easiest option when using a phone to connect to audio. Also best option if internet bandwidth is weak and you need your audio to come through clearly)
• Dial into WebEx. No toll-free numbers. Phone number to dial and global number options shown after you click “Join Meeting”

b) Stop/Start Video. Red icon means camera is off, grey/black means it is active.

c) Share Content. The easiest option is to select share desktop/screen. Note that if will be using your iPad as a white board to create slides, select the “Optimize for Video” option before sharing the screen. This allows for your annotations to appear fluid on everyone’s view of your screen. Select this option when playing back videos as well. Leave it on “Optimize for Images” if sharing a Power Point presentation. You can re-select the different optimizations by returning to the WebEx app, stop sharing and re-engage the Share Content button.

d) Participants. This is to view participants joined in the meeting. It will be opened on the secondary monitor of the DEN instructor PC. Globe to the far left of the name indicates who has current presenter privileges. Icon directly to left of name shows audio connection. Headset means computer audio and phone handle means phone connection. No icon indicates that the participant has not connected to the WebEx audio. He or she cannot hear nor speak unless connected.

e) More Options. Allows for adjustment of audio/video settings and switching audio connection methods. You can copy the meeting link and invite anyone to join while in session or invite and/remind a user directly by entering their email address. Chat and polling features are also available.

f) Leave Meeting. Select this if you wish to leave the session.

g) Stop Sharing. Select this to end screen share. You can always hit Share Content button to share again.

Once you select share your screen, a window will appear informing you that you are starting the broadcast of your iPad. There will be a countdown. Once it reaches one, you are broadcasting your iPad screen to the WebEx participants. It will then count up to indicate how long you are sharing.

• Be mindful to mute or turn off your notifications so they do not appear on screen and make noise.

Hit your iPad home key and commence sharing whatever application is on your desktop and begin teaching. Go back to the WebEx application to: stop sharing, change visual optimization for screen share, or leave the meeting.