WebEx for Staff and Students

I need to:

 

Logging into WebEx

  1. Visit flemingcollege.webex.com
  2. Click “Sign In” on the top right of screen
  3. When prompted for “Email address” enter your Fleming College email address. (ex: Jane.Doe@flemingcollege.ca)Your email address is NOT the same format as your mycampus username ( DO NOT USE THIS FORMAT: jdoe@flemingcollege.ca)
    If you do not know your Fleming College email address you can find it by logging into mycampus.flemingcollege.ca and then click this link: outlook.office.com/people/
  4. On the following Fleming branded page please enter your mycampus username and password and click “Sign In“You should now have access to Fleming College licensed WebEx services. If you are prompted to create an account please review Step 3 and verify you are using your Fleming College email in the correct format.

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Join a scheduled WebEx meeting?

From Outlook

    1. Open Outlook
    2. Click on Calendar
    3. Open meeting
    4. Click “Join meeting”
    5. Click “Start Meeting”
    6. Meeting will launch and you will join the session

From Webmail

  1. Go to https://mycampus.flemingcollege.ca
  2. Click on “Email”
  3. Open Calendar
  4. Open meeting
  5. Click “Join meeting”
  6. Click “Start Meeting”
  7. Meeting will launch and you will joined into the session

From External

  1. Open email
  2. Open calendar
  3. Open meeting
  4. Click “Join meeting”
  5. Click “Start meeting”
  6. Meeting will launch and you will be joined into the session

Audio only

  1. Dial 1-844-426-4405
  2. Press 1# for English
  3. Enter the meeting number followed by #
  4. If you are the host, enter your host number followed by #
  5. If you are not the host enter #

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How do I schedule a meeting in WebEx?

From Office desktop

  1. Launch Outlook
  2. Create a new meeting
  3. Invite attendees
  4. Complete message content
  5. Click “Add WebEx Meeting”
    • If this is your first meeting setup, you will have to complete the form that appears
  6. Send meeting

From WebEx site

  1. Login to WebEx site – https://flemingcollege.webex.com
  2. Click “SignIn” (top right of screen)
  3. Enter your Fleming email address
  4. Enter your Fleming username and password
  5. Click “Schedule”
  6. Complete form
  7. Click “Start”

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What are the Hardware/Software Requirements?

Download WebEx

Faculty/Staff/Students

Faculty and staff can use WebEx from any computer that has a internet connection. This includes all computers at the college as well as personal desktops/laptops. Installing the WebEx application is as simple as downloading the software and running the installer. Click HERE to download.

Faculty and staff will also require a microphone for audio. Most webcams have a microphone built-in that can be used. Webcams can also be used if desired.

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How do I launch my scheduled meeting?

From Outlook:

Click on “Join” in your Outlook Meeting

From WebEx:

    • Connect microphone and/or webcam to computer
    • Go to https://flemingcollege.webex.com/
    • Click “Sign In” button in top right of screen
    • When prompted, enter your email address
    • You will then be asked for your Fleming username and password
    • Under “Upcoming Meetings”, click start beside the one you wish to launch
    • If you have webcam, it will be activated by default. Clicking the camera icon at the bottom of the image will disable it for the session.
    • Click “Start Meeting”

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Sharing your screen:

  • Click Share menu at top of WebEx application (CTRL-ALT-D)
  • You can choose to share your screen or a specific application. Click the “Share” button on the desired screen or application.
  • To Stop Sharing, click “Stop Sharing”

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Ending your session

  • Click “File”
  • Click “End Meeting”

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Update Personal Meeting Room Call in Numbers

  1. Go to flemingcollege.webex.com
  2. Click ‘Sign in’ in the top right hand corner
  3. Enter your email address when prompted, followed by your mycampus username/password on the next page
  4. On the left hand side of the screen, click on ‘Preferences’
    Click preferences
  5. Inside of Preferences, click on ‘Audio and Video’
  6. In the ‘Default call-in number’ section, change the First number to Canada Toll Free and the Second number to Canada Toll
    Preferences page
    a) You can also change the Office phone and Mobile phone to Canada rather than US, but it isn’t necessary.
  7. Click on Home from the pane on the left
  8. Under the section, ‘XXXX’s Personal Room’, click the More ways to join button and note the updated call in information:
    Personal room page view

 

 

WebEx Meeting Best Practices:

As the host, you are the final decision maker concerning the security settings of your meeting.

You control nearly every aspect of the meeting, including when it begins and ends.

Follow the security best practices for to protect your attendees, and keep meetings and your information secure

  • Do not post your meeting information anywhere. Especially on social media.
  • Do not share your audio PIN, meeting host key, or Personal Room host PIN with anyone.
  • Provide meeting passwords only to users who need them.
  • Disable participant screen sharing or file sharing
  • Never share sensitive information in your meeting until you are certain who is in attendance.
  • Keep your Webex software updated.

As the host, you should apply these settings to every meeting as soon as the meeting is started:

  1. Mute Participants on Entry

    Hosts can mute individual participants or the entire group:

    Individual: To mute or unmute specific people, go to the Participants panel, find their name, and select Mute Unmuted icon or Unmute Muted icon.
    Everyone: You can also mute everyone at once or as they join the meeting.
    Muting everyone at once, from the Participant menu, select Mute All or Unmute All.
    OR
    Muting everyone as they join the meeting, from the Participant menu, select Mute on Entry.

  2. Disable “Anyone Can Share”

  3. Lock your Meeting Room

    • During a meeting in your Personal Room, go to More options More options icon in the meeting controls, and then choose Lock Meeting or Unlock Meeting.

    More info from Cisco about locking rooms.

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How to Keep the Participant Panel Easily Accessible:

Make sure the “Participants” panel is always open by clicking the Participants icon on the main screen:

WebEx Participants Panel Toggle

WebEx Participants Panel Toggle

In the event a participant is disruptive there are several actions the host can take. These are available by right clicking on the user in the participant panel. The key ones are Mute, Stop Video, and in extreme cases Expel the participant.

If you expel someone, make sure you lock the room. The user will not be able to return.

 

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Secure Your Personal Meeting Room:

We recommend always scheduling a meeting with a password, but if you do use your personal room please edit the room preferences to make it more secure.

Log into https://flemingcollege.webex.com and click Preferences in the left column. It will look like this:

WebEx Meeting Preferences Screenshot

WebEx Meeting Preferences Screenshot

We recommend setting: 

  1. Select Automatically lock my room and set the time.  Anyone trying to join after the meeting room has been locked will be placed in the lobby and will require authorization to enter the meeting.
  2. Make sure Notify me by email when someone enters my Personal Room is checked.
  3. Uncheck Let others host my Personal Room meetings without me.
  4. If you need the ability to allow specific people to host your Personal Room meetings:
    1. Check Let others host my Personal Room meetings without me.

Do *NOT* enable Allow anyone with a host account on this site…

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FAQ’s

My meeting is requesting a “Host Pin”.  How do you set/locate this?

I don’t have a webcam and/or headset.  Does ITS supply these?

ITS has a quantity of webcams for staff and faculty to use.   These are available from the Service Desk at Sutherland and Frost.