Web conferencing tools simplified

There are several web conferencing tools available to UW–Madison faculty, staff, and students. This document makes simple user-oriented recommendations for common web conferencing uses.

UseMaximum participantsRecommendation
Student groups for study, discussion or projects250Google Hangouts Meets
Large student gatherings
Staff meetings250Microsoft Teams
Large staff meetings
Lectures or large class discussions250 with audio and video for 5 at a timeBlackboard Collaborate Ultra
Large gatherings10,000Live events in Microsoft Teams (see Live events settings)

Additional Webex resources: Webex: Tools and Features for Meetings, Training, Events and Support. For Webex training, browse to the Office of Human Resources training catalog, click the Search button, enter Webex then click Search.

Which tool do we recommend?

That depends on who you are and what your need is.

  • If you're a student organizing a study group or discussion for up to 250 participants, we recommend Google Hangouts Meets.
  • If you're a student organizing a large gathering for up to 1000 participants, we recommend Webex .
  • If you're UW–Madison staff organizing a meeting for up to 250 participants, we recommend Microsoft Teams.
  • If you're UW–Madison staff organizing a meeting for up to 1,000 participants, we recommend Webex.
  • If you're faculty organizing classes or discussions for up to 250 participants with simultaneous video and audio for 5 at a time, we recommend Blackboard Collaborate Ultra.

Please adhere to federal regulations

The Provisional UW–Madison Online Collaboration Session Recording Policy (eff. March 16, 2020) restricts the use of Zoom (or any other conferencing tool that is NOT supported by campus) when discussing sensitive, restricted or internal data. Please use the campus-supported web conferencing tools: Webex Meetings (See Webex Meetings: Getting Started) and Microsoft Teams (See Office 365 - Getting Started with Microsoft Teams).

If you belong to the UW–Madison Health Care Component, contact your HIPAA Privacy or Security Coordinator with questions about the tools approved for creating, storing, and sharing Protected Health Information. A list of currently approved tools for use with PHI is available at compliance.wisc.edu/hipaa.

Keywords:Web video conferencing tools google hangouts meets Webex Blackboard Collaborate Ultra Adobe Connect Zoom recording policy HIPAA FERPA PHI   Doc ID:100192
Owner:ERIK G.Group:DoIT Communications KB
Created:2020-04-07 12:27 CDTUpdated:2020-07-10 10:58 CDT
Sites:DoIT Communications KB, DoIT Help Desk
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