Connecticut State Colleges & Universities
IT Support Center

IT Support Center | Connecticut State Colleges & Universities - WebEX

WebEx Web Conferencing - Attending a Meeting

The following documentation and training material has been designed specifically for ConnSCU Students, Faculty and Staff when attending a ConnSCU WebEx meeting. Those attending a WebEx meeting do NOT need to create an account on ConnSCU WebEx's server, only the person hosting the meeting needs to have an account created.

Getting Ready - Preparing for the meeting

  1. Receive meeting information
    Prior to the meeting, attendees should receive an email containing the meeting information. It will include the date/time of the meeting, the meeting number, a meeting password (meeting passwords are now required for all meetings), a link to the meeting and the audio conference access code (if you opt to use a phone to listen to the meeting).
  2. Verify browser plug-in or download mobile app
    Prior to the scheduled meeting, test your browser by joining this test meeting: (http://www.webex.com/test-meeting.html) being sure to use the same workstation and browser you are planning to use for the actual meeting.

    You may be prompted to download/install the Meeting Center plug-in that is used to attend the meeting if it is not already installed. If you are using a work computer, you may not have the administrative privileges to install the plug-in and will have to contact your local IT to have the WebEx meeting center plug-in installed.  If you have difficulty joining a meeting with one browser, try using a different browser as often one will work better than another depending on local browser settings (i.e. Firefox, IE, Chrome).

     If you do not have time or the correct privileges to download and install the Meeting Center plug-in, you should always see a link on the WebEx set-up screen that says 'Run a temporary application' to join this meeting immediately. If you click that link the WebEx Meeting window will display without the plug-in being installed. See a screenshot of how this link might appear while you are trying to join the meeting.

    If you need to participate in a WebEx conference from a mobile device (iPad, smartphone, etc.) download WebEx's mobile app.
  3. Verify audio setup
    You will want to verify your audio setup prior to the meeting as this is not tested as part of the test meeting. We strongly recommend using a headset with microphone, or alternatively a laptop's built-in microphone plus speakers works well. Only after joining the real meeting will you be prompted to setup the audio portion of the meeting and given the opportunity to test your computer's audio setup (microphone and speakers). NOTE: Alternatively, you can use the call-in toll number provided in the meeting information, however remember that toll charges will apply.

Joining the Meeting

  1. Locate the meeting link
    You will need access to the meeting link that was sent via email, an Outlook invitation or for students, instructors may also have posted the link in a Blackboard announcement, Discussion or Message. Meetings are no longer listed on a public calendar and therefore no longer browsable due to security concerns. However, attendees that also have a host account (not all attendees do), you can see a calendar listing of all meetings you have been invited to by logging into the ConnSCU WebEx site and clicking My WebEx.
  2. Join the meeting
    If the host has not yet started the meeting, you may not be able to enter the meeting. Whether or not attendees can join before the host is dependent upon the settings applied to that particular meeting.

    If you are joining from a meeting link, simply click the link and enter your name and email address, then click Join to join the meeting. If you are joining by entering a meeting number into the ConnSCU WebEx site - Meeting Center - Attend a Meeting page, you will first need to enter the meeting number, then the meeting password. Then you can enter your name and email address and click Join to join the meeting.

    Assuming you pre-tested your browser plug-in (as suggested in Getting Ready - Preparing for the meeting section above), the Meeting Center window will launch. This is where your online meeting will take place.

  3. Make Audio Selection
    Next, you will be prompted to make your selection about how you will participate in the audio portion of the meeting. You can choose the "Use Computer for Audio" option (assuming you have a headset, or can use the computer's microphone and speakers). Prior to clicking the "Call Using Computer" button, you can test the speakers and microphone by clicking "Test speaker/microphone" found under the Call Using Computer button.

    Alternatively, you can select the "Use Phone" option and call in on the phone number provided. Note that you are also provided an access code and attendee ID that you'll use to connect to your meeting. We highly recommend using the "Use Computer for Audio" option as there are toll charges that apply if you call in using a phone.


    NOTE: If you are calling in by phone, never put the WebEx call on "Hold"- if your organization has background "on-hold" music, everyone on the call will hear it. The host will probably mute you and neither of you will necessarily know that when you return to the call.

  4. You are all set!
    Refer to the FAQ section below if you have questions while attending a meeting.

FAQ

Refer to our FAQ document for answers to the following frequently asked questions:

Support

Refer to the Contact Us link above for support.