Training & Support Resources

Learning WebEx Meetings - A comprehensive training course on Lynda

Videos and frequently asked questions:

Get Started 

Learn how to accomplish common WebEx tasks: 

 

Meeting Center

 

NOTE: The first time you log into WebEx you will be prompted to download Productivity Tools. This is highly recommended if you are a Windows user as it will allow you to schedule meetings, etc. directly from Outlook.   Currently WebEx Productivity Tools are not compatible with Office for Mac 2016.

Connect to audio via phone or computer: 

How to use the "Call Me" feature to connect to meeting's audio by phone

  1. Enter Meeting by clicking on link in the WebEx invitation you received or by logging into WebEx
  2. Click Connect to Audio
  3. Click Call Me option to have the meeting call you
  4. Enter your phone number, including the area code, in the field
  5. Click Call Me

Your phone will ring, answer to be connected to the audio for the WebEx


strong>How to connect to a meeting using your computer for audio

To use your computer for audio during a WebEx session your computer will need to have a built-in microphone and speakers (a full duplex sound card and speakers) or you'll need to use a headset or earbuds with a mic.

  1. Enter Meeting by clicking on link in the WebEx invitation you received or by logging into WebEx
  2. Click Connect to Audiio
  3. Choose Call Using Computer from the Select audio connection dropdown.
  4. Test your connection- Click the settings icon (gear/cog) next to Select Audio drop-down (or click the Audio menu tab and select Computer Audio Settings). Next, aelect the correct source to use for  Speaker and Microphone and then test.
    If you don't hear anything during the test or if your voice doesnt' register during mic test you may need to select a different source for your output and/or input.

See image below:

Image showing WebEx audio connection settings and the dropdown boxes for selecting different input and output sources as well as the test button.IMPORTANT: If you will be connecting audio through your computer (rather than phone) be sure to test connecting prior to hosting/attending a meeting to ensure that your computer is able to connect via this method.  The easiest way is to start a meeting from your personal room and do a quick test.

How to give someone permission to schedule meetings on your behalf:

  1. Log in to the WebEx account
  2. On the navigation bar, select My WebEx > My Profile
  3. Click Preferences on right
  4. Click Scheduling options
  5. In the Scheduling Permissions box, type the email addresses of the users to whom you want to grant scheduling permission. Separate multiple addresses with either a comma or semicolon.
  6. Select Update

* Office for Mac 2015 and 2016 currently do not support WebEx Productivity Tools. 

IMPORTANT: When recording to your desktop, only the audio of persons connected through the computer will be recorded. To record the audio coming through a phone you will need a special phone recording adaptor.  WebEx recommends the DynaMetric TMP-636 or the Plantronics MX10 available at various retailers.

 

WebEx .ARF recording files can be converted to .wmv or .mp4 format using the Network Recording Player for Windows and a plug-in.  ARF files cannot be converted on a Mac.

If you are a Mac user, please contact the UIT Service Desk for assistance (994-1777 or helpdesk@montana.edu).

If you wish to edit .ARF files you will first need to convert them to .MP4, .WMV or .SWF format after which you'll be able to use a third-party video editing tool to edit recoring.

To convert .ARF files:

Step 1: Download the Network Recording Player for Windows.  Follow prompts to install.

Step 2:  Download the plugin
On your computer:
  1. Hold down the windows key and press R to open Run.
  2. Type (or copy/paste)  \\software\free\WebEx_NBR_Plugin\mp4plugin.exe  into the field and click OK.  

The plugin will open and be installed instantly.  It happens very quickly and it will seem as if nothing at all has occurred.

Step 3: Convert the .ARF file

  1. Download the recording file to your local computer.
    For details, see Download Recordings to Your Local Computer.
  2. Do one of the following to open the recording file on your local computer:

    Double-click the recording file in your Windows File Manager window. The WebEx Network Recording Player automatically opens the file.

    Double-click the Network Recording Player shortcut on your desktop. Then choose File > Open and select the recording you wish to convert.   
    The recording file will opens.
  3. While playing the meeting (or you can press pause) in the Network Recording Player, select File > Convert > MP4 (MPEG-4 Format) or whatever format you wish.

    The Convert to ... dialog box appears.
  4. Specify the location to save the file in the Save in field.
  5. Click the OK button at the bottom to use the default conversion settings OR choose the settings you'd like and then click OK.

    The file will begin converting immediately or do so at the time specified.  The process can take quite awhile.

To check status of conversion:

You'll see the little icon below in the system tray. You can hover over it to see the status of your conversion or double-click it which will show the same thing.
Screenshot showing the tiny world/globe conversion icon located in the system tray. 

 

  • How do I edit the invitation email to meetings in a personal room?
    1. Go to montana.webex.com and log in.
    2. Click Meet Now under Host a Meeting.
    An invitation email will automatically be sent to you.
    3. Open the email and click Forward.
    4. Edit the email and send to invitees.
  • How do I add a message to be displayed when users enter my personal room?
    1. Enter your personal room.
    2. Click Meeting in the menu bar and then click Welcome Message.
    A new browser window will open with a field where you can enter your message.  Note: sometimes it takes about 5 seconds for the page to load.
  • Cisco Meeting Center FAQ

Log in instructions for all device types:

To host and attend WebEx meetings from your smart phone you must first download and install the Cisco WebEx application from your appropriate application store (such as app store, Google Play store or Windows Phone store).

To sign into the application follow the instructions below:

1. Tap the WebEx Meetings app or tile

2. Tap Sign In

3. Enter your email address (this is your preferred email address in MyInfo)

You will be asked for your corporate website

4. Enter montana.edu/webex in the WebEx site URL field and click Next

You will be taken to a page titled MSU Web Login

5. Enter your NetID and NetID password

6. Click Login

You will be asked to Open this page in “WebEx”?

7. Click Open to open WebEx

Continued instructions for using WebEx on your mobile device:

To find your host key before you have started the meeting:

  1. Log into your account at montana.webex.com.
  2. Click the Meeting Center tab.
  3. Click the My Meetings link in left side bar.
  4. Click your meeting's name listed under the Topics column as shown below.
    Screen shot of My Meetings list on WebEx.

  5. Click the More information link to display the Host key as shown in the image below.
    Screenshot of More information link and the listing of information.

 

 

To find host key after you have started your meeting:

Click the Meeting Info tab to display the host key as shown in the image below.

 Screenshot of the Meeting Info tab on a webex meeting window.

A WebEx Audio Conference is a great alternative to a WebEx meeting when you just need to talk and can’t / don’t need to be at your computer.  Using a Personal Conference Number (PCN), and Audio PIN you create, you can make on-demand conference calls whenever and where ever you want. 

Get started by setting your audio PIN and then creating a Personal Conference account.                                                                  

To set Audio PIN and create a Personal Conference account:

  1. Log into montana.webex.com
  2. Click the My WebEx tab.
  3. Open Preferences in left navigation.
  4. Click the Expand all link at the top of the panel.
  5. Scroll down to My Phone Numbers section and enter an Audio PIN (4-digits).
  6. Click the Save button, then click the OK button in the confirmation pop-up.
  7. Click the Expand all link again and scroll to Personal Conferencing.  Click the  Generate account link.

    The Add Personal Account window will open, leave the fields blank and click the Generate button, then click the Close button.

  8. Scroll back down to the Personal Conference section and you will see your:
    • Personal conference number
    • Host access code
    • Attendee access code

To conduct a personal conference call:

  1. Send attendees:
    • Personal conference phone number (see above)
    • Attendee access code
    • Date and time of call
  2. Call the personal conference number at scheduled date and time:

Attendees will call the conference phone number and enter attendee access code when prompted.  You, the host, will call the conference phone number and enter the host access code and your audio PIN when prompted.  Conduct your call. When the host hangs up any attendees still on the line are notified that the call will end in 5 minutes.

 

 

Event Center


Note: If you schedule an event with pre-registration any updates or changes to the event will change the pre-registration link. Once you have sent out the pre-registration link do not make any changes to the event. 

 

Training Center

How to schedule a WebEx Training Session

  1. Log into to WebEx at https://montana.webex.com with your NetID and password.
  2. Click the Training Center tab.
  3. Click the Schedule Training link under Host a Session.
  4. Enter a Topic for the session and session password.
  5. Check box for Audio Conference so you'll have audio capabilities.
  6. Enter all other necessary information for the session and then click the Schedule Session button at the bottom of the page.

For more details see WebEx's How to schedule a training session.