UofG OpenEd Documentation & Support

Instructors: CourseLink Tools

The information on this page is intended for instructors using a CourseLink course site.

Webex

What is Webex?

WebEx is an online tool designed to facilitate online meetings, online classes, student group work and other collaborative coursework.

 

How to Login to Webex

  1. To login into Webex, please use your browser to go to uoguelph.webex.com


  2. Click on Sign In and provide your @uoguelph.ca (or @guelphhumber.ca) e-mail address.

    This will take you to the University’s single sign-on page.







  3. Please enter your UoG username and password and click on Sign in.











  4. You are now connected to your Webex profile.

WebEx1.png
Single sign on page for the university of Guelph. Username and password is being asked for.
Your Webex Profile. This lists upcoming meetings.
 

Schedule a Class or Meeting (single or recurring)

This image shows the user scheduling a new meeting.
This image has the user setting up the recurrence of the meeting every week on Thursdays.

  1. Click on Schedule.

  2. Enter a name for your meeting in the Meeting Topic field (E.g. Biology 101)

  3. Keep meeting password unchanged or change as desired

  4. Set date and time for the session you are trying to book

    o   If this is a recurring meeting, please check the Recurrence field to open the options

  5. In the attendees list, enter names (or e-mail addresses) of students that should attend your session. 
    *If you have a list of comma (or semi-colon) separated e-mail addresses, you can copy and paste them into the field.


    *See also: Alternative Method of sending meeting to large number of participants”*

  6. Click on Save to complete the scheduling.

 

Start your Webex Class or Meeting

The image has the meeting time from 11:30pm - 12:30am and the start button is located to the right.
The image is asking the user to confirm their audio and video connection with a green Connect Audio and Video button at the bottom.

  1. On your webex home page, find the session you want to start under “Upcoming Meetings” meetings.

  2. Click on “View all meetings” if you can’t see the session you are looking for on the initial list.

  3. Click the “Start” button on the session you want to launch.

  4. Students are able to join your session, once you started it.

  5. When prompted, choose your audio and video preferences and then click on “connect Audio and Video”.

 

Start your Webex Class or Meeting

Image has the options that the host would have during the meeting like share screen.
Image shows what happens after clicking share screen button. It makes you select what you want to share.
Image shows the options the host has when sharing the screen. They can stop by clicking "Stop Sharing".

  1. To share content, click on the Share button (box with arrow pointing up)




  2. Choose what to share from the options presented
















  3. After you share your screen, the control panel will move to the top of the screen and look like this

 

Recordings

  1. To record your session, click the Recorder button (circle with red dot)


  2. Ensure the option Record in cloud is selected before you click Record



  3. Click on the X to close the recording window.


  4. To end or pause recording, click on the recorder button again for options.

    o   Ending a meeting will also stop the recording.


  5. To access your recording, go to your Webex home page

  6. Click on Recordings on the left hand side

  7. Choose the recording of your session


  8. To edit what is available when shared, click the More button (circle with 3 dots) and select Edit. From here you can remove components of your recording, if so desired.









  9. To access the link to the recording, click on the share button on the right side






  10. Copy the link and paste to Courselink as required.

    Note: To restrict access to the recording to “UoG only”, click on “Anyone with the link can view this recording” and switch to “People in my company can view this recording”

Check “advanced options” for further ways to customize your meeting (e.g. chat & participant list views)

  • Meeting Options

  • Attendee Privileges

Image has the options that the host would have during the meeting like recod meeting.
Image shows the options the host has when sharing the screen. They can stop by clicking "Stop Sharing".
Image has a Recorder window with the dropdown option Record in cloud option selected. A red Record button is at the bottom.
The image is the My Recorded Meetings.
Image show the Edit Recorded Meetings page with editing options that changes what students see from the meeting.
The image is on the Share recording options. You can enter emails to share with people and add a message. When you are ready click save

Options to consider

  • Scheduling options > Require account

  • Audio connection options > Entry and Exit tone : No tone

  • Note: if you want to allow someone to start the meeting in your absence, click the silhouette beside their name to highlight them (e.g.: your TA for the class)



 

Best practices

The preferences page

  • Use a headset with microphone if you are the host/presenter.

  • After the meeting is started, click on Participant > Mute on entry

  • Participant > uncheck entry & exit tone

  • Set recording preferences:

 

Related Tools

 

Need More Help?

If you're still having trouble, please contact the CourseLink Support team for assistance.

 
 
I-CL-CommunicationOwen Wooding