Webex Meetings - Getting Started for Instructors (UW-Madison)

Webex is a web conferencing tool available at UW-Madison. Faculty, staff, and student employees are able to create and host web conference sessions which can be accessed by anyone. It's a useful tool for hosting and recording synchronous web conferencing sessions. For these and other reasons, Webex is a recommended tool for continuity of instruction, particularly for hosting synchronous sessions with students. Because Webex doesn't integrate with Canvas, if you are a Canvas user, please consider using Blackboard Collaborate Ultra: Blackboard Collaborate Ultra - Getting Started for Instructors (UW-Madison).

Note: The Webex Meetings Desktop Application is not needed to join sessions. Your students do not need to download Webex, and are not eligible to download Webex, but can join via invites you send.

Note: If you are planning a session with a large number (up to 1000) of participants, please review the section below about Webex Events.

Installing and Accessing Webex

• This document details how to install Webex Meetings Desktop Application for Windows and Mac computers: Webex Meetings Desktop App: Installation Instructions.
• Note: if you have a UW-Madison provided machine, it's possible you already have Webex meetings installed.
• Though there is a Webex desktop application, students should only access Webex sessions sent via an email invite link through their browser or from their calendar invite.
• Webex can also be accessed through the web located at uwmadison.webex.com.
• This document provides information about how to join a Webex meeting: How to Join a Webex Meeting: Calendar, Desktop App, Webex Site.

Starting and Configuring Webex Sessions

• Once you've installed Webex, view this document for details about how to schedule or start a Webex session: Webex Meetings: Getting Started.
• Follow these links to learn how to schedule Webex sessions for
  • Mac: Webex Meetings: (Mac) Schedule a Webex Meeting using Outlook Desktop
  • Windows: Webex Meetings: (Windows) Schedule a Webex Meeting using Outlook Desktop
• You can also start a Webex session from your Webex Site: Webex Meeting: How to Set up a Meeting from your Webex Site.
• You can configure your session to prevent participants from using their video: Webex Meeting: How do I set up a meeting that does not allow participants to turn on their video?. This is recommended due to high utilization of Webex across the globe

Navigating the Webex Session

• In case you need to leave a session, you can set someone else (such as your Technical Assistant) to be a host: Webex Meetings: Make Another Participant the Host and Leave Your Webex Personal Room Meeting.
• Sharing your screen.
• Adding another participant to the session.
• [Link for document 90161 is unavailable at this time.]
• Webex Meeting: Muting Participants
• Getting Started for Attendees

Recording and Distributing recorded Webex Sessions

• Webex: How to Record and Share your Webex Sessions
• Webex Meetings: Webex Recording Transcripts

Webex Events

Webex Events is intended for sessions with a large number of participants (up to 1000) that need to be muted with no video (no audio or video capabilities). There is a Q&A feature that allows participants to ask questions via text.

Webex Events is accessed by logging in at uwmadison.webex.com.

Once you are signed in, select Webex Events in the bottom left-side menu.

Training videos on how to use this tool is available directly from Cisco at Webex Events Training Videos.

There is also an online training course for Webex Events for UW-Madison employees. You can sign up through the Office of Human Resources catalog.

Protecting Student Privacy

Since you will be working with student data, please take some time to review the documents below pertaining to the Family Educational Rights and Privacy Act (FERPA).

• The UW-Madison Registrar's Office maintains a website with a helpful overview of FERPA and links to other information about protecting student privacy.
• We strongly encourage you to also review this page with FERPA Tips for UW-Madison Faculty and Staff.

If you have additional questions about FERPA please contact the UW-Madison Registrar's Office.

Additional Links and resources

• Video tutorials are available for Webex. 
• If you are experiencing any technical problems with Webex, click here for troubleshooting and to get help or contact the DoIT Help Desk.
• There's also a self-help document for Troubleshooting Audio Webex: Trouble with Audio 
• For a quick-reference sheet of best practices for using Webex, please click here.
• Learn more about Webex and accessibility (including Live Closed Captioning).
• If your course enrollment is above 500, it is recommended that you do not host synchronous sessions. Instead, consider asynchronous delivery.